LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener...
Transcript of LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener...
![Page 1: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/1.jpg)
LITTLERIVERBASINMASTERGARDENERASSOCIATION
(MilamCounty)
POLICIESANDPROCEDURESMANUAL
TexasA&MAgriLifeExtensionService
EducationalprogramsoftheTexasA&MAgriLifeExtensionServiceareopentoallpeoplewithoutregardtorace,color,sex,religion,nationalorigin,disability,age,geneticinformation,veteranstatus,sexualorientation,orgender
identity.
This manual was approved February 21, 2018; updated September 15, 2018
![Page 2: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/2.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
2
Foreword
TheLittleRiverBasinMasterGardenerAssociation(LRBMGA)PoliciesandProceduresManual(PPM)servesastheoperatinghandbookfortheAssociation.Itisbaseduponthefollowingdocuments:
- LittleRiverBasinMasterGardenerAssociationBylawsasadoptedonFebruary21,2018.
- TexasMasterGardenerManagementGuide,rev.Feb.2006
- A&MAgriLifeExtensionYouthProtectionsStandards
- A&MAgriLifeExtensionBestPracticesFinancialResourceManagement- WrittenguidelinesfromMasterGardenerAssociationsinTexas
![Page 3: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/3.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
3
TABLEOFCONTENTS
ForewordTableofContentsChapter1 VisionandMissionStatementsChapter2 GoalsandObjectivesChapter3 Policies&ProceduresManualChapter4 UseoftheTexasMasterGardenerTitleChapter5 Membership
A. CertifiedTexasMasterGardenerB. ActiveNotCertifiedMemberC. InternsD. StudentsE. InactiveMembersF. ReinstatementsG. Transfers–TexasCountytoCountyH. TransfersfromAnotherStateI. OrientationofNewMembersJ. MembershipMatrix
Chapter6 CertificationStandards
A. RequirementsforCertifiedTexasMasterGardenerB. RequirementsforActiveNotCertifiedMemberC. RequirementsforMovingfromInterntoCertifiedMasterGardenerD. StudentGraduationtoInternE. MoreInformation
Chapter7 VolunteerServiceandContinuingEducationHours
A. ReportingVolunteerandContinuingEducationHoursB. DefinitionofApprovedVolunteerHoursC. ApprovedContinuingEducationHoursD. TravelTimeE. ContactsF. NewVolunteerHoursReportingSystem–CheatSheet
Chapter8 CriminalBackgroundChecksand4-HConnectEnrollmentChapter9 Dues,MembershipPins,andNameBadges
![Page 4: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/4.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
4
Chapter10 Meetings A.GeneralMeetingProcedures B.BoardofDirectorsMeetingProcedures C.SpecialMeetingProcedures D.CommitteeMeetingProceduresChapter11 BoardofDirectorsChapter12 OfficersDutiesandResponsibilities
A.DutiesofAllOfficers B.President C.FirstVice-President D.SecondVice-President E.RecordingSecretary F.CorrespondingSecretary G.Treasurer
H.Historian I.BoardMember-at-Large J.ImmediatePastPresident
Chapter13 CommitteesandProjects
A. GeneralB. CommitteeListC. BylawsandProcedureCommitteeD. MarketingandMediaCommitteeE. AuditCommitteeF. NominatingCommitteeG. ProgramCommitteeH. HospitalityCommitteeI. JuniorMasterGardenerCommitteeJ. TriangleDemonstrationGardenCommitteeK. ButterflyGardenCommitteeL. FundRaisingCommittees
1. PlantSaleCommittee2. RoseSaleCommittee3. RaffleCommittee
M. ProjectsChapter14 SpecialReportsAppendix1 AssociationFormsAppendix2 TimelineofActionsandReports
![Page 5: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/5.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
5
Chapter1:VisionandMissionStatements
VisionStatement
LRBMGA’svisionistoberecognizedasthepremierhorticulturalresourceinMilamCounty.
MissionStatement
LRBMGAisaTexasAgriLifeExtensionServicesponsoredorganizationoftrainedvolunteereducatorsdedicatedtoexpandinghorticulturalknowledge
intheMilamCountyCommunitythroughoutreach,consulting,teaching,anddemonstrationprojects.
Revised10-17-2008
![Page 6: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/6.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
6
Chapter2:GoalsandObjectives
A. Todevelopagroupofwellinformedvolunteerswhocanprovideeducation,outreach,andservicetoMilamCountyresidents.
B. TorecruitnewparticipantsintotheMasterGardenerprogramandtocoordinateandfundthebestavailabletrainingforthoserecruits.
C. ToassistandextendthereachoftheTexasA&MAgriLifeExtensionServicethroughoutMilam
Countybyprovidingeducationalprogramsinhorticulture,gardening,andotherrelatedtopicstovariousgroupsandorganizations.
D. Toanswerhorticulturalquestionsandinquiriesbyphone,email,articleswrittenformediapublication,andothermethodsofcommunicationwiththepublic.
E. Todevelopandenhancecommunityprojectsrelatedtohorticulture,includingcommunityand
demonstrationgardens.
F. ToidentifyanddevelopvolunteeractivitiesandprojectsthatfurtherthemissionofboththeorganizationandtheTexasA&MAgriLifeExtensionService.
G. ToestablishandmaintainaJuniorMasterGardenerprogram.H. TomaintainaviableSpeaker’sBureauresponsivetotherequestsofcommunitygroupswithin
MilamCounty.I. TonetworkwithotherTexasMasterGardenerstoexpandcontinuingeducationopportunitiesfor
LittleRiverBasinMasterGardenerAssociationmembers.J. TorecognizeexemplaryLittleRiverBasinMasterGardenerAssociationmembersfortheir
volunteerserviceandleadership.
![Page 7: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/7.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
7
Chapter3:PoliciesandProceduresManual
A. TheLittleRiverBasinMasterGardenerAssociationPoliciesandProceduresManualservesastheoperatinghandbookfortheLRBMGA.ThismanualisintendedtodefineanddocumentLRBMGApoliciesto:1. Maintainacurrentandeasilyaccessibleguidetoallpoliciesandprocedures.2. Facilitatecontinuityofoperationregardlessofchangesinofficersandcommittees.3. Ensuretheperiodicreviewandupdatingofallpoliciesandprocedures.
B. InitialVersionofManualwassubmittedbytheBylawsandProceduresCommitteetotheBoardof
Directorsfordiscussionandapproval,thentothegeneralmembership.ItwasapprovedbythemembershiponFebruary21,2018.
C. AmendingtheManual
1. AnyLRBMGAcertifiedmembermaypresentanewpolicy,procedure,oraproposedchangeinwritingtotheBoardofDirectors.
2. TheBylawsandProceduresCommitteewillreviewtheManualannuallyinSeptembertoidentifyanyneededchanges,additions,orclarifications.
3. TheBoardofDirectorsmayrecommendapprovalofnewpolicies,proceduresorchangestotheManualby:a. Emailingrecommendedpolicies,procedures,orchangestothemembershipatleastfive
daysbeforethenextgeneralmembershipmeetingandpresentthosepolicies,procedures,orchangesatthemeetingforapprovalbythemembership.
b. Approvalrequiresasimplemajorityofthevotingmembership.4. IftheBoardofDirectorsdeterminestheManualrequiresaneditorialupdate,change,or
clarification,theBoardmayapproveitaslongasitdoesnotsubstantiallychangeacurrentpolicyorprocedure.TheBoardmayapproverevisionsattheirmonthlymeetingbyasimplemajorityvotewithouttakingittothemembership.(Example:Changingthename-TexasAgriLifeExtensionServicetotheTexasA&MAgriLifeExtensionService)TheBoardwillposttheamendeddocumenttotheLRBMGAwebsiteandnotifythemembershipviaemail.
D. TheLRBMGABylawsprevailinanyconflictbetweentheManualandtheexistingLRBMGABylaws.
E. Membershipshouldunderstandthepoliciesandproceduresareguidelinesbywhichtheorganizationoperates.Instancesofnaturalorman-madedisastersoroutsideinfluencesmaycallfortheBoardtoactontheirowninitiativewithintheintentofthepoliciesandproceduresonacase-by-casebasis.TheseactionswillbemadeamatterofrecordintheBoardmeetingminutes.
![Page 8: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/8.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
8
Chapter4:UseoftheTexasMasterGardenerTitle
A. OnlycertifiedmemberscanusethetitleofTexasMasterGardenerorLittleRiverBasinMasterGardener.
B. WhenanindividualceasesactiveparticipationintheMasterGardenerprogram,theindividual’s
certificationasaTexasMasterGardenerbecomesvoid.
C. ThetitleofTexasMasterGardenerorLittleRiverBasinMasterGardenermaynotbeused:1. Inadvertisingorforotherbusinesspurposeswheretheindividualisusingthetitlefor
personalorbusinessgain.2. MembersmaynotdisplaycredentialsorgivetheappearanceofbeingaTexasMaster
GardenerorLittleRiverBasinMasterGardenerataplaceofbusinessforpersonalgainorbusinessgain.
D. Violationofthepolicyconcerningtheuseofthetitleisgroundsforremovingthecertificationofa
member.ThiswillbehandledbytheMilamCountyExtensionOffice.E. TexasMasterGardenersmaynotimplyendorsementofanyproductbyeithertheTexasMaster
GardenersorTexasA&MAgriLifeExtensionServiceunlessthatproducthasofficiallyreceivedendorsementbyTexasA&MAgriLifeExtensionService.
F. TexasMasterGardenersintheRoleofaMasterGardener:
1. Maynotimplyendorsementofaplaceofbusiness.2. Mayshowappreciationtoabusiness;however,recommendationsofabusiness,their
products,etc.cannotbedone.3. Mayonlyrecommendaparticulartypeofbusinessorproductbyprovidingalistofleastthree
differentbusinessesorsourcesforproducts.4. Mayspeakbeforegroupsatindividualnurseriesorotherplacesofbusiness.5. Mayusebusinessfacilitiesforcontinuingeducationclassesorforfieldtrips.
