Iowa State University Extension

Linn County

Master Gardeners

POLICIES AND PROCEDURES

HANDBOOK

Last Updated June 2016

2

Table of Contents

I. Mission Statement

II. Becoming a Master Gardener

III. Certification Requirements

IV. Re-Certification

V. Transfers

VI. Definition of Volunteer Service

VII. Master Gardener Projects

VIII. Speaking Engagements

IX. Definition of Education Credits

X. Records – Volunteer Service & Education Credit

XI. Steering Committee

XII. Volunteer Recognition

XIII. Code of Ethics

XIV. Conflict Resolution

XV. Commercial Affiliations

XVI. Landscape Services

XVII. Bereavement

XVIII. Child Protection

XIX. Sexual Harassment

XXI. Master Gardener Stipends & Scholarships

3

IOWA STATE UNIVERSITY EXTENSION

LINN COUNTY MASTER GARDENERS

HANDBOOK

I. MISSION STATEMENT

"The purpose of the Master Gardener program is to provide current, research-based, home

horticultural information and education to the citizens of Iowa through ISU Extension programs

and projects."

II. BECOMING A MASTER GARDENER

A Master Gardener must demonstrate:

1. A basic knowledge of gardening.

2. An enthusiasm for acquiring and sharing knowledge.

3. A sincere commitment to volunteerism and community betterment.

An ISU Extension Linn County Master Gardener must:

1. Complete at least 40 hours of required classes provided by Iowa State University as

part of the Master Gardener training program, and

2. Complete 40 hours of volunteer service in approved Linn County Master Gardener

programs by the end of the calendar year following completion of class hours.

ISU Extension Linn County Master Gardeners are under the aegis of Extension Council and are

therefore supported by Linn County Extension & Outreach. Approved volunteers are also

covered by certain liability coverage through Linn County Extension & Outreach Office.

Iowa State University Extension Programs are available to all without regard to race, color,

national origin, gender, religion, age, disability, political beliefs, sexual orientation or marital or

family status.

WHEN CAN THE ‘MASTER GARDENER’ TITLE BE USED? FROM 2005 MASTER GARDENER COORDINATOR’S GUIDE

The title “Iowa Master Gardener” is to be used only and exclusively in the ISU Extension

Service Master Gardener Program. Iowa Master Gardeners are expected to identify themselves

as Master Gardeners only when doing unpaid public service. Master Gardeners should not

advertise or promote their place of business while working as a Master Gardener or solicit

business because of their training as a Master Gardener. Appearing at a commercial activity,

having association with commercial products, or giving implied university endorsement of any

product or business is improper. Iowa State University Extension, of which the Master Gardener

program is a part, must be viewed as a source of research-based information.

When performing Master Gardener activities, Iowa Master Gardeners are agents of Iowa State

University. When it is necessary to make recommendations that include the use of pesticides,

Master Gardeners must follow ISU and label recommendations. Master Gardeners are expected

to give ISU recommendations and not rely on their own personal experience, that of others, or

common garden folklore.

4

Experienced Master Gardeners may receive invitations to give educational presentations to

various groups and organizations. Any payments or honorariums received can be accepted if

offered at the discretion of the group or organization sponsoring the presentation. Honoraria or

other gratuities received, other than mileage and expenses for speaking engagements, shall be

turned over to the Linn County Master Gardeners program.

III. CERTIFICATION REQUIREMENTS

To remain a certified Master Gardener, an individual must complete 20 hours of volunteer service

and acquire 10 hours of educational credits in each calendar year, January 1 to December 31. A

report of this service is to be entered into the ISU VRS hour entry online system, by, or on,

December 31. Any hours entered after December 31st do not count towards the awards report

for that year, and are not included in the annual report presented to ISU Extension on campus.

Lifetime Master Gardeners are not required to maintain minimum certification requirements,

however, they are encouraged to do so.

If an individual needs accommodations to reach the required hours for the calendar year, due to a

disability, please contact the Master Gardener Coordinator to determine what accommodations can

be provided.

IV. RE-CERTIFICATION

Volunteer hours should be reported in the ISU VRS hour entry online system by, or on, December

31. The Master Gardener Coordinator will notify the Steering Committee of any inactive

volunteers. The Master Gardener Coordinator will then notify the volunteer in writing of his or

her status. A person on "Inactive" status will no longer be covered by Extension insurance.

