GWMN Board Meeting Minutes 2012
Draft April 2012 Board Minutes
The monthly Board Meeting of the Good Water Chapter Master Naturalists was held on Monday, April 9, 2012, in the Texas AgriLife Extension Service Training Room, the President, Diane Goodwin, being in the chair and the Secretary, Geri Tease, being present. Six additional Board members were present.
CALL TO ORDER: The meeting was called to order by Diane at 1:07 p.m.
MINUTES: The minutes of the March 12, 2012, Board meeting, which were emailed to each Board member, were approved following a motion by Dave McAdoo to accept them as written.
TREASURER’S REPORT: Treasurer Dee Smith was absent, therefore, there was no report.
MEMBERSHIP REPORT: Ben Marrou was absent, therefore, there was no report.
COMMUNICATIONS COMMITTEE REPORT: Hank Belopavlovich summarized the results of the survey on the Chapter’s communication methods. Nineteen members responded. The results indicated that there is a communications problem. With 16 respondents using the Texas Master Naturalist (TXMN) website, it was concluded that it could be our best communications vehicle. However, the site is not user friendly at this time. Diane will ask Gerry Savary, website manager, to explore the feasibility of using the TXMN to meet our needs.
APRIL CHAPTER MEETING FOOD: The April 26 General Membership Meeting will begin with a light supper at 6:;30 p.m. followed at 7 by a speaker and a brief meeting. Board members Gail McAdoo, Sterlin Barton, and Susan Blackledge will provide the supper.
EMAILS: Diane requested feedback on sending emails to the membership. After a discussion, it was concluded that she should forward to the membership emails she receives regarding volunteer and advanced training opportunities and/or that are educational.
NEED FOR VOLUNTEERS DISCUSSION: Diane stated that we have approximately thirty paid memberships and then asked if we have enough volunteers for the Chapter projects we already have. A discussion followed.
POLLINATOR GARDEN PROJECT DISCUSSION: A discussion of the Pollinator Garden Project lead to the conclusion that Diane will talk to Dustin Coufal to ascertain if working in partnership with the Native Plant Society of Texas (NPSOT) on this project is acceptable to Texas AgriLife since NPSOT is not sponsored by Texas AgriLife as the Master Naturalist program is. If it is, she will talk to the president of NPSOT.
VOLUNTEER COMMITTEE REPORT: Sterlin Barton said that the Bat Bridge Project began last Friday with 54 people in attendance. Friday, April 13, the class will be attending the event. The Project requires 2 -3 volunteers each Friday. A sign-up sheet will be circulated at the April 26 General Membership Meeting.
REPORTS ON:
ARCHEOLOGY DAYS (MARCH 23-24) – Valerie Clark, Winnie Bowen, Gail McAdoo and Dave McDoo manned three booths for GWMN on Saturday. Approximately 650 people visited. More volunteers are needed next year.
TAYLOR HOME AND GARDEN EXPO (MARCH 24): Sterlin reported that the event went well.
GEORGETOWN FARMERS’ MARKET (APRIL 5): Diane and Geri represented the GWMN during the three-hours of operation.
RED POPPY FESTIVAL (APRIL 28-29): Gail McAdoo and Winnie Bowen reported that preparations are well under way for the interactive booth which will include bird sighting in the trees with binoculars. A volunteer signup sheet has been circulated and will be circulated again at the General Membership Meeting.
DINO DAY – CHAMPION PARK (MAY 12): Diane is going to contact NPSOT to ascertain that they will provide all the necessary ingredients and supplies required for the project. Pat Shirk and Geri volunteered to work at the booth.
OTHER BUSINESS:
BERRY SPRINGS PARK SIGNS: Gail McAdoo recommended that we post a sign at Berry Springs Park giving credit to GWMN for their volunteer efforts at the park. Master Gardeners have such a sign there. She will research the costs associated with such a sign.
CLASS OF 2012: Sterlin reported that the class is going well. Many students are already accumulating volunteer hours.
TENNERS: Gail requested volunteers for TENNER presentations.
BOOTHS AT LOCAL STORES: Hank suggested we set up a booth at local stores as advertising for GWMN.
ADJOURN: Diane adjourned the meeting at 2:35 p.m.
Draft March 2012 Board Minutes
The monthly Board Meeting of the Good Water Chapter Master Naturalists was held on Monday, March 12, 2012, in the Texas AgriLife Extension Service Training Room, the President, Diane Goodwin, being in the chair and the Secretary, Geri Tease, being present. Eleven additional Board members were present.
