JCMGA Board Meeting Minutes – January 2025

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