A. Introduction

1. This document, International Master Gardener Committee Operating Instructions, describes the process to submit a proposal to be host of the International Master Gardener Conference and the selection of the candidate by the International Master Gardener Committee hereafter known as the IMGC.

2. Any organization within the IMG Program may submit a proposal to host the IMG Conference as long as it meets the criteria set forth on the Proposal Form (IMGC Proposal Form). Multiple organizations from a Region can submit proposals. Each will stand on its own merits in the selection process.

3. A rotation by Region has been established to promote change in geography and local interest for the Host City. Preference will be given to the Region whose rotation is due. The Region which hosted the last IMG Conference will have the lowest priority.

4. Opening and closing ceremonies must be held in the Host City.

5. Tentative arrangements must be made with the host facility at the submission of the proposal.

B. History

The IMG Conference has been held every two years as follows:

1987 - Washington D.C.

1989 - Portland, Oregon

1991 - Detroit, Michigan

1993 - San Antonio, Texas

1995 - Saskatoon, Saskatchewan, Canada

1997 - Sacramento, California

1999 - San Antonio, Texas

2001 - Orlando, Florida

2003 - Covington, KY and Cincinnatti, OH

2005 - Saskatoon, Saskatchewan, Canada

2007 - Little Rock, Arkansas

2009 - Las Vegas, Nevada

2011 - Charleston, WV

C. Process

Conference proposals after 2007 will be totally electronic. The proposal should be designed as a website, powerpoint presentation or electronic document that can be easily viewed by the members of the IMGC. No hard copy information will be received.

D. Site Selection

The IMGC is the final authority in the selection of the International Master Gardener Conference Host City. Any organization belonging in any capacity to the International Master Gardener Program is bound by the provisions of this process. Anyone submitting a proposal to the IMGC to host an IMG Conference agrees to adhere to this process.

E. Role of the IMGC

The role of the IMGC is to be a committee that manages the process to perpetuate the continuance of International and Regional Master Gardener Conferences. The IMGC will have the responsibility to recruit host cities for IMG Conferences if no proposals are submitted. It is expected that through periodic communication between Regional Representatives and State/Provincial Coordinators or other regional members there will not be a need for this action. Since a rotation has been defined with sufficient lead time, each Region should begin identifying candidates within their region on an ongoing basis in order to meet the deadline to submit a proposal to be host.

F. Subcommittees

1. Nominating Subcommittee: This subcommittee is charged with soliciting nominations for regional representatives to fill expiring positions. This committee will prepare the ballot and conduct the election at the International conference. All Master Gardener nominees must be currently active in their local Master Gardener program (written documentation from their Master Gardener Coordinator should be provided).

2. Archives Subcommittee: This subcommittee will maintain the historical records of IMGC.

3. Search for Excellence Subcommittee: This subcommittee will seek out examples of outstanding Master Gardener programs for presentations at the IMG conference.

4. Web Page Subcommittee: This subcommittee will develop and maintain an IMGC web site that will include: our operating procedure, current membership, conference proposal forms and other items deemed appropriate by IMGC.

5. IMGC may create additional subcommittees to assist IMGC in fulfilling its duties.

G. Regions

The IMGC committee will be made up of the following regions:

Southeast Region (Alabama, Arkansas, Florida, Georgia, Kentucky, Louisiana, Mississippi, North & South Carolina, Oklahoma, Tennessee, Texas, Virginia , Puerto Rico and the Virgin Islands.)

Northeast Region (Connecticut, Delaware, District of Columbia, Maine, Maryland, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island, Vermont and West Virginia.)

Central Region (Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Missouri, North Dakota, South Dakota, Ohio, Wisconsin and Nebraska)

Western Region (Alaska, Arizona, California, Colorado, Hawaii, Idaho, Montana, Nevada, New Mexico, Oregon, Utah, Washington, Wyoming, American Samoa, Guam and Northern Marianas)

Canadian Region (Alberta, British Columbia, Northwest Territories, Manitoba, New Brunswick, Newfoundland, Nova Scotia, & Ontario, Prince Edward Island, Quebec, Saskatchewan, Yukon ) IMGC Operating Instructions

H. Representation

1. Each Region will have two Master Gardeners and two Extension Staff or equivalent persons. A total of twenty (20) Regional Representatives (5 Regions, 4 Reps per Region) will sit on the IMGC.

2. The IMGC will have an Executive Board made up of four officers: Chair, Vice-Chair, Secretary and Treasurer. The length of term is to be two years for each position.

- No more than two consecutive terms is allowed for each officer.

- The Executive Board will be elected from the IMGC membership by its members.

I. Term

The term of each representative will be on a two (2) year rotational basis. To assure continuity the following terms have been assigned to the particular regions until completion of their term.

• Southeast Region (starting 1/1/07)

• Central Region (starting 1/1/05)

• Northeast Region (starting in 1/1/07)

• Western Region (starting in 1/1/05)

• Canadian Region (starting in 1/1/07)

A Regional Representative may be elected for no more than two consecutive 4 year terms.

Current IMG Committee Members

Current Membership Roster

J. International Master Gardener Conference

1. The IMG Conference includes seminars, tours, committee meetings, Search for Excellence presentations and provides a means to exchange ideas and concerns.

2. The IMG Conferences take place every two years in the odd year.

3. Submit proposals 48 months before January 1 of each conference year per the Table below.

4. Rotation for Conference Hosts

Conference Year & Submission Deadline

2011: January 1, 2007

2013: January 1, 2009

2015: January 1, 2011

2017: January 1, 2013

Future years: 48 months before Jan. 1 of a conference year

The International Master Gardener Committee has assigned Regions for the IMG Conferences on a rotational basis. This provides for convenience for the near region host attendees and at the same time permits for obtaining first hand knowledge of gardening in the host region. Preference will be given to the region assigned rotation if proposals come from multiple regions. The rotation by conference year by Region is:

2005 Canada Region

2007 Southeast Region

2009 Western Region

2011 Northeast Region

2013 Central Region

K. Announcement of Selected IMG Conference Host

1. The next Host City will be introduced at the current Conference. At this introduction, the current Host will indicate turnover of the seed money ($5,000.00) to the new Host City and ($1,000) to the treasurer of IMGC.

2. The next Host City will make a presentation at the closing session of the current conference.

L. IMGC Operation Expenses

Seed money for each IMG Conference is to be $6,000.00. Of that $6,000.00, $5,000.00 is turned over to the Delegated Coordinator of the succeeding Host City and $1,000.00 is to be turned over to the Treasury of the IMGC for operational expenses at the closing ceremony of the current IMG Conference.