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.

 

 

Grant Committee Application Process and Timeline

• The work of the Grants Committee (GC) includes the work going to support two types of grants, both in the context of horticulture.

  • To support Neighborhood Beautification Projects (NBP)

  • To support Philanthropic Organizations (PO) who are doing good work in our communities.

  • The application deadline for a NBP grant is Dec.1. NBP grant requests must be sponsored by a CEGC member in good standing. Members' suggestions for PO’s they wish to be considered should be communicated to the GC chair by Nov 1.

  • The GC works to discover PO’s who are doing good work in our communities in the area of horticulture. GC researches, interviews and vets worthy PO’s. GC conducts site visits to each PO who is considered a good match for our club.

  • Each NBP and PO being considered will submit a specific proposal. Grant application forms are on our website.

  • CEGC scholarship to UGA, and financial support of OLOPH are not included in the work or budget of the GC.

  • The GC announces at our fall business meeting the overall process and timeline for Grant applications, and scope of the GC’s work: NBP’s and PO’s

  • GC works throughout our calendar year, researching PO’s who are a match for our club. NBP’s are member sponsored.

  • Jan and Feb are focused on site visits to PO’s and NBP’s. GC meets in March to discuss and vote on grant requests. Grant recipients are announced at our March meeting.

  • The GC will not fund the same project 2 years in a row. CEGC can only write checks to organizations that are equipped to receive charitable donations. No checks will be written to individuals or for profit companies.

 

 

 

 

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