Records for the volunteer will be kept in an "Inactive" file.

Master Gardeners who wish to re-certify should notify the Master Gardener Coordinator in

writing. At that time the file on the volunteer will be reopened, the volunteer’s name will be

added to the mailing list and the volunteer will be included in the State Liability Insurance

coverage.

A Master Gardener who has been inactive for less than five years must complete 20 hours of

volunteer service and 20 hours of education credit by the end of the following calendar year.

The education hours can be obtained from both the intern-training program and other

educational opportunities. When requirements have been met, the volunteer’s name will then

be submitted to the Extension Council for final approval to reestablish volunteer status.

A Master Gardener who has been inactive for more than five years will be required to complete

32 hours of volunteer service and 32 hours of education credit to be re-certified. Education

credit will be obtained by completing 32 education hours from the annual intern-training

program. Purchase of a new training manual is required, but a registration fee will not be

charged. Volunteer service hours may be started during the year, prior to completion of

education hours. Volunteer service hours must be completed by the end of the following

calendar year. When requirements have been met, the volunteer’s name will then be submitted

to the Extension Council for final approval to reestablish Master Gardener status.

5

V. TRANSFER TO LINN COUNTY FROM ANOTHER COUNTY OR

STATE

To Linn County from another County in Iowa: Certified Iowa Master Gardeners of active

status who are moving to Linn County may transfer into the Linn County Master Gardener

Program. Inactive Master Gardeners moving to Linn County will follow re-certification

procedures stated above.

To Linn County from another State: A certified Master Gardener from outside of Iowa, who is

of active status, or inactive for less than five years, and who wishes to transfer to the Linn County

Master Gardener Program, is responsible for completing 20 hours of volunteer service in Linn

County and 20 education hours.

If the transferee has been inactive for more than five years, they should complete the re-

certification process as outlined above.

VI. DEFINITION OF VOLUNTEER SERVICE

The state Master Gardener Advisory Committee and the Linn County Master Gardener Steering

Committee have defined appropriate Master Gardener service as: Any horticulture-related public

service, educational program, and/or activity that is sponsored by ISU Extension or approved by a

local ISU Extension office.

A minimum of 20 hours of volunteer service must be completed in Linn County. Additional

hours of approved volunteer service may be earned outside of Linn County.

Examples include, but are not limited to:

Organize and/or staff displays or booths at lawn and garden shows, local farmers' markets, and other venues

Teach horticulture therapy activities at nursing homes

Write columns for local newspapers

Participate in a local Master Gardener newsletter

Participate in radio and TV programs

Answer horticulture related telephone calls during scheduled hours at the Extension Office

Serve as superintendent or judge for horticulture exhibits at county fairs

Assist 4-H’ers with garden projects

Conduct or teach meetings, workshops, nature walks or horticulture programs for youth and adults, including other Master Gardeners

Assist with community solid waste reduction programs

Plant, maintain or assist with demonstration gardens and/or community gardens

Help at public parks, arboretums, and botanical centers

Answer clientele questions one-on-one

Participate in Master Composter or Tree Steward Program

Involvement in horticulture based research.

Information about volunteer opportunities may be obtained from the ISU Linn County Extension &

Outreach Office. Transportation time to and from a volunteer activity may be counted as volunteer

hours. Master Gardeners and Interns assisting in educational activities may count the time as either

educational credit or volunteer service.

6

Lifetime Master Gardeners are not required to complete volunteer service hours, but are

encouraged to do so.

VII. MASTER GARDENER PROJECTS

The focus of all Master Gardener projects should be education.

Projects receive the support of ISU Extension and the Linn County Extension Council. Projects

must be approved by the Steering Committee. Project selection is based on community need,

availability of volunteers and educational impact.

The Project Chairperson is expected to submit an annual report, including income and expenses to

the Steering Committee Chair no later than December 31.

The Linn County Master Gardener Steering Committee assesses ongoing Master Gardener

projects at least once a year. A list of projects and their Chairpersons should be made available

to the entire membership at the beginning of the calendar year.

