Adieu to The Bulletin

bulletinlogoAdieu to The Bulletin

The Executive Board has been debating the state of the Bulletin for quite some time now. It has been on the agenda for the past 2 years and has been discussed in detail at both the Board meetings and the Council Meetings.  It has been a hard decision to make. The Council will cease publication of The Bulletin in its current format.  The March/April issue will be the last Bulletin to be published.

The concerns and issues around The Bulletin have been shared at the Council Meetings over the past two years. The cost of producing The Bulletin is fairly substantial at about $2,000 a year. Total expenses for 2015 were $2,590.32 less $504 in advertising resulting in a net cost of $2,086.32. The cost is for printing and mailing The Bulletin via Canada Post.

Currently we mail out 61 copies of the Bulletin six times a year. This works out to 366 copies (61 copies x 6) mailed out over the year, which means that every copy costs the Council $5.70 (or $34.20 for the year) to produce and mail.

More and more clubs are requesting copies by email, and we have been posting The Bulletin on our website as it becomes available which makes it available to our membership any time they want to view it. In fact, we have also been posting previous issues on the website as well so if you’ve missed an issue, you can also view or download a copy.

The biggest issue we have is finding a Bulletin Editor. Currently this is an elected Board position and when our last Bulletin Editor resigned, we have been unable to find anyone willing to take on this position. Fortunately, Beth MacLaren stepped up and agreed to edit the Bulletin, but she was unwilling to take on the Board responsibilities of this position and she was willing to do this for the balance of the Bulletin Editor’s term of office which ends March 2016. And in spite of repeated requests, no one has indicated any desire to take on this role.

So the Board is faced with the very real prospect of not having a Bulletin Editor since no one indicated any desire to take on the job. We finally had to make a decision at our last Board meeting.

So in view of all the issues, costs and lack of candidates for the position, the Executive Board of the BC Council of Garden Clubs has decided that the time for The Bulletin is at an end. The March/April issue (the one before the AGM) will be the last issue of The Bulletin.

The Constitution of the Council requires the Council:

“To issue a publication relating to the business of the Council and any horticultural information that would be of interest to the members of the Council;”

The decision to cease publication of The Bulletin does not affect this constitutional requirement. The Council is currently publishing information on Council business using the website as well as the Bulletin Express, Facebook and Twitter venues. Use of these forms of media results in more frequent contact with our members and provides easy access to current and up-to-date information related to Council business.

The Bulletin has had a long history and has served as a valuable tool for the Council. Times have changed and the need for The Bulletin in its current form has become impractical and costly. It is time to move forward and adopt more timely and more effective means of communicating with our members.

The Board had already put forth a Notice of Motion to change the role of Director (Bulletin Editor) as described in the current constitution to be one of overseeing the distribution of Council information through the various channels currently available.  We hope this will encourage people to volunteer to moderate the various channels without the additional responsibilities of a board position.  Please see Amendment #5 for details of this proposed amendment.

This motion will be made the the AGM on March 12, 2016 and will be open to discussion and debate prior to the vote.  We encourage you to review this amendment and let us know your thoughts.

As always, please feel free to contact any of the Board members via email directly.

 

2016 Annual General Meeting Registration

2016 AGM(1)

Registration is now available for the March 12, 2016 Annual General Meeting of the BC Council of Garden Clubs.

It promises to be another interesting, informative and fun day!

You can take advantage of Early Bird pricing by registering on-line or by downloading and mail in your cheque before March 5, so take action now.

For complete details on the upcoming AGM, see the 2016 AGM information page.

Notice of Motions – 2016 AGM

NOM AmendmentsOur Annual General Meeting is scheduled for March 12, 2016 and there are several items that will be on the agenda.

There are two amendments that will be made.  The Notice of Motions were presented at the Fall Meeting according to our Constitution.  They were also published in the Nov/Dec issue of the Bulletin and links will be provided to the Motions via FaceBook and the Bulletin Express.

Members are requested to review these motions and provide any input – pro or con.  Comments can be made on the webpage for each motion.

Specifically the two motions are:

Amendment #4

which deals with the position of Immediate Past President.  Currently the Past President is a member of the board until the a new president is elected.  The President may run for two consecutive 2 year terms which could be 4 years.  Then the outgoing President is faced with an additional possible 4 years.  This could mean 8 years of total service.  The Past President is not a position you can resign from so the responsibility remains whether you’re up for it or not.  This amendment limits the term for the Immediate Past President to 2 years as a Board member.