G. AtactivitieswhereinformationisdistributedbytheLittleRiverBasinMasterGardeners,
literature,catalogs,andflyersondifferentnurseries,seedcompanies,andothervendorsmaybeofferedtothepublicaslongasitisclearthatnopreferentialtreatmentisbeinggivenandmorethanonebusinessisrepresented.
H. TexasMasterGardenerswhospeaktovariousgroupsmayacceptunsolicitednominalgifts.I. Itispermissibletoaccepta“MasterGardenerDiscount”onproductsandservicesofferedby
variousbusinesses.Discountsshouldneverbesolicited.
![Page 9: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/9.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
9
Chapter5:MembershipA.CertifiedTexasMasterGardener.
1. ATexasMasterGardenerisamemberwhoiscertifiedbytheTexasA&MAgriLifeExtensionServiceaftersuccessfulcompletionoftheStudentandInternprogramsandwhohasmettheinitialcertificationand/orrecertificationstandardssetforthinthismanual.
2. Certifiedmembersareactivememberswhopayannualduesandhavevotingprivileges.3. CertifiedmembersaretheonlymembersallowedtousetheTexasMasterGardenertitle,
representtheLRBMGA,andoccupyBoardofDirectorsandcommitteechairpositions.4. Certificationyearscountwhencalculatingthenumberofqualifyingyearsformembershippins.
B.ActiveNotCertifiedMember.
1. AnactivenotcertifiedmemberisapreviouslycertifiedmemberwhoiscommittedtostayingwiththeLRBMGAprogrameventhoughtheycannotrecertifyinagivenyearduetoextenuatingcircumstances.Thesemembersmayattendmeetingsandaccumulatevolunteerhourswiththeexpectationofbecomingacertifiedmember.
2. Activenotcertifiedmembersmustpayduesandtheymayvote.TheycannotrepresenttheAssociationorusetheTexasMasterGardenertitle.Thesemembersmayserveoncommitteesandassistwithspecialprojectsunderthepurviewofacertifiedmember.
3. Amembermaynotholdthisstatusformorethan2years,althoughtheBoardofDirectorsmayextendthistimeframeattheirdiscretionbasedonextenuatingcircumstances.
4. Activenotcertifiedyearscountwhencalculatingthenumberofqualifyingyearsformembershippins.
C.Interns.
1. Internmembersareindividualswhohavecompletedthebasic50-hourtrainingcoursebuthavenotcompletedthe50-hourvolunteerrequirement.Internsareexpectedtocompletethevolunteerrequirementbytheendofthesamecalendaryeartheyattendedthetraining.
2. Ifaninterndoesnotcompletetherequirednumberofhourstobecomecertifiedbytheendofthefirstcalendaryear,heorshemaysubmitarequesttotheBoardforanextension.Therequestmustclearlystatetheextenuatingcircumstanceswhycertificationcouldnotbemet,aswellasatargetdateforcompletion.Anyinternwhodoesnotrequestthisexceptionandpayduesfortheupcomingyearwillbedroppedfromthemembershiproster.IftheinternwishestoreturntotheAssociation,heorshemustsubmitawrittenrequesttotheBoardofDirectorsforconsideration.
3. Internmembersmayvote.TheymaynotrepresenttheAssociationorusetheTexasMasterGardenertitle.Thesemembersareencouragedtoserveoncommitteesandassistwithspecialprojectsunderthepurviewofacertifiedmember.
D.Students.1. Studentmembersareindividualswhoareenrolledinthe50-hourtrainingprogramandhave
satisfactorilypassedthecriminalbackgroundcheck.Studentmembersmaynotvoteandarenotrequiredtopayduesthefirstyear.
![Page 10: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/10.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
10
2. Studentswhodonotcompletethe50-hourtrainingcourse,includingmake-upassignmentsformissedclassesandanyassignedhomeworkassignments,willbereleasedfromtheprogram.
E.InactiveMembers.
1. InactivemembersarepreviouslycertifiedoractivenotcertifiedmemberswhodonotplantoparticipateinanyactivitiesoftheAssociationduringthatyearbutwouldliketoremainontherosterwiththeintentionofreturningtotheAssociation.
2. Tobeplacedininactivestatus,amembermustsubmitawrittenrequestoutliningtheextenuatingcircumstancestotheBoardofDirectors.Amembermayremainininactivestatusforupto2yearsbeforeheorshemustbecomeactiveorbedroppedfromthemembership.TheBoardofDirectorsmayapproveexceptionstothispolicyonacase-by-casebasis.
3. Inactivemembersmustpaydues.Aninactivemembermaybecomeanactivenotcertifiedmemberwhileworkingtowardandmeetingrecertificationrequirementsaslongastheyhaveacurrentcriminalbackgroundcheckpriortoparticipation.
4. Inactivemembersmaynotvote,representtheAssociation,orusetheTexasMasterGardenertitle.
5. Inactivemembershipdoesnotcountwhencalculatingthenumberofqualifyingyearsformembershippins.
F.Reinstatements.1. Previouslycertifiedmemberswhohavehadalapsedmembershipandwishtorejointhe
AssociationwillsubmitawrittenrequesttotheBoardofDirectorsrequestingre-entry.Theserequestswillbereviewedonacase-by-casebasis.Ifre-entryisapproved,theBoardwilldecideontheindividual’scertificationrequirements,whichmayincludeanumberoftraininghoursorretakingthetrainingcourse,aswellasvolunteerhours.
2. Onceapproved,thelapsedMasterGardenermustpayduesandsatisfactorilypassacriminalbackgroundcheckbeforeanyvolunteerworkmaybegin.
3. Lapsedyearswillnotbeincludedwhencalculatingthenumberofqualifyingyearsformembershippins.
G.Transfers-TexasCountytoCounty.
1. CurrentActiveMember.AcertifiedTexasMasterGardenerfromanothercountymayrequestatransfertoLRBMGA.ThemembershouldrequesttheCountyExtensionAgentintheCountywheremembershipisactivetoprovidetheMilamCountyExtensionOfficetheinformationlistedbelow.TheBoardwillreviewthesedocumentsanddecidehowmanyifany,additionalhoursorrequirementsareneededforrecertificationandinformthenewmember.Thememberisrequiredtopaydues.TheCountyExtensionOfficeoforiginmustprovidethefollowing:a. ValidationthatthemembercurrentlyholdscertifiedstatusundertheExtensionofficeof
origincounty’sguidelinesandthenumberofqualifyingmembershipyearsasaTMGA.b. Thenumberofvolunteerandcontinuingeducationtraininghoursaccruedthusfarinthe
currentcalendaryearthatcounttowardrecertificationfornextyear.c. Theeffectivedateofthelastapprovedcriminalbackgroundcheck.
![Page 11: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/11.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
11
2. PreviousActiveMember.TheindividualshouldrequesttheCountyExtensionAgentintheCountywheremembershipwasactivetoprovidetheMilamCountyExtensionOfficetheinformationlistedbelow.Oncereceived,theBoardwillreviewtheserequestsandmakeadeterminationonacase-by-casebasis.Ifthetransferisapproved,theBoardwillestablishtheindividual’scertificationrequirements,whichmayincludeanumberoftraininghoursorretakingthetrainingcourse,aswellasvolunteerhours.Theindividualisrequiredtopaydues.Documentsinclude:a. Validationthattheindividualrequestingthetransferholdscertifiedstatusunderthe
losingcounty’sguidelinesandthetimeperiodthiscertificationwasactive.b. Thenumberofvolunteerandcontinuingeducationhoursaccruedthusfarinthecurrent
calendaryear,ifany,thatcounttowardrecertificationfornextyear.c. Theeffectivedateofthelastapprovedcriminalbackgroundcheck.
H.TransfersfromAnotherState.1. AMasterGardenerholdingmembershipinanotherstatewhodesiresatransfertoLRBMGA
willrequesttheExtensionAgentintheStatejurisdictionwheremembershipisactivetoprovidetheMilamCountyExtensionOfficetheinformationlistedbelow.a. Validationthattheindividualrequestingthetransferheldcertifiedstatusunderthe
State’sguidelinesandthetimeperiodthiscertificationwasheld.b. Theeffectivedateofthelastapprovedcriminalbackgroundcheck.
2. TheBoardofDirectorswillmakethefinaldecisiononState-to-Statetransfers.Ifapproved,theBoardwillestablishtherequirementsneededforcertification,ifany,andinformthenewmember.ThememberisrequiredtopayduesandcannotrepresenttheAssociationuntiltherequirementsaremet.TheBoardwillconsiderthefollowingrequirementsfortheindividual:a. PurchaseacopyoftheTexasMasterGardenerHandbook.b. AttendthenextavailableMasterGardenerTrainingCourse.c. Applyforandpassanewcriminalbackgroundcheckpriortovolunteeringd. Completethecurrentnumberofvolunteerhoursrequiredforrecertification.
3. Iftheout-of-statemembershiphaslapsed,thepersonmustgothroughthenormalapplicationprocessandcompletetheMasterGardenertrainingasanewstudent.
I.OrientationofNewMembers.TheLRBMGAprovidesthefollowingtoallnewmemberswhosuccessfullytransfertheirmembershipfromTexasCountytoCountyorfromanotherState.Documentsmaybepaper,email,orelectroniconlineaccess.
1. OrientationbriefingwithanoverviewoftheAssociation.2. Accesstotheonlinevolunteersystem3. CurrentBylawsandthePolicyandProceduresManual4. MembershipList5. Namebadge(LRBMGAwillprovidethefirstbadgeonly)6. Scheduleformeetings
![Page 12: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/12.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
12
J. TheMembershipMatrixisasummaryofthemembershipcategories.
MEMBERSHIPMATRIX
Category RepresentTMGA
HoldOffice
ServeonCommittees
Vote PayDues
Comments
CertifiedTexasMasterGardener Yes Yes Yes Yes Yes
ActiveNotCertified
No No Yes Yes Yes
Activelyparticipatesbutcannotattainenoughhourstorecertifyduetohardship.Normallydoesnotstayinthiscategoryover2years.
