How Long Should OSU Retain Volunteer Records

Hi Folks,

Lincoln County is cleaning up files, and wanted to know how long volunteer records should be retained. When I looked up the rule on the Oregon Secretary of State Website, I noticed that the length of record retention has DECREASED. In the past, it was 7 years for individual records and 9 years for program records. Now, you only have to retain individual records and program records for 5 years.

I have copied relevant text, below.

(20) Volunteer Program Records Records document the activities and administration of volunteer programs in an agency. Records may include but are not limited to volunteer applications, emergency notification forms, volunteer hour statistics, volunteer program publicity records, insurance requirement information, and related documentation. SEE ALSO Criminal Background Check Records in this section. (Retention: (a) Retain individual volunteer records: 5 years after volunteer separation, destroy; (b) Retain all other volunteer program records: 5 years, destroy).

Master Gardener Potlucks and Bake Sales

A question came up about food safety and food handling at Master Gardener events, such as a potluck of a bake sale.

After discussions with Jean Brandt (OSU Master Food Preservers), Lauren Gwin (OSU Small Farms), Jeff Choate (OSU Master Gardeners, Lane County), Patti Choate (OSU Risk), and local Departments of Health, we have a few guidelines that we can share.

  1. Public potlucks are not permissible. Master Gardener potlucks are permissible if the food is shared in good faith, by members of the Master Gardener group.
  2. Even in a closed, Master Gardener group, volunteers should adhere to best practices for food handling and food safety. Please consult OSU Resources on Food Safety, for more information.
  3. For bake sales, which are public events, Lauren Gwin’s recent publication on Oregon’s Home Baking Bill is an excellent resource.
    1. Home-baked goods should be labelled as such, so that people can make informed decisions about their purchase. An example sign can be found here.
    2. Bake sales should exclude home-baked goods that are potentially hazardous, from a food safety point of view.  Potentially hazardous foods include foods that require refrigeration or hot holding. Examples requiring refrigeration are cream cheese cakes, cream cheese pies. Baked goods cannot have milk or dairy in a filling, glazing, or frosting, because they also would require refrigeration (for example cinnamon rolls with cream cheese frosting).

Spring 2018 Gardener’s Pen Newsletter

April 2018 Gardener’s Pen Newsletter

Have you read the latest issue of the Gardener’s Pen? This publication is from the Oregon Master Gardener Association, in cooperation with OSU Extension Service.

This issue has information on the Growing Gardeners (G2) conference, OMGA Grants and Awards, and six tips to reduce your pesticide use.

Please make sure to share with your Master Gardener colleagues and friends.

A preview of the April 2018 Issue. Please click on the hyper-texted link at the top of this post, to access the full issue.

Advanced Webinar Training for Master Gardeners

Another opportunity for Master Gardener Continuing Education Credits. Remember that 10 CEUs are needed to satisfy Master Gardener recertification requirements in Oregon.

Discussing pesticides with the public can be tricky, even for trained professionals. Master gardeners are on the front line, providing information directly to the public on a wide range of topics. In this webinar, pesticide specialists with the National Pesticide Information Center (NPIC) will provide resources that master gardeners can use to navigate these conversations. We will discuss topics including protecting pollinators from pesticides, comparing organic and conventional pesticides, how to minimize exposures to pesticides, and how individual risk perception influences behavior. Join us for live Q&A after the presentation.

A recording of the webinar will be posted to the NPIC YouTube channel.

Thursday, April 12th at 1:00pm EST (10:00am PT)

Target audience: Master Gardeners, County Extension Agents, Universities
Presenters: Alicia Leytem & April Strid, Pesticide Specialists, NPIC
Duration: 1:00 hour

Cost: Free

To join:

Registration is required for this free webinar.

Registration will be accepted up to the day of the webinar.

Participants may join the webinar up to 10 minutes early.

To Register: https://oregonstate.webex.com/oregonstate/onstage/g.php?MTID=e730999a7bf8a7580242869dc7c96dd02

Event number: 921 552 205

For audio by phone:

+1-415-655-0002 (US Toll)

Access code: 921 552 205

It’s Master Gardener Awards Season!

Please remember ~ the deadline for submitting most (all?) Master Gardener award nominations is coming up..

