President

The President shall be the Chief Executive Officer of the Corporation, shall preside at all meetings of the Membership, of the Executive Committee and of the Board of Directors; shall have the general management of the affairs of the Corporation and shall see that all orders and resolutions of the Board are carried into effect.

Responsibilities:

1. The President shall act in accordance with the most current By-Laws and Standing Rules of The Little Garden Club of Rye.
2. The President shall act in accordance with Section VII – Club Presidents as described in the most current GCA Information Manual.
3. The President shall be the public face of the Club and represent the Club at all external functions.
4. The president will work with the Treasurer and Executive Committee in determining an annual Club budget and actively manage the budget as approved by membership.
5. After completion of the two-year term of office, the President will remain as an Officer in the role of First Vice President.
6. The President hall review membership for candidates for Annual Club awards.
7. Attend, or arrange for a designee to attend, all Zone, and GCA Annual Meetings. Expenses are to be reimbursed per financial policies in effect in writing at the time of registration.

Resources: The President’s Handbook can be found on the GCA website.

First Vice President

The purpose of the First Vice President is to assist the President as needed. The First Vice President is expected to attend all Executive Committee and Board Meetings.

Responsibilities:

1. The First VP is the immediate past president of the Club and should be an active resource to new president in her various new responsibilities including LGC traditions, GCA reports and conferences.
2. Assume, as needed, the responsibilities of the President in her absence.

Second Vice President

The purpose of the Second Vice President is to assist the First Vice President and the President as necessary. The Second Vice President is expected to attend all Executive Committee and Board Meetings.

Responsibilities:

1. If required, assume responsibilities for First Vice President or President. .
2. Assist the First Vice President and President as requested. Assume temporary Chair positions as requested.
3. Assume vacant Committee Chair position, if requested.
4. Traditionally, the Second VP is given first consideration for the following term President.

Treasurer

The Treasurer is responsible for the care and custody of all the funds and securities of the Club. The Treasurer is also required to attend all Executive Committee and Board of Directors meetings.

Functions:

1. Invoice members and collect membership dues.
2. Pay bills in accordance with club and GCA policy.
3. Deposit and track all receipts
4. Prepare a club budget using previous year’s expenditures as a guideline and by gathering budget requests from committee chairmen and board members. Present the budget for approval first to the Executive Committee then to the Board and then the membership at the Annual meeting.
5. Prepare and present monthly financial reports at the Board Meetings and the membership meetings. Prepare and present a year end report to the membership at the Annual meeting.
6. File the club’s tax return promptly.
7. Provide financial guidance as needed to club members, officers, and committee chairs.
8. Provide guidance for individual club events involving money
9. Send letters for tax deductible contributions in accordance with GCA policy and IRS guidelines
10. Promptly invoice and collect monies from entities such as Rye Merchants Association based on contracts or approved and agreed to terms. 11.
11. Follow all GCA rules and instructions in this area; provide GCA with any information it requires such as the Membership list to generate the dues invoice, and prepare required information for GCA umbrella insurance purposes.
12. When duly authorized by the Board of Directors, sign and execute all contracts in the name of the Club.
13. Maintain all current and past financial records in safekeeping as required by law.

Current vendors/Contacts: Bank Account(s) held at Chase Bank, Rye NY

Recording Secretary

The purpose of the Recording Secretary is to keep the minutes of the Executive Committee, the Board of Directors and the minutes of the Membership Meetings; have the custody of the Seal of the Corporation and shall affix and attest the same to documents when duly authorized by the Board of Directors; shall keep a membership roll containing the names, alphabetically arranged, of all persons who are members of the Corporation, showing their places of residence and the time they became members.

