By-Laws

PIEDMONT GARDEN CLUB BYLAWS                

Approved May 16, 2012

ARTICLE I
NAME AND PURPOSE


SECTION 1.1  NAME

The name of this club shall be THE PIEDMONT GARDEN CLUB (PGC), a member of The Garden Club of America (GCA).

SECTION 1.2  PURPOSE

A. General Purpose.  This club is a nonprofit public benefit corporation organized under the Nonprofit Public Benefit Corporation Law of the State of California, and is organized for public and charitable purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986, as amended (the "Code"), and Sections 214 and 23701d of the California Revenue and Taxation Code, as amended.

B. Specific Purpose. The Piedmont Garden Club shall stimulate the knowledge and love of gardening, horticulture, flower arranging, and related photography; encourage and assist in community beautification; and protect and conserve our natural heritage.

ARTICLE II
MEMBERSHIP


SECTION 2.1  COMPOSITION

The Piedmont Garden Club shall consist of members who support the purpose and bylaws of the club.   

SECTION 2.2  CLASSES OF MEMBERSHIP

There shall be seven (7) classes of membership: Provisional, Active, Non-Resident Active, Sustaining, Associate, GCA Affiliate and Honorary.

A. Provisional. The number of Provisional members shall be limited to the number of openings in the Active and Non-Resident Active classes.
B. Active. The number of Active members shall be limited to 65. A member who has completed two (2) years of Active membership in addition to her provisional year and moves from Piedmont but within a proximity permitting participation may apply for a continuation of her Active membership with all privileges and obligations.
C. Non-Resident Active.  The number of Non-Resident Active members shall be limited to five (5). Each Non-Resident Active shall have all obligations and privileges of Active members, and shall be referred to as Actives.
D. Sustaining. The number of Sustaining members shall be limited to 30. A Sustaining member shall have been a member for at least eight (8) years, including her provisional year. She may reside outside Piedmont but within a proximity permitting participation.
E. Associate. The number of Associate members shall be determined by the Board of Directors. An Associate member shall have been a member for at least eight (8) years, including her provisional year. She shall have no residence requirements.
F. Garden Club of America (GCA) Affiliate. The number of GCA Affiliate members shall be determined by the Board of Directors. This membership class shall be available to any Active member who is not eligible for any other membership class.
G.  Honorary. The number of Honorary members shall be limited to five (5). An Honorary member may be either a man or woman of distinction and shall be selected for outstanding service and recognition for special contributions in fields of club endeavor.

SECTION 2.3  OBLIGATIONS OF MEMBERSHIP  

A. Provisional.  Provisional members shall attend at least five (5) regular meetings a year. They shall be responsible for PGC dues and luncheon fund. They shall fulfill Provisional requirements as defined in Policies & Procedures. They shall be exempt from assessments.
B. Active. Active members shall attend at least five (5) regular meetings a year. They shall be responsible for PGC and GCA dues, luncheon fund, ways and means events, and assessments.
C. Sustaining. Sustaining members shall attend at least three (3) regular meetings a year. They shall be responsible for PGC and GCA dues, luncheon fund, ways and means events, and assessments.
D. Associate. Associate members shall have no attendance obligations. They shall be responsible for PGC and GCA dues and attended luncheons. They shall be exempt from assessments.
E. Garden Club of America (GCA) Affiliate. GCA Affiliate members shall have
no attendance obligations. They shall be responsible for PGC and GCA dues
and attended luncheons. They shall be exempt from assessments.
F. Honorary. Honorary members shall have no attendance obligations. PGC shall assume PGC and GCA dues. They shall be exempt from assessments.
G. Assessments. Any assessment shall require a two-thirds (2/3) vote of those Active and Sustaining members present at a regular or special meeting at which a quorum is present.

