BYLAWS
THE AUGUSTA COUNCIL OF GARDEN CLUBS, INC.
Incorporated 1954
Revised May, 2009
ARTICLE I
Title
The name of this organization shall be The Augusta Council of Garden Clubs, Inc.
ARTICLE II
Objectives
The objectives of this organization shall be (a) to coordinate the interests of the garden clubs
of Augusta in this area, (b) to bring them into closer relations of mutual helpfulness by
association, (c) to further the education of members and the public in the fields of gardening,
horticulture, botany, landscape design, conservation of natural resources, civic beautification
preservation, litter control, nature studies, garden therapy and historic preservation, and (d) to
assist in the organization of new garden clubs.
ARTICLE III
Membership and Dues
Section 1. The membership shall consist of garden clubs in the Augusta area.
Section 2. Dues for each garden club shall be paid annually and received by the Council
Treasurer before April 1. Clubs not having paid their dues by June 1 will be declared in arrears.
Section 3. The fiscal year shall run from April 1 through the last day of March.
Section 4. A written request to join Council shall be submitted by a garden club to Council’s
First Vice-President (Membership and New Clubs Chairman).
The First Vice-President shall:
(a) submit request to the Executive Board for vote by a majority of those present,
(b) if approved, submit request to the Governing Board for vote by a majority of those
present, and
(c) notify requesting garden club of acceptance.
Section 5. To be and remain eligible for membership, a garden club must meet the
requirements as set forth in The Garden Club of Georgia, Inc., Bylaws, Article III, Section 2.
ARTICLE IV
Officers and Their Elections
Section 1. The officers of this organization shall be the President, First Vice-President, Second
Vice-President, Recording Secretary, Corresponding Secretary, Treasurer and Assistant
Treasurer. All officers shall serve on a voluntary basis.
Section 2. All officers shall be elected in each odd-numbered year for a term of two years and shall
serve until their successors are elected and qualified. Term of office is limited to two consecutive years.
The Treasurer and Assistant Treasurer may be re-elected.
Section 3. All officers shall be elected by a majority vote of those present at the Governing Board
meeting from the slate of officers presented by the Nominating Committee, with such additional
nominations as shall be made from the floor.
Section 4. A vacancy in any office shall be filled for the unexpired term by an appointee of the
President, subject to confirmation by the Executive Board.
Section 5. Eligible to vote on all issues are members of the Governing Board, which consists of
Officers, Parliamentarian, Committee Chairmen, Past Presidents and one representative from each
member garden club.
ARTICLE V
Duties of Officers
Section 1. The President shall
(a) preside at all meetings of The Augusta Council of Garden Clubs, Inc.,
(b) appoint a Parliamentarian, a Librarian, and all Committee Chairmen necessary for the
execution of the programs of Council,
(c) be an ex-officio member of all committees except the Nominating Committee,
(d) not authorize the expenditure of funds not specified in the budget without approval of the
Executive Board and Governing Board, and
(e) perform all other duties consequent upon the office.
Section 2. The First Vice-President shall
(a) assist the President in appointing the Chairman of the Flower Show,
(b) serve as Membership and New Clubs Chairman,
(c) be responsible for securing a gift for the outgoing President,
(d) in the absence of the President, perform all duties of that office, and
(e) perform other duties as requested by the President.
Section 3. The Second Vice-President shall
(a) serve as the primary resource for garden club programs, including the “Programs By
Preference” and local programs of interest,
(b) procure the program for the March Annual Spring Luncheon and for any other Governing
Board meeting that may specifically require it,
(c) serve as Meeting Chairman each year Council is scheduled to host the Azalea District
Annual Meeting or an Azalea District Board meeting. These responsibilities include
appointing a Co-Chairman and coordinating with the District Director all plans in hosting the
meeting,
(d) in the absence of the President and the First Vice-President, perform all duties of that
office, and
(e) perform other duties as requested by the President.
Section 4. The Recording Secretary shall
(a) keep an accurate record of the proceedings of all meetings of the Governing Board, the
Executive Committee, and the Executive Board,
(b) keep a copy of the Bylaws and any Amendments, and
(c) in the absence of the Corresponding Secretary, perform the duties of that office.
