THE GARDEN CLUB FEDERATION OF MAINE, INC.
BYLAWS
Article I
Name
The name of this organization shall be the Garden Club Federation of Maine, Incorporated, hereinafter known as GCFM
ARTICLE II
Object
The object of the GCFM shall be to operate on a non-profit basis exclusively for charitable and education purposes within the meaning of Sec. 501(c)(3) of the Internal Revenue Code of 1954 conducive to the well being of the public; to cooperate with other organizations, agencies, and instrumentalities in furthering interests of horticulture and conservation; to coordinate the interest of member clubs; to further horticultural education, conservation, and landscape design through student scholarships; and to adhere to the object of National Garden Clubs, Incorporated.
ARTICLE III
Membership and Dues
Section 1. Membership shall consist of clubs intent on promoting the object of the GCFM. Individual garden club members hold concurrent membership in five organizations: (1) the Club to which the member belongs; (2) the District in which the Club is situated; (3) the GCFM; (4) the New England Region; and (5) National Garden Clubs, Inc.
Section 2. Voting Membership shall consist of members of the GCFM Board of Directors, active GCFM past-presidents, Club presidents, delegards from Clubs paying per capita dues, and members-at-large. An individual seeking membership-at-large shall apply to the GCFM Membership Chairman. This application shall be accompanied by the fee of $10. The GCFM Board of Directors shall vote on the application.
Section 3. Non-Voting Membership shall consist of five classes: Honorary Life Members who are not members of a GCFM garden club; GCFM Life Members who are not delegates; regular dues-paying members; affiliates; and all categories of Youth Gardeners. Non-voting members may attend all GCFM Conventions and Conferences but shall be ineligible to debate, vote, or hold office.
a. GCFM Honorary Life Membership may be accorded to an individual who is not a member of a garden club upon request with fee ($50) to the GCFM Scholarship Chairman. Any member of the GCFM may sponsor an individual for Honorary Life Membership.
b. GCFM Life Membership may be accorded to any member whose request with fee ($50) is mailed to the GCFM Scholarship Chairman. All Life Members shall receive the Newsletter.
c. Regular dues-paying Members
d. Affiliate Membership may be accorded to any organization of similar objectives. An application with payment of an annual fee of $25 shall be mailed to the GCFM Membership Chairman. Admission shall be by vote of the Board of Directors. The affiliate’s Newsletter shall be mailed to the GCFM Newsletter Editor. The GCFM Newsletter shall be mailed to the address designated on the affiliate’s application form.
e. Youth Gardeners will become members upon yearly registration with the GCFM Youth Chairman.
Section 4. Dues
a. Annual dues of each GCFM member shall be $3 and of each member-at-large $10. Dues must be paid for every member in every category. Each paid member will receive the GCFM Newsletter.
1. Dues based on club membership and for members-at-large shall be paid to the GCFM Treasurer by August 1. Dues of any new club joining the GCFM after August 1 shall be credited as dues for the following year.
2. Dues for new garden club members are to be sent directly to the GCFM Treasurer.
3. After written notice from the GCFM Treasurer, any clubs whose dues have not been paid by December 1 may be dropped at the discretion of the GCFM Board of Directors.
4. A club whose membership in the GCFM has terminated may be reinstated by payment of an application with fee mailed to the GCFM Membership Chairman.
5. Any club wishing to resign from the GCFM shall send written notice of its intention to the GCFM Corresponding Secretary for action by the GCFM Board of Directors.
6. GCFM clubs failing to remit dues by October 31 shall be excluded from any tabulations used to determine GCFM awards
7. The fiscal year shall be June 1 through May 31 inclusive.
b. Affiliate dues
1. Affiliate dues shall be $25 per year, a fee voted on by the GCFM Board of Directors.
2. The same procedure for payment and/or termination shall be followed by Affiliate Members (see a-5 and a-6 above).
c. Youth Groups Youth Gardeners shall pay no GCFM individual dues.
ARTICLE IV
Officers
Section 1. The elected officers of the GCFM shall be a President, a First Vice-President, a Second Vice President, a Recording Secretary, a Treasurer, and an Assistant Treasurer. The First Vice President shall become President-elect as of January 1 in the election year. These officers shall perform the duties prescribed by these Bylaws and by the parliamentary authority adopted by the GCFM.
Section 2. The President and Vice Presidents shall have served as members of the GCFM Board of Directors a minimum of two years during the six years before their nomination and have attended two of the three preceding GCFM Annual Meetings and /or Fall Conferences. The Secretary and Treasurer shall have served as members of the Board of Directors a minimum of two years during the past six years.
