Bylaws and Policy & Procedures

Bylaws  (revised Oct. 2008)

Article I – Name

This organization shall be known as the Kingston Garden Club.

Article II – Objectives

  1. To further our knowledge of gardening and artistic use of plant material.
  2. To stimulate interest in civic beautification.

Article III – Membership

  1. Membership shall not be limited.
  2. Membership expires August 31.
  3. Inactive membership (one who attends fewer than two meetings during the year) may be maintained with payment of dues.
  4. Club members in good standing for a period of 25 years shall be eligible for life membership in Kingston Garden Club.

Article IV – Dues

  1. The financial year shall begin on the day of the annual meeting at which time dues are payable.
  2. Members accepted after December 31 shall pay one-half yearly dues.

Article V – Meetings

  1. Regular meetings shall be held monthly September through June with possible
    exception of the December meeting.
  2. The annual meeting shall be held in June of each year. All officers and chairs shall present annual written reports to be read and given to the President for filing.
  3. One third of the membership shall constitute a quorum.

Article VI – Officers:  Election and Duties

  1. The Officers of the Club shall be President, Vice-President, Secretary and Treasurer.
  2. Officers of the Club shall be elected at the may meeting, installed at the June meeting, assuming responsibilities at the conclusion of the June meeting.
  3. The term of office shall be one year.
  4. Vacancies in elective offices shall be filled by election if three-fourths or more of the term remains. If less than three-fourths of the term remain, the vacant office shall be filled by Executive Board appointment.
  5. The President shall:
  1. Preside over meetings
  2. Appoint chairs of the Standing Committees, the Special Assignments, and the Special Projects whose duties are listed in the Policy and Procedures.
  3. Be an ex-officio member of all committees except the Nominating Committee which shall consist of three members, including one past officer, to be appointed in February.
  1. The Vice-President shall:
  1. Preside over the Club in the absence of the President.
  2. Be Program Chair
  1. The Secretary shall:
  1. Keep minutes of all meetings of the Club and Executive Board.
  2. Keep all annual reports of officers and committee chairs on file.
  3. Have charge of the official correspondence of the Club and Board and keep a record of such correspondence.
  1. The Treasurer shall:
  1. Have charge of all Club finances and keep an accurate record.
  2. Pays all itemized bills as approved by the President.
  3. Make a report at each business meeting and present an audited report at the June meeting.
  4. Prepare and submit required state and federal annual reports.

Article VII – Executive Board

  1. Membership: the Executive Board shall be composed of the Officers, the immediate Past President and the chairs of the Bylaws, Blanche Gray Garden Shows, Aloha Wright Grants and Plant Sale.
  2. Duties:  meetings of the Executive Board may be called by the President to consider business and to make recommendations to be presented to the Club members at regular meeting.
  3. Quorum:  five members of the Executive Board shall constitute a quorum at any board meeting.

Article VIII – Parliamentary Authority

  1. Meetings shall be governed by Robert’s Rules-of-Order (revised) on all points not specified by the Bylaws.

Article IX – Bylaw Amendments

  1. The President may appoint a Bylaw Committee. They shall present in writing any proposed changes to the bylaws to the general membership after approval by the Executive Board and notice given at a previous meeting.

Article X – Voluntary Dissolution

  1. In the event of a voluntary dissolution of the organization, the net assets will be distributed according to a plan developed by the Board and approved by 2/3 majority vote of the members, in accordance with RCW 24.03 section 220-245 of the State of Washington.

Policies and Procedures

  1. Dues are $15.00 payable in June. If paid by the June meeting the names can be included in the roster and printed in the Yearbook.
  2. Chairs of Committees may choose own committee members. Reports will be included in business meeting. Chairs shall read written reports at annual meeting and provide copies to be filed with President and Secretary.
  3. Standing Committees (Report at regular meetings)
  1. Membership:  shall collect dues at annual meeting, forward to the Treasurer and send list of paid members’ addresses and telephone numbers to club president, secretary, telephone coordinating chair and yearbook chair whenever applicable.
  2. Publicity:  shall send announcements of meetings and special interest announcements to news media. Provide copies to Historian.
  3. Sunshine shall give report of correspondence to members as needed.
  4. Telephone & E-mail:  shall contact membership as directed by the president.
  5. Ways & Means:  shall be in charge of fund raising projects as directed by the president.
  1. Special Assignments (Report occasionally)
  1. Budget:  shall include Treasurer, President, Past President, and Ways & Means Chairs. They shall prepare a budget to be submitted for approval at September meeting.
  2. By-laws:  shall submit amendments for approval to be included in the next Yearbook.
  3. Historian:  shall keep a scrapbook of club activities to be displayed at annual meetings or other events as requested.
  4. Hospitality:  shall greet members and guests, have temporary name tags available, and conduct door prize drawings.
  5. Hostess Coordinator:  shall schedule three hostesses for each meeting, check supplies, replenish as necessary & remind next meetings hostesses.
  6. Photographer:  shall photograph designs of the day and other subjects of interest to members. Submit photographs to Historian.
  7. Programs shall schedule programs for the year.
  8. Website:  shall maintain the club’s website.
  9. Yearbook Editor shall coordinate with Executive Board and Committee Chairs to compile information for yearbook. Research garden hints, dates of importance and other information of interest to Club members.
  10. Yearbook Producer shall assemble and have yearbooks printed and ready for distribution for members at the September meeting.
  1. Special Projects (Report once a year)
  1. Aloha Wright Grant: shall organize a committee to review grant applications and make awards.
  2. Arbor Day: shall propose site and tree to membership at March meeting, plan and conduct ceremony on Arbor Day or as program for April meeting.
  3. Community Beautification: shall coordinate a committee that undertakes select gardening projects in an effort to beautify the community
  4. Blanche Gray Garden Shows:  shall serve one calendar year beginning in January, following appointment by the President at annual meeting, duties to be outlined in project file.
  5. Charity:  shall manage Food Bank donations and shall serve as liaison for charitable activities of the club.
  6. 4th of July Parade Entry:  shall organize parade entry as approved by members
  7. Plant Sale:  shall coordinate and schedule event.
  1. Policies and Procedures may be amended or suspended by majority of members at meeting without prior notice.