Article I Name and Location
This Club shall be known as the Lewisboro Garden Club, to be located in the Town of Lewisboro, Westchester County, NY.
Article II Objectives
To maintain an educational organization that encourages interest in all phases of home gardening and promotes better horticultural practices, civic beauty and the conservation of natural resources. This Club is organized exclusively for charitable and educational purposes under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
Article III Membership
There shall be two categories of membership:
Active Members are expected to participate in all phases of the Club’s activities including regularly scheduled meetings, triangle maintenance, committee work, the Annual Meeting and other functions
Honorary Members – at the discretion of the Club are defined as previously active members who will continue to support the efforts of the Club through contributions. Honorary members shall be welcome at all regularly scheduled meetings and at the annual meeting, but shall not have a vote. Honorary members will not be called upon to participate in standing committees.
Article IV Dues
Dues shall be $15 per year for all active members.
Active members whose dues are paid shall be entitled to a vote at the annual election
Dues shall be solicited by the Treasurer starting in September for the following fiscal year and shall be considered delinquent if not received by January 15.
Members whose dues are delinquent shall be dropped from the membership roll.
Article V Officers and Executive Board Duties
The officers shall be President, Vice President, Secretary and Treasurer. They shall be elected at the Annual Meeting for one year. The Nomination committee will gather names of eligible and interested candidates for office. If a current officer has served two terms and wishes to run again then the officer’s name should be placed on the ballot along with the new candidates.
The president shall preside at all meetings of the club. Along with Club officers and committee persons, the president shall appoint the standing committee chairpersons and temporary committees. The president may sign for financial agreements in lieu of the Treasurer.
The Vice President shall conduct the business of the Club during the absence of the President. If the office of the President becomes vacant, the Vice President shall become President. The Vice President shall coordinate and oversee all standing committee chairpersons The VP will collect and collate data for the yearbook for delivery to the Secretary
The Secretary shall take minutes of the meetings of the Club and shall be custodian of all records and papers pertaining to his/her office. The Secretary shall conduct all correspondence, keep all letters on file, and send notices of all meetings as well as update member information twice per year. The secretary will also be responsible for the proofing and presentation of the data from the VP to the yearbookchairperson.
The Treasurer shall keep an account of all money received and disbursed. He/she shall sign all financial agreements and report to the membership at each meeting. One other officer shall cosign disbursements over $3,000.
All officers, chairmen of the standing committees, and past Presidents who are active members of the Club shall constitute the Executive Board. This Board transacts the general business of the Club, considers all questions of policy, and presents recommendations to the Club for action.
If a vacancy occurs in the Executive Board, the Executive Board shall have the right to fill the vacancy for the remainder of the unexpired term of office.
Officers shall review By-laws annually.
Article VI Standing Committees
There shall be the option (but not limited to) of forming the following standing committees with a Chairperson for each:
Program – The program Chairperson shall be responsible for the Programs at each Club meeting. He/she shall make all arrangements for the speakers and other program details and submit the program and costs to the Executive Board.
Triangles – Civic Beautification – This committee determines the mandated triangle assignments. Committee members work with the Triangle Coordinators regarding triangle design, large triangle projects and new triangle development.
Media Coordinator (Publicity) – The Chairperson shall be responsible for: reporting activities of the Club to communications media; for maintaining the Club’s scrapbook; for acting as the Club’s Photographer.
Communications – The Secretary shall be responsible for communicating activities to the membership.
Hospitality – Before each meeting, members should refer to sign-up list in the Yearbook. The Spring Welcome Back Party will be done by the officers and a special chairperson will be responsible for the Holiday Party.
Membership – Actively encourage and welcome new members and maintain present membership list.
Yearbook- Chairperson shall be responsible for updating the previous year’s book and distribute to each member at the beginning of the year.
Alice Poor Memorial Garden – The Chairperson shall be responsible for coordinating design, planting and maintenance of the garden with the whole membership.
Community Garden – The Chairperson shall coordinate use, etc. with Town and Media Coordinator for publicity as well as the Lewisboro Maintenance Department.
Plant Sales – The Chairpersons shall be responsible for running these annual fund-raising events.
Golden Roads Daffodil Planting – The Chairperson shall organize the club’s participation in the “Golden Roads” Daffodil Program, which includes yearly public roadside plantings and community bulb sales. Committee is responsible for marketing, bulb selection, pricing and distribution and organizing plantings.
Nominating Committee – a committee of three members shall be chosen annually and the chairperson shall be selected by the President.
Sunshine – The committee will show the club’s support of members in good times and bad. Committee chair and officers will work together to insure that members receive the necessary recognition
Swags – Chairperson will organize materials to be used at the holiday party to make swags that will be posted on all town signs
Library Fair – The club membership will work on events to promote the success of the fair. Activities will always include an information table and also activities that the membership designs to entertain attendees and raise funds for the Lewisboro Library.
Article VII Meetings
There shall be one regular meeting a month, on the first Thursday of the month, except when that date is a legal holiday in which case the meeting will be on the second Thursday of the month, for at least eight months of the year. The Secretary shall email the minutes of the previous meeting to be approved by the membership. The Treasurer shall also make a regular report at each meeting. Regularly scheduled meetings are open to the public. The Annual Meeting shall be held in December for the purpose of annual reports and elections of officers. The Annual meeting is not open to the public.
Article VIII Elections
The Nominating Committee shall prepare a list of candidates whose names shall be shared with the membership prior to the Annual Meeting. Additional names can be proposed at any time prior to the final slate of officers
If there is more than one candidate for the same office election shall be by ballot, and a majority vote shall elect. Proxy and email votes will be allowed for all Active Members. If there is only one candidate for each office, it will be in order to move that the Secretary cast the vote of the Club for the election of its officers. If the election is uncontested the results will be announced at the Annual Meeting.
Nominees for all offices shall have been members in good standing for at least one year and shall have served on at least one committee.
Article IX Quorum
A quorum of a meeting of the club shall be one-fourth the active membership.
Article X Parliamentary Authority
“Robert’s Rules of Order Revised” shall be the authority and govern of the Club in the business procedure on all points not covered by the by-laws.
Article XI Amendments
The by-laws may be amended at any regular meeting of the Club by a two- thirds vote of those active members present, provided the proposed amendment has been submitted in writing at the previous regular meeting. They may be amended, without notice, at the Annual Meeting by a unanimous vote.
Article XII Tax Code Compliance
No part of the net earnings of the Club shall inure to the benefit of, or be distributable to its members, officers, or other private persons, except that the Club shall be authorized and empowered to pay reasonable compensation for services rendered. No substantial part of the activities of the Club shall be attempts to influence legislation and the Club shall not participate in any political campaign for public office. Notwithstanding any other provision of these articles, the Club shall not carry on any other activities not permitted to be carried on by a corporation 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.
Article XIII Distribution of Assets upon Dissolution
Upon dissolution of the Club, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code. The distribution shall be used for charitable and/or educational purposes, to be decided upon at a regular meeting by a two-thirds vote of those active members present.
Aimee Davidson-Locke/Rose Bonanno