Fox Hill Garden Club


of the





The Officers of the Club shall be a President, a Vice-President, a Recording Secretary, a Corresponding Secretary, a Treasurer, and a Newsletter Editor. All Officers must be active members.



Duties of Officers

President:   The President shall preside at the meetings of the Club, shall cast the deciding vote in the case of an equal division, shall be a member ex-officio of all Committees except Nominating, and shall call for the reports of the Committees. In case of the absence or disability of the President, the senior Officer according to Article I of the By-Laws shall preside and have the authority to perform all duties of the President.

Vice-President: The Vice-President shall be in charge of the club's program and assist the President in any general business.

Recording Secretary: The Recording Secretary shall keep the minutes of the meetings, a record of attendance at meetings, and shall preserve all the Club's papers.

Corresponding Secretary: The Corresponding Secretary shall attend to the correspondence of the Club. She shall prepare the Club Handbook and distribute it to all members.

Newsletter Editor: The Editor shall prepare and distribute a newsletter to the entire membership two or three times a year.

Treasurer: The Treasurer shall have charge of all the funds of the Club. She shall collect dues, send out and pay all bills, and prepare an Annual Report. She shall file appropriate Federal and State forms annually and prepare the Club budget to be voted upon by the Membership.

In case all the Officers are absent or unable to preside at the meetings, their duties shall be performed by the Chairs of the Standing Committees in their order as stated in Article V of the By-Laws.



Election of Officers

The Officers shall be elected at the Annual Meeting by a two-thirds (2/3) vote of those present. The President, Corresponding Secretary, and Newsletter Editor are elected in alternate years with the Vice President, Treasurer and Recording Secretary. No Officer may serve for more than two (2) successive years in the same capacity, except as otherwise decided by the Executive Committee. The slate of Officers shall be presented by the Nominating Committee to the membership at least three (3) weeks prior to the Annual Meeting.



Executive Committee

The Executive Committee shall consist of the Officers of the Club, plus Committee Chairs of Flower Arranging, Horticulture, Conservation, Civic, and Photography. The Executive Committee shall have control and management of the affairs of the Club.

The Executive Committee shall have the power to fill all vacancies occurring in its own body, with the exception of that of the President. If the office of the President shall become vacant, the Executive Committee shall call a special meeting of the club to vote on the recommendation of the Nominating Committee to fill the office.

The President in consultation with the Executive Committee shall appoint the Chairs of the committees for a two-year term on a rotating basis. Committee assignments are based on the preference of members as ascertained at the Annual Meeting.

The Executive Committee shall have the power to deal with all violations of the rules, and shall decide all matters not covered by the rules.

The Executive Committee shall meet at any time at the discretion of the President to conduct general business and government of the Club.

A quorum of the Executive Committee shall be any four Members.



The standing Committees shall be the Nominating, Membership, Conservation, Flower Arranging, Horticulture, Photography, and Civic. Other Committees may be formed by the Executive Committee as the need arises. Chairs of Conservation, Flower Arranging, Horticulture, Hale Reservation and Membership are appointed by the President. The Nominating Committee shall be composed of three (3) past Presidents of the Club, the immediate past President joining the Committee at the end of her term, thereby relieving the member with the longest tenure.



Elections of Members

Qualifications for membership shall be the knowledge and appreciation of plants and flowers, an active interest in gardening, horticulture and conservation, a willingness to serve as an officer and on a committee, and to share in the work of the Club.

A candidate for membership must be proposed in writing by one (1) member, seconded in writing by two (2) other members.  A member proposing a candidate may not be on the Membership Committee and may make only one (1) recommendation in any one (1) year. These letters of recommendation are filed with the Chair of the Membership Committee. The Membership Committee will hold elections once a year by April 30. Election to the Club is by simple majority of the Membership Committee. If a candidate has been duly elected, the Corresponding Secretary shall send notice of the election to the candidate with an invitation to join the Club, and shall notify the Treasurer.




The Annual Meeting shall be held in June to receive reports and elect Officers for the ensuing year. At least seven (7) other meetings of the Club shall be held monthly during the year.

Meetings of the Executive Committee shall be subject to the call of the President.

A quorum of the Club shall be ten (10) Active members.



The fiscal year shall be from July first (1) through June thirtieth (30).

Initiation fees and Club dues for each class of membership shall be examined by the Executive Committee from time to time. Recommendations are subject to a two-thirds (2/3) vote of the membership present at a regular meeting.

The Treasurer shall notify all members that dues are payable immediately after the Annual Meeting. If payment is not made within a month after such notice, the Treasurer shall send a second notice and refer the matter to the Executive Committee. Any member whose dues remain unpaid three (3) months after notice shall be considered to have resigned from the Club. Members thus dropped may be reinstated by unanimous vote of the Executive Committee, and payment of all arrears.




Any member of the Club may resign after payment of all current dues and fulfilling all obligations to the Club. Resignations shall be given in writing to the Executive Committee and shall take effect immediately.




The Articles of Organization and By-Laws may be amended at any meeting of the Club by a two-thirds (2/3) vote of the members present, provided notice of the proposed amendment has been sent to the membership at least two (2) weeks prior to the meeting at which the amendment is to be voted