BYLAWS
THE FEDERATED GARDEN CLUBS OF MISSOURI, INC.
ARTICLE I – Name
The name of the organization is the Federated Garden Clubs of Missouri, Incorporated (FGCM).
ARTICLE II – Objectives
The objectives of the Federated Garden Clubs of Missouri, Inc. are to:
Operate on a non-profit basis for civic purposes;
Maintain membership in and cooperate with the objectives of the National Garden Clubs, Inc;
Advance the fine art of gardening, of floral and landscape design and the study of horticulture and environmental issues;
Coordinate the interests of the garden clubs of the state and bring them into a closer relationship of mutual helpfulness by association, conference and correspondence;
Aid in the protection and conservation of natural resources, protect civic beauty and encourage the improvement of roadsides and parks;
Cooperate with other agencies furthering the interest of horticulture and conservation; (3/2020)
Restrict the activities of the corporation so that it shall not be used or operated for private profit, and no property of the corporation shall insure to the private profit of any member or special group or be used for any purposes other than stated in (1.) above.
ARTICLE III – Districts
Section 1. In order to correlate activities and interests, promote better understanding and encourage mutual helpfulness, Missouri shall be divided into Districts.
Section 2. The elective officers of each District shall be Director, Assistant Director, Secretary, Treasurer and such other officers as are necessary to facilitate the work.
Section 3. District Directors and other officers shall be elected and installed in the odd-numbered years at their Annual District Meeting.
Section 4. To be eligible for the office of District Director, a member must have served on the District Board of Directors for at least one full term, must have attended two District Annual Meetings and one Annual State Convention and be a resident of that District.
Section 5. District dues shall be determined by the respective Districts.
Section 6. Garden Club Treasurers shall forward District Dues to the District Treasurer on or before October 31. (05-16)
ARTICLE IV – Membership
Section 1. The Membership of the State Federation shall consist of two classes: Voting and Non-Voting.
Section 2. A club or division of any other organization within the state of Missouri having a minimum of eight members interested in the objectives of the Federation shall be eligible for voting membership.
Section 3. An application for a new club is received by the District Director and sent to the State President with a typewritten list of members’ names and mailing addresses. Upon approval by
the State President and the District Director, the Director shall obtain the dues and issue a GARDEN CLUB MANUAL, which is furnished by the Federation to the club. The application, list of
members and addresses and dues shall be sent by the Director to the State Treasurer for processing.
Section 4. The Voting Membership shall consist of clubs fulfilling the requirements of a Federated Garden Club as follows:
A. Study in some aspect the fine art of gardening;
B. Have a minimum of eight members;
C. Pay dues to the State Treasurer and to their District Treasurer and
D. Subscribe to all other objectives of the State Federation.
Section 5. Voting privileges at the Annual Convention are outlined under ARTICLE X – Annual State Convention, Section 3.
Section 6. The Non-Voting Membership shall consist of:
A. State Life Members who do not hold active membership in a Federated Garden Club;
B. Members-at-Large who are former Federated Garden Club members where their garden club has disbanded or they have moved out of the area, but desire to maintain affiliation with the Federation and
C. Sponsored Groups such as Youth Gardeners and/or other groups assembled for educational purposes.
Section 7. Non-Voting members may attend the Annual Convention, but shall have no right to vote or debate, nor be eligible to hold office.
Section 8. The FGCM shall refrain from membership in any organization other than National Garden Clubs, Inc. Donations are made to various organizations (i.e. Missouri Prairie Foundation), but these donations do not constitute membership.
ARTICLE V – State Dues and Club Contributions
Section 1. Dues
A. The annual dues payable to the State Federation shall be on a calendar-year basis.
B. The annual dues of the State Federation shall be ten dollars ($10.00) per member of each club which will include the National Garden Clubs, Inc. dues and THE GARDEN FORUM subscription.
C. Garden Club Treasurer shall remit State and National Garden Club Dues to the State Treasurer on or before October 31, for the following calendar year.
D. Dues are delinquent after December 31. Garden Clubs failing to remit by this date shall forfeit voting privileges at the Annual Convention.
E. Garden Clubs failing to remit dues again before October 31 of the following year shall forfeit membership.
F. There shall be no Annual Individual State dues for Youth Gardeners. One Annual fee of ten dollars ($10.00) per state for all Youth Garden groups within the Missouri Federation shall be paid to National Garden Clubs, Inc. by the State Treasurer prior to September 30.
G. There shall be no annual dues for Associations/Councils within the Missouri Federation.
Section 2. Club Contributions
Garden Clubs have the opportunity to support various Federated Garden Clubs of Missouri and National Garden Club projects, Youth Contests, public gardens and State Scholarships, among others, through Club Contributions. (See Chapter VII, pages 98-99 for the complete list of Club Contributions.) (3/2020)
ARTICLE VI – Officers’ Eligibility
Section 1. Elected Officers
The elective officers of the Federation shall be President, First Vice President, Second Vice President, Third Vice President, Recording Secretary and Treasurer. The First Vice President shall become President-Elect as of January 1 in the election year.
