FIRST VICE PRESIDENT/PROGRAM CHAIRMAN

Make arrangements for meetings of the club either in member's homes or other facilities large enough to accommodate the estimated number attending. This phase of planning may be undertaken by the second vice president, program co-chairman.

1       Plan regular meeting programs in keeping with Federation and National Garden Club objectives. A
        theme is not
        essential, but gives continuity to the year's programs.
2       Prepare the year's program schedule with names of speakers along with their credentials and program
        titles for publication in the club yearbook. Yearbook chairman must receive this information in
        January in order to have time to prepare yearbook copy for the printer.
3      When having a speaker, obtain a written contract well in advance. A sample contract that may be
        adapted is attached to this job description.
4      Verify the speaker's subject and length of program, the date, time and location. Financial
        arrangements such as mileage and honorarium should be clearly stated.
5      If there will be speaker expenses, have the treasurer prepare a check in advance.
6      Check with the speaker a week or so before the meeting to confirm program arrangements and
        speaker's arrival time.
7      Reconfirm with the meeting facility or member's home a week before the meeting to assure all plans
        are in place.         Let the president know this has been done and let her know if there are driving
        directions to be communicated to the membership by the communication committee.
8     Arrange in advance for necessary chairs and other properties for the program (good lighting, facilities
        for showing slides, etc.) and any special requests of the speaker.
9    Welcome the speaker upon arrival, and if the business meeting has started, ask to recess the meeting to
        accommodate the speaker, never make a speaker sit through a business meeting. Introduce and
        thank the speaker at the meeting, and send a note of appreciation after the program.
10  You are a member of the Executive Board, plan to attend the board meetings when they are held.
11  Submit any bills or requests for reimbursement to the treasurer at the September board meeting.
12  Prepare a report (in triplicate) for the annual meeting in November, detailing your activities for the past
        year.
13  Upon election of a successor, promptly turn over to her your job description folder, and all helpful
        material. Dispose of all outdated material.

PETOSKEY AREA GARDEN CLUB, INC.
PRESIDENT
  • Send the full name, complete mailing address and phone number of the incoming president PROMPTLY upon her election to the MGC Data Base Chairman and to the District V Director, whose names and addresses are listed in the MGC Newsletter.
  • Administer activities of this organization in keeping with the objectives of the National Garden Clubs, Inc. and Michigan Garden Clubs, Inc,
  • Become familiar with the MGC and PAGC Bylaws and the duties of each officer and committee chairman as outlined in your Job Description Manual.
  • Appoint chairmen for all standing committees as listed in the Bylaws and make sure they have a copy of their job description and understand the requirements and obligations of the particular job.
  • See that each chairman prepares a written annual report; one for the president, one for the secretary and one for her file.
  • Serve as a member ex-officio of all committees except the nominating committee.
  • Have regular Executive Board meetings beginning in January or February. Ask for reports from all officers and committee chairmen. This is the time for open discussion and policy formation. Results will be presented to the club as board recommendations.
  • Meet with the treasurer and finance chairman in September to prepare next year's budget. The budget is presented to the board in October and approved by the membership in November.
  • Prepare a written agenda for each meeting to ensure a brief informative business meeting. A sample basic agenda is included in your Job Description Manual.
  • Preside at all meetings of the club, following the procedures of basic parliamentary law. See that meetings are friendly, informative and fun.
  • Have letters from the Federation and the District V Director read to the membership.
  • Call to the attention of the members pertinent articles in the Newsletter and The National Gardener.
  • Delegate, supervise, be impartial and see that every member is working with a specific duty.
  • Work with the first vice president to plan a varied program for the club year.
  • Assure that the second vice president has arranged for adequate meeting facilities for the coming year and that she has communicated this information to the yearbook chairman.
  • Work with the yearbook chairman to plan the annual member program/yearbook.
  • The Federation is divided into geographic districts under the care of a district director. PAGC is a part of District V. Get to know the District V Director and invite her to a club meeting if she has not already visited the club during her term.
  • Make reports to the district director promptly. Attend district meetings and the Federation's Annual Meeting, or designate a representative. Encourage members to attend.
  • Maintain a good relationship with the local newspapers; keep the community aware of the activities and potential of garden club members.
  • As president-elect it is your responsibility to arrange the purchase of a book on gardening to be given to the public library in recognition of the out-going president. Cost not to exceed $50. If desired the library will make the purchase and will prepare the book for presentation.
  • Submit any bills or requests for reimbursement to the treasurer at the September board meeting.
  • Upon election of a successor, promptly turn over to her your job description folder, and all helpful material. Dispose of all outdated material.