VIII. SPEAKING ENGAGEMENTS

Master Gardener speaking engagements must be scheduled in advance through the Master

Gardener Coordinator. The office keeps a record of scheduled programs for organizational and

liability reasons. Unscheduled speaking engagements will not count towards volunteer hours.

The Master Gardener Coordinator will provide speakers with the most recent information,

publications and other materials that are relevant to the topic being addressed.

Information presented should be research-based and approved by ISU Extension. Personal

opinions may be expressed but must be clearly identified as such.

Master Gardeners may accept reimbursement for mileage expenses if offered by the

organization. For more information see Page 1, Section, “When Can the Master Gardener Title

Be Used?” for the ISU policy on payments, honorariums and mileage reimbursement.

IX. DEFINITION OF EDUCATION CREDITS

Certified Master Gardeners, during their second and each succeeding year, are required to obtain

10 hours of education credit, 4 hours of which may be obtained by viewing approved videotapes

or webinars. The remaining 6 hours may be obtained in a variety of ways, some of which include:

Continuing Education classes and demonstrations,

Master Gardener Training classes or, when available, training ICN classes,

Any horticulture class sponsored by ISU, including classes at a state or regional Master

Gardener conference, satellite classes at the Linn County Extension Office, Forestry

Field Day, Shade Tree Short Course and others (Check with Master Gardener

Coordinator),

Horticulture programs offered at the University of Iowa or Kirkwood Community

College may count if they are endorsed or co-sponsored by ISU Extension or Master

Gardener Coordinator-approved,

7

Extension-sponsored horticulture class taught by a Master Gardener,

Other national or regional horticulture conferences may count if approved by the Master Gardener Coordinator or ISU Extension.

Travel time for education credits does not count toward volunteer service. Research time

for Master Gardener’s developing classes may be considered as Education Hours or

Volunteer Hours.

Master Gardeners assisting in educational activities may count either education credit, or

volunteer service.

Lifetime Master Gardeners are not required to achieve education credits, but are

encouraged to do so.

X. RECORDS - VOLUNTEER SERVICE AND EDUCATION CREDIT

Linn County Master Gardeners are required to keep records of their volunteer service and

education credit and to report them quarterly. Volunteer service and education hours are entered

by the Master Gardener into the ISU VRS hour entry online system. Master Gardeners will be

informed of their volunteer and educational credit status by the Master Gardener Coordinator prior

to October 31. Total Master Gardener hours are compiled for the annual report and are also useful

when applying for grants. Hours are also reported to the State Master Gardener Program and are

used for continued funding. Records will be maintained at the ISU Linn County Extension &

Outreach Office.

XI. STEERING COMMITTEE

The Master Gardeners are under the aegis of the Linn County Extension Council who oversees all

Extension programs. The Steering Committee is the governing and decision-making body of the

ISU Extension Linn County Master Gardeners. The Committee meets on a schedule consistent

with the needs and desires of its members. Total number on the committee varies.

The purpose of the Steering Committee is to:

Ensure the purposes of ISU Extension and the Iowa Master Gardener program are being

met.

Provide guidance to the Master Gardener Coordinator and support in the management of the program.

Set policy for the Linn County Master Gardeners.

Provide general program oversight and approve program priorities.

Consider volunteer questions and concerns as necessary.

Identify needs and interests of Master Gardener clients in Linn County and conceptualize means of meeting those needs.

Recognize and show appreciation for Master Gardener Volunteers.

Build and maintain a budget.

Committee membership: The Steering Committee consists of Master Gardeners who are

Certified Linn County Master Gardeners. Each member serves for a two-year term. Terms shall

be from January 1 to December 31. Two consecutive terms may be served by an individual,

after which that person must leave the Steering Committee for a minimum period of one year

prior to serving again. If a member is appointed to fill an un-expired term of greater than one

year, they will follow the same service criteria of the person whom they replace. If a member is

8

appointed to fill an un-expired term of less than one year, the service in the un-expired term will

not be considered “a term”. The member will still be qualified to serve 2 full terms.

Nominating Committee: At the September meeting the Steering Committee Chairperson will

appoint a three-member Nominating Committee from the existing Steering Committee

membership. This committee will select candidates for the new Steering Committee not to

exceed 14 members, effective 2014. The Nominating Committee may also fill vacancies as

needed.

