BYLAWS OF THE GRAYSLAKE GREENERY GARDEN CLUB
Article I-Name
The name of the club is Grayslake Greenery Garden Club.
Article II-Objectives
The Club’s mission is defined by the following objectives:
1. To encourage interest in all phases of home gardening and horticulture.
2. To promote civic beautification.
3. To promote conservation of natural resources.
Article III-Membership Responsibilities
1. Members must pay their dues and be in accord with the objectives of the club.
2. Members will be dropped for nonpayment of dues.
3. Guests may attend meetings, but if they wish to attend more than two meetings as a guest, they are required to become a member.
4. Members are requested to support or participate in fundraising activities at least once annually. Donations are always welcome.
5. Members must contribute to general meetings by providing refreshments, drawing prizes or centerpieces, etc. when requested or find a substitute from Hospitality Chair.
6. Members are requested to participate in activities, projects or serve on the Executive Board or committee.
7. Grayslake Greenery Garden Club is an equal opportunity organization and will not allow discrimination based upon age, ethnicity, ancestry, gender, national origin, disability, race, size, religion, sexual orientation, socioeconomic background, or any other status prohibited by applicable law.
8. Members will be asked for their authorization to use their image taken at any of our events, for use on our website, social media or printed material.
• Note: Members are responsible to check the monthly schedule to determine assignments for refreshments, prize drawings or Centerpieces. Items should be delivered approximately 30 minutes in advance of the meeting start time. Members are also responsible for setup and cleanup when assigned to bring refreshments. Food items should be on a serving plate with serving utensils. Those assigned to beverages should make coffee and bring ice. Coffee, cream, sugar, plates, napkins, etc. will be provided by the Hospitality club chair. A garden themed drawing item or centerpiece should have an approximate value of ten dollars. If a member is unable to attend the assigned meeting or provide the refreshments, prize drawing or center-piece, the Hospitality Chair should be contacted in advance.
Article IV-Dues
1. The fiscal year shall be April 1 through March 31. Bills for disbursements are due to the Treasurer by March 21 or preferably the month they were spent.
2. Dues of $30.00 per person, $40.00 per household, are payable April 15th via our website with credit card or via cash or check. Payment of dues via cash may be paid at a club meeting or if paid by check at a club meeting or mailed to the Treasurer.
3. Dues paid in January and February by new members apply to the next fiscal year.
Article V-Elected Officers
1. Elected officers of this club shall be President, Vice-President, Secretary and Treasurer. Option: Co-officers are permitted for any elected office.
2. Prior to an election, a nominating committee of at least 3 volunteers will be formed.
3. A slate of nominees should be presented at the second to the last meeting before summer general meeting hiatus. Nominations may also be submitted via motion and second from the membership at the meeting prior to the election meeting.
4. No one shall be nominated or elected whose consent to serve has not been first obtained.
5. Officers are elected for a term of two years and may succeed themselves. Should a vacancy occur during this two-year term, the Executive Board shall select a replacement to complete the term.
6. Officers shall be elected and installed at the last meeting and assume their responsibilities at the end of the last meeting before the summer general meeting hiatus.
7. Outgoing officers are automatically members of the Executive Board for the following year to provide continuity.
Article VI-Duties of Elected Officers
The President:
• Shall preside at all meetings of the club and the Executive Board.
• Shall be responsible for securing a venue for all meetings.
• Shall notify all Executive Board members of the time and venue for executive meetings and prepare an agenda.
• Shall maintain a club zoom account for board or committee meetings.
• Shall request volunteers, to Chair all committees(.)
• Shall steer the committees and the club as a whole toward the planned objectives, projects and fund- raising goals.
• Shall represent the club at State, District IX, and various local meetings or designate an alternate delegate to attend.
• Shall encourage recruitment of new members.
• Shall be an alternate signatory for banking.
• Shall notify members of pertinent information, i.e.; meetings, events and announcements.
• Shall respond to club email.
The Vice-President:
• Shall support the President with the intent to learn the President’s responsibilities as the presumptive successor for this role.
• Shall perform the duties of the president in their absence or inability to serve.
• Shall be Chair of the Program and Ways and Means Committee(s).
The Secretary:
• Shall keep and maintain accurate minutes of all the club meetings and the executive board meetings, including attendance numbers. If needed have access to minutes at Board and general meetings.
