SFMGA Board Meeting
April 10, 2019
Rodeo Rd. Extension Office Kitchen
Present: Cullen Hallmark, Jamie Painter, Kathy Brechner, Chesney Gulas
Jamie called the meeting to order at approximately 5:30pm
Cullen H. to file amended by-laws as voted on with changes at the January 5th, 2019 board meeting. Completed document will be posted on website and on the new Dropbox.
Kathy B. noted that we are getting quite a few emails on the SFMGA email contact page that should be going to SFEMG. For now, Kathy is responding and clarifying the differences between the two separate organizations as well as directing the enquiries to the appropriate person at the SFEMG.
Kathy B. to provide the board with the new passwords for dropbox, gmail account and the web site. (Will hand these out at the next board meeting if not needed beforehand)
Chesney reviewed financials. Jamie P. will do this year’s 990 and Chesney will file the Secretary of State and AG report. Should the treasurer move, this position will temporarily be taken over by the co-president, Jamie Painter.
The board tends to review the corporate insurance policy and get new quotes if appropriate. The SFMGA may need less coverage under the new operations.
Discussion of contingency board roles should the Treasurer be moving out of area.
Put on blast and website that SFMGA is looking for interested persons to serve on the board.
At this time, there have been no requests for funds. $745 was approved previously for training of new seed school instructor.
Next meeting: July,16th 5:30pm (Location TBA)
SFMGA Board Meeting
February 9th 2019
Rodeo Rd. Extension Office Kitchen
Present: Cullen Hallmark, Helena van Heiningen, Jamie Painter, Kathy Brechner, Chesney Gulas, Ann Lawhorn, Bonnie Martin, Nyla Rasmussen, Pamela Culwell
Jamie called the meeting to order at approximately 9:40am with introductions of all present.
Cullen reviewed the By-laws and the changes that are legally required by a 501c3 organization. The changes proposed and accepted by those present were as follows:
NOTE: Election of the 2019 SFMGA 501c3 officers was held in October, 7th at the annual meeting and published in the November 2018 SFMGA Newsletter. For the 501c3, the board elections results were as follows:
Co-Presidents: Cullen Hallmark, Jamie Painter
Vice-President: Katherine Brechner
Treasurer: Chesney Gulas
Acceptance of SFEMG Seed School funding request: Motion to accept the application for the 2019 seed School funding request for additional instructor training, and to issue payment to SFEMG (reimbursement request form was signed by two board members) Motion to accept the application for the 2019 seed School funding request for additional instructor training.
J. Painter forwarded motion, H. van Heiningen seconded , Motion carried
K. Brechner gave a review of the new SFMGA web site and asked for input and corrections. It is hoped that the web site will go live later in February. It incorporates a link to the SFEMG web site as well. Suggestions from those members present will be incorporated by Brechner.
Brechner requested a motion to approve funds for the upgrade “Build” level program within the Weebly Marketing options to allow group email communications to the membership. The cost is $93/year. K. Brechner will set up program and submit payment to Treasurer for reimbursement.
Motion forwarded by C. Gulas, Seconded by H. van Heiningen. Motion carried.
Discussion and decision to keep the Rodeo Rd. address as the physical location address, and that the designation “Department: Legacy” would be used in the mailing address to facilitate mail separation in the Extension office and to facilitate pick up of mail by the Treasurer.
C. Gulas gave a financial report. The bookkeeper will no longer be needed for the 501c3 organization. The December 31, 2018 Balance sheet amounts will be the official record of assets of the 501c3 for the separation date of the 501c3 from the SFEMG.
Chesney Gulas is now an administrator of the SFMGA as Treasurer of the organization. J.G.Dement (BlueJaysupport.org) can no longer act on behalf of the SFMGA organization.
J Painter moved to accept the financial reports of Dec. 31, 2018 and authorize C. Gulas to reconcile the non-material minor accounting discrepancies, and to proceed with required annual reports to IRS, NM Secretary of State’s Office and NM Attorney General’s office. K. Brechner seconded. Motion carried
B. Martin brought up the request by the SFEMG to use the legacy logo (SFMGA with wheelbarrow image) for marketing purposes only at no charge to the SFEMG. This was agreed upon, as Tom Dominguez on January 15 accepted (by email) the right to use the wheelbarrow logo at no cost.
Additionally, there is a great need still for a chair person(s) to manage the plant sale portion of the May Garden Fair. Please let Bonnie know if someone may be willing to take this on.
Meeting Adjourned —11:30am
Minutes Respectfully submitted: K. Brechner 2/19/19
SFMGA Board Meeting
January 5th 2019
Rodeo Rd. Extension Office Classroom
Present: Susie Sonflieth, Pamela Culwell, Chesney Gulas, Cullen Hallmark Jamie Painter, Jill Foster, Linda Fleming, Elizabeth Hart, Kathy Brechner
Jamie called the meeting to order at approximately 9:30am
Chesney reported on financials. She will prepare an IRS 990 report for the 501c3
Will not need a CPA going forward for the 501c3
K. Brechner was given board authority to looking into options for the website hosting, creation of website, email and associated needs.
Discussion of focus of the 501c3 going forward. By-laws need to be revised to meet 501c3 requirements which include some new language required by all 501c3 corporations, removal of board positions that no longer apply due to those positions now being with the SFEMG. Scheduled meetings will probably only need to be quarterly but can be called as needed.
Question raised as to who is a member of which organization. It had previously been decided that for 2019 at least, those Master Gardeners and new interns who have met their required volunteer hours and have paid up dues for 2019, would be a member of both organizations. Whether there would be a different dues structure would be determined later.
Suggestion made that some would like to see the 501c3, after the organizational issues are ironed out, leave itself open to considering future opportunities.
Discussion of whether communications was reaching enough of the members during this transition time and whether all minutes were available on the web site to the minutes. Kathy Brechner explained that the year-end December minutes should be posted to the SFEMG web site shortly, that all new web procedures we being revised by Jan Christian and should be up and running shortly. The 501c3 will have to create a new website.
Suggestion was made to add contact information for both organizations to the Q&A that is shortly to be released. (this suggestion was incorporated and did appear in the Q&A when it was sent out)
A next meeting will be scheduled in February. Date, time and location TBD
Meeting adjourned at approx. 11am
Respectfully submitted: K. Brechner
Please Join us on Saturday, February 9th at 9:30 am in the Extension Office kitchen for a work session on the required revisions to the 501c3 By-laws, financial status update and review of new website. Please enter from the side door.
The Santa Fe Master Gardener Association (SFMGA) and NMSU’s New Santa Fe Extension Master Gardeners (SFEMG) Chapter
In a move to ensure compliance with federal tax law governing nonprofits, New Mexico State University (NMSU) has revisited its relationship with all 4-H and Master Gardener organizations statewide. Beginning in January 2019, all of the state’s 15 existing county-based Master Gardener programs will be operated as chapters of the NMSU County Extension Service’s new Extension Master Gardeners (EMG) program. 4-H youth organizations throughout the state have already transitioned to a similar organizational structure.
Q1: Which county programs are affected?
A: Below is a list of the NMSU Extension Master Gardeners chapters, all of which operate under NSMU’s 501(c)(3) nonprofit status:
Bernalillo County Chaves County Colfax County
Doña Ana County Grant County Lea County
Lincoln County Los Alamos County Otero County
Sandoval County San Juan County San Miguel County
Santa Fe County Taos County Valencia County
Q2: What does this mean for Master Gardeners in Santa Fe County?
A: The Santa Fe County program has long been a partnership between the Santa Fe Master Gardener Association (SFMGA) and NMSU in coordination with the U.S. Department of Agriculture. SFMGA has operated under the auspices of NMSU’s Cooperative Extensive Service for the past 20 years and incorporated as a separate 501(c)(3) nonprofit organization in 2010. Under the new organizational structure, the electronic assets of SFMGA have been transferred to the new Extension Master Gardeners organization, including the website, newsletter, email addresses, and SignUpGenius and Track It Forward accounts. These assets will reflect the name of the new chapter—Santa Fe Extension Master Gardeners (SFEMG)—beginning this month.
Q3: What happens to the Master Gardener projects started by SFMGA?
A: Current projects that will continue to be supported by the new Extension Master Gardeners chapter include:
Q4: What about the Master Gardener internship program, Let’s Grow, and the annual garden fair and plant sale?
A: The internship program, the Let’s Grow monthly education series, and the annual garden fair and plant sale will continue under the new EMG organization. Planning has already begun for the 2019 spring plant sale, which will take place on May 4, the first Saturday in May.
Q5: Does this mean SFMGA will no longer exist?
A: After months of negotiation with NMSU, the SFMGA board elected to retain its nonprofit status, primarily for the purpose of overseeing the disposition of about $44,000 in reserve funds. This is money that was raised over a number of years through membership dues, intern fees, and the annual garden fair. These funds accrued after SFMGA covered costs associated with its various projects and the annual plant sale.
Q6: Why doesn’t SFMGA simply turn over the reserve funds to the new Santa Fe Extension Master Gardeners chapter?
A: The new arrangement, whereby SFMGA will retain the reserve funds, ensures that they will be used exclusively to support Master Gardener projects in Santa Fe County.
Q7: How are funding transfers from SFMGA to SFEMG going to work?
