Hampton Roads Garden Club
Membership Meeting Minutes
Joint Meeting with HGC/GCV President Kris Carbone
February 10, 2026
First Presbyterian Church, Hampton
Welcome/Call to Order
President Ann Fisher welcomed members to the meeting and stated that she hoped our members enjoyed visiting with members from the Huntington Garden Club today at our joint meeting. Ann thanked First Presbyterian Church for opening their doors to us for the joint meeting and thanked hostesses Mindy Beasley, Mary Diggs and Melanie Wharton for the wonderful refreshments.
Membership Changes: Ann read a letter from Tyra Freed requesting a change in membership from Active to Associate. Ann read a second letter from New Member Shannon Martin who stated that due to family issues, she needed to resign from the club. Ann told the membership that the Board had regretfully approved both requests. She stated that it is always with a heavy heart that we lose Active members, but we will continue to treasure our friendships.
Roll Call/Approval of the Minutes: In the absence of Recording Secretary Jennifer Dick, Mary Johnson called the roll. There were 38 members present. The January minutes were approved as sent to the membership.
Officer Reports
President’s Report-Ann Fisher
Ann stated that the business meeting would be abbreviated to accommodate our program speaker, GCV President Kris Carbone. Ann asked members to please read the newsletter for more detailed information about February activities. Ann told the members that she is on a campaign to save the Monarch Butterfly and their proliferation! She passed out two Milkweed Seed packets to all members. Ann told members to refrigerate the seeds for 30 days or until the earth warms up and then please plant them. Watch for the Monarchs to arrive in late summer and early fall. Plant them and they will come!!
The sign-up sheet for refreshments or a monetary donation for the Charleston Bus Trip was passed around. Ann reminded members that the bus trip is a Ways & Means project, and all members are required to either provide food or a $25 donation. Our Mardi Gras Auction Fundraising night is coming soon, Tuesday February 17, at Sister Cities. Please plan to attend, plan to bring a friend or two, and plan to donate an auction item. Make sure to get your auction item to Teresa Robinson as soon as possible. Above all plan to have a lot of fun!
Ann thanked Trish Lively, Admissions Chair, for organizing the New Member Orientation meeting last month. It was an informative and fun morning with our new members.
Vice President-Allison Clock
Allison thanked hostesses Mindy Beasley, Mary Diggs and Melanie Wharton for the beautiful refreshment table they provided for the joint meeting. She announced that in March we would have a Seed Exchange. She passed around seed envelopes for the members to use to put their seeds in that they would like to swap. If you do not have seeds in your garden to swap you are welcome to buy seeds and bring those. Allison also stated that the Norfolk Botanical Garden has agreed to give us another presentation next year that focuses on Pollinator Gardens.
Our March meeting will be the day that we visit our Historic Garden Week homes. Please bring your cameras and measuring tapes so you are prepared to see the room you are assigned.
Allison encouraged our members to sign up to volunteer at next month’s Daffodil Day on March 25, 2026. The club is submitting an arrangement and Allison is planning on holding a workshop on how to read a schedule and do an arrangement. Allison is taking the arrangement over to Virginia Wesleyan University but needs someone to go with her to help with delivery. To sign up to volunteer to work in the workroom the day of the show, sign up on the GVC website. Allison would also like to take our volunteers on a surprise tour, to lunch and then back to see the show. If you are interested in volunteering or helping Allison, please contact her.
Treasurer-Sam Bishop
The Towne Bank balance as of January 31, 2026, is $66,342.44. Sam stated that a lot of that balance is made up of HGW funds and Bus Trip funds. Sam reminded members that our HRGC Annual Dues deadline is June 1, 2026, and members may pay their dues to Sam at any time. Member dues are $125.00.
Committee Reports:
Bylaws Committee (Vote):
In the absence of Anne Harrison Harris, Parliamentarian, Mary Johnson, Bylaw Revisions Committee member, reminded the members that they had been emailed the final version of the HRGC Bylaws revisions that were presented to the membership at the January meeting. Mary made a motion to approve the Bylaws as presented; the motion was seconded by Dale Banning. Ann Fisher asked if anyone had any questions or comments about the revisions. With their being none, Ann called for the vote. The HRGC Bylaws were passed unanimously with all 38 members voting to approve the motion. This approved motion on February 10, 2026, is effective immediately. Bylaws as approved, are attached at the end of the minutes.
Ann thanked the membership for voting to approve and thanked the Bylaws Committee for their hard work on the revisions.
Horticulture and Artistic Design: Page Kremp
Page told the members that the History Blooms Committee had gotten together to plan the arrangement that would be on display at History Blooms on February 20-22 in Richmond at the Museum of History and Culture. The theme for this year is Revolutionary Gardens in conjunction with America’s 250th Anniversary. Page read the arrangement summary that the committee submitted to be printed in the program: “The Virginia Peninsula is steeped in a rich history of the formation of our country. The symbolism of the American flag is recreated in flowers—red for sacrifice and strength, white for shared ideals, and blue for unity and perseverance. In celebration of America’s 250th anniversary, we honor the past while blooming towards the future.”
