By-Laws and Standing Rules

BYLAWS

EAST CENTRAL DISTRICT OF THE

FEDERATED GARDEN CLUBS OF MISSOURI, INC.

ARTICLE I

The name of this organization shall be "The East Central District of the Federated Garden Clubs of Missouri, Inc."

ARTICLE II

Its objective shall be:

1. To coordinate and further the interests of the garden clubs of this District and to bring the members into a closer relationship of mutual helpfulness through association, conference and correspondence.

2. To maintain close contact with State Officers and Chairperson to accomplish State Federation objectives.

3. To aid in the protection and conservation of natural resources; to encourage civic beautification and improvement of roadsides and parks; to study all aspects of the fine art of gardening.

4. To cooperate with other agencies furthering the interests of horticulture and conservation.

ARTICLE III

Membership

The membership of this organization shall consist of the Federated Garden Clubs within the boundaries specified by the State Board of Directors for the East Central District.

ARTICLE IV

Meetings

Section 1.  There shall be a District Annual Awards & Luncheon Meeting, the date to be determined by the District Director in consultation with the State 1st Vice-President.

Section 2.  A quorum of all the District Meetings shall consist of three District officers, one-third of

The standing Committee Chairmen and one-third of the representatives of the individual clubs of the district.

Section 3.  There shall be at least two (2) Executive Committee and two (2) District Board Meetings each year.  Thereafter, the District Board shall meet at the call of the Director or upon written request by three officers.

ARTICLE V

Elected Officers and Their Duties

Section 1.  The elected officers of this organization shall be Director, Assistant Director, Recording Secretary and Treasurer.

Section 2.

 *The Director shall preside over all meetings of East Central District.

*These include the Executive Committee, the District Board and the District Annual Awards &    Luncheon Meeting.

*The Director shall approve all bills ordered by the District Board before payment by the Treasurer.

*The Director shall appoint the Corresponding Secretary, Parliamentarian, Zone Directors and any special committee chairpersons.

*The Director shall be member ex-officio of all committees except the Nominating Committee. 

*The Director shall call special meetings, if necessary, or upon written request by three officers.  

*The Director shall be responsible for the federating of new clubs and keep in touch with the work of the District and Federation.

Section 3.  The Assistant Director shall, in the absence of or at the request of the Director, perform all duties of the Director and assist the Director when requested.  In the event of resignation, death or permanent non-residence of the Director, the Assistant Director shall 

 succeed to the office of Director.

Section 4.  The Recording Secretary shall record and distribute all minutes of the meetings of the East Central District, the Executive Committee, the District Board and the District Board, and shall be the custodian of its official papers and shall keep the standing rules up to date.

Section 5.  

* The Treasurer shall collect and hold all monies of the District including all project funds.

* The Treasurer shall collect all dues, shall pay all bills ordered by the District Director, give a report at each meeting and send out a monthly Treasurer’s report to the Director.

 * All accounts are to be audited annually at the end of the fiscal year by the Auditor who shall present a report at the District Annual Meeting.

ARTICLE VI

Appointed Officers and Their Duties

Section 1.  The appointed officers of this organization shall be Corresponding Secretary, Parliamentarian and Zone Directors.

Section 2.  The Corresponding Secretary shall conduct correspondence of the District upon instruction from the Director. Be responsible for sending out Caring cards as requested by the Director.

Section 3.  The Parliamentarian shall attend meetings of the Executive Committee, District Board and Annual meeting, and advise, when requested by the Director, any committee, officer or member on parliamentary questions concerning the District.

Section 4.  The Zone Directors shall serve as liaison officers between clubs in their zone and the Director and give reports when requested.

ARTICLE VII

Executive Committee

                  Section 1.  The Executive Committee shall consist of the elected and appointed officers.

                  Section 2.  A quorum of the Executive Committee shall consist of three officers.

Section 3.  All action of the Executive Committee shall be advisory and must be ratified by the District Board. 

ARTICLE VIII

District Board

Section 1.  The District Board shall consist of the elected and appointed officers of the Executive Committee, Chairpersons of Standing Committees, Club President or appointed club delegate of the District and Past District Directors.

Section 2.  A quorum of the District Board shall consist of three District officers and one-third of the standing Committee Chairpersons.

