Executive Board Meeting Minutes

The meeting was called to order by President Richard Boland at 9:05. The following members were present: Richard Boland, Hilton Holcomb, Linda Lemieux, Shirley Waggoner-Eisenman, Becky Dus, Maggie Hoon and Cathie Rod.

A summary report of the minutes was read and approved with a correction to the reply of the on line survey. Motion to approve made by Shirley Waggoner-Eisenman and seconded by Maggie Hoon.

News Letter: Becky Dus - there were 14 error messages received on the last emailing of the BCMG Newsletter. The membership committee, with new member Anita Waite, will be asked to look into this and to conform mailing list to members paid and also include names spouses/significant others. A message will go in the NL to ask that everyone check their email address on the membership list.

Treasure: Linda Lemieux gave the financial report. Profits from plant sale will be tabulated by next week and the audit should be completed and a report given at the next general meeting.

Gardens: Hilton Holcomb - Plant sale has already collected $3,000. Drainage at greenhouse area completed and propagation beds can now be used. Restitution workers are better in greenhouse, but do not perform much work at Botanical Garden. Prison labors did general work in front of Extension Office. Water feature has been fixed and is now working.
Leland School project needs some extra volunteers for this Tuesday and Wednesday at the 3 composting stations. The three sections are composting, worms and demonstration on planting.
Maggie Hoon - The 1st Monday group did some planting in the Botanical garden which has lots of weeds to be pulled. A list of chores has been emailed to both this and the 2nd Tuesday group. There continues to be a lack of volunteer help in all areas of the garden work.

Vice President: Shirley Waggoner-Eisenman - Guest Speakers -The October speaker will be Rick Morris on soils. September speaker has not been arranged. There are potential candidates for next year's meetings. Plant Sale - suggested setting aside special orders and not intermingle such plants for the general sale. Question on discounts for special sale or other parties should be clarified prior to sale. Projects - conform to guidelines as outlined in BCMG volunteer handbook. This will be placed in the NL and be discussed at a future General Meeting. There was a concern that the small number of members attending any General Meeting would be voting for the entire membership. Policies and Procedures - Shirley will draft a proposal for the next board meeting concerning the creation of this document. Possible committee members are to be emailed to Richard. Newsletter - discussion on mailing a hard copy to all members was deemed unnecessary. Hilton Holcomb made a motion to have NL available to all members of current MG class to inform and include them in all BCMG projects. Becky Dus seconded the motion and it was approved by all. Shirley is attending the Southern Regional MG Conference June 8-11 held in Chattanooga, TN. The invitations to the State MG Conference in Kill Devil Hills in Oct. will be sent out June 1st. Registrations received by August 1st will be $100 with an increase after that date.
Proposed Reunion - include all members since 1993, strictly a social function, committee of Shirley, Becky and Maggie (and perhaps one member from each class) will meet to discuss with input from David Barkley.

General discussion issues:
1. Dues are not paid the year a MG takes the class. Thereafter, dues should be paid by January 1st. Since class members are not members of the BCMGVA they cannot vote on items brought up at the general meeting. However, this should not preclude them from attending and being part of these meetings. Becky will draft a cover sheet for copies of the NL to be distributed to the new class members on this issue and welcome them to attend general monthly meetings and participate in scheduled projects.
2. Time sheets and how volunteer time is calculated should be discussed at a general meeting. However, since the Extension Office sets the guidelines on this issue a motion was made by Hilton to create a written statement to be given to David Barkley requesting an executive decision on the following issues:
A. List the volunteer hours needed after any training program to obtain certification for that program i.e. Master Gardener, plant identification, turf management, etc.
B. Detail ways and means for enforcing the completion of these volunteer hours.
C. List the volunteer hours specified by area, i.e. hot line, work in garden, etc. needed to continue on a yearly basis to be certified as a Master Gardener.
The motion was seconded by Shirley Waggoner-Eisenman.
3. After January 1st a new membership list should be made to coincide with treasurer's list of members current with payment of dues.
4. Any need to reformat volunteer time sheet? There will be further discussion.

President: Richard Boland asked that members of the board to email ideas, questions and concerns to him prior to future Executive Board meetings.

The meeting was adjourned at 10:50.

Respectfully submitted,
Cathie Rod, Recording Secretary