This document is designed to set forth the Policies and Procedures used by Club Estates Garden Club in its operations to achieve the Object of the Club, as directed within the By-laws

 

Policies and Procedures may be changed without a vote of the membership of the club.  A simple majority of the Executive Board may change any policy or procedure.

 

PROSPECTIVE MEMBERS

• Members eligible to change categories may submit a request to VP Membership at any time. All category changes shall be made in September and January.

• Names recommended for membership must be presented in writing to the VP Membership with three letters by one (1) lead sponsor and two (2) recommending sponsors for each prospective member. VP Membership will record with a time-stamp the order in which all letters are received.  A prospective member’s nomination will be recorded as of the last sponsorship letter to be received.

• A member may not be a lead sponsor for more than one prospective member at a time.

• Nominating letters will be collected throughout the year and presented in order received to the membership for voting at the January and September meetings if openings are available.

• New members shall then attend their first meeting in February or October.

• When an open spot becomes available for a prospective member and they need to defer their membership, they may do so for one year - whether it's in September or January. They will be put at the top of the waitlist, but they might have to wait longer if there is not an opening.  After that time, if the prospective member still cannot commit to CEGC, they will have to drop off the list entirely. They are welcome to be recommended again at any time in the future under the normal process.

 

OFFICERS

• President will appoint a Nominating Committee in November of alternating years to fill the slate of officers for the ensuing term

• The Nominating Committee asks for nominations from the general membership (in the format and timing of its choosing)

• The Nominating Committee presents the proposed slate at the February general meeting

• Members wishing to make changes to the proposed slate will communicate with the President (as acting Chair of the Nominating Committee).  Such suggestions will be considered, adopted or rejected and communicated prior to the March vote.

• The slate is elected via a voice vote during the March general meeting

• Each officer should be actively cultivating her replacement and communicate recommendations to the Nominating Committee

• The immediate past President shall serve as the parliamentarian

• The traditional timing of Officer elections is as follows:

  • November of alternating years – Nominating Committee formed

  • January general meeting – Nominating Committee requests volunteers

  • February general meeting – Nominating Committee presents Slate of Officer Candidates and accepts changes; changes would be communicated via email

  • March general meeting – Slate is voted by simple majority voice vote

  • April or May luncheon - New slate of officers is installed

• The Executive Board will be made up of the following offices, but may include or exclude any office at the President’s discretion

  • President

  • President Elect

  • VP Membership

  • VP Programs

  • Recording Secretary

  • Treasurer

  • Parliamentarian

  • Grant Committee Chair

  • Hospitality Committee Chair

  • Flower Show Committee Chair

  • Service Project Committee Chair

  • VP Inspiration

  • VP Horticulture

  • Neighborhood Liaison

  • Photographer

 

OFFICER DUTIES – SPECIFIC OFFICES

• VP Membership requests Sponsors speak about their prospective members at the meeting when they will be voted on

• As a courtesy, the VP Membership will attempt to notify any Active member having missed four (4) meetings.

• VP Programs determines the balance between house meetings and field trips

• VP Programs pays speakers, gives thank you gifts and writes her own thank you notes.

• Recording Secretary will submit the minutes of the meetings to the President and the communications secretary within 10 days of the meeting.

• Treasurer and VP Membership must work together to reconcile members not in good-standing for non-payment of dues

• The office of Parliamentarian is held by the immediate past President

• The Recording Secretary shall send a card to members who are ill or hospitalized.

• In the event of the death of a member or one of her immediate family, flowers, or a memorial gift shall be sent to the charity of their choice. The amount will be decided by the President and Recording Secretary.

 

MEETINGS

• The Club meets on the 4th Tuesday of every month with coffee and socializing at 9:30am and a program at 10:00.am.  Lunch is served immediately following the program.

• The Club year will begin with a business meeting (no outside speaker or field trip) in September.

• Officer Installation in alternating years is usually a more formal luncheon with no outside speakers.

• Monthly meetings that might not be on the 4th Tuesday are November, December, April and May

• The club recesses for June, July, and August.

• The club may take a Spring Trip in alternating years; as needed, this may count as a member’s meeting requirements

• The club may host a Fundraiser in alternating years; as needed, this may count as a member’s meeting requirements

• Members are personally responsible for meeting the minimum number of required meetings for the membership category to which they belong

 

DUES

• Dues as of July 2021 are as follows:

  • Active: $170

  • Associate $170

  • Professional: $170

  • Non-resident: $30

  • Life: $60

• Dues are invoiced in August, due in September and late fees of $10 per month begin to be attributed in October.

