Extension Master Gardener Volunteers of  Transylvania County

EMG Volunteers Advisory Board of Directors Meeting Minutes

October 3, 2023, at 12:00 – 1:00 p.m.

Welcome and Call to Order:  Betsy called the meeting to order at 12:04 p.m.

September Minutes:  Approved revised minutes — Lani moved; Betsy seconded; and the board approved.

Reviewed and Accepted Finance Report (see separate spreadsheet):

• Joy reported a September balance of $7471.43. Last month, $158.00 was spent on supplies for seed bombs at the Gorges SP festival, supplies for the vegetable garden, and mulch for the new rock garden at Silvermont.

Old Business

Farmer’s Market EMG Volunteers Booth:

• Bart stated the EMG Volunteers booth was a success this year. It wraps up on October 21 and will start again in April 2024.
• There is currently a requirement for all EMG Volunteers to volunteer 6 hours at the booth each year. However, there are not enough slots available for all EMG Volunteers to fulfill the requirement. The board discussed the following options to resolve this issue next year:
  1. Add 2 days – the 5^th Saturdays of the months of June and August 2024 (resulting in 12 additional slots)
  2. Reduce requirement from 6 to 3 hours (1 shift minimum)
  3. Set a maximum limit of 2 shifts per EMG Volunteer during the initial sign-up period. Once everyone has an opportunity to sign-up to meet the 1 shift requirement, open it back up to fill any remaining openings and cancellations.

Vote:  Brenda moved to adopt the above options; Lani seconded; and the board approved.

New Class Participation

• Maryann expressed that she observed folks working harder. However, the alternative work days were not necessarily effective in getting the interns to meet the required number of volunteer hours. She would like to see the vetting process improved (especially for applicants with full-time jobs). Others agreed and suggested the application materials be reviewed and revised to make the mission of the EMG program and the volunteer commitment even more apparent.

State Fair Horticultural Judging Report Out

• Bart shared that the EMG Volunteers performed admirably. He only wished there had been more entries (~300 across all categories).
• The board will publicize the event and encourage EMG Volunteers to submit entries next year.

Tea Social Report Out

• Went great – lovely setting, delicious food, enjoyable afternoon with the EMG Volunteers!

Monarch Day at Gorges State Park Report Out

• Bart reported that the event went very well with ~1000 visitors. He appreciated the support of the 3 EMGs and Hannah making the pollinator balls at the booth. Phyllis heard it was the best booth there!

Enchanted Garden (Silvermont) Plan Resolution

• It is now a rock garden and it looks good. A list of volunteers to water the pots is being developed.

2024 Board Slate for November Vote

• No changes reported.
• Remind people (e.g., via TransPlanter and October program announcement) they can put their names forward and that the vote will take place at the November program.

Update on Collecting Pots for Rosman High School:

• Announce again in TransPlanter that pots will be collected at the October 10 and November 14 meetings.

New Business          

EMG Volunteers Holiday/Graduation Party on December 12

• Maryann made the reservation at St. Phillip’s for Tuesday, December 12 at 5:30-7:30 p.m. The dinnerware and clean-up will be provided by St. Phillip’s.
• Maryann will ask Martha to sign the contract as a parishioner of St. Phillip’s.

 Soil School Update

• Nancy Carroll will confirm meeting with Sarah Holden, 4-H Coordinator, Hannah Atkins, AmeriCorps and a few interested EMG Volunteers in late October.

Spring Symposium Location Update

• Maryann has reserved the TC Library, Rogow Room for the Symposium on March 16, 2024.
• Maryann will ask the Education Committee to look into the possibility of Brevard High School Auditorium which could provide an opportunity to collaborate with the horticulture program.

Demonstration Gardens Topics:

 Silvermont Vegetable Garden

• There was a discussion to change the vegetable garden to something needing less maintenance and volunteer hours due to shortage of volunteers and leads. Scaling back may include planting vegetables in 2 beds and edible flowers and other low maintenance shrubs and plants in the other beds.

Vote:  Joy moved; Nancy seconded; and the board approved.

Allison-Deaver House Garden

• Betsy submitted a clear and detailed written proposal to address multiple issues at the AD house garden (see attachment).

Vote:  Joy moved to approve the plan; Brenda seconded; and the board approved.

Topics Tabled to Next Month

1. 20-hour Silvermont requirement for interns – agreed to discuss next month.
2. Proposed changes to mission statement – agreed to discuss next month.

Extension Demonstration Garden Symposium

• Maryann shared information regarding a symposium for extension professionals and EMG demonstration garden leaders that will be held on Friday, January 12, 2024 (8:30 a.m. – 3:00 p.m.) at the JC Raulston Arboretum in Raleigh, NC. The group expressed support for sponsoring garden leads to participate in this educational opportunity. It would require overnight accommodation.
• Maryann will get more information on cost.

The meeting adjourned at 1:25 p.m. Minutes submitted by Brenda Doroski, Secretary.

Schedule for the Remainder of the Year: