SCMG BOD Meeting - Call To Order :45PM County Ext. Office conf. room, City of Bernalillo, NM

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1 SCMG BOD Meeting - Call To Order :45PM County Ext. Office conf. room, City of Bernalillo, NM Meeting called by Julia Runyan Type of meeting Attending BOD Quorum(30%) : Yes Monthly Board of Directors (BOD) Meeting Barbara Dawson, Charlene Spiegel, Rebecca Pulford, Marianne O Sullivan, Gailen Zody, Tom Neiman, Dudley Vines, Julia Runyan, Colleen Friel, Janice Koehler Members Attending Eileen Welsh,( NMMG Conference Fund Raising Chair) and Linda Walsh,( MG intern 2018) Old Business: Recurring Agenda Items Introduction Greetings Feb. Agenda Approval Motion: Julia Runyan Second: Marianne O Sullivan Passed Unanimously Jan. Minutes Approval Motion: Colleen Friel Second: Gailen Zody Passed Unanimously Jan. Treas Rpt. Apprvl. Motion: Colleen Friel Second: Janice Koehler Passed Unanimously Old Business: Recurring Reports Treasurer s Report: No report - Johanna Johanson (treasurer) not attending Sandoval County Agent Report: No report - Lynda Garvin (county agent) not attending Old Business: Project and Committee Reports SCMG Education Committee Report : Gailen Zody (SCMG Education Committee Mentor Chair and Member-at-large) reports on 2018 Intern Class: The class is half way done and interns are doing well on tests. There are 22 interns remaining to graduate New Mexico Master Gardener State Conference Report: Charlene Spiegel (2018 Master Gardener State Conference Chair and Member-at-large) reports: Mike Stoy and Dudley Vines have been to Marriot Hotel conference facilities to find outlets and take care of logistics Judy Carter has fine-tuned logistics, especially, Friday night and Saturday registration. No one checks in at Casa San Isidro Friday night reception at Casa San Isidro is filling up. We have 83 signed up and capacity is about 125. May add a tent at Casa San Isidro or another room at the Marriott Friday night reception will have tall tables to encourage mingling. Some speakers will attend Access will be on a first come first serve basis on Sunday. Charlene is working on all the issues to make this the best conference the state has ever seen Las Ristra s owner/cook has passed away so they are in shock. There will be a news release between now and conference. The conference is a family oriented 3 day weekend, the quilt raffle and workshops will be hands on, not just sitting all day BOD members should check the conference website once per week, there always new things coming on. Members should let conf. people know if anything is not clear. Conference Sponsorship goal is already exceeded and we are still selling ads.