Section 5. The Corresponding Secretary shall
(a) conduct correspondence,
(b) call the roll at Governing Board meetings,
(c) send notices of meetings,
(d) be responsible for compiling and sending the Council Notes to all clubs not represented
at the Governing Board meeting,
(e) compile the Yearbook,
(f) maintain the official Membership Data list and advise the Executive Committee (elected
officers) of any pertinent changes in the official Membership Data list, and
(g) in the absence of the Recording Secretary, perform all duties of that office.
Section 6. The Treasurer shall
(a) handle all monies belonging to the Council,
(b) pay all bills necessary for the smooth operation of the organization. Other financial
needs are to be approved by the Finance Committee and shall be referred to the Executive
Board and Governing Board for approval,
(c) have the authority to refuse payment until expenditure request meets Accounting
Procedure* requirements. Expenditure requests may not be carried over for reimbursement
during the following fiscal year, and
(d) report a financial statement at each meeting. The financial records shall be audited every
odd-numbered year, covering the two-year period April 1 through the last day of March. The
President shall appoint a qualified Council member to conduct the audit and issue a report.
Section 7. The Assistant Treasurer shall
(a) perform the duties of the Treasurer in the event of the absence or disability of the
Treasurer,
(b) cross-train with the Treasurer in performing all bookkeeping related procedures of the
Council, and
(c) perform other duties as assigned.
ARTICLE VI
Meetings and Quorums
Section 1. The regular meeting of the Governing Board of Council shall be on the last
Thursday in May, August, September, January and March. A quorum shall be a majority of
those present who are eligible voting members.
Section 2. The regular meeting of the Executive Board of Council shall be the Thursday
before the Governing Board meeting. A quorum shall be a majority of those present who are
eligible voting members.
Section 3. The Executive Committee (elected officers) shall meet the last Thursday in April.
ARTICLE VII
Committees and Boards
Section 1. The Executive Committee shall be composed of the elected Officers. The
Executive Committee may be called by the President or by a majority of the Executive
Committee, when needed, to plan and/or make recommendations to the Executive Board.
Section 2. The Executive Board shall be composed of the elected Officers,
Parliamentarian, Committee Chairmen, and Past Presidents. The Executive Board may be
called by the President, or a majority of the Executive Board, when needed. All matters of
importance affecting the general policy of the Council shall be submitted to the Executive
Board for consideration. On approval by the Executive Board, recommendations shall be
presented at the next regular meeting of the Governing Board.
Section 3. The Governing Board shall be composed of the elected Officers,
Parliamentarian, Committee Chairmen, Past Presidents, and one representative from each
member garden club.
Section 4. The Finance Committee shall be composed of the Treasurer, Assistant
Treasurer, President, and First Vice-President. The President shall appoint the Chairman of
this Committee. The Finance Committee shall prepare a proposed annual budget to be
submitted for approval at the regular March meetings of the Executive Board and the
Governing Board. During the odd-numbered year, the above-named incoming Officers are
invited to attend the proposed annual budget meeting.
Section 5. The Nominating Committee shall consist of five members. At the May meeting
of the even-numbered year (a) two members shall be appointed by the President, (b) one
member shall be elected from the Executive Board, and (c) two members elected from the
floor by the Governing Board. The Nominating Committee shall submit a slate of officers to
be voted on at the January meeting of the next odd-numbered year to the Executive Board
and the Governing Board. The new slate of officers will be installed and assume office at the
March meeting.
*Copy attached
Section 6. The Advisory Board shall be composed of all Past Presidents and the
Parliamentarian. The Advisory Board shall serve at the call of the President.
ARTICLE VIII
Parliamentary Authority
Roberts Rules of Order, Newly Revised, shall be the Parliamentary authority for the
conduct of business.
ARTICLE IX
Amendments
The Bylaws may be amended at any regular meeting of the Governing Board by a majority
vote of those members present, providing the amendment has been presented to the
members for review at least fifteen days prior to a regular meeting date.
ARTICLE X
Tax Status
The Augusta Council of Garden Clubs, Inc. has tax-exempt status and must abide by all
Government rules and regulations.