Minutes of The Regularly Scheduled Meeting of

The Virginia Master Gardener Association, Inc.

June 21, 2000

Blacksburg, VA

Attendance

Jim Scibek (Fauquier), Peggy Bouchard (Goochland/Powhatan), Susan Wingfield (Amherst/Campbell/Lynchburg), Virginia Oyler (Franklin), Bud Gregory (Page), Syd Self (Bedford), Bill McCaleb (Halifax), Anne Marie Libron (Hanover/King William), Fred Lindholm (Halifax), Sue Adriance and Angela Cahn (Westmoreland, Richmond, Northumberland, Lancaster), Walter Przypek and Sybil Przybek (York) Sherri Hughs (Charlotte), Gary Bill (Newport news), Alice Nicolson (Arlington), Marty Klein (Arlington), Barbara Leach (Roanoke), Kerry Goldmeyer (Chesapeake), Susie McCrea (Montgomery), Jack Slapcinsky (Fairfax), Frank Reilly (Prince William), Pat Reilly (Prince William).  Secretary’s note:  Others were in attendance but failed to sign the attendance sheet.

Call to Order

President Kerry Goldmeyer called the meeting to order at 11:30 AM in Litton Reeves Hall on the campus of Virginia Tech.  She thanked all of those who attended the meeting for making the effort.  Those present introduced themselves.

Minutes

It was requested that the names of the attendees be added to the minutes.  The minutes were accepted with the correction of a few typos, and the addition of the names of those attending the meeting.

Treasurers Report:

Gary Bill reported that income was at 104% of budget expectations.  This income overage is due to the fact that our projected budget for VMGA, Inc. did not include donations like that we received from VNLA for help at the State Fair.  Dues income is at 125.00% of budget because some FY 2001 dues have already been received. He felt that the elections were too expensive.  However Frank Reilly disagreed, stating that it was a cost of only $349 for nearly 500 members or less than 75cents per member every other year.

Interest income was $226.04 from the CD, and $127.42 on our Money Market.  Our net worth is $15,331.71.  Our bank has changed its policy to require a service charge if there is less than $5000.00 in the checking account regardless of the total deposits.

The treasurer’s report was accepted.

COMMITTEE REPORTS

Communication and Unit Support

Tom Park has resigned as chair of the combined committees.  Kerry read a combined report from him, which recommended an evaluation of the need and purpose of each committee.

Education

Bud Gregory delivered the report. Overall, the education programs over the past year were successful. He summarized each program, and gave the registration and new members that each program netted to VMGA, Inc.

He also thanked the local units who helped  at the meetings.  The committee had three suggestions for future educational programs:

a.)  Don’t use Ukrops for food.  They have consistently given bad service and high prices throughout the state.

b.)  May is probably not  the best month to have a program since everyone seems to be busy.

c.)            Continue to have close ties with both the communication chair, and with the local units where the training will occur, to ensure timely advertising of the events.

Membership

Pat Reilly reported that we have 294 paid members but expect a few more to renew before the deadline.  The streamlined re-registration process worked very well.  There was good response from the email solicitation, followed by a snail mail solicitation that was also well received.

Comparison of the membership list to the mailing lists helped pare down the mailing lists, but also helped get new members into the system.  She urges the new membership chair to maintain the e-mail approach.

Newsletter

The Newsletter Committee could not attend, but submitted a report read by Kerry Goldmeyer.  The circulation has improved due to close collaboration among Membership Committee, the Treasurer and the VMGA Report Staff.  They will help train the new editor.  The mailing list stands at 409. 

It was suggested that the cover sheet inside the leaf be used to promote education and other items.

There were comments that the current newsletter was excellent as far as content goes, but did not serve the business needs of the VMGA.  For example, the mailing missed the By-Laws deadline for mailing of proposed changes, and it failed to make any mention of VMGA activities at MG College like the Annual Meeting.

Long Range Planning

Kerry Goldmeyer reported that the committee had prepared a questionnaire to help the committee decide on the track for VMGA, Inc.  At the meeting she distributed a copy of the survey, and asked for comments to be returned to her.  This questionnaire will be amended if appropriate after feedback is received, and will then be distributed to membership for their input.