2 50$ for small ad in brochure, 100$ for full ad Fund raising: will occur at Desert Oasis Teaching Garden, April 28, selling tickets for NMMG State Conference 2018., Mother Earth conference logo t-shirts, grow bags and water bottles will also be sold to raise money. Julia Runyan and Eileen Welch will participate The SCMG Advisory Team to NMSU Report: Tom Neiman (SCMG representative to NMSU Advisory Board) reports: New bylaws for New: Mexico Tom Neiman will be dealing with bylaws two days next at the SCMG/NMSU Advisory Team meeting March 22 & at the Bernalillo County Extension Office. Julia Runyan ed out copy of national draft proposal from one year ago for MG members to evaluate. The national bylaws are very top down driven and need a lot of work in order to modify them to suit the needs of the MG organizations. The national bylaws require that a prospective Master Gardener must have a background in horticulture and high school diploma. Chapter MGs do not agree with these requirements. The March 2018 bylaws do not address issues of finance and independence and lots of stuff like this must be changed- management style and outlook are too top-down orientated. Tom Neiman requests feedback by input by Wednesday, March 21, 2018 if you find something you really do not like in the proposed Bylaws. General discussion arrived upon these opinions : Volunteers should be treated independently. Bylaws must be looked at and changed so that if a new county wants to have a MG program those volunteers will be independent. NMSU oversight should be confined to note taking and record keeping. The only time they should intervene is if a chapter drifts off university policy.then NMSU should bring them back, otherwise leave them alone NMSU oversight should be concerned with adherence to university policy, and not much more. General discussion: NMSU wants to incorporate every county group separately -- they want to replace our bylaws with theirs. Tennessee has nice documents that could serve as an example for our bylaws. We have two options: (1) can either incorporate and have a tax number or (2) NMSU can keep their money in agent s account if they do not want SCMGs to incorporate. NMSU University has not put anything in writing yet, because there will be a lot of argument if they ignore the point. SCMGs should incorporate as a 501-c3 if NMSU cannot face that we are unincorporated. NMSU gets half of dues but since money comes through us (SCMG) going to NMSU we still have to file taxes. We have too much money to remain unincorporated-we would have to pay taxes. IRS laws say we must incorporate (probably 501-c3) because any organization that brings more than $5000/ year through their doors must account for the revenue by filing tax forms/ paying tax. This applies whether we keep the money or give it to NMSU. A 501-C3 would not have to pay taxes on $5000. Since we create income we should have a 5-year plan so that we are not in violation of IRS. If you bring in over $5000 per year you must file and pay taxes. A 501-c3 corporation can bring in $5000, maybe more, without paying taxes. Texas has 20 counties that are 501-c3 but are still MG programs. Why can t we do that? University wants to be the umbrella for all organization in state including the 501-c3s. We should be shadow 501-c3 and then move into new one. Kelly White may have written the bylaw examples. Even if the copy we have of the national / state bylaws says every chapter must become a 501 -c3 under, it is just a rough draft. Now that we have a copy of rough bylaws, members should let Tom Neiman know of any changes that should be made so he can incorporate them into his notes to take to the March 21/22 NMSU meeting. Eileen Welch(2018 NMMG Conference Steering Committee) has made a flyer to take to the March 21/22 NMSU at Bernalillo County Office on Menaul in Albuquerque about the 2018 NMMG Conference.

3 NMSU wants to be an umbrella organization for all chapters. The Santa Fe and ALBQ. Chapters will be more affected than Sandoval because we are 127S corporation as of March2018 rev bylaws ( see attached) NMSU wants everybody be a 501-c3 Every county in Texas is a 501-c3 Resolved: The Co-Grow project is on the MG website working with dirt list of projects under their new name of CO- Grow New Business Eileen Welch (Publicity Committee Web master co-chair and state conference volunteer) reports: The New Mexico Master Gardeners 2018 Conference budget has no money set aside to buy items that will be sold for fund raising. These items must be purchased from the SCMG general fund. Eileen has listed items and costs for t-shirts and water bottles. See attached sheets. There are two different qualities of t-shirts we could buy, a %50/50 polyester/cotton t-shirt or a %100 cotton t-shirt The cost of ordering 36 of the polyester blend t-shirts is about $11.79/ shirt. The cotton runs about $10.07/ shirt we will sell t-shirts for $20 each. The t-shirts can be sold at 2018 NMMG Conference, Corrales Growers Market and Desert Oasis Plant Clinic. These will be test markets to see if t-shirts will sell. Sizes: We need no children s sizes, we need lots of large and extra-large so we will have med, large, extralarge, and not so many size smalls. It takes 4 weeks to get t-shirts so we need to order them now since we need them by 28 April 2018 for the Desert Oasis Plant Clinic. Also if t-shirts do not get here on time they are free. The total cost for 36 water bottles is $ Bottles are $5.26 apiece. We will sell them for $10.00 and get $4.74 profit for each one sold. The world image logo is from their people. They produced the world map image using art we submitted. Gailen Zody proposes the motion that we buy both: (1) 36 cotton t -shirts and sell them for $20 each and (2) 36 water bottles and sell them for $10 each. The money to purchase the 36 t-shirts and the 36 water bottles will come out of the general fund. Marianne O Sullivan seconds the motion. The motion passes unanimously. Julia Runyan Has purchased 3.5 pots and trays from the fundraising budget. The pots are to be to use for starting seeds to be sold at the plant sale at the end of the intern class. Contact Julia to get some pots Admit the Corrales Family Practice Community Garden on the SCMG projects website as a volunteer opportunity for MGs Proposal by Lynda Walsh, (intern) Cindy Harper, LD Anderson, started the garden, located next to Dr. Alyson Thal s office space. The area is 1/3 acre. Started 6 years ago as a small patio garden run by patients. They are now donating 2600 lbs. of food to St Felix Pantry and hundreds of pounds to Corrales Senior Center. The garden has been funded by grants and donations. This year s expenses are: Annual soil testing $35 Seeds $100 Irrigation tape $75 Amendments $120 Organic matter $150