Fine Arts and Flowers is this fall and Page has already received the link to the artwork that the committee can pick from to use to design the arrangement. Page has sent the link to the committee members to look over and get back to her with their choices.
Charleston Bus Trip: Kristin Barnes & Jane Quinn
Kristin reminded members that they are required to sign up on the donation sheets being passed around to provide refreshments or make a monetary donation for the trip. Refreshment donations should be dropped off on Sunday March 22, 2026, from 2-4 at the home of Becky Tench. For members going on the trip, the balance of your account is due today. Please remember to include the fee for the Magnolia Plantation tour if you are planning on going. Kristin announced that for those making plans for the trip she recommended going to the Charleston’s Visitor’s Guide website at https://www.charlestoncvb.com/ or the Historic Charleston Foundation website at https://www.historiccharleston.org/ for information on restaurants, museums, shopping etc. There are currently 40 people signed up for the bus so there is room for a few more. If you would like to join the fun or bring a friend, please contact Kristin or Jane Quinn as soon as possible.
Fundraising Committee: Teresa Robinson
Teresa reminded members of the upcoming Mardi Gras Fundraiser Event on Tuesday,
February 17, 2026, at Sister Cities from 6pm to 9pm. She thanked the members for all of their auction donations and said that they have received wonderful items. She said she is getting questions about bringing husbands and said it is up to each member to decide if their husband is fun and would not interfere with their bidding on items ha-ha! She encouraged members to invite friends and family to enjoy good food, good drinks and amazing items to bid on. The event is free for members and is $10 for non-members which can be paid at the door. However, she asked if you know that a friend may be coming and paying at the door to please let her know so they can be included in the headcount for food. She hopes to see everyone at the Mardi Gras!!
Historic Garden Week: Stacy Queensberry
Stacy highlighted what is happening with HGW:
-The Flower and Hostess Chairs visited the homes on tour last month. Flower assignments will be sent to members by the end of this month via email. Please be on the lookout for your placement and be ready to view the homes after our meeting on March 3. Sign up Genius will also be sent out by the end of the month for hostess sign-ups. Please make sure to sign up for one shift, and be courteous of others that may need to sign up for the hostess tables.
-HGW Guidebooks were shipped this week to merchants. Stacy will distribute copies to members at the next meeting. Local brochures are ready and delivery of those will begin next week.
-Flowers After Hours – Please consider attending this fun event as we deserve a little R&R after a successful day! $25.00 per person, 5pm at the Mariners Museum and catered by Joanne’s Catering.
-April 11, 2026, is the CNU Gardening Symposium. We will have a table there promoting HGW and selling tickets.
-HGW posters are available if you need one for a business, please let Stacy know. She can drop off or get one to you.
-Tickets will be available for purchase online starting Monday February 16, 2026, on the GCV website or can be purchased in person from Rooms, Blooms & More.
-Stacy will be attending the PCGC on March 13, 2026, to announce information about HGW and to sign up volunteers for hostess duties.
Conservation and Beautification: Julie LoCicero
Julie announced that this Friday is the start of the Great Backyard Bird Count weekend! Please take time to participate in the count, from February 13th to the 16th. Use the link found in the February Ivy Anchor for all information and apps needed.
Announcements: Ann Fisher
Ann wished all of our February Birthday Ladies a Happy Birthday.
Ann told the members that we would take a short break and then reconvene with members of the Huntington Garden Club to hear GCV President Kris Carbone speak to both clubs.
With no further business, the meeting was adjourned.
Respectfully Submitted by Mary Johnson for Recording Secretary Jennifer Dick
February Program Highlights from GCV President Kris Carbone
Huntington Garden Club President Carla Rice introduced Kris Carbone to the membership stating that Kris attends every GCV event and always has a smile on her face!
Kris stated that she was excited to be with our members and that she had read through the history of both clubs and all that the clubs had accomplished through the years. Kris is a member of the Garden Club of Danville and has the same responsibilities in her club as our members do.
As GCV President she answers a lot of emails, attends a lot of meetings either in person or by Zoom. She travels the state visiting clubs (her favorite part of the job), attending GCV events and has an office in the Kent-Valentine House that she goes to often. When she first became President, her car had 14,000 miles on it and it now has 50,000 miles on it. She has had 1 flat tire, and 1 speeding ticket (in New Kent County in the construction zone with the speed cameras!) and is a Diamond status member at Hilton Hotels.
