NGC Approved Standing Rules - Naples Garden Club

STANDING RULES
NAME
The name of the Naples Garden Club, Inc. shall not be used to endorse (the policy or
procedure of) any other organization unless approved by the Board of Directors.
FISCAL YEAR
The fiscal year is from June 1 through May 31.
MEMBERSHIP
Section 1. Membership List
The Membership list belongs to the Naples Garden Club, Inc. and shall not be used for
any commercial, financial or political purpose.
Section 2. Provisional Membership
a. Any member sponsoring a new member shall be an Active or Sustaining Member
of Naples Garden Club, Inc. Sponsors shall explain responsibilities and
requirements of NGC membership with the applicant and encourage, assist, and
direct their candidates during their Provisional period. A member may sponsor
no more than one candidate in any one Provisional Class (November- April).
b. Provisional members are accepted as part of a Provisional Class.
c. Anyone wishing to join the Club must attend one meeting prior to filing an
application for membership
i. must reside in the Naples area for at least four months of the Garden Club
year (November-April)
ii. must be sponsored by one Active or Sustaining Member
d. Applications for membership shall be filed electronically from 9:00 AM, March 1st
until 5:00 PM, April15th or until the class is filled or the date of the first Board
meeting in the fall, whichever comes first.
e. Candidates for Provisional membership shall be interviewed by a member of the
Membership Committee. Each applicant shall be recommended to the Board of
Directors. Upon acceptance by the Board, candidates shall be introduced to the
membership at the next Regular Membership Meeting.
f. A Membership Committee Mentor shall be assigned to each new Provisional to
provide guidance.

g. A mandatory Provisional Orientation shall be held each fall to acquaint
Provisional Members with the rules and practices of Naples Garden Club.
h. In order to become an Active Member each Provisional must complete the
following requirements:
• Attend one Regular Membership Meeting before submitting application
• Submit application electronically
• Pay dues once accepted in the Provisional Class
• Attend Provisional Orientation
• Attend two Design Workshops
• Attend two Horticulture Workshops
• Volunteer for House and Garden Tour and Flower Show
• Submit one design or one horticulture entry in the Flower Show
i. Requirements of Provisional membership should be completed within 12 months.
If a Provisional Member is unable to fulfill requirements within 12 months, she/he
may request a 12 month extension or withdraw her/his name for future
application.Upon successful completion of the Provisional membership
requirements and acceptance by the Board of Directors, active membership shall
commence.
j. Requirements of Provisional membership should be completed within 12 months.
If a Provisional Member is unable to fulfill requirements within 12 months, she/he
may request a 12 month extension or withdraw her/his name for future
application.
k. Upon successful completion of the Provisional membership requirements and
acceptance by the Board of Directors, Active membership shall commence.
Section 3. Obligations of Membership
a. Active Members shall attend at least two (2) Regular Membership Meetings,
serve on one (1) committee and participate in the House&Garden Tour and
Flower Show each year.
b. Only Active, Honorary, and Life Members of Naples Garden Club are voting
members.
c. See Financial Obligations for dues of the various classes of membership.
Section 4. Resignation
Members wishing to resign shall notify the Membership Development Chair of her/his
intentions prior to June 1.

Section 5. Reinstatement
The Membership Committee may recommend the reinstatement of a resigned member
to the Board of Directors. With the Board’s approval of the reinstatement, the member
may resume his/her previously held membership status.
OFFICERS
Section 1. Term
All officers are elected for a term of two years. No officer may serve for more than two
consecutive terms (four years) in the same office.
Section 2. Continuity
To ensure continuity, outgoing Executive Committee Chairs (Education and Program,
Flower Show, House and Garden Tour, Finance) shall continue as advisory members of
their committees for the succeeding year.
DUTIES OF OFFICERS and DIRECTORS
a. If an officer or Board of Directors member is unable to attend a Board of
Directors and/or Club meeting, her/his report shall be sent to the President prior
to the meeting.
b. Committee Chairs shall authorize expenses incurred for reimbursement by the
Treasurer.
c. Attendance at board meetings is considered a duty. Two absences in a given
year will be considered a resignation unless there are mitigating circumstances.
In such cases, a leave of absence may be granted.
COMMITTEES
Section 1. Standing Committees
Standing Committees Chairs shall serve on the Board of Directors.
a. Executive Committee: comprised of officers and the immediate past president,
shall have the power to act for the Board of Directors between meetings; these
acts are subject to review and ratification by the full Board at the next Regular
Board Meeting.
b. Finance Committee
i. The Finance Committee shall meet in February to draw up the budget for the
coming year. The Budget shall be presented to the Board for approval at the
March Board Meeting and for Membership approval at the April Regular
Membership Meeting.

