Beach Gardeners By-Laws

Melbourne Beach, Florida

Approved February 16, 2016

ARTICLE I: NAME The name of the organization shall be “THE BEACH GARDENERS” dedicated to the beautification of the Town of Melbourne Beach.

ARTICLE II: PURPOSE THE BEACH GARDENERS shall be a non-profit organization to disseminate information about plants, landscaping and maintenance of plantings in the Town and encourage the beautification of home sites, streets, parks and beachfronts.

ARTICLE III: MEMBERSHIP AND DUES Membership is open to all men and women interested in the purpose of the organization. Yearly dues for The Beach Gardeners for a family membership shall be set from time to time at a general meeting.

ARTICLE IV: MEETINGS A. The President shall call an Executive Committee meeting in June for the purpose of reviewing annual reports and planning for the coming year. B. A regular meeting shall be held each month from October through May.C. The May meeting shall be the Annual Dinner meeting for the Installation of Officers. D. Special meetings may be called by the President or three members of the Executive Board. E. All meetings are open to the general membership.

ARTICLE V: ELECTED OFFICERS The Elected Officers shall be President, First Vice President, Second Vice President, Recording Secretary, Corresponding Secretary and Treasurer. All officers shall give annual reports to the President at least two weeks prior to the Annual Dinner meeting in May. Said reports are to be distributed to the incoming officers to help them with their plans for future club activities.


DUTIES OF OFFICERS PRESIDENT: The President shall preside at all meetings and shall be exofficio at all standing and special committee meetings except the Nominating Committee. The President shall supervise work and activities of the organization, shall appoint a Parliamentarian, shall see that a three-member Nominating Committee is appointed at the February meeting as stated herein, and shall appoint an Auditor no later than the April meeting.

FIRST VICE PRESIDENT: In the absence of the President, the First Vice President shall assume all the duties evolving from the Office of the President and, in addition, shall set up programs for each of the regular garden club meetings AND for the meeting of the South Brevard Garden Club Association when The Beach Gardeners are hosting. However, the Installation Program in May at the Annual Dinner Meeting shall be at the pleasure of the President being installed.

SECOND VICE PRESIDENT: The Second Vice President shall prepare the Yearbook and monthly updates for the Yearbook, and at each meeting shall give an inspirational message and lead in the Salute to our Flag. Computer knowledge is required.

RECORDING SECRETARY: The Recording Secretary shall have custody of all papers of the organization and shall take minutes of each regular, Executive Board, Executive Committee and/or special meeting. Said minutes shall include: Reports made and action taken thereon, motions carried or lost, all pertinent information needed for future meetings. Copies shall be submitted to the President and Treasurer, and be made available to the general membership no later than the following meeting.

CORRESPONDING SECRETARY: The Corresponding Secretary shall attend to all correspondence of the organization and shall read all pertinent letters sent and received notices, etc. at each meeting.

TREASURER: The Treasurer shall have charge of all funds, keep an accurate accounting of all receipts and disbursements, and report monthly to the membership in detail, giving written copies to the President and Recording Secretary. The Treasurer shall also pay all bills by check with a signature by the President or the Treasurer. Monies are to be disbursed only by authorization of the membership as noted in the minutes. The Treasurer shall be responsible for the collection of dues. The Treasurer shall keep an active list of paid-up members and turn over the books to the Auditor as required. Computer knowledge in Excel is required.


The Executive Board shall consist of all the Elected Officers (see Article V). The Executive Committee shall be composed of all Elected Officers, Parliamentarian, all Committee Chairpersons and the immediate Past President. Recommendations of the Executive Committee and/or the Executive Board shall be presented at the next regular meeting for approval or rejection.

ARTICLE VIII: VACANCIES All vacancies, except that of the President, which is filled automatically by the First Vice President, shall be filled by the recommendation and majority vote of the Executive Board.

ARTICLE IX: ELECTION The Nominating Committee shall present a slate of officers at the March meeting. The Election will be held at the April meeting at which time nominations may be made from the floor. If the election is held by ballot, a majority of more than half of the votes rules, otherwise, officers may be elected by general consent of the members present.

ARTICLE X: QUORUMS A quorum of five (5) is required for the Executive Committee, and three (3) for the Executive Board meetings. Executive meetings will not be held if a quorum is not met. No quorum is required to hold a general meeting, but the Executive Committee may cancel meetings if necessary. Amendment quorum is specified in Article XI.

