DISTRICT VII of THE GARDEN CLUBS OF ILLINOIS, INC.
BYLAWS (revised March 23, 2023) with proposed Amendment for
3/21/2024 addition of Article XII, Section 4. Blue/Gold Star Marker Fund
ARTICLE I – NAME
The name of this organization shall be DISTRICT VII, The Garden Clubs of Illinois, Inc.
ARTICLE II – OBJECTIVE
The objectives of this organization shall be to promote the programs of The Garden Clubs of
Illinois, Inc. and District VII; to encourage the advancement of gardening, development of home
grounds and civic beautification; to stimulate an interest in cooperative gardening; to aid in the
protection of forests, wildflowers, bees, birds and butterflies, and the improvement to roadways;
and to transact business pertaining to the furtherance of the above.
This corporation is organized on a not-for-profit basis. Its purpose is to be beneficial, charitable,
scientific, educational, and conducive to the well-being of the environment and useful to the
community.
ARTICLE III – MEMBERSHIP, DUES, AND MEETINGS
Section 1. Membership
A. Independent garden clubs in the seventeen (17) counties (Randolph, Perry, Jefferson,
Franklin, Hamilton, White, Jackson, Williamson, Saline, Gallatin, Union, Johnson, Pope,
Hardin, Alexander, Pulaski, Massac) constituting this District under The Garden Clubs of
Illinois, Inc., may be eligible for active membership provided their membership shall be
approved by The Garden Clubs of Illinois, Inc.
B. Junior garden clubs who meet the requirements of The Garden Clubs of Illinois, Inc., shall be
eligible for membership in the District.
C. No Club in District VII may restrict membership based upon gender, age, religious
affiliation, or ethnicity.
Section 2. Dues
The annual dues for member clubs shall be $1.50 per member. The fiscal year shall be from
April 1 to March 31. All dues are payable on or before April 1 of each year to the District
Treasurer.
Section 3. Meetings
The organization holds two General Meetings each year: the March Annual Meeting and the
October Semi-Annual Meeting.
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ARTICLE IV – OFFICERS
Section 1. Officers
The officers of this organization shall be Director, Assistant Director, Secretary, Treasurer, and
Historian.
Section 2. Duties of Officers
A. The Director shall preside at the General Meetings of the District and at all meetings of the
Board of Directors; shall be an ex-officio member of all Committees except the Nominating
Committee; shall be a member of the Finance Committee with power to vote; and shall
comply with all the requirements for District Director as outlined in the Bylaws of The
Garden Clubs of Illinois, Inc.
B. The Assistant Director shall perform the duties of the Director in the Director’s absence or at
the Director’s request; shall assist the Director with arrangements for the March Annual and
October Semi-Annual Meetings and arrange for publicity for these meetings, if requested.
C. The Secretary shall keep the minutes of the General Meetings and of the Board of Directors
Meetings; shall send a copy of all minutes to the District Director for circulation as soon as
possible after each Meeting; shall have an up-to-date list of member clubs and their
Presidents; and send notices of all Board meetings and General Meetings to each Board
member and member Club President thirty days prior to the meeting, unless the Director
assumes this responsibility. The Secretary shall keep a list of the General Meeting hosts, and
shall notify each Club of its forthcoming responsibility one year in advance.
D. The Treasurer shall be custodian of all monies of the District received from whatever source;
shall pay out money only upon the order of the Board of Directors; shall keep full and
accurate records of all monies received and disbursed; and shall present a written treasurer’s
report at the Annual and Semi-Annual Meetings to the Board of Directors.
E. The Historian shall collect photos, articles, etc. from Club representatives that describe
activities of District VII and the Clubs therein. The materials shall be compiled into a
scrapbook as a summary of the activities during the term of the Director. The scrapbook
shall be presented to the Director at the Annual Meeting that marks the end of the Director’s
term.
F. Vacancies. An elected officer who does not perform assigned duties and does not attend
District Meetings, will be considered to have “vacated” the position. Vacancies in elected
offices shall be filled by appointment by the Director.
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ARTICLE V – STANDING COMMITTEES
District VII has the following standing committees: Awards; Bees, Birds, and Butterflies;
Blue/Gold Star Marker; Flower Show; Garden Therapy; Parliamentarian/Bylaws; SIU
Scholarship; and Youth Activities.
