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JCMGA May Board Minutes 2025

By Beet 2025 07 July

Jackson County Master Gardener Association

Board Meeting Minutes

May 9, 2025

 

Board Members Present:

Barbara Low, President, Winter Dreams Summer Gardens Co-Chair, Member Services WG Co-Chair

Marcie Katz, Past President, Co-Chair Spring Garden Fair WG

Linda Millus, President-Elect, Member Services WG Co-Chair

Keltie Nelson, Treasurer, Co-Chair Marketing & Technology WG

Regula Pepi, Assistant Treasurer

Ann Ackles, Membership Secretary

Kathy Apple, Recording Secretary

Colet Allen, OMGA Representative & Winter Dreams Summer Gardens Co-Chair

Teresa Jarratt, Co-Archivist

Carrie Holmes-Stanton, Co-Archivist

Rebecca Cohn, Member-at-Large

Joanne Daane, Member-at-Large

Mary Schrouder, Member-at-Large

Jane Moyer, Fundraising WG Chair

Jory Kaplan, Member-at-Large

Michael Hornbeek, Community Outreach WG Chair

Lucy Pylkki, Spring Garden Fair WG Co-Chair & Marketing & Technology Co-Chair

Janine Salvatti, Gardens WG Chair

Kaleen Reilly, Member-at-Large

Erin Galbraith, Co-Student Representative

Linsey McNab, Co-Student Representative

Grace Florjancic, OSU MG Program Coordinator

Guests:

Nicole Smith

Jordan Land

Call to Order:  President Barbara Low called the Board meeting to order at 9:03am.

Additions to the Agenda:  A recommendation from the Awards Committee was added to the agenda.

MOTION:  It was moved and seconded to approve the addition to the agenda.  Motion passed.

Approval of the Consent Agenda:   All filed, written reports under the Consent Agenda were reviewed by members of the Board.  The OMGA Report was provided via hard copy at the meeting.

MOTION:  It was moved and seconded to accept the Consent Agenda as amended.  Motion passed.

Approval of the Agenda:

MOTION:  It was moved and seconded to approve the agenda as revised. Motion passed.

Approval of the Board Meeting Minutes from April 11, 2025:

MOTION:  It was moved and seconded to approve the April 11, 2025 Board Meeting Minutes as written.  Motion passed.

Finance Report:  Treasurer Keltie Nelson presented the financial statements for April 2025 and responded to questions from the Board.  Keltie is making revisions to how fundraising activities are accounted for in the budget.

MOTION:  It was moved and seconded to approve the financial statements for April 2025.  Motion passed.

MG Program Coordinator Report:  Program Coordinator Grace Florjancic reported that the didactic portion of the Master Gardener class is now complete.   Students have been assigned to the demonstration gardens for their volunteer hours.  The Legacy Western Redbud trees have been planted.

President’s Report:   President Barbara Low shared the following information with the Board:

  1. President Low reported that her monthly meetings with MG Program Coordinator Grace Florjancic and Farm Manager Jake Hoyman continue to go well.
  2. A question was raised as to the purpose and placement of the pipe in the former Dahlia Garden.

Membership Secretary Report:   Membership Secretary Ann Ackles reported that the 2025 membership directory has been mailed to members.  Ann is following up on mail returns and other corrections.

Practicum Update:  Barbara Low and Nicole Smith, as co-directors of the practicum program, outlined the changes and strategies they implemented this year that demonstrated several positive outcomes and assisted with unexpected challenges.

Spring Garden Fair:  Marcie Katz and Lucy Pylkki, Co-Chairs of the Spring Garden Fair provided a report on the very successful fair this year.   The majority of plants were sold on the first day.   The MACE Expo building proved to be perfect for the venue.  It appears that substantial revenue was generated.  Marcie and Lucy will hold a debriefing session with all volunteers on May 21, 2025.  The Board congratulated Marcie and Lucy for their hard work and exceptional organizational skills as evidenced by such a triumphant event.

Discussion & Business:

  1. President Low reiterated the items for discussion at the upcoming Board Retreat scheduled for May 23, 2025. Topics include discussion of a part time employee for the Native Plant Nursery, how to best utilize the JCMGA accomplishments from 2024, and a review of the 2025 strategic plan.  A suggestion was made to add a discussion of developing a building fund for the future needs of the association.
  2. The Board agreed to send two garden glass art items and one Tree of Life hanging as donations for the OMGA Joy of Gardening silent auction. The Board will also send additional money per the request by OMGA.
  3. President-Elect, Linda Millus as Chair of the Awards Committee has recommended that Sandy Hammond and Sherri Morgan be granted life-time membership status in the association.

MOTION:  It was moved and seconded to approve life-time membership status to Sandy Hammond and Sherri Morgan.  Motion passed.

Announcements:

  1. Submission of final OMGA and JCMGA Award Nominations are due May 15, 2025.
  2. Spring Garden Fair Volunteer Luncheon will be held June 7, 2025 from 12:00-2:00m.
  3. JCMGA Annual Picnic will be held June 28, 2025 from 5:00-8:00pm.
  4. The OMGA Silent Auction will be held July 11-12, 2025.

Adjournment:  The meeting was adjourned at 10:43am.

Next Meeting:

  1. The next Board retreat will be held May 23, 2025 from 9:00am to 11:30am.
  2. The next regular Board meeting will be held June 13, 2025 from 9:00am to 11:30am. This meeting will include the annual JCMGA Membership meeting.

Respectfully Submitted by Kathy Apple, Recording Secretary

 

 

JCMGA April 2025 Board Meeting Minutes

By Beet 2025 06 June

Board Members Present:

Barbara Low, President, Winter Dreams Summer Gardens Co-Chair, Member Services WG Co-Chair

Marcie Katz, Past President, Co-Chair Spring Garden Fair WG

Linda Millus, President-Elect, Member Services WG Co-Chair

Keltie Nelson, Treasurer, Co-Chair Marketing & Technology WG

Regula Pepi, Assistant Treasurer

Kathy Apple, Recording Secretary

Colet Allen, OMGA Representative & Winter Dreams Summer Gardens Co-Chair

Teresa Jarratt, Co-Archivist

Rebecca Cohn, Member-at-Large

Joanne Daane, Member-at-Large

Mary Schrouder, Member-at-Large

Jane Moyer, Fundraising WG Chair

Jory Kaplan, Member-at-Large

Michael Hornbeek, Community Outreach WG Cha

Lucy Pylkki, Spring Garden Fair WG Co-Chair & Marketing & Technology Co-Chair

Janine Salvatti, Gardens WG Chair

Kaleen Reilly, Member-at-Large

Linsey McNab, Co-Student Representative

Grace Florjancic, OSU MG Program Coordinator

Board Members Absent:

Ann Ackles, Membership Secretary

Carrie Holmes-Stanton, Co-Archivist

Erin Galbraith, Co-Student Representative

Call to Order:  President Barbara Low called the Board meeting to order at 9:03am.

Additions to the Agenda:  President Low added an update on the OSU Zoom account to the agenda.

MOTION:  It was moved and seconded to approve the addition to the agenda.  Motion passed.

Approval of the Consent Agenda:   All filed, written reports under the Consent Agenda were reviewed by members of the Board with the exception of the Program Report and the Gardens Working Group Report.

MOTION:  It was moved and seconded to accept the Consent Agenda as amended.  Motion passed.

Approval of the Agenda:

MOTION:  It was moved and seconded to approve the agenda as revised. Motion passed.

Approval of the Board Meeting Minutes from March 14, 2025:

MOTION:  It was moved and seconded to approve the March 14, 2025 Board Meeting Minutes as written.  Motion passed.

Approval of the Minutes for Community Garden Grant Policy Revision:

MOTION:  It was moved and seconded to approve the minutes for the Community Garden Grant Policy revision as written.  Motion passed.

Finance Report:  Treasurer Keltie Nelson presented the financial statements for March 2025 and responded to questions from the Board.

MOTION:  It was moved and seconded to approve the financial statements for March 2025.  Motion passed.

MG Program Coordinator Report:  Program Coordinator Grace Florjancic reported that the Master Gardener class is more than half way over with students set to participate in their required Plant Clinic hours.   Grace asked the Board to participate in a volunteer working group education session on April 30, 2025 from 2:30-4:00pm.  Grace reported on a Seed-to-Supper program that is going well and that another tour of the Troon Vineyard has been scheduled.

President’s Report:   President Barbara Low shared the following information with the Board:

  1. President Low reported on the monthly meeting with MG Program Coordinator Grace Florjancic and Farm Manager Jake Hoyman to discuss digging the holes for the Legacy Trees and the location of the tool shed.
  2. The plants from Practicum are growing well and will be ready for Spring Garden Fair. There have been issues with the heaters in Greenhouse #2.
  3. SOREC needs to know if there will be a large number of people attending events on the property to ensure available parking.
  4. SOREC is waiting for approval from ODOT for constructing the third lane in the entrance driveway.

