Delaware Garden Clubs

ARTICLE I NAME

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The name of this organization shall be DELAWARE FEDERATION OF GARDEN CLUBS, hereinafter referred to as DFGC. 

 

ARTICLE II OBJECT

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The objectives and purposes of this organization shall be:

1. To provide a non-profit, philanthropic, educational, and to a limited extent, scientific
   association of members.

2. To study and advance, in all its aspects, the fine arts of gardening, landscape design, floral design, and horticulture.

3. To aid in the conservation and protection of our natural resources.

4. To coordinate the interests of the Garden Clubs of Delaware and to bring them into closer relations of mutual helpfulness by association, correspondence, and conference.

5. To promote the educational aspects of gardening in youth groups.

6. To further garden therapy programs.

7. To cooperate with other organizations in furthering the interests of horticulture,
   conservation, and civic betterment.

8. To cooperate and assist in the carrying out of the objectives of National Garden Clubs,
   Incorporated (NGC) and Central Atlantic Region of State Garden Clubs (CARSGC).

 

ARTICLE III MEMBERSHIP

 

SECTION 1.

The membership shall consist of Garden Clubs, Youth Garden Clubs, and may include Plant Societies and Garden Sections of Civic Groups, and any other garden-related organization that embraces the objectives of NGC and CAR.

 

SECTION 2.

To be admitted to membership, an organization must have:

1. Ten or more members,

2. One DFGC member organization as sponsor and mentor, and

3. The approval of the executive committee.

 

SECTION 3.

DFGC Honorary Membership may be accorded persons who have been approved by a two-thirds vote of the Board of Directors. Honorary Members may attend DFGC meetings but shall have no voting privileges and pay no dues.

 

SECTION 4.

Upon contribution of fifty dollars ($50.00) to DFGC Scholarship Fund, DFGC Life Membership will be accorded to an individual.  Life Members shall have all the privileges of membership except voting unless otherwise qualified by membership in a member organization. DFGC Life Members are not exempt from payment of annual dues.

 

SECTION 5.

DFGC Affiliate membership may be accorded to those non-profit organizations supporting the objectives and purposes of DFGC, which have submitted a written membership request and have been approved by a two-thirds vote of the Board of Directors.  Affiliate members may attend DFGC meetings but shall have no voting privileges.  Affiliate organizations are responsible for annual affiliate dues.

 

SECTION 6.

Membership resignation must be made in writing to the President of DFGC.  Resignation shall not relieve a member organization of unpaid dues or other charges previously accrued.

 

SECTION 7.

The Executive Committee may grant membership reinstatement.

 

SECTION 8.

Membership may be terminated by the Executive Committee for:

1. failure to pay annual dues for any fiscal year,

2. failure to support the objectives and purposes of DFGC,

3. failure to attend two member meetings per fiscal year, or

4. failure to act ethically or in a respectful manner.

 

ARTICLE IV DUES

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SECTION 1.

The fiscal year of DFGC shall be May 1 through April 30 inclusive.

 

SECTION 2.

Member organizations shall pay annual dues per member payable May 1.  They are delinquent by June 30.

 

SECTION 3.

The DFGC Treasurer shall pay dues to NGC for each member and membership fee to the CAR as required.

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SECTION 4.

Dues shall be prorated for any club admitted to DFGC after January 1.

 

SECTION 5.

Affiliate organizations shall pay annual dues payable May 1. They are delinquent by June 30.

 

ARTICLE V OFFICERS AND ELECTIONS

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SECTION 1.

The officers of DFGC shall be: President, First Vice President, Second Vice President, Recording Secretary, Corresponding Secretary, Treasurer, and appointed Parliamentarian.

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SECTION 2.

A nominating committee of three (3) members shall be elected by plurality vote at the November meeting of DFGC in even-numbered years.  With the exception of the Parliamentarian, the names of the nominees for each office and new Nominating Committee for the following term shall be presented at the June meeting and elections shall be held at the November meeting of even-numbered years.  Nominees may be presented from the floor, provided the consent of the person has been obtained.