The Nominating Committee will review the following criteria for new candidates:

1. Expressing an interest in membership to the Chair or Master Gardener Coordinator.

2. Ability to attend meetings on a regular basis.

3. Active Master Gardener status.

The Nominating Committee will compile a list of qualified candidates as follows.

1. The Master Gardener Coordinator will send a broadcast correspondence to the

membership seeking nominees. The Nominating Committee will continue seeking

new nominees, if necessary.

2. Based upon the general membership, strive for a balance in gender, years of service,

and areas of interest.

a. Years of service basis 1-5 years, 6-10 years, 11-15 years, and 16 years plus.

b. Areas of interest defined as members involved in 3 or more projects per year.

The final composition of the Steering Committee should represent Master

Gardener activities and projects.

3. Solicit a written profile from each candidate, including years of service, committee

service, activity involvement, special awards, etc. 4. Two of the three Nominating Committee members must agree to have each nominee

placed on the ballet. 5. Provide a written profile of each candidate to current Steering Committee members

prior to the November Steering Committee meeting for review. 6. Present a slate of potential candidates with instructions as to number of open

positions for elections at the November Steering committee meeting. Each member shall only vote for the total number of positions available.

New members are selected at the November meeting by a majority vote. They must be approved

by the Extension Council. They are then invited to attend the December Steering Committee

meeting as non-voting members. Their official membership begins with the January meeting.

Officers of the Steering Committee shall consist of the Chair, Vice-Chair, Treasurer and

Secretary. They are elected by the Steering Committee membership including newly elected

committee members at the December meeting and assume office in January. The outgoing Chair

will serve an additional year as participating member of the Steering Committee after their year of

Chairman has been fulfilled. This may require a 5th year service, if the Chair was elected during

the 4th year of their term. The officers and the Master Gardener Coordinator comprise the

Executive Committee. The Executive Committee reviews proposals and sets the agenda for the

Steering Committee meetings. Other committees and positions may be appointed which might

include: Social Committee, Finance Committee, and Historian. Some committees are formed for

short-term projects. Committee chairs are volunteers, approved by the Steering Committee, or

may be individuals selected by the Steering Committee Chair. They are not required to be

members of the Steering Committee, but should be available to give reports when appropriate.

9

Attendance at meetings is expected and will be recorded. Members should give notice in advance

to either the Steering Committee Chair or the Master Gardener Coordinator if they cannot attend a

meeting. If a Steering Committee member has more than three absences annually, the Steering

Committee Chair and the member will discuss the member’s continued willingness to serve.

A quorum must be present to transact official business. A quorum is one more than one-half the

total membership.

XII. VOLUNTEER RECOGNITION

The Steering Committee has established a variety of awards to show appreciation to outstanding

Linn County Master Gardeners. These awards, listed below, are presented at the annual banquet.

An Awards Selection Committee will be appointed by the Steering Committee Chair in January.

There will be seven members on the committee, consisting of one Linn County Extension

Council member (Chair), three former Linn County Master Gardeners of the Year, and three Linn

County Master Gardeners at large who may be Steering Committee members. Committee

selection should strive to be a balanced representation of longevity among members and include

one member from the previous year’s Awards Selection Committee.

The Awards Selection Committee will meet with the Master Gardener Coordinator in February to

receive lists of eligible candidates for the various awards. The Awards Selection Committee will

select the award recipients for each of the awards. Any member of the Awards Selection

Committee who is also on the ballot for any award shall abstain from voting for that award. The

results of the vote will be confidential and only the Awards Selection Committee and the Master

Gardener Coordinator will know the names of those selected until they are announced at the

awards banquet.

The following are annual awards:

Silver Star Award presented to volunteers who have exhibited outstanding dedication to the

Master Gardener program by contributing 100-199 volunteer hours during the award year.

Recipients name(s) to be read and stand at the Awards Banquet.

Gold Star Awards are presented to volunteers who have exhibited extraordinary dedication to

the Master Gardener program by contributing 200 or more volunteer hours during the award year.

Recipients name(s) to be read and stand at the Awards Banquet.