Section 3. The officers shall be elected by ballot at the Annual Meeting in odd-numbered years by a majority vote of the delegates and shall hold office for two years or until their successors are elected or appointed. However, in the event that there is only one nominee for an elected office to be filled, election may be by voice vote. No elected officer, with the exception of the Treasurer (3 consecutive terms) may serve more than one term consecutively in the same capacity. Any officer who has served less than a full term may be eligible for a succeeding term.
Section 4. All vacancies among elected officers shall be filled for the unexpired term by vote of the GCFM Board of Directors.
Section 5. Appointed officers shall be a Corresponding Secretary, a Finance Chairman, a Historian and a Parliamentarian.
Section 6. In the event of the absence of an elected officer at two (2) consecutive meetings of the GCFM Executive Committee, unless excused by the President, the office shall become vacant.
ARTICLE V Meetings Section 1. Annual Meeting The Annual Meeting shall be held during the Annual Convention in June, the date, place and program to be determined by the GCFM Board of Directors. The Annual Meeting shall be for the purpose of electing officers, receiving reports of officers and committees, and for any other business that may arise. Call to be in the April Newsletter. One delegate each from one-fourth of the member clubs shall constitute a quorum. Section 2. Fall Conference The GCFM Fall Conference shall be held in the last full week of October in the Kennebec District wherever feasible. Section 3. GCFM Board Meetings GCFM Board meetings shall be held four times each year except in the event of a National or a State emergency. Section 4. Other Meetings. Other meetings may be arranged at the discretion of the GCFM Board of Directors. ARTICLE VI Board of Directors Section 1. The GCFM Board of Directors shall consist of the members of the Executive Committee, the Chairmen of Standing Committees, and GCFM Past Presidents. Section 2. The GCFM Board of Directors shall be empowered to transact any and all business of the GCFM and shall control its affairs and funds. Section 3. Special meetings of the GCFM Board of Directors may be called by the President or five members of the Executive Committee or ten members of the GCFM Board of Directors. The purpose of the meeting shall be stated in the call. Except in cases of emergency, at least five days’ notice shall be given. Section 4. Fifteen members, two of whom shall be elected officers, shall constitute a quorum of the GCFM Board of Directors. ARTICLE VII Executive Committee Section 1. The Executive Committee of the GCFM shall consist of the elected officers, appointed officers, the seven District Directors, and the immediate GCFM Past President. Section 2. The Executive Committee shall meet at the discretion of the President, or upon written request of one-third of its members, to formulate policies and recommendations to be submitted to the GCFM Board of Directors for action. Actions taken at an emergency meeting shall be reported promptly to all members of the Executive Committee. Section 3. Seven shall constitute a quorum for this Committee. ARTICLE VIII Districts Section 1. The GCFM shall be divided into seven Districts: Aroostook: Aroostook County and Washington County north of and including towns on Maine State Route 6; Kennebec: Androscoggin, Franklin, Kennebec, Oxford, and Somerset Counties; Medomak: Knox, Lincoln, Sagadahoc, and Waldo Counties; Penobscot: Penobscot and Piscataquis Counties; Piscataqua: York County; St. Croix: Hancock County and Washington County south of Maine State Route 6; Stroudwater: Cumberland County. Section 2. Purpose The purpose of the District is to foster the work of the GCFM and encourage closer cooperation among local clubs. Section 3. Officers The officers of the District shall consist of a Director, one or more Assistant Directors, Secretary, and Treasurer. Vacancies shall be filled by vote of the District Board. Section 4. Board of Directors The Board of the District shall consist of the officers, the president and each member club of the District, and chairmen of the District committees. Section 5. The Duties of the officers and the governing of the Districts shall be as stated in the GCFM Handbook. ARTICLE IX Nominating Committee Section 1. Structure a. The Nominating Committee shall be composed of a Chairman, Alternate Chairman and two members from each District to serve a two (2) year term. The Chairman and Alternate Chairman of the Nominating Committee shall become members of the GCFM Board of Directors. b. Nine (9) shall constitute a quorum of the Nominating Committee. The Alternate Chairman shall not be counted in the quorum and shall not have the privilege of voting. Section 2. Chairman and Alternate Chairman a. The Chairman and Alternate Chairman shall have served as a member of the GCFM Board of Directors a minimum of two (2) years during the past six (6) years and have attended two (2) of the three (3) preceding GCFM Annual Meetings and/or Fall Conferences. b. Members of the GCFM Board of Directors may recommend candidates for Nominating Committee Chairman and Alternate Chairman to the GCFM Corresponding Secretary one month prior to the Fall Board Meeting in the