ARTICLE XI AMENDMENTS These by-laws may be amended at a regular meeting of The Beach Gardeners of Melbourne Beach. Notice of proposed amendment(s) must be given at the meeting preceding the vote. Every effort should be made to inform those not in attendance of the proposed change. All members with email will be sent a copy of the proposed changes. A quorum of one-third (1/3) of the membership must be present to vote on the change(s). A majority of 75% of voting memberships is required for passage (i.e. each membership has 1 vote). If the quorum is unobtainable, the vote may betaken by phone or email, with at least 60% of the membership voting, and passage requiring a two-thirds (2/3) majority.


Call to Order  – Roll Call

Pledge of Allegiance

Inspirational Message

Minutes of the Previous Meeting

Treasurer’s Report

Corresponding Secretary’s Report

Other Officer’s Report

Standing Committee Reports

Special Committee Reports

Unfinished Business

Postponed Business

New Business



STANDING COMMITTEES AND DUTIES All committee chairpersons shall give annual reports to the President at least two weeks prior to the Annual Dinner meeting in May.

PARLIAMENTARIAN: The Parliamentarian shall serve as advisor to the President on Parliamentary Procedure. Robert’s Rules of Order, newly revised, shall be the authority.

AUDITOR: The Auditor shall be responsible for reviewing the treasury bookkeeping for the year and shall verify that there are no errors or help correct any errors that are found. The auditor’s annual report shall be presented to the President prior to the October meeting.

BEYOND THE GARDEN GATE (BGG): The Beyond the Garden Gate Committee shall be responsible for planning, organizing and supervising club outings for the year. The planning time is from May, following the installation of officers, through August. A BGG list of events with dates shall then be given to the Second Vice President by September 1st to be used in preparing the Yearbook.

BEAUTIFICATION: The Beautification Committee shall be responsible for organizing club functions of beautifying the Town of Melbourne Beach, for calling to the attention of the Town Commissioners any maintenance needed by the Town, and for carrying out any beautification project decided upon by the organization.

HISTORICAL: The Historical Committee shall be responsible for clipping publicity articles and other notices from newspapers, etc. and pasting same in a chronological order and an artistic manner in the scrapbook. The scrapbook shall be kept up to date and displayed at each meeting. It shall be turned over each year to the new Historian in good order.

The Pressed Flower Committee shall be responsible for conducting
pressed flower workshops. Funds from the sale of the pressed flower
products shall be properly dedicated for use when given to the treasurer.
The Hospitality Committee shall be responsible for contacting hosts each
month and in helping in the selection of substitutes, as needed. Hosts will
supply refreshments. The Chairperson of the Hospitality Committee will
provide coffee and paper goods as needed, which will be paid for by the
The Horticulture Committee shall be responsible for bringing before the
membership, at each meeting, some advice regarding horticulture.
Members may bring plants, leaves, etc. for identification or for sharing
interesting facts, ask questions, and/or bring plants or containers for silent
auction to benefit the organization.
The Membership Committee shall keep a list of active members, have
custody of the name tags, keep a Guest Book and introduce guests. The
committee shall advise the membership of any new member’s name,
address and phone number to be added to the Yearbook by providing
printed labels (prepared by the Second Vice President) at the meetings for
members to put in their Yearbook. This committee shall be responsible for
activities that promote the interest of new members.
The Nominating Committee shall consist of three members.
At the February meeting, a Chairman shall be appointed
from the Executive Board and the other two will be nominated by members
present or by prior consent, if absent.This
committee shall present a slate of officers at the March meeting. Any
elected positions may be filled by two members as co-officers.
The Publicity Committee shall be responsible for sending meeting notices
and any item of interest to “Florida Today”, “The Orlando Sentinel” and/or
other appropriate media.
The Library/Memorial Committee shall act as liaison between the
Melbourne Beach Library and The Beach Gardeners. It is responsible for
choosing books to donate to the library ‘in memory of’ OR ‘in honor of’
members who have died or members who the club wants to honor, keeping
in mind the interests of the person being memorialized or honored when
selecting the book’s subject matter. Dedicated Pressed Flower funds in the
treasury shall be used for purchase of above mentioned books and any
additional garden related library books purchased by The Beach
The Sunshine Committee shall be responsible for sending Greeting Cards,
as appropriate, for the occasion and report same at the meeting. Cards
and postage shall be paid by the Treasury.
The Ways and Means Committee shall be responsible for all fundraising to
support the goals of the Beach Gardeners. Committees shall be formed as