JCMGA December 2024 Board Minutes

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 10^th 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