LEADERSHIP - OFFICERS AND BOARD/DUTIES

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1.  Take Board Meeting minutes; this includes special meetings called by the President.  

2.  Send copy of minutes by e-mail to President; she will check for errors/omissions.  

3.  Upon approval by President, the minutes will then be sent via e-mail to the Board of Directors.  

4.  Take a few copies to the next Board meeting, in case someone did not receive a copy.  

5.  Take minutes at General Meetings if any business is conducted or votes taken by general membership.  

6.  Send get well and sympathy cards to members. 

1. General information:

  a.  Fiscal Year is July 1 – June 30.

  b.  Mailing address is PO Box 1786, Wolfeboro NH 03894

             i.  Communications/Newsletter Chair has the key.

        c.  WGC is 501.c4 exempt from Federal Income Tax. Donors may not

            deduct contributions on their taxes.  

2.  Checking account is at People’s Bank

  a.  Make deposits and pay bills as needed

  b.  Reconcile bank balance monthly.

3.  Collect and record annual dues

  a.  Work with Membership Chair

  b.  Review current member file to determine any member qualifying for

             Life Membership  (30+ years in WGC)

  c.  Receive and record dues.  Deposit after July 1.

  d.  Maintain list of members to share with Membership Chair.

4.  Budget

  a.  Prepare proposed budget

  i.  Request projections from committee chairs

  ii.  Present to Board in April and send to Communications/Newsletter

                    Chair for inclusion in April newsletter

  iii.  Present to membership at Annual Meeting in May  

5.  Reports

  a.  Treasurer’s Report monthly for Board and General Meeting

  b.  Actual vs Budget by chart of accounts for Board

  c.  Government reports

  i. IRS – 990N yearly by Sept. 15

  1.  No notice will be sent

  2.  There is no fee

  ii.  NH Department of Justice

  1.  Forms will be sent to PO Box

  2.  Due Nov. 15 annually

  3.  $75 fee

  iii.  NH Department of State

  1.  Forms will be sent to PO Box

  2.  Due every 5 years; next will be 2025

  3.  $25 fee 

1.  Oversee the Wolfeboro Garden Club gardens:

• September: At this general meeting, remind Garden Chairs to put their gardens to bed by mid-October. 
• October:  Check with Garden Chairs that their gardens are closed for the next six months. 
• January:  Contact the Garden Chairs to ask if they will be continuing their jobs – if yes, ask that they give you their budget for supplies and/or flowers for the upcoming year.  Have Garden Chairs contact the members of their team to see if they will continue working on their gardens and let you know how many additional workers are needed. Compile a list of the number of additional team members needed for each garden. 
• February:  At the general meeting, pass sign-up sheet for recruiting team members for the gardens needing more helpers. 
• March:  Submit the beautification budget by garden to the Treasurer at the Board Meeting 
• April:  Let the Garden Chairs know that the gardens need to be cleaned up and planted, weather permitting, for Memorial Day.  If there are a lot of plant or shrubs needed to be purchased, ask Treasurer of it is possible to go to a wholesaler.  This would be a good time to meet with all Garden Chairs to discuss their plans for their gardens. 
• May:  Check and make sure all gardens are ready for Memorial Day.
• June, July, August:  Visit the gardens to make sure they are watered and weeded.  

2.  Attend Board Meetings. Report on progress of gardens, issues needing attention by Board or needing Board approval/vote. 

One month prior to a WGC meeting: 

• Ensure that there are sufficient supplies in the WGC storage bins. 
• Contact the co-Chairs of the appropriate hospitality committee to remind them that they volunteered to serve for the upcoming meeting and include a number of expected attendees based on the attendance from the previous year. These numbers can be obtained from the Membership Chair. 
• Send co-Chairs a list of committee members who volunteered to serve and a copy of kitchen guidelines. 
• Ensure that the work of the upcoming meeting’s hospitality committee is progressing and is on target. 

Each Month: 

• Report on Hospitality Committee updates or issues at the monthly Board meeting. 
• At the general meeting, assist the Hospitality Committee as needed in the process of setting up, serving, and cleaning up. 
•  At the general meeting, introduce the members and co-Chairs of that month’s Hospitality Committee and ensure that a picture is taken of Committee around the decorated serving table to showcase the refreshments.  