Responsibilities:

1. Attend all Executive, Board of Directors and Membership Meetings, taking notes and providing accurate minutes of each meeting.
2. By the 15th of the month forward, electronically, Membership Meeting minutes to the Website Chair for posting on the website.
3. Distribute, electronically, all minutes of Executive and Board Meetings to the Executive Committee and Board of Directors, respectively, by the 15th of each month, following the meeting.
4. Maintain a “hard copy” file of all minutes and relevant corporate documents, to be passed to succeeding Recording Secretary and the Archives Chair.
5. Maintain an up-to-date electronic file of Membership including names, mailing addresses, status and date of membership.
6. Arrange to have a current Membership Directory printed and disbursed at each September meeting.
7. Maintain the Corporate Record Book.
8. Responsible for safekeeping of Corporate Seal.

Corresponding Secretary

The purpose of the Corresponding Secretary is to give and serve all notices of the Club and shall attend to all correspondence as requested by the Board of Directors or President. The Corresponding Secretary is required to attend all Executive and Board of Director meetings.

Responsibilities:

1. Send, as required, all corporate notices via mail. This is to include notices of special meetings, and other business as necessary.
2. Assist President or Board of Directors in routine or extraordinary correspondence with GCA, other Clubs or the public as necessary.
3. Maintain a file of all correspondence and forward to Archives Chair for safekeeping on an annual basis

Committee Chairmen

Administrator

The Club Administrator is responsible for maintaining the Club’s information on the GCA website and ensuring that all qualified members have access to the GCA website.

Functions:

1. Maintain up-to-date member profiles on the GCA website by promptly: adding new members updating member status changes such as inactive or deceased updating (or assisting member to update) member mailing and email addresses

2. Review member data in June with the assistance of the Club Treasurer to verify roster for GCA annual dues invoicing.

3. Give guidance to members using the GCA website by: providing GCA website login id and initial password to new members helping members with questions about using the GCA site

4. Support Club President in assigning club leadership positions on the GCA website, updating posts as leadership changes. Verify that all club positions are displayed accurately.

5. Support Awards Chair in verifying that all GCA and Club awards are appropriately listed on member profiles.

6. Write an annual report and submit it to the President and Archives Chair for safekeeping each year.

7. Maintain record of Club inventory.

Note: In order to maintain current and accurate member data, the Administrator will need to coordinate information with the President, Treasurer, Corresponding Secretary and Membership Chairs.

Archives Committee

The purpose of the Archivist is to maintain and preserve the permanent records of the Club. Chair Responsibilities: to collect and preserve the Club’s written records. The Chair is also required to attend all Board of Directors meetings.

Functions:

1. Collect from the appropriate officers and committee chairs, on an annual basis: • Club Board and Meeting minutes, annual reports and financial reports • Special project reports • Photographs and GCA records • Newsletters • Other LGCR press releases and publicity • Founder and membership lists • Awards earned • Record of Club members on Zone and GCA committees.
2. Maintain a master file of all by laws, written policies and written histories.
3. Organize Club records so they are available as needed.
4. Provide permanent safe storage for all Club records.
5. Work with the Treasurer and Executive Committee in determining a budget, if necessary, and actively manage the budget as approved by membership.

Awards Committee

The purpose of the Awards Committee is to review Club membership for possible consideration of GCA Awards.

Chair Responsibilities: to work with the President to recommend members for GCA awards following Club and GCA policies and protocol. The Chair is required to attend all Board of Director meetings.

Functions:

1. Meet with Club president in early January to discuss possible candidates.
2. Present nominees to Executive Committee for approval. Confidentiality is important.
3. Follow procedures outlined in the GCA Awards Manual making sure all deadlines are met.
4. Prepare Awards for distribution, including framing as needed.
5. Work with the Treasurer and Executive Committee in determining a budget and actively manage the budget as approved by membership.
6. Send all Award information to Web Site Chair for posting on the web site.
7. Maintain committee records, write an annual report and forward it to the club president.

Current vendors/Contacts: GCA Awards Manual on the GCA web site.

