Some counties programs may elect to form a Master Gardener Volunteer (MGV) association. The formation of an association without a clear understanding of its roles, responsibilities, and relationship to the Extension Master Gardener (EMG) program can lead to confusion and reduce the quality and effectiveness of the consumer horticultural and EMG programs.

A county MGV association is a professional association whose membership comes from the volunteer staff of North Carolina Cooperative Extension. Individuals that elect to join an association and those that do not elect to join are still part of the EMG volunteer staff of Cooperative Extension. All Master Gardenerssm work under the supervision of the county Master Gardenersm Coordinator (Extension agent) when performing volunteer duties and are expect to follow the guidelines and policies of the Extension Master Gardenersm program.

Association roles
A county MGV association should direct its focus on enhancing the ability of its members to become more effective volunteers rather than on educational transfer directly to the gardening public or management of the EMG program. The selection, training, utilization, and evaluation of MGs remains the responsibility of the local Extension agent and are not appropriate roles for an MGV association to undertake.

Possible roles for a county MGV association include:

  • Raising issues of concern for program improvement
  • Providing leadership opportunities for its members
  • Facilitating communication between association members (newsletter, etc.)
  • Fund raising to support the association, consumer horticulture, and EMG programs
  • Co-sponsoring events with Extension and the EMG program
  • Organizing field trips
  • Providing recognition for association members 
These roles and activities are not the exclusive responsibility/rights of a MGV association. Extension agents should continue to conduct events, meetings, field trips, send newsletters, and provide volunteer recognition to its MG staff. Sponsorship (association, Extension, or both) of events should be clearly recognizable to program participants. Extension's educational programs are made available to members and nonmembers of an MGV association.

Organization structure
Many MGs are members of a garden club and/or civic group -- often in key leadership positions. It is understandable that individuals might expect a MGV association to be organized and operate in a similar manner. However, an association is not a garden club or civic organization.

As a MG, individuals are part of the volunteer staff of Cooperative Extension and are serving in an official capacity as representatives of county and state government. While serving as a MGV association member are part of a closely associated group whose actions can have positive or negative impacts on Extension. The association and its members should consider the policies of the organization and government agencies they are connected to in deciding which activities they engage in and should abide by the policies of the organizations they represent.

A possible model to follow would be that of the Agricultural Agents Association (and/or other Extension professional associations) as to how they function and interact with Extension. Many MGs may have difficulty in understanding this unique role unless training is conducted to explain the role and mission of a professional association. 

An association can elect officers and adopt a set of bylaws. A sample set of bylaws is available from the state EMG coordinator. The Extension agent can assist with the initial organization of an association and can serve as an educational advisor to the group after they are organized. The agent can not be an association officer or perform the day to day activities of the association. He/she is expected to address issues, positions, and activities of the association that might comprise the integrity of the Extension Master Gardenersm program.

Recruiting membership and collecting dues for an association is the responsibility of the association. Extension should not be expected to spend publicly appropriated funds (from tax dollars) to print materials (applications, forms, etc.) for a MGV association. It is also inappropriate to include information on joining an association, or promoting an association event or activity in Extension newsletters or other correspondence when using Extension letterhead or postage. The members of an association are responsible for all expenses incurred in order to conduct association activities.

Funds
Funds received or raised by the EMG program and the MGV association should be kept separate. Training material fees collected from participates in the EMG program are public sector funds and should be dispersed through a Cooperative Extension account. Dues collected or funds raised by an association are private sector funds and should be managed by the association officers. An agent should not serve as the treasurer of an MGV association or be authorized to withdraw funds from an association bank account. The Extension agent can present requests for financial assistance for a project to the association. If the funding is approved by the association, funds would be transferred from the association account to the Extension Service account.

An association can collect dues from individuals who choose to join the association. Payment of association dues can not be a requirement for participating in the Extension  Master Gardenersm program.

Liability
A MG (as a agent of NC State University) is covered by the university liability policies when performing volunteer service provided he/she is following a job description and is adhering to Extension Master Gardenersm program policies. A MGV association and its members are not covered under the liability policies.

Public perception
As a organization whose membership comes from Extension's volunteer staff, the MGV association should consider how they are perceived by the public and the funding partners of Cooperative Extension. If the MGV association is perceived as a special interest garden club or civic group that is subsidized by tax dollars, the entire EMG program and funding for Cooperative Extension could be jeopardized. Activities such as endorsing a political candidate or a controversial zoning ordnance could have a negative effect on the EMG program. Individuals can however take any position they chose provided they are not doing so as a MG or a member of a EMG association.

The EMG logo (trademarked), Cooperative Extension letterhead and logo, and NC State University letterhead or logo should not be used when conducting MGV association correspondence or activities. Signs at education events sponsored by Extension and on educational materials for distribution to the public should have Extension's logo on them and not the MGV association. 

 
 

Master Gardenersm | Consumer Horticulture

The terms Master Gardenersm, Master Gardener Extension Volunteersm, North Carolina Master Gardenersm, and Extension Master Gardenersm  are NC State University service marks and can only be used by North Carolina Cooperative Extension.