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Floral Design & Flower Show
Christina Henderson, Barbara Stowe
SBGC Executive BoardPRESIDENT Carolyn Healey VICE PRESIDENT Tracy Johnson CORRESPONDING SECRETARY Alison Beers RECORDING SECRETARY Woodney Wachter TREASURER/CLUB ADMINISTRATOR Alicia Merse MEMBERSHIP CHAIR Julie Sullivan
Committees - Chairs & MembersCIVIC PROJECTS Gabrielle Shamsey, Chair Alma Eisenacher, Carrie Dykman, Bonnie Higgins, Karen Laub, Ashley Lyu, Sandy Scarlatella, Kate Slawson The SBGC Civics Committee is responsible for identifying opportunities to engage in community initiatives. The committee maintains and grows relationships with local organisations such at The Watershed Institute, Elm Court and Harriett House Community Housing, Rockingham House and Drumthwacket. It continues to identify new initiatives to ensure that all active members have the opportunity to participate in at least two civics project each year. The co-chairs coordinate and plan the annual calendar and committee members take the lead for individual projects. CLERKS Rachel Castaldi COMMUNICATIONS Melissa Bernardi CONSERVATION Julie McLaughlin, Chair Amy Granato, Nell Haughton, Kathy Herring, Ena Lumba, Eileen Todd The Conservation Committee responsibilities are to inform SBGC members of important conservation issues happening locally, statewide and nationally; help educate about sustainable practices: and create and implement ongoing or new conservation events such the Potluck/Book Group, field trips to water treatment facilities, and hybrid/electric car carpool. Conservation Committee members should also be prepared to attend NAL for 4 days in Washington DC. FINANCE Alicia Merse, Chair Carolyn Healey, Tracy Johnson FLOWER SHOW Christina Henderson, Barbara Stowe, Co-chairs Suky Braken, Jennifer Desimone, Alex Faust, Caroline Hayes, Jessica Koehler, Erin Sanchez, Judy Savary The Flower Show Committee is instrumental in planning the annual flower arranging program for SBGC. This process takes place each Spring. Committee members are encouraged to put forward their ideas and artistic themes for our flower shows, workshops, potential guest speakers and floral design presentations. One of our special highlights is welcoming our new Provisional Class each year with our Flower Arranging 101. We introduce them to the art and mechanics of flower arranging, providing them with tips and any particular instructions they need in preparation for exhibiting an arrangement in Club flower show. The Committee has fun selecting, purchasing and conditioning a spectacular array of fresh flowers direct from our floral wholesalers for the event. The results are always outstanding. Our Committee members co-ordinate and prepare for our flower shows held twice-a-year. This involves sign-ups for shows, liaison with stagers for room set-up, printing signs/titles for each class, assisting with passing exhibits, and taking photos of entries. FUNDRAISING Rachel Lee, Chair Sandra Allen, Danielle Bensten, Lindsay Bracken, Melanie Clarke, Alex Faust GARDEN HISTORY & DESIGN Louise Wellemeyer & Peter Ham, Co-Chairs The purpose of the GH&D committee is to promote and educate SBGC members in the study of landscape design and garden history. There are many ways in which to achieve this. Each month we offer references to books, video or websites that relate to GH&D. We offered 2 workshops throughout the year, both are educational in nature and interactive as well. The committee can devise any number of interesting ways to engage members and make learning about GH&D fun. Our committee has taken some ideas and suggestions from the GCA website: https://www.gcamerica.org/index.cfm/members:main.getprotectedfile?contentpageresource/GH&D%20Brochure.pdf The committee can also decide to document a member's garden. Here is the GCA link on how that can be achieved: https://www.gcamerica.org/index.cfm/members/committees-ghd HORTICULTURE Christi Gautam &, Jean Shaver Melissa Bernardi, Cindy Besselaar, Barbara Griffin, Ann Lewis, Merrill Long, Anna Robers, Ellen Sabino, Molly Schneider, Kristin Seligman, Kate Slawson While the majority of the organization and planning is done by the Hort chairs, committee members may be asked to help with: Workshops - jobs such as sourcing workshop materials, setting up, providing some baking to serve to participants and clearing up. - committee members may also be asked if they are willing to host one of these workshops September, April & May SBGC Hort shows - help set up at D&R Greenway day before show - volunteer to help at show itself - help clear up after show Zone show entries - get involved in helping with any mandatory Hort show club entries. JUDGES Anne Lewis, Chair Melissa Bernardi MEDALS AND AWARDS Lisa Granozio, Chair Nikki Peters MEMBERSHIP Julie Sullivan, Chair Lindsay Bracken, Tracy Dart, Marketa Pleasant, Katie Redmond NEW JERSEY COMMITTEE OF GCA Rachel Lee, Katrina Walsh, Co-Chairs PHOTOGRAPHY Julie Tennant & Jill Mitchell, Co-chairs Susan D'Amore, Jane Henderson, Anastazja Panek-Tobin, Louis Profit, Nessa Tallo POINTS Helen Sherman, Chair PROGRAM Laura Armstrong, Sarah Callahan, Co-Chairs SCHOLARSHIP Rona MacInnes STAGING/HOSTESSES Monique Bombardieri & Jamie Stournaris, Co-chairs VISITING GARDENS Peter Ham WEBSITE Nessa Tallo SPECIAL PROJECTS SBGC MERCH Lindsay Bracken WEBSITE REDESIGN Nessa Tallo, Tracy Johnson SBGC '85 Merrill Long C-CHANGE Carrie Dyckman, Kathy Herring WATERSHED PLAY ZONE Carrie Dyckman
Primary Categories of MembersActive Must have been a SBGC provisional member, sustaining, affiliate or on leave member who has requested to return to active status or approved for transfer from another GCA garden club Pays annual dues to SBGC Listed as member on GCA website and receives GCA information Must not miss more than two meetings per year Commit to 6 hours of community service on civic projects Exhibit and earn at least two points per year May hold an officer or chair position, serve on any committee, vote, nominate, propose or second candidates for membership May participate in all club activities Sustainer Must have been a member in good standing for ten years who no longer wishes to serve in a completely active capacity (in a committee assignment) Is excused from active participation of club activities May serve on committees, assist with projects and maybe a hostess for meetings May vote, nominate, propose or second candidates for membership May not serve as an officer or chair Pays annual dues to SBGC Must attend at