One Week After the Monthly Meeting: 

• Submit to the Newsletter Chair a Hospitality Committee article for inclusion in the monthly WGC newsletter to recognize the Committee for their hard work. Include the picture of the Committee and identify each person. 
• Send a thank-you email along with the photo taken to each member of the Committee who just served, thanking them for a job well done.  

Throughout the Season: 

• Seek volunteers from the membership to serve on a monthly Hospitality Committee for the upcoming season, as needed. (At monthly meetings, pass around a sign-up sheet for volunteers.) Ask for two Committee members to serve as co-Chairs for each month; the co-Chairs will decide on a theme for the refreshments and co-ordinate appropriate food/table decorations. 
• Ensure that needed supplies are purchased and available for use at upcoming meetings.  

End of Season: 

• Create and submit an Annual Report to the Board of Directors. 
• Submit a listing to the Yearbook Chair of Hospitality Committees for the upcoming season. 

Wreath Project:  The Community Services Chair is in charge of overseeing the delivery of wreaths to the town and other non-profit partners. Additional written information is available for this task.

Centerpieces for Hospice:  At the December general meeting, members volunteer to make centerpieces for Hospice. Sometime in November, the Community Services Chair should call Central NH VNA & Hospice at 569-2729 to determine how many centerpieces are needed. The day before the December meeting, member volunteers meet at the church to prepare the centerpiece containers. After the meetings, the centerpieces are delivered to Hospice. 

Poinsettias for Mountain View Nursing Home:  The WGC donates small poinsettia plants to the nursing home in December. 

Festival of Trees:  The WGC participates in the annual Festival of Trees held at the Wright Museum in early December. The Community Services Chair is responsible for sending in the registration form along with the registration fee for this event, due sometime in the first week of October. The Chair is also responsible for finding volunteers to set up the tree, decorate it and take it down. The Chair/volunteers need to decide on a theme and supply the decorations for the tree. (Currently, the tree is housed at Inger Woerheide’s house.) 

Tree of Memories:  Attend the Tree of Memories service to commemorate WGC members who have passed in the course of the year.  

The By-Laws may be amended at any meeting by a two-thirds vote of the members present and voting, provided the proposed amendment has been approved by the Board of Directors and submitted in writing to the members at least thirty days prior to the date of said meeting.

The Wolfeboro Garden Club Ways & Means Committee is responsible for managing the club’s holiday wreath project, the group's largest fundraiser of the year.

Overall Responsibilities for Wreath Project Co-chairs:

• Determine the approach and goals for the year’s project 

• Order supplies 

• Recruit sales team members, and bow makers

• Procure a facility to assemble wreaths for sales 

• Obtain a facility to sell the wreaths, if doing community sales approach 

• Order and accept delivery of wreaths 

• Track sales in a customized Excel spreadsheet 

• Maintain open communications with Treasurer regarding the finances 

• Compose and submit articles for the monthly newsletter 

• Print Thank You cards to attach to wreaths before delivery 

• Debrief and write thank you notes to volunteers

Wreath Tasks Timeline

Late Summer 

• Update and prepare sales materials and route sheets 

• Make ribbon sample cards for sales people 

• Schedule meeting for Sales Team members to discuss the project for the year, hand out sales route sheets, run through timeline, and highlight any changes from the previous year. 

After Labor Day 

• Kick off the sales effort, with Sales Teams members visiting local businesses 

• Members can begin selling to friends, family and neighbors 

• Announce the start of wreath sales in local newspapers to build interest and boost sales 

September - October 

• Collect and enter wreath sales orders from Sales Team members on an ongoing basis 

• Give receipts to treasurer for deposit on a weekly basis 

• Provide regular updates to bow-makers so they can manage bow production 

• Recruit volunteers to help with assembly and delivery for November 

• Promote wreath sales at monthly club meetings and through the newsletter 

• Provide sales updates for board at monthly meetings 

• Order wreaths following vendors deadline. Determine if extra wreaths can be ordered at a later date 2 