She asked members to think about why they joined the garden club. She said it is so much more than gardening. All 48 clubs and 3,440 members have so much in common and are a connection throughout the state. She told members to pursue their passions through GCV and across the state. She encouraged New Members to keep showing up and get involved. She asked members to continue to introduce yourselves to new members and help them get involved in club activities as well as GCV events.
GCV is a statewide organization with a staff that is headquartered in the Kent-Valentine house in Richmond. Communication from GCV to members is critical. Our club has a district representative that communicates with each club President in her district. Our representative is Rennie McDaniel of the Rappahannock Garden Club. All members receive the GCV Journal, a quarterly publication that showcases the work of clubs in the Snips section. Each month members are sent by email the GCV Membership News that highlights all the events, workshops and news around the state.
Kris stated that the mission of the Garden Club of VA is to “conserve the gifts of nature, to restore and preserve Virginia’s landscapes, to cultivate the knowledge and love of gardening and to lead future generations to build on this heritage.” She said this mission guides all the decisions that the board makes in guiding the organization. Conservation is a priority and is the oldest committee in the organization. Now there is also an emphasis on native plants, trees, and pollinators. The Annual Conservation Forum was held in the fall of 2025 in Portsmouth and was very informative. The Conservation Committee works on policy supporting our conservation values. This year GCV is proposing that the Brown Belted Bumblebee become Virginis’s Native Pollinator. It is not endangered and found all across Virginia. It is also the major pollinator of tomato plants. The bill was passed in the VA Senate and will now cross over to a delegate committee to approve for a vote by the General Assembly. GCV also advocates for clean water, air, soil as well as pollinators and native plants. GCV also provides two Conservation Fellowships every year.
Another area of focus for GCV is the restoration of historic gardens and landscapes. Last year GCV began working with a new nationally known landscape architect, Thomas Woltz of Nelson Byrd Woltz Landscape Architects in Richmond. They are currently working on the redesign of the grounds of the Kent-Valentine House. The plan is to pull up the English Ivy which is an invasive plant and create a landscape that reflects the Coastal and Piedmont regions of the state. Work will hopefully begin in March. Funds from Historic Garden Week support the restoration of historic gardens and landscapes and provides a landscape fellowship for a student yearly. Last year there were 24,000 visitors from 43 states and several countries who attended HGW. Kris stated that this year the cover of the HGW Guidebook features the Governor’s Palace in Colonial Williamsburg in conjunction with America’s 250th Anniversary. The Kingsblood Tulip that is the HGW flower of the year is grown in the gardens at the Governor’s Palace in Colonial Williamsburg. GCV is currently restoring the gardens. Kris thanked the members for all of their hard work during HGW.
Kris highlighted GCV events and initiatives that are of interest to members:
-The Kent-Valentine House is available to clubs to hold meetings or for members to rent for private events.
-Cultivating Conversations each month have been very successful. If you cannot join each session by Zoom the recorded version is available on the GCV website for you to view at your convenience.
-This year GCV started highlighting a Native MVP. This year it is Blue False Indigo (Batista). This plant was chosen by members of the Conservation, Horticulture and HGW Committees. In the future three plants will be chosen in May and club members will vote on their favorite.
-History Blooms is February 20-22 at the Museum of History & Culture in Richmond. This year’s theme is Revolutionary Gardens. Kris encouraged members to attend the wonderful speakers and demonstrations available that weekend. The Flower Arranging School is a great way to learn arranging and tips.
-A Daffodil Workshop is February 23 at the Kent-Valentine House, there is still time for members to sign up. Daffodil Day will be held on March 24 at Virginia Wesleyan University in VA Beach. The theme is America the Beautiful. Volunteers are needed for that day so please consider signing up to help.
-On March 31, GCV will hold a Zoom meeting for all New Members and seasoned members to learn more about GCV.
-Horticulture Field Day will be June 9-10 in Charlottesville. A visit to Thomas Jefferson’s Tufton Farms is included.
-Kris encouraged the club to consider applying for the Common Wealth Award as well as the Bessie Bocock Award to help obtain funds for a club project.
-The GCV Development Committee has been working hard to encourage members to consider donating to the Annual Fund to help support programs and areas that are not covered by members’ dues. The Green Arrow Society was established for members who leave a lasting legacy to GCV. This year they introduced the 1920 Society for members who contribute $1,000 and above yearly to GCV. Kris thanked members for their contributions to the Annual Fund.
-GCV is beginning to move to Google Workspace for the retention of all documents. They hope this will be helpful in maintaining continuity for GCV Committees and for accessing former documents in the future.
Kris closed by saying, “We are a testament to the power of community. Members are the foundation of the GCV, so thank you for all you do.”
GCV President’s Report Respectfully submitted by Mary Johnson
Final Bylaw Revision
HRGC Bylaws Approved February 10, 2026
Effective immediately
CONSTITUTION of THE HAMPTON ROADS GARDEN CLUB
ARTICLE I. NAME
The name of this club shall be The Hampton Roads Garden Club.
