APPROVED 1

Benton County Master Gardener Association

Board Meeting January 8, 2018

In Attendance: Marge Alig, Sophie Grow, Rosalind Hutton, Steve Jacobs, Judith Kenner, Deborah Kern, Paula Lupcho, Richard Taylor, Nancy Tovar, Debbie Wray, Pat Wray; Extension rep: Pami Monnette (A quorum was present.) Location: Benton County Extension Office President Steve Jacobs called the meeting to order at 9:01 am Mission moment: Steve has a contact that is researching brown marmorated stink bugs and is looking for colonies in local residences. Pami will add a note with contact info in the master gardener weekly e-mail Gardening Moment: Judith was thrilled with the good weather allowing her to get out and garden in January. Pat commented on his newly acquired small chain saw and how useful it is. • Adoption of Minutes: It was moved by Paula Lupcho, seconded and unanimously

passed to approved the December 11, 2017 minutes as submitted. BCMGA Committee Liaison Assignments: Steve Jacobs • Discussed the roles and responsibilities of board members as committee liaisons. • Assigned board members as liaisons for each committee. (attached) 2018 Board Goals: Discussion focused on possible goals and emphasis for the year. It was agreed that one goal should focus on the greenhouse project. A more overarching goal that all master gardeners can work towards needs to be determined. The discussion was tabled for a future meeting. Officer Reports: Vice President - Program: Sophie Grow said she has been receiving suggestions for summer field trips. Upcoming events: • Jan: Jerry Paul: Helping pollinators • Feb: Rosalind Hutton: Demo garden favorite vegetables. • March: Association show and tell. Best gardening story contest. Treasurer: Paula Lupcho: • End-of-Year Financial reports: Paula reviewed and explained the end of year budget

report. • It was moved by Judith Kenner, seconded and unanimously passed to accept the

financial summary as the end of year budget report as presented. (attached) • Checkbook signatories: Paula explained the requirement to have minutes document the

signatories for the BCMGA checking account . • In accordance with BCMGA Policy and banking regulations required by First Tech

APPROVED 2

Federal Credit Union, Judith Kenner moved that the following board officers be

confirmed by the Board to be the designated signatories on the BCMGA checking

account for the year 2018.

o Treasurer Kathi Tucker

o Co-Treasurer Paula Lupcho

o President Steve Jacobs

o President Elect Debbie Wray

o Past President Judith Kenner

o Jennifer Klammer, as outgoing Past President, will be removed as a signator on the

BCMGA Checking Account beginning January 1, 2018.

The motion was seconded by Marge Alig and unanimously passed.

• Dues update: Paula presented update on membership renewal numbers. • Mailing Permit: Recently discovered we have a ghost account with OMGA for mailing permit

that has been ongoing since 2009. We have been using that account for mailing Insights to Gardening brochures. Funds in that account were co-mingled. OMGA records and BCMGA records show that BCMGA needs to reimburse OMGA $581.96. OMGA has closed this account and we no longer have access to this permit. In the future we will use Benton County Extension Service bulk mail account for mailing and pay with money allocated to the Insights committee budget.

• Paula moved, that the BCMGA board pay $581.96 to OMGA, using funds from the

board discretionary funds. The motion was seconded and unanimously passed. President: Steve Jacobs: • Financial Review: Janet Magedanz agreed to conduct the annual financial audit. Expects to

have the report by the February board meeting. • Board member training: Steve encouraged new and returning board members to attend the

Center for Non Profit Stewardship, 2018 Annual Conference: Essential Tools - NW Nonprofit Leaders Winter Program at LaSells Stewart Center, February 3, 2018. He requested those attending apply before the 10 January early bird registration deadline. Attending board members will be reimbursed for the conference fee and the provided lunch fee.

Committee/Liaison/Other Reports: None Extension Report: Pami Monnette: • There are 25 new trainees that will attend the classroom training, plus a few on line trainees. • New this year for Mentors: One mentor to two trainees. Mentors have received detailed job

descriptions about their role. If possible, mentors will contact trainees prior to the start of training and attend a potluck on the first day of class.