Bulletin Committee

The purpose of the Bulletin Committee is to communicate the happenings of the Club with articles and photographs to the GCA Bulletin. Chair Responsibilities: for submitting an article and/or photos of Club events to the GCA Bulletin with the goal of having at least one article published at least once every two years. The Chair is required to attend all Board of Director meetings.

Functions:

1. Take photographs of Club events for submission to the Bulletin.
2. Make sure to keep Club events known to GCA via the Bulletin.
3. If a speaker is included in any photograph it is important to get a release signed to submit to the Bulletin along with photograph. The release must be signed at the event as it is difficult to do after the fact.
4. Report any Bulletin articles to the membership.
5. Send hard copies of the articles to the Zone III Bulletin Chair.
6. Provide copies of photographs and articles to the Archives Committee as available.
7. Maintain committee records, write an annual report and forward to both to the Archives Chair for safekeeping on an annual basis
8. Work with the Treasurer and Executive Committee in determining a budget, if necessary, and actively manage the budget as approved by membership.

Current vendors/Contacts:

1. GCA posts the guidelines for publication in the Bulletin on the following site found under Members: http://www.gcamerica.org/membersonly/bulletin/2008_club_chair_handbook.pdf

Civic Committee

The purpose of the Civic Committee is to plant and maintain various public spaces in Rye. Chair Responsibilities: to coordinate the planting and maintenance of designated sites in Rye within the Club and with the City of Rye and other interested partners. Organize teams of members to assist in all aspects of planting and maintaining sites. The Chair is required to attend all Board of Director meetings.

Functions:

1. Plant and maintain the following sites:

• Metro North Train Station. Southbound side presently has four containers planted seasonally. They should be regularly watered and fertilized. The border below the wall, which is planted with groundcover and perennials should be fertilized annually and weeded and mulched as needed. Northbound side (poison ivy hill) requires clean up and maintenance.

• Rye Post Office. Two planters on either side of the entrance are planted seasonally. The sprinkler system is turned on in the spring and off in the fall. Contact County Wide Sprinklers at 914-698-5112. Lavender border along the wall should be weeded and pruned as required. Daylilies on the west side of the building should be fertilized, mulched each spring and weeded as necessary. Trees should be regularly pruned and fertilized.

• Rock Ridge Island. Perennials and grasses need to be cut back in spring, and the roses and shrubs should be fertilized then. The entire bed should be mulched with coarse mulch. Sweet peat should be avoided as it is too rich for the majority of the plants in the bed. The bed requires regular weeding throughout the summer even with mulch. The trough is very shallow so plants should be replaced as needed.

• Rye Nature Center. The native plant garden requires a spring cleanup, but the bulk of the leaf litter is allowed to stay and break down naturally. Any additional native plants are put in at this time. Regular watering is necessary and spraying for deer is critical throughout the year. A supply of compost, generally obtained from the City of Rye is kept on hand for use in the garden.

• Knapp House. The kitchen garden requires a spring cleanup and cutting back of perennials. Weeding and replacing herbs and annuals are also necessary chores each year as is regular mulching. A sprinkler system is in place, but cannot be depended upon for new plantings; regular checking is required. o Rye Free Reading Room. Holiday decorations are put up in early December and removed in early January. The schedule is coordinated with the Rye Garden Club.

2. Civic chairs also create and distribute Civic Teams assignments for listed sites to include summer watering schedule and maintenance procedures.

3. Maintain records of plant materials used in all sites.

5. Maintain contacts with Rye Garden Club with respect to joint projects.

6. Work with the Treasurer and Executive Committee in determining a budget and actively manage the budget as approved by membership.

7. Maintain Committee records and write an annual report. Forward Committee records to Archives Chair, on an annual basis, for safekeeping

Current vendors /Contacts: Note: The club's tax ID number is registered with each, but future purchasers should have a current copy of the form on hand when shopping.

