Gailen Zody, School Projects Chair, Sam Thompson, SCMG Education Committee Chair

Transcription

1 SCMG BOD Meeting - Call To Order :30 PM Sandoval County Health Commons Bldg. B Meeting called by Type of meeting Board Attending Quorum(30%) : yes Attending Julia Runyan (P) Monthly Board of Directors Meeting Julia Runyan(P), Charlene Spiegel (VP), Lynda Garvin (Agent), Eileen Welch (Treas.), Dudley Vines, Rebecca Pulford, Marianne O Sullivan, John Thompson, Mary Vesely, Colleen Friel (sec) Gailen Zody, School Projects Chair, Sam Thompson, SCMG Education Committee Chair Old Business: Recurring Agenda Items Introduction Greetings November Agenda Approval Motion: Colleen Friel Seconded: Marianne O Sullivan pass unanimously October Treas Rpt. Approval Motion: Colleen Friel Seconded: Mary Vesely pass unanimously October minutes Approval Motion: Eileen Welch Seconded: Dudley Vines pass unanimously Old Business: Recurring Reports Treasurer s Current Reportable Issues by Eileen Welch, treasurer PayPal has released all monies owed to us and the line item in the SCMG Budget vs Actual - October 31, 2018 report is current. October report income does not include all dues- still have lots of people who have not yet paid and there are still dues checks coming in Half of the money spent in the October report is for the September move, but check cleared in October Eileen points out that our total income is $9, and we are budgeted to spend $18, This is not sustainable. Charlene, Mary, Julia, Eileen and Lynda will meet to take a closer look at the budgeted amounts. Eileen will align our fiscal year to NMSU s in December She will back up the start of the 2018 fiscal year to July 1, She will adjust the budget by averaging items between the two years. The new fiscal year will be from July 1 to June 30. The operating year for reporting hours remains from Oct. 1 to Sept 30. Lynda will consult with NMSU on these changes. Sam: The public education line item in SCMG budget is not correct. The budget amount is less than printed. The amount shown is projected from last year s budget due to lack of current information. Sam will send Eileen a corrected version- gardening with masters does not need any money-- the money listed as being given out this year is from last year Eileen: The conference was a taxable event. We put the money earned from the conference, and the PayPal income, into a bank account that is not immediately identifiable with a non-profit/tax-exempt tax id (since we are not a 501c3) and not immediately associated with NMSU. But, since we are a non-profit under NMSU s non-profit 1

2 umbrella this should eventually be worked out. In the meantime, we should take care not to incur a tax burden and should be careful to do things correctly. The board members are legally responsible for making sure any taxes are paid. Perhaps we should consult a tax attorney, a CPA, or ask Albuquerque or Santa Fe how they work their non-taxable monies since they are 50lc3s. To be in compliance with NMSU bylaws we need to have a bank account with NMSU s name for us**,nmsu s tax-exempt ID (EIN) and the 3 signatories*** they define: Lynda Garvin( required), Julia Runyan (recommended), and Eileen Welch, (recommended) see We need to open a new bank account with a non-profit NMSU employer identification number (EIN) for the IRS. We can t just change the name on the account we have been using o But if the minutes have recorded that we have agreed to change the name with the signatory names we might try to get the bank to rename the account with the We should open a new bank account with $100, the new name and the 3 people who will be signatories, this will put us in compliance and minimize taxable risk. We need to add Lynda to account we already have Changing to be a 501c3 is a separate issue- we can decide what to do with our funds after in NMSU compliance Lynda, Eileen and NMSU fiscal members will get together to make sure we are operating under the NMSU tax number that says we are non-profit status Board members know several qualified persons who may be able to advise how to get our current bank account into a non-profit tax-exempt status and keep it there. We can talk to these people first before hiring a professional. Kelly White told people we could start(501c3) and have our own tax exempt number The application to become a 501c3 has been simplified to one page and is more doable now than in the past. For accounts under $50k, it s a one page form. Motion to open a new bank account tabled pending further consult with tax attorney or Albuquerque/Santa Fe ** New Mexico State University [county name] EMG Chapter ***SC Extension Horticulturist and Master Garden Sandoval County Extension Agent s Report by Lynda Garvin: Lynda will start the new seed steward program this coming year. The program will be open to MGs and community members interested in saving seeds. Participants should commit to saving flower or vegetable seeds from their gardens. The county has granted permission to house the seed saving catalog* in the lobby of the administration building. The catalog weighs 300 lbs. and Lynda will get an estimate from 2 Men and a Truck to move it to the County Admin building. When new intern training starts there should be a dedicated person in the MG office for hotline and intern class administrative duties. Charlene and Lynda will get together to get some people to help fill this position. *Mickey Frasier- Koontz dedicated seed catalog State Conference Report by Sam Thompson: Sam proposes we give back $125 to members who worked on committees and $75 to people to worked that day and give $200 to the gardens that hosted conference visitors that Sunday. If we owe gross receipts tax then we will owe 7% of the $ profit. The hotel contract is signed under NMSU and we are still under non-profit umbrella of university If refunds are given out, it will lower profits and possible taxes. Motion: 2

