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Naples Garden Club Board of Directors Meeting October 21, 2013 Attendance Linda Brown, Arlette Bradley, Sondra Quinn, Arlene Cluff, Peggy Blackburn, Roberta Ross, Bev Metcalf, Melinda Earle, Pat McNamara, Gail Duke, Sandy Lasch; Excused Absence -Liz Chehayl and Raynelle Perkins; Phone in-Candi Child President Linda Brown called the meeting to order at 9:30 A.M. President’s Comments Linda Brown, NGC president, discussed the Naples Garden Club office inventory, new mail folders for board members, our online calendar, board organization chart and volunteer hours sheet. The updated reimbursement form is online. Renee Lewis is organizing an award for Gail Pica to be nominated for FFGC award of excellence. Sondra Quinn will also be applying for a National Garden club Award of Excellence. We need to have an FFGC Awards Chair in place for future awards. Petitions from FFGC asking all clubs in the state of Florida to be responsible for getting 5 petitions signed and sent back to Florida’s Land and Water Legacy Office before November 30th were distributed. The petitions are asking for the Florida State Legislature to put a ballot in the November 2104 election designating more funds for land and water preservation. Only Florida voters are eligible to fill out a petition. The FFGC 2014 District IX meeting will be held in Naples on October 22, 2014. Sondra Quinn will chair this event and Roberta Ross will chair the October 23, 2014 Flower Show. Sondra Quinn made a motion to accept the District IX 2014 meeting plans. The motion was approved unanimously. Taylor Burnham, NBG Idea Garden Intern, donated 3 beautiful water colors and a note to the NGC thanking the members for their support. Consent Agenda

Naples Garden Club Attendance President Linda Brown called the … · 2018-02-09 · Bev Metcalf, as Membership Chair, and Roberta Ross will serve on the 2013-2014 Nominating Committee

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Naples Garden Club

Board of Directors Meeting

October 21, 2013

Attendance

Linda Brown, Arlette Bradley, Sondra Quinn, Arlene Cluff, Peggy Blackburn, Roberta Ross, Bev Metcalf, Melinda Earle, Pat McNamara, Gail Duke, Sandy Lasch; Excused Absence -Liz Chehayl and Raynelle Perkins; Phone in-Candi Child

President Linda Brown called the meeting to order at 9:30 A.M.

President’s Comments

Linda Brown, NGC president, discussed the Naples Garden Club office inventory, new mail folders for board members, our online calendar, board organization chart and volunteer hours sheet. The updated reimbursement form is online.

Renee Lewis is organizing an award for Gail Pica to be nominated for FFGC award of excellence. Sondra Quinn will also be applying for a National Garden club Award of Excellence. We need to have an FFGC Awards Chair in place for future awards.

Petitions from FFGC asking all clubs in the state of Florida to be responsible for getting 5 petitions signed and sent back to Florida’s Land and Water Legacy Office before November 30th were distributed. The petitions are asking for the Florida State Legislature to put a ballot in the November 2104 election designating more funds for land and water preservation. Only Florida voters are eligible to fill out a petition.

The FFGC 2014 District IX meeting will be held in Naples on October 22, 2014. Sondra Quinn will chair this event and Roberta Ross will chair the October 23, 2014 Flower Show. Sondra Quinn made a motion to accept the District IX 2014 meeting plans. The motion was approved unanimously.

Taylor Burnham, NBG Idea Garden Intern, donated 3 beautiful water colors and a note to the NGC thanking the members for their support.

Consent Agenda

Arlette Bradley, Recording Secretary, asked for a motion to accept the October 21, 2013 Consent Agenda. The motion was approved unanimously.

Governance Committee-By Laws Change-Nominating Committee

Sondra Quinn, Governance, By Laws and Nominating Chair, made a motion to accept the By Laws and Standing Rules Revisions and changes in Document Retention. The motion was approved unanimously. * See attached notes

Sondra introduced Chris Brighton who is setting up and organizing the NGC Archive files. The file drawers and files are set up according to the requirements of the Record, Retention, Retrieval and Destruction Policy. We discussed the filing of both hard and electronic copies going forward. Following the board meeting, Chris presented the information and tour of the office file cabinets.