• Site One Nurseries 1080 King Street Greenwich , CT 203-531-7352
• McArdles 48 Arch Street Greenwich, CT 203-661-5600
• Sam Bridge Nursery 437 North Street Greenwich, CT 203-869-341
• Rosedale Nurseries 51 Saw Mill River Road Hawthorne, NY 769-1300
• Home Depot - any location

Field Trips Committee

The purpose of the Field Trips Committee is to plan LGCR sponsored trips with the consensus of the Executive Committee.

Chair Responsibilities: to research local gardens and other points of interest, and make recommendations to the Executive Committee. Once approved, make appropriate reservations and publicize trips to membership. Manage financial aspects with the help of the LGCR Treasurer. The Chair is required to attend all Board of Director meetings.

Functions:

1. Through word of mouth and local advertising, identify activities of potential interest to the membership.
2. Present opportunities to Executive Committee for consideration.
3. Once approved, make reservations and publicize details to membership. Collect money, if necessary, and organize transportation.
4. Provide details as soon as possible to Web Site Chair for posting on web site.
5. Accompany members on Field Trip.
6. Maintain committee records and forward to Archives Chair, on an annual basis, for safekeeping.

Current vendors/Contacts:

1. Botanical Gardens (NY and Brooklyn)

2. Metropolitan Museum of Art (flower arranging)

Flower Show Committee

The purpose of the Flower Show Committee is to foster interest, knowledge and expertise in flower arranging. Chair Responsibilities: provide to Club members information concerning flower arranging events within the Club, the Zone, GCA or neighboring Clubs, to include Shows, demonstrations and workshops. The Chair should encourage active participation in Flower Shows. The Chair is required to attend all Board of Director meetings.

Functions:

1. Responsible for organizing member donated flower arrangements for monthly meetings.
2. Announcing GCA flower shows and encouraging participation through entries and viewing.
3. Be familiar with the Yellow Book and the GCA web site, specifically flower show committee pages.
4. Sending Web Site Chair pertinent information on flower shows or flower arranging techniques and/or designs.
5. Organizing club shows which would include writing schedule, assigning entries, securing judges, passers, ribbons and entry cards.
6. If the club holds a GCA show this position may be the show chair or the chair of the flower arrangement division.
7. If possible organize car pooling or field trips to nearby flower shows.
8. Assist Program Chair in selecting appropriate Flower Arranging speakers and if a demonstration or workshop is scheduled, helping obtain all floral materials and organize conditioning.
9. As requested, assist President with the selection of the recipient of the Club’s annual Flower Arranging award.
10. Recommend to President Flower Arranging entries for Zone Flower Shows.
11. In the absence of a Photography Chairman, the FS Chairman may also organize Photography workshops and shows.
12. Work with the Treasurer and Executive Committee in determining a budget and actively manage the budget as approved by membership.
13. Maintain Committee Records and write an annual report. On an annual basis, submit all records to the Archives Chair for safekeeping.

Current vendors/Contacts:

1. Zone Flower Show Rep is a resource

2. East Coast Wholesale Florists, Norwalk, CT

3. On 28th Street: Fisher & Page G. Page Associated Florist Caribbean Cuts Jamali B&J, Dutch Flower Line

Founder’s Fund Committee

The purpose of the Founders Fund Committee is to communicate information supplied by GCA on Founders Fund award finalists to the membership. Additionally, if the Club decides to propose a project for consideration for the Founders Fund award, the committee is responsible for making the necessary application. The Chair is required to attend all Board of Director meetings.

Chair Responsibilities: to annually conduct the Founders Fund vote of all active and affiliate members in a timely manner. This position has the responsibility to review and to then coordinate the Club vote, encouraging every active member votes. Additionally, if the Club decides to propose a project for consideration of a Founders Fund award, the Committee Chair would coordinate this effort.

