Club Governing Documents
| The updated bylaws were adopted on October 13, 2026. WINDSOR GARDEN CLUB CONSTITUTION AND BYLAWS Constitution & Bylaws ARTICLE I Name This Club shall be called The Windsor Garden Club. ARTICLE II Purpose The purpose of this club shall be to promote an interest in gardening, wild plant life, trees, civic beautification, environmental issues, and to carry on such activities as may be necessary or desirable to effect these purposes. ARTICLE III Membership Membership shall be open to those who take an interest in these objectives. Membership categories include Active and Honorary. A. Active Member: A member involved in the mission of the Club and willing to participate in and support the activities of the Club. An Active Member is required to attend a minimum of three (3) meetings/events during the year and must hold an office and/or be a member of a Standing Committee. B. Honorary Member: A member who has made a meaningful contribution to the development and enhancement of the Club. An Honorary Member is nominated by a current member and voted upon and elected by a majority of the Executive Board. An Honorary Member retains voting rights in all Club matters. While an Honorary Member is not charged any Club dues, said member is asked to contribute to the cost of any special banquets, dinners or workshops attended. Members must be active in the Club for a minimum of ten (10) years to qualify. ARTICLE IV Officers A. The officers of the Club shall consist of a President, Vice President, Secretary, and Treasurer. B. The terms of the office shall be one (1) year. C. The offices of President, Vice President, and Secretary may each be held by two members serving as co-officers. The office of Treasurer shall be held by one member. D. The duties of the officers shall be those regularly assigned to such offices as outlined in Article XI. ARTICLE V Executive Board A. There shall be an Executive Board, which shall consist of the officers listed in Article IV. B. Past Presidents may, as needed or upon invitation, attend meetings of the Executive Board and may participate in a mentoring capacity; however, they shall not be voting members of the current Executive Board. C. The Executive Board shall, on behalf of the membership, manage the affairs and activities of the Club, establish the annual budget. D. Community projects may be recommended by any Club member or the Executive Board. The Executive Board reviews and approves or declines projects, and establishes committees as needed to execute them. ARTICLE VI Meetings A. The Club shall ordinarily hold meetings on the second Monday of each month, February through November, with the exception of May, when the meeting will be held on the Monday occurring immediately before the Spring Garden Mart. June, July and August meetings are optional. Dates may change due to religious or national holidays. B. An optional holiday luncheon is held in December. ARTICLE VII Elections A. Nominations: Any active member in good standing may self-nominate or be nominated by another member in good standing for any elected office. The slate of candidates shall be announced at a membership meeting no less than one (1) month prior to the election. B. Elections: Uncontested offices shall be decided by voice vote and contested offices by written secret ballot. Ballots shall be counted by an active member who is not a current officer or on the current ballot. C. Taking Office: Newly elected officers shall assume their duties on January 1st of the following year. In the event of a vacancy, a replacement may be elected at any membership meeting and shall assume duties immediately upon election. ARTICLE VIII Committees A. Committees shall be established by the Executive Board and shall support club operations and activities, community outreach and fundraising, to achieve the club's purpose. Chairs of these committees shall be appointed by the President. B. The chair of each committee shall preside over respective committee meetings as necessary, to fulfill requirements of each committee. Committee chairs shall provide information and updates to the Executive Board upon request and may report to the membership at any meeting. C. Committee responsibilities are outlined in the Committee Responsibilities Document maintained by the Executive Board and current committee chairs. ARTICLE IX Funds A. Dues are payable by the first meeting of the fiscal year. Any Member in arrears as of March 1st will be considered lapsed. Lapsed members may reinstate at any time by paying current dues. B. No profits shall proceed to any member of the Windsor Garden Club. C. The Executive Board establishes the annual budget. Any addition to the Executive Board-adopted budget of $500 or more must be discussed one (1) month prior to a vote at a monthly membership meeting. D. Committee Chairs may not exceed their approved budget by more than $50 without prior written approval of the Executive Board. ARTICLE X Amending Bylaws and Constitution A. The Constitution and Bylaws may be amended at any meeting of the Club by a two-thirds vote of the members present; such proposed amendments will be e-mailed or mailed to the membership prior to the meeting. B. The Committee Responsibilities Document is an administrative document maintained by the Executive Board and current committee chairs. It may be updated without a membership vote. ARTICLE XI Duties of the Officers of the Windsor Garden Club A. PRESIDENT 1. Preside over and maintain order during meetings of the Windsor Garden Club. 2. Call and preside over at least two (2) Executive Board meetings per year. 3. Serve as ex officio member of all committees. 4. Coordinate the development and publishing of the yearly membership booklet. Arrange for cover art, printing, and distribution. 5. Coordinate pre-meeting communications and other communications to keep members informed. 6. Oversee fundraising committees. 7. Maintain responsibility for P.O. Box key jointly with Treasurer. 8. Retrieve and distribute mail from the P.O. Box in a timely manner with Treasurer. 9. Serve as a main point of contact for the Town of Windsor and reserve Garden Mart location and other special event spaces. 10. The President is an authorized signatory on the organization's bank account and may conduct banking transactions on behalf of the organization. In the absence of the Treasurer, the President may present the Treasurer's report at membership meetings. B. VICE PRESIDENT 1. In the absence of the President, assume all duties and responsibilities of the office of the President. 2. Plan and coordinate monthly meeting programs and book all meeting locations for each monthly meeting, serving as a main point of contact for the Town of Windsor Recreation Department. 3. Serve as ex officio member of all committees. 4. Introduce speakers. 5. Arrange special events, e.g. garden visits, field trip, etc. 6. Purchase appreciation gift for outgoing President. 7. Coordinate the annual Holiday Luncheon to take place in December. 8. Coordinate Holiday wreath decoration event and non-profit/municipal wreath donation recipients. C. SECRETARY 1. Take minutes of membership and Executive Board meetings and present membership meeting minutes to the club at the following monthly meeting. Executive Board meeting minutes are available to any member upon request. 2. Maintain minutes of all meetings for historical preservation. 3. Prepare all external correspondence for the Windsor Garden Club. 4. Send get-well wishes to ill members and condolence cards to families of deceased members. 5. Coordinate selection and purchase of memorial books in memory of deceased members for donation to the Windsor Public Library and assure acknowledgement of donation to the family members of the deceased member. D. TREASURER 1. Serve as the organization's primary point of contact with the bank of record and an authorized signatory on all club account(s). 2. Promptly pay all invoices. 3. Balance checkbook and report financial status to the membership at monthly meetings. 4. In concert with President, retrieve mail from P.O. Box. 5. Provide “set-up” money at fundraising events (e.g. the Garden Mart), make periodic pick-ups and deposits, collect all money at the conclusion of the fundraising event. 6. Prepare final accounting report of income and expenses from all fundraising events (e.g. the Garden Mart, Garden Tour). 7. Facilitate an internal audit upon each transition of the Treasurer position and report findings to membership. 8. Responsible for the annual tax return, related correspondence and 501(c)(3) status requirements for Windsor Garden Club, including filings required by the state of Connecticut, and Internal Revenue Service (IRS) and report updates to membership. ARTICLE XII Club Dissolution A. In the event of dissolution, the net assets, after payment of debts, will proceed to an organization holding a 501(c)(3) tax exemption status, as determined by the membership. Such distribution must be restricted to organizations supporting and carrying out the purposes outlined in Article II. These bylaws were officially adopted on October 13, 2026. Attest: 2026 Club President: Allison L. Joanis |
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