Oak Street Garden Site Coordinator meeting agenda January 17th 7pm
Present: Nick Laan, Holly Platz, Tim Lyon, Lowell Cochrane, Maryse Chalifoux, Mike Payne
1. budget update.
We approved Maryse’s budget for 2012, noting that we will need to find some new ways to keep our accounts in the black. There is a 2-yr (and ongoing) shortfall of about $500 that we have met through spending our starting balance, and through grants. We will start the year with a balance of over $800, but, if we don’t get any grants, will end close to zero. We will apply again for city funding, and also for KHS grant for a new bench, but also decided to hold a plant sale as fundraiser, and to make a decision in the summer about raising plot fees.
Tim will plan on organizing the seedling sale to be held the week before the May long weekend. He will communicate information to Nick well in advance of the April 11 meeting. Tim will use the April 11 meeting as a chance to marshal energy and enthusiasm. In Nick’s emails about the April meeting, he will introduce the idea of people donating/purchasing seedlings.
2. volunteer planning for 2012
Nick said that at least a couple of people were ready to drop their plot due to an inability to give 5 hours of service, and wondered if the gardener contract was a bit intimidating in leading with “I volunteered x of my 5 hours last year.” There were many responses, but we all agreed that we won’t know if this ‘forward’ approach works until after next year, and were willing to entertain other options. We discussed using social media to give people more of an idea as to the who and how many were to be at a gathering. We discussed a cash buyout of the hours as a way of appeasing consciences and bolstering the budget. We discussed going from the ‘small team’ approach to accomplishing tasks with email global calls to community action as a way of reinforcing the all-for-one-idea. In the end we took ideas from the what worked best in the most successful groups of last year (communication and tasting garden). We again have the team-kick-off meeting where people can sign up for ways to spend hours (at April 11 meeting). We will have Communications, Grass cutting, tasting garden, Permanent crops, Events, and the rest of the people can just come out to work bees and other calls for help. (oh, and possibly a flower group – see item 6)
We thought that work bees would work better than a composting group.
Nick will contact the FCRC and try to book April 11 or some other evening that week.
Nick should put the names ofgroups onto thetask groups onto the agenda again at the april 11 meeting.
Lowell to investigate poll or social media way of allowing people to know if a happening at the garden is something they just can’t miss!
3. finishing up the document we started at the last meeting (attached)
Lots of discussion, with good consensus that we want a document that establishes the intentions and transparency of the arrangement, and also the opportunities for annual reporting that will allow us to showcase the great work that is being done in the MTG.
Mike to revise based on discussion and circulate to group to allow for thought and perhaps further editing. Final approval desired at next meeting.
Tim will work on developing a yearly report/garden planning template for the MTG tenant.
4. removal of excess raised garden bed by Q.E. / Lovingpoonful / City / future home?
done
5. plans for Tasting Garden #2
Plan will be for Lloyd’s QECVI class to have the run of tasting garden #1 (at the front (NE)), and for the Tasting Garden group to take on the new plot at the opposite end,
Nick to contact Lloyd
6. longer term planning for garden shape / fixtures – how about a bench along the East / West path for walkers to stop and look at the gardens; does anyone know where the bench we had under the tree has gone?
We all liked the idea of a bench, but decided that it should go under the tree because it’s such a lovely place to sit and it is easier to secure. We also hoped that someone might like to spend volunteer time planting or hanging flowers.
Mike to apply to KHS for grant for a bench.
7. getting permanent signage on actual composters to educate folks r.e. how to fill the bins
We agreed this would be desirable – that the signs be there and that they be fixed to the bins.
Communication team to be tasked with this at April 11 meeting.
8. plans for a seedling starter shed for the Market Training Garden on the South side of the shed
We agreed there was no money in the budget for it now, but that we should develop plans and a budget and perhaps mount a donation campaign on the website.
Tim to give a sketch to Lowell who will improve the sketch. Tim will then do a budget. Lowell will put the campaign on the website.
Nick will inform/ask Danita.
9. which community organizations are returning, who is leaving, any new to invite/accept? (Native Youth Garden, Lovingspoonful+ OEYC want to come back, what about Q.E. + L.C. highschools?)
Tim told us that the Native Youth Garden and OEYC want to come back. Holly said LS is back for sure.
Nick will inquire at QECVI.
Tim will keep asking Doug at LCVI.
I think Tim and Holly said they would make some other inquiries – ISKA, Literacy?
10. re-state our plans for reorganizing gardens which end up underwater + delegate who + how
We decided not to do any digging or order any more soil to fill in the low plots. We decided not to offer discounts on those plots or let any go fallow.
We decided to just see how it goes. If people are really unhappy we’ll accommodate them by giving them the money back for their eastern-most portion.
Nick will inform people who get those plots that they can be wet in the spring.
11. repairing wheelbarrows / sink / other hardware
We will repair the one barrow wheel, but not until the first work-bee where it is required.
Should go on Odd-Job worklist (Nick? Maryse?)
12. new tools needed?
Stirrup hoe
Someone can buy it midsummer when a deal comes up– and notify the group.
13. establishing that the green hoses stay on the outer path for use on far gardens – do we agree that they don’t need to be put away between use during the growing season?
Agreed to this.
Should be mentioned at the meeting April 11.
