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SFMGA Board Meeting October 27, 2020
Virtual Zoom Meeting On the Zoom Call: Kathy Brechner, Pam Culwell, Holly Henry, Leslie Mansfield,Bonnie Martin, Helena van Heiningen, Wendy Wilson, Meeting was called to order at 5:30pm by Bonnie Martin Minutes of June 18, 2020 approved Treasurer’s report: Cullen Hallmark was unable to attend. Bonnie reported for Cullen the following: New bank account will be held by NM Bank & Trust. Cullen is finalizing the paperwork. Signatories will be the President and Treasurer on the account. The Money Market current balance is $20,992.22 and the regular checking account balance is $20,973.96. There are some outstanding organizational cost expenses but they have not yet been submitted for reimbursement. New Business: Funding Request - checks have not yet been cut for the SNaPP grant request. This will be for $2000. Elections - Due to the unusual nature of this year with COVID, it is being determined if the present executive board positions can be maintained. Once confirmed, Kathy will put together a Survey Monkey ballot for voting which will also solicit for at-large positions to bring in other members interested in serving with the Friends of SFMGA. Marketing - Future of Friend of SFMGA: Wendy shared that she sent out an email to the SF Reporter about the two separate organizations. Kathy continues to explain the difference in responding to Friends of SFMGA emails. More discussion is needed as to fund raising to support current financial needs of SFEMG. Pam suggested that we and the SFEMG fully understand what happens to monies (particularly donations) that come into SFEMG and how NMSU will handle them. Old Business: Mission statement still needs to be finalized. Continued discussion needs to take place to consider other organizational collaborations and the direction the Friends of SFMGA should take. Next Meeting: TBD but sometime mid-December Adjournment: 6:17pm by Bonnie Martin Minutes Respectfully submitted by K. Brechner 12/6/2020
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SFMGA Board Meeting April 14, 2020 - Virtual Zoom Meeting On the Zoom Call: Kathy Brechner, Pamela Culwell, Holly Henry, Bonnie Martin, Jamie Painter, Jennifer Pedneau, Helena vanHeiningen, Wendy Wilson, Meeting was called to order at 5:30pm by Bonnie Martin Minutes Branding
Reviewed discussion of NMSU’s branding from the November meeting held at the public library. Confusion remains about the two organizations, SFEMG and SFMGA. The suggestion to designate the SFMGA as, “Friends of the SFEMG” was brought up again and would be considered as a ‘tag line’ or ‘DBA’ so that the current 501c3 name and registered documents could remain in place and not have to be refiled. Bonnie showed some possible new logos to the group as that would be the first step in creating a quick, visual distinction between the groups. The original ‘wheel barrow’ logo still being used by the SFMGA has been confusing for new interns and members when communications go out using this logo. Bonnie will circulate these sample logos to the board for further consideration prior to the next meeting. Bonnie, along with Jennifer’s offer to help, will follow up on the idea of contacting the Santa Fe Community Foundation to see if an alignment with them might be of help to the SFMGA both fiscally and in terms of grants and other community relationships. Other points raised during the discussion on branding:
This meeting was held via a free Zoom account set up by Bonnie M. In order to not have to worry about the time limits using a free account, a motion was made to authorize Bonnie M. to expend funds to purchase a paid monthly plan until meeting can be made in person. The lowest paid plan cost is $14.99/month. Motion made by Holly H., seconded by Pam C.— motion carried unanimously. Next meeting: Tuesday, April 21st 5:30pm. Bonnie will forward a new meeting link to Kathy for distribution. Meeting adjourned approximately 6:15pm Minutes Respectfully submitted by K. Brechner The 2019 Board of the SFMGA would like to share with all members, the public and friends of the SFEMG and SFMGA organizations, a brief review of 2019. The 2019 year represented the first year of the Santa Fe Master Gardeners separation into two distinct organizations as a result of changes at NMSU. The Santa Fe Extension Master Gardeners (SFEMG.org) is now the day-to-day organization under the NMSU extension office and handles all the projects, Master Gardener training, and all other related Extension Master Gardener initiatives. The Santa Fe Master Gardeners Association (SFMGA.org), the former legacy organization, is currently providing additional funding support to the SFEMG as a 501c3. [see the earlier Q&A posting on the SFMGA.org website for more detail]
As such, we are pleased to report that in 2019 the following funding support was made to the SFEMG for ongoing and new initiatives:
SFMGA Board Meeting
August, 14th 2019 Extension Office Classroom Annex Present: Kathy Brechner, Chesney Gulas, Cullen Hallmark, Helena van Heiningen, Bonnie Martin, Jamie Painter, Karen Ramage Jamie called the meeting to order at approximately 5:45pm
K. Brechner will create an e-blast and send to current membership seeking candidates for board service in the SFMGA for the 2020 year. This should go out by the end of August but not later than Sept. 1st. to create a slate of nominees for presentation to the membership. Electronic ballots (via Survey Monkey) will be used for the election and voting will be completed by the end of September. Results will be tallied and presented at the next board meeting prior to announcement to the membership. Meeting was adjourned at approximately 7:00pm Minutes respectfully submitted: Kathy Brechner
Present: Jamie Painter, Kathy Brechner, Chesney Gulas, Pamela Culwell, Bonnie Martin Jamie called the meeting to order at approximately 5:30pm Minutes of April 10, 2019 meeting were amended to note the completion of the required fiscal filings done with the Attorney General’s office. Chesney moved, Jamie seconded, minutes of April 10, 2019 approved. Request for funds for the new SFEMG office computer were reviewed. The amount is $1134. Funding request was approved. To-date there have been few funding requests made by the SFEMG to SFMGA of the original $44,000 ear marked to the Extension Master Gardener programs. The SEED School instructor training funds and the computer replacement are the only two fund requests thus far this year. One concept that is being explored is the idea of creating an educational greenhouse at the extension office location to facilitate new Master Gardener and community programs. Bonnie Martin is exploring needs, requirements and any constraints and will reach out through the Extension office to both Tom Dominguez and Jon Boren (Dept. of Agriculture). It was brought to the discussion on funding, that there might be a funding request for a scholarship in memory and in honor of Deborah Farson as past SFMGA president. No details have been brought forward as of this date. Discussion was held around the topic of expanding the mission of the SFMGA going forward. Much of this centered on looking at new fundraising opportunities to support the organization. The amended required SFMGA By-laws, reflecting the new organizational structure will be filed prior to the next meeting as all changes have been reviewed and approved. The August meeting will focus on the need for ongoing SFMGA board leadership and elections that will be held before year end. Those present at the meeting were asked to reach out to any members who might be interested in becoming more involved next year. Next meeting: August 16th 5:30pm (Location TBA) Meeting was adjourned at 7:15pm Minutes respectfully submitted: Kathy Brechner Sandoval County Master Gardeners have invited Santa Fe Master Gardeners and the Public to their Sunday, September 8 Placitas Garden Tour. It will run from 9 to 4pm.
Please click (or copy/paste the attached link for more information: www.placitasgardentour.com 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 New Business: 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.
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