MGV Meeting Minutes – February 10, 2022

Bob Eister, President, opened the MGV meeting. Al Leonhart led the MGVs in the Pledge of Allegiance. Bob announced the MGVs with birthdays in February. Marilyn McKinley stated they would be receiving birthday cards.

Bob introduced Stephanie Barkay as the speaker for this meeting. She presented continuing education on Integrated Pest Management, Part 1 for 1-hour credit to the MGV’s attending.

Kristen Eisenhauer reminded the MGVs about the new volunteer and educational requirements mandated for 2022:

• 2 volunteer hours must come from Backyard and Local Flavor events,
• 2 volunteer hours must come from Environmental Horticultural events,
• 2 continuing education hours in Integrated Pest Management classes or presentations, (1 hour is credited for tonight’s presentation.) More classes are scheduled for presentation during the MGV meetings.
• 2 continuing education hours in Invasive Species classes or presentations.

The committee reports were as follows:

Canfield Fair – Carolyn Fankhauser reported she presented information about this committee to the new MGV class.

Community Outreach – Kary Shively told us they will have a committee meeting next month. Patty Kacenski told us she needed metal stakes for an arch project.

Education – Stephanie Barkay reported their committee had its first meeting. The meeting was focused on organization of the Education committee.

Garden Conference – Marianna Eister told us the Garden Conference will be held on April 23^rd and April 30^th at the OSU Extension. If an MGV volunteers to assist with the conference for the day, the MGV will only need to pay $10 for lunch.  Attending the conference will cost $45 for all attendees. MGVs were encouraged to volunteer to help at the conference. Pam Baytos also told us there will be a Make and Take during the Garden Conference. MGVs were encouraged to think about ideas for crafts that they could make and the MGVs could sell at the Garden Conference. Stephanie Hughes said we need help and a signup sheet would be available. Eric is contacting and scheduling the speakers for this event.

Hospitality – Peg Zeleznik reported they have been making food for the new MGV class for a continental breakfast and lunch each class day. She encouraged MGVs, who have taken the FCS Occasional Quality Cooks Training, to help the committee members by bringing food for the new MGV class. Natalie Fraser also told us if an MGV wants to bring cookies to bring 3 dozen.

Plant and Pest Clinic – David Sprague told us he spoke to the new MGV class about the clinic. He is also planning to provide clinic training for MGVs wanting to volunteer in the clinic.

Veterans – Mike Beaudis reported he will hold a Grounds committee meeting when the weather improves. Wreaths for veterans will be held the 1^st or 2^nd Saturday in December at the same cemetery as last year.

Kristen reported for the Office Administration that she will be ordering new name tags and asked if any MGV needed a new name tag to notify her. Kristen told us most of the MGVs have re-certified. She mentioned that we have done well in having the majority of the MGVs re-certified. Kristen asked MGVs to fill out a form giving Bio information about ourselves and have a picture on file at the office.

Kristen said the new MGV trainees will be given access to a bio with our picture to get to know us. We will also be able to access a bio and picture of the new MGV trainees. Kristen also told us she had a signup form for the MGVs to volunteer to help with the Garden Conference.

Kristen told us there are 18 new MGV trainees in the new class and one person was doing the class completely online as an OSU trial. The online trial class will be evaluated to see if it can be continued.

Kristen also provided a COVID Safety summary stating at this time masks are not mandatory in the OSU Extension office, but that could change at any time. The extension has 3 air purifiers in operation.

Kristen told us about the 4H Endowment fundraiser for the future. It was decided the MGVs will contribute a basket for the fundraiser and MGVs who wish to contribute should bring items at the next meeting to be included in the gift basket.

Bob Eister reminded the MGVs that 75% of our questions and issues can be resolved by calling the appropriate committee chairman or an experienced MGV officer instead of calling the office to get help. This will save time for the already overworked extension office staff. Bob told us he will have a meeting with all the committee chairmen on February 24th to discuss the new committees’ objectives and structure. We may need to add subcommittees.

Bob encouraged all MGVs to utilize their skills and develop knowledge to strengthen our MGV program.  We are obligated to share knowledge with others. Bob asked us to fill out a Specialty Topics form by circling our skills areas and topics of interest. This information will be compiled and shared with committee chairpersons to get help for programs and events. Bob also told us the Executive Team met and discussed ways to increase the presence and publicity in Columbiana County. We will also have new and continuing opportunities in the Youngstown area.

