III. Duties and Responsibilities of JCMGF Officers [Ref: Article IV, Articles of Incorporation]

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1 Jefferson County Master Gardener Foundation Board Handbook January 4, 2018 I. Introduction This Handbook outlines policies and procedures specific to the Jefferson County Master Gardener Foundation (JCMGF). It is an official supplement to documents with higher precedence. While every effort is made to be consistent, in case of a conflict between any of these sets of rules, the order of precedence shall be, from highest to lowest: Federal and State law and regulation, WSU Master Gardener Program Handbook, JCMGF Articles of Incorporation, JCMGF By Laws, and this Jefferson County Master Gardener Foundation Board Handbook. The JCMGF is a chartered chapter of the Master Gardener Foundation of Washington State (MGFWS) and is a registered 501 3C charity by the state of Washington (registration number #21373). The MGFWS works closely with the WSU MG Program Leader on statewide issues. JCMGF selects one representative from our Foundation to represent us on the Board of the MGFWS. We participate in the MGFWS annual conference and contribute to its fundraising raffle. We nominate people or programs for MGFWS awards and recognitions. The JCMGF Board maintains this Handbook and will update it from time to time as required. Please report any conflicts or concerns to any member of the Board. II. Foundation Meetings A. The JCMGF Board meets on the first Thursday of every month from 6 pm to 8 pm. Exceptions will be announced at least one week prior to the first Thursday of every month. B. There is a general meeting of the Foundation membership from 3 pm to 5 pm, the second Thursday of each month. Exceptions may be in months of May, June, July, and August when evening meetings, or picnics may take place to enable those to come to meetings who work during the day. A social gathering will be planned for December. 2 C. Exceptions to the usual times will be sent out in advance to the membership. Foundation meetings are open to the public, and are roughly composed of an hour of presentation and an hour of business. III. Duties and Responsibilities of JCMGF Officers [Ref: Article IV, Articles of Incorporation] A. The Chair will provide leadership and perform organizational functions for the Foundation. These duties include but shall not be limited to: 1) Lead all regular and special meetings of the general Foundation membership and of the Board 2) Establish and distribute the agenda for each meeting with notice of the time and place of the meeting at least five days before each meeting (unless urgency justifies less notice.) 3) Plan for continuous process improvement.

2 4) The Chair will not lead meetings of committees or programs unless the Chair is also the chair of that program or committee.5) The Chair will appoint a Nominating Committee Chairman at the September Board meeting. B. The Co Chair shall work closely with the Chair and be prepared to step in for the Chair whenever requested by the Chair or otherwise necessary, for example, when the Chair is absent. The co chair shall supervise/oversee Communications. These duties include but shall not be limited to: 1) By February 1st of each year, create and maintain a current and accurate calendar of Foundation and relevant WSU events for the Foundation 2) Perform a monthly review of the Foundation website and report any changes or necessary updates to web chair 3) Perform a monthly check of the Foundation blog (located on the website) and suggest changes as necessary to blog chair 4) Answer s from the general public that come into the website at least once a week 5) Publicity chair. C. The Secretary shall perform all Foundation wide secretarial functions for the Board. These duties include, but shall not be limited to: 1) Record notes for each Board and Foundation meeting 2) Render notes into a draft of the official minutes and distributes electronically to all Board members within a week of the meeting 3) Obtain an electronic editing and approval from the Board members of the minutes of their meeting 4) Prepare and handle Foundation correspondence, including speaker, volunteer and other thank you letters 5) Organize and maintain all Foundation non financial records 6) Keep a hard copy notebook of all minutes, meeting handouts, correspondence etc. and bring it to all meetings. D. The Treasurer shall oversee and be responsible for and maintain all financial records for the Foundation. Because Quicken is used to maintain these records, a working knowledge or a willingness to learn the Quicken program is required. These duties include but shall not be limited to: 1) Prepare and present a proposed budget to the Board for approval no later than the February Board meeting 2) Issue all payments and receive all revenues.

