The Nantucket Garden Club, Inc. ?BY-LAWS ?As
revised and adopted August 29, 1979, August 11, 1982,
June 27, 1984, August 28, 1985, June 27, 1990, August
25, 1993, August 24, 1994, June 23, 1999, July 10, 2002,
August 18, 2004, August 16, 2006, August 27, 2008,
August 24, 2011 and August 22, 2018.
BY-LAW 1 – DUES
1. All categories of membership, except Honorary, shall
pay dues to the NGC.
2. Honorary Members shall be exempt from the payment
of all dues and assessments.
3. The right to levy any assessment shall be reserved to
the Members, and no Member shall be liable in any year
for an assessment in excess of his/her annual dues.
4. Annual dues are due and payable at the Annual
Meeting or at another date agreed upon by the Board.
See Policy and Procedures for more details.
BY-LAW 2 – OFFICERS
1. The officers of the Club shall be a President, a First
Vice President, a Second Vice President, a
Corresponding Secretary, a Recording Secretary, a
Treasurer, and an Assistant Treasurer. The Second Vice
President, the Corresponding Secretary, the Treasurer,
and the Assistant Treasurer shall be elected at one
Annual Meeting. The President, the First Vice President,
the Recording Secretary, and the Chair of the
Nominating Committee shall be elected at the alternate
Annual Meeting. The officers so elected shall hold office
for two years, beginning on the first day of September
following their election, and shall serve until the last day
of August in the second year thereafter, or until their
successors are respectively elected and assume their
duties of office. No officer may be eligible for election to
an immediately consecutive term in the same office, but
may be eligible for a second term after an interval of at
least two years. Any ?officer elected to fill an unexpired
term is eligible for election to a full two-year term.
2. The President shall preside at all meetings of the Club
and of the Board, which shall be conducted in
accordance with Robert's Rules of Order. She shall
appoint the Chairs of Standing Committees with the
exception of the Chair of the Nominating Committee,
who is elected by the membership at the Annual
Meeting. She shall sign all written contracts and
obligations of the Club except bank checks, unless her
signature on such checks is authorized by the Board.
She shall exercise the usual functions pertaining to her
office. She shall be empowered to pay bills up to
$500.00 without special authorization of the Executive
Committee. She shall select the voting delegates to the
GCA Annual, Special, and Zone Meetings.
3. The First Vice President, or in her absence the
Second Vice President, shall perform the duties of the
President in the latter's absence. She shall also perform
the role of Club Administrator and provide GCA with the
current Club membership roster.
4. The Second Vice President shall compile, maintain,
and update a computer database listing the positions,
activities, and interests of Club members.
5. The Corresponding Secretary shall take attendance of
Active and Provisional Members at each Regular
meeting and record and acknowledge excused
6. The Recording Secretary shall keep the minutes of the
Club and of the Board. She shall send copies of the
minutes of Board Meetings to all members of the Board
and submit copies of all minutes to the Club ?Archivist
at the end of each year.
7. The Treasurer is empowered to pay Club expenses as
authorized by the Board. She shall render, or cause to
be rendered, a report at each meeting of the Board and
at the Annual Meeting of the Club, showing the financial
condition of the Club. An audit shall be made of the
Treasurer's books at the discretion of the Board. The
Treasurer is authorized to dispose promptly for cash
any stocks, bonds, or other intangibles received as
donations. The Treasurer shall have general charge of
the financial records and accounts of the Club. See
Policy and Procedures for more information. She shall
deposit all funds, securities, and title deeds of the Club
in such safe deposit box, bank or banks as the Board
may from time to time direct. Such funds, securities, and
deeds shall be withdrawn from any such depository only
upon the order of such person, or persons, as the Board
by resolution shall from time to time designate. The
NGC, Inc. is a non-profit charitable organization duly
listed in Treasury Publication 78 and contributions to
the Club are fully deductible to the extent provided by
8. The Assistant Treasurer shall perform the duties of
the Treasurer in the absence of, or at the direction of,
the Treasurer. See Policy and Procedures for details.
