MEMBER HANDBOOK

Revised January 2015


TABLE OF CONTENTS


Section 1      A BRIEF HISTORY OF THE HILLIARD AREA GARDEN CLUB

Section 2      BY-LAWS OF THE HILLIARD AREA GARDEN CLUB

Section 3      HILLIARD AREA GARDEN CLUB DUES POLICY

Section 4      HILLIARD AREA GARDEN CLUB EXPENDITURES POLICY



A BRIEF HISTORY OF THE HILLIARD AREA GARDEN CLUB (HAGC)


Updated January 2015


A group of interested gardeners began meeting in the late 1980's at the Recreation Center under the auspices of the City of Hilliard's Recreation and Parks Department. Although there was no set schedule, the group had five meetings the first year. By 1992 this same group formed a "Hilliard Garden Club", elected officers and began to function as a loosely woven organization. During the first few years, the club held meetings from time to time and took on completion of the first garden club project: a planted area around the Hilliard sign at Avery Road. The club members began paying dues. By 1995, with a gift of $300 from the city, the club was participating in the Recreation and Parks Department Annual Plant Sale as a source of income. The Hilliard Area Garden Club began regularly scheduled Tuesday meetings at the Hilliard Community Center in 1997 with Tom Wood serving as the first full term president, an office he held until 2000. Beginning on 20 October 1998, elected HAGC officers and staff from the Recreation and Parks Department helped enlist outside speakers and talented experienced club members to make a full year of garden-oriented programs supplemented by summer meetings held in HAGC members' home gardens. Round table discussions of gardening topics presented by members became an annual trademark event. Summer meetings and a well-attended potluck supper are still held in members' gardens and the HAGC continues to participate in the Annual Plant sale open to members and interested community gardeners.


HAGC began taking on club projects, such as planting gardens at a newly constructed senior housing facility, Outlook Pointe, in summer of 1999. The club's first signature project, the Hillliard Area Landscape Design Contest, was first held on 19 September 1999 with thirteen entries. Contests were held annually until 2005 and usually included 25 to 35 entries being judged for landscape design of front yards, back yards, total yards or beauty spots in both residential and commercial areas. A request from the City led to the annual planting of Old Hilliard flower baskets. About 100 baskets were planted on sunny May Saturdays by HAGC members over a period of several years, until a 2007-2008 renovation and beautification project in Old Hilliard ended the club's participation.


Additional income provided to HAGC by the City of Hilliard Recreation and Parks Department during 2004-2014 has enabled the club to function as a stand-alone organization. Utilization of Community and Senior Center meeting facilities on a regular basis has also been a positive aspect with a current membership over 40 and 25-35 participants in regularly scheduled meetings on third Tuesdays from September through April. Another HAGC community outreach project, "A Garden Affair" (first held on 13 March 2007), is now offered in April and includes well-known speakers on garden-related topics, as well as demonstrations in gardening, environmental science, conservation and wildlife, and area arboreta and plant nurseries. HAGC provides Seeds of Friendship to farmers in Rwanda, Africa, as part of an international project sponsored by National Garden Clubs, Inc. Additional projects have included maintenance and planting of the Senior Center entry areas, establishing community and butterfly gardens close to the Community Center, providing plants and labor to Habitat for Humanity, sharing holiday decorating efforts for Ohio's Governor's Mansion, participating in local events such as HilliardFest, supporting educational activities for HAGC members such as Landscape Design and Master Gardener Programs, and scheduling off-site field trips and garden art sessions. Six Continuing Education Sponsorship awards of fifty dollars each are offered each year to HAGC members. Many HAGC members serve on city local commissions, state boards for Garden Club of Ohio, Inc., and are actively involved in other community service projects.


The Hilliard Veterans Memorial Project at Roger A. Reynolds Municipal Park was initiated in May 2010 with an eight-HAGC member Committee chaired by Patty McHenry and advised by landscape architect Dennis P. Karem, ASLA, who designed and donated the original plan. The multi-year redesign plan promoted civic park beautification, updated park accessibility to current standards and created a more appropriate site in which our war veterans can be recognized and honored. Future maintenance and planting will be provided by HAGC and other sources as available. With HAGC and American Legion Post 614 membership labor, City of Hilliard HAGC funding, and supervision/donation of equipment and materials provided by Dennis Karem, this project was recognized at the Hilliard Veterans Day Parade on 11 November 2013. Garden Club of Ohio, Inc. First Place Civic Beautification Award #102C, was made to the Hilliard Area Garden Club on 01 April 2014. National Garden Clubs, Inc. Certificate of Commendation #7-Aii for Special Achievement, was received on 03 May 2014.