SECTION 2.4  PRIVILEGES OF MEMBERSHIP

A. Provisional. Provisional members may not vote, hold office, propose or second any candidate for membership, or serve on any committee.
B. Active. Active members may vote; hold office; propose one (1) and/or second one (1) candidate for membership; chair or serve on any committee. They may be elected by the PGC membership to serve as Piedmont Beautification Foundation Trustees.
C. Sustaining. Sustaining members may vote on any change to their financial obligations; second one (1) candidate for membership; serve as a voting member on the Executive Committee as a Director-at-Large or Parliamentarian; and serve on any committee except Membership or Nominating. They may not chair a Standing Committee, but may chair a Special Committee.  They may be elected by the PGC membership to serve as Piedmont Beautification Foundation Trustees.  
D. Associate. Associate members may not vote, hold office, propose or second any candidate for membership, or serve on any committee. They may be elected by the PGC membership to serve as Piedmont Beautification Foundation Trustees.
E. Garden Club of America (GCA) Affiliate. Affiliate members may not vote, hold office, propose or second any candidate for membership, or serve on any committee. They may attend club events provided space is available.
F. Honorary. Honorary members may not vote, hold office, propose or second any candidate for membership, or serve on any committee.  They may attend club events.
G. All members except Provisionals may vote on the GCA Founders Fund.
 
SECTION 2.5  CANDIDATES FOR MEMBERSHIP

A. Qualifications for Provisional Membership.
•    The names of candidates for provisional membership are confidential. The decision of the Membership Committee is final.
•    Candidates shall take an interest in their own garden and be willing to contribute their time and talents to support the Purpose of the club. (See Bylaws 1.2B) Each resident candidate for provisional membership shall have been a resident of Piedmont for at least two (2) years.
•    Each non-resident candidate for provisional membership shall have an exceptional garden or be a horticulturist or flower arranger of outstanding ability. She shall reside outside Piedmont but within a proximity permitting participation in club activities.

B. Approval for Active Membership. The Provisionals Chair shall recommend and the Board of Directors shall approve Active membership for Provisionals who have completed their provisional requirements.  The change is effective at the close of the annual meeting. Any Provisional may apply to the Board of Directors for additional time to complete her requirements not to exceed one (1) year.  If not elected, she may not be considered again for membership.

SECTION 2.6  CHANGE OF STATUS

A. Good Standing.  Any member who has met her attendance and financial obligations shall be considered in good standing.
B. Change of Class. The Board of Directors shall approve changes in all membership classes for any member in good standing provided she is eligible and space is available.
C. Leave of Absence. The Executive Committee shall grant any member in good standing a leave of absence not to exceed one (1) year. Meeting requirements and financial obligations other than dues shall be suspended during this period.
D. Resignation. The Board of Directors shall accept the resignation of a member in good standing. Any member failing to comply with her financial and/or attendance obligations without being excused by the Executive Committee shall be considered to have resigned. No such member shall be eligible for reinstatement.
E. Reinstatement. The Board of Directors shall approve the reinstatement of any former member who resigned in good standing provided space is available. She must meet the requirements of the membership class for which she applies. Such requests shall take precedence over consideration of candidates proposed for provisional membership.
F. Excused. The Executive Committee may excuse any member from her attendance and/or financial obligations and shall consider her in good standing.
                                 
ARTICLE III
BOARD OF DIRECTORS


SECTION 3.1  COMPOSITION

The Board of Directors shall consist of no more than 21 members to include the Executive Committee, Chairs of the Standing Committees, and the President of the Piedmont Beautification Foundation.

SECTION 3.2  DUTIES

The Board of Directors shall be the principal governing body of the PGC. It shall have charge and control of club affairs between regular meetings, and shall present to the membership recommendations for action. The Board of Directors may establish policies and procedures regulating the administrative conduct of the club, provided they are consistent with these Bylaws and have no effect upon members' financial obligations. The Board of Directors shall approve any use of the club name.

ARTICLE IV
EXECUTIVE COMMITTEE

SECTION 4.1  COMPOSITION

The Executive Committee shall consist of seven (7) officers: President, Vice President, Treasurer, Recording Secretary, Corresponding Secretary, Director-at-Large, and Parliamentarian. There may be only one Sustaining member on the Executive Committee who may serve either as the Director-at-Large or the Parliamentarian.