Silver Trowel Award is presented to the volunteer who has contributed the most volunteer hours

during the award year. The recipient will receive a silver trowel pin.

500 Hours Appreciation Award is given to any Master Gardener who has accumulated

their first 500 volunteer hours. A personalized coffee travel mug is presented.

1,000 Hours Certificate, signed by the Region 10 Director of ISU Linn County Extension &

Outreach, is awarded to those Master Gardeners who has accumulated their first 1,000 hours of

service. Awards of Special Merit are presented to volunteers who have accumulated their first 2,000,

10

3,000 and 4,000 and so forth hours of service. A certificate is presented and an engraved marker

with name and hours of service placed on a special Master Gardener wood carving displayed in the

ISU Linn County Extension & Outreach Office.

Lifetime Master Gardener Award is presented to Master Gardeners who have 15 years of

continuous certification or 10 years of continuous certification plus 500 hours of volunteer

service. Lifetime Master Gardeners receive a special name badge and a certificate.

Outstanding New Master Gardener of the Year is awarded to the Intern from the class just

completing certification. The recipient should have demonstrated leadership to a project or

provided significant contributions to a variety of projects. Multiple awards may be given if two

or more individuals have achieved comparable service. Recipients are presented a certificate.

Master Gardener of the Year is awarded to the Master Gardener who has shown extraordinary

dedication to the Master Gardener program over a period of years and in a variety of services.

The recipient should have demonstrated leadership in a chairperson/co-chairperson role on several

projects and/or to the administration of the Master Gardener program. Contributions in terms of

teaching classes, public speaking and sharing horticultural knowledge with clients are given

special emphasis. The recipient must have a minimum of 6 years of service and contributed over

1200 volunteer hours. The recipient's name is added to a plaque and is displayed at the ISU Linn

County Extension & Outreach Office.

The following procedure to be added for both Master Gardener of the Year & New Master

Gardener of the Year Award Selection: The Master Gardener Coordinator in conjunction with the

Steering Committee Chairman will compile a separate list of eligible candidates for each award.

The lists will be anonymous with the Master Gardener names omitted and a # (number) assigned

in its place. The list will also state the number of hours served in each the Master Gardener

service categories. The Selection Committee members will vote privately by paper ballot

indicating their top 3 individual Master Gardener selections. A second ballot will be taken

selecting only 1 from the top 3 candidates. The winner of both awards will be revealed to the

Selection Committee, to remain confidential until the announcement at the Awards Banquet.

The following awards are presented as discretionary:

Project Team Award (with input from the Master Gardener Coordinator) is presented to

participating team members of a Master Gardener project that has demonstrated outstanding

performance in providing horticulture information to the public. Certificates of appreciation are

presented.

New Project Award (with input from the Master Gardener Coordinator) is presented to

participating team members for initiative and dedication in establishing a new horticulture

project to serve the public. (Awarded in years when new projects are initiated.) Certificates of

appreciation are presented.

Youth Award (with input from the Master Gardener Coordinator) is presented to project team

members for outstanding performance in stimulating an interest in horticulture among young

people. Certificates of appreciation are presented.

Jack-of-all-Trades Award (with input from the Master Gardener Coordinator) is presented to a

Master Gardener who has worked quietly and unnoticed behind the scenes on a variety of Master

11

Gardener projects on whatever tasks he/she is asked to do. A certificate of appreciation is

presented.

Friend of Linn County Master Gardeners (with input from the Master Gardener Coordinator) is

presented to a Master Gardener spouse or other friend for their dedicated service in support of the

Master Gardener program. A certificate of appreciation is presented.

Volunteer Recognition Booklet

A volunteer recognition booklet will be prepared to identify all of the Master Gardeners and

Interns who participate in each project during the previous year. This booklet will be distributed

at the time of the awards banquet or mailed to Master Gardeners who are unable to attend the

banquet.

XIII. CODE OF ETHICS

Master Gardeners are expected to conduct themselves honorably, responsibly, ethically, and

lawfully, so as to enhance the honor, reputation and usefulness of the Master Gardener program.

XIV. CONFLICT RESOLUTION

Conflicts are best resolved in a timely manner. The following steps should be taken in filing a

complaint:

Submit complaint or grievance to the Linn County Extension & Outreach Director.