               ARTICLE IX

Advisory Council

Section 1.  There shall be an Advisory Council to which any question affecting District procedure or policy may be referred from time to time by the Executive Board.  Such Advisory Council shall consist of all past District Directors of the East Central District, Federated Garden Clubs of Missouri, Inc.and all former State Presidents who are willing to act and serve in that capacity.

Section 2.  The Chairman of the Advisory Council shall be that member who has most recently completed her term as Director.  In the absence of the chairman, the Council shall elect from its membership a chairman Pro-Tem.

Section 3.  A quorum of the Advisory Council shall consist of three members.

ARTICLE X

Nominations and Elections

Section 1.  All officers of the District shall be elected to serve two years.  No officer shall succeed him/herself in the same office except for the Treasurer who may succeed him/herself (2) twice.  To be eligible for the office of District Director, a member must have served as an officer or Standing Committee Chairman on the District Board for at least two full terms and shall have attended two District Annual Meetings, and be a member in good standing of the District.  All other elected officers shall have served on the District Board.  Elections shall be held biennially in the odd-numbered years at the District Annual Meeting.

 Section 2.  The Nominating Committee is composed of 6 members with 3 members from the North Central Zone and 3 from the South Zone. The members of the Nominating committee need to be nominated and elected by the District Board at its meeting preceding the Annual Meeting in even numbered years. The immediate past District Director shall act as chair and vote only in case of a tie.  

The Nominating Committee shall present the slate of officers in the August Newsletter (Odd number years) prior to the Annual Awards Luncheon Meeting.  It shall have been ascertained that the candidates are qualified for the office and are willing to serve if elected.  Nominations may also be made from the floor.  Before a name is presented for nomination the consent of the member must be obtained.

Section 3.  The Nominating Committee shall nominate a member and an alternate to serve a two-year term on the State Nominating Committee to be elected at the District Annual Meeting in the odd-numbered years.

a.  To be eligible for election, the Member must have served at least one full term as a member of the Board of Directors of the State Federation and have attended at least one Annual Convention within the previous two years.

 b.  If the elected Member is unable to attend a committee meeting, the Alternate shall replace his/her and serve until the work of the committee is completed.

c.  By virtue of his/her election the Member shall become a member of the State Board of  Directors for two years in office.

Section 4.

A. The District Director shall have an Executive Committee Meeting within ninety (90) days following the election.

B. Elected and appointed District Officers and Standing Committee Chairpersons shall meet with the Presidents or appointed representatives of the Clubs of the District for the first District Board Meeting no later than March 15.

Section 5.  *The following Standing Committee Chairpersons shall be appointed by the Director with the approval of the Executive Committee except for the Personnel Chairman who shall be the immediate past District Director.  The roster shall be prepared by the Personnel Chairman or his/hers delegate.  It shall be available to District Officers by and to the District Board no later than its first meeting of the new administration.

1. Auditing                                                      

2. Birds                                                            18. MO. Botanical Garden Liaison

3. Blue Star Memorial                                     19. Membership

4. Butterfly & Hummingbird                             20. Personnel

5. Chaplain                                                      21. Photographers       

6. Citations                                                      22. Protocol

7. Club Programs Awards                               23. Publicity

8. Club Programs List Resource                    24. Science Fair

     9.   District Director Advisory Council                 25. Seed St. Louis & Non-Profits

  10. ECD Directors Project                                 26. Ways & Means

  11. ECD Annual Awards Luncheon                       27. Webmaster

  12. ECD Flower Show                                           28. Yearbook Awards

  13. Educational Exhibits Consultant                      29. Youth Contests

  14. Environmental Issues/Endangered Species         30. Environmental School

  15. Fair/Convention Exhibit            31. Flower Show School     

  16. Flower Show Consultant               32. Gardening School                    

  17. Horticulture                                                      33. Landscape Design School   

   *Additions or deletions may be made as the Executive Committee deems necessary.            

    The Standing Committee Chairpersons shall serve two years.  Their duties shall parallel those 

     of the State Board Standing Committee Chairpersons to carry on the activities of the District.

Section 6.  The Executive Committee and Standing Committee Chairperson shall within one (1) month after the expiration of his/her term of office, deliver to his/her successor, all books, records and papers belonging to that chairmanship, a complete report of her chairmanship and an updated copy of the standing rules.

ARTICLE XI

Vacancies

In case of vacancy of an elective office other than that of the Director, the Executive Committee shall elect by ballot a person to fill the unfinished term. The officer can or may be elected for one full term.