A. To be eligible for the office of President and First Vice President, a member must have served on the Board of Directors for at least two full terms immediately prior to nomination and must have attended at least one National Convention and one Central Region
Meeting within five years prior to nomination.
B. The Federated Garden Clubs of Missouri shall pay the registration fee for the National Convention and the Central Region Meeting one time during the term of the Second Vice President. (5/19)
C. To be eligible for any other elective State office, a member must have served on the Board of Directors at least one full term prior to nomination.
D. Members-at-Large are ineligible to hold State Office, a State Chairmanship or a Standing Committee position.
E. To be President or President-Elect of the Federation, a member need not be a permanent resident of the state of Missouri.
Section 2. Appointed Officers
The appointed officers of the State Executive Committee shall be Corresponding Secretary, Parliamentarian, Editor of THE GARDEN FORUM and the Web Manager.
ARTICLE VII – Duties of Officers
Each officer shall serve as a member of the Executive Committee and the Board of Directors, perform the duties prescribed by these Bylaws, the Standing Rules and the adopted Parliamentary Authority; and report to each Annual Convention and at other times as required.
Section 1. The President shall be bonded. The President shall:
A. Preside at meetings of the Executive Committee, the Board of Directors, the Annual Convention and all meetings called by the President;
B. Appoint a Corresponding Secretary, Parliamentarian, Editor of THE GARDEN FORUM Web Manager, State Chairmen, Standing and Special Committee Chairmen and Members; with the exception of the Nominating Committee and those serving by virtue of their office, who shall be ratified by the elected officers at the next meeting of the Executive Committee;
C. Be a member ex-officio of all committees except the Nominating Committee;
D. Call special meetings when necessary;
E. Issue the Call to the Board of Directors meetings and the Annual State Convention; the Official Call to the Convention is to be published in THE GARDEN FORUM and the State website: www.fgcmo.org;
F. Supervise plans and prepare the agenda for Convention;
G. Approve payment of bills within the approved budget and issue vouchers for payment by the State Treasurer;
H. Countersign all vouchers ordered by the Board of Directors or Convention;
I. Review the Minutes and return promptly to the Recording Secretary;
J. Hold a key to the safe deposit box, maintain a current list of contents, sign the bank card authorization and retain the Corporate Seal;
K. Serve as a Trustee on the Swanson Trust Committee;
I. Attend Annual State and District Meetings, Central Region Meetings, and National Garden Clubs, Inc. Board of Directors and Convention Meetings;
M. Officially represent the Missouri Federation on the Board of Directors of National Garden Clubs, Inc. and the Executive Committee of Central Region and
N. Serve as a signatory on all accounts at the Federation bank of record, as well as, perform such other duties as usually pertain to the office. (11-14) (5-19)
Section 2. The First Vice President shall:
A. Perform the duties of the President in his/her absence;
B. Be a member of the Annual Convention Committee;
C. Serve as Chairman of the Swanson Trust Committee;
D. Serve as a member of the Budget Committee;
E. Plan with the President and preside at a meeting of the District Directors at the Fall Board of Directors Meeting; coordinate the dates and locations of the District Annual Meetings for the following year and
F. Assume the duties of the President-Elect on January 1 in the election (odd-numbered) year.
Section 3. The President-Elect shall:
A. Perform the duties of the President in his/her absence;
B. Select potential Chairmen of Committees to be ratified at the next meeting of the Executive Committee;
C. Plan an optional Summer Executive Committee Meeting and the Fall Board of Directors Meeting. (05-16)
D. Issue invitations to the National President-Elect and the Central Region Director-Elect to attend the Annual Conventions during the coming term.
Section 4. The Second Vice President shall:
A. Perform the duties of the President in the absence of the President, President-Elect or First Vice-President;
B. Serve as Chairman of the Scholarship Committee;
C. Serve as a Trustee of the Swanson Trust Committee and
D. Be a member of the Budget Committee. (04-11)
Section 5. The Third Vice President shall:
A. Perform the duties of the President in the absence of the President, President-Elect, First Vice President or Second Vice President;
B. Serve as Chairman of the Organization Study Committee;
C. Be a member of the Scholarship Committee and
D. Maintain a file of current District Bylaws. (05-15)
Section 6. The Recording Secretary shall:
A. Record Minutes of all meetings of the Executive Committee, the District Directors Meeting, the Board of Directors, the Annual Convention and any called meeting;