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SECTION 3.

The officers, excluding the Parliamentarian, shall be elected by ballot.  If there is only one person nominated per office, the vote may be by voice. The officers shall serve for two years or until their successors are elected.  Their term of office shall begin at the close of the Annual Meeting in April of the odd-numbered years.  The Parliamentarian shall be appointed by the President.

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SECTION 4.

The First Vice President shall fill a vacancy in the office of President.  In case of a vacancy in any other office, the Nominating Committee shall propose a candidate or candidates to fill the vacancy and notify the membership prior to the next general meeting where the election shall take place.  The President shall select a member of the Board of Directors to fill any vacancy on the Nominating Committee.

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SECTION 5.

An officer’s resignation must be made in writing and submitted to the Recording Secretary.

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SECTION 6.

1. An officer may be removed from office due to excess absences, more than two unexcused absences from meetings, or for other reasons by a two-thirds vote of the remaining officers.

2. An officer may be removed from office at the pleasure of the membership provided in the parliamentary authority by a two-thirds vote, a majority vote when previous notice has been given, or a vote of a majority of the entire membership, any one of which will suffice.

 

ARTICLE VI DUTIES OF OFFICERS

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SECTION 1.

The President or a designated alternate shall:

• be the official representative of DFGC on all occasions.

• Be a member of the Board of Directors of NGC, when so ratified, and as such must attend two NGC Board meetings a year and report for Delaware at the Annual Meeting of NGC.

• Represent Delaware at the Regional Conference.

• Preside at all meetings of DFGC, its Board of Directors and Executive Committee, and may call special meetings of any of these when necessary or desirable.

• Appoint chairmen for any committees deemed necessary to carry on the work of DFGC.

• Be an ex officio member of all committees except the nominating, review, and CAR Conference committees.

• Obtain a report from each state officer, garden club, and committee chairman at the conclusion of the administration.

• Appoint a Parliamentarian.

 

SECTION 2.

The First Vice President shall:

• become the President-elect and assume additional duties of that office, if prescribed, upon installation.

• Perform any presidential duties requested by the President.

• Preside at meetings in the absence of the President and act in case of absence or disability.  In case of a vacancy in the office of President, shall assume that office.

• Serve as Program Chairman for all DFGC meetings and schedule programs through June of odd-numbered years.

 

SECTION 3.

The Second Vice President shall:

• serve as Hospitality Chairman.

• Make arrangements for meeting places, refreshments, and Hostess Clubs through June of odd-numbered years.

• Assume the duties of the First Vice President in case of absence or disability.

 

SECTION 4.

The Recording Secretary shall:

• take minutes of all meetings of DFGC, the Board of Directors, and the Executive Committee and keep on file.

• Send copies of DFGC minutes to all delegates, officers, and committee chairmen.

• Send copies of Board minutes to all members of the Board.

• Send copies of Executive Committee minutes to all officers and advisor.

• Send minutes and notices by electronic communications and/or postal mail.

 

SECTION 5.

The Corresponding Secretary shall:

• write any letters required by the President.

• Compile and distribute the Annual Directory of Officers, Chairmen, and Presidents of member organizations.

• Be responsible for the Attendance Sheet for recording representatives of member club organizations present at business meetings.

• Send correspondence, directories, and other notices by electronic communications and/or postal mail.

 

SECTION 6.

The Treasurer shall:

• collect and receive all money due DFGC and forward all NGC dues to NGC Headquarters for each organization member and applicable fee to CAR.

• Promptly pay all bills when properly verified by DFGC President or with approved vouchers signed by Committee Chairmen, and keep a proper set of books to be reviewed at the end of term in odd-numbered years.

• Send annual dues notice to each member organization and affiliate organization and maintain a current membership list.

• Complete and file proper annual tax forms with the Internal Revenue Service on a timely basis.

• Send financial reports to DFGC Board members before Board meetings by electronic communications and/or postal mail.

• Provide financial reports to Committee Chairmen, when requested, for the financial status of their committees.