• New members entering in October and February pay pro-rata dues for the year in which they enter

• Members changing categories will not receive a refund of Active dues

 

ANNUAL BUDGET

• The President is responsible for compiling budget requirements from each office for the following year’s budget

• Officers and Committee Chairs should determine their budgetary needs for the following year based on past spending and future plans

• The Hospitality Committee is responsible for providing coffee and lunch at house meetings

• Lunch at field trip meetings will be determined on an as-needed basis in cooperation between the VP Programs and the Hospitality Committee

• The club may choose to charge a fee to provide the Hospitality Committee’s budget for catered lunches, the amount of which will be determined by the Hospitality Committee working with the VP Programs based on the estimated number of house and field trip meetings

• Special Events such as a Holiday party, Fundraiser or Spring trip may charge admission to cover the expenses of such events, i.e. they are “pay-to-come” events and only those attending need pay.

• The Annual Budget will be adopted by the Executive Board and approved (via voice vote) by the general membership at the September meeting

• The Grants Committee (GC) Chair will request an amount to fund grants, per the budget allocation and approval process. CEGC Budget process will determine the GC Budget.

• The GC will be responsible for accepting and approving requests for grants from its budgeted amount.

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ORDER OF BUSINESS

• The order of business at all meetings shall be:

  • Call to Order

  • Inspiration

  • Roll Call

  • Minutes

  • Treasurer’s Report

  • Committee Reports

  • Unfinished Business

  • New Business

  • Announcements

  • Adjourn

  • Program

• The timing of the Program will be at the President’s discretion, e.g. before the business meeting if a speaker needs to leave early

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The Philanthropic Grants Committee (PGC) Chair will request an amount to fund grants, per the budget allocation and approval process. CEGC Budget process will determine the PGC Budget.

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The PGC will be responsible for accepting and approving requests for grants from its budgeted amount.

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The Neighborhood Beautification Committee (NBC) aka “Bloom Brigade” will request an amount to fund grants per the budget allocation and approval process. CEGC Budget process will determine the NBC Budget.

 

The NBC will be responsible for accepting and approving requests for grants from its budgeted amount.

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Philanthropic Grant Committee (PGC) Purpose, Procedures and Timeline: 

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Purpose:

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The Philanthropic Grants Committee supports worthy nonprofit organizations serving our communities through work that includes a horticultural, environmental, or garden-related component. Through our giving, we advance the Garden Club’s mission of civic improvement, conservation, and education, while also encouraging member engagement through increased awareness and volunteer opportunities. With the diversity of interests and talents within our membership, philanthropy offers a meaningful way for members to connect, participate, and make a local impact. 

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Procedures and Timeline:

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• September (CEGC Fall Business Meeting) The PGC announces and reviews the grant application process, timeline, and scope of committee work for the year.

• September – December 1 The PGC researches and identifies nonprofit organizations doing meaningful work in our communities with a horticultural aspect to their work.. The committee interviews and vets organizations, looking for alignment with their purpose.

• Grant Applications Each nonprofit under consideration submits a specific proposal using the grant application forms available on our website.

• January – February The committee conducts site visits with selected organizations as part of the evaluation process.

• March The PGC meets to review final proposals, discuss grant requests, and vote on funding decisions.

• March (CEGC Meeting Announcement) Grant recipients are announced at the March CEGC meeting.

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• Important Note

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• The CEGC scholarship to UGA and financial support of OLOPH are not included in the PGC’s grant budget or funding process.

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Neighborhood Beautification Committee (NBC) Purpose and Procedures:

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NBC PURPOSE:

 

The purpose of the NBC Committee, also referred to as the “Bloom Brigade”, is to support and promote neighborhood beautification projects in the Historic Brookhaven Neighborhood. Committee members will work with other organizations and individuals such as HBNA, Friends of Vermont Park, and Club Estates Garden Club members to accomplish this goal. The NBC receives and reviews grant requests related to beautification projects for the common spaces of the Historic Brookhaven Neighborhood. Committee members have been assigned specific green spaces in the neighborhood and will help coordinate applications and oversight for that location. Each CEGC member making an NBC grant request will submit a specific proposal to the Committee. Grant application forms are on our website. The NBC committee will review applications and select those which will be funded during that CEGC’s current fiscal year.

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NBC PROCEDURES:

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A club member wanting to develop a proposal should contact one of the Committee Chairs. The Committee Chair will connect the member with the Committee member assigned to that green space who will work with the member in the development of her proposal. Grant proposals will be discussed and coordinated with the HBNA Community Maintenance and Enhancement Chairs to ensure good communication and cooperation between the neighborhood and the garden club regarding the proposed project. Any CEGC member in good standing can submit a grant proposal to the Committee Chairs. Grants may be submitted anytime after the September CEGC meeting, however the final deadline for grant submission will be the date of the May CEGC meeting.

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