Membership Guidelines

Master Gardener Development Board Membership Guidelines


Section 1. Name

The name of this organization shall be the University of Maine Cooperative Extension Master Gardener Development Board, aka UMaine Extension MGDB.

Section 2. Affiliation

The UMaine Extension MGDB shall be affiliated with the University of Maine Cooperative Extension as part of the Home Horticulture Program Leadership Team (HHPLT).

Article II – PURPOSE

The purpose of the UMaine Extension MGDB is to raise awareness and funds to:

  1. Support and expand the volunteer work and community outreach projects of Master Gardener Volunteers.
  2. Support and assist the Master Gardener Volunteer program on a statewide basis.
  3. Identify and develop funding sources to increase accessibility and opportunity for Master Gardener Volunteers to learn in a supportive environment.


Section 1. Board Membership

There shall be a minimum of 7 and maximum of 15 members of the UMaine Extension MGDB: at least 3 employees selected by the Home Horticulture PLT and the remaining majority will be UMaine Extension Master Gardener Volunteers selected by an application process to the current Board.

  1. Terms are for three (3) years. Board membership is limited to two (2) consecutive three (3)-year terms unless approved by a majority of the Board. A full array of development skills and broad geographical representation will be considered among the criteria for determination of board members.
  2. Application process is rolling.
  3. The UMaine Extension MGDB will review applications as they come in, using a form indicating the criteria for selection, to include but not be limited to geographic location, area of expertise and special skill sets. Selection of new board members will be determined at the next scheduled meeting.
  4. Any Board member missing from multiple meetings will be contacted to determine his/her interest in continuing on the Board. Failure to respond to multiple outreach attempts may result in termination by vote of membership.

Section 2. Board Roles and Responsibilities 

All Board members are expected to attend Board meetings and serve on subcommittees and ad hoc groups, as relevant to the work of the board.  Roles and responsibilities may include (*indicate required positions):

  • Chair* (MGV) – facilitate meetings (solicit agenda items, send reminders in a timely manner, coordinate meeting space or tele/video conferencing options). Chair will fulfill a two year term. Elected by a majority vote of members.
  • Chair-elect* (MGV) – serve as secretary (responsible for taking and distributing notes) during meetings and step in for Chair as needed. Manage membership list. Chair elect will fulfill a two year term and then move into the Chair position. Elected by a majority vote of the members.
  • HHPLT representative* (staff) – provide MGDB updates to the other county Master Gardener Coordinators, communicate staff feedback about MGDB activities, support Chair and Chair-elect in their duties as needed, announce grant applications. Self nominate.
  • Treasurer* (staff) – provide updates on financial status at each meeting, monitor all accounts. Compile annual report of financial activities. Support provided by MGV. Self nominate.
  • Fundraising leaders (1 staff and 1 volunteer) – develop proposals for fundraising strategies and serve as organizers for specific fundraising efforts. Self nominate.
  • Marketing leaders (1 staff and 1 volunteer) – develop and work with others to implement an outreach plan to communicate statewide impacts of the Master Gardener program to volunteers, stakeholders, and general audiences with a special focus on underserved communities, ensure proper documentation for each funded grant (website, social media, newsletter, etc.). Self nominate.
  • Membership leader (any board member) – identify and recruit new Board members.  Coordinate contact with lapsed Board members. Self nominate.


Section 1. Meetings

There will be no fewer than four meetings annually. Special Meetings of the Board shall be called by the Chair. Any Board member may request that a special meeting be called.

Section 2. Fundraising

An annual report of financial activities of the MGDB will be created by the Treasurer to be presented at the January meeting.

Section 3. MGDB Fund Use

Under the final guidance/approval of UMaine Cooperative Extension Administration, the MGDB will create and periodically update criteria for using newly accumulated funds to support the Master Gardener programs including, but not exclusive to:

  1. state-wide Master Gardener Program Scholarship Fund.
  2. seed money for new or existing community based projects.
  3. promotion of the Master Gardener program within the state.

Section 4. Decision making

  1. A quorum is necessary to make decisions and shall constitute a number greater than 50% of current board members. Said quorum must include at least 2 members of each segment (staff/volunteers). All actions by the Board shall seek consensus decisions, however when consensus cannot be attained, the group may resort to majority vote.
  2. In a situation requiring timely action between meetings, contact with board members through the group email ( and decision making is permissible with a quorum as defined above. Such action shall be reflected in the next set of minutes.


Section 1. Amendments

These bylaws may be amended at any meeting following a quorum vote and providing there has been advanced notice of the proposed amendment.


Should it ever become impossible or impractical to carry out the original purposes of the MGDB funds, an alternative purpose that best fits the MGDB’s intent shall be designated by the the Dean/Director of the University of Maine Cooperative Extension.


Whenever a Member has a financial or personal interest in any matter coming before the Board, the affected person shall: a) fully disclose the nature of the interest; and b) withdraw from discussion, lobbying, and voting on the matter.  A transaction or vote involving a potential conflict of interest shall be approved only when a majority of disinterested Members determine that it is in the best interest of MGDB to do so.  The minutes of meetings at which such votes are taken shall record such disclosure, abstention and rationale for approval.

Approved September 10, 2018