An assistant treasurer may be appointed by the Executive Committee and charged with the responsibility for a specific function when deemed necessary.

 

SECTION 7.

The Parliamentarian shall:

• assist on points of Parliamentary procedures when requested.

• Fulfill required duties as outlined in the current Robert’s Rules of Order Newly Revised.

• Attend all Executive Committee, Board of Directors, and DFGC general membership meetings.

 

SECTION 8.

All officers shall perform other duties as prescribed by the Board of Directors and/or the Standing Rules.

 

ARTICLE VII MEETINGS

 

SECTION 1.

1. Regular meetings of DFGC shall be held on the third Wednesday of April, June, and November unless otherwise ordered by the Board of Directors.

2. Special meetings may be called by the President, the Board of Directors, or by written request of representatives of thirteen (13) clubs.

3. The April meeting shall be the Annual Meeting.

 

SECTION 2.

The voting members of DFGC shall consist of the president of each member organization and one representative or their alternates (each member organization shall have two votes).  In addition, each member of the Board of Directors shall have a vote. 

 

SECTION 3.

A quorum for a meeting of DFGC shall be thirteen (13) member organizations of the Federation.

 

ARTICLE VIII BOARD OF DIRECTORS

 

SECTION 1.

The Board of Directors shall be composed of the elected and appointed officers, immediate former president, and chairmen of all standing committees.

 

SECTION 2.

The Board of Directors shall meet on the third Wednesday of March, May, July, and October unless otherwise ordered by the Executive Committee.

 

SECTION 3.

Ten (10) members shall constitute a quorum.

 

SECTION 4.

The Board of Directors shall have the power to administer the affairs of DFGC between regular meetings and shall report its actions to the membership.

 

SECTION 5.

The Board of Directors shall approve Honorary Memberships and Affiliate Memberships.

 

ARTICLE IX EXECUTIVE COMMITTEE

 

SECTION 1.

The Executive Committee shall consist of the elected officers, the appointed Parliamentarian, and the immediate former president as Advisor.

 

SECTION 2.

The Executive Committee shall have the power to act for the Board of Directors between meetings of the Board and shall report all actions to the Board.

 

SECTION 3.

The Executive Committee shall arrange for a review of the Treasurer’s books at the conclusion of each administration.

 

SECTION 4.

The Executive Committee shall approve new members and the reinstatement of former member organizations.

 

SECTION 5.

The President shall call meetings.

 

SECTION 6.

A quorum shall consist of a majority of its membership.

 

ARTICLE X COMMITTEES

 

SECTION 1.

Standing committees appointed to carry out the objectives and purposes of DFGC shall include:

• Awards Horticulture

• Club Programs Membership

• Environmental/Conservation/Legislation Newsletter

• Finance Scholarship

• Fundraising Website

• Garden Therapy Youth Activities

• Historian 

 

SECTION 2.

The President shall appoint chairmen for a two (2) year term.

 

SECTION 3.

The President shall specify committee duties if not outlined in Standing Rules.

 

SECTION 4.

Such other committees, standing or special, shall be appointed by the President as the Board of Directors shall from time to time deem necessary to carry out the work of DFGC.  The President shall be an ex officio member of all committees except the Nominating, Review, and

CAR Conference Committees.

 

SECTION 5.

The Board of Directors shall review the status of existing special committees annually in July.  The Board of Directors may discharge any committee no longer needed by a two-thirds vote.

 

ARTICLE XI PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rules of order DFGC may adopt.

 

ARTICLE XII AMENDMENT OF BYLAWS

These Bylaws can be amended at any regular meeting of DFGC by a two-thirds vote provided that the amendment has been submitted in writing at the previous, regular meeting.

 

ARTICLE XIII DISSOLUTION

In the event of the dissolution of DFGC, the total assets shall be liquidated and allotted to organizations of like purposes to be determined by DFGC Board of Directors in accordance with 501(c)(3) of the Internal Revenue Code.  No assets may be distributed to individual members.

Revised September 17, 2008

Revised April 17, 2013