President & Board of Directors

President 

Charlene "Shane" Looper
President 2019-2021
South San Francisco, CA
Theme:  "Plant America - Plant Parks"
San Bruno Mountain Botanical Garden

Living in South San Francisco, Shane started taking evening flower arranging classes through the South San Francisco Park and Recreation in 1980 and continued those classes for 25 years.  She became involved in local garden and floral design clubs and worked her way up through district, CGCI and NGC offices.  In 2002 she retired from New York Life Insurance Company.

She is a Master Flower Show Judge and has been a flower show exhibitor for 37 years.  As a Flower Show Judge, Landscape Design Consultant, Master Gardening Consultant and a Master Environmental Consultant she became a NGC 4 Star Member. She is a member of the California Consultants Council.

From 1998-2011 Shane was involved with San Francisco Flower & Garden Show as an exhibitor and chairman of the floral art section sponsored by CGCI.  She exhibits regularly at the San Mateo County Fair and periodically enters other county fairs.  She conducts floral design programs and workshops for garden clubs, districts or others interested in design.  Two of her designs have been published in the “Vision of Beauty” calendar and two were in “The Floral Designer’s Guide to Photography.”

She is a member of The Peninsula Succulent Club, Pacifica Garden Club, Furyu Designers, Organization of Floral Art Designers and Bay Area Floral Arrangers Guild and has served as an officer and chairman in all of them.  She has served CGCI as a chairman (Nominating Committee, Bylaws & Standing Rules, Environmental School, Mission Blue Butterfly Project, Liability Insurance, Honor Books, Three-year Calendar sales, Budget and Finance, and the 2009 State Convention), board member (District Director) and officer (Corresponding Secretary, Financial Secretary, First Vice President and and President-Elect).  At NGC Shane has served on the following committees:  “Vision of Beauty” calendar, Nominating, Organization Study, Flower Show School Manual,   Plant America,  and the Award of Excellence.  She was the 2017-19 NGC Historian.

If garden club doesn’t keep her busy enough, Shane is involved in her community as a Cultural Arts Commissioner and is on a special committee with the Parks and Recreation called “Improving Public Places.”

 

Meetings

 
BOARD MEETINGS
Board members are expected to attend the regular meetings of the Board of Directors.  Regular meetings include but are not limited to the adoption of policies, procedures and standing rules and ratification of all classes of membership.
When:  Three times per year: 
Pre-convention and organizational meeting (immediately following convention) and post-convention meeting held in odd-numbered years. 
The post-convention meeting is held in an election year and is for the purpose of ratifying appointments of parliamentarian, appointed chairmen and new members of the board of trustees. 
Fall Board (September):  District Directors and Committee Chairmen present plans and goals. 
Winter Board (February):  Mid-year reports from Officers, District Directors and Chairmen.
Attendance
Officers, District Directors and Chairmen are expected to attend
Any member of CGCI is welcome but permission for guests to attend should be obtained from the president. 
NOTE:   Post-convention meeting – Executive Committee and District Directors only.
Voting Membership:  One (1) vote each:  Executive Committee, District Directors, CGCI Committee Chairmen, members of committees specified in Article VII of the bylaws ONLY. 
Club presidents and members may attend but have NO VOTING privilege.
Length:  Usually 2-3 days including pre-board committee meetings and activities (tours or other special events).
Dress:  Casual or business dress.
CONVENTION
When:  An annual meeting held before the end of the fiscal year (June 30) to conduct the business of the organization, including but not limited to: election of officers (odd-numbered years) review/approve budget, review/approve proposed bylaws revisions, year-end reports of officers, District Directors and Committee Chairmen.
Attendance: Any member of CGCI. Guests are welcome.
All general business meetings, meals, workshops/tours are open to anyone, subject to space availability
Some committee meetings may be "closed" (only committee members may attend)
Voting Membership: One (1) vote each: Executive Committee, District Directors, CGCI Committee Chairmen, Club/Associate Plant Society presidents (or alternates) and official delegates (or alternates) of member clubs and plant societies.
Length: Usually four (4) days including pre- and post-convention meetings and activities (tours or other special events)
Special Events/Activities:
Tours to local garden-related attractions, workshops, youth luncheon and banquets.
Awards Banquet features the presentation of awards and commendations.
Design Banquet (sponsored by the local Judges Council) includes a program by a well known floral designer.
In odd-numbered years an Installation Banquet to honor newly elected officers is held the final night.
Dress: All daytime activities are casual or business dress. Evening events are business dress or “semi-formal” depending on the type of event and the location.
NOTE: All commercial venues have standard, central temperature control and may not be comfortable for everyone. Bring a wrap or dress in layers...be prepared for any eventuality

