Bylaws of the Garden Club of Brewster
ARTICLE I NAME The name of the organization shall be The Garden Club of Brewster,
hereinafter called the Club. Use of this name for other than Club approved functions is not
permitted.
ARTICLE II MISSION The mission of the Club shall be to stimulate the love for and the
knowledge of gardening; to promote the protection of the natural beauty and wildlife of the
community; and to cooperate with town agencies in beautifying the roadsides and other public
places in Brewster.
ARTICLE III MEMBERSHIP There shall be three classes of membership: Regular, Sustaining
and Honorary.
1. Regular Membership
A. Regular Membership shall be limited to 125 people. Anyone who has a love of gardening
shall be eligible for Regular Membership.
B. If the membership quota is filled, additional applications will be placed on a waiting list in the
order they are received.
C. Prospective members must
Attend two regular Club meetings prior to being accepted as a member
Submit an application in writing to the Membership Chair
Be willing to take an active part in the work of the Club.
D. To maintain Regular membership status, members must
Attend four regular Club meetings a year (October–May)
Be an active participant on a committee of the member’s choice, participate in the annual plant
and bake sale, as well as full participation in the work of the Club.
Perform hostess duties at one monthly meeting each year
E. A past president becomes a regular member after completion of the term of office, but does
not pay dues,
F. Any member wishing to resign is requested to notify the Membership Chair in writing.
2. Sustaining Membership
A. Sustaining Membership is an honor granted by the Executive Board (Board) to a
longstanding Regular member who has served actively on a committee each year for at least
five years and has been an officer or Chair of one committee during this period.
B. Sustaining members pay dues and have all the privileges of Regular Members, the obligation
to perform hostess duties at one monthly meeting each year, and are expected to participate in
the annual plant and bake sale.
3. Honorary Membership
A. Honorary memberships can be awarded to Garden Club members or members of the
community in recognition of their exemplary service to the Club or to the community. Honorary
memberships are proposed by the Board and voted on by the membership. Honorary members
are not required to pay dues but those who are Garden Club members have the right to vote.
Members of the community do not have voting privileges.
ARTICLE IV DUES
1. The fiscal year shall be from July 1 to June 30.
2. Dues:
A. Dues shall be payable at the April and May meetings. If unpaid by June 30, membership shall
be forfeited.
B. Anyone accepted into membership after February 1 shall pay one-half the annual dues for
that fiscal year.
C. Dues may be changed upon recommendation of the Board and a majority vote of the
membership at the Annual meeting.
D. Past Presidents do not pay dues.
ARTICLE V MEETINGS
1. General Membership Meetings:
A. The Regular meetings of the Club shall be held on the first Wednesday of every month except
June, July, August and September unless otherwise ordered by the Club or the Board.
B. The Annual meeting shall be conducted during the regular May meeting and shall be for the
purpose of election of officers and approval of the proposed budget.
C. Special meetings may be called by the President or upon the request of ten members.
D. Forty members shall constitute a quorum at any regular meeting of the Club.
2. Executive Board Meetings
A. The Board shall meet the Wednesday prior to the Club meeting, or at a time determined by a
majority of its members.
B. The quorum for the Board shall be 50 percent of the Board members plus one.
C. Special Board meetings may be called at the discretion of the President.
ARTICLE VI OFFICERS
1. The officers of the Club shall be President, Vice-President, Secretary, and Treasurer. They
shall be elected at the Annual Meeting for a two-year period with the exception of the Treasurer
who may serve three years.
2. No officer shall be eligible for the same office more than once.
3. Duties of Officers:
A. The President:
Presides at all meetings of the Club and the Board
Appoints the Chairs of ad hoc committees as needed
Is an ex-officio member of all committees except the Nominating Committee
Casts the deciding vote in case of a tie vote on any matter
B. The Vice-President assumes, in the absence of the President, the duties of that office, and
performs any other duties assigned by the President. The Vice President shall serve as
Fundraising Coordinator for the club, overseeing and monitoring all fundraising functions and
reporting, when needed, to the Board.
C. The Secretary keeps all minutes of the Board and Regular Meetings and attends to any
correspondence of the club as directed by the officers.
D. The Treasurer:
Collects, receives and holds all monies of the Club
Pays out Club monies upon the order of the Board
Keeps a complete record of all transactions
Submits a financial report at each Board meeting and each Regular meeting
Provides an annual report at the end of the year
Prepares an annual budget with the Finance Committee, based on figures submitted by
Committee Chairs and officers.