9. Vacancies in the Offices of the Executive Committee
may be filled by the President until the next Annual
BY-LAW 3 – STANDING COMMITTEES
1. The Standing Committees of the Club shall be
Archives; Awards; Boutique; Communications/Bulletin;
Conservation; Daffodil Flower Show; Finance; Gallery
Walk; Garden History and Design; Grants; Green Thumb
Flower Show; Hadwen House Garden & Main Street
Fountain; Horticulture; Hospitality; House Tour;
Membership; Nominating; Program; Properties;
Provisionals; Publications/Websites; Scholarship;
Visiting Gardens; By-Laws; and, if needed, New
Projects. The Chairs ?will appoint Committee Members
2. The Archives Chair shall be responsible for collecting
Committee reports and storing them. See Policy and
Procedures for more details.
3. The Awards Committee shall promote members'
interest in the GCA, Zone, and NGC Awards. It shall also
be responsible for all records of awards given by the
Club and for the engraving and safe keeping? of the
4. The Boutique Chair shall acquire merchandise that is
in keeping with the purposes of the Club and sell such
merchandise at Club meetings, the Daffodil, Green
Thumb and House Tour events and any other? venue
approved by the Board.
5. The Conservation Chair shall promote the interest of
the Club in protecting the natural resources of
Nantucket Island and its environment. It shall keep the
Club informed of national and local conservation
interests and concerns. It shall promote and support
local efforts to this end. The Conservation Chair shall be
responsible for sending to the Program Chair detailed
information about the Conservation Program in final
form for printing.
6. The Daffodil Flower Show Chair(s) shall plan an
annual Daffodil Show in cooperation with the American
Daffodil Society, and shall put such a plan into effect
and ?encourage competition and civic participation.
7. The Finance Committee shall assist the Treasurer in
the preparation of an Annual Budget and will be
available at the request of the President and/or the
Treasurer to advise the Board on matters of finance and
8. The Garden History and Design Chair shall choose
and document a distinctive garden on Nantucket, either
historical or contemporary, for submission to the
Smithsonian Institution Archives of American
Gardens. Garden Club of America Garden History &
Design Guidelines are to be followed. The Committee is
meant to further knowledge and interest in garden
design and may do so by sponsoring programs and
9. The Grants Committee shall oversee the process of
awarding financial grants to applicants from
organizations in the Nantucket community which foster
the purposes of the Club.
10. The Green Thumb Flower Show Chair(s) or Gallery
Walk Chair(s) shall plan a program to promote
community interest and participation in gardening and
11. The Hadwen House Garden and Main Street Fountain
Chair shall be responsible for the maintenance of
Hadwen House? Garden, which the Club maintains as
an 1850 historic garden. She shall also maintain
seasonal plantings in the Main Street Fountain.
12. The Horticulture Chair shall promote the interest of
the Club in horticultural matters. The Horticulture Chair
shall be responsible for sending to the Program Chair
the information about the Horticulture Program in final
form for printing.
13. The Hospitality Chair shall be responsible for Club
hospitality. She shall be responsible for making
arrangements for the refreshments before each Regular
Meeting, and the luncheon for the? Annual Meeting. See
Policy and Procedures for more information.
14. The House Tour Chair(s) shall plan and execute this
annual fund-raising event.
15. The Membership Committee shall consist of eight
members of the Club, five of whom are voting members.
The Chair of the Membership Committee will be
appointed by the President. Five voting members of the
committee will include: Chair of Provisionals, Chair of
Hadwen House Garden, Corresponding Secretary and
two At-Large members appointed by the Membership
Chair. One At-Large member will be a member of the
Club for more than five years, and one At-Large member
will be a member of the Club for less than five years.
The Membership Chair, the President, and Treasurer of
the Club shall serve as Ex-Officio members of the
16. The Nominating Committee shall consist of five
members. The immediate past President serves as a
voting member at large for 2 years and then serves as
the Nominating Chair for 2 years, one member of 1 to 5
years, 1 member of 6 to 10 years, and 1 member of 11
years or more. The last three members shall be chosen
by lottery. Only Active ?Members may serve on the
Nominating Committee. Any Active Member may submit
her name to the Nominating Committee for inclusion in
the lottery pool. Annually, after due consideration, the
committee shall nominate a slate of candidates for
election to the forthcoming vacancies in Club offices.
17. The Program Chair shall be responsible for planning
a well-rounded annual program for the Club in
consultation with the President, including arrangements
for Club meeting places and securing and? introducing
lecturers and speakers. The Program Chair shall be
responsible for sending to the Publications Chair the
annual program of regular meetings in final form for
18. The Properties Chair shall be responsible for the
care of Club properties and work with the Daffodil,
Green Thumb, Gallery Walk and House Tour
Committees, as needed.