Interns No No Yes Yes Duesincludedinregistrationfirstyear
Students No No Yes No Duesincludedinregistrationfirstyear
InactiveMembers
No No No No Yes
SubmitrequesttotheBoard;nomorethan2yearswithoutBoardexception;remainsonroster;doesnotcountAsqualifyingyearsformembershippins.
Reinstatements(PreviousLRBMGAmemberswithlapsedmembership)
Yes
Boardapprovalrequired.Ifapproved,Boarddeterminesvolunteerandtrainingrequirements.Lapsedyearsdonotcountasqualifyingyearsformembershippins.
Transfers–TXCountytoCounty(certifiedmember)
Yes
Providevalidationofcertification&backgroundcheck.
Transfers–TXCountytoCounty(inactive) Yes
Boardapprovalrequired.Ifapproved,Boarddeterminesvolunteerandtrainingrequirements.
TransfersfromAnotherState
Yes
Boardapprovalrequired.Ifapproved,Boarddeterminesvolunteerandtrainingrequirements.
![Page 13: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/13.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
13
Chapter6:CertificationStandards
A. RequirementsforCertifiedTexasMasterGardener1. AnnuallyrecertifyasaMasterGardenerbycompletingalltheserequirements:
a. Completetwenty-four(24)hoursofvolunteerservice.b. Completesix(6)hoursofcontinuingeducationtrainingclasses.c. Attendatleastfour(4)generalmeetings.d. Recordand/orsubmithoursmonthlyasoutlinedinChapter7.Allhoursmustbe
submittedbyDecember31,orsooner,forinclusioninLRBMGA’sAnnualReport.e. Payannualduesof$20bytheDecembergeneralmeetingfortheupcomingyear.f. Applyforandpassacriminalbackgroundcheckeverythreeyears,orasnecessaryto
complywiththeminimumstandardsrequiredbytheState.g. Enrollon4-HConnectannuallyandpaythevolunteerregistrationfeerequired.
2. MemberswhocompleterequirementsinthecurrentyearforrecertificationwillreceiveanannualcertificationpininJanuaryofthefollowingyear.
B. RequirementsforActiveNotCertifiedMember1. Continuetoattendmeetingsandaccumulatevolunteerhourswiththeexpectationof
becominganactivecertifiedmember.2. Payannualdues.
C. RequirementsformovingfromInterntocertifiedMasterGardener.
1. Completeaminimumoffifty(50)volunteerhoursbytheendofthesamecalendaryearastheclasscompletion.
2. Uponcertification,theMasterGardenerreceivesacertificate,anamebadgeandacertificationpin.
D. StudentGraduationtoIntern
1. ApplyforandbeacceptedintotheTexasMasterGardenerTrainingProgram2. Applyforandpassthecriminalbackgroundcheck3. Completeaminimumoffifty(50)hoursofcombinedclassroomandfieldinstruction.4. GraduationtoInternisheldafterthelastscheduledclass,asdeterminedbytheMaster
GardenerClassCoordinator.EachGraduatereceivesagraduationcertificate.E. SeeChapter5formoreinformationonallmembershipcategoriesandrequirements.
![Page 14: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/14.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
14
Chapter7:VolunteerServiceandContinuingEducationHours
A. ReportingVolunteerandContinuingEducation(formerlyAdvancedTraining)Hours1. Membersmustmaintainarecordofandreportallvolunteerhoursworkedandcontinuing
education(CE)hoursearned.Theexceptionismemberswhosignonaprovidedsign-insheetwillhavetheirhoursrecordedintothewebsitebytheSecondVice-Presidentorcommitteechair.Thisistoassureuniformityandaccuracyofvolunteertimegivenduringmeetingsorspecialevents.
2. MembersaretoreporthoursontheVolunteerManagementSystem(VMS)website(www.texas.volunteersystem.org).a. Membersnotabletoentertheirownhoursviathewebsitemaysubmithoursinwriting
eitherinperson,email,orbymailtotheSecondVice-Presidenttoenterintothesystemontheirbehalf.
b. Members’timelyentryofvolunteerhoursandCEhourshelpswithmonthlyandyear-endreportingtotheA&MAgriLifeExtensionAgentandTexasMasterGardeners.
3. Thefollowingguidelinesapplyforreporting:a. ReportVolunteerandContinuingEducationhoursinincrementsoffifteen(15)minutes,
roundedupordown.Forexample,ifthetimeis“1hr.5min.,”report“1hr.”Ifthetimeis“1hr.25min.,”report“1.5hours.”(15min=.25,30min=.50,45min.=.75)
b. Separatelyidentify“VolunteerHours”and“ContinuingEducationHours”onthereportingpage.
c. Membersshouldreportallhoursastheyaccruebutatleastonamonthlybasis.Membersmustsubmithoursforre-certificationbyDecember31.
B. DefinitionofApprovedVolunteerHours1. Volunteersmayreportanyvolunteeractivitythat:
a. PromotestheLRBMGAMissionStatementtoassisttheTexasA&MAgriLifeExtensionServiceinprovidingunbiased,highquality,relevanthorticulturaleducationandservicetothepeopleofMilamCountyandtheStateofTexasthroughoutreach,teaching,anddemonstrationprojects.
b. Teachessafe,effective,andsustainablehorticulturalpracticesthatpromotethedevelopmentofhealthygardens,landscapes,andcommunities.
c. Providesgardeningadvicetofamily,friends,neighbors,etc.d. Advisesindividualsandorganizationsinlayingoutanddesigninggardensandlandscapes.e. Teachesindividualshowtomaintaingardens/landscapes.EXCEPTION:Theongoingmaintenanceofanygarden/landscapeisnotreportablevolunteerhours,unlesstheBoardhasdeemedthegarden/landscapeasanapprovedLRBMGAVolunteerProject.
2. ThecurrentlistofapprovedprojectsispostedontheVolunteerManagementSystemwebsiteunderProjects.Thislistisupdatedasnewprojectsareaddedandoldonesarecompleted.
3. LRBMGAwilldiscussnewprojectsduringmembershipmeetingsandannouncetheminthemeetingminutesorontheLRBMGAwebsite.
4. LRBMGAhighlyencouragesstudentsandinternswhoareworkingtowardsfinalcertificationtoworkonapprovedprojects.
![Page 15: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/15.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
15
5. Ifamemberhasquestionsaboutwhetheraprojectisapprovedforvolunteertime,heorsheshouldcontacttheSecondVice-PresidentorPresident.
6. VolunteerhourscreditedtotheLRBMGAcannotbecreditedtoorfromanothervolunteergrouporprogram.a. Example:Participantsinbusinessmeetings,Boardmeetings,plantsalesorotheractivities
ofanotherorganizationdonotcountasLRBMGAvolunteerhours.b. Exception:Timespentworkingwiththe4-HprogramasrequestedbytheMilamCounty
AgriLifeExtensionAgent.7. LRBMGAconsidersattendanceatmonthlygeneralmeetings,Boardmeetings,orother
committeeorsubcommitteemeetingswhereLRBMGAaffairsarediscussedasapprovedvolunteerhoursformembers,interns,andstudents.
8. LRBMGAconsidersworkonorwithanyLRBMGAcommitteetypefunctionsuchasnewsletters,website,orwritingarticlesfornewspapersasvolunteerhours.
9. LRBMGAconsiderspreparationandresearchforpresentations,workshops,KRXTRadioShow,andothertrainingofbothMasterGardenersand/orthepublicandmakingthosepresentationsasvolunteertime.
10. FoodPreparation:a. LRBMGAconsiderscoordinatingthesetupandsolicitationofvolunteerswhowillbring
foodorotheritemsformembershipmeetingsand/orscheduledsocialsasvolunteerhours.
b. Foodpreparationbyamemberwhohasofferedtobringanitemforamembermeetingorscheduledmembersocialisnotcountedasvolunteerhours.
c. Foodpreparedasademonstrationusingplants(Ex.Herbs,roses,vegetables,etc.)iscountedasvolunteerhours.
11. Itisunderstoodthattheremaybetimeswhenourmembersmaybelimitedbyphysicalrestrictionsinobtainingtheusualvolunteerhours.MembersmaycontacttheSecond-VicePresidentorPresidenttofindoutwhatoptionsmaybeavailable,ifthisbecomesanissue.
12. MembersshouldcontacttheSecondVice-PresidentorPresidentforanyquestionsregardingvolunteerhours.
C. ApprovedContinuingEducation(CE)Hours(formerlyAdvancedTrainingorAT)1. Continuingeducationinthevariousfacetsofgardeningisbothrequiredandacriticalpartof
beingaMasterGardener.Itprovidesanopportunitytofocusonspecificinterests.Lectures,workshops,handsontraining–alltheseareimportantforadvancingourknowledgeandalsoformeetingotherMasterGardenersandthepublic.
2. CEopportunitiesaremadeavailablethrough:a. TexasA&MAgriLifeExtensionServiceb. TexasParksandWildlifec. TexasForestServiced. MasterGardenersponsoredactivitiese. Shortcoursesprovidedbyoutsidegroupsf. On-lineprogramsvia
1) TexasA&MAgriLifeExtensionwebsiteathttp://aggie-horticulture.tamu.edu2) VariousotherprogramsasapprovedbytheAgriLifeExtensionService
![Page 16: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/16.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
16
3. LRBMGAunderstandsthatamembers’accesstocontinuingeducationmaybelimitedbyphysicalrestrictions.MembersshouldcontacttheSecondVice-PresidentorPresidenttodiscusswhatoptionsmaybeavailableifthisbecomesanissue.
4. IfaMasterGardenerisamemberofanothervolunteerorganizationthatdoesnotreporthoursforcredit,gardenrelatededucationalprogramsprovidedbythatorganizationmaycountaseducationhoursfortheLRBMGA.
5. MembersmaynotcounteducationaltrainingsessionsthataretakentocertifyortomeetamembershiprequirementforanothervolunteerorganizationaseducationhoursfortheLRBMGA.Forexample,trainingclassesnecessarytocertifyasaMasterNaturalistwouldnotcountasLRBMGAhours.However,takingaclassinplantidentificationorganizedbytheNativePlantSociety(NPSOT)wouldbereportableeducationhourssinceNPSOTdoesnotrequireanyreportingofhoursortrainingtobeamemberofthatorganization.
6. TrainingforMasterGardenerSpecialiststatusisapprovedCEhours,evenifSpecialiststatusisnotachieved.TraveltimetoandfromthetrainingisnotapprovedVolunteerhoursperSectionD.3.
7. OncecertifiedasaLRBMGA,attendanceatLRBMGAtrainingclasseswhichareusuallyprovidedalongwithgeneralmonthlymeetingsisapprovedCEhours.
8. AttendinganylecturesorworkshopsgivenbyotherMasterGardenerorganizationsisagreatopportunityforanyMasterGardenerwantingtoincreasetheirknowledgeinhelpingtofurtherexpertisewithinLRBMGA.
9. Internsorstudentsattendingtrainingotherthantheinitialinstructed50-hourtrainingclasseswillcountthattimeasVolunteerHoursandmayaccruetraveltime.
10. ShouldtherebeanyquestionaboutthevalidityofhourssubmittedforVolunteerorCEcredit,theSecondVice-PresidentwillsendinformationtotheBoardforreview.TheBoardhasfinalapprovalanddiscretion,underadvisementoftheMilamCountyAgriLifeExtensionAgent.
D. TravelTime
1.Membersmayincludetraveltimetoandfromavolunteereventintheirreportedtime.AlltraveltimeistobecountedasVolunteerHours(ex:2.25hrs.actualtimeatprojectorevent+1hr.travel=3.25hrs.volunteertime)
2.Traveltimereportedisnottoexceedtheactualtimeoftheeventorproject.3.TraveltimeisnotallowedformonthlygeneralmeetingsorContinuedEducationtraining.We
areMasterGardenervolunteers.Assuch,wecompletedin-classtrainingaswellastherequiredcertificationrequirementsandmadeacommitmenttoLRBMGAandtheAgriLifeExtensionService.Thatcommitmentis1)tostayconnectedwiththemembershipviamonthlygeneralmeetingsasoftenaspossibleand2)tocontinuallylearnandgrowbygivingourtimetocontinuingeducation.Therefore,novolunteerhoursfortraveltimeisgivenforthemonthlymeetingsorContinuedEducationtraining.
4.Internsandstudentsareeligibletocounttravelasvolunteerhours,buttraveltimeisnotallowedforattendingclassesinthe50-hourprogram.
![Page 17: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/17.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
17
E.Contacts.TheTMGAasksthatthepublicbecountedandcategorizedonthemonthlyreportsfiled.IntheVolunteerManagementwebsite,youwillnoticethereisasectionlabeled“PopulationServed.”CompletethissectionONLYwhenyouhave“contact”withthepublicandprovidehorticulturaladviceoraprogram.IfitisagroupfunctionwithmultipleMasterGardeners,thissectionistobefilledinbyonedesignatedpersonaftertheeventorprogramtorecordattendancebythepublic.
![Page 18: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/18.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
18
F.NewVolunteerHoursReportingSystem–CheatSheet
**Log-In (First time ONLY)** 1. Go to https://texas.volunteersystem.org/ 2. At the bottom of the page, click on “New User/Password Problems” – this will take you to a
forgotten password page. Enter in the email address you provided for the LRBMGA Roster 3. Click “Receive email to access portal” button.
a. You will receive an email with a temporary password. Copy the temporary password. b. Go back to https://texas.volunteersystem.org/ enter your personal email and Paste
the temporary password. 4. Once you’ve logged in, go in to the “Edit Profile” section and Change Your Password to
something you will remember. (Note: It is toward the bottom of the page. It’s a box that says “Change Password.” After you have chosen a password, make sure to hit the “Save Information” button at the bottom of the page.)
5. From now on, you will log in with your personal email and your password that you chose. Updating Profile Information:
l Add your photo l Enter your interests in the “Other Interests” space l Click “Save Information” when you have finished
![Page 19: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/19.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
19
How To Report New Hours: 1. On the left hand side of the page, click on “Add New
Hours” 2. Enter an Event Description, Event Date, Apply to
Project (drop down menu), and the number of hours. a. Note: There are 2 categories for hours. Please
make sure you either enter Volunteer Hours or Continuing Education Hours.
3. Click on Save Hours at the bottom of the page. You MUST save your hours each time you enter or they are not reported.
*Note: Individuals may enter miles for personal records to be utilized on annual tax returns. For information visit http://www.irs.gov
This information is on the Homepage. You can view Events on the Calendar by clicking link. At this time, we are not keeping the calendar current. You can also view the Member Roster. This is now the location for the current LRBMGA Roster. The Newsletters/Documents section will now have all of the MG forms, for example, the LRBMGA Bylaws.
Viewing Your Reported Hours: 1. On the left hand side of the page, click on “View Your Hours” 2. You will be able to see each event you have added and can export the information in to Excel by
clicking the “Create Excel” button for personal records. 3. MG Coordinator reviews reported hours and may request changes as required.
![Page 20: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/20.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
20
Volunteer Hours Categories: Privacy & Security: The Texas Master Gardener Volunteer Management website is a “secure” website. It has been reviewed by the Texas A&M System (Contracts & Grants division). If you notice the website address, it says “https” – the “s” in the address means that the website is secure. Your personal information will not be shared or accessed by unauthorized users.
Examples of Volunteer Hours:
Adult Education: l A volunteer prepares and/or presents a program as a representative of the Master Gardener Program through the LRBMGA Speaker’s Bureau l Performs an essential task regarding an exhibit, educational program, etc l Provides education in one-to-one consulting - site visit, diagnosis, problem solving l Prepares published printed material – website, news article, publication l Clients Trained – report audience number, ie. 1-neighbor; 8 at Veggie Demo (When reporting hours, it will ask you for ethnicity of your contacts. If you are unable to determine ethnicity, please use the “Unknown” category.) Demonstration Garden: TDG or any other pre-approved garden Continuing Education: LRBMGA programs, garden center seminars, arboretum/botanical garden guided tours, state MG conference sessions, Extension Horticulture programs Media: Website, publicity, television, radio, Facebook, blog MG Administration: LRBMGA Board, Fundraising, Plant Sale Youth/Jr. Master Gardener: Support of a registered Jr. Master Gardener group, Extension sponsored youth program
![Page 21: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/21.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
21
Chapter8:CriminalBackgroundChecksand4-HConnectEnrollmentA. TheTexasAgriLifeExtensionServiceYouthProtectionStandards(YPS)programwasimplemented
toassistinprovidingasaferandmorepositiveenvironmentforyouthandadultvolunteers.TheYPSprograminvolvescriminalbackgroundchecksofall“direct”adultvolunteers18yearsofageorolder.MasterGardenersareconsidered“direct”volunteers.
B. TheTexasMasterGardenerManagementGuiderequiresthat
1. CountyMasterGardenerprogramsconductbackgroundchecksonallMasterGardenervolunteers,interns,andstudentsandthatExtension’sYouthProtectionStandards(YPS)programshouldbeusedforconductingbackgroundchecks.(ThisYPSprogramis4-HConnect.)
2. Backgroundchecks/screeningshouldbeconductedeverythreeyearsforeachMasterGardener.(Thisisaminimumrequirement.)
3. Thecostofthebackgroundcheck/screeningwillbebornebytheindividualvolunteer.
C. ProcessforScreening:1. Students,interns,andallmembersmustenrollintheonline4HConnectsystemandcomplete
theinitialtraining.2. Volunteersmustre-enrollin4HCONNECTannuallytoreactivate(Edit)theirprofile(the
processtakesabout10minutes).3. Guidelineswillbeprovidedtomembershipeachyearondeadlinesandprocedurestore-
activatevolunteerenrollmenton4-HConnect.4. Volunteerswhohavebeenscreenedbyanotherentity,suchastheiremployerorotheryouth
organization,maycontacttheMilamCountyExtensionOfficeforapprovedlistofpriorscreeningentities.
5. Volunteersworkingdirectlywithyouthmaybeassigned,restricted,denied,ordismissedbasedonthisinformationandinformationreceivedfromthecriminalbackgroundcheck.
D. References• Texas4-HandYouthDevelopmentProgramDevelopmentGuide• TexasMasterGardenerManagementGuide• YouthProtectionStandardsRules,GuidelinesandProcedureHandbook--2016-2017
![Page 22: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/22.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
22
Chapter9:Dues,MembershipPins,andNameBadges
A. Dues:1. AllmembersoftheAssociationpayduesasoutlinedinChapter5,Membership.2. TheBoardofDirectorsmaychangetheamountoftheannualduesiftheBoarddeemsit
necessary.Thechangemustbeapprovedbythemembershipatageneralbusinessmeeting.3. Duesare$20.00peryearpermember.4. Annualduesincludethecostofanannualcertificationpin.5. DuesmustbepaidtotheAssociationTreasurerbytheDecembergeneralmeeting.
B. MembershipPins:
1. Internswhocertifywillreceiveaninitialmembershippin.2. Membersrecertifyingeachyearreceiveanannualdatedmembershippin.3. Anniversarypinsareawardedtomemberseithercertifiedoractivenotcertifiedattheirthree
(3)year,five(5)year,andten(10)yearanniversaries.4. TheLRBMGApaysforthesepins.
C. NameBadges:
1. InternswhocertifywillreceiveanofficialLRBMGnamebadgepaidforbytheLRBMGA.2. TransferringmemberswillreceiveanamebadgepaidforbytheLRBMGA.3. Additionalbadgesmaybepurchasedbymembers.Theywillbeorderedbythe2dVice
President.
