Bylaws of the Williamstown Garden Club (Last amended 10.14.2025)
Article I: Name
The name of the organization is the Williamstown Garden Club.
Article II: Objectives
The objectives of the Williamstown Garden Club are:
- To promote and create civic beauty in Williamstown
- To stimulate an interest in gardening and horticultural knowledge
- To aid in the protection and conservation of environment and natural resources
Article III: Members
Section 1. Membership is open to any individual who is interested in the promotion of the objectives of the Williamstown Garden Club. The Williamstown Garden Club shall not permit in its conduct of Club affairs, any restrictions or limitations whatsoever based on race, color, creed, gender, sexual orientation, national origin or employment status.
Section 2. Classes of membership shall be:
- Active: Those members paying dues and participating in Club meetings and activities.
- Associate: Those members paying additional dues in lieu of active participation in Club meetings and activities. Five years of Active participation is required before a member may become an Associate member.
- Honorary: Those members proposed by the Board and approved by the membership for distinguished service to the Club or for outstanding contributions to gardening.
Section 3. All members are eligible to attend meetings and to vote.
Section 4. A new member may join the Club by indicating an interest in promoting the objectives of the Club to the Membership Chair. New members may be accepted at any time.
Section 5. The membership list is for the exclusive use of the Garden Club and cannot be used to promote any activity unrelated to it. It cannot be used for personal gain nor made available for commercial or solicitation purposes.
Article IV: Fiscal Year
The fiscal year for the Club shall be July 1 through June 30.
Article V: Dues
Section 1. Dues shall be set at the Annual Meeting and paid by January 31. Honorary members shall pay no dues.
Section 2. A member may be automatically dropped for nonpayment of dues.
Article VI: Officers
The Board shall be comprised of the elected officers in Section 1 below.
Section 1. The elected officers of this organization shall be:
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Co-President(s) one or more as required by the membership
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Co-Vice President(s) one or more as required by the membership
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Recording Secretary
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Corresponding Secretary
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Treasurer
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Program Chair
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Civic Beautification Chairs (2): Annuals and Perennials
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Communications
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Membership/Outreach Chair
Section 2. Officers shall be elected for one-year terms with the privilege of being reelected for consecutive terms if the membership sees fit. Each officer shall submit to the President (previously Vice President) for safe keeping an annual report of activities, schedules, and details, so that orderly transitions for committee activities shall occur.
Section 3. Board business shall be conducted by straight majority rule. Co-president and co-VP, in years where the office is shared by more than one individual, shall carry one vote each individual. Other officers sharing a position shall share the position’s vote (eg co-Program Committee Chairs share one vote between them).
Section 4.
The Co-Presidents shall be responsible for conducting the Club business, coordinating the activities of committees, calling meetings and appointing standing committees as authorized by the Bylaws, and appointing, on recommendation of the Board, delegates to represent the Club as the need arises.
Vice President(s): The VP shall be prepared to conduct business on behalf of the president as requested or in the president’s absence. The Vice President shall be a member of the Program committee. The Vice President shall be the liaison with the Berkshire District Garden Clubs, the Garden Club Federation of Massachusetts, Inc., and/or the National Council of State Garden Clubs as well as other garden-related entities in the area.
Recording Secretary: The Secretary shall record all board and general meeting minutes.
Corresponding Secretary: The Secretary shall conduct all official correspondence of the Club as directed by the President.
Treasurer: The Treasurer shall collect dues and report the payment of current dues to the Membership Chair, report on financial status at meetings, transact and record all the Club’s fiscal transactions, and prepare a yearly financial report. The Financial Report shall be presented to the membership at the Annual Meeting for acceptance. The Board, guided by the Finance Chair, shall develop an Annual Budget, and establish and execute a procedure for processing grant applications made to the Club.
Program: The Program Chair, working with the Board, shall plan at least six regular meetings of the Club per year. The Chair is responsible for scheduling speakers, making necessary arrangements for trips and tours as required by the program. The programs shall be included in the Yearbook and distributed to the membership at the first meeting.
Civic Beautification: The Civic Beautification Chairs shall conduct a continuing program of civic improvement for the Williamstown community and may cooperate with any other community group interested in this objective. There will be two chairs, one each for Annuals and Perennials.
Communications: The Communications Chair serves as the Club’s resource for maintaining and sharing information with members. The Chair shall oversee the Club website and assist with all electronic and print communications, solicit collect and store club photographs, maintain the list of Club owned equipment, and maintain an accurate data base of member contact information.
Membership Outreach: The Membership/Outreach Chair shall lead the Club’s effort to recruit new members of the Club, including working with the Publicity Chair to encourage the recruitment of new members, promoting general awareness of the Club in the community. The Chair shall process membership requests, welcome new members, pursue delinquent membership dues, and maintain name tags and be responsible for the Yearbook.
Article VII: Standing Committees (as needed)
Section 1. Chairs of the Standing Committees shall be appointed by the President. The number of Standing Committees may be increased or decreased) at the discretion of the Board. Each Standing Committee Chair shall submit to the President for safe keeping an annual report of activities, schedules, and details so that orderly transitions for committees may occur.
Section 2. Duties of the Standing Committee Chairs are as follows:
Finance: The Finance Committee, headed by the Finance Chair, shall develop an Annual Budget and establish and execute a procedure for processing grant applications made to the Club.
Horticulture: The Horticulture Chair shall carry on a continuing program of education within the Club, including at least one horticultural and/or conservation meeting scheduled through the Program Chair.
Hospitality: The Hospitality Chair shall be responsible for organizing refreshments for all regular Club meetings.