Bev Metcalf, as Membership Chair, and Roberta Ross will serve on the 2013-2014 Nominating Committee. Three members at large will be proposed at the next NGC meeting.

Finance

Peggy Blackburn, Finance Chair, presented the 2013 Flower Show financial report.

Peggy will present a tutorial at the NGC Board Retreat, discussing “reading our NGC financials”.

60th NGC Anniversary

Melinda Earle discussed the finalized plans for the NGC 60th Anniversary Luncheon at Windstar Country Club. The 80-100 attendees will receive a gift bag with our history, year book and Flower Show schedule.

House and Garden Tour

Arlene Cluff, 2nd V.P. and House and Garden Tour Chair, announced that all four house contracts are signed. The development team is recruiting sponsors. 21 raffle items have been donated with a possible 12 more items pending. The website announcements are being posted throughout October and November. Patron tickets for $175 will be on sale November 17, 2013. General Admission for $100 will be on sale December 1, 2013. Arlene discussed that critical dates and a strategic time line are needed in organizing our club’s events. Preview Tour signups will be handled through EventBrite.

Program

Gail Duke, 1st V.P. and Education Chair, reported that we will have 4 major speakers presenting at our regular meetings: Dennis Cathcart of Tropiflora; Xavier Cortada, artist in residence at FIU College of Architecture and the Arts in Miami Beach; James L Johnson, Texas A&M floral designer and Director of the Benz School of Floral Design and the Benz Gallery of Floral Art; and Mike Malloy, sharing his knowledge of native plants with an emphasis on chemical free gardening.

Gail presented and proposed a letter of agreement with a financial addendum for approved travel expenses, housing and technical requirements be given to the speakers. Gail discussed a minimum of a $500 donation be provided for our speakers.

Melinda Earle and Gail Pica are presenting 5 design workshops. All registration will be on EventBrite but a $10 refundable registration fee will be paid directly to Melinda and Gail.

Horticulture Chair, Sudie Minamyer, has arranged a variety of workshops and trips.

Sharon Fiedler, Environmental Chair, has organized 3 local day trips.

There are 3 special Lifelong Learning workshops planned presented by Jim Johnson, Catherine Ware and Mary Raymond.

Flower Show

Roberta Ross, 3rd V.P. presented the new Naples Flower Show logo, designed by Bryan Purse (cost $600) incorporating both NGC and NBG logos. The NFS schedule is complete and will be distributed at the NGC 60th Anniversary Luncheon. The title and theme of the 2014 show is Alice in Wonderland .

The Wonderland Celebration preview party will be chaired by Judy Perkins and NGC Hospitality Chair Raynelle Perkins. The cost will be $30/person and” cocktail attire” will be encouraged.

The final NFS expense for 2013 is a net income of $12,058.77 ($524.80 over prior year’s net income).

Request for Discussion

Roberta Ross discussed the content and editing articles submitted to Trowel Prints.

The board agreed that there should be guidelines made up of word limits and an earlier deadline set for members to submit articles to the Trowel Prints editor as well as the obtaining of approval from the member whose article has been shortened or heavily edited.

Membership

Bev Metcalf, Membership Chair, requested the board to ratify the reinstatement of Marjorie Burberry from Active status to Sustaining status. The motion was passed unanimously. A motion was also made to accept Annie Boylan’s request to be held over for the 2014-15 Provisional Course. The motion passed unanimously.

The current Provisional Contact List, Board Ambassador Schedule, and Attrition Chart were passed out. Carol Conant will receive her 20 year pin at the December meeting.

Current Membership Status: Actives-184, Provisionals-31, Sustaining-10, Total Membership-225.