• Desk signup for 2018 will be through sign up genius. • Seed to supper instructor training next week. Benton County will offer 5 class locations: OSU

campus (25 people signed up), Monroe, South Corvallis, North Corvallis and Philomath. • Condition of volunteer service form needs to be signed by all master gardeners every year.

Those working with youths need a background check every two years. Pami is looking for ideas to accomplish and track on line.

Good of the Association: It’s good to have Steve as 2018 President!

APPROVED 3

Meeting Adjourned at: 10:59 am

Deborah Kern, Secretary

APPROVED 4

2018 BCMGA Committee Chairs & Board Liaisons

Committee Chair 2017 Report Received

Board Liaison

Central Park Kathi Tucker Y Kathi Tucker

Clinic Table Steve Naberhuis Y Pami Monnette

Community Garden Action Team Sue Domingues & Jennifer Klammer

Y Judith Kenner

Demonstration Garden Rosalind Hutton & Ann Brodie

Y Rosalind Hutton

Desk Computer Kathi Tucker Kathi Tucker

Mentor Coordinator Pat Wray & Pami Monnette Pat Wray & Pami Monnette

Library Kathi Tucker Kathi Tucker

Fairgrounds Entrance Gardens Kathy Clark Y Marge Alig & Richard Taylor

Gearing Up for Gardening Janet Magedanz Y Paula Lupcho

Hospitality Sandy Piper Y Sophie Grow

Insights into Gardening Lynn Trimpe & Mary Mellard Y Paula Lupcho

One Day Youth Events ____________________ Y Kathi Tucker

Outreach Bob Smythe & Nancy Tovar Y Bob Smythe & Nancy Tovar

Plant Problem Scenarios Deb Kern Y Deb Kern

Plant Sale Lisa Borgerson & Kathy Clark Y Judith Kenner & Paula Lupcho

Scholarship Sandy Piper Judith Kenner

Spring Garden Festival Sophie Grow Y Sophie Grow

School Gardens (Adams) Nellie Oehler Y Debbie Wray

Corvallis Sustainability Coalition Janet Throop (liaison) Judith Kenner

Greenhouse David Mandel David Mandel

BCMGA Board Committee Liaison Roles

Communicate budget situation to chair Support special allocation requests Support annual report process Be aware of committee project status Be aware of committee well-being and needs Support chair in problem-solving

Communicate committee achievements and needs to board.

