July 23, 2019 Board Meeting Minutes

MCMGA Board Notes 07/23/2019

Approved 08/27/2019

Minutes approved to with change of date to: Submitted as of today.

Treasurer Report: 3 people met with insurance representative to discuss insurance issues. No board coverage was recommended by our current insurance representative. Further insurance quotes and discussion in the future.

Bottle Deposit: Our Kroger deposit is $29.97 this quarter. Our bottle drop account is $175 so far this year. We also have $86.66 in our account that we will receive soon..

OMGA: Questions about future Mini-College were discussed. Marilyn Frankel took notes to bring back to OMGA. Question about donating items for a silent auction for OMGA. Board voted unanimously to not participate in OMGA silent auction and to send a letter stating so and stating that OMGA has funds to cover expenses without our participation.

Membership Question: Discussion as to who qualifies for membership in our chapter. No conclusion or vote but ongoing questions to be answered.

Communications Committee: Ask for officers and committee chairs to give photos and descriptions of selves.

eNews: Next month's deadline is 7/29.

Awards Committee: Will award at Harvest Fest.

Demonstration Garden: Spring harvest finishing up and summer harvest has begun. Annex and pollinator gardens are coming well in their second year.

Greenhouse Meeting: Designs of potential structures were discussed. Also, there is a discussion of who might take over the demonstration garden so that a total move to the annex is in the future. PSU and Community Transition Program who have a presence in the area are potential groups. Also a discussion of offering education to the public and Master Gardeners at The Demo Garden and beyond. New committee to be formed to address?

Chapter Meeting: Enthusiastic feedback on the July meeting.

Harvest Festival scheduled for 09/14/2019. Volunteer coordinator needed. Enews will announce the need.

Old Business: PP&R lease update discussed. Rich Becker discussed details of the feedback from city attorneys. Tom and Rich will confer and a vote of the Board will come soon.

Meeting Space for 2020: Still unresolved. Good Samaritan on NW 22nd is a potential free space.

Meeting adjourned at 8:02 PM.

May 28, 2019 Board Meeting Minutes

05/28/2019

Multnomah County Master Gardeners Association Board Meeting Approved

Correction to April minutes: Our representatives proposed that OMGA pick up the budget line of 3k to support webinar series.

Treasury: Report presented and available online.

Lifetime Awards: John Jordan proposed that the Board vote on the Lifetime Membership Awards rather than the Chapter. So moved. Awards committee and/or the board to determine who is to awarded Lifetime membership.

Communications: Dave Owens showed a reporting sheet of volunteer hours. He then presented a code of conduct proposal for our G-Suite services. Board approved Dave's proposal as shown to have all sign a Code.

Website: Kate has deleted the trial Wild Apricot template and is exploring other options, including a SquareSpace upgrade. SquareSpace has a calendar function, she is going to play with that and see what else they have that we aren't using. It won't fix some of the annoyances, but it could make the website more useful. It might turn out that the best of both worlds is to rebuild the site from the ground up in SquareSpace with a new template and a new structure.

ENews: Due Monday June 3rd. Call for pictures

Demonstration Garden: Spring crops are almost done and most summer crops have been planted. Produce is being donated to Arleta School, Lents Meals on Wheels, and OHSU Richmond Clinic. New Intern volunteers are given mentoring to be welcomed.

IE Sale: Jack and Rich will send out a letter to volunteers thanking them. 21K net and 1400 customers. 2nd Saturday of May worked well.

MCMG Chapter meeting: Speaker: Mace Vaughn, Co-Director of the Xerces Society Pollinator Conservation Program Topic: Native Pollinators and How to Attract Them

Old Business: John Jordan reported $150 in bottle deposits in 3 months. Rose City Book Pub on NE Fremont is donating their cans/bottles to us.

Mission Statement Update: Discussion took place on questions to consider that use the 3 Lenses of serving the Members, the Public, and

Extension to guide decision making on spending the time, energy, and funds of the chapter. It was decided to try using the questions to analyze decisions for the next year to gauge their usefulness. See the attached page for the Mission Statement and Considerations for Decision Making Questions as approved by board at this meeting.

PPR Lease Update: In the city attorney's hands presently

PayPal Account: Proposal to close account of MCMG as it's not been used for 3 years. Christine will research.

Upcoming Events: Pruning class 7/12/2019 at Oregon Food Bank.

April 23, 2019 Board Meeting Minutes

MCMGA Board Notes April 23, 2019

Attending: Jack Lazareck, Lorna Schilling, Rich Becker, Carolyn Dixon, Marilyn Frankel, Jo Ann Klooz, Linda Kenney, Jennifer Simpson, Cynthia Chase, Dave Owen, Lucy Keating, Kate Davenport, Robert Medley, Claudia Groth, Heidi Nichols, Christine Semeniuk, Stephanie Pringle, Gloria Bennett

Minutes approved from March meeting.

Treasurer report: Sheets on Google for activities log to be entered in by appropriate person. Go to Chapter-Activities Monthly budget report to be posted at group monthly meetings

OMGA: There is a request for $3,000 to cover a webinar series. Our reps propose that OMGA cover that themselves.

Demo Garden: Orientation and Project day on April 6 brought 39 new people to the demo gardens for a productive day. The propagation workshop was also a popular event with 58 people.

Thoughts on Greenhouse at the Annex

Rich Becker presented initial Requirements Based Design thoughts.

Listed requirements are: Security, weighing table, work tables etc.

Prioritize the list of requirements

Re-evaluate and refine the list

Evaluate the greenhouse’s relationship to the requirements.

There was some discussion of a design Rich presented that would be built by MG’s.

Membership Directory: Renewals are at 212.

IE Sale: Rich Becker reports 170 volunteers for the event May 11.

MG Chapter meeting on 5.14 What’s the real deal with Glyphosate, with OSU’s Kaci Buhl. April potluck with interns went well lots of great gardening conversation.

Meeting Space: New meeting space is needed for 2020. A list of alternate possibilities was discussed and Legacy Emanuel was added to the list.

Meeting adjourned 7:40 p.m.

Jo Ann Klooz, secretary April 23, 2019

March 26, 2019 Board Meeting Minutes

MCMGA Board Minutes - March 26, 2019

Attending: Corinne Thomas-Kersting, Jack Lazareck, Marcia McIntyre, Lorna Schilling, Rich Becker, Carolyn Dixon, Marilyn Frankel, John Jordan, Tom Ralley, Jo Ann Klooz, Heidi Nichols, Linda Kenney, Jennifer Simpson, Susanne Cavicchi, Linda Goldser, Cynthia Chase, Dave Owen, Lucy Keating, Kate, Robert Medley

Minutes approved from February meeting.

Treasurer report: Sheets on Google for activities log to be entered in by appropriate person. Go to Chapter-Activities Monthly budget report to be posted at group monthly meetings.

OMGA: The group has a new treasurer and some positive changes are expected as a result of new energy. State recommended OMGA retain 40 percent of a year’s budget in reserve. Taxes are paid on income more than 50 thousand dollars for any chapter. This creates more paperwork. An audit function is needed and OMGA is working to fill that role. Marilyn shared our chapter’s concern about the low-return investment vehicles OMGA uses. Anyone can attend OMGA quarterly meetings. Gail’s report at OMGA-She is very challenged with large staffing issues. There have been 13 staff turnovers across the state. She continues to advocate for the importance of the MG program within the OSU structure. There are 3,429 OMGA members. They are working to get funding for additional MG educational webinars.

E News: Susanne looking for articles by April 1.

Demo Garden: Orientation and Project day is Saturday, April 6 from 10-noon at the demo gardens. It’s a great chance for anyone who hasn’t had the opportunity to see the garden and witness what’s happening and get some lunch with gardening friends.

Membership Directory: Renewals are at 211; exactly the same number as 2018. There are 6 honorary/lifetime members. Directories have been printed.

IE Sale: Rich Becker says volunteer recruitment is going well with 65 committed volunteers.

MG Chapter meeting on 4.9: Intern potluck with 50 interns. Bring your own service and a dish. A sign-up will be sent to members.

Mission Statement Development: Stephanie Pringle and Corrine Thomas-Kersting presented the results of a the 3/10 facilitated retreat to develop a mission statement. The purpose of developing a statement is to have a focus or guide on how the chapter spends its time, money and energy. Feedback about wording. Action: The statement was approved with one dissenting vote.

Bottle Fund update: John Jordan says he’s handed out about 30 bags. So far, the chapter has earned $48.25 through the program.

Meeting Space: A new meeting space will be needed for 2020 because Providence will not be available. Several suggestions were given.

Website revisions: Kate Davenport proposed a change in our website host. Square Space is cumbersome and time consuming for volunteers. She suggested Wild Apricot, which is more than double the cost but would save volunteer hours and add functionality. $192 vs. $600 annual cost.