SECTION 4.2  ELECTION

The Nominating Committee shall submit a slate of members to serve as directors on the Executive Committee. Active members shall approve the nominations no later than the March regular meeting.  Additional nominations may be made from the floor.  All terms are one year with the exception of the President and Treasurer whose terms are two (2) years; other officers may serve
more than one term. All terms begin at the close of the annual meeting.

SECTION 4.3  DUTIES

The Executive Committee, unless limited by the Board of Directors, shall have all the authority of the Board of Directors in the management of the club between meetings of the Board of Directors, provided that all actions of the Executive Committee shall be ratified by the Board of Directors at their next scheduled meeting. Each member shall provide an annual report to the President.

A. President. The President shall serve as the chief executive officer. She shall preside at meetings of the Executive Committee, Board of Directors, and membership. She shall provide an annual report to the members. She shall serve as a voting ex officio member of all committees.
B. Vice President. The Vice President shall preside in the absence of the President, serve as the club historian, and perform other duties as requested by the President.
C. Treasurer. The Treasurer shall be the chief financial officer and maintain records of account of the club. Upon the recommendation of the Board of Directors, she shall present an annual budget for membership approval at the first regular meeting of the club year. She shall make disbursements consistent with the budget or at the direction of the Board of Directors. She shall regularly inform the Board of Directors of the financial condition of the club.
D. Recording Secretary. The Recording Secretary shall prepare and preserve all records and minutes of each meeting of the Executive Committee, Board of Directors, and membership. She shall be responsible for the publication of the Greensheet.
E. Corresponding Secretary. The Corresponding Secretary shall maintain a current membership roster, record attendance at membership meetings, and distribute all notices including the Greensheet. She shall be responsible for the publication of the Greenbook.
F. Director-at-Large. The Director-at-Large shall act as an advisor.
G. Parliamentarian. The Parliamentarian shall advise on parliamentary procedures, PGC Bylaws and Policies & Procedures.


SECTION 4.4  VACANCIES

The Board of Directors shall fill any vacancy in the Executive Committee for the remainder of the term, except for the office of President, which shall be filled by the Vice President.

ARTICLE V
COMMITTEES

 
SECTION 5.1 COMPOSITION

A. Standing Committees

Standing Committees shall include Bylaws, Civic Projects, Conservation, Flower Arranging, Future Planning, Horticulture, Membership, Nominating, Photography, Program, Provisionals, Public Relations, and Ways & Means. The President shall appoint all Standing Committee Chairs.

B.  Special Committees
 
The President may create Special Committees or positions and appoints the chairs. Chairs of Special Committees may attend Board of Directors meetings but shall have no vote.



SECTION 5.2  DUTIES

All committees shall fulfill duties assigned in these Bylaws or requested by the President. Each committee chair shall provide an annual report to the President.

SECTION 5.3 VACANCIES

Standing and Special Committee Chair vacancies shall be filled by the President.

ARTICLE VI
MEETINGS


SECTION 6.1  VOTING

A. Voting Members. Voting privileges for each class of members are defined in Section 2.4 of these Bylaws.
B. Quorum. A majority of the voting members shall constitute a quorum for the transaction of business at any PGC meeting.  
C. Approval. Except for assessments and amendments to these Bylaws, a majority vote of the voting members present at a meeting at which a quorum is present shall constitute approval. Consistent with Section 2.3C and Article XII of these Bylaws, assessments and amendments to these Bylaws shall be approved by a two-thirds (2/3) vote of the voting members present at a meeting at which a quorum is present.

SECTION 6.2  BOARD OF DIRECTORS

The Board of Directors shall meet each month prior to the regular meeting.  Additional meetings may be called by the President or by a majority of the Board of Directors with at least 24-hours notice. Each director shall have one (1) vote. In the case of a shared position, one director shall be designated the voting member in whose absence the other director shall have the vote.

SECTION 6.3  EXECUTIVE COMMITTEE

The President or a majority of the Executive Committee may call meetings with at least
24-hours notice.