Section 1. Duties of Standing Committee Chairs
Duties of Standing Committee Chairs shall be in accordance with the duties of similar State
Chairs, as outlined in the Bylaws and the Standing Rules of The Garden Clubs of Illinois, Inc.
ARTICLE VI – BOARD OF DIRECTORS
The Board of Directors shall consist of the District Officers, the President of each member Club,
and the Chair of each Standing Committee.
Section 1. Duties of the Board of Directors
Questions of policy and the expenditure of monies derived from all sources shall be under the
jurisdiction of the Board of Directors. The Board is charged with the overall supervision of the
activities of District VII.
ARTICLE VII – SPECIAL COMMITTEES
Section 1. Executive Committee
The Officers of the District shall serve as an Executive Committee, which shall be charged with
the general management of the business of District VII. Its duties shall include implementing
policies promulgated by the Board of Directors; receiving the proposed budget from the Finance
Committee, and after review and modifications submitting the budget to the Board of Directors
for action; controlling expenditures in accordance with the approved budget; establishing
Meeting dates and Host Clubs at least two years in advance; and recommending changes to the
Bylaws.
Section 2. Finance Committee
The Finance Committee shall consist of the District Director, the Treasurer, a Chair appointed by
the Board of Directors, and a member-at-large from the same club as the Treasurer. Only one
signature is required on checks. The member-at-large shall be an authorized check signer as a
backup to the Treasurer. The Finance Committee shall prepare and submit the Annual Budget to
the Executive Committee.
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Section 3. Nominating Committee
The Director shall appoint a three-member Nominating Committee at the October Semi-Annual
Meeting. The Nominating Committee Chair shall present its slate of officers at the March
Annual Meeting to be voted upon by the voting body.
Section 4. Audit Committee
The financial records shall be audited by a Committee selected by the District Director. The
Audit Committee shall be appointed prior to the March Annual Meeting and the Committee shall
complete the audit within 60 days of the end of the Treasurer’s term. The Audit Committee
Chair shall present the audit report at the following October Board of Directors Meeting.
Section 5. Communications Committee
The District Director, the Secretary, and the Webmaster are the members of the Communications
Committee. The Director and Secretary will communicate through e-mail and telephone with the
members of the Board of Directors. The District e-mail list is considered confidential,
proprietary information, and may not be used for non-District purposes. E-mail addresses must
be protected by entering them only as BCC (blind carbon copy). Club Presidents shall be
responsible for submitting a condensed report of their Club news every four months by the
requested due date to the District Director for publication in the GARDENGlories magazine.
Additional communication of District information will be through the District website,
maintained by a Webmaster whom the District Director shall appoint.
Section 6. Other Committees
Any other Committees shall be appointed by the Director as needed.
ARTICLE VIII – ANNUAL AND SEMI-ANNUAL GENERAL MEETINGS
The March Annual and October Semi-Annual General Meetings of the District shall be held on
the fourth Thursday of these months at such community as the hosting schedule dictates.
Section 1. Notification of General Meeting
A written notice shall be sent by the Secretary or the District Director to each member of the
Board of Directors not less than thirty days prior to the date of such meeting. Notices may be
sent via postal delivery and via e-mail.
Section 2. Voting Body
All District members present at the Annual Meeting shall constitute the voting body for the
Election of Officers and the Amendment of Bylaws. All other matters and business shall be
decided by the members of the Board of Directors.
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Section 3. Quorum
The presence of ten members of the Board of Directors shall constitute a quorum for the
transaction of business.
Section 4. Board of Directors Meetings
A Regular Meeting of the Board of Directors to handle District business shall be held the same
day as the Annual and Semi-Annual General Meetings, immediately prior to the General
Meetings. All voting actions taken by the Board of Directors shall be reported to the
membership at the General Meeting.
Section 5. Reports at the General Meetings
The President of each Club, the Chair of each Standing Committee, the District Director, and the
District Treasurer shall submit written reports to the Director, Secretary, and Webmaster at the
Annual and Semi-Annual General Meetings to be placed on file. The reports shall be for the
period from the previous meeting to the current meeting. In addition, each person submitting a
written report may address the Meeting assembly for two minutes when listed on the General
Meeting agenda.