![Page 23: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/23.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
23
Chapter10:Meetings
A.GeneralMeetingProcedures1. ThePresidentorthePresident’sdesignatedsubstitutewillconductthegeneralmeetings
followingRobert’sRulesofOrder,NewlyRevised.2. MeetingsareusuallyheldonthethirdWednesdayofeachmonth.3. Mostmeetingswillhavetwoparts–aprogram/trainingsessionandabusinessmeeting.4. Aquorumisthemajorityofthevotingmembershippresent.Exceptiontothisisapprovalof
Bylawchanges,whichrequirestwo-thirdsofthevotingmembershippresent.5. TheRecordingSecretaryisresponsiblefortakinganddistributingminutesofthegeneral
meetingstothemembershippromptly.6. Specificactionsthatoccurannually:
a. October:TheTreasurerpresentsannualbudgetforreviewanddiscussion.TheNominatingCommitteepresentstheslateofofficers.
b. November:Themembershipvotesonannualbudgetandtheslateofofficers.Note:Membersmaymakeadditionalofficernominationsfromthefloorwithpriorconsentofthenominee.NomineesmustbecertifiedTexasMasterGardeners.
c. December:NominatingCommitteeconductstheofficerinstallation.7. VotingprivilegesareoutlinedinChapter5,Membership.
B.BoardofDirectorsMeetingProcedures1. ThePresidentorthePresident’sdesignatedsubstitutewillconducttheBoardofDirectors
meetingsfollowingRobert’sRulesofOrder,NewlyRevised.2. MeetingsareusuallyheldonthesecondWednesdayofeachmonth.3. Aspecialmeetingmaybecalledifthereisaspecificpointofbusinessthatrequiresactionby
theBoardthatcannotwait.4. Aquorumisfive(5)votingmembersoftheBoardofDirectors.5. TheRecordingSecretaryisresponsiblefortakinganddistributingminutesoftheBoardof
Directorsmeetingstothemembershipbeforethenextgeneralmembershipmeeting.6. InanemergencywhereameetingofBoardofDirectorsisnotpossibleorexpedient,apollof
theBoardmaybetakenbyemailortelephone.Thevotedactionwillberatifiedatthenextmeetingandenteredintotheminutesofthemeeting.
7. BoardmeetingsareopentoallmembersoftheLRBMGA.C.SpecialMeetingProcedures
1. MeetingmaybecalledatthePresident’sdiscretionorthreemembersoftheBoard.2. Meetingwillbeannouncedtothemembershipbyphone,mailoremailatleastthree(3)days
priortothemeetingdate.D.CommitteeMeetingProcedures
1. Meetingsmaybecalledatthediscretionoftheappropriatecommitteechair.2. ThecommitteechairsshallkeepthePresidentinformedofanyscheduledcommittee
meetings.3. Committeeactionsshouldbedocumentedeitherinminutes,reports,orplans.
![Page 24: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/24.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
24
Chapter11:BoardofDirectors
A. TheBoardofDirectorssupportsthemission,goals,policies,programs,strengths,andneedsoftheLittleRiverBasinMasterGardenerAssociationandtheTexasAgriLifeExtensionServiceandencouragesthemembershiptodothesame.TheBoardmanagestheday-to-dayaffairsoftheLittleRiverBasinMasterGardenerAssociation.
B. AsstatedintheBylaws,thevotingmembersoftheBoardconsistofthePresident,FirstVice-President,SecondVice-President,RecordingSecretary,CorrespondingSecretary,Treasurer,Historian,BoardMember-at-Large,andImmediatePastPresident.
C. Anofficermaybeelectedtothesameofficeformorethanone(1)term,butnomorethanthree
(3)consecutivetermsunlessanextensionisapprovedbymembership.D. DutiesoftheBoardofDirectorsincludebutarenotlimitedto:
1. Authorizesuchcommittees,bothstandingandspecialpurpose,astheBoardshalldeemnecessaryandappropriate.
2. ApproveappointmentsmadebythePresidentforthestandingandspecialpurposecommitteechairs.
3. ApproveauditandnominatingcommitteememberspertheBylaws.4. Meetmonthly,orasnecessarytoaccomplishthebusinessoftheAssociation.5. Identify,welcome,andintroduceguestsatthegeneralmeetings.6. Keepmembersinformedofvolunteerandcontinuingeducationopportunities.7. Evaluatewrittenrequestsforassistanceorforanofficialongoingproject.Annuallyreview
ongoingprojectstodetermineiftheprojectfurthersLRBMGA’seducationalmission.E. MembersoftheBoardofDirectorsareheldtothefollowingminimumexpectations.
1. ShallprepareforandparticipateinBoardandgeneralmeetings.2. ReadandunderstandtheAssociation’sBylawsandPoliciesandProceduresManual.3. SeekandrespecttheopinionsofotherBoardmembers.Supportthemajoritydecision.4. BeactivemembersoftheAssociation.
F. TheBoardofDirectorsmayappointone(1)alternateBoardmemberwhowouldbeabletoattend
allBoardmeetings,andintheabsenceofanyBoardmember,beallowedfullvotingprivileges.
G. RemovalofaBoardMemberAnyBoardmembermaybedisqualifiedfromholdinghis/herelectedpositionbyatwo-thirds(2/3)voteofthemembersoftheBoardofDirectors,providedthat,inthenoticeforsaidmeeting,specificmentionismadethatsuchactionistobeconsidered.
![Page 25: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/25.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
25
Chapter12:OfficersDutiesandResponsibilities
A. Dutiesoftheofficersincludebutarenotlimitedto:1. Supportthemission,goals,policies,programs,andactivitiesoftheLRBMGA.2. ProvideleadershiptothePresidentandBoardofDirectors3. AttendBoardofDirectorsmeetingsasavotingmember.4. PerformotherdutiesasrequestedbythePresident.5. AssistthePresidentwithpreparationoftheagendaforthemeetings.6. Maintaingoodcommunicationwithmembership.7. Maintainawarenessofthemembershipactivities.8. WorkcloselywiththeTexasAgriLifeExtensionServiceAgentfortheimplementationofthe
policiesasapprovedbythemembership.9. ReadandbefamiliarwiththeAssociation’sBylaws,theTexasMasterGardenerManagement
Guide,andthevariousformsandreportsrequiredbyTexasAgriLifeExtensionServiceandtheTexasMasterGardenersAssociation.
10. Createanddissolvecommittees.11. Completethetermcommitmentoftheoffice.Mostofficeshaveaminimumofone-year
commitment.
B. Presidentdutiesincludebutarenotlimitedto:1. ProvideleadershiptotheBoardofDirectorsandmembership.2. PresideatmeetingsoftheBoardofDirectorsandgeneralmembershipmeetings.3. WorkwiththeBoardofDirectorstoprepareagendasforBoardandgeneralmeetings.4. MeetwiththeTexasA&MAgriLifeExtensionServiceAgentasneeded.5. CallspecialmeetingsoftheBoardofDirectorsasneeded.6. ReviewandupdatetheSpeaker’sBureaulistannually.(December)7. EnsurereportsaresubmittedtimelytotheTMGA.(January)8. Evaluateassociationawardnominationsannually.(January)9. Ex-officiomemberwithvotingrightsofallcommitteesexcepttheNominatingCommittee.10. Appointchairsandfillvacanciesoncommittees,asapprovedbytheBoardofDirectors,except
asspecificallyprovidedintheAssociation’sBylaws.(January)11. SignontheAssociationcheckingaccount,alongwithTreasurer.12. Participateintheannualaudit.(January)13. Approveunbudgetedexpendituresupto$250.14. CompletethefollowingdutiesinJanuary:
a. Selectoneormorenon-votingmemberstoattendtheBoardofDirectorsmeetingstoprovideleadershiportomanagespecialprojects.
b. GoonlineandentercontactinformationonPresident,FirstVice-President,RecordingSecretary,Treasurer,TMGAdirectorsandalternatedirectors,andExtensionAgent.http://txmg.org/information/forms/-CountyAssociationOfficers/DirectorsSubmission
c. AppointtwoDirectorsandtwoalternateDirectorstotheStateBoardofDirectorsoftheTMGA.
d. CompleteAnnualCharterAgreementandfilewithExtensionOffice.http://txmg.org/information/forms/
![Page 26: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/26.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
26
e. ScanthecharteragreementcoverpageaftersignedandfiledwithExtensionOffice.EmailthecoverpagetoJaylaFryjbfry@tamu.edu
f. WorkwithcommitteechairsandtheofficerstoidentifymembersofeachcommitteeattheJanuaryBoardofDirectorsmeeting.
g. DistributethecommitteechairsandcommitteemembershipattheJanuarygeneralmeeting.
h. AppointoneortwopersonsonBoardofDirectorstoreviewthebankstatementandreconciliationformonamonthlybasis.TheTreasurerpreparesthereconciliation.
i. AppointoneormorepersonstocoordinatetheshirtorderfortheLRBMGA.j. ChangeofbankaccountsignaturesneededwhenthePresidentand/orTreasurerchanges.
Whenthebankaccountsignaturesarechanged,thePresident,TreasurerandRecordingSecretaryneedtosignpagesatthebank.TheDecemberminutes,whenofficersareelected,needtoreflectthechangesneededonthesignaturecard-(listofofficers,whoistosignchecksandtheirposition,alongwithwhoneedstoberemovedfromthesignaturecard)-includedintheminutessubmittedtothebank,signedbyRecordingSecretary)
15. CompletethefollowingdutiesinSeptember:a. Overseetheonlineregistrationsystemofthevolunteerson4-HConnect.
16. CompletethefollowingdutiesinNovemberandDecember:a. Invitemembershiptoexpressinterestincommitteemembershipbysigningthe
committeelistingatthemeetings.b. DevelopalistingofcommitteechairsandinvitechairstoJanuaryBoardofDirectors
meeting.C. FirstVice-Presidentdutiesincludebutarenotlimitedto:
1. ServeasthechairoftheProgramCommittee.2. Arrangeprogramsaminimumofthreemonthsinadvance.Priortoendofcalendaryearand
endofterm,makesurespeakersaresetupthroughMarchofthefollowingyearsothatasmoothtransitioncanbemadetothenewBoard.
