East Phillips Community
17th Ave. Garden
Steering Committee
Meeting Minutes
May 4th, 2013
Meeting was recorded
Attendees:
Steering
Committee: Brad Pass, Lynn Mayo, Linnea
Hadaway, Carol Pass, Ali Macalin
1)
9:05 AM Brad Called the meeting to order as a committee
of the whole.
2)
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.
Steering Committee elections are at the next GMM on May 11th, 2013 at 10:00
in the Garden
d.
Linnea will be available for garden tours after
May 22nd
3)
MOTION: Approve
5/4/13 Steering Committee Agenda as a committee of the whole. Motion
made by Linnea and seconded by Lynn. Motion passed.
4)
MOTION: Approve
4/6/13 Steering Committee Minutes. Motion made by Linnea and seconded
by Lynn
Discussion: Lynn requested that the April 6th Steering Committee minutes be amended to read in item #1, 1st sentence: “…. the lice may not have affected the roots as of yet.” Motion Passed with above change.
Discussion: Lynn requested that the April 6th Steering Committee minutes be amended to read in item #1, 1st sentence: “…. the lice may not have affected the roots as of yet.” Motion Passed with above change.
5)
MOTION: Approve
4/13/13 General Membership Meeting. Motion made by Linea and seconded
by Brad. Discussion: Lynn requested
clarification of Gardener obligations as recorded in item #10a of the April 13th General Membership Minutes. The sentence
should read:
Gardeners in each plot must put in at least 6 hours each year of work on garden projects other than their own plot. Motion Passed.
Gardeners in each plot must put in at least 6 hours each year of work on garden projects other than their own plot. Motion Passed.
6)
Garden Finances:
a.
We collected
$505.00 in plot fees, key fees and donations at the April 13th
Meeting
b.
Brad sent out
letters by mail requesting past due plot fees to 6 gardeners. One responded
with full payment of $10.00 due in 2012.
c.
MOTION: It was
moved that the Garden Plot Fee Payment Policy, revised on 9/11/2010, be further
revised to read in paragraph 4, line 5: “US Mail” Note: this change will
remove the prohibition against using US Mail to communicate with gardeners who
may not have computers and/or internet access. Motion made by Lynn and seconded
by Linnea. Motion passed.
d.
Revised letter to
non-paying Gardeners
e.
Seward Co-Op Garden
Grant is up to $5,000 and is due in Mid-June
7)
Garden Plot Map – updated:
Discussed which gardeners were returning and who were not.
Discussed plot 26 and decided to make a decision Saturday on whether or not to return it to an assignable plot.
Discussed raspberry and grape borders and the need for a strawberry patch and the long term goals of the garden. The Plot map should be updated to show the borders and paths.
Discussed the need for a work group to stake out paths, borders and plots to avoid plot creep
Discussed which gardeners were returning and who were not.
Discussed plot 26 and decided to make a decision Saturday on whether or not to return it to an assignable plot.
Discussed raspberry and grape borders and the need for a strawberry patch and the long term goals of the garden. The Plot map should be updated to show the borders and paths.
Discussed the need for a work group to stake out paths, borders and plots to avoid plot creep
8)
Determine a Steering Committee Slate for the May 11th
SC Election:
a.
Election date –
May 11,2013
b.
Brad Pass offered
to run again and Lynn Mayo would like to defer to Lindsey Fenner who has agreed
to run.
c.
Linnea Hadaway
and Kevin Chavis have another year to serve
d.
EPIC will
appoint an EPIC Board member and any EPIC Board Member may serve at any meeting
for the purpose of achieving a quorum.
9)
Discuss the appointment of Work Group Facilitators:
Discussion:
Discussion:
a.
It is
important to have steering committee members be work group facilitators so as
to make sure work projects and decisions reflect the long term goals of the
Garden.
i.
Linnea – Herb
and Butterfly gardens and Plot Survey
ii.
Lynn - Fruit & Plot Survey
iii.
Brad – Shed
& Plot Survey
b.
The steering
Committee should meet regularly with facilitators and work groups. It was
decided this should take place at the regular General membership meetings.
c.
It was also
decided the Steering Committee should meet at 9:00 AM on Garden GM Meeting Saturdays
to help set-up, plan work projects and assess the needs of the garden.
10)
First Work Group Projects will be determined at the first garden GMM:
11)
Determine and assign available Garden plots (See revised Plot Map)
12)
Discuss Changing the starting time of the General
Membership Meetings back to 9:00 AM:
It was decided to keep the 10:00 AM starting time for the GM Meetings and have the Steering Committee meet at 9:00 AM to set-up, plan work projects and assess the needs of the garden.
It was decided to keep the 10:00 AM starting time for the GM Meetings and have the Steering Committee meet at 9:00 AM to set-up, plan work projects and assess the needs of the garden.
13)
Quorum was acquired.
Due to the fact that the Democratic Endorsing Convention is next Saturday, May 11, and many gardeners are delegates, it was decided to change the next General Membership Meeting to Saturday, May 18th, 2013 at 10:00 AM. Brad will notify everyone.
MOTION: Accept the actions of the Committee of the Whole. Motion Made by Lynn and seconded by Carol. Motion Passed unanimously
Due to the fact that the Democratic Endorsing Convention is next Saturday, May 11, and many gardeners are delegates, it was decided to change the next General Membership Meeting to Saturday, May 18th, 2013 at 10:00 AM. Brad will notify everyone.
MOTION: Accept the actions of the Committee of the Whole. Motion Made by Lynn and seconded by Carol. Motion Passed unanimously
14)
At Next Saturday’s GM Meeting:
Every Gardener must sign the Garden Use Agreement, Pay their Plot Fee & sign up for Work Groups
Every Gardener must sign the Garden Use Agreement, Pay their Plot Fee & sign up for Work Groups
15)
Adjourn at 10:02 AM
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