Reporting Volunteer Hours by Categories

Report your hours Here

Important LMG Announcements
In an effort to simplify the Master Gardener Volunteer Reporting site, we have made a couple of changes. The first change involves the “Activity” drop-down box on the website. Instead of having 30 activities to choose from, we have narrowed the list down to 6 activities.

Completion of annual service hours:

• Forty (40) hours of approved volunteer service for first-year members.
  
• Twenty (20) hours of approved volunteer service after the first year.
  
• Six (6) hours of approved Continuing Education training in the horticulture arena after the first year in addition to the twenty (20) hours of volunteer service.
  

Main Categories	Reporting Volunteer Hours
4-H & Other Youth Activities	Children’s Garden Tour Junior Master Gardener School Garden Initiative School Garden K-12 School Programs K-12
Civic & Community Activities (Doing)	Ask-a-Master Gardener Cottage Keepers Demo Beds Festival des Fleurs Garden Talk / 2nd Saturday Gardening Class Greenhouse / Propagation Habitat for Humanity Irrigation Landscaping PlantFest Plant Sales / Plant Swap Property / Guy Squad Speakers Bureau Vermilionville Medicinal Bed Healing Traditions of Acadiana (for those who work)
Extension Activities	Calendars Coordinators: Field Trip, Social, Volunteer Electronic Communications Facebook Grants Handbook Historian Home Visit Horticulture Hints MG Merchandise MG Office Newsletter Pine Straw Publicity Webpage Website Maintenance
Continuing Education	Conferences Field Trips Garden Stroll / Tour / Talk Monthly Educational Program Meeting Healing Traditions of Acadiana lecture
LMG Teaching Activities	Class Mentoring LMG Class-Instruction and Organization In the Garden (AOC) Mass Media (Research)
Meetings (No Educational Aspect)	Business & Administrative Meetings (i.e., Nominating, Strategic Planning, etc.)
Socials (No Volunteer Hours)	Spring Social Christmas / Graduation Social

The second change involves demographics and contacts reached. You will notice that we are only asking for the Total Number of People Reached. We are no longer collecting data on the race and ethnicity of client contacts. Please continue to report Mileage Driven and Unreimbursed Expenses (i.e. mileage may be reported at $0.55/mile).

We are also asking that if you volunteer more than 20 hours (40 hours for first year volunteer) to please report those additional hours.

                                                                         Administrative

Handbook
The Handbook chair will receive and compile information provided by the LPMGA president for inclusion in revision or addendum to the LPMGA Handbook.  When sufficient material is compiled to warrant a meeting, the handbook chair will call together those members who volunteered to serve on the handbook committee to review the information and determine where to insert updated information in the handbook.  The committee will also review the existing handbook for accuracy.  The committee’s recommendations will be sent to the Executive Board for approval before modifications are made to the handbook. The Handbook Committee then distributes approved information to the membership.

Historian
The Historian is in charge of keeping media archives of anything pertaining to LPMGA.  Committee responsibilities include:

• Creating and maintaining scrapbooks for each Master Gardener fiscal year
• Creating and maintaining scrapbooks for special events or projects
• Working closely with each committee chair and MG members to obtain photos of anything LPMGA, including taking or arranging to have photos taken
• Keeping any clippings from the newspapers of articles relating to LPMGA publicity and activities of individuals and groups of Master Gardeners
• Providing scrapbooks for viewing at any event, meeting or program of LPMGA
  

Master Gardener Office
Responsibilities include:

• Purchasing and restocking office supplies as needed
• Making sure that the office is neat and orderly
• Discarding outdated materials
• Maintaining updated information in the office copy of the LPMGA Handbook
• Serving on the handbook committee to organize updates to the handbook as they occur
• Sending updated information to the Electronic Communications Liaison for dissemination to the membership as they occur
• Sending copies of updated information to members who do not have online capabilities
• Providing the class coordinator with the latest copy of the handbook so that additional copies can be made for the new class

Programs
The Vice-President chairs the Program committee.  Members will assist the Vice-President in determining programs and obtaining speakers for the monthly Master Gardener general meetings for the year.  Responsibilities include:

• Meeting to discuss possible programs topics and appropriate speakers
• Contacting speakers and setting up the dates and times for programs
• Obtaining information needed to introduce the speaker
• Providing a token gift of a plant or baked goods for the speaker
• Making sure that all necessary equipment is set up before the meeting
• Getting necessary information to the Corresponding Secretary so that thank-you cards can be sent
• Working closely with the Social Coordinator on refreshments for meetings

