Policy and Procedures of
Master Gardeners Advisory Association
Board of Directors, Nominating Committee, Attendance and Removal Policy
The Board of Directors is elected from and by the body of certified Master Gardeners. The Board consists of not more than 25 or less than 5 members and will be elected on a staggered basis for three year terms. The first year of such election, one third will be elected for a one year term, one third for a two year term and one third for a three year term. Thereafter, all Directors will be elected for three years.
NOMINATING COMMITTEE
Purpose: This committee is to seek certified Master Gardeners to serve on the Master Gardener Advisory Association Board (MGAA), obtain their approval, and prepare a ballot for the annual meeting, as well as to seek board members to serve as officers.
Chairperson: The committee chairperson chooses two other members from the Board (whose term is not expiring or who do not wish to be re-elected) to serve on the committee, calls meetings, and coordinates the work of the committee resulting in a slate of nominees for Board members and officers. The chairperson is responsible for requesting nominees (including self nomination) for the board by announcing the request at MGAA meetings and through the MG newsletter in both October and November and for providing the ballots to the Chairperson by December in preparation for the January election meeting.
Duties: Members of the committee review the list of Master Gardeners who have expressed an interest on the board and solicit others. There is no limit to the number of nominees; the ballot indicates the number one may vote on according to the bylaws.
ATTENDANCE POLICY FOR BOARD MEMBERS
Board members are required to attend regularly scheduled meetings.
REMOVAL FROM BOARD
- A member may be removed from the MGAA board for any of the following reasons:
- Absence from 2 scheduled meetings in one calendar year
- Willful violation of the Articles of Association, MGAA Bylaws or the Policy and Procedures
- Any misuse or misappropriation of Association funds
- While a member, conviction of a felony
- Refusal to perform a MGAA duty, or gross neglect in the performance of a duty
- Loss of certification as a Master Gardener for the current calendar year
- The board member in violation will receive official written notice of the violation. To be considered for reinstatement, the board member, or representative, must present special circumstances/hardship in writing within 30 days of notice of violation.
Officers Duties
Chairperson
- To announce to all committee members, the time, date and location of all scheduled and/or special meetings.
- Prepare and have available for mailing the program agenda to cover date, time and location
- Preside at all scheduled/special meetings of the Pinellas County Master Gardener Advisory Association.
- Start and stop all meetings on time.
- Be a contact spokesperson for the Pinellas County and the State Master Gardener Advisory Committee.
- Appoint committee chairs (except the finance committee). Assign sub-committee/teams as necessary and establish committee functions and responsibilities.
- Check all details ahead of scheduled/special meetings (i.e. agenda items, projects, facilities, etc.)
- Prepare and follow scheduled order of business at all meetings.
- Relay to the appropriate sub-committee/teams related and pertinent information as received through the State Master Gardener office.
- Serve as the representative to the State Association. In the event that the President is unable to attend a meeting of the State Association, one of the other officers shall serve as alternate representative in his/her place.
Vice-Chairperson
- Assume the duties/responsibilities of the Pinellas County Master Gardener Advisory Association chairperson in his/her absence.
- Other duties/responsibilities as deemed necessary and appropriate by the Association.
Secretary
- Record all activities at the scheduled/special meetings of the Pinellas County Master Gardener Advisory Committee. Keep a record of all MGAA documents and correspondence.
- Assure that copies of the minutes of each scheduled special meetings are distributed to each Advisory committee member within thirty (30) days following the meeting.
- Other duties/responsibilities as deemed necessary and appropriate by the committee
- Keep a record of all policies established by the Board in separate policy file which shall be reviewed (and updated as needed) at least once annually by the Board. Copies of the Articles, Bylaws and the Policy and Procedures shall be provided to each Board member at the time they assume office.
Treasurer
- Receive all funds, issue receipts, make disbursements upon authorization of the organization, and keep an accurate record of all funds.
- The Treasurer shall maintain a checking account. All checks shall be signed by those assigned as “Check Signers”. Four members of the Board are designated as “Check Signers.” All checks must be signed by at least two of these members.
- Prior to signing a check, a voucher will be issued with a designated amount stated. A voucher can be funded by either submitting the paid receipt and requesting reimbursement or presenting an invoice for materials issued by a named company. Vouchers are to be approved by the Board of Directors of MGAA prior to issuance.
- The elected Association Officers and Board Members with check writing privileges shall have the duty and responsibility to determine that the MGAA voucher procedures are followed before spending funds.
