Committee Guidelines

Committee chairs should maintain thorough records to hand on to the next chair and to provide the President(s) an Annual Report by June 1st of each year for publication in the Yearbook. Each committee chair will share her committee’s plans and projects with the Executive Committee. The chair is encouraged to identify a potential successor after working with her committee for a period of time in order to provide a smooth transition. When needed, press releases should be sent to the Communications Chair for publication.

Executive Committee

The Executive Committee consists of the Officers, the Chairs of the Standing Committees, and two Members-At-Large.

Awards

The Awards Committee meets multiple times a year and has the delightful task of choosing deserving members as recipients of club awards at the Annual Meeting. Some years the committee selects candidates for GCA National Awards and/or Zone I Awards but each year there are Lenox Garden Club Awards. It is a wonderful way of honoring our hard-working members.

Communications

The Communications Chair, along with the President(s), assigns specific members to responsibilities under Communications, including calendar management, GCA administrator, graphic design, virtual communications coordinator, newsletter manager, public relations/press releases, social media, website manager, and yearbook editor. The Communications Committee notifies members of meetings and prepares and emails the Newsletter to members. As requested, the committee relays needed information to the members, keeps a current list of members, and notifies the President(s), the Membership Chair, and the Treasurer of all changes in membership status or contact information. Any information posted on the GCA or the LGC website or any other publication that includes an individual’s name, personal information, or photograph must have that person’s permission. Photos and videos may be used for internal and external audiences and for the LGC Archives. If a member is not willing to have her photo or video used for these purposes, she should notify the Communications Chair. The President(s) or designee must approve any information released to outside parties. The President(s) will approve content on the website prior to publication.

The LGC protocol for communicating information to the general membership:

• Calendar: All committee chairs should inform the Communications Chair of any meetings they set up so she can enter the meeting on the calendar.
• Newsletter: Communications should be distributed via the newsletter. All information for publication should be in the form of an email submitted to the Communications Chair, with copies to the President(s). It is the responsibility of the person submitting the information for completeness and accuracy of the information, as well as testing of embedded links. All items for inclusion in the newsletter must be submitted by the 20th of the month. Only the Communications Committee should submit information to the membership.
• Yearbook: The Yearbook Editor edits and distributes the entire Yearbook to the Club members. The complete Yearbook goes to the Archives Chair for the Archives and a copy, minus the financials, goes to the Communications Chair for the website.
• Facebook: Communications should assist with the Club’s Facebook group to the extent needed. Communications may remove any posts to Facebook which consider inappropriate.

The GCA protocol for communications:

Members of GCA Clubs are asked to avoid using their personal public social media accounts to communicate about the business of GCA. This includes the name, logo and content of meetings. Members are also asked to secure permission of fellow members before identifying them in photos and to protect the privacy of minor children by not sharing photos of them related to a GCA program or project. This policy does not apply to posting about the GCA in private Club-sponsored social media groups. Members of the LGC are prohibited from using the LGC membership listings for personal use or any social media not related to LGC programs or projects and follow GCA guidelines for LGC business.

Conservation: The chair and her committee keep the membership informed of local and national conservation and environmental issues and major conservation projects. They also promote respect for natural resources and responsibility for environmental stewardship. The committee may initiate projects that address conservation concerns. This committee also arranges one conservation meeting a year in cooperation with the Program Chair.

Floral Design/Flower Show: This committee promotes interest and educates members of the Lenox Garden Club, regardless of their expertise, in the art of floral design. Its purpose is to encourage all Club members to participate in floral design activities, to enhance the quality of the Floral Design Division in all flower shows, and share the beauty and artistry of this discipline. The chair arranges one floral design meeting a year in cooperation with the Program Chair. This committee organizes Club flower shows, GCA flower shows, notifies members of upcoming local and regional flower shows, and encourages participation in these shows. Judging: The duties of the subcommittee for all flower show divisions are to invite the judges and clerks to serve in shows. The committee sets up judging panels, sends out schedules and other necessary information, provides appropriate hospitality, and thanks the judges and clerks. The Garden Club of America Flower Show and Judging Guide rules and guidelines shall apply to all major Club flower shows.

