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THE WARREN ST MARKS COMMUNITY GARDEN AGM MEETING MINUTES, 7 FEB 2004

The meeting got under way at 1:45pm

In attendance: Sasha, Solitaire, Tim, Michael, Judith, Liz, Joel, Jon, Rod, Chris, Bella, Johanna, Grace, Ruth, Pat C., James, Karen, Jeanne, Amy, Heather, Pat Mc., Jayne, Cara, Dave (&Lilli;)

1. OFFICERS REPORTS

Treasurer's Report: (Ruth & Solitaire)
  • Current bank balance: $1,959.34
  • Petty cash: $100
  • Total approximate income 2003: $1,734.46
  • Total expenses 2003: $1051.90
  • Expenses reflect a larger than normal amount spent on key cutting due to the need to change all the locks shortly after new keys were cut. The expense for adding the locks was $250, also an unusual expense.
  • Membership dues brought in approximately $1,400, estimated on an average donation of $20 from 70 members. Bake sales were responsible for the remainder of garden income.
  • Jon Crow raised the point that some of the money I in the bank account (about $900) was raised specifically for the purpose of building a performance space. Bearing on mind that thus far most of the materials have been donated, were we still viewing that money as for to the performance space. It was agreed that we did want to see that process through and money could be spent buying benches or even to support putting on a performance.

Overall garden report: (Karen)
  • We started out with 2 coordinators and lost one (Hudson) early on in the summer, making it harder to fulfill all the duties of the job.
  • Group workdays suffered due to a rainy summer and many were rained out. Group workdays also carried a larger burden of work, as work team members/ plot holders were not fulfilling their duties during the in between weeks. We also could do with a larger group of involved gardeners.
  • It was decided to change the group workday system, in order to facilitate greater attendance. The following was decided:
    1. The first workday of the year would remain on the first Saturday in April, after that work days would be on the second Sunday of each month.
    2. There would be sign up sheets at the workdays, which would be reviewed the following year when allocating plots.
    3. Have a potluck or BBQ at the end of the day.
  • This year, we were given a tool shed by TPL as well as running water and a fence. Sasha estimates that all in all TPL has spent $50-$60K helping to set our garden up.
  • The compost suffered neglect this year, in part due to the new work team schedule, which resulted in team members not working as groups.
  • The new work team system did not prove to be a success and Karen suggests changes, to be discussed later in the meeting.

Events: (Jeanne)
  • Events went well this year, they included: Brazilian drumming, local produce festival, 2 bake sales, cookouts, a mid summer festival and a movie night.
  • The main problem encountered was a lack of electricity. (Power cords had to be run to a neighbor's house.)
  • Heather was co-coordinating this role with Jeanne, but has left for Minnesota, Jeanne will need new helpers this year.
  • Heather asked: Which events worked better than others, was there enough participation? Reply: movie night was best, there were always hassles getting people to help set up etc. The midsummer event wasn�t as well attended as hoped, but we will do it again this year.
  • If garden members want to host events in the garden, event coordinators are not required to help facilitate them. A distinction was made between garden �sponsored� events (listed in the bylaws) and other events.
  • Jeanne will add 2 movie nights (3 in all) to the calendar.
  • An event calendar will be posted on the website as well as in the garden/ on the notice boards.

Fundraising: (Chris)
  • Only bake sales this year.
  • No raffle this year, Amy encouraged us to focus on involving our community and to use the money and resources we have this year to improve the garden.
  • Sasha mentioned the need for a Greenhouse, Chris responded that it is more important that we get open top of weeding and basic gardening first. Many agreed with this.
  • Judith suggested using planned events to raise funds. (eg Selling popcorn on movie nights.)
  • Sasha reminded us of the need to cover operating costs, but that membership fees should do that.

Plots: (Amy)
  • All plots were taken by the end of the year.
  • Plot holders at the meeting told how to sign up.
  • New system in 2004 of only 1 plot per household as the demand for plots rises.

Work teams: (Karen)
  • Following on from Karen�s earlier comments on needing to rethink the system, Jon Crow shared that the Bear�s have teams with specific responsibilities (ie watering teams), in place of group work days.
  • Jeanne & Karen both proposed teams with specific chores ie: composting, administrative, weeding etc with a greater level of "ownership" of their individual chores and hopefully greater responsibility for doing them.
  • It was concluded that we would change the work team system, to being chore specific, as well as the name. Teams will now be called "gardening teams". Plot holders are all required to be on a team, sign up sheets for specific teams will be available at the First work day in April. There will be a limited number of slots per team, ensuring even distribution of labor. Once a chore type is chosen, garden members choose dates from a calendar, on which to fulfill their duties. The calendar will be posted in the tool shed and will be a means to keep track of defaulters.
  • Teams:
    1. Compost (will link to the coop program and will enable plot holders to double up garden and cop work shifts.)
    2. Communal bed, kids bed and herb bed maintenance (weeding, staking tomatoes etc.)
    3. Flower bed maintenance (opposite tool shed, in the "habitat" lot and near fences)
    4. Garbage
    5. Watering
    6. Administrative