- The Treasurer will provide the Board with a monthly accounting.
- Assist as necessary with the annual audit completed by outside agency.
- Turn over complete records of the organization’s financial status to his/her successor.
- Chair of the Finance Committee (see Finance Committee section for specific details).
The Officers of the MGAA shall constitute the Executive Board
The Advisor will be the MG Coordinator/Urban Horticulturist Extension agent
MGAA Timeline
January
Annual meeting, election of Board of Directors, and Bylaw changes, if any, for even numbered years.
Board of Directors elect officers
Plant Sale Chairman applies for Special Event Permit for April plant sale
Plant Sale Committee meeting
February
Plant Sale Committee meeting
March
Plant Sale committee meeting
Plant Sale PR chairperson notifies media for April Plant Sale promotions
April
Quarterly meeting of the Board of Directors
Semi annual plant sale
Plant Sale Committee meeting
May
Plant Sale Committee meeting
June
Plant Sale Committee meeting
July
Plant Sale Committee meeting
Plant Sale Chairman applies for Special Event Permit for October plant sale
August
Plant Sale committee meeting
Chairman of the Board appoints the chair of the Chairpersons committee
September
Plant Sale committee meeting
Plant Sale PR chairperson notifies media for October Plant Sale promotion
Chair of Chairperson’s Committee chooses committee
October
Plant Sale
Plant Sale Committee meeting
October 15 in odd numbered years-deadline for Bylaws changes from MGAA members
Bylaws committee meets in odd numbered years to review and recommend changes
November
November 15 in odd numbered years-recommended Bylaw changes sent to MGAA Secretary
Plant Sale Committee meeting
December
Annual Meeting notice, (plus Bylaw revisions and absentee ballot in odd numbered years) to MGAA members in newsletter
Chairpersons Committee
Purpose:
This committee reviews and makes recommendations for changes to the Articles of Association, Bylaws, Policies and Procedures, and any other matter pertaining to documents.
Member Qualifications:
Familiarity with current association documents, knowledge of other not for profit associations.
BYLAWS COMMITTEE
Duties:
The Chairperson of MGAA appoints the chair of the Bylaws committee; the chairperson chooses 3-5 members of the Association to be members of the committee. The bylaws are to be reviewed by the committee in odd numbered years.
Amendments may also be initiated by a proposal signed by at least two voting members of the Association and shall be delivered to the chairman of the Bylaws Committee at least 90 days prior to the Annual Meeting. The committee reviews the bylaws and all proposals; the chairman forwards the changes recommended by the committee to the Secretary of the Association at least 45 days prior to the Annual meeting.
Amendments are to be provided to the membership at least 20 days prior to the annual meeting. A majority vote by the voting members present at the annual meeting or by absentee ballot is required for amendment or a repeal of the bylaws.
Note: the Bylaws and Policies and Procedures must be consistent with the Articles of Association.
Chair responsibilities:
The chair is responsible for calling a meeting(s) of the committee to review the current bylaws and proposals submitted by Association members and forwarding those recommendations to the MGAA Secretary.
Recommended Time Line:
Prior to September 1 – MGAA chair appoints Chair of Bylaw Committee
September - Chair chooses committee
October 15 – Deadline for recommendations from MGAA Members
October 15 – November 1 – Bylaw Committee meeting(s) takes place
November 15 –Recommended changes are given to MGAA Secretary for mailing
December – Newsletter mailed to all members will include Bylaw revisions.
Policies and Procedures are reviewed and updated as needed to assure they are current practice.
Education Committee
Purpose:
Pinellas County Extension (referred to as “Extension”) is part of a nationwide network of land grant universities providing unbiased, research-based information to America’s citizens. Throughout Florida, Extension’s land grant link is the University of Florida/Institute of Food and Agricultural Sciences (IFAS). Pinellas County Extension serves as a bridge between the research labs of the university and the local community by providing educational opportunities for adults and youth.
MGAA will fund educational programs for the Master Gardeners at Extension to build on their botanical knowledge and for the Pinellas County public enabling them to make practical decisions to improve their quality of life.
The programs identified by the Education Committee shall be principally funded by proceeds received from the Master Gardener plant sales.
Structure and Operations:
The Board Chair shall appoint one of the Committee members as the Committee Chair. The Committee chair may appoint one of its members as Vice Chair, who will carry out the duties of the Committee Chair in his or her absence.
