For Members

Club Dues and Renewals

Dues are to be paid by May 1 for the upcoming Club year. There are 8 Months

of meeting annually. (Oct. – May). Summer Months feature casual potluck gatherings at the clubhouse.

If you join Feb. through May, dues are one-half ($37 & $50), for the remainder of the current Club year.

Annual Membership Dues

$75 for Individuals

$100 for Couples

Please make checks payable to Belleair Garden Club, Inc.

Mail to Belleair Garden Club, Inc.

Attn: Treasurer

903 Ponce de Leon Blvd.

Belleair, FL 33756

Alternatively, you may pay dues by credit card below.

Please be advised there is a 4% convenience fee for online payments.

Pay Dues Now

HOSPITALITY CALENDAR 2025-2026

2025/2026 Hospitality Committee: Chaired by Jeanette Kowal and Ann Schroederheim

Please Note:

It is the responsibility of each member to serve on at least one Hospitality Committee during the Club year. If you are unable to fulfill your assigned month, PLEASE ARRANGE A SUBSTITUTE.

If such a change is made, please notify the Hospitality Host for your month.

2025 - 2026

Details coming soon

Board Members 2025-2026

President - Hilles Smith

1st Vice President - Carol Mears

2nd Vice President - Louise Karim

Recording Secretary - Nancy Lewis

Corresponding Secretary- Jean Homan

Treasurer - Cheri Wright

Assistant Treasurer - Judy Hanks

Board of Trustees

Hilles Smith - Elected Officer, expires 2027

Carol Mears - Elected Officer, expires 2027

Cheri Wright - Elected Officer, expires 2027

Carol DeNeve - expires 2026

Judy Sorenson - expires 2026

Ellen Ritter - expires 2028

Judy Hanks - expires 2027

Kathe Hardwick - expires 2028

Kitt Whittington - expires 2027

2025-2026 Standing Committee Chairs-Attend Board Meetings

Building and Grounds - VACANT

Butterfly Gardens - Kathy Hefele, Hilles Smith

Grant Writing – Cheri Wright

Hospitality - Jeanette Kowal, Anne Schroderheim

Membership -Louise Karim

Parliamentarian - Ellen Ritter

Publicity - Carol Mears

Rentals - Carol Mears

Scholarship - Ellen Ritter

Social Media - Carol Mears

Ways and Means - Carol Mears

Junk & Jewels - VACANT

Capital Campaign - Ellen Ritter

Special Interest Area Chairs

Email Account - Kathy Hefele, Hilles Smith, Ellen Ritter, Nancy Lewis, Ellen Ritter, Carol Mears, Jean Homan

Inspirational Message - Roma Allen

Opportunity Drawing and 50/50 - Tracy Riordan, Roma Allen

Sunshine – Jean Homan

Website – Kathy Hefele, Carol Mears

Yearbook - Vacant

Club By Laws

ARTICLE I NAME

The name of the corporation shall be The Belleair Garden Club, Inc, The location of the corporation shall be 903 Ponce De Leon Boulevard, Belleair, FL 33756,

ARTICLE II OBJECTIVES

The objectives of the Belleair Garden Club, Inc. shall be to further the education of members and the public in the fields of horticulture, and to promote conservation and the beautification of our public access parks, homes and gardens.

ARTICLE III MEMBERSHIP

Section 1

(a) A person eligible for membership much have attended one (1) meeting.

(b) Members must actively participate and accept responsibility in the work of the Club and its projects.

(c) Each member is to serve on at least one (1) Hospitality Committee during the Club year. If a member is unable to serve the moth assigned, the member shall arrange a substitute and notify the Hospitality Host.

Section 2

Honorary Membership may be conferred upon a person, by majority vote of the board, who has notably promoted the purpose of the Garden Club and been a member for at least five (5) years. Honorary Members will be listed in the directory as such and will not be charged the annual membership dues.

Section 3

Active Members who have not paid dues for one year are no longer members and must reapply for membership.