Marilyn informed us of 2 groups who need speakers. The 1^st is on March 9^th and the presentation requested is on houseplants. The 2^nd is on April 13^th and the presentation requested is on drying flowers for decorations. For presentations, the presenter should have at least one fact sheet and source for the information. We cannot charge a set fee for any outside speaking engagements, but can accept donations for the OSU MGV program if the sponsor chooses to do so. The donation check will go directly to the extension office.

Bob indicated that the MGVs should go into breakout sessions for this evening’s discussion.

We were to separate and go participate in our choice of Education, Community Service and participation in the Spring Conference.  The meeting was adjourned at 8:20 pm.

Secretary – Kathy Kosta

January 13, 2022 – Minutes

Opening and Pledge of Allegiance

The meeting was called to order at 6:30 PM by Bob Eister President and Veteran Volunteer who welcomed everyone for this new calendar year of 2022.

President Bob invited Marine veteran MGV Chester Kaschak, to lead us in the Pledge of Allegiance.

Eileen Novotny Recording Secretary

• Introductory comments — Bob Eister: the following
• Agenda—Please send agenda items (in text form or via email) a week early for inclusion. Don’t wait to the last minute to get things on the agenda. He encourages Chairpersons to use the REMIND feature on a phone or computer to facilitate communication.
• We will not be offering Zoom to actual meetings. It is too difficult to coordinate. MGV meeting minutes will be available to all members to keep them informed.
• Survey results from the end of the year questionnaire will help direct the organization in coming months. Communication, organization and education will be stressed. Our Goal to develop skills to be effective mentors for interns, speakers and instructors
• Mission Statement: Three versions of the Mahoning County Extension MGV mission were read and discussion followed with members mentioning what they felt are the goals of OSU Mahoning County Ext. MGV.
• MGV Mission: Provides knowledge to and develops the leadership abilities of volunteers who, in turn enable others to improve the quality of their lives by enhancing their home and community environments through horticulture education and activities.
  • Certification for MGV include:  8 hours total
  • 2 hours IPM
  • 2hours invasive species education
  • 2 volunteer hours for backyard and local food events
  • 2 hours environment and horticulture events. (Included in this category could be meetings; Spring Event; Workshops; Bee City)
  • Mike B suggested that these hour goals of MGV Ext be included in the next Newsletter as well as the Mission Statement.
  • There was agreement that we include educational lecture time during the meeting before the business part of the meetings on the 2^nd Thursday of each month
  • What are we working on going forward? Suggestions for future meetings was part of survey previously referred to.  There will be committee meetings and reports, educational input and social elements which will have positive effects in our broader community
  • Lil Quaranta used the BOTO event of last August as example of a well-conceived, planned, organized, and executed event. Pinkie Steffen, was the chair and was grateful for all the MGVs who got behind her and made it happen. This even raised $1,100.00

Bob Eister stated rules for meetings were needed (Handout): 10 Ground Rules for Effective MGV Meetings

1. Plan to Start Meetings on time & Finish early

Everyone needs to be prompt in arriving to the meeting and returning from any breaks. Be prepared to contribute by discussion, defining action items and participation to achieve goals. Respect the groups time and keep comments brief. Don’t repeat what others have said. If your committee is not active at this time it is OK to say, “Nothing to report”.

2. Bring a positive attitude and smile

Meetings are a great opportunity, with a bad reputation. As a result, many people attend meetings with a sense of foreboding: “how bad is this one going to be?”. This kind of mindset can be self-fulfilling. bring a smile, an optimistic outlook and seek positive outcomes. Plan to participate in a constructive way.

Be a radiator, not a drain. Be a hand raiser, not a finger pointer.

3. Be present and remain on topic

Once the meeting starts don’t attend to-non meeting business. Share your experience, offer suggestions ask relevant questions. Don’t interrupt or have side conversations. Avoid multitasking, not using your other devices during a meeting is a basic requirement. Being present is much more than that. It’s about being fully focused on the meeting.

One of the challenges we face is that we can think much more quickly than other people can talk. The spoken word is usually about 125–250 words per minute, but we can think at about 1000–3000 words per minute. We use all that spare capacity for additional thought, make sure those thoughts are productive and focused on the meeting, (not what’s for dinner, weekend plans, etc!).

4. Listen actively

Listen with an open mind.  Value the learning from different inputs, and listen to educate yourself. Respect another person’s viewpoint.  Use your spare mental capacity to do more than just understand the words being said. Listening actively is not just about nodding, we should be ‘leaning in’ and encouraging the speaker with our comments. Seek first to understand then to be understood. Listening actively is listening for the meaning behind the words, listening for the emotion, listening for the intent of what’s being said.