Horticulture: The chair promotes club interest and education in horticulture by encouraging members to become active gardeners and knowledgeable custodians of our environment. The committee organizes, educates, and encourages members to participate in LGC and Zone I horticulture projects, workshops, plant exchanges, horticultural entries in flowers shows and events. In cooperation with the Program Chair, this committee arranges one horticulture meeting a year. Members-At-Large: The Executive Committee shall also include two Members-At-Large who should have at least two years of membership in the LGC. Members-At-Large expand communication to and from the membership.

Membership: The committee assists in meeting prospective new members. The chair must be familiar with the rules, reminding members that nominees be available to attend meetings and to work at Club events and activities. A member may write up to two letters a year for nominees. A proposed member may not have more than one letter from a member of the Membership Committee.

Timeline:

At the LGC Annual Meeting, the new First Year Member Class is welcomed and given a copy of the LGC Yearbook.

The Membership Committee holds an event for the current First Year Member Class.

Members are encouraged to propose new candidates and introduce them to at least two members of the Membership Committee.

By March 1st, proposers should forward to the chair three letters (one proposing and two seconding letters) for each new candidate.

The proposing letters, and, if requested, the seconding letters, will be read and voted upon at the March Executive Committee meeting.

Acceptance letters are sent out and replies are received from candidates in April and May.

In June, this cycle begins again.

Guidelines for Proposing Members:

We are happy to welcome new members of the Lenox Garden Club who will both enjoy the Club and participate in its activities. A proposer who is enthusiastic about the candidate and the Club, shall provide the Membership Committee with a comprehensive picture of the candidate’s qualifications. Each proposer is her First Year Member’s mentor. The proposer’s responsibilities are to notify her of meetings and available workshops and encourage attendance to at least five meetings.

A letter proposing the candidate and a minimum of two seconding letters should include the following:

• How long have you known the candidate?
• How long has your candidate lived in this area?
• Do you know of any other garden affiliations?

Describe gardening interests:

• home gardening
• garden design
• horticulture
• flower arranging
• conservation
• education
• other

Would the candidate commit to and volunteer time and talents to contribute to our projects?

Do you know of any special talents the candidate could contribute to our Club? Your careful consideration will help us maintain the strong organization we all enjoy in the Lenox Garden Club.

Active and First Year Member Responsibilities:

ALL Active and First Year Members of the club are required to work on major projects.

Transfers from Other GCA Clubs:

It is required of the transferring member to submit a letter of reference to our Membership Chair from the President of her former/current club. The Membership Chair will present this letter to the Executive Committee for approval of the transfer. A member of the LGC will be assigned to guide her through her first year. After one year of membership, she will enjoy all rights and privileges of full active membership.

Change of Status, Address, Email or Resignation:

Any member who requests a leave of absence must continue to pay dues. A member who changes status, address, email, or who resigns should notify the Communications Chair and President(s) of any changes.

The EC may take action to suspend or rescind membership when member fails to uphold the values of the Club listed in the Mission Statement.

Nominating: The Nominating Committee, appointed by the President(s), shall consist of five members, including at least two past Presidents, if possible. The Committee prepares a slate of officers every two years. The chair presents the candidates to the Executive Committee by the March Executive Committee meeting, and, if approved, then presents the slate at the French Gardeners’ Breakfast, to be voted on at the Annual Meeting. Vacancies that occur during a term are filled by this Committee in consultation with the President(s). The Nominating Committee, with the President(s), chooses committee chairs and also the delegates to attend the GCA Annual Meeting and the Zone I Meeting.

Policy: The chair and her committee are responsible for bylaws, procedural changes and any major revisions of club policy. Policy changes must be approved by the Executive Committee and Bylaws by membership.

President(s): The President(s) presides over executive and membership meetings. In cooperation with the Nominating Committee, she appoints committee chairs. The President(s) is a non-voting, ex-officio member of all committees. She should not chair any committee but may attend as many meetings as she wishes. The President(s) attends the Annual and Zone I GCA meetings with the delegates chosen with the Nominating Committee. If the President(s) is unable to attend, she should send a representative of her choice. She may appoint ad hoc committees as needed. She is responsible for reviewing and disseminating newsworthy information.

Program: The chair and her committee prepare programs for the year and notify the Hospitality Chair of content and location. The program planning takes into account variety, cost, location, and accessibility. The committee members publicize the meetings, arrange for any equipment needed, introduce the speaker, and schedule in advance for any payment if applicable. The chair informs the President(s) and the Communications Chair of any changes regarding meetings.