Functions:

1. Provide membership with a 75 word description of each nominated finalist, either by reading aloud at a meeting, transmitting through email or US Postal Service. Conduct a written vote of active and affiliate members then tallying all Club votes to submit one ballot from The Club to GCA before stated deadline.
2. In conjunction with President and other committee members, the Committee Chair would coordinate the proposal should the Club elect to pursue a Founders Fund Award in accordance with published GCA guidelines.
3. Be familiar with GCA web site, specifically Founders Fund committee pages.
4. Work with the Treasurer and Executive Committee in determining a budget and actively manage the budget as approved by membership.
5. Maintain committee records, write an annual report and forward to both to the Archives Chair for safekeeping on an annual basis.

Current vendors/Contacts:

1. Founders Fund Zone rep is a resource

2. GCA website

Fundraising Committee

The purpose of the Fundraising Committee is to identify fundraising opportunities for the Club and implement approved plans.

Chair Responsibilities: overseeing all fundraising activities, to include chairing the event if necessary. The Chair must have Board approval for the event. The Chair is required to attend all Board of Director meetings.

Functions:

1. Provide ideas and options to the Board/Membership for fundraising opportunities.

2. Select dates and location with the assistance of the Executive Board. 3. Solicit a committee to assist in the financial, publicity, invitations, workshops, auctions/raffle, and other needed aspects of the function. 4. Work with the Treasurer and Executive Committee in determining a budget and actively manage the budget as approved by membership.

5. Routinely submit relevant information to Web Site Chair for posting on web site and work with PR Chair for advertising

6. Maintain committee records by event and write an annual report. On an annual basis forward records to Archives Chair for safekeeping.

Events:

Wintergarden: a lecture, author book signing, luncheon and sale with vendors and LGCR made items for the holiday

Daffodil show

Spring Garden

plant sale

Small items for sale: ornament, key fob, masks

Garden History and Design

The purpose of the Garden History and Design Committee is to provide Club members information on historical and contemporary landscape and garden design.

Chair Responsibilities: to investigate, liaise with, and introduce membership to local, regional and national gardens of historical or contemporary interest. The Chair is required to attend all Board of Director meetings.

Functions:

1. Educate members of The Little Garden Club of Rye in historical and contemporary landscape and garden design.

2. Demonstrate how American garden history is an integral part of the cultural and social life of the communities where these gardens exist.

3. Interact with all GCA committees in devising creative joint programs, which further the understanding of garden design and garden history.

4. Continue to add to the GCA collection at the Archives of American Gardens at the Smithsonian Institution by researching, documenting and photographing important American gardens: past and present, large and small, simple or complex, classical or vernacular.

5. Promote the study of landscape design and garden history through exciting lectures, field trips and other programs.

6. Photograph and document community gardens for the Club and the Archives of American Gardens.

7. Coordinate workshops and tours of gardens for club members.

8. With the club president, form a committee of members, which could include a photographer, a detail person, a plant identification person, a garden designer, and historian ad a writer.

9. Work with the Treasurer and Executive Committee in determining a budget and actively manage the budget as approved by membership.

10. Provide Web site Chair with updates for posting on the web site.

11. Refer to the GCA History and Design Committee’s Mission Statement (2/2/06) which includes Items 1-4 above.

12. Maintain committee records by event and write an annual report. On an annual basis forward records to Archives Chair for safekeeping.

Horticulture Committee

The purpose of the Horticulture Committee is to encourage members to learn basic skills in propagating, while broadening their knowledge of plants (indigenous, exotic, invasive, etc.).

Chair Responsibilities: to provide the Club with opportunities to enhance horticulture knowledge through programs and workshops. The chair, or her designate, should attend the annual national Horticulture Meeting. The Chair is required to attend all Board of Directors meetings.