Acts as Chair of the Finance Committee
Notifies Membership Chair of delinquent members
Submits all records to an auditor appointed by the President.
E. Elected officers must be Regular members.
ARTICLE VII EXECUTIVE BOARD
1. The Executive Board shall consist of the elected officers and standing committee chairs.
The Board:
Supervises the affairs of the Club between meetings
Fixes the hour and place of meetings
Approves requests for changes in membership status
Proposes Honorary members
Reviews the proposed annual budget
Reviews requests for money needed to fulfill obligations or functions of the Club and may spend
an amount not exceeding $500 without the vote of the general membership
Reviews dues amount annually
Fills vacancies that may occur on the Board.
ARTICLE VIII STANDING COMMITTEES
1. Committee Chairs
A. Committee chair persons are volunteers from the membership.
B. All Committee Chairs shall submit a proposed committee budget prior to the Budget meeting
in March. No committee or member of a committee shall contract any bills in the name of the
Club without authority from the Board, nor have the power to commit the Club to a policy,
position or activity without authorization.
C. Each Chair shall keep a notebook, which contains a complete record of committee programs
and procedures, to be passed on to the incoming Chair.
2. Committee Formation
A. Each Chair recommends adequate numbers to do the work of the committee.
B. Members will be given the opportunity to make their committee selections at the May meeting.
C. Each Regular member must be an active member of a committee.
3. Responsibilities of Standing Committees
A. Budding Ideas Committee – collects and receives information, produces and distributes the
newsletter.
B. Civic Committee – keeps the Club informed as to all beautification projects, existing and
proposed, for town plantings at various sites which it maintains.
C. Communications Committee – notifies members of meetings and special Club events by
either telephone or email.
D. Conservation Committee – informs the Club of any legislation and information affecting
conservation at the local, state and national level.
E. Education Grant Committee – provides information to principals of schools regarding grant
availability, processes and reviews grant proposals, determines recipient(s), serves as liaison
with recipient, reports to Club.
F. Horticultural Education Committee – provides club members with information on horticultural
developments, provides opportunities for horticultural activities, and chooses the Annual
Beautification Award recipient.
G. Hospitality Committee – advises and assists the hostesses with monthly meetings, appoints
two members to provide the centerpieces each month, purchases paper supplies, and keeps a
record and inventory of all properties.
H. Membership Committee – maintains an accurate membership list, receives all applications
for membership or changes in membership status, presents all requests for changes in status to
the Board for approval, and notifies applicants in writing of the Board’s decision.
I. Program Committee – plans programs for all Regular meetings.
J. Publicity Committee – provides media with announcements of meetings, programs and other
activities of the Club and keeps a scrapbook of each year’s activities and events.
K. Remembrance Committee – sends an appropriate remembrance to any member who has
experienced illness or death in the family.
L. Scholarship Committee – publicizes the Garden Club of Brewster Scholarship, processes
applications and announces the name(s) of the recipient(s) at the annual luncheon.
ARTICLE IX SPECIAL COMMITTEES
1. Special Committees are established by the Board. Chair persons are volunteers from the
membership.
2. Duties of Special Committees:
A. Annual Luncheon Committee – arranges the annual luncheon.
B. Auditor – Audits the Garden Club books and records at the end of each fiscal year.
C. Bylaws Committee – inspects and analyzes bylaws to assure that they are consistent with
actual practice.
D. Community Holiday Decorations Committee – arranges for the decoration of the central area
of Brewster for the winter holidays.
E. Finance Committee – prepares an annual budget in March and presents it to the
membership at the April meeting, to be voted on at the May meeting. The committee advises
the membership of possible uses for surplus funds.
F. Fundraising Coordinator – the Vice President, as Fundraising Coordinator for the Club, will
oversee and monitor all fundraising functions by communicating with each of the fundraising
committee chairs and report, when needed, to the Board.
1. Cookbook Sales Committee – works with the publisher to maintain an inventory of Garden
Club of Brewster cookbooks for sale at various Club functions, as well as by local merchants.
2. Festival of Tables Committee – organizes, manages, and publicizes this event, which
displays themed table settings for public viewing.