least 3 meetings during a club year Listed as member on CGA website and receives GCA information May have all membership privileges and this classification is considered a privilege May return to active status Affiliate A member in good standing for ten years who has become a non-resident, is no longer able to participate in club activities or able to meet the attendance requirement A member who has become a non-resident May serve on a club committee Pays annual dues to SBGC Listed as member on CGA website and receives GCA information May not vote, serve as an officer or chair May not nominate, propose or second a candidate for membership May return to active or sustaining status On Leave May be granted a leave of absence due to personal or professional issues Will be reviewed at the end of one year before granting extensions May not serve as an officer, chair or serve on a committee May vote, nominate, propose and or second a candidate for membership May participate in club activities Does not pay annual dues to SBGC Listed as inactive on GCA website and does not receive GCA information Provisional A member must remain a provisional for one year before considered for active membership Must not miss more than 2 meetings during a club year Pays annual dues to SBGC Listed as member on GCA website and receives GCA information Exhibit and earn at least two points per year May not vote, nominate, propose or second any candidates for membership May not be an officer, chair or serve on a committee until active membership Commit to 6 hours of community service on civic projects May participate in all club activities Honorary Membership is awarded only at the discretion of the Executive Board, and is distinct from medals and awards Reserved for an exceptional member whose distinguished and impactful body of work and service has garnered regional, national or international recognition and has furthered the mission of the Club and/or the GCA. Entitled to all Club notices and privileges except voting and holding office Does not pay Club dues
Membership GuidelinesTiming Members are encouraged to submit names of possible candidates for membership to the Membership Chair throughout the year. Members should provide names even if it is possible that a candidate eventually will not be interested or will postpone for a few years. A provisional will be expected to have an interest in flower arranging, and/or horticulture, and/or conservation, and/or photography, and attend meetings regularly. Posting & Commenting Potential Provisionals will be announced to members by email during the months June, July and August and at meetings during the rest of the year. The Membership Chair will then ask for members to share confidential verbal (no e-mail) comments on the possible candidates within 30 days. Additionally, members who know the candidates and are willing to write supporting letters are encouraged to identify themselves to the Membership Chair at this time. Guest Visiting Names of prospective members will be read or posted for one month prior to a prospective member attending a meeting as a guest. A candidate should be invited to attend two meetings as a guest. Documentation The Chairman of the Membership Committee must receive all letters by March 31. There must be a letter of proposal, two seconding letters, and one questionnaire written for each candidate. Confidentiality Confidentiality is essential in all phases of the membership process. Out of consideration for the candidates and those supporting them, candidates must not be aware they are being proposed.
Guidelines for Nominating a MemberNomination Procedure: Candidate's name is read at meeting and a 30-day period ensues for members to voice any knowledge of the proposed candidate After the 30-day period, the proposer is informed and the member may start the membership process Proposer: Should be an active or sustaining member in good standing or granted on leave status May not be a provisional member or affiliate Ideally has known the candidate for at least one year Should bring candidate to at least 2 meetings, workshops or club activities as a guest Proposer should look for 2 members to second the candidate Ensure that the candidate has met at least 3 of the executive board members and all of the membership committee Ensure that the candidate is aware of all the requirements of membership and is making an informed decision Fill out the membership application preferably with the candidate Writes the nominating letter to the membership committee on the candidates behalf Makes sure all letters and application are completed and received by the membership committee deadline A member may only propose one candidate and write one seconding letter during the year Become a mentor to the candidate through the membership process and beyond Encourage the provisional to be active, attend meetings, workshops and exhibit twice a year Welcome the provisional to the first meeting, introduce the provisional to other members, sit with them at meetings Mentor, work together or team up for an exhibit, club activity, civic project Seconders: Should be an active or sustaining member in good standing or granted on leave status. May not be a provisional member or affiliate. Ideally has known the candidate for at least 6 months. Help to meet and greet the candidate at meeting, workshops and club activities. Write a supporting letter to the membership committee on the candidates behalf. Support the proposer in any way to ensure that the candidate is making an informed decision. Step in if the proposer is not able to offer assistance to the provisional. Act as additional mentor to the candidate and support the proposer with the provisionals membership process and beyond. May write one seconding letter if also proposing a candidate or may write two seconding letters during a year. Exceptions to the above are made under unusual circumstance and at and the discretion of the membership committee with approval of the executive board. Not all candidates are asked to become provisionals each year due to extenuating circumstances and their eligibility for membership may be postponed to the following year. Once the two year term of the membership chair is over any candidate still in the process must be reviewed andpossibly asked to renew the process, subject to the new membership chair and the membership committee. Always refer to Membership By-Laws for any further clarification on Membership classes, practices and procedures.