odd-numbered year. c. The Chairman and Alternate Chairman of the Nominating Committee shall be elected by the Executive Committee and ratified by the GCFM Board of Directors during the Fall Board Meeting in the odd-numbered year. Section 3. Members a. Each District shall elect at the District Meeting in odd-numbered years two (2) members to the GCFM Nominating Committee who have served 1) on the GCFM Board of Directors and/or as an elected Club or District Officer or Chairman and 2) have attended two (2) of the three (3) preceding GCFM Annual Meetings and/or Fall Conferences. District Directors shall not serve as members of the GCFM Nominating Committee. b. The District Directors shall send the names and addresses of their elected Nominating Committee members to the GCFM Corresponding Secretary immediately following the Spring District Meeting in the odd-numbered years. c. The names of the Nominating committee members shall be announced at the June GCFM Board Annual Meeting in the odd-numbered years. d. The Nominating Committee members may be ratified by the GCFM Board of Directors during the Fall Board Meeting in the odd-numbered years. Section 4. Duties a. The Chairman of the Nominating Committee shall call meetings of the Committee. b. The Nominating Committee shall nominate one (1) candidate for each elected office to be filled after having ascertained that each nominee is qualified and willing to serve if elected. c. The Nominating Committee shall finalize and report the proposed slate of officers at, but not prior to the Fall Conference in the even-numbered year. d. The slate shall be printed in the GCFM Newsletter edition immediately following the Fall Conference. e. Vacancies in the Nominating Committee shall be filled by the respective District Board. f. A member unable to attend a Nominating Committee Meeting may not be represented by a substitute. The Chairman shall mail copies of the proposed slate to absent members. Written votes shall be returned to the Chairman within seven days. ARTICLE X Standing Committees Section 1. Standing Committee Chairmen shall be appointed by the incoming President. Section 2. The Standing Committees of the GCFM shall be ratified by the incoming Executive Committee. Section 3. It shall be the duty of the Standing Committees to endeavor to carry out the plans submitted by the like committees of the NGC and to develop further plans to meet the special needs of the GCFM. ARTICLE XI Representation Section 1. Each club shall be represented by its president or alternate at GCFM open business meetings. Section 2. In addition to the president, each club having fifty members or less shall have ONE delegate; each having fifty-one to one hundred members, TWO delegates; and each having more than one hundred members, THREE delegates. Section 3. Each member of the GCFM Board of Directors shall be a delegate. If a Director also serves as a Club President, the club shall elect an additional delegate. ARTICLE XII Dissolution Clause The GCFM Board of Directors shall not have the authority to liquidate this organization, or sell all or substantially all of its assets. Such power shall be limited only to the GCFM Board of Directors, Club Presidents, and delegates as outlined in ARTICLE XI by vote of two-thirds of said people present and voting with previous notice duly given. In the event of the dissolution of the GCFM, after all debts are paid, any remaining assets will be distributed only to non-profit organizations which are at that time qualified for exemption from Federal Income Taxes as an organization described in Section 501(c) (3) of the current Internal Revenue Code. ARTICLE XIII Parliamentary Authority The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the GCFM in all cases to which they are applicable and in which they are not inconsistent with these Bylaws. ARTICLE XIV Amendments Section 1. The Bylaws may be amended at the Annual Meeting or at a special meeting by a two-thirds vote of the delegates present and voting, provided that a copy of the proposed amendment has been sent to each member club and each member of the Board of Directors at least six weeks prior to the meeting. Section 2. Without such notice, the Bylaws may be amended at the Annual Meeting or the Fall Conference by unanimous vote. Section 3. In the event of a National or State emergency, if an Annual Meeting or a Fall Conference cannot be held, these Bylaws may be amended by having the Corresponding Secretary mail the amendment proposed to the people outlined in Article XI with a two-third mail vote answer required. ARTICLE XV Nondiscrimination Nothing contained in these bylaws shall operate against eligibility in this organization on grounds of sex, color, religion, race, national origin, or political affiliation. All references in these bylaws to gender shall mean he or she, him or her. REVISED: June 24, 1982 AMENDED: June 21, 1989 October 25, 1990 June 19, 1992 October 28, 1993 June 18, 1994 October 25, 1994 June 18, 1998 June 17, 1999 October 26, 1999
STANDING RULES AND POLICY
Administration
Any member of the Executive Committee, with exception of the First and Second Vice-Presidents, shall not hold any other office or chairmanship. A District Director shall not hold any other GCFM office.
Both President and Parliamentarian shall maintain a Motions Book.