The Linn County Extension & Outreach Director will communicate with the parties

involved to attempt a resolution. If a resolution cannot be reached, the Linn County Extension & Outreach Director

and/or parties involved may request action from the Extension Council.

Decisions of the Extension Council will be final.

XV. COMMERCIAL AFFILIATIONS

Iowa State University guidelines regarding commercial affiliations or endorsements stipulate:

“Appearing at a commercial activity, having associations with commercial products, or giving

implied University endorsement of any product or business is improper." See Page 1, Section

“When Can the Master Gardener Title Be Used?” for official ISU requirements.

The Linn County Master Gardener program recognizes that fund raising activities are sometimes

necessary in order to fund specific approved projects and to maintain a balanced budget. The Linn

County Extension & Outreach Office has determined that several funding strategies are allowable

for Master Gardener projects. These options could include fundraising events, sponsorships, in-

kind donations, grants, and paid vendors at events.

Such fundraising activities can be pursued when they promote greater flexibility, sustainability,

and community impact, while upholding the integrity of the Master Gardener mission. All

external funding requests originating within the project committees are first to be presented to

the Master Gardener Coordinator, who then submits and administers them through the Extension

Office with the approval of the Linn County Extension & Outreach Director.

12

.

XVI. LANDSCAPE SERVICES

Iowa State University’s policy is that Master Gardeners not compete with commercial landscape

design businesses. For these reasons it is not appropriate for individuals to provide landscape

design services while serving as a Master Gardener volunteer. It is appropriate to provide

educational information and ideas for the selection of appropriate plants for particular sites.

Clients should be encouraged to make final decisions based on their needs and preferences.

XVII. BEREAVEMENT

A card will be sent to the family of a deceased Master Gardener, Master Gardener Coordinator or

Linn County Extension & Outreach Director. In memory of that person a book will be purchased

for the Master Gardener library in an amount to be decided annually. For spouses of the above

personnel, and for office support staff, cards will be sent.

XVIII. CHILD PROTECTION

Growing public concern about child abuse and safety prompted ISU Extension to implement a

Child Protection and Safety Policy in 1995 for all Extension programs that involve children.

Any Linn County Master Gardener working as a volunteer in projects dealing with youth must

successfully complete the child protection clearance and project training. At the discretion of the

Linn County Extension & Outreach Director, on a case-by-case basis, interns and Master

Gardeners may work with children while their clearance is being processed, if they are in

attendance with a Master Gardener who has clearance. Master Gardener Projects involving

children include: From the Ground Up, Classroom Speakers, Nature Walks, Horticulture

Workshops, Community Gardens and participation in 4-H activities.

XIX. SEXUAL HARASSMENT

Iowa State University is responsible for maintaining a working and learning environment free

from sexual harassment, whether it is verbal, visual or physical. The primary goal of the

University policy is to prevent the objectionable behavior or stop it whenever it occurs. This

policy also applies to Master Gardener volunteers and the resolution procedures, either formal or

informal, for any harassment complaints open to University personnel also apply to Master

Gardener volunteers. The Linn County Extension & Outreach Director can inform any volunteer

of pathways open for the resolution of such complaints.

XXI. MASTER GARDENER STIPENDS & SCHOLARSHIPS

Linn County Master Gardeners who have completed their internship requirements, who are currently on active status and who have shown a commitment to the Master Gardner Program may request a stipend for registration for approved educational events, depending on availability of funds. Master Gardeners receiving stipends are expected to share information received at the Master Gardener funded event. A standing committee will oversee this process.

Linn County Master Gardener Scholarships are available to low income residents of Linn County

who wish to attend Master Gardener programs and events; i.e., Winter Garden Fair, or training to

become a Linn County Master Gardener because they are involved as a volunteer in a Master

Gardener community garden project.

13

There is a three scholarship limit each Fall for the Master Gardening training. Scholarship requests

may be made by contacting the Linn County Master Gardener Coordinator.

The committee members are responsible for reviewing scholarship requests and awarding

scholarships.

The committee chair is responsible for maintaining the scholarship fund budget and

reporting on a month basis to the Master Gardener Steering Committee.