The Education Committee shall be comprised of five or more members. All members of the Education Committee shall have a working familiarity with public educational and charitable needs, and at least one member of the Education Committee shall have education program experience and management expertise. The Education Committee shall meet at least four times annually, or more frequently as circumstances dictate.
The Education Committee’s primary duties are to:
- Identify programs for Master Gardeners that build their knowledge of horticulture principles and practices enabling them to become public advisors and educators. Acceptable programs can be, but are not limited to: field trips, encouraging and defraying cost of attendance at IFAS sponsored advanced training, horticulture seminars, etc.
- Identify worthy programs that extend the mission of Pinellas County Extension to the public. Acceptable programs can be, but are not limited to, supporting our youth through 4-H and school gardening, as well as presentations at the Extension, libraries, garden clubs and other events.
- Support the needs of the Library Team. See "The Master Gardener Library Team" section under Policies and Procedures for details.
- Prepare a fiscal year budget. In addition, the committee will identify and prioritize the granting of funds and prepare an educational committee report to be presented to the MGAA board. The report should include recommendations for Board approval and status of Board-approved programs.
The Master Gardener Library Team
Purpose:
The Master Gardener Extension Library provides a central location in a comfortable and pleasant atmosphere to house the hundreds of horticulture books that have been acquired over many years to provide the Extension staff and master gardeners with easy access to information covering a variety of horticultural subjects.
Duties:
The Library Team consists of master gardeners and a staff horticulture liaison. The team maintains and catalogs the many horticulture books and periodicals which are used for on site research and reference. This library is not open to the public and all materials must remain in house. Meetings of The Team are held monthly and volunteers work independently whenever their schedules permit. The volunteers maintain a data base of all books and a hard copy of the data is kept in the library to allow for each access to materials.
Management of periodicals/magazines and evaluation of materials are necessary to keep all data current and in concert with the teachings of the University of Florida/IFAS. These tasks are performed under the direction of the staff horticulture specialist.
Chairperson:
The chairperson coordinates the duties and responsibilities of The Library Team, sends email reminders of meetings and represents the team at MGAA meetings.
Budget:
Funds for materials and equipment are provided by Pinellas County Extension and the Master Gardener Advisory Association.
Historian
Purpose:
The principal historian MGAA responsibilities are to organize documents, photos, news clippings and other materials and set up a system to acquire new and current information on the activities of the MGAA to be preserved in written or other form.
Duties:
The historian will work closely with the chairperson of MGAA to achieve these goals and will set aside sufficient time to perform the required duties. From time to time, the historian may ask for assistance of other Master Gardener volunteers.
Budget:
The historian will submit an annual budget to MGAA. MGAA will review the budget and issue a voucher to cover reasonable expenses to carry out these duties.
The documents and materials are to be kept in the volunteer office so that Master Gardeners have access to the information at all times.
Tour Guides
Purpose:
This committee is to provide a walking education tour of the Botanical Gardens and will inform visitors of the features and attractions of the gardens from a group of specially trained volunteers.
Tour Guide Training:
Volunteers must complete a training course and orientation of duties and procedures to be followed during a tour and may be assigned to shadow tours to gain confidence and experience. Update training is provided for trained volunteer tour guides on a regular basis.
Chair Responsibilities:
Work with Extension Public Education Specialist to provide names and encourage new members to join. Maintain a list of trained volunteers to guide or assist in conducting tours. Maintain a tour guide training manual.
Notification of Tours:
The Extension Public Education Specialist provides a schedule of the planned tours. This Office will be responsible for contacting the volunteer Tour Guide Chair to schedule volunteer guides for a planned tour. One guide is expected to lead 10-15 visitors. Provide an updated general tour guide plan referencing areas of interest and preferred time and routing of tours.
Lobby Beautification Team and Sunshine Committee
Lobby Beautification
Purpose:
To plan, purchase and maintain the lobby botanical area to present a display of indoor plants available in this area. The display will be under the direction of the Extension Director.
Chairperson:
The chairperson coordinates the duties and responsibilities of the lobby team. The chairperson represents the lobby team at MGAA meetings.
Budget:
An annual budget is submitted to MGAA for review and approval. MGAA will allocate a voucher for this committee.
Sunshine Committee
Purpose:
The Sunshine Committee will be responsible for purchasing memorials and occasion greeting cards and mailing them to those who are sick, injured, to a member that no one has heard from in a while, or upon the death of a Master Gardener or family member.