4 MGs volunteers needed for the busy planting and harvesting season. Also The orchard will expand to 20 trees from the 3 they have now. They will also plant berries and the irrigation system needs redone. Volunteer days are typically Tuesday, Thursday and occasionally Saturday from 7:30-9:00 Am. Volunteers will learn how to plant and when to harvest. Dr. Thal s patients also volunteer. One of the experienced volunteers leads the group. A motion made by Gailen Zody, seconded by Marianne O Sullivan: The Corrales Family Practice Community Garden will be added to the MG projects list and be a source for MG volunteer hours. Linda Walsh will be the chairman/ leader representing Sandoval County Master Gardeners. The motion passed unanimously Proposal by Julia Runyan: Charlotte Wilson (MG), founder of the Waterwise Garden and involved with DeLavy House Garden should receive her lifetime membership posthumously. Her husband, Thomas Wilson (MG) will receive the award. Some plant sale money will go for a bench at Waterwise garden and Rio Rancho may also give $ for a nice bench A motion by Charlene Spiegel: Charlotte Wilson will be awarded her Master Gardener Lifetime Membership, posthumously. Thomas Wilson, her husband, will receive the award. Marianne O Sullivan seconded the motion. The motion passed unanimously Also of note: Tom Neiman - Corrales Growers. Market (CGM): Santa Fe and Albuquerque chapters want to see what we are doing at the CGM, since they are not doing it. Make sure there are people at market when Santa Fe and Albuquerque people show up. The people working at the Corrales Growers Market are not being kept up to date. Dale Padilla (MG) will work with Joe(MG) to send out messages automatically from the system one week before so people who can t work weekends will know what has been done.the CGM is getting a lot of cooperation Albuquerque Water Association has the xeriscape books someone can call them to pick them up.

5 Motion to adjourn: Marianne O Sullivan 2nd: Gailen Zody Passed unanimously BOD Adjourned March 15, 2018 at 2:55 PM Next SCMG BOD Meeting: Thursday, April 19, 2018 at 1:30 PM at Bernalillo Extension Office Conference Room, located at Old Sandoval Court House, 711 Camino Del Pueblo, Bernalillo, NM This will be the last Thursday meeting. Starting in May to the end of the year meetings will be every 3 rd Tuesday, same place, and same time. All persons attending must enter /depart at the front of the Old Sandoval Court House, be signed in, and must sign out on leaving. Persons requiring assistance may call the Extension Office at and let them know you will be needing access