3. ProvideinformationonspeakersandprogramsinatimelymannertotheCorrespondingSecretaryandothers,asneeded,sothatinformationontheprogrammaybepublicizedtothepublicandthemembership.
4. Reservemeetingroomsforgeneralmeetings.5. SurveythemembershipannuallyfortrainingtopicsattheJanuarymeeting.6. CoordinatewiththeTreasurerfortimelypaymenttothespeakersofhonorariumfees,
mileage,roomfees,orotherfees.7. Updateahistoricallistingofspeakersandtopicsonaregularbasisforinclusioninthe
LRBMGAvolunteermanagementsystemunderDocuments.8. ActinplaceofPresidentwhenrequired.9. ProvideinputtoTreasurerforprogramneedsinpreparationoftheannualbudget.
(September)10. MaintainawarenessoftheBoardofDirectorsandmembershipactivities.Bevisibleatkey
volunteeractivities.11. WorkcloselywiththeHospitalityChaironrefreshmentsandsetupneeds.12. WorkcloselywiththePresidentontimerequirementforbusinessmeetingandprogram.
![Page 27: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/27.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
27
13. WorkcloselywithSecondVice-Presidenttodetermineandevaluateprogramsforcontinuingeducationhours.
14. Recognizeprogramspeakerswithanhonorarium,gift,and/orwrittenthankyounote.D. SecondVice-Presidentdutiesincludebutarenotlimitedto:
1. Determinewhichprogramsandtrainingsqualifyforcontinuingeducationhours.2. SubmitsmonthlyandannualstatisticalreportstotheCountyAgent.3. Maintainsmembershipandrecertificationrecordsofmembers.4. Ordernamebadgesfornewlycertifyingmembers,aswellasreplacementbadgesfor
membership.5. Ordermembershipandannualrecertificationpins.6. Updatesanddisseminatesthemembershiprosteratleastannually.7. Providecurrentmembershiprosterforinclusioninthecharteringdocuments.8. Initiatelettersand/oremailstomemberswhomaynotmeetmembershiprequirementsas
outlinedinChapter5.ThiscanbedoneaftertheNovemberBoardofDirectorsmeetinghasmetanddiscussedthematter.
9. ManagesormaintainstheVolunteerManagementSystemwebsite.E. RecordingSecretarydutiesincludebutarenotlimitedto:
1. RecordtheminutesofallBoardmeetings,generalmembershipmeetingsandanyspecialmeetingsthatmaybecalled.
2. RecordingSecretarymustsignpartofthechecksignaturecardpapersandprovidecopyofacceptedminuteslistingofficerstosignchecks.
3. Provide,inatimelyfashion(onetotwodaysaftermeeting),apreliminarycopyoftheBoardmeetingandgeneralmeetingminutestotheBoardofDirectorsfortheirreviewandcorrection.
4. Aftercorrectionsaremade,provideacopyoftheBoardmeetingandgeneralmeetingminutestotheCorrespondingSecretaryfordistributiontomembership.
5. EnsureBoardofDirectorsmeetingminutesaredistributedtothemembershippriortothegeneralmeetingforthemonth.
6. RecordattendanceatallBoardmeetingsinminutestoensurepresenceofaquorum.7. EnsureallofficialminutesareappropriatelyfiledforfuturereferenceinthefilesattheMilam
CountyExtensionOffice.
F. CorrespondingSecretarydutiesincludebutarenotlimitedto:1. Initiateandmanageallthenecessarycorrespondenceandcontactmembersbythetelephoneor
emailastheneedarises.2. Establishtheproceduresforsubmissionofinformationfromotherassociationsforgeneral
disseminationtothemembership.BoardofDirectorsshallapprovetheseprocedures.3. Sendappropriatecardsorletterstomembersidentifiedasbeinginneed.4. MonitortheLRBMGAemailandrespondorforwardasneeded.5. EnsuredisseminatedinformationisrelevanttoLRBMGA.6. PurgeemaillistwhenchangesoccurandinJanuarytoremoveindividualswhoarenotrenewing
membershiporfailedtomeetmembershiprequirements.
![Page 28: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/28.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
28
7. Sendsnotificationofmemorialcontributionsandsendsthankyounotetodonorwith501(3)(c)information.
G. Treasurerdutiesincludebutarenotlimitedto:1. ActascustodianofallfundsandsecuritiesoftheAssociation.2. Performthefollowingbankingduties:
a. Establishauthorizationandpasswordsforonlinebankingtoreceivemonthlybankstatements.
b. MeetwithbankrepresentativepriortoJanuaryBoardmeetingandestablishnewsignaturecardsforcheckwritingauthorizationforincomingPresidentandTreasurer.RecordingSecretarymustalsosignandprovidecopyofacceptedminuteslistingofficersauthorizedtosignchecks.
c. ReceiveallduesandmoniesfortheAssociation.Keepanexactaccountingofalldues,income,bankdeposits,disbursements,andotherfinancialmatters.
d. ProvidecheckbookandthebankstatementforpurposesofreviewingreconciliationonamonthlybasisattheendoftheBoardofDirectorsmeetingsbythepersonorpersonsappointedbythePresident.
e. Obtainandretainreceiptsortheappropriatedocumentsneededforalldisbursementsoffunds.
3. Performthefollowingbudgetduties:a. PrepareanannualbudgetwiththeassistanceoftheBoardofDirectors.b. Presentexistingupdatedbudget,YTD,to“owners”ofbudgetitemsfortheirfeedbackin
September.c. PresentthedraftbudgetattheOctoberBoardofDirectorsmeeting.d. PresenttheproposedbudgetattheOctobergeneralmeeting.e. ProvideacopyoftheproposedbudgettotheCorrespondingSecretaryfollowingthe
Octobergeneralmeetingfordistributiontomembership.f. PresenttheproposedbudgetforvoteattheNovembergeneralmeeting.g. PayallbillsaccordingtotheannualbudgetorasdirectedbytheBoardofDirectors.h. CoordinatewithPresidentwhocanapprovenon-budgeteditemsthatare$250orless.
4. Performthefollowingreportingduties:a. PrepareandsubmitInternalRevenueServiceForm990-NTax-ExemptOrganizationsbyMay
15ofeachyear.b. ProvideawrittenmonthlyfinancialreporttotheBoardofDirectorsandaverbalsummary
tothegeneralmembership.Anymembersmayreviewthewrittenreport.c. Maintainarecordofincomeandexpensesinvariouscategories/budgetitemsasrequestedby
theBoardofDirectors.d. Providefinancialreportsandbeavailabletoexplainthefinancialrecordsofthe
AssociationduringtheendofyearAuditCommitteemeeting.e. ProvideannualfinancialreportandapprovedbudgetforinclusionintheChartering
Documents.5. Performthefollowingmembershipduties:
a. ProvideSecondVice-Presidentwithnamesofrenewingmemberswhohavepaiddues.b. ReconcileduesandhourswiththeassistanceoftheSecondVice-President.c. CollectannualmemberduesandpayTMGAduesbythedeadline.
![Page 29: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/29.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
29
d. ProvideinformationtotheBoardofDirectorsregardingmemberswhohavenotpaiddues.6. PerformthefollowingPlantSaleduties:
a. Prepareallrequiredreportsandpaymentstomaintainthestateflorallicenseforplantsales.b. Postcopiesofthestateflorallicenseatalllocationsforplantsales.c. ObtainBoardapprovaltowithdrawcashforchangeattheplantsales.d. Chairthetally/cashiersectionoftheplantsale.e. Reconcileplantsaleticketstomoneyreceivedanddepositslips.f. Designatetwomemberstoindependentlytallymoneyreceivedatendofsaleandprovide
Treasurerwithsigned/datedslips.ThisispartofchecksandbalancesforTreasurer’sreconciliation.
7. Performthefollowingnewclassduties:a. AssistClassCoordinatortoensuretimelypaymentofallspeakersfortrainingclasses.b. WorkwithClassCoordinatortoprepareabudgetforeachLRBMGAtrainingclass.
8. AgriLIfeFinancialManual:ReadandbefamiliarwiththeTexasA&MAgriLifeExtensionServiceFinancialResourceManagementManual(AppendixG).Thismanualprovidesextensiveguidelinesfor“ExternalSupportGroups”alongwithvariousformsthatcanbeusedormodifiedforspecificuseinourorganization.TheTreasurershouldbefamiliarwiththemanualparticularlyrelatedtointernalcontrolsandproperrecordkeeping.QuestionsrelatedtoproceduresthatmayberequiredbyTexasA&MAgriLifeExtensionServiceshouldbedirectedtoExtensionAgentforinputandfinaldecision.
9. RecordsmemorialcontributionsandnotifiestheCorrespondingSecretarytosendanacknowledgementofthememorial.
H. Historiandutiesincludebutarenotlimitedto:
1. Recordandmaintainscrapbookoforganizationeventsandactivities.2. Checknewspapers,cutoutarticles,andputinscrapbook.3. Takepicturesateventsandactivities.Addtoscrapbookwithdateandnameofevent.4. ProvidepicturestotheMarketingandMediaCommitteeasrequested.
I. BoardMember-at-Largedutiesincludebutarenotlimitedto:
1. BringmattersofinterestbeforetheBoardasarepresentativeofthemembership.2. BeavoiceofthemembershipontheBoardofDirectors.3. Leadand/orworkonspecialprojectsasassignedbythePresident.
J. ImmediatePastPresidentdutiesincludebutarenotlimitedto:
1. ServeaschairoftheBylawsandProceduresCommittee.LeadanannualreviewoftheBylawsandPoliciesandProceduresManualduringtheSeptembertimeframe.
2. ServeasaParliamentarianforBoardandgeneralmeetingsoftheAssociation.3. ProvidesupportandencouragementtothecurrentPresident.4. Makerecommendationsforthehandlingofissuesbasedonexperience.5. Helpdefineactionsthatneedtobetaken.6. Providecontinuityofoperationsfrompreviousyear.