Meeting adjourned 7:59

Jo Ann Klooz, secretary March 26, 2019

February 26, 2019 Board Meeting Minutes

02/26/2018 Multnomah County Master Gardeners Association Board Meeting 

Minutes approved from 01/22/2019 meeting. 

Lorna Schilling asked for seeds to be sent overseas to an orphanage in Kenya. 

Harvest Festival was decided by consensus to be September 14th. 2019 

Treasurer: Linda Kenney presented a monthly Treasurer's report. 

OMGA: The next quarterly meeting of OMGA will be 3/1-2/2019. 

Retreat: Corinne Thomas-Kersting presented information on upcoming retreat: 1:00 to 5:00 03/10/2019 at SMILE Station in Sellwood. Discussed the agenda for this Mission Statement and Goal Setting retreat. 

Awards: John Jordan talked about rewards and recognition committee which will be meeting at end of March. There is a call for nominations of people to be recognized. Deadline for submission of names is 4/30/2019. 

eNews: Susanne Cavicchi: E-news deadline is 03/05/2019 for March. 

Archiving: Corrine explained and demonstrated archiving on Google drive for the Chapter Board. 

Demonstration Garden: Heidi, Linda, and Nancy reported on Demonstration Garden. There will be an Open House 10 AM to 1 PM on Saturday, April 6th. Tours at 10 and work at 11 and lunch at Noon. Board members are encouraged to attend. 

Membership: Heidi Nichols reported that as of 2/26: 155 vets renewed, 26- 2018 trainees renewed, 66 vets not renewed, 29- 2018 trainees not renewed. Last year on 02/26/2018 - 217 had renewed (62 more than this year) Method of payment: 53 - checks, 28 - cash, 8 - at the Chapter meeting with Square, 88 - online renewed 10 - honorary & lifetime. Amounts paid: $17 -1, $20 - 46, $24- 1, $25–57, $26-1, $28–1, $29-1, $30- 63, $35–1, 12 people donated $390.

Directory: Tom Ralley is working on ads for the directory and Heidi is getting it ready for publication. Deadline for sending the directory to the printer is March 8th.

Chapter Meetings: Marcia McIntyre reported on upcoming speakers for Chapter meeting. Several speakers are not confirmed yet but hoping for a July Gardening for Hops by an OSU extension person which hopefully will be at a local brew pub. Upcoming speaker is Willi Galloway – Delightfully Delicious: Strategies for Maximizing Flavor in Homegrown Food for our March meeting. 

IE Sale: Rich Becker talked about volunteer needs for IE sale - May 110, 2019. This is a date change. 

Mini-Grants: Corinne showed the revised Mini-Grant application. Up to $750 will be available for grants up to $300 maximum. An ad hoc committee will be convened by President to look at grants that are submitted. 

The Mini-Grant application was approved by consensus. 

PP&R Agreement: Rich Becker led a PP&R Agreement discussion. Contract is being negotiated and details of that contract were discussed. More next month. Rich, Pete, and Tom were recognized for the work with PPR. Rich especially. 

Calendar: Calendar of meetings for Board was adjusted due to holidays: November Board meetinwill be 12/03/2019, and December meeting will be 01/07/2020. 

Fund Raising Idea: John Jordan will be setting us up with a Bottle Drop Fundraising Project. Bags will be available at March meeting. 

Upcoming events: Angela Sandino, Regional Director will attend Multnomah County Board meeting on 09/24/2019. 

Meeting adjourned at 7:40 PM.  

January 22, 2019 Board Meeting Minutes

 01/22/2019 – Approved Minutes of Multnomah County Master Gardeners Association

Meeting called to order at 6 PM.

Minutes 1 correction of time on garden by Pete. Rich Becker moved and Marilyn Frankel seconded. Board voted to adopt.

President: Jack Lazareck Announcements (5 minutes) An adjustment is being made to the chapter bank account at Wells Fargo Bank. Being removed as Key Executors are Judy Battles, Heidi Nichols, and Thomas Ralley. Being added as Key Executors are Christine Semeniuk, Linda Kenney, and Jack Lazareck.

Linda Goldser has been added to the list of Demonstration Garden Reps to the board

Vice President Stephanie Pringle: no report

Treasurer Linda Kenney: no report

Marilyn Frankel reported: Mini College in Bend in October was not possible. Postponed for 2019. Regrouping for 2020. Feedback from Chapters was not really seen by leadership and hopefully that will happen as part of planning process for 2020.

Thank you from Corinne for her thank you. Angelo Sandino our new Director visited with Corinne at the new OSU office opening. She will visit our Chapter in September.

Robert Medley is now in possession of historic archives.

Communication committee focused on IE Sale. Website group will be meeting next week to update web site.

Susanne Cavicchi: Enews: Deadline is 2/5/2019 for next month.

Demonstration Garden report: Linda and Marilyn reported plans for upcoming year. Improving welcoming atmosphere for new volunteers is a priority. Annex hardscaping almost done. February will be the beginning of regular days at the garden.

Membership report via email from Heidi: $30 membership is most popular level. Email reminders were sent and good response.

No report on merchandise sales.

Rich Becker said 82 of 95 slots are filled for MG training. Some new instructors are teaching this year. Propagation, soils, and pruning are in planning stages for future training at Demo Garden.

Incredible Edible Sale report by Rich Becker: Promotion on website discussed. New vendors are being sought with an educational focus preferred. New date of 05/11/19 and some changes in flow from last year are in the works.

Marcia McIntyre announced Glen Andresen as speaker for 02/12/2019 Chapter meeting:  Grow a Lot in a Very Small Space

Task Force Update from the President:

At the 1/3/2019 Board meeting, it was agreed to create a Task Force:

Task Force : Motion to adopt Greenhouse Advisory Task Force idea. Tom Ralley moved and John Jordan seconded. Motion passed. Discussion of what the Task Force should be. Ideas added to its scope based on tonight's discussion.

  • Discussion at the last Board meeting revealed a wide range of opinions on Chapter priorities and on building a greenhouse at the Annex.

  • My goal is to achieve consensus on the use of Chapter funds.

  • Several versions of ideas for Task Force goals have been written and shared. Feedback has been used to create revisions.

  • Multiple people have volunteered to serve on a Task Force.

  • The Demo Garden crew would like a greenhouse as soon as possible to fulfill a variety of needs from starting plants, storage of materials to providing workshops and classes. They recognize they are unlikely to see significant money from the Chapter budget for this in the near future.

Current idea of the process is:

  1. Creation of a clear Mission Statement for the Chapter by a broad group of the membership. An outside facilitator has been found. A location is being sought.

    Resources: Purpose in Bylaws, OMGA Mission

    Coordinated by: Corinne

    Timeline: a Saturday in February

  2. After this, a Task Force will be created to focus on the Educational Goals of the chapter including the Demonstration Garden.

    Some possible issues for the Task Force to deal with include:

    - Clarify a vision for the overall Educational Focus of the Chapter including the Demonstration Garden.

    - Clarify what, when, and where specific Educational Offerings would be offered.

    - Clarify what type of places or buildings would be most appropriate for meeting the educational goals of the Chapter and the Demonstration Garden (i.e.: rented space, classroom, greenhouse).

    - Clarify the agreement with Portland Parks and Recreation (PPR).

    - Create, if indicated, a detailed building project plan including design, costs, sequence and responsibilities that can be shared with membership for inspection, comment and discussion.

    - Clarify permitting details including the city’s requirements for restroom and other requirements.

    - Detail future maintenance costs including insurance.

    - Design a capital campaign to raise money for the building project.

Some Possible Subgroups :

- Educational Vision and Offerings

- Construction Planning, Contracting, and Maintenance

Financing

Times and places are in flux currently. Jack, Corinne and Pete will meet with facilitator to prep. Anyone is welcome at this meeting.

Corinne - Mini-Grant applications reviewed and a discussion of the form and grants process ensued and revisions were suggested.

Jack closed the meeting at 7:25 PM

January 3, 2019 Board Meeting Minutes

January 3, 2019 OSU Extension Multnomah County Master Gardeners December (delayed due to holiday) Board Meeting

Jack called to order at 6:00 PM and Jack gave introductory remarks.

Minutes were approved with no changes.

Review of new board members and introductions of all present.

Corinne had some remarks and gave Jack a welcome and incoming president gift.. She told us she plans to help communications committee.

Artwork submitted by Eddie Rosen approved by board as cover of directory for 2019.

Proposal to increase dues: John Jordan discussed history of dues which were raised about 2009. Also discussed various dues of other gardening organizations. Corinne suggested a choice of 3 levels of dues to $21 or $26 or $31. Rich Becker moved to adopt the sliding scale and Stephanie Pringle seconded. Motion carried with no opposition.