Librarian/Historian: The Librarian/Historian shall be responsible for preserving historical documents and for maintaining a scrapbook of Club activities, including pictures and publicity from all Club events.
Nominating: The Nominating Chair shall select two (2) members not on the Board to prepare a slate of candidates for all elected offices. All candidates shall have been members of the Club for at least one year.
Publicity: The Publicity Chair shall be responsible for timely publicity via in area media and other outlets regarding public meetings, civic programs, and other activities of the Club. Information will be sent to associated organizations as required.
Youth Activities: The Youth Activities Chair shall serve as a liaison between the Club and its activities and the young people in the community. The chair shall gather and disseminate to local schools and college information about applications for horticulturally related awards and scholarships from local, state and national garden club organizations.
Section 3. Any Standing Committee Chair may recruit members to assist in carrying out committee responsibilities.
Article VIII: Executive Board
Section 1. The officers elected at the Annual Meeting shall constitute the WGC Board.
Section 2. The Board shall direct the policy and have general charge of the affairs of the Club subject to the approval of the membership. It shall act on business requiring immediate attention.
Section 3. The Board shall meet at least two times each year or as often as deemed necessary by the President. A quorum shall be a minimum of half (50%) of the Board.
Section 4. Vacancies occurring in offices shall be filled by appointment of the President, with approval of the Board.
Section 5. Advisors: The two immediate past Presidents shall serve as ex officio advisors to the Board.
Section 6. The minutes of each Board meeting shall be shared with the entire membership. Any member may request that an item be placed on the agenda of an upcoming Board meeting.
Article IX: Elections
Section 1. Election of officers shall be conducted at the Annual Meeting. A slate of candidates shall be recommended by the Nominating Committee one month prior to the Annual Meeting. Additional nominations may be made from the floor. Self-nominations will be encouraged by the Committee prior to the announcement of the slate and will not be accepted at the Annual Meeting.
Section 2. Each member may vote once for each office. A majority of votes cast from those present will elect a person to office.
Article X: Meetings
Section 1. There shall be an Annual Meeting, the exact date of which shall be determined by the Board.
Section 2. A quorum shall be 30% of the paid membership.
Section 3. The most recent edition of Robert’s Rules of Order be the authority and govern this Club in the business procedure on all points not covered by the Bylaws.
Article XI: Amendments
Amendments to these Bylaws may be proposed by the Board. They shall become effective when approved by a two-thirds vote of those members present and voting at any regular meeting or any meeting called for that purpose. Any proposed amendments must be submitted in writing to each member, not less than ten (10) days prior to the meeting at which time they are scheduled for approval.
Article XII: Dissolution Clause
In the event of dissolution, all of the remaining assets and property of the Williamstown Garden Club organization shall be, after payment of necessary expenses, distributed to the Town of Williamstown, Massachusetts, to be used for civic beautification and maintenance of former WGC projects, including gardens and walking trails.
Approved October 14, 2025
Prior amendment October 8, 2018
Williamstown Garden Club Standing Rules (last revised March 25, 2025)
Standing rules shall be reviewed and amended as needed by the Executive Board on an annual basis at the beginning of the club year.
Finance Procedures
- Any expenditure which is not budgeted requires prior approval of the Board. For time sensitive needs, approval by the Treasurer and Finance Chair will be sufficient to approve the expenditure with notification to the Board thereafter.
- In the event of requests from outside groups or individuals for funds in excel of $100, the Treasure shall send a Grant Application form. The completed form will be reviewed by the Finance Committee for recommendation for vote by the full membership.
- Any Board member shall submit projected expenses in writing to the Treasurer for authorization as part of the budgeting process. Once budgeted, Board members may incur expenses within the budgeted item. Expense receipts for official or committee work/projects shall be submitted to the Treasurer prior to reimbursement by the Club using the format provided by the Treasurer.
- The Club’s debit card will be held by the Treasurer and its use is discouraged. It shall be used only with advanced permission of the Treasurer and within budget.
- If included in the Annual Budget, up to two Delegates to the two yearly Federation Meetings will be reimbursed for registration and necessary expenses. Other reimbursements may be requested.
- Any changes to club dues shall be approved by the membership at the Annual Meeting.
- Subscriptions to the “Mayflower” magazine shall be received by all Board members without charge. Mayflower is also available electronically on the GCFM website.
Bank Account
1. The Club checking and savings accounts will have a minimum of three (3) and a maximum of four (4) signers: always Treasurer, President, and Finance Chair. The fourth member can vary depending on Club needs, such as out-going Treasurer or First Vice President.
2. Shortly after the Annual Meeting, the signers will present to the bank to endorse signature cards to reflect the changes in signers on the account
3. The Club checkbook, access to Quicken, and relevant financial records will be transferred to the incoming Treasurer in conjunction with the bank signature change.
Annual Meeting
- The President shall be responsible for the presentation at the Annual Meeting and shall ask for assistance from Board members as appropriate.
- Immediately following the Annual Meeting, there shall be an organizational board meeting with the following agenda: affirm the election results, specify the signers on the Club bank account, set date for appearance at bank to effect changes, as necessary. Approval of the minutes of this organizational meeting must be expedited for sharing with the bank.
- Newly elected Board members shall assume their office and responsibilities immediately after the Annual Meeting and shall serve until the next Annual Meeting.
- All Board Members shall execute “Conflict of Interest Statements” following the annual meeting.
Meetings
1. The club shall meet during the months April through December.
2. The Annual Meeting may be held any month July through December.