![Page 30: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/30.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
30
Chapter13:CommitteesandProjects
A. General.AsestablishedbytheLRBMGABylaws,theBoardofDirectorsauthorizesbothstandingandspecialcommitteesasdeemednecessaryandbeneficialtotheAssociation.1. ChairsofthecommitteesareappointedbythePresident,approvedbytheBoardofDirectors
andannouncedattheJanuarygeneralmeetingandthroughouttheyearasneeded.AllchairsmustbecertifiedTexasMasterGardeners.
2. CommitteechairsmustworkwithintheguidelinesasdefinedinthisManualtoaccomplishtheirchargeasdefinedbytheBoardofDirectors.
3. ThemembershipcanvolunteertoassistonacommitteebycontactingtheAssociationPresidentpriortotheJanuaryBoardofDirectorsmeeting.Membershipisencouragedtovolunteertoassistwithcommitteeactivities.
4. DuringtheJanuaryBoardofDirectorsmeeting,thecommitteechairsandBoardofDirectorsmakecommitteeassignments.
5. ThecommitteeassignmentsaredistributedattheJanuarygeneralmeeting.6. FortheAuditandNominatingCommittees,thecommitteechairsselectthemembers,who
thenmustbeapprovedbytheBoardofDirectorsaccordingtoBylawsoftheAssociation.7. AllcommitteechairsmustsubmitbudgetrequirementsbySeptember1ofeachyearforthe
upcomingyear.B. CommitteesList.ThefollowingcommitteesareidentifiedbytheBoardofDirectorsforthe
Association:1. BylawsandProcedureCommittee2. MarketingandMediaCommittee3. AuditCommittee4. NominatingCommittee5. ProgramsCommittee6. HospitalityCommittee7. JuniorMasterGardenerCommittee8. TriangleDemonstrationGardenCommittee9. ButterflyGardenCommittee10. FundRaising
a. PlantSaleCommitteeb. RoseSaleCommitteec. RaffleCommittee
![Page 31: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/31.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
31
C. TheBylawsandProceduresCommitteereviewsandoffersamendmentsandupdatestotheAssociationBylawsandthePoliciesandProceduresManual.1. TheImmediatePastPresidentisthechairofthiscommittee.ThechairworkswiththeBoard
ofDirectorstoprovideamendmentsandupdatestothemembership.2. ThecommitteeshallconductanannualreviewoftheBylawsandthePoliciesandProcedures
Manual.ThereviewshouldbecompletedduringSeptembersoupdatescanbepresentedtotheBoardandmembershippriortotheendoftheyear.TheresultsofthisreviewwillbereportedtotheBoardofDirectorsbythecommitteechair.
3. BylawsamendmentsareconsideredaccordingtoArticleIXoftheLRBMGABylaws:a. Noticeofallproposedamendmentsmustbepresentedtothemembershipatonegeneral
meetingandacopydistributedtomembersnotpresent.Proposedamendmentswillbevotedonatthenextgeneralmeeting.
b. Bylawsmaybeamendedbyatwo-thirdsvoteofthevotingmemberspresent.4. PoliciesandProceduresManualupdatesaremadeaccordingtoChapter3ofthisManual.
D. TheMarketingandMediaCommitteecommunicatesinformationtomembershipand
communicatesandmarketsLRBMGAactivitiestothepublic.1. MarketingandMediaCommitteeChair:
a. Mustbeanon-votingmemberoftheBoardofDirectorsandattendBoardofDirectormeetingstoinformtheBoardofmarketingactivities,aswellremainabreastofupcomingactivitiesthatneedtobemarketed.
b. WorkwiththeCorrespondingSecretarytodistributeinformationtothemembership.c. MaintainamasterlistofallpublicityvenuesavailableforpublicationofLRBMGA
programs,events,meetings,workshops,andtrainingclassesandwillensurethattimelyannouncementsarereleasedtothegeneralpublicregardingthoseopportunities.SuchvenuesincludeChambersofCommerce,radio,newspapers,andapplicablesocialmedia.
2. MarketingandMediaCommitteemembershipincludes,butitnotlimitedtotheChair,Webmaster,FacebookCoordinator,RadioCoordinator,NewspaperandPeriodicalCoordinator,andPromotionalMaterialCoordinator.AllmembersreporttotheCommitteeChair.TheCommitteewill:a. DevelopaplanformarketingLRBMGAevents.b. MaintainandmonitorLRBMGAsocialmediasites(includingtheFacebook,Association
Website,etc.),ensuringinformationistimely,current,andadherestoTexasMGstandards.
c. Periodicallysubmitinformationalarticlesandnewsworthyitemstolocalnewspapers(suchascertifications,fieldtrips,etc.).
d. Coordinateradiospotstopromoteactivities.e. Marketplantsales,educationalevents,andMasterGardenereventstothemembership
andthepublic.f. Maintainbrochuresandflyers.g. Adheretocopyrightregulations,plusTexasA&MAgriLIfeandTexasMasterGardener
guidelines.3. Webmaster
a. TheBoardofDirectorscanappointoneormoreWebmasters.
![Page 32: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/32.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
32
b. TheWebmasterfortheLRBMGAshouldbeproficientintheuseofwebpublishingsoftwareorbewillingtolearnthesoftware.
c. TheWebmastermusthaveInternetaccess.d. TheLRBMGAwebsiteshouldbeupdatedinatimelymannerandshallneverbeallowedto
becomestaleoroutdated.e. TheWebmasterinformstheChairoftheMarketingandMediaCommitteeofany
passwords,codes,orotherinformationnecessarytoaccessthewebpageintheeventofanemergencysituationwheretheWebmasterisnotavailable.
4. FacebookCoordinatora. TheBoardofDirectorscanappointoneormoreCoordinators.b. TheAdministratorshouldbeproficientintheFacebookproceduresandpostonlyitemsof
educationalbasedinformation,events,activities,accomplishments,etc.c. TheFacebookCoordinatormusthaveInternetaccess.
5. RadioProgramCoordinatora. TheBoardofDirectorscanappointoneormoreRadioProgramCoordinators.b. TheRadioCoordinatorschedulesspeakersandapprovetopicsfordiscussion.c. TheLRBMGAradioprogramsshouldprovideeducationalandpromotionalinformationina
timelymanner.d. TheCoordinatorkeepstheChairoftheMarketingandMediaCommitteeinformed
concerningtheprocedureofworkingwiththeradiostationintheeventofanemergencysituationwheretheCoordinatorisnotavailableforaperiodoftime.
6. NewspaperandPeriodicalCoordinatora. TheBoardofDirectorscanappointoneormorePeriodicalandNewspaperCoordinators.b. TheCoordinatorwritesorsolicitsarticlestobepublished.c. TheCoordinatormusthaveaccesstotheprintedmediacontacts.d. TheLRBMGAprintedmediashouldprovideeducationalandpromotionalinformationina
timelymanner.e. TheCoordinatorkeepstheChairoftheMarketingandMediaCommitteeinformedof
contactinformationforperiodicalandnewspaperoutlets.7. PromotionalMaterialCoordinator
a. TheBoardofDirectorscanappointoneormorePromotionalMaterialCoordinators.b. ThePromotionalMaterialCoordinatordesignsandupdatesbrochuresandflyers.c. TheLRBMGAprintedmediashouldprovideeducationalandpromotionalinformationina
timelymanner.d. TheCoordinatorkeepstheChairoftheMarketingandMediaCommitteeinformedof
contactinformationfordistributionofprintedmedia(suchasChambersofCommerce,newspapers,andtheMilamCountyAgriLifeExtensionOffice.
E. AuditCommitteeChairandcommitteemembersareselectedandapprovedaccordingtoArticle
VII,Section4oftheBylaws.1. Thecommitteeconsistsofachairperson,President,andaminimumoftwocertifiedmembers
notcurrentlyservingontheBoardofDirectors.2. Dutiesincludebutarenotlimitedto:
![Page 33: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/33.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
33
a. AuditthefinancialrecordsoftheAssociationinearlyJanuaryofeachyearandpresenttheirreportattheJanuaryBoardofDirectorsandgeneralmeetings.
b. UsetheauditchecklistattachedtothisManual.c. Includeanysuggestionsforimprovement,aswellasexcellentbookkeeping,inthereport.d. ProvideacopyofthereporttothePresidenttobeincludedinthechartermaterials
beforetheendofJanuary.F. NominatingCommitteeChairandcommitteemembersareselectedaccordingtoArticleVII,
Section5oftheBylaws.1. Thecommitteeshallconsistofachairpersonandtwocertifiedmembersnotcurrentlyserving
ontheBoard.2. Dutiesincludebutarenotlimitedto:
a. SelectaslateofofficersforthecommitteechairtopresentattheOctobergeneralmeetingoftheAssociation
b. ThecommitteechairpresentstheslateofofficersattheNovembergeneralmeetingoftheAssociation,takesnominationsfromthefloor,andconductsvotingbysecretballot.
c. CoordinatetheinstallationofofficersattheDecembergeneralmeetingoftheAssociation.G. ProgramCommitteedutiesincludebutarenotlimitedto:
1. TheFirstVice-PresidentservesastheChairoftheProgramCommittee.2. TheProgramCommitteeisresponsibleforthegeneralmeetingprogramsandspecial
meetingspresentedtothepublic.Thesedutiesincludearrangingforspeakersandlocations,workingwithSecondVice-Presidentonthetrainingneedsofthemembers,reviewingtheannualinterestsurveyofthemembership,workingwiththetreasureronpaymentsneeded,andworkingwiththeHospitalityCommitteetoproviderefreshments.
