CALL TO
REGULAR SEPTEMBER BOARD OF DIRECTORS’ MEETING
FFGC Headquarters, 1400 S. Denning Drive, Winter Park 32789 (407) 647-7016
September 14- 15, 2016
Dear Members of the Board of Directors,
Summer has continued to keep many of you quite busy. I sincerely hope though that there has been time for each of you to enjoy relaxing with family and friends…….maybe even a little leisure time to play in your own “Garden of Inspiration”.
Bits from the summer.
FFGC/UF Short Course was once again terrific - filled with inspiration and a great time to enjoy friends. The 2016 SEEK Conference transitioned most successfully to Silver Springs State Park. All look forward to returning next year. Wekiva Youth Camp was filled to capacity with 652 Campers. Kudos to our Chairman, Director and Registrar. August brought Short Course North to a new location at Escambia Co. As always, all came home greatly enlightened. A huge “Thank you” to the committees of each of these programs for making them such a success this summer!
When you arrive in September you will find the Garden Shoppe and Library have reversed locations. Upon the suggestion of our Office Manager and the Headquarter & Endowment Committee this was done to take better advantage of Headquarter space. You are going to love what it does for us. The Library can now be used for meetings as well as classes with room for presentations. The Garden Shoppe now at the front, places our Office Assistant where she can more easily help members and the public. We know you will enjoy both new locations.
Office Assistant, Liea Ward was hired over the summer. She is a personable young lady who has been such a help in the data entry of our Renewals. She is a delight and eager to please. Be sure to see her and say hello.
IMPORTANT - please notify Cinny O’Donnell, Parliamentarian, to be on September’s Agenda and be sure to mention if you have a Motion that will be associated with your report. Reports are to be emailed to Carolyn Schaag, Recording Sec., and to Headquarters, by August 31st. Please, title the report with name of your Chairmanship on first line and a Summary must be included at the end of your report for our Historian, Margaret Chodash. If you will not be able to attend the Board Meeting, please notify the President, or Headquarters, . Thank you so much.
Lunch may be ordered for Wednesday, please reserve with Dawn by Sept.1st. Wednesday at 5:00pm we will have a Wine and Cheese Social Hour followed by Dinner on Your Own. A restaurant list is included.
I look forward to being with each of you as we work together in……….
“The Garden of Inspiration”
Arlene
Arlene S. Rand, President
FROM THE PRESIDENT - INFORMATION YOU NEED TO KNOW!
Please notify headquarters or President Arlene Rand if you are unable to attend.
All FFGC Board Members email your reports by August 31st to Headquarters () AND to Recording Secretary Carolyn Schaag ().
Please notify President Arlene Rand () and Parliamentarian Cinny O’Donnell () by August 31st if you wish to give an ORAL REPORT or if you wish to introduce business, by motion, for consideration. Time allowed for Reports at this FFGC Board Meeting: District Directors allowed Four (4) Minutes, Chairmen allowed Three (3) Minutes.
Please keep to the time allowed. When the time has expired, finish your sentence and stop.
Board Procedures
Reports and Motions - A written report with Summary at the end is expected at each regular FFGC business meeting. Additionally, Annual Reports are given at the business meeting held at the annual convention. Your report must be emailed two weeks prior to the meetings to the Recording Secretary () as well as to headquarters () to be included with the reports available on line. All reports automatically become a part of FFGC Permanent Records and Minutes. When giving an oral report always bring a copy of your report for the FFGC President free of hand-written notes and errors strictly following these guidelines.
· Use letter size 8 ½ X 11 paper
· Leave a 1 ½ inch margin on the left for binding purposes
· A Report Heading is typed in the upper right hand corner as follows:
Report Name Motion Title
Office or Chairmanship Office or Chairmanship
Your Name Subject
Board Meeting Date Your Name
Date
· Reports should be in the third person.
· Report should be business like stressing the subject and should not include personal information
· Long reports may be divided into parts or sections with divisions numbered for reference purposes.
· The conclusion may contain a recommendation or a resolution.
· Motions should be handed to the recording secretary in duplicate before reading.
Please save and name your file beginning with the committee name. Example: BlueStar Jan 2016. This naming convention allows anyone to quickly locate reports by committee name, in alphabetical order.
A Summary of the total report (no more than four lines) at the bottom is REQUIRED.
Sign reports with name and title typed below the signature.
Keep to the Time limit listed for reports. When the time has expired, finish reading your sentence, then stop.
Major Motions made during the meeting must be written in triplicate. Motion cards should be secured in advance from the Recording Secretary. Two copies are handed to the Recording Secretary. The third copy is for your use.
Major action and expenditures, other than budgeted items, must be presented by motion for approval of the Board.
CALL TO
REGULAR BOARD OF DIRECTORS’ FALL MEETING
FFGC Headquarters, Winter Park
September 14 - 15, 2016
SCHEDULE
PRE-BOARD MEETINGS
Tuesday, September 13, 2016
8:30am Finance Committee Meeting President’s Office
11:00am Joint Meeting – Finance Committee and H&E President’s Office
(Lunch will be during the meeting)
11:30am FSSJ Executive Meeting Assembly Room
1:00pm – Headquarters & Endowment Trustees Meeting President’s Office
3:00pm
1:00pm FSSJ Council Meeting Assembly Room
4:00pm
3:15pm - Bylaws & Standing Rules Committee Meeting President’s Office
5:00pm
4:30pm - Long-range Planning Committee Library
5:30pm
5:15pm - Advisory Council President’s Office
6:15pm
6:30pm Officer’s Dinner Assembly Room
7:45pm Executive Committee Meeting President’s Office
Wednesday, September 14, 2016
8:30am Wekiva Youth Camp Committee Meeting Library
9:00am Tri-Council Executive Meeting Assembly Room
10:15am - Tri-Council Meeting Assembly Room
12:00noon
10:30am - District Director’s Meeting President’s Office
12:15pm (Lunch will be during the meeting)
12:00 noon Lunch (must be pre-ordered no later than Thursday Sept. 1st)
FULL BOARD MEETING
Wednesday, September 14, 2016
12:30pm Call to Order, Business Meeting Assembly Room
2:30 – 2:50 Break
2:50pm Reconvene Assembly Room
5:00pm Wine & Cheese Social Hour Foyer
6:00pm
Thursday, September 15, 2016
8:30am Call to Order, Resume Business Meeting Assembly Room
11:30am Anticipated Time of Adjournment
The Nominating Committee will meet immediately following board meeting in the Presidents’ Office.
NOTE: Chairman wishing to schedule meetings that are not included in the
CALL are requested to notify the President by September 6th.
Wednesday September 14, 2016 Noon Lunch
$8.00 – Payment & Reservation must be received by Thursday, September 1st.
DEADLINE: September 1st, 2016
Check payable to: FFGC
Mail to: Florida Federation of Garden Clubs, Inc.
1400 S. Denning Drive
Winter Park, FL 34789-5662
ROOM RESERVATIONS
Comfort Suites Downtown Orlando $90 mention Florida Federation of Garden Clubs for block price
2416 North Orange Avenue, Orlando 32804 Special rates and availability have been secured by FFGC until Sept. 1st and are not guaranteed beyond that date. Please make your reservations early (407) 228-4007
5 minutes from headquarters
Comfort Inn & Suites $49 626 Lee Rd. Orlando 32810 (407) 645- 5600 15 minutes from headquarters
Eurotel Inn $50 830 Lee Rd. Orlando 32810 (407) 379-0800 15 minutes from headquarters
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