This page includes information about an optional tool for structuring and managing volunteer leadership groups, the UC Master Gardener Program Operating Procedures Template.
Definition
Operating procedures are organizational agreements that outline the structure and function of (volunteer) leadership bodies. These documents offer an appropriate alternative to the “bylaws” or “constitutions,” often developed locally with the understanding that they are legally binding, but in actuality, they have no legal authority. Operating procedures respect the Extension model while promoting volunteer engagement in leadership and transparency around decision-making.
Operating Procedures Template DRAFT: Policy Box Folder
Background
UC Master Gardener Program coordinators continue to encounter conflicts between UC Master Gardener Program/UCANR policy and locally developed "bylaws" or other governance documents. Local program documents (often created by volunteers) contained practices such as:
- allowing volunteers to dismiss fellow volunteers
- requiring board/committee/leadership body support for mandatory program elements (i.e. contact reporting, program evaluation, branding)
- relegating coordinator input (even on policy matters) to a non-binding vote
These local practices created confusion for volunteers, coordinators, and supervisors alike. Rather than immediately voiding existing bylaws, we developed language that coordinators could utilize as a guide when updating existing documents OR, in the case of a few counties with growing volunteer populations, provide a template should they choose to build out a volunteer leadership group in future.
Potential applications
Note: We strongly recommend saving this document as a PDF before circulating with volunteers to avoid unintended edits.
- Full adoption: Adopt fully but adjust to meet local needs (with special attention to italicized areas)
- Partial adoption: Adopt partially by amending existing Operating Procedures and/or "Bylaws" to align with template recommendations
- No action: Retain for coordinator reference
Questions? Contact:
Marisa Coyne
Assistant Director, Volunteer & Community Engagement
macoyne@ucanr.edu
Katherine Uhde
Regional Operations Specialist, Region 1
kuhde@ucanr.edu
Kristian Salgado
Regional Operations Specialist, Region 2
kmsalgado@ucanr.edu