Looking Glass Garden Club
Articles of Incorporation

BYLAWS OF

LOOKING GLASS GARDEN CLUB INCORPORATED

ARTICLE I

Fiscal Year

The fiscal year of the Looking glass Garden Club, Incorporated (“Club”) is June 1st to May 31st. 

ARTICLE II

Membership

Membership is open to anyone interested in gardening and upholding the objectives of the Club.  Members are encouraged to volunteer for community projects and programs and to participate in governance.  

ARTICLE III

Dues

Dues shall be for a single membership or a family membership, per year, payable by May 31s for the following fiscal year. Dues shall be set by the Board of Directors.

ARTICLE IV

Officers

1. The elected officers shall be President, Vice President, Secretary and Treasurer and shall serve as the Board of Directors. A vacancy in any office shall be filled by appointment by the Board of Directors. 

2. Officers shall be annually elected by the membership at a meeting of the members prior to June 1st. The officers and directors shall serve for a term of one year beginning on June 1st. Officers may be re-elected to the same office without any term restriction.

3. The President’s duties are:  

   1. Provide a meeting agenda for the board of director meetings.

   2. To appoint committee heads 

   3. To be an ex-officio member of all committees.  

   4. To sign all contracts. 

   5. To sign checks in the absence of the Treasurer. 

   6. To keep all records and documents and make accessible to all members. 

   7. To make sure all required documents are filed with the government agencies.

   8. To be a liaison to local Township boards. 

   9. To assist in the oversight of the Club’s advertising and social media. 

   10. To meet and greet attendees at each meeting. 

4. The Vice-President’s duties are: 

   1. To perform the duties of an absent President. 

   2. To preside as Chair of the Program Committee. 

   3. Prepares all acknowledgements and makes arrangements with guest speakers and off-site locations. 

   4. Presents gift card honorarium to speakers.  

5. The Secretary’s duties are: 

   1. To record the minutes of all proceedings of Board of Director’s and Membership meetings. 

   2. To provide copies of the minutes of previous meetings at the following monthly meeting for approval.

   3. To prepare and submit monthly program & meeting announcement to local papers and other sources where appropriate. 

   4. To assist with the correspondence of the organization. 

   5. To assist in the oversight of the Club’s advertising and social media. 

   6. To meet and greet attendees at each meeting. 

6. The Treasurer’s duties are: 

   1. To have charge of all corporate funds. 

   2. To keep the membership list updated as dues are received. 

   3. To maintain monthly financial reports. 

   4. To sign all checks and pay the club’s bills. 

   5. The Treasurer will work with the President to maintain compliance with all governmental agencies by filing required forms and reports. 

   6. The Treasurer will prepare a summary annual report and present a new budget for approval at the May membership meeting. 

ARTICLE V

Directors

Officers shall constitute the Board of Directors. The board shall:

• Set the annual dues for individuals and families. 

• Set the schedule of member and board of director meetings for the fiscal year.

• Fill officer and director vacancies during the fiscal year.

ARTICLE VI

Notice

To the extent permitted by law, any required notice may be transmitted by electronic or other means. 

ARTICLE VII

Committees

• Committees shall be established by the Board of Directors.  The chairman of such committees shall be appointed by the President. 

• Committee chairs shall report on the activities of their committees when requested by the Board of Directors or the membership.

• Committees shall submit budget requests prior to the May meeting at which the Club’s annual budget is approved.

ARTICLE VIII

Meetings and Quorum

Membership Meetings

Membership shall meet to elect officers at its annual meeting and may meet for any other purpose at other times at the written request of 2 members setting forth the purpose of the meeting. The President will provide an agenda and notice for membership meetings as set forth in the Restated Bylaws.

Elections by members. 

At the meeting of the membership to elect officers/directors, nominations from the floor will be accepted for Officer/Director positions. 

A quorum of members for any vote is 2/3s of the members present or who are participating remotely.  Any vote of a member that is cast remotely will count towards a quorum as if the member was physically present.

Officers/Directors meetings.

Officers/Directors duties are set forth in Article V.

A quorum of Officers/Directors is a majority present of the currently serving Officers/Directors.

Article IX

Procedural Rules for Conducting Meetings

The current version of Robert’s Rules of Order shall govern the Club in all matters to which they are applicable and not inconsistent with these Restated Bylaws or other special rules of order that the Club may adopt. 

Article X

Dissolution

The dissolution of the Club requires a majority vote by members and also shall occur if there are no willing members to fill the Officer/Director positions.   

The process of winding up the Club is set forth in the Restated Articles of Incorporation.

These Restated Bylaws were adopted by the membership at its annual meeting, held on May 5th, 2025.