of the Garden Club of Yorktown

Constitution

NAME

Section 1. The organization, founded in 1926, shall be known as the Garden Club of Yorktown, herein sometimes referred to as the Club. It is affiliated with the Ninth District Federated Garden Clubs of New York State, Inc. and the National Garden Clubs, Inc. The Club is a New York not-for-profit, public benefit corporation, recognized as tax exempt under section 501 (c)(3) of the United States Internal Revenue Code.

Section 2. The object of the Club shall be to stimulate an interest and provide education in gardening, development of home grounds and civic beautification as well as supporting our ecosystem.

OFFICERS

Section 3. Officers of the Club shall be President, Vice President, Treasurer and Recording Secretary. The Board, consisting of the officers, has the function to establish policy for the Club.

EXECUTIVE COMMITTEE

Section 4. The affairs of this club shall be managed by an Executive Committee consisting of a minimum of the President or Vice President and two additional members of the Board after informing all officers. The Executive Committee shall fill any vacancies on the board for the balance of the term when necessary. The function of the Executive Committee shall be to consider and decide proposals for Standing Committees as well as being responsible for requests from committee chairs for costs above $500 per project. They will set dues annually.

MEMBERSHIP

Section 5. Membership is open to those who wish to participate in pursuit of the Club's mission and pay annual dues.

MEETINGS

Section 6. Business meetings will be held in February and November. The annual meeting and luncheon will be held in October. At the annual meeting officer elections for two-year terms, which will begin the following January, will be held and standing committees will be formed and chairs appointed. Additional activities will take place during the year.

AMENDMENTS

Section 7. Amendments to this Constitution may be made after notification to membership two weeks prior to annual meeting with two thirds vote of members present.

By-Laws

ARTICLE I. DUTIES

Section 1. The President shall preside at all meetings of the Club and of the Executive Committee.

Section 2. The Vice President shall assume all duties of the President in the absence of the President. The Vice-President will be chair of and also responsible for the duties of the Program Committee.

Section 3. The Treasurer shall maintain the Club bank account, collect, hold and pay out Club funds as needed and shall keep accurate books of account, which at all times will be open for inspection. The Treasurer shall prepare all deposits and pay balances for all expenses incurred by the Club, prepare and submit annual IRS tax filing, collect Club dues, maintain membership roster and submit it to Ninth District Federated Garden Clubs of NYS. A detailed financial report will be presented at the Annual Meeting. The fiscal year shall be from March 1 to last day of February.

Section 4. The Assistant Treasurer shall support the Treasurer in their responsibilities and have access to and signature authority on the Club account.

Section 5. The Recording Secretary shall keep the minutes of meetings of the Club and distribute to members. The Recording Secretary will also keep a file of the Club's records.

Section 6. The Corresponding Secretary shall conduct the correspondence of the Club such as thank you notes and other needed letters.

ARTICLE II. STANDING COMMITTEES

Section 1. Program shall propose and organize lectures, field trips and other activities for the year to support the Club’s objectives

Section 2. Publicity shall promote awareness of the purpose and activities of the Club as well as fund raisers using social media tools as well as other means.

Section 3. Ways and Means Committee shall devise ways of increasing the Club's revenue working with all members. This committee will be responsible for coordinating the Annual Plant Sale and will explore other fundraising ideas.

Section 4. Civic Committee will be responsible for civic beautification and be a liaison with Yorktown town officials.

Section 5. Membership is responsible for responding to inquiries for new members, sending out applications to prospective members and informing Club members of new members and their contact information.

Section 6. Town Garden Coordinator will organize members to maintain town gardens.

ARTICLE III. AMENDMENTS

Section 1. Amendments to these By-laws may be made after notification to membership two weeks prior to annual meeting with two thirds vote of members present.

ARTICLE IV. DISSOLUTION

Section 1. Upon dissolution of the Club, funds shall be donated to the Ninth District Federated Garden Club of NYS.

Revision duly adopted at the Annual Meeting held on October 3, 2023, upon notice duly given, at which meeting a quorum was present and voting.