By-laws
Beverley Hills Garden Club, Alexandria, Virginia
(Revised June 8, 2018)
ARTICLE I – NAME
The name of this organization shall be The Beverley Hills Garden Club.
ARTICLE II – MISSION
The mission of this Club shall be to stimulate interest and provide information and assistance in gardening, flower arranging, conservation, and related activities. It shall maintain membership in National Garden Clubs, Inc. (NGC), Central Atlantic Region of National Garden Clubs, Inc. (CAR), National Capital Area Garden Clubs of National Garden Clubs, Inc. (NCAGC), and District II of the National Capital Area Garden Clubs.
ARTICLE III – MEMBERSHIP
Section 1. Active membership shall not exceed 40.
Section 2. Applicants for active membership shall be residents of Northern Virginia or the National Capital Area, shall have attended two meetings as guests, and be sponsored by two members of the club, each of whom has at least one year's standing. Members should take care to nominate individuals who share the general interests of the Club, and who want to be involved participants in monthly meetings, activities, and duties. One of the sponsors shall personally present the application to the Membership Chairman, who in turn presents the application to the Board. Two-thirds of the Board must approve acceptance of the application. Sponsors shall assist and advise new members during their first year. Members may sponsor no more than 1 applicant during each club year. If the Active membership is full at 40 members, the nominee will be placed on a Waiting List in order of the date received. When a vacancy in the Active membership occurs, the Membership Chair will notify the Sponsor of the first nominee on the Waiting List.
Section 3. Non-resident membership is available to members in good standing who leave the area. Good standing denotes payment of dues and fulfillment of membership requirements.
Section 4. Former members who left in good standing are eligible for reinstatement upon application and shall be given priority when filling vacancies.
Section 5. Sustaining Membership may be granted to those who have been Active members for at least ten years. Sustaining members shall have all privileges of the Club but may not vote or hold elected office. They shall be relieved of fulfilling membership and exhibiting requirements. Sustaining members shall pay annual dues. Request may be submitted to the President in writing. Two-thirds of the Board must approve acceptance.
Section 6 (a). Honorary membership shall be a special recognition for members who have demonstrated in an outstanding manner their interest in promoting the purposes and goals of the Club as stated in Article II. Honorary Members shall retain their active status and have full privileges but will not be required to pay club dues or fulfill other requirements. Honorary members desiring the Capital Gardener must pay organizational dues. Nominations for Honorary membership must be submitted to the President in writing and will be acted upon at the next Board meeting.
Section 6 (b). At the discretion of the Board, special Honorary membership may be awarded to non-member individuals who, through their significant efforts and support, have helped to further the goals of the Club.
Section 7. Designation as Honorary President shall be bestowed on any member serving as President of National Capital Area Garden Clubs, Central Atlantic Region, or National Garden Clubs, Inc. for the duration of her or his term, after which she or he may be nominated for Honorary Membership under Article III. A member holding such office shall not be required to fulfill Club requirements during her or his tenure.
Section 8. Membership contact information shall not be distributed outside of the Club, except to National Garden Clubs, Inc (NGC), Central Atlantic Region of National Garden Clubs, Inc (CAR), National Capital Area Garden Clubs of National Garden Clubs, Inc (NCAGC), and District II of the National Capital Area Garden Clubs. Membership contact information shall not be used for purposes outside of Club business.
ARTICLE IV – OFFICERS AND BOARD
Section 1. Officers of the Club shall be President, Vice-President, Recording Secretary, Corresponding Secretary and Treasurer.
Section 2. The Board shall be comprised of the Officers, Chairs of Standing Committees, the immediate Past- President, and any member holding office in our regional, state or district organizations.
ARTICLE V – NOMINATION AND ELECTION OF OFFICERS
Section 1. A nominating committee of three members shall be elected by the Board and shall present the proposed slate of officers at the March meeting. Nominations may be made from the floor at the March meeting provided the prior consent of the nominee has been obtained.
Section 2. Officers shall be elected at the meeting in April and installed in June. The election shall be by written ballot if more than one nomination is made for any one office.
Section 3. All Officers shall be elected for a term of two years. No officer may be elected to consecutive terms except the treasurer, who is eligible to be elected for additional terms not to exceed six years.
ARTICLE VI – DUTIES OF OFFICERS AND THE BOARD
Section 1. The President shall preside at all meetings of the Club and the Board and be ex-officio member of all committees except the Nominating Committee. The President shall be the official representative of the Club. He/she may appoint a Parliamentarian and shall appoint the Chair and members of all committees except the Nominating Committee. The President shall schedule and notify Board members of Board meetings.
Section 2. The Vice-President shall assume the duties of the President when necessary and assist the President at all times. The Vice-President shall prepare the yearly roster of duties for each monthly meeting.
Section 3. The Recording Secretary shall record the proceedings of all Club and Board meetings, maintain a current list of members, and keep official copies of the Bylaws.
Section 4. The Corresponding Secretary shall conduct the correspondence of the Club, including get well and condolence messages, thank you notes to speakers and others who assist the club in some way deserving of thanks, and welcoming notes to guests and new members.
Section 5. The Treasurer shall receive all funds, pay all bills, and keep itemized accounts of income and expenditures. The Treasurer shall receive member dues by the April meeting. The Treasurer shall present a proposed operating club budget to the Board prior to the September meeting for review and approval.
Section 6. The Board shall transact Club business between regular meetings except that of modifying any action taken by the Membership as a whole. It shall fill any vacancies among the Officers. Brief reports of Board meetings shall be made to the Club.
Section 7. The Board shall review and approve the budget submitted by the Treasurer.
ARTICLE VII – COMMITTEES
Section 1. Standing Committees shall be: Awards, Community Outreach, Design, Fundraising, Horticulture, Hospitality, Judges, Membership, Programs and Publications.
Section 2. Committee Chairs are expected to retain their positions for the term of the President.
Section 3. Each Club member must be a member of a committee.
Section 4. The President may create other committees on an ad hoc basis.
ARTICLE VIII – MEETINGS AND QUORUM
Section 1. Club meetings shall be held monthly from September through June unless otherwise ordered by the Board and Club membership, and one-third of the active membership shall constitute a quorum at such meetings.
Section 2. There shall be at least two Board meetings each year, and a majority of the Board shall constitute a quorum at such meetings.
ARTICLE IX – DUES
Section 1. Annual dues of $50.00 for active members, $50.00 for non-resident members, and $50.00 for sustaining members shall be payable at the March meeting. Members in arrears by May 1 may be removed from membership status after due notification.
Section 2. In the event that fundraising activities are inadequate to meet budgetary requirements, members may be assessed an additional sum as approved by a majority vote of the voting membership.
ARTICLE X – GUESTS
Guests who wish to be considered for membership are always welcome unless a meeting is for members only. Members are limited to one guest per meeting. Guests of members may not attend more than two meetings unless granted a special exception by petitioning the Executive Board. Members bringing guests must provide the Membership Chair and the Corresponding Secretary with Guest’s contact information no later than the Monday before the meeting. Members bringing guests must also notify the Lead Hostess at least one week before the meeting. Members bringing guests may be asked to help provide lunch.
ARTICLE XI – AMENDMENTS
The Bylaws may be amended at any regular meeting by a two-thirds vote of those eligible voting members present, provided that a quorum is present, and the proposed amendment has been submitted in writing, which shall include via email, to all voting members at least two weeks in advance of the vote.