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Alpine Garden Club of B.C.

Constitution and By-laws as of January 2009

Constitution:

  1. The name of the club shall be "The Alpine Garden Club of British Columbia".
  2. The club symbol shall be Erythronium grandiflorum.
  3. Membership is open to any person or family upon payment of membership dues.
The objectives of the club are:

  1. To promote the growing, propagation and display of:
    1. plants suitable for the alpine garden and alpine house.
    2. rare and unusual species of hardy plants, trees, shrubs and ferns.
    3. plants suitable for the art of bonsai.
  2. To promote an interest in the native plants of British Columbia and their preservation.
By-laws:

  1. General and executive meetings shall be according to the constitution and Robert's Rules of Order.
     
  2. Dues:
    1. Annual dues shall be set at the annual general meeting.
    2. Annual dues are due and payable on January 1 for one year in advance.
    3. A member whose dues are three months in arrears shall cease to be a member. Payment of the annual dues shall reinstate membership.
       
  3. Honorary Life Membership:
    Honorary life membership may be conferred upon a person who exemplifies to an outstanding degree the spirit and objectives of the club. Such a person must be recommended by the executive and approved by the majority at a regular meeting of the club. An honorary life member shall have all the privileges of the club without payment of dues.
     
  4. Annual General Meeting:
    1. The annual general meeting shall be held in November with one month's notice given to members.
    2. The business of the annual general meeting shall include:
      1. the election of the next year's officers.
      2. the treasurer's annual financial report. This report shall include:
        1. a balance sheet to and including the last day of August.
        2. a statement of the receipts and disbursements for the fiscal year ending August 31.
        3. a proposed budget for the following year as requested.
      3. the setting of the next year's annual dues.
      4. reports from club officers and chairmen of committees.
         
  5. Quorums:
    1. The quorum at a regular or annual general meeting shall be twenty five members.
    2. The quorum at an executive meeting shall be six voting members.
       
  6. Meetings:
    1. Unless otherwise directed by the general membership, the executive shall arrange for regular monthly meetings from September to June inclusive.
    2. The executive shall meet at least eight times each year.
       
  7. Elections:
    1. All members are eligible for executive positions.
    2. At the June meeting, the executive shall appoint a nominating committee.
    3. Members of the nominating committee shall not be eligible to run for a position on the next year's executive.
    4. The nominating committee's proposed slate shall be presented to the membership at the regular general meeting prior to the annual general meeting.
    5. Additional nominations for executive positions shall be accepted at the annual general meeting provided the consent of the nominee has been obtained and the member is present.
    6. No executive member, other than the secretary and treasurer, shall serve more than three consecutive years in the same office.
       
  8. Executive composition:
    1. The executive shall consist of these elected members:
      1. The club officers: the president, vice-president, second vice-president, secretary and treasurer.
      2. Six additional members elected at the annual general meeting.
      3. The immediate past past-president.
    2. The executive committee shall appoint members to the positions of:
      1. Bulletin editor
      2. Plant sale chairman
      3. Seed exchange director
      4. Librarian
      5. Program chairman
      6. Membership secretary
      7. Display chairman
      8. Pot show chairman
      9. Web site manager
      Members appointed to these positions shall regularly report to the executive and general membership and shall have voting rights during executive meetings in their specific area of service.
       
    Duties:
    1. The executive shall be responsible and accountable for:
      1. All club money and property.
      2. The discharge of the club's normal business
        1. except such business as shall be deemed by the executive to require consideration at a general meeting.
        2. except such business that may be raised by any member for consideration at a general meeting.
    2. Financial responsibilities:
      1. The president, vice-president and treasurer shall be the signing officers.
      2. All accounts in the name of The Alpine Garden Club of BC shall be administered by the treasurer.
      3. The treasurer shall be bonded.
      4. Expenditure of funds shall require the signature of the treasurer and one other signing officer.
      5. Signing officers shall not be related by blood or marriage (legal or common-law).
      6. The expenditure of funds in excess of $500 shall require the approval of two-thirds of the members present at a general meeting.
      7. Gifts in excess of $100 shall require the approval of two-thirds of the members present at a general meeting.
      8. The executive may authorize a total expenditure up to $500 for public sales of plants without seeking approval from the membership.
    3. Except for the nominating committee, the president shall be an ex-officio member of all committees.
    4. Executive committee vacancies may be filled for the remainder of current year by a resolution of the executive committee.
    5. Retiring executive committee members shall within one month deliver to their successors all club property, documents and funds in their possession at the expiration of their term.
       
  9. Auditor:
    An auditor shall be appointed by the executive at least one month before the annual general meeting. The auditor may be a club member. The audited annual financial statement shall be presented to the membership within ninety days after the annual general meeting.
     
  10. Amendments to the Constitution and By-laws:
    1. Proposed amendments shall be considered at the annual general meeting.
    2. Proposed amendments shall be submitted in writing to the executive by June 30.
    3. Proposed amendments shall be published in the bulletin at least thirty days before the annual general meeting.
    4. Proposed amendments shall require the approval of two-thirds of the members present at the annual general meeting.
    5. Should the constitution and by-laws be amended at the annual general meeting, a revised constitution and by-laws shall be provided for each member within ninety days.
       
  11. Removal of Elected Executive Members from Office:
    1. An elected executive member may be removed because of:
      1. A flagrant breach of club rules.
      2. Bringing the club into public disrepute.
    2. One month's notice of such a proposed action must be conveyed to the membership.
    3. Removal from office of an elected executive member shall require the two-thirds approval of the members present at a general meeting.
       
  12. Suspension and Expulsion of Members:
    1. A member may be suspended or expelled on recommendation of the executive because of:
      1. A flagrant breach of club rules.
      2. Bringing the club into public disrepute.
    2. One month's notice of such a proposed action must be conveyed to the membership.
    3. The suspension or expulsion of a member shall require the two-thirds approval of the members present at a general meeting.
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