Membership: (Sasha outgoing, Amy & Heather incoming)
  • Approximately 70 members this year.
  • Keys and locks had to be changed.
  • Cara enquired about a school group being allowed in to the garden with a teacher.
  • It was decided that the bylaws needed to be specific regarding groups of kids in the garden. It was agreed that no more than 10 kids per teacher/adult be allowed to use the garden. Any group must sign a liability and "garden behavior" agreement, as well as be "orientated" by a member, in not being hosted by a garden member. This would apply to institutional groups as well as to garden members hosting personal parties. As before, all private events need to be open to all garden members and announced in advance on the listserv.

Communications, listserve, website, newsletter:
  • Rod & Johanna agreed to maintain the website
  • Heather & Amy to maintain the listeserv.
  • Jayne, Michal, Liz & Heather would be responsible for the newsletter. (The next one to be mailed by March 15.)
  • It was agreed to alter the listserv to be a "respond to sender only" reply system, to avoid unnecessary spam.

TPL & BQLT: (Pat Mc)
  • Pat gave a brief outline/ description of who the two bodies are.
  • Pat is now on the board of BQLT, which means that the garden needs new representatives, particularly when it comes to voting on issues.

2. OTHER ISSUES
  • Garden coordinator needs to be a separate job to General coordinator. It was decided to rename the General coordinator's position to be General Administrator. Garden coordinators will handle workdays, work teams and general garden maintenance issues. The General Administrator will be a "point person" for issues relating to all aspects of the garden. The General Administrator will also be the TPL & BQLT representative.
  • Reimbursement for garden related expenses: Gardeners must request permission for garden related expenses using the "request for funds form" and protocol established at the 2003 AGM. Receipts must be submitted for reimbursement within 90 days, to the treasurer.
  • Snow shoveling: Chris & Rod will continue to coordinate this, Kaleb will shovel the St Mark's St side and Noah will shovel the warren St side. Chris and rod will receive a $100 kitty in advance of the shoveling season to defray expenses.
  • Establishment of committees to aid coordinators in their areas:
    • Events: Jeanne (coordinator), Liz (promotion), Kara (set up)
    • Performance space: Jon (coordinator), Jeanne, Heather, Michal
  • Compost: The proposed Co-op/ WSM garden collaboration was agreed upon. (Coop to provide compost bins, coop members to deliver greens, chop & turn compost during their shifts.) Once Karen hears more from the coop representatives she will coordinate this with the coop, Jon, James & Chris. It was agreed that we need to be specific about where we put the bins and how many we will accept as these will be permanent locations.

3. CHANGES TO THE BYLAWS
  • Establishment of Garden coordinator and Garden administrator positions.
  • New rules (outlined above) for group use of the garden.
  • New work team system and name (gardening teams), as above.
  • Work day change, to second Sunday of each month, with a sign up sheet.
  • Some changes to official events calendar
  • Submitting receipts for reimbursement of funds to be within 90 days of expenditures.
  • Sasha will update the bylaws, including any changes omitted from this list.

4. ELECTIONS OF 2004 OFFICERS
  • Plot coordinator: Amy
  • Events coordinator: Jeanne, Liz & Cara
  • Communications: Rod, Johanna, Jayne, Heather
  • Fundraising: Chris
  • Membership: Heather & Amy
  • Garden & Team coordinators: James & Chris
  • General Administrators & TPL & BQLT Representatives: Karen & Amy
  • Treasurers: Solitaire & Ruth

5. NEW BUSINESS
  • Possibility of getting a generator for the performance space, to be discussed by performance space committee.
  • Picking/ harvesting from un-harvested plots allowed only after marathon Sunday
  • We will buy more tomato cages this year, if you wish to have your own, then tag it.
  • Jeanne & Ruth will draw up an events/ work days calendar
  • Open hours: Sunday to change to 2pm- 7pm
  • Notice boards to be affixed to the fences on the first workday in April.
  • Greenthumb grow together will be on March 20th, making Brooklyn Bloom (BBG) will be on March 13th.
  • Judith proposed running future AGMs according to Robert�s Rules. It was decided to leave this for discussion at another time.
  • Jon will keep us on tune with the "Ratner stadium" fight and give us a BANG poster.
  • Jeanne: please could we plan the planting of the communal areas, in particular the flowerbeds.

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