The Memorandum of Agreement Process
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- Why is it necessary to have an MOA between Master Gardener organizations and Washington State University Extension?
- What if my Master Gardener organization is not incorporated?
- Instructions from Dr. Pete Jacoby
- MOA template for use by WSU/County Personnel and MG Organizations
- Procedures for completing the MOA process with a Master Gardener Organization
- Procedures for completing a Demo garden MOA
Why is it necessary to have an MOA between Master Gardener organizations and Washington State University Extension?
Master Gardener organizations (county foundations and associations) are independent entities that have a unique relationship with a Washington State University Extension. Because these organizations are independent and not technically or legally a part of WSU Extension, it is important that both entities (the Master Gardener organizations and Washington State University Extension) clearly understand the nature and extent of these relationships.
In order to be in compliance with Washington State statutes and Washington State University policies and procedures and to generally follow best management practices, WSU Extension requires a formal memorandum of agreement between itself and all external organizations when there may be exchange of services, transfer of funding or in-kind support, or issues such as assignment of liability. In consultation with the Washington State Attorney General’s Office, WSU Extension developed a template for all memoranda of agreement with Master Gardener organizations. This template allows each organization working with the local WSU Extension office to easily construct an agreement based on local needs and relationships.
WSU Extension County Directors are responsible for negotiating the specific terms of the MOA with the local Master Gardener Association and completing a final draft document. This document is then submitted to the office of the Associate Vice President and Dean, WSU Extension for initial review. It is then forwarded to the WSU Office of Risk Management and Insurance for approval. When approved, official WSU signatures are affixed, and the agreement is implemented. Currently all agreements with Master Gardener organizations have a 5-year lifespan. WSU Extension keeps the documents on file and notifies each County Director when they are due for renewal.
What if my Master Gardener organization is not incorporated?
Any group that has a bank account and that uses either: 1) the name of a WSU owned program or, 2) a WSU owned trademark, needs to complete the MOA process. This includes groups that are chapters of the Master Gardener Foundation of Washington State as well as any informal groups meeting the conditions just mentioned. Both the phrase "WSU Master Gardener(s)" and the WSU Master Gardener logo are trademarked and are considered state resources. There is also a legal duty of care to protect these trademark rights.
Instructions from Dr. Pete Jacoby
MOA template for use by WSU/County Personnel and MG Organizations
Procedures for completing the MOA process with a Master Gardener Organization
- Review the items above.
- County Chairs should contact the leadership of any Master Gardener organization, formal or informal, within your county, and discuss/review items above.
- Oversee the completion of the "Duties of the Parties" section of the MOA template. This section may require multiple meetings to obtain agreement. Be sure that local MG program priorities align with the mission of WSU Extension.
- MOAs under consideration by the county need to be sent to John Winder, Associate Dean and Associate Director of WSU Extension, who will work with Mary Hoffman, Assistant Director of the WSU Extension Business and Finance Office, (and Pete Jacoby if property is involved) in order to get the required signature of the Linda Kirk Fox, Dean and Director of WSU Extension. The Dean's Office will forward the MOA to Richard Heath, Senior Associate Vice President of Business Affairs, for final authorization. Richard Heath is the only person within WSU authorized to sign these agreements. If the MOA needs review by the Attorney General's Office, the Dean's Office will take care of that step.
- A copy of the final document will be returned to the signers. Be aware that this process may take a while. Your approved document will bear a contract number on the front page for future reference. Your MOA is intended as a guiding document and as such should be secure but accessible.
Procedures for completing a Demo garden MOA
- Review the items from items specified above.
- MOAs under consideration by the county need to be sent to John Winder, Associate Dean and Associate Director of WSU Extension, who will work with Mary Hoffman, Assistant Director of the WSU Extension Business and Finance Office, (and Pete Jacoby if property is involved) in order to get the required signature of Linda Kirk Fox, Dean and Director of WSU Extension. The Dean's Office will forward the MOA to Richard Heath, Senior Associate Vice President of Business Affairs, for final authorization. Richard Heath is the only person within WSU authorized to sign these agreements. If the MOA needs review by the Attorney General's Office, the Dean's Office will take care of that step.
- Direct questions about the demo garden MOA process to your WSU Extension District Director.
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