Membership Secretary Report:   President Low reported that there has been a merging files issue in producing the 2025 Membership Directory delaying publication.

Discussion & Business:

  1. Gardens Working Group Chair, Janine Salvatti reported that she will be submitting cost proposals to the Board for needed tasks in the gardens. A helpful location was found for wood chip drop.  Janine expressed appreciation for two students being assigned to each demonstration garden.
  2. President Low raised the question of our long-term vision for the Native Plant Nursery which will be discussed further at the Board’s May 23, 2015 retreat. The Board asked Lynn Kunstman to attend this discussion.
  3. Fundraising Working Group Chair Jane Moyer reported that the Garden Guides are getting low and that updating the guide in preparation for reprint will need to get started after Spring Garden Fair.
  4. Fundraising Working Group Chair Jane Moyer reported on her participation on the SOREC Advisory Council. Jane stated she does not represent JCMGA but is on the council as a citizen of Jackson County interested in SOREC. The Council meets quarterly.  Jane will share the Council’s bylaws with the Board.  The Board requested that Council minutes be reported to the Board and placed in Dropbox for archiving.
  5. Past President Marcie Katz recommended to the Board that a free scholarship for the Master Gardener education course be offered as one of the raffle prizes during the Spring Garden Fair. Program Coordinator Grace Florjancic offered to cover the cost through her budget.  Raffle tickets will be offered five for $6.00.
  6. OMGA Representative Colet Allen reported that registration for the Joy of Gardening conference is now open and encouraged the Board to utilize the “Send a Friend” grant program to help others attend the conference. 2026 will be the 50th anniversary of Master Gardeners in Oregon.  Various celebration ideas are now being considered.
  7. President Low reported on the recent OSU technology updates to improve security. The changes have created problems with the use of OSU zoom accounts and could be an issue for this year’s Winter Dreams Summer Gardens program.   Barbara will keep the Board updated.
  8. Recording Secretary Kathy Apple presented the second reading of the proposed Bylaw revisions regarding Voting by Proxy in Article1, Section 2.b. and the Members Secretary Duties in Article 1, Section 10.

MOTION:  It was moved and seconded to approve the proposed revisions to the JCMGA Bylaws.  Motion passed.

Announcements:

  1. OMGA and JCMGA Award Nominations are due April 15, 2025.
  2. Earth Day at the Blue Heron Park event will be held April 19, 2025 from Noon-4:00pm.
  3. The Legacy Tree event will be held April 22, 2025.
  4. The Spring Garden Fair will be held May 3 & 4, 2025 at the Expo.
  5. The OMGA Silent Auction will be held July 11-12, 2025

Adjournment:  The meeting was adjourned at 10:55am.

Next Meeting:

  1. The next regular Board meeting will be held May 9, 2025 from 9:00am to 11:30am.
  2. The next Board retreat will be held May 23, 2025 from 9:00am to 11:30am.

Respectfully Submitted by Kathy Apple, Recording Secretary

 

 

JCMGA Board Electronic Vote Minutes March 15, 2025

By Beet 2025 05 May

Board Members Present:

Barbara Low, President, Winter Dreams Summer Gardens Co-Chair, Member Services WG Co-Chair

Marcie Katz, Past President, Co-Chair Spring Garden Fair WG

Linda Millus, President-Elect, Member Services WG Co-Chair

Regula Pepi, Assistant Treasurer

Ann Ackles, Membership Secretary

Kathy Apple, Recording Secretary

Colet Allen, OMGA Representative & Winter Dreams Summer Gardens Co-Chair

Teresa Jarratt, Co-Archivist

Jory Kaplan, Member-at-Large

Michael Hornbeek, Community Outreach WG Chair

Lucy Pylkki, Spring Garden Fair WG Co-Chair & Marketing & Technology Co-Chair

Janine Salvatti, Gardens WG Chair

Kaleen Reilly, Member-at-Large

Linsey McNab, Co-Student Representative

Erin Galbraith, Co-Student Representative

Keltie Nelson, Treasurer, Co-Chair Marketing & Technology WG

Rebecca Cohn, Member-at-Large

Joanne Daane, Member-at-Large

Mary Schrouder, Member-at-Large

Jane Moyer, Fundraising WG Chair

Carrie Holmes-Stanton, Co-Archivist

Call to Order:  President Barbara Low emailed the Board of Directors with a proposed revision of Policy 3.10 Community Garden Grants.   President Low reminded the Board that at the March 14, 2025 Board meeting, this policy was discussed and it was decided to have Michael Hornbeek and Kathy Apple propose revision language to be more inclusive by expanding eligible applicants. The Board’s discussion and suggestions were included in the proposed revision.

Board Members were asked to vote electronically as to whether or not they approve the revision highlighted in yellow as noted in Attachment A. below.  President Low requested all members email their votes to her by Noon on Monday, March 17, 2025.

MOTION:  It was moved and seconded to approve the proposed revisions to Policy 3.10 Community Garden Grants.  Motion passed.

Next Meeting:

  1. The next regular Board meeting will be held April 11, 2025 from 9:00am to 11:30am.

Respectfully Submitted by Kathy Apple, Recording Secretary

Attachment A.

Policy and Procedure

Policy Number 3.10

 

 

Policy Name                

 

COMMUNITY GARDEN GRANTS

 

Date of Origin        

 

March 2025

 

Last Review Date

 

 
 

1.0  Policy Statement

 

1.1           To help create, support and grow community gardens that enrich their neighborhoods by enhancing food security, promoting a sustainable environment and fostering community based educational opportunities and community building.
 

2.0  Operational Procedure

 

 

2.1           Applicants for Community Garden grants will apply per the date stated on the JCMGA website.

2.2           If an applicant is sponsored by a non-profit organization, the applicant needs to attach a copy of the IRS exemption letter.  If the applicant is working under the umbrella of an existing nonprofit, a letter from the group verifying that arrangement and a copy of their IRS exemption letter should be included.

2.3           A community garden that is not associated with a non-profit organization may apply for a grant.  This would include community gardens associated with a school or parks department, or any other organization as approved by the Community Outreach Working Group.

2.4           The garden must have an established location.

2.5           Gardeners must participate in the garden in order to obtain produce.

2.6           Produce cannot be sold.

2.7           The garden must have clearly stated policies and procedures for operation (an organizational outline).

2.8           The garden must have an on-going educational component.

2.9           The application for the grant must include:

·       a cover letter which summarizes the project, indicating the amount of money requested, and include name, address, and phone number of the contact person;

·       A description of goals and objectives, time line, evaluation methods including identification of the population to be served and how the garden will be organized;

·       A description of the overall budget for the project, how the grant monies will be spent, a list of other funding sources, and how the garden will be sustained in the future.

2.10        If the original project needs for the grant change, the applicant must immediately notify JCMGA.

2.11        Grant amounts vary according to project needs.

2.12        A committee of Master Gardeners chaired and selected by a member of the Community Outreach Working Group will review applications and select award recipients.

2.13        Funding is allocated from the Board of Directors during the annual budgeting process.

 

JCMGA Board Meeting Minutes March 14, 2025

By Beet 2025 05 May

Board Members Present:

Barbara Low, President, Winter Dreams Summer Gardens Co-Chair, Member Services WG Co-Chair

Marcie Katz, Past President, Co-Chair Spring Garden Fair WG

Linda Millus, President-Elect, Member Services WG Co-Chair

Regula Pepi, Assistant Treasurer

Ann Ackles, Membership Secretary

Kathy Apple, Recording Secretary

Colet Allen, OMGA Representative & Winter Dreams Summer Gardens Co-Chair

Teresa Jarratt, Co-Archivist

Jory Kaplan, Member-at-Large

Michael Hornbeek, Community Outreach WG Chair

Lucy Pylkki, Spring Garden Fair WG Co-Chair & Marketing & Technology Co-Chair

Janine Salvatti, Gardens WG Chair

Kaleen Reilly, Member-at-Large

Linsey McNab, Co-Student Representative

Erin Galbraith, Co-Student Representative

Board Members Absent:

Keltie Nelson, Treasurer, Co-Chair Marketing & Technology WG

Rebecca Cohn, Member-at-Large

Joanne Daane, Member-at-Large

Mary Schrouder, Member-at-Large

Jane Moyer, Fundraising WG Chair

Carrie Holmes-Stanton, Co-Archivist

Grace Florjancic, OSU MG Program Coordinator

Guests:

Sheri Morgan

Call to Order:  President Barbara Low called the Board meeting to order at 9:13am.