ARTICLE XIl

Business

Section 1. The business of the District between Annual Meetings shall be conducted by the Executive Committee and the District Board.

Section  2.  Any project or activity to be undertaken by the East Central District must be submitted to and approved by a majority vote of those present at a meeting of the District Board.

Section  3.  A club desiring to federate must be visited for approval before applying for membership by the District Director and/or the Assistant Director and/or a Zone Director.

Section 4.  All other mandatory requirements as stated in the FCGM Garden Club Manual will be also followed.

ARTICLE XlII

Parliamentary Authority

The rules contained in "Robert's Rules of Order, Newly Revised" shall govern the East Central District of the Federated Garden Clubs of Missouri, Inc. unless herein otherwise provided.

ARTICLE XIV

Amendments

Section 1.  These Bylaws may be amended at any District  Meeting by a two-thirds vote of the voting delegates present and voting, provided that a written or electronic (email) notice of the proposed amendments shall have been sent to each club by the Bylaw Chairman at least thirty (30) days before the District Meeting.

Section 2.  Without such notice, Bylaws may be amended at the District  Meeting by unanimous vote of the voting delegates present and voting.

Revised August 2024                              

Jackie Reynolds-Chairman

Linda Bolhofner

Connie Lohse

Mary Davidson Officer

Sue Reed

Kay Schaefer

Judy Sheets

Gloria Whyte

EAST CENTRAL DISTRICT

STANDING RULES

FINANCES

1. Dues of two dollars ($2.00) per member shall be payable to the District Treasurer on or before   October 31, for the next fiscal year beginning January first and ending December thirty-first.  The name of the club president, treasurer and a list of member's names in alphabetical order with complete addresses, phone numbers, and email addresses shall accompany the dues.                 

2.  The District Director shall have an expense account for State Convention and FGCM Fall Board meetings including registration, transportation, and hotel.

3. The District Director and the Treasurer shall be co-signers of all District checking and banking accounts.

4. All requests for funds should be sent to the District Director, accompanied by appropriate receipts and explanation. The District Director will send a voucher to the Treasurer who will issue reimbursement.  When money must accompany an order, the chairman should make the request early enough to allow for this procedure to be followed so that the check may be enclosed with the order. Small expenditures shall accrue to a total of five dollars ($5.00) before being submitted to the District Director for reimbursement.

5.  The Corresponding Secretary shall send a get-well card to an Officer or Committee Chairman who is hospitalized.  In the event of the death of a Past District Director, of a current Officer, or Committee Chairman or spouse, the East Central District shall send a card of sympathy to the family.  The name of a past District Director or current Officer shall be placed in the FGCM “Book of Honor “at a cost of ten dollars ($10.00).

6.  Each retiring District Director's name shall be placed in the FGCM “Book of Honor “at a cost of ten dollars ($10.00).

7. East Central District shall support P-33 East Central District Litter Control Award. ($50.00) and Y-3 East Central District Youth Special Achievement Award ($50.00)

East Central District shall support the following ECD Annual Awards:

ECD Club of the Year ($50.00)

ECD Club Programs ($50.00)

ECD Yearbook ($50.00)

8. A special invitation shall be sent to members of the FGCM Executive Committee to attend the District Annual Meeting by the chair of the district meeting. There shall be special seating for these individuals. Only the State President shall be a guest of the district for lunch.

9. East Central District will allocate a minimum of two thousand dollars ($2000.00) as advance loan for ECD FGCM State Convention.

10. If possible, there shall be a District Flower Show during the even-numbered years of each

 Administration. A minimum advance of one hundred dollars ($100.00) can be requested by the Chairman. A proposed budget shall be submitted by the Chairman.

MISCELLANEOUS INFORMATION

1.  The Director shall prepare and send periodical Newsletters to all elected and appointed Officers, Advisory Council, Committee Chairmen, Club Presidents of the District, and to the State President.

2.  The District Roster is NOT to be used by members or their families for business related activities, nor given to other organizations.  It is never to be made available to any commercial firm or agency.  At the discretion the Director may send notices of activities of interest to the membership.

3. Changes and additions to Standing Rules may be voted on at any meeting according to Roberts Rules Of Order.

Revised August 2024                              

Jackie Reynolds-Chairman

Linda Bolhofner

Connie Lohse

Mary Davidson Officer

Sue Reed

Kay Schaefer

Judy Sheets

Gloria Whyte