3 3) Prepare and present a Treasurer's report at each regular Board and Foundation meeting. 4) Compute and distribute semi annual contributions to WSU and JCMGF programs as outlined in Section 11 of this document entitled "WSU Contribution." 6) File the Washington State Nonprofit report annually no later than 7/31 of each year. 7) File IRS Form 990 N annually no later than 5/15 of each year. 6) Support performance of an annual review of foundation financial records. 8) Oversee the transition and/or training from one Treasurer to the next.. IV. Board of Directors Nominating Committee: Elections are held each November. A Nominating Committee composed of at least two Foundation members is appointed by the Board to canvas the membership and recruit nominees for elected leadership roles. The slate of nominees is published in October, either in the newsletter or via the ListServ, for a vote of the membership attending the November Annual Meeting. All officers and board members should make every effort to: Attend monthly board meetings Attend monthly foundation meetings Attend foundation events Read and retain a copy of the Foundation Handbook By laws and Articles of Incorporation before their term begins Act as a leader and mentor to other Foundation members Read and respond to s in a timely manner Keep a notebook of their position that can be transferred to the next person occupying that position Update the board, and if pertinent the Foundation general membership, about the activities of their job each month. The Board has nine voting members and three non voting members. The voting members are four officers and five directors at large. The WSU Jefferson County Extension Director is, ex officio, a nonvoting member of the Board as is the WSU Master Gardener coordinator. The third and fourth nonvoting members shall be an interns, chosen from and by the two most recent Master

4 Gardener class upon completion of the course. (S) he shall serve to facilitate communication and involvement between the interns and the Foundation. The term will last for two years. Even numbered Board positions are elected in even numbered years and odd numbered Board positions are elected in odd numbered years; both serve the 2 calendar years following their election. To insure a smooth and informed transition from old to new board members, each odd numbered board member will share duties with an even numbered board member. Each pair will maintain a notebook of their work. For example, the program positions will note speakers, their contact information and subject matter for reference for subsequent members holding this position. Positions #1 and #4 will work together with similar duties; Positions #2 and #5 will work together with similar duties; Position #3 and the intern will work together with similar duties. Board Position #1 and Position #4 Meetings 1) Reserve the room space for Board and Foundation meetings. 2) Coordinate with VP on the meeting days and times on our calendar and with the treasurer for payments 3) Organize (or oversee organization of) Foundation meeting programs. 4) Organize (or oversee organization of) Foundation meeting treats 5) Organize (or oversee organization of) Foundation meeting room set up/clean up. 6) Position #1 will also act as the representative to the State MG Foundation, with attendant duties. Board Position #2 and Position #5 Committee Oversight 1) Supervise/oversee chair people and the work of all committees. 2) Create and maintain an active list of Foundation committees and the chairmen for each. 3) Check in with active committee chairs before each board meeting and give the board a monthly status update Board Position #3 and Intern Position Social Aspects 1) Facilitate Foundation social events such as the summer picnic and holiday party 2) Field trips organize, or oversee organization, of one of two field trips a year. 3) Review membership list with MG coordinator. V. Communications

5 A. The Jefferson County WSU Master Gardener Program has shifted to paperless, electronic communications. Members of our MG community are expected to have access to and to provide an address that they check often enough to keep up with what s going on. B. General broadcasts to the membership are made via the weekly e newsletter produced by the WSU Master Gardener Coordinator. Alternatively, the Foundation keeps a separate membership spreadsheet for use in announcing meetings, field trips, and other news. D. Rules for Use of our Foundation contact list: 1) may not advocate for anything political, e.g., candidates, initiatives, campaigns. This contact list is a Foundation resource, provided to enable us to effectively complete our mission, and should never be used to advocate that individuals protest or contest a decision made by any local, state, county or federal government agency. 2) The contact list may not be used to endorse any specific commercial products or services, including products or services available from YOU. It is not to be used for personal business or oneto one . 3) The contact list may not be used to forward notices of, or comments on, events or products unless a context statement is provided. This could be as simple as, I saw this advertisement, read this book, etc., and feel that this content may be of interest to the group. This statement converts the message from being an advertisement to becoming a person s viewpoint. It has therefore become clear that this is not an endorsement on the part of WSU. Comments on books, television shows, etc. (even those on public television or radio) should NEVER be forwarded without some form of context statement. 4) Any recommendations made via the contact list should be subject to the same standards of accuracy, and just as based on current scientific knowledge, as would apply to Plant Clinic. 5) Replying. If you receive an via the contact list and wish to reply to the sender of that , do so by the usual method of clicking the "Reply" button. Please do not use the "Reply To All" button, as that will send your message to everyone on the contact list. Alternatively, send them a totally separate . E. All external communications will comply with WSU guidance on using the WSU brand. See the WSU Master Gardener Volunteer Handbook and website for more information on the WSU brand. VI. Program and Committee Management Committee chairs shall develop and maintain handbooks with specific information relating to their program or committee. These handbooks will be passed down to incoming leaders and shared as