• Shall submit the Board minutes and the minutes of the general meetings for approval to the Board. When approved, the Board minutes are to be emailed to all Board members and the minutes of the general meetings are to be emailed to all Club members in a timely manner.
• Shall send approved minutes of the board and general meetings in PDF form to the website committee chair to upload into the members only section.
The Treasurer:
• Shall receive all monies belonging to the club and keep an itemized account of these monies.
• Shall reconcile all bank statements with income from events and online transactions from the credit card processing system.
• Shall record all income and expenditures, by maintaining receipts and ledger books.
• Shall make payments for normal expenses when a completed request for payment voucher with attached receipt is provided and for expenses and donations authorized by the Executive Board.
• Is responsible for maintaining and providing the cash box and drawing tickets and organizing sales at any function or activity the Board deems necessary.
• Shall advise club members who are delinquent in their dues. after April 15th.
• Shall present the financial books to be audited at the end of the fiscal year.
• Shall be responsible for forwarding club dues to outside organizations.
• Shall be responsible for preparing an annual balance sheet and a budget for the fiscal year April 1 through March 31.
• Shall be responsible for preparing a brief financial report for each general and Board meeting.
• Shall maintain a reserve fund (approved by the Board) at the end of each fiscal year.
• Shall confirm credit card payments for new and renewing member dues, as well as, purchases at meetings, plant sales, garden walks or other events.
Article VII-Meetings
1. Regular meetings are usually held at least 6 times per year as determined by the Board and Program Committee. The meeting schedule will be announced in the yearbook and on the website.
2. A summer gathering, holiday party, and other special events may take place as determined by the Program Committee.
3. The President shall have the authority to call special meetings of the Board or Club when deemed necessary and in case of emergency shall have power to cancel or change the time and/or day of the regular meeting.
4. One third (1/3) of the membership shall constitute a quorum, to approve elections. One third of the attending membership may pass a motion from the floor.
Article VIII-Executive Board
1. Members of the Executive Board “(Board)” (referred to throughout as the Board) shall consist of the elected officers and the committee chairs.
2. Members of the Executive Board shall have the right to permit the attendance of any person whose presence is relevant to the Executive Board meeting.
3. Board meetings are to be held as needed before the regular meeting or as designated by the President.
4. One third (1/3) of the Executive Board shall constitute a quorum.
5. The control and management of the club shall be vested in the Executive Board, subject to the bylaws and policies voted by the club. It shall approve all major expenditures.
Article IX-Committees:
To ensure the successful operation of the club the following committees are suggested, but not limited to the following:
1. Program Committee
2. Hospitality Committee
3. Membership Committee
4. Yearbook Committee
5. Community Outreach Committees
· Publicity
· Website
· Social Media
· Brochure *
6. History Committee
7. Ways and Means Committee
8. Sunshine Committee
9. Horticulture Committees (Beautification programs)
· Library Lane Residence/Grayslake Senior Activity Center
· Any Community Beautification Projects *
10. Garden Therapy Committee
11. Scholarship Committee
12. Awards Committee
13. Plant Sale Committee
14. Garden Walk Committee
15. Flower Show Committee*
16. Auditing Committee*
17. Nominating Committee*
18. Bylaws Committee*
*These committees can be convened as required.
Article X- Prize Drawing
Proceeds from the Prize drawing will be added to the reserve fund unless directed otherwise by the Board.
Article XI: Dissolution
Procedure for dissolving the Grayslake Greenery Garden Club will be based on the rules of the State Garden Club and/or state law.
Article XII-Parliamentary Authority
"Robert's Rules of Order Newly Revised" will govern the proceedings in all cases to which they are not consistent with these bylaws and standing rules.
Article XIII-Amendments
Upon recommendation of the Executive Board, bylaws may be amended by a majority vote at any general meeting that meets the quorum requirements of 1/3 of membership present with previous notice.
Standing Rules
• Standing Rules are related to details of the administration of the club rather than to parliamentary procedure.
• Standing Rules may be adopted by a majority vote at any general meeting.
1. Payment of expenses: Based on the GCI membership count, that will determine the number of members GGGC will pay for at GCI or District IX conferences. If more members want to attend, the money for the determined number will be split evenly among attendees.