Amendment #5

deals with the current board position designated as Director (Bulletin Editor).  We have been without an elected Bulletin Editor for over a year.  The Board has appointed Beth MacLaren to that position and are very grateful that she has agreed to edit the newsletter.  However Beth made it clear that she would not be able to attend Board Meetings or act as a Board Member as outlined in our Constitution.  This led the Board to review this position. Since the Board now communicates with the membership using a number of different media – the website, FaceBook, the Bulletin Express (email), it was felt that the Board position should be one that could coordinate all these aspects and ensure that the same information was being distributed to our membership in a timely manner.  This does not mean that this person should do all these different facets, but rather ensure that these are done by a number of individuals who would be responsible for each of these communications form.  It would mean that we need to find volunteers for webmaster, Facebook moderator, Bulletin editor, Bulletin Express editor.  It is too much for one person to do.  So the amendment removes the words “Bulletin Editor” and changes the name of this position to “Communications Coordinator”.

Click on the above links to review the motions as proposed and please add your comments regarding these motions.  At the AGM there will be time for debate on these amendments before the delegates vote.

Also we will be having elections for a number of board positions.  We are seeking nominations for the following positions – First Vice-President, Treasurer, Bulletin Editor (see Amendment #5 to a possible change in responsibility), and Scholarship Trust Committee.  Click on the links to review the Terms of Reference for these positions.  If you or someone you know is interested in standing for any of these positions, please email nominations@bcgardenclubs.com.

 

FIRST EVER PHOTO CONTEST!!!

BCCGC FIRST EVER PHOTO CONTEST!!!

We are have our first ever Photo Contest!

Now you have a chance to really brag about your fantastic garden! (It is fantastic, right?)

You need to be a member of one of our affiliated member clubs to submit a photo or two.  Tell us a bit about your garden photo and then upload it.

You have until September 15th to enter your photos.

After entering your photo, you need to spread the word to all your friends, family and acquaintances because starting September 16, people will be able to vote for their favourite pic!   Only one vote per day!

Voting will cease on October 15th and the winners will be announced at the 2015 Fall Meeting of the BC Council of Garden Clubs!!

To enter, just complete the entry form.

2015 Fall Meeting UPDATE!

2015 Fall Meeting ad graphicThe registration forms for this meeting are now available.

EARLY BIRD registration ends October 4.  We must receive your registration form and cheque by that date in order to provide the caterers with the number of expected attendees.

Early Bird:  $35.00

After October 4, 2015, and at the Door:  $40.00

A form will be mailed with the September/October Bulletin for those who are receiving it by Canada Post.

2015 Fall BCCGC Registration Form is also available for download here, once the form is downloaded and filled in, send it along with your cheque made payable to the BC Council of Garden Clubs to address on the form.

And once again you will be able to register online at EventBrite.  Registering online will register you instantaneously and will provide you with a receipt, and as the time draws closer, EventBrite will send you a reminder of the meeting.

For agenda and other details, go to the 2015 Fall Meeting page.

 

 

Welcome to our NEW Website!!

Celebration-Design-psd86316Finally, after much work, trial and error, updating and lots of hair-pulling, it is HERE!!

This website has been designed to provide you with as much information as we can regarding the BC Council of Garden Clubs and its affiliated members.

The public will be able to find gardening clubs and organizations in their areas as well as events hosted by those clubs.

There is still more coming.  We have the Speakers list to finish.  We also want to have a profile page where clubs can profile their recent activities.

If you have suggestions or ideas regarding what you want to see here, please let us know.  An email can be sent to webmaster@bcgardenclubs.com.

With the new blog feature, we hope to communicate more often with our affiliated member clubs and hopefully to hear more often from them as well.

Thank you for your patience while we got this off the ground.

2015 Fall Meeting

BCCGC logoJust a heads up!

Make sure you circle your calendar – October 24, 2015!

We have had confirmation from guest speaker that she is looking forward to presenting “topic topic”

Registration forms will be available in August when the agenda for the meeting will be confirmed.

Once again you will be able to send in your registration form along with your payment, or you will be able to register on-line using the EventBrite website.  Details will be forthcoming in August.