Trademark

Pat McNamara, Assistant Treasurer, stated that attorney Jeanne Seewald is proceeding with the following:

1. Naples Garden Club-words only; 2. Naples Flower Show-words only; 3. Naples Garden Club-words with stylized bird of paradise logo; 4.Naples Garden Club House & Garden Tour-with logo; 5. New logo for Naples Flower Show.

We are currently trademarking at the state level.

Development

Sandy Lasch, Development Chair, presented the Media Kit that was completed after a long summer’s work by the Communications Task Force. It is a eye catching packet that has multi functional use for sponsors, underwriters, the media and other advocates. It can be used for both the House & Garden Tour as well as the Flower Show. This packet contains the NGC history, advertising information and opportunities on our website—all focusing on how the NGC can drive business to our sponsors.

Board Retreat

Sondra Quinn informed the board of the retreat at Windstar Country Club Keewaydin Grille-8:30 to 3:30, October 31, 2013.

Respectfully submitted,

Arlette Bradley

Recording Secretary

Information provided by Sondra Quinn

NAPLES GARDEN CLUB (Oct 2013)

DOCUMENT RETENTION AND DESTRUCTION POLICY REVISIONS

Purpose: In accordance with the Sarbanes-Oxley Act, which makes it a crime to alter, cover up, falsify, or destroy any document with the intent of impeding or obstructing any official proceeding, this policy provides for the systematic review, retention, retrieval and destruction of documents received or created by Naples Garden Club in connection with the transaction of organization business. Policy: This policy covers all records and documents, regardless of physical form, indicates how long certain documents should be kept, who is responsible for its maintenance of the documents, how documents are to be destroyed (unless under a legal hold) and by whom. The policy ensures compliance with federal and state laws and regulations. Electronic Documents and Records: Electronic files will be treated as and follow the same retention and destruction guidelines as hard copy documents. The officer responsible for the maintenance and destruction of hard, electronic and archived materials is indicated in each category within Sub-statement I. Archived material will be maintained on a specific Naples Garden Club site. Backup and recovery methods are to be tested on a regular basis by each responsible officer. Emergency Planning: Naples Garden Club’s documents and financial files essential in maintaining the operation of Naples Garden Club during an emergency will be duplicated or backed up monthly and maintained off-site. Document Retention: Naples Garden Club adheres to the document retention schedule as outlined in Sub-Statement I. Documents that are not specifically listed but fall within the same file category and type, will be retained for the appropriate period of time. *NOTE: An “archive” folder needs to be created on the internet. Questions in RED and highlighted in yellow. Additions in RED but not highlighted ACTION: Board needs to: 1) Answer questions 2) Approve additions to the policy.

Draft of NGC Document Retention and Destruction Policy I. Administration (Recording Secretary) [BLUE FILES] A. Articles of Incorporation

1. Hard copy - Retain permanently in fireproof file in office 2. Retain on backup disk for permanent storage 3. Archive copy in electronic file on internet

B. Amended Bylaws 1. Hard copy - Retain permanently in fireproof file in office 2. Backup disk - retain permanently in fireproof file in office 3. Archive copy on website 4. Archive copy in current version in electronic file on internet

C. Standing Rules 1. Hard copy - Retain permanently in fireproof file in office 2. Backup disk - retain permanently in fireproof file in office 3. Archive copy on website 4. Archive copy in current version in electronic file on internet

D. Policies 1. Hard copy - Retain permanently with Minutes folder in fireproof files in office 2. Backup disk- retain in current version in fireproof file in office 3. Copy on website in current version 4. Archive copy in current version in electronic file on internet

II. IRS (Treasurer) [RED FILES] A. IRS Determination Letter and application for exemption

1. Hard copy - Retain permanently in fireproof file in office 2. Backup disk for permanent storage in fireproof file in office 3. Archive copy in electronic file on internet

B. Annual Registration Notice of Tax Exemption Status from the Department of Agriculture of the State of Florida

1. Hard copy - Retain permanently in fireproof file in office 2. Backup disk for permanent storage in fireproof file in office 3. Archive copy in digital file on internet

C. Tax Returns - Form 990 1. Hard copy – retain for seven years in fireproof file in office

2. Electronic copy - retain for seven years in fireproof file in office 3. Archive copy in digital file on internet

III. Financial Records (Assistant Treasurer) [GREEN FILES] A. End of Year Report

1. Hard copy, retain permanently in fireproof file in office 2. Electronic copy - retain permanently in fireproof file in office 3. Archive copy in digital file on internet - retain permanently

B. Computer QuickBooks 1. Accounts receivable ledgers and schedules – Retain ten years prior to current fiscal year

C. Bank statements, canceled checks and related material 1. Retain ten years prior to current fiscal year

D. Deposit books, if not electronic 1. Retain for one year

E. Deposit books, if electronic 1. Retain for three years prior to current fiscal year in digital file

F. Audit reports 1. Hard copy - Retain permanently in fireproof file in office 2. Electronic copy - retain permanently in fireproof file in office 3. Archive copy in digital file on internet

G. Grants made – (sub-files for Scholarships for easier reference ADDED)

1. Hard copy - Retain ten years in fireproof file in office after obligation is fulfilled 2. Electronic copy - retain ten years in fireproof file in office after obligation is fulfilled 3. Archive copy in digital file on internet

H. Grants received (including applications) 1. Hard copy - Retain ten years in fireproof file in office after obligation is fulfilled 2. Electronic copy - retain ten in fireproof file in office after obligation is fulfilled 3. Archive copy in digital file on internet

I. Purchase orders 1. Hard copy - retain for 3 years 2. Electronic copy - retain for 3 years _. Archive copy in electronic file on internet?

J. Membership Dues ADDED 1. Hard copy ______________

2. Electronic copy __________ 3. Archive copy ____________

K. Annual Budget ADDED 1. Hard copy ______________ 2. Electronic copy __________ 3. Archive copy ____________

IV. Documents (Recording Secretary) [ORANGE FILES] A. Contracts and Letters of Agreement

1. Hard copy - retain for 10 years after expiration 2. Electronic copy - retain for 10 years in fireproof file in office after expiration 3. Archive copy in electronic file on internet

B. Leases 1. Hard copy - retain for 10 years after expiration 2. Electronic copy - retain for ten years after expiration in fireproof file in office 3. Archive copy in electronic file on internet

C. Trademark Applications 1. Hard copy - retain for ten years after expiration 2. Electronic copy - retain for ten years in fireproof file in office 3. Archive copy in electronic file on internet

D. Insurance Policies (Treasurer)

1. Retain hard copies of policies for four years after expiration 2. Electronic copy - retain for four years after expiration in fireproof file in office 3. Archive copy in electronic file on internet

E. Risk Management ADDED 4. Hard copy ______________ 5. Electronic copy __________ 6. Archive copy ____________

F. Communications / Marketing ADDED 1. Hard copy ______________ 2. Electronic copy __________ 3. Archive copy ____________

V. Correspondence [YELLOW FILES] A. President (person in office at time of creation and his/her successor)

1. Hard copy file - retain four years in file in possession _. Electronic copy - retain in fireproof file in office? 2. Archive copy in electronic file on internet

B. Committee Chairs ((person in office at time of creation and his/her successor)

1. Hard copy file -retain four years in file in possession _. Electronic copy - retain in fireproof file in office? 2. Archive copy in electronic file on internet

*Correspondence and documents are to be passed on to successors in hard copy files and digital format within one month of election or appointment of new officers, directors or committee chairs. VI. Board of Directors (Recording Secretary) [TEAL FILES] A. Board Meeting Minutes and President’s Annual Report ADDED - Filed by decade

1. Hard copy, signed by secretary – retain permanently 2. Electronic copies saved and backed up – retain permanently _. Archive copy - retain permanently on internet?

