East Phillips Community
17th Ave. Garden
General Membership
Meeting Minutes
May 18th, 2013
Meeting
was recorded
Attendees:
Steering
Committee Members: Brad
Pass, Linda Leonard, Carol Pass, Lynn Mayo
Gardeners: Lindsey Fenner, Margaret Kirkpatrick, Tulaeri
Chapagai, Vidya Shanker, Laverne Turner, Jackie Loubert, Jaclyn Cigdemian,
Carol June Leonard, Nanda Neopane, Khem
Neupane, Duba Chapagai, Emrys Stramer
Guests: Rosemary Fister, Jhamye Shori, O M Nath,
1)
10:00 AM Brad Pass called the meeting to order & Lynn
Mayo agreed to take notes.
2)
Introductions
3)
Announcements
a.
Garden Steering Committee Meetings are on the 1st Saturday of each month at
9:00 AM at the East Phillips Park Cultural & Community Center. All are
invited
b.
Garden General Membership Meetings are on the 2nd Saturday
of each month at 10:00 in the Garden
c.
Arbor Day is being celebrated at the Community
Center. Two
hundred Trees will be planted
d.
Grand opening Celebration of the Playing Fields at
East Phillips Park will be held on May 30th at 6:00 PM. Carol reported that the reason we have two new
soccer fields and a baseball diamond is because a large group of Latino youth
delivered hundreds of petitions to County Commissioner Peter McLaughlin asking
for funding for soccer fields in East Phillips Park.
4)
Garden Finances:
a.
We collected
$505.00 in plot fees, key fees and donations at the April 13th
Meeting
b.
If we collect the
$30.00 Plot fee from all the remaining plots we will receive another $660.00
c.
EPIC has
Committed $450.00 to the Garden
d.
This totals
$1,615.00
e.
Property Taxes of
$467.30 were paid prior to the 5/15/2013 deadline leaving $1,147.70
f.
Remaining
budgeted expenses are $1,076.27. This should leave a positive balance of $71.43
g.
Brad sent out
letters requesting past due plot fees or an “Alternate Payment Plan” to 6
gardeners.
h.
Plot Fees
totaling $170.00 are still due from the 2012 Garden Season from Gardeners who
have not paid. They must do so or complete an “Alternate Payment Plan” and
present it to a Steering Committee Member
5)
Steering Committee Elections:
a.
The Garden
Steering Committee consists of Four Gardeners elected from the ranks of the
Gardeners. They serve two year staggered terms. A fifth Steering Committee
member comes from the ranks of the EPIC Board of Directors. A Quorum for any
Garden Meeting consists of any EPIC director and two of the four Gardeners
elected to the committee.
b.
The current
Steering Committee members elected from the ranks of the gardeners are Brad
Pass, Lynn Mayo, Kevin Chavis and Linnea Hadaway. Any EPIC Board Member may
serve as the fifth Steering Committee Member, Carol Pass, Jenny Bjorgo and
Linda Leonard are EPIC Board members who are typically in attendance.
c.
Brad Pass and
Lynn Mayo are up for reelection if they wish to continue serving
d.
Brad Pass will
run for another two year term.
e.
Lynn Mayo has
chosen not to run
NOTE: Brad turned the meeting over to Linda Leonard to chair the elections.
NOTE: Brad turned the meeting over to Linda Leonard to chair the elections.
f.
Linnea Hadaway
and Kevin Chavis have another year to serve
g.
Lindsey Fenner
who developed the Work Group Concept has agreed to run
h.
The slate of
candidates put forward by the Current Steering Committee is”
i.
Brad Pass &
ii.
Lindsey Fenner
i.
Nominations for
other candidates will be recognized at the meeting
j.
Each Garden Plot
gets one vote in the election – SO - if there are two or more gardeners from
any plot, determine who will cast your one vote.
k.
MOTION: The
Gardeners accept the Steering Committee Slate of Brad Pass and Lindsey Fenner
l.
Open
Nominations from the floor
m.
There were no
other nominations and nominations were closed.
n.
Lynn Mayo
introduce and spoke for candidate Lindsey Fenner. Margaret Kirkpatric
introduced Brad Pass and spoke for him.
o.
MOTION: The
Gardeners accept Brad Pass and Lindsey Fenner for a two year term on the Garden
Steering Committee. Margaret Kirkpatrick made the motion and it was seconded
by Lynn Mayo. Motion passed unanimously.
NOTE: Linda Leonard turned the meeting back to Brad Pass
NOTE: Linda Leonard turned the meeting back to Brad Pass
6)
Garden Plot Map – updated to reflect addition of six
new gardeners.