Strategic Planning
This committee works with the Executive Board to help monitor the implementation of the LPMGA 5 year (2014-2018) Strategic Plan to

• Align our vision, values, mission, and goals with our members, our resources, and our time to better serve and improve the horticultural literacy of the community
• Set priorities, strengthen operations, encourage everyone to work toward common goals, and establish agreement around intended outcomes/results 
• With a focus on the future, help determine who we are, what we do, whom we serve, and why
• Evaluate, assess, and adjust the organization's direction in response to a changing environment

                                                                         Communications/PR

Electronic Communications Liaison
Responsibilities include:

• Maintaining a master roster of members provided by the Corresponding Secretary to be used for sending emails to members
• Emailing the monthly newsletter “Gardener’s Gazette” to members
• Forwarding all appropriate email communications to the membership as requested by the LSU AgCenter, the Extension Service, the Board, or individual Master Gardeners

FaceBook
The focus of the LPMGA FaceBook page is to provide readers with pertinent horticultural information, to keep them informed of upcoming events, seminars, and workshops, and to provide timely gardening hints (taken from publications provided by the AgCenter, Horticultural Hints, and other reliable sources).

Newsletter
The newsletter Gardener’s Gazette is published monthly.  Committee responsibilities include:

• Informing members about projects and activities
• Encouraging members to submit articles of general interest
• Recognizing successes in MG projects
• Informing members of internet sites of horticultural interest
• Informing members of horticultural education opportunities
• Keeping one copy of each newsletter for the Newsletter archives which are kept in the LPMGA office
• Maintaining publishing software purchased by the LPMGA
• Coordinating with the Historian for any pictures or other items needed for LPMGA archives

Publicity
The chair will maintain contact with and submit press releases and other publicity to individuals in each media area to enhance the level of awareness for the LPMGA.  Committee responsibilities include:

• Coordinating with each Master Gardener committee, project chair, and activity chair to take photographs
• Creating copy for our newsletter, local newspaper, radio, and television
• Creating promotional materials for any public MG activity and disseminating these materials to the media
• Appearing on local morning television with our Extension Service Agent-Advisor to promote horticulture in Lafayette 
• Sharing photos with the Historian for scrapbooks

Website
The web master will maintain the webpage for the LPMGA.  All committee chairs, project chairs, and garden chairs will provide the web master with information for the webpage. Responsibilities include:

• Posting the newsletter “Gardener’s Gazette” to the website
• Maintaining project information and photos as provided by project and Demo Garden chairs
• Maintaining all other parts of the webpage as needed

                                                                         Demo Garden

Cottage Keeper
Responsibilities include:

• Keeping the workroom, greenhouse, and storage shed in good order
• Taking inventory of chemicals and supplies and ordering chemicals and supplies as budgeted
• Maintaining the water cooler supplies

Demonstration Gardens
Refer to “Responsibilities of the Demonstration Garden Chairs,” under the section entitled Demonstration Garden Guidelines.  

Greenhouse/Propagation
The Greenhouse chair coordinates propagation duties with the individual bed chairs.
Committee responsibilities include:

• Determining proper propagation techniques for individual plants, including seed sowing, cuttings, divisions, etc.
• Labeling all plants and repotting as needed
• Purchasing soil mixes, amendments, labels and other supplies as necessary
• Maintaining records of planting dates, growth patterns, etc.
• Maintaining an inventory of plants being grown for sale, including both botanical and common names
• Creating and maintaining photo signs for each type of plant, which include specific growing conditions, mature height, etc.
• Working closely with the Property chair to maintain the greenhouse
• Maintaining Master Gardener tools during propagation season
• Setting plant misters and heater if needed
• Selecting plants that will be held in the MG greenhouse for future propagation needs
• Verifying dates for the sales in conjunction with the Executive Board and the Extension Service Agent/Advisor 
• Working closely with the Publicity chair to promote and publicize the plant sales
• Working closely with Demo Garden chair and the Habitat for Humanity chair to select plants for these different activities
• Distributing any plants not being held for sale or future use to the committee members, community gardens or non-profit groups.