Mid-October to Mid-November 

• Ensure that bow-makers are on track with production 

• Prepare individual bow labels for use in wreath order assembly 

• Create wreath thank you tags 

• Visit greenhouse to finalize preparations 

• Schedule volunteers

Late November – Delivery 

• Prepare greenhouse for assembly work, ensuring there are proper work areas, appropriate signage, supplies and refreshments 

• Confirm delivery details with wreath vendor 

• Accept delivery of wreaths, verify that the delivered number of wreaths is correct 

December - January 

• Tracking any unpaid orders 

• Follow up on any loose ends 

• Send thank you notes to volunteers 

• Debrief and gather suggestions for the following year

The purpose of scholarships given by the WGC is to further students of environmental sciences, horticulture, botany, conservation, plant sciences, landscaping and technology programs associated with supporting these studies. 

Scholarships are awarded, on the basis of merit and need, to graduating high school students, home schooled or college students residing in Brookfield, Effingham, New Durham, Ossipee, Tuftonboro or Wolfeboro. A grade point average of 3.0 is required; exception is made for Lakes Region Technical Center where GPA of at least 2.5 required.  

Contacts: 

Kingswood Regional High School – Lara M. Crane, MSW, School Counselor Lakes Region Technical School – Bruce Farr, Principal 

Brewster Academy –Timothy Cushing, Dean of College Counseling; (Day students who are qualified residents) 

Granite State News - Brendan@salmonpress.news 

Committee Responsibilities:

• Update application, if necessary, and send to contacts at schools listed above (December)
• Set application deadline for late April; submit press release to Granite State News; ask to have it run for 3 weeks (January)
• Review submitted scholarship applications with committee and set up interview dates (April-May) 
• Notify Guidance Offices/Contacts of selected recipients of scholarships. Send letters of rejection to applicants that do not meet the requirements. (May)
• Extend invitations to attend the WGC Annual Luncheon to recipients of scholarships; mail invitations at end of May
• Committee Chairperson or President should go to the Awards Ceremony at the KRHS in June to present check(s) to recipients (June) 
• Prepare annual report to be given to the Secretary and President at the last Board Meeting (May) 

• Starting in January, see if there are any Board/Committee Chairs whose terms will be concluding in May. Consult By-Laws to see how many terms each chairman may hold that position. If the By-Laws allow, ask the chairmen if they are interested in continuing to serve in that position. If they aren’t, call members to find a suitable replacement.
• During the season, it may become necessary to fill a position. Call members to find a suitable replacement.
• All replacements should be presented at a Board of Director’s meeting.
• At the Annual Meeting in May, present for voice vote a proposed slate of officers to take office at the June meeting. * As occurred during the Covid-19 pandemic, it may be necessary to present the slate to members by e-mail and request a vote by return mail. 

• Attend monthly Board meetings; report on Membership/Yearbook activities. Provide in writing the attendance count for the last meeting
• Prepare registration table for each meetings; remind all members and guests sign in. 
• Introduce new members and guests at monthly meetings. 
• Collect dues and give to Treasurer. 
• Keep an accurate attendance record of those members and guests at each meeting and track attendance for the year. 
• Keep a record of new members and their contact information, as well as any subsequent changes, for inclusion in yearbook revisions and for possible newsletter distribution changes. 
• Within one week after the Board meeting, submit a Membership/Yearbook article to the WC newsletter editor.  
• Prepare and submit a yearly budget proposal for Membership/Yearbook to the Treasurer. New budget for the coming year is reviewed at the March WGC Board meeting. 
• Prepare packets for new members containing the WGC trifold brochure, a copy of the yearbook, a membership card, and the contact information index card; have available at monthly general meetings. 
• In early June, obtain from the Program Chair/Vice President a listing of all members and guests registered to attend the annual luncheon and their meal choice. Make name badges for all guests. Attach a card for signifying the entrée choice to the guest and member’s name badges. 
• Coordinate annual publishing of WGC Yearbook by obtaining a list of all members who paid dues, those not renewing membership and those moving to “Life member” status. Request from  Program Chair the list of speakers for the upcoming year and title of talk. Also request from the Board any By-Laws changes. 
• Distribute new yearbook and membership cards at the September meeting.
•  Provide the Beautification Chair with the new members’ names who indicate on their membership cards that they are interested in volunteering in the gardens.   
• Additional written information is available for these duties.