CALL TO ORDER: The meeting was called to order by Diane at 1:04 p.m.
POLLINATOR GARDEN PROJECT PROPOSAL: Diane distributed a handout from Jessica Engelhardt, Waste Management, regarding the establishment of a pollinator garden at the Williamson County Landfill and Recycling Center in Hutto and asking if Good Water Chapter Master Naturalist would be interested in assisting with the creation and maintenance of the garden. Diane will contact Jessica for more information. If possible, Wayne Rhoden will provide us with a copy of the Williamson County Master Gardeners application for this project now being prepared for presentation to their Project Committee. A decision on this topic was postponed until next month.
MINUTES: The minutes of the February 14, 2012 Board meeting which were emailed to each Board member were approved following a motion by Al Kirchner to accept them as written.
TREASURER’S REPORT: Treasurer Dee Smith reported a balance of $3,538.05.
- Gail McAdoo moved to approve the expense of approximately $350 to AgriLife for books for the class. The motion carried.
- Dave McAdoo moved to approve the purchase of a tent and accepted the recommendation of Al to modify his motion to approve the purchase of a tent not to exceed $300 in cost. The motion carried.
PAM GOOLSBY BOARD RESIGNATION: Diane informed the Board that Pam Goolsby has tendered her resignation as an At-Large Officer on the Board. Diane stated she is leaving the position vacant for now.
“LETTING PEOPLE DO THEIR JOBS” DISCUSSION: Diane stated that questions and suggestions should be referred to the appropriate Board member for answering and consideration and should not be resolved or initiated by a Board member who is not responsible for the issue.
OPENING AND CLOSING PROCEDURE: Gail expressed the opinion that all Board members should know the procedure for opening and closing the Training Room of the AgriLife Center. She created a PROCEDURE document which she distributed to the Board members.
MEMBERSHIP REPORT: Ben Marrou reported that to date 23 members are recorded as paid and 20 have not paid. He will email the membership reminding them that dues are due by March 31, 2012.
Carole Minnix is transferring her Master Naturalist membership from Lost Pines Chapter to Good Water Chapter. Diane will ask her to provide us with a letter from Lost Pines Chapter certifying that she is a member in good standing and certifying the number of volunteer hours and advanced training hours that she has accrued.
Ben reported he has researched the price of name tags and recommends Crackajack Engravers. The Board concurred.
Diane asked for a round of applause for Ben as a “thank you” for the great job he did for the Chapter Awards presentation at the last General Membership Meeting, Feb. 23, 2012.
NEWSLETTER COMMITTEE REPORT: To improve our communications methods, Hank Belopavlovich is preparing a survey to be given to the members at the March 22 General Membership Meeting. From the results, he will make recommendations to the Board.
Considering today’s numerous communications styles, Diane recommended we rename the “Newsletter Committee” the “Communications Committee”. Dave so moved and the motion passed.
2012 CLASS REPORT: Wayne reported that there are 16 students in the training class.
VOLUNTEER COMMITTEE REPORT: Sterlin Barton said he is sending the training class weekly reports of “what’s happening” in Good Water Chapter. Gail recommended that we implement a Project Sheet application for each project seeking approval.
ARCHEOLOGY DAYS (MARCH 23-24) – Gail reported that Good Water Chapter will be represented on Saturday at Archeology Days at Berry Springs Park with three booths.
TAYLOR EVENT (MARCH 24): Betty Jackson reported that Good Water Chapter will have an information booth at the Home & Garden Expo to be held March 24 at the Taylor High School Main Campus. The event is sponsored by the Taylor High School Band and proceeds benefit their program.
GEORGETOWN FARMERS MARKET OPENING (APRIL 5): Kimberly Nesmith, President, Georgetown Farmers Market Association, asked if we would set up an informational booth opening day of the Georgetown Farmers Market, April 5. The question was asked, “Do we have materials for such a booth?” Gail suggested we should create two “bureaus” – a Speakers Bureau” to keep a list of potential speakers for our General Membership Meetings and a “Booth Bureau” to develop and maintain supplies for informational booths. The issue will be raised at the next General Membership Meeting March 22.
DINO DAY – CHAMPION PARK (MAY 12): Dino Day, sponsored by Williamson County Parks and Recreation Department, will be May 12 at Champion Park. In the past, NPSOT has assisted visitors in making seed balls for dispersal in the park. Having other obligations this year, they have asked Good Water Chapter if we would assume this role. Some interest was expressed. Diane is going to see if NPSOT will provide the starter kits and the time of the event.
