Standing Committee RULES

PLGC STANDING RULES 

Revised February 3, 2026

The Standing Rules of Plantation Lakes Garden Club (PLGC) are guidelines established by the Board of Directors (The Board) for handling policies or administrative details that may change periodically. Approval of standing rules requires a motion, second and simple majority vote by members of the Board at a meeting, online, by email or by phone. A new or amended standing rule will take effect immediately upon approval. 

MEMBERSHIP: 

  1. Guests may attend up to three meetings without becoming a PLGC member. 
  2. New PLGC members are installed upon payment of dues and submission of a completed application for membership. The Membership Committee conducts an orientation session with the new members to introduce them to the club and its Bylaws and Standing Rules and answer any questions they may have. 
  3. Members are encouraged to learn more about how the club operates and take an active role in its success by stepping up and becoming a Deputy to a Board Executive Officer. The duties of a Deputy, as well as the nature of the working relationship with the Board Executive Officer, are outlined in the Appendix A of this document.
  4. Member information is used only for club-related business and may not be shared outside of NGC member organizations. 
  5. All content/communications/websites/etc. created and maintained by the PLGC members, are the club’s intellectual property and will remain with the club after the member’s departure.
  6. A member may resign at any time by providing written notice to the Membership Committee Chair. 
  7. A former member may rejoin the club, subject to approval of the Board.

EXECUTIVE OFFICERS AND COMMITTEE CHAIRPERSONS: 

  1. TERM LIMITATION FOR THE EXECUTIVE OFFICERS: The Officers are elected for a term of two (2) years and may be nominated for an additional two (2) years, with a maximum term of four (4) years. An Officer may be nominated for a different position on the Board after serving the maximum allowed term in the current position. NOTE: if someone takes a particular position when it becomes open prior to an election (ex., when someone resigns), this period does not count toward the term limitation. 
  2. TERM LIMITATION FOR THE CHAIRPERSONS: Same term limitation pertinent to the Officers is applicable to the Chairpersons. Chairpersons may be appointed by a President to chair a different committee after their term limitation is reached.
  3. LIMITATION EXCEPTIONS: As an exception, a current Officer may be asked by the Nominations Committee to stay in their role for an additional two (2) year term if there is no suitable candidate for that position found. 
  4. VOTING: Executive Officers and Chairpersons of active committees have the right to vote at the Board meetings. The President will not cast a vote unless there is a tie. Furthermore, to protect voting integrity, no one member can hold more than one position at the Executive Officer level (one position – one vote). If there is only one nominee for a Vice President position and a Second Vice President position is not filled, then this position will be removed from the Board and the Membership Committee will be chaired by a member appointed by the President. 
  5. COMMITTEE CHAIRING: The President cannot chair any club committees. Other Executive Officers could only hold one extra Chair besides the ones assigned to them by their collateral responsibility. They may participate in as many committees as they wish. 
  6. REPORTING: Monthly reports are expected from all Executive Officers and Chairpersons to be sent to the President who upon review will share them with the Board and the Membership on a timely basis. 
  7. ELECTION EXCEPTION: During the bi-annual election process, if there is more than one candidate for an executive position, the PLGC will use a simple majority rule to elect such an executive officer.  
  8. As part of the club’s succession planning efforts, each Board Executive Officer is encouraged to appoint a Deputy who has an interest in future leadership opportunities. This helps ensure continuity, builds leadership capacity within the club, and provides valuable support to current officers. The duties of a Deputy, as well as the nature of their working relationship with the Board Executive Officer, are outlined in the Appendix A of this document.  

FINANCE: 

  1. DUES: The amount of membership dues to PLGC for each garden club year (September-June) is $50, which is due before May 1 of the preceding garden club year. Dues include a copy of current yearbook insert and are not pro-rated or refundable. 
  2. REIMBURSEMENT FOR EXPENSES: Reimbursement to PLGC members for budgeted expenses occurs upon delivery to the Treasurer of an original receipt dated within 30 days of incurring the expense and a completed Request for Reimbursement form. Any exception would require the Board approval.
  3. OPERATING ACCOUNT: The PLGC operating account is a transactional account (checking account) that is used for most club income and expenses.
  4. RESERVE ACCOUNT: The PLGC reserve account is a non-transactional account (savings account). 
  5. DISCRETIONARY FUNDS: The Board may authorize funds in excess of the amount budgeted for a committee, provided that budgeted discretionary funds are available in the PLGC operating account.

COMMUNICATION: 

  1. No report, list, letter, request, or email on behalf of PLGC shall be disseminated without approval of the club President. The President is the ultimate authority and spokesperson for the club and is therefore legally and ethically responsible for the actions, written or spoken, by the Board, Committee Chairs, and club members when they act on behalf of the club. 

APPENDIX A:

DUTIES OF A DEPUTY: 

1. To assist with some responsibilities upon the request of a Board Executive Officer such as: 

a. writing or proofreading 

b. sending emails 

c. meeting deadlines 

d. preparing for meetings 

e. completing a grant’s paperwork 

f. contacting outside sources 

2. To represent a Board Executive Officer at meeting(s) 

3. No voting privileges 

THE DEPUTY AND BOARD OFFICER PARTNERSHIP: 

The partnership between a Board Executive Officer and a Deputy is crucial for effective leadership and smooth transitions. This relationship fosters collaboration, mentorship, and continuity within the organization. 

1. A Deputy is selected by a Board Executive Officer; 

2. All written material must be approved by the Board Executive Officer before anything can be sent by a Deputy (emails, letters, Facebook, website, HOA newsletter, any correspondence, and yearbook); 

3. A Deputy attends meetings when required: 

a. PLGC general or board meetings 

b. DFGC (there are three meetings a year) 

c. Community meetings 

4. The Deputy does not share the same term commitments as Board Executive Officers. They have a term of 1year, open to another term, if so desired; 

5. When representing the Board Executive Officer at a board meeting, the Deputy has no voting privileges. They are not the elected Board Executive Officer; 

6. The Board Executive Officer is responsible for conducting meetings. If for example, a President is unable to attend either a board or general meeting, the duties of conducting the meeting would fall to the 1st Vice President or Parliamentarian. The Deputy would attend the meeting and can express the Board Officer’s position in discussions and share meeting news with the Board Officer. 

a. If a vote is needed, the Board Executive Officer can provide a written response that can be presented by the Deputy, or vote by phone or email if not time sensitive. 

b. When a Board Executive Officer is unable to attend both general and board meetings for a lengthy time period (2 months or longer), the Executive Board of Officers decide on how to handle longer absences. The Deputy does not automatically take the Officer’s position. 

KEY EXPECTATIONS OF A BOARD OFFICER IN THE PARTNERSHIP:

1. The Board Executive Officer is responsible for training the Deputy, ensuring they understand their role not only at the Board level but also as the Chair of their respective standing committees; 

2. The Officer should actively involve the Deputy in the Board Executive Officer’s activities to offer hands-on experience; 

3. The Officer should regularly update the Deputy on all relevant matters to stay informed and be properly prepared to step into the Officer’s role if needed. 

It is the hope of all PLGC Executive Board members that these clarifications make all members feel more confident as they look to their own aspirations of leadership.