RULES & REGULATIONS FOR LEWES IN BLOOM*

The mission of Lewes in Bloom (LIB) is to promote the beautification and maintenance of Historic Lewes and the community at large. By doing so, historical preservation, urban forestry, environmental awareness and wide ranging community involvement, in addition to floral displays and landscaping are enhanced for everyone’s enjoyment.

The goals of LIB are to:

  • be recognized as a reliable community resource
  • provide opportunities for interested parties to enhance the city landscape
  • provide opportunities for volunteerism and education for the membership as well as supporters of the Lewes community

Membership

Membership in LIB shall be open to all individuals and organizations wishing to support its mission and goals.  Individual members in good standing shall pay annual dues and may hold office.  Organizational or Business Sponsorships in good standing shall pay annual dues. Membership categories, annual membership and organizational or business sponsorship fees shall be set by the Board of Directors. Membership shall be renewed yearly in January.  

Budget

The LIB Board will prepare a plan of work for the year and a corresponding budget, listing both anticipated expenses and income 

Officers

The officers of the LIB Board shall be: Chair/Co-Chairs, Secretary and Treasurer. Officers shall be elected as the respective term expires by a majority vote of the board, with recommendations set forth by the Governance Committee.  Newly elected officers shall be announced at the LIB Annual Membership Meeting in November. 

The Chair / Co-Chairs shall:

Be elected for a term of three (3) years or the balance of their existing term, not to exceed the two (2) term limit

  • Preside at all General Meetings and lead the Board of Directors
  • Present an annual report of the work of LIB at the Annual Membership Meeting
  • Ensure that all books, reports and certificates required by law are properly kept and/or filed
  • Have the power to sign checks and/or drafts of LIB
  • Plan and coordinate agenda and luncheon for Annual Membership Meeting
  • Have access to the electronic email list of LIB members
  • Serve as committee liaison at large
  • Maintain community relations with various community organizations such as the Lewes Chamber of Commerce, Greater Lewes Community Foundation and the Lewes Parks and Recreation Commission

The Secretary shall:

Be elected for a period of three (3) years or the balance of their existing term, not to exceed the two (2) term limit

  • In the absence or inability of the Chair/Co-Chairs to perform duties, become the acting Chair /Co-Chair of LIB with all the rights, privileges and powers of the Chair/Co-Chairs
  • Keep the minutes and records of LIB in appropriate books and file any certificate required by Federal or State law
  • Provides needed communication to the members of LIB  
  • Be the official custodian of the records and seal of LIB
  • Have the power to sign checks and drafts of LIB
  • Present to the Board of Directors and to the membership all communications addressed to the Secretary of LIB
  • Attend to all correspondence of LIB and perform all duties incidental to the office of Secretary
  • Has access to the electronic email list of LIB members

The Treasurer shall:

Be elected for a period of three (3) years or the balance of their existing term, not to exceed the two (2) term limit

  • Have the care and custody of, and be solely responsible for, all monies and/or securities belonging to LIB
  • Promptly deposit all monies belonging to LIB in a checking account at a FDIC Insured Bank
  • Sign each check statement drawn on LIB’s bank account. Checks require two signatures. The Treasurer, the Chair /Co-Chairs and/or Secretary may sign checks.
  • Provide written accounts of the finances of LIB at the Annual Meeting and Board Meetings, and provide online reports and/or verbal reports at the Membership Meetings
  • In the absence or inability of the Treasurer to perform his/her duties, the Board will appoint an acting Treasurer for the remainder of the term with all the rights, privileges and powers of the Treasurer

Board of Directors

The Board of Directors (BOD) shall consist of not less than seven (7) or more than ten (10) individuals who shall reside in or near, or be otherwise identified with the Greater Lewes community. Members of the BOD shall be elected on the basis of knowledge and concern for the good of the greater Lewes community and shall serve without compensation. Directors shall be nominated by the Governance Committee and elected by the Board as vacancies occur.  Directors shall serve for a term of three years but not more than two successive terms. Terms of directors shall be staggered to prevent complete turnover of the BOD in any one year.

The Board may include as ex-officio the immediate past Chair/Co-Chairs that will not have voting rights but serves to advise the Board on matters of past experience.

The BOD shall have the control and management of the affairs and business of LIB. The Board shall act only in the name of LIB when it shall be regularly convened by its Chair/Co-Chairs after due notice to all current Directors of such meeting.

A quorum consists of a majority of the BOD, including two officers.  Any vote taken must be achieved with a quorum.

Members of the Board, as a result of actions judged not in the best interest of LIB or for lack of interest evidenced by missing three (3) consecutive meetings without prior Chair/Co-Chair approval, may be subject to removal by a majority vote of the Board. 

Each Board member shall serve in a fiduciary capacity and shall perform his/her duties in good faith and in the best interest of the organization with care, skill and diligence.

The BOD shall meet at least quarterly. Special meetings of the Board may be called at any time by the Chair/Co-Chairs or by a majority of the board.

The BOD shall establish and dissolve committees and appoint members to committees as deemed necessary.