3 Motion by Dudley, Seconded by Charlene: Refunds shall be made from the profits of the 2018 State MG Conference of $125 to each registration-paying volunteer who worked the year leading up to the conference and refunds of $75 to registration- paying volunteers who worked the day of the conference. In additions, donations of $200 shall be made to each of the three gardens that hosted tours on Sunday, last day of the conference. Motion passes unanimously. Eileen will write checks, bank needs name address phone number for each person, Eileen need s a list of individual names and how much each person gets. The SCMG Advisory Team to NMSU Report: We are seeking a volunteer representative to replace Tom Neiman. Position will be advertised to MG membership. Since Kelly White is gone, there is no hurry. Membership Report by: Eileen Welch 32 members have not paid dues or reported hours 8 members have dropped out Some dues checks have been received recently Lynda will call last 15 people for dues Updated project and committee list is on the website. Governance Committee by Eileen Welch In the meeting a week ago, the Governance Committee read all 4 different version of bylaws. Committee will meet again next week Committee may have a version of bylaws by end of December There may be a need to call an additional board meeting to discuss bylaws item by item Bylaws will have to be announced to general membership Membership will have a set number of days to review them 2019 Intern Class by Sam Thompson Just 12 people have signed up at this point Albuquerque has a wait list for its class and can refer people to our class North Valley people are good candidates for referral We have had no publicity so far Janet Blair will put out press release Mariposa talk interested VIV will advertise class in / Corrales newsletter Dudley will help advertise the new class in social media : Neighborhood and next door neighbor Maybe we can get the mayor to put advert in his paper We may have only 20 people in class this year Old Business: The Move: Update on purchase cell phone for use in the office for Hotline. Elizabeth does not have an office phone and is using her personal cell phone for business. SCMG still has no hotline Eileen s research reveals: o We will need a business account with a phone company in SCMG s name. o The tax-exempt ID number from NMSU can t be used since NMSU would be on the hook to pay the bill. o We are not registered with state of NM in our own right so we cannot get a business account. o Neither do we exist as a tax-exempt entity. Options : Cricket: has throw-away burner phones $145-$250 to buy phone this is about the same for all carriers. Eileen recommends android should be bought 3