ARTICLE IV OFFICERS

Section 1

The elected officers of The Belleair Garden Club, Inc. shall by the President, First Vice President, Second Vice President, Recording Secretary, Corresponding Secretary, and Treasurer.

Section 2

The Officers shall be divided into two (2) groups, each group to be elected in alternative years for a term of two (2) years, or until their successors are elected, as follows:

Group 1 President, First Vice President, Treasurer

Group 2 Second Vice President, Recording Secretary, and Corresponding Secretary

Section 3

No Officer, except the Treasurer, shall be eligible to serve more than two consecutive terms in the same office.

Section 4

Newly elected Officers shall be installed at the Annual Meeting in May, and shall begin their term of office at the close of the meeting.

ARTICLE V DUTIES OF OFFICERS

Section 1 President

It shall be the duty of the President to preside at all meetings of the Club and the Board of Directors. The President shall appoint all chairs of Standing Committees, except the Program Chair and Membership Chair, and shall be an ex-officio member of all committees except the Nominating Committee.

The President shall call regular and special meetings of the Board of Directors and shall perform all other duties devolving upon the office of the President. In the absence of the Treasurer, or the Assistant Treasurer, the President is authorized to sign checks.

The President shall appoint the Parliamentarian and recommend to the Town Board of Commissions the appointment of up to three (3) Garden Club members to the Park and Tree Board.

The President shall appoint the Chair of the Audit Committee and two active members who previously served as Treasurer (if possible). President shall appoint an Assistant Treasurer if the Treasurer shall so request.

Section 2 – Vice Presidents

The Vice Presidents, in order of their rank, shall perform the duties of President in the President’s absence or at the President’s request.

Section 3 – First Vice President

The First Vice President shall be responsible for the Annual Club Program.

Section 4 – Second Vice President

The Second Vice President shall be Chair of the Membership Committee and shall present to the Board of Directors all applicants which have been approved by the Committee. The Membership Chair shall prepare three copies of the membership roster, including address, zip code, telephone number and give a copy to the President and Treasurer by June 1.

Section 5 – Recording Secretary

The Recording Secretary shall also be the Secretary of the Board of Directors and shall keep a detailed record of the proceedings of all meetings. The Recording Secretary shall be custodian of the records of the organization, except those specifically assigned to other officers, and at the expiration of the terms in office shall deliver the records to the successor.

Section 6 – Corresponding Secretary

The Corresponding Secretary shall conduct the correspondence of the Club and ensure that notification of Club meetings is sent to Club members at least one week before each meeting. The Corresponding Secretary shall maintain a complete and up-to-date list of membership, including addresses, telephone numbers and zip codes.

Section 7 – Treasurer

(a) The Treasurer shall collect all dues, take charge of all funds of the Club, including all committee monies, and deposit such funds in the name of the Club in a bank or trust company designated by the Board of Directors. The Treasurer shall overs all investment funds and assure scholarship fund distribution occurs. The Treasurer shall pay by check or debit card, all expenditures approved by the Board of Directors and by the chair of the incurring committee. Accounts and vouchers shall always be open to the inspection of the Board and a financial statement shall be presented at each meeting of the Board of Directors. The Treasurer shall keep an itemized account of all receipts and disbursements and shall present a written financial report at the Club meeting following the Board of Director meeting, filing the same with the Recording Secretary. The Treasurer shall keep an accurate list of membership renewals. The Treasurer, with the President and at least one Trustee, shall prepare an annual budget for approval by the Board of Directors.

(b) The outgoing Treasurer shall turn over to the successor all money, vouchers, books, and papers of the Club in the Treasurer’s custody within thirty (30) days after the incoming Treasurer assumes office.

(c) If, in the opinion of the fully elected Treasurer, there is a need for an Assistant Treasurer, the President may delegate an assistant Treasurer, subject to the approval by the Board of Directors. The Treasurer shall delegate the duties of the Assistant Treasurer.