Additions to the Agenda:  There were no additions to the agenda.

Approval of the Consent Agenda:   All filed, written reports under the Consent Agenda were reviewed by members of the Board with the exception of a Spring Garden Fair report.

MOTION:  It was moved and seconded to accept the Consent Agenda as amended.  Motion passed.

Approval of the Agenda:

MOTION:  It was moved and seconded to approve the agenda as presented. Motion passed.

Approval of the Board Meeting Minutes from February 14, 2025:

MOTION:  It was moved and seconded to approve the February 14, 2025 Board Meeting Minutes as written.  Motion passed.

Finance Report:  President Low presented the financial statements for February on behalf of Treasurer Nelson and responded to questions from the Board.

MOTION:  It was moved and seconded to approve the financial statements for February 2025.  Motion passed.

MG Program Coordinator Report:  President Low presented the report on behalf of Coordinator Florjancic and added that the Practicum education program is going quite well.

President’s Report:   President Barbara Low shared the following information with the Board:

  1. President Low reported on the monthly meeting with MG Program Coordinator Grace Florjancic and Farm Manager Jake Hoyman. They discussed issues regarding irrigation interruption to the greenhouse, notifying Grace when members are on the property, possible move of the tool pod, and OSU technology support coming to upgrade the auditorium system.

Membership Secretary Report:   Membership Secretary Ann Ackles reported that she has received 167 membership renewals, 17 lifetime members, 6 associate members, one honorary member, and 37 students.  Ann also presented a list to President Low with members who are interested in various aspects of the association’s activities.

Discussion & Business:

  1. Community Outreach Chair Michael Hornbeek presented proposed language to expand groups that would be eligible for community garden grants. The Board discussed the idea of being more inclusive to increase support for community garden grants in the valley.  Michael, Sherri Morgan, and Kathy Apple will draft a policy revision and ask the Board to vote on proposed policy changes via email.
  2. Part Time Employee: The Ad Hoc Committee to review the pros and cons of a part time employee recommended that the Board first explore the use of an independent contractor.  Costs for a contractor could be added to the budget or a grant may need to be obtained.   For tasks related to the demonstration gardens, the Board asked the Gardens Working Group to prioritize the work and bring a proposal for a contractor back to the Board for consideration.  Regarding the Native Plant Nursery, the Board will encourage interested student volunteers to help out at this time.  The Board will discuss the proposed part time labor job description and the future goals of the nursery at the May Board retreat.
  3. Bylaws Committee: Kathy Apple presented the committee’s recommendations for the three issues identified by the Board.
    1. The committee recommended in lieu of a verbal Board oath, a written Board Member commitment statement be reviewed and signed by each Board Member at the first Board meeting of the new year. See Attachment A.

MOTION:  It was moved and seconded to approve the JCMGA Board Member Commitment statement.   Motion passed.

    1. Bylaws Revision: Proposed changes to Voting by proxy in Article 1, Section 2.b. and the membership Secretary Duties in Article, Section 10., were presented to the Board for review and discussion. See Attachment B.
    1. Review Policy 1.5 Document Archive, Information, & Retention. A complete revision of this policy was presented to the Board for review and discussion to address issues related to access, Dropbox and consistency with Oregon nonprofit laws.  See Attachment

MOTION:  It was moved and seconded to delete the current Policy 1.5 and replace it with the proposed revision.  Motion passed.

  1. SOREC Advisory Council Minutes: A copy of the November 13, 2024 minutes of this council was added to the March Board Report Dropbox file.  No one attending the Board meeting knew anything about this council, what its purpose is, if JCMGA has a position on the council, and if so, how is that position selected.  Further information will be obtained.
  2. Garden Modification Plan: The Vegetable Demonstration Garden has to be moved due to building the new SOREC housing unit.  Per Policy 5.2., any changes being proposed to an existing JCMGA Demonstration Garden that involves adding, moving, changing the size or theme, or removing an existing garden, needs to be approved by the OSU JCMGA Program Coordinator, SOREC Director, JCMGA Gardens Working Group, and the JCMGA Board prior to any changes being executed.  Working Group Chair Janine Salvatti presented the garden modification form with approval by all concerned and requested approval by the Board.   In addition, the Board was asked to approve $500.00 for costs related to moving the garden.

MOTION:  It was moved and seconded to approve moving the Vegetable Demonstration Garden per Policy 5.2.   Motion passed.

MOTION:  It was moved and seconded to approve $500 to support costs related to moving the Vegetable Demonstration Garden.  Motion passed.

Announcements:

  1. OMGA and JCMGA Award Nominations are due April 15, 2025.
  2. Earth Day at the Blue Heron Park event will be held April 19, 2025.
  3. The Legacy Tree event will be held April 22, 2025.
  4. The Spring Garden Fair will be held May 3 & 4, 2025 at the Expo.
  5. The OMGA Silent Auction will be held July 11-12, 2025
  6. The Medford Open Streets event will be held May 31, 2025.
  7. The JCMGA Annual Picnic will be held June 28, 2025.

Adjournment:  The meeting was adjourned at 11:00am.

Next Meeting:

  1. The next regular Board meeting will be held April 11, 2025 from 9:00am to 11:30am.

Respectfully Submitted by Kathy Apple, Recording Secretary

Attachment A.

JCMGA Board Member Commitment

As a member of the JCMGA Board of Directors, I promise to uphold the following principles and practices to the best of my ability.

I will:

  • Support JCMGA’s programs and activities for the purpose of advancing its mission;
  • Take care of the association by ensuring prudent use of all assets, including facilities, people, and good will;
  • Recognize and disclose conflicts of interest and make decisions that are in the best interest of JCMGA;
  • Ensure that JCMGA follows its own bylaws and policies; and
  • Abide by the OSU Code of Conduct.

As a fully engaged board member, I will:

  • Come to board meetings prepared for discussion and decision making;
  • Focus on listening, ask questions, and seek to understand;
  • Participate in organizational planning and the management of JCMGA programs and services; and
  • Serve as an ambassador to enhance the public presence of JCMGA.

 

Signature ________________________________

Date____________________________________

 

Attachment B.

Jackson County Master Gardener Association

BYLAWS

ARTICLE I.  BOARD OF DIRECTORS

Section 1.  General Powers.  The governing body of the Association is the Board of Directors.  The Board of Directors shall have control of and be responsible for the management of the affairs and property of the association including but not limited to the setting of fees for membership and other JCMGA activities.

Section 2.  Membership.  The Board has three categories of membership.

  1. Those who are elected: President, President-Elect,

Treasurer, Assistant Treasurer, Recording Secretary,

Membership Secretary, Archivist, OMGA Representative, and five Members-at-Large.

The President-Elect shall normally become the President and therefore will not appear on the ballot for re-election.  If the President-Elect is unable to become President, then a President will be elected.

  1. Those selected as representatives of the following working groups:

Marketing and Technology Working Group

Community Outreach Working Group

Fundraising Working Group

Gardens Working Group

Member Services Working Group

Spring Garden Fair Working Group

Winter Dreams Summer Gardens Working Group

These Working Groups may elect chairs or co-chairs and may send any one nominated representative to the Board, subject to Board approval.  The representative shall have voting privileges.  If the working group representative already serves as a Board member in another capacity, they would have only one vote.

  1. Additional members: Immediate Past President, OSU JCMG Program Coordinator and Student Representative.

Section 3. Eligibility & Voting

  1. Eligibility: Individuals eligible to run for election to the Board of Directors include Active Members, Life Members, and students who will have graduated from the Master Gardener Program and paid membership dues for the year for which they are seeking election. Honorary Members and Associate Members are not eligible to run for election to the Board of Directors.
  2. Voting: Only persons on the Board of Directors have the authority to vote on association business excluding the OSU JCMG Program Coordinator.

Section 4.  Executive Committee.  To facilitate activities of the Board and this Association, an Executive Committee shall be formed to include the President, President-Elect, Past President, Recording Secretary, and Treasurer. Three additional Board members shall be appointed by the President and shall not serve for more than two (2) consecutive years. This committee shall act as needed on behalf of the Board between regular Board meetings in accordance with Robert’s Rules of Order (current edition).  An accounting of actions taken by this committee shall be fully disclosed at the next Board meeting.

Section 5.  Terms of Office.  All offices that are filled through the ballot process serve a one-year term and may serve a subsequent term subject to re-election or

appointment for a vacant position.  Association Working Group Board member positions are selected by the respective Groups, subject to confirmation by the Board.  The Past President position serves for one year unless confirmed by the Board to continue due to the needs of the Board.