B. Submit each document to the President within thirty (30) days of the event;
C. Distribute copies of approved Minutes, as required and
D. Be the custodian of all such records.
Section 7. The Treasurer shall be bonded. The Treasurer shall:
A. Collect and hold all monies, funds, securities and other intangible properties belonging to the Federation and deposit within one week of receipt; with the exception of the Ernest and Lillian Swanson Memorial Scholarship Trust, the Tek Neuner Educational Fund and Trusts exceeding fifteen thousand dollars ($15,000.00); (05-16)
B. Be responsible for receipts and disbursements;
C. Collect all dues for membership and forward appropriate dues and fees to NGC Headquarters in compliance with the Bylaws of National Garden Clubs, Inc.;
D. Authorize inspection of all accounts and vouchers when requested;
E. Send list of delinquent clubs forfeiting voting rights to the Registration Chairman of the Annual Convention;
F. Pay all bills approved by the President or warranted by the Board of Directors or Convention upon receipt of a voucher signed by the President;
G. Hold a key to the safe deposit box and a current list of its contents;
F. Make current financial report to the Executive Committee at the Fall Board Meeting and the Annual Convention; and other times as may be required by the Board of Directors;
H. Prepare an annual final report at the close of the fiscal year for publication in THE GARDEN FORUM;
I. Furnish to the State Budget Chairman the amount of current year’s dues and interest plus the balance for designated expenses;
J. Serve as a signator on all treasury accounts;
K. Serve as a member of the Budget Committee;
L. Prepare and file the Internal Revenue Service Report; file the e-postcard at fiscal year-end to maintain the FGCM’s Federal Tax Exempt Status;
M. Keep a file and report on individual garden clubs and districts inclusion on 501 (c)(3) Tax Exempt status;
(05-16)
N. Provide the State Auditing Chairman in office at the time of the Annual Convention, all financial records within thirty days (30) following the close of the fiscal year and
O. Serve as a member of the Scholarship Committee. (05-16)
Section 8. The Corresponding Secretary shall:
A. Be an appointed officer;
B. Conduct the correspondence at the direction of the President, the Executive Committee, or the Board of Directors which includes the Call to the Fall Board of Directors Meeting;
C. Maintain and update as needed, the current list of Chairmen, and members of all Standing and Special Committee and
D. Collect the ‘Sunshine Fund’ for cards, gifts and/or correspondence at the first Board of Directors Meeting of the new Administration. Return to State Treasurer any unused funds.
E. Receive bids for the printing of the state’s stationery and make it available to the Board of Directors at the Fall Board of Directors Meeting.
Section 9. The Parliamentarian shall:
A. Be an appointed officer;
B. Attend all meetings of the Executive Committee, Board of Directors, Annual Convention and all other meetings called by the President;
C. When requested, advise the President and all members of the Federation on parliamentary law concerning proceedings and
D. Fulfill required duties as outlined in the ROBERT’S RULES OF ORDER, NEWLY REVISED.
Section 10. The Editor of THE GARDEN FORUM shall:
A. Be an appointed officer;
B. Coordinate the work of THE GARDEN FORUM staff;
C. Receive and edit articles for publication;
D. Be responsible for publishing THE GARDEN FORUM and
E. Serve as a member of the Budget Committee.
Section 11. The Web Manager shall:
A. Be an appointed officer;
B. Use information approved by State President;
C. Coordinate the work of the State Website with the Editor of THE GARDEN FORUM.
D. Update the information on the website and delete out- dated information.
ARTICLE VIII – Nominating Committee
Section 1. Structure
A. The Nominating Committee shall be composed of the State Personnel Chairman and one member from each of the ten (10) Districts, as elected by their membership at their District Annual Meeting in the odd-numbered year to serve a two-year term as a member of the State Board of Directors.
B. To be eligible for election to the Nominating Committee, the member must have served at least one full term as a member of the Board of Directors of the State and have attended one Annual Convention within the previous two years.
C. If a member of the Nominating Committee is unable to attend a committee meeting, the District Director shall appoint a replacement from within the District who shall serve until the work of the committee is completed.
D. The State Personnel Chairman shall serve as Chairman of the Nominating Committee and shall vote only in the event of a tie.
Section 2. Duties
A. The Nominating Committee shall prepare a list of nominees, one name for each elective office, it having been ascertained that the nominees are eligible and willing to serve if elected.
B. The Chairman of Nominating Committee shall:
1. Be responsible for vetting the slate of officers;
2. Announce the slate of nominees at the State Fall Board Meeting in even-numbered years;
3. Direct this list to be published in the Call to Convention Issue of THE GARDEN FORUM in the odd- numbered years.
4. Present this list of nominees to be voted upon at the Annual Convention in the odd-numbered year.
ARTICLE IX – Elections and Terms of Office
Section 1. Election
A. Election of officers shall be held at the Annual Convention in the odd-numbered year.
B. In addition to the slate of nominees offered by the Nominating Committee, a name may be submitted in writing to the Personnel Chairman no less than thirty (30) days before the election.
C. Nominations may be made from the floor, provided the nominee is eligible and willing to serve. (05-16)
D. Election shall be by ballot, and a majority vote elects. When there is but one nominee for any office, election may be by voice.
Section 2. Terms of Office
A. Officers shall be elected for a term of two years, or until their successors are elected.
B. No elected officer having served more than half of one term may succeed in office, except the Treasurer.
C. Officers shall assume their duties at the close of the
Convention in which they were elected with the following exceptions:
1. The Treasurer finishes the term at the close of the fiscal year and is responsible for the Internal Revenue Tax Reports for both years of the term served.
