Bylaws of the Patchogue Garden Club

ARTICLE I: TENURE OF OFFICES (1) Officers will be elected annually at the meeting designated for such elections. (2) The President of the organization may be elected for a maximum of two (2) consecutive one-year terms and must have been a member of the organization for at least two (2) years prior to their election. (3) By August 1 of each year, all elected officers will notify the chairperson of the nominating committee if they do not intend to run for office in the next following election. (4) Members may not be nominated to more than one office at any one election. ARTICLE II: COMMITTEES AND THEIR PURPOSES (1) There will be the following permanent (standing) committees: (a) Program. Arranges for speaker for the non-business portion of the regular monthly meeting as well as special program events taking place outside of the regular monthly meeting. (b) Newsletter. Arranges for the preparation and distribution of the monthly Newsletter. The newsletter will be placed in the mail for distribution one week prior to the monthly meeting. (c) Design. Provides the design for the planting of trees, shrubs and flowers and for hardscaping for projects the organization has undertaken. (d) Maintenance. Maintains the Community Garden located at South Ocean Avenue and Terry Street. (e) Fund raising. Coordinates projects to raise funds in support of the educational and beautification efforts of the organization. (f) Public Relations. Contacts newspapers and other media with meeting and special event announcements as approved by the Executive Board. (g) Refreshment. Provides refreshments at meetings. (h) Nominating. Presents a slate of candidates for election at the October Meeting. (i) Scholarship. Determines the criteria for applicants for the organization’s scholarship(s), decides who will receive the scholarship(s) and presents the scholarship(s) to recipients. (j) Membership. Keeps an accurate list of members with their addresses, telephone numbers and email addresses and is responsible for administering the annual members’ T-shirt drive. (2) Committees may form such subcommittees as they determine are necessary provided that such subcommittees keep the parent committee informed of their plans and actions. (3) Each committee will be responsible for developing and maintaining a statement of purpose specifying the committee’s objectives, which will be approved by the members of the organization and placed on file with the Executive board. Any changes to a committee’s statement of purpose must be approved at a regular meeting of the organization and filed with the Executive Board. (4) Each committee will, where applicable, provide a proposed budget showing expected income and expenses for the year and will, at the meeting immediately following the annual meeting, submit such budget to the Executive Board for approval. (5) Committees requesting organization correspondence must submit their requests to the President and must provide complete names and mailing addresses. ARTICLE III: ELECTIONS (1) A slate of officers will be presented by the Nominating Committee at the October meeting. If no offices are contested, the election may be held at the October meeting. If any office is contested, the election will be held at the November meeting. ARTICLE IV: ANNUAL MEETING (1) The annual meeting will take place at the January meeting. (2) An annual financial report will be read by the Treasurer at the annual meeting. (3) Any issues related to amending the Constitution and Bylaws, the goals and activities of the organization, and the functioning of the standing committees will be presented by the president at the annual meeting and discussed and voted upon by the members. ARTICLE V: PARLIAMENTARY LAW (1) The rules contained in Robert’s Rules of Order Newly Revised will govern in all cases where they are not in conflict with the Bylaws of this organization. A copy of Robert’s Rules of Order Newly Revised will be on hand at every meeting. (2) The manner of deciding an issue at a meeting, when not otherwise prescribed, will be by a majority of the votes cast at that meeting. ARTICLE VI: QUORUM (1) A minimum of one-fifth (1/5) of the active members are required for a vote. ARTICLE VII: DUTIES OF THE OFFICERS (1) President. Governs and presides at all meetings of the organization, generally supervises the affairs and activities of the organization, deeps the members informed of the committees and appoints standing and special committee chairpersons at each annual meeting and at such other times as may be necessary. (2) First Vice President. Governs and presides at meetings of the organization when the President is absent. The First Vice President automatically becomes a candidate for election as President on completion of his or her term as First Vice President, provided that the position of President is vacant. (3) Second Vice President. Governs and presides at meetings of the organization when both the President and First Vice President are absent, serves as the Chair of the Membership Committee and casts the deciding vote in cases where the vote of the Executive Board is a tie. The Second Vice President automatically becomes a candidate for election as First Vice President on completion of his or her term as Second Vice President, provided that the position of First Vice President is vacant. (4) Treasurer. Makes all collections and disbursements and keeps accurate accounts thereof, keeps the Membership Committee informed of all new members and all members who are delinquent in payment of dues and is custodian of the organization’s tax identification numbers and all related documents. The Treasurer also gives a current financial report at each regular meeting and an annual financial report at the annual meeting. All disbursements of the organization, as approved by the President, will be paid by check. (5) Corresponding Secretary. Conducts correspondence for the organization, including get-well, thank you, sympathy and other cards, at the sole direction of the President; or, in the absence of the President, at the direction of the First Vice President; or in the absence of both the President and the First Vice President, at the direction of the Second Vice President. (6) Recording Secretary. Keeps the records of all regular meetings and reads the minutes of each meeting at the next following meeting for approval by the members; keeps the records of all meetings of the Executive Board and reads the minutes of each meeting at the next following meeting for approval by the Executive Board. (7) Historian. Maintains the history of the organization. (8) Parliamentarian. Is familiar with Robert’s Rules of Order Newly Revised as they pertain to the organization and ensures that the proceedings of the organization are in accordance with Robert’s Rules of Order Newly Revised. (9) Immediate Past President. Advises the President and the Executive Board.