Functions:

1. Bring horticulture into the club. Have workshops; share knowledge and information.
2. Distribute information received from the Zone and GCA Horticulture Committees as well as other interesting things you pick up along the way.
3. Organize your club’s participation in the annual Zone Plant Exchange. The PX is intended to encourage club members to learn basic skills in propagation, while broadening their horticulture knowledge and helping to perpetuate good plant material. Encourage the propagation of unusual specimens and a variety.
4. Encourage propagating, not just for the plant exchange but also for educational value and for the fun of it.
5. As requested, assist President with the selection of the recipient of the Club’s annual Horticulture award. Assist Awards Chair with GCA Horticulture Awards.
6. Assist Program Chair with the selection of appropriate Horticulture speakers/events.
7. Work with the Treasurer and Executive Committee in determining a budget and actively manage the budget as approved by membership.
8. Maintain committee records by event and write an annual report. On an annual basis forward records to Archives Chair for safekeeping.
9. Routinely submit relevant information and articles to the Web Site Chair for posting on the web site.
10. 1Attend National Horticulture meetings. Expenses are to be reimbursed per financial policies in effect in writing at the time of registration. Written report should be presented to the Board of Directors at the next regularly scheduled meeting.

Current vendors/Contacts: Atlock Farms (732) 356-3373

Hospitality Committee

The purpose of the Hospitality Committee is to ensure that each LGC meeting and event is held at an appropriate venue and that refreshments are available.

Chair responsibilities: to work with the Program Chair to secure sites for each meeting that matches the needs of individual speakers and other LGC events ( size, audio visual, water needs, tables, etc.). Before each event the Hospitality Chair checks that appropriate food and drink are being provided. Chair is required to attend all Board of Director meetings.

Functions:

1. Over the summer, work with President and Program Chair to locate and secure appropriate space to hold each meeting. A combination of public space and member homes are usually considered.
2. Get directions for each location to include with program publication
3. Provide a sign up sheet (usually done at the prior years Annual Meeting) to ask for hostesses for each months meeting. These hostesses will be responsibly for the food and drink at the meetings. If a member’s home is used, she usually supplies coffee, tea, milk, sugar and lemons. Most other expenses are the responsibility of the volunteer hostesses.
4. Submit locations, flower arrangers, and hostesses, and subsequent changes to Web Site Chair for posting on the web site.
5. Two weeks prior to each meeting send a reminder e-mail to the location owner (or appropriate person) and the hostesses to begin the coordination of the refreshments. Appoint a lead hostess for each event. Be the liaison with the Flower Arranging Chair to ensure that there is a flower arrangement each month.
6. The Hospitality Chair keeps track of the ceramic mugs that are used at each meeting.
7. This position is also responsible for coordinating the invitations for the first and last meetings.
8. Work with the Treasurer and Executive Committee in determining a budget and actively manage the budget as approved by membership.
9. Maintain committee records by event and write an annual report. On an annual basis forward records to Archives Chair for safekeeping.

Current vendors/Contacts: Locations we have used for meetings include: The Knapp House The Square House- Rye Historical Society The Rye Nature Center- especially good for ‘messy’ programs The Rye Free Reading Room- room darkens and is appropriate for a speaker that will use slides

Membership Committee

The purpose of the Membership Committee is to solicit, and coordinate the assimilation of, new members/Provisionals into the Club.

Chair Responsibilities: to manage the process of proposing new members as outlined in the Club’s by-laws Article III Subsection 8. In addition, help new members assimilate into the Club. The Chair is required to attend all Board of Director meetings.

Functions:

1. Compile a fact sheet on each new member, including name, spouse’s name if applicable, address, phone, cell phone, and email address. Forward this information to Recording Secretary and GCA. In addition, process all change of address information in a similar manner.
2. Organize at least one Provisional Information meeting early in the Club year to distribute GCA materials, Club materials and provide an opportunity for questions. Encourage members of the Board to attend and be introduced.
3. Host at least one Information Coffee for members of the public that may be interested in learning more about the Club and consider membership. Solicit names for invitation list from current members.
4. Organize optional field trips to places like 28th Street, the Botanical Gardens and local nurseries.
5. Act as contact for transfer members as well.
6. Act as a mentor to new members/Provisionals.
7. Review the status of other members, such as transfers from Active to Affiliate.
8. Communicate all membership changes to the Recording Secretary, the President and GCA as appropriate.
9. Maintain committee records and write an annual report. On an annual basis, submit records to Archivist Chair for safekeeping.
10. Work with the Treasurer and Executive Committee in determining a budget and actively manage the budget as approved by membership

Conservation/NAL Committee

The purpose of the Conservation/NAL Committee is to provide information to the membership relating to federal and state legislative initiatives concerning environmental and conservation issues Efforts are made to communicate to the members and the community, ideas and recommendations that promote conservation practices.