Section 6.  President.   Duties of the President shall be to provide leadership to the Association, preside over all meetings of the Board, appoint members to committees as needed, ensure that financial reports are made on time and perform duties normally deferred to the President.  The President is an ex-officio member of all committees.

Section 7.  President-Elect.  Duties of the President-Elect shall be to support the President, preside over all meetings of the Board in the absence of the President and chair various committees. The President-Elect is an ex-officio member of all committees.

Section 8.  Immediate Past President.    The duties of the Immediate Past President shall include serving as advisor to the Board and Parliamentarian.

Section 9.  Recording Secretary. The Recording Secretary

shall keep a record of Board meetings and other activities of the Association, report minutes of Board meetings, write general correspondence for the Board and the Association at large, and assist in the election process.

Section 10.  Membership Secretary. The Membership Secretary shall maintain the official JCMGA membership list, publish the annual directory, maintain liaison with OMGA to ensure a current member list, send the annual reminders for dues to the members and report the results to the Board and oversee and implement a secure election process.   

Section 11.  Treasurer.  The Treasurer shall have the responsibility for safekeeping of all funds and assets of the Association.  Other duties include:

  1. Act as chair of the Budget Committee;
  2. Responsible for timely financial bookkeeping and accounting operations of the Association in accordance with the budget approved by the

Board;

  1. Responsible for the Association’s funds, accurate and complete financial records, and internal control processes using acceptable accounting standards;
  2. Provide monthly financial reports to the Board;
  3. Prepare an annual budget;
  4. File all required financial statements with

OMGA;

  1. Facilitate an annual review of JCMGA financials by an outside accounting firm.

Section 12. Assistant Treasurer. The Assistant Treasurer shall support and aid the Treasurer and serve as a member of the Budget Committee.

Section 13. Archivist.  The Archivist shall maintain the document archives and provide oversight and management of archival documentation.

Section 14. OMGA Representative.  The Representative (or Alternate Representative) serves as a board member of OMGA and shall report activities of the JCMGA Chapter and act on all matters on behalf of the

JCMGA Chapter.  A report on OMGA meetings shall be given in writing to the JCMGA Board.

Section 15. OSU JCMG Program Coordinator. The individual responsible for the Jackson County OSU Master Gardener Program acts as liaison to the Association and shall be a non-voting, ex-officio member of and an advisor to the JCMGA Board.

Section 16. Members-at-Large.   Members-at-Large are elected by the membership and shall perform such duties as may be required by the Board.  A member at large shall be approved by the Board at the January meeting to be the alternate OMGA representative.

Section 17. Student Representative. One student representative from the current Master Gardener class shall be elected by the current Master Gardener class and appointed by the President in March.  If no new class is convened the following year, the current Student Representative may continue to represent the current students as a voting member of the Board.

Section 18. Absences.   Any Board member missing two consecutive meetings without reasonable excuse for the absence may be subject to removal by Board action.  A two-thirds vote is required for removal following previous notice.  Members unable to attend a Board meeting will notify the President or another officer prior to the meeting.

ARTICLE II.  MEETINGS

Section 1. Annual Meeting.  The Board shall hold an annual meeting of the membership in conjunction with a meeting of the Board in June of each year.

Section 2. Board Meetings.  All Board meetings shall be conducted according to Robert’s Rules of Order.

Section 3. Other Meetings.  Other meetings of the Association at large may be held for conducting business, continuing education in gardening, furthering the OSU extension program and other topics related to the activities of the organization.  The public may be invited to general education/information meetings.

Section 4. Quorum.  Before a meeting of the Board is called

to order for the purpose of conducting business the President (or Recording Secretary) shall determine if a quorum is present.  A quorum is a majority of the Board members.  A quorum at other association meetings is a majority of the membership of that body.

Section 5.  Voting.  Amending the bylaws, removing a member from office, or removing an Association member from membership requires previous notice and an affirmative vote by two-thirds of those present at a subsequent meeting of the Board. (See Articles of Association paragraph 6)

Section 6. Open Meeting Policy.  All regular meetings of the Board of Directors are open to all active members and all are encouraged to attend and participate in the discussion.  With the exception of the Executive, Nominating and Scholarship committees, all association Working Groups and committee meetings are subject to this policy.

ARTICLE III.  ELECTION OF BOARD MEMBERS

Section 1. Nominating Committee.  The President-Elect shall chair the Nominating Committee. Four other active members from the Association membership shall be elected to the Nominating Committee at the June Board meeting.

Section 2. Nominations from the Membership.  The President Elect shall communicate to the active membership a notice requesting:

  1. members to volunteer to serve on the Board, and/or,
  2. nominations for candidates to serve on the Board for the ensuing year.

The notice shall be placed in the July “Garden Beet” and sent out electronically.  Written nominations addressed to the Nominating Committee shall be returned electronically to the President-Elect, or in person, or by mail, to the Master Gardener office no later than September 1.

Section 3. Nominees.  The Nominating Committee shall confirm that the members who volunteer, or are nominated for elected positions, are eligible and willing to serve.  These names are then listed on the proposed election ballot that shall be prepared by the committee.   

Section 4. Confirmation by the Board.  The Chair of the Nominating Committee will announce the proposed candidates for office at the October Board meeting.  The President shall ask the Board to approve the nominees and the ballot.

Section 5. Ballots.  The Membership Secretary will send the

ballots to all Active Members, Life Members, and current Master Gardener students who will graduate as determined by the OSU JCMG Program

Coordinator, by mail or electronically with notice that write-in nominations will be considered for all positions.    Members who use paper ballots shall return them to the Master Gardener office by the same day the online election is scheduled to conclude.  Returned ballots shall be placed in a secure ballot box.

Section 6. Tellers.  The Membership Secretary, Recording Secretary, and a third teller appointed by the President at the October Board meeting, shall tally the votes.  In the case of a tie, tellers will determine the final selection by lot.  The Membership Secretary will read the tellers’ report at the November Board meeting.  The President will announce the results of

the election.

Candidates receiving the most votes shall be considered elected and assume their Board duties on the following January 1.

Section 7. Unfilled Positions. If there is no nominee for a position at the time the ballots are sent, and votes are received for write-in candidates, and if these candidates have not received a majority of the votes cast, they are not automatically elected.  The President shall recommend an individual to fill the position and present the name to the Board.  A majority vote of the Board shall be required to fill the position.

Section 8. Vacancies.   Board members including those who

resign before assuming office or during their term, and those removed by vote of the Board shall be replaced at the recommendation of the President and with the approval of the Board by individuals who are eligible and willing to serve the remainder of the term.

ARTICLE IV.  WORKING GROUPS AND COMMITTEES

Section 1. Membership Requirements:   All Working Group

Chairs or Co-Chairs, all Chairs of Working Group

Committees, and Chairs of all other Board Committees must be current members of JCMGA.

Section 2.  Working Groups: To organize, facilitate, and implement activities of the Board and this Association, there are established Working Groups with assigned areas of responsibility. Within each Working Group there may be committees and teams to perform specific, related functions. Working Groups report to the Board through their nominated representatives, who are approved at the November Board meeting to take office as of January 1.

Section 3. Budget Committee.  A Budget Committee, chaired by the Treasurer, shall be formed and meet prior to the start of a fiscal year to prepare a proposed budget for the coming year.

Section 4.  Bylaws Committee.  The Bylaws Committee is responsible for reviewing and updating the Bylaws and Policies and Motions of JCMGA, subject to Board approval. The chair of the committee and additional members shall be appointed by the President and confirmed by the Board.

Section 5.  Awards Committee:  The Awards Committee is chaired by the President-Elect.  The committee shall solicit and select nominees for state and local awards.

Section 6. Other Committees:  Special committees may be appointed by the President as needed.

Section 7. Board Committee Terms:  The terms of all Board committees and committee members end with the calendar year and must be reappointed by the President the following year.

ARTICLE V.  FINANCE

Section 1.  The Budget Committee shall be made up of the President, President-Elect, Treasurer, Assistant Treasurer, and other Association members appointed by the President.  The Treasurer shall preside over the Budget Committee meeting(s).

Section 2.  The Budget Committee shall meet for the purpose of preparing a proposed budget for the upcoming year. The Association fiscal year is the calendar year.

Section 3.  The Budget Committee shall make available to each Board member and Board member-elect a proposed budget for the coming year at the December Board meeting.

The proposed budget shall identify all anticipated income and expense, formatted as required for financial reporting by OMGA.  Each line item shall be expanded to explicit subitems where practical.

Section 4.  The Treasurer shall present the Committee’s proposed budget to the Association’s Board of Directors for approval at the January Board meeting.  If not approved the budget will be referred to the Budget Committee for revisions and reconsideration by the Board.

Section 5.  Expenditures over budgeted amounts must be approved by the Board.