Copy of Budget presented: Starred items discussed in some detail. Final bank balance has been about 66k at the end of the year for several years. This year the final fundraiser allowed us to be at the same. Projections are for a similar balance at the end.

Discussion of greenhouse: Jack introduced a discussion of the Greenhouse and the Annex in a round robin i.e. everyone has 1 or so minute to present their viewpoint on moving forward with a greenhouse.

Round Robin: Pete Jacobsen: What's the hurry some have asked. He says we're finally to it as the next step of a multi step process in our Demonstration Garden. 5 year process.

Stephanie Pringle: Full support of greenhouse for education and fundraising. Appreciative of past efforts to get us here.

Carolyn Dixon: Absolute essential must for education.

Marcia McIntyre: initial pass

Suzanne Cavicchi: Absolutely in support. Concerned about sneaky expenses.

Linda Goldser: Full support of greenhouse. Surprised there is a question. Been working towards this since the beginning.

Jennifer Simpson: We need a greenhouse this year. Fully in support.

Marilyn Frankel: Strongly feel need to revisit total plan and how it will look inside and out. Where – electrical, ductwork, water the whole plan needs to be ready. We need to know capacity of people for classes in this structure. Has to be welcoming, nice looking facility so people know this is ours. POW! Signage welcoming. We have to have outdoor water station and cleaning area – we have to do the right thing to clean them and stay in line with health rules. Strongly believe that we have to follow normal lines when putting up a building and we need to clearly see permits and what city requires us to do and see parks agreement. It takes time. Paying for it – are there things we can do such as putting rock down for base. Think we need to add 20% to all predicted costs. Out of the box ideas for blue sky: Put up a yurt as outdoor classroom. Is there any way to approach PPR to become a partner so that they help promote their programs on that property as well. Outdoor water source essential for health and safety concerns. All permits and agreements to be met. Complete plan needs to be in place before we start. Paying for it with out of the box ideas: Yurt as an outdoor classroom after greenhouse? Approach PPR t o be a partner in this?

Claudia Groth: Written remarks. Strongly oppose 70% of our money for annex gh this year. Reminder that public education is our mission. History – demo garden pivoted to donating food but that is not our mission. We have no recent track record to attract public to educational work and have them attend or pay. To have a gh seems premature. Dilapidated gh on property reminds us what happens. Annex is good way to re-establish educational mission. Recommendation – develop these classes to see if we can be successful. If we can prove it, then revisit. We have a template for this. The IE sale. We did little projects. And we proved that we could bring in the money. We can do that with annex. Let’s walk before we run.

Dave Owen: Wants project to succeed. Massive collaboration but has concerns. Senses that there is not a long term plan for the space and he is uncomfortable with the large expense of our reserve. Agrees with Claudia in many ways. Spend time to develop solid plan and plan for reserves. Expects that we need more time.

Tom Ralley: Annex is necessary and greenhouse is necessary. Development of classes can be simultaneous with building of structure.

Rich Becker: Working on agreement with committee and City. Should not be an up or down vote but a consensus. We need to sell the group on what we can do and a task force is essential.

Beven Peters: Agree with an overall plan and vision and a greenhouse is a possible educational tool not revenue. Wants it to be a city approved plan entirely in each stage. All for it- need a better plan.

Robert Medley: New to process. Why no development campaign? Giving is a way to see buy in from membership and public. Cart before the horse in this case. Capital campaign is needed to move forward. Expects it to be a much more expensive project.

Adele Thompson: Lot of confidence in the past planning and the plan as presented. We need a small greenhouse for our seedlings but maybe not this year for the big project.

Bob Shaw: Given the cost we need to take a deep breath before proceeding. Great things have happened in the past and understand urgency but feel like we need to pause and consider.

Lucy Keating: Did a personal remodel and knows turns and twists. Communicate the service of a greenhouse and build it as a resource for the future. Find new funding sources (grants, etc.) to make it happen. Banks, people, and others to fund. Annex was presented and it was clear and visuals are important in selling.

John Jordan: Been working since 2009. Almost lost garden due to PPS changes in rent. Curent greenhouse is about to fall down and electrcial systems are inadequate. Ticking time bomb of swamp cooler. Huge proponent of annex gh soon if not this year then next.

Linda Kenney: Agrees with John about swamp cooler.. Need greenhouse. Need development campaign to pull off. Educates public about what we do as well as raise funds.

Christine Semeniuk: Generally supportive of greenhouse and need a vision. We promised membership a greenhouse in last year's budget and we need to update membership.

Cynthia Chase: Supportive of greenhouse sooner rather than later and wants to see money spent after prudent reserve is met as that is the responsibility of a non-profit.

Pete again: I can provide a lot of the things that people are looking for in terms of pictures and descriptions. To ease concerns, these are kits. The contractor I am working with has installed this gh kit four times. So there are not as many unknowns as a remodel. This year we had enough volunteers to donate 3000 pounds, put on a bunch of classes and install the gardens. We welcome more people but have met our needs.

Corrine: Numbers of volunteers not discussed before but needs to be examined. Look deeply at both recruiting and retaining volunteers. Huge piece. Love the idea of a greenhouse but we need to figure out how best to accomplish the education of the public as our primary mission. We all donate food and the Demonstration Garden donates a significant amount of food and that is good, but that is not our mission as MGs. We have a responsibility to Extension and to our role as a MG to put the education mission as Don't believe that we build it and they will come. Develop the plan and it needs to be a really good plan. Finances are an issue and we need to do other things first.

Nancy Fine (in writing): I support the continued funding of the greenhouse for the new Demo Garden, aka the Annex garden. It's a necessary component for programming and events that are open to all MGs and the public. This year we had MGs from the Chapter, MGs from the current Demo Garden, and people from the neighborhood involved in planting perennial beds. And a Mosaic project that brought together Chapter members and friends to create art pieces for the new garden. But we had to bring materials, tables, and equipment in to do this. A greenhouse would greatly help. There is currently a higher estimate to complete the project. A fundraising campaign has raised close to $3000 so far. Additional funds are being sought. We are mitigating those higher costs. If too much time is lost stalling the greenhouse project, we may lose the contractors involved in the project which will cause more delays. Let the greenhouse project progress!

Heidi Nichols (in writing): Though I really want to go forward with a greenhouse for the Annex and bring this wonderful project to fruition, I have some concerns about the future. First, before we proceed further, I feel we need the legal agreement with Parks and/or the City to be in writing. Too many times people rely on good faith that an agreement will be signed as stated, only to discover, when the deadline arrives, that changes have been made. It’s hard for me to trust verbal promises from a government entity.

Second, after reading a bunch of articles online about reserves for non-profits, it seems like we should leave anywhere from 3 months to a maximum of two years of minimum operating expenses for the Chapter in the chapter reserves before we spend money on other items like the proposed greenhouse. That said, the proposed budget includes an operating reserve that should cover that amount, depending on what the Board considers necessary for reserves.

Once we have a written agreement and have determined what is needed for reserves, we need some really accurate estimates on what it will cost to install electricity and heating/cooling, and what it will cost to run them each year. We need a plan for meeting those expenses before we embark on this huge undertaking. I can recommend West Side Electric for a second opinion on the electricity, if needed. I’ve said, albeit quietly, at numerous planning meetings that electricity, heating/cooling, water and sanitation (porta-potty or, better yet, bathroom) all have costs, and we have to know that we can afford them before we start. No one has ever spoken up to agree or disagree with me, so I’ve assumed it wasn’t a big concern for anyone else.

It’s also important to know that we have the support of the chapter for this endeavor. We all know that there may be people strongly opposed to this project. We need to know how large this group may be, and, perhaps, what can be done to allay their fears or counter their objections. People have mentioned a survey of the entire membership, (not just those present at a Chapter meeting) to see if the group supports the idea of the Annex garden. That would be a great idea. We have all discussed how much more people-power we will need to take care of the increased space. We’re going to need the support of more than the core group of DG enthusiasts to maintain the garden in the future. It would also be helpful to have the contributions to the Education in the Garden Fund exceed the minimum amount needed to cover the gap between the amount budgeted and the amount quoted for installation. Hopefully this would show that we have support from the chapter as a whole.

I know the Annex/new garden is a really appealing idea to everyone.

Marcia McIntyre: What the group has done is just amazing. There is so much respect for what the dg has done. So nice to hear people share their concerns. It is nice to know that everyone has the best interest of the chapter. It would be wonderful for the gh to support our educational outreach, but to be successful has to be in measured steps. We have an opportunity to outreach to the community, and a community that is struggling more as that is the neighborhood we are in. Opportunities for partnerships with banks and businesses. Lucy is the person who could walk into the bank and ask for it. We have to take measured steps. People have held back because they did not want to. To have a healthy organization we have to be comfortable to: ask questions, listen to out of the box ideas, and express all our concerns. We need to exercise fiduciary responsibility and need to spend the money. Also this is an opportunity to bring in the whole chapter and get them to buy into it. That is what was done with the annex, when plans were brought in last year. Kudos to the demo garden volunteers and Jack for giving everyone this opportunity.