Written or verbal notice of every board meeting shall be given by the Chair/Co-Chairs stating the time and place of the meeting at least eight (8) days prior to the meeting unless more time is required.  In the case of a special meeting, the notice shall specify the nature of the business to be transacted.

Each Board member shall serve as a liaison to one or more LIB committees (except the Governance Committee).  Committee assignments are determined by the Board. Liaison duties include providing support and communication between the committee and the BOD.

Membership Meetings

General membership meetings shall be held at least quarterly. General meetings will be held to inform members and supporters of the Lewes community about LIB activities, provide horticulture oriented programs and encourage membership.

One of the General Meetings shall be the Annual Meeting, to be held before November 30 each year. The purpose of the Annual Meeting is to review the past year’s activities, events and accomplishments, and provide for the introduction of the newly elected board members and officers.

 Committees 

Each committee shall be led by a committee chair and may include members of LIB or interested non-members who wish to serve as volunteers. 

  1. Governance Committee consists of the officers of the board. Responsible for identifying, qualifying and nominating prospective new directors to the board and performs an annual assessment of the board. Ensures board is in compliance with Rules and Regulations of the board and non-profit status
  2. Membership Committee oversees the recruitment and maintenance of LIB members. Recommends to the board the cost of membership and whatever current benefits shall accrue to members. Oversees the annual and ongoing solicitation of new members, sends out annual renewal reminders, ensures collections of dues, provide new member orientation. Has access to the electronic email list of LIB members.
  3. Communications Committee responsible for public relations pertaining to LIB events; shall communicate regularly with LIB members; shall maintain the LIB website, Facebook page and other social media; market LIB events through signage, local media outlets and other means. Produces monthly online newsletter for LIB members. Assist with maintaining archival material about LIB. Approves all LIB committees’ press releases. In the absence of the Committee Chair, press releases may be approved by the Chair/Co-Chairs or Secretary. Writes thank you letters and other correspondence. Has access to the electronic email list of LIB members.
  4. Fundraising Committee devises and executes fundraising events and activities including grant applications, donations and business sponsorship designed to generate revenue for LIB. Present fundraising proposals to the board, organizes the acquisition and sale of merchandise and plants. Responsibilities include merchandise selection, marketing, sales, adornment and delivery. Plans and schedules bus trips designed as fundraisers with public participation.
  5. Horticulture Committee responsible for planning, purchasing, scheduling, planting and maintenance of all LIB containers, in-ground plantings and seasonal Christmas greens. Organizes distribution to locales for planting; designs landscapes when needed; oversees watering; recommends new planting locales.
  6. Program Committee locates speakers for the monthly meetings, provides opportunities for horticulture oriented education for the membership as well as supporters of the Lewes community.
  7. Scholarship Committee establishes and administers an annual scholarship to be awarded to a student seeking horticulture oriented education above the secondary level. Responsibilities include obtaining funding; developing scholarship criteria; solicitation of applications; evaluation and selection of candidate.
  8. Children’s Learning Garden Advisory Committee establishes and maintains a children’s garden at Stango Park, Lewes. The committee will provide hands-on garden experiences through supervised and planned activities by LIB members and community volunteers.
  9. Social Committee oversees the planning of social events for LIB members only, such as bus trips, field trips, LIB internal garden tour, receptions or gatherings. Serves as a compassion team, sending well wishes and other sentiments to LIB members as needed.
  10. Art In Bloom Committee works with area artists to incorporate art into the landscape of Lewes.

*These rules & procedures are set forth with the understanding that “LIB” exists as a component fund and operates under the existing by-laws of the Greater Lewes Foundation.  This status allows LIB to operate as a non-profit entity under the 501(c)(3) status of the GLF.

Adopted by the Board of Directors on February 28, 2013.

Revised and adopted by the Board of Directors on October 22, 2015

Addendum A.

Subcommittees:  proposed subcommittees are subject to change based on the current needs of the committee and recommendations by the BOD

Membership

  • new member recruitment
  • membership list maintenance
  • track volunteer hours
  • new membership socials

Governance

  • nomination of board members
  • election of new board members
  • annual board assessment

Children’s Learning Garden  

  • horticulture
  • fundraising
  • activities
  • volunteers
  • publicity

Horticulture

  • budget planning and purchasing
  • planting design
  • planting organization
  • patron assignments and support
  • watering
  • warehouse management

Communications

  • Facebook
  • website
  • publicity of events
  • archivist/historian
  • newsletter
  • correspondence

Social

  • LIB in-house garden tours
  • trips
  • compassion team
  • ‘in house’ socials

Art In Bloom

  • grants for AIB
  • solicitation of art
  • fundraising for AIB

Programs                               

  • speakers for meetings
  •                     
  • educational workshops or events             

Fundraising

  • merchandise purchase and sales
  • Christmas wreaths
  • Tulip festival
  • Spring plant sale
  • Christmas market
  • any fundraising trips open to the public (includes Philadelphia Flower Show)
  • volunteers
  • grants
  • business sponsorships
  • individual donations

Scholarship

  • funding
  • solicitation
  • selection