Charter Members

I. NAME

II. PURPOSE

1.The beautification and improvement of Old New Castle with primary emphasis on Amstel and Dutch House Gardens.

2.The stimulation of interest and practical knowledge of gardening among its members.

III. MEMBERSHIP

The procedures for becoming a member of the Arasapha Garden Club shall be as follows:

1. Before being proposed for membership, prospective members shall attend three meetings of the Club, one of these to be the Christmas Workshop, May Market or Dried Flower Workshop.

2. Prospective members are to be proposed by a member who has been in good standing for at least one year and seconded by another such member.  The application form may be obtained from any Executive Committee member.  The Committee will vote on the proposed member.  It shall be the duty of the Corresponding Secretary to send a letter of acceptance and a copy of the By-laws to the new member, to notify the Treasurer, and to file the original application form.  It shall be the duty of the Treasurer to send a statement of Initiation Fee and Annual Dues.

3. Each club member may propose one candidate and second another candidate each year.

4. Initiation fees and dues shall be determined by the Executive Committee with the approval of the membership.  A new member joining the Club after January 1st shall pay one half the annual dues for that year.

5. Dues are payable by August 1st of each year.  (After June 2004). Any member not paid by September 1st will receive a notice from the Treasurer.  If dues are not paid by October 1st, that member shall meet with a member of the Executive Committee before any action is taken.

6. Resignation are to be sent to the Corresponding Secretary.

IV. OFFICERS

Governing Board                                                                                 

Recording Secretary                                                                                

Corresponding Secretary                                                                              

Treasurer                        

1. The Governing Board shall consist of 5 members in good standing, each elected for a period of two years.  Three Governing Board members shall be elected in one year and two elected in the alternate year.  Governing Board members may not be elected for a consecutive term.

2. The Recording Secretary, Corresponding Secretary, and Treasurer shall be elected for a two-year term, and may be re-elected for a second term.

3. The above officers shall comprise the Executive Committee, and each shall have one vote.

1. The Governing Board shall have the following duties:

a) The Board shall plan and conduct Club meetings and activities.

b) The Board shall appoint a committee to develop a Budget which shall be reviewed annually.  After approval by the Board, it shall be presented to the membership, with two week's written notice, to be voted upon at the October meeting.

c) The Board shall ensure that an allocation for a Garden Maintenance Fund of three years' average annual maintenance costs be reserved for working capital, to be reflected in the Budget.  This budgeted amount is to be used only if the Club fails to raise sufficient funds for the maintenance of the Garden in any year, or for an emergency in the Gardens.

d) The Board shall appoint an auditor to review the Club's financial records.  This review is to be completed by September 15th of each year.  The Board shall likewise ensure that the financial records are audited if a treasurer leaves office after an uncompleted term.

e) The Board shall publish a report on its activities before each Club meeting.

f) The Board shall submit the annual slate of nominees for office at the March meeting.

g) Board members shall act as liaisons to all Standing Committees and other Committees.

h) A Chairman shall be selected by the Governing Board from its members, to serve for one year.  The Chairman shall represent the Club in its dealings with the general public; shall ensure that the Club is run according to the By-laws; and shall present a report on the Board's activities at the June meeting.

i) An Advisor may be selected in the same manner from a previous Board.  The Advisor shall also serve for one year, need not attend meetings and shall vote only in the event of a tie in the Executive Committee.

2.  Recording Secretary

a) The Recording Secretary shall take minutes of all meetings of the Club and of the Executive Committee, shall keep records of the same and, within two weeks, shall distribute minutes of that Committee.

b) The Recording Secretary shall be responsible for recording attendance at general meetings, and maintaining the Attendance Book.

c) When the Secretary retires from office, the records must be passed on to the new Recording Secretary.

3.  Corresponding Secretary

a) The Corresponding Secretary shall conduct the correspondence of the Club and shall send notices and newsletters at the request of the Executive Committee.

b) The Corresponding Secretary shall send a letter of acceptance and a copy of the By-laws to new members and shall notify the Treasurer.  The Corresponding Secretary shall file a copy of the original application, and maintain an accurate and current membership roll.

c) When the Corresponding Secretary retires from the office, the records must be passed on to the new Corresponding Secretary.

4.  Treasurer

a) The Treasurer shall receive all monies and shall make all deposits.

b) The Treasurer shall be responsible for the annual review of the Budget and shall be empowered to pay all bills for operating expenses of the Club approved in the Budget.

c) The Treasurer shall present a statement of accounts at Executive Committee meetings, at Business meetings of the Membership, and at such other times as properly required.

d) The Treasurer shall notify all members that annual dues are payable by August 1st and shall send a statement of the Initiation Fee and Dues to new members.

e) The Treasurer shall facilitate the auditing of the books at the end of the Fiscal year.

V. COMMITTEES

1. The executive Committee shall meet the third week of September, October, November, January, February, March April, May and June at a day and time mutually agreed upon.

2. The executive Committee shall be empowered to transact business between general meetings and to make recommendations to the members of the Club concerning policy and general activities of the Club.

1. The Nominating Committee shall be the Governing Board.

2. The Board shall present a name for each office to the filled, first obtaining the consent of each candidate.  These names must be presented to the membership in a written notice at least two weeks before the March Luncheon.

a) A Candidate for the Governing Board shall have been a club member in good standing for at least two years, and have served as Chairman of one of Arasapha's committees, such as May Market, Dried Flower Workshop, Christmas Wreaths, or Gardens Committee, or have otherwise demonstrated leadership qualities.

b) A candidate may also have served on a previous Executive Committee as Recording or Corresponding Secretary or Treasurer, provided the term as Board member does not immediately precede or follow that as Secretary or Treasurer.

c) Candidates for Recording Secretary, Corresponding Secretary or Treasurer need not have chaired a committee nor have been members for two years.

d) Candidates to fill uncompleted terms on the Governing Board must also meet the requirement noted above.  Their names must be presented to the membership by written notice at least two weeks before the meeting at which the election is held.

3. After the slate of nominees is presented at the March Luncheon Meeting, members may nominate additional candidates from the floor, if the consent of the candidate has been previously been obtained.

4. If there is more than one candidate for any office, the membership present at the meeting shall vote by secret ballot to determine which candidate shall fill that office.

1. The Standing Committees shall be:

a) Gardens (Amstel House and Dutch House)

b) Christmas Workshop

c) May Market

d) Hospitality

e) Telephone

2. Each Standing Committee shall have a Chairman who shall report to the membership at the request of the Governing Board.

3. At the Annual Meeting the Chairman of each Standing Committee shall submit a written report on the activities of the committee during that year.

VI. MEETINGS

2.  In addition to the annual meeting in June, regular meetings of the Club may be held on any Thursday in September & January, on the first Thursday in October, November, February, March & April.  The December meeting may be held on the first or second Thursday at the discretion of the Board.  The May Market takes the place of the May meeting.  Special meetings may be called by the Executive Committee at its discretion.

3.  The necessary quorum to transact business at the regular meetings shall be 20 members.

VII. ORDER OF BUSINESS

1. Roll Call
2. Determination if a quorum is present
3. Reading of Minutes
4. Treasurer's Report
5. Corresponding Secretary's Report
6. Standing Committee Reports
7. Old Business
8. New Business
9. Adjournment

VIII. AMENDMENTS

Past Presidents