Chairperson:
The committee chairperson purchases and mails cards whenever notified of an event as described above or delegates the responsibility to a committee member. The chairperson requests from the Master Gardener membership, knowledge of these events in the lives of our friends. A memorial, usually FBG pavers, can be purchased in memory of the deceased.
The Sunshine Chair does not have to be a member of the MGAA Board.
Budget:
An annual budget is submitted to MGAA for review and approval. MGAA will allocate a voucher for this committee.
Plant Sale Committee
Purpose:
To plan and execute a biannual plant sale to be held on the grounds of the Pinellas County Extension. The purpose of the plant sale is to enhance education of the art of propagating, growing, and gain knowledge of plants for this geographical area and to offer a source of plants friendly to this geographical area.
Meetings:
Held the last Friday of each month (November and December the meetings are combined). Meetings are announced in the MG newsletter and by E-mail.
Chairperson
Appointed by MGAA Chair
Chair Responsibilities:
- Conduct monthly meetings
- Appoint Vice Chair
- Budget:
- Propose annual budget in October based on previous year history.
- Accountable for expenditures on annual basis
- Review vouchers monthly for closure
- Select plant sale team leaders and plant purchase team
- Oversee team leaders to ensure preparations for plant sale are properly completed
- Solicit new ideas to enhance future plant sales
Vice Chairperson
- Attend monthly meeting
- Keep notes of meeting
- Distribute copies of minutes and agenda for monthly meeting
- Assist with proposing annual budget
Advertising / Publicity / Art and Design Team
Team Leader Responsibilities:
- Coordinate plant sale advertisement with local community papers (i.e., Beacons and Leaders etc.), St. Petersburg Times, Tampa Tribune and others.
- Advertise at local radio stations
- Advertise in Timely Topics, and The Green Leaf newsletters and Florida magazines
- Advise Pinellas County Communications, Public Information office for publication in various print media.
- Display signs on streets adjacent to and near plant sale
- Design, print and distribute flyers announcing the sale
Plant Information Team
Team Leader Responsibilities:
- Prepare signs to identify and give pertinent information about plants
- Provide hand-outs with plant purchases
- Provide signs which identify plants
- Provide an information sheet for Ask-Me team
Lunch Coordinator
- Plan and order lunches for sale day
- Estimate a budget for lunch cost
- Request MGAA check for payment to the lunch vendors
- Include vegetarian menu and drinks
MG Information Team
Team Leader Responsibilities:
- Design flyer promoting MG program
- Prepare MG program information poster
- Staff the MG information booth & hand out flyers and other informational literature
Cashiers
Team Leader Responsibilities:
- Keep accurate receipt books
- Set up 2 person teams with one receipt book per team
- Requisition petty cash prior to sale
- Poll customers for their interest in items for future sales
- Determine the number of tables and tents
- Collect expeditor forms at checkout for sale analysis
Expeditors
Team Leader Responsibilities
- Count plants and complete expeditor forms for cashiers
- Train all expeditors, including holding area workers
- Determine number of tables and chairs used during sale
- Design and print expeditor forms
Greenhouse/ Herb Garden Leaders
Team Leader Responsibilities (A team leader is assigned on Monday, Tuesday, Thursday, Friday, and Saturday):
- Ensure a sufficient number of plants for sale
- Ensure an adequate variety and number of plants
- Ensure plants are sufficiently hardened off prior to sale
- Attend plant sale meetings and report on progress
- Fertilize plants 6 weeks prior to sale every other week.
- Supervise greenhouse workers to weed and clean plants in all areas
- Ensure all plants are labeled and tagged correctly
- Assist with plant arrangement prior to sale day
Customer Assistance Team
Team Leader Responsibilities:
- Help customers transport plants to pick up area
- Direct traffic in loading area
Security Team
Team Leader Responsibilities:
- Restrict public entrance to sale area between 8-9am. MGs and FBG members only during this time
- Cover entrances/exits to ensure all goods have been paid for.
- Direct traffic in parking and entrance areas
Public Information / ASK ME Team
Team Leader Responsibilities:
- Team members answer questions from public regarding plant care, plant identification etc.
- Obtain plant information sheets
- Direct public to help desk when needed
Plant Labeling Team:
Team Leader Responsibilities:
- Print labels to be attached to all plants
- Information to include: plant common and botanical name (space permitting), type (annual, shrubs, tree, etc), water needs, etc.
- Light conditions special instructions.