May, 2008
SECOND VICE PRESIDENT/PROGRAM CO-CHAIRMAN

1        Working with the First Vice President make arrangements for meetings of the club either in members'
        homes or other
2        facilities large enough to accommodate the estimated number attending. It is good to plan for at least 40
        members.
3        To obtain hostesses for the coming year's meetings prepare a sign up sheet listing the meeting dates and
        pass it around at
        regular meetings of the club beginning in September.
4        Complete the schedule of meeting arrangements and send it to the yearbook chairman. Yearbook
        chairman must receive this
        information in January in order to have time to prepare yearbook copy for the printer.
5        Working with the First Vice President plan regular meeting programs in keeping with Federation and
        National Garden Club objectives. A theme is not essential, but gives continuity to the year's programs.
         Be sure the yearbook chairman has this information in January.
6        You are a member of the Executive Board, plan to attend the board meetings when they are held.
7        Submit any bills or requests for reimbursement to the treasurer at the September board meeting.
8        Prepare a report (in triplicate) for the annual meeting in November, detailing your activities for the past
        year.
9        Upon election of a successor, promptly turn over to her your job description folder, and all helpful
        material. Dispose of all outdated material.
TREASURER MONTHLY MAINTAIN


1        Checking and Savings accounts at Fifth Third Bank, Petoskey, Michigan
2        Ledger and Files
3        List of member's dues payments
4        Prepare treasurer's report prior to Executive Board meeting: 20 copies
5        Prepare and present brief report to members at regular meeting.

ANNUALLY
January
6        Arrange for the annual audit of the club books.
7        Membership dues are payable now. Prepare dues notices for inclusion with the yearbook.
8        Review membership list with membership and yearbook chairmen for publication in the yearbook.
9        Gather the information needed by the CPA for filing IRS Form 990 by March 15th.  Needed:
10        Complete copy of treasurer's annual report.
12        List of officers for coming year with phone numbers (2 copies)
13        Name and amount of donations of $5,000 or above (from memorials chairman)
April
14        Send delinquent dues notices to members whose dues have not been received by April 30th. Have
        reimbursement forms available at all times for officers and committee chairmen.
June
15        Review the PAGC Roster with the president and membership chairman, make corrections to any
        addresses necessary and remove the names of members who have not paid their dues by June 30th
16        Send the roster and $5 per member dues to MGC Data Base Chairman.
September
17        Prepare budget draft including last year's budget and actual and coming year's proposed income for
        presentation at the October Executive Board meeting: 20 copies.
18        Receive bills and reimbursement forms from officers and committee chairmen by September 30th.
October
19        Present budget for approval at October Executive Board meeting.
20        Prepare for PAGC Fiscal Year End (OCTOBER 31ST)
21        Pay all current-year bills and board reimbursement requests.
22        Balance all books and review financial status and determine action with finance committee.
23        Up-date ledger: don't close until October 31st, include October interest on checking account.
November
24        Prepare approved budget, including last year's actual and coming year's proposed, for presentation at
        PAGC annual meeting for ratification by the membership.
25        Prepare annual treasurer's report for Executive Board and be prepared to explain all disbursements.
26        Serve as PAGC, Inc. Resident Agent.  Fill out form received from State of Michigan and return with
        annual filing fee.
27        When the budget has been approved pay the annual line items such as District V dues, etc.
RECORDING SECRETARY

        This club officer will keep an accurate record of the proceedings of the Executive Board and regular
        membership meeting.
        Each record will include:
        1.        date
        2.        meeting site
        3.        time of convening
        4.        officer presiding
        5.        members present at board meetings (last name only is needed)
        6.        recording secretary's report (see minutes below)
        7.        treasurer's report (note balance in checking and savings accounts and overall total )
        8.        motions, by whom made and seconded
        9.        actions taken and tally of votes
        10.        those reporting and summery of their report

1        Minutes of the Executive Board meeting are sent to board members and do not need to be read at the
        following board meeting unless there are corrections to be noted.
2        Recommendations and approved motions made at the Executive Board meeting are read at the next
        regular membership meeting. Action by the membership is taken at this time if necessary.
3        Minutes of the previous regular membership meeting are read by the recording secretary at the
        following regular meeting.
4        Financial report by the treasurer, the president asks if there are any questions and then the report is
        filed for audit. (Only an audited report can be approved.)
5        Minutes should not include:
        1.        subject matter of discussions except to note, when appropriate, that discussion occurred.
        2.        names of members voting against a proposal, unless member requests her dissent be noted.
        3.        extraneous matters, such as decorations or food served.

