Hayward Community Gardens

Administrative Committee Meeting

January 9, 2004     6:15 pm

 

 

 

Present:  Fred Hempel, facilitator; John Quintero, advisor; Stacie Chun, treasurer; Vern Morley, Gary Kaplan, John Swarr, Sandy Frost

 

I.   John Swarr is acting time keeper.  Sandy Frost is acting secretary.    No visitors from the general membership.

 

II.  Re:  Role of Administrative Committee.   Fred handed out an organization chart for the Hayward Community Gardens consisting of the Operations Committee (grounds manager, market garden manager and ad hoc members) and Administrative Committee (facilitator [Board President], Treasurer, Secretary and ad hoc members) with project-based subcommittees.  Fred perceives the Communication/Service projects as the most important to facilitate interaction between groups in and outside the garden; also the Accounting/Finance projects and Market/Revenue projects.

 

It was suggested that discussion about composition of the body of the Board be tabled for the February agenda.  However, Vern requested commitment from those present for the sake of moving forward on our project to reorganize the infrastructure of the nonprofit corporation of the Hayward Community Gardens.  All present and Kendra Johnson in absentia, have affirmed commitment to the HCG Administrative Committee.   Sheila McClellan was unable to attend the meeting.  Any additional members will be approved by the group.

 

III. General garