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LITTLERIVERBASINMASTERGARDENERASSOCIATION

(MilamCounty)

POLICIESANDPROCEDURESMANUAL

TexasA&MAgriLifeExtensionService

EducationalprogramsoftheTexasA&MAgriLifeExtensionServiceareopentoallpeoplewithoutregardtorace,color,sex,religion,nationalorigin,disability,age,geneticinformation,veteranstatus,sexualorientation,orgender

identity.

This manual was approved February 21, 2018; updated September 15, 2018

LittleRiverBasinMasterGardenerAssociationPolicyandProceduresManual(approvedFebruary21,2018;updatedSeptember15,2018)

Foreword

TheLittleRiverBasinMasterGardenerAssociation(LRBMGA)PoliciesandProceduresManual(PPM)servesastheoperatinghandbookfortheAssociation.Itisbaseduponthefollowingdocuments:

- LittleRiverBasinMasterGardenerAssociationBylawsasadoptedonFebruary21,2018.

- TexasMasterGardenerManagementGuide,rev.Feb.2006

- A&MAgriLifeExtensionYouthProtectionsStandards

- A&MAgriLifeExtensionBestPracticesFinancialResourceManagement- WrittenguidelinesfromMasterGardenerAssociationsinTexas

TABLEOFCONTENTS

ForewordTableofContentsChapter1 VisionandMissionStatementsChapter2 GoalsandObjectivesChapter3 Policies&ProceduresManualChapter4 UseoftheTexasMasterGardenerTitleChapter5 Membership

A. CertifiedTexasMasterGardenerB. ActiveNotCertifiedMemberC. InternsD. StudentsE. InactiveMembersF. ReinstatementsG. Transfers–TexasCountytoCountyH. TransfersfromAnotherStateI. OrientationofNewMembersJ. MembershipMatrix

Chapter6 CertificationStandards

A. RequirementsforCertifiedTexasMasterGardenerB. RequirementsforActiveNotCertifiedMemberC. RequirementsforMovingfromInterntoCertifiedMasterGardenerD. StudentGraduationtoInternE. MoreInformation

Chapter7 VolunteerServiceandContinuingEducationHours

A. ReportingVolunteerandContinuingEducationHoursB. DefinitionofApprovedVolunteerHoursC. ApprovedContinuingEducationHoursD. TravelTimeE. ContactsF. NewVolunteerHoursReportingSystem–CheatSheet

Chapter8 CriminalBackgroundChecksand4-HConnectEnrollmentChapter9 Dues,MembershipPins,andNameBadges

Chapter10 Meetings A.GeneralMeetingProcedures B.BoardofDirectorsMeetingProcedures C.SpecialMeetingProcedures D.CommitteeMeetingProceduresChapter11 BoardofDirectorsChapter12 OfficersDutiesandResponsibilities

A.DutiesofAllOfficers B.President C.FirstVice-President D.SecondVice-President E.RecordingSecretary F.CorrespondingSecretary G.Treasurer

H.Historian I.BoardMember-at-Large J.ImmediatePastPresident

Chapter13 CommitteesandProjects

A. GeneralB. CommitteeListC. BylawsandProcedureCommitteeD. MarketingandMediaCommitteeE. AuditCommitteeF. NominatingCommitteeG. ProgramCommitteeH. HospitalityCommitteeI. JuniorMasterGardenerCommitteeJ. TriangleDemonstrationGardenCommitteeK. ButterflyGardenCommitteeL. FundRaisingCommittees

1. PlantSaleCommittee2. RoseSaleCommittee3. RaffleCommittee

M. ProjectsChapter14 SpecialReportsAppendix1 AssociationFormsAppendix2 TimelineofActionsandReports

Chapter1:VisionandMissionStatements

VisionStatement

LRBMGA’svisionistoberecognizedasthepremierhorticulturalresourceinMilamCounty.

MissionStatement

LRBMGAisaTexasAgriLifeExtensionServicesponsoredorganizationoftrainedvolunteereducatorsdedicatedtoexpandinghorticulturalknowledge

intheMilamCountyCommunitythroughoutreach,consulting,teaching,anddemonstrationprojects.

Revised10-17-2008

Chapter2:GoalsandObjectives

A. Todevelopagroupofwellinformedvolunteerswhocanprovideeducation,outreach,andservicetoMilamCountyresidents.

B. TorecruitnewparticipantsintotheMasterGardenerprogramandtocoordinateandfundthebestavailabletrainingforthoserecruits.

C. ToassistandextendthereachoftheTexasA&MAgriLifeExtensionServicethroughoutMilam

Countybyprovidingeducationalprogramsinhorticulture,gardening,andotherrelatedtopicstovariousgroupsandorganizations.

D. Toanswerhorticulturalquestionsandinquiriesbyphone,email,articleswrittenformediapublication,andothermethodsofcommunicationwiththepublic.

E. Todevelopandenhancecommunityprojectsrelatedtohorticulture,includingcommunityand

demonstrationgardens.

F. ToidentifyanddevelopvolunteeractivitiesandprojectsthatfurtherthemissionofboththeorganizationandtheTexasA&MAgriLifeExtensionService.

G. ToestablishandmaintainaJuniorMasterGardenerprogram.H. TomaintainaviableSpeaker’sBureauresponsivetotherequestsofcommunitygroupswithin

MilamCounty.I. TonetworkwithotherTexasMasterGardenerstoexpandcontinuingeducationopportunitiesfor

LittleRiverBasinMasterGardenerAssociationmembers.J. TorecognizeexemplaryLittleRiverBasinMasterGardenerAssociationmembersfortheir

volunteerserviceandleadership.

Chapter3:PoliciesandProceduresManual

A. TheLittleRiverBasinMasterGardenerAssociationPoliciesandProceduresManualservesastheoperatinghandbookfortheLRBMGA.ThismanualisintendedtodefineanddocumentLRBMGApoliciesto:1. Maintainacurrentandeasilyaccessibleguidetoallpoliciesandprocedures.2. Facilitatecontinuityofoperationregardlessofchangesinofficersandcommittees.3. Ensuretheperiodicreviewandupdatingofallpoliciesandprocedures.

B. InitialVersionofManualwassubmittedbytheBylawsandProceduresCommitteetotheBoardof

Directorsfordiscussionandapproval,thentothegeneralmembership.ItwasapprovedbythemembershiponFebruary21,2018.

C. AmendingtheManual

1. AnyLRBMGAcertifiedmembermaypresentanewpolicy,procedure,oraproposedchangeinwritingtotheBoardofDirectors.

2. TheBylawsandProceduresCommitteewillreviewtheManualannuallyinSeptembertoidentifyanyneededchanges,additions,orclarifications.

3. TheBoardofDirectorsmayrecommendapprovalofnewpolicies,proceduresorchangestotheManualby:a. Emailingrecommendedpolicies,procedures,orchangestothemembershipatleastfive

daysbeforethenextgeneralmembershipmeetingandpresentthosepolicies,procedures,orchangesatthemeetingforapprovalbythemembership.

b. Approvalrequiresasimplemajorityofthevotingmembership.4. IftheBoardofDirectorsdeterminestheManualrequiresaneditorialupdate,change,or

clarification,theBoardmayapproveitaslongasitdoesnotsubstantiallychangeacurrentpolicyorprocedure.TheBoardmayapproverevisionsattheirmonthlymeetingbyasimplemajorityvotewithouttakingittothemembership.(Example:Changingthename-TexasAgriLifeExtensionServicetotheTexasA&MAgriLifeExtensionService)TheBoardwillposttheamendeddocumenttotheLRBMGAwebsiteandnotifythemembershipviaemail.

D. TheLRBMGABylawsprevailinanyconflictbetweentheManualandtheexistingLRBMGABylaws.

E. Membershipshouldunderstandthepoliciesandproceduresareguidelinesbywhichtheorganizationoperates.Instancesofnaturalorman-madedisastersoroutsideinfluencesmaycallfortheBoardtoactontheirowninitiativewithintheintentofthepoliciesandproceduresonacase-by-casebasis.TheseactionswillbemadeamatterofrecordintheBoardmeetingminutes.

Chapter4:UseoftheTexasMasterGardenerTitle

A. OnlycertifiedmemberscanusethetitleofTexasMasterGardenerorLittleRiverBasinMasterGardener.

B. WhenanindividualceasesactiveparticipationintheMasterGardenerprogram,theindividual’s

certificationasaTexasMasterGardenerbecomesvoid.

C. ThetitleofTexasMasterGardenerorLittleRiverBasinMasterGardenermaynotbeused:1. Inadvertisingorforotherbusinesspurposeswheretheindividualisusingthetitlefor

personalorbusinessgain.2. MembersmaynotdisplaycredentialsorgivetheappearanceofbeingaTexasMaster

GardenerorLittleRiverBasinMasterGardenerataplaceofbusinessforpersonalgainorbusinessgain.

D. Violationofthepolicyconcerningtheuseofthetitleisgroundsforremovingthecertificationofa

member.ThiswillbehandledbytheMilamCountyExtensionOffice.E. TexasMasterGardenersmaynotimplyendorsementofanyproductbyeithertheTexasMaster

GardenersorTexasA&MAgriLifeExtensionServiceunlessthatproducthasofficiallyreceivedendorsementbyTexasA&MAgriLifeExtensionService.

F. TexasMasterGardenersintheRoleofaMasterGardener:

1. Maynotimplyendorsementofaplaceofbusiness.2. Mayshowappreciationtoabusiness;however,recommendationsofabusiness,their

products,etc.cannotbedone.3. Mayonlyrecommendaparticulartypeofbusinessorproductbyprovidingalistofleastthree

differentbusinessesorsourcesforproducts.4. Mayspeakbeforegroupsatindividualnurseriesorotherplacesofbusiness.5. Mayusebusinessfacilitiesforcontinuingeducationclassesorforfieldtrips.