SECTION 6.4  COMMITTEES

Chairs of Standing and Special Committees may call meetings at their discretion.

SECTION 6.5  MEMBERS

A. Regular meetings. Eight (8) regular meetings shall be held on the third Wednesday of September, October, November, January, February, March, April, and May or on a date set by the Board of Directors.
B. Annual meeting. The annual meeting shall be the May regular meeting.
C. Special meetings. Special meetings of the membership may be called by the Board of Directors with at least four (4) days notice.  No business shall be addressed except that for which the meeting has been called.

ARTICLE VII
PIEDMONT BEAUTIFICATION FOUNDATION TRUSTEES


The Nominating Committee shall submit a slate of five (5) PGC Active, Sustaining, and/or Associate members to serve as Trustees of the Piedmont Beautification Foundation. Active members shall approve the nominations no later than the March regular meeting. The Piedmont Beautification Foundation President shall serve as a voting ex officio member of the PGC Board of Directors.

ARTICLE VIII
GARDEN CLUB OF AMERICA DELEGATES

Upon the recommendation of the President, the Executive Committee shall select two (2) delegates to the GCA annual meeting and delegates to the GCA Zone XII meeting as requested by GCA. Such delegates and members holding GCA positions shall report to the membership.

ARTICLE IX
COMPLIANCE


The PGC shall operate in a manner consistent with its nonprofit, tax-exempt status and comply with all applicable laws and regulations.  Where an officer or director has a conflict of interest, the interest shall be disclosed and the existence of the conflict shall be addressed in the manner required by applicable provisions of law.

ARTICLE X
DISSOLUTION

In the event of the dissolution of the PGC, no assets shall be distributed to any member or members for their personal use. All assets of the club remaining at the time of dissolution shall be distributed to charitable organizations designated by the Board of Directors prior to the dissolution or, in the absence of such designation, in accordance with Article VIII of the Articles of Incorporation.

ARTICLE XI
PARLIAMENTARY AUTHORITY

Except where in conflict with these Bylaws or the Policies & Procedures, Robert’s Rules of Order shall govern at all meetings.

ARTICLE XII
AMENDMENTS

Upon the recommendation of the Board of Directors, these Bylaws may be amended by a two-thirds (2/3) vote of the Active members present at any regular or special meeting at which a quorum is present, provided that written notification has been given to each member at least four (4) days prior to the meeting.

THE PIEDMONT GARDEN CLUB
POLICIES AND PROCEDURES

Revised
May  2012

I.  GENERAL POLICIES
•    The PGC Roster and email list may not be used for any purpose other than PGC business.
•    All email correspondence to the general membership is to be sent by the Corresponding Secretary with the approval of the President.
•    PGC does not permit non-PGC fundraising activities at a club meeting or event without Board approval.
•    PGC does not lend its properties without Board approval.
•    No member may advocate publicly for or against legislation on behalf of PGC.
•    No member may be reimbursed by PGC for her time or services.
•    Active members approve any flower show in which PGC participation is expected.
•    The President, Vice President and Treasurer each keep a key to the post office box.
•    The President keeps the flower mart badge, and may provide it to members for club use.

II. FINANCIAL POLICIES

2.1.  BUDGET

The fiscal year is June 1 to May 31.

Upon the recommendation of the Board, the Treasurer presents the annual budget for approval at the September meeting. Thereafter, all unbudgeted expenditures over $100 require the approval of the Board; all unbudgeted expenditures over $500 require the recommendation of the Board and the approval of the Active members.  

The budget includes a cash reserve at least equal to the highest annual total expenses for any one fiscal year in the preceding five (5) years.  If reserves fall below this amount, the club makes up the difference within that fiscal year.  

The club makes an annual donation to “Save the Redwoods League”, GCA account. Memorials for PGC members or their immediate family are recognized from this donation at the direction of the President.

Fundraising income is allocated for PGC donations and memberships.

