CONSTITUTION & Bylaws

(approved at AGM January 2018 with amendment approved November 2024)

Constitution

The name of the club is The South Delta Garden Club (the club).

Purposes

(a) to promote the love of gardening by enhancing each member’s gardening ability through the sharing of knowledge, experiences and programs,

(b) to aid in the protection and conservation of native trees, plants, and wildlife,

(c) to cooperate with and support community groups and/or projects in the beautification of South Delta.

The club is a member-funded group. Its members fund it. On its liquidation or dissolution, this club may distribute its money and other property to its members.

Bylaws of the South Delta Garden Club

1. Membership

1.1 Any person who supports the purposes of the club is welcome to join as a member.

1.2 Dues shall be payable at the January meeting. Persons joining in August, September, or October shall pay half the yearly amount. Persons joining in November or December shall pay the full amount which will also include the following year. The amounts of the annual dues, per person and per family, shall be reviewed annually by the Executive Committee of the club. Any fee changes recommended by the Executive Committee shall be subject to approval by the members at a General Meeting.

1.3 Membership is terminated for any member who fails to pay the annual membership fee by March 1.

1.4 Every member must uphold the constitution and comply with these bylaws. If, in the opinion of and after due consideration by the Executive Committee, a member conducts him/herself in such a manner as to bring discredit on the club or cause discord within the membership, she or he may be asked to resign.

         (a) Before a member is asked to resign the member will be given written notice of the reason(s) for dismissal.

         (b) The member will be given a reasonable opportunity to make a representation to the executive committee respecting the proposed request for resignation.

         (c) In the event a member is asked to resign, the membership fee is not refunded.

2. Meetings

2.1 Meetings shall be held at a prearranged time and location as determined by the Executive Committee.

2.2 Robert’s Rules of Order shall be used.

2.3 Ordinary Business at a General Meeting shall be:

         (a) adoption of previous meetings’ minutes,

         (b) adoption of financial report,

         (c) committee reports,

         (d) business arising,

         (e) new business.

2.4 Notice of Special Business: Any business, other than ordinary business to be conducted at a meeting, must be communicated to the members at least one month in advance to allow members to form a reasoned judgment concerning that business.

2.5 Chair of General Meetings and Annual General Meeting will be the President or designate.

2.6 Quorum at General Meetings and the AGM shall be one quarter of the number of members listed on the prior month’s end membership list, and at Executive Meetings shall be one third of those entitled to attend and vote at meetings of the Executive Committee.

2.7 If quorum is not met, discussion may occur but any vote will be postponed to the next meeting at which quorum is met.

2.8 At a General Meeting, voting must be by a show of hand, an oral vote or another method that adequately discloses the intention of the voting members, except that if, before or after such a vote, two or more voting members request a secret ballot or a secret ballot is directed by the chairperson of the meeting, voting must be by a secret ballot.

2.9 Amendments to the Constitution and Bylaws: Notice of a motion to amend any section, or part of any section, of the Constitution and Bylaws, must be given in writing to the President at least one month in advance of an Executive Meeting. Amendments shall be voted on at the AGM, or at a General Meeting held after due notice has been given to members; notice of proposed amendments must be circulated to members at least three weeks before the date of the meeting. To be adopted, proposed amendments must receive approval by at least two-thirds of all members present at an AGM or at a monthly General Meeting, provided quorum has been met.

2.10 The AGM is held in January of each year.

3. Executive Committee

3.1 The Executive Officers and other members of the Executive Committee shall be elected at the AGM.

3.2 The club must have no fewer than 3 Executive Officers.

3.3 Executive Officers of the club shall be: President, Vice-President, Secretary, and Treasurer.

3.4 The Executive Committee of the club shall consist of the Executive Officers, the immediate Past-President and Committee Chairs which may or may not include and are not limited to: Speakers, Social, Tours, Membership, Cheerio, Publicity, Newsletter Editor, Show & Share, Website Administrator.

3.5 Any member of the club not included in the above list may be present at meetings of the Executive Committee by invitation, but without voting rights.

3.6 Duties of Executive Officers:

         (a) The President shall preside at all meetings of the club and shall have the power to appoint any additional committee as necessary and shall be a member of every committee.

         (b) The Vice President or designate shall, in the absence of the President, perform all the duties of the President.

         (c) The Secretary shall keep an accurate record of proceedings of all General Meetings, the AGM, and Executive Committee meetings of the club and will maintain all club records (minutes and membership lists), past and present, with the exception of financial reports.

         (d) The Treasurer, with the President, shall have charge of the funds of the club and collect all moneys and pay all bills by cheque when approved by the Executive Committee or the members at a General Meeting; shall maintain complete and accurate books of accounting; shall prepare a financial report for General Meetings and present an annual statement of accounts at the end of each financial year. The accounts of the Treasurer shall be reviewed before the Annual General Meeting (AGM) by a qualified non-Executive person appointed by the Executive Committee. The Treasurer together with the President and/or designate shall have signing authority on the bank account. The Treasurer will maintain all past and present financial reports.

3.7 The current outgoing President will continue on the executive in the position of Past-President for one year.

3.8 The Executive Committee shall have direction of the ordinary affairs of the club and shall direct disbursements of its funds but any discretionary disbursement in excess of $750 shall require approval by members at a General Meeting.

3.9 Nominations - At the November General Meeting, the President shall request three members of the club to act as a Nominations Committee.

3.10 The incoming Executive members shall review the club constitution at the first meeting of the new Executive Committee.

Rationale for Specific Word Edits to Constitution

Audit Requirement:

(a) Our club is not a “charitable organization”: we do not canvass for donations to fund our activities and we do not handle ‘trust’ funds. The only money coming to the club is our annual dues, small amount of money from the raffles, and our annual fundraiser (i.e. plant sale, tour). To require an audit done by an accountant will cost the club at least $500, or a significant part of our annual dues.

(b) Every month, the Treasurer prepares a detailed financial statement showing all income and expenses and the balance of the club’s bank balance which is confirmed by the bank.

(c) The members have a chance to question the financial statement and vote for the acceptance of the financial statement.

(d) Last but not least, anyone wishing to examine the club’s account books can do so by making an arrangement with the Treasurer.

Rationale for section on expulsion: It is conceivable a member could be a disruptive influence on the club’s operations and morale.

 Rationale for adding section on special business:

(a) As we have set our quorum quite low it is possible a major decision could be made by a relatively small number of the club’s members.

(b) Requiring advance notice of any special business allows all members to make an effort to attend any meeting where such a decision will be voted.