ARTICLE I: NAME
The name of this club shall be "The Scottsdale Garden Club”, located in Scottsdale, Arizona. It shall be affiliated with the Arizona Federation of Garden Clubs, Inc., Central District, and the National Garden Clubs Inc.
ARTICLE II: OBJECTIVES
The objects and purposes for which this garden club organized are:
Section 1 - To be organized exclusively for charitable and scientific purposes, the making of distribution to organizations that qualify as exempt organizations under Section 501(c) 3 of the Internal Revenue Code or the corresponding section of any future federal tax code.
Section 2 - To promote interest in beautifying the home and community, to stimulate the knowledge and love of gardening, and to encourage and aid in the conservation and protection of our natural resources.
ARTICLE III: MEETINGS - VOTING QUORUM
Section 1 - The Scottsdale Garden Club shall meet on the first Monday of each month, October through May inclusive, at 12:00 Noon, unless otherwise arranged by the Executive Board.
Section 2 - For any matter requiring the vote of the members, there shall be present a quorum consisting of not less than one third (1/3) of the membership. If necessary, the Executive Board can approve an alternative voting method as long as voter identification can be authenticated.
ARTICLE IV: MEMBERSHIP
Section 1 - Members must be interested in garden club work and its projects and be willing to share in the work of the club.
Section 2 - Classes of Membership: Active and Inactive
(a) Active Membership:
Active members pay dues, attend meetings regularly, support projects of the club, have voting privileges and hold office. Membership shall be by invitation. After a prospective member has visited the club at least three times, the prospective members name may be presented to the Membership Chairman. The recommendation for membership shall be in writing and signed by two members in good standing. A unanimous vote of the Executive Board shall be necessary for the Membership Chairman to issue an invitation for membership.
b) Inactive Membership:
A member, unable to attend or participate in club activities, but who wishes to stay in contact with SGC may become an Inactive Member as approved by the Executive Board. The Inactive member will pay dues, receive a yearbook and club correspondence and is required to support all club projects. The Inactive member does not have voting privileges nor can hold office.
ARTICLE V: DUES AND FISCAL YEAR
Section 1 - The amount of dues required is found in the Standing Rules.
Section 2 – Dues are due at the May meeting and delinquent with a $5.00 late fee thereafter.
Section 3 – The fiscal year shall be June 1 through May 31.
ARTICLE VI: OFFICERS
Section 1 - The officers of the club shall be President, First Vice-President, Second Vice-President, Recording Secretary, Corresponding Secretary and Treasurer. The officers shall be elected at the March meeting for a term of two years in odd numbered years and each shall serve until her successor has been installed. Installation shall be in May, unless a change is recommended by the Executive Board.
ARTICLE VII: DUTIES OF OFFICERS
Section 1 - The President shall preside at all meetings of the club and executive board, and appoint all standing and special committee chairmen and shall pay bills in the absence of the treasurer. The President shall approve the minutes of the meetings. The President shall be a member of the Finance Committee. The President shall be an ex-officio member of all committees except the nominating committee. The President shall attend all state and district meetings of the club.
The President shall mentor the 1st Vice President and schedule an old board/new board meeting at the end of her term of office.
Section 2 - The First Vice-President shall assist the President in the work of the club. The First Vice-President, in the absence of the President, shall conduct the business of the club and assume any other duties pertaining to the office. The First Vice-President shall be the Program Chairman.
Section 3 - The Second Vice-President, in the absence of both the President and First Vice-President, shall preside. The Second Vice President shall be the Membership Chairman.
Section 4 - The Recording Secretary shall keep an accurate record of meetings of the club and the Executive Board, and shall be custodian of all records pertaining to the office. After the President’s approval electronic or mail copies of the minutes shall be sent to all members.
Section 5 - The Corresponding Secretary shall conduct all the official correspondence designated by the President or Executive Board. The Corresponding Secretary will send "get well" and "sympathy" cards to members. The Corresponding Secretary will read all communications to the club. In the absence of the President, First Vice-President, Second Vice-President and Recording Secretary, the Corresponding Secretary shall preside. The Corresponding Secretary shall notify all non- email members of necessary club information.
Section 6 - The Treasurer shall be custodian of all funds of the club, shall pay all bills authorized by the Executive Board, and keep an account of all the receipts and expenditures. The Treasurer shall keep the financial statement accurately, up to date at all times and make it available upon request. The Treasurer's report shall be given at each club meeting and a copy handed to the presiding officer and Recording Secretary in advance. The Treasurer shall give an annual report to the club at the October meeting, giving full information of receipts and expenditures of every kind during the previous fiscal year and present the next year’s budget for approval. The Treasurer shall insure IRS form 990 is filed yearly. The Treasurer shall chair the Finance Committee.