2. The immediate Past President continues the responsibility of vouching for the disbursement of State funds until the close of the fiscal year following election.
D. In the event of the resignation, death, or inability of the President to serve; the President-Elect/First Vice President, the Second Vice President and the Third Vice President shall move up in the order of rank, assuming the duties of the office to which they succeed.
E. In the case of any other elective office, including that of Third Vice President, the Executive Committee shall vote by ballot on a person to fill the remainder of the term.
ARTICLE X – Annual Convention
Section 1. The Federation shall hold an Annual Convention in the spring, preferably in May. The location is to be announced at the previous Annual Convention or by the Board of Directors. The Official Call to the Annual Convention shall be published in the Call to Convention Issue of THE GARDEN FORUM and on the FGCM website. (05-16)
Section 2. The Voting Body at the Annual Convention shall consist of the registered delegates and the Board of Directors. No delegate shall represent more than one club nor cast more than one vote. If a member of the Board of Directors is also acting as a club delegate, she shall be entitled to only one vote.
Section 3. Member clubs of the Federation shall be entitled to elect Delegates and Alternates from each club to the Annual Convention according to the following ratio:
Club Membership of 8 to 50 2 Delegates and
2 Alternate Delegates
Club Membership of 51 to 100 3 Delegates and
3 Alternate Delegates
A. The names of elected Delegates and Alternates shall be sent by the Club President to the Convention Registrar no later than fifteen (15) days prior to the Annual State Convention.
B. Delegates to the Annual Convention must report to the Credentials Committee in person and sign for their credentials prior to being seated at the Business Meeting/s.
C. When a Delegate is absent, the first Alternate listed shall inform the Convention Credentials Chairman of the substitution and sign in to receive the appropriate credentials.
Section 4. A Quorum at the Annual Convention shall be one-third (1/3) of the Delegates registered and qualified to vote.
ARTICLE XI – Executive Committee
Section 1. The Executive Committee shall consist of the President, First Vice President, Second Vice President, Third Vice President, Recording Secretary, Corresponding Secretary, Treasurer, Parliamentarian, Editor of THE GARDEN FORUM and the Web Manager.
Section 2. Elected members of the Executive Committee need not be residents of Missouri.
Section 3. Appointments
A. The appointment of the Corresponding Secretary, Parliamentarian, Editor of THE GARDEN FORUM and the Web Manager by the President shall be subject to ratification by the elected officers. (05-16)
B. The appointment of State Standing and Special Committee Chairmen and Members by the President shall be subject to the ratification by the Executive Committee.
Section 4. Newly elected District Directors and Assistant Directors shall be ratified by the Executive Committee at the State Fall Board Meeting in odd-numbered years. (05-16)
Section 5. Duties
All business pertaining to the organization shall be submitted to the Executive Committee prior to a Board of Directors Meeting.
B. All other action taken by the Executive Committee shall be advisory and must be ratified by the Board of Directors.
C. The Executive Committee shall render decisions on all matters demanding immediate attention between meetings of the Board of Directors, such action to be exercised only in case of necessity and to be ratified at the next meeting of the Board of Directors.
D. A Quorum shall be five (5) members present: The President or First Vice President and four (4) other members of the Executive Committee. In case of action involving the expenditure of funds of the Federation, the Treasurer must be included in deliberations.
E. When a meeting is not possible, a poll of the Executive Committee may be taken by written, vocal or electronic device communication with prior approval of the President. The results are to be reported in the next Executive Committee meeting Minutes. A two-thirds (2/3) vote in such action shall be necessary for adoption. (05-11)
F. When a meeting cannot be held, an online voting procedure shall be conducted with ‘reply to all’ and in the order: a. a motion made; b. the motion seconded; c. discussion; d. the vote taken; and e. the votes tabulated. The President shall be responsible for counting the votes and sending the result to the Executive Committee. The process shall be completed within seven (7) days. (05-14)
The Executive Committee shall be vested with the rights to suspend a club that does not meet the requirements of the Federation.
ARTICLE XII – Board of Directors
Section 1. The Board of Directors shall consist of the Executive Committee, the District Directors and Assistant District Directors, the Advisory Council, the Nominating Committee and the State Chairmen of Standing and Special Committees.
A. The Board of Directors shall be empowered to transact business of the Federation during the interim between Annual State Conventions. Such actions shall be published in THE GARDEN FORUM and on the website.
B. Recommendations made by the Board of Directors immediately preceding the Annual Convention shall be acted upon by the Convention.
Section 2. Each member of the Board of Directors shall be an active member of a Federated Garden Club of Missouri, Inc.(5-3-17)
Section 3. The Board of Directors shall meet at the Call of the President at least twice a year or upon written request from twelve members of the Board of Directors.
Section 4. Twenty-five (25) members shall constitute a Quorum at any meeting of the State Board of Directors.