  The Hilliard Area Garden Club strives to serve its mission as A Source of Gardening Information, Fellowship and Service for the Hilliard Area. HAGC is part of Garden Clubs of Ohio, Inc., a member of National Garden Clubs Incorporated. HAGC's web-site established in September 2005 and maintained by Webmaster Stu Lewis, can be found at www.hilliardareagardenclub.com .





HILLIARD AREA GARDEN CLUB PRESIDENTS


Becky Stains, 1996

Tom Wood, 1997-2000

Nancy Shaw, 2001-2002

Marsha Graham, 2003-2007

Mike Totsch, 2008

Sondra Kesler, 2009

Mike Walls, 2010-2011

Patti Aronhalt 2012-2013

Nancy Shaw, 2014-2015




BY-LAWS OF THE

HILLIARD AREA GARDEN CLUB

Revised October 21, 2014



ARTICLE I  NAME OF THE ORGANIZATION 


The name of this not-for-profit service organization is the Hilliard Area Garden Club (HAGC).



ARTICLE II            PURPOSE AND RIGHTS 


The purpose of this organization is to be a community service organization established and maintained as not-for-profit. The further purpose of the organization is to reach out to the entire community of the Hilliard, Ohio, area for the sole intent of teaching, learning, fellowship, and community service.


This body shall have the authority to exercise the general rights, privileges, and powers it may need to accomplish the purpose for which it is formed as granted by the laws of the City of Hilliard, and the State of Ohio.



ARTICLE III           GENERAL MEMBERSHIP 


Membership in the Hilliard Area Garden Club (HAGC) is open to any individual or family living in the Hilliard area upon payment of the annual dues. All members of the HAGC agree to abide by the By-Laws of the Club as set forth in the Handbook.


Members are encouraged to pay their annual dues at or before the regularly scheduled HAGC January meeting of each calendar year. Dues not paid by the regularly scheduled HAGC February meeting will be considered in arrears. Members who are in arrears will be dropped from the HAGC Roster and the membership list sent to GCO. Upon payment of the annual dues, the member will be added back to the HAGC Roster.


The amount of the annual dues will be published in a Dues Policy Page of the Hilliard Area Garden Club Member Handbook. The Dues Policy including, but not limited to, the annual membership dues shall be determined and/or amended at any regularly scheduled HAGC meeting, provided the following criteria are met:


1.       The proposed amendment to the Dues Policy has been submitted to one or more of the officers.


2.       The officers of the HAGC have met to review the proposed Dues Policy amendment.


3.       The proposed amendment to the Dues Policy is discussed at a previous regular meeting of the HAGC and the specific proposed dues policy amendment has been provided to all members prior to the meeting at which it is to be acted upon.


4.       An affirmative vote of a two-thirds majority of the voting membership is secured in-person or by proxy as provided in Article IV.



ARTICLE IV          VOTING MEMBERSHIP 


Voting membership in the Hilliard Area Garden Club (HAGC) is open to any general member meeting the following criteria:


a.       is current with the annual dues of the club,

b.       agrees to follow the rules of the club, as outlined in the Handbook,

c.        agrees to follow Roberts Rules of Order at all meetings.


Any member who is unable to attend a specific club meeting when items of importance are scheduled for a vote may submit a written proxy vote to any HAGC officer prior to the start of the meeting where said vote is to occur.



ARTICLE V           REMOVAL FROM MEMBERSHIP


Any member who does not pay the annual dues will be dropped from the roster as per Article III.


Any member who willfully disrupts the intent of the club will be removed from membership in the Hilliard Area Garden Club (HAGC). The authority to take this type action lies with the officers of the club.



ARTICLE VI          REMOVAL FROM OFFICE 


Removal from office of any officer may be affected only by a two-thirds majority vote of the voting membership.



ARTICLE VII         DISSOLUTION OF CLUB 


In the event the club should disband or cease to exist for any reason, any and all property and/or monies of the club and all rights connected therewith shall be transferred to the City of Hilliard.