B. Board packets 1. Hard copy – retain in amended form for four years 2. Electronic copy – retain in amended form for four years 3. Archive copy - retain permanently on internet?

C. Membership Meeting Minutes, including Annual Members Meeting ADDED - Filed by decade 1. __________________ 2. __________________ 3. __________________ VII. Committees (Chairs) [LAVENDER FILES] A. Meeting Minutes

1. Hard copy – retain four years 2. Electronic copies – retain four years _. Archive copy in electronic file on internet?

B. Committee Member Lists 1. Hard copy – retain four years 2. Electronic copies – retain four years _. Archive copy in electronic file on internet?

C. Lists, plans, operational information, timetables, invitations deleted/duplicated in “D”, timelines or any other tools necessary

1. Hard copy– retain four years 2. Electronic copies - retain four years _. Archive copy in electronic file on internet?

D. Printed brochures, schedules, invitations, posters ADDED (Included sub-files for House & Garden Tours; Annual Flower Shows; Misc Events for easier reference)

1. Hard copy - retain permanently in fireproof file in office 2. Electronic copy--retain four years? 3. Archive copy - retain permanently

E. Donation records, 10 years (Hard copy, electronic, internet?) [Note: Donation records include a written agreement with the donor with regard to any contribution, an email communication or notes in which representations to the donor, with regard to the Contribution, on which the donor may have relied in making the gift.] VIII. Publications [GREY FILES]

A. Printed Directories (Corresponding Secretary) – Filed by decade 1. Hard copy – retain for ten years? 2. Electronic copy – retain permanently in fireproof file in office 3. Archive copy – retain permanently

B. Trowel Prints (Communications Chair) – Filed by decade 1. Hard Copy – retain permanently in library (cabinet) 2. Electronic copy – retain permanently in fireproof file in office 3. Archive copy – retain permanently

C. Press Releases (Communications Chair) _. Hard Copy – retain ____________? 1. Electronic copy – retain four years? 2. Archive copy – retain permanently

D. Logos (Communications Chair) _. Hard Copy – retain permanently? 1. Electronic copy in all formats (jpeg, vector) – retain permanently 2. Archive copy - Retain permanently

E. Press clippings (Communications Chair) 1. Hard copy – retain 4 years? 2. Electronic copy – retain 4 years? 3. Archive copy – Retain permanently

F. Photos (Committee Chairs/Historian) 1. Internet based account such as Picassa to which all photos are uploaded for storage.

Document Destruction: The officer indicated in Sub-statement I is responsible for the ongoing process of maintaining an inventory, reviewing and identifying records which have met the required retention period, and

overseeing their destruction after notification to the Board one month prior to the scheduled destruction. No records specified in any legal hold may be destroyed, even if the scheduled destruction date has passed, until the legal hold is withdrawn in writing by the President. Any items or documents containing confidential information, i.e. bank or credit card information, materials containing donor names, documents containing financial information, documents containing personal information such as social security number, driver license number or financial information, be shredded at the end of their retention period.

NON-ARCHIVE DOCUMENTATION 1. Construction Projects

2. Florida Federation of Garden Clubs, Inc.

3. History

4. Programs

5. Surveys

6. Whistle Stop Issues

7. ____________________

8. ____________________

9. ____________________

NAPLES GARDEN CLUB ARCHIVE FILES – NEW CABINETS (Oct 2013)

(Location in Cabinets - Files Arranged According to Document Retention Policy)

Cabinet 1 – Drawer 1 Administration (Recording Secretary) – BLUE FILES. A. Articles of Incorporation – In file B. Amended Bylaws – In file C. Standing Rules – In file D. Policies – In file Cabinet 1 – Drawer 1 II. IRS (Treasurer) – RED FILES. A. IRS Determination Letter and application for exemption – In file B. Annual Registration Notice of Tax Exemption – Need Annual Registrations C. Tax Returns - Form 990 – Need Annual Returns (only have 2001 & 2010) Cabinet 1 – Drawers 2 & 3 – GREEN FILES. REQUIRES ASSISTANCE FROM TREASURER III. Financial Records (Assistant Treasurer) A. End of Year Report B. Computer QuickBooks C. Bank statements, canceled checks and related material D. Deposit books, if not electronic E. Deposit books, if electronic F. Audit reports G. Grants made