Responsibilities

 
As the governing body of this corporation, the board of directors shall:
  • at no time modify action taken by members at the annual convention,
  • transact routine business,
  • adopt policies and procedures,
  • adopt standing rules, and
  • ratify all classes of membership.
Compensation
The President and President-Elect are required to travel to National Garden Club, Inc. meetings as well as Pacific Region of NGC meetings. A special travel stipend is allocated in the CGCI budget for this purpose.
CGCI Board members do not receive a salary.
There is no compensation apart from a small administrative expense itemized in the budget for specific chairmen and district directors. it is usually $50-$100
All expenses associated with attendance at state meetings are the responsibility of the individual board member.
NOTE:  Expenses incurred while attending CGCI meetings and conventions may be tax deductible as volunteer expenses.  Please check with your tax advisor to determine if you qualify.
Every member of the CGCI Board of Directors is a dedicated and hard-working volunteer who is motivated by his/her devotion to gardening and/or the desire to contribute to the community. CGCI is, indeed, lucky to have such wonderful and able people willing to serve.

Forms

Procedures

 
District Directors:
Chairmen:
Chairman's Handbook (formerly known as "procedure books") Position descriptions for all chairmen in one easy-to-use document
Procedures & Guidelines Update Form (online form to add to or correct existing position description)
Reports: 
If you are required to submit a report at convention or a board meeting, please follow these guidelines.
Submit three copies of your report. 
Full length copy to the CGCI President and Golden Gardens eNews Editor
100 word summary to the Recording Secretary for inclusion in the minutes
Summary: avoid repeating long titles, unnecessary dates, "greetings and salutations".
Do not rely on the Recording Secretary to condense a long report.  He/she does not know what is most important to you. 
Where possible send to the recipients prior to the meeting.
ALL reports are to be typed and those sent to the Recording Secretary MUST be EMAILED.
Your report should be about the activities of your chairmanship or of your district. 
District Directors: it is not necessary to report on every club at each meeting, but try to include each club in at least one of your reports during the year or focus on a special activity of one of the clubs.
Think about what you are reporting and who will be reading it. 
Re-read it carefully to assure it correctly conveys your thoughts and that it does not rely on "insider" information that may not be generally available to the readers.
All reports should be clearly identified with your name and position.  A suggested heading for reports is:
CGCI Winter Board 2014
Mary Jones Workshop Chairman
Oral reports, as a rule, are limited to three minutes.  Practice giving your report aloud and time yourself.
Are you nervous?  Most people are, especially when they are standing before a large group. 
Do you have trouble keeping your place when reading your report? 
Tip:  Always double space. 
Is your one sheet of paper limp?  Tip:  Clip it to a folder or tablet. 
Look up once in a while.  You don't really need to make eye contact with anyone, just present your face and not just the top of your head. 
If the microphone is not at the right height, don't hunch over, raise it up, or you may need to lower it to a comfortable height.

Rules of Order

 
Following is a summary of the most pertinent general rules governing Conventions and Board Meetings.  A complete set of rules is published in the programs for each event.
  • Voting:  Voting membership is defined in the bylaws and summarized above
  • Reports:  Oral reports are limited to four (4) minutes unless otherwise announced.
  • Motions:  Where practical shall be submitted in writing and sent to the president prior to placing the motion before the voting body.  No issue shall be debated without first being placed on the floor by a motion that has been seconded.
  • Debate:  Attendees wishing to speak shall rise, be recognized by the president and state his/her name and official capacity.  If there is an issue involved, the member/delegate shall speak NO MORE THAN TWICE ON THE SAME ISSUE, except for the proponent of the motion who may speak a third time to close debate.  Speakers are allowed one-two minutes each.