ARTICLE VIII        AFFILIATION AND NON-DISCRIMINATION CLAUSE  


The Hilliard Area Garden Club (HAGC) and all of its paid members will automatically hold membership in the Garden Clubs of Ohio, Inc. (GCO) which is a member of National Garden Clubs, Inc. (NGC). A portion of each member's annual dues as specified by the GCO will be forwarded to this organization. The HAGC and its members are encouraged to support the work of the Garden Clubs of Ohio, Inc. when and where possible.


As an affiliate of the GCO, the HAGC is a 501(c)(3) non-profit fully tax exempt organization under the Garden Clubs of Ohio, Inc. Deductibility Status GROUP' filing with the Internal Revenue Service (IRS).


The HAGC shall not permit in its conduct of club affairs, any restriction or limitation whatsoever based on race, color, creed, gender, and national origin or employment status.



ARTICLE IX          AMENDMENTS TO THE BY-LAWS 


Amendments to the By-Laws may be adopted at any regularly scheduled Hilliard Area Garden Club (HAGC) meeting, provided the following criteria are met:


1.       The proposed amendment has been submitted in writing to the Secretary of the HAGC.


2.       The officers of the HAGC have met to review the proposed amendment.


3.       A copy of the proposed amendment has been provided to all members prior to the meeting at which it is to be acted upon.


4.       When there are proposed amendments to multiple Articles, each Article shall require a separate amendment; and each amendment shall require a separate vote unless the amendments are joined as to avoid having conflicting Articles.


5.       An affirmative vote of a two-thirds majority of the voting membership is secured either in-person or by proxy as provided in Article IV.



ARTICLE X           REGULAR MEETINGS 


The Hilliard Area Garden Club (HAGC) will hold regularly scheduled monthly meetings to conduct the business of the club. Typically the club meetings are held on the third Tuesday of each month from January through November. Special meetings may be scheduled pending notification of members. A membership quorum is understood to be one-third of the active membership, including at least two officers.


The President, Vice-President, or designee will preside over the business portion of the meeting.


The Secretary will present minutes of the previous meeting for a vote of acceptance and approval.

The Treasurer will present a report of the finances of the club for a vote of acceptance and approval.


The scheduled program for the monthly meeting may occur before or after the business meeting, at the discretion of the speaker (in concert with VP).



ARTICLE XI          OFFICER NOMINATIONS & ELECTIONS


In November each year the Nominating Committee will present a prospective slate of officers for the next calendar year. The Nominating Committee will be coordinated by the Past-President. In addition to the names presented by the Nominating Committee, nominations from the floor will be considered as well. No person shall be nominated without his or her prior consent. Elections are held in January each year.


All proposed officers will be members in good standing who are committed to the purpose of the Hilliard Area Garden Club (HAGC) and have demonstrated an involvement in the club's organization and commitment to the community and members alike. They must be willing to dedicate their time and talents to the office to which they have been nominated. A majority vote of the members will elect the officers of the HAGC.



ARTICLE XII         OFFICER TERMS OF OFFICE


All officers shall be elected for a one (1) year term running January through December annually.


Any officer position that is vacated for any reason before the end of term will be filled by a nomination from the floor at any general meeting. The newly elected officer will hold that office until the end of the regular term and may choose to pursue a full-term at the time of the next yearly election.



ARTICLE XIII        OFFICER RESPONSIBILITIES


Officers in the Hilliard Area Garden Club (HAGC) are considered Executive Board members as well; however, as an ex-officio Presidential appointment, the Webmaster is not considered a member of the Executive Board.


These officer positions are volunteer positions under the laws of the City of Hilliard, State of Ohio and are considered at-will as voted on by the membership as prescribed in the By-Laws of the club.


Current job descriptions for each officer are maintained by the Nominating Committee of the HAGC.


Officers of the Hilliard Area Garden Club (HAGC) are as follows:


President The President will direct the administrative activities of the club on behalf of the membership, preside at meetings, and will be an ex-officio member of all committees, at his/her discretion. The President is granted check-signing privileges along with the Treasurer.


Past President The Past President will assist the President as appropriate in the transition of leadership. The Past President will also serve as the chairperson for the Nominating Committee.


