Board of Directors Meeting

Wednesday, January 2, 2013

Naples Garden Club Office

9:30 AM-11:30 AM

Attendance:

Sondra Quinn, Arlette Bradley, Roberta Ross, Liz Chehayl (Phone), Arlene Cluff, Melinda Earle, Bev Metcalf, Pat McNamara, Fifi MacMahon, Peggy Blackburn, Candi Child, Linda Brown

Absent: Dusti Beaubien, Lydia Galton

President’s Comments:

Sondra Quinn explained the need for board members’ help (as House Hostesses) during the preview House and Garden Tour.

Possible changes for the general membership monthly meetings involving location, food, time, and other issues will be discussed at the February board meeting. A survey was suggested to quantify numbers.

Consent Agenda:

The January 2013 Consent Agenda and December 2012 NGC General Meeting minutes were approved unanimously.

Operations

NGC Grants Program:

Fifi MacMahon explained the NGC criteria and rating program for approving grants.

Habitat for Humanity, Grace Place for Families and Children, Naples Botanical Garden, and The Conservancy have applied for NGC grants. A pledge payment to the Gulf Coast University will be made this year.

Risk Management Seminar (Collier County Foundation for Non Profits)

Pat McNamara discussed three main topics:

1) All documentation, incorporation and policies should be kept in one place 2) A trademark is needed to protect our names: Naples Garden Club, The Naples

Flower Show and House and Garden Tour 3) Because Naples Garden Club Inc. does not always use its entire name when

advertising, it is advisable to file with the state of Florida a” Doing Business As” form for “Naples Garden Club”.

House and Garden Tour Arlene Cluff informed the board that the brochures were ready to be printed. Three final home visits will be January 8, 2013. At the January 7, 2013 general meeting, hostessing and the preview tour will be addressed. Refund Policy Recommendation developed by the Finance Committee in consultation with relevant committee chairs and presented by the Governance Committee for review and approval. Refund Policies to be included in the Standing Rules: All events refundable if cancelled by the Naples Garden Club All events transferable if attendee can find a replacement For refunds requested by attendee: Membership dues-no refunds House and Garden Tour-No refunds. Tickets may be turned in for resale. Buyer will receive a tax deduction letter. Christmas and Spring Luncheons-Refundable up to one week prior to event Trips-Refundable up to 2 weeks prior to event Monthly Meeting Guest fees-Refundable Design and Horticultural Workshops-Refundable up to one week ahead unless supplies have been ordered. Special workshops may be designated as transferable but non-refundable. Speaker Entertainment Expense Policy Linda Brown suggested a policy be put in place reimbursing only the entertaining expenses incurred for the Naples Garden Club General Meeting Speaker, not reimbursing involved Naples Garden Club members. The gathering to thank our House and Garden Tour sponsors, attended and appropriated by the board, shall be called “The Sponsor Appreciation Reception”.

Sudie Minamyer and Sharon Fiedler are organizing a trip to Echo Farms on February 13, 2013 (box lunch). Please sign up and support this wonderful and educational outing. Database Policy Statement Pat McNamara reported that NGC will write a policy statement concerning use of the membership database. The language will ensure that Board members only would access the database when they need to fill work assignments for the various club activities. A statement telling members why the NGC is asking for the information about their skills and past work/volunteer experiences will appear on the provisional and membership renewal forms. An updated version of the NGC organizational chart may be helpful to our general membership in explaining the boards’ duties and umbrella committees. Informational Directory Candi child recommended that an Information Directory for the NGC (pass words etc.) be developed and placed on our front desk. Joyce Fletcher should be contacted. Agenda for the January 7, 2013 General Meeting House and Garden (Arlene Cluff) Flower Show (Roberta Ross) 2012 Flower Show Awards’ explanation (Kathleen Hawryluk) Eco Tour (Linda Brown) Provisional Candidates (Bev Metcalf) Speaker Introduction (Linda Brown) Meeting Adjourned by Sondra Quinn at 11:30 Respectfully submitted, Arlette Bradley Recording Secretary