Guidelines for Members
All members shall sign up for at least two committees and to the “Watering and Weeding” schedule for the Riverfront, 9/11 and War Memorial gardens.
Committee Chairman Duties:
Gather ideas for new special horticultural projects for the year and present to the membership for approval (Note: smaller groups within the membership may work on a particular project allowing multiple projects to occur during the year.)
Participate in recruiting member participation for a specific project
Participate or assist in the planning of a specific project
Monitor the project if a committee member leads the project
Submit the final documentation to the Awards and Yearbook Chairman as needed using the Special Projcts Committee Form.
Committee Member Duties:
Lead or participate in a project
If leading:
recruit member participation
follow the documentation guidelines
submit documentation to the chairman when completed
ARTICLE IV – OFFICERS AND DUTIES
President duties
Preside at all regular and board meetings.
With assistance of other officers, appoint all committees; appoint Chair of Special Committees and be an ex-officio member of all committees.
a) File Form NFP 114.05 – Domestic/Foreign Corporation Annual Report – the Illinois state annual report to the Secretary of State and requires the President’s signature.
b) File Form AG990-IL – Illinois Charitable Organization Annual Report – This is the Illinois state annual report to the Illinois Attorney General and requires the signature of the President and Treasurer.
c) Form 990-N-(e-Postcard) – Federal IRS Report for 501(c)3 corporations.
Serve one term.
Vice President Responsibilities
According to the Constitution & Bylaws, it shall be the duty of the Vice President to perform the duties of the President in her absence or at her request. She
shall also act as Membership Chairman. She shall serve one term and advance to President.
January/February: Assist as needed with preparations for the Officers’ Luncheon (securing location, preparing & sending invitations, favors & centerpieces).
August: Start recruiting for next year’s Board members.
September: At the September meeting, distribute a sheet for members to sign up for vacancies on the Board, Committees and for Chairman of each committee.
October: At the October meeting, follow up with the distribution sheet for the Board, Committees, and Chairman if not completed. This should be completed and confirmed before the November meeting.
November: According to the Constitution and Bylaws, new officers shall be inducted at the November meeting, meaning they may be just formally introduced or with an installation ceremony.
Membership Chairman Responsibilities:
According to the Constitution and Bylaws, a prospective member should attend one meeting as a guest. If she remains interested in membership, she will then meet with at least 2 Officers or 1 Officer and 1 member who will explain and familiarize her with the roles and responsibilities of Club membership. When it is determined the proposed member understands her responsibilities as a member of the club, the Vice President shall advise all current members. If no objections are raised, she will be welcomed to the Club immediately. If objections are raised, then a vote requiring a simple majority will be taken. Formal welcome of a new member will be at the next regular meeting.
Throughout the year be the contact person for potential new members.
Create a sign-up sheet for potential new members at events, such as the Annual Plant Sale, Garden Fest at MCC, Garden Walks or any other such event.
Contact the potential new member as soon as possible via email or phone call stating meeting times and basic responsibilities of the club including the
dues amount and then invite them to the next meeting to acquaint them with how the club functions.
If the invitation is accepted, notify the President, Program Coordinator and Hostess in advance of the monthly meeting so that a welcome is
added to the agenda and accommodations are made for meeting additions.
After their attendance at the next meeting, invite them to a lunch to discuss in depth member responsibilities and how the club functions. Make arrangements at a local restaurant coordinating who will attend and the date notifying all of the final arrangements. Serve one term and advance to President.
Secretary duties
Keep in permanent form all minutes of the regular meetings. All correspondence, unless otherwise specified in the Bylaws, shall be handled by the Secretary. Email or mail to all voting members any revisions of, or amendments to, the Constitution an Bylaws, with an absentee ballot form attached, one month prior to voting on such changes. Serve one term, but may be re-elected for consecutive terms.
Treasurer duties
Be the custodian of all monies of the Club. Keep full and accurate records of all monies received and disbursed. Serve one term, but may be re-elected for consecutive terms.
Article VI – Committees:
Standing Committees: are Civic Improvement, Finance, Fundraising, Horticultural Grants, Nominating, Program, Public Relations, (awards, history, publicty, uniforms, website/Facebook and yearbook), Sunshine and Special Projects.
The Horticultural Grants Committee shall consist of a minimum of five members. The responsibilities of the committee are to select and monitor recipients.
The Sunshine Committee: shal consist of a minimum of two members. Two members of the committee must participate in a decision regarding Club expenditures and all decisions are the responsibility of the Sunshine Committee. If a death occurs to a previous member or her immediate family, an appropriate remembrance may be sent at the discretion of the Sunshine Committee. Immediate family shall be defined as a spouse, children, grandchildren, or parents. ie: flowers, tree planting.
The Special Projects Committee shall consist of members who demonstrate an interest in a specific horticultural project approved by the membership. Special projects shall be approved on a yearly basis.
Awards committee to report project progress to G.C.I.
Algonquin Garden Club 