OTHER BUSINESS:
STORAGE FACILITY (Agenda item Feb. 14, 2012): Wayne reported that Master Gardeners do not want to rent a storage space with us. Winnie Bowen reported that Mary Ann Melton’s research shows that a space would cost $50-$60 per month.
NEW BUSINESS: Winnie requested that before a meeting is adjourned, we have an agenda item for New Business.
ADJOURN: Diane adjourned the meeting at 2:37 p.m.
February 2012 Board Minutes:
The monthly Board Meeting of the Good Water Chapter Master Naturalists was held on Tuesday, February 14, 2012, at 1 p.m., in the Texas AgriLife Extension Service building Training Room, the President, Diane Goodwin, being in the chair and the Secretary, Geri Tease, being present. Ten additional Board members were present.
CALL TO ORDER: The meeting was called to order by Diane at 1 p.m. A copy of the Good Water Master Naturalist 2012 Board, now filled, was given to each Board member. The minutes of the January 9, 2012 Board meeting which were emailed to each Board member were approved following a motion by Wayne Rhoden to accept them as written.
TREASURER’S REPORT: Treasurer Dee Smith reported a balance of $3,642.30.
- Sterlin Barton moved to authorize the Treasurer to purchase duplicate checks. The motion carried.
- Pat Shirk moved to approve the expense of $444.63 to Mary Ann Melton. The motion carried.
- Ben Marrou moved to accept the Audit Committee report. The motion carried.
- Wayne moved to authorize the Treasurer to purchase a stamp with the Chapter name on it. The motion carried.
- Dee has created a form for requesting reimbursement for Chapter expenditures. He will email a copy to the Board members.
REVISIT CHAPTER MEETING ADVANCED TRAINING HOURS: The Advanced Training Committee Chairperson will determine whether a speaker meets the standard for advanced training credit. In that person’s absence, the President will decide. Following the presentation, the membership will be told whether or not the presentation qualified for advanced training.
AWARDS: Diane raised the question of whether to continue awarding pins monthly as in the past or change to another schedule. The consensus was to continue with monthly distribution.
STORAGE FACILITY: Winnie Bowen said that the storage facility space available to the Chapter in the AgriLife Building is inadequate for our needs. Since Master Gardeners are facing the same issue, Wayne will talk with them to see how they are resolving the issue and to see if they would be willing to share rental space. Mary Ann is going to research costs for renting a small space.
TPWD/MN TEXAS NATURE TRACKERS PROGRAM: Diane passed a copy of an email from Marsha May, Texas Parks and Wildlife, advertising the Texas Nature Tracker Partners program. In response to a question, Sterlin stated that currently the Good Water Chapter is committed to several projects as a Chapter and additionally individuals are pursuing approved projects on their own. Individuals interested in the Texas Nature Trackers Partner program should contact Marsha whose information was given in the printout.
MEETING WITH DUSTIN COUFAL AND DERRICK WOLTERS: Diane met with Dustin and Derrick recently and reported that both will be our speakers at the March General Membership meeting.
BOARD VACATION CALENDAR: Diane passed a sheet for Board members to record their vacation dates.
EXCUSED ABSENCES; BYLAWS ARTICLE V, I, 1. ATTENDANCE: The Article states that “Any officer or board members absent from three consecutive Board of Directors meetings shall be subject to removal by a simple majority vote of the Board of Directors.” Pam Goolsby moved to allow excused absences from Board of Directors meetings if the Officer or Board member is going to be out of town for an extended period or illness causes absences. Diane called for a vote by a show of hands. The motion was not accepted.
OTHER NEEDED DISCUSSION: The Department of Roads and Bridges in the AgriLife Building has requested that we not walk through their area to use the restroom facilities. Those facilities should be accessed through the outside doors on the side of the building.
ADJOURN: Diane adjourned the meeting at 2:23 p.m.
Draft January 2012 Board Minutes
The monthly Board Meeting of the Good Water Chapter Master Naturalists was held onMonday,January 9, 2012, at1 p.m., in the Texas AgriLife Extension Service building Training Room, the President, Diane Goodwin, being in the chair and the Secretary, Geri Tease, being present. Eleven additional Board members were present.