BCMGA EXPENSE BUDGETS 2017 Budget Expenses Remaining

Budget Approved: Dec. 5, 2016 2017 Year to date funds

Budget Summary ending 31-Dec-17

INCOME: Fund Raisers / Dues

Insights 8,072.00 6,879.28 1,192.72

Plant Sale 5,000.00 4,221.20 778.80

OMGA Dues 1,200.00 1,064.00 136.00

Cash Box Change 1,900.00 1,900.00 0.00

Total 16,172.00 14,064.48 2,107.52

EXPENSES

General / BOD / Committee

Barb Fick Training Grant 130.00 130.00 0.00

BOD Training 700.00 40.00 660.00

Discretionary: Board 1,800.00 1,428.00 372.00

Discretionary: Extension 400.00 275.71 124.29

Discretionary: President 500.00 193.15 306.85

Historian 50.00 0.00 50.00

Hospitality 100.00 41.85 58.15

Insurance: Liability & Renters 450.00 507.00 -57.00

Membership Retention / Awards 400.00 118.47 281.53

IMGC 2017 1,800.00 1,739.34 60.66

OMGA Meetings 600.00 474.07 125.93

IMGC: Decorated Bicycle 150.00 100.03 49.97

Outreach Committee 2,750.00 1,568.70 1,181.30

Printing 500.00 0.00 500.00

Scholarship Committee 50.00 0.00 50.00

Secretary Expenses 100.00 0.00 100.00

Treasurer's Supplies 150.00 156.36 -6.36

Vice President: Meetings/Programs 450.00 310.17 139.83

Total 11,080.00 7,082.85 3,997.15

Educational Services

Clinic Table (FM, DD, SC, FF) 490.00 187.99 302.01

Community Garden Action Team 1,350.00 959.32 390.68

Desk Committee 600.00 191.22 408.78

Gearing up for Gardening 400.00 201.01 198.99

Plant Problem Scenarios 100.00 98.52 1.48

Spring Garden Festival 600.00 0.00 600.00

Sustainability Coalition Liaison 50.00 0.00 50.00

Total 3,590.00 1,638.06 1,951.94

Gardens

Central Park 210.00 181.83 28.17

Demo Garden 1,178.00 1,137.34 40.66

Fairgrounds Perennial Beds 650.00 430.45 219.55

Total 2,038.00 1,749.62 288.38

Youth Services

4H Horticulture Awards--BC Fair 400.00 331.10 68.90

Adams' School Garden 300.00 337.22 -37.22

One-Day Youth Events 500.00 72.48 427.52

Windowsill Gardening 150.00 0.00 150.00

Total 1,350.00 740.80 609.20

Total Budget w/o funds 34,230.00 8,954.19

BOD & Committee Expenses (Year to date) 25,275.81

2017 Restricted Funds expenses 4,678.69

xfer adjustment (Tool L Lib) -1,000.00

2017 Allocation expenses 2,750.00

Total Expenses 31,704.50

Pledges Payable

International MG Conference 2017 500.00 500.00 0.00

Restricted Funds

Marie Madison Scholarship 2,621.47 1,000.00 1,621.47

Capital 34,250.00 0.00 34,250.00

Capital: Tech Fund 500.00 0.00 500.00

Seed to Supper Donation: Scott 400.00 400.00 0.00

Seed to Supper Donation: Scott 500.00 500.00 0.00

CGAT Educational Programs Grant 1,000.00 1,000.00 0.00

Seed to Supper: Rotary Grant 1,000.00 0.00 1,000.00

OMGA SFE Award: Kids Grow Program 291.63 291.63 0.00

Plant Sale: Citizens for BC Ext. 1,198.00 987.06 210.94

Tool lending library 1,000.00 0.00 1,000.00

Sub-Total 43,261.10 4,678.69 38,582.41

Allocations

OSU MG Program Endowment 1,000.00 1000 0.00

Benton County Fairground Foundation 1,000.00 1000 0.00

Benton County Library Foundation 750.00 750 0.00

Capital fund transfer 13,250.00 13,250.00 0.00

Total 46,011.10

BCMGA Monthly Financial Summary

Month ending Dec 31, 2017 2017 2017 Budget

Category 12/31/2016 12/31/2016

Beginning Cash Balance (yr) 62,328.86 62,328.86

Year to Date Previous Month

Revenue

Dues 2,121.00 1,616.00

Insights (2016) 11,572.95 11,572.95

Raffle (Insights) 1,668.15 1,668.15

Plant Sale 28,828.25 28,666.25

Cash Box Change 1,900.00 1,900.00

Sales / Refunds / Grants / Donations / Awards 2,796.00 2,703.00Checking Account Interest 38.06 35.99

Total 48,924.41 48,162.34

Expenses (Year to date)