2.2. REGULAR MEETINGS
The Treasurer pays all fees charged by the City of Piedmont for use of the Community Hall. The head hostess tips the custodian. At the discretion of the President, guests may attend regular meetings with or without charge.
2.3.  SPECIAL EVENTS

PGC members attending special events honoring guests such as speakers and judges are charged their share of the cost of such occasions.  Members who host such events at their home are not charged for themselves or their husbands.

III.  MEMBERSHIP POLICIES


3.1.  ATTENDANCE

Any Active or Sustaining member failing to “regret” to the head hostess by the published deadline is charged $15 for a luncheon meeting and $5 for a morning meeting. Any Associate or GCA Affiliate member who wishes to attend a luncheon meeting RSVP’s to the head hostess by the published deadline and is charged $15. Any member who withdraws her reservation for a PGC event after the published deadline is responsible for all related fees when a substitute member cannot be found.

3.2.  FINANCIAL

•    Upon the recommendation of the Board, Active and Sustaining members approve all financial obligations as defined in Section 2.4B and Section 2.4C of the Bylaws.

•    Annual bills for the following fees are due before July 1.

Active
GCA dues $50    PGC dues $125    Lunch Fund $100                TOTAL $275    
Sustaining      
GCA dues $50    PGC dues $125    Lunch Fund $100              TOTAL $275
Associate:    
GCA dues $50    PGC dues $125    $15 per Lunch                   TOTAL $175        
Provisional:     
GCA dues NA     PGC dues $125    Lunch Fund $100                TOTAL $225  
GCA Affiliate:
GCA dues $50    PCG dues $125    $15 per Lunch                           TOTAL $175

    
Note: ONLY GCA AND PGC dues are tax deductible.

•    The cost of replacing a PGC apron is $25.00.     

3.3.  HOSTESSING

With the exception of the President and Properties Chair, each Active and Sustaining member is expected to hostess one regular meeting each year. Provisional members do not hostess during their provisional year.

3.4.  CHANGE OF STATUS

Consistent with Bylaws Section 2.6, the Board approves all changes in membership status. Unless otherwise stipulated, a member submits her written request for such changes to the Membership Chair.

A. Change of Class. The Board approves any request for a change of membership class. Written requests are due to the Membership Chair prior to the January Board meeting and are approved no later than the February Board meeting; changes are effective at the close of the annual meeting.
•    If an Active, Sustaining, Associate or Affiliate member wishes to change her class of membership and there are more requests than available spaces, the request is prioritized as follows: first, the years of Active membership; second, the date the request was received or postmarked.
•    Such requests take precedence over consideration of candidates proposed for provisional membership.
•    The Membership Chair informs in writing any member whose request is held over that it will be considered the following year, unless the request is withdrawn.
B.Leave of Absence. The Executive Committee approves a leave of absence for any member in good standing not to exceed one year. Written requests may be submitted at any time to the Corresponding Secretary; changes are effective upon approval.
C. Resignation. The Board approves the resignation of any member in good standing. Written requests may be submitted to the Membership Chair at any time; changes are effective upon approval.
D. Reinstatement. The Board approves any request for reinstatement of a member who resigned in good standing providing space is available. Such requests take precedence over consideration of candidates proposed for provisional membership. Written requests are due to the Membership Chair prior to the January Board meeting and are approved no later than the February Board meeting; changes are effective at the close of the annual meeting.
E. Excused. The Executive Committee may excuse a member from her current year’s attendance and/or financial responsibilities. Written requests may be submitted to the Corresponding Secretary at any time prior to the May Executive Committee meeting at which such changes are approved; changes are effective upon approval.

3.5.  CHANGE OF RESIDENCE

Consistent with Bylaws Section 2.2B, a member who has completed two (2) years of Active membership in addition to her provisional year may apply in writing to the Membership Chair for a continuation of her Active membership status. Such requests may be submitted at any time and are effective upon Board approval.