Jack: Greenhouse Advisory Task Force proposal detailed with areas to be addressed.

Motion to adopt Greenhouse Advisory Task Force idea. Tom Ralley moved and John Jordan seconded.

Motion passed. Discussion of what the Task Force should be. Ideas added to its scope based on tonight's discussion.

Marilyn moved and Rich Becker seconded that 2019 proposed Budget 1 Column B be passed as modified during the meeting.

Unanimously approved. Greenhouse portion of budget tabled and to be revisited.

E-news editor needs contributions for January and February. January articles are due Saturday morning at the latest.

Next Tuesday is the monthly meeting. Linda Chalker-Scott will be the speaker.

Meeting adjourned at 7:57 PM.

November 27, 2018 Board Meeting Minutes

Attending: Corinne Thomas-Kersting, Marilyn Frankel, Tom Ralley, John Jordan, Marcia McIntyre, Lorna Schilling, JoAnn Klooz, Carolyn Dixon, Nancy Fine, Linda Kenney, Dave Owen, Rich Becker, Christine Semeniuk, Pete Jacobsen, Jack Lazareck, Stephanie Pringle, Susanne Cavicchi, Robert Medley, Gloria Bennett, Cynthia Chase, Linda Goldser, Eleanor Burke, Jennifer Simpson.

Minutes of the October meeting were amended and approved.

President’s announcements: Corrine welcomed new board members and guests.

Corinne thanked Jennifer and the Merchandise volunteers for selling our products at the MG Recertification event.

JoAnn and Corinne reviewed the suggestions for keeping board meetings to a 90-minute format and the suggestions will be given to incoming President Jack Lazareck to implement as he and the board determine is best.

The OMGA meeting in November went well. Thanks to our OMGA reps and the volunteers who helped with the set-up and snack/lunch service.

Garden Education Mini Grant application form- Corinne and David Brown have drafted this and request other volunteers to read and review before presentation to the board for approval. Eleanor Burke and Tom Ralley agreed.

Board meeting space: The first six months of meeting space for 2019 has been secured free of charge at the Providence Hospital campus on Glisan, 4805 NE Glisan. Dave Owen’s wife works at Providence and agreed to be the employee sponsor for this. If anyone knows of a Master Gardener on staff at Providence it will be useful for booking this space in the future. Corinne will send out detailed instructions about room location at the Providence campus.

Dates for the first six months of 2019:

TH January 3 – Room HCC6

TU January 22 - Room HCC2

TU February 26 - Room HCC2

TU March 26 - Room HCC2

TU April 23 - Room HCC2

TU May 28 - Room HCC2

TU June 25 - Room HCC2

Directory art: At least one MG has contacted Corinne to submit art for the directory cover. Agree that we will look at entries as a group in January and decide.

Budget: Christine Semeniuk presented a second draU of the budget which included some updated expenditures. Additional information is needed for the following line items:

- Annex Greenhouse Porta Potty/bathroom facility – needs further research and determination.

- Doernbecher Project – Decision to fund 100 (of 200 request), as that will compliment remaining grant funds with WCMG. Corinne will confirm amount. For future years will be contingent upon an increase in volunteer opportunities and formal application for hours to be approved by program

- Speaker Guild mileage – Corinne will contact Jennesa (coordinator of Speaker Guild) to determine criteria for mileage amount eligible for Chapter reimbursement and estimate of needed funds.

- OSU Program Support: Speaker guild Supplies – Corinne will clarify with Weston what this is

The general trend shows stable income while expenses are increasing. In the past two years expenses have outpaced income. Christine suggested that the board set aside an amount of the association’s savings account for unforeseen circumstances (Operating Reserves). The example cited was if the Incredible Edible plant sale is affected. IE is our single largest source of income. Board members looked at scenarios Christine provided and decided to average the most and least optimistic numbers provided.

Annex Greenhouse: Pete Jacobsen discussed the need for a new greenhouse at the annex of the demonstration garden. The cost is approximately $56,850. It would be a place to store tools, start seedlings and provide education to gardeners. Because of its location the demonstration wouldn’t need Portland Public Schools permission to provide any workshops. Gloria Bennet talked about the plan for increasing education at the new greenhouse. Classes would be held in late Winter and early Spring. Community partners such as the Food Bank and its Seed to Supper Program, and the Orchard Society could be included in programming. Rich Becker spoke about the possibility of getting some funding to cover as much as $25,000 of the Annex Greenhouse cost.

eNews: The Board Member information in the eNews will be updated. 2019 Officers and Chairs are asked to submit a photo and short description of the following to Susanne

- What you love about your volunteer work with the board

- Why you serve on the board

OMGA: Marilyn requested that we voice our concern to OMGA that they could release more funds with their grants. Lorna agreed to represent this at the upcoming OMGA retreat December 10 & 11.

Review of Scholarship Applications for MG Training: Rich will represent Multnomah County for this activity and requested another volunteer. Eleanor Burke agreed.

Chapter Meeting: Tuesday, December 11-Greens Gathering

Jo Ann is serving as coordinator of this event and will work with Carolyn/Hospitality

Upcoming Board meeting: January 3, 2019 6 p.m.- Providence, 4805 NE Glisan, HCC6.

October 23, 2018 Board Meeting Minutes

Attending: Corinne Thomas-Kersting, Marilyn Frankel, Tom Ralley, John Jordan, Marcia McIntyre, Lorna Schilling, Jo Ann Klooz, Tom Ralley, Carolyn Dixon, Nancy Fine, Linda Goldser, Dave Owen, Kate Davenport, Rich Becker, and Christine Semeniuk.

Minutes of the September meeting were amended and approved.

President’s announcements: Corinne will continue to refine the ideas generated about how to keep board meetings to 90 minutes. The board will discuss the suggestions at the November board meeting.

Action Item: The changes to the by-laws for financial review and nomination of officers will be presented for general membership approval at the January 2019 meeting.

MG Program Conduct expectations: Several MC Master Gardeners met with Weston September 27 to talk about MG conduct expectations after the removal of an MG from the program. OSU has issued a revised code of conduct for MGs who are considered as staff for this purpose. A paragraph on workplace violence has been added. Threatening behavior isn’t tolerated.

Board Meeting Space: The fire station locations where the board currently meets will begin charging for the space in 2019. Board members are working to secure another space and to schedule meetings for 2019.

Request for non-budgeted funds for gift cards for recertification day. It’s a recurring request that has been added to the 2019 budget. The board approved funds to pay for 1/3 of the cost of refreshments. (Clackamas and Washington County also contribute funds for this purpose.)

Revised Spending P&P: General membership will be notified of the changes to the spending policy and procedure.

Officer Nominations: The slate of officer candidates for 2019 was approved for a vote by the general membership at the October meeting.

Budget: Christine presented a first draft of the budget and discussed in detail income, expenses and general trends.

E-News Susanne needs photos and content for the newsletter.

Upcoming Board meetings: No December meeting.

September 25, 2018 Board Meeting Minutes

Attending: Corinne Thomas-Kersting, Marilyn Frankel, Tom Ralley, John Jordan, Marcia McIntyre, Lorna Schilling, Jo Ann Klooz, Dave Owen, Kate Davenport, Rich Becker, Jack Lazareck Pete Jacobsen, Christine Semeniuk, Stevan Cohen 

Minutes of the August meeting were amended and approved. 

President’s announcements

Corrine asked everyone to come up with ideas of keeping to the upcoming 90-minute board meeting format. Everyone was given Post-It notes and asked to put them on a board. Recommendations include:

Time

Time keeper

Time limits for agenda items

Time keeper, possibly using a kitchen timer

Limit the agenda to items that can be completed in 90 minutes

Limit the time any individual may speak

Between meetings      

Officers confer between meetings to take care of some business

Committee chairs work with members to put together recommendations and proposals

Approve minutes via email prior to board meeting

 Have a pre-meeting by email with proposals

 When G Suite is active, board members use it as a tool to confer outside of board meetings

 Documents for approval should be vetted well in advance

 Content-during meeting

Committee chairs and officers should come to meetings prepared to speak to the agenda topics and should be mindful of their use.

Committee chairs come prepared with brief report and recommendations

Better understanding of committee versus board work

Limit committee work (long discussions and planning) at board meeting

Restrict opportunities for outside speakers to special meetings

Limit time of non-board members to speak 

Action Item:  Review, determine our agreements and commit

Policy and Procedure

Proposed bylaw changes for financial review and nomination of officers. The changes received second and final approval.

