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
Q: How do I get a club Roster?
A: To view or print your club membership as it is reflected in the FFGC database, 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 If you see Life Members listed on your directory roster who are no longer active, please notify Headquarters.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: The Life Membership Chairman reports newly awarded Life Memberships as they occur, therefore the club doesn't need to take any action regarding new Life Members. Life Members also should not be included on the annual renewal list (if your club still uses this method of reporting). No payment or annual renewal is required for a Life Member. Throughout the year, clubs should report any change in participation of a Life Member as it occurs (i.e. if the member no longer participates in club activities/becomes inactive, moves out of state, or is deceased). To report a status change, simply email Headquarters at firstname.lastname@example.org with the LM name, identify the club and the change in status.Life Members will receive The Florida Gardener magazine even if not active in a club. Diligence in this reporting insures that your club roster remains current and that the active headcount at the state level is accurate.
Q: Do members pay dues for each club or circle they belong to?
A: Every club has a different process and policy regarding circle management and FFGC does not dictate policy to the club. FFGC collects dues one time for every member according to her/his membership level and regardless of the number of clubs she/he belongs to. The dues are $12 for individual membership to a club and $2 for the spouse of an existing active member. One person, one FFGC dues payment collected.
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 each renewal season from March 1 (until Aug 1) . Allowing plenty of time to renew and get paid by the renew date of June 1. 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 or missing your renewal entirely), and greatly reduces the amount of work the club has to do. Online renewals are processed faster (immediately) 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 from March 1st. Instructions:
Step 1: Member clicks the Renew button on their profile page, click Confirm and your renewal is Saved/Submitted
Step 2: There is no Step 2. You’re done. Yes, it really is that simple.
Clubs - As members renew, the system automatically processes them and at the end of the month the club president will receive a statement for those members who have renewed. 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 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 serves 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 do I pay my dues?
A: Members pay dues to their club. Clubs pay per statement to FFGC the amount represented for New or Renewing Members. Statements of activity are generated at the end of each month. If there has been no new activity in a given month, the club will not receive a statement for that month. Clubs should wait for the month end statement and reconcile what is billed to what they've submitted before sending payment to FFGC.
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, iPad, tablet, 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. Once logged in and on their profile (account/record) page, members can renew membership (during renewal season), 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 (Aug1). What is the most convenient way for our club to report a late renewal?
A: If a member has not renewed within the 6 month renewal period provided, the member is delinquent. The club will have to submit the individual as a new member as her/his record/profile will have been purged from the database on August 1. If the entire club has not reported/renewed, contact headquarters.
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 immediately ensuring the fastest turn-around for the club to receive their statement of renewed members. Online renewals save the club a good deal of work and provide the member with 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 club will have to allow more time than clubs that are using the online feature. Online renewals are processed immediately. Manual renewals take 4 to 6 weeks. Dues are payable each year by June 1st. The manual renewal list must: 1) be emailed to headquarters as an attachment in word format, 2) list renewing member first and last names only and in alphabetical order by the last name, and 3) not include Life Members (who do not need to renew) or New Memberships (who have to be processed separately). Lists with a mix of new memberships and renewals will be returned for correction. Please use the New Membership form to submit new members. 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). Allow 4-6 weeks for new membership processing during the renewal period.