7. Grant applications 8. Grants given 9. Grants follow-up reports 10. Scholarships - Misc. 11. Scholarships - FGCU

H. Grants received (including applications) 12. Grant applications 13. Grants received 14. Grants follow-up reports

I. Purchase orders J. Membership Dues – Have 1994-95 only K. Annual Budget

• Most missing. Have the following in file 1989-90, 1990-91, 1991-92, 1993-94, 1994-95, 1995-96, 1996-97, 1997-98; 2005-06, 2006-07, 2009-10, 2011-12

Cabinet 1 – Drawer 4 IV. Documents (Recording Secretary) - ORANGE FILES. A. Contracts and Letters of Agreement

• Contract application for Moorings Presbyterian space for Membership Meetings) B. Leases

• Naples Botanical Garden (and prior leases at other locations) C. Trademark Applications

• Hahn Loeser – 2013 letter re trademark applications D. Insurance Policies (Treasurer)

• Great American Insurance Policy – dates covered 11/9/20 thru 11/9/12. • Need updated policy(ies).

Cabinet 1 – Drawer 4 (continued) IV. Documents (Recording Secretary) - ORANGE FILES.

E. Risk Management • CFCC / Cummings & Lockwood document

F. Communications / Marketing • Bold Solutions, LLC (letter dated Nov 14, 2010)

Cabinet 1 – Drawer 4 V. Correspondence – YELLOW FILES. A. President (person in office at time of creation and his/her successor) – None on file. B. Committee Chairs ((person in office at time of creation and his/her successor) – None on file. Cabinet 2 – Drawer 1 VI. Board of Directors (Recording Secretary) – TEAL FILES. A. Board Meeting Minutes

• Filed by decade. • Separate listing of missing minutes.

President’s Annual Reports • Separate listing of missing minutes.

B. Board packets Cabinet 2 – Drawer 2 C. Membership Meeting Minutes, including Annual Members Meetings

• Filed by decade. • Separate listing of missing minutes.

Cabinet 2 – Drawer 3 VII. Committees (Chairs) – LAVENDER FILES. A. Meeting Minutes and Annual Committee Reports – Very few B. Committee Member Lists – No Lists C. Lists, plans, operational information, timetables, timelines or any other tools necessary D. Printed brochures, schedules, invitations, posters

• Misc Events • House & Garden Tours (brochure & poster files) • Annual Flower Shows (brochure & poster files

E. Donation records Cabinet 2 – Drawer 3 VIII. Publications – GREY FILES. A. Printed Directories (Yearbooks) Corresponding Secretary)

• Filed by decade

B. Trowel Prints / Whistle Stop? • F

iled by decade

C. Press Releases (Communications Chair) – Misc. in file. D. Logos (Communications Chair) – In file. E. Press clippings (Communications Chair) – General Topics, H&G Tours, and Flower Shows. F. Photos (Committee Chairs/Historian) – A few misc. photos in file. See library photo albums.

NAPLES GARDEN CLUB

NON-ARCHIVE FILES Cabinet 2 – Drawer 4 1. Construction Projects

2. Florida Federation of Garden Clubs, Inc.

3. History

4. Programs

5. Surveys

6. ____________________

7. ____________________

8. ____________________

9. ____________________

BYLAWS AND STANDING RULES REVISIONS

ARTICLE XI STANDING RULES Standing Rules are those related to the details of the administration of the Club and may be adopted or changed without a change in Bylaws. These rules may be adopted by majority vote of the Board. Any Standing Rule which restricts members privileges or adds to members obligations and/or responsibilities must be approved by a majority of the members voting at any membership meeting of the Club.