Meeting SetupSTAGERS Pick up and deliver exhibit tables, tablecloths (and chairs, if needed for a location other than our usual meeting venue–the D & R Greenway). Stagers should contact the Horticulture or Flower Arranging Chair to see how many exhibit tables and cloths (both kept in Daphne Townsend's garage) are needed. It is usual to set up the day before the meeting. PROGRAM CHAIRMAN Advise hostesses and stagers of any special set-up. JUDGES CHAIRMAN Chairman determines the number of judges or outside clerks that are coming to a meeting, and any special food requirements, and communicates this to the Clerking Chair. HOSTESSES Work with the Hostessing/Staging Chair on the logistics for an upcoming meeting, particularly if it is going to be held at a member's house. At the D & R Greenway, tables will be provided for food and beverages. Co- hostesses should contact each other at least two weeks in advance to discuss how to share tasks and costs. CLERKS Chair will email the Clerks three weeks before the meeting, and assign the responsibility of bringing a bagged lunch for the judges to one of the clerks. She will check the Clerking Supplies are up-to-date and bring them to the meeting and will orient the clerks on their duties for the particular show. She and the clerks should check in with the Hort /Floral Design Chair by 9.30 am the morning of the show to walk through the Exhibits and familiarize themselves with the classes. She will notify the Recording Secretary that the clerks are "present" but clerking. PASSERS Report to Horticulture or Flower Arranging Chair by 8:45.* Verify that an exhibit is entered in the correct class and that the entry card includes an entry number. Verify that the GCA rules, general information, division guidelines, and class requirements in the schedule have been followed. Verify that the entry card information is correct–the plant material listed must correspond to what is in the exhibit and be identified using the proper nomenclature and spelling. Check that the entry is presented to its best advantage. *Note: Photography clerking and passing guidelines differ. Please ask Photography Chair for details. Also, photography is not judged the same day as the meeting POINTS CHAIR Responsible for the Name-Tag boxes and Red Books.
Annual DuesCurrent Dues are $210. They can be paid by check or online using the button below. Please pay by the end of May.
SBGC By-lawsBY-LAWS STONY BROOK GARDEN CLUB OF PRINCETON Founded 1939 ARTICLE I. NAME AND PURPOSE The name of the organization shall be Stony Brook Garden Club of Princeton (the “Club”), a member of The Garden Club of America (“GCA”). It shall be a nonprofit organization incorporated under the laws of the state of New Jersey. The Club is organized for exclusively religious, charitable, educational and scientific purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986 or the corresponding provision of any future United States Internal Revenue Law, including for such purposes, the making of distributions to organizations that qualify as exempt organizations under said Section 501(c)(3) of the Internal Revenue Code of 1986. Specifically, the Club’s purpose shall be to increase the interest and knowledge of gardening and conservation among its members and among the public at large, to promote gardening and conservation by instruction and example, to beautify the surrounding community, to undertake civic, cultural, and historical projects and provide charitable donations and scholarships related to gardening and conservation. ARTICLE II. BOARD OF TRUSTEES “EXECUTIVE BOARD” 1. The property, affairs and activities of the Club shall be managed and controlled, and its powers exercised, by the Board of Trustees (“Executive Board” or “Board”) except as otherwise provided by statute or by these by-laws. Without limiting the foregoing, the Executive Board shall: (a) approve or disapprove the President's appointment of all committee chairs; (b) appoint chairs for the Club Flower Shows and Fundraising Events; (c) review and recommend the budget; (d) approve the program; (e) act upon resignations; (f) decide by majority vote whether or not a candidate recommended by the Membership Committee shall become a Provisional member; and (g) decide by majority vote upon any change in a member's classification recommended by the Membership Committee. 2. The authorized number of Board members of the Club shall be six, which number may be changed from time to time by amendment of these by-laws; provided, however, that the members shall not be less than three nor more than nine. 3. All Board members shall be of full age, and at least one of them shall be a citizen of the United States and a resident of the State of New Jersey. Board members must be members of the Club. 4. Each Board member (whether elected at the April meeting of the members, or to fill a vacancy, or otherwise) shall continue in office until the close of the election of Board members at the Annual meeting of the members of the Club held in the year in which the term for which she shall have been elected shall expire, and until a successor shall have been elected and shall have qualified, or until her earlier death, resignation or removal. 5. At each meeting of the members of the Club for the election of Board members, the Board members to be elected shall be chosen by a plurality vote. 6. Any Board member may resign at any time by delivering a written resignation to the President or the Secretary of the Club. The acceptance of any such resignation, unless required by the terms thereof, shall not be necessary to make the same effective. 7. Any Board member may be removed at any time either for or without cause by the vote of two-thirds of the members of the Club then in office, at any annual or special meeting of the members of the Club. 8. Whenever the number of Board members shall for any reason be less than the authorized number, the vacancies, unless theretofore filled by the members of the Club, may be filled by the Executive Board. 9. The Annual Meeting of the Executive Board for the transaction of such business as may properly come before it, shall be held in October, the time and place to be decided by the President. No notice of such Annual Meeting of the Executive Board need be given. 10. The Executive Board from time to time may provide by resolution for the holding of such regular meetings as it may determine upon, and may fix the time and place thereof (which may be either within or outside the State of New Jersey). 11. Special meetings of the Executive Board may be called at any time by the President, or any Vice President of the Club, or by any two Board members, at such time and place (which may be either within or outside the State of New Jersey) as may be specified in the notice of the meeting, or in the waiver of notice thereof. 