The Conservation Committee, the Horticulture Committee, and the Floral Design/Flower Show Committee are each responsible for one meeting per year. The Hospitality Committee is responsible for arranging the Annual Meeting, the Holiday Gathering, and the French Gardeners’ Breakfast.

The Program and Hospitality Chairs plan programs for the calendar year of January through December. In an election year, the actual terms of these chairs would be two and a half years since they start in July of one year to plan programs and hospitality for two calendar years, and they are responsible for implementing details through those two calendar years.

Recording Secretary: The Recording Secretary takes minutes and keeps track of name tags at regular membership meetings. The Executive Committee minutes are sent to all members of the Executive Committee for approval before they are sent to the membership. The minutes of the regular membership meetings shall consist of information from the business portion of the meeting as well as a brief description of the topic of the program. The Recording Secretary shall send a copy of the minutes to the President(s) for approval and then to the Communications Chair. The Recording Secretary shall keep a record of all minutes and give copies to the Archives Chair.

Treasurer: The Treasurer manages the Club’s financial affairs which include preparing the budget, keeping accurate books, sending bills for dues, managing investments, paying any bills, and distributing any monies allocated by the membership. The Treasurer is also responsible for collecting annual spendable amounts from the Berkshire Taconic Lilac Park fund and transmitting them to the Town of Lenox for the ongoing upkeep of Lilac Park. There will be an Assistant Treasurer.

The Treasurer and Assistant Treasurer will be chosen by the President(s) and the Nominating Committee, and both positions shall be members of the Finance Committee.

Vice President: This officer assists the President(s) as needed. This officer is chosen by the Nominating Committee.

Special Committees

Archives/Historian: This Committee is comprised of the chair, the Club Historian, and its members. They safeguard, maintain, and update the Archives. The Recording Secretary, the Communications Chair, the Yearbook Editor, and chairs of special events and major fundraisers will provide their recorded information in a digital form (newsletters, yearbook, meeting minutes, and project reports) by June 30.

The Historian writes a comprehensive history that captures the spirit and uniqueness of our Club.

Community Engagement: The Community Engagement Committee, formerly the Projects Review Committee, is formed to review current and projected relationships with external organizations that conform to the LGC mission. These alliances may take the form of partnerships, information sharing, shared publicity, and, with approval, financial support.

Finance: The chair and the committee, in collaboration with the Treasurer and Assistant Treasurer, are responsible for the Club’s finances, including management, preparing, and obtaining approval of the annual budgets, and review of Club membership dues and proposals for increases.

Garden History & Design/Visiting Gardens: This committee works closely with the Smithsonian Archives of American Gardens to record and preserve and develop an appreciation of American gardens through the documentation of all types of gardens which ensures their lasting legacy for scholars, researchers and the general public throughout the world. The committee also educates members on historical and contemporary landscape and garden design, among other activities.

On occasion, the committee invites our members and other GCA members to visit local gardens, both Club members’ gardens and those of non-members. This committee also arranges trips for our members to visit other GCA properties, thus encouraging meeting fellow gardeners and learning about their Clubs’ activities and goals. Additional trips may be planned to visit nurseries or public gardens.

Hospitality: The committee is responsible for selecting for each meeting, a head hostess and members who are responsible for refreshments, table decorations and anything else needed for their assigned meeting. The Head Hostess and her committee set up and clean after meetings. Executive and Standing Committee Chairs are not expected to serve as Head Hostess during their terms. The committee is also responsible for selecting the venues based on membership interests, cost, and site factors, including accessibility, for the following meetings: Annual Meeting, the French Gardeners’ Breakfast, and the Holiday Gathering. The chair will report to the Executive Committee their recommendations of venues for approval.

Photography: This committee promotes an interest of photography at all levels through various club activities such as study groups and educational programs. It encourages members to submit photographs to the photography division in flower shows and to GCA publications.

Scholarship: The Scholarship Committee shall be familiar with the GCA scholarships and should educate LGC members about them. The committee may also administer a scholarship to be awarded to a graduating Berkshire County high school student whose prospective area of study reflects the mission of the LGC. Committee members should encourage students to apply for the scholarship and inform Club members of ways they can support GCA and LGC scholarship funding.