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We meet at 6:30 pm on the last Monday*** of the month at Premier West Bank Jessie Wright Suites #100, 9275 E. Stockton Blvd., Elk Grove, California
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STANDING COMMITTEE OVERVIEW GARDENERS OF THE GROVE (GOTG) August 23, 2010 The GOTG committees shall meet at the beginning of each fiscal year to establish their proposed Schedule of Events for the year. Ensure that proposed dates do not conflict with other events, e.g., holidays, community events and other GOTG planned activities. The Board will review each committee’s Schedule of Events and determine what information will appear in the Yearbook. Throughout the year, Committee Chairpersons shall provide status reports to the Board and membership. GOTG has in place detailed monetary practices and procedures that appropriately describe the methods of handling club revenue, e.g. securing, documenting and depositing all monies. All committee members must review the GOTG Guidelines as they pertain to their respective committees. Committee members shall also read and understand the procedures regarding Handling Revenue and recordkeeping. LIST OF STANDING COMMITTEES: AWARDS COMMITTEE – 2 members: Purpose: To submit GOTG projects to “State” and “National” for consideration of cash and other awards. Work closely with the Board recommended award candidates. Work with the Guidelines: See GOTG Guidelines and instructions in the California Garden Clubs, Inc. Manual. COMMUNITY GARDEN COMMITTEE – 3 members - Chairperson: Mary Ellen Trapp Purpose: To grow vegetables for the Community Food Bank. Guidelines: 1) Select and maintain a plot at the Elk Grove Community Garden. 2) Harvest and deliver “crops” to the Community Food Bank. 3) Help at the Community Garden during “group” days which are usually the 3rd Saturday of each month. COMMUNITY OUTREACH COMMITTEE- 3 members: Purpose: To “give back” to the community and make our presence known. At the beginning of the fiscal year, prepare a Schedule of Events/Projects and present them to the Board & members for approval. Guidelines: 1) Plan one or more “outreach” events a year at discretion of the Board. 2) Select activities and present them to the members for approval. 3) Develop an action plan, including manpower requirements. 4) Execute each event from start to finish. See GOTG Guidelines. DISCOUNT PROGRAM COMMITTEE – 2 members: Purpose: To obtain discounts (for our members) from local nurseries and garden centers. Guidelines: 1) Maintain list of establishments that offer us discounts. 2) Seek new participants and add them to the list. 3) Update the list annually, or as needed. 4) Inform members about the Program and distribute current list; also post it on the website. See GOTG Guidelines. FUNDRAISING COMMITTEE – 3 members: Purpose: To obtain funds for GOTG activities. Guidelines: 1) Plan and execute two fundraising events a year. 2) At the beginning of the fiscal year, select a fundraising activity and present a Schedule of Events to Board & members for approval. 3) Develop an action plan including manpower requirements. 4) Request assistance from membership as needed. 5) Execute activity from start to finish. 6) Conduct Raffle ticket sales/drawings at monthly business meetings. See GOTG Guidelines. HISTORIAN COMMITTEE – 2 members: Purpose: Preserve the history of GOTG. Guidelines: 1) Maintain records of all the Club’s activities and historical data; keep this information in chronological order from year to year. 2) Ask members to assist in providing articles, photos, flyers, and newspaper articles. See: GOTG Guidelines. HOSPITALITY CHAIRPERSON/COMMITTEE – Chairperson: Mary Ellen Trapp Purpose: To coordinate member participation to serve as hosts/hostesses at monthly meetings. Guidelines: Chairperson shall circulate a sign-up sheet and prepare a list of volunteer club members to participate in each monthly function. 2) Ensure there are two members available per month. 3) Send email reminders to volunteers each month and, if necessary, get substitutes. 4) Ensure they are ready, willing and able to help set up meeting room prior to meeting time and break down room at conclusion of meeting. See GOTG Guidelines. HORTICULTURE CHAIRPERSON – 1 member Purpose: To provide members with informational reports and helpful hints on topics of seasonal interest. The purpose of the report is to advance the art of gardening and encourage education in Horticulture. Report can be a written handout, oral report or newsletter article. See GOTG Guidelines. MEMBERSHIP COMMITTEE – 5 members: Purpose – To recruit new members. Guidelines: 1) Each year, develop and execute one membership drive. 2) At the beginning of the fiscal year, present a proposed Schedule of Events to Board & members for approval. 3) Continue efforts throughout the year to increase the membership. 4) Enlist the assistance of other club committees. 5) Submit (to the Treasurer), all Membership Applications and dues collected at offsite events. 6) To encourage member retention, communicate with delinquent renewals and inactive members. SUBCOMMITTEE: MEET AND GREET COMMITTEE – 1 member: Purpose: Welcome guests attending monthly meetings and provide them with club information. Guidelines: 1) Provide member and guest sign-in sheets at each monthly meeting. 