General Club Questions

Q:  Can we set up our checking account in the name of Florida Federation of Garden Clubs?

A:   No. Clubs are not allowed to open any accounts under the name of the state federation. Clubs are their own entities and bank accounts should be opened in the club name NOT the name of the Federation.


Q:  If our club needs to purchase supplies, can we use the FFGC tax exempt number?

A:   No. Only those who are involved in a Fundraising effort/event in which FFGC will share in the profit, or who are raising funds solely for FFGC, are entitled to use the FFGC Tax Exemption Please see complete information regarding tax exemption here


Membership 

Q:   How do I get a club Roster? 

A:   To view your club membership use the Advanced Search feature in the Directory. Search for your club and view the resulting list of all your active members. You can print this list. The roster reflects active members, that is members for whom dues payments have been received and active, participating Life Members. If you see Life Members listed on your directory roster who are no longer active, please notify Headquarters. Life Members will continue to receive their magazine from FFGC, but will be removed from the active membership associated with your club.


Q:   How does a club submit a new member?

A:    Clubs should submit new membership forms at the time the member joins. Send the new member/change member form to FFGC headquarters completely filled out for each new member.  Allow as much as 4 weeks for processing. Do not send in dues payments with the membership form - wait for the end of month statement before sending payment. Any payment received without a corresponding statement will be returned.   New Membership Form

A.    For 10 or more new members, please use this format only which will be directly imported. Please follow this format exactly to insure correct upload of profiles. (i.e. Do not change Florida to FL, do not change your district number to a Roman numeral, do not change the title of the membership level - follow the format exactly as is exampled). The only time this format should be used is when you're having a membership drive and have multiple members join at one time. New memberships should be submitted throughout the year, as they occur.



Q:   How do I report my Life Members?

A:   Life Members should not be included in yearly renewal list. The Life Membership Chairman reports newly awarded Life Memberships as they occur. Throughout the year, clubs should report any change in participation of a Life Member as it occurs (i.e. the member no longer participates in club activities/becomes inactive, moves out of state, or is deceased). To report a status change, simply email Headqueaters at ffgc@ffgcmail.com with the LM name and the change in status.



Q:   How much do members pay dues if they belong to more than one club or circle?

A:    Every club has a different process and policy regarding circle management and FFGC does not dictate policy to the club. FFGC collects dues for every club member: $12 for individual membership to a club (or $2 for a spouse of an active member). If you belong to one club you pay $12 to FFGC. If you belong to two clubs, that is two memberships and you would pay $12 for each club membership. This is in accordance with Article IV - Dues and Fees, Section 1 of the Bylaws. (note that this is under review for 2016). FFGC Life Members do not pay dues to FFGC for any club membership.



Q:   How do I renew my membership? 

A:   Renewal of Membership couldn't be easier: Just log in and go to your profile (by clicking on your name at the top of the screen), check the renew box and submit. You're Done! The renew button will be available from March 1, 2017 (until Aug 1, 2017). Online renewal gives you the opportunity to verify your profile information (it's visible on the same screen), reduces the chance of error (manual entry of information has to pass through at least 3 hands increasing the liklihood of mistakes), and reduces the amount of work for the club. Online renewals are processed faster and before manual renewal submissions (which can take as much as 6 weeks). To insure there's no interruption in membership, use the online renewal button.     Instructions:

                 Step 1: Member clicks the Renew button on their profile page and Saves/Submits 

                 Step 2: There is no Step 2. You’re done. Yes, it really is that simple.


      Clubs - As your members renew, the system automatically processes them and at the end of the month your club president will receive a statement for those renewals. The statement lists each members' name, level of membership, and the dues owed to FFGC. Please remit per the statement balance. If some or all of your members have not renewed online, it means more work for your club. Follow these instructions for manual submission of renewing members.


Q:   When are renewal dues payments due?

A:    Renewal payments are due no later than June 1 of each year. To support this deadline date, and in compliance with FFGC By-Laws, online renewal will become available on March 1.  From March 1 to August 1, the Renew button will appear on each members profile page. Clubs should encourage their members to renew online and on time. Renewals must be received and paid for by the renewal date of June 1st to insure no lapse in membership. To make this possible, a 3 month window of availability is provided beginning March 1 as stated above.

On June 1, any member that is not renewed will automatically change to a lapsed status. (They’re not delinquent, but are lapsed if not renewed by the June 1 date according to the By-Laws; the process and technology is configured to support this. (the software terminolgy is Renewal Overdue) To insure access to the website and receipt of the magazine continues without interrruption, members should renew by June 1.)