6 March 2018 rev of Bylaws CHAPTER BYLAWS COUNTY EXTENSION MASTER GARDENERS Article One Name The name of this organization shall be County Extension Master Gardeners, hereinafter referred to as a Chapter. The Chapter s office is located at. Article Two - Not for Profit The Chapter is a not for profit organization incorporated under the laws governing New Mexico State University. The Chapter is a charitable, educational, and scientific organization qualified as a n exempt organization under Section 501 (c)(3) of the Internal Revenue Code of As such, it may receive, distribute, and administer funds consistent with its charter and purposes. Nothing in these Bylaws shall conflict with the Bylaws of NMSU s Department of Extension Plant Sciences, College of Agricultural, Consumer and Environmental Sciences, the laws of the State of New Mexico, or the United States of America. Article Three - Purpose The purpose of this Chapter is to preserve, beautify, and improve the environment and quality of life in the community by providing current research-based horticultural information and education to the public. It promotes those practices that lead to healthy plants, landscapes, and people. It embodies the horticultural education objectives of County Extension cooperating with New Mexico State University and the United States Department of Agriculture. Article Four Membership A. Admission Admission to the Chapter as a County Extension Master Gardener, hereinafter referred to as an EMG, requires that the applicant complete an application; be a county resident; have a high school diploma or equivalent; possess a broad interest in horticulture; support the objectives of the organization and the Extension programs of the County Extension; be able to read and comprehend an extensive collection of support materials and reference sources, be computer literate, have access to a computer, and be selected by the Chapter to participate. B. Applicant Training Successful completion of each of the State EMG s required Core Training Modules and initial volunteer contribution hours is required of the accepted applicant for certification. C. Service Requirements Continuing as an EMG in good standing requires annual completion of a minimum number of volunteer service hours and participation in advanced training hours (Continuing Education) as approved by the State Program s Advisory Board and at its discretion. D. Performance Requirements EMG volunteers may not participate in the EMG Program for personal gain or provide commercial recommendations or endorsements. EMGs will provide research-based horticultural information, and educational program assistance in support of the Extension education program. The local Chapter operates through the oversite of County s Extension Agent. The Agent is responsible for oversite of the program management and ensuring the state program standards are being met. The Agent is also responsible for ensuring that t here is monitoring of each EMG s program performance, qualified and minimum volunteer participation, and continuous progress in the EMG s horticultural education.

7 E. Membership Categories: 1. Provisional Membership (Intern status) Provisional membership is granted to EMGs during their training and until their graduation. Provisional members do not have voting privileges. 2. Certified Membership (Veteran status) Certified membership is granted to those persons meeting the following criteria: 1) Completion of the EMG Program s core training modules. 2) Completion of the minimum hours of volunteer service in Advisory Board-approved activities during the first year following their training. 3) Completion of the minimum hours of volunteer and advanced training hours as approved by the Advisory Board in each subsequent year. Certified members have voting privileges. 3. Extenuating Circumstances (In-Active) EMGs who are unable to complete required volunteer hours or advanced training may petition the Agent/Executive Board in writing before the end of the current calendar year citing the circumstances which kept them from meeting the requirements. Extenuating circumstances are defined as reasons of personal health, employment, family matters, or others that may be deemed appropriate by the County Agent/Chapter s Executive Board. Requests for extenuating circumstances will be reviewed and, if approved, will be granted for the year in which the request was made. EMGs retain voting privileges while under extenuating circumstances. 4. Associate Membership An EMG who did not complete their annual approved activities and did not request extenuating circumstances will be placed in Associate membership status for the subsequent year. Failure to complete the requirements for Active status during the subsequent year may result in cancellation of membership. Associate members do not retain voting privileges. 5. Emeritus Membership EMG Emeritus is a special category of membership which can be requested by an EMG in good standing and is bestowed as an honor upon an active member at the discretion of the Agent/Chapter s Executive Board. The requirements to qualify for the designation of Emeritus shall be determined by the State Advisory Board. An EMG Emeritus shall remain on the current membership roster and have all the rights and privileges of a certified member. 6. Transferring EMG Membership EMGs may transfer membership from another county or state by providing proof of membership and good standing under their current organization s bylaws. Once the request for transfer has been made, transferring EMGs will be required to participate in (all or select) modules of the NMSU Program s core training. Transfers into the EMG Program will be on Associate status their first year and must complete the minimum hours of volunteer service in State Advisory Boardapproved activities and complete required training hours during the first year foll owing their transfer. F. Reinstatement Reinstatement of an EMG who has been dropped from membership rolls can be sought by submitting a letter to the Agent/Chapter s Executive Board. The State Advisory Board may be consulted. The EMG Chapter, at its discretion, may reinstate the petitioning member provided that they meet the requirements of an Active Member. Until Active Membership is completed the member is placed on Associate Member status. Article Five State Advisory Board (Mandatory Participation Required) The State Advisory Board is a statewide decision-making body for the purpose of determining state standards for EMG Chapter management, core program curriculum, qualified service activities, and facilitating statewide communication. The State Advisory Board will perform the following functions: 1. Serve in an advisory and support capacity to the County Agent.