2) Greet guests and provide them with the information packet. 3) Give the sign-up sheets to President to ensure they are acknowledged and introduced. See GOTG Guidelines. NOMINATING/ELECTIONS COMMITTEE – 3 members: Purpose: To assist the outgoing Board in electing new officers. Guidelines: 1) to annually recruit, secure nominations/candidates for vacant officer positions of the club. 2) Present the slate of candidates to the Board and membership. 3) Coordinate and conduct the annual elections process. See Bylaws and GOTG Guidelines. PENNY PINES PROGRAM COORDINATOR The Penny Pines program provides a helping hand by playing a vital role in renewing the national forests in our State. It’s a conservation program in which everyone can participate. Our garden club participates in this meaningful conservation project. Member contributions are collected at monthly meetings. The minimum donation is $68 to a Penny Pines Plantation. The Treasurer will record and deposit all funds collected. Once we’ve met our goal of $68, the membership will unanimously designate the forest to receive our donation. PHOTOGRAPHY COMMITTEE – 3 members Purpose: To plan and execute the annual club photo contest. Guidelines: 1) Plan photo categories and rules for the upcoming year and distribute to club members. 2) Arrange for judges and a time and place for the judging. 3) Acquire ribbons and prizes. 4) Design and print calendar in conjunction with fundraising committee. 5) Work with the Elk Grove Fine Arts Center to display winning photos. See GOTG Guidelines. PROGRAM COMMITTEE – 1 members: Purpose: To obtain guest speakers or coordinate other activities for members’ education and enjoyment at regular monthly meetings (except for December). Guidelines: 1) Have speakers or activities planned at least six months prior to meeting date. 2) Follow-through and keep in contact with speakers to ensure attendance. 3) Make sure speakers have all equipment necessary for their presentations such as, plugs, lighting, table, etc. 4) Partner with the Publicity Committee to post articles in the Elk Grove Citizen and other media. 5) Request the Sunshine Committee send thank-you notes to guests. See GOTG Guidelines. PUBLICITY COMMITTEE – 2 members: Purpose: To utilize local media and other outlets to advertise club events, meetings, speakers, etc. Guidelines: 1) Maintain list of establishments where the club has placed flyers. 2) Keep list current and check every six months to see that information flyers are still in place; replace if necessary. 3) Post information regarding monthly meeting at established locations, such as, the “internet”, printed news media, radio, bulletin boards, etc. 4) Make all lists available to other committees when requested and assist them in their “publicity” endeavors. See GOTG Guidelines. Subcommittee: Newsletter Editor - The club’s newsletter is called The Scarecrow. The Editor shall 1)create, publish and distribute a monthly newsletter to all members prior to the next business meeting, and 2) submit to the Webmaster to post on the club’s website. SEE GOTG Guidelines. SOCIAL COMMITTEE – 5 members: Purpose: To hold two social functions for the enjoyment of the members. Guidelines: plan and execute an annual holiday activity and one additional social function throughout the year. At the beginning of the fiscal year, identify proposed social activities and present a Schedule of Events to the Board & members for approval. See GOTG Guidelines. SUNSHINE COMMITTEE – 1 member: Purpose: To acknowledge people or organizations that help GOTG. Guidelines: 1) Send thank you notes to guest speakers at our monthly meetings. 2) Send thank you notes, condolence and get well cards at request of Board or members. 3) Notes can be either by e-mail or by regular mail. 4) Maintain a journal of all communications and submit quarterly to the GOTG Secretary. TOUR COMMITTEE – 2 members: Purpose: To identify, plan and coordinate day tours throughout the year, visiting destinations of interest to members. Guidelines: At the beginning of fiscal year, identify proposed tours, dates, etc., and present information to the Board and members for approval. Information will be included in the Yearbook. WEBSITE COMMITTEES The webmaster designs, builds, maintains and updates the website for GOTG. The site contains up-to-date resources, news and information for our club members, external organizations and individuals who share a common interest in gardening. Subcommittee: Home Garden Editor – Takes photographs members’ gardens for placement on the GOTG Website. Yahoo Group Coordinator – Manages, posts and circulates information for all club members. YEARBOOK COMMITTEE (2 members) Purpose: Prepare and distribute the club’s annual Yearbook. Guidelines: 1) Work closely with the Board on information to be included in the Yearbook. 2) Gathers all the pertinent information and shall be responsible for completing, printing and distribution. 3) Sends printed Yearbook to the Sacramento River Valley District and California Garden Clubs, Inc. 4) Distributes printed Yearbook to GOTG members. See GOTG Guidelines.
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