The Laurel Garden Club 2026
CONSTITUTION
Article 1: Name
The name of this organization shall be the Laurel Garden Club.
Article 2: Purpose
The purpose of the Club shall be to aid in the protection and conservation of our natural resources, encourage civic beauty and roadside beautification, stimulate the fine art of gardening and enable cooperation with other
organizations furthering the interest of horticulture and conservation.
Article 3: Membership
Qualifications for membership shall be a mutual interest in the objectives of the organization, and a willingness to work together toward their accomplishment. Categories shall be Emeritae, Associate, Seasonal and
Year-Round Members.
Article 4: Officers and Boards
Officers of the organization shall be President, First Vice Presidents, Second Vice Presidents, Recording Secretary, Corresponding Secretary, and Treasurers, hereafter referred to as the Executive Committee. The Executive Committee can serve as a review board to consider prospects for membership.
Each officer shall be elected to serve a term of one year and shall be eligible to serve two consecutive years.
Article 5: Meetings
The Club shall meet monthly on the first or second Monday, unless written notice is given in advance.
Article 6: Amendments
The Constitution may be amended at any regular meeting by a two-thirds vote of those present or who voted by email, provided notices of such amendments have been given at the regular meeting preceding the one at which
the action is taken.
Article 7: Dissolution
In the event Laurel Garden Club should disband, the assets of the Club shall be turned over to the Highlands Biological Foundation for use with the Nature Center-Botanical Garden.
Laurel Garden Club 2026
STANDING RULES
1. Membership Process: The President shall appoint a Membership Committee of 5 members, chaired by 2nd Vice Presidents for Membership, to oversee the membership process. In addition to the Committee, the current President and immediate past 2nd Vice-Presidents shall serve as ex-officio members of the Membership Committee.
a) Annual Election of Class of New Club Members: the annual election shall be carried out according to the following timeline:
July 15 – Due date for proposed member applications and letters of recommendation to be received by Membership Chairs.
August meeting – Membership Committee presents proposed member applications to general membership; fifteen (15) day comment period begins, during which time confidential comments may be submitted by
any member to the Membership Committee. Prior to the September meeting, the Membership Committee reports the results of its deliberations to the Executive Committee.
September meeting – Membership Committee presents member applications to general membership for vote. All deliberations in connection with election of new members is strictly confidential.
October meeting – Members welcome newly-elected members.
September/October – Membership Committee provides orientation program for new members.
Wait List – If no membership slots are available, preventing an elected member from entering the Club, they are placed on a Wait List. When a slot becomes available, this elected member may enter as soon as
possible and does not have to wait until the next cycle of new members is admitted. While on the Wait List, elected members may attend two meetings per year.
b) Election Processes and Responsibilities: Each proposed member shall have a Sponsor and an Endorser. A Sponsor is required to have been a member for at least one year and is limited to sponsoring one
proposed member each year. An Endorser is limited to endorsing no more than 2 proposed members each year. The Sponsor shall bring the potential proposed member to only one meeting as a guest before
proposing the person for membership, and without introduction as a proposed member. If the guest is interested in becoming a member, the Sponsor then begins the proposal process, which includes: reviewing the
responsibilities of membership with the proposed member, submitting letters of recommendation from Sponsor and Endorser, completing the application, and submitting the application to the Membership Chairs
before the July 15 deadline. Chairs before the July 15 deadline or the Optional deadline. The Sponsor should use the Membership Proposal Form available in the member area of the website. A Membership Chair is responsible for notifying the newly elected member of election and the Sponsor shall be responsible for mentoring this newly elected member for one year.
c) Optional Election of Class of New Club Members: Based on club needs and new member applicants, the Membership Committee may vote to have a second election cycle in the calendar year.
15th of the Month Selected - Due date for proposed member applications and letter of recommendation to be received by Membership Chairs.
Next Month’s Meeting - Membership Committee presents proposed member applications to general membership; fifteen (15) day comment period begins, during which time confidential comments may be submitted by any member to the Membership Committee. Prior to the September meeting, the Membership Committee reports the results of its deliberations to the Executive Committee.
2nd Month’s Meeting - Membership Committee presents member applications to general membership for vote. All deliberations in connection with the election of new members are strictly confidential.
3rd Month’s Meeting - Members welcome newly elected members.
In between 2nd & 3rd Month’s Meeting - Membership Committee provides orientation program for new members.
The Sponsor should use the Membership Proposal Form available in the member area of the website. A
Membership Chair responsible for notifying the newly-elected member of election and the Sponsor shall be responsible for mentoring this newly- elected member for one year.
2. Leaves of Absence: A member in any category of membership who wishes to retain present status in that category, but who is faced with a personal situation such as severe illness or that of a family member, may apply to the Executive Committee for a leave of absence from the club, for a maximum of one year. If such leave is granted, the member shall pay regular dues and may attend meetings during that year as circumstances permit.