G. AtactivitieswhereinformationisdistributedbytheLittleRiverBasinMasterGardeners,

literature,catalogs,andflyersondifferentnurseries,seedcompanies,andothervendorsmaybeofferedtothepublicaslongasitisclearthatnopreferentialtreatmentisbeinggivenandmorethanonebusinessisrepresented.

H. TexasMasterGardenerswhospeaktovariousgroupsmayacceptunsolicitednominalgifts.I. Itispermissibletoaccepta“MasterGardenerDiscount”onproductsandservicesofferedby

variousbusinesses.Discountsshouldneverbesolicited.

Chapter5:MembershipA.CertifiedTexasMasterGardener.

1. ATexasMasterGardenerisamemberwhoiscertifiedbytheTexasA&MAgriLifeExtensionServiceaftersuccessfulcompletionoftheStudentandInternprogramsandwhohasmettheinitialcertificationand/orrecertificationstandardssetforthinthismanual.

2. Certifiedmembersareactivememberswhopayannualduesandhavevotingprivileges.3. CertifiedmembersaretheonlymembersallowedtousetheTexasMasterGardenertitle,

representtheLRBMGA,andoccupyBoardofDirectorsandcommitteechairpositions.4. Certificationyearscountwhencalculatingthenumberofqualifyingyearsformembershippins.

B.ActiveNotCertifiedMember.

1. AnactivenotcertifiedmemberisapreviouslycertifiedmemberwhoiscommittedtostayingwiththeLRBMGAprogrameventhoughtheycannotrecertifyinagivenyearduetoextenuatingcircumstances.Thesemembersmayattendmeetingsandaccumulatevolunteerhourswiththeexpectationofbecomingacertifiedmember.

2. Activenotcertifiedmembersmustpayduesandtheymayvote.TheycannotrepresenttheAssociationorusetheTexasMasterGardenertitle.Thesemembersmayserveoncommitteesandassistwithspecialprojectsunderthepurviewofacertifiedmember.

3. Amembermaynotholdthisstatusformorethan2years,althoughtheBoardofDirectorsmayextendthistimeframeattheirdiscretionbasedonextenuatingcircumstances.

4. Activenotcertifiedyearscountwhencalculatingthenumberofqualifyingyearsformembershippins.

C.Interns.

1. Internmembersareindividualswhohavecompletedthebasic50-hourtrainingcoursebuthavenotcompletedthe50-hourvolunteerrequirement.Internsareexpectedtocompletethevolunteerrequirementbytheendofthesamecalendaryeartheyattendedthetraining.

2. Ifaninterndoesnotcompletetherequirednumberofhourstobecomecertifiedbytheendofthefirstcalendaryear,heorshemaysubmitarequesttotheBoardforanextension.Therequestmustclearlystatetheextenuatingcircumstanceswhycertificationcouldnotbemet,aswellasatargetdateforcompletion.Anyinternwhodoesnotrequestthisexceptionandpayduesfortheupcomingyearwillbedroppedfromthemembershiproster.IftheinternwishestoreturntotheAssociation,heorshemustsubmitawrittenrequesttotheBoardofDirectorsforconsideration.

3. Internmembersmayvote.TheymaynotrepresenttheAssociationorusetheTexasMasterGardenertitle.Thesemembersareencouragedtoserveoncommitteesandassistwithspecialprojectsunderthepurviewofacertifiedmember.

D.Students.1. Studentmembersareindividualswhoareenrolledinthe50-hourtrainingprogramandhave

satisfactorilypassedthecriminalbackgroundcheck.Studentmembersmaynotvoteandarenotrequiredtopayduesthefirstyear.

2. Studentswhodonotcompletethe50-hourtrainingcourse,includingmake-upassignmentsformissedclassesandanyassignedhomeworkassignments,willbereleasedfromtheprogram.

E.InactiveMembers.

1. InactivemembersarepreviouslycertifiedoractivenotcertifiedmemberswhodonotplantoparticipateinanyactivitiesoftheAssociationduringthatyearbutwouldliketoremainontherosterwiththeintentionofreturningtotheAssociation.

2. Tobeplacedininactivestatus,amembermustsubmitawrittenrequestoutliningtheextenuatingcircumstancestotheBoardofDirectors.Amembermayremainininactivestatusforupto2yearsbeforeheorshemustbecomeactiveorbedroppedfromthemembership.TheBoardofDirectorsmayapproveexceptionstothispolicyonacase-by-casebasis.

3. Inactivemembersmustpaydues.Aninactivemembermaybecomeanactivenotcertifiedmemberwhileworkingtowardandmeetingrecertificationrequirementsaslongastheyhaveacurrentcriminalbackgroundcheckpriortoparticipation.

4. Inactivemembersmaynotvote,representtheAssociation,orusetheTexasMasterGardenertitle.

5. Inactivemembershipdoesnotcountwhencalculatingthenumberofqualifyingyearsformembershippins.

F.Reinstatements.1. Previouslycertifiedmemberswhohavehadalapsedmembershipandwishtorejointhe

AssociationwillsubmitawrittenrequesttotheBoardofDirectorsrequestingre-entry.Theserequestswillbereviewedonacase-by-casebasis.Ifre-entryisapproved,theBoardwilldecideontheindividual’scertificationrequirements,whichmayincludeanumberoftraininghoursorretakingthetrainingcourse,aswellasvolunteerhours.

2. Onceapproved,thelapsedMasterGardenermustpayduesandsatisfactorilypassacriminalbackgroundcheckbeforeanyvolunteerworkmaybegin.

3. Lapsedyearswillnotbeincludedwhencalculatingthenumberofqualifyingyearsformembershippins.

G.Transfers-TexasCountytoCounty.

1. CurrentActiveMember.AcertifiedTexasMasterGardenerfromanothercountymayrequestatransfertoLRBMGA.ThemembershouldrequesttheCountyExtensionAgentintheCountywheremembershipisactivetoprovidetheMilamCountyExtensionOfficetheinformationlistedbelow.TheBoardwillreviewthesedocumentsanddecidehowmanyifany,additionalhoursorrequirementsareneededforrecertificationandinformthenewmember.Thememberisrequiredtopaydues.TheCountyExtensionOfficeoforiginmustprovidethefollowing:a. ValidationthatthemembercurrentlyholdscertifiedstatusundertheExtensionofficeof

origincounty’sguidelinesandthenumberofqualifyingmembershipyearsasaTMGA.b. Thenumberofvolunteerandcontinuingeducationtraininghoursaccruedthusfarinthe

currentcalendaryearthatcounttowardrecertificationfornextyear.c. Theeffectivedateofthelastapprovedcriminalbackgroundcheck.

2. PreviousActiveMember.TheindividualshouldrequesttheCountyExtensionAgentintheCountywheremembershipwasactivetoprovidetheMilamCountyExtensionOfficetheinformationlistedbelow.Oncereceived,theBoardwillreviewtheserequestsandmakeadeterminationonacase-by-casebasis.Ifthetransferisapproved,theBoardwillestablishtheindividual’scertificationrequirements,whichmayincludeanumberoftraininghoursorretakingthetrainingcourse,aswellasvolunteerhours.Theindividualisrequiredtopaydues.Documentsinclude:a. Validationthattheindividualrequestingthetransferholdscertifiedstatusunderthe

losingcounty’sguidelinesandthetimeperiodthiscertificationwasactive.b. Thenumberofvolunteerandcontinuingeducationhoursaccruedthusfarinthecurrent

calendaryear,ifany,thatcounttowardrecertificationfornextyear.c. Theeffectivedateofthelastapprovedcriminalbackgroundcheck.

H.TransfersfromAnotherState.1. AMasterGardenerholdingmembershipinanotherstatewhodesiresatransfertoLRBMGA

willrequesttheExtensionAgentintheStatejurisdictionwheremembershipisactivetoprovidetheMilamCountyExtensionOfficetheinformationlistedbelow.a. Validationthattheindividualrequestingthetransferheldcertifiedstatusunderthe

State’sguidelinesandthetimeperiodthiscertificationwasheld.b. Theeffectivedateofthelastapprovedcriminalbackgroundcheck.

2. TheBoardofDirectorswillmakethefinaldecisiononState-to-Statetransfers.Ifapproved,theBoardwillestablishtherequirementsneededforcertification,ifany,andinformthenewmember.ThememberisrequiredtopayduesandcannotrepresenttheAssociationuntiltherequirementsaremet.TheBoardwillconsiderthefollowingrequirementsfortheindividual:a. PurchaseacopyoftheTexasMasterGardenerHandbook.b. AttendthenextavailableMasterGardenerTrainingCourse.c. Applyforandpassanewcriminalbackgroundcheckpriortovolunteeringd. Completethecurrentnumberofvolunteerhoursrequiredforrecertification.

3. Iftheout-of-statemembershiphaslapsed,thepersonmustgothroughthenormalapplicationprocessandcompletetheMasterGardenertrainingasanewstudent.

I.OrientationofNewMembers.TheLRBMGAprovidesthefollowingtoallnewmemberswhosuccessfullytransfertheirmembershipfromTexasCountytoCountyorfromanotherState.Documentsmaybepaper,email,orelectroniconlineaccess.

1. OrientationbriefingwithanoverviewoftheAssociation.2. Accesstotheonlinevolunteersystem3. CurrentBylawsandthePolicyandProceduresManual4. MembershipList5. Namebadge(LRBMGAwillprovidethefirstbadgeonly)6. Scheduleformeetings

J. TheMembershipMatrixisasummaryofthemembershipcategories.

MEMBERSHIPMATRIX

Category RepresentTMGA

HoldOffice

ServeonCommittees

Vote PayDues

Comments

CertifiedTexasMasterGardener Yes Yes Yes Yes Yes

ActiveNotCertified

No No Yes Yes Yes

Activelyparticipatesbutcannotattainenoughhourstorecertifyduetohardship.Normallydoesnotstayinthiscategoryover2years.

