COCONUT GROVE GARDEN CLUB BYLAWS, (Revised November, 2024)

STATEMENT OF PURPOSE

The Club was founded by Mrs. Talmadge E. Coffey in 1951. The Club flower is the coconut palm spathe.
The objective of the Club is to encourage good gardening: to strive for excellence in the practice of horticulture; to encourage development of talent in artistic design; and to stimulate interest in our environment and ecology.

 

ARTICLE I: Membership

A. Membership is open to anyone who has an interest in maintaining and improving their environmental surroundings and who is willing to share in the work of the Club and promote its purposes. Membership shall not be denied for reason of race, religion, country of origin, gender or political beliefs.

 

B. The rules of conduct at all Club meetings and sanctioned events shall be in accordance with our culture of courtesy and friendship.

 

C. Solicitation for personal business is prohibited without prior approval from the President. Use of the mail and email list for any purpose other than that of the Club is prohibited.

 

D. Resignation from the Club must be made in writing to the Membership Chair and the President.

 

E. New members for the following year are announced in May. F. Categories of membership:

 

1. Active Members - Limited to fifty (50).

a. All Active Members are required to attend a minimum of 4 of the 8 regular meetings a year, act as a host or co-host, and actively serve on at least one committee. The Board may waive minimum attendance requirements should there be extenuating circumstances.

 

b. Members are responsible for contacting the respective committee chair when volunteering at an event in order to document their participation.

 

2. Associate Members - Limited to thirty-five (35)

a. An Associate Member must have met the requirements of an Active Member and have been in good standing for at least five years. A request should be submitted in writing to the Membership Chair.

 

b. An Associate Member shall not be required to take an active part in the affairs of the Club but may enjoy its privileges.

 

c. Under exigent circumstances, the Board may request the service of an Associate Member as an officer. The Associate so serving retains Associate Membership status but accepts and complies with requirements of Active membership.

 

d. Associate Members who have not attended any meetings or functions for two (2) years will have their membership terminated. They will not be entitled to pay dues without reapplication for Active Membership for which they will be put on the wait list.

 

3. Honorary Members

a. Honorary membership may be extended as recognition to a person whose outstanding contributions have furthered the aims of the Club.

 

b. A person receiving this honor will have been nominated by the Membership Committee Chair and voted on by the Board

 

c. Honorary members are encouraged, but not obligated, to fulfil the requirements of the other membership categories.

 

d. After five (5) years of no participation and/or correspondence Honorary Members must confirm their membership in the Club with the Membership Chair.

 

ARTICLE 11: Membership Proposals

A. A member of any membership category may sponsor a candidate for membership providing that the proposing member has been a member for at least two years.

 

B. The sponsor is to act as a mentor to the new member for their first year of membership.

 

C. Members may sponsor no more than one new member per year.

 

ARTICLE III: Dues

A. Active Members - The annual dues for Active Members shall be $150.00 (one hundred fifty dollars) payable by April 1st. Any member whose dues are not received by April 1st will be considered in arrears. They will be placed on the waitlist for re-admittance to Active Membership. in order of receival by the Membership Chair.

 

B. Associate Members - The annual dues for an Associate Member shall be $180 (one hundred eighty dollars) payable by April 1st. Any member whose dues are not received by April 1st will be considered in arrears.

 

C. Honorary Members - An Honorary Member shall not pay dues.

 

ARTICLE IV: Officers

A. The officers of the Club constitute the Executive Board. The officers shall be President; 1st Vice-President, Programs; 2nd Vice-President: Membership Chair; 3rd Vice-President (past President); Recording Secretary; Corresponding Secretary; Treasurer; and Parliamentarian/ByLaws.

 

B. Officers of the Club shall serve a term of two years. Even years begin the term of the President, Second Vice-President and Recording Secretary. Odd years shall be the First Vice-President, Treasurer, Parliamentarian/Bylaws and Corresponding Secretary. The office of Third Vice-President shall be filled by the immediate past President.

 

C. No Officers may serve consecutive terms in the same position.

 

D. Vice-Presidents shall, in the absence of the President, perform all duties of the President as well as those specific to their title.

 

E. Should a vacancy occur in any of the elected offices of the club, except for the office of the President, the vacancy shall be filled for the balance of the term by action of the Executive Board. If a vacancy occurs during the Club year in the office of the President, the First Vice-President shall succeed to the office.

 

F. Duties of Officers

 

1. President: Qualifications for the office of President include having held an Executive Board position or otherwise demonstrating significant leadership skills.

a. Calls meeting of the Executive Board.
b. Presides at all meetings and shall be an ex-officio member of all committees except the Nominating Committee
c. Appoints chairs of standing and special committees.

 

2. First Vice-President, Programs: This office may be held by Co-First Vice- Presidents due to the extensive nature of the duties.

a. Plans programs for all meetings.
b. Introduces the guest speaker and provides required arrangements

 

3. Second Vice-President, Membership Chair:

a. Maintains membership status records.
b. Maintains name tags.
c. Remind members of delinquencies in attendance. d. Appoints the Chair of the Nominating Committee.