ARTICLE II. PURPOSE
The Hampton Roads Garden Club is a 501(c)(3) charitable organization committed to:
• Cultivating the knowledge and advancement of gardening, horticulture, and
promoting floral design as an art,
• The encouragement of civic beauty and the conservation of natural resources
through active programs and projects,
• The restoration and preservation of Virginia historic landscapes and gardens as a
member club of The Garden Club of Virginia.
ARTICLE III. ACTIVITIES AND POWERS
(a) The Hampton Roads Garden Club is neither organized nor should it be operated for the private gain of any person. The property of the organization is irrevocably dedicated to its educational and charitable purposes. No part of the receipts, or net earnings of the
organization shall benefit, or be distributed to any individual. The organization may,
however, pay reasonable compensation for services rendered, and make other payments and distributions consistent with these Articles.
(b) Notwithstanding any other provision of this document, The Hampton Roads Garden
Club shall not carry on any other activities not permitted to be carried on (a) by an
organization exempt from federal income tax under section 501 (c) (3) of the Internal
Revenue Code, corresponding section of any future federal tax code, or (b) by an
organization, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code, or corresponding section of any future federal tax code.
(c) No substantial part of the activities of The Hampton Roads Garden Club shall be the
carrying on of propaganda, or otherwise attempting to influence legislation, and the
organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.
ARTICLE IV. OFFICERS
The Officers of this Club shall be a President, Vice-President, Recording Secretary,
Corresponding Secretary and a Treasurer, who, together with the immediate Past-
President, Parliamentarian and three Directors at Large, shall constitute the Executive
Board.
ARTICLE V. MEMBERSHIP
Qualification for membership in this Club shall be an interest in gardening, horticulture,
conservation, landscape restoration and/or floral design.
ARTICLE VI. AMENDMENTS
This Constitution and the Bylaws may be amended by a 2/3 vote by the Active membership at any regular business meeting provided that the proposed amendment has been presented at a previous regular business meeting.
THE HAMPTON ROADS GARDEN CLUB BYLAWS
Section 1. OFFICERS
(a) The officers and three Board members shall be elected at the regular business meeting in April and shall take office immediately following the Club’s Annual Meeting in May.
(b) The term of office shall be two years.
(c) The retiring President shall automatically become a member of the Executive Board. In the event the retiring President is unable to serve, the Nominating Committee shall submit a nominee to the Executive Board for approval.
(d) No officer or Board member shall serve consecutive terms in the same elected position.
(e) Officers shall present a written report at the Club’s Annual Meeting, and, at the end of their term, shall turn over all records to their successors.
(f) In the event of a vacancy on the Executive Board, Membership, or Nominating
Committees, the Nominating Committee shall submit the new nominees to the Executive Board for its approval to fill any vacancies. Should the role of President become vacant the Vice-President will immediately assume the role of President.
(g) The President shall appoint members to fill vacancies that may arise among Committee Chairs.
(h) The Executive Board, by majority vote, may adopt or revise the Standing Rules of the Club.
(j) The Executive Board must sign the Conflict of Interest Policy which is designed to assist officers and volunteers in identifying situations that present potential conflicts of interest and in providing the Club with a procedure which, if observed, allows a transaction to be treated as valid and binding even though an officer or volunteer has or may have a conflict of interest with respect to the transaction. The policy, on file with the current treasurer, is presented to the Board members annually for full disclosure and acceptance.
Section 2. DELEGATES
(a) At the Annual Meeting of The Garden Club of Virginia, the Club President and Vice-
President shall be the voting attendees.
- In the event the President and/or Vice-President cannot attend the annual
meeting, the Executive Board shall appoint an alternate(s) to represent the Club.
(b) At the Board of Governors’ meeting of The Garden Club of Virginia, the President shall be the delegate.
i. In the event the President cannot attend the Board of Governors’ meeting, the Vice-President shall serve as the alternate.
ii. In the event the Vice-President cannot attend, the Executive Board shall
appoint an alternate to represent the Club.
Section 3. CLASSES OF MEMBERSHIP
a) There shall be 5 classes of membership:
1. Active, which shall not exceed fifty-five (55) members
2. Associate, which shall be unlimited
3. Non-Resident, which shall not exceed five (5) members
4. Honorary, which will be unlimited
5. Lifetime, which will be unlimited
(b) Responsibilities of members:
(1) Active
A member who has an interest in gardening, horticulture, conservation, landscape
restoration and/or floral design.
(aa) Attend regular business meetings
(bb) Pay annual dues
(cc) Actively participate in ways and means projects
(dd) Actively participate in Historic Garden Week
(ee) Actively participate in fundraising events
(ff) Actively participate in committee placement
(gg) Serve as hostess for a regular business meeting, on a rotating basis
(hh) Eligible to vote at regular business meetings
(ii) Eligible to hold office
(2) Associate
An associate member of the Club must have completed at least 10 years of active
service and be in good standing.