Action Item:Announce changes to chapter in email communication to prepare for November chapter vote.

MG Program Conduct expectations

How is inappropriate conduct defined? What is the process after an incident occurs? Several MG’s are concerned after the removal of an MG from the program.

Action Item:Weston Miller to meet with concerned MG’s at the Demo Garden on September 27.

 Officer Nominations

Jack is looking for candidates for Treasurer and President. 

Action Items: The nomination committee (Tom and Jack) will develop a plan for moving nominations forward. Jack will develop a plan for moving job descriptions forward and available on GSuite.

 Spending Policy and Procedure

Summary-Methods for providing input into planning the budget and requesting money that exceeds or is outside of budget. A vote gives second approval to the procedure.

 Action Item:Add to chapter announcements.

 Budget Timeline

October- First draft with finalization and approval by the end of the year. This year’s big-ticket item is the greenhouse for the Demonstration Garden Annex. 

Action Item: Treasurer will draft based on board and member input and present for discussion October board meeting

 

OMGA Representatives

 

OMGA is recommending that the first year of service hours for a Master Gardener be 50 or less for certification. They have only received on Search for Excellence application. They have opened an Amazon Smile account for donations.

 

Some statewide statistics:

2,847 OMGA members

  238 members attended Growing Gardeners 

21 of 23 counties participated in G2

78 percent of OMGA members are female

96 percent of OMGA members are white

 Awards and Recognition

John says Search for Excellence award application will be prepared for the Demonstration Garden. 

Action Item:Policy and Procedure will be written for awardcriteria of various awards that the Chapter A&R Committee determines (June Shank, OMGA Send a Friend, Longevity). 

 Communications

Dave says look for October emails asking you to sign up for new email account for the chapter. Each officer/chairiswill be responsible for archiving his/her files in G Suite.  This process TBD and will be included in the officer/chair descriptions.  

Action Items:  Officers to work with Dave to sign up for Gmail account. E-News Susanne needs photos and content for the newsletter.

Demonstration Garden

Pete reports record yields from the Demo Garden. His initial research shows an estimate from a local installer for the greenhouse for the annex at about $24K for the materials and $18K for installation for a total estimate of $42K. They are talking with Portland Parks about erecting a permanent structure. Current contract language means that any structures added become property of Portland Parks. Pete is working on clarifying language by the beginning of 2019 to retain ownership of any structure added 

Action Item:  Pete continue research on greenhouse costs and report to board.

Upcoming Board meetings are October 23 and November 27. No December meeting.

Submitted by Jo Ann Klooz, MCMGA Secretary (Minutes approved October 23, 2018)

August 28, 2018 Board Meeting Minutes

Attending: Corinne Thomas-Kersting, Marilyn Frankel, Tom Ralley,  John Jordan, Marcia McIntyre, Lorna Schilling, Carolyn Dixon, Eddie Rosen, Jo Ann Klooz, Adele Thompson, Dave Owen and Kate Davenport 

Minutes of the June meeting were approved.

President’s announcements 

Board moved to donate $200 for a retirement gift for Jordis from the Multnomah County MG staff. This money will be pooled with funds from other Metro chapters for one gift. 

Marcia has talked with the staff at Mt. Tabor about the rental fee discrepancy. We’re exploring the idea of holding workshops to teach and demonstrate pruning skills. The board wants to be clear and considerate in ensuring that Master Gardening volunteer time is true to the mission of education and outreach rather than labor for hire. 

Carolyn will identify people to coordinate snacks for the chapter meetings in October and November. 

Board members discussed concerns following an incident involving an MG’s behavior at a public event. Several MCMG are concerned about clarification on behavior expectations and the process once a complaint has been filed. The incident resulted in OSU removing an MG from the program. Action Item:Corrinne and Jack will meet with Weston on 9/25.  

Growing Gardeners Conference 

A discussion at the request of OMGA about what to do with the annual training.  We need alternative ways to host and coordinate the event. Options include: 

1.     Keep the process the same with 1st and 2nd Vice Presidents of OMGA as co-chairs of the conference.

2. Hire a conference event planner

3. Hold 3 or 4 regional conferences

4. Hold the conference in one of several regions of Oregon with that region’s chapters taking on responsibility for the event. 

Most board members chose option #2 and that recommendation will be forwarded to the OMGA. 

A motion was seconded and approved to spend $300 for the September Harvest Fest to rent an ADA approved women’s bathroom.

 Communications

MCMG G Suite Presentation 

The suite has multiple features that will make communications among MCMG chapter and board members easier. There are shared calendars and chapter specific email addresses for each member. Document sharing is easier and allows multiple users to edit simultaneously. Currently we have ‘siloed’ environments for documents. This new sharing technology allows for real-time collaboration. Our chapter is qualified as a non-profit with Google, so these services are free. The demonstration garden is currently using some of the tools and the schedule is to transition the board and others to G Suite by the beginning of 2019. 

 Upcoming Board meetings are October 23, no November meeting, 

June 26, 2018 Board Meeting Minutes

Attending: Corinne Thomas-Kersting, Jack Lazareck, Marilyn Frankel, Rich Becker, Tom Ralley, Stevan Cohen, John Jordan, Marcia McIntyre, Pete Jacobsen, Lorna Schilling, Nancy Fine, Jennifer Simpson, Suzanne Cavicchi, Dave Owen, Carolyn Dixon, Eddie Rosen, Jo Ann Klooz

Minutes of the May meeting were approved. 

President (Corinne)

Upcoming Board meetings are August 28 (tentative), September 25, October 23, no November meeting, December 4th (at Hawthorne fire station) and Thursday, January 3, 2019. 

The board will be changing to 90-minute meetings because the community room at all fire stations need to be vacated by 8:30 pm. Typically, board meetings last 2 hours+.

Tabor Space has communicated concerns that our chapter may owe for the monthly meeting space. According to our records, the landscape work we’ve done in the past should cover this.  We need to organize these records, communicate clearly, and renew our relationship with the church. Additionally, we want to be careful that we stay true to the MG mission of education and outreach rather than providing labor alone for landscaping efforts on the church property.

The chapter received an OMGA grant in 2017 to purchase educational materials for school age children.  Corinne has completed the purchase of these materials and shared an inventory and description of the items.  

Discussion of proposed bylaw changes and first approval for the following

-       Article II.  Organization: Replace financial audit with a biennial financial review.

-      Article IV.  Voting and Elections:  Align the timelines for nominations and elections to correspond with our practices (nominations in October rather than in September; election at the November Chapter meeting).  

A seed swap was discussed as a possibility for a future chapter meeting.  

 Request for non-budgeted funds:  A motion was made and approved to allocate $200 for monthly meeting refreshments to be used for the duration of 2018.

Vice President (Jack)

Jack is collecting officer and committee descriptions. Still waiting on a few. 

Tom will help Jack with identification of candidates for 2019 officer positions

Treasurer (Stevan)

Steven needs to gather data for nonprofit status/IRS reports and wants to identify the responsible person for tracking numbers for chapter meetings and other chapter events. Stevan will contact leads and coordinators for the following information:  # volunteers, # volunteer hours and # public.  For the 2018 year, the leads for chapter/partner educational outreach activities are the following:

·       Monthly Speaker Series – Joanne (members sign in and the sheets are given to the secretary for tracking)

·       Winter Pruning at the Oregon Food Bank - Marcia

·       Summer Pruning at the Oregon Food Bank - Marcia

·       Cane Berry Pruning at Demo Garden - Rich

·       Other classes at the Demo Garden (irrigation, raise bed class, etc.) - Heidi & Nancy

·       Earth Day at LGL – Lettuce Bowl Planting - Sharon

·       Harvest Fest at LGL – Carolyn

·       Share Your Garden Tours - Corinne

·       Summer Veggie Class for Interns - Eddie

·       IEPS Kids Grow - Corinne

·       IEPS Plant. Grow. Eat. Tent - Marcia

Spending Policy & Procedures:  Tom made edits to the draft which was sent out in advance of the board meeting. Corinne read the changes. The board gave first approval to this P&P. 

OMGA Reps (Lorna and Marilyn)

G2 Silent Auction donations from our Chapter:  donations consisting of photographs (Eddie) in frames (Corinne) and hand-made soaps (Jo Ann) were collected and will be taken to the G2 conference by Lorna. THANK-YOU donors, for the art and hand-craft!

OMGA meeting in Portland:  Discussion of what should go in the welcome packets for the November 2-4 meeting at Oregon Food Bank. Ideas for suggested venue brochures included Saturday market, Tram, Oregon Food Bank, Powell’s Book Store, Audubon House, Forest Park and the Gorge.

 Communications (Dave)

Susanne now producing the E News and the transition with Pete is complete.  Welcome Susanne and a big THANK YOU Pete for the work you have done to take our eNews to the next level!

