HEADQUARTERS AND ENDOWMENT

HEADQUARTERS AND ENDOWMENT

Position/Job Title: Headquarters and Endowment Chairman The Headquarters and Endowment Trustees consist of nine members, three of whom shall be the President, the First Vice-President and the Treasurer of FFGC. The Chairman is selected by the Trustees and serves as a member of the Board of Directors and of the Executive Committee. Trustees are elected by the FFGC Board of Directors, and at least three of the members shall have served as elected officers of FFGC. The remaining members shall have served at least two years on the FFGC Board of Directors. The President, the First Vice-President and the Treasurer of FFGC serve for the duration of their terms of office; the elected Trustee’s term is three years and they may serve no more than two consecutive terms.

Duties and Responsibilities: The Headquarters and Endowment Trustees are governed by a Manual of Rules and Regulations adopted by its members subject to the approval of the Board of Directors, a copy of which is available to each Board member. The Headquarters and Endowment Manual shall be reviewed every five years.

The President and the Trustees have general supervision over all affairs of Headquarters and the Headquarters and Endowment Fund, subject to the approval of the FFGC Board of Directors.

The Chairman schedules meetings of the Trustees in consultation with the President, sends an agenda to Trustees 10 days in advance of the meeting, and presides over all such meetings. The Chairman reports to each meeting of the Board of Directors and the Annual Meeting of FFGC.

The Chairman maintains contact with Trustees, reporting routine and urgent issues as needed. When it becomes necessary to conduct business to be voted on by electronic device, the Chairman sends justification for e-poll as well as rationale for motion by email to each Trustee, following the guidelines listed in Standing Rule #26.

In maintaining Headquarters and Grounds, the Trustees shall secure a minimum of three bids for all purchases and non-emergency repairs estimated to exceed $ 3,000 except for incidents requiring an emergency decision or purchases and repairs having the Trustees prior approval. The Trustees direct the care, investment and administration of the funds defined in the Headquarters and Endowment Manual. Trustees must approve any real property gifts offered to FFGC. A budget for H&E is prepared annually and presented to H&E Trustees for approval at the Winter Board of Directors meeting.

Trustees are responsible for employing an Office Manager and such other personnel as is necessary to carry on the work of the Headquarters. The Trustees, in conjunction with Finance Committee, shall determine the salaries of such personnel subject to approval by the FFGC Board of Directors. The Trustees shall keep the Office Manager informed of any recommended changes in personnel, salaries or Headquarters requirements. The Trustees shall review the job descriptions of the Headquarters Office Personnel at the beginning of each administration. A Sub-Committee of Trustees will be formed to conduct a performance review with office personnel during the meeting of the BOD closest to the anniversary date of employment of the employee.

The Trustees are responsible for the writing and negotiating of all contracts and agreements for the use and rental of the Headquarters premises.

According to Bylaws Article V, Section 4 Special Funds (5), The Headquarters and Endowment Fund is established to provide for the maintaining of Headquarters with a sum of not less than one hundred thousand dollars ($ 100,000.00) to be maintained in this fund (Headquarters & Endowment CD). Also a

Reserve Fund, a sum of fifty thousand ($ 50,000.00), is established to be used only for major expenditures critical to the maintaining of Headquarters.

When a club, individual, district or non-garden club person wishes to honor someone for dedicated service they may give a gift of “Guardians of Gardening” (minimum of $1,500), “Patrons” (minimum of $500), and “Hall of Fame” ($100) which are deposited in the Headquarters and Endowment Contingency Fund. The Headquarters and Endowment Contingency Fund covers budgeted and unanticipated expenses for the replacement and/or repairs to Headquarters building and grounds.

Knowledge and Skills required:

Trustees are elected by the FFGC Board of Directors, and the term of an elected Trustee shall be three years. Elected trustees may serve no more than two consecutive terms. At least three of the members shall have served as elected officers of FFGC. The remaining members shall have served at least two years on the FFGC Board of Directors.

Time requirement: Preparation of Agendas, Reports for Committee, Board of Directors Meetings and Annual Conventions. . Hours spent in contact by telephone, text and email with Headquarters Office Manager, President and Trustees, as well as those having contracts/agreements for use and rental of Headquarters, and those contractors needed for repairs, etc. Preparing and following E-polls for voting and decisions on emergency items. Attending committee and Board of Directors meetings in Sept, Jan, April and July. Traveling and spending time at Headquarters for various duties in conjunction with building and grounds.