ARTICLE VIII: EXECUTIVE BOARD
Section 1 - The Executive Board shall consist of the elected officers. They shall meet as determined by the President.
Section 2 - All vacancies for elected officers may be filled by vote of the Executive Board to complete a term.
Section 3 - For votes by the Executive Board, a quorum of at least four (4) Executive Board Members must be present.
ARTICLE IX: RESPONSIBILITIES OF OFFICERS AND CLUB AS A 501(c) 3 ENTITY
No part of the net earnings of the garden club shall incur to the benefit of, or be distributional to its members, officers or other private persons, except that the garden club shall be authorized and empowered to pay reasonable compensation for services rendered and to make payment and distribution in furtherance of the purposes set forth in Article II.
No substantial part of the activities of the garden club shall be the carrying on of propaganda or otherwise attempting to influence legislation and the garden club shall not participate in or intervene in (including publication or distribution of statements) any political campaign on behalf of or opposition to any candidate for public office.
Notwithstanding any other provisions of these articles, the garden club shall not carry on any other activities not permitted to be carried by a garden club from federal income tax under section 501(c) 3 of the Internal Revenue Code or the corresponding section of any future federal tax code.
ARTICLE X: STANDING COMMITTEES
Section 1 - There shall be the following Standing Committees: Parliamentarian, Program (First Vice-President), Membership (Second Vice-President), Finance & Audit (Treasurer) Historian, Hospitality, Fundraising, Yearbook and any other standing or special committees that the President may deem necessary.
Section 2 - Parliamentarian - The Parliamentarian shall, upon request, render opinions on Parliamentary Law and interpretation of the Bylaws.
Section 3 - Program -The Program Chairman and committee shall plan the year’s programs, secure speakers, make arrangements with them and remind the speaker/s of the dates and places of the meetings. The Program Chairman welcomes speakers at the meetings, introduces speakers, ensures the speaker is properly thanked, and if fees or expenses are involved, assures payment is made. The Program Chairman shall prepare a proposed budget for the program expenses yearly and submit it to the Finance Committee for consideration. The Program Chair shall notify all members of upcoming meetings, programs and field trips.
Section 4 - Membership - The Membership Chairman shall keep a current list of the membership and contact members delinquent in attendance. The Membership Chairman will ensure members sign-in at meetings and facilitate the Mentor Program for new members.
Section 5 – Finance and Audit Committee - Members of this committee are the Treasurer (Chair), the President, Past President, and another active member appointed by the President. The Committee shall prepare the annual budget and present it to the Executive Board for consideration. The committee shall yearly audit and sign the report at the end of each fiscal year.
Section 6 - Historian - The Historian shall record noteworthy achievements of the administrative term. The Historian shall maintain an up-to-date record which will include events photographed at each meeting, newspaper clippings, etc.
Section 7 - Hospitality - The Hospitality Chairman shall be the liaison, work with the venue staff, and select the menu and floor plan. She will arrange for table decorations.
Section 8 – Fundraising - The Fundraising Chairman shall be in charge of all special projects, benefits and plans for raising extra funds for the operation of the club.
Section 9 - Yearbook - The Yearbook Chairman shall be responsible for completing the yearbook.
ARTICLE XI: ELECTIONS
Section 1 - There shall be a Nominating Committee of three members, the chairman to be appointed by the President and two nominated from the floor, at the February meeting in odd numbered years. This committee shall select a list of nominees for club officers and report at the March meeting. Nominations from the floor shall be in order.
Section 2 - Officers are elected at the March meeting and installed for a two year term at the annual meeting in May, unless otherwise arranged by the Executive Board.
ARTICLE XII: DISSOLUTION
Upon dissolution of this garden club, assets shall be distributed by the Executive Board for one or more exempt purposes within the meaning of section 501 (c) 3 of the Internal Revenue Code or corresponding section of any future tax code to the Arizona Federation of Garden Clubs, Inc., Scholarship Fund.
ARTICLE XIII: AUTHORITY
Roberts Rules of Order newly revised. 1990
ARTICLE XIV: AMENDMENTS
These Bylaws may be amended or revised at any regular meeting of the Scottsdale Garden Club, by an affirmative vote of two-thirds (2/3) of the membership present and voting, after previous notice to the organization.
The Scottsdale Garden Club created these Bylaws on November 1977 as an operational document for Scottsdale Garden Club.
Revised 2002; February 2004, August 2007, October 2010. October 2013, May 2017, April 2022