MG Advisory (Jack and Rich)

Metro Advisory meeting on July 25 from 10 a.m. to noon at the Food Innovation Center on Naito Parkway. It’s a chance to share your thoughts with Metro staff. Rsvp to Extension office required

The next board meeting is tentatively August 28, 2018 and may be a potluck.

May 22, 2018 Board Meeting Minutes

Attending

Corinne Thomas-Kersting, Jack Lazarek, Marilyn Frankel, Adele Thompson, Rich Becker, Tom Ralley, Stevan Cohen, John Jordan, Marcia McIntyre, Pete Jacobsen, Lorna Schilling, Nancy Fine, Jennifer Simpson, Kate Davenport

Minutes of the April meeting were amended, reviewed and approved.

President’s announcements:

The July board meeting is suspendedand the August meeting is still tentatively on the schedule for August 28.

Share your garden tours-Eddie, Evie, Corinne, Demo Garden, Demo Annex and Pablo on Saturday June 23.

OSU Extension requires us to follow best practices for MG potlucks and bake sales. This requirement means that many home baked items will not be allowed, including cakes with buttercream frosting. Our monthly meetings will be impacted because we invite the public. 

Communications

1) eNews Editor responsibility will transition from Pete to Susanne Cavicchi.

 

2) Survey is being created to learn about demographics and communications preferences.

3) G Suite project will be ready for early pilot adopters soon.  Pete requested the Communications Committee make a presentation to the board.

4) Website-Creating SOP (standard operating procedures) for Square Space

Treasurer

Spending policy draft- Discussion around how to handle approval by email. Corinne says this is a voting rather than a spending issue. 

Discussion of Spending policy regarding amounts president, board and membership approve and use of this policy. Is it for spending beyond budget limits or for new projects? Christine says some of the language for this exists in current by-laws. 

Metrics for the financial report: OMGA treasurer says there’s no need to collect information for events where MCMG doesn’t make money. Christine presented a handout with definition and terms of guidelines for submitting a report to the IRS. She says the standard is reasonable accuracy. Monthly meeting attendance data will be collected by the secretary and event coordinators should collect numbers from events. 

OMGA Portland meeting

Oregon Food Bank has been confirmed as the location for the Portland meeting November 2-4, 2018. We’ll need to find volunteers to prepare food for 30-40 people and local information for bags to invite members by September. 

Growing Gardeners silent auction. July 12-14 at Linfield College. Eddie will provide photos, Corinne will donate frames and Jo Ann will donate handmade soaps. 

IE Plant Sale

The 2018 sale was a big success! Extra cashiers  and a new layout may have contributed to an estimated net profit of approximately $19,000. The net for the past two years has been between $14,000 and $15,000. 

Demo  Garden

Heidi is concerned about having enough volunteers for harvesting as the season continues. About 200 pounds has been harvested already and that amount is comparable to the 2017 season.

Policies and Procedures

Communication policy about use of contact info. The policy has been approved with a final vote of 8 ayes and 3 no. 

The next board meeting is June 26, 2018.

April 24,2018 Board Meeting Minutes

Attending
Corinne Thomas-Kersting, Jack Lazarek, Marilyn Frankel, Adele Thompson, Rich Becker, Tom
Ralley, Stevan Cohen, John Jordan, Marcia McIntyre, Pete Jacobsen, Lorna Schilling, Nancy
Fine, Jennifer Simpson

Minutes of the March meeting were reviewed and approved.

President’s announcements
OMGA Search for Excellence
Share your garden tours-Eddie, Evie, Corrine, Stephanie- set for Saturday June 23

Vice President
Jack is looking for better job descriptions for Board and Comittee members.

Treasurer
Stevan is creating a spreadsheet to collect numbers on service hours and numbers of people
reached. He will clarify who collects specific data points to show impact to the IRS. Number of
volunteers and hours as well and numbers of people reached. Questions were raised about
counting MG clinics and possible overlap with OMGA reporting.
Spending policy-Funding request form available for members. Asks for expected community
benefit and requires a 4 week lead time. Policy to be voted on at the May board meeting.

OMGA Portland meeting
Locations are still being finalized and the latest to be considered are Overlook and Oregon Food Bank. The event is set for the first weekend in November.

Growing Gardeners silent auction.
July 12-14 at Linfield College.

Communications
Dave and his committee continue to work on Google Suite and pot luck survey results.
Procedures and policies for use of MG contact information. We will safeguard and protect
member information. The Directory will be available in printed form only. The measure was
moved and seconded. 13 ayes and 2 no. Second vote at the May board meeting.
E-news goes out May 1.

Financial report
Tom explained his review shows that records have been well-kept and are accurate. He
recommends making this review an annual or biennial procedure. The board should examine
wether or not we need a change in by-laws to reflect this schedule.

IE Plant Sale
Rich is finalizing layout and we’ve got extra cashiers for the event to make it better for
customers.

Demo Garden Annex
Pete says the annex is entering a new phase. New beds have been built and planted.

Thanks to Heidi, Pete, Tom and Lucy Keating for their work on the directory.

Policies and Procedures
Voting practices final vote. 15 ayes- approved.

March 27, 2018 Board Meeting

Multnomah County Master Gardeners Board meeting, March 27, 2018

Attending: Corinne Thomas-Kersting, Rich Becker, Stevan Cohen, Carolyn Dixon, Marilyn Frankel, Pete Jacobsen, Eddy Rosen, Marcia McIntyre, Jack Lazareck, Dave Owen, Tom Ralley, Nancy Fine, Jennifer Simpson, Adele Thompson

Minutes of the February Board meeting were reviewed and approved.

President's announcements
*Corinne and several other Master Gardeners recently attended a meeting with the Cully Neighborhood called the Cully Food Summit on community gardens in urban settings. She circulated a PSU research report stemming from a review of urban gardens which recommends expanding their presence. (Corinne said we concur.)

*Corinne passed around cards for us to sign thanking members Evie Hausman and Stephanie Pringle for their presentations ("Enlightenment minutes") at recent Chapter meetings.

*Corinne and Eddy will open their gardens for members to visit June 23. Some other noteworthy members' gardens were mentioned. Action: (? who?) could ask Judy Battles and Stephanie Pringle if they would also participate in open gardens this summer.

*Corinne showed a draft of a new form, "Request for additional funds," which will accompany requests for money over budgeted amounts. The next policy work will focus on finances. Action: Stevan will form a committee to draft text to guide us on large expenditures and spending over budget.

OMGA meeting
We have agreed to host the quarterly OMGA meeting in November. Several venues were again discussed including one in Washington County which some concerns were voiced. Action: Marilyn and Lorna will talk about the options and offer their recommendations at the next meeting.

Communications
Dave said the Communications Committee’s focus is currently working on how to support information about the IE sale and raffle. They are also documenting policies for communication issues, especially regarding privacy of contact information; constructing a survey of members' needs and interests; continuing work on Google Suite; and offering their help to members needing their technical expertise on MG matters.

Kate has put a link on the Web site for suggesting Chapter meeting speakers.

Pete wants material for the April e-News issue by the end of this month.

Invited guest Patrick Proden, OSU Extension Outreach and Engagement Regional Administrator for Multnomah and Washington Counties. We introduced ourselves then Pete, Corinne, Rich, and Dave told Patrick about specific activities of our Chapter, illustrated with Corinne's customized slide show. Patrick described his background working with volunteers including leadership in the Peace Corps in Africa. In front of a complex organizational chart, he explained his role. He contrasted Extension's substantial presence in Washington County with its smaller

presence in Multnomah County attributed to the stable funding that Washington County provides compared to no local money from our county. He does feel like changes are likely, both in the way Extension is organized statewide (moving from 12 regions to 6 with Clackamas County possibly joining the Metro area group) and eventually in the way Multnomah County works with Extension. He thinks OSU's new campus in Portland will highlight OSU Extension's possibilities to the city. He thinks as Extension can show the results of some large projects we can use this to leverage more standing in Portland. Action: Corinne (other officers?) to maintain contact with Patrick

IE Sale
Rich showed a copy of the probable sale layout. New landscaping in the parking lot has made a challenging design problem.

Demo Garden Annex
Pete talked about his research and thoughts since the offer of a free greenhouse was withdrawn. Costs to purchase and erect a large greenhouse could top $30,000, an amount we cannot incorporate in the current budget. Several people offered thoughts on where to go from here. We perceive general support for the Annex among members. Action: Continue broad discussions of ways to finance a greenhouse, possibly with partners, as it will allow us to offer more classes and programs, fulfilling our mission.

Policies and procedures
The policy on voting practices at Board meetings was approved (initial vote.) Action: hold final vote next month.

Intern potluck
The General meeting next month is the intern-welcoming potluck. Carolyn said plans are going well. Action: encourage veterans to sign up for the potluck and members to RSVP.

