Gardeners Out East Membership Procedure
Membership and Dues Procedures for Gardeners out East 9/19
The purpose of the following procedures is to assist the First Vice President (who is the
Membership Chair) and the Treasurer to perform their responsibilities in maintaining accurate
membership records of Gardeners out East (GOE) and payment of dues to GOE, FFGC and
District VIII. It also identifies the responsibility of the GOE Webmaster to maintain current
contact data for all GOE members and how the Publicity Chair assists in the process.
Section 1. Establishing Membership Fees
Membership fees will be established by the Board 60 days (by April 1) prior to the beginning of
each fiscal year.
Section 2. Member Notification of Renewal Process
Within 1 week of the Board’s approval for the next year’s membership fees, the First Vice
President will provide a written Renewal Notice for posting by the Webmaster on the Website
and inclusion by the Publicity Chair in the next Club Newsletter. The Renewal Notice for active
members will contain at a minimum, the membership fee and due date, the address where the
renewal and fee should be sent and a request to update any changes the member has in their
contact information, so that the First Vice President can update FFGC and GOE member
rosters. The First Vice President will also send an email to the membership that a renewal notice is
posted on the Website and provide instructions on how to access the Renewal Notice on the
website.
Section 3. Active Member Renewal Process.
a. All active member renewals will be sent to the First Vice President by May 1. The
First Vice President is responsible for updating the FFGC forms and submitting
membership information to the GOE Webmaster by June 1.
b. FFGC Membership Renewal Form. The First Vice President will list all GOE
members who have paid their dues for the upcoming year and delete those who have
not rejoined.
c. All checks received by the First Vice President will be forwarded to the Treasurer by
May 15 for deposit.
d. The First Vice President will notify the Treasurer of the number of members so the Treasurer
can send dues to the FFGC. The Treasurer will send the FFGC fee of $12.00 per member by
June 1.
NOTE: Individuals who join the club in March, April or May are not included in this count.
See Section 5.
Section 4. Membership Process for NEW Members joining June through the following
February.
a. Individuals joining the club June through February will complete the GOE New Member
application found on the GOE Website and submit it and the annual fee to the First Vice
President.
b. The First Vice President will submit new member information on the FFGC New Member
Form and forward the new member check to the Treasurer for deposit. New member contact
information will be submitted to the GOE Webmaster for posting on the GOE Website.
c. The Treasurer will send $12.00 for each new member joining the club during June through
the following February to the FFGC.
Section 5. Membership Process for NEW members joining March, April and May
a. Individuals joining the club in March, April and May will complete the process as described in
4a.
b. These members are NOT required to pay a membership fee again for the coming year as
they are grandfathered in for the following club year.
c. The First Vice President will submit new member information to FFGC and GOE as outlined
in Section 4 b.
d. The Treasurer will send $12.00 to FFGC for each new member joining the club during
March, April and May to the FFGC.
Section 6. The GOE Webmaster will maintain a current membership list with names and
contact information on the website. The Webmaster will work the Publicity Chair to notify club
members when updates have been made to the contact information of club members.
Members will be reminded at meetings, and in club publications to contact the First Vice
President of any changes in their information. The First Vice President will notify the Webmaster
when any changes occur in member contact information.
Section 7. In August of each year, the Treasurer will verify the membership list with the First
Vice President and then send the District VIII Treasurer a check in the amount of $.50 per
member.
The purpose of the following procedures is to assist the First Vice President (who is the
Membership Chair) and the Treasurer to perform their responsibilities in maintaining accurate
membership records of Gardeners out East (GOE) and payment of dues to GOE, FFGC and
District VIII. It also identifies the responsibility of the GOE Webmaster to maintain current
contact data for all GOE members and how the Publicity Chair assists in the process.
Section 1. Establishing Membership Fees
Membership fees will be established by the Board 60 days (by April 1) prior to the beginning of
each fiscal year.
Section 2. Member Notification of Renewal Process
Within 1 week of the Board’s approval for the next year’s membership fees, the First Vice
President will provide a written Renewal Notice for posting by the Webmaster on the Website
and inclusion by the Publicity Chair in the next Club Newsletter. The Renewal Notice for active
members will contain at a minimum, the membership fee and due date, the address where the
renewal and fee should be sent and a request to update any changes the member has in their
contact information, so that the First Vice President can update FFGC and GOE member
rosters. The First Vice President will also send an email to the membership that a renewal notice is
posted on the Website and provide instructions on how to access the Renewal Notice on the
website.
Section 3. Active Member Renewal Process.
a. All active member renewals will be sent to the First Vice President by May 1. The
First Vice President is responsible for updating the FFGC forms and submitting
membership information to the GOE Webmaster by June 1.
b. FFGC Membership Renewal Form. The First Vice President will list all GOE
members who have paid their dues for the upcoming year and delete those who have
not rejoined.
c. All checks received by the First Vice President will be forwarded to the Treasurer by
May 15 for deposit.
d. The First Vice President will notify the Treasurer of the number of members so the Treasurer
can send dues to the FFGC. The Treasurer will send the FFGC fee of $12.00 per member by
June 1.
NOTE: Individuals who join the club in March, April or May are not included in this count.
See Section 5.
Section 4. Membership Process for NEW Members joining June through the following
February.
a. Individuals joining the club June through February will complete the GOE New Member
application found on the GOE Website and submit it and the annual fee to the First Vice
President.
b. The First Vice President will submit new member information on the FFGC New Member
Form and forward the new member check to the Treasurer for deposit. New member contact
information will be submitted to the GOE Webmaster for posting on the GOE Website.
c. The Treasurer will send $12.00 for each new member joining the club during June through
the following February to the FFGC.
Section 5. Membership Process for NEW members joining March, April and May
a. Individuals joining the club in March, April and May will complete the process as described in
4a.
b. These members are NOT required to pay a membership fee again for the coming year as
they are grandfathered in for the following club year.
c. The First Vice President will submit new member information to FFGC and GOE as outlined
in Section 4 b.
d. The Treasurer will send $12.00 to FFGC for each new member joining the club during
March, April and May to the FFGC.
Section 6. The GOE Webmaster will maintain a current membership list with names and
contact information on the website. The Webmaster will work the Publicity Chair to notify club
members when updates have been made to the contact information of club members.
Members will be reminded at meetings, and in club publications to contact the First Vice
President of any changes in their information. The First Vice President will notify the Webmaster
when any changes occur in member contact information.
Section 7. In August of each year, the Treasurer will verify the membership list with the First
Vice President and then send the District VIII Treasurer a check in the amount of $.50 per
member.