1. MEMBERSHIP

There shall be a membership committee whose primary function shall be the promotion of fellowship through encouraging participation of the membership in the various activities of the Association. Working with the existing committees, the Membership Committee shall, upon request, assist in enlisting members to assure that the various projects of the Association do not lack sufficient personnel for their completion. Such outreach may be accomplished by such means as letters, e-mail, questionnaires, telephone calls or other appropriate methods.

The committee shall from time to time report to the Board concerning special needs and situations of members to determine if assistance can be rendered.

Among the specific duties of the committee shall be maintaining a list of members who are current in the payment of dues and the accumulation of hours necessary to be certified as a Master Gardener as determined by the Horticultural Agent or designee. The committee shall provide timely reminders to members who are deficient in dues. In conjunction with the Recording Secretary, the committee shall maintain an attendance roster of business meetings for the purpose of encouraging habitual absentees to attend. Members who have not paid dues by March 30 will have their names removed from the Association roster.


2. NEWSLETTER

A permanent file shall be kept in the Master Gardener Office of all newsletters. It will be the responsibility of the newsletter editor to maintain this file.


3. MINUTES

A permanent file shall be kept in the Master Gardener Office of all board and membership meeting minutes. It will be the responsibility of the recording secretary to maintain this file.


4. RECOGNITION

No master gardener shall be given monetary recognition for their master gardener work by the Association. Members may be recognized by certificate, plaque or other non-monetary methods.

Extension staff or non-master gardeners may be given monetary recognition once a year via budget at the recognition banquet or holiday social. An individual or a company may only receive recognition once a year. The monetary value of the recognition shall not exceed $50.00 unless approved by the membership and is a budget item. A bill for this expense should be drafted by the president which indicates the line item in the budget from which it shall be deducted.


5. EXPENSES

Bills should be submitted to the treasurer with the following information:
A. Name and address of vendor
B. Is check to be mailed or hand delivered?
C. The name of the line item expense it is to be charged against.


6. CORRESPONDING SECRETARY - (Sunshine)

This person will be responsible for cards, notes and letters to master gardeners and immediate family (spouse, sons, daughters, mother and father) from the Association. Cards, notes and letters should be sent for the following: bereavement, illness, surgery, injuries and accidents. Notification to the sunshine chair should come from the following sources: extension secretary, president and MG coordinator. If the request is for a master gardener's family or extension staff, the full name and mailing address should be included in the notification.


7. GREENHOUSE

The greenhouse committee oversees all aspects of the greenhouse, hoop house and surrounding area. The committee is charged with the daily operations of these facilities.


8. PLANT SALES

As prospective buyers enter the garden center, they should be asked individually if they
need help in buying plants. Some will accept the offer and some will not. For those who accept, assist them in getting a garden cart. Take one of the clipboards with sales forms with you and accompany the individual. As that person selects plants, help load them into the cart, filling out the form, with plant ID, number of plants and price. After that individual is finished shopping, accompany that person back to the sales tent. Give the sales sheet to a checker, who will add up the bill and pass it to the cashier for collection of money. After the bill is paid, accompany that person back to their vehicle, help unload the plants, and bring the cart back for another customer to use.

For those prospective buyers who do not accept your help, when they finish selecting plants and return to the cashiers tent, if you are available, list the plants and price on the sales form for the cashier.

As a volunteer, you will often be asked questions about gardening, plants, etc. Answer as honestly as you can. If you do not know the answer, fill out the hotline sheet which will be available. Inform the individual that the question will be researched and they will be notified either by telephone or mail.

Remember, this is considered HOT LINE time.


9. E-Z UP TENTS

These tents are to be used only at officially sanctioned functions by the Brunswick County Master Gardener Association and at officially sanctioned functions by the Brunswick County Cooperative Extension Service where a Cooperative staff member is present.

These tents are not to be used for personal use or by other agencies not affiliated with the Brunswick County Master Gardener Volunteer Association or the Brunswick County Cooperative Extension Service.


10. INDEMNIFICATION OF BOTANICAL GARDEN AND SURROUNDING AREAS

The BCMGVA shall carry forward a dollar amount equal to or less than the upcoming year's budget. This is a result of being located in a hurricane prone area and the fact that the aforementioned properties are not covered by insurance. Such amount would be used to replace destroyed or damaged facilities and/or vegetation in the Botanical Garden and surrounding areas in the event of a hurricane or other natural disaster.



Note: The membership voted to accept the 'Policies and Procedures' above on February 22, 2007.