12. No notice of any regular meeting of the Executive Board need be given, provided, however, that if the Executive Board shall fix or change the time or place of regular meetings, notice of such action shall be mailed by U.S. or electronic mail promptly to each Board member who shall not have been present at the meeting at which such action was taken, addressed to such Board member at her address or email address as it appears on the records of the Club. Notice of each special meeting of the Executive Board shall be mailed or emailed to each Board member, addressed to such Board member at her address or email address as it appears on the records of the Club, at least five days before the day on which the meeting is to be held to such address, or delivered to such Board member personally, not later than two days before the day on which the meeting is to be held. Notice of any meeting need not be given to any Board member, however, if waived by such Board member before or after the meeting in writing. No notice need be given of any meeting at which every member of the Executive Board shall be present, and any business may be transacted thereat. No notice need be given of any adjourned meeting. 13. Except as may be expressly otherwise required by statute, at all meetings of the Executive Board, the presence of three Board members shall be necessary and efficient to constitute a quorum for the transaction of business. In the absence of a quorum, a majority of the Board members present at the appointed time and place of the meeting, or, if no Board member is present, any officer of the Club present thereat, may adjourn the meeting sine die or from time to time for a period not exceeding twenty days in any one case. At any such adjourned meeting, at which a quorum is present, any business may be transacted which might have been transacted at the meeting as originally called. 14. At all meetings of the Executive Board, except as at the time otherwise expressly required by statute or by these bylaws, all matters shall be decided by the vote of a majority of the Board members present at the meeting. 15. The Board members shall appoint a Nominating Committee of three members who shall be announced at the January meeting of the membership. At least two members of the Nominating Committee shall be a former President, a former Membership Chair, and/or a former Executive Board member in good standing with the Club. Members shall serve for a period of two years with at least one new member elected each year. Two weeks prior to the April meeting, the Nominating Committee shall notify by electronic mail all members of the Club its selection of the names of Board members and officers, all to be elected at the April Meeting. Nominations may be made from the floor at the April Meeting. The newly elected Board members and officers shall take office following the Annual Meeting in May. ARTICLE III. OFFICERS The Officers of the Club shall consist of a President, a Vice President, a Recording Secretary, a Corresponding Secretary, a Treasurer, a Membership Chair, and such other Officers as may be deemed appropriate by the Executive Board. Officers shall be elected by the Active and Sustaining Members at the Annual Meeting for a term of one year, or until a successor shall have been duly elected and shall qualify. Members of the Executive Board may serve as Officers. No Officer shall serve more than two consecutive years in the same office, except under extenuating circumstances, as determined by the Executive Board. The President The President shall preside at all meetings of the Club and the Executive Board, shall exercise general supervision over the affairs and activities of the Club, shall prepare an annual report, shall cast the deciding vote in case of a tie, shall appoint the chairs of all committees, except the Membership and Nominating Committees, and shall serve as an ex-officio member of all committees, except the Membership and Nominating Committees. The President may participate in matters in connection with the Membership and Nominating Committees, but may not vote. The Vice President The Vice President shall, in the absence of the President, assume the duties of that position. The Vice President shall be responsible for educating Provisional members about the practices and procedures of the Club and shall plan and execute all workshops and civics projects specifically for Provisional members. The Vice President, with an ad hoc committee, shall review the by-laws at least every four years. The Recording Secretary The Recording Secretary shall keep minutes of all Club and Executive Board meetings, the roll of the Club, and receive proxies. All minutes shall be submitted to the President in a timely manner. The Corresponding Secretary The Corresponding Secretary shall conduct the general correspondence of the Club, acknowledge all donations to the Club following notification by the Treasurer, and notify Provisional members of their election to active membership. The Treasurer The Treasurer shall collect all dues and fees, send out and pay all bills, prepare a budget for the Club for the upcoming fiscal year by gathering budget requests from the Executive Board and committee chairs, develop the budget and prepare the annual financial report to present to the Executive Board and the membership, serve as Chair of the Finance Committee, and encourage committee chairs to stay within their budgets and to seek approval before spending above the budgeted amount. All funds restricted and unrestricted shall be maintained and disbursed according to good accounting practices. Although not required under current state law, the Treasurer shall arrange for a financial compilation every four years as a matter of good governance. The Treasurer, together with the President, shall file appropriate federal and state forms, including forms for maintaining tax-exempt status. The Membership Chair The Membership Chair shall plan, develop, and implement the Club’s membership policies and procedures. Conflict of Interest Policy As recommended by the GCA, every member of the Executive Board shall sign a Conflict of Interest Information form on an annual basis to avoid any ethical, financial, or legal conflict of interest. ARTICLE IV. MEMBERSHIP There shall be five classes of membership: provisional, active, sustaining, affiliate, and honorary. 1. Election Provisional 1. Confidentiality is essential in all phases of the membership process. Out of consideration for the candidates and those supporting them, candidates must not be aware they are being posted for an open comment period of twenty-one days, and all writings in connection with each provisional candidate should be kept confidential. 