(aa) Pay annual dues
(bb) May not vote or hold office
(cc) May not present or endorse names for membership
(dd) Encouraged to participate in Historic Garden Week
(ee) Encouraged to attend meetings, projects, events and fundraisers
(3) Non-Resident
No longer lives in the Club’s area and is unable to participate as an active or associate
member. Must be a current member in good standing to request this status.
(aa) Pay annual dues
(bb) May not vote or hold office
(cc) May not present or endorse names for membership
(dd) Encouraged to participate in Historic Garden Week
(ee) Encouraged to attend meetings, projects, events and fundraisers
(4) Honorary
Awarded to a non-member who has shown a long-standing commitment to the Club’s
mission. Proposals may be submitted in writing by an Active Member to the Executive
Board for approval. If approved, the proposal will be presented at the next business
meeting for a vote by membership.
(aa) Exempt from annual dues
(bb) May not vote or hold office
(cc) May not present or endorse names for membership
(dd) Invited to attend the Club’s Annual Meeting
(5) Lifetime
May be granted to members who are at least 85 years of age or are no longer able to
fulfill the requirements of membership due to health or other factors. A written request
must be submitted to the Club President and approved by the Executive Board.
(aa) Exempt from annual dues
(bb) May not vote or hold office
(cc) May not present or endorse names for membership
(dd) May participate in all club meetings and events as desired
(ee) Not counted in the constitutional membership with Garden Club of Virginia
(ff) Subscription to the GCV Journal is at the expense of the lifetime member
(c) Members who desire to change membership status must request in writing to the
President for vote by the Executive Board. The President will report the change to the
membership.
(d) A member may resign in good standing who has submitted a request in writing to the
President and has met all financial obligations. The Executive Board will vote on the
request, and the President will notify the membership.
(e) A member who has resigned from membership in good standing may request
reinstatement by submitting the request in writing to the President. The Executive Board
will take action on the request if there is a vacancy in the category and the President shall submit to membership for a vote.
(f) A member may request a leave of absence in writing to the President for Executive Board approval when extenuating circumstances occur. A leave of absence may be in effect for up to two years. At the end of this period, the member must return to active status, elect to change membership status, or resign. The leave of absence will not count towards active service years. A member on a leave of absence must pay annual dues.
Section 4. MEMBERSHIP
(a) There shall be a Membership Committee comprised of four Active members who shall be elected by the membership to serve a two-year term of office each. They may not succeed themselves. The term of office for two members shall expire in alternating years.
(b) The President shall appoint the Chair of the Membership Committee each year from the second-year members
(c) Committee members may not propose or second a Candidate for membership during their term of office.
(d) To sponsor a candidate for membership, an Active member must submit a letter of
proposal, with a second letter by another Active member, to the Membership Committee
Chair, at least two weeks prior to a monthly meeting. Letters of proposal will be accepted throughout the Club year, if there is an opening in membership.
(e) An Active member may propose one candidate and second one candidate throughout the Club year. The proposal will be considered for a vote if a) there is an opening in membership and b) letters are received at least two weeks prior to a business meeting.
(f) Letters of proposals shall be reviewed and approved by 3/4 of the Membership
Committee. If approved, then the membership proposal will be presented by the
Membership Chair to the Executive Board. An affirmative vote, by ballot, of 3/4 of the
Executive Board shall be necessary before a candidate is presented to Membership for a vote.
(g) After the approval by the Executive Board, the proposed candidates for membership
shall be presented, by the Membership Chair, for approval by the active members of the
Club at the next business meeting. After discussion, voting shall take place by ballot.
(h) Voting shall be by ballot and absent members may vote by absentee ballot. A 3/4
affirmative vote of the total Active membership shall be necessary to elect a new member.
(i) Instructions for Absentee Voting: If unable to attend the meeting to vote on a proposed
member, contact the Membership Chair and deliver your Absentee vote, to be recorded.
(j) The name of a candidate failing election may be presented again for election, but not by the same two members.
Section 5. NOMINATING
(a) There shall be a Nominating Committee comprised of three Active members who shall be elected by the membership to serve a two-year term of office. They may not succeed themselves.
(b) The President shall appoint the Chair of the Nominating Committee and the
Parliamentarian.
(c) It shall be the duty of the Nominating Committee to:
i. In March, of the second year of office, submit to the membership:
• Slate of Officers (President, Vice-President, Recording Secretary, Corresponding Secretary and Treasurer)
• Immediate past-President
• Three Directors at Large
• Three Nominating Committee members
ii. Submit, in March of each year, two nominees for Membership Committee.
iii. Submit any necessary proposals as requested by The Garden Club of Virginia.
iv. Submit nominees to the Executive Board for their approval to fill any vacancies
that may arise on the Board, the Membership or the Nominating Committees.