On August 1, any member that has not renewed will automatically change to a Lapsed/Suspended/Archived status. This is also in accordance with the By-Laws: the delinquent date is August 1.

August 1 closes the renewal period and any members on-boarding after August 1st will be treated as new members requiring a completed membership form. The definite (and appropriate) adherence to the By-Laws of a specific renewal period will serve to (1) remain in compliance with the By-Laws, (2) bring renewal bookkeeping to a close, enabling the treasurer to submit an accurate count to National in a timely manner (3) encourage club/member reporting in a timely manner (4) provide accurate accounting for yearbook completion and (5) provide an accurate distribution list for FFGC publications.  2017 Renewal Process


Q:   How can a club help members to renew (or to change their profile information)?

A:   Clubs can help members to renew by making available a laptop, smartphone, or workstation during their meetings. Have the FFGC site open and assist members to log into their profile. First time users will have to set up a password before they are able to log into their profile. (instructions are on the Home page) Once logged in and on the profile page, members can renew membership, upload a photo, change address, phone, or email, etc. See Profile management below.


Q:   Our club has already begun summer break and our renewal period has ended. What is the most convenient way for our club to report renewal?

A:    If your club has already compiled a 2016-2017 roster, you can email a list of names of renewed members to headquarters. (First and Last Names only - indicate the club). We already have the rest of the member information on file. We encourage clubs to direct their members to renew online even if the club is sending a list or forms


Q:   If our club is sending in a list of our renewing members, why do our members have to renew online?

A:   Clubs don't have to instruct their members to renew online, however, online entries will process quicker, will save the club the trouble of composing a list, and will provide the member the opportunity to:

        1.   View new information and interactive features on the site. We encourage sending members to the site to become familiar with logging in and using these features, and with personalizing their profiles.

        2.   See their profile and easily correct or change any pieces of information if needed.

        3.   Reduce possibility of error (which is likely when 3 different people are manually entering the same data - like the telephone game).

        4.   Reduce the work the club has to go through during renewal period. 


Q:   Even though it's more work for our club and prone to error, our club wants to send in renewals manually. How do we do that?

A:   Clubs can send a list of renewing members to headquarters for manual processing. The list must follow these guidelines: 1) The list must be emailed to headquarters as an attachment in word format, 2) renewing member first and last name must be provided in alphabetical order by the last name, and 3) list must not include Life Members (who do not need to renew) or New Memberships (who have to be processed separately). 

2016 Renewal Instructions


Q:   How do I find a count of members by District?

A:    Use the Advanced Search feature in the Directory and select District as your criteria.


Q:   I don't see our new members listed on the Renewal Statement. When will new members be processed?

A:   The Renewal Statement only reflects renewed, dues paying members. New membership applications are processed separately and reflected on a separate statement. Clubs receive New Member statements monthly (if there are any pending new members in that month). To speed the process, have new members create a profile online for automatic processing. For manual processing of new members, allow 4-6 weeks during the summer (renewal period).

Profile Management

Q:   I'm a snowbird. How do I manage my addresses?

A:   Follow the instructions for Updating your Profile any time you need to change your information.



The Florida Gardener

Q:  If I change my profile address will I still get The Florida Gardener magazine?

A:   Yes. This is exactly where you should change your address. The Florida Gardener mailing list is generated from the profiles in the database.


Website and Technical Questions

Q:  I can't see the Amazon button

A:   Check your browser setting and make sure you're allowing visibility. These settings are particular to the user and not controllable from the website. Instructions  Be sure you're accessing this site directly, using the site URL of ffgc.wildapricot.org rather than using the old site URL. 


Q:  If a member can't log in, should they create a profile?

A:   No. Only brand new members of a club should create a profile. Creating a duplicate profile will not help a member to log in. If a member's email address is not recognized, that means their profile either doesn't contain an email or contains a different email address from the one they are trying to use to log in. If a member receives the message 'email not recognized', they should contact headquarters to update their email address.


Q:  How do I find people if I don't know their name? How does the Directory work? Can I use the Directory to find chairman?

A:  One of the more powerful components of this platform is the member Directory. Changes made at the database level (profile changes) are immediately visible in the Directory, so information is never out of date. The Directory also allows you to find a variety of information and to combine information for very specific queries. For example, you could use the Directory to find out exactly how many chairman there are in a particular district by combining those two criteria. Click here to download an example of an Advanced Search using multiple criteria.

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