SUGAR CREEK GARDEN CLUB BY-LAWS
Constitution and Bylaws
Article I -- Name
The name of the Garden Club shall be “Sugar Creek Garden Club.” The club flower is the chrysanthemum, and the club color, yellow.
Article II -- Purpose
The purpose of this non-profit club shall be to enhance our knowledge and appreciation of gardening and related subjects and to encourage civic beautification.
Article III -- Membership
Section 1 - The membership shall be limited to residents and former residents of Sugar Creek and former Sugar Creek Garden Club members. The number of members shall be unlimited.
Section 2 - Active Members
a. A member shall be eligible to serve as an officer or chair of a committee.
b. The annual dues shall be $45.00 per year payable in May of each year.
Article IV -- Officers and Elections
Section 1 - Elected Officers.
The elected officers of this club shall be: President, President-Elect, First Vice President, Second Vice President, Recording Secretary, Corresponding Secretary, Treasurer, and Parliamentarian.
Section 2 -
a. Nominations for office shall be made by a nominating committee of five members, One of whom shall be the Incoming President, and one of whom shall be elected by and from the the Executive Board. If possible, the other three shall be elected by and from the voting body, and shall have been an active member of the Garden Club for one year or more. The election of the Nominating Committee shall occur at the November meeting. The first elected member of the nominating committee from the Executive Board shall be the chair of the nominating committee.
b. When the slate of newly-proposed officers is presented by the nominating committee at the January meeting, nominations may be made from the floor, providing the person nominating has the consent of the nominee.
Section 3 - All officers shall be elected annually at the business meeting in January. If there is more than one nominee for an office, the vote shall be by ballot. Officers shall be installed at the last regular meeting. They shall be eligible to serve not more than two consecutive years in the same office, with the exception of the Treasurer, who may serve no more than four consecutive years.
Section 4 - Vacancies: All vacancies in office except that of President, shall be filled by the Executive Board and shall serve for the unexpired term. Should a vacancy occur by resignation of officer elect, the previously elected nominating committee shall present a candidate at the first meeting following the resignation. Election shall be according to Article IV.
Article V -- Duties of Officers.
Section 1 - President
a. Shall preside at all meetings, and shall be the official representative of the club
b. Shall be responsible for the appointment of committee chairmen of events which will occur during the term as President.
c. The President shall have the authority to appoint, abolish, combine, or re-instate committees as deemed necessary
d. The President shall submit the committees and their chairs for the directory.
e. The President shall be responsible for submitting the yearly President’s Report as indicated by the Awards Chair.
Section 2 - President-Elect
a. Shall serve on the board as a voting member.
b. Shall chair the annual major fund raisers.
c. Shall be responsible to the committee chairs in the coordination of plans and events.
d. Shall provide hostess sign-up sheet for the coming year's monthly board meetings.
Section 3 - First Vice President
a. Shall be advisor and perform the duties of the President in case of absence.
b. Shall act as Program Chair by providing suitable programs for the monthly meetings, and submit the completed program plan for the year for the directory.
c. Shall purchase the gift for the out-going President.
d. Shall be responsible for working with the Country Club on all breakfast meetings.
Section 4 - Second Vice President
a. Shall perform the duties of the President in the absence of the President and the First Vice-President.
b. Shall serve as membership chairman, including soliciting new members and presenting prospective members to the club.
c. Membership Chair shall maintain current list of members
d. Shall be responsible for solicitation of dues for current and prospective members.
e. Shall be responsible for co-ordination of September General Meeting.
Section 5 - Recording Secretary
a. Shall record and present minutes of each meeting.
Section 6 - Corresponding Secretary
a. Shall conduct all correspondence for the club.
b. Shall read important correspondence at meetings.
c. Shall co-ordinate with the Remembrance Chair
Section 7 - Treasurer
a. Shall collect and record the dues.
b. Shall be custodian of the funds of the club.
c. Shall file receipts for all disbursements, keep a balanced account of all receipts and expenditures, and submit a report at each meeting.
d. The Treasurer’s book shall be subject to audit at the close of the year’s activities by a committee of three appointed by the President.
e. Shall be an ex-officio member of the budget/finance committee and shall serve as chair of the budget/ finance committee the following year.
Section 8 - Parliamentarian: Shall be prepared to express an opinion on points in question when called on by the President and to read such articles in the Constitution and Bylaws and Robert’s Rules of Order, Newly Revised, (Article XI, Sec. 1) as necessary to the question. The Parliamentarian and Bylaws committee shall be responsible for revising the Bylaws whenever necessary, and those changes are to be presented in printed form to the membership for voting (Article X, Sec 1).
Article VI -- Executive Board
Section 1 - The elected officers, standing committee and special committee chairs shall constitute the Executive Board. The meetings of the Executive shall be called by the President. The Executive Board shall take care of the business accruing between the regular monthly meetings, and any emergencies that may arise.