Insights 6,879.28 8,072.00 6,879.28

Raffle 0.00 0.00 0.00

Plant Sale 4,221.20 5,000.00 4,221.20

Cash Box Change: Fundraisers 1,900.00 1,900.00 1,900.00

OMGA dues 1,064.00 1,200.00 1,064.00

BOD / General / Committee 7,082.85 11,030.00 6,360.41

Education & Other Services 1,638.06 3,590.00 572.54

Gardens 1,749.62 2,038.00 1,533.02

Youth Services 740.80 1,350.00 709.80

MMH Scholarship 1,000.00 2,621.47 1,000.00

Restricted Funds, Pledges (w/o Capital Funds) 3,678.69 5,321.47 2,572.98

Allocations 2,750.00 0.00 xfer Capital Fund to FBI 12 mo CD 34,250.00 34,250.00

Adj. for Tool lending library not spent -1,000.00

Total 65,954.50 42,122.94 61,063.23

Income (Revenue less Expenses) -17,030.09 -12,900.89

Bank Balance - end of current month 45,298.77 49,427.97

FIB CD Capital Fund 34,250.00 34,250.00 CD interest 67.03

Total Funds available 79,615.80 83,677.97

Less Cash in special funds

Capital Fund 0.00 34,250.00 0.00

Capital Fund: Tech. Equip. Replacement 500.00 500.00 500.00

Marie Madison Scholarship Fund 1,621.47 2,621.47 1,621.47

Seed to Supper: Donation (6/16) Rotary 0.00 1,000.00 118.65

Seed to Supper: Donation - Peter Scott (10/14/16) 0.00 400.00 0.00

Seed to Supper: Donation - Peter Scott (1/17) 0.00 500.00 0.00

Kds Grow: SFE Award-OMGA 0.00 291.63 0.00

Seed to Supper: Rotory 1,000.00 1,000.00 1,000.00

Plant Sale: Citizens for BC Ext 210.94 1,198.00 1,198.00

Tool Lending Library 1,000.00 1,000.00 1,000.00

Pledges Payable: IMG Conference-2017 0.00 500.00 0.00

Allocations

OSU MG Program Endowment 0.00 1,000.00 1,000.00

Benton County Fairgrounds foundation 0.00 1,000.00 1,000.00

BC Library foundation 0.00 750.00 750.00xfer to Capital fund (greenhouse) 0.00 13,250.00 0.00

Total (Funds, Pledges & Allocations) 4,332.41 46,011.10 8,188.12

Cash in checking acct. available to BCMGA 40,966.36 41,239.85

Separate Accounts Balances

Savings Account 5.00 5.00

USPS - Corvallis bulk mailing permit 19 200.00 200.00

December 1 - 31

Date

C

h

e

c

k

#

C

a

s

h

e

d PAYEE or account DEBIT DEP. BALANCE

in exp

ledger

Balance Forward $50,427.97

12/7/2017 1742 x Sue Domingues:cgat: S2S gloves, seeds 175.72 $50,252.25 x

12/11/2017 1743 x

Corvallis Sustainability Coalition Board

Discr./Garden Resource Guide 300.00 $49,952.25 x

12/11/2017 1744 x Sue Domingues: S2S supplies, seed 151.31 $49,800.94 x

12/11/2017 1745 x Sophie Grow: VP Programs 50.94 $49,750.00 x

12/11/2017 1746 x

A-2 Engraving: Membership MG Service

bars 20.00 $49,730.00 x

12/11/2017 1747 VOID $49,730.00

12/11/2017 1748 x OSU Extension: Ext discr. MG Luncheon 170.00 $49,560.00 x

12/11/2017 1749 x Ann Brodie: DemoGarden scale 10.00 $49,550.00 x

12/11/2017 1750 Sandy Piper: Hospitality 41.85 $49,508.15 x

12/13/2017 1751 x

Meleah Ashford: Pres. Discr. Jackson St.

Youth garden supplies 139.65 $49,368.50 x

12/15/2017 1752 x

Kathi Tucker: PS Grant=850.92,

DC=123.55, CP=112.60 1087.07 $48,281.43 x

12/15/2017 1753 Eric Nielsen:CGAT Grace Ctr. 192.56 $48,088.87 x

12/15/2017 1754 x Workman Publishing:CGAT S2S books 187.00 $47,901.87 x

12/15/2017 1755 x

Oregon Food Bank: CGAT S2S course

books 324.00 $47,577.87 x

12/15/2017 1756 x Benton County Fairgrounds Foundation 1000.00 $46,577.87 x

12/15/2017 1757 x

Corvallis Benton Co. Public Library

Foundation 750.00 $45,827.87 x

12/15/2017 1758 x

OSU Foundation: MG Program

Endowment 1000.00 $44,827.87 x

12/15/2017 Dues + donation 153.00 $44,980.87

12/19/2017 1759 x Kathi Tucker: PS Grant 136.14 $44,844.73 x

12/21/2017 Dues 45.00 $44,889.73

12/27/2017 Dues + donation 190.00 $45,079.73

12/29/2017 Dues 210.00 $45,289.73

Dividend 2.07 $45,291.80

Checkbook 2017

month ending December 31, 2017

BCMGA Account-First Tech Federal Credit Union

Ending Balance $45,291.80

in

exp.

Sum

in

fin.

Sum

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x

x