2. Proposals for Provisional membership must be made to the Membership Committee. A letter of proposal, two seconding letters, and one questionnaire must be written for each candidate. A candidate must meet all members of the Membership Committee and at least three members of the Executive Board before her name shall be considered for membership. It is the duty of the sponsor to see that this requirement is met. A member should have known the candidate she is proposing for at least one year. Additional letter writers should have known the candidate for at least six months before the candidate is posted. 3. Active, Sustaining, and on leave members in good standing may propose or second a candidate. A member may propose one candidate and write one seconding letter, or write two seconding letters during the Club year. Provisional, Affiliate, and Honorary members may not propose or second a candidate for membership. Members of the Membership Committee may not propose or second a candidate for membership. A member may not propose or second a marital or blood relation. A candidate, however, shall not be excluded from consideration by reason of being a marital or blood relation of a member. 4. The Membership Committee shall decide by majority vote whether to submit a name to the Executive Board. Upon receiving a name from the Membership Committee, the Executive Board shall decide by majority vote whether a candidate shall become a Provisional member. If a candidate has been elected, the Membership Chair shall send a written invitation to join the Club and notify the Treasurer. If a candidate is not elected, the Chair shall inform the sponsor and seconders that the name may be resubmitted to the Chair of the Membership Committee for reconsideration, either with new letters or by updating the original ones. 5. The number of Provisional members shall not be limited at any one time, except at the discretion of the Executive Board. 6. Exceptions to the foregoing procedures may be made only under unusual circumstances with the approval of the Executive Board. 7. A Provisional member must remain a Provisional for one year before she may be considered for Active membership. Her Provisional status may be extended at the discretion of the Membership Committee for extenuating circumstances. Active 1. An Active member must have been a Provisional, Sustaining, or Affiliate member, member on leave who has requested to return to Active status, or approved by the Membership Committee for transfer from another GCA garden club. 2. Transfer membership from another GCA club shall require a letter of recommendation from the President of the current club, a seconding letter and the completion of the admissions form which is required for Provisional members. It will, taking into account the specific circumstances of the candidate, be on the advice of the Membership Committee, at the discretion of the Executive Board. 3. Upon receiving a name from the Membership Committee, the Executive Board shall decide by majority vote whether the member shall have Active status. Sustaining 1. After ten years of Active membership in good standing, a member, who no longer wishes to serve in an active capacity, may apply in writing to the Membership Chair to request a change in status to Sustaining membership. 2. Upon receiving the request, the Membership Committee, with approval of the Executive Board, may award the Sustaining status. 3. This classification shall be considered a privilege. Affiliate 1. An Active member in good standing, who has become a non-resident or is no longer able to participate in Club activities or to fulfill the meeting attendance requirement, may apply in writing to the Membership Chair to request a change in status to Affiliate membership. 2. Upon receiving the request, the Membership Committee, with the approval of the Executive Board, may award the Affiliate status. Honorary 1. Honorary membership is awarded only at the discretion of the Executive Board, and is distinct from Medals and Awards. It is reserved for an exceptional member whose distinguished and impactful body of work and service has garnered regional, national or international recognition and has furthered the mission of the Club and/or the GCA. 2. Requirements and Voting Rights of Members Provisional 1. A Provisional member shall have a sincere and active interest in flower arranging, horticulture, conservation and/or photography, subscribe to the purpose of the Club as defined in these By-Laws, and be eager to contribute to the work and vitality of the Club. 2. A Provisional member shall attend meetings regularly, attend orientation and workshops for Provisionals, exhibit and earn a minimum of two points, volunteer for the Provisional civics project, attend and support fundraisers of the Club and the New Jersey Committee of the GCA, and familiarize herself with the Club’s By-Laws. 3. A Provisional member may not vote, hold office, serve on a committee or the Executive Board, or propose or second a candidate for membership. She may not be a member of another garden club in the Princeton area, and may resign at any time. 4. If she fails to attend two meetings without good excuse, such as illness or temporary absence from town, and does not notify the Recording Secretary within one week of each meeting, her membership may be terminated. 5. A Provisional member shall pay Club dues, which include membership dues for the GCA. Active 1. An Active member shall have a sincere and active interest in flower arranging, horticulture, conservation and/or photography, subscribe to the purpose of the Club as defined in these By-Laws, and be eager to contribute to the work and vitality of the Club. 2. An Active member shall attend meetings regularly, serve on at least one committee in a Club year, exhibit a minimum of two times in a Club year in horticultural, arrangement, botanical arts, or photography classes, volunteer at least six hours of community service through the Club’s civics projects, serve as hostess, stager, and/or clerk at meetings or shows, attend and support fundraisers of the Club and the New Jersey Committee of the GCA, and be familiar with the Club’s By-Laws. 3. An Active member may vote, hold office or serve as a chair, and nominate, propose and second a candidate for membership. She may not be a member of another garden club in the Princeton area, and may resign at any time. 4. If she fails to attend two meetings without good excuse, such as illness or temporary absence from town, and does not notify the Recording Secretary within one week of each meeting, her membership may be terminated or her status may be changed to Sustaining or Affiliate. 5. An Active member shall pay Club dues, which include membership dues for the GCA. Sustaining 1. A Sustaining member is excused from active participation in Club activities, if so desired, but encouraged to participate and support the activities and mission of the Club. She may serve on committees, exhibit, assist with projects, and may be a hostess for meetings. She may not serve as an officer or Board member, but shall have all other member privileges, including the right to vote and nominate, propose and second new members. 