It’s easy and we can help you!
Do you know a few people who may be interested in learning about gardening, floral design, landscape design and more? Perhaps your community could use some sprucing up. A garden club may be for you! It’s not difficult to start a new club. The CGCI Membership Chairman has an arsenal of resources available to help you and can put you in touch with people close to you that may be able to help. CGCI has over 80 years of ideas, suggestions and tools that have helped other people get new clubs up and running and grow successfully. The information below is just a start.
Review the procedures below and then…
Procedures for Forming a New Garden Club
Contact prospective members
Set a convenient time and place and invite interested friends and neighbors for the purpose of organizing a garden club.
Garden club members in the area should be invited to attend to speak on the benefits of a garden club, especially a federated club.
These members should be acquainted with the state organization in order to answer questions.
On the meeting day, the one who invited the interested persons will either serve as the temporary chairman or appoint another.
The temporary chairman will, in turn, ask someone to serve as temporary secretary.
The guest garden club members in attendance should explain the objects of federated garden clubs, the responsibilities and benefits including the amount of dues paid to the State Garden Club, and to National Garden Clubs.
At some point, after the discussion, the group will decide whether they wish to form a society and either by unanimous consent or by formal vote, the decision is made to organize and become federated.
The temporary chairman appoints a bylaw committee and the date for another meeting is set.
This bylaw committee should be provided with a copy of the bylaws of the State Garden Club so as not to be in conflict. For guidelines on preparing bylaws see Sample Bylaws below.
After the call to order by the temporary chairman and the reading of the minutes by the temporary secretary, the bylaws are presented, debated and adopted.
A recess is taken for those present to become members by signing a paper (chartermembers) and the payment of dues as outlined in the bylaws.
The next business would be the nomination from the floor and the election of officers.
After the election, the President takes the chair and the Secretary records the minutes of the meeting from that point on.
Such necessary business of the new society may be transacted which may include a notification to perhaps a District Officer of their desire to become a federated club.
Article I – Name Full and complete
Article II – Object: Check State Garden Club bylaws for suggested objectives – encourage interest in all phases of home gardening and promote civic beautification, conservation of natural resources, etc….
Article III – Membership: Types of membership; how to apply, any restrictions; what vote to be admitted and by what body; dues, when payable, when delinquent, when dropped for non-payment, reinstatement.
Article IV – Officers: Names of officers; qualifications; how nominated and elected (Nominating Committee); term of office and when term begins; can serve more than one term or not; duties of officers.
Article V – Meetings: Regular and annual meetings, what day of month for how many months-, special meetings and how they are called including notice time; quorum.
Article VI – Executive Board: Members; how much power; meetings; quorum.
Article VII – Committees: Standing Committees named and appointment procedure; how special committees can be formed and by whom. President, board and/or assembly.
Article VIII – Parliamentary Authority: Name of a reference book such as Robert’s Rules of Order Newly Revised to govern the proceedings in all cases to which they are applicable and in which they are not inconsistent with these bylaws and standing rules.
Article IX – Amendments: How bylaws can be amended – 2/3 vote with previous notice.
Article X – Dissolution: Procedure for dissolving based on the rules of the State Garden Club and/or state law.
Sample Standing Rules
After the organization has been established, there will be a need to adopt standing rules which may be adopted by a majority vote at any meeting, amended by a majority vote with notice or 2/3 vote without notice and can be suspended for the duration of any meeting.
The time of your meeting should be a standing rule and not a bylaw.
Standing rules are related to the details of the administration of a society rather than to parliamentary procedure.
The above information is taken from a publication of by the National Garden Clubs, Inc.
NOTE: Regarding non-profit/tax exempt status….. If your club would be interested in applying for 501(c)(3) non-profit status under the CGCI Group Non-Profit Exemption plan, the IRS will require additional language. Go to Group Tax Exemption Program (GTEP) for details