Vice-President The Vice-President will share the responsibilities of the President at the request of the President or in his/her absence. The Vice-President will also coordinate and secure program speakers for monthly meetings.


Secretary The Secretary will keep and preserve minutes of monthly meetings and committee meetings as directed. Minutes of the previous month's meeting will be provided to the entire membership for review and approval at each monthly meeting. The Secretary will also maintain a current membership roster and be responsible for club correspondence.


Treasurer The Treasurer will be responsible for the financial resources of the club. The Treasurer will collect and post dues, handle all accounts-payable functions, and provide a monthly accounting of the club's finances for the review and approval of the entire membership at each monthly meeting. The Treasurer has check-signing privileges as a matter of course.


Webmaster This is an ex-officio position appointed by the President with the consent of the Board. The Webmaster will be responsible for the club's website & will work with the Secretary in sending electronic correspondence to club members. In concert with the Secretary, the Webmaster will maintain a current electronic data base of member e-mail addresses.





ARTICLE XIV        COMMITTEES


All Committees, whether permanent or ad hoc, function under the supervision of the specific officer responsible for its appointment. Committees can be permanent or ad hoc at the discretion of the Board.



ARTICLE XV         CONDUCT OF MEETINGS


All monthly business meetings of the Hilliard Area Garden Club (HAGC) will be conducted according to the latest edition of Roberts Rules of Order in all cases in which they are applicable and in which they are consistent with the By-Laws of the club.



ARTICLE XVI        EXPENDITURES


Any expenditure on behalf of the Hilliard Area Garden Club (HAGC) that exceeds $250.00 will be reviewed and approved by the Executive Board and then presented to the HAGC membership at a regularly scheduled HAGC meeting for final approval. In the event that a regularly scheduled HAGC meeting is not timely, an informal vote via either phone and/or e-mail may be substituted at the discretion of the Executive Board.


Any expenditure on behalf of the Hilliard Area Garden Club (HAGC) of $250.00 or less shall be reviewed and approved by the Treasurer for payment or reimbursement.


Before reimbursement can be made a reimbursement request and documentation as described in the Hilliard Area Garden Club Expenditures Policy shall be provided to the Treasurer. Each expenditure will become a part of the next month's Treasurer's report as a matter of course, and therefore reported at the next scheduled meeting.



HILLIARD AREA GARDEN CLUB (HAGC) DUES POLICY

Revised October 21, 2014



The Hilliard Area Garden Club By-Laws "Article III General Membership" states:

Membership in the Hilliard Area Garden Club (HAGC) is open to any individual or family living in the Hilliard area upon payment of the annual dues. All members of the HAGC agree to abide by the By-Laws of the Club as set forth in the Handbook.


Members are encouraged to pay their annual dues at or before the regularly scheduled HAGC January meeting of each calendar year. Dues not paid by the regularly scheduled HAGC February meeting will be considered in arrears. Members who are in arrears will be dropped from the HAGC Roster and the membership list sent to GCO. Upon payment of the annual dues, the member will be added back to the HAGC Roster.


The amount of the annual dues will be published in a Dues Policy Page of the Hilliard Area Garden Club Member Handbook. The Dues Policy including, but not limited to, the annual membership dues shall be determined and/or amended at any regularly scheduled GAGC meeting, provided the following criteria are met:


1.       The proposed amendment to the Dues Policy has been submitted to one or more of the officers.


2.       The officers of the HAGC have met to review the proposed Dues Policy amendment.


3.       The proposed amendment to the Dues Policy is discussed at a previous regular meeting of the HAGC and the specific proposed dues policy amendment has been provided to all members prior to the meeting at which it is to be acted upon.


4.       An affirmative vote of a two-thirds majority of the voting membership is secured in-person or by proxy as provided in Article IV.


In addition, per Article VIII, Hilliard Area Garden Club has an affiliation with the Garden Clubs of Ohio, Inc. (GCO) that requires a portion of each member's annual dues as specified by the GCO will be forwarded to the GCO.


DUES POLICY


Effective January 1st 2015

           The Annual Dues be increased by $5 per person.

           The Annual Dues for a single membership will be $20 with $5 forwarded to the GCO.

           The Annual Dues for a family membership (2 persons) will be $35 with $10 forwarded to the GCO.

           New members who join between January 1st and September 1st will pay the full annual membership dues.

