1. The President must be able to use Microsoft Word and send emails.
2. Provide leadership and maintain a productive work relationship with presiding Board of Officers, committee Chairpersons and members at large.
3. Work in conjunction with the Treasurer and the 2nd Vice President(s) to prepare a budget for the new fiscal year. The budget will include both the FGC Budget and a Garden Tour Budget. The budget will be presented to the Board prior to our first club business meeting, and will be presented at the first club meeting for approval by general membership.
4. Oversee club activities: dirt gardener events, community service projects and annual garden tour, etc.
5. Solicit volunteers from the membership and appoint various committee chairs to ensure the smooth operation of FGC in accordance with the FGC Bylaws.
6. Prepare and send out agenda, in conjunction with board officers, for business meetings and board meetings.
7. Review minutes prior to presentation to membership.
8. Preside at business and board meetings following Roberts Rules of Order and FGC Bylaws.
9. Appoint a Parliamentarian to assist in orderly conduct of garden club business and adherence to Roberts Rules of Order.
10. Sign bank card(s) for FGC bank account and be available, as needed, to co-sign on FGC checks over $100.
11. Sign and set any contracts with the city or other official body, for rental of facilities for regular meetings or other FGC business.
12. Work with Treasurer to prepare a monthly budget with monthly totals four – five days before next monthly meeting and send to webmaster for posting.
13. Work with the 2nd Vice President to see that garden tour homeowners receive a letter we prepare asking that we add them to our liability policy as additional insured. These letters must be in our possession before we apply for the additional insured policy.
14. Work with the 2nd Vice President to submit request for liability insurance for garden tour.
15. Hold a planning meeting as needed. If held it is conducted in June or July prior to the September club meeting.
16. Notify the Phone Committee when information is posted by e-mail, so they can contact all club members without email to inform them of current activities and bulletins. This task can be delegated to another member.
17. Write President’s Corner article for the newsletter.
18. Attend club functions and meetings whenever possible.
19. Provide support/counsel to all incoming Board members.
20. Notify Sunshine Committee when cards and plants are needed for an illness.
21. If possible the President will attend the three SRVD district meetings and the three SRVD Board meetings since the presidents are members of the SRVD Board. However, the President may appoint alternatives to attend in his/her place. Also, if feasible, the President will attend the state convention – CGCI – held in May or June of each year.
1st Vice President
1. The First Vice President must be able to use Microsoft Word and send emails.
2. The First Vice President shall perform the duties of the President, in the absence of the President.
3. She/he shall act as Program Chairman and shall provide speakers and/or programs for the monthly meetings.
a. Find and schedule speakers on topics suitable for the monthly meetings. Complete information sheets on speakers.
b. Keep a folder on future speakers and suggestions from members.
4. Plan Dirt Gardeners events on the third Thursday of the month or as scheduled. This meeting can be a craft project, field trips to nurseries, community and private gardens, and horticulture related facilities, etc.
a. Keep a folder on Dirt Gardener ideas and suggestions from members.
b. Contact the Folsom Senior Center quarterly to schedule the use of meeting rooms for Dirt Gardener events. Events at the Senior Center must be open to the public.
c. Submit dirt gardener events held at Senior Center for publication in the parks and recreation activity guide “Live Folsom.”
d. Provide sign-up sheets for dirt gardener events so the venue knows how many people will be participating.
5. Prepare a master list of speakers and dirt gardener events by date for board members, newsletter editor, and webmaster.