Section 6.  The Treasurer or the Assistant Treasurer shall be authorized to disburse funds to meet expenditures of the approved budget or as approved by the Board.

Section 7.  Checks written for over $1,000 must have two authorized signatures by the President or President-Elect, and Treasurer or Assistant Treasurer.

Section 8.  The President shall sign all contracts between the Association and other organizations.  In the absence of the President, the President-Elect is authorized to sign.

ARTICLE VI. AMENDMENTS

These bylaws may be amended and new bylaws adopted at any regular meeting of the Board by a two-thirds vote of the Board members present.  Prior to the adoption of the amendment(s), all Board members shall be given notice at the previous regular meeting of the Board that the proposed amendment(s) is considered.  Once a proposed amendment is approved and incorporated, a copy shall be forwarded to the OMGA Treasurer.

(Bylaws Last Reviewed:  February 2024)

(Bylaws Last Amended:   February 2024)

(Bylaws Last Amended:  Date)

Attachment C.

Policy 1.5         Document Archive & Retention

Policy Statement:

  1. An archive of documents relating to the history, formation, and operation of JCMGA shall be made and maintained in a secure location.
  2. Archive materials (hard copy and electronic) shall be kept locked at Southern Oregon Research & Extension Center in Central Point, Oregon.
  3. Supervision of record retention and record destruction is the responsibility of the elected Archivist.
  4. All members of the Board and volunteers will follow records retention guidelines set out in this policy.
  5. No officer, director, or volunteer shall knowingly destroy a document with the intent to obstruct or influence an investigation or proper administration of any matter within the jurisdiction of any department or agency of the United States or any state.
  6. In the event JCMGA becomes involved in any governmental investigation, audit, or litigation, the further disposal of documents shall be suspended until such time as the Board, with advice of an attorney, determines otherwise. All staff and volunteers shall be notified of the suspension of regular disposal procedures.
  7. Archives are available for inspection by JCMGA members upon request.
  8. JCMGA shall make available to the public upon request, the Articles of Association, Bylaws, Conflict of Interest policy, Form 990, correspondence with the IRS, and recent financial statements.

Procedure:

The following archival schedule shall be maintained at all times.

Document

Time Retained

Hard Copy

Electronic Copy

OMGA:
Articles of Incorporation

Permanent

X

X

Bylaws

Permanent

X

X

Policies & Motions

Permanent

X

X

501(c)(3) Exemption Approval

Permanent

X

X

JCMGA:
Articles of Association

Permanent

X

X

501(c)(3) Exemption Approval

Permanent

X

X

Bylaws

Permanent

X

X

Policies Permanent

X

X

Scholarship Agreement with OSU Foundation

Permanent

X

X

Memorandum of Understanding with OMGA,

SOREC, and any other entity

Permanent

X

X

Minutes of the Board of Director meetings

Permanent

X

X

Working Group reports to the Board Permanent

X

Other records of Board, committee, Working Group, or membership actions

X

List of names & addresses of officers & directors

Permanent

X

X

Annual Reports delivered to Secretary of State

X

X

Membership list with name, contact information,

and membership date of each member

Permanent

X

X

Annual Board approved budget

Permanent

X

Financial Statements (End of Year)

Permanent

X

X

Bank statements for all accounts

10 Years

X

Cash receipts & disbursement journal

10 Years

X

General financial ledger

10 Years

X

Accounts payable invoices & cash payment vouchers

10 Years

X

Accounts receivable detailed records

10 Years

X

Receipt & use of restricted donations & endowment use

Permanent

X

X

Donor records

10 Years

OMGA Form for IRS Form 990 Submission

Permanent

X

Contracts, leases, property, insurance documentation

10 Years

X

All documentation showing proper handling of conflicts of interest

Permanent

X

X

All documentation on any matter that may become

a subject of a lawsuit or claim

Permanent

X

X

Garden Beet Newsletters

Permanent

Prior to 2014

X

JCMGA February 7 2025 Executive Committee Meeting Minutes

By Beet 2025 04 April

Jackson County Master Gardener Association

Executive Committee Meeting Minutes

February 7, 2025

Board Members Present:

Barbara Low, President, Winter Dreams Summer Gardens Co-Chair, Member Services WG Chair

Marcie Katz, Past President, Co-Chair Spring Garden Fair WG

Linda Millus, President-Elect

Keltie Nelson, Treasurer, Co-Chair Marketing & Technology WG

Kathy Apple, Recording Secretary

Colet Allen, OMGA Representative & Winter Dreams Summer Gardens Co-Chair

Kaleen Reilly, Member-at-Large

Jane Moyer, Fundraising WG Chair

The Executive Committee met via email at the request of Treasurer Keltie Nelson.  A vote on the proposed motion was taken via email.

Business:

Treasurer Keltie Nelson requested action from the Executive Committee regarding liability insurance coverage for the Spring Garden Fair at the Expo.

The Jackson County Expo is requiring liability insurance above what the current JCMGA policy covers.  The current liability policy includes $ 1million for “each occurrence limit”.  The Expo is asking for $2 million coverage for “each occurrence limit”.

The JCMGA insurance agent, Mark Blore has indicated that this increase in coverage would cost JCMGA an additional $900 to $1,200 which is not within the approved 2025 budget for the Spring Garden Fair.

Treasurer Nelson is requesting the Executive Committee approve this additional expense because the Expo is requiring payment in the next few days.

MOTION:  It was moved and seconded to approve the additional liability insurance expense cost for the Spring Garden Fair.

Motion passed.

Respectfully Submitted by Kathy Apple, Recording Secretary

JCMGA February 2025 Board Minutes

By Beet 2025 04 April

Jackson County Master Gardener Association

Board Meeting Minutes

February 14, 2025

Board Members Present:

Barbara Low, President, Winter Dreams Summer Gardens Co-Chair, Member Services WG Co-Chair

Marcie Katz, Past President, Co-Chair Spring Garden Fair WG

Linda Millus, President-Elect, Member Services WG Co-Chair

Keltie Nelson, Treasurer, Co-Chair Marketing & Technology WG

Regula Pepi, Assistant Treasurer

Ann Ackles, Membership Secretary

Kathy Apple, Recording Secretary

Colet Allen, OMGA Representative & Winter Dreams Summer Gardens Co-Chair

Teresa Jarratt, Co-Archivist

Rebecca Cohn, Member-at-Large

Joanne Daane, Member-at-Large

Mary Schrouder, Member-at-Large

Jory Kaplan, Member-at-Large

Michael Hornbeek, Community Outreach WG Chair

Lucy Pylkki, Spring Garden Fair WG Co-Chair & Marketing & Technology Co-Chair

Jane Moyer, Fundraising WG Chair

Janine Salvatti, Gardens WG Chair

Grace Florjancic, OSU MG Program Coordinator

Board Members Absent:

Carrie Holmes-Stanton, Co-Archivist

Kaleen Reilly, Member-at-Large

Guests:

Linsey McNab, Student, Master Gardener Class of 2025

Erin Galbraith, Student, Master Gardener Class of 2025

Sandy Hansen

Sheri Morgan

Call to Order:  President Barbara Low called the Board meeting to order at 9:02am.

Additions to the Agenda:  Members requested the following items be added to the agenda: February Executive Committee meeting minutes and an OMGA update.

MOTION:  It was moved and seconded to add additional items to the agenda.  Motion passed.

Approval of the Consent Agenda:   All filed, written reports under the Consent Agenda were reviewed by members of the Board.

MOTION:  It was moved and seconded to accept the Consent Agenda as presented.  Motion passed.

Approval of the Agenda:

MOTION:  It was moved and seconded to approve the agenda as revised. Motion passed.

Approval of the Board Meeting Minutes from January 10, 2025:

MOTION:  It was moved and seconded to approve the January 10, 2025 Board Meeting Minutes as written.  Motion passed.

Approval of the Board Retreat Meeting Minutes from January 24, 2025:

MOTION:  It was moved and seconded to approve the January 24, 2025 Board Retreat Meeting Minutes as written.  Motion passed.

Approval of the Executive Committee Meeting Minutes from February 7, 2025:

MOTION:  It was moved and seconded to approve the February 7, 2025 Executive Committee Meeting Minutes as written.  Motion passed.

Finance Report:  Keltie Nelson Treasurer presented the financial statements for January 2025 and responded to questions from the Board.

MOTION:  It was moved and seconded to approve the financial statements for January 2025.  Motion passed.

After meeting with the insurance broker, Treasurer Nelson resolved previous questions from the Board regarding coverage and reported that the premium increase for this year would be minimal.

Master Gardener Class of 2025, Student Representation:  Linsey NcNab and Erin Galbraith, both students in the 2025 Master Gardener class would like to co-share the student representative position on the Board.