Adele Thompson, substitute secretary
April 4, 2018

 

 

February 27, 2018 Board Meeting

MCMGA Board Minutes February 27, 2018

Attending: Corinne Thomas-Kersting, Jack Lazarek, Marcia McIntyre, Lorna Schiling, Rich Becker, Carolyn Dixon, Stevan Cohen, Marilyn Frankel, Pete Jacobsen, Nancy Fine, John Jordan, Christina Semeniuk, Tom Ralley, Jo Ann Klooz

Minutes approved from January meeting.

Patrick Proden rescheduled his visit with us until March board meeting.

President’s News-Corinne

  • OSU State of University address Feb 1st – Corinne attended to represent MCMG
  • County Cully Food Forum Summit is Saturday March 10. MGs have been invited to represent Extension.
  • OMGA grant ($375) for educational materials for school age children

Tresurer/Bookeeper – Stevan and Christine
Working on metrics for year-end report. Discussion with board regarding how to collect data. Compilation on one spreadsheet recommended.

OMGA Reps

  • Sept 14-15 or Nov 2-3 are possible dates for OMGA meeting hosted by our chapter. Lorna will research possible venues (Leach Garden?)
  • Memorandum of Understanding OMGA and OSU to clarify purpose and roles of MGs for better organization. Look at it and send comments to Lorna by 3/3/18.

Committees

Awards-John says he is working toward getting general chapter membership more involved in nomination process for awards.

Communications
-MCMG will be establishing a Facebook page.
-GSuite implementation is moving along. Communications Chair Dave Owen is recruiting people with technological mindset to form a Technology subcommittee to work on GSuite as a priority.

Demonstration Garden

April 17-propagation class
March 10-raised bed gardening demonstration at demo garden

Metro Liaison - talked about fostering communication between MG chapters.

Policies and Procedures

-The procedure to approve new policies and procedures was approved and adopted after second reading.
-Discussion re: Voting Procedures. Initial presentation of a P&P related to this will occur in March

Membership (report submitted by Heidi)

As of 2/27, we have 177 members who have renewed.  (This includes 3 honorary members and 3 lifetime members.)  In 2017 we had 224 total renewals, but 17 of those came in after March 1, 2017, so we have about an 85% renewal rate compared to renewals at this time in 2017.  In 2017, the rate was 86%. Fifty-eight (58) people who were vet members in 2017 have not renewed.  A couple of them are seriously ill and at least 3 have moved out of the area.  We had 114 trainees and opt-ins in 2017 of which 33 have renewed.  Eighty-one (81) have not renewed, though 20 of those must have been opt-ins, as they live in the other counties.  That means about 35% of the trainees who lived in Mult. Co. renewed their memberships.  In 2017 about 37% of the trainees renewed. 

Merchandise sales-Jennifer says items are selling well with MG interns. She will be requesting additional funds to buy merchandise.

MG chapter meeting

-We still need more volunteers to bring snacks to the meetings. Board members were encouraged to bring things to the March meeting.
-Enlightenment Minutes for April will feature Demo Garden. Send photos to Corinne and she will make slide show. Demo Garden volunteers needed to make brief presentation and Q&A.

Meeting adjourned 7:59
Jo Ann Klooz, secretary March 24, 2018
Additions March 25, 2018 by Corinne TK, President

January 23, 2018 Board Meeting

MCMGA Board Notes January 23rd, 2018
Attending: Corinne Thomas-Kersting, John Jordan, Stevan Cohen, Marcia McIntyre, Christine Semeniuk, Tom Ralley, Eddy Rosen, Jack Lazareck, Rich Becker, Pete Jacobsen, Marilyn Frankel, Adele Thompson, Lorna Schilling, Jo Ann Klooz, Carolyn Dixon, Nancy Fine

Minutes from January 2 meeting were reviewed and approved and will be posted on the website.

President’s News - Corinne

  • Patrick Proden, Extension outreach representative for Multnomah and Washington counties visits MCMGA Board February 27. We’ll talk about member activity with 10-12 minute presentation and ask what’s happening with Multnomah County Funding.
  • The Food and Farm Public Forum hosted by Rep. Earl Blumenauer, scheduled for Wednesday, January 24th was cancelled- Marcia sent out an announcement to the chapter.
  • Feb 1 OSU President Edward J. Ray delivers the State of the University Address 2018. Corinne will attend.
  • OMGA request for speakers for our "Growing Gardeners - G2" (Mini-College)
  • Ideas were discussed and board members will continue to think about potential speakers.
  • Updating 2010 descriptions of office positions will be tabled for now.

Past Treasurer – Christine Final Comments

  • Sent a net worth report, annual report will be sent on 1/24
  • Over the next two years net worth will drop by 50%
  • Christine suggests raising membership dues as well as prices at IE and on merchandise.
  • Christine had trouble getting numbers of volunteers, volunteer hours and number of people served.
  • ACTION:  Discuss improved strategies for tracking hours, as recommended for IRS purposes.

OMGA
Potential meeting locations for November are being explored for 40-50 people.
ACTION:  Send venue ideas to Lorna

Communication Committee

  • MCMG FB page may be especially of interest to interns.  Dave Owen will be identifying leads for a Chapter Facebook presence.  
  • Remote participation for board meetings to be arranged Spring 2018.
  • Dave is working on Google Suite and a technology sub-committee will be assembled to help.
  • Communication survey will go out in a couple of months, to allow feedback about the new eNews format.
  • Link to G-Suite implementation plan (note: work in progress):
  • https://docs.google.com/document/d/1ftxVKDtD8EC3kmmobrAdh4tEmLFMNNZx-RU-3TWKqjU/edit

Contributions for the February newsletter are needed as well as photos. Pete has sent emails requesting photos as well. Working to make sure content recaps past events and promote upcoming things.

ACTION:  Forward photos to Pete for inclusion in eNews.  

Greenhouse update
Pete says the greenhouse purchase for the Demo Garden Annex is at a critical point with verbal agreements but no signed documents. The greenhouse will likely be deconstructed at its current site in April and they need half the money at that point. The full cost for the 30’ X40’ structure is estimated to be $14,000.

Financial Review- Tom
Tom plans to review and report on what number of forms are correct. Tom will pull random samples for statistical accuracy. The procedure page explains what criteria. Tom is checking to assess  a form's accuracy.

ACTION:  Tom will consult with Steve and Christine about details.

IE Plant Sale – Rich
Working on layout with Bevan. Big areas for recruitment will probably happen early to mid-February. Bigger checkout team is likely.  Raffle lead Ginger requests post office box be checked at specific times for sponsor responses

ACTION: Ginger will be advised to coordinate PO Box monitoring with Christine and Stevan

Policies and Procedures (ad hoc) – Eddie, Adele, Pete, Tom
The new procedure to propose new policy & procedure was discussed and approved.
ACTION:  Vote for second approval is set for the next board meeting Feb 27.

Who votes and what constitutes a quorum

  • January 2 meeting budget was approved with 8 board members.
  • Board discussion regarding voting privileges for board members:
  • OMGA reps are elected by General membership and they should all get a vote.
  • Co-officers would have to select one person (usually the one in attendance) for a vote.
  • 4 criteria were discussed and there was general approval.
  • ACTION:  First hearing for this proposal will occur at the February board meeting.

MG chapter meeting Enlightenment Minutes

  • Mason bees presentation by Stephanie Pringle will be featured in February
  • A slide show and information about the Demo Garden & Annex will be shared in March
  • January meeting had few refreshments, so we need to renew efforts to encourage participation.
  • ACTION:  Send Demo Garden photos to Corinne for the March slide show
  • ACTION:  Board members urged to use Sign Up Genius to bring refreshments in February
  • ACTION:  Highlight our wonderful Hospitality Committee’s efforts in the eNews and urge members to contribute

Meeting adjourned at 8:02
o Ann Klooz, secretary January 29, 2018

January 2, 2018 Board Meeting

Attending
Corinne Thomas-Kersting, John Jordan, Stevan Cohen, Marcia McIntyre, Christine Semeniuk, Tom Ralley, Eddy Rosen, Jack Lazareck, Rich Becker, Pete Jacobsen, Beven Peters, Adele Thompson

Minutes of the December meeting were reviewed, edited, and approved. They will be put on-line for member access.