Section 5. Each member of the Board of Directors shall, within one month of the expiration of her/his office, deliver to the successor all books, records and papers belonging to that office.
ARTICLE XIII – State Chairmen
Section 1. State Chairmen shall:
A. Be appointed by the President for the operation of State Business; be subject to the ratification by the Executive Committee and
B. Be members of the Board of Directors.
Section 2. State Chairman Duties:
A. Report at the Fall Board of Directors Meeting;
B. Present any newly proposed plan of work in writing to the Executive Committee for approval;
C. Send a written annual report to the President and a copy to the Editor of THE GARDEN FORUM before February 1;
D. Submit an annual itemized bill for budgeted expenses to the President before March 15.
E. Transfer the records of the chairmanship to her/his successor within thirty days of the close of the administration served.
ARTICLE XIV – Advisory Council
Section 1. The Advisory Council shall consist of the Past State Presidents. When consulted, the Council shall consider questions affecting the FGCM and give recommendations to the Executive Committee.
Section 2. The Chairman of the Advisory Council shall be that member who has most recently completed a term as President. In the absence of the Chairman, the committee shall elect from those present a Chairman Pro-tem.
Section 3. Three (3) members shall constitute a Quorum.
ARTICLE XV – Scholarships
The Scholarship Committee of the Federation shall direct five (5) types of Scholarship Funds: The State Scholarship Fund, Ernest and Lillian Swanson Memorial Scholarship Trust, the Tek Nuener Educational Fund, the Virginia Thomas Scholarship and special scholarships funded by clubs and/or individuals. (5-20-2020)
Section 1. The Federation shall administer a State Scholarship Fund to be used for scholarships at Missouri colleges or universities having an accredited Division of Plant Science.
A. Contributions of any amount shall be accepted into the State Scholarship Fund.
B. Contributions for Life Memberships and the Honor/ Memorial Book shall be placed in the Scholarship Fund.
C. Selection of recipients shall be made by the Scholarship Committee from entering junior, senior college or graduate student applicants who are engaged in the study of areas currently accepted by the NGC along with; research in floriculture, horticulture, landscape architecture, conservation, botany, forestry, environmental issues or other plant sciences. (05-13)
D. All awards shall be made payable jointly to the college or university and the recipient in the spring for the following academic year. (05-11)
Section 2. The Swanson Trust Committee shall administer the Ernest and Lillian Swanson Memorial Scholarship Trust according to the instructions outlined in the Trust Agreement of Lillian Swanson.
A. The invested Ernest and Lillian Swanson Memorial Scholarship Trust shall be administered by a Trustee Committee composed of the President, First Vice President, Second Vice President, and immediate Past President. (05-16)
B. The First Vice President shall serve as Chairman of the Trust Committee.
C. The Ernest and Lillian Swanson Memorial Scholarship Trust and the Tek Neuner Educational Fund shall be managed by a financial institution selected by the Trust Committee. An annual meeting of the Trust Committee shall be held as called by the President to monitor investments and determine the amount of income available for annual scholarship awards. (05-16)
D. Recipients of scholarship awards shall be chosen by the Trust Committee from names put forth by the Scholarship Committee, of deserving students who are residents of Missouri enrolled in any college or university and meet the criteria set forth by the Trust.
E. All awards shall be made payable jointly to the college or university and the recipient.
Section 3. Special Scholarships Funded by Clubs and/or Individuals
A. Money given to establish a special scholarship shall be sent to the State Treasurer, the check made out to Federated Garden Clubs of Missouri, Inc. and designated for that particular scholarship.
B. Requirements for the scholarship may be designated by the donor as long as they fall into the parameters of the objectives of the Federated Garden Clubs of Missouri, Inc.
C. Any special scholarship fund exceeding fifteen thousand ($15,000.00) shall be managed by the Trust Committee. (05-16)
ARTICLE XVI – Fiscal Year
The fiscal year of the Federation shall begin on June 1 and end on May 31 the following year.
ARTICLE XVII – Publication
The official publication of the Federated Garden Clubs of Missouri, Inc. shall be THE GARDEN FORUM.
ARTICLE XVIII – Parliamentary Authority
The Rules contained in the current edition of ROBERT'S RULES OF ORDER, NEWLY REVISED shall govern the Federation in all cases to which they are applicable, and in which they are not inconsistent with these Bylaws or with those of National Garden Clubs, Inc. and any special rules of order the State may adopt.
ARTICLE XIX – Amendments
Section 1. These Bylaws may be amended at any Annual Convention by a two-thirds (2/3) vote of the voting body present, provided the proposed amendment shall have been published in the Call to Convention issue of THE GARDEN FORUM and State website preceding the Annual Convention. Without such notice, Bylaws may be amended at the Annual Convention by unanimous vote.
Section 2. Amendments may be proposed by the Board of Directors, the Executive Committee, a club or a Committee on Revisions. Proposed amendments should be submitted through the Board of Directors.