ARTICLE XIII AMENDMENTS The Bylaws of this corporation shall be made, altered or rescinded by the Board of Directors subject to the approval of the general membership at any meeting thereof, provided notice of such proposed amendments shall have been given to all members in writing no less than ten (10) days before prior to the meeting. Bylaws and Standing Rules Committee Members - FY 2013-2014 Galton, Chair Chehayl Brown

Quinn Metcalf Issues for Consideration Dues Time of Officer Election President Elect Selected Policies Stated As Standing Rules

ABOUT NAPLES GARDEN CLUB

V I S I O N Fostering appreciation and understanding of horticulture, design and

the environment.

M I S S I O N Providing opportunities for learning and sharing.

C O R E V A L U E S Teamwork

Creativity

Friendship

Community Involvement

Education

S T R A T E G I C O B J E C T I V E S 4. Develop improved communication vehicles and procedures and communicate them

to members.

5. Involve and get to know more members.

6. Support community projects that are relevant to our mission.

7. Put internal systems in place.

S T R A T E G I E S Objective 1:Develop improved communication vehicles and procedures and communicate them to members.

15. Acquire a grant to hire a consultant to work with an NGC member task force; form Communications Task Force (CTF). Done

16. Develop a Project Plan and tasks to be completed. Done

17. Conduct interviews with audiences using results to develop a Messaging Platform. Done

18. Incorporate new messages in current documents. Done

19. Revise corporate logo to clarify “brand” as recommended by CTF. Done

20. Develop a Styles Guide and train members how to use. 2013 Board Retreat

21. Instruct board members on how to use Messaging Platform and Styles Guide at Board Retreat. 2013 Board Retreat

22. Announce new information procedures at November Regular Membership Meeting. Done.

23. Put information on website and in yearbook. Done

Objective 2: Involve and get to know more members.

24. Conduct a work session at the Board Retreat to gather ideas for developing a plan. Done

25. Create a vehicle to gather ideas from members. Done

26. Establish a mechanism to involve past presidents and officers to take advantage of their experience and expertise. In development

27. Develop and implement a plan incorporating members’ ideas.

Objective 3 - Support community projects that are relevant to our mission.

28. Complete grant guidelines and application for community projects. Done

29. Develop a Grants Process Timeline. Done

30. Create a Grants Committee and committee guidelines and criteria for reviewing and selecting projects for funding. Done

31. Put Guidelines and Application on website and publicize to members and community. Done

32. Review of projects by Grants Committee and recommendation for funding to board for approval.

33. Contact all organizations regarding their funding status. Done

34. Present grant awards to organizations at April Regular Membership Meeting. Done

Objective 4 - Put internal systems in place.

35. Complete job descriptions for officers, committee chairs and all committees. In progress

36. Develop a committee inventory list of props, signs, etc. used for workshops, meetings and events and their location. List source/cost for replacement purposes when possible.

37. Develop and document procedures for use of office space and equipment; make electronic copy for file and hard copy for office reference use.

38. Purchase fireproof filing drawers; set up filing system to comply with Record Retention and Destruction Policy and to document NGC history; establish who has access to files and communicate to members. In progress

39. Establish and document procedures for issuing office keys and record who has possession of keys.

40. Evaluate Provisional Training and Handbook; and Board Orientation and Handbook; make revisions as needed. In progress

41. Create a system for “apprenticing” chair and leadership positions.

E S S E N T I A L I N F O R M A T I O N

OUR TAGLINE

Nurturing, Growing & Contributing

POSITIONING STATEMENTS

Describe our unique selling proposition. They define what makes us unique and different from our peers and competitors. They are used internally as a basis for developing key messages.

HISTORY

Since 1953, over a thousand members of NGC have connected with other members from all over the world who share interests in horticulture, floral design and the environment.

A decade older than the Naples Historical Society, we provided funding for the first city street medians and the Caribbean Gardens, among other milestones.