3. TheChairofthecommitteeinformstheBoardofDirectorsoftheAssociationmeetingplans.H. HospitalityCommitteedutiesincludebutarenotlimitedto:
1. PlanmonthlyrefreshmentsforthegeneralmeetingsandspecialoccasionsoftheAssociationthroughouttheyear.
2. CoordinatewiththeFirstVice-Presidentonprogramlocationsandrefreshmentneeds.Determinetablerequirementsandspaceavailableforrefreshmentsincludingkitchenfacilities,disposaloftrash,etc.
3. Purchasepapergoodsforprogramrefreshments,aswellasdrinkandiceneeds.4. SubmitreceiptstotheTreasurerforreimbursement.5. ProvideinputtotheTreasurerforthehospitalitybudget.6. Arriveearlyatmeetingsforrefreshmentset-up.7. CoordinatewiththeFirstVice-Presidentforinformationtothemembershiponrefreshments.
(i.e.MemberwhoselastnamebeginswithA-IbringfingerfoodormemberswhoselastnamebeginswithJ-Zbringfingerfood.)ThemembershiprefreshmentrequestshouldbeincludedintheFirstVice-President’sannouncementofthemonthlymeetings.
8. Disposeofallfoodandtrashafterthemeeting.Makesuretablesandchairsarebackintheiroriginalplaces.
![Page 34: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/34.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
34
I. JuniorMasterGardenerCommitteedutiesincludebutarenotlimitedto:1. WorkwithCountyExtensionAgentto:
a. CoordinateschoolandHeadStartcontacts.b. Selectthetrainingcontent.c. CompleteExtensionrequiredcontactreports.d. Planandconductthesessionsattheselectedlocations.
2. AllTexasMasterGardenersmusthavepassedthecriminalbackgroundscheckpriortoworkingwithyouth.
J. TriangleDemonstrationGardenCommittee:1. TheBoardofDirectorswillappointoneofmoreChairstocoordinatetheactivitiesofthe
TriangleDemonstrationGarden.2. Subcommitteechairsandmembersareneededforthecoordinationandmaintenanceofthe
gardeninthefollowingareas:GazeboGarden;RoseGarden;XeriscapeGarden;HerbGarden;WildscapeGarden.
3. CommitteechairsmustsubmitabudgettotheAssociationTreasurerbySeptember1eachyear.
K. ButterflyGardenCommittee:L. TheBoardofDirectorswillappointoneofmoreChairstocoordinatetheactivitiesoftheButterfly
Garden.1. Committeemembersareneededtoassistwiththemaintenanceofthegarden.2. TheChairmustsubmitabudgettotheAssociationTreasurerbySeptember1eachyear.
M. FundRaisingdutiesincludebutarenotlimitedto:
1. TheBoardofDirectorswillappointoneormoreChairstocoordinatetheactivitiesofthefollowingFundRaisingCommittees:PlantSaleCommittee;RoseSaleCommittee;RaffleCommittee.
2. PlantSaleCommittee:ChairandcommitteemembershipplansandconductstheannualPlantSaleinthespring.Thecommitteechairselectsthesub-committeechairs.
3. RoseSaleCommittee:ChairandcommitteemembershipplansandconductstheannualRoseSaleinthefall.Thecommitteechairselectsthesub-committeechairs.
4. RaffleCommittee:ChairandcommitteemembershipplansandconductstheannualRafflewiththePlantSale.
N. LittleRiverBasinMasterGardenerAssociationProjects:1. HowIsAProjectSelected?
a. AnymembermaysubmitawrittenrequesttotheBoardofDirectors.AformislocatedontheLRBMGAwebsite.
b. Therequestshouldincludeanoutlineofthetasksandatimeframeforcompletion.c. TheAssociationdoesnotfinanciallysupportanyproject.d. Projectsprovideopportunitiesforvolunteerhoursformembership.e. ProjectsprovideaservicetothecommunityandpromotetheAssociation’sgoalsand
objectives.
![Page 35: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/35.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
35
2. Projects• RemembranceGardenProject:TheProjectChaircoordinatesvolunteerstoassistwiththe
maintenanceofthegarden.
![Page 36: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/36.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
36
CHAPTER14:SPECIALREPORTS
A. CharteringCountyMasterGardenerAssociationsRequiredannuallybytheTexasMasterGardenerAssociationandtheTexasA&MAgriLifeExtensionService.1. Charteringisdoneonanannualcalendaryearbasis,January1toDecember31.2. AnnualCharterAgreementisavailableonthefollowingwebsite:
http://txmg.org/information/forms/3. ThecompletedformisduetotheTexasA&MAgriLifeExtensionAgentnolaterthanJanuary
31.Everyeffortshouldbemadetosubmittheformpriortothatdate.4. CharterformsandattachmentsmustbereceiptedbytheExtensionAgentandacopyofthe
receipteddocumentkeptonfileintheLRBMGAfilesintheExtensionOffice.a. ThelistoftheLRBMGAmembershipisbasedonallmemberswhohaverecertifiedforthe
upcomingyear,notthemembershiplistasofDecember31.b. Currentfinancialstatementisbasedonthefinancialactivitiesfromthecurrentcalendar
year.c. Budgetfortheupcomingyear,asprovidedbytheTreasurerandapprovedby
membership.d. AcopyoftheIRSForm990or990-N,orevidenceoffilingoftheformforthecurrentyear.e. ThelastAuditReportorFinancialReviewwillalsobeincluded.
5. ScanthecharteragreementcoverpageaftersignedandfiledwithExtensionOffice.EmailthecoverpagetoJaylaFryatjbfry@tamu.edu.
B. TexasMasterGardenerAssociation(Annual)DuesInvoice1. AssociationduesforthecurrentyearareduetoTMGAbeginninginJanuary.Theduesformis
locatedontheTMGAwebsite.2. TheAssociationTreasurerisresponsibleforcompletingtheduesformandsubmittingtothe
TMGATreasurerannually.3. DuesmustbesentbycertifiedmailtobereceivedbytheTMGATreasurernolaterthan
March1,ortheywillbeconsidereddelinquent.4. DueswillbepaidforCertifiedTexasMasterGardeners.
C. CountyAssociationInformationProvidedbyJanuary31toTexasMasterGardenerAssociation
1. OfficersandcontactinformationwillbeprovidedtotheTMGAsecretaryonlineat-http://txmg.org/information/forms/-CountyAssociationOfficers/DirectorsSubmission
2. TMGAdirectorsandalternatesandcontactinformationwillbeprovidedtotheTMGAsecretaryonlineat-http://txmg.org/information/forms/-CountyAssociationOfficers/DirectorsSubmission
D. HoursReportedtoCountyExtensionOffice
TheSecondVice-PresidentprovidesanannualhoursreporttotheTexasAgriLifeExtensionAgentbyJanuary31,orsoonerifrequestedbyCountyExtensionAgent.
![Page 37: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/37.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
37
Appendix1-AssociationForms
AllAssociationformsareavailableontheLRBMGAwebsite(www.txmg.org/milam)andmaybedownloadedasneeded.
![Page 38: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/38.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
38
Appendix2–TimelineofActionsandReports
January• CompleteCharterPacketAgreement&fileinExtensionOffice(President)• SetCommitteeChairappointments(President)• WorkwithChairsandBoardtofillcommittees(President)• ObtainBoardapprovalofAuditandNominatingCommitteemembers(President)• DistributecommitteeassignmentsatJanuarygeneralmeeting(President)• Appoint2Directorsand2alternatestotheTMGABoardofDirectors(President)• CompleteTMGAannualonlinereports(President)• AppointaBoardmembertoreviewbankstatementeachmonth(President)• Distributeannualcertificationpins(2VP)• UpdateMembershipRosteranddistribute(2VP)• SubmitannualvolunteerhourandcontactreportstotheExtensionAgentpriortoJanuary31
(2VP)• Purgeemaillistforaccuracy(CorrespondingSecretary)• ConductannualauditofAssociationfinancialrecords(AuditCommittee)• Changesignaturecardsatbanktoreflectofficerchanges(President&Treasurer)• CompleteandsubmitIRSForm990N(Treasurer)
February
• SendinduesinampletimesoTMGATreasurerreceivesbyMarch1(Treasurer)September
• ReviewBylawsandProceduresManual;coordinateupdates(PastPresidentandBylawsandProcedureCommittee)
• Coordinatedesignandproductionofrecertificationpin(2VP)• Re-enrollin4HSystem(allmembers)• AllbudgetssubmittedtoTreasurer(Officers&Committees)
October
• ProposedbudgetpresentedtoBoardmembersattheBoardmeeting(Treasurer)• Proposedbudgetissenttothemembershippriortothegeneralmeetingandpresentedatthe
generalmeeting(Treasurer)• Slateofofficersarepresentedtothemembership(NominatingCommittee)
November
• Voteonbudgetatthegeneralmeeting(PresidentandTreasurer)• Voteonnominatedslateofofficersatthegeneralmeeting(NominatingCommitteeChair)• Circulatecommitteeinterestsheet(President)• GatherinputandupdateSpeaker’sBureaulist(President)• Sendletters/emailtomemberswhoarenotmeetingrecertificationrequirements(2VP)
![Page 39: LITTLE RIVER BASIN MASTER GARDENER ASSOCIATION (Milam ... · Little River Basin Master Gardener Association Policy and Procedures Manual (approved February 21, 2018; updated September](https://reader033.fdocuments.in/reader033/viewer/2022060401/5f0e0e1e7e708231d43d652c/html5/thumbnails/39.jpg)
LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)
39
December• Membersmustpayduespriortothegeneralmeeting(Members&Treasurer)• VolunteerandcontinuingeducationhoursmustbeenteredintotheonlinesystembyDec31
(Members&2VP)• Incomingofficersareinstalledatthegeneralmeeting(NominatingCommittee)• AwardsareduetothePresident(Membership)• Surveymembershipfornextyear’strainingtopics(1VP)• Board(President)mustreceiverequestsfrom
o Internswhorequireextensionsformeetingcertificationrequirementso memberswhoareunabletorecertifyo memberswhowishtobeplaceininactivestatus.
Note:VolunteerhourandcontactreportissubmittedmonthlytotheExtensionAgent(2VP)