ARTICLE XX – Dissolution
In the event of dissolution, any remaining assets will be distributed only to non-profit organizations which are, at that time, qualified for exemption from Federal Income Tax as an organization described in Section 501 (c)(3) of the Internal Revenue Code or corresponding section of any future Federal Tax Code.
STANDING RULES
2. Individual Garden Club, District or State Presidents’ Rosters shall not be given out for commercial purposes.
3. Records of historical value may be filed with the State Historical Society in Columbia, Missouri. On file are past issues of THE GARDEN FORUM, the SILVER ANNIVERSARY BOOK and the GOLDEN ANNIVERSARY BOOK.
4. These Standing Rules may be amended by a majority vote if notice of the proposed change was given at the previous meeting, or they may be amended without notice by a two- thirds (2/3) vote at a Fall Board of Directors Meeting or the Annual State Convention.
THE GARDEN FORUM
5. THE GARDEN FORUM shall be published and circulated four times each calendar year:
January-February-March Winter Edition
Call to Convention Issue Deadline: October 31
April-May-June Spring Edition
Scholarship Issue Deadline: January 31
July-August-September Summer Edition
Convention/Award Issue Deadline: April 30
October-November-December Fall Edition
Deadline: July 31
A. Members’ subscriptions are included in State dues. Additional single copies may be obtained for $2.50 per copy from the Circulation Manager.
B. Non-Member or Member-at-Large may subscribe for $10.00 per year or $2.50 per single copy.
C. Complimentary copies or an electronic copy will be sent to all living past FGCM Presidents who are no longer members of a State Garden Club; the Central Region Director and Assistant Director, the Central Region Newsletter Editor, the NGC President, and others as directed by the State President. (04-10)
6. The following lists shall be published biennially in THE GARDEN FORUM:
Accredited Environmental Consultants
Accredited, Master and Student Flower Show Judges
Accredited Gardening Consultants
Accredited Landscape Design Consultants
Changes in these lists shall be published in the intervening year.
THE BOARD OF DIRECTORS
7. The following State Standing Chairmen may be appointed by the President, as needed with ratification by Executive Committee:
Arbor Day Environ/Endangered Spec. Art Walk Environment Schools
Auditor Flower Shows/Credentials
Award of Honor FS Schools/Symposia
Awards Garden Forum Adv. Mgr
Birds Garden Forum Cir. Mgr
Bloomin’ Bus Tour Garden Therapy/Centers
Blue Star Memorial & Gold Star Garden Tours
Families Markers Projects Gardening Schools
Books/Member Services Grants
Budget Habitat for Humanity
Butterflies & Hummingbirds Historian
Chaplain Historic Preservation
Citations Honor/Memorial Book
Club Programs Horticulture
Club Ratings Hospitality
Conservation/Forestry Invasive Plants
Conventions Judges Council - FS
Landscape Design
Cred/School
Landscape Design Council Resolutions
Legislation Roadsides/Wildflowers
Life Membership Smokey Bear/Woodsy Owl
Membership/Sister Clubs State Activities Calendar
Missouri Gardens: State Fair Federation Day
Missouri Botanical Garden State Fair FS Chair/Schedule
Mizzou Botanic Garden State Fair Gazebo/Landscape
Mizzou Woodland Gardens State Fair Signage
Powell Gardens State Fall Board Meetings
Springfield Botanical Garden VISION OF BEAUTY CALENDAR
NGC Headquarters Ways and Means
THE GARDEN FORUM Advertising Mgr
THE GARDEN FORUM Circulation Mgr
Personnel Web Manager
President’s Projects World Gardening/USA Disaster
President’s Scrapbook Youth/High School Essay
Protocol Youth Poetry Contests
Public Relations Youth H.S. Service Projects
Personnel
With the approval of the Executive Committee, any other Committees deemed necessary by the State President.(3/2020)
8. A meeting of the new Board of Directors will be held on the last day of the State Convention in Installation year, and an optional Summer Board Meeting may be held the first summer after the new officers are installed at the discretion of the new President.
9. At the beginning of a new administration, each member of the Board of Directors may contribute three dollars ($3.00) to the ‘Sunshine Fund;’ funds to be deposited in the treasury and administered by the Corresponding Secretary for courtesies during that administration. (5-3-17)
11. Letterhead stationery with name and address of the President shall be imprinted at the expense of the State. Bids are requested.
12. A standard address stamp or address labels may, when requested, be prepared by the Corresponding Secretary for her use, the Treasurer, the Editor of THE GARDEN FORUM, the Web Manager, and the Chairmen of Flower Show Schools, Symposia and FS Credentials.
13. The allowances to members of the Board of Directors for desk expense shall be allocated annually by the Budget Committee with the approval of the Board of Directors.
14. Funds Allocated at the Beginning of a New Administration:
A. State Ways and Means Chairman shall be allowed a four hundred dollar ($400.00) working fund.
B. State Board Meeting Chairman shall be allowed a three hundred dollar ($300.00) working fund.
C. Twenty-five dollars ($25.00) shall be budgeted annually for each District Director for desk expenses for State business. This amount will be paid upon request with receipt of itemized bills sent to the President before March 15.