6        Do not use "Respectfully submitted", just sign your name.
7        Use given names when signing minutes, both president and secretary sign minutes, thus attesting to their
        accuracy.
8        Prepare three copies of all minutes: one each for the president, treasurer and secretary's file.
9        Record all approved motions for the year in a separate notebook, or file and have available at Executive
        Board meetings. This will prove useful for future reference.
10        Receive annual reports from all committee chairmen and keep on file.
11        Upon election of a successor, promptly turn over to her your job description folder, and all helpful
        material. Dispose of all outdated material.


CORRESPONDING SECRETARY

1        This officer will attend to all correspondence designated by the Executive Board.
2        Keep a record of cards and letters sent during the club year and include this information in your
        annual report.
3        You are a member of the Executive Board, plan to attend the board meetings when they are held.
4        Submit any bills or requests for reimbursement to the treasurer at the September board meeting.
5        Prepare a report (in triplicate) for the annual meeting in November, detailing your activities for the
        past year.
6        Upon election of a successor, promptly turn over to her your job description folder, and all helpful
        material. Dispose of all outdated material.
CIVIC EXPANSION CHAIRMAN

1        The Civic Expansion committee has been designated as a planning committee to initiate city
         beautification projects.
2        Be aware of future plans for city parks by being in contact with the director of the Petoskey Parks
         and Recreation Department and other city officials. Keep the garden club informed of the city's
        park plans
        by regular reports at board meetings.
3        Using the city's long range plans and suggestions from club members regarding future projects,
4        formulate plans for new civic beautification projects the club could initiate within the perimeters of
         the city's plans.
5        When a new project is being planned, work with the Parks and Recreation Department director, the
        civic gardening chairman and others appointed by the president to formulate plans for the new
        project.
6        Present the plans and cost estimates for the new project to the finance committee for review. When
        the finance committee has determined the funds are available for the project, present the plans to
        the Executive Board for approval and adoption.
7        As a courtesy notify the Petoskey Parks and Recreation Department of the club's plans relative to
        color scheme and plant selection for the year's garden club plantings.
8        You are a member of the Executive Board, plan to attend the board meetings when they are held.
9        Submit any bills or requests for reimbursement to the treasurer at the September board meeting.
10        Prepare a report (in triplicate) for the annual meeting in November, detailing your activities for the
        past year.
11        Upon appointment of a successor, promptly turn over to her your job description folder, and all
        helpful material. Dispose of all outdated material.
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President
1st VP
2nd VP
Treasurer
Recording Secretary
Corresponding Secretary
Civic Expansion Chairman
Civic Gardening Chairman
Officers Duties
CIVIC GARDENING CHAIRMAN
  1. This chairman is responsible for planning and planting the seasonal flower beds in Memorial Park, South Entrance Park, Pennsylvania Park (including the Freedom Tree and gazebo urns), Gaslight area and planters at the Sobleskey memorial gazebo and the bridge boxes and library boxes.
  2. Meet with your co-chairman as soon as appointed to coordinate plantings for the coming spring and fall. Work within the established budget.
  3. Prepare schematic plans for all beds showing plant layout and number of plants needed.
  4. Order plants and fall bulbs after receiving board approval of selections.
  5. Establish planting dates with the landscape maintenance chairman. Notify the yearbook chairman of these dates by the end of January for inclusion in the program yearbook.
  6. Prepare planting and proper care instructions for park captains. Meet with the landscape maintenance chairman and the park captains to assure everyone understands these requirements.
  7. Arrange for disposition of bulbs after spring blooming.
  8. You are a member of the Executive Board, plan to attend the board meetings when they are held.
  9. Submit any bills or requests for reimbursement to the treasurer at the September board meeting.
  10. Prepare a report (in triplicate) for the annual meeting in November, detailing your activities for the past year.
  1. Upon appointment of a successor, promptly turn over to her your job description folder, and all helpful material. Dispose of all outdated material.