Brad pointed out that there are 35 garden plots in spite of the fact that the plot map shows 36. There is no plot #29 for some unknown reason.
Brad pointed out that there are 35 garden plots in spite of the fact that the plot map shows 36. There is no plot #29 for some unknown reason.
7)
Wait List:
Four prospective gardeners are on the Wait list. After the meeting, remaining
plots will be assigned
8)
Gardener Obligations:
a.
Gardeners in
each plot must put in at least 6 hours of work on Garden projects other than
their own Plot
b. Plots
must be planted by June 8th (or they will be reassigned)
c. Water (Conserve Water – use rain barrel water FIRST)
d. The water
valve in the shed must be turned off and the shed and garden gates must be locked
at all times when no Gardeners are in the Garden!!!
e. Plot Fees are due on plot assignment. Contact SC member for an
Alternate Payment Plan if necessary
9)
Appoint Work Group (WG) Facilitators:
a.
Lindsey gave
a synopsis of the Work Group concept and explained each group.
b.
Carol
suggested a garden get-together early in the season to help involve everyone in
the Work Groups. She volunteered for the Community Outreach WG
c.
Margaret
asked about priorities for the Weeding/Pest Control WG. It was agreed that the
first priority should be Thistle removal, then Creeping Charley. Also the area
next to the sidewalk on the East side of the garden was important as it was
what was seen from the street.
d.
Brad said
that anyone who sees a need should feel free to correct it even if they are not
on that particular WG. Further, if they spend time on it they should log the
time after their name in the Garden Task Book and make a note of what they did
in the Comments section. In other words, keep track of your hours in the one Work
Group page you have signed up for to make it easier to tally each gardener’s
contribution.
e.
Margaret asked that
when there are large projects such as installing the pavers in front of the
shed and replacing fenceposts that an email or other notification be sent out
so others can help.
f.
Brad said that
the facilitator for each WG should notify everyone if upcoming projects through
the Steering Committee’s email list.
g.
Lindsey reminded
us that this is a pilot project and will be improved and changed as needed to
make it work.
h.
Brad said that
the Work Groups were a cooperative effort to get necessary work done in a
cooperative way. He reminded everyone to keep track of their hours in the
Garden Task Book in the shed.
10)
Sign up for work groups
The Task Book is going around – sign up for a Work Group.
The Task Book is going around – sign up for a Work Group.
11)
First Work Group Projects:
a.
Garden Bike
Racks
b.
Fencepost
replacement
12)
Discuss the starting time of the General Membership
Meetings back to 9:00 AM:
Discussion: Lynn mentioned the Steering Committee’s recommendation that the starting time of the General Membership Meetings remain at 10:00 AM and the Steering Committee meet at 9:00 AM to set up and assess the needs of the garden. The WG Facilitators can also use the 9:00 to 10:00 A.M. time to authorize projects with the Steering Committee and propose project times.
Brad reminded everyone that the Steering Committee Meetings were open to everyone and everyone is invited to come at 9:00 AM on the second Saturday AND everyone is invited to the regular Steering Committee meetings on the First Saturday at 9:00 A.M.
Decision by Acclimation: There were no objections to the proposed meeting times - 9:00 A.M. for the Steering Committee and Work Group Facilitators, and 10:00 for the start of the General Membership Meetings - so they were adopted for the 2013 Gardening Season.
Discussion: Lynn mentioned the Steering Committee’s recommendation that the starting time of the General Membership Meetings remain at 10:00 AM and the Steering Committee meet at 9:00 AM to set up and assess the needs of the garden. The WG Facilitators can also use the 9:00 to 10:00 A.M. time to authorize projects with the Steering Committee and propose project times.
Brad reminded everyone that the Steering Committee Meetings were open to everyone and everyone is invited to come at 9:00 AM on the second Saturday AND everyone is invited to the regular Steering Committee meetings on the First Saturday at 9:00 A.M.
Decision by Acclimation: There were no objections to the proposed meeting times - 9:00 A.M. for the Steering Committee and Work Group Facilitators, and 10:00 for the start of the General Membership Meetings - so they were adopted for the 2013 Gardening Season.
13)
Assign available Garden plots and take care of
unfinished business:
a.
Brad reported
that everything on the agenda had been discussed and in order to respect the
time of those who were at the first Garden Meeting, they could leave.
b.
Those who
missed the first meeting should stay to sign the Garden use agreement, pay
their Plot Fee & sign up for Work Groups.
c.
New Gardeners
are required to take the Garden Tour and Orientation. Linnea Hadaway (or any
Steering Committee member) will lead the tour
14)
Adjourn