4 Service is $55-$75 per month Service would have to be under an individual s name since we are not a business Cricket and IPhone are about the same for monthly plan Voice over IP (VOIP): VOIP can use Google Voice free phone number buy the box that has Wi-Fi connection and use guest account on county WI-FI for voip hotline Motion: Colleen motions, Marianne seconds Buy the Google Wi-Fi VOIP stuff for $150 to see if it works. Motion passes unanimously. Eileen will get it working and bring it in to see if it works. New Business Liaison replacement: Sam Thompson and Charlene Spiegel have determined that project heads can draw up budgets for their projects, present their issues to the board, and be included on the agenda as needed. We do not need liaisons positions. Get ClassMaker/ClassMarker program for online Intern Classes? Gailen Zody reports: Gailen, Sheila Conneen, Scott Walker have been putting tests online to see what it looks like Gailen can put working tests online now, is working on getting the evaluations online also. Gailen says the $19.95 per month version should be able to handle the weekly intern tests. It includes 100 hits per month. Hits over 100/month will be charged per hit. She wants to start with this version and see if it works out. NMSU professors need to get revised tests back to Gailen by Dec 12, 2018 so she has time to put them online. -don t let people take test until they do the evaluation -put the evaluation at the beginning of the test so they have to do it first Lynda provides intern feedback to NMSU professors-- are the professors responding to feedback? Sangeeta has all tests and feedback needed for professors to change their tests A motion to authorize expenditure for ClassMaker program: Jan, Feb., March, April, May and June of 2019 is not made because funds are already budgeted. Do we need to purchase accounting software for Eileen Welch, treasurer? Eileen does not need it she has it already she has it. County requests SCMG help with plantings- reported by Lynda Garvin: Sandoval County would like SCMG to work with them attending to the plants and trees at the Sandoval county Admin building. They would really like this to be a shared project with the Sandoval County SS Volunteer Services program, and it could lead to a great opportunity at senior centers for Spring gardening. tasks would include: repotting in spring,master gardener training and caring for plants We will ask Edie Francis to see is she wants to take this over. Newsletter: Kate Shadock, MG 2018, will be our new Newsletter Editor. Our gratitude goes out to Janet Blair for her services as editor for last several months. 4

5 Placitas Garden Tour: Rebecca Pulford Placitas 2019 Garden Tour has been moved to Sunday Sept 8, Hopefully this timing will increase ticket sales since other garden tours are in the spring. Lynda Garvin requests funding to attend the Rocky Mountain Seed Summit on Feb in Santa Fe for $250. Motion: Charlene motions that we budget $ for Lynda to attend the Rocky Mountain Seed Alliance Seed Summit in Santa Fe on Feb John Seconds Motion passes unanimously Conference Website: We will keep the conference domain name and put its history and everyone involved on the website. It only costs $10 per year. Next Meeting: Dec at 1:30PM Sandoval County Health Commons Bldg. B 1500 Idalia Bldg. West of Admin. Bldg. Motion to adjourn: Colleen Friel Seconded : Marianne O Sullivan Passed unanimously BOD Adjourned 3:30 a. PER NMSU Extension Master Gardener Program (EMG), State Bylaws - Article VIII Financial Management F. Banking and Deposits. All funds received by the EMG chapter may be either maintained in an NMSU account (index) established for the Chapter or, more conveniently, in a bank account at a local bank. The following requirements apply to all Chapter bank accounts: 1. Account Name and Address. The local bank account should be established under the name: New Mexico State University [county name] EMG Chapter using NMSU s tax exempt identification number and the address of the County Extension Office (unless approved otherwise by the Director of the County Extension Service). 2. Signatories. The County Agent must be designated as a signatory on the account. Two additional signatories are recommended (3 total) and are designated by Chapter Management. Two signatures are recommended on all checks over the amount designated in the Chapter bylaws. NMSU EMG State Advisory Council Bylaws 09/1/2018 Page 22 of 24 b. Open new bank account using NMSU s tax exempt number and the name as required by NMSU. 5

6 c. Current account is under the original SCMG number which has nothing to do with NMSU and is not tax exempt. Need to talk to a tax attorney, with non-profit expertise to determine tax status of the money in the current SCMG account. Also, we need to verify that SCMG does not owe taxes on the conference income. d. Tax Attorney w/non-profit Experience Request funds to see a tax attorney about moving money between the current SCMG account and the NMSU Tax exempt account. Also, to discuss issues related to filing taxes, 990 vs other tax forms, and what taxes might be due from the conference. 6