For sixty years our sold-out House & Garden Tour has been a “highlight of the Season.” It has raised nearly one million dollars for scholarships and community projects and rewarding sponsors with exposure to a focused audience.

Funded with a $100,000 commitment from our members, our endowment provides financial assistance to students conducting research in plant sciences at FGCU’s Kapnick Education & Research Center.

Partnering with Naples Botanical Garden, we present the largest juried flower show in South West Florida, attracting more than 3000 attendees and attaining recognition for excellence from state and national garden clubs.

In 2010, we funded the Idea Garden at Naples Botanical Garden to expose the public to practical ideas for sustainable gardening.

KEY MESSAGES

These are central ideas that support our positioning and describe our impact--the difference we have made and are making—not just what we do. They are supported by talking points and are used to keep spokespersons on message in online and printed communications.

Message #1: Since 1953, membership in Naples Garden Club has kindled friendships and inspired connections among individuals who wish to foster appreciation and

understanding of horticulture, floral design and the environment. A mentoring process exists to educate and support new members.

Talking points:

• Members are valued, appreciated and recognized for their commitment

• Private Facebook group allows members to share experiences and expertise and express support for each other

• Interactive workshops, programs, field trips and library enhance members’ knowledge

• Working together on committees extends bonding opportunities

Message #2 For sixty years, Naples Garden Club’s House & Garden Tour has been a highlight of the Season. This perennially sold-out event showcases unique homes and inspiring gardens while raising funds that support scholarships and community projects. Sponsors are rewarded with the opportunity to reach a focused audience.

Talking points:

• Over 1000 participants annually

• Attendees experience members’ floral designs and receive gardening and decorating ideas

• Escorted tour on luxurious motor coaches

• Over 200 members volunteer to produce the H&GT-- no paid staff

• Resulting funds are used for scholarships and community projects awarded through a competitive application process

Message #3: Naples Garden Club Endowment annually awards financial assistance to a selected student who conducts research in plant sciences at FGCU’s Kapnick Education and Research Center. This endowed fellowship continues the Garden Club’s decades long practice of awarding scholarships to benefit the community.

Talking points:

• In 2010, NGC committed $100,000 to endowment

• To date, three students have benefited

• FGCU’s Harvey Kapnick Education & Research Center located at Naples Botanical Garden

• Students share research experience at NGC meetings and on NGC’s website

• Endowment program supports NGC mission

Message #4: NGC, in partnership with Naples Botanical Garden, presents the juried Naples Flower Show, the largest flower show in Southwest Florida. Thousands enjoy spectacular floral designs and exotic plants, educational displays, interactive demonstrations, entertainment and shopping in a beautiful tropical setting.

Talking points:

• NGC members and NBG staff and volunteers work together to host and produce the show

• NGC/NBG show, a major National Flower Show Award winner, attracts more than 3000 attendees

• NGC/NBG show recognized by the FFGC and the National Garden Clubs, Inc. for excellence

• Members of the community may submit horticulture specimens

• Floral arrangements may be submitted by members of the FFGC

Message #5: Idea Garden at Naples Botanical Garden, funded by Naples Garden Club in 2010, opens eyes to new ways of enjoying sustainable gardening techniques in Southwest Florida.

Talking points:

• A place to learn practical ways to create beauty with plants, grow one’s own food and conserve water, whether one has a large yard or a small lanai

• Another contribution to the community by members and supporters of NGC

• Fresh vegetables and tropical fruits grown in the Idea Garden delivered to St.

Matthew’s House, autumn through spring.

BOILERPLATE

This is standardized text that may be used as “about us” copy or at the bottom of a press release:

Naples Garden Club is a nonprofit community-oriented cultural and educational organization fostering appreciation of floral design, horticulture and the environment. The club has a 60-year tradition of producing sold-out House & Garden Tours, mounting the largest juried Flower Show in Southwest Florida, presenting notable speakers and workshops, and investing in the community by funding scholarships and community projects.