President's news
*OMGA has asked for a roster of our officers and committees with contact information. Corinne circulated the list so we could check accuracy and give our permission to send it to them.
*Corinne circulated a letter from our state program coordinator, Gail Langellotto, which gives a current overview of her role.
*She announced that Eddy will host a "workshop" for interns in his big vegetable garden again this summer. The date is July 7. Weston Miller plans to attend. Action, as the date grows closer, find volunteers to offer refreshments to the group.
*Patrick Proden, Extension outreach representative for Multnomah and Washington counties, is coming to the February Board meeting. We are planning to present a brief introduction to our chapter before he speaks. Action Corinne is making a slide show and several members will speak on aspects of our program--the Demo garden and Annex; the IE sale; Chapter communications; and support of Master Gardener training.
*2018 Food and Farm Act--see December 5 minutes. Liv Brumfield, a member of Congressman Earl Blumenauer's staff, contacted Corinne about our potential role in informing the public about this legislation. Corinne envisions that we might be able to support or help coordinate a public meeting later this spring. Action, continue discussion. Identify point person(s) to work on this.

Budget 2018
The budget is nearly ready. Christine suggests one minor change to the draft we discussed in December, merging two items (that both involve the Chapter's clinic box.) Pete noted that even excluding the large expenses incurred by the Demo Garden Annex, this is a deficit budget. Christine said donations have dropped. She said we might want to consider raising dues next year to support our general operating budget. The budget was approved by unanimous vote for recommendation to the membership at the January 9 chapter meeting. Corinne is planning a slide show that will inform members how we earn our money and how we spend it. Christine will present the budget.

Book Sales: Sharon Baker sent word that we earned $102.50 from used book sales at the greens party last month. She requests the money be spent on education and outreach. No objections.

Past-president
Tom brought up a possible problem he has gleaned from our by-laws. The past-president has a one-year term. But when the president is elected to a second term, what becomes of the past president? Can he still serve? Can he vote? Corinne urged him to continue his role fully for now. Action, consider the issue for a future formal by-laws clarification.

OMGA meeting
We have committed to hosting the November OMGA meeting. We have not secured a location yet. Eddy will look into one possibility. Action, Eddy will report on this. Others can offer suggestions.

Membership renewals
A recent attempt at on-line renewal did not work for Corinne or Jack – led to test page only after information was inputted. Several suggestions were offered. Action, Corinne will follow up with Kate and consider if members need step-by-step directions.

Metro Liaison
*Rich said all stickers for 2018 Master Gardeners have been sent. Someone who didn't get theirs should contact the office.
*Flyers publicizing the 2018 course are available from the office and can be sent to people wanting to distribute them.

IE sale
The new landscaping in the church parking lot has presented new challenges for the IE sale. Beven showed some possible layouts that will include almost all the elements planned for the sale. She is still working on this. Rich said it is possible we will need another site. Action, Beven and Rich will keep the Board informed.

Terminology
A few months ago, Weston had requested that Chapters don't use the words "workshop" or “clinic” to refer to their presentations. The term workshop will be reserved for those events that interns are required to take to meet their class requirements. The goal is to reduce confusion when interns are being introduced to the Master Gardener world. Corinne led the discussion. Alternative words were mentioned—hands-on class, seminar, course, etc. Agreement that the alternate term for Chapter learning activities that are “workshop-like” will be hands-on class. Action, comply with request.

Communications
Pete was thanked for making the e-news a place for members to go for current information.

Policies
The policy for creating new policies was discussed and mostly approved. Following minor changes, it will be ready for voting (first approval) when next on the agenda. Action, Corinne to present final draft.

Annex greenhouse
Pete said formal negotiations for the purchase of the greenhouse will begin this month.

Speakers/Monthly Meetings
"Enlightenment minutes," are short intermission presentations at our chapter meetings. Corinne said she will put together a short power point about the 2018 budget and Stephanie Pringle will share information about mason bees next month.

Adele Thompson, substitute secretary
January 8, 2018

 

 

December 5, 2017 Board Meeting

Attending: Corinne Thomas-Kersting, Jennifer Simpson, Marilyn Frankel*, Christine Semeniuk, Marcia McIntyre, Jack Lazareck, Heidi Nichols, Jo Ann Klooz*, Gloria Bennett, Tom Ralley, John Jordan, Carolyn Dixon, Rich Becker, Stevan Cohen, Pete Jacobsen, David Owen, Lorna Schilling, Adele Thompson.  *incoming Board members

The meeting began with a potluck. The minutes of the October 24 Board meeting were approved with one addition involving wording Weston has suggested for classes offered by the chapters.  "Actions plans" were reviewed.

Corinne will invite Patrick Proden of the Extension service to the February meeting. She plans to preface his presentation with short descriptions of our current programs, including how we support MG training, the Demo garden, the speakers  program, the IE sale, and our communication innovations. Pete and Rich have offered to do some of these and Sally Campbell was suggested for one. Corinne will assemble representative photos. Action--Corinne will find members to complete this roster.

Farm Bill:  Liv Brumfield of Congressman Earl Blumenauer's staff recently met with Corinne, Eddy Rosen, and Robin Greenwood to talk about the 2018 Farm Bill and our possible role educating members and the public about it. The draft bill may be available in January and we can include a link to it in our e-news. Corinne and Eddie are also looking into the possibility of Liv or the Congressman making a short presentation at one of the noon programs at MG training. Rich suggested that we ask Bevan regarding the noon talks.  Marilyn suggested that we forward the information to OMGA.  Weston is being kept apprised of our activities in this area and fully supports as long as our efforts to educate the public do not extend to any endorsement or support of any specific legislative proposal.   Action—Corinne will write an article for the January eNews and relay the information to OMGA.  Also send the noon talk request to Bevan.

Corinne said officer job descriptions recently circulated will become policy with a few suggested changes. Corinne is still compiling descriptions of committee responsibilities. Actions--Committee heads to finish getting this information to Corinne; group to review document.

Budget: Christine led continued discussion of the 2018 budget. *Our current balance is $67,930. This is too much money to qualify for OMGA's "Send a Friend to Mini-College" scholarships but it was decided we will fund three June Shank Memorial Scholarships of $150 each for Mini-College.
*The Demo garden Annex budget was filled in--the Annex committee expects to spend $3500 (new figure) on plants and about $14,000 (an increase) to move the greenhouse.
*It was agreed that we will contribute $1000 towards the new IPM website.
*OMGA--We will be hosting the November meeting (November 3-4, 2018.) Marcia is coordinating the search for a venue. OMGA will give us $300 towards our expenses. We are budgeting $400.
*Computers and software--The bookkeeper needs a new computer. Christine has been researching suitable software. $400-500 will be budgeted for this.
*Explanation for this deficit budget was repeated. It is due to the "Annex bubble," one time construction expenses.
Action, finalize budget at early January Board meeting and present budget to the membership at the January Chapter meeting.

Awards:  John reported all have been distributed.

Communications: Dave said we will probably move to the comprehensive "Google Suite," which permits file sharing and archiving among its advantages. He is planning transition strategies beginning with an unspecified pilot project and mentioned the idea of enticing people to learn the system with the offer of a Multnomah Master Gardener e-mail address. Kate Davenport and Dave are making a communications survey for the membership. Pete is the new editor of the e-news. He plans to put the news on the (public) Web site, using a link accessible only to members. He said advantages include being able to correct mistakes and see how many people are reading various parts of the news. Action--Provide feedback to these communication efforts.

Demo garden: Heidi reported a generally good year with stable volunteer hours and many visitors though some crops were "duds." Gloria said the Annex design committee, Nancy Fine, Dennis Brown, and Gloria, have found designers for almost all the beds. Many of these people are new to the Demo garden, two are students, and two are trained in the Backyard Habitat program.

*Corinne circulated a flyer with beautiful garden photos from the Tuscon Arizona Master Gardener Demo Garden.

 Financial review: Tom said he is gathering a team that will conduct a review of the Chapter's finances when the 2017 books are closed, using the random sampling method he proposed at the last meeting. Action--Proceed as above, then report findings to group.

 Membership: Heidi said on-line renewals are ready to go. The trials Kate ran included a way for members to make additional donations. Members' interests and special abilities are also included with the on-line renewals and are retrievable now. She plans to begin in-person renewals next week at the December greens party. Pete has designed the cover for the next Directory. Action--Renew membership!

 Privacy policy: Corinne presented a policy for members regarding their inclusion in recorded media (attached.) It was approved with one minor addition. Action--Corinne and the ad-hoc committee will continue refining and recording policies and procedures. Goal is one or two per month.

 Speakers bureau Jenessa Datema is taking on the coordinator role of the speakers bureau, replacing Linda Eggiman. There is a variety of topics with Power Point presentations (mostly produced by Washington County but available to us) ready for groups requesting a Master Gardener speaker and several members have volunteered to be presenters. Marcia requested that a speaker be allowed to borrow the chapter's A-V equipment for presentations within Multnomah County. No objections were voiced.

 Greens party: The holiday greens party is December 12. Jo Ann is coordinating the event. Greens will come from the Leach Gardens and members. She said plans are in place for the big tarp, getting the stored supplies, purchasing additional materials, music, refreshments, and cleanup.

 Adele Thompson, secretary
December 16, 2017