19. The Provisional Chair shall offer assistance to
Provisional Members and supervise their activities.
20. The Communications/Bulletin Chair shall be
responsible, in conjunction with event chairmen, for
arranging such publicity as will best promote the
interest and activities of the Club. The
Communications/Bulletin Chair shall be responsible for
keeping the Zone 1 Communications Representative
informed of NGC activities and events. She shall
promote members' interest in contributing articles to the
GCA Bulletin and shall submit dates of Club activities to
the GCA Bulletin.
21. The Publications Chair shall be responsible for
collating, printing, proofreading, and sending members
the annual membership and committee lists, programs,
and related materials by a specified date.? The
Publications Chair shall gather from the appropriate
Chairs all materials which are to be included with the
membership list in the annual distribution.
22. The Scholarship Committee will solicit and review
applications from Nantucket High School seniors and
graduates. The Committee may award the scholarship
funds in the amounts they feel appropriate. For more
details see Policy and Procedures. The Scholarship
Chair shall keep the club apprised of the current GCA
program of grants, scholarships and fellowships.
23. The Visiting Gardens Chair shall keep up-to-date
lists of gardens which may be of interest to touring
visitors and shall send a current list to GCA
Headquarters. It shall also provide garden tours as
24. The By-Laws Committee shall review the
Constitution and By-Laws not less than every five years
and recommend changes as needed.
25. Additional committees shall be created when
BY-LAW 4 – THE BOARD
1. In addition to the Executive Committee composed of
the elected officers of the Club, the Board shall consist
of the Chairs of the Standing Committees and not more
than four members-at-large who shall be appointed by
the President. These members-at-large may not serve
consecutively for more than two years but may be
reappointed after one year's absence from the Board in
this capacity. The retiring President shall be a member
of the Board ex-officio for one year after her successor
has assumed the duties of this office.
2. The Board shall have general charge, control, and
management of the affairs, funds, and properties of the
Club. It shall have full power, and it shall be its duty to
carry out the purposes of the Club as provided in the
Constitution. In addition, it shall have sole power to
authorize the borrowing and investing of money on
behalf of, and for the purposes of, the Club, and to
authorize and direct the execution of such documents
as may be necessary to that end.
3. The Board shall have the power to transfer Active
members to Affiliate Membership when eligible or when
otherwise justified. These transfers should be
recommended by the Membership Chair in advance.
BY-LAW 5 – MEETINGS
1. Regular meetings of the Club shall be held in
Nantucket on the last Wednesday in June, on most
Wednesdays in July and August, or at the Executive
Committee's discretion. The Annual Meeting will be held
in August. NGC Executive Committee members will be
elected at this meeting. Members may bring one guest
to any meeting except the Annual Meeting.
2. Special meetings of the Club may be held in
Nantucket at any time during the period from June
fifteenth to September fifteenth upon call of the
President or of a majority of the Board, issued on ten
days ?notice in writing, FAX, or email, addressed to all
of the members at their Nantucket addresses. Any such
call shall state the purposes of the meeting, and no
other business may be transacted.
3. Meetings of the Board may be held at any place upon
call of the President or of a majority of such Board,
issued on five days notice in writing or by telephone,
FAX, or email.
4. For voting purposes, forty eligible (Active and
Affiliate) Members of the Club shall constitute a quorum
at a Regular Membership Meeting. For the Board,
eighteen Members shall constitute a quorum ?during
the active summer season, or seven during the winter
BY-LAW 6 – FISCAL YEAR
1. The fiscal year of the Club shall be from the first day
of September until the thirty-first day of August
inclusive in each year.
BY-LAW 7 – AMENDMENTS
1. Notice of proposed amendments to this Constitution
and to these By-Laws shall be furnished to the
Corresponding Secretary at least fifteen days before the
meeting at which it is proposed that they be considered.
The Corresponding Secretary shall cause the same to
be distributed to the members at least ten days before
2. Amendments may be made at any meeting of the
Club, including the Annual Meeting, by a two-thirds vote
of those present in person or by proxy, provided such
amendments have been proposed in accordance with
Section 1 of this By-Law.