MOTION:  It was moved and seconded to appoint Linsey McNab and Erin Galbraith as co-student representatives from the 2025 Master Gardener education class.  Motion passed.

MG Program Coordinator Report:  OSU MG Program Coordinator Grace Florjancic reported that a part time employee and/or contractor to help with the Native Plant Nursery is permissible on SOREC grounds as long as this person signs the standard OSU waiver form.  Grace also reported that JCMGA could purchase farm hand help for a fee or JCMGA could hire a landscape maintenance person for specific demonstration garden tasks.  Board members noted how helpful farm staff have been and requested that a thank you card be sent to them. The Master Gardener education class started the practicum portion of the course via Zoom due to the heavy snow fall.

Grace also reported that Andrew Norwood, OSU Foundation Development Director will be on SOREC property for the Legacy Tree event on April 22, 2025.  Grace has received permission to plant the tree on the west side of the main building.

President Low noted that a Board committee needs to be formed to outline the pros and cons of a part time employee versus an independent contractor for help with the Native Plant Nursery.  Keltie Nelson will chair the committee with Linsey McNab, Marcie Katz, Kathy Apple, and Lynn Kunstman as committee members. The committee was directed to come back to the March 14, 2025 Board meeting with a recommendation.

OMGA Update:  Colet Allen, OMGA Representative reported that the 2025 Joy of Gardening conference will be held July 11 & 12, 2025.  OMGA has confirmed the majority of speakers.  The Board was reminded of the “Send a Friend” grant to support Master Gardener attendance.  The Board also discussed making a donation versus gathering items for the annual silent auction.

President’s Report:   President Barbara Low shared the following information with the Board:

  1. President Low reported on the monthly meeting with MG Program Coordinator Grace Florjancic this month regarding various issues.
  2. Thanks to Lucy Pylkki and Doug Kirby for the new locks on the supply cabinet in the auditorium.
  3. JCMGA accepted all the donated white tables from the classroom for future event use.
  4. Board members were asked to meet with the President if they continue to have Dropbox questions. President Low asked Regina Boykins to craft changes to Drobox that would make award nominations easier and a resources location for the President and President Elect positions.
  5. President Low discussed the requirement that each Working Group have an assigned person to attend Board meetings if the Working Group chair cannot attend.

MOTION:  It was moved and seconded to approve the following Working Group Chairs:

          Community Outreach – Michael Hornbeek

            Fundraising – Jane Moyer

            Gardens – Janine Salvatti

            Marketing & Technology – Lucy Pylkki & Keltie Nelson

            Member Services – Barbara Low & Linda Millus

            Spring Garden Fair – Marcie Katz & Lucy Pylkki

           Winter Dreams Summer Gardens – Barbara Low, Colet Allen, & Susan Koenig

Motion passed.

Membership Secretary Report:   President Low reported that Keltie Nelson, and Teresa Jarratt are working on the publication of the 2025 membership directory.

Discussion & Business:

  1. Practicum Design Ad Hoc Committee: Chair Jane Moyer presented a sketch of what the committee has discussed for the design.  It is still not clear how much space on the SOREC property will be available.  A draft letter requesting design help from the OSU Engineering Dept was also shared.  The Board recommended that OSU Foundation Development Director Andrew Norwood review the draft letter.
  2. Spring Garden Fair Update. Co-Chair Lucy Pylkki reported that the Grange has been approached to be a sponsor for the Spring Garden Fair.
  3. Practicum Update: President Low reported that there have been unforeseen problems including lack of access to water and electricity as a result of the demolition of the Creepy Old House.  An electrician will be contacted for various proposed options.
  4. Community Outreach Chair Michael Hornbeek reported that community garden grants have so far been limited to a garden that is sponsored by a nonprofit organization. He asked the Board if that could be changed.  The Board discussed rational such as legitimacy, responsibility, and accountability.  The Board asked Michael to bring a recommendation from the Working Group back to the Board for consideration.
  5. President Low presented a draft matrix for JCMGA events that would collect various data elements of the event. The Board was very supportive of collecting this data as it would help plan for the future and provide valuable information for various reports.
  6. President Low presented the updated summary of accomplishments by JCMGA for 2024 with pictures. The Board offered several suggestions for additions.

Awards Committee:  President Low asked for volunteers for the 2025 Awards Committee to be chaired by President Elect Linda Millus.  Ann Ackles, Colet Allen, and Kathy Apple volunteered.

Spring Garden Fair Plant Prices:  President Low asked the Board to approve raising the Super 6 pots from $5.00 to $6.00 for the 2025 Spring Garden Fair sale.

MOTION:  It was moved and seconded to approve the price increase for the Super 6 pots from $5.00 to $6.00.  Motion passed.

Announcements:

  1. Earth Day at the Blue Heron Park event will be held April 29, 2025.
  2. The Legacy Tree event will be held April 22, 2025.
  3. The Spring Garden Fair will be held May 3 & 4, 2025 at the Expo.
  4. The Medford Open Streets event will be held May 31, 2025.

Adjournment:  The meeting was adjourned at 11:08am.

Next Meeting:

  1. The next regular Board meeting will be held March 14, 2025 from 9:00am to 11:30am.

 

 

 

 

 

Respectfully Submitted by Kathy Apple, Recording Secretary

JCMGA Board Retreat Meeting Minutes – January 2025

By Beet 2025 03 March

Jackson County Master Gardener Association

Board Retreat Meeting Minutes

January 24, 2025

 

Board Members Present:

Barbara Low, President, Winter Dreams Summer Gardens Co-Chair, Member Services WG Chair

Marcie Katz, Past President, Co-Chair Spring Garden Fair WG

Linda Millus, President-Elect

Keltie Nelson, Treasurer, Co-Chair Marketing & Technology WG

Regula Pepi, Assistant Treasurer

Kathy Apple, Recording Secretary

Colet Allen, OMGA Representative & Winter Dreams Summer Gardens Co-Chair

Teresa Jarrett, Co-Archivist

Carrie Holmes-Stanton, Co-Archivist

Rebecca Cohn, Member-at-Large

Kaleen Reilly, Member-at-Large

Joanne Daane, Member-at-Large

Mary Schrouder, Member-at-Large

Jory Kaplan, Member-at-Large

Michael Hornbeek, Community Outreach WG Chair

Lucy Pylkki, Spring Garden Fair WG Co-Chair & Marketing & Technology Co-Chair

Jane Moyer, Fundraising WG Chair

Janine Salvatti, Gardens WG Chair

Grace Florjancic, OSU MG Program Coordinator

Absent:

Ann Ackles, Membership Secretary

Guests:

Regina Boykins

Call to Order:  President Barbara Low called the Board Retreat meeting to order at 9:08am.

Retreat Agenda:  President Low facilitated discussion on the following agenda items:

  1. Dropbox & Working Groups for 2025: JCMGA member Regina Boykins, who is the Dropbox Administrator/owner, led a discussion and answered questions on how to access and utilize Dropbox.  President Low emphasized the importance of Working Groups uploading their meeting minutes and other resource documents for archiving and future use.
  2. JCMGA Vision for the Future Regarding Building Construction: President Low asked the Board to discuss what their vision is for the future related to buildings needed by the association.  A possible vision was to “Establish a learning facility dedicated to sustainable horticultural education for Master Gardeners and the community”.  Board Member comments included:
  3. Don’t limit the vision. Think out of the box.
  4. Conduct grant research now in preparation for fundraising.
  5. Utilize the Oregon Construction Contractors Board for resources.
  6. Get answers to all legal questions.
  7. Dream big, make a wish list for buildings, include IT, kitchen, bathroom.
  8. Have a community garden on SOREC property.
  9. 2024 Accomplishments: President Low was complimented on creating the outline of accomplishments by the association in 2024.  The Board brainstormed various ways this document could be used including:
  10. Publishing on the JCMGA website and Facebook.
  11. Article in the Garden Beet.
  12. Send to OMGA.
  13. Make it colorful and fun; put it every place we are.
  14. Highlight the number of volunteer hours.
  15. Send to local mayors and share with community garden groups and schools.
  16. Include in all JCMGA presentations.
  17. Share with the new Master Gardener class.
  18. Add visuals specific to accomplishments and charts.