D. During the term of office, the State President shall submit receipts for expenditures and receive reimbursement for up to sixty-five hundred dollars ($6,500.00) annually for travel expenses, meeting Registrations and hotel accommodations for the following required meetings: NGC Conventions, NGC Fall Board Meetings, Central Regional Meetings, Annual State Conventions, State Fall Board Meetings, District Meetings, Blue Star Dedications and for any other official duty; including office expenses and postage. If desired, the Federation will provide a credit card for the use of State President for expenses listed above. (11-15)
E. One hundred dollars ($100.00) shall be budgeted annually for the next Central Region Director from Missouri for expenses during his/her term of office.
15. Within three (3) months of the close of a meeting, an Audit shall be made by the State Auditor serving during that Administration of the records of the following Chairmen: State Board Meetings, Ways and Means, Schools and Symposia. (5-2-17)
RULES FOR FINANCE
16. The number of members of a club, for awards and credit recognition, is determined by the number included in the payment of dues. In instances where clubs pay THE GARDEN FORUM it is suggested that the club purchase a subscription instead.
17. Federated Garden Clubs with less than eight (8) members may remain in the Federation by paying dues for the required minimum. The membership roster the accompanying the dues should indicate the extra dues in garden club’s name and an address may be included where THE GARDEN FORUM is to be sent.
18. Receipts from interest from the General Fund, State Ways and Means income, Bloomin’ Bus Tour surplus, Membership pins and surplus from President’s Projects shall be placed in the General Fund. Designated Funds/Club Contributions shall be allocated in the Activity Fund and are to be spent for specific purposes.
19. Printing, award ribbons and postage, in instances where quantity is involved, shall, with the approval of the President, be the budgeted expense of the State Treasury.
20. For any non-budgeted item, the State President may spend up to two hundred fifty dollars ($250.00) without the authorization of the Board of Directors.
21. Fifty dollars ($50.00) shall be contributed to the BOOK OF APPRECIATION at National Garden Club Headquarters in honor of the State President during the second year of the administration.
22. One hundred dollars ($100.00) shall be contributed to the Presidents’ Row Project at Powell Gardens in honor of the
State President during the second year of the administration. Each outgoing President’s name with the dates of the administration shall be added to a Commemorative Plaque in the Visitor’s Center at Powell Gardens.
23. A twenty-five dollar ($25.00) Memorial shall be given to the Honor/Memorial Book upon the death of a Past State President,
and a ten dollar ($10.00) Memorial shall be given upon the death of
a Board Member or spouse.
24. Funds for the purchase of the gold star pins shall be taken from the
General Fund and when sold, will support the Scholarship Fund.
25. Monies are contributed annually by clubs to the State President
Award/Projects. The money for the S-4 Award (Garden Club Manual
Page 12/150, S-4) and a specific President’s Project is distributed at
the end of a President’s term in the odd numbered year. Any excess
funds may be used at the President’s discretion for FGCM. See
page 162/150, Special Awards, S-4. ( 11/2020)
26. Annual State Convention Finances
A. One thousand dollars ($1,000.00) shall be advanced as seed money to the Annual Convention Committee toward Convention expenses; and returned before May 31 following the Convention. (11-14)
B. Fifty percent (50%) of any Overage derived from the Annual Convention shall be placed in the Activity Fund. Fifty percent (50%) may be retained by the host group. In the event that two Districts are hosting, each District would retain twenty-five percent (25%) of Overages. In the event of a deficit, seventy-five percent (75%) of the deficits shall be paid by the State, the other twenty-five (25%) by the Host group. (5-3-17)
C. Any club or council desiring space in the Ways and Means Section of a Convention shall obtain permission from the Convention Chairman, and twenty-five (25%) percent of the
surplus shall be donated to the Host District/s.
D. Within ninety (90) days after the close of the Annual State Convention, a written financial accounting shall be sent to the State Auditor and a check for the fifty percent (50%) Overage
shall be sent to the State Treasurer.(3/2020)
27. Flower Show Schools, Landscape Design Schools, Gardening
Schools, Environmental Schools and Symposia:
A. One thousand dollars ($1,000.00) Seed Money shall be advanced from the FGCM’s Special Schools Fund to the sponsoring group to go toward expenses; to be returned within ninety (90) days following the conclusion of a school series or symposium. Sponsors shall obtain their own Federal Tax EIN number for Schools or Symposia. (11-14)
B. Seventy-five percent (75%) of any surplus funds shall be retained by the sponsoring group and twenty-five percent (25%) shall be paid to the State Treasury for the Special Schools Fund.
C. Seventy-five percent (75%) of any deficit shall be paid by the FGCM’s Special Schools Fund and twenty-five percent (25%) of any deficit shall be paid by the sponsoring group.
