Financial Policies

All meeting expenses paid by the club will be determined by the Club’s annual budget and therefore may not be covered as stated below. If for some reason you must cancel your trip, the travel expenses must be reimbursed to the club.

GCA Annual Meeting

The club will pay for:

Meeting registration for two delegates
Hotel, including tax, at the basic rate (sharing a room) covering the night before the opening of the meeting through the night of the Awards Dinner
Air or train fare. If by car, current IRS allowance per mile plus tolls and parking.

Not included:

Extra dinners, optional tours, etc.
Hotel or plane upgrades
Rental cars

GCA Zone Meeting

The club will pay for:

Meeting registration for two delegates
Hotel, including tax, at basic rate (sharing a room)

Not included:

Extra dinners or optional tours

All un-reimbursed expenses for GCA Annual and Zone Meetings are tax deductible on your income tax.

National Affairs and Legislation Meeting (NAL)

The club will pay for meeting registration for one delegate. Any additional funding will be addressed on a case-by-case basis in the budget process, taking into account location and whether the meeting is being offered virtually.

• Shirley Meneice Horticulture Conference

Other Meetings

LGC may also support with commensurate financial resources, as the budget permits, any such GCA meeting or GCA conference that meets the interests and needs of LGC and is approved by the Executive Committee.

EXPENDITURE OF FUNDS

Any expenditure for a club project over the project’s budgeted amount must be approved by the Executive Committee
Any expenditure for a club project over $500 must be approved by the membership.

ZONE MEETING FUND

Each year, upon the recommendation of the Finance Committee, the Executive Committee will evaluate the necessity of accumulating funds required for future hosting responsibilities. This evaluation will consider the current plans for the ongoing Zone I meetings, funds already reserved, the timing of the future meeting we will host and, finally, the current status of the Club. If it is determined funds are required, the appropriate fund amount will be set aside in the normal budget cycle.

COMMUNITY ACCOUNT FUND

This consists of revenue and expenses from fundraising activities. The Community Account Fund supports projects that benefit the LGC and/or the greater community and are consistent with the principles of the LGC mission. These projects may be initiated by an LGC member, an LGC committee, or by an external organization. All projects are subject to approval by the EC and, if the budget is greater than $500.00, that project must be approved by the LGC membership.

Membership approves the Community budget in June. The Community Engagement Committee solicits applications from external organizations in the fall with a deadline of November 30. LGC members and LGC committees should submit at the same time in order to be given priority over external projects. The CEC presents their proposal for external grants and donations to the EC prior to approval by the membership in March or April.

LGC committee proposals may be presented directly to the EC outside of this timetable and may be approved if $500 or less. Larger requests must be presented for membership approval.

OPERATING ACCOUNT FUND

This consists of all other monies raised through the club.

LILAC PARK FUND

The annual spendable balance of the Lilac Park endowment fund invested at Berkshire Taconic Foundation will be forwarded to the Town of Lenox by the LGC treasurer to sustain and maintain the planting beds in Lilac Park. A written acknowledgement of the receipt of the funds and its disposition, should be sent to the Club from the Town Manager.

ANNUAL DUES

Dues will be reviewed on an annual basis by the Finance Committee. Recommendations will be made to the Executive Committee when appropriate.