ii. The Finance Committee shall ensure accurate tracking, monitoring, and
accountability of funds and make certain that adequate financial controls are
in place.
a. Governance Committee shall ensure effective board processes, structures and
roles, including retreat planning, committee development, board orientation,
training and evaluation; keep a list of potential board member candidates to
present to the Nominating Committee.
b. Nominating Committee shall identify needed board member skills, interview
potential candidates, and present slate of officers to the membership; it is a
subcommittee of the Board Governance Committee.
c. Education and Program Committee shall oversee and guide development of
the overall program plan that supports The Club’s mission including monthly
members’ programs, classes, workshops and trips; monitor and assess existing
programs; initiate and guide program evaluation.
d. Ways and Means (House&Garden Tour) Committee shall oversee development
and implementation of the major fundraising event and other fundraising projects;
identify and solicit funds from external sources of support, working with
designated Development Committee, if available.
e. Flower Show Committee shall work in partnership with Naples Botanical
Garden to develop and implement The Naples Flower Show typically held in the
spring. In addition, the Committee will cooperate with the Design and Horticulture
Chairs to offer members’ workshops relating to the show’s schedule. The
Committee shall also oversee all other Flower Shows sponsored by The Club.
Section 2. Special Committees
The President shall appoint any other chairs deemed necessary for the operation of The
Club. The Chairs of Special Committees shall serve as voting members on the Board of
Directors.
a. Membership Committee shall create and implement recruitment and retention
programs to increase and maintain membership; receive all proposals of
membership and resignations and present them to the Board for action; oversee
Provisional Program, Retention Program, Credentials and development of the
Member Interest/Skill Database. The chair shall report all membership changes
to the Corresponding Secretary for the records.
b. Communications Committee shall develop and implement internal
communications (Yearbook and Newsletter) to members and external
communications (Website and PR/Marketing) to the community, ensuring a
cohesive and consistent message; ensure effective relationships with appropriate
print and electronic media; and promote programs and events.

c. Community Involvement Committee shall secure sponsorships for major
events; strengthen external image and The Club’s role to stakeholders; ensure
cohesive and consistent messages are presented to stakeholders; review grant
proposals and recommend them to the Board for funding.
d. Facilities and Operations Committee shall oversee scheduling and
maintenance of office, classroom, library, and storage space; develop and
maintain an inventory system.
e. Hospitality and Events Committee shall organize committees to provide
refreshments for monthly Regular Membership Meetings; schedule, plan, and
implement special members’ luncheons and parties.
Section 3. Final Reports
The Standing and Special Committee Chairs shall electronically submit a written final
report to the President no later than one week prior to the Annual Meeting. It should
include procedures, activities and expenditures.
Section 4. Terms
Term of office for all Standing and Special Committee Chairs shall be two years. No
Committee Chairs may serve more than two consecutive terms (four years) in the same
office.
Section 5. Co-Chairs
a. Co-Chairs may be appointed with the approval of the President.
b. They may vote without the chair.
FINANCIAL OBLIGATIONS
Section 1. Annual Dues
a. Active Membership annual dues shall be $100.
b. Sustaining Membership annual dues shall be $110.
c. Provisional Membership dues shall be $100 plus a onetime fee of $25 to cover
Provisional supplies. Dues and fees shall be paid upon acceptance into the
Provisional Program.
d. Honorary and Complimentary Members are exempt from dues.
e. Dues notices are sent March 1 to all members and are payable by May 31.
f. Members whose dues are not paid by May 31 will be subject to a late fee of $25.
g. Members whose dues remain unpaid on July 1st will receive termination letters.

Section 2. Expense Reimbursements
a. Reimbursement Forms, provided by the Treasurer and approved by the
Committee Chair, shall be filled out completely with attached supporting receipts
and/or invoices and submitted to the Treasurer.
b. Reimbursements shall be submitted to the Treasurer no more than (15) days
following the related meeting/event or they may be denied.
c. A copy of the Sales Tax Exempt Certificate is available from the Treasurer.
Members are encouraged to take advantage of the clubʼs sales tax exemption
status in making purchases on behalf of the club. Sales tax will be reimbursed if
members are unable to use the certificate. Sales tax on purchases over $100 will
not be reimbursed.
GARDEN CLUB OFFICE
a. All activity dates at the Garden Club Office must be reserved through the Office
Manager.
b. No equipment or property of the Garden Club is to be removed without prior
permission of the Facilities and Operations Chair.
c. No books or magazines are to be removed from the Garden Club Library.# The
# Library is strictly for reference.
d. Storing items without permission of the Facilities and Operations Chair, is not
permitted and unknown items will be discarded.
e. Awards and Books of Evidence for all Naples Garden Club awards, Yearbooks,
and Annual Reports of the President and Committee Chairs shall be stored in the
Garden Club Office. Awards and Books of Evidence are the property of Naples
Garden Club, Inc.
WAYS and MEANS
House&Garden Tour
a. In recognition of the roles that designers, landscapers, architects and builders
play in the procurement of homes for our House&Garden Tour, tasteful signs or
business cards approved by the H&G Tour Committee may be displayed in the
houses on tour. In addition, should a homeowner prefer to remain in the house
during the tour, this will be permitted.
b. Neither contributors, sponsors, nor attendee mailing lists shall be given to other
organizations or individuals for their use for any reason whatsoever and may not
be used by individual members for anything but club purposes.

MEMORIALS
Upon the death of a member, a memorial contribution, in lieu of flowers, may be
donated to the Club’s Memorial Fund.
AMENDMENTS
These Standing Rules may be amended or rescinded by a majority vote of the Board of
Directors upon recommendation of the Governance Committee provided the
amendments have been presented to the Board at least five days before the vote will be
taken.
Approved by the Board of Directors on October 29, 2012