6. Write thank you notes to guest speakers and dirt gardener events.
7. Write a descriptive paragraph of guest speaker’s topic/program for yearbook.
8. Write a descriptive paragraph of each dirt gardener event for yearbook.
9. Provide support/counsel to fellow Board members.
2nd Vice President
1. The Second Vice President must be able to use Microsoft Word and send emails.
2. Perform all the duties of the President in the absence of the President and the First Vice President.
3. Chair Garden Tour Committee which plans and implements the annual Folsom Garden Club tour (usually held the last weekend of April).
a. Insure that the final budget guidelines for the Garden Tour are followed.
b. Coordinate the activities of the following sub-committees: Garden Selection Committee, Ticket/Advertising Design Committee, Sponsor Committee, Publicity Committee, Master Gardeners Committee, Host Coordination Committee, Lawn Sign Distribution Committee and Ticket Distribution Committee, Pre-Tour dinner committee.
c. Select chairs for the following positions and sub-committees: Ticket/Advertising Design Committee, Sponsor Committee, Master Gardener Committee, Host Coordination Committee, Poster/Lawn Sign Distribution Committee, Ticket Distribution Committee, Store Front Rack Card Distribution Committee, Plant Sale Committee and Bake Sale Committee, Pre-Tour dinner committee, Artists, Gifts for Homeowners, and Banner Committees.
d. Chair will select an Assistant to the Garden Tour Chair.
e. Chair the Garden Selection Committee.
f. Prepare an agenda for all meetings of the Garden Tour Committee; choose and announce time and place of meetings to the FGC.
g. Responsible for putting all suggestions for change of procedure on the Garden Tour Committee Agenda so a discussion can be held and, if necessary, a vote taken.
h. Work with the Garden Tour Committee to set, and keep, deadlines for completion of all critical phases of the garden tour.
i. Work to see that garden tour homeowners and Pre-Tour dinner venue receive a letter we prepare asking that we add them to our liability policy as additional insured. These letters must be in our possession before we apply for the additional insured policy.
j. Submit to CGCI Liability Chair the request and payment for liability insurance for garden tour.
k. Insure that minutes are taken at all Garden Tour Committee Meetings and distributed to all committee members and general membership.
l. Provide communication with FGC president and fellow board members.
m. Provide a short progress report on the tour to the membership at monthly meetings and in the newsletter.
n. Find venue for Pre-Tour dinner and arrange for payment; preside at the Pre-Tour dinner.
o. Hold a wrap-up meeting after the tour.
p. Set up and manage PayPal account for online ticket sales.
4. Work in conjunction with the President and Treasurer to prepare a budget for the new fiscal year. The budget will include both the FGC Budget and a Garden Tour Budget. The budget will be presented to the Board prior to our first club business meeting, and will be presented at the first club meeting for approval by general membership.
1. The Treasurer must be able to use Microsoft Excel, Word, and send emails.
2. Sign bank card(s) for FGC bank account and be available, as needed, to co-sign on FGC checks over $100.
3. Receive and deposit all monies in the club bank account; issue checks and pays bills.
4. Keep financial records of receipts for all FGC financial transactions. Issue a monthly treasurer’s report showing bank balance on the first of each month, and list all outstanding checks. Present treasurer’s report at monthly FGC meetings and board meetings. Send copy to webmaster for posting one week prior to monthly meeting.
5. Track and review spending of budgeted items to stay within budget and bring to the Board’s attention if spending is exceeded in any category.
6. Work with President to prepare a monthly budget with monthly totals four – five days before next monthly meeting and send to webmaster for posting.
7. Send dues for all new members to SRVD and CGCI as accumulated.
8. Assist the President with the preparation of the proposed annual budget, showing estimated income and expense.
9. Provide all necessary financial records to the Audit Committee for the annual audit (to be completed within two weeks of successor taking office).
10. Serve as Treasurer for the Annual Garden Tour and as a member of the Garden Tour Committee.
11. Attend board meetings and participate as voting member of the Board.
12. Determine monthly the number of members needed to constitute a quorum of 35% based on current paid membership.
FGC Bylaws Article V, Section 6 Secretary: The Secretary shall keep a record of all meetings of the club and the Board of Directors. She/he shall maintain record book(s) in which the bylaws, standing rules, and minutes are entered, with any amendments to these documents properly recorded.
1. The Secretary must be able to use Microsoft Word and send emails.
2. Take, transcribe, and distribute the Minutes of each monthly General meeting and Board meeting. Minutes are an accurate record of what is done at the meeting, i.e. motions, votes, etc. Discussions need not be verbatim.