Irrigation, Demo Beds
Responsibilities include:

• Repairing leaks
• Changing/adding sprinkler heads
• Monitoring water schedules and working with bed chairs to help maintain water quality for their beds

Irrigation, Greenhouse and shade house
Responsibilities include:

• Repairing leaks
• Changing/adding sprinkler heads
• Monitoring water schedules and working with bed chairs to help maintain water quality for their beds

Plant Swap
The Plant Swap is an enjoyable and educational community outreach program of LPMGA.  The Swap is usually scheduled to coincide with LPMGA Plant Sales, but can also be scheduled as part of the monthly "Garden Talk" series, in conjunction with the annual Daylily Festival, or as a separate event any time of year.  The Swap usually takes place at the LPMGA Demonstration Beds.

• The Plant Swap Committee Chairperson is responsible for arranging for volunteers, contacting other committees that may be involved (such as Publicity, Newsletter, and the Demo Bed Chairperson), to coordinate arrangements and schedule a time and date.
• The Chairperson and Committee members are responsible for providing information to advertise the event, developing and providing rules and recommendations regarding the Swap, organizing the materials needed, helping to answer questions about the plants at the Swap, LSU AgCenter and the Master Gardener program.  Each Swap differs due to the number of participants and the plants that are included.  
• The Chairperson and committee may choose to develop new rules or recommendations for the Swap as needed to ensure a successful event. Rules and recommendations should be included in promotional material before the event.
• In general, participants are asked to bring one rooted and identified plant for the Swap. Care instructions and additional information about the plant are appreciated. Participants register their plant with a LPMGA volunteer, sign a numbered sign in sheet, are given a ticket with a number that matches their number on the sign in sheet, and a corresponding number is placed in a container. When all participants are registered, a random number is pulled from the container and called out, the participant with that number provides their ticket to the volunteer in charge and that participant chooses a plant. Numbers are pulled until all have been called. If a participant loses their ticket, their name is listed for verification.
• Participants are encouraged to bring additional plants to trade separately from the Swap. Each participant is responsible for arranging and managing their own trades. The free trade area should be separated from the Swap to avoid confusion. Plant Swap Volunteers may participate in the Swap and free trading.
• Traditionally, plants that are not claimed are donated to the LPMGA Habitat For Humanity liaison for use in Habitat home landscaping projects. The Plant Swap Chairperson is responsible for contacting the liaison and arranging a time and place for Habitat to collect the donated plants.

Property/Guy Squad
Activities include, but are not restricted to the following:

• Pressure washing the shade house floor and greenhouse exterior as needed
• Overseeing larger repair projects
• Overseeing mechanical and plumbing projects
• Weed-eating grounds of the demo beds and cottage
• Stacking and piling up mulch, pine straw, and composting materials
• Assisting with general maintenance as problems arise

Vermillionville Medicinal Demonstration Garden
The Chair is the liaison between Vermilionville, the Vermilionville Living History Folklife Museum Foundation, and the Lafayette Parish Master Gardener Association.
Committee Responsibilities include:

• Researching plants used for the medicinal purpose in 19th Century South Louisiana
• Creating a plan for the garden
• Locating, planting, and recording growing information about these medicinal garden plants
• Coordinating, with Vermilionville staff and members of the Foundation Board,

• o   educational products (i.e. Medicinal Gardening Guide and Lesson Plans)
• o   special events (i.e. Jardin des Herbe Medicinales, Center for Cultural and Eco Tourism, Medicinal Garden Cajun and   
       Creole Culture Day activities)
• Sending Progress Reports to LPMGA Board and also to membership via newsletter articles
• Maintaining records of evaluation of each phase of project

                                                                         Education

Ask a Master Gardener The goal of the program is to develop a visible and mobile reference desk providing general information about the Master Gardener program and, more importantly, serve as a horticultural trouble shooter giving research-based information on plant pathology and entomology problems as well as recommendations of best management practices (BMPs).

• This program is directed and managed by Master Gardeners who work to recruit team members, coordinate schedules, arrange for supplies and set-up. 
• The chair serves as coordinator and administrator. 
• The County Agent and LSU AgCenter serve as the authority and advising agent for problems not readily resolved by the attending Master Gardener. 
• Volunteers serve to man the information desk at public events.  Questions are answered when possible, and if an answer is not available immediately, a name, phone number, and email should be obtained and a follow-up made to the client.

Venue/location:  Several opportunities are currently available to offer this service.  The demo gardens/greenhouse is staffed regularly on Wednesday morning (demo bed team and propagation team).  This allows an ongoing and consistent time and place of reference where the community can come out and bring samples/photos or descriptions of the problem.  In addition to good gardening practices, we often have samples of plant disease and pest problems.  Another time to offer this service at the same location would be during monthly garden talks and other advertised events.