Section 6. MEETINGS
(a) Robert’s Rules of Order latest edition shall be the parliamentary authority for the Club in all cases in which they are applicable and in which they are consistent with these Bylaws and any special rules of order the Club may adopt.
(b) Regular business meetings shall be held on the first Tuesday of the month from
September through April, unless otherwise stated. The Club’s Annual Meeting shall be
a Tuesday in May following the Annual Meeting of The Garden Club of Virginia, when the calendar permits.
(c) Executive Board meetings may be held at the discretion of the President with due
notice.
(d) Any Active member who is unable to attend a regularly scheduled meeting shall notify the Recording Secretary in advance.
(e) Excessive individual absences during the year shall be brought to the attention of the President by the Recording Secretary.
(f) The order of business at any meeting shall be determined by the President.
(g) Electronic meetings and voting are permitted when necessary.
Section 7. DUES
(a) Active, Associate and Non-Resident members shall pay annual dues by May 31 for the ensuing year.
(b) New members shall pay an established initiation fee and dues as defined in the
standing rules.
(c) The fiscal and Club year shall be June 1 through May 31.
(d) The HRGC will pay each member’s annual dues to the Garden Club of Virginia.
(e) After one calendar year, any member of the Club not paying dues or who has not
requested a status change, may be removed from membership at the discretion of the
Executive Board.
Section 8. COMMITTEES
(a) All Active members shall serve as committee chairs or committee members as
assigned. For a full list of committees, refer to the Standing Rules.
(b) Special Committees may be appointed by the President as needed.
(c) All Committee Chairs shall be appointed by the President and shall serve a two-year
term, except the Chair of Membership who shall serve for a period of one year.
(d) Committee Chairs shall submit an annual committee report to the President by the
Club’s Annual Meeting.
Section 9. QUORUM
(a) Twenty-five (25) Active members shall constitute a quorum at any regular or annual
meetings of the Club.
(b) Five (5) Active members shall constitute a quorum at a meeting of the Executive Board.
Section 10. VOTING BY MEMBERSHIP
(a) Voting on business may take place only when a quorum is present as defined in Section 9.
(b) Voting on new members requires a 3/4 vote of the Active members.
(c) Voting on revisions to the Bylaws requires a 2/3 vote of the Active members after notice at the previous business meeting, to be adopted.
Section 11. DISSOLUTION
In the event of the dissolution of the organization, all of its property, if any, not needed for the payment of its debts and expenses shall be transferred and conveyed to such
corporations and organizations qualifying under Section 501 (c) (3) of the Internal Revenue Code of 1954, and amendments thereto, other than private foundations as defined in Section 509 of the Internal Revenue Code of 1954, as amended, and in such proportion as the membership shall determine.
The Hampton Roads Garden Club Bylaws were incorporated in April 1932,
Amended:
February 1978 March 1998 February 2017
January 1982 May 2001 May 2019
April 1985 August 2003 April 2022
April 1989 August 2007 February 2026
December 1991 August 2011
April 1993 March 2013
Hampton Roads Garden Club
Standing Rules and Policies
Section 1 – Membership:
When submitting a proposal for membership, please provide the following information with the letter:
Candidate’s Full Name (proper spelling):
Spouse’s Full Name (if applicable):
Mailing and physical address:
Email:
Phone Number(s):
Proposer Name:
Endorser Name:
A membership proposer/endorser should mentor their candidate through the new
member’s first garden club year.
Member Communications:
➢ GCV Website: http://www.gcvirginia.org Password: create your own
➢ HRGC Blog:
Website: https://thehrgc.wordpress.com Password: boxwood
Includes: Constitution, Bylaws, Standing Rules, Member Directory, Meeting
Minutes, Photos, Newsletters, etc.
Membership Updates:
If you have a change in your Contact information (email, phone, address, name, etc.) notify the Database Manager and Yearbook Chair as soon as possible.
Section 2 – Budget and Reimbursement Policy:
All committees will have an approved budget for expenses. Each committee will need to
plan expenses not to exceed its budget. Reimbursement forms should be completed with corresponding receipts and submitted to the Treasurer, upon approval by the committee chair.
If the committee anticipates exceeding the budget, the amount needs approval by the
Finance Committee to be reimbursed.
The Executive Board, by majority vote, may approve of a time-sensitive motion for an
unbudgeted expenditure not to exceed $2000. The motion must specify the expense
amount, its purpose and the justification for immediate action. At the next regular
business meeting, the membership shall be notified of the expenditure.
Reimbursement Request Form Instructions:
To request reimbursement for eligible expenses, a member must do the following:
1) Fill out the Reimbursement Form, found on the HRGC blog or request one
from the Treasurer.
2) Attach detailed receipts of expenditures.