ARTICLE VI BOARD OF DIRECTORS

Section 1

(a) The Board of Directors shall consist of the elected officers, chairs of the Standing Committees, and Trustees. The Board is charged with the formulation of plans and policies, empowered with the general management of the Club, and will control the expenditures of Club funds.

(b) Board members will submit proposals for all expenditures of Club funds in excess of five hundred dollars ($500) for approval of the Board members of any regular meeting.

(d) All new subject matter shall first be presented or referred to the Board for consideration before being presented to the Club.

(e) The Board is empowered to approve or disapprove applications for membership.

(f) The Board of Directors shall enforce the authority given to it under these bylaws and take any action necessary to promote the best interests of the Club.

ARTICLE VII COMMITTEES

Section 1 Executive Committee

The Executive Committee shall consist of elected officers.

Section 2 Standing Committee Chairs

The incoming President shall appoint Standing Committee Chairs.

Section 3

The Chair of each Standing Committee shall present to the Board of Directors for its approval an outline of the proposed work of that Committee and shall counsel and cooperate with officers in the management of Club goals.

Section 4

The Nominating Committee shall consist of up to five (5) members, two of whom shall be elected by the Board of Directors from their members on or before the first January meeting. Three (3) other members of the Committee shall be elected by and from the members of the Club at a regular meeting in January. These nominees shall elect a Chair. The President should never be a member of the Nominating Committee. This Committee shall select a list of candidates for vacant officer and trustee positions for presentation to the membership at the March meeting. They will then solicit nominations from the floor at the same meeting.

Section 5

The Membership Committee shall consist of the Second Vice President, who shall be Chair, and two members appointed by the President from the Club at large.

Section 6

The Ways and Means Committee shall be responsible for special fund-raising projects and shall present to the Board of Directors for approval all plans for money. All expenditures shall be handled according to Article VI, Section 1 b and c. The President shall appoint as many Committee members as necessary for the projects.

Section 7

The Scholarship Committee shall be responsible for supervision of the Scholarship Fund as set forth in Article XIV hereof.

Section 8

Committee desiring to take public action must first present plans for approval to the Board of Directors. The use of the Club name is prohibited in any public action of Committee members without consent of the Board of Directors.

Section 9

The President may appoint such special committees as deemed necessary.

Section 10

All Committee chairs shall be discharged of their duties by the President at the annual meeting. The Chairs of Special Committees may be discharged at the completion of their duties.

ARTILCE VIII ELECTIONS

Elections will be held at the Annual meeting. Candidates are elected by ballot and majority vote. When there is but one candidate for an office, the ballot may be dispensed with and the Recording Secretary ordered to cast a vote for the nominee for the office to which nominated.

ARTICLE IX MEETINGS AND QUORUMS

Section 1

Beginning in October and ending in May, the Club shall meet once a month, the day to be determined by the Board of Directors.

Section 2

The Board of Directors shall hold a monthly business meeting during the Club year, specific date and time will be determined by the Board prior to the beginning of the Club year.

Section 3

The Annual Meeting shall be in. May, the date and place to be decided by the Board of Directors.

Section 4

Guest fees for meeting at which paid entertainment is provided shall be established by the Board of Directors.

Section 5

Two-thirds of the Board of Directors attending a meeting shall constitute a quorum for the transaction of Board business and two-thirds of Active members of the Club attending a meeting shall constitute a quorum for the transaction of business at a Club meeting.

Section 6

The President shall have the authority to call a special meeting of the Board of Directors, and/or of the club, for any reason which the President deems necessary.

ARTICLE X MANAGEMENT

The management of this Club shall be vested in a Board of Directors, composed of the Executive Committee, Trustees, and Standing Committee Chairs, except that the Belleair Garden Club Trustees shall have general supervision over all the affairs of the Clubhouse and financial adjustments subject to the approval of the Board of Directors.

ARTICLE XI DUES AND FINANCE

Section 1

The fiscal year shall be from May 1 through April 30 of the following year.

Section 2

The annual dues for Active Members shall be recommended by the Board of Directors and approved by the membership.

Section 3

Honorary members shall be exempt from paying dues.