3. Game Day Committee – organizes and manages the game day event.
4. Plant and Bake Sale Committee – organizes and manages yearly plant and bake sale.
5. Raffle Committee – organizes and manages monthly raffle.
6. Other – organizes and manages any additional fundraising efforts as approved by the Board.
G. Webmaster – establishes and maintains a website to provide information and photos about
the Club and its activities to the public, including: meetings, membership, programs, history,
bylaws, and special events.
H. Yearbook Committee – produces the Annual Yearbook.
ARTICLE X NOMINATING COMMITTEE / ELECTIONS
1. The President at the regular January meeting appoints the Nominating Committee Chair.
2. The Nominating Committee consists of the appointed Chair and two members selected by
the Chair from the regular membership list. The committee:
prepares a slate of candidates for election to offices of the Club
announces this slate at the April meeting and solicits further nominations from the floor
submits its final ballot at the Annual Meeting in May.
3. The election takes place at the Annual Meeting. If more than one person is nominated for any
office, the vote shall be by secret ballot.
4. The elected slate shall be installed at the Annual Luncheon.
5. Any vacancies on the elected slate shall be filled by the Board.
ARTICLE XI REPORTS AND SUCCESSION
1. A joint meeting of the current and new members of the Executive Board shall be held in May
at which time all records and information shall be exchanged.
2. Each officer and chair presents a written report to the President prior to the Annual Luncheon.
ARTICLE XII PARLIAMENTARY AUTHORITY The rules contained in Robert’s Rules of
Order, Revised, shall govern the Club in all cases in which they are applicable, and in which they
are not inconsistent with the bylaws.
ARTICLE XIII AMENDMENTS TO BYLAWS These bylaws may be amended at the Annual
Meeting of the Club in May by a two-thirds vote of active members present and voting, provided
that the proposed amendment has been read at a previous regular meeting, or that a notice in
writing has been sent to each club member at least (10) days in advance of the meeting at
which the vote is to be taken. Revised May 4, 2011.
Policies and Procedures
1. Membership (ref. Article III) – If a member is unable to attend the required number of meetings
and/or participate as expected, extenuating circumstances will be considered on a case-by-
case basis by the Executive Board.
2. Dues (ref. Article IV) – If dues are not paid by the May meeting, members will be notified. If
unpaid by June 30, members will be notified that they are being dropped from the membership
roster. Any member dropped may reapply through the Membership Committee.
3. Club Donations (ref. Article VII) – Donations are defined as garden or horticulture-related
disbursements deemed by the Executive Board to be compatible with the aims of the Garden
Club. Donations which meet this definition are to be evaluated annually by the Executive Board
and/or as the need arises. Donations, although not specifically identified in the budget, will be
expended after careful consideration of the overall receipts and expenditures of the Garden
Club.
4. Procedures for Contracting for Club Events in Commercial Establishments (ref. Article VII) –
A written contract must be approved by the Executive Board before a check is issued. The
Chair should know the expected amount of the bill at the time of the event. If there is a
discrepancy, an explanation shall be given which will satisfy the Treasurer and the Chair before
the check is issued.
5. Standing Committees (ref. Article VIII)
Horticultural Beautification Award – The Horticultural Award is given each year in recognition of
the garden design/landscaping efforts of a Brewster individual or business in a location which
can be appreciated by the general public. Suggestions for this award are accepted throughout
the year. The winner is announced at the October General Meeting. A plaque is then presented
to the recipient as soon as possible including a public announcement in the media.
Program – The Program Committee is responsible for securing a signed contract from each
speaker and for procuring a check from the Treasurer. The sale of books and related
merchandise pertaining to the program by speakers is permitted. Outside sales are not
permitted.
Remembrance – A flower or plant will be sent to a member at the time of serious illness. If a club
member’s spouse, significant other, or immediate family dies, a plant and note will be sent. If a
club member dies, the surviving spouse, significant other or immediate family member will be
sent a note and an appropriate memorial will be donated in the member’s name.
Scholarship – Payment for scholarships will be made directly to the recipient upon completion of
the first semester. One or more scholarships will be awarded
each year to a Brewster resident for the purpose of continuing education in the field of
landscape design, horticulture, conservation, environmental science, marine or related sciences.
Finance Committee—The Finance Committee is appointed by the President. It will consist of
the President, the Treasurer, the Immediate Past President, a Board member and a member at
large.
Any spending request not in the approved budget must be taken to the Executive Board for
approval.