Maple Ridge Garden Club Officer Handbook
Last updated: ____ Keep this with the club records and pass it on at every officer change.
0. How to Use This Handbook
- Who it's for: Anyone serving as a Maple Ridge Garden Club officer (President, Vice President, Treasurer, Secretary, or Garden Coordinator). It is also for any member filling in for one.
- Finding your role: Go to Section 2 and find your title. Read your role guide first, then the 12-month calendar (Section 3) so you know what's coming.
- Templates are ready to use: Agendas, minutes, treasurer reports, and emails are in Sections 4, 5, and 6. Copy them, fill in the brackets, and send.
- Updating it: The Secretary keeps the master copy. Mark any changes at a meeting, update the "Last updated" date, and pass the newest copy to every new officer. Keep one printed copy in the club records binder for members who prefer paper.
- A note on assumptions: The details below come from what the club shared. Where something wasn't stated (for example, the exact date new officers start), this handbook suggests a simple approach and says so. Change anything that doesn't fit how you really do things.
1. Welcome & How Our Club Works
Our purpose
The Maple Ridge Garden Club is a community gardening club that has been running for about 14 years. We keep up the shared garden behind the public library and bring together neighbors, mostly retirees and some young families, who love to garden.
Club at a glance
| Item | Details |
|---|---|
| Meetings | 2nd Tuesday of each month, 6:30 pm. No meetings in July and August (watering continues). |
| Location | Library meeting room, used free with the library's permission. Garden is behind the library. |
| Members (approx.) | About 45 |
| Dues | $20 per year, due in January, paid by cash or check at meetings |
| Decision-making | Officers handle day-to-day decisions. Spending over $200 needs a member vote by show of hands. |
| Officer terms | 2 years |
| How officers are chosen | Member vote at the March meeting. People usually volunteer and are voted in unopposed. |
| Main communication channel | Email list (club Gmail account, managed by the Secretary). We also use a Facebook group and a flyer on the library bulletin board. |
| Parent organization | None. We are independent. The library provides our meeting room free of charge. |
| Governing document | One-page "club rules" sheet from 2012 (no formal bylaws) |
Our values / how we treat each other
We're neighbors first and gardeners second. Our members range from longtime retirees to young families with kids in the beds, and everyone's time and know-how is welcome, whether you've gardened for 50 years or just planted your first tomato. We keep things warm, simple, and friendly. Not everyone is comfortable with computers, so we always offer a paper or in-person option: a printed flyer, a call, or a word at the meeting. We share the work, we share the harvest, and we take good care of the space the library trusts us with.
2. Officer Role Guides
Items marked (suggested) are common good practices added to fill gaps. They are not current club rules. Keep the ones that help.
2.1 President
Purpose of the role: Lead the club, run the monthly meeting, and be the club's main contact with the library.
Core responsibilities
- Set the agenda for each monthly meeting and run the meeting.
- Act as the club's main contact with the library (room use, garden space, any concerns).
- Serve as one of the two signers on the credit union checking account.
- (suggested) Book all library meeting room dates for the year in January, including event dates (see the Watch out below).
- (suggested) Keep the club's sealed "Access & Accounts" envelope (see Section 7) with a second officer.
- (suggested) Make sure the handover in March actually happens for every role.
- (suggested) Keep meetings to time. Business ends by 7:45 pm.
⚠️ Watch out: Room bookings. We have often forgotten to reserve the library room for the plant sale until it was too late. Fix: At the January meeting (or before), ask the library for every date you'll need that year in one go: all 10 meetings, the April seed swap, the June plant sale, and any other library events. Get it confirmed in writing (email or a printed note) and give a copy to the Vice President and Secretary.
Recurring tasks
| Task | How often | When | Notes |
|---|---|---|---|
| Draft meeting agenda | Monthly | 1 week before meeting | Send to Secretary to include in the monthly email |
| Run the meeting | Monthly (not Jul/Aug) | 2nd Tuesday, 6:30 pm | Aim to end business by 7:45 pm |
| Check in with library contact | Monthly or as needed | Any time | Room, garden, bulletin board |
| Book all library dates for the year | Yearly | January | Include seed swap and plant sale |
| Co-sign checks / review spending | As needed | As needed | Second signer with Treasurer |
| Run elections | Yearly | Announce Feb, vote March | See Section 4 |
| Check Access & Accounts envelope is current | Yearly | March (after elections) | See Section 7 |
Decisions this role can make alone vs. needs the group
| Can decide alone (or with other officers) | Needs a member vote |
|---|---|
| Meeting agenda and order | Any spending over $200 |
| Day-to-day library arrangements | Changes to the club rules sheet |
| Scheduling routine meetings | Electing officers |
| Small spending decisions with Treasurer (under $200) | Big changes to events (e.g., dropping the plant sale) |
Time commitment estimate: About 3–5 hours a month, more in January (bookings) and March (elections). (Estimate.)
First 30 days in the role
- Get the role binder/notes and this handbook from the outgoing President.
- Meet or call the library contact and introduce yourself.
- Confirm the library room bookings for th