www.ingomar-garden-club.com

MEMBERSHIP

Requirements for Membership

1. Attend three consecutive meetings

2. Have a sponsor or be assigned one

3. Pay dues of $40

Goals for Membership

1. Have an interest in gardening, floral design, nature, conservation and civic improvement.

2. Miss no more than three meetings a year.

3. Actively serve on a committee and participate in one club project a year.

4. Dues are $40, payable in March each year.

5. Support in the maintaince of David Councill Park.

Club Objectives

To study and participate in:

*The art of gardening and floral design

*The protection of the environment and conservation of natural resources.

*Civic improvement.

Code of Conduct

Guidelines:

  • Observe Robert's Rules during a gathering or meeting
  • Be respectful of others and don't permit intimidation, harassment or discrimination.
  • Avoid inappropriate language
  • Be respectful of the opinions of others even if you do not agree.
  • Refrain from engaging in private conversation or making comments unless recognized by the presiding officer during meetings.
  • Bullying will not be tolerated. Bullying is defined as unwelcomed or unreasonable behavior that demeans, intimidates, or humiliates people, either as individuals or as a group. Some examples of bullying behavior include but are not limited to: abusive and offensive language, insults, teasing and spreading rumors either verbally or in print via social media.
  • Tobacco, drugs, and weapons are prohibited at the meeting/activity.

Responsibility: It is the president's responsibility to identify the problem. Once identified the following steps are recommended:

  • Try to resolve as soon as possible.
  • Conduct a one-on-one with party/parties involved. Each party may have a representative at this meeting.
  • If the issue cannot be resolved quickly then ask for help either from your board of directors or the district Code of Conduct Chairperson.
  • If the president is involved in the issue, it will be the responsibility of the parliamentarian to work with the remaining officers to attempt to resolve the issue.

District Assistance

The district will have a designated person responsible for assisting clubs when resolution of an issue cannot be achieved in a timely manner. The District  Director should also be kept informed.

Possible Disciplinary Action

Suggestions are as follows:

  • If the person or persons do not refrain once asked, they may be asked to leave the premises
  • The person/persons perpetrating the action may be banned from participation in the next meeting/activity of the organization
  • The person/persons perpetrating the action may be banned from participating in meetings/activities for the remainder of the year. Dues for that person will not be refunded for the remainder of that year.
  • The person/persons perpetrating the action may be removed as a member of the organization permanently.

Code of Conduct Violations during a Meeting

Suggested steps to defuse the situation are as follows:

  • The person perpetrating the action will be reminded that their activity is contrary to Robert's Rules and will be asked to refrain. They can be asked to apologize for the disrupting the meeting/activity.
  • If a meeting is disrupted, the secretary may need to put something into the minutes related to the disruption. At the direction of the president, the secretary would be asked to record information if necessary. It would definitely be necessary if a motion is made from the floor and seconded to censure the member.
  • The motion could then be debated and a vote taken. It would take a majority vote to censure the person.
  • The motion should also state what the penalty would be if the member refuses to sit down and stop the disturbance.
  • The member being censured may come to their own defense during the debate however, they are not permitted to vote when the vote is called.

Fraud in Volunteerism

When the possibility of fraud is determined here are some things to be addressed:

  • The greatest chance of fraud is when cash is being handled.
  • All clubs should have at least two people on the checking account of the organization. It is not necessary to have both need to sign each check but in case of emergency or an issue it is important to have two signors listed.
  • The most important thing when money is involved is that an annual audit must be done.
  • All by-laws of clubs should state that an annual audit will be done and when it will take place.
  • Refusing to provide documentation when asked is a definite issue that needs to be addressed immediately.
  • Soliciting funds or gifts on behalf of an organization without prior approval of the officers can be construed as being for personal gain.
  • Documentation after an audit of the books is very important.

Once the annual audit of the books is done:

  • The person doing the audit should send a letter to the President of the club and a copy to the Treasurer.

Additional Resource

The GCFP website has a Code of Conduct and Whistleblower Policy document which can also be a guide.