Section 4

Applicants joining the Club after February 1 shall pay not less than one-half of the annual dues for the remainder of the year.

Section 5

Annual dues are payable by the first meeting in May and become delinquent two weeks thereafter.

ARTICLE XII DELEGATES

In the event the Belleair Garden Club becomes an active member of District, State or National Federations of Garden Clubs:

Section 1

All delegates to District, State, and national Federation of Garden Club conventions and meetings shall be elected by the Club, except the incoming President and First Vice President.

Section 2

The incoming President and First Vice President shall attend the Presidents’ Spring Conference and Annual District meeting, and the Florida State Federation Annual Convention.

Section 3

The President and First Vice President’s expenses incurred under Section2, this Article, shall be paid by the Club, said amount each year to be incorporated in the Annual Budget.

ARTICLE XIII BELLEAIR GARDEN CLUB TRUSTEES

Section 1

The Belleair Garden Club Trustees shall consist of nine (9) members, three of whom shall be the President, First Vice President and Treasurer for the Belleair Garden Club for the duration of their term in office.

Section 2

At least three (3) members shall have served as officers for one, two or three years originally. After their original term, members may be re-elected to serve a term of three years.

Section 3

Terms of Trustees other than the officers shall be staggered for one, two, or three years originally. After the original term, each member may be re-elected to serve a term of three years.

Section 4

In the event of a vacancy, it shall be filled by the President with the approval of the Board of Directors.

Section 5

The Nominating Committee of the Belleair Garden Club shall nominate Belleair Garden Club Trustees as set forth in Article VII hereof. Nominations may also be made from the floor.

Section 6

The Belleair Garden Club Trustees shall have general supervision of all affairs of the Clubhouse, subject to the approval of the Board of Directors. Trustees shall have responsibility and administration of all financial investment matters, obligations and assets, subject to the approval of the Board of Directors. They shall be in charge of plans to effect prompt payment of pledges and gifts.

ARTICLE XIV SCHOLARSHIP FUND

Section 1 - PURPOSE

The Belleair Garden Club Scholarship Fund has been established to give financial assistance to high school graduates in their preparation for a vocation in horticulture, ecology, or related fields.

Section 2 COMMITTEE

The Scholarship Committee will be a Standing Committee as outlined in Article VII. The Chair and two committee members shall be responsible for the administration of the Fund. As a Standing Committee, the Committee Chair shall be appointed by the incoming President.

Section 3

The Scholarship Committee shall have supervision of the Fund and award one or more scholarships each year from the accrued interest in the Fund.

Section 4

All Funds given by donors shall be placed in a separate interest-bearing account. Only the interest earned may be used for scholarships. The principal shall be invested in conservative instruments after consultation with the President and Treasurer. In the event the earned interest in the Fund is insufficient for scholarship awards, specific donations may be utilized to award scholarships.

Section 5

If the Bellair Garden Club, Inc. is dissolved, no assets of this Fund shall inure to the benefit of the members; rather all such assets shall be distributed to one or more organizations that are described in Section 501(e)3 of the Internal Revenue Code. Due consideration shall be given to contribute the assets to the Florida Federation of Garden Clubs’ Scholarship Fund.

ARTICLE XV PARLIMENTARY AUTHORITY

Roberts Rules of Order Newly Revised shall govern the proceedings of this Club in call cases to which It is applicable and in which it is not inconsistent with these Bylaws.

ARTICLE XVI AMENDMENTS

Section 1

The Bylaws may be amended at any regular or special meeting of the Club by two-third vote of the members present, provided, however, that any proposed amendments shall be previously submitted in writing to all members not less than thirty (30) days prior to such regular or special meeting and provided there is a quorum present.

Section 2

These Bylaws shall be reviewed every three (3) years. A Special Committee shall be established by the President in accordance with the provisions of Article VII, Sections 9 and 10.

Section 3

The Charter of the Belleair Garden Club, Inc. may be changed or amended in accordance with the provisions of Section One (1) of this Article, and shall comply with the Laws of the State of Florida.