           New members who join between September 1st and December 31st will pay $10 for a single membership and $20 for a family (2 persons) membership.

           Complimentary voting membership and voting gift membership certificates is not permitted.

           In addition to voting membership, the Hilliard Area Garden Club (HAGC) will have "Friends of HAGC", if any, listed on the roster following the voting membership listing. Friends of the HAGC are not voting members, owe no dues, and can be nominated by any member.


For the Calendar Year 2014

           The Annual Dues for a single membership will be $15 with $5 forwarded to the GCO.

           The Annual Dues for a family membership will be $25 with $10 forwarded to the GCO.

           New members who join after March 1st will pay the full annual membership dues.

           In addition to voting membership, the Hilliard Area Garden Club (HAGC) will have "Friends of HAGC", if any, listed on the roster following the voting membership listing. Friends of the HAGC are not voting members, owe no dues, and can be nominated by any member.


For the Calendar Years 2011 through 2013

           The Annual Dues for a single membership will be $15 with $3 forwarded to the GCO.

           The Annual Dues for a family membership will be $25 with $6 forwarded to the GCO.

           New members who join after March 1st will pay the full annual membership dues.


For the Calendar Years 2008 through 2010

           The Annual Dues for a single membership will be $15 with $3 forwarded to the GCO.

           The Annual Dues for a family membership will be $25 with $6 forwarded to the GCO.

           In addition, $0.50 is forwarded to GCO for each Additional New Member and each address change for existing member to the roster sent to the GCO. Deletions have no charge.

           New members who join after March 1st will pay the full annual membership dues.


For the Calendar Years 2001 through 2007

           The Annual Dues for a single membership will be $15 with $3 forwarded to the GCO.

           The Annual Dues for a family membership will be $25 with $6 forwarded to the GCO.

           In addition, $0.50 is forwarded to GCO for each Additional New Member and each address change for existing member to the roster sent to the GCO. Deletions have no charge

           New members who join after July 1st will pay reduced membership dues rate for the balance of that year.


For the Calendar Years Prior to 2001 Historical data not available



HILLIARD AREA GARDEN CLUB (HAGC) EXPENDITURES POLICY

Revised October 21, 2014



The Hilliard Area Garden Club By-Laws "Article XVI Expenditures" states:

Any expenditure on behalf of the Hilliard Area Garden Club (HAGC) that exceeds $250.00 will be reviewed and approved by the Executive Board and then presented to the HAGC membership at a regularly scheduled HAGC meeting for final approval. In the event that a regularly scheduled HAGC meeting is not timely, an informal vote via either phone and/or e-mail may be substituted at the discretion of the Executive Board.


Any expenditure on behalf of the Hilliard Area Garden Club (HAGC) of $250.00 or less shall be reviewed and approved by the Treasurer for payment or reimbursement.


Before reimbursement can be made a reimbursement request and documentation as described in the Hilliard Area Garden Club Expenditures Policy shall be provided to the Treasurer. Each expenditure will become a part of the next month's Treasurer's report as a matter of course, and therefore reported at the next scheduled meeting.



EXPENDITURES POLICY


Reimbursement for Expenditures


All reimbursable expenditures on behalf of the Hilliard Area Garden Club (HAGC) shall be documented with a detailed receipt/invoice (original, copy, or electronic image) that includes Date of Purchase, Vendor Name, and Itemization of Purchase.


In the event a vendor does not provide a receipt/invoice that includes the above mentioned details, the Member shall provide the Treasurer with a written memo or e-mail providing the above mentioned details along with a receipt (original, copy, or electronic image), image of a personal check, or other evidence of payment made.


The member shall write the name of the person to whom reimbursement is to be made on the reimbursement request delivered to the Treasurer.


Members are encouraged to deliver the reimbursement request along with the required documentation to the Treasurer within 2 weeks after the expenditure is made. If the reimbursement request and documents are not delivered to the Treasurer within the two weeks, then an e-mail to the Treasurer advising of the purchase (vendor, total amount, and the project, activity, or purpose) would be appreciated; and then deliver the documentation to the Treasurer at or before the next regularly scheduled HAGC meeting.


Before reimbursement can be made a reimbursement request and documentation as described above shall be provided to the Treasurer. Each expenditure will become a part of the next month's Treasurer's report as a matter of course, and therefore reported at the next scheduled meeting.