Chair Responsibilities: to be the vital link in the conservation chain from the national Conservation and National Affairs & Legislation Committees to Club members. The Chairs should form relationships with community conservation organizations to create a cooperative effort to expand the reach of the Committee’s work. Two co-chairs required. At least one of the Chairs is required to attend all Board of Director meetings. Attend NAL meeting annually.

Functions:

1. Club meetings: make a brief (1 minute) statement at every meeting to keep members abreast of local, state or national issues.
2. Programs: work with Programs Chair to arrange at least one Conservation program annually. In addition, arrange educational programs or outings designed to educate our members on issues relating to the environment and conservation.
3. Conference Attendance: • NAL Convention, Washington, D.C.: The co-chairs, or their designees, attend this GCA conference annually (held in late February). Attendees must prepare a written report of the event and make a presentation to the Club at the next regularly scheduled meeting. Expenses are to be reimbursed per financial policies in effect in writing at the time of registration. • Conservation Zone Meetings: attend annual or bi-annual conservation meetings arranged by Zone Rep for all zone chairs. (usually a spring meeting in Albany and another somewhere else in the fall) . Expenses are to be reimbursed per financial policies in effect in writing at the time of registration. Written report should be presented to the Board of Directors at the next regularly scheduled meeting.
4. Awards: At the request of the President, propose members or non-members for both Club and Zone Conservation and Civic Improvement Awards.
5. Communication with Zone Conservation Rep: Keep Zone Conservation Rep informed of all Club conservation activities to be reported at Zone quarterly meetings. This includes furnishing at least one photograph annually of a Club conservation activity for the display boards at the GCA Annual Meeting and Zone III Zone Meeting.
6. Encourage club members to actively engage in learning more about environmental issues. Pass out information; post articles on the LGCR website suggest websites, books and articles; use local concerns to connect to a bigger picture. Become familiar with the information and resources on the GCA website (Conservation/NAL Position Papers, Legislative Update, etc.). Don’t hesitate to contact the Zone Conservation Rep for information, guidance and suggestions on motivating the club.
7. Promote member readership of ConWatch, GCA’s online newsletter, whenever a new issue appears on the GCA website.
8. Work with the Treasurer and Executive Committee in determining a budget and actively manage the budget as approved by membership.
9. Maintain committee records by event and write an annual report. On an annual basis forward records to Archives Chair for safekeeping.

Current vendors/Contacts:

1. Rye Environmental Advocacy Committee (EAC)

2. Rye Wildlife Initiative: Jane Grant, coordinator rye-habitat@nyc.rr.com 914-921-1790

Newsletter Committee

The purpose of the Newsletter Committee is to compose and produce the Club Newsletter.

Chair Responsibilities: to produce the Club newsletter. The Chair is required to attend all Board of Directors meetings.

Functions:

1. Document and photograph Club events. Solicit photos from Club members.
2. Solicit from membership and Committees events and information for inclusion in the Newsletter, including but not limited to: • reports of Zone and GCA meetings • the President’s letter, • awards earned at Flower Shows • change of addresses • change of membership status • notices of condolences • membership news
3. The Newsletter is published electronically 4 times a year, usually October, January, May and June/July. Hard copies are mailed to those members without internet access. An electronic copy in the form of a pdf is sent to the Web site designer for posting on the Club web site
4. Maintain committee records by event and write an annual report. On an annual basis forward records to Archives Chair for safekeeping.
5. Ensure that the Zone PR Rep, the Zone Chair and all Zone III Presidents as well as GCA receives a copy, either a hard copy or electronically.
6. Work with the Treasurer and Executive Committee in determining a budget and actively manage the budget as approved by membership.