3) Submit for approval to the Chair of the committee, if applicable
4) The committee chair will submit to the Treasurer for reimbursement.
Note: All reimbursement requests must be submitted during the fiscal year (June 1 – May 31) they are incurred, otherwise they will not be honored.
Dues:
1) The annual dues of Active, Associate and Non-Resident members will be one
hundred twenty-five dollars ($125.00). Annual dues must be paid by May 31st for
the coming club year.
2) New members will pay a one-time initiation fee of seventy-five dollars ($75.00)
plus the annual dues of one hundred twenty-five dollars ($125.00).
a. New Members who join in May, annual dues will be applied to the
following club year.
3) For members who are approved for reinstatement, the full amount of the annual
dues ($125.00) is payable upon acceptance.
Annual Meeting & Board of Governors:
Registration fees, hotel room and associated expenses for the President to attend the
Annual Meeting and the Board of Governors are reimbursable as provided in the budget and for the Vice-President (or delegate) to attend the Annual Meeting.
Artistic Design (GCV Flower Events):
Garden flowers are preferred and encouraged for all GCV flower events (Lily, Daffodil, Rose, Symposium, History Blooms, Fine Arts & Flowers, etc.) and Historic Garden Week. In the event flowers need to be purchased, the cost should be deducted from the appropriate committee’s budget.
An annual budgeted line item is allocated for Artistic Design. The purchase of flowers and supplies is allowed and may be necessary, due to availability. Expenses must be approved by Artistic Design Chair, in advance.
Conservation Workshop/Forum:
When an overnight stay is necessary, the Club will reimburse for one night of lodging for the Chair and the President as allocated in the Conservation Committee budget.
Flower Test Collections:
The chair for each flower test collection is encouraged to purchase the annual test
collection and plant it for the Club’s use in future years. This should be part of the
committee’s budget.
Horticulture:
The horticultural exhibits for GCV Board of Governors and GCV Annual Meeting are
included in the committee’s budget.
Section 3 – Officers and Executive Board:
President: The President shall preside at all meetings of the Club and the Executive Board. Represents HRGC at the GCV Board of Governors and Annual Meeting as well as all District meetings. Appoints chairmen and members of all standing and special committees, except as otherwise provided in the Bylaws.
Vice President: The Vice President, in the absence of the President, shall assume the
responsibilities and exercise the powers of the President. Responsible for all Programs
presented to the Club. Represents the Club at the Annual Meeting.
Recording Secretary: The Recording Secretary is responsible for recording minutes of the Executive Board meetings and the General Membership meetings and upon approval of the President, shall distribute them to members. Keeps a record of members’ attendance at meetings and collects absentee ballots from members, when needed.
Corresponding Secretary: The Corresponding Secretary shall conduct the correspondence of the Club, excluding new member invitations and the distribution of minutes.
Treasurer: The Treasurer shall receive and disburse all monies of the Club and shall keep the bank accounts of the Club. Presents a monthly report on bank balances at each general meeting. Responsible for preparing the annual budget with the Finance Committee and for presentation to the Executive Board for approval. The Treasurer presents the final budget to the membership for approval in September. Works with the Club’s accountant to file a tax return in October. Collects membership dues from all members and pays GCV dues. Serves as chair of the Finance Committee. Serves as Treasurer of HGW every other year.
Parliamentarian/Bylaws: To keep general membership and board meetings in order
according to Roberts Rules of Order. To be responsible for changing or clarifying Bylaws and Standing Rules, when necessary.
Immediate Past-President: The immediate Past President automatically serves on the
Executive Board.
Directors at Large: There shall be three Directors at Large who sit on the Executive Board and represent the membership. Attend all meetings of the Board and any other meeting called by the President. May also hold other positions simultaneously within the Club.
Section 4 – Standing Committees:
Artistic Design: Cultivate an appreciation and understanding of creating floral
arrangements by harmonizing colors, textures and forms found in nature. Provide
guidance/workshops to demonstrate arranging techniques and styles and to lead small
groups to prepare arrangements for the GCV Flower Shows as well as for History Blooms and Fine Arts and Flowers (biannually).
Awards: Recognize and nominate members of the Club, community individuals or
community projects for their achievements within our mission to conserve, restore educate and lead. See the GCV website for a complete listing of GCV Awards.
Camp Sponsorships: Provide funding to potential organizations or students who are
interested in attending natural history and environmental science educational programs.
Collections: (Daffodil and Lily) – Disseminate horticultural information on the cultivation of Daffodils and Lilies. Offer for sale the GCV Annual Collections to club members, place orders and deliveries. Encourage members to exhibit specimens in the GCV
Flower Shows.
Community Projects: Research and develop projects for the Club to sponsor in the
community and for which the Club will raise funds. Serve as liaisons for the Club’s current community projects. Coordinate projects with community partners. In conjunction with the Awards Committee, propose Club projects that may be considered for GCV awards.