2. A Sustaining member must attend at least three meetings during the Club year. If she does not meet this requirement, the Membership Committee, with the approval of the Executive Board, may change her membership to Affiliate or terminate her membership. 3. A Sustaining member may return to active status, upon her request and at the discretion of the Membership Committee, with the approval of the Executive Board. 4. A Sustaining member may request to have her membership status changed to Affiliate by written request to the Membership Chair. 5. A Sustaining member shall pay Club dues, which include membership dues for the GCA. Affiliate 1. An Affiliate member is not required to participate in Club activities, may not vote, serve as a Board member, an officer or chair, or propose or second candidates for membership. Upon her written request, and at the discretion of the Membership Committee, she may return to Active or Sustaining status. 2. An Affiliate member shall pay Club dues, which include membership dues for the GCA. Honorary 1. An Honorary Member is entitled to all Club notices and privileges except voting and holding office. 2. An Honorary member shall not pay Club dues. 3. Leave of Absence An Active member may apply in writing to the President for a one-year leave of absence, stating the reason for the request. The Executive Board may grant a leave at its discretion. At the end of one year, the Executive Board shall review the reason for a continued leave of absence and may extend a leave at its discretion. A member on leave may not serve as an officer or chair, will not pay dues or receive GCA communications. She may, however, vote and participate in any of the Club’s activities, including nominating, proposing and seconding new members. 4. Resignation A member in good standing may resign at any time after payment of all current dues. Resignations shall be submitted in writing to the President and shall take effect immediately. If her resignation is not submitted by June 30, she shall be liable for all dues for the ensuing year because of GCA roster and dues deadline requirements. A Provisional or an Active member who does not have a sincere and active interest in flower arranging, horticulture, conservation and/or photography, does not subscribe to the purpose of the Club as defined in these By-Laws, or is not eager to contribute to the work and vitality of the Club may be asked to resign by the Executive Board, upon recommendation of the Membership Committee. If a Provisional or an Active member fails to attend two meetings without good excuse, such as illness or temporary absence from town, and does not notify the Recording Secretary within one week of each meeting, she may be asked to resign by the Executive Board, upon recommendation of the Membership Committee. A member who becomes a member of another garden club in the Princeton area shall be asked to resign by the Executive Board. The Executive Board, at its discretion, may reinstate a member who has resigned in good standing. 5. Termination The Executive Board shall review the membership status of a member who has acted in a manner deemed detrimental to the best interests of the Club or has failed in a material way to observe the requirements and standards of membership. The Executive Board may terminate a membership by a majority vote. ARTICLE V. MEETINGS 1. The Annual Meeting of the Club shall be held in May. 2. The regular meetings shall be held monthly from September through May unless otherwise called by the Executive Board. A Club trip to the Philadelphia Flower Show or a similar event may constitute the meeting in March. 3. Special meetings may be called at any time by the Executive Board or upon the written request of a majority of the members of the Club. All members shall be notified in writing of a special meeting and its purpose shall be clearly stated. 4. A majority of the Active members shall constitute a quorum. 5. Voting may be made by proxy provided written notice is received by the Recording Secretary before the meeting. A proxy vote shall be included in constituting a quorum. 6. A member may invite a guest to any program of the Club provided that the Membership Chair has given consent in advance. The Membership Chair may limit the number of guests from time to time because Provisional candidates may be visiting. A guest may not attend a business or other closed meeting. ARTICLE VI. COMMITTEES Practices and Procedures 1. The President, with the approval of the Executive Board, shall appoint all committee chairs, with the exception of the Membership Committee and Nominating Committee. The Executive Board shall meet with the Committee Chairs at least one time a year. 2. The President, together with the Chair of each committee, unless otherwise specified, shall agree and appoint the members of their committees. 3. The Chair shall report regularly to the Executive Board and keep them informed of committee activities. 4. The Chair shall keep records of her activities, which shall be submitted to the President and provided to the successor chair at the end of the tenure. 5. The Chair of each Standing Committee shall prepare and submit a brief year-end report to the President before the Annual Meeting. 6. The Chair shall prepare and submit to the President her specific committee program, schedule and associated budget request for the new Club year in a timely fashion to enable the development of the annual Program Schedule. 7. The Chair shall consult with the Finance Committee when preparing programs involving expenditure of Club funds. 8. The Chair shall not exceed committee budgets without the approval of the Executive Board. 9. The Chair is expected to represent her committee or send a representative to the Zone IV meetings and other GCA or Club meetings or events. Standing Committees The Standing Committees shall be as follows, and such others as the Club may determine: A. Membership Committee 1. Shall consist of a Chair and four committee members. The Chair shall be appointed by the Nominating Committee and elected by the membership at the April meeting. No member of the Nominating Committee shall be a member of the Membership Committee. 2. Shall encourage eligible members to nominate, propose, and second candidates for the Club. 3. Shall instruct the membership in the Club admission process. 4. Shall receive and record all communications concerning candidates and those seeking membership status changes or reinstatement in the Club, and update the President and Treasurer, before the Club’s Annual Meeting, with membership changes. 5. Shall review candidate qualifications for admission to the Club and decide, by majority vote, whether or not to submit a name or names to the Executive Board. Procedure for election shall be in accordance with Article IV and a brief bio of the candidate shall be created. 