Benefits of the program include:

• increase visibility of the LSU AgCenter/Extension Service/ Master Gardener Program
• expand awareness of BMPs
• increase horticultural knowledge in the gardening community
• improve fruit/flower production
• improve aesthetic quality of community gardens
• reduce disease/pest spreading from one plant to another and one neighborhood to another
• reduce improper chemical use

Children’s Garden Tours
Volunteers assist the chair in conducting tours of the LPMGA Children’s Garden by school groups.

Class Coordinator
The Class Coordinator works with the Master Gardener class each year.  Responsibilities include:

• Preparing the questionnaire for interviewing prospective members
• Selecting the interview committee from the list of volunteers
• Working closely with the Extension Service Agent/Advisor to plan each of the lessons
• Helping the Extension Service Agent/Advisor assemble the textbooks for the class
• Pulling from the file room and/or ordering all Extension handouts for each lesson 
• Preparing packets of student handouts for each lesson
• Making name tags for MG students to wear in class
• Planning and supervising each lab class
• o   Arranging for MG volunteers to help with students in the labs
• o   Coordinating with the propagation and demonstration garden chairs for class/lab instruction
• o   Making sure that the greenhouse is left in proper condition after each lab
• Assisting the Extension Service Agent/Advisor in scheduling speakers/presenters for classes and labs
• Sending reminders and thank you notes to each presenter before and after classes
• Working with the Extension Service Agent/Advisor to create the final exam for students and arranging for MG volunteers to grade tests on the day of the exam
• Working with the field trip coordinator to arrange the class field trip
• Assisting class members with problems/questions
• Arranging with Mentoring Committee for assigning class mentors
• Coordinating with the Publicity chair to take photos of each incoming MG student and take a class photo at graduation
• Coordinating with the Historian to be sure photos of each class are included in the LPMGA Archives (Other photos of students working in labs or in demo gardens and speakers who taught the classes might be included.)
• Maintaining Master Gardener class files in the Master Gardener office

Field Trip Coordinator
Responsibilities include:

• Finding and alerting members to field trip opportunities
• Planning and coordinating all Master Gardener field trips
• Working closely with Extension Service Agent/Advisor and the Class Coordinator to plan a field trip at the conclusion of the new member class
• Keeping a record of contacts for anything pertaining to field trips

Garden Stroll

• Secures permission from members who may wish to showcase their gardens to fellow Master Gardeners
• Arranges for the showing
• Informs membership through newsletter or email

Garden Talk
The Garden Talk committee is responsible for producing a monthly seminar on a timely garden-related topic of interest to the general public.  The talks are currently held in the cottage and Demo Garden area of the Ira Nelson Horticulture Center.  Responsibilities include:

• Securing speakers
• Publishing the schedule and speaker topics
• Providing appropriate handouts, if applicable
• Setting up and taking down any equipment used in the cottage or garden area

“In The Garden” - AOC TV
The producer will serve as the chair of this committee and will work closely with the Extension Service Agent/Advisor on all parts of the television show sponsored by the LPMGA.  Responsibilities include:

• Recruiting, training, and reminding all volunteers who will assist with any part of the production of the television show
• Producing a DVD of each program to keep in the MG office
• Serving as the liaison between AOC and the LPMGA and attending AOC meetings 
• Working closely with the Speakers Bureau to establish a checkout system for videos and DVDs for use by members and the Speakers Bureau 

Mentoring
The purpose of this committee is to mentor members of the current Master Gardener-in-Training class.  Volunteers will be requested from members of the previous class or, if necessary, from among the active membership.  Committee responsibilities include: ·        Facilitating a feeling of welcome to the organization

• Introducing active members and trainees to each other
• Communicating important information from the LPMGA to the trainees
• Answering any questions about the organization or placement/volunteer opportunities
• Familiarizing trainees with the information in the LPMGA Handbook

Speakers Bureau
Responsibilities include:
Coordinating the booking of all LPMGA presentations to the general public, clubs, organizations, and schools

• Promoting and publicizing the availability of these programs and speakers in coordination with the Publicity committee
• Giving presentations and soliciting presenters from within the membership
• Evaluating presentations and changing programs as needed
• Organizing and maintaining a checkout system for DVDs and videos

                                                                         Grants

General Grants
The Treasurer chairs the Grants committee.  Responsibilities include:

• Reviewing proposals for monetary donations that are brought to LPMGA 
• Bringing recommendations to the Executive Board for approval  
• Sending a LPMGA grant proposal form to applicants seeking donations from LPMGA
• Sending a follow-up report to be completed by applicants approved for donations (This report is to be submitted to LPMGA after the completion of the project/activity for which funds were donated.  Failure to submit the follow-up report will make the applicant ineligible for donations in the future.)
• Maintaining a record of grants awarded by LPMGA
• Seeking grants for LPMGA when directed by the Executive Board for specific projects
• Coordinating with the Publicity chair to publicize grants made or received
• Coordinating with the Historian to document grants for the LPMGA archives

Habitat for Humanity Landscaping Committee
The chair is the liaison between Habitat for Humanity (HFH) and the Lafayette Parish Master Gardeners Association, Inc. Committee responsibilities include:

• Creating a landscape plan for the front of each HFH house in consultation with the homeowner
• Selecting appropriate plant material for each home using plants propagated or donated by Master Gardeners or local nurseries
• Selecting the date for preparation and installation of landscaping for each home with the homeowner and the volunteers
• Keeping the association informed about landscaping dates of HFH homes
• Securing enough committee members and other MG volunteers for each home planting date
• Instructing homeowners in bed preparation, installation and maintenance of plants used in their yard at the time of installation
• Leaving Extension office literature and a landscaping design plan for the homeowner regarding the specific plants in their yard
• Making one follow-up call to the homeowner within six months of planting
• Evaluating the completed project after the landscaping of each HFH home

                                                                         Horticulture-Related Sales

Calendar Sales:
Responsibilities include:

• Developing marketing strategies for selling calendars as a fundraiser
• Determining the number of calendars to be ordered based on sales from previous years and current marketing opportunities
• Ordering calendars from the LSUAgCenter in the summer
• Securing calendars for sale as soon as they become available in the fall
• Implementing marketing strategies
• Keeping careful records of sales and inventory
• Turning in money and paperwork to the treasurer as sales occur

Horticulture Hints
Horticulture Hints (HH) is written and prepared by the AgCenter staff at LSU.  A portion is written locally by our Extension Service Agent/Advisor and added to the Hints in the Lafayette office.  It is mailed quarterly to all subscribers and delivered to the list of retail establishments which hand it out free of charge.  Committee responsibilities include:

• Maintaining a data base of all subscribers of Horticulture Hints
• Maintaining renewal and new subscriptions
• Removing names of individuals who have not renewed
• Preparing mailing labels for all subscribers
• Preparing labels for all retail establishments and maintaining personal contact with each place to judge the number of copies needed each quarter
• Preparing the HH for mailing (collate, staple, fold, address, stamp)
• Delivering HH to the post office for mailing
• Delivering HH to retail establishments by Master Gardeners or by mail
• The fee for mailing Horticulture Hints is currently $4 a year for four issues.

Master Gardener Merchandise
Responsibilities include:

• As directed by the board, selecting merchandise to be ordered (t-shirts, aprons, or polos)
• Taking orders and payments from members
• Placing order with distributor
• Sorting merchandise
• Distributing orders to members
• Turning money and paperwork into treasurer in a timely manner

Pine Straw
The chair will obtain pine straw twice yearly (if possible) and make it available to members who want to purchase it for their own personal use.  Responsibilities include:

• Working closely with the Extension Service Agent/Advisor in locating a source and arranging for delivery and drop-off of pine straw 
• Acquiring volunteers to help on delivery day
• Reminding members about the delivery date, location, and pick-up time

                                                                         Plant Sales

Plant Sale Coordinator
The chair coordinates all activities involved in the fall and spring plant sales. Responsibilities include:

• Finding, coordinating, and scheduling volunteers to sell plants, handle the cash box for the plant sale, and provide hospitality for the workers
• Working closely with the Treasurer to keep track of income and expenses for the sale, including crediting income and expenses to the right accounts
• Coordinating set-up, plant moving, takedown, and clean up

                                                                         Socials

Social Coordinator
The chair will work closely with the Vice-President on all social functions of the Lafayette Parish Master Gardeners Association, Inc.  Responsibilities include:

• Coordinating all refreshments, paper goods, decorations, and other logistics for any MG meeting and any special MG function, i.e., the December and May socials
• Acquiring and reminding all volunteers who help with social functions

Working closely with the Historian to keep photos, invitations, or other items of interest for the LPMGA Archives