Article VII -- Standing Committee Chairs
Section 1 Operational Chairs - The standing committee chairs shall be appointed by the President.
a. The Annual Fundraiser Chair shall be the President Elect. The Chair shall be responsible for appointing co-chairs and committee members for the annual fundraisers.
b. The Awards Chair shall be responsible for obtaining the highest possible Club Rating from Texas Garden Clubs Inc., based on the activities and achievements of our club. The Chair shall consult the current Awards Brochure, review the Garden Club goals and performance, select the appropriate awards offered, and make application for district, regional, state, and national recognition. Shall advise all committees of potential awards and required materials.
c. The Budget and Finance Chair and Committee shall be responsible for preparing the yearly budget. This budget shall be presented for vote by the membership at the September meeting. The committee shall consist of the immediate past Treasurer (serving as Chair), the current President, the immediate past President, the current Treasurer and a person appointed by the President from the general membership.
d. The Bylaws Chair and Parliamentarian shall be responsible for revising the Bylaws whenever necessary; those changes are to be presented in printed form to the membership for voting.
e. The Communications Chair shall be responsible for writing a monthly newsletter reporting items of
interest for members of the Garden Cub. Any month the newsletter will not be sent, the Communications Chair shall be responsible for contacting members of the club prior to each meeting.
f. The Conservation, Horticulture and Plant Exchange Chair shall be responsible for presenting a brief report of interest in those areas at each monthly meeting, and for a member plant exchange.
g. The Federation Representative shall be responsible for attending Federation meetings and reporting back to the membership.
h. The Friendship Connection Chair shall be responsible for coordinating support for members in need.
i.. The May Luncheon Chair is to coordinate table arrangements, seating, and menu of the May Installation Luncheon.
j. The Publicity Chair shall be in charge club publicity, including providing information to local newspapers and community newsletters. Shall also arrange for announcements of meetings to be posted at the entrance to Sugar Creek. Shall also publicize special projects.
k. The Remembrance Chair shall send cards to those who have experienced illness or death in their extended families, and shall deliver plants to members who have been hospitalized, or at the death of a spouse, child or parent.
l. Scholarship Chair: This chair shall be responsible for selecting scholarship recipients, preferably in horticulture or environmental studies.
m. The Special Events Chair will make available different activities during the year for the Garden Club Members to participate in and enjoy. Shall pass a sheet at the May meeting for members to suggest ideas.
n. The Ways and Means Chair shall be responsible for fund raising projects for the Garden club, except for those of the Annual Fundraiser Chair.
o. The Website Chair shall be responsible for maintaining and updating the Garden Club website, which is the repository for the Garden Club announcements, calendar, photographs, history, publicity and educational and affiliate links.
q. The Yard of the Month Chair shall co-ordinate judging the outstanding yard in Sugar Creek each month, and give the appropriate information to the Publicity. Newsletter and Website Chairs.
r. The Yearbook Chair shall be responsible for compiling the yearbook and for soliciting yearbook advertising.
Section 2 Project Chairs
a. The Arbor Day Chair shall be responsible for a tree planting ceremony.
b. The Community Beautification Chair: This Chair shall be in charge of flower bed maintenance and other community improvement projects in Sugar Creek, such maintenance to be done either by hired professionals or volunteers.
c. The Entrance Containers Chair: This Chair shall be responsible for re-furbishing and maintaining the plant containers at the Sugar Creek main entrance guardhouse,
d. The Ginnie Russell Award Chair: This Chair shall be responsible for assembling a committee and choosing the Ginnie Russell Award recipient.
d. The Holiday Lighting Judging: This Chair shall co-ordinate the judging of the homes that are
decorated for the holidays. The committee shall establish categories for judging outstanding holiday decorations. The committee shall submit the winners’ names to the SCHA to be posted on the marquee at the front of the subdivision and listed in the HOA newsletter.
e. The Library Chair shall be responsible for Garden Club donations to the local library.
f. Mothers’ Garden Chair: This Chair shall be responsible for refurbishing and maintaining the Mothers’ Garden.
Article VIII -- Special Committees
The special committees are all committees other than the standing committees, and these shall be appointed by the President as needed to carry out the program for the year.
Article IX -- Meetings
Section 1 - The regular meetings of this Club shall be held on the third (3rd) Thursday of the month, at 9:30 a.m. from September through May.
Section 2 - A simple majority of active membership shall constitute a quorum.
Section 3 - The regular meeting in May shall be considered the Annual Meeting. Reports of officers and committees are given at this time.
Section 4 - The installation of officers shall take place at the May meeting.
Article X -- Amendments
Section 1 - The Constitution and Bylaws may be amended by two-thirds (2/3) vote of the members present, provided the amendment has been presented in writing to the membership at the previous meeting. Bylaw revisions adopted April 18, 1974; May 20, 1976; April 17, 1980; January 20, 1983; October 25, 1983; February 21, 1985; January 21, 1988, March, 2002, September 2007, and April 2017.
Article XI - Parliamentary Authority
Section 1 - Robert’s Rules of Order, Newly Revised, shall be adopted as the authority on all questions of parliamentary procedure not covered in this Constitution and Bylaws.
Article XII -- Order of Business
Section 1 - The order of business for the meetings of the Club:
a. Call to order.
b. Pledge of Allegiance
c. Inspirational thought
d. Reading and approval of the minutes
e. Treasurer’s report
f. Committee reports
g. Correspondence
h. Unfinished business
i. New business and announcements
j. Program
k. Adjournment
Article XIII -- Amendment to the By-laws
Requirements to be exempt as an Organization described in section 501(c)(3) of the Internal Revenue Code
Section 1 - Said organization is organized exclusively for charitable, educational, or scientific purposes, including, for such purposes, the making of distributions to organizations that qualify under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
Section 2. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth the purpose clause hereof.
Section 3 - No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in,
or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office.
Section 4 - Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
Section 5 - Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
Standing Rules
1. There shall be two co-hostesses for each regular monthly meeting.. The hostesses will sell raffle tickets during the general meetings.
2. Members may bring guests to the Garden Club meetings. Sugar Creek residents may be guests twice before becoming members. Non-Sugar Creek residents may attend twice annually.