Prior to the August Board Meeting of a new administration the following shall be given to the new Personnel/Policy/Procedure Chairman by the previous administration’s officers and chairmen:
The Parliamentarian shall compile an updated list of Standing Rules and Policy,
The Membership Chairman shall compile an updated list of National Life Members,
The Scholarship and State Life Membership Chairman shall compile an updated list of State Life Members,
The Historian together with the immediate past President shall prepare a typed half-page summary of the administration.
Outgoing GCFM President shall retain a GCFM Handbook.
Affiliations
The GCFM is a member of:
1. The
2. The Natural Resources Council
3. The
4. The Women’s Legislative Council
5.
6.
7. Coastal Maine Botanical Gardens
Representatives of the GCFM to affiliated organizations may not vote in the name of the GCFM on issues within the organizations unless previously authorized by the GCFM Board of Directors.
Board Meetings
The GCFM Board of Directors shall meet four times a year: in the afternoon on the day preceding the Fall Conference; preceding GCFM Convention; and twice at the discretion of the President.
Minutes of meets shall be sent to the entire GCFM Board by the Corresponding Secretary.
The Nominating Committee may be ratified at the Fall GCFM Board meeting in the odd-numbered year.
Given and surnames shall be used in GCFM minutes.
The GCFM shall pay for coffee at GCFM Board meetings.
Fall Conference/Annual Meeting
No exhibits shall be allowed at GCFM expense unless previously authorized by the GCFM Board.
GCFM and NGC Life Members shall be distinguished by badges at these meetings.
Financial
GCFM President’s mileage allotment shall be 30 cents per mile.
The GCFM shall pay the package plan to the NGC Convention for the GCFM representative to the NGC Nominating Committee and it shall appear in the annual budget as Package Plan for NGC Nominating Committee Representative.
The GCFM shall establish a restricted fund for the NER Director serving from
The GCFM shall pay the package plan to NGC Convention for the GCFM President-elect plus National Life Banquet, President’s Breakfast, Regional Breakfast, and NGC Board Breakfast.
Individuals unable to attend club meetings may apply to become Members-at-Large for a $10 fee.
All expenses exceeding $25 incurred by GCFM Board members must be submitted with a voucher and receipt within thirty (30) days of their occurrence in order to receive reimbursement.
Newsletter
GCFM flower shows, open house tours, and programs shall be listed in the GCFM Newsletter by date, time, place and contact telephone number.
The call to the Convention shall be printed in the April GCFM Newsletter.
A photograph of the elected President shall be on the cover of the July GCFM Newsletter in the odd-numbered year.
The entire GCFM Board of Directors shall be printed in the July GCFM Newletter in the odd-numbered year.
The entire list of current Club Presidents shall be printed in the October Newsletter in the odd-numbered year.
The call to the Fall Conference shall be printed in the October GCFM Newsletter.
Policy
Elected Officers, appointed Officers, and Committee Chairmen shall attend all meetings of the GCFM or notify the President if unable to attend.
All Officers’ and Chairmen’s reports, business correspondence, and releases shall have the GCFM logo and MUST be dated, signed, and include sender’s address.
Elected Officers, appointed Officers, and committee Chairmen shall pass on to their successors all material pertinent to their office or committee at the Annual Meeting in odd-numbered years.
Those unable to do this at the Annual Meeting shall do so by mail within 30 days.
Ex officio members of committees have the same rights as other committee members but are not obligated to attend meetings of the committee, nor are they counted to determine a quorum. They enter discussions, make motions, and vote.
Printed List of GCFM Officers, GCFM Board Members, Clubs, and Club Members
The printed list and email list of GCFM Board Members, Club Presidents and club members shall NOT be released. Any organization wishing to mail communications to GCFM members may approach the GCFM President in order to have the Corresponding Secretary send out the material at the expense of the organization doing the mailing. The GCFM shall follow the same procedure for emailing materials to members.
The GCFM shall oppose any construction in
Officers and Chairmen shall submit all substantive correspondence to the GCFM President for information and approval prior to mailing to the intended recipient.
No Chairman shall hold the same chairmanship for more than six consecutive years without approval of the GCFM Board of Directors.
Handbooks
Handbooks are the property of the GCFM. Handbooks are issued to:
1. each GCFM elected and appointed officer
2. each District Director
3. each GCFM Committee Chairman
4. each member of the PPP Committee
5. each Club President, who shall share it with Club members
All past GCFM Presidents retain personal copies of the Handbook.
All other holds of the GCFM Handbooks are responsible for delivering them to their successors in office.
Fee for lost Handbooks, established by motion October 20, 1998: $25
Membership Brochure
The GCFM shall, at the beginning of each administration, print 1,000 membership brochures containing the GCFM Membership Chairman Contact information.