6 appropriate with people working on the program or committee to provide needed historical information to continue the activity in the future. A. Each chair is expected to give the Treasurer a budget request covering their activities during the fourth quarter of the year. The amount is usually close to what was actually used the previous year. The Treasurer will evaluate all budget requests and present a recommended JCMGF budget to the Board, annually, for approval. B. Requests for non budgeted expenses must be presented to the Board for approval. These requests will be evaluated on a case by case basis. C. Travel expenses are generally not reimbursable. Extraordinary travel expenses may be reimbursed, but only when pre approved by the board on a case by case basis. If approved, claims providing actual mileage, expenses and receipts should be submitted to the Treasurer within a month after the travel occurred. MG volunteers are expected to take reasonable efforts such as car pooling, to minimize expenses. (Board decision April 2, 2015) D. Once the Board approves the annual JCMGF budget each chair is expected to accomplish the goals of the program or committee within the planned budget. Board approval must be obtained to exceed the approved budget. Significant emergent expenses (Over $200) require Board pre authorization. E. Two people will count all monies (e.g., cash, checks, credit or debit charges) received before those monies are transferred to the Treasurer. F. Leaders need to plan and control the work of, and expenditures by, everyone working on their program or committee, and should approve the payment or reimbursement of expenditures before the requests are forwarded to the Treasurer. G. Every chair is asked to Board positions #2 and #5 a brief monthly report providing an update on program or committee activities, even if the report is no activity this month. These reports should be prepared in time to be reviewed by the Board before each regular Board meeting. They can also be provided to the newsletter editor for inclusion in the newsletter if desired. H. Property Management: JCMGF has equipment that needs to be looked after. Two people working together are responsible for a system for Master Gardeners to sign out and return JCMGF equipment. I. Merchandise Management: One person is responsible for maintaining an inventory and managing the sales of Master Gardener related merchandise. 11. Miscellaneous Procedures Friends of Master Gardeners. Non Master Gardeners may join Friends of Master Gardeners by applying and paying an annual fee. A Friend of Master Gardeners has no vote in Foundation matters,

7 and has no training or service requirements, but is welcome to receive electronic communications and attend meetings and continuing education programs. Attendance Rosters: Identifying who participates in what is important for a number of reasons. There should be a roster completed to record the names of all people who volunteer or participate in each Master Gardener activity, including meetings, field trips, and continuing education. The Foundation needs to know how many Foundation members attend each general meeting to establish whether a quorum is present. WSU uses rosters of participants to document liability coverage provided by the University. See the WSU Master Gardener Program Volunteer Handbook (page 13 14) for a discussion of liability and insurance coverage. If a person who is not a WSU MG participates in a Master Gardener program (e.g., helping with Secret Garden Tours) they must complete a WSU MG Program Liability Waiver. Sign up sheets should be passed around at every informal or drop in meeting, and turned into, or a copy provided to the Foundation Secretary. Events Calendar: The WSU receptionist maintains the events calendar on the WSU website so complete details should be ed or delivered to the WSU office receptionist with a request to post by a certain date. CC the MG Coordinator with your request. The Foundation Website. The Foundation website is maintained as a separate entity from the WSU website, though there is overlap on some of the postings. Visit it at 9 Contact the Webmaster with any suggestions for content to be posted or if any changes or corrections are needed. Keys: The WSU Volunteer MG Program Coordinator holds a key to the WSU office. If the Coordinator is unavailable, the keys should be passed on to a Foundation officer for that period. The keys to Foundation storage unit are kept by the merchandise Chairperson and by Coordinator at the WSU offices. The post office box keys are kept by the treasurer and by one officer, as selected each year. Using the WSU Office Photocopier: If copies are needed ask the MG Coordinator for assistance. Using a Commercial Printer Service: If commercial photocopying or printing is required, the Program or Committee leader must know what it is going to cost before the work is done to ensure the expense is authorized and within budget. Property and Merchandise Management: One person and a back up will be responsible to maintain a list of JCMGF property (other than merchandise for sale) and to insure that sign out and return of all

8 property is recorded. One or two people will be responsible for purchasing, storing, maintaining inventory control, selling and accounting for all JCMGF merchandise for sale. WSU Contribution: JCMGF will maintain a minimum balance of $15,000. Funds in excess of this amount will be disbursed to WSU Jefferson County Extension (75%) and JCMGF Programs (25%). On March 31 and September 30 of each year the treasurer will calculate the allocations and payment will be made to WSU within seven days. Allocations for JCMGF will be held in a liability account until used for approved JCMGF programs. (Board decision, March 5,, 2015)