IV.  PROCEDURES FOR MEMBERSHIP

4.1. PROCEDURES FOR PROPOSING A CANDIDATE FOR PROVISIONAL MEMBERSHIP

The Membership Committee facilitates the process for proposing and accepting candidates for provisional membership. The names of candidates for provisional membership are confidential, each proposal known only to the Membership Committee, the sponsor and seconders of a candidate.
     
     A. Qualifications for Provisional Membership
           See Bylaws Section 2.5A

B. Sponsor Requirements
•    Any member considering proposing a candidate is encouraged to invite her to community meetings.
•    Each candidate is proposed by an Active member who has known her personally for at least one (1) year. She is seconded by three (3) members, of whom two (2) must be Active members and one (1) may be a Sustaining member. Each Active seconder must be willing to fulfill sponsor duties should the original proposer be unable to serve.
•    Any Active member may propose one (1) and/or second one (1) candidate for membership each year. Any Sustaining member may second one (1) candidate for membership each year. The President, members of the Membership Committee, and family members may not sponsor or second a candidate.
•    Consideration of a candidate may be influenced favorably by sponsors and seconders with records of active participation and leadership in club affairs, and who represent a broad spectrum of the membership. Letters of recommendation should be both comprehensive and individual in nature, reflecting personal knowledge of and experience with the candidate. Letters should be designed to help the Membership Committee become familiar with the candidate’s personal, organizational and creative life and experience.
•    Each sponsor is expected to meet with the Membership Committee to discuss the candidate's proposal.
•    Each sponsor is expected to accompany her candidate to the September meeting when she will be introduced. The sponsor is expected to assure that her candidate is accompanied by a member to each regular meeting during her provisional year. The sponsor is available to the Provisionals Chair to assist with questions should they arise.

C. Timeline and Procedures. The following timeline and proposal procedure allows for a thorough and thoughtful evaluation of candidates for provisional membership.  Each step may be completed in advance of the following deadlines.
•    By February 1: Any member may convey in writing to the Membership Chair relevant objections regarding the potential candidacy of any member of the community.
•    By February 14: Active members contact the Membership Chair to discuss a potential candidate. If the Chair discerns no problem with the proposal, the sponsor is given the Confidential Candidate Information form, and informed of her responsibilities as a sponsor.
•    By February 28: the sponsor returns seven (7) copies of the completed Confidential Candidate Information form to the Membership Chair.
•    By March 14: the sponsor is expected to meet with the Membership Committee to discuss the proposal.
•    By March 21: the Membership Chair advises the sponsor whether the proposal is to proceed; if so, the sponsor is asked to secure letters of recommendation from three (3) seconders.
•    By April 4: the sponsor provides seven (7) copies of each of the four (4) letters of recommendation (one sponsor and three seconders) to the Membership Chair for distribution to the Membership Committee.
•    By April 11: The Membership Committee meets to consider each candidate. The Membership Chair contacts the sponsor should there be additional questions regarding the candidate. An open vote on each candidate is taken by roll call. Each candidate must receive the unanimous approval of the Membership Committee in order to be invited to provisional membership. Any candidate considered but not accepted may be proposed again.
•    By April Board meeting: The Membership Chair advises each sponsor of the outcome of her proposal.
•    At the April Board meeting: The Membership Chair announces the candidates for provisional membership to the Board.
•    At the April regular meeting: The Membership Chair announces the candidates for provisional membership.
•    Immediately following the April regular meeting: The Membership Chair delivers an invitation to each candidate for provisional membership, including an invitation to join the President, the Provisionals Chair and the Membership Chair to discuss an overview of the obligations and privileges of membership. Each candidate withholds her response to the invitation until after this meeting. If circumstances prevent her commitment at this time, acceptance of the invitation may be postponed for one year.
•    At the September regular meeting: each candidate who accepts the invitation to provisional membership is introduced to the membership.

4.2.  PROCEDURES FOR PREPARING PROVISIONALS FOR ACTIVE MEMBERSHIP

The Provisionals Committee facilitates the program to prepare provisionals for Active membership.