 

  1. Strategic Plan for 2025 including JCMGA Vision for 3 & 5 Years: President Low walked the Board through each of the 2025 strategic goals and objectives for clarification, common understanding and agreement.  OSU MG Program Coordinator Grace Florjancic provided updates for future planning including a once-a-month presence at the local grower’s market, the need for more volunteers, leadership training, and increasing the number of students for the annual Master Gardener class.
  2. Parking Lot Issues: President Low asked members to keep a list of issues to be addressed later.   They included:
  3. Develop a list of legal questions to be answered regarding the vision of building a classroom (Ex. Do we own the building? Can we rent it out & collect a fee? How do we ensure sole use by JCMGA?)
  4. Develop a JCMGA Glossary of terms.
  5. Create a building rendering.
  6. Utilized the SOREC Farm Manager for some gardening related tasks. Think about hiring a landscape maintenance company for some tasks related to the demonstration gardens.
  7. Schedule another art in the garden event.

Announcements:

  1. The Master Gardener Class of 2025 lunch will be Wednesday, January 29, 2025 from Noon to 1:00pm in the Auditorium.

Adjournment:  The meeting was adjourned at 11:30am.

Next Meeting:

  1. The next regular Board meeting will be held February 14, 2025 from 9:00am to 11:30am.

Respectfully Submitted by Kathy Apple, Recording Secretary

JCMGA Board Meeting Minutes – January 2025

By Beet 2025 03 March

Jackson County Master Gardener Association

Board Meeting Minutes

January 10, 2025

Board Members Present:

Barbara Low, President, Winter Dreams Summer Gardens Co-Chair, Member Services WG Chair

Marcie Katz, Past President, Co-Chair Spring Garden Fair WG

Linda Millus, President-Elect

Keltie Nelson, Treasurer, Co-Chair Marketing & Technology WG

Regula Pepi, Assistant Treasurer

Ann Ackles, Membership Secretary

Kathy Apple, Recording Secretary

Colet Allen, OMGA Representative & Winter Dreams Summer Gardens Co-Chair

Teresa Jarrett, Co-Archivist

Carrie Holmes-Stanton, Co-Archivist

Rebecca Cohn, Member-at-Large

Kaleen Reilly, Member-at-Large

Joanne Daane, Member-at-Large

Mary Schrouder, Member-at-Large

Jory Kaplan, Member-at-Large

Michael Hornbeek, Community Outreach WG Chair

Lucy Pylkki, Spring Garden Fair WG Co-Chair & Marketing & Technology Co-Chair

Jane Moyer, Fundraising WG Chair

Janine Salvatti, Gardens WG Chair

Grace Florjancic, OSU MG Program Coordinator

Guests:

Ronnie Budge

Ann Kinkley, OMGA Newsletter Editor

Andrew Norwood, Development Director, OSU Foundation

Call to Order:  President Barbara Low called the Board meeting to order at 9:00am.

JCMGA Board Oath:  President Low facilitated the collective Board oath which reads, “I (name), as a member of the Jackson County Master Gardeners Association Board of Directors, promise to do my best to learn, practice, and teach the art and science of gardening in the Rogue Valley, and beyond.”

Additions to the Agenda:  Members requested the following items be added to the agenda: Education speaker for Illinois Valley Garden Club request and call for Spring Garden Fair volunteers.

MOTION:  It was moved and seconded to add additional items to the agenda.  Motion passed.

Approval of the Consent Agenda:   All filed, written reports under the Consent Agenda were reviewed by members of the Board.

MOTION:  It was moved and seconded to accept the Consent Agenda as presented.  Motion passed.

Approval of the Agenda:

MOTION:  It was moved and seconded to approve the agenda as revised. Motion passed.

Approval of the Board Meeting Minutes from December 13, 2024:

MOTION:  It was moved and seconded to approve the December 13, 2024 Board Meeting Minutes as written.  Motion passed.

Finance Report:  Keltie Nelson Treasurer presented the financial statements for December 2024 and responded to questions from the Board.

MOTION:  It was moved and seconded to approve the financial statements for December 2024.  Motion passed.

MG Program Coordinator Report:  OSU MG Program Coordinator Grace Florjancic provided an update for 2025 community education classes, Seed to Supper program, the Plant Clinic, the Cultivating Companions program, and changes to the SOREC grounds including placement of the new scientist housing.  Grace asked the Board to help brainstorm ideas for increasing advertisement for the new 2025 Master Gardener Training Program as registration is low for this time of the year.

OMGA Representative Update:  Colet Allen, OMGA Representative requested possible speakers for an education request from the Illinois Valley Garden Club on the topic of winter gardening tasks.

President’s Report:   President Barbara Low shared the following information with the Board:

  1. President Low reported on the monthly meeting with MG Program Coordinator Grace Florjancic and Farm Manager Jake Hoyman. A new location has been selected for the vegetable garden and an identified tripping hazard will be fixed.
  2. There are no new nominations for life membership at this time.
  3. The brown archive filing cabinets will remain in place. Other archive materials have been consolidated.
  4. Conversation is still underway with SOREC Director Alex Levin regarding a possible half time employee.
  5. There is a new sign-in policy at SOREC. If staffing the Plant Clinic, members must sign in.  The kitchen is now under lock and key.
  6. Regina Boykins has recommended some changes to the Garden Guides. The Board discussed pulling a new ad hoc committee together to do a cover-to-cover review and update of the Garden Guide in preparation for additional publishing needed at the end of this year. Kaleen Reilly volunteered for the committee.
  7. President Low reminded all Board Members that they must be current JCMGA members in order to be on the Board.
  8. President Low was complimented on her compilation of JCMGA accomplishments document. The Board brainstormed how the association might use this information in the future.

Membership Secretary Report:   Membership Secretary Ann Ackles reported that 89 members have renewed membership to date with a few in process.  Out of 14 life memberships, 4 have renewed.  Ann reminded the Board that volunteers for the Plant Clinic and the Practicum need to be currently certified.

Discussion & Business:

  1. Andrew Norwood, Director of Development from the OSU Foundation attended the meeting to present the work of his area and assist the Board with fundraising strategy ideas. Norwood is working toward the goal of assisting the creation of endowments for all extension county programs.
  2. President Low led a discussion on access to Board of Director reports in Dropbox. Currently, members and the public can access these reports.

MOTION:  It was moved and seconded to limit access to Board of Director reports only to JCMGA members.  

  1. Treasurer Nelson presented the annual liability insurance policy to the Board. It was suggested that Treasurer Nelson meet with the insurance agent to review what coverage is absolutely needed at this time.
  2. President Low led a discussion on possible agenda items for the Board’s winter retreat meeting scheduled for January 24, 2025. Items include discussion of Dropbox and Working Groups, JCMGA vision for the future including construction needs, review of the strategic plan for 2025, and a five-year strategic plan.
  3. President Low requested a Bylaws Committee be formed to review the Board oath, bylaws specific to Voting by Proxy and Membership Secretary duties, and an update to Policy 1.5 Document Archive, Information, and Retention. Kathy Apple volunteered to chair the committee.  Ann Ackles, Jane Moyer, Mary Schrouder also volunteered to be on the committee.
  4. President Low asked for three additional Board Members to serve on the 2025 Executive Committee. Colet Allen, Kaleen Reilly, and Jane Moyer volunteered.  The Executive Committee per the bylaws also includes the President, President-Elect, Past President, Recording Secretary, and Treasurer.
  5. President Low announced plans for providing lunch for the 2025 Master Gardener class on their first day which will be January 29, 2025.
  6. Treasurer Keltie Nelson presented the 2025 JCMGA budget for discussion and approval.

MOTION:  It was moved and seconded to approve the proposed 2025 budget.  Motion passed.

  1. Spring Garden Fair Chairs Marcie Katz and Lucy Pylkki asked for volunteers to assist with planning and implementation of the fair. There will be a need for a large contingency from the membership.  The first planning meeting will be scheduled soon.

Announcements:

  1. The Community Outreach Working Group is distributing the Cosmic Coir donations.
  2. The Medford Street Fair will be held the last weekend in May.
  3. The Awards Committee chaired by the President-Elect will need to be created at the February 14, 2025 Board meeting.

Adjournment:  The meeting was adjourned at 11:00am.

Next Meeting:

  1. The JCMGA Board Winter Retreat will be held January 24, 2025 from 9:00am to 11:30am.
  2. The next regular Board meeting will be held February 14, 2025 from 9:00am to 11:30am.