The awards that may be submitted include:

Due May 15th

Due June 1st

More information on Master Gardener awards and grants may be found at: http://omga.org/programs-and-awards/

Advanced Training Webinars for Master Gardener Continuing Education Credit

In reading through the survey responses coming in for our CHAP survey, it is becoming obvious that:
1) many veteran MG volunteers express frustration at not having options to maintain their MG certification ~ particularly for the continuing education requirement. To maintain certification, volunteers need to accrue 10 hours of continuing education and 20 volunteer service hours, annually.
2) many of these same folks seem not to know about the Advanced Training webinars that Brooke Edmunds has put together. These webinars are all eligible for MG continuing education credit (one hour per class). The 2018 webinars and the 2017 webinars, combined, equal nine hours of continuing education credit ~  just one away from meeting the continuing education recertification requirement.
Please make sure that your veteran MGs know about this option.

Guidance for Master Gardener Plant Sales

As we head into Master Gardener plant sale season, it is a good time to remind Master Gardener Associations of the requirements to host a Master Gardener Plant Sale.

1) Master Gardener Associations need to fill out and file the temporary nursery license with the ODA. This will provide the ODA an opportunity to contact plant sale organizers (if needed), for sales in areas of concern.

2) Master Gardener plant sales can not include sale or distribution of (click on the link for more details):

3) Best practices dictate that Master Gardeners DO NOT MOVE SOIL. If plant sale plants are coming from personal gardens, remove the soil, wash the roots, and repot in commercial potting mix. We recognize this may be inconvenient but there are several exotic horticulture pests (snake worm, European chafer ~ see page 18) that currently have limited distribution in Oregon, and that can be moved through soil.

The Master Gardener teaches sustainable gardening. Modeling best practices in invasive species prevention is part of our work.

Volunteer Injured? What to Do?

Over the years, we have had very few instances of volunteer injuries over the years. Due diligence when planning events and working in demonstration gardens can greatly help cut down on accidents and injuries. Due diligence includes:

  • Forming a safety committee, for Master Gardener demonstration gardens. The safety committee could write short articles for Master Gardener newsletters or host short learning opportunities in the the garden. Topics could include: safe tool use and storage, chemical use and storage, ergonomics.
  • Doing a safety and risk tour of all sites where programs will be held, such as for tours, public lectures, plant sales. Note potential safety hazards (irregular walkways, decks that have missing boards, etc.), and take corrective action (i.e. drop that site from the tour, cordon off areas where the public should not go, etc.).

In the instance where a volunteer has injured themselves while in the act of volunteering, their supervisor should complete the HR Advocate Public Incident Reporting form, which is available online at http://risk.oregonstate.edu/workerscomp/forms. This form is to be completed by the person supervising/coordinating the volunteer activities to identify what occurred.

In order for this reporting system to be used, the volunteer should have completed the forms required to serve as an OSU Volunteer. These include:

  • Conditions of Volunteer Service Form (must be filled out and signed, annually)
  • Master Gardener Position Description
  • Master Gardener Code of Conduct

More information on the volunteer process and links to the forms for volunteer service from an OSU Risk perspective, can be found online at http://risk.oregonstate.edu/insurance/volunteer.

You can access the required Master Gardener forms at: http://blogs.oregonstate.edu/mgcoordinators/forms/

Where Do Your Order Certificates, Badges, Stickers?

Certificates can be ordered by contacting Lee Ann Julson, in the Horticulture Department Office at OSU. There are four types of certificates that are available:

  • Certificates of Appreciation: to thank program supporters in the community
  • Certificates of Home Horticulture: for those who successfully complete the training class, but did not complete volunteer service hours, and are thus not certified Master Gardeners
  • Master Gardener Recertification: for veteran Master Gardeners who complete recertification requirements (minimum of 10 hours of continuing education and 20 hours of volunteer service)
  • Master Gardener Certificate of Completion: for those who complete the training class and volunteer service hours. These individuals also receive a Master Gardener badge.

Badges are ordered from Superior Stamp in Medford, Oregon (1016 E Jackson St, Medford, OR 97504, (541) 772-4773).

Recertification stickers (for badges) may be ordered from Gail.