3. Minutes should be typed within one week of the meeting.
4. Minutes will be submitted to President for review prior to distribution.
5. Minutes are distributed by mail or email prior to the next General or Board meeting. They should be sent to the newsletter editor for distribution with the monthly newsletter.
6. Corrections or additions to the minutes will be made on the master copy at the next business meeting. The secretary circles the incorrect words with a red pen and places the correction in the margin of the minutes. Corrections must be dated and initialed.
7. In the Secretary’s absence, she/he should ask another Board member in advance of the next meeting to take, transcribe, and distribute the minutes.
8. Original copies of the minutes including noted corrections, reports and other documents presented at the meeting should be filed in the Recording Secretary’s binder.
9. Signs bank card(s) for FGC account and be available, as needed, to co-sign on FGC checks over $100.
FGC Bylaws Article VIII: Standing Committees, Section 2. Nominating: The Nominating chairperson shall be elected by the members. The Nominating chairperson shall select two (2) other members to assist in the selection of the slate of officers for the next fiscal year. Members of the Nominating Committee are not eligible for election to other board offices. The slate shall be presented to the membership prior to the May business meeting. Voting shall take place at the May meeting. At that time nominations may be made from the floor, providing consent of the nominee has been secured beforehand.
1. The Nominating Chairperson must be able to use Microsoft Word and send email.
2. Check with existing officers to see whether or not they wish to continue in their current office, consider another board position or finish up their current term and take a break.
3. Announce at February meeting of upcoming nominations.
4. At the March meeting announce what board members are willing to continue, what positions are open. Nominations are being taken, contact nominating committee.
5. Call perspective members for open positions.
6. Meet with committee to review who would be best for open positions.
7. Prepare the slate to be presented at the April meeting, ask for nominations from the floor.
8. Prepare ballot for May meeting. Vote by aye or nay – or ballot if more than one candidate per job.
9. Announce results at end of May meeting.
FGC Bylaws Article XIII: Parliamentarian: The Parliamentarian shall act as advisor to the President, the Board, and other officers, committees, and members on matters of parliamentary procedure. The Parliamentarian shall serve at the pleasure of the President. (Revised 7/1/2011)
1. The parliamentarian must be able to use Microsoft Word and send email.
2. Act as advisor to the President, and other officers, committees, and members on matters of parliamentary procedure.
3. Serve at the pleasure of the President.
4. In January of each year, the Parliamentarian shall request that all FGC Officers submit suggested updates for their job description. The Parliamentarian and the Board shall review the changes and, if necessary, a revised job description shall be prepared and sanctioned by the Board. The Parliamentarian shall keep a binder with the current Officer Job Descriptions.
5. In March of each year the Parliamentarian shall request that all Standing & Special Committee Chairs submit suggested updates for their committee description. The Parliamentarian, and a member of their choice, will review these suggested updates, make necessary changes to the descriptions, and submit to the Board for approval. A binder with the current Standing & Special Committee Job Descriptions will be kept by the Parliamentarian.
Contract, Nonprofit Documents, and Tax Manager
This is a “Special Committee” Position. The Contract, Nonprofit Documents, and Tax Manager reports to and work with the President (and Treasurer where indicated) on these items:
1. Prepare and submit State and Federal Income Tax online form yearly.
2. Prepare and print the form RRF-1 Annual Registration Renewal Fee Report which goes to the State Attorney General after Fiscal Year ends; request a check as applicable and signature of treasurer; mail form with check (or treasurer may do this).
3. Prepare and submit to State Attorney general CT-NRP-1 Application for Registration Nonprofit Raffle Program in July of each year; print and submit to treasurer for his/her signature and mailing.
4. Prepare and send to CGCI the annual financial and activities report and a check for the fee to remain under CGCI’s IRS Group Tax Exemption Program; work with the Treasurer to receive the check; mail well before deadline.
5. Fill out CGCI form yearly to add our current club meeting place on the Liability Insurance Policy as Additional Insured; work with the Treasurer to receive the check.
6. Provide Auditor copies of the reports for Items 1, 2, 3 and 5 (above) at close of fiscal year.