Programs Committee

The purpose of the Programs Committee is to provide the Club with speakers or workshops for membership meetings, as well as other occasions, that reflect the interests of the membership.

Chair Responsibilities: to arrange all Club programs and meetings with the assistance of the Hospitality Committee. The Chair is required to attend all Board of Director meetings. This position is often done by the Second Vice President.

Functions:

1. Utilize services provided by GCA. The Zone Chair provides a list of GCA approved speakers
2. Each Club year program topics are to include one of each of these: conservation, horticulture and flower arranging.
3. Program Calendar must be confirmed by GCA Zone Chair by August 1 and put into grid format. Follow up with Program Report to Zone Chair after each meeting.
4. Contract speakers in co-ordination with Hospitality and Treasurer. Maintain follow-up contact with speaker by confirming contract, greeting at the meeting, introducing at the meeting, follow-up with payment if necessary, sending a hand written thank you note after event. Provide lunch especially if it is a GCA approved speaker.
5. Work with the Treasurer and Executive Committee in determining a budget and actively manage the budget as approved by membership.
6. Maintain committee records by event and write an annual report. On an annual basis forward records to Archives Chair for safekeeping.
7. Attend annual Zone III meeting at GCA Headquarters usually held in April.

Current vendors/Contacts:

1. GCA List

2. Zone Program Chair

3. GCA approved contract template

Scholarship Committee

The purpose of the Scholarship Committee is to financially support organizations and individuals who are not Little Garden Club of Rye members, in pursuing garden/environmental/conservation education.

Chair Responsibilities: to work with Club members and GCA Scholarship Committee to identify organizations and individuals who qualify for funding. The Chair is required to attend all Board of Directors meetings.

Functions:

1. Convene a committee to prepare and deliver the Scholarship application to the Rye High School Guidance Department by Feb 1. Should include a statement of intent to be published by the school.
2. Review requests for scholarship funds using the parameters set out by the Club.
3. Present applications to the Board of Directors for discussion and disposition
4. Authorize, in writing, the payment of funds by the Treasurer.
5. Maintain committee records by event and write an annual report. On an annual basis forward records to Archives Chair for safekeeping.
6. Work with the Treasurer and Executive Committee in determining a budget and actively manage the budget as approved by membership
7. Attend all Board of Directors meetings and the annual Zone III Scholarship meeting.

Current vendors/Contacts:

1. GCA

2.Rye High School Guidance Department

Debbie Zapakin, Senior Office Assistant Counseling Office Rye High School She and Anne Galletta (also Senior Office Assistant) manage the distribution and collection of scholarship applications.

3. Long term collaborators: Rye Free Reading Room, Rye Nature Center, Rye Historical Society, etc.

Web Site Committee

The purpose of the Web Site Committee is to provide club membership with access to LGCR, as well as other garden club and GCA, information electronically through a dedicated web site, www.lgcofrye.org.

Chair Responsibilities: maintenance of the existing web site. The Chair is required to attend all Board of Director meetings.

Functions:

1. Solicit material from other Club Committee Chairs for inclusion in relevant site pages.
2. Be sure to monitor the LGC gmail account, Littlegardenclubofrye@gmail.com, password: gardening4ever
3. Regularly review web site for timeliness and accuracy.
4. Review and forward all invoices pertaining to the site maintenance to the Treasurer for payment.
5. Maintain committee records by event and write an annual report. On an annual basis forward records to LGC Archives folder in Google Drive.
6. Work with the Treasurer and Executive Committee in determining a budget and actively manage the budget as approved by membership.

Current vendors:

andyswebtools.com, billed by Tire Swing Systems on a credit card monthly $29/mo

Nethosters.com - Domain registration for lgcofrye.org, billed annually in Aug/Nov $18.00/yr