A. Provisional Requirements  
•    Provisional requirements include at least five (5) regular meetings of the membership and one (1) meeting each of the Board and PBF. At their own expense, they attend at least one (1) meeting of each of the following committees: Conservation, Flower Arranging, Horticulture, and Photography; and, at the first opportunity, enter a flower show to be determined by the Board. Provisionals assist with the PBF Tree Lighting Project. They assist with a PGC Ways & Means project without financial obligation.
•    Provisional members do not hostess during their provisional year.
•    Upon the recommendation of the Provisionals Chair, the Board approves any additions or changes to these requirements.

B. Approval for Active Membership. Upon the recommendation of the Provisionals Chair, the Board approves Active membership for any Provisional who has completed her provisional requirements. (see also Bylaws Section 2.5B)

4.3  PROCEDURES FOR PROPOSING A CANDIDATE FOR HONORARY MEMBERSHIP

A. At any time, an Active, Sustaining or Associate member may propose in writing to the President, a candidate for Honorary membership in PGC.  At the President’s discretion, a meeting of a majority of the Executive committee, an Awards Chair and a Past President is called to consider the proposal.  Upon their unanimous recommendation, the Board approves the candidate.  The President invites the candidate to become an Honorary member, which becomes effective upon the candidate’s acceptance.  The Honorary member is announced and introduced.

V.  COMMITTEES

5.1.  STANDING COMMITTEES

A. Composition. Standing Committees include Bylaws, Civic Projects, Conservation, Flower Arranging, Future Planning, Horticulture, Membership, Nominating, Photography, Program, Provisionals, Public Relations, and Ways & Means.  

B. Committee Selection. The incoming President appoints all Standing Committee Chairs except for Membership and Nominating chairs which are selected by the sitting President. Except for Membership and Nominating committees, the committee chairs select their committee members based on interest expressed in the annual questionnaire.

•    Membership Committee. The Committee is composed of seven (7) Active members including the Chair. The sitting President appoints the Chair, and her Executive Committee selects the six (6) committee members from a slate proposed by her. It is recommended that the sitting President consult with the sitting Membership Chair, and that members serve two-year terms on a staggered basis.
•    Nominating Committee. The Committee is composed of seven (7) Active members including the Chair. The sitting President appoints the Chair, and her Executive Committee selects the six (6) committee members from a slate proposed by her.  It is recommended that among the members there be the current PGC President, a past PGC President, a PBF Trustee, a previous Nominating Committee Chair, and members-at-large.


C. Duties. Standing Committees have these general responsibilities:

•    Bylaws: Review Bylaws and Policies & Procedures and recommend revisions for membership or Board approval.
•    Civic Projects: Research projects and allocate funds as budgeted to beautify the community.
•    Conservation: Present programs to educate the membership and prepare for participation in flower shows. Periodically present programs to the community.
•    Flower Arranging: Present programs to educate the membership and prepare for participation in flower shows. Periodically present programs to the community.
•    Future Planning: Review strategic issues and prepare recommendations for Board or membership approval as appropriate.
•    Horticulture: Present programs to educate the membership and prepare for participation in flower shows. Periodically present programs to the community.
•    Membership: Facilitate process for proposing, reviewing, accepting and orienting candidates for provisional membership.
•    Nominating:  Annually prepare a slate of PGC members to serve on the PGC Executive Committee and PBF Board of Trustees. It is recommended that the PGC President and Treasurer serve staggered terms.  It is also recommended that the nominee for PGC President not be chosen from the current Nominating Committee. Active, Sustaining and Associate members may serve as PBF Trustees. Active members approve both slates.
•    Photography: Present programs to educate the membership and prepare for participation in flower shows. Periodically present programs to the community.
•    Program: Arrange for speakers and educational programs for regular meetings, joint meetings with other garden clubs, and an annual community meeting.
•    Provisionals: Facilitate a program approved by the Board to prepare Provisionals for Active membership and recommend for Active membership those who have successfully completed their provisional requirements. Each Provisional member is provided a copy of the GCA Flower Show and Judging Guide and presented a PGC apron upon being made Active.
•    Public Relations: Publicize PGC events to the community and submit articles to the GCA Bulletin.
•    Ways & Means: Plan and present fundraising events for members and guests as budgeted.