Section 6. Programs for the General Meetings
The Board of Directors shall specify to the Director the desired genre of program for the
following General Meeting, and the allowable budget. Securing a Program Speaker will be the
responsibility of the District Director. A written contract will be prepared and signed by both the
District Director and the Program Speaker. The District Treasury will pay the Speaker.
ARTICLE IX – RESPONSIBILITIES FOR DISTRICT MEETINGS
Member clubs shall assume the responsibility for serving as the Host Club on a rotating
schedule. This responsibility is not to be taken lightly. Clubs with insufficient numbers to host
alone, those with advanced age of membership, or those whose membership is largely
unavailable due to employment, may be exempted from hosting. However, members from these
Clubs are encouraged to share some responsibility by offering to help the Host Clubs. The
Secretary shall keep a list of the scheduled Meeting Hosts, and notify each Club of its
forthcoming responsibility one year in advance.
Section 1. Meeting Site and Insurance
A. The Host Club is responsible for securing a meeting space capable of seating one hundred
people and serving a luncheon. If there is a facility charge, it is considered part of the
luncheon budget and the District Director must be notified for approval. Also, if the District
is asked to provide proof of insurance, the District Director must be notified.
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B. Equipment should be available as requested by the District Director, and must include a
microphone system.
C. A separate meeting space capable of seating twenty-three people for the Board of Directors
meeting must be available.
Section 2. Luncheon
A. The District Director will communicate to the Host Club President a budget within which the
cost of the meeting site, insurance, and luncheon plus tax and gratuity, must be kept.
B. The Host Club will arrange for the luncheon and, at least six weeks before the meeting, will
notify the District Director of the menu. If the host club is experiencing difficulties staying
within the budget, the Club President must contact the District Director immediately.
C. The District Director will notify the Host Club of the number of persons to be seated at the
head table one week before the meeting, and will furnish and place the place cards the day of
the meeting.
Section 3. Meeting Notices
A. The District Secretary is responsible for sending out meeting notices at least thirty days
before the meeting.
B. The following information shall be timely provided by the Host Club to the District
Secretary:
1. meeting location and theme, if one has been chosen;
2. the luncheon menu;
3. the exhibit space reservations contact person, phone number and deadline for reserving
space;
4. deadline for meeting registrations.
Section 4. Reservations
A. Each Club should send a list of the names of members who will be attending the meeting,
along with a check to cover the cost, to the District Treasurer by the deadline specified in the
meeting notice.
B. Reservation payments are non-refundable and will be deposited in the District Treasury.
C. The District Treasurer will send a list of those having reservations to the Host Club one week
before the meeting (or as reservations are received, if requested by the Host Club).
D. The Host Club or any other Club wishing to invite non-paying guests must contact the
District Director for permission to do so.
Section 5. Meeting Day Registration
A. A registration table shall be set up near the entrance of the meeting site.
B. A name tag shall be provided for each attendee. The Host Club may ask another club to
furnish the name tags for them.
C. All walk-in attendees, who are not representing an absentee registrant from their own Club,
shall be required to pay the meeting fee, which will be given to the District Treasurer for
deposit.
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Section 6. Ways and Means
Because the registration fee alone will not cover all the costs of a District meeting, the Ways and
Means Sales and Auction are necessary to fund some of the expenses. District members are
encouraged to bring garden-related items to the General meetings to be sold to benefit the
District.
A. The Host Club appoints a Ways and Means Committee, or may ask another club to serve in
this capacity.
B. A sufficiently-large area of preferably four tables, but minimum of two, should be set up for
Ways and Means.
C. Every Club should contribute items for the sale and should pre-price these items.
D. The Ways and Means Committee is responsible for disposing of any leftover items and
leaving the area clean.
Section 7. Coffee Hour
A. A table should be set up for the coffee hour held prior to the meeting.
B. Cost of the coffee and any other refreshments will be the responsibility of the Host Club.
C. Any decorations are the responsibility of the Host Club. They may be sold and the proceeds
kept by the Host Club.
Section 8. Finances
A. The District Treasury will pay the Host Club up to $200 to offset its expenses from section 7
above.
