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