Interns No No Yes Yes Duesincludedinregistrationfirstyear

Students No No Yes No Duesincludedinregistrationfirstyear

InactiveMembers

No No No No Yes

SubmitrequesttotheBoard;nomorethan2yearswithoutBoardexception;remainsonroster;doesnotcountAsqualifyingyearsformembershippins.

Reinstatements(PreviousLRBMGAmemberswithlapsedmembership)

Boardapprovalrequired.Ifapproved,Boarddeterminesvolunteerandtrainingrequirements.Lapsedyearsdonotcountasqualifyingyearsformembershippins.

Transfers–TXCountytoCounty(certifiedmember)

Providevalidationofcertification&backgroundcheck.

Transfers–TXCountytoCounty(inactive) Yes

Boardapprovalrequired.Ifapproved,Boarddeterminesvolunteerandtrainingrequirements.

TransfersfromAnotherState

Boardapprovalrequired.Ifapproved,Boarddeterminesvolunteerandtrainingrequirements.

Chapter6:CertificationStandards

A. RequirementsforCertifiedTexasMasterGardener1. AnnuallyrecertifyasaMasterGardenerbycompletingalltheserequirements:

a. Completetwenty-four(24)hoursofvolunteerservice.b. Completesix(6)hoursofcontinuingeducationtrainingclasses.c. Attendatleastfour(4)generalmeetings.d. Recordand/orsubmithoursmonthlyasoutlinedinChapter7.Allhoursmustbe

submittedbyDecember31,orsooner,forinclusioninLRBMGA’sAnnualReport.e. Payannualduesof$20bytheDecembergeneralmeetingfortheupcomingyear.f. Applyforandpassacriminalbackgroundcheckeverythreeyears,orasnecessaryto

complywiththeminimumstandardsrequiredbytheState.g. Enrollon4-HConnectannuallyandpaythevolunteerregistrationfeerequired.

2. MemberswhocompleterequirementsinthecurrentyearforrecertificationwillreceiveanannualcertificationpininJanuaryofthefollowingyear.

B. RequirementsforActiveNotCertifiedMember1. Continuetoattendmeetingsandaccumulatevolunteerhourswiththeexpectationof

becominganactivecertifiedmember.2. Payannualdues.

C. RequirementsformovingfromInterntocertifiedMasterGardener.

1. Completeaminimumoffifty(50)volunteerhoursbytheendofthesamecalendaryearastheclasscompletion.

2. Uponcertification,theMasterGardenerreceivesacertificate,anamebadgeandacertificationpin.

D. StudentGraduationtoIntern

1. ApplyforandbeacceptedintotheTexasMasterGardenerTrainingProgram2. Applyforandpassthecriminalbackgroundcheck3. Completeaminimumoffifty(50)hoursofcombinedclassroomandfieldinstruction.4. GraduationtoInternisheldafterthelastscheduledclass,asdeterminedbytheMaster

GardenerClassCoordinator.EachGraduatereceivesagraduationcertificate.E. SeeChapter5formoreinformationonallmembershipcategoriesandrequirements.

Chapter7:VolunteerServiceandContinuingEducationHours

A. ReportingVolunteerandContinuingEducation(formerlyAdvancedTraining)Hours1. Membersmustmaintainarecordofandreportallvolunteerhoursworkedandcontinuing

education(CE)hoursearned.Theexceptionismemberswhosignonaprovidedsign-insheetwillhavetheirhoursrecordedintothewebsitebytheSecondVice-Presidentorcommitteechair.Thisistoassureuniformityandaccuracyofvolunteertimegivenduringmeetingsorspecialevents.

2. MembersaretoreporthoursontheVolunteerManagementSystem(VMS)website(www.texas.volunteersystem.org).a. Membersnotabletoentertheirownhoursviathewebsitemaysubmithoursinwriting

eitherinperson,email,orbymailtotheSecondVice-Presidenttoenterintothesystemontheirbehalf.

b. Members’timelyentryofvolunteerhoursandCEhourshelpswithmonthlyandyear-endreportingtotheA&MAgriLifeExtensionAgentandTexasMasterGardeners.

3. Thefollowingguidelinesapplyforreporting:a. ReportVolunteerandContinuingEducationhoursinincrementsoffifteen(15)minutes,

roundedupordown.Forexample,ifthetimeis“1hr.5min.,”report“1hr.”Ifthetimeis“1hr.25min.,”report“1.5hours.”(15min=.25,30min=.50,45min.=.75)

b. Separatelyidentify“VolunteerHours”and“ContinuingEducationHours”onthereportingpage.

c. Membersshouldreportallhoursastheyaccruebutatleastonamonthlybasis.Membersmustsubmithoursforre-certificationbyDecember31.

B. DefinitionofApprovedVolunteerHours1. Volunteersmayreportanyvolunteeractivitythat:

a. PromotestheLRBMGAMissionStatementtoassisttheTexasA&MAgriLifeExtensionServiceinprovidingunbiased,highquality,relevanthorticulturaleducationandservicetothepeopleofMilamCountyandtheStateofTexasthroughoutreach,teaching,anddemonstrationprojects.

b. Teachessafe,effective,andsustainablehorticulturalpracticesthatpromotethedevelopmentofhealthygardens,landscapes,andcommunities.

c. Providesgardeningadvicetofamily,friends,neighbors,etc.d. Advisesindividualsandorganizationsinlayingoutanddesigninggardensandlandscapes.e. Teachesindividualshowtomaintaingardens/landscapes.EXCEPTION:Theongoingmaintenanceofanygarden/landscapeisnotreportablevolunteerhours,unlesstheBoardhasdeemedthegarden/landscapeasanapprovedLRBMGAVolunteerProject.

2. ThecurrentlistofapprovedprojectsispostedontheVolunteerManagementSystemwebsiteunderProjects.Thislistisupdatedasnewprojectsareaddedandoldonesarecompleted.

3. LRBMGAwilldiscussnewprojectsduringmembershipmeetingsandannouncetheminthemeetingminutesorontheLRBMGAwebsite.

4. LRBMGAhighlyencouragesstudentsandinternswhoareworkingtowardsfinalcertificationtoworkonapprovedprojects.

5. Ifamemberhasquestionsaboutwhetheraprojectisapprovedforvolunteertime,heorsheshouldcontacttheSecondVice-PresidentorPresident.

6. VolunteerhourscreditedtotheLRBMGAcannotbecreditedtoorfromanothervolunteergrouporprogram.a. Example:Participantsinbusinessmeetings,Boardmeetings,plantsalesorotheractivities

ofanotherorganizationdonotcountasLRBMGAvolunteerhours.b. Exception:Timespentworkingwiththe4-HprogramasrequestedbytheMilamCounty

AgriLifeExtensionAgent.7. LRBMGAconsidersattendanceatmonthlygeneralmeetings,Boardmeetings,orother

committeeorsubcommitteemeetingswhereLRBMGAaffairsarediscussedasapprovedvolunteerhoursformembers,interns,andstudents.

8. LRBMGAconsidersworkonorwithanyLRBMGAcommitteetypefunctionsuchasnewsletters,website,orwritingarticlesfornewspapersasvolunteerhours.

9. LRBMGAconsiderspreparationandresearchforpresentations,workshops,KRXTRadioShow,andothertrainingofbothMasterGardenersand/orthepublicandmakingthosepresentationsasvolunteertime.

10. FoodPreparation:a. LRBMGAconsiderscoordinatingthesetupandsolicitationofvolunteerswhowillbring

foodorotheritemsformembershipmeetingsand/orscheduledsocialsasvolunteerhours.

b. Foodpreparationbyamemberwhohasofferedtobringanitemforamembermeetingorscheduledmembersocialisnotcountedasvolunteerhours.

c. Foodpreparedasademonstrationusingplants(Ex.Herbs,roses,vegetables,etc.)iscountedasvolunteerhours.

11. Itisunderstoodthattheremaybetimeswhenourmembersmaybelimitedbyphysicalrestrictionsinobtainingtheusualvolunteerhours.MembersmaycontacttheSecond-VicePresidentorPresidenttofindoutwhatoptionsmaybeavailable,ifthisbecomesanissue.

12. MembersshouldcontacttheSecondVice-PresidentorPresidentforanyquestionsregardingvolunteerhours.

C. ApprovedContinuingEducation(CE)Hours(formerlyAdvancedTrainingorAT)1. Continuingeducationinthevariousfacetsofgardeningisbothrequiredandacriticalpartof

beingaMasterGardener.Itprovidesanopportunitytofocusonspecificinterests.Lectures,workshops,handsontraining–alltheseareimportantforadvancingourknowledgeandalsoformeetingotherMasterGardenersandthepublic.

2. CEopportunitiesaremadeavailablethrough:a. TexasA&MAgriLifeExtensionServiceb. TexasParksandWildlifec. TexasForestServiced. MasterGardenersponsoredactivitiese. Shortcoursesprovidedbyoutsidegroupsf. On-lineprogramsvia

1) TexasA&MAgriLifeExtensionwebsiteathttp://aggie-horticulture.tamu.edu2) VariousotherprogramsasapprovedbytheAgriLifeExtensionService

3. LRBMGAunderstandsthatamembers’accesstocontinuingeducationmaybelimitedbyphysicalrestrictions.MembersshouldcontacttheSecondVice-PresidentorPresidenttodiscusswhatoptionsmaybeavailableifthisbecomesanissue.

4. IfaMasterGardenerisamemberofanothervolunteerorganizationthatdoesnotreporthoursforcredit,gardenrelatededucationalprogramsprovidedbythatorganizationmaycountaseducationhoursfortheLRBMGA.

5. MembersmaynotcounteducationaltrainingsessionsthataretakentocertifyortomeetamembershiprequirementforanothervolunteerorganizationaseducationhoursfortheLRBMGA.Forexample,trainingclassesnecessarytocertifyasaMasterNaturalistwouldnotcountasLRBMGAhours.However,takingaclassinplantidentificationorganizedbytheNativePlantSociety(NPSOT)wouldbereportableeducationhourssinceNPSOTdoesnotrequireanyreportingofhoursortrainingtobeamemberofthatorganization.

6. TrainingforMasterGardenerSpecialiststatusisapprovedCEhours,evenifSpecialiststatusisnotachieved.TraveltimetoandfromthetrainingisnotapprovedVolunteerhoursperSectionD.3.

7. OncecertifiedasaLRBMGA,attendanceatLRBMGAtrainingclasseswhichareusuallyprovidedalongwithgeneralmonthlymeetingsisapprovedCEhours.

8. AttendinganylecturesorworkshopsgivenbyotherMasterGardenerorganizationsisagreatopportunityforanyMasterGardenerwantingtoincreasetheirknowledgeinhelpingtofurtherexpertisewithinLRBMGA.

9. Internsorstudentsattendingtrainingotherthantheinitialinstructed50-hourtrainingclasseswillcountthattimeasVolunteerHoursandmayaccruetraveltime.

10. ShouldtherebeanyquestionaboutthevalidityofhourssubmittedforVolunteerorCEcredit,theSecondVice-PresidentwillsendinformationtotheBoardforreview.TheBoardhasfinalapprovalanddiscretion,underadvisementoftheMilamCountyAgriLifeExtensionAgent.

D. TravelTime

1.Membersmayincludetraveltimetoandfromavolunteereventintheirreportedtime.AlltraveltimeistobecountedasVolunteerHours(ex:2.25hrs.actualtimeatprojectorevent+1hr.travel=3.25hrs.volunteertime)

2.Traveltimereportedisnottoexceedtheactualtimeoftheeventorproject.3.TraveltimeisnotallowedformonthlygeneralmeetingsorContinuedEducationtraining.We

areMasterGardenervolunteers.Assuch,wecompletedin-classtrainingaswellastherequiredcertificationrequirementsandmadeacommitmenttoLRBMGAandtheAgriLifeExtensionService.Thatcommitmentis1)tostayconnectedwiththemembershipviamonthlygeneralmeetingsasoftenaspossibleand2)tocontinuallylearnandgrowbygivingourtimetocontinuingeducation.Therefore,novolunteerhoursfortraveltimeisgivenforthemonthlymeetingsorContinuedEducationtraining.

4.Internsandstudentsareeligibletocounttravelasvolunteerhours,buttraveltimeisnotallowedforattendingclassesinthe50-hourprogram.

E.Contacts.TheTMGAasksthatthepublicbecountedandcategorizedonthemonthlyreportsfiled.IntheVolunteerManagementwebsite,youwillnoticethereisasectionlabeled“PopulationServed.”CompletethissectionONLYwhenyouhave“contact”withthepublicandprovidehorticulturaladviceoraprogram.IfitisagroupfunctionwithmultipleMasterGardeners,thissectionistobefilledinbyonedesignatedpersonaftertheeventorprogramtorecordattendancebythepublic.

F.NewVolunteerHoursReportingSystem–CheatSheet

**Log-In (First time ONLY)** 1. Go to https://texas.volunteersystem.org/ 2. At the bottom of the page, click on “New User/Password Problems” – this will take you to a

forgotten password page. Enter in the email address you provided for the LRBMGA Roster 3. Click “Receive email to access portal” button.

a. You will receive an email with a temporary password. Copy the temporary password. b. Go back to https://texas.volunteersystem.org/ enter your personal email and Paste

the temporary password. 4. Once you’ve logged in, go in to the “Edit Profile” section and Change Your Password to

something you will remember. (Note: It is toward the bottom of the page. It’s a box that says “Change Password.” After you have chosen a password, make sure to hit the “Save Information” button at the bottom of the page.)

5. From now on, you will log in with your personal email and your password that you chose. Updating Profile Information:

l Add your photo l Enter your interests in the “Other Interests” space l Click “Save Information” when you have finished

How To Report New Hours: 1. On the left hand side of the page, click on “Add New

Hours” 2. Enter an Event Description, Event Date, Apply to

Project (drop down menu), and the number of hours. a. Note: There are 2 categories for hours. Please

make sure you either enter Volunteer Hours or Continuing Education Hours.

3. Click on Save Hours at the bottom of the page. You MUST save your hours each time you enter or they are not reported.

*Note: Individuals may enter miles for personal records to be utilized on annual tax returns. For information visit http://www.irs.gov

This information is on the Homepage. You can view Events on the Calendar by clicking link. At this time, we are not keeping the calendar current. You can also view the Member Roster. This is now the location for the current LRBMGA Roster. The Newsletters/Documents section will now have all of the MG forms, for example, the LRBMGA Bylaws.

Viewing Your Reported Hours: 1. On the left hand side of the page, click on “View Your Hours” 2. You will be able to see each event you have added and can export the information in to Excel by

clicking the “Create Excel” button for personal records. 3. MG Coordinator reviews reported hours and may request changes as required.

Volunteer Hours Categories: Privacy & Security: The Texas Master Gardener Volunteer Management website is a “secure” website. It has been reviewed by the Texas A&M System (Contracts & Grants division). If you notice the website address, it says “https” – the “s” in the address means that the website is secure. Your personal information will not be shared or accessed by unauthorized users.

Examples of Volunteer Hours:

Adult Education: l A volunteer prepares and/or presents a program as a representative of the Master Gardener Program through the LRBMGA Speaker’s Bureau l Performs an essential task regarding an exhibit, educational program, etc l Provides education in one-to-one consulting - site visit, diagnosis, problem solving l Prepares published printed material – website, news article, publication l Clients Trained – report audience number, ie. 1-neighbor; 8 at Veggie Demo (When reporting hours, it will ask you for ethnicity of your contacts. If you are unable to determine ethnicity, please use the “Unknown” category.) Demonstration Garden: TDG or any other pre-approved garden Continuing Education: LRBMGA programs, garden center seminars, arboretum/botanical garden guided tours, state MG conference sessions, Extension Horticulture programs Media: Website, publicity, television, radio, Facebook, blog MG Administration: LRBMGA Board, Fundraising, Plant Sale Youth/Jr. Master Gardener: Support of a registered Jr. Master Gardener group, Extension sponsored youth program

Chapter8:CriminalBackgroundChecksand4-HConnectEnrollmentA. TheTexasAgriLifeExtensionServiceYouthProtectionStandards(YPS)programwasimplemented

toassistinprovidingasaferandmorepositiveenvironmentforyouthandadultvolunteers.TheYPSprograminvolvescriminalbackgroundchecksofall“direct”adultvolunteers18yearsofageorolder.MasterGardenersareconsidered“direct”volunteers.

B. TheTexasMasterGardenerManagementGuiderequiresthat

1. CountyMasterGardenerprogramsconductbackgroundchecksonallMasterGardenervolunteers,interns,andstudentsandthatExtension’sYouthProtectionStandards(YPS)programshouldbeusedforconductingbackgroundchecks.(ThisYPSprogramis4-HConnect.)

2. Backgroundchecks/screeningshouldbeconductedeverythreeyearsforeachMasterGardener.(Thisisaminimumrequirement.)

3. Thecostofthebackgroundcheck/screeningwillbebornebytheindividualvolunteer.

C. ProcessforScreening:1. Students,interns,andallmembersmustenrollintheonline4HConnectsystemandcomplete

theinitialtraining.2. Volunteersmustre-enrollin4HCONNECTannuallytoreactivate(Edit)theirprofile(the

processtakesabout10minutes).3. Guidelineswillbeprovidedtomembershipeachyearondeadlinesandprocedurestore-

activatevolunteerenrollmenton4-HConnect.4. Volunteerswhohavebeenscreenedbyanotherentity,suchastheiremployerorotheryouth

organization,maycontacttheMilamCountyExtensionOfficeforapprovedlistofpriorscreeningentities.

5. Volunteersworkingdirectlywithyouthmaybeassigned,restricted,denied,ordismissedbasedonthisinformationandinformationreceivedfromthecriminalbackgroundcheck.

D. References• Texas4-HandYouthDevelopmentProgramDevelopmentGuide• TexasMasterGardenerManagementGuide• YouthProtectionStandardsRules,GuidelinesandProcedureHandbook--2016-2017

Chapter9:Dues,MembershipPins,andNameBadges

A. Dues:1. AllmembersoftheAssociationpayduesasoutlinedinChapter5,Membership.2. TheBoardofDirectorsmaychangetheamountoftheannualduesiftheBoarddeemsit

necessary.Thechangemustbeapprovedbythemembershipatageneralbusinessmeeting.3. Duesare$20.00peryearpermember.4. Annualduesincludethecostofanannualcertificationpin.5. DuesmustbepaidtotheAssociationTreasurerbytheDecembergeneralmeeting.

B. MembershipPins:

1. Internswhocertifywillreceiveaninitialmembershippin.2. Membersrecertifyingeachyearreceiveanannualdatedmembershippin.3. Anniversarypinsareawardedtomemberseithercertifiedoractivenotcertifiedattheirthree

(3)year,five(5)year,andten(10)yearanniversaries.4. TheLRBMGApaysforthesepins.

C. NameBadges:

1. InternswhocertifywillreceiveanofficialLRBMGnamebadgepaidforbytheLRBMGA.2. TransferringmemberswillreceiveanamebadgepaidforbytheLRBMGA.3. Additionalbadgesmaybepurchasedbymembers.Theywillbeorderedbythe2dVice

President.

Chapter10:Meetings

A.GeneralMeetingProcedures1. ThePresidentorthePresident’sdesignatedsubstitutewillconductthegeneralmeetings

followingRobert’sRulesofOrder,NewlyRevised.2. MeetingsareusuallyheldonthethirdWednesdayofeachmonth.3. Mostmeetingswillhavetwoparts–aprogram/trainingsessionandabusinessmeeting.4. Aquorumisthemajorityofthevotingmembershippresent.Exceptiontothisisapprovalof

Bylawchanges,whichrequirestwo-thirdsofthevotingmembershippresent.5. TheRecordingSecretaryisresponsiblefortakinganddistributingminutesofthegeneral

meetingstothemembershippromptly.6. Specificactionsthatoccurannually:

a. October:TheTreasurerpresentsannualbudgetforreviewanddiscussion.TheNominatingCommitteepresentstheslateofofficers.

b. November:Themembershipvotesonannualbudgetandtheslateofofficers.Note:Membersmaymakeadditionalofficernominationsfromthefloorwithpriorconsentofthenominee.NomineesmustbecertifiedTexasMasterGardeners.

c. December:NominatingCommitteeconductstheofficerinstallation.7. VotingprivilegesareoutlinedinChapter5,Membership.

B.BoardofDirectorsMeetingProcedures1. ThePresidentorthePresident’sdesignatedsubstitutewillconducttheBoardofDirectors

meetingsfollowingRobert’sRulesofOrder,NewlyRevised.2. MeetingsareusuallyheldonthesecondWednesdayofeachmonth.3. Aspecialmeetingmaybecalledifthereisaspecificpointofbusinessthatrequiresactionby

theBoardthatcannotwait.4. Aquorumisfive(5)votingmembersoftheBoardofDirectors.5. TheRecordingSecretaryisresponsiblefortakinganddistributingminutesoftheBoardof

Directorsmeetingstothemembershipbeforethenextgeneralmembershipmeeting.6. InanemergencywhereameetingofBoardofDirectorsisnotpossibleorexpedient,apollof

theBoardmaybetakenbyemailortelephone.Thevotedactionwillberatifiedatthenextmeetingandenteredintotheminutesofthemeeting.

7. BoardmeetingsareopentoallmembersoftheLRBMGA.C.SpecialMeetingProcedures

1. MeetingmaybecalledatthePresident’sdiscretionorthreemembersoftheBoard.2. Meetingwillbeannouncedtothemembershipbyphone,mailoremailatleastthree(3)days

priortothemeetingdate.D.CommitteeMeetingProcedures

1. Meetingsmaybecalledatthediscretionoftheappropriatecommitteechair.2. ThecommitteechairsshallkeepthePresidentinformedofanyscheduledcommittee

meetings.3. Committeeactionsshouldbedocumentedeitherinminutes,reports,orplans.

Chapter11:BoardofDirectors

A. TheBoardofDirectorssupportsthemission,goals,policies,programs,strengths,andneedsoftheLittleRiverBasinMasterGardenerAssociationandtheTexasAgriLifeExtensionServiceandencouragesthemembershiptodothesame.TheBoardmanagestheday-to-dayaffairsoftheLittleRiverBasinMasterGardenerAssociation.

B. AsstatedintheBylaws,thevotingmembersoftheBoardconsistofthePresident,FirstVice-President,SecondVice-President,RecordingSecretary,CorrespondingSecretary,Treasurer,Historian,BoardMember-at-Large,andImmediatePastPresident.

C. Anofficermaybeelectedtothesameofficeformorethanone(1)term,butnomorethanthree

(3)consecutivetermsunlessanextensionisapprovedbymembership.D. DutiesoftheBoardofDirectorsincludebutarenotlimitedto:

1. Authorizesuchcommittees,bothstandingandspecialpurpose,astheBoardshalldeemnecessaryandappropriate.

2. ApproveappointmentsmadebythePresidentforthestandingandspecialpurposecommitteechairs.

3. ApproveauditandnominatingcommitteememberspertheBylaws.4. Meetmonthly,orasnecessarytoaccomplishthebusinessoftheAssociation.5. Identify,welcome,andintroduceguestsatthegeneralmeetings.6. Keepmembersinformedofvolunteerandcontinuingeducationopportunities.7. Evaluatewrittenrequestsforassistanceorforanofficialongoingproject.Annuallyreview

ongoingprojectstodetermineiftheprojectfurthersLRBMGA’seducationalmission.E. MembersoftheBoardofDirectorsareheldtothefollowingminimumexpectations.

1. ShallprepareforandparticipateinBoardandgeneralmeetings.2. ReadandunderstandtheAssociation’sBylawsandPoliciesandProceduresManual.3. SeekandrespecttheopinionsofotherBoardmembers.Supportthemajoritydecision.4. BeactivemembersoftheAssociation.

F. TheBoardofDirectorsmayappointone(1)alternateBoardmemberwhowouldbeabletoattend

allBoardmeetings,andintheabsenceofanyBoardmember,beallowedfullvotingprivileges.

G. RemovalofaBoardMemberAnyBoardmembermaybedisqualifiedfromholdinghis/herelectedpositionbyatwo-thirds(2/3)voteofthemembersoftheBoardofDirectors,providedthat,inthenoticeforsaidmeeting,specificmentionismadethatsuchactionistobeconsidered.

Chapter12:OfficersDutiesandResponsibilities

A. Dutiesoftheofficersincludebutarenotlimitedto:1. Supportthemission,goals,policies,programs,andactivitiesoftheLRBMGA.2. ProvideleadershiptothePresidentandBoardofDirectors3. AttendBoardofDirectorsmeetingsasavotingmember.4. PerformotherdutiesasrequestedbythePresident.5. AssistthePresidentwithpreparationoftheagendaforthemeetings.6. Maintaingoodcommunicationwithmembership.7. Maintainawarenessofthemembershipactivities.8. WorkcloselywiththeTexasAgriLifeExtensionServiceAgentfortheimplementationofthe

policiesasapprovedbythemembership.9. ReadandbefamiliarwiththeAssociation’sBylaws,theTexasMasterGardenerManagement

Guide,andthevariousformsandreportsrequiredbyTexasAgriLifeExtensionServiceandtheTexasMasterGardenersAssociation.

10. Createanddissolvecommittees.11. Completethetermcommitmentoftheoffice.Mostofficeshaveaminimumofone-year

commitment.

B. Presidentdutiesincludebutarenotlimitedto:1. ProvideleadershiptotheBoardofDirectorsandmembership.2. PresideatmeetingsoftheBoardofDirectorsandgeneralmembershipmeetings.3. WorkwiththeBoardofDirectorstoprepareagendasforBoardandgeneralmeetings.4. MeetwiththeTexasA&MAgriLifeExtensionServiceAgentasneeded.5. CallspecialmeetingsoftheBoardofDirectorsasneeded.6. ReviewandupdatetheSpeaker’sBureaulistannually.(December)7. EnsurereportsaresubmittedtimelytotheTMGA.(January)8. Evaluateassociationawardnominationsannually.(January)9. Ex-officiomemberwithvotingrightsofallcommitteesexcepttheNominatingCommittee.10. Appointchairsandfillvacanciesoncommittees,asapprovedbytheBoardofDirectors,except

asspecificallyprovidedintheAssociation’sBylaws.(January)11. SignontheAssociationcheckingaccount,alongwithTreasurer.12. Participateintheannualaudit.(January)13. Approveunbudgetedexpendituresupto$250.14. CompletethefollowingdutiesinJanuary:

a. Selectoneormorenon-votingmemberstoattendtheBoardofDirectorsmeetingstoprovideleadershiportomanagespecialprojects.

b. GoonlineandentercontactinformationonPresident,FirstVice-President,RecordingSecretary,Treasurer,TMGAdirectorsandalternatedirectors,andExtensionAgent.http://txmg.org/information/forms/-CountyAssociationOfficers/DirectorsSubmission

c. AppointtwoDirectorsandtwoalternateDirectorstotheStateBoardofDirectorsoftheTMGA.

d. CompleteAnnualCharterAgreementandfilewithExtensionOffice.http://txmg.org/information/forms/

e. ScanthecharteragreementcoverpageaftersignedandfiledwithExtensionOffice.EmailthecoverpagetoJaylaFryjbfry@tamu.edu

f. WorkwithcommitteechairsandtheofficerstoidentifymembersofeachcommitteeattheJanuaryBoardofDirectorsmeeting.

g. DistributethecommitteechairsandcommitteemembershipattheJanuarygeneralmeeting.

h. AppointoneortwopersonsonBoardofDirectorstoreviewthebankstatementandreconciliationformonamonthlybasis.TheTreasurerpreparesthereconciliation.

i. AppointoneormorepersonstocoordinatetheshirtorderfortheLRBMGA.j. ChangeofbankaccountsignaturesneededwhenthePresidentand/orTreasurerchanges.

Whenthebankaccountsignaturesarechanged,thePresident,TreasurerandRecordingSecretaryneedtosignpagesatthebank.TheDecemberminutes,whenofficersareelected,needtoreflectthechangesneededonthesignaturecard-(listofofficers,whoistosignchecksandtheirposition,alongwithwhoneedstoberemovedfromthesignaturecard)-includedintheminutessubmittedtothebank,signedbyRecordingSecretary)

15. CompletethefollowingdutiesinSeptember:a. Overseetheonlineregistrationsystemofthevolunteerson4-HConnect.

16. CompletethefollowingdutiesinNovemberandDecember:a. Invitemembershiptoexpressinterestincommitteemembershipbysigningthe

committeelistingatthemeetings.b. DevelopalistingofcommitteechairsandinvitechairstoJanuaryBoardofDirectors

meeting.C. FirstVice-Presidentdutiesincludebutarenotlimitedto:

1. ServeasthechairoftheProgramCommittee.2. Arrangeprogramsaminimumofthreemonthsinadvance.Priortoendofcalendaryearand

endofterm,makesurespeakersaresetupthroughMarchofthefollowingyearsothatasmoothtransitioncanbemadetothenewBoard.