2. Book of Remembrance: Upon the death of a club member, a donation will be sent to GCI as a memorial in the Book of Remembrance. Additionally, a donation may be made to a charity designated by the deceased’s family. Former, long standing deceased members may also be memorialized by a donation to the GCI Book of Remembrance and a further donation given in the deceased name to a charity at the Board discretion. Total value of the donation is at the discretion of the Executive Board.
3. Book of Honor: Outgoing Presidents and other worthy members will be honored with a donation to the GCI Book of Honor. Value of the donation to be at the discretion of the Executive Board.
4. Gratuities: Exceptional acts of service by a member or non-member to support/promote the Club can be rewarded commensurate with the actions with Board approval.
5. Charitable Donation: When a charitable donation is made in lieu of speaker’s fee, the dollar amount is determined by the Program Chair with Board approval.
6. Meetings: Meeting dates are subject to changes based on weather or facility availability
7. Duties of Committees
• If required, the chair(s) will form their own committees and sub committees.
• All committee chairs will maintain written operating procedures and records to pass on to the next Chair.
• Chairs will be aware of their budget, maintain records to keep within budget and if needed request additional funds from the Board.
• If required for awards submission, a summary of the project as well as revenue and expenses, pictures, number and names of attending volunteers will be shared with the chair of awards committee.
• Chairs will share photos of projects/events with the yearbook and website chairs, including before and after photographs, to show the progression. Check with membership committee to make sure members have given permission to publish.
1. Program Committee:
• Shall be responsible for scheduling of programs, socials and field trips.
• Shall be responsible for securing dated, written, signed confirmations from the proposed speakers.
• Shall prepare a copy of the scheduled program and send to the yearbook chair and website chair for inclusion in the yearbook and website.
• Shall be responsible for fulfilling any needs of the speaker such as venue layout, provision of projection equipment, or provision of other demonstration equipment. They can enlist assistance with set-up and clean-up as needed.
• Shall be responsible for greeting and introducing the speaker and ensuring that an appropriate thank you and payment is arranged with the Treasurer as well as the contract.
2. Hospitality Committee:
• Shall be responsible for notifying the members assigned to provide beverages, food, drawings, and the table centerpiece which is to be used as an additional drawings prize. Note that these items should be at the meeting venue 30-45 minutes prior to the meeting start time.
• Identify alternates for those who are designated but cannot be at the meeting.
• Is responsible for providing and replenishing the consumables: disposable plates, forks, spoons, napkins, coffee, tea, sugar, and creamer. During the meeting, refill the water pitchers at breaks or as needed.
• Is responsible for assisting the assigned members set up the refreshments, and clean up after the meeting as outlined in monthly meeting instructions.
3. Membership Committee:
• Is responsible for providing a committee member or delegate to greet club members and guests on their arrival at a meeting and to provide and hand out name tags.
• Is responsible for maintaining the attendance register and providing attendance numbers to the secretary.
• Shall work with the Treasurer and website chair to provide and maintain accurate membership rosters for GCI and District IX.
• Is responsible for follow up and contact with new members and also with guest attendees as prospective members if appropriate.
• Shall send a welcome email will be sent to new members and copy the Board.
• Private information will not be shared outside of the club.
4. Yearbook Committee:
• Is responsible for compilation, corrections to, additions to, printing, and distribution of the yearbook.
• The yearbook will include at least the current programs, membership information, current officers, committees and other pertinent information.
• The program schedule will be in the yearbook and the website.
5. Community Outreach Committee
• Is responsible for the following modes of communication:
A. Publicity
• Is responsible for maintaining media distribution list, creating media releases, and distributing (e.g., newspapers, social media, electronic media, etc.) as appropriate for club meetings and public events (e.g., plant sale, garden walk, etc.).
• Is responsible for creating and maintaining a collection of media releases for awards or grant purposes
B. Website
• Shall update the calendar with programs and events as provided by the program chair or events chairs.
• Shall monitor the email from the club website.
• Shall forward correspondence, forms for membership, scholarship, committees, donations or questions to the appropriate Board member or committee chair.
• Shall share new member registration information with the Treasurer to confirm payment.
• Committee will not share any membership information (photo, address, or phone number) with any outside source.
C. Social Media
• Is responsible for updating Facebook, NextDoor, the Patch, Grayslake Village Center, and other outlets with Club events and meetings.
• Is responsible for taking down any post that is not part of the Club’s mission or inappropriate.
• Chair can assign the responsibility of updating the outlets to other members.