3. Resign in Good Standing: A member who needs to resign for personal reasons but has previously fulfilled all responsibilities to the Club shall be considered to have resigned in good standing.
4. Conflicts of Interest: A Member who is employed by, or a member of the board, or an officer in an organization applying for a grant shall abstain from voting on the grant application. The President may ask such Member to
leave the room during all or part of the discussion and voting on the grant application.
5. Electronic Communication: Much of the business of the Club is communicated by electronic mail (email). Members are responsible for notifying the President and the Recording Secretary if they cannot receive
notices, minutes, and other information by email.
Laurel Garden Club 2026
BYLAWS
Article 1: Membership
Section I: The membership shall be limited to sixty (60). In addition there may be
a maximum of ten (10) Associate.
Section II: Membership shall be by invitation only. The Membership Committee is charged with reviewing new member applications, managing the membership election process, presenting proposed new members to membership for vote, and providing a new member orientation process, in accordance with Standing Rule 1. Election shall be by two-thirds vote of the members present at a regular meeting.
Section III: Duties and privileges of members according to the types of memberships are as follow:
Emeritae Members are members of longstanding who have served in leadership positions but can no longer fully participate. Emeritae membership is an honor bestowed by nomination from a member, group of members, or the Executive Committee. Upon approval by the Executive Committee, the proposal will be presented for majority
vote of the members present at a regular meeting of the membership. Those so honored are notified by the President. Emeritae members enjoy all Club privileges but have no specific attendance requirements and are not required to pay dues.
Associate Members. This is a category for extenuating circumstances and is available dependent upon the membership needs in the other categories and approval of the Membership Chairs. A Club member in good standing, who has served at least eight years in a Year-Round or Seasonal category, may request in
writing to the Membership Chairs for a change of membership status to Associate. The Club member will be notified in writing by a Membership Chair within one month of receipt of the request. A return to Year-Round or Seasonal status may be requested in writing to the Membership Chairs and will be allowed if slots are available. Associate Members are required to attend at least two meetings per calendar year, participate in projects to the best of their circumstances, pay dues, may propose new members, and vote. Any such member who does not fulfill the requirements in a calendar year shall be deemed to have resigned from membership, unless such member is granted an exception or is accepted into another membership category.
Seasonal Members are required to attend a minimum of four meetings a year and Year-Round Members are required to attend a minimum of seven meetings a year. Both Seasonal and Year-Round Members shall also participate in projects, pay dues, may propose new members, and vote. Any such member who does not fulfill these requirements in any calendar year shall be deemed to have resigned from membership, unless such member is granted an exception or is accepted into another membership category.
Section IV: Advance notice of necessary absences shall be given to meeting hosts. At the end of the calendar year, the Executive Committee may grant an exception to the meeting attendance requirement.
Section V. Change of membership status: Members must submit a written request to the Membership Chair.
Article 2: Duties of Officers
Section I: The President shall preside at all meetings of the Club and appoint all Committee Chairs with the approval of the Executive Committee and shall be ex-officio member of all committees, except the Nominating Committee.
Section II: First Vice Presidents, who shall serve as Program Chairs, are responsible for planning the programs throughout the year and shall preside in the absence of the President.
Section III: Second Vice Presidents, who shall serve as Membership Chairs, shall maintain all records of attendance at the Club meetings, and all documents related to nominations for new members.
Section IV: The Recording Secretary shall record and preserve all minutes of the meeting and pertinent documents. These shall be the property of the Club, to be turned over each year to the newly elected Recording
Secretary.
Section V: The Corresponding Secretary shall serve as head of the Correspondence Committee and attend to the Club’s correspondence and memorial needs.
Section VI: Treasurers shall have the duty to care for all receipts and disbursements of money, shall pay out money upon the order of either the President or the Vice President (in President’s absence). The
Treasurers begin collecting dues in October and notify members who have not paid by January 15. They notify the
Membership Committee of any members who have not paid by the February meeting. Removing anyone from membership is the responsibility of the Membership Chairs.
Article 3: Committees
Section I: The Executive Committee may create standing and ad hoc committees as necessary to carry out the functioning and work of the Club. The President, with the approval of the Executive Committee, shall appoint
Chairs of each standing committee, with the exception of the Nominating Committee. This committee shall also have the power to act in an emergency situation between meetings.
Section III: The Nominating Committee shall be appointed by the Executive Committee at least two months before the Annual Meeting in September. This Committee shall select a slate of nominees for the ensuing year to be voted upon by the membership at the Annual Meeting in September. Installation of officers shall be at the September meeting. The new officers shall take office January 1.
Article 4: Dues
Section I: Dues shall be payable by January 1. Any member who has not paid dues by the February meeting shall be dropped from membership and so notified by a Membership Chair.
The fiscal year shall begin January 1st and end December 31st.
Article 5: Amendments
Section I: These bylaws may be amended at any regular meeting by two-thirds vote of the members present. Notice shall be provided 30 days in advance by electronic mail. or at the regular meeting preceding the one at which such action is taken.
