Garden Steering Committee Meeting
January 4 2021
Updates:
Bad news from city attorney - upkeep activities (fencing, replacement hoses) is not an eligible expenditure
Look at updated budget - move things around - need to submit to EPIC board
Have to take out fence repair labor from EEF
Do it all volunteer with workshops?
Educational aspects are eligible
Tree removal and pruning??
Can use city funds to thin out diseased portions of the tree
Rest of it may need to get a grant
Look for grants for purchasing garden materials (replacement tools and hoses), food and entertainment to keep plot fees lower
Structure and garden use agreement (easily understood document)
Structure
currently general members elect steering committee - change to no election, all gardeners are a part of the garden committee
what gives power to the gardeners?
Garden Membership Committee is directly under EPIC board
Garden Organizational Workgroup under Garden Membership, does bureaucratic work, reports back to Garden Membership for all decisions, facilitates consensus building
subgroups
what are the channels of participation for the general gardeners
how do policies get made?
can be done by gardeners
put together an easily understandable explanation about how the garden fits into EPIC, how the charter fits in etc. to give it context and make it approachable
How does this play into existing garden policies and procedures?
Suggest changes?
Start from scratch?
See edits to Selected Garden Policies
Garden use agreement - find Draft Garden Contract and Waiver here
Goal: Make it an easily understood document
what to expect/ask of gardeners i.e. participate in garden meetings, number of hours volunteer with general upkeep of garden
Topic for next meeting
**Compile questions for David regarding finances and financial policies for next month’s steering committee meeting
Funding for upkeep i.e. trees, tools, fencing etc. - EPIC as property owners has responsibility to maintain a safe environment
Go through Selected Policies and Procedures and Garden Contract and Waiver, look at comments and proposed changes
Finance
Policies and procedures
need to go by EPIC Operating Policies and Procedures for a lot
make more detailed budget for garden, don’t need further approval for those items
process for spending garden plot fee money
process for spending money allocated by EPIC to garden
Process for spending Seward grant money
Structure
currently general members elect steering committee
what gives power to the gardeners?
what are the channels of participation for the general gardeners
how do policies get made?
can be done by gardeners
put together an easily understandable explanation about how the garden fits into EPIC, how the charter fits in etc. to give it context and make it approachable
Outreach and Community
Intake process
questions to ask at intake
preferred way of communication
preferred way to be involved
State whether there is a commitment regarding meetings and/or workdays
what kind of decisions they want to give input about
centering BIPOC neighbors, tenants and neighbors who historically have less access to land
Create an outreach plan
Discuss what type of events/meetings can take place at the garden
What’s the scope of events at the garden
Green Infrastructure
How to cover Gardening tasks
Mowing, weed whipping, taking care of materials dumped in garden
Vision
Finalize a proposal for fence and tree removal
Bring to gardeners in spring
Keep in mind - Seward grant - look at budget
Nitty gritty
revamp garden agreement
what to expect/ask of gardeners i.e. participate in garden meetings, number of hours volunteer with general upkeep of garden
Communication list - clean up
EVENTS: add 4 workshops (soil building, Narcan etc); general timeline proposal of fence repair and tree removal; cherry event
Notes on people’s skills:
Lauren: Teamwork, spirituality, network building, facilitating, event planning, permaculture, mycology, and visioning, working with children and adults with special needs
Lindsey: keeping notes, research, keeping track of information, making an agenda so it gets done, ethnobotany, growing things that are drought and climate resilient, things that will support non-human ecosystem
Flo: meeting logistics, helping to set agendas, helping to facilitate, seed to table, educational, especially with young people, weeding, lens based work - photography or videography, PR type stuff
=Flo would like to be a part of big picture convos
-Flo likes idea of less meetings, and having work groups
Gabe: carpentry, grant writing
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