By-Laws

Amended By-Laws 2024

Martha Washington Garden Club

Constitution and By-Laws

Article I:

The name of this organization shall be “Martha Washington Garden Club”.

Article II: Objective

The Martha Washington Garden Club is organized exclusively for charitable and educational purposes and to further those purposes, may make distributions to organizations that qualify as exempt organizations under section 501 c(3) of the Internal Revenue Code, or corresponding section of any future tax code.

Section 1: The objective of this Club shall be to stimulate and to further interest in horticulture, conservation, flower arranging, sustainability and related fields.

Section 2: Its further objective shall be to foster civic beautification.

Article III: Membership

Section 1:  Any person interested in the objectives of this Club shall be eligible for membership.  The Club shall have unlimited membership. To be eligible for membership the person must agree: To abide by the Constitution and By-Laws and To participate in accomplishing the purpose of this organization.

Article IV: Officers and their Election

Section 1: Membership shall be notified of the formation of the nominating committee and shall be invited to put their name forward for any of the positions by contacting the nominating committee chair. The slate of nominated persons shall be presented to the Executive Board for their consideration at the March meeting. The names of the these candidates shall be emailed to the Membership prior to the April meeting. Names of these candidates shall also be presented to the Club at the April meeting. The Membership shall vote on the slate of officers at the April meeting.

Section 2: A nominating committee of three (3) persons shall be appointed by the President on or beyond the date of the February meeting for the purpose of selecting candidates for the offices in Section 1. Names of these candidates shall be presented to the Club at the April meeting.

Section 3: The newly elected officers shall be installed at the May meeting. The term of office shall begin September 1 of the next fiscal year.

Section 4: No officer shall hold her respective office for more than two consecutive terms. Each term shall be two (2) years.

Section 5: When a vacancy occurs in an elective office, the unexpired term of such officer shall be filled as selected by the Executive Committee.

Article V: Duties of Officers:

Section 1: The President shall preside at all meetings and shall perform all duties associated with that office. She shall recommend the chairman of all committees. She shall be an ex-officio member of all committees except the Nominating Committee.

Section 2: The Vice President shall perform the duties of the President in her absence.  The Vice President shall assume the Presidency when the President’s term has expired. The Vice President shall be the chairperson for the club’s major fundraiser (ie. The Gala) or shall appoint another club member to this position.

Section 3: The Secretary shall keep all minutes.

Section 4: The Secretary shall conduct the correspondence of the club as directed by the President.

Section 5: The Treasurer shall prepare all documents required by a tax accountant for filing of 501 c(3) tax returns. The Treasurer shall hold in a bank account all monies belonging to the club. A financial statement and record of all bills paid shall be presented by the Treasurer at each meeting and a written copy given to the Secretary. The Treasurer shall submit the proposed Annual Budget to the vote of the membership at the September meeting.

Section 6: The Program Chair is responsible for monthly programs. The Program Chair shall have input from the Executive Board and/or a designated subcommittee for Make & Take meetings and/or workshops.

Article VI: Meetings

Section 1: The regular meeting of the Club shall be held on the fourth Wednesday of the month, unless otherwise specified.  The time of the meetings shall be determined by the Executive Board.

Section 2: Special meetings shall be called by the President on the written request of three or more members of the Club.

Section 3: The guest fee shall be a minimum of five dollars ($5.00) per person per meeting.

Article VII: Standing Committees

Section 1: The President shall recommend the chairmen of all Standing Committees to serve for at least one year. The chairman of each committee shall select members to serve with her.

Section 2: The Standing Committees shall be Communication (newsletter, website and Yearbook), Print Publicity, Garden Therapy, Historian, Hospitality, Little Shows, Membership, Properties, Scholarship, Sunshine, Tours, Raffle, Workshops/Make & Takes.

Section 3: The President may appoint the chairmen for all committees unless otherwise provided.

Section 4: Records of pertinent information shall be kept by each committee chairman, to be passed on to her successor.  Job descriptions for each committee shall be maintained and passed on to the committee chair’s successor.

Section 5:  The Scholarship Chairman shall select at least two advisors to assist in the selection of recipients and allocation of scholarship funds. The Scholarship Chairman shall maintain an accurate listing of recipients and institutions.

Article VIII: Dues

Section 1: Annual dues shall be determined by the Executive Committee, payable to and received by the Membership Chairman during the last two months of the Club year (May and June) for the coming Club year.  Dues not received by August 1 shall be considered in arrears, at which time the member shall be so notified. Members who have not paid the next year’s dues by August 15 will be automatically dropped from membership and so notified.

Section 2:  Dues for the coming year will be collected beginning in April of the current year.  Full year dues are applicable for members joining in any month.

Section 3: Dues may be increased at the discretion of the Board.

Article IX: Scholarships

Section 1: Scholarships

The Club has two Scholarship funds: the MWGC scholarship and the Jane Parr Memorial scholarship. 

 The amount and number of scholarships shall be determined by the number of applicants and the availability of funds.  The Scholarship Committee has complete discretion in choosing final candidates.

The Jane Parr Memorial Scholarship funds shall be used exclusively for scholarships. These funds shall not be used for Operating Expenses with the exception of remitting Tax Preparation expenses if necessary.

The Jane Parr Scholarship shall be a minimum of $2,000.

The Jane Parr Scholarship funds shall be held in a Vanguard Account.

The Martha Washington Garden Club Scholarship funds shall be kept in an account separate from the Operating Account.

The Jane Parr Scholarship shall be funded by the contributions made by Russell Parr.  The purpose of Mr. Parr’s donation was to have the Jane Parr Scholarship last in perpetuity.  The Scholarship grows through interest earned in Vanguard (or other investment entities) accounts. The Martha Washington Garden Club Scholarship is funded through our annual Fund Raisers.  This may include, but not be limited to, a Gala, Garden Walk, or Plant Sale.  Sixty per cent (60%) of the profits of these Fund Raisers shall be deposited in the Martha Washington Garden Club Scholarship account and forty per cent (40%) shall be deposited in the Operating Account.

The entire Board shall vote on and approve the Scholarship Committee’s recommendations, which shall be presented blind.

Article X: Amendments

These by-laws may be amended and changed by a two-thirds (2/3) vote of those present and voting at any regular meeting, provided the amendment has been approved by the Executive Committee and has been sent in writing to each member of the Club at least thirty (30) days before the meeting.