Audit

The audit committee found the records to fairly and materially represent the finances of VMGA, Inc.

Nominating

Susie McCrea reported that the committee consisted of Alice Nicolson, Chuck Norrington, Susie McCrea,Mike Ferris and Bob Hopper.  They solicited input from the membership, and decided on a slate of officers.  The ballots were prepared and distributed via first class mail.  Unfortunately the biographies of the slate of officers were never distributed either with the ballots, or in the VMGA Report. The results of the VMGA

election were decided from all ballots received as of May 8, 2000.   There was a total of 179 ballots cast for election of officers.  The results are as follows: For President - Patricia M. Reilly 179 votes,

for Vice-President - Ann Gorrell 177 votes, 

for Secretary - James T. Scibek 177votes,

for Treasurer - Sybil Przypek 176 votes. 

NOTE--One ballot voted only for the Office of President.  Write-in votes were cast for Elizabeth Overton, Vice President; Tom Park, Secretary; Bob Hopper, Treasurer; and Gary Bill, Treasurer.

Extension Liaison Report

Diane Relf reported:

1.)  She thanked Kerry Goldmeyer, the officers, and all of the participants for the outstanding impact that the last two years has put out.  She thinks that we are all very patient in our dealings with some of the bureaucracy within VCE.

2.)            Extension didn’t hire either of the 2 interviewees for the state coordinator position.  The position has been re-advertised; four applications have been received and 2 of them are from within Extension.  VMGA will be asked to sit on the interview committee.  Hiring is a top priority.  Now it is time to think about what we want the person to be and what the goals and activities of the person will be.

3.)  She believes that the sequence of duties for the new State MGV Coordinator will be:

a.            First, to familiarize themselves with the MG Volunteers’ and the MG Coordinators’ manuals.

b.            Second, she proposes some regional meetings for MG Coordinator training.  The meeting should include the new State MGV coordinator, all the MG Coordinators, at least one appropriate (reporting) agent with each coordinator, and the district director.

c.            Third, spend time finalizing the MG Coordinator’s Manual.

d.            Finally, plan and execute MG College.

e.            Diane asked if there were any ideas of other tasks, and Kerry Goldmeyer asked that the new state MG Coordinator attend all the VMGA Board meetings.  Diane commented that this is part of the job description.

4.)  Diane announced that she has over 300 orders for the Virginia MG Handbook inserts.  These will be available for ordering through each unit.

5.)  Libby Carter is displaying at MG College all of the new materials such as the new reward pins and certificates on the new MG display board, and all of the new manuals and other resources available to MG volunteers.

6.)  She gave profuse thanks to Susie McCrea for getting MG College together.  There will be 138 attendees, which is higher than last year.  Diane feels that MG College should not be an extra.  It should be a part of the MG Program, constantly re-enforced through the local agents and coordinators.

Unfinished Business

No unfinished business was discussed.

New business

Proposed budget

Since the new administration will operate under the proposed budget, discussion of the proposed budget will occur at the August Regularly Scheduled Meeting.

Kerry asked Pat Reilly to comment top the members regarding the new administration.

Pat gave the new committee chairs:

Frank Reilly - Communication

Tom Park - Newsletter

Gary Bill – Membership

Kerry Goldmeyer - Audit

Karen Sacasky - History

State Fair – Evelyn Parker

Unit Support  - open

Education - open

She thinks that the committee chairs should actually have a committee so that the functions can continue regardless of commitments or conflicts of the chair.  Having a committee will also help to prepare new people for the job of chair, and most importantly help the chair to avoid job burnout.

Pat will have an open door policy and invites comments, concerns, ideas and input.  She urges that input so we can grow, and this gives us more clout with VCE leadership.

The Central Shenandoah MGs will host the VMGA Regularly Scheduled Meeting in Staunton` August 12^th.

The meeting format will change to allow time for discussions of special topics.  The topic for this session will be brainstorming effective means to increase the awareness the Virginia Legislature of the impacts of MG volunteers. 

We need help with the State Fair – so far no one has volunteered. 

The meeting was adjourned at 12:52PM

Respectfully submitted,

Frank Reilly

Past Secretary

VMGA, Inc.