D. Within ninety (90) days of the close of each School Series or Symposium, the Chairman shall be responsible for sending a written financial accounting to the State Treasurer and the State Auditor. (3/2020)
28. State Scholarship Fund
A. Fifteen thousand dollars ($15,000.00) is set up as a principal sum in the FGCM Scholarship Fund.
B. No scholarships may be granted out of the principal sum of fifteen thousand dollars ($15,000.00).
C. Scholarships are granted only from the annual interest of this principal sum, Life Memberships, donations to the Honor/Memorial Book, Club Contributions to the State Scholarship Fund, and Gold Star purchases.
D. Three thousand dollars ($3,000.00) shall be the maximum FGCM Scholarship awarded
GUIDELINES FOR STATE CHAIRMEN
(Bylaws Article XIII)
All State Chairmen of Standing and Special Committees are appointed by the President, must be ratified by the Executive Committee and shall serve as members of the State Board of Directors.
General Responsibilities of State Chairmen
1. All State Chairmen are expected to attend all Board of Directors Meetings, the Annual State Conventions and, when possible, District Annual Meetings.
2. Each Chairman shall be responsible for the activities of the chairmanship and shall have the work conform, as far as possible, to that of the corresponding Regional and National Chairman.
3. Study and keep a current file of pertinent information related to the chairmanship, a copy of the State GARDEN CLUB MANUAL, copies of THE GARDEN FORUM and THE NATIONAL GARDENER for reference.
4. Give assistance directly, by correspondence and through articles in THE GARDEN FORUM and on the state website.
5. Answer all mail and emails promptly.
6. If invited, assist in conferences and workshops.
7. Keep communication active with corresponding District and their corresponding Central Region and NGC Chairmen.
8. All matters of importance affecting the general policy of the Federation or expenditure of funds shall be submitted to the Executive Committee for pre-approval.
9. All bills requiring reimbursement must be submitted to the President for vouchers (Article VII, 1.G).
10. Prepare a typed, double-spaced report for each Board of Directors Meeting. Prepare three (3) copies of the Report for:
State President
Recording Secretary
Chairman’s File
Email report to THE GARDEN FORUM Editor and the Web Manager.
Give this report verbally at the Fall Board of Directors Meeting and/or the Convention Board of Directors Meeting, as required.
Send two copies of annual expenses with receipts to the State President before March 15. Reimbursement is determined by Budgeted or approved amount during current fiscal year.
Where finances are involved, prepare an itemized report of the fiscal year (June 1-May 31) and send to the State Treasurer before May 31.
Within one month following the expiration of term, deliver to successor all books, records or other materials belonging to that Chairman.
14. If a State Chairman desires to be reimbursed for expenses for a seminar or symposium in his/her area of chairmanships he/she must apply to the State President prior to registration. Reimbursement may be paid for Registration fees only.
15. When a meeting is not possible, a poll of the Board of Directors may be taken by written or electronic device communication with prior approval of the President. The results to be reported to all Board of Directors via email or U.S. Mail, and recorded in the Executive Committee minutes. A two-thirds (2/3) vote in such action shall be necessary for adoption. The voting period will be seven (7) days, with votes being tallied by the Corresponding Secretary.
If five (5) questions arise and are posted during the discussion, the vote will be delayed until the next assembled meeting of the Board of the Directors. (11/16)
STANDING COMMITTEES
(SERVING BY VIRTUE OF THEIR OFFICE)
AWARD OF HONOR COMMITTEE: Award of Honor Chairman and two other members of the Board of Directors shall be appointed by the President
AWARDS COMMITTEE: Chairman of Awards, Club Programs, Flower Shows, Garden Tours and Landscape Design/Schools
BUDGET COMMITTEE: Budget Chairman, State Treasurer, First Vice President, Second Vice President, Editor of THE GARDEN FORUM and one other member of the Board of Directors appointed by the President
CLUB RATINGS COMMITTEE: Chairman of Club Ratings, Second Vice President and two other members of the Board of Directors appointed by the President
FLOWER SHOW SCHOOLS/SYMPOSIA COMMITTEE: Chairman – Judges Council Chairman, Flower Show Schools/Symposia and Flower Shows Credentials Chairmen and two other members of the Board of Directors appointed by the President
HOSPITALITY COMMITTEE: Chairman of Hospitality, Protocol Chairman and State Fall Board Meetings Chairman
NOMINATING: Personnel Chairman and ten District representatives elected by their respective Districts
ORGANIZATION STUDY COMMITTEE: Chairman – Third Vice President and two other members of the Board of Directors appointed by the President
SCHOLARSHIP COMMITTEE: Chairman – Second Vice President, Trust Committee Members, Third Vice President, State Treasurer, Life Membership Chairman, Honor/Memorial Book Chairman and one other member of the Board of Directors appointed by the President (11-15)
TRUST COMMITTEE: (As specified by the E. & L. Swanson Trust) First Vice President, Chairman; President, Second Vice President and immediate Past President (11-15)