6. Shall invite those candidates approved by the Executive Board to membership of the Provisional class, outlining in detail the expectations of membership. 7. After the Annual Meeting, the Chair shall send a brief bio of each new Provisional to the Website Committee. B. Finance Committee 1. Shall consist of the Treasurer, the immediate past Treasurer, and the President. The Treasurer shall be the Chair of the Finance Committee. Only the President and the Treasurer shall have check-signing authority. 2. Shall maintain a general oversight of the financial affairs of the club. 3. Shall, with input from the committee chairs, prepare the Annual Budget for review and approval by the Executive Board before presentation to the membership for adoption at the September meeting. C. Program Committee Shall be responsible for organizing the speakers and publishing the Program Schedule. The Program Chair(s) is responsible, with input from the Chairs of the Membership, Conservation, Horticulture, Flower Show and Photography Committees and such other members as necessary, to prepare and coordinate the speakers program for the year. The Chair, or other committee member should one exist, is responsible for collecting the written schedules from all the committees and working with the President to produce the Program Schedule for availability to the membership in early August. D. Conservation Committee Shall present information to the membership on all aspects of conservation and recommend and promote conservation education and activities to further conservation initiatives of the Club and the GCA. The Chair is expected to send one delegate annually to the GCA National Affairs and Legislation Committee meeting in Washington, DC. E. Horticulture Committee Shall promote learning and interest in all aspects of horticulture through workshops, presentations, organizing and hosting in-house horticulture shows and encouraging participation in Zone and GCA horticulture shows. The Chair is encouraged to send one delegate to the annual GCA Shirley Meneice Conference. F. Flower Show Committee Shall promote learning and interest in all aspects of floral design through workshops, presentations, organizing and hosting in-house Flower/Floral Design shows and encouraging participation in Zone and GCA Flower/Floral Design Shows. G. Photography Committee Shall promote learning and interest in all aspects of photography through workshops, presentations, organizing and hosting in-house photography shows and encouraging participation in Zone and GCA photography shows. H. Civic Projects Committee Shall identify, organize, execute and from time to time fund civic projects in our community that reflect our mission to stimulate the knowledge and love of gardening and conservation in our community, and restore, improve, beautify and protect our environment. I. Fundraising Committee Shall be responsible for fundraising. J. Garden History & Design Shall educate in the history and design of gardens and document local gardens for the Smithsonian Archives. K. Visiting Gardens Shall organize trips for members to gardens, events and places of interest. Shall, when requested, set up and host garden tours for other GCA garden clubs who wish to visit the Princeton area. Shall notify members of upcoming GCA garden trips and signup deadlines. Other committees shall include GCA focused committees and those that support the communications and running of Club activities and include, but are not limited to: L. Medals/Awards (GCA & Club) Shall work with the President and Chairs of appropriate committees to prepare recommendations for medals or in Club or GCA awards. Shall advise the President and Chairs of the criteria on which awards/medals are given, so that they can encourage members and ensure that they are on track to receive awards or medals. Shall record all local, state and national awards received by members, pertaining to the purposes of the Club and submit to President at year-end. Shall prepare certificates and awards for Awards Ceremony at the Annual Meeting. M. New Jersey Committee of the GCA Shall send a representative to attend the New Jersey Committee of the GCA meetings, as scheduled and participate on this committee. Shall organize Club participation in the NJ Committee annual fundraiser. Shall present the projects requesting NJ Committee funding and get the Club vote of approval, and submit the results to the NJ Committee of the GCA. Shall assist in the writing and submission of Club requests for NJ Committee funding for projects. N. Founders Fund (GCA) Shall inform members of the projects under consideration for the Founders Fund in advance of the vote. Shall present the Founders Fund Projects, take the vote and report the results to the GCA Founders Fund representative. Shall assist in the writing and submission of Club requests for Founders Fund consideration for projects. O. Scholarship (GCA & Club) Shall organize Club and GCA scholarships by raising awareness among members and in the community, particularly in the local schools, of the scholarships available, the application criteria and deadlines. Shall distribute application materials and accept applications where appropriate. Shall organize the selection process and notify the winning applicant. Shall organize the presentation where appropriate, record the event, and update the Chairs of the History/Archives, Communications, and Website Committees on scholarship activities. P. History/Archives Shall maintain and organize the Club archives, and keep a record of annual activities which will become part of the Club official record. Shall ensure the storage of a printed copy of the annual Program Schedule and the annual reports of the President, the Treasurer, the Membership Committee, the Civics Committee, the Awards Committee, the Scholarship Committee and any other reports that are particularly pertinent for that year. Shall ensure a photograph is taken at each Annual Meeting and stored. Shall ensure a digital version of the files above is stored and sent to GCA archives. Shall be responsible for organizing and presenting Club history, particularly for significant milestones. Shall receive and store a copy of materials submitted to the Website and Communications Committees. Q. Judges Committee Shall receive the schedule for shows for the upcoming year and submit a scheduling request for judges to the Zone Judging chair. Shall liaise with the judges regarding their trip, and welcome them. R. Points Shall set up the points book for the upcoming year, and bring it to all meetings. Shall ensure it is kept up-to-date, and tally at the end of the year. Shall receive and record the results of Club, Zone and GCA flower shows. S. Clerks Shall send a reminder of duties to the clerks for each show. Shall greet