8 2. Establish guidelines for training and define volunteer activities that meet the state standards or go beyond those standards. 3. Assist in policy formulation and provide direction for the EMG Chapter. 4. Promote a close working relationship between EMG Chapters, County Extension Agent and University staff. A. Representative Qualifications Any EMG in good standing and with a Chapter history of 2 or more years, shall be eligible for membership on the State Advisory Board. Candidates being considered should have an ability to communicate effectively possess top organizational skills, the ability to work well with people and the means to participate in statewide board meetings. Understanding the vital role of the Chapter Representative in serving as the communication link between the local Chapter, Other Chapters and the University, the representative may be selected by the County Agent, selected by the Chapter s executive board, or elected by the membership. B. Compensation: All State Advisory Board members shall serve without compensation. Special requests for financial assistance may be made to the EMG Chapter, County Agent or State Program Manager. C. Composition of the State Advisory Board All County Agents responsible for an EMG Chapter hold a seat on the board. Each local EMG Chapter has one representative. D. Term of Office of State Advisory Board Members: A County Agent serves until they no longer hold that position in Extension or until their EMG Chapter is disbanded. A Chapter Representative is appointed/elected for two-years and may be re-elected for a second term. Following a 2-year hiatus, they may once again be elected to serve as the Chapter Representative. Article Six - EMG Chapter Executive Board (Optional) A County Agent may work with the local Chapter to instate an Executive Board to oversee and facilitate the day to day operations of the EMG Chapter. A Chapter Executive Board will perform the following functions: 1. Work in tandem with the County Agent responsible for their EMG Chapter. 2. Serve in an advisory and support capacity to the County Agent and Chapter volunteers. 3. Ensure adherence to established state policies and guidelines for management, training and project activities and provide the necessary leadership when going beyond these standards. 4. Provide for representation on the State Advisory Board. 5. Assist and protect local initiatives unique to the EMG Chapter. 6. Promote understanding and close working relationships between Chapter Volunteers, the County Extension Agent/Staff, the State Program Manager, and University Specialists/Staff. A. Representative Qualifications: All EMGs in good standing and with a Chapter history of 2 or more years, shall be eligible to serve on the Executive Board. Candidates being considered should have an ability to communicate effectively, have excellent organizational skills, the ability to work well with people, a working knowledge of the EMG Chapter and its history and the For Revie 5 capacity to participate the scheduled board meetings. The Executive Board is free to choose the platform for meeting that works best. (e.g., in person, by e - mail, conference call, etc.,). They are also free to choose the number of meetings per year required to adequately and appropriately manage chapter activities. B. Compensation:

