Steering Committee Meeting
February 7, 2022
Questions for David about finances and financial procedures TABLED
Funding for upkeep i.e. trees, tools, fencing etc. - EPIC as property owners has responsibility to maintain a safe environment
Nitty Gritty
Move March SC meeting? Tuesday March 8 at 10am? Or earlier on Monday i.e. 8am?
Tuesday March 8 at 10am
Timeline
End of February - first garden meeting
Confirmation of returning members
Call out to join organizing workgroup
Present proposals of winter work (garden use agreement, proposed plot fee, garden coordinator position etc)
wheel of the year model
March - feedback on proposals
April - vote on proposals
Submit compost request through city? I can ask amy if she wants to bottomline this again https://www.minneapolismn.gov/government/programs-initiatives/clean-city/community-garden-compost/request-compost/
Check in about grant opportunities and Grow and Share info on where they get their funding from and what kind of agreement/waiver they use - TABLED Im scheduled to meet with Alyssa this week
Check out the list of possible grants
Garden Charter - look at proposed changes since last month’s discussion proposing no Steering Committee - TABLED
Garden Membership Committee is directly under EPIC board - no elected garden steering committee We didnt hold elections for 2021, instead we just had anyone interesed join
Garden Organizational Workgroup under Garden Membership, does bureaucratic work, reports back to Garden Membership for all decisions, facilitates consensus building
Subgroups working groups
Go through Selected Garden Policies and Garden Contract and Waiver, look at comments and make changes to present to Garden Membership Committee - TABLED
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?
Garden use agreement -
find Draft Garden Contract and Waiver here from attorney
Goal: Make it an easily understandable document that is friendly and non punitive
what to expect/ask of gardeners i.e. participate in garden meetings, number of hours volunteer with general upkeep of garden
5) Next Steps
We will have a meeting on February 15th to continue the discussion of a timeline, prepare a draft of a Garden Use Agreement and Garden Policies for gardeners to review
Still need to discuss:
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
Bonus Steering Committee Meeting
February 15 at 10am
1) Submit compost request through the city?? - due April 15 - need garden approval?
Just do it
Emrys will talke with Amy
2) Timeline - discuss and edit:
Going forward have first garden meeting the second Saturday of February
March 12 - first garden meeting?
Outreach to returning members - come to meeting, if can’t attend, here are the things we worked on over the winter, here are the ways to give feedback on it before April, April is meeting where we will vote
Confirmation of returning members
Call out to join organizing workgroup
Present proposals of winter work (garden use agreement, charter, proposed plot fee, garden coordinator position etc)
March - feedback on proposals
April - vote on proposals
Get input from those that can’t attend meeting
2) Garden Charter - look at proposed changes since last month’s discussion proposing no Steering Committee
Garden Membership Committee is directly under EPIC board - no elected garden steering committee
Garden Organizational Workgroup under Garden Membership, does bureaucratic work, reports back to Garden Membership for all decisions, facilitates consensus building
subgroups
3) Go through Selected Garden Policies and Garden Contract and Waiver, look at comments and make changes to present to Garden Membership Committee
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?
Garden use agreement -
find Draft Garden Contract and Waiver here from attorney
Goal: Make it an easily understandable document that is friendly and non punitive
what to expect/ask of gardeners i.e. participate in garden meetings, number of hours volunteer with general upkeep of garden
4) Garden Coordinator Job Description
Vote on whether to have a garden coordinator at April Garden meeting?
Won’t have someone hired until May likely
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Bonus Steering Committee Meeting
February 21 and February 28 and March 3 at 10am
1) Continue preparing documents so we have them for outreach efforts:
Charter - ready
Garden Contract and Waiver - ready
Select Garden Policies - ready
Figure out proposed plot fee based on budget - ready
Budget ready for gardener review?
Plot fees: $30
Taking into account that some may use alternative payment method and some may pay extra
Anything missing?
Ask Nikolas: Phillips Garden - tree removal
Make flyer for Steering Committee meetings – add to outreach flyer
Send flyer to Emrys and Lindsey
2) Outreach
Reminder: doing outreach to last year’s gardeners to:
Gauge interest in a plot
Share proposed changes and ways to give input before April Garden vote, including hearing about the changes at the March 12 Garden Meeting
Time and additional meeting offered?
Share information about proposed changes
If unable or uninterested in meeting - other ways to give input
Call out to join Garden Organizing workgroup
Get an idea of their preferred method of communication and what things they would like to give input on/how they want to be involved in the garden
Go over outreach materials
Materials to get to next year’s gardeners
Draft of charter
Draft changes to garden policies
Flow chart of proposed changes to the way garden committee works:
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