5. Encourage contributions

Participate 100% by sharing ideas and asking questions. Don’t interrupt others when they are speaking. Build on other people’s ideas. Thank people for their contributions. If someone sees something as a problem or disagrees with a proposal, they should also be free to offer a possible solution for discussion.

6. Be brief

When you have something to share about a topic or it’s your time to talk, be brief. Make your points clearly, don’t ramble. Then stop and let everyone else contribute.

7. Tackle the topic, not the person

Respectfully challenge ideas, not the person. Honest and constructive discussions are necessary to get the best results.

8. Close discussion, make decisions and identify action items

We must make sure our decisions are shared by the group, otherwise we will not achieve our goals. Decide the steps needed and clarify who will act on action items required to obtain desired results. Action items must be recorded.

9. Make decisions

Explore the topic, welcome contributions, listen, identify action items and goals. Ultimately make sure that decisions are made and acted upon. Clear measurable steps must be made toward our goals. Progress must be monitored and reported.

10. Own the actions

• The group must have “buy” in. Participation is a requirement. We must “own” our actions that flow from the decisions. The leadership must ensure that the plans, actions, and efforts of the group are SMART: Specific, Measurable, Ambitious, Relevant and Timebound. After an event or project concludes or a goal is reached, a briefing and report should be provided.
• Bob called on individual members to read each challenge aloud and invited comments. Bob Stated the following:
• In spite of year of Covid we accomplished a lot this past year.
• Needs of the community were identified and resulted in projects such as clinics and wreaths
• Education sessions of meetings will be recorded and available online
• Marilyn McKinley spoke to the need for Mentors. One goal is to continue to develop good mentors which has been part of training.  She has information on what is expected of mentors which includes being attached in the following ways, text, phone, email, at meetings, it is not necessarily difficult to create relationships and connections.
• There are currently 15 applicants in the 2022 MGV training group which will begin Feb 1.
• Lil Quaranta, stated it is important to get people who will teach – but not only know material, but have passion. Marilyn McKinley suggested that a way to develop skills is for a current presenter to invite another MGV to “accompany” them on speaking or teaching events, to learn how things are done, the next Event team teach with them and finally backup them up as new presenters at events.
• Bob stressed participation in our group and set an individual requirement to be present for at least 3 meetings a year. Marilyn suggested that we call each other and encourage attendance.  Bob stated the roster will be reviewed by a commission and reduced if a member does not get appropriate hours and attend some meetings to participate.
• Al Leonhart of the Charter class reminded us to keep up our volunteer status by continuing to volunteer and attend education offering whether by Zoom or in person.
• Eric passed out Recertification forms and to make the process easy there are iPads etc. at the Ext. office. The charge is $10 per year.  Marianne E. will help anyone with recertification.  Pan B. to help with this.  It is our individual responsibility to take the time to recertify.
• Mike B. asked if for meetings will we receive 1 hour education and 1 hour volunteer time. Eric affirmed.
• We were reminded that the new picture directory of members needs to include everyone’s picture, those who did not have photo taken at the end of year banquet are encouraged to do so ASAP and to also write a short bio about (80) words. A format will be emailed. This directory will be online in a private group, to which the public will not have electronic access.

Committee Reports

• BOTO – Pinky Steffen volunteered to head up this event again, Pam B. will co-chair — date to be August 20,2022. More volunteers needed for this. Sale of house plants and new plants did well.  Lil Q mentioned that last year the group had a workshop at Pinkie’s home to plants and do preparation work.
• Canfield Fair – Carolyn F & Rhonda H – September 1-6, 2022. Comments included: She will have early meetings for planning; Use posters from last year; Mike B. suggested we ask the Fair Board to paint the walls – Eric stated other activities mess up the walls especially those with animals moving around. Eric said that bathrooms are to be added to the new building; Consensus was to include the chandeliers again in the set-up for the fair. Stephanie H. asked that the committee include OCVN. When committee decides on their theme/focus maybe they can include the 4 ideas/initiatives of MGV requirements.
• Community Outreach – Marie B, Kary S & Thresea H – No report at this time.
• Education – Stephanie B, Eileen N & Marge G

Notes from Education Committee Chair meeting:

Present: Stephanie Barkay, Bob Eister, Eileen Novotny, Marge Greeneisen

Mandatory Education requirements:

• 2 Hours IPM
• 2 Hours Invasive Species
• 2 Hours Continuing education
• Include at MGV meetings – Education VP will coordinate classes ( Held immediately following pledge)