 

4. Third Vice-President: This office is filled by the immediate past President.

a. Conducts an orientation program for new members.
b. Works with sponsors to facilitate the new member’s successful incorporation into the Club.

5. Recording Secretary: Keeps a record of all meetings and reports of the Club.

 

6. Corresponding Secretary: Sends communications to fellow members and the community including thank you messages and condolences. in consultation with the President.

 

7. Treasurer:

a. Recommends and executes donations to the community and the allocation of funds for Club projects and other expenditures.
b. Proposes an annual budget for the coming year to be approved by the Executive Board prior to presentation for approval by the General Membership at the September meeting.

c. Responsible for collecting all dues and receipts for all Club sponsored events.
d. Maintains records of all financial matters, including expenditures and collections.

e. Submits a monthly status report to the Board and at the general Membership meeting.
f. Responsible for making all payments.
g. Submits state and governmental reports and changes applicable to club designation.

 

8. Parliamentarian/Bylaws: Reviews and proposes revisions to the Bylaws.

 

ARTICLE V: Nominations and Elections

A. The Nominating Committee shall propose the slate of officers for the following year.

1. The Nominating Committee shall be chosen each year and shall consist of three (3) members of the Club who have not served on the Nominating Committee for the prior two (2) years and have been Active Members for a minimum of two (2) years.

 

2. It is the responsibility of the nominating committee to ascertain that each nominee is qualified and will serve if elected.

 

B. The Chair of the Membership Committee shall appoint the Chair of the Nominating Committee. The other two (2) members shall be nominated by the Chair of the Committee and voted on at the February General Membership Meeting.

 

C. At the March General Membership Meeting, each Officer shall be proposed for a two -year term. Nominations from the floor may be permitted at both March and April meetings. Consent of all nominees must have previously been obtained.

 

D. The election shall be held at the April meeting. When there are no nominations from the floor or only one candidate, elections shall be by acclamation. If there is more than one candidate, election shall be by ballot. A majority vote shall constitute an election, provided there is a quorum.

 

E. Installation of Officers shall take place at the May meeting.

 

ARTICLE VI: Meetings

A. General Membership Meetings
1. The General Membership Meetings shall be on the second Thursday of each month. These meetings shall occur monthly from September through May. The May meeting shall be the Annual Meeting.

2. A holiday party is not considered a meeting for attendance requirements.

3. Meetings are defined as both the business portion and program portion of the meeting.

4. Fifty-one percent of the active membership shall constitute a quorum

 

B. Special meetings shall be called at the discretion of the President.

 

C. Board Meetings

1. The Board consists of the Executive Board Officers and chairpersons of standing committees who are invited by the President to a meeting.

 

2. Voting privileges are limited to the Executive Board.

3. Five officers constitute a quorum.

4. Order of Business: The Order of Business of General Membership Mee9ngs shall be: Approval of the Minutes; Treasurer’s report; Corresponding Secretary’s report; StandingCommittee reports; Old Business; New Business; Program. The program can precede or follow the business mee9ng at the discre9on of the Program Chair.

 

 

5. Authority - Parliamentary procedure shall follow Robert's Rules of Order, Revised.

 

ARTICLE VII: Standing Committees

A. The Chair of each Standing Committee may select other Standing Committee members.

 

B. All Standing Committee Chairs shall submit a written report to the Recording Secretary at the Annual Meeting in May.

 

C. There shall be as many Standing Committees as deemed necessary to carry on the work of the Club. The President may appoint Special Committees as needed throughout the year. Standing Committees may include:

 

1. Civic/Scholarship: Selects a college-bound student in the Coconut Grove Community who is preparing to study botany, biology or environmental science. The Committee evaluates the student’s academic standing and civic contributions.

 

2. Community Projects: Acts as liaison to other organizations with similar mission in the community.

3. Conservation: Works with organizations to promote native gardening. 4. Photography: Photographs and documents meetings and events.

 

5. Historian: Is knowledgeable of and preserves Club’s history. Records year’s activities for historical records.

6. Horticulture: Answers questions at Club meetings pertaining to the identity and culture of plants.

 

7. Hospitality: Schedules hosts and refreshment for General Membership Meetings.

 

8. Directory: Obtains information from the Program, Hospitality, and Membership Committees to compile and print a yearbook for distribution to the members at the September meeting.

9. Media: Maintains the Club website and all social media.

10. Member Highlights: Highlights a member at General Membership Meetings.

 

VIII: Expenditures

A. Expenses that exceed the pre-approved budgetary allocation of $150 (one hundred and fifty dollars) require the approval of the Committee Chair and a majority of the Board. All reimbursement requests require submission of a receipt with purchase information within 30 days of receipt date.

 

B. Checks in the amount of $500 (five hundred dollars) or more, issued to cover expenses not included in the annual budget, must be approved by the President.

 

C. Requests by members for consideration of donation recipients shall be submitted in writing to the President with justification.

 

D. Refunds will not be issued to members who have paid for events and do not attend or for dues paid.

 

ARTICLE IX: Amendments

The Bylaws may be amended at any Board of Directors' Meeting provided there is a quorum.