A: Provisional criteria for distributing reserve funds to SFEMG have been approved by the SFMGA board. These criteria support needs and initiatives not included in regularly budgeted Extension Master Gardeners operations. The SFMGA board voted on the first disbursement at its December meeting. This was to sponsor training for a second Seed School teacher, in 2019.
Q8: Who are the officers of the two organizations?
A: Below is a list of board members elected in October 2018:
Santa Fe Extension Master Gardeners
(SFEMG)Santa Fe Master Gardener Association
Tom Dominguez, Program Coordinator*Cullen Hallmark, Co-President
Donna Wynant, SecretaryJamie Painter, Co-President
Jan Christine, Communications DirectorKathy Brechner, Vice President
Carol Horn, Public Relations DirectorChesney Gulas, Treasurer **
Darcy Anderson, Co-Internship Director
Barbara Ellis, Co-Internship Director
Steve Schmelling, Project Coordinator
Ellen Premack, Education Director
Gail Dodge, Member-at-Large
Linda Fleming, Member-at-Large
Holly Henry, Member-at-Large
Bonnie Martin, Member-at-Large
Chesney Gulas, Treasurer **
* Driven by the new organizational structure put in place by NSMU, local county extension agents oversee all Extension Master Gardeners programs throughout the state.
** Chesney has agreed to serve in this capacity during the transitional period for both organizations.
In both cases, board members serve without compensation.
Q9: I have paid my dues for 2019. Where is this money going?
A: Whether you already paid your dues or plan to pay them by December 31, 2019, they will be used to support the new SFEMG chapter.
Q10: What will the new Extension Master Gardener organization do with the membership dues?
A: Money raised through membership dues, the internship program, and the plant sale primarily will be used to support existing garden projects in Santa Fe. NMSU will collect $100 per intern statewide to help support the growth of Extension Master Gardeners programs throughout New Mexico. The enrollment fee for the internship program that begins on Monday, February 4, is $200 per person. There are 65 interns in the 2019 class.
Q11: Who will have membership in the respective organizations?
A: Those who pay 2019 dues will be members of the SFEMG. Any dues-paying SFEMG member who completed the required hours in 2018, including the 2018 interns, will also be members of the SFMGA, at no additional cost. Those who do not wish to be SFMGA members can contact any of that organization’s board members to request to be removed from the SFMGA membership list.
Q12: I completed the internship program in 2018 but have not yet received my Master Gardener credentials. How is this being handled?
A: The Santa Fe Extension Master Gardeners will host a graduation ceremony for the 31 individuals who successfully completed their internships in 2018. The event, which is open to all SFEMG/SFMGA members, will be held on Saturday, January 19, in the Exhibit Hall at the Santa Fe County Fairgrounds. A networking social is scheduled from 5 to 6 p.m., to be followed by a potluck dinner and the graduation ceremony.
Q13: What are the requirements for maintaining Master Gardener status under the new Extension Master Gardeners program, and are there any changes in 2019?
A: Continued certification as a Master Gardener requires completion of 30 hours of volunteer service in three categories by November 30 of each calendar year. NMSU has increased the required number of Continuing Education (CE) hours from 6 to 10 and requires 15 hours of Organization Support (OS) and 5 hours of Public Education (PE). In addition, one-way travel in excess of 30 minutes to and from EMG projects can be counted toward the total number of volunteer hours achieved in a year but cannot qualify as Continuing Education or Public Education hours. These requirements are more fully described on the Santa Fe Extension Master Gardeners website (sfemg.org).
Q14: Will the new Extension Master Gardeners program provide office space and support for Ask a Master Gardener?
A: The Santa Fe County Extension Office will continue to provide office space and equipment for Ask a Master Gardener. The AAMG office will remain in its current location in the Annex building at the Santa Fe County Fairgrounds.
Q15: What is the best way for me to stay abreast of what is happening with the two different organizations?
Content from the SFMGA website has been transferred to the new SFEMG website (sfemg.org). The new site is being updated to consistently reflect the identity of SFEMG. Email messages from the new organization will be sent from SFEMG from this point forward. The Extension Master Gardeners chapter will meet at 6 p.m. on the second Tuesday of every month, in the conference room of the new County Extension Office, at 3229 Rodeo Road.
SFMGA will periodically send email updates to members announcing fund transfers to the Extension Master Gardeners, changes to the criteria for such transfers, proposed changes to the bylaws or leadership structure, scheduled elections, and other matters of general interest. SFMGA plans to create a new website to share organizational information and will alert members when the site is live.
Q16: What if I have questions that have not been addressed here?
A: You can send questions about the new SFEMG to firstname.lastname@example.org.
For questions about the legacy SFMGA, contact any of the following: