Board of Directors Meeting August 17, 2011 10:00 am - 1:00 pm Henderson County Cooperative Extension Hendersonville
Agenda Welcome and Introductions Approval of the Minutes Standing Committee Reports Special Committee Reports State Conference Reports Report from the State MG Coordinator Old Business New Business Future Board Meetings Other Announcements Adjourn
Standing Committee Reports Budget/Finance Committee Membership Committee
Treasurer s Report: Financial Status (6/24 8/5/11)
Membership Committee Report (as of 8/16/11) Regular Members 602 Associate Members 5
Special Committee Reports License Plate Committee Janie Taylor, Chair Barbara Walters Carol Holman Applications to Date: 25
Conference Reports 2011 Final Conference Report 2012 Conference Update
2011 Conference 300 Registrations (incl. Guests) 39 Speakers and Instructors 50 Vendors and Exhibitors
2011 Conference Report 40 Agents and C/E Staff attended 151 attendees participated in the garden tours 89 signed up for the hands-on workshops 69 attendees joined or renewed their NCMGVA memberships
Conference Registrations: Conference Registration Fees: Full Conference Registrations (209) $28,825.00 Tuesday Only Registrations (35) $2,825.00 Wednesday Only Registrations (2) $100.00 Miscellaneous Registrations (Gold/Silver Donors) (5) complimentary Guest Tickets (reception, banquet) $735.00 Total Registration Fees Collected $32,485.00
Revenue-Generating Events: Creasy Pre-conference Lecture $380.71 Area Garden Tours $637.64 NCSU Research Tours $167.12 Silent Auction $3,421.55 Vendors/Exhibitors $737.00 Book Sale $906.64 Hands-On Workshops $630.00 Conference Program Advertising ($37.85) Conference Shirt Sales $276.80 Misc. Sales at Registration Desk 270.00 Total Revenue from Events: $7,389.61
Donors and Sponsors: Excluding the registration portion of scholarship funds from NCCES (which are included in the registration fee revenues), we received $20,669.65 in cash donations. Some of these funds were earmarked for sponsorship of events (e.g., Landscape Design Competition prize money, conference breaks, scholarship recipient lodging, etc.). We also received several thousand dollars in in kind support (e.g., conference water bottles, silk-screened totebags, and silent auction and door prize donations.
Revenue Totals: Registration Fees $32,485.00 Revenues from Events $7,389.61 Donors and Sponsors $20,669.65 Total Revenues (excluding conference loan) $60,544.26
Conference Expenses: Raleigh Convention Center Activities (catering, rentals, A/V) $34,704.98 Conference Reception (rental, catering, music) $7,052.76 Conference Announcement (printing, mailing) $2,376.84 Speaker Fees and Travel Expenses $4,846.63 Scholarship Recipient Lodging $6,734.56 Conference Shirts (shirts for speakers, instructors, & volunteers) $1,825.60 Miscellaneous (prizes, mailing, Google charges, bank charges) $1,153.38 Total Conference Expenses (exclusive of NCMGVA loan) $58,694.75
The Bottom Line: Total Conference Revenues $60,544.26 Less Total Conference Expenses $58,694.75 Total Conference Proceeds $1,849.51
Proposed Distribution of Proceeds: Host: Amount % NCMGVA $899.51 48.6% Wake County $500.00 27.0% Johnston County $250.00 13.6% Durham County $100.00 5.4% Orange County $100.00 5.4% Total Conference Proceeds $1,849.51 100%
2012 NCMGVA State Conference May 20 through May 23, 2012
Hosted by Master Gardeners of: Henderson Buncombe Haywood Polk Transylvania
For more 2012 Informa7on hendersonmgv@gmail.com Henderson County Extension www.ncmgva.camp8.org NCMGVA Website
Old Business License Plate Promotion (Taylor) In Search of Excellence (Lemasters)
License Plate Promotion Application developed and posted to NCMGVA site E-mailed to all on the sign up list. Mailed to individuals without e-mails E-mailed to all NCMGVA members Sent to county agents Posted to NCSU website Article in Fall issue of NCMGVA newsletter Asking county agents to e-mail application to MGs and put in the county newsletters Other suggestions?