D. Brochure *
• Is responsible for update brochure, bookmark or other publication as the Board or Committee as deems appropriate.
6. History Committee:
• Is responsible for preparing an annual written summary of club events, activities, relevant photographs, current officers, programs/speakers, awards and fundraisers.
7. Ways and Means/Fund Raising Committee:
• Is responsible for new fund raisers.
8. Sunshine/Correspondence Committee:
• Is responsible for sending out bereavement, get well, and other celebratory cards.
9. Horticulture Committees:
A. Library Lane Residence/Grayslake Senior Activity Center
B. Community Beautification Projects i.e.; any horticulture project(s) approved by the Board such as, Library plantings, Giving Tree…*
• Is responsible for organizing a committee to plan, prepare, install, and maintain (as needed) the specific horticultural project, including before and after photographs.
• Photos should be sent to the yearbook chair and website chair.
• The chair should contact the Awards Chair when planning a new or continuing project to determine if it is eligible for a District IX, GCI or NGC award, and send any needed information to the awards chair.
10. Garden Therapy Committee:
• Is responsible for organizing a committee to plan, prepare and complete garden therapy activities at the Grayslake Senior Center.
• Is responsible for completing an application and applying to GCI for an annual grant.
11. Scholarship Committee:
• Is responsible for obtaining board approval of funds available for scholarship prior to soliciting applicants.
• Is responsible to liaison with schools regarding the solicitation of suitable candidates for the scholarship(s).
• Is responsible for the selection of suitable candidate(s) for the scholarship. Once selected by the committee, the committee will present to the Board for approval.
• Is responsible for the presentation of the scholarship funds to the winner(s).
• Will monitor any changes needed of the scholarship information and form and relay said changes to the website chair.
12. Awards Committee
• Is responsible to notify all committee chairs of awards we can apply for.
• Is responsible for completing applications and applying to GCI, District IX and NGC for applicable awards, once the information is received from the committee chair.
• Is responsible for applying for any award the BOD deems pertinent.
13. Plant Sale Committee:
• Shall form a planning committee to; secure a venue, permit, layout for proper customer flow, and volunteers (Pre-dig, transport plants and hardgoods, participate the day of the sale).
• Request Hardgoods for members (Canopy’s, Tables, Chairs and Wagons) to be borrowed and delivered for the day of the sale.
• Request members to donate plants they have grown or propagated to the sale.
• Request members to donate any garden treasures to the sale (garden art, tools or planters).
• Members are encouraged to participate in some way.
14. Garden Walk Committee:
• The Chair is responsible for organizing team meetings/communications to plan and oversee all aspects of the Garden Walk: including Dates/Prices, Featured Garden identification, Marketing/Advertisement, Sponsorship/Donations, Ticket Sales, "Day of" Support Plan.
• The Chair will maintain critical records, including expenses for supplies/recognition, ticket sales information, and sponsorship/donor funding.
• Committee members are responsible for planning and implementing activities identified above.
• Committee members, along with other volunteers from the Garden Club, will participate in "Day Of" support activities, including selling tickets or providing support for featured garden homeowners.
• Committee members will thank and recognize featured garden homeowners and sponsors/donors (including credit on the Club website) for their support.
• The Chair will maintain critical records, including expenses for supplies/recognition, ticket sales information, and sponsorship/donor funding.
15. Flower Show Committee:
• Is responsible for the organization and running of the flower show. Duties include: arranging a venue, deciding on the format and categories to be exhibited, printing of the schedules, organizing judges and prizes, setting up the venue and staffing it, and organizing suitable hospitality. The committee will enlist the assistance of club members as required.
16. Auditing Committee:
• Is responsible for an annual audit of the books for the fiscal year and making a report to the Executive Board.
17. Nominating Committee:
• The Committee will meet to decide on possible candidates, and then contact them to determine their willingness to serve.
• A Committee is responsible for submitting candidates for each of the officer's position at the time of an election.
18. Bylaws Committee:
• The Committee being of at least 3 members is responsible for reviewing and amending the bylaws as needed.
• Is responsible for sending changes to the board for review.
• Is responsible for providing an up-to-date copy of the bylaws to the Website Committee for inclusion in the members only section of the website.
Written: January 1996 Revised: March 1996, April, 1996, April 1997, August 2003, August 2005, August 2006, September 2008, September 2010, September 2012, October 2020, May 2025