3. ProvideinformationonspeakersandprogramsinatimelymannertotheCorrespondingSecretaryandothers,asneeded,sothatinformationontheprogrammaybepublicizedtothepublicandthemembership.

4. Reservemeetingroomsforgeneralmeetings.5. SurveythemembershipannuallyfortrainingtopicsattheJanuarymeeting.6. CoordinatewiththeTreasurerfortimelypaymenttothespeakersofhonorariumfees,

mileage,roomfees,orotherfees.7. Updateahistoricallistingofspeakersandtopicsonaregularbasisforinclusioninthe

LRBMGAvolunteermanagementsystemunderDocuments.8. ActinplaceofPresidentwhenrequired.9. ProvideinputtoTreasurerforprogramneedsinpreparationoftheannualbudget.

(September)10. MaintainawarenessoftheBoardofDirectorsandmembershipactivities.Bevisibleatkey

volunteeractivities.11. WorkcloselywiththeHospitalityChaironrefreshmentsandsetupneeds.12. WorkcloselywiththePresidentontimerequirementforbusinessmeetingandprogram.

13. WorkcloselywithSecondVice-Presidenttodetermineandevaluateprogramsforcontinuingeducationhours.

14. Recognizeprogramspeakerswithanhonorarium,gift,and/orwrittenthankyounote.D. SecondVice-Presidentdutiesincludebutarenotlimitedto:

1. Determinewhichprogramsandtrainingsqualifyforcontinuingeducationhours.2. SubmitsmonthlyandannualstatisticalreportstotheCountyAgent.3. Maintainsmembershipandrecertificationrecordsofmembers.4. Ordernamebadgesfornewlycertifyingmembers,aswellasreplacementbadgesfor

membership.5. Ordermembershipandannualrecertificationpins.6. Updatesanddisseminatesthemembershiprosteratleastannually.7. Providecurrentmembershiprosterforinclusioninthecharteringdocuments.8. Initiatelettersand/oremailstomemberswhomaynotmeetmembershiprequirementsas

outlinedinChapter5.ThiscanbedoneaftertheNovemberBoardofDirectorsmeetinghasmetanddiscussedthematter.

9. ManagesormaintainstheVolunteerManagementSystemwebsite.E. RecordingSecretarydutiesincludebutarenotlimitedto:

1. RecordtheminutesofallBoardmeetings,generalmembershipmeetingsandanyspecialmeetingsthatmaybecalled.

2. RecordingSecretarymustsignpartofthechecksignaturecardpapersandprovidecopyofacceptedminuteslistingofficerstosignchecks.

3. Provide,inatimelyfashion(onetotwodaysaftermeeting),apreliminarycopyoftheBoardmeetingandgeneralmeetingminutestotheBoardofDirectorsfortheirreviewandcorrection.

4. Aftercorrectionsaremade,provideacopyoftheBoardmeetingandgeneralmeetingminutestotheCorrespondingSecretaryfordistributiontomembership.

5. EnsureBoardofDirectorsmeetingminutesaredistributedtothemembershippriortothegeneralmeetingforthemonth.

6. RecordattendanceatallBoardmeetingsinminutestoensurepresenceofaquorum.7. EnsureallofficialminutesareappropriatelyfiledforfuturereferenceinthefilesattheMilam

CountyExtensionOffice.

F. CorrespondingSecretarydutiesincludebutarenotlimitedto:1. Initiateandmanageallthenecessarycorrespondenceandcontactmembersbythetelephoneor

emailastheneedarises.2. Establishtheproceduresforsubmissionofinformationfromotherassociationsforgeneral

disseminationtothemembership.BoardofDirectorsshallapprovetheseprocedures.3. Sendappropriatecardsorletterstomembersidentifiedasbeinginneed.4. MonitortheLRBMGAemailandrespondorforwardasneeded.5. EnsuredisseminatedinformationisrelevanttoLRBMGA.6. PurgeemaillistwhenchangesoccurandinJanuarytoremoveindividualswhoarenotrenewing

membershiporfailedtomeetmembershiprequirements.

7. Sendsnotificationofmemorialcontributionsandsendsthankyounotetodonorwith501(3)(c)information.

G. Treasurerdutiesincludebutarenotlimitedto:1. ActascustodianofallfundsandsecuritiesoftheAssociation.2. Performthefollowingbankingduties:

a. Establishauthorizationandpasswordsforonlinebankingtoreceivemonthlybankstatements.

b. MeetwithbankrepresentativepriortoJanuaryBoardmeetingandestablishnewsignaturecardsforcheckwritingauthorizationforincomingPresidentandTreasurer.RecordingSecretarymustalsosignandprovidecopyofacceptedminuteslistingofficersauthorizedtosignchecks.

c. ReceiveallduesandmoniesfortheAssociation.Keepanexactaccountingofalldues,income,bankdeposits,disbursements,andotherfinancialmatters.

d. ProvidecheckbookandthebankstatementforpurposesofreviewingreconciliationonamonthlybasisattheendoftheBoardofDirectorsmeetingsbythepersonorpersonsappointedbythePresident.

e. Obtainandretainreceiptsortheappropriatedocumentsneededforalldisbursementsoffunds.

3. Performthefollowingbudgetduties:a. PrepareanannualbudgetwiththeassistanceoftheBoardofDirectors.b. Presentexistingupdatedbudget,YTD,to“owners”ofbudgetitemsfortheirfeedbackin

September.c. PresentthedraftbudgetattheOctoberBoardofDirectorsmeeting.d. PresenttheproposedbudgetattheOctobergeneralmeeting.e. ProvideacopyoftheproposedbudgettotheCorrespondingSecretaryfollowingthe

Octobergeneralmeetingfordistributiontomembership.f. PresenttheproposedbudgetforvoteattheNovembergeneralmeeting.g. PayallbillsaccordingtotheannualbudgetorasdirectedbytheBoardofDirectors.h. CoordinatewithPresidentwhocanapprovenon-budgeteditemsthatare$250orless.

4. Performthefollowingreportingduties:a. PrepareandsubmitInternalRevenueServiceForm990-NTax-ExemptOrganizationsbyMay

15ofeachyear.b. ProvideawrittenmonthlyfinancialreporttotheBoardofDirectorsandaverbalsummary

tothegeneralmembership.Anymembersmayreviewthewrittenreport.c. Maintainarecordofincomeandexpensesinvariouscategories/budgetitemsasrequestedby

theBoardofDirectors.d. Providefinancialreportsandbeavailabletoexplainthefinancialrecordsofthe

AssociationduringtheendofyearAuditCommitteemeeting.e. ProvideannualfinancialreportandapprovedbudgetforinclusionintheChartering

Documents.5. Performthefollowingmembershipduties:

a. ProvideSecondVice-Presidentwithnamesofrenewingmemberswhohavepaiddues.b. ReconcileduesandhourswiththeassistanceoftheSecondVice-President.c. CollectannualmemberduesandpayTMGAduesbythedeadline.

d. ProvideinformationtotheBoardofDirectorsregardingmemberswhohavenotpaiddues.6. PerformthefollowingPlantSaleduties:

a. Prepareallrequiredreportsandpaymentstomaintainthestateflorallicenseforplantsales.b. Postcopiesofthestateflorallicenseatalllocationsforplantsales.c. ObtainBoardapprovaltowithdrawcashforchangeattheplantsales.d. Chairthetally/cashiersectionoftheplantsale.e. Reconcileplantsaleticketstomoneyreceivedanddepositslips.f. Designatetwomemberstoindependentlytallymoneyreceivedatendofsaleandprovide

Treasurerwithsigned/datedslips.ThisispartofchecksandbalancesforTreasurer’sreconciliation.

7. Performthefollowingnewclassduties:a. AssistClassCoordinatortoensuretimelypaymentofallspeakersfortrainingclasses.b. WorkwithClassCoordinatortoprepareabudgetforeachLRBMGAtrainingclass.

8. AgriLIfeFinancialManual:ReadandbefamiliarwiththeTexasA&MAgriLifeExtensionServiceFinancialResourceManagementManual(AppendixG).Thismanualprovidesextensiveguidelinesfor“ExternalSupportGroups”alongwithvariousformsthatcanbeusedormodifiedforspecificuseinourorganization.TheTreasurershouldbefamiliarwiththemanualparticularlyrelatedtointernalcontrolsandproperrecordkeeping.QuestionsrelatedtoproceduresthatmayberequiredbyTexasA&MAgriLifeExtensionServiceshouldbedirectedtoExtensionAgentforinputandfinaldecision.

9. RecordsmemorialcontributionsandnotifiestheCorrespondingSecretarytosendanacknowledgementofthememorial.

H. Historiandutiesincludebutarenotlimitedto:

1. Recordandmaintainscrapbookoforganizationeventsandactivities.2. Checknewspapers,cutoutarticles,andputinscrapbook.3. Takepicturesateventsandactivities.Addtoscrapbookwithdateandnameofevent.4. ProvidepicturestotheMarketingandMediaCommitteeasrequested.

I. BoardMember-at-Largedutiesincludebutarenotlimitedto:

1. BringmattersofinterestbeforetheBoardasarepresentativeofthemembership.2. BeavoiceofthemembershipontheBoardofDirectors.3. Leadand/orworkonspecialprojectsasassignedbythePresident.

J. ImmediatePastPresidentdutiesincludebutarenotlimitedto:

1. ServeaschairoftheBylawsandProceduresCommittee.LeadanannualreviewoftheBylawsandPoliciesandProceduresManualduringtheSeptembertimeframe.