• February 10 meeting, Stephanie will present hour 1 of IPM
• March meeting – Stephanie will present hour 2 of IPM
• April meeting – Eileen will present Invasive plants
• May meeting – Marge will present Invasive insects and pests
• Other presentations TBD

Potential other speakers discussed:

• How to use good body mechanics while gardening to avoid pain– (perhaps presented by Stephanie’s daughter who is a PT)
• Program on Fellows Riverside Gardens – Lynn Zocolo (Eileen will contact)

Potential car pool type field trips:

• Fellows Riverside Gardens
• Perennial Post in Middlefield
• Beechwood Gardens
• Stan Hywet Hall

Smucker House

• Requested that MGV have an educational program for the community – suggested topic is Pollinators and Bees
• Consider having a MGV meeting at the Smucker House so that people know about the facility.

Follow Up meeting – February 10 at 6 pm (provided by Marge Greenisen, mgreenisen@neo.rr.com, 234 575-1380)

Mike B. Can we get our new hour commitment met by attending meetings with education offerings? Yes, as planned.

Bob E. stated it is the personal responsibility of each member to get education and volunteer hours. You must record them in the HOC computer program. Officers and Chairpersons are not responsible to enter members hours. HOC Training will be provided if requested.

• Garden Conference – Conference Marianna, Stephanie H & Marilyn M –will meet 1^st week of February for planning.  They are lining up activities ex. Pam Baytos with Garden Art.
• Hospitality – Natalie F & Peg Z – they will provide food for this. Also working to provide food for the new MGV class starting Feb 1.  She will be emailing us to bring our own specialties’. She reminded us to sign up ASAP for the online Occasional Quality Cooks Training class in order to bring food.  Certification is for 3 years.  Eric will publish a list in the newsletter.  Desserts are always appreciated.
• Plant and Pest Clinic – David S – Jan 20 @m 10:00 will be preparing for off-season Clinic. It will meet on Thursdays.
• OSU Extension Grounds – Mike B – Mike wants to reorganize the shed in early March. A sub-committee is needed to take care of the pollinator garden.  Anyone who wants to add plants in the pollinator garden, they need to check with Eric and Kristen. Bob E. asked for volunteer(s) to take on responsibility – Natalie Fraser volunteered to be the Extension Office Pollinator Garden Subcommittee Chairperson.  She will coordinate the maintenance of this area.

Veterans (Building and Wreaths) – Al L, Chester K & Mike B — Al Leonhart said he will have more information at the March meeting.

Administrative Report – Eric Barrett

• Kristen excused, for Grandfather’s funeral.
• Occasional Quantity Cooks must be completed before bringing or preparing food for groups
• Recertify MGV 2022 Membership on Hands on Connect
• Dues for 2022 are $10
• A new person has been hired will work with Hailey. Her baby is due February 9^th. They are looking for a temp to fill position from now until June.  There is a search to hire someone to replace Kathy.
• New Name Tag Information If you need a replacement tag New name tags are $6.60.
• Reviewed MGV 2022 Class Schedule and go over covid precautions for the office
• We will try to record the educational parts of the meeting and make Continue Education Hours available
• Office and Three Pollinator Areas in Columbiana County – Need Volunteers to assist.

Carolyn asked about meeting time for committees, they would like to meet at 5:30 before the general MGV monthly meeting.   Eric said that is fine just call and make sure there is a space to meet.

Bob stated that the tracking system for hours was being changed and now begins in January not November.

• Bob made reference to the awards that the Mahoning County Extension received this past year. We cannot submit the same projects from past years.  He encouraged us to look back at 2021 and consider what we did well and could be submitted as awards.  We would again like to nominate a Master Gardener of the Year (Marilyn McKinley was the winner last year.)  For these nominations we need to have recommendation writers.  The following volunteered to help with this project: Carol Smith; Linda Dolak, Eric Barrett; Marilyn McKinley and Becky B.
• In regard to getting to know each other better – the newsletter will feature bios of members. Marilyn McKinley will send out a list of possible questions to which we can respond.
• OSU has an MGV County Extension advisory committee from 6 regions across the state. Marilyn McKinley is cycling off and Pam B is going on and will represent us.
• Becky B. announced that Chester Kaschak was named Marine of the year.
• FYI the Management & Planning MGV people and their roles:

• Management & Planning VP – Stephanie B (Ed Pgm)

Admin & Communications – Marilyn M & Pam B

Respectfully Submitted, Eileen W. Novotny January 16, 2022