B. The District Treasury is responsible for paying the caterer for the luncheon, purchasing GCI
insurance if needed, and paying any facility charge if approved by the District Director.
C. The District Treasury is responsible for paying the Program Speaker.
D. All Registration fees shall be deposited to the District Treasury.
E. All Ways and Means Sales and Auction proceeds shall be deposited to the District Treasury.
ARTICLE X – SPECIAL MEETINGS
Special meetings of the Board of Directors may be called by order of the District Director or by
written order of five members of the Board of Directors, provided that notice of such meetings
shall be sent to the President of each Club and to the other members of the Board of Directors at
least five days in advance of the meeting. The subject of the meeting shall be stated in the
notice, and no other business is to be transacted.
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ARTICLE XI – NOMINATIONS AND ELECTIONS
Section 1. Nominations
A. At the October Semi-Annual Meeting, a Nominating Committee consisting of three members
shall be appointed by the District Director.
B. Each Club in the District may submit at least one member’s name for consideration to serve
either an elected or appointed position on the Board of Directors of District VII.
C. No one shall be nominated either by the Nominating Committee or from the floor whose
consent to serve has not been obtained first.
Section 2. Elections
A. Elections shall take place at the March Annual Meeting, and if there is more than one
candidate for any office, the vote shall be by ballot of the voting body as defined in Article
VIII, Section 2. A simple majority vote shall elect.
B. The Director, Assistant Director, and Historian shall be elected in the even-numbered years,
and the Secretary and Treasurer will be elected in the odd-numbered years. All terms are for
two years.
C. Installation of Officers shall be the last order of business at the March Annual Meeting. The
outgoing Director will preside until close of the day’s activities.
ARTICLE XII – FINANCIAL COMMITMENTS
Section 1. District VII Scholarship at Southern Illinois University
The organization is committed to the promotion of education. In this regard, a District VII
Garden Clubs of Illinois Scholarship has been established at Southern Illinois University at
Carbondale. This scholarship is awarded each Fall semester by the District’s Scholarship
Committee to a student scholar who hails from the District VII area, and is majoring in one of
the fields of study related to horticulture, landscape design, environmental protection, or
conservation. The scholarship is made possible only by the generous donations of the individual
garden clubs in District VII; therefore, the amount of the scholarship may vary from year to
year. The funds are disbursed to SIU in August of each year.
Section 2. State and National meetings
The organization is committed to supporting attendance at meetings of The Garden Clubs of
Illinois, Inc. and National Garden Clubs, Inc. by the Director and members of the Board of
Directors of District VII. The yearly allowance for the Director is $500. The yearly allowance
for each Board of Director member is $100 each. In addition, the District Director is entitled to a
mileage reimbursement at the GCI rate or a lesser rate negotiated with the Executive Committee.
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Section 3. District Flower Shows
The organization is committed to supporting the National Garden Clubs, Inc. objective of
educating its members and the public through events known as “Standard Flower Shows.” Once
a District Flower Show is agreed upon by the Board of Directors, the Finance Committee shall
establish a total budget for the District Flower Show committee to aid in containing costs. The
cost of GCI insurance, schedule printing, award ribbons, hospitality for the judges, and theme
staging must be considered. All clubs are encouraged to participate by entering exhibits.
Section 4. Blue/Gold Star Marker Fund (NEW – NEEDS APPROVAL AT 3/21/2024
GENERAL MEETING)
The organization supports the project begun in 1945 by National Garden Clubs, Inc. to place
Blue and Gold Star Memorial Markers on Highways and Byways to honor our nation’s Armed
Forces. Accordingly, District grants of $200 are available to any Club actively planning and
fundraising for purchasing, refurbishing, or relocating a Blue or Gold Star Marker. The request
form is available from the District Treasurer. Clubs support this project by making contributions
to the District’s Blue/Gold Star Marker Fund.
ARTICLE XIII – AMENDMENTS
These bylaws may be amended at the March Annual Meeting, adjourned session thereof, or a
special meeting called for that purpose, by two-thirds vote of the voting body, a quorum being
present. Notice of the proposed changes shall be given in writing with the call to the meeting.
ARTICLE XIV – PARLIAMENTARY AUTHORITY
Roberts Rule of Order, Newly Revised shall be the parliamentary authority in all matters not
specified in these bylaws.