5.2.  SPECIAL COMMITTEES

A. Composition. Special Committees may include but are not limited to Awards, Club Administrator, Club Photographer, Flower Show, Garden History & Design, Greensheet Editor, Hospitality, Judging, Meeting Arrangements, Properties, Scholarship, Visiting Gardens, and Webmaster.
 
B. Committee Selection. The incoming President may create Special Committees or positions and appoint the chairs. Each committee chair selects her committee members based on interest expressed in the annual questionnaire.

C. Duties. Chairs of Special Committees serve at the direction of the President consistent with the following general responsibilities.  They report regularly to the Executive Committee as follows:

•    To the President: Awards, Flower Show, Meeting Arrangements, Properties
•    To the Vice President: Hospitality, Scholarship
•    To the Corresponding Secretary: Club Administrator, Club Photographer, Webmaster
•    To the Recording Secretary: Greensheet Editor    
•    To the Director-at-Large: Garden History and Design, Judging, Visiting Gardens

           Awards: Recommend to the Executive Committee deserving individuals who have performed extraordinary service on behalf of the club or wider community to receive a PGC, Zone XII or GCA award. It is recommended that the Awards chair have served as PGC President.
    Club Administrator: Serve as liaison to GCA to inform them of changes in PGC membership records.
Club Photographer: Photograph club events and share photos with club members.  
Flower Show: Plan and implement a flower show consistent with GCA requirements.
Garden History & Design: Propose gardens to be recorded in the Smithsonian GCA joint
project; prepare documentation and submit to GCA.
Greensheet Editor: Design, edit and assemble the Greensheet.
Hospitality: Plan and staff club social events.
    Judging: Serve as liaison to GCA Zone XII Judging Committee. Maintain list of current PGC members who are in the GCA judging program. Share information of general interest to the club regarding flower show participation by members.
Meeting Arrangements: Organize members to serve as hostesses and advise each head hostess of procedures for regular meetings. Arrange locations for Board meetings.
    Properties: Organize club properties stored in the garage and maintain an updated inventory. Set up and operate equipment at regular meetings.  Excused from hostessing.
Scholarship: Provide information about GCA scholarships to the membership and seek recommendations for scholarship candidates.
    Visiting Gardens: Provide contact for PGC members to visit gardens of other GCA clubs. Host GCA visitors who wish to tour local gardens. Inform our members of available GCA garden tours and periodically plan garden related trips.
Webmaster: Maintain and update PGC website.

VI.  PIEDMONT BEAUTIFICATION FOUNDATION

The PBF President updates the PBF Projects list annually. The PGC President and the Chair of the Civic Projects Committee serve as ex-officio advisors to PBF.

VII.  GARDEN CLUB OF AMERICA

Each member of GCA is an autonomous club with its own tax status, bylaws, budget, programs, charitable projects and ways of conducting business. The GCA acts in an advisory and educational capacity to individual clubs that determine their own needs and activities. GCA expects PGC programs and projects to be consistent with GCA purposes and goals. Member clubs are expected to maintain standards of excellence and meet their obligations to the GCA as set forth in GCA bylaws, standing rules, and policies.

7.1. REGULAR MEETINGS. Each GCA Zone XII Director, Zone XII Chair and GCA Officer residing in Zone XII is invited to a PGC meeting once during her term of office; when appropriate, other Zone XII representatives are invited.

7.2.  ZONE MEETING.  PGC delegates are the President, the President-elect and such other representatives as requested by GCA and approved by the Executive Committee. PGC assumes the cost of registration fees and an allowance for each delegate as budgeted.

7.3.  ANNUAL MEETING.  The two (2) PGC delegates are the President or President-elect and a delegate approved by the Executive Committee. No member, except the President, may attend two (2) consecutive GCA annual meetings as a PGC delegate. PGC assumes the cost of registration fees and an allowance for each delegate as budgeted.
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