In Search of Excellence Program (Aloma Lemasters)
New Business Proposal to Financially Support NC Master Gardener Program at University Level (Walters) Draft Survey Instrument (Kellam) Issue for Discussion: Policies & Procedures: Board Membership, Attendance, and Responsibilities (Group)
Proposal to Financially Support NC Master Gardener Program at University Level Proposal: Take $1.00 from member dues and send it quarterly to Lucy for unrestricted use. Make the program retroactive to January 1, 2011. Alternative 1: Send $.50 to NC Ag Foundation MG Account and $.50 to MG Endowment. Alternative 2: Voluntary match. Ask members if they would like to add $1.00 to their dues to match the NCMGVA donation.
New Business Proposal to Financially Support NC Master Gardener Program at University Level (Walters) Draft Survey Instrument (Kellam) Issue for Discussion: Policies & Procedures: Board Membership, Attendance, and Responsibilities (Group)
How much do you know about the NCMGVA? 1. How familiar are you with the work of the NCMGVA? I've worked closely with the Association. I have a basic understanding of what NCMGVA does. I've heard of the Association but don't know much about its work. I haven't got a clue.
2. Which of the following NCMGVA programs are you aware of: Principal host of the annual NC Master Gardener conferences Source of the quarterly NCMGVA newsletter Sponsor of the annual Madeline Collier Landscape Garden Design Competition Grantor of the annual Competitive Grants Program Coordinator of the Outstanding Volunteer and Cooperative Extension Staff Awards Developer and Facilitator of the NC Master Gardener Special License Plate
3. Has your Master Gardener program, or have individuals in your program, received any of the following from NCMGVA: A cash prize in the Landscape Garden Design Competition? A matching grant from the Competitive Grant program? An outstanding volunteer award? An outstanding Cooperative Extension Staff award? A scholarship to the annual Master Gardener conference?
4. Does your program have a delegate to the NCMGVA Board of Directors? Yes No 5. Have you had occasion to access the NCMGVA website (www.ncmastergardeners.org)? Yes No
6. If you have visited the website, have you found the information on upcoming events, organizational information, programs, and links useful? Yes No Have not visited the site. 7. Do you receive the NCMGVA newsletter? (It is posted to the website but is also distributed electronically to the agents by Lucy Bradley) Yes No
8. If you've had a chance to browse the newsletter, have you found the information on upcoming events, articles of interest, and news from the counties to be useful? Yes No Haven't seen it. 9. Does your program submit news items to the newsletter? Yes No We would if we knew how.
10. If you are aware of the Association, which of the following best describes your perception of its role and benefit to the North Carolina Extension Master Gardener program? NCMGVA makes a valuable contribution to the State program as an advocate and through providing educational opportunities, networking and information exchange, resources, and matching funds to county programs. NCMGVA is helpful in organizing the annual conferences and exchanging information, but has not been an effective advocate for the statewide program. NCMGVA has a very small footprint in our area. We really haven't paid much attention to it. NCMGVA, like the county associations, tends to get in the way rather than help. We don't see a need for it. No opinion.
New Business Proposal to Financially Support NC Master Gardener Program at University Level (Walters) Draft Survey Instrument (Kellam) Issue for Discussion: Policies & Procedures: Board Membership, Attendance, and Responsibilities (Group)
Meeting Locations: Would having the majority of the Board Meetings in a central location facilitate attendance?
Minimum Attendance Requirement: Should Board Members be required to attend a certain number or meetings in order to remain on the rolls? The current Delegate Position Description only requires that delegates be able to attend Board Meetings.
Member Responsibilities: The Delegate Position Description requires delegates to be liaison between NCMGVA and county/counties and promote continuing membership in NCMGVA and recruit new NCMGVA members. Does liaison need to be further defined (e.g., regularly report to the county membership the outcomes of NCMGVA Board Meetings, provide feedback from county membership to the Board, periodically brief county programs on the benefits of membership, etc.)? Should we include a specific agenda item to get reports from county delegates?
Agent Perceptions: As noted at our last meeting, if the county agent isn t supportive of the work of the Association, the county delegates are unlikely to get much traction with their programs. Are there additional things NCMGVA could be doing to improve agent opinion? Is there a role in this regard for NCSU Cooperative Extension?
Future Board Meetings December 7, 2011 Brunswick County March 20, 2012 Asheville 2012 Conference Venue
Other Announcements, Comments, Suggestions, Volunteers?
Thank You We are adjourned.