Executive Board Meeting Minutes

President Richard Boland brought the meeting to order at 2:05. In attendance: Shirley Waggoner-Eisenman, David Barkley, Hilton Holcomb, Ash Tyler, Richard Boland, Charlie Spencer, Joe Laughlin, Maggie Hoon, Ann Marie Bellamy and Cathie Rod.

The minutes of the September meeting were read and received as information.

Shirley Waggoner-Eisenman was congratulated on her appointment as President of the NC State Mater Gardener Association.

Discussion of written Policies and Procedures (P.P.):
Membership: Question of Hort. Agent (David Barkley) providing up-date on members of association. Time requirement to be certified as a MG is domain of Hort. Agent or his designee. Treasurer currently has list of all dues paying members of association. Wording to be changed in written P.P. to state the time requirement will be determined by the Hort. Agent.
Also added statement that members who have not paid dues by March 30 will have names removed from the association roster. This would give members a grace period for complying with procedures.
News Letter, Minutes, Recognition, Income, Expenses, Corresponding Secretary and Greenhouse were accepted as written.
Plant Sale procedures will be submitted by Ash Tyler.
Shirley Waggoner-Eisenman made the following Motion: I move the Policies and Procedures approved by the board be presented to the membership, by the President, at the November 30th membership meeting for action. The approved Policies and Procedures shall be mailed to the membership at least 10 day prior to the membership meeting. The motion was seconded by Cathie Rod and carried.

Reunion Social:
Invitations have been mailed or hand delivered and responses already received. Program brochure is still being developed.
Tuesday, November 14 at 2:00 p.m. will be the prep time for the Reunion Social at the Extension Center. The large tent will be set up in the garden area, food will be prepared, decorations set and the display will be set up in the large room at the Extension Center. Volunteers of the various committees will be asked to help at this time as well as the last minute tasks to be completed before the event on November 15.

Holiday Party:
Richard Boland will ask Ann Duke and Marilyn Knox what their plans are for this event to be held at the Extension Center on Thursday, December 14. Charlie Spencer will discuss the event with Gina Britton regarding invitations. The 07 holiday party will be discussed at the start of the year with plans to have the party at a different location.


2007 Proposed Budget:
Items were reviewed and thoroughly discussed. Copies of the budget are attached noting changes made at the meeting. Two items to be included were a reimbursement to both David Barkley and Shirley Waggoner-Eisenman for MG meetings attended. Both will submit estimated costs to Richard Boland and Ann Marie Bellamy. For David Barkley, the amount of $250 will be designated to be used at his discretion rather than limiting the funds to a particular need; i.e. travel, accommodations, food, registration fees.
Reimbursing Shirley for past travel expenses was also discussed. She will give Richard Boland and Charlie Spencer an estimate of these expenses. A Motion was made by Ash Tyler to give a per diem travel allowance to Shirley Waggoner-Eisenman with a written report to be submitted to the treasurer. The motion was seconded by Maggie Hoon. The motion carried.
A line item for Memorial Fund for $1,000 is also to be added.

Webmaster:
Lisa Miner is moving. She will continue the up date of the BCMGVA web site for October and November. After that point in time she will charge a $25 monthly maintenance fee and a $130 yearly host fee. It was decided to ask for a volunteer from the general membership at the October meeting to assume this position. That person can then get information from Lisa. It was noted that Charlie Spencer currently emails the NL to members as well as other information on MG events.

News Letter:
Joe Laughlin asked general questions concerning his new position as of January 07. He was advised to check with Becky Dus current NL editor in regard to time for sending, proofing and editing.

Greenhouse:
Ash Tyler stated the 02 and 06 MG classes were well represented as volunteers at the October plant sale which was a great success. He also asked for consideration to purchase a golf cart. He will check prices for both electric and gas golf cart.

Gardens:
No inmate labor was available this past week to work on the fountain in front of Building F. Hilton Holcomb asked for volunteers to work next Thursday. October 26 after the general meeting. Help may be limited as that is also a day for Life on the Farm.
Maggie Hoon stated that work crews on the 1st Monday and the 3rd Tuesday seems to be working well.

MG Coordinator:
Charlie Spencer spoke about part of the interview process for 3 CED candidates. A decision may be made by the County Commissioners at their November 6th meeting.
Charlie reminded all of the limited support staff at the Extension Center. This comes from personnel leaving and retiring.
Life on the Farm is going well.
The 06 MG budget has been tentatively prepared by the Treasurer, Linda Lemieux. The final draft is still being prepared.
Planned seminars are going well. There seems to be a disproportional amount of guests at meetings. Some are well attended while others have only a few guests.
To help the Extension Service, evaluations from guests at seminars will be prepared. There may be some type of pre and post testing. Life on the Farm participants may have a test 3 months after the event. All this will be done to evaluate the retention of and amount of knowledge gained. These evaluations will offer a statistical analysis of the knowledge imparted by the BCMGVA.
Charlie spoke about how to make the Extension Center/ MG Botanical Garden a very special spot for visitors to enjoy and gain recognition for the county. It is hoped with the addition of every variety of Crepe Myrtle grown in this area, an “Exotic Species” garden between the buildings consisting of palms, as well as the lighting of the garden for evening viewing, the public will want to visit and enjoy these surroundings and gain knowledge of plants of our area as well.
There is the possibility of a Hispanic Holiday festival. Some ideas included a
luminaria with booths and food and beverages.
Charlie noted that he will be away from November 10 through the beginning of December.

Gifts:
There was a discussion of the MGVA giving a gift to the host family for Life on the Farm, but decision was deferred to the November Board meeting. The host family will be invited to the Holiday Party
Don Gilbert is the guest speaker for the October meeting. He will be discussing hydroponics. Don has been very helpful to the BCMGVA in the past, especially paying the cost to be part of Leland Fair days event. A Motion was made by Shirley Waggoner-Eisenman to give a $50 gift certificate to Don which was seconded by Maggie Hoon. The motion carried. The gift will be presented at the general meeting on Thursday, October, 26.

The meeting was adjourned at 3:30

Respectfully submitted,
Cathie Rod, Recording Secretary