ARTICKE XVII LIMIT OF MEMBERS LIABILITY

No member of the Club, including the Board of Directors, Officers, or Trustees shall be liable or subject to any liability by reasons of membership for any sum in excess of annual paid dues.

ARTICLE XVIII DISSOLUTION

In the event the Club is dissolved, the Treasurer shall submit a Final Report that all bills of the Club are paid and remaining funds in the treasury are to be disbursed to one or more organizations that are described in Section 501(e)3 pf the Internal Revenue Code. Due consideration shall be given to contribute the assets of the Florida Federation of Garden Clubs’ Scholarship Fund.

Newly Revised, Amended Bylaws

Adopted August 31,2022

Belleair Garden Club

Conflict of Interest Policy

Article 1 PURPOSE

The purpose of the conflict of interest policy is to protect this tax-exempt (organization) interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

Article II. DEFINITIONS

1. Interested Person Any director, principal officer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person.

2. Financial Interest A person has a financial interest if the person has, directly or indirectly, through business, investment, or family

a. An ownership or investment interest in any entity with which the Organization has a transaction or arrangement,

b. A compensation arrangement with the Organization or with any entity or individual with which the Organization has a transaction or arrangement, or

c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Organization is negotiating a transaction or arrangement.

d. Compensation includes direct and indirect remuneration as well as gifts or favors that aren’t insubstantial. A financial interest isn’t necessarily a conflict of interest. Under Article III, Section 2, a person who has a financial interest may have a conflict of interest exists

Article III. PROCEDURES

1. Duty to Disclose. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement.

2. Determining Whether a Conflict of Interest Exists. After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict is discussed and voted upon. The remaining board or committee members shall decide if a conflict of interest exists.

3. Procedures for Addressing the Conflict of Interest

a. An interested person may make a presentation at the government board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.

b. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.

c. After exercising due diligence, the governing board or committee shall determine whether the Organization can obtain, with reasonable efforts, a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.

d. If a more advantageous transaction or arrangement isn’t reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the Organization best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination, it shall make its decision as to whether to enter into the transaction or arrangement.

4. Violations of the Conflict of Interest Policy

a. If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the meber of basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.

b. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict or interest, it shall take appropriate disciplinary and corrective action.

Article IV – RECORDING OF PROCEEDINGS

The minutes of the governing board and all committees with board delegated powers shall contain:

a. The names of the persons who disclosed or otherwise found to have a financial interest. In connection with an actual or possible conflict of interest, any action taken to determine whether a conflict of interest was present, and the governing board’s or committee’s decision as to whether a conflict in fact existed.

b. The names if the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.

Article V COMPENSATION

1. A voting member of the governing board who receives compensation, directly or indirectly, from the Organization for services is precluded from voting on matters pertaining to that member’s compensation.

2. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation directly or indirectly from the Organization for services is precluded to that member’s compensation.

3. No voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Organization, either individually or collectively, is prohibited from providing information to any committee regarding compensation.

Article VI ANNUAL STATEMENTS

Each director, principal officer, and member of a committee with governing board delegated powers shall annually sign a statement which affirms such a person

a. Has received a copy of the conflict of interest policy,

b. Has read and understands the policy,

c. Has agreed to comply with the policy, and

d. Understands the Organization is charitable and in order to maintain its federal tax exemption it must engage in primarily activities that accomplish one or more of its tax-exempt purposes.

Article VII Periodic Review

To ensure the Organization operates in a manner consistent with charitable purposes, and doesn’t engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:

a. Whether compensation arrangements and benefits are reasonable, based on competent survey information, and the result of arm’s length bargaining.

b. Whether partnerships, joint ventures, and arrangements with management organizations conform to the Organization’s writer policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes and don’t result in inurement, impermissible private benefit, or in an excess benefit transaction.

Article VIII USE OF OUTSIDE EXPERTS

When conducting periodic reviews, as provided for in Article VII, the Organization may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring periodic reviews are conducted.

Adopted May 3, 2023