9 All Chapter Executive Board members shall serve without compensation. C. Composition of the Board: A minimum Executive Board will consist of the County Agent, a President (Chair/Coordinator), Vice President (Co-Chair/Co-coordinator) and Secretary/Treasurer. The Vice-President (Co-chair/Co-coordinator) will automatically serve as President (Chair/ Coordinator) following the end of the President s term. D. Terms of office for Executive Board Members: The term of office shall be a two-year term with possible re-election for one more term. No member shall serve more than two consecutive terms. Members shall be eligible for possible re-election after a three-year hiatus. E. Elections: Elections shall be held each November for the following program year with nominations being announced one month prior to election. All EMGs in good standing are eligible to vote in the election. A 2/3 majority is required. F. Write-in Candidates: Candidates for office may be written in on the official ballot. All those, written-in by members, must meet the qualifications of Article Six, Sec. A. and be willing to serve. G. Nominating Committee or Nomination by the general membership: The Nominating Committee shall consist of the County Agent and Executive Board members whose terms are ending. The Nominating Committee shall be activated at the August Executive Board meeting. A request for nominations shall be made of the membership prior to the September bo ard meeting. The Nominating Committee shall submit to the board in September all qualified nominations to fill vacancies on the board for the following year. The Nominating Committee will also submit Executive Board officer nominations to be voted on by the Board at the November board meeting. General elections for new board members are to take place in November. All active members are eligible to vote in the general election with a 2/3 majority vote being required to elect. H.Appointments to vacated positions: The County Agent/Chair of the Executive Board shall upon receipt of a resignation of any board member, appoint at their discretion, a member in good standing to fill the unexpired term. I. Requirement for Continuing Service as an Executive Board Member: A member of the Executive Board who has had three or more unexcused absences from For Revie 6 scheduled meetings during any one calendar year, will be subject to review by the remaining members of the Board as to action to be taken. Action by the Board may be to excuse the absences or, if circumstances warrant, the member may be dropped as a member of the Executive Board. In the event a member is dropped, the provisions of Article Five, Paragraph H, will apply. J. Financial Remuneration No part of the net earnings of the Chapter shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the Chapter shall be authorized and empowered to pay reasonable compensation for services rendered, and to make payments and distributions in furtherance of the purposes set forth in Article Two. No substantial part of the activities of the Chapter shall be the carrying on of lobbying, or otherwi se attempting to influence legislation, and the Chapter shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of these articles, the Chapter shall not carry on any other activities not permitted to be carried on by a corporation exempt from Federal income tax under section 50l (c) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law). Article Seven Officers A. The Chapter s Executive Board

10 At its November meeting shall elect at the very least a President/Chair, VicePresident/Co -Chair, Secretary and Treasurer (*the office of Secretary and Treasurer may be held by the same volunteer.) President/Chair/Coordinator Shall call, in writing ( included), all special meetings Shall preside over all meetings Shall serve as a signatory on financial accounts Vice-President/Co-Chair/Co-Coordinator Shall preside in the absence of the Chair Shall chair the Project Review Committee *Secretary Shall keep a journal of all the Chapter s proceedings and correspondence *Treasurer Shall Provide financial oversight Shall be the primary signatory on financial accounts County Agent Shall attend the Executive Board Meetings Shall be a signatory on financial accounts and be provided with the monthly statements of all accounts B. Standing Committees: As needed, standing Committee Chairs shall be appointed by the Executive Board Chair with the approval of the board. Chairs are a two-year appointment, may be reappointed for an additional two years, and shall not exceed a total of 4 years. C. Ad Hoc Committees: The Chair, with the approval of the Executive Board, shall appoint any committee deemed necessary to achieve the objectives of the Chapter. D. Meetings: The Executive Board shall meet no less than every other month at a time designated by its officers and shall use a format accessible and agreed upon by all members. E. Special Meetings: Special meetings may be called at the discretion of the Chair. Members must be notified in writing ( qualifies) of a special meeting. G. Accountant An Accountant may be hired to: 1) serve an unspecified number of years as determined by the will of the Executive Board and the agreement of the appointed person, 2) manage the financial transactions and business of the organization 3) keep a record of all financial transactions, and 4) be responsible for preparing monthly financial reports for the Executive Board. Article Eight - Dissolution of the Corporation: If at any time, dissolution of the Chapter is required, the dissolution and financial windup will be done consistent with applicable federal and New Mexico state laws governing not for profit corporations in the state of NM. Any monies held in the Chapter s financial accounts are to be forwarded to the State Program Manager and will be held by the Extension Plant Science Department for the use of the State EMG Program. Article Nine Proceedings Meetings shall be conducted in accordance with the current edition of Robert s Rules of Order, Revised. Article Ten - Amendment and Revision These Bylaws may be amended at any meeting of the State Advisory Board, provided a notice of changes in writing is given to the Advisory Board members ten days prior to the date set for

11 action. Amendment of these bylaws requires a two-thirds (2/3) vote of the Advisory Board members. Rev. March 2018 New Mexico StateUniversity is an affirmative action/equal opportunity employer and educator. NMSUand theu.s.department of Agriculture Cooperating