Conservation and Beautification: Promote the conservation of natural resources, foster the beautification of the environment and promote education in all fields of conservation and beautification. Stay updated on the conservation issues before the General Assembly and inform the HRGC of GCV positions on proposed bills. Report on local environmental issues i.e., water, lawn care, wetlands, Chesapeake Bay, etc. Attend GCV Conservation Forum and GCV Legislative Day.
Data Base Manager: Responsible for maintaining the accuracy of Club’s membership
information provided on the GCV website. Assist in facilitating email communication within the membership, and maintains the blog, The Dirt.
Finance Committee: Consists of the President, Treasurer and past Treasurer. Review
audits and quotes for insurance products and creates the annual budget.
Fundraising:
Fundraising Committee: Plan, execute, and coordinate fundraiser activities and
events in consultation with the President.
You’ve Been Bloomed: Coordinate orders for You’ve Been Bloomed. Place Bloomed Flowers in requested yards and remove at designated time.
GCV Journal: Determine activities to be submitted for publication in the GCV Journal, write and submit the article. Coordinate with the Club photographer for pictures of club projects and fundraisers that can be submitted to the Journal.
Historic Garden Week: Coordinate all activities related to the planning of the HGW Tour. The Chair will choose the members of the committee to coordinate each phase of the tour to include advertising, sponsorships, flowers, hostesses, photography, publicity, social media, signs, tickets, transportation, Flowers After Hours, and guidebook. Work with the HGW chairs of the Huntington Garden Club to produce a tour jointly. The lead Club’s Treasurer serves as HGW Treasurer that year.
Historian: Compile the Club history of events, community projects and fundraisers during the two-year term. Every year send into GCV a hard copy of the Club’s annual yearbook. At the end of the two-year term, provide a short history of the Club’s activities during that period to GCV as well as for HRGC records.
Horticulture: Advise Membership on all matters pertaining to horticulture. Prepare the
horticulture exhibits for the GCV Board of Governors meeting (in October) and the GCV
Annual Meeting (in May) according to GCV instructions. Arrange for the delivery and return of the displays. Instruct the Membership on the preparation and display of horticulture specimens. Present gardening, maintenance and plant selection tips throughout the year. Attend and report on Horticulture Field Day and encourage other members to attend.
Membership: Notify the membership of any vacancies. Receive letters of Proposal and
Seconding Letters from members. The committee members meet to consider candidates and vote to approve (or disapprove) recommendations to the Executive Board for voting and presentation to the membership. Provide ballots for voting, count the ballots, and notify the membership of the results. Ensure absentee votes are properly recorded and counted. The Membership chair/designee will introduce any new members at the first meeting following their election. Plan and execute new member orientation annually, prior to the March meeting.
Newsletter: Once a month write, compose and edit the HRGC newsletter, The Ivy Anchor. Collect information, pictures, and announcements for the newsletter from the President, Board, Committee Chairs, Members, Photography Chair and GCV. Email the newsletter to all members one week before the monthly membership meeting and send it to Database Manager to add to the blog.
Nominating: At the times designated in HRGC Bylaws and over the course of the two-year term, this committee will nominate members for Officers, Directors at Large, Membership Committee and Nominating Committee to be presented to the membership at the March meeting, with a vote to be taken at the April meeting. In October of the second year of the term, prepare and present a Placement Interest Survey to all active members for use by the Nominating Committee and incoming President.
Peninsula Council of Garden Clubs: Attend bi-monthly meeting of the Peninsula Council. Distribute Scions and Seedlings to membership by email. Organize membership to provide refreshments for one meeting every other year at a Council meeting. Announce upcoming programs of the PCGC to the membership and make PGGC aware of the Club fundraisers and Historic Garden Week needs.
Photography: Document activities of the Club through photos taken at meetings,
community projects and fundraisers as well as special events. Provide photos to the HRGC blog and newsletter, as well as coordinate with the GCV Journal representative pictures that could be submitted on behalf of the Club. Work with the Data Base Manager to update photos of members on the GCV website. Promote HRGC and GCV Photography workshops and events.
Ways and Means:
Club Event: Plan and coordinate a bus trip for members and guests to enjoy flower
shows, house and garden tours, or special events to help raise money.
Poinsettia Sale: Coordinate the sale of Poinsettias with a local garden center
through sales by HRGC members to friends and businesses. Plan and execute the
pick-up and distribution of orders at the beginning of December.
Yearbook: Compile, edit, and print updated member contact information, officer and
committee changes, any bylaws changes, HRGC calendar and GCV calendar for the
annual publication. Distribute yearbooks to members at the September membership
meeting. Throughout the year, keep records of any updates and changes that will need to be made the following year. Provide a notebook and yearbook insert to all new members.
thehrgc 