The following procedures govern the membership application process:
TIMETABLE FOR SUBMITTING AN APPLICATION FOR MEMBERSHIP
Members are encouraged to bring individuals whom they believe may make good candidates for membership to meetings in the year prior to that in which applications are submitted.
Proposer submits an “Intent to Sponsor” form for a named potential candidate any time of the year, but NO LATER THAN September 25.
September
Proposer asks for Membership Application Form and completes it, with or without the candidate, by the September 25th deadline.
October
1) The candidates’ completed forms are distributed to the Membership Committee and Board members.
2) Proposers bring their candidates to the October Meeting.
November
1) Proposers bring their candidates to the November Meeting.
2) By November 30th the Membership Committee meets to approve the writing of letters by the proposer, seconder and two supporting members.
February
1) The completed file must be submitted to the Membership Committee by February 15th. A completed file constitutes an official candidate’s application.
2) The Committee meets shortly thereafter.
3) Proposers and Candidates could be invited to a tea with the Membership Committee and Board, if needed.
March
The Membership Chair submits recommended candidates profiles, including names of the sponsors, to the Board.
April
The Board votes on candidates by written ballot. If the Board feels there are not enough candidates to support a Provisional Class, the Board may vote to hold the class oer until the following year.
The following procedures govern the membership status change process:
TIMETABLE FOR REQUESTING MEMBERSHIP STATUS CHANGE:
A member can submit a request in writing any time of year to the Membership Chair. Written requests are required for change of status from “active” to “sustaining” or “affiliate”, for a leave of absence, membership transfer, resignation or reinstatement.
The Membership Chair shall bring all requests to the Board for a vote at its June meeting.
LEAVE OF ABSENCE: An Active Member residing in New Canaan may seek a one year leave of absence by written request to the Membership Chair and upon approval by the Board. Dues shall remain the same as those for full Active Members. A member on leave wanting to return to full active status must notify the Membership Chair. A member on leave wishing to extend the leave must do so by submitting another written request to the Membership Chair. A leave of absence cannot be extended beyond three years.
MEMBERSHIP TRANSFERS: The President manages transfers of membership between GCA Clubs. A member requesting transfer from NCGC must request a letter of recommendation from the President, which is sent to the President of the new club. A transferee from another GCA club seeking admission to NCGC must have a written recommendation from the President or Board of her former club. When accepted into NCGC by the Board, a transferee shall become an Active Member with all related responsibilities and privileges.
RESIGNATION: A member may resign from the New Canaan Garden Club by submitting a letter of intent to the Membership Chair. The resignation shall become effective upon acceptance by the Board.
REINSTATEMENT: A former member in good standing wishing to rejoin the Club shall have proposing and seconding letters forwarded on her behalf to the Membership Chair, who shall submit them to the Board for approval. A majority vote of the Board will constitute reinstatement.