CALL TO ORDER: The meeting was called to order by Diane at1 p.m. The minutes of the December 12, 2011, Board meeting as posted on the website were approved as corrected on a motion by Gail McAdoo.
Although our bylaws do not state that we are following the Parliamentary Authority of Robert’s Rules of Order, those rules state that “The name of the seconder of a motion should not be entered in the minutes unless ordered by the assembly.” (p. 453) At Geri’s request, Diane requested the opinion of the Board on this matter. They agreed that the name of the seconder of a motion in the minutes is not necessary.
TREASURER’S REPORT: Treasurer Dee Smith reported a balance of approximately $2,000 but was awaiting the December bank statement for reconciliation. He is presently getting signature cards for the bank to authorize him and Diane to sign checks. The Audit Committee consisting of Winnie Bowen, Dee Smith, and Geri presented a preliminary report and will release it to the Board when it is finalized.
DUTIES OF BOARD POSITIONS: Diane presented Board members with copies of pages 15 through 18 of the Chapter Operating Handbook which pages describe the duties of officers, Board members, and Committee Chairpersons. She requested that each member read and comply with the section pertinent to his or her position.
She also distributed a list of Board members to date. The Newsletter Committee Chairperson and one At-Large Member position are not yet filled.
2012 CALENDAR: Diane requested that all Committee Chairpersons email her dates of 2012 events so she can enter them on the calendar.
END OF YEAR MEETINGS: Diane wanted to know if the Board wanted to have a General Membership meeting in November and in December 2012 or if they preferred one meeting with potluck lunch as in December 2011. The consensus was for one meeting. She will work with AgriLife to arrange a date.
2012 MN TRAINING CLASS:
Schedule: Wayne Rhoden distributed the training schedule as it exists to date but expects changes.
Gifts for Trainers: He solicited ideas for thank you gifts for the twelve trainers at roughly a $10 cost each.
Mentors: Wayne distributed a sheet titled “Guideline for Mentors” and pointed out that mentors would receive three hours volunteer credit for performing the role.
Publicity for Class: This week Master Naturalists received publicity in severalGeorgetown andAustin publications but the publicity was not always pertinent to the Good Water Chapter and needs to be extended to other towns inWilliamsonCounty. It was suggested we contact publishers in other towns (using a list Mary Ann Melton has) and create a flyer that could be posted in other towns by members who live in those towns.
GIFTS FOR CHAPTER SPEAKERS: Gail McAdoo solicited gift ideas for the eleven speakers we will have during the 2012 year. She also requested Board members email her with suggestions for speakers.
FUTURE REPORTS: WHAT’S NEEDED: Diane requested that Committee chairpersons and other Board members with agenda items for a Board meeting email to her the name of the item (with subcategories if relevant) at least a week prior to the meeting. At the meeting, the report should focus on what’s new and not repeat history.
Diane requested that you email her the dates you expect to be absent for several weeks or more.
REDPOPPY FEST: Gail reported that the Red Poppy Fest is scheduled for April 28 and 29. Winnie has completed a poster board for the Master Naturalist booth and is preparing brochures. With Valerie Clark, they are brainstorming ideas for an interactive exhibit. Volunteers for the booth will be needed. Sign-up sheets will be passed at the General Membership Meetings and to the Training Class.
NEXT TENNERS CLASS: The next Tenners class will be Friday, January 20,1 -3 p.m., in the AgriLife building Training Room and will be presented by Gail on grasses. She also requested volunteers for future Tenner presentations.
RELATIONSHIP WITH AGRILIFE: Diane requested that requests for office assistance in the AgriLife building go through Donna Colburn. At all times, staff should be treated professionally.
OTHER: Al Kirchner, representingFirstUnitedMethodistChurch, asked if we would be using their facilities regularly this year for meetings. Diane said he can cancel all meeting times for us there this year. He said a one-month lead time is required to request meeting space.
Master Gardeners have proposed a project to assist in landscaping the newWilliamsonCountyParksand Recreation building inSouthwestRegionalPark. NPSOT and Good Water Chapter Master Naturalists would like to join them in a cooperative effort. Waynewill check into this.
Geri said that First United Methodist Church is constructing a vegetable garden near The Caring Place and will need volunteers to work with residents in planting and
maintaining the garden probably beginning in March. She will report more information to the Board as it becomes available. The Board can then decide if and how they want the Good Water Chapter to be involved.
ADJOURN: Diane adjourned the meeting at1:53 p.m.
Geri Tease, Secretary