2. ServeasaParliamentarianforBoardandgeneralmeetingsoftheAssociation.3. ProvidesupportandencouragementtothecurrentPresident.4. Makerecommendationsforthehandlingofissuesbasedonexperience.5. Helpdefineactionsthatneedtobetaken.6. Providecontinuityofoperationsfrompreviousyear.

Chapter13:CommitteesandProjects

A. General.AsestablishedbytheLRBMGABylaws,theBoardofDirectorsauthorizesbothstandingandspecialcommitteesasdeemednecessaryandbeneficialtotheAssociation.1. ChairsofthecommitteesareappointedbythePresident,approvedbytheBoardofDirectors

andannouncedattheJanuarygeneralmeetingandthroughouttheyearasneeded.AllchairsmustbecertifiedTexasMasterGardeners.

2. CommitteechairsmustworkwithintheguidelinesasdefinedinthisManualtoaccomplishtheirchargeasdefinedbytheBoardofDirectors.

3. ThemembershipcanvolunteertoassistonacommitteebycontactingtheAssociationPresidentpriortotheJanuaryBoardofDirectorsmeeting.Membershipisencouragedtovolunteertoassistwithcommitteeactivities.

4. DuringtheJanuaryBoardofDirectorsmeeting,thecommitteechairsandBoardofDirectorsmakecommitteeassignments.

5. ThecommitteeassignmentsaredistributedattheJanuarygeneralmeeting.6. FortheAuditandNominatingCommittees,thecommitteechairsselectthemembers,who

thenmustbeapprovedbytheBoardofDirectorsaccordingtoBylawsoftheAssociation.7. AllcommitteechairsmustsubmitbudgetrequirementsbySeptember1ofeachyearforthe

upcomingyear.B. CommitteesList.ThefollowingcommitteesareidentifiedbytheBoardofDirectorsforthe

Association:1. BylawsandProcedureCommittee2. MarketingandMediaCommittee3. AuditCommittee4. NominatingCommittee5. ProgramsCommittee6. HospitalityCommittee7. JuniorMasterGardenerCommittee8. TriangleDemonstrationGardenCommittee9. ButterflyGardenCommittee10. FundRaising

a. PlantSaleCommitteeb. RoseSaleCommitteec. RaffleCommittee

C. TheBylawsandProceduresCommitteereviewsandoffersamendmentsandupdatestotheAssociationBylawsandthePoliciesandProceduresManual.1. TheImmediatePastPresidentisthechairofthiscommittee.ThechairworkswiththeBoard

ofDirectorstoprovideamendmentsandupdatestothemembership.2. ThecommitteeshallconductanannualreviewoftheBylawsandthePoliciesandProcedures

Manual.ThereviewshouldbecompletedduringSeptembersoupdatescanbepresentedtotheBoardandmembershippriortotheendoftheyear.TheresultsofthisreviewwillbereportedtotheBoardofDirectorsbythecommitteechair.

3. BylawsamendmentsareconsideredaccordingtoArticleIXoftheLRBMGABylaws:a. Noticeofallproposedamendmentsmustbepresentedtothemembershipatonegeneral

meetingandacopydistributedtomembersnotpresent.Proposedamendmentswillbevotedonatthenextgeneralmeeting.

b. Bylawsmaybeamendedbyatwo-thirdsvoteofthevotingmemberspresent.4. PoliciesandProceduresManualupdatesaremadeaccordingtoChapter3ofthisManual.

D. TheMarketingandMediaCommitteecommunicatesinformationtomembershipand

communicatesandmarketsLRBMGAactivitiestothepublic.1. MarketingandMediaCommitteeChair:

a. Mustbeanon-votingmemberoftheBoardofDirectorsandattendBoardofDirectormeetingstoinformtheBoardofmarketingactivities,aswellremainabreastofupcomingactivitiesthatneedtobemarketed.

b. WorkwiththeCorrespondingSecretarytodistributeinformationtothemembership.c. MaintainamasterlistofallpublicityvenuesavailableforpublicationofLRBMGA

programs,events,meetings,workshops,andtrainingclassesandwillensurethattimelyannouncementsarereleasedtothegeneralpublicregardingthoseopportunities.SuchvenuesincludeChambersofCommerce,radio,newspapers,andapplicablesocialmedia.

2. MarketingandMediaCommitteemembershipincludes,butitnotlimitedtotheChair,Webmaster,FacebookCoordinator,RadioCoordinator,NewspaperandPeriodicalCoordinator,andPromotionalMaterialCoordinator.AllmembersreporttotheCommitteeChair.TheCommitteewill:a. DevelopaplanformarketingLRBMGAevents.b. MaintainandmonitorLRBMGAsocialmediasites(includingtheFacebook,Association

Website,etc.),ensuringinformationistimely,current,andadherestoTexasMGstandards.

c. Periodicallysubmitinformationalarticlesandnewsworthyitemstolocalnewspapers(suchascertifications,fieldtrips,etc.).

d. Coordinateradiospotstopromoteactivities.e. Marketplantsales,educationalevents,andMasterGardenereventstothemembership

andthepublic.f. Maintainbrochuresandflyers.g. Adheretocopyrightregulations,plusTexasA&MAgriLIfeandTexasMasterGardener

guidelines.3. Webmaster

a. TheBoardofDirectorscanappointoneormoreWebmasters.

b. TheWebmasterfortheLRBMGAshouldbeproficientintheuseofwebpublishingsoftwareorbewillingtolearnthesoftware.

c. TheWebmastermusthaveInternetaccess.d. TheLRBMGAwebsiteshouldbeupdatedinatimelymannerandshallneverbeallowedto

becomestaleoroutdated.e. TheWebmasterinformstheChairoftheMarketingandMediaCommitteeofany

passwords,codes,orotherinformationnecessarytoaccessthewebpageintheeventofanemergencysituationwheretheWebmasterisnotavailable.

4. FacebookCoordinatora. TheBoardofDirectorscanappointoneormoreCoordinators.b. TheAdministratorshouldbeproficientintheFacebookproceduresandpostonlyitemsof

educationalbasedinformation,events,activities,accomplishments,etc.c. TheFacebookCoordinatormusthaveInternetaccess.

5. RadioProgramCoordinatora. TheBoardofDirectorscanappointoneormoreRadioProgramCoordinators.b. TheRadioCoordinatorschedulesspeakersandapprovetopicsfordiscussion.c. TheLRBMGAradioprogramsshouldprovideeducationalandpromotionalinformationina

timelymanner.d. TheCoordinatorkeepstheChairoftheMarketingandMediaCommitteeinformed

concerningtheprocedureofworkingwiththeradiostationintheeventofanemergencysituationwheretheCoordinatorisnotavailableforaperiodoftime.

6. NewspaperandPeriodicalCoordinatora. TheBoardofDirectorscanappointoneormorePeriodicalandNewspaperCoordinators.b. TheCoordinatorwritesorsolicitsarticlestobepublished.c. TheCoordinatormusthaveaccesstotheprintedmediacontacts.d. TheLRBMGAprintedmediashouldprovideeducationalandpromotionalinformationina

timelymanner.e. TheCoordinatorkeepstheChairoftheMarketingandMediaCommitteeinformedof

contactinformationforperiodicalandnewspaperoutlets.7. PromotionalMaterialCoordinator

a. TheBoardofDirectorscanappointoneormorePromotionalMaterialCoordinators.b. ThePromotionalMaterialCoordinatordesignsandupdatesbrochuresandflyers.c. TheLRBMGAprintedmediashouldprovideeducationalandpromotionalinformationina

timelymanner.d. TheCoordinatorkeepstheChairoftheMarketingandMediaCommitteeinformedof

contactinformationfordistributionofprintedmedia(suchasChambersofCommerce,newspapers,andtheMilamCountyAgriLifeExtensionOffice.

E. AuditCommitteeChairandcommitteemembersareselectedandapprovedaccordingtoArticle

VII,Section4oftheBylaws.1. Thecommitteeconsistsofachairperson,President,andaminimumoftwocertifiedmembers

notcurrentlyservingontheBoardofDirectors.2. Dutiesincludebutarenotlimitedto:

a. AuditthefinancialrecordsoftheAssociationinearlyJanuaryofeachyearandpresenttheirreportattheJanuaryBoardofDirectorsandgeneralmeetings.

b. UsetheauditchecklistattachedtothisManual.c. Includeanysuggestionsforimprovement,aswellasexcellentbookkeeping,inthereport.d. ProvideacopyofthereporttothePresidenttobeincludedinthechartermaterials

beforetheendofJanuary.F. NominatingCommitteeChairandcommitteemembersareselectedaccordingtoArticleVII,

Section5oftheBylaws.1. Thecommitteeshallconsistofachairpersonandtwocertifiedmembersnotcurrentlyserving

ontheBoard.2. Dutiesincludebutarenotlimitedto:

a. SelectaslateofofficersforthecommitteechairtopresentattheOctobergeneralmeetingoftheAssociation

b. ThecommitteechairpresentstheslateofofficersattheNovembergeneralmeetingoftheAssociation,takesnominationsfromthefloor,andconductsvotingbysecretballot.

c. CoordinatetheinstallationofofficersattheDecembergeneralmeetingoftheAssociation.G. ProgramCommitteedutiesincludebutarenotlimitedto:

1. TheFirstVice-PresidentservesastheChairoftheProgramCommittee.2. TheProgramCommitteeisresponsibleforthegeneralmeetingprogramsandspecial

meetingspresentedtothepublic.Thesedutiesincludearrangingforspeakersandlocations,workingwithSecondVice-Presidentonthetrainingneedsofthemembers,reviewingtheannualinterestsurveyofthemembership,workingwiththetreasureronpaymentsneeded,andworkingwiththeHospitalityCommitteetoproviderefreshments.

3. TheChairofthecommitteeinformstheBoardofDirectorsoftheAssociationmeetingplans.H. HospitalityCommitteedutiesincludebutarenotlimitedto:

1. PlanmonthlyrefreshmentsforthegeneralmeetingsandspecialoccasionsoftheAssociationthroughouttheyear.

2. CoordinatewiththeFirstVice-Presidentonprogramlocationsandrefreshmentneeds.Determinetablerequirementsandspaceavailableforrefreshmentsincludingkitchenfacilities,disposaloftrash,etc.

3. Purchasepapergoodsforprogramrefreshments,aswellasdrinkandiceneeds.4. SubmitreceiptstotheTreasurerforreimbursement.5. ProvideinputtotheTreasurerforthehospitalitybudget.6. Arriveearlyatmeetingsforrefreshmentset-up.7. CoordinatewiththeFirstVice-Presidentforinformationtothemembershiponrefreshments.

(i.e.MemberwhoselastnamebeginswithA-IbringfingerfoodormemberswhoselastnamebeginswithJ-Zbringfingerfood.)ThemembershiprefreshmentrequestshouldbeincludedintheFirstVice-President’sannouncementofthemonthlymeetings.

8. Disposeofallfoodandtrashafterthemeeting.Makesuretablesandchairsarebackintheiroriginalplaces.

I. JuniorMasterGardenerCommitteedutiesincludebutarenotlimitedto:1. WorkwithCountyExtensionAgentto:

a. CoordinateschoolandHeadStartcontacts.b. Selectthetrainingcontent.c. CompleteExtensionrequiredcontactreports.d. Planandconductthesessionsattheselectedlocations.

2. AllTexasMasterGardenersmusthavepassedthecriminalbackgroundscheckpriortoworkingwithyouth.

J. TriangleDemonstrationGardenCommittee:1. TheBoardofDirectorswillappointoneofmoreChairstocoordinatetheactivitiesofthe

TriangleDemonstrationGarden.2. Subcommitteechairsandmembersareneededforthecoordinationandmaintenanceofthe

gardeninthefollowingareas:GazeboGarden;RoseGarden;XeriscapeGarden;HerbGarden;WildscapeGarden.

3. CommitteechairsmustsubmitabudgettotheAssociationTreasurerbySeptember1eachyear.

K. ButterflyGardenCommittee:L. TheBoardofDirectorswillappointoneofmoreChairstocoordinatetheactivitiesoftheButterfly

Garden.1. Committeemembersareneededtoassistwiththemaintenanceofthegarden.2. TheChairmustsubmitabudgettotheAssociationTreasurerbySeptember1eachyear.

M. FundRaisingdutiesincludebutarenotlimitedto:

1. TheBoardofDirectorswillappointoneormoreChairstocoordinatetheactivitiesofthefollowingFundRaisingCommittees:PlantSaleCommittee;RoseSaleCommittee;RaffleCommittee.

2. PlantSaleCommittee:ChairandcommitteemembershipplansandconductstheannualPlantSaleinthespring.Thecommitteechairselectsthesub-committeechairs.

3. RoseSaleCommittee:ChairandcommitteemembershipplansandconductstheannualRoseSaleinthefall.Thecommitteechairselectsthesub-committeechairs.

4. RaffleCommittee:ChairandcommitteemembershipplansandconductstheannualRafflewiththePlantSale.

N. LittleRiverBasinMasterGardenerAssociationProjects:1. HowIsAProjectSelected?

a. AnymembermaysubmitawrittenrequesttotheBoardofDirectors.AformislocatedontheLRBMGAwebsite.

b. Therequestshouldincludeanoutlineofthetasksandatimeframeforcompletion.c. TheAssociationdoesnotfinanciallysupportanyproject.d. Projectsprovideopportunitiesforvolunteerhoursformembership.e. ProjectsprovideaservicetothecommunityandpromotetheAssociation’sgoalsand

objectives.

2. Projects• RemembranceGardenProject:TheProjectChaircoordinatesvolunteerstoassistwiththe

maintenanceofthegarden.

CHAPTER14:SPECIALREPORTS

A. CharteringCountyMasterGardenerAssociationsRequiredannuallybytheTexasMasterGardenerAssociationandtheTexasA&MAgriLifeExtensionService.1. Charteringisdoneonanannualcalendaryearbasis,January1toDecember31.2. AnnualCharterAgreementisavailableonthefollowingwebsite:

http://txmg.org/information/forms/3. ThecompletedformisduetotheTexasA&MAgriLifeExtensionAgentnolaterthanJanuary

31.Everyeffortshouldbemadetosubmittheformpriortothatdate.4. CharterformsandattachmentsmustbereceiptedbytheExtensionAgentandacopyofthe

receipteddocumentkeptonfileintheLRBMGAfilesintheExtensionOffice.a. ThelistoftheLRBMGAmembershipisbasedonallmemberswhohaverecertifiedforthe

upcomingyear,notthemembershiplistasofDecember31.b. Currentfinancialstatementisbasedonthefinancialactivitiesfromthecurrentcalendar

year.c. Budgetfortheupcomingyear,asprovidedbytheTreasurerandapprovedby

membership.d. AcopyoftheIRSForm990or990-N,orevidenceoffilingoftheformforthecurrentyear.e. ThelastAuditReportorFinancialReviewwillalsobeincluded.

5. ScanthecharteragreementcoverpageaftersignedandfiledwithExtensionOffice.EmailthecoverpagetoJaylaFryatjbfry@tamu.edu.

B. TexasMasterGardenerAssociation(Annual)DuesInvoice1. AssociationduesforthecurrentyearareduetoTMGAbeginninginJanuary.Theduesformis

locatedontheTMGAwebsite.2. TheAssociationTreasurerisresponsibleforcompletingtheduesformandsubmittingtothe

TMGATreasurerannually.3. DuesmustbesentbycertifiedmailtobereceivedbytheTMGATreasurernolaterthan

March1,ortheywillbeconsidereddelinquent.4. DueswillbepaidforCertifiedTexasMasterGardeners.

C. CountyAssociationInformationProvidedbyJanuary31toTexasMasterGardenerAssociation

1. OfficersandcontactinformationwillbeprovidedtotheTMGAsecretaryonlineat-http://txmg.org/information/forms/-CountyAssociationOfficers/DirectorsSubmission

2. TMGAdirectorsandalternatesandcontactinformationwillbeprovidedtotheTMGAsecretaryonlineat-http://txmg.org/information/forms/-CountyAssociationOfficers/DirectorsSubmission

D. HoursReportedtoCountyExtensionOffice

TheSecondVice-PresidentprovidesanannualhoursreporttotheTexasAgriLifeExtensionAgentbyJanuary31,orsoonerifrequestedbyCountyExtensionAgent.

Appendix1-AssociationForms

AllAssociationformsareavailableontheLRBMGAwebsite(www.txmg.org/milam)andmaybedownloadedasneeded.

Appendix2–TimelineofActionsandReports

January• CompleteCharterPacketAgreement&fileinExtensionOffice(President)• SetCommitteeChairappointments(President)• WorkwithChairsandBoardtofillcommittees(President)• ObtainBoardapprovalofAuditandNominatingCommitteemembers(President)• DistributecommitteeassignmentsatJanuarygeneralmeeting(President)• Appoint2Directorsand2alternatestotheTMGABoardofDirectors(President)• CompleteTMGAannualonlinereports(President)• AppointaBoardmembertoreviewbankstatementeachmonth(President)• Distributeannualcertificationpins(2VP)• UpdateMembershipRosteranddistribute(2VP)• SubmitannualvolunteerhourandcontactreportstotheExtensionAgentpriortoJanuary31

(2VP)• Purgeemaillistforaccuracy(CorrespondingSecretary)• ConductannualauditofAssociationfinancialrecords(AuditCommittee)• Changesignaturecardsatbanktoreflectofficerchanges(President&Treasurer)• CompleteandsubmitIRSForm990N(Treasurer)

February

• SendinduesinampletimesoTMGATreasurerreceivesbyMarch1(Treasurer)September

• ReviewBylawsandProceduresManual;coordinateupdates(PastPresidentandBylawsandProcedureCommittee)

• Coordinatedesignandproductionofrecertificationpin(2VP)• Re-enrollin4HSystem(allmembers)• AllbudgetssubmittedtoTreasurer(Officers&Committees)

October

• ProposedbudgetpresentedtoBoardmembersattheBoardmeeting(Treasurer)• Proposedbudgetissenttothemembershippriortothegeneralmeetingandpresentedatthe

generalmeeting(Treasurer)• Slateofofficersarepresentedtothemembership(NominatingCommittee)

November

• Voteonbudgetatthegeneralmeeting(PresidentandTreasurer)• Voteonnominatedslateofofficersatthegeneralmeeting(NominatingCommitteeChair)• Circulatecommitteeinterestsheet(President)• GatherinputandupdateSpeaker’sBureaulist(President)• Sendletters/emailtomemberswhoarenotmeetingrecertificationrequirements(2VP)

December• Membersmustpayduespriortothegeneralmeeting(Members&Treasurer)• VolunteerandcontinuingeducationhoursmustbeenteredintotheonlinesystembyDec31

(Members&2VP)• Incomingofficersareinstalledatthegeneralmeeting(NominatingCommittee)• AwardsareduetothePresident(Membership)• Surveymembershipfornextyear’strainingtopics(1VP)• Board(President)mustreceiverequestsfrom

o Internswhorequireextensionsformeetingcertificationrequirementso memberswhoareunabletorecertifyo memberswhowishtobeplaceininactivestatus.

Note:VolunteerhourandcontactreportissubmittedmonthlytotheExtensionAgent(2VP)

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