them and orient them to the show layout before the judges’ arrival. Shall provide them with the clerking materials – pads, sharpened pencils, etc. Shall record and submit a record of the show results to the relevant chair and Website Chair. T. Staging/Hostesses Shall organize the venues, and schedule the hostesses, stagers, and clerks for each meeting. Shall submit the schedule to the President, the Program Chair and the Clerking Chair. Shall remind the hostesses and stagers of their duties three weeks before the meeting. U. Communications Committee Shall be the Club’s public relations representative. Shall write and submit articles about Club activities, awards and scholarships to the GCA Bulletin, the Zone Chair and the Club’s website. All submissions should be copied to the Club Archivist. V. Website Committee Shall maintain and update the website with details of Club activities in a timely fashion. ARTICLE VII. DUES 1. The annual dues shall be set and subject to change as determined by the Executive Board, with the approval of the membership. 2. The Club shall send required dues annually to the GCA for each member. 3. All dues shall be paid to the Treasurer within 60 days from the date of billing. Members resigning after June 30 shall be responsible for the annual dues of the ensuing year. 4. The annual dues of Provisional, Active, Sustaining, and Affiliate members shall be the same amount. Honorary members and members on leave are not required to pay dues. 5. The fiscal year of the Club shall run from May 1 through April 30. ARTICLE XIII. PROCEDURE For all matters of procedure not specifically covered by the By-Laws, the Executive Board may at its discretion follow the principles of Roberts Rules of Order Revised when circumstances warrant, but failure to do so will not invalidate any action. ARTICLE IX. PAYMENTS No Private lnurement No Board member, officer, employee, committee member, or other person connected with the Club, or any other private individual, shall receive any of the net earnings or pecuniary profit from the operations of the Club at any time, provided, however, that this shall not prevent the payment to any such person of reasonable compensation, as determined by the Executive Board, for services rendered to or for the Club and/or for the reimbursement of reasonable expenses incurred in connection with such services. Procedure Upon Dissolution The Club may be dissolved by a vote of two-thirds of the active members at any meeting, provided that written notice is sent to each member at least thirty days before that meeting. In the event of dissolution, all of the remaining assets and property of the Club shall, after payment of necessary expenses, be distributed to such organizations as shall qualify under Section 501(c)(3) of the Internal Revue Code, or corresponding provisions of any subsequent Federal Tax Law, or to the Federal Government, a State or Local government, for public purpose, subject to the approval of a competent jurisdiction within the State of New Jersey. ARTICLE X. INVESTMENTS Reinvestment The Club shall have the right to retain all or any part of any securities or property acquired by it in whatever manner, and to invest or reinvest any funds held by it in whatever manner, according to the judgment of the Executive Board, without being restricted to the class of investments which an Executive Board member is or may hereafter be permitted by law to make or any similar restriction. However, no action shall be taken by or on behalf of the Club if such action would result in the denial of the Club's income tax exemption under Section 501(c)(3) of the Internal Revenue Code. Commingling The Executive Board shall incorporate as assets of the Club all property received and accepted by the Club and, subject to any limitations, conditions, or requirements which may be a part of any gift, may commingle any assets of the Club with any other of the Club’s assets, or may maintain any asset or assets in segregated funds or accounts whenever in their sole discretion they shall determine such segregation to be in the best interests of the Club or when the conditions, limitations or instructions of any gift, grant, bequest, or devise shall require such segregation. ARTICLE XI. TAXES Preservation of Tax Exempt Status Notwithstanding any other provision of these By-laws, no Board member, officer, employee or representative of this Club shall take any action or carry on any activity by or on behalf of the Club which is not permitted to be taken or carried on (1) by any organization exempt from federal income tax under Code Section 501(c)(3), or (2) by any organization, contributions to which are deductible under Code Sections 170(c)(2), 2055(a)(2), or 2522(a)(2). Prohibition on Lobbying No substantial part of the activities of the Club shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the Club shall not participate in, or intervene (including the publishing or distribution of statements) in any political campaign on behalf of any candidate for public office. Public Inspection of Annual Returns The Club shall make available for public inspection a copy of its most recent annual returns, such returns containing all required information representing direct and indirect transaction relationships between itself and other tax exempt organizations not described in Code section 501(c)(3), for example, lobbying groups or political organizations. ARTICLE XII. NON-DISCRIMINATION 1. The Club shall not permit, in its conduct of Club affairs, any restriction or limitation whatsoever based upon race, color, religion, national origin, gender, sexual orientation, age or employment status. 2. The pronoun “she” or “her,” when appropriate, shall be construed to mean also “he” or “his,” and the word “Chair” shall be construed to be either female or male. ARTICLE XIII. AMENDMENTS 1. These By-Laws may be amended, from time to time, at any regular or special meeting by a majority vote of the Active and Sustaining members present, provided a notice in writing is sent to each member at least two weeks before that meeting. A proxy received by the Recording Secretary before the meeting shall be included in making a quorum. 2. The Vice President shall form and chair an ad hoc committee to review the By-Laws at least every four years. The Executive Board shall review any recommendations of the committee, and present amendments for a vote to the Active and Sustaining members. The above By-Laws were approved and adopted by the Active and Sustaining Members of the Club on the 12 day of November, 2019. ____________________ President Louise Wellemeyer ____________________ Recording Secretary Rona MacInnes
A Club Member's Guide to GCA's ResourcesAll of the resources described in here can be found on the GCA website www.gcamerica.org Click here to download the guide.
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