Respectfully Submitted by Kathy Apple, Recording Secretary

JCMGA December 2024 Board Minutes

By Beet 2025 02 February

Board Members Present:

Barbara Low, President, Co-Chair, Winter Dreams Summer Gardens WG, Co-Chair Marketing &      Technology WG, Chair Member Services WG

Marcie Katz, Past President, Co-Chair Spring Garden Fair WG

Kathy Apple, Recording Secretary

Ann Ackles, Membership Secretary

Colet Allen, OMGA Representative & Co-Chair, Winter Dreams Summer Gardens WG

Lucy Pylkki, Member-at-Large & Co-Chair, Spring Garden Fair WG

Janine Salvatti, Chair, Gardens WG

Sandy Hammond, Member-at-Large

Regula Pepi, Assistant Treasurer

Pam Hillers, Archivist

Cassandra Toews, Member-at-Large

Ronnie Budge, Chair, Community Outreach WG

Kaleen Reilly, Member-at-Large

Rebecca Cohn, Member-at-Large

Grace Florjancic, OSU MG Program Coordinator

Board Members Absent:

Jane Moyer, Chair, Fundraising WG

Michael Hornbeek, Student Representative

Keltie Nelson, Treasurer, Co-Chair Marketing & Technology WG

Guests:

Linda Millus, 2025 President-Elect

Teresa Jarrett, 2025 Co-Archivist

Mary Schrouder, 2025 Member-at-Large

Joanne Daane, 2025 Member-at-Large

Jory Kaplan, 2025 Member-at-Large

Linda Holder

Sherri Morgan

Taurie Rubaloff, SOREC Administrative Office Manager

Call to Order:  President Barbara Low called the Board meeting to order at 9:04am.

Additions to the Agenda:  Members requested the following items be added to the agenda: Winter Dreams Summer Gardens update, proposed Governing Documents Committee for 2025, the introduction of Taurie Rubaloff, the new SOREC Administrative Office Manager and archives/Dropbox announcement from Linda Holder.

MOTION:  It was moved and seconded to add additional items to the agenda.  Motion passed.

Approval of the Consent Agenda:   All filed, written reports under the Consent Agenda were reviewed with the exception of Gardens Working Group report and the Spring Garden Fair report which were not available.

MOTION:  It was moved and seconded to accept the Consent Agenda as amended.  Motion passed.

Approval of the Agenda:

MOTION:  It was moved and seconded to approve the agenda as revised. Motion passed.

Approval of the Board Meeting Minutes from November 8, 2024:  President Low offered a correction on page four.

MOTION:  It was moved and seconded to approve the November 8, 2024 Board Meeting Minutes as amended.  Motion passed.

Finance Report:  President Low presented the financial statements for November 2024 and the proposed 2025 annual budget which will be voted on at the January 10, 2025 Board meeting for approval.  President Low reminded members that all reimbursement checks need to be cashed by the end of this month otherwise they will come out of the 2025 budget.

MOTION:  It was moved and seconded to approve the financial statements for November 2024.  Motion passed.

MG Program Coordinator Report:  OSU MG Program Coordinator Grace Florjancic provided overall year end data for the Board’s information.  In 2024 there were 9,300 volunteer hours, 1,010 continuing education hours, 1082 pounds of food produced and donated to Access, and 39 graduates of the Master Gardener training program.

OMGA Representative Update:  Colet Allen, OMGA Representative reported on the completion of 2024 OMGA goals and the development of organizational goals for 2025.

President’s Report:   President Barbara Low shared the following information with the Board:

  1. President Low held the monthly meeting with MG Program Coordinator Grace Florjancic. It was noted that the open area where the Creepy Old House stood is being cleared of vegetation with posts being installed to prevent traffic entering the property.  The yard carts, wheelbarrows, and the potting area will be relocated in January.

  2. President Low reviewed the proposed Board meeting dates for 2025. She asked the Board to move the July 11, 2025 Board meeting to July 10th so Board Members can attend the annual Joy of Gardening education event in Corvallis on July 11-12, 2024.

MOTION:  It was moved and seconded to move the July 2025 Board meeting to July 10, 2025.  Motion passed.

Membership Secretary Report:   Membership Secretary Ann Ackles reported that two membership renewal reminders went out in both the Garden Beet and via MailChimp’s.  As of this date, 45 members have renewed with 8 renewals still to be processed.

Discussion & Business:

  1. Pam Hillers, Archivist, and Linda Holder, past Archivist, presented the legal and historical rationale regarding archiving for JCMGA and the importance of adherence to standards of archiving. Moving forward, it was discussed that the record retention policy for JCMGA will need to be reviewed and updated.

  2. President Low facilitated a discussion of potential agenda items for the Board’s winter retreat scheduled for January 24, 2025. Potential items included Dropbox access, review of our vision to build a classroom and greenhouse, the 2025 organizational goals, and review of the strategic plan.

  3. Ronnie Budge, Chair for the Community Outreach Working Group presented a proposed policy for providing community garden grants for Board discussion and approval.

MOTION:  It was moved and seconded to approve the proposed policy for community garden grants.  Motion passed.

  1. Member-at-Large, Sandy Hammond presented a request for a price discount for the purchase of 31 garden guides from the Kiwanis Club in Grants Pass that would then be donated in the community.

MOTION:  It was moved and seconded to sell 31 garden guides to the Grants pass Kiwanis Club at $9.00 each.  Motion passed.

  1. Grace Florjancic, Program Coordinator introduced Taurie Rubaloff, who is the new SOREC Administrative Office Manager. The Board welcomed Taurie to her new position.

  2. President Low announced that Keltie Nelson and Lucy Pylkki will be Co-Chairs for the Marketing & Technology Working Group in 2025.

  3. President Low asked the Board to consider volunteering for a governing documents committee to review a potential revision to the bylaws and review of the records retention policy. The committee would be convened in 2025.

  4. Colet Allen, Co-Chair for Winter Dreams Summer Gardens (WDSG) Working Group announced that 30 landscapers attended the event, 21 landscapers received continuing education credit including five who utilized the recorded sessions. In total, 115 people attended the 2024 WDSG including presenters.  Colet thanked everyone who helped with this event.

     5.Linda Holder, Sandy Hammond, Pam Hillers, and Ronnie Budge, esteemed       leaders who will be leaving the Board at the end of 2024, all expressed their           appreciation and gratitude to the organization. The Board in turn expressed         their gratitude for their many contributions and leadership on behalf of             JCMGA.

Adjournment:  The meeting was adjourned at 10:35am.

Next Meeting:

  1. The new Board meeting will be held January 10, 2025 from 9:00am to 11:30am.

  2. The JCMGA Board Winter Retreat will be held January 24, 2025 from 9:00am to 11:30am.

Respectfully Submitted by Kathy Apple, Recording Secretary

JCMGA New Board Orientation Meeting Minutes – December 6, 2025

By Beet 2025 02 February

Current Board Members Present:

Barbara Low, President

Marcie Katz, Past President

Kathy Apple, Recording Secretary

Ann Ackles, Membership Secretary

Colet Allen, OMGA Representative

Lucy Pylkki, Member-at-Large

Janine Salvatti, Chair, Gardens WG

Jane Moyer, Chair, Fundraising WG

Michael Hornbeek, Student Representative

Sandy Hammond, Member-at-Large

Regula Pepi, Assistant Treasurer

Rebecca Cohn, Member-at-Large

Kaleen Reilly, Member-at-Large

2025 Board Members Present:

Linda Millus, President-Elect

Teresa Jarrett, Co-Archivist

Mary Schrouder, Member-at-Large

2024 & 2025 Board Members Absent:

Keltie Nelson, Treasurer, Co-Chair Marketing & Technology WG

Carrie Holmes-Staton, Co-Archivist

Joanne Daane, Member-at-Large

Jory Kaplan, Member-at-Large

Call to Order:  President Barbara Low called the orientation meeting to order at 9:10am and opened the meeting with a welcome to new Board Members and individual member introductions.

Per JCMGA Policy 2.3 Board Orientation, President Low led a review and discussion on the following topics:

  1. JCMGA Organizational Chart with Working Groups

  2. Venn Diagram describing the working relationship between JCMGA and OSU.

  3. A description of Working Groups, how they function and their role on the Board of Directors.

  4. A description of committees.

  5. A review of JCMGA governing documents including the Articles of Association, Bylaws, Policy & Procedure manual.

  6. A review of duties and expectations of Board Members.

  7. Kathy Apple provided a review of the legal and fiduciary responsibilities of nonprofit Board Members.

  8. A review of the 2025 Board calendar.

  9. An overview of Board meeting procedures, meeting reports, minutes, and archives.

  10. A review of Dropbox and its function and purpose for the organization.

  11. A review of Robert’s Rules of Order.

  12. A review of Oregon Master Gardener Association.

  13. A review of the 2024 Strategic Plan and draft 3-year and 5-year organizational goals currently under discussion.

A review of the 2025 budget, reimbursement procedures and reading financial reports was tabled until a later date.

President Low reviewed the annual conflict of interest statement and OSU liability form which each Board Member signed.

Adjournment:  The meeting was adjourned at 11:25am.

Next Meeting:

The next Board meeting will be held December 13, 2024 from 9:00am to 11:30am.

Respectfully Submitted by Kathy Apple, Recording Secretary