Set-up Team
Team Leader Responsibilities:
- Plan location schematic of plant sale plants
- Coordinate set-up of tents and tables prior to day of sale
- Meet with maintenance supervisor to plan needs
- Supervise set-up of plants prior to sale
- Supervise watering of plants prior to sale
Second Thyme Around
Team Leader Responsibilities:
- Collect donations and prepare for sale
- Sets up display for table and price sale items
- Be available during sale to assist customers.
Education Stations/Exhibits
Team Leader Responsibilities:
- Prepare displays on topics of interest to educate the customers
- Set-up the display for plant sale
- Topics should include butterfly life cycle, composting, hydroponics, soils, and invasive and native plants
Holding Area Team
Team Leader Responsibilities:
- Arrange for boxes to be used at the sale
- Plan the configuration of the holding area
- Determine the number of tables and chairs - report it to the schematic team member
- Supervise the holding area on sale day
Sales Assistants
- Fill in as directed by horticulturist
- Rearrange plants as inventory decreases
- Assist customers with information on planting ideas, location of plants, use of plants in selections, etc.
- Knowledge of location of types of plants offered at the sale
- Act as sales force
Seed Team
- During year, gather, catalogue and store seeds
- Sell seeds to public
- Distribute education material about native/butterfly plants
Pricing Team
Team Leader Responsibilities:
- Specialty pricing prior to sale
- Consult with plant sale chair and greenhouse leaders to determine plants that require specialty pricing.
- Use orange tape to place special prices on plants
- Ensure all prices are visible from top of plant
Clean-up Team
- After sale make sure all remaining plants are returned to greenhouse/shade house
- Return carts and vehicles to storage area
- Other duties as assigned
Finance Committee
Purpose:
The Finance Committee shall provide assistance to the Board of Directors of MGAA in fulfilling its responsibility to the membership in respect to the policies and duties that relate to the management of the financial affairs of MGAA. The Finance Committee also shall perform such other functions and exercise such other powers as may be delegated to it from time to time by the Board of Directors.
The Finance Committee's primary purpose is to:
- Review Budget Committee plans to manage MGAA’s exposure to financial risk
- Review MGAA’s budget plan, petty cash plan, balance sheet, and net assets
- Recommend and report financial actions to the Board of Directors
- Review MGAA asset allocation strategy and the cost of assets
- Review MGAA’s asset appropriation matters, to include making recommendations for Board approval and providing periodic oversight of Board-approved programs.
Structure and Operations Composition and Qualifications:
The Board Treasurer shall serve as chair of the Finance Committee. The Committee Chair may appoint one of its members as Vice Chair, to carry out the duties of the Committee Chair in his or her absence. The Finance Committee shall be comprised of five or more members as determined by the Treasurer who serves as committee chair, each of whom shall be determined by the chair to possess financial/budget acumen. All members of the Finance Committee shall have a working familiarity with basic finance and accounting practices, and at least one member of the Finance Committee shall have financial management expertise. The Finance Committee shall meet at least four times annually, or more frequently as circumstances dictate.
The Finance Committee's primary duty is to:
- Maintain a file for bank statements, treasurer’s reports, vouchers, petty cash, bank deposits, and all financial documentation related to MGAA financial business.
- Prepare a monthly financial report using financial bookkeeping software (QuickBooks) and provide the report at board meetings, audits, and to whom the directors deem necessary and appropriate.
- Designate four finance committee members as bank authorized check signers and four finance committee members as voucher signers.
- Prepare a voucher report from the annual MGAA budget report provided by the budget committee.
- Name a Finance Committee member to serve on the Budget Committee to be liaison between the committees.
Procedure for voucher and check issuance:
- An authorized voucher signer prepares the voucher form and assigns a number to track expenditures made against the commitment.
- Authorize payments by voucher approved by two members. Two members of the committee different from those who sign vouchers will sign all checks.
- The prepared vouchers are signed by two of the authorized persons, and then filed in a voucher notebook.
- When a request for reimbursement/payment is made, a person authorized to sign checks pulls the related voucher from the notebook, attaches a receipt(s) and verifies the request. The check signer must initial the voucher.
- An authorized person prepares checks from the approved voucher and signs the check(s) and obtains a second check signature. Two signatures are required on all checks.
At the discretion of the check signer, small reimbursements ($25.00 or less) may be made from petty cash by a check signature person. NO reimbursement will be made for UNAPPROVED expenditures. The same procedures must be followed for petty cash reimbursements. In addition, a petty cash slip, signed by the recipient, must be kept in the check authorization notebook. - The commitment voucher is returned to the notebook upon completion of the transaction.
- The Treasurer or designee will prepare the bank reconciliation and the related accounting records. Also, a statement of revenue and expense will be prepared monthly and provided at board meetings, audits, and to whom the directors deem necessary and appropriate.
- A voucher report on a monthly basis will track the approved vouchers, expenditures made against the voucher and any outstanding balance remaining. This report will be presented at director meetings.
- All unexpended commitments will be reviewed prior to the first annual meeting and presented at the first meeting of each year for cancellation or continuation.
- No reimbursements for expenditures will be made without an authorized voucher. Urgent Situation purchases are discouraged so the purchaser takes the risk of not being compensated for that purchase. If you are concerned about taking advantage of a timely bargain purchase be sure you are named as an authorized buyer on an approved voucher. The purchase will then be deducted from that voucher’s budget.
If justification is appropriate and approved, limited funding may be made available by following Urgent Situation Funding Procedures.
Urgent Situation Funding Procedures:
Although discouraged, to accommodate purchasing not covered by an authorized budget, urgent situation purchases are authorized up to a limit of $200.
- The requester will use the request for funds form and submit it to the Budget Committee for review. The requester will mark the form "Urgent Situation"
- The Budget Committee will review the form and verify with the Finance Committee availability of funds.
- The Finance committee will follow the voucher and authorized check procedures and create an urgent situation voucher and issue a check within the time frame suitable to the requester.
- The Budget committee will notify the requester of the action taken and file the request with the Finance committee voucher.
Budget Committee
Purpose:
The Budget Committee shall provide assistance to the Board of Directors of MGAA in fulfilling its responsibility to the membership in respect to the policies and duties that relate to the management of the MGAA budget. The Budget Committee also shall perform such other functions and exercise such other powers as may be delegated to it from time to time by the Board of Directors.
The Budget Committee's primary purpose is to:
- Review and approve MGAA’s annual operating budget and its asset expenditure budget
- Review Budget plans to manage MGAA’s exposure to financial risk
- Recommend and report budget actions to the Board of Directors
- Review MGAA asset allocation strategy, and the cost of assets
- Review MGAA’s asset appropriation matters, to include making recommendations For Board approval and providing periodic oversight of Board-approved programs
Structure and Operations Composition and Qualifications:
The Board Chair shall appoint one of the Committee members as the Committee Chair. The Committee chair may appoint one of its members as Vice Chair, to carry out the duties of the Committee Chair in his or her absence.
The Budget Committee shall be comprised of five or more members, each of whom shall be determined to possess financial/budget acumen. All members of the Budget Committee shall have a working familiarity with basic finance/budget practices, and at least one member of the Budget Committee shall have financial/budget management expertise. The Budget Committee shall ordinarily meet at least four times annually, or more frequently as circumstances dictate.
The Budget Committee's primary duty is to:
- Maintain a file for budget reports, meeting minutes, and all budget documentation related to MGAA budget business.
- Prepare a monthly budget report, including recommendations for new funding, and provide the report at board meetings, audits, and to whom the directors deem necessary and appropriate.
- Maintain and review the "Pinellas County/IFAS MGAA Request for Funds Application" form.
- Prioritize Budget operational and special request items and make recommendations to the Board for approval.
- Name a Budget Committee member to serve on the Finance Committee and be liaison between the committees.
Procedure for request for funds approval:
- Review Pinellas County/IFAS MGAA Request for Funds Application forms for completeness, then date and file. (sample form attached)
- In January and July prepare a report listing all requests for approval in priority order.
- Provide a summary justification for ranking the requests.
- Verify with the finance committee availability of funds for January and July and provide that information in the request for funds report.
- Notify those requesting funds the approval or rejection action taken by the Board.
Urgent Situation Funding Procedures:
Although discouraged, to accommodate purchasing not covered by an authorized budget, urgent situation purchases are authorized up to a limit of $200.
- The requester will use the request for funds form and submit it to the Budget Committee for review. The requester will mark the form "Urgent Situation"
- The Budget Committee will review the form and verify from the Finance Committee availability of funds.
- The Finance committee will follow the voucher and authorized check procedures and create an urgent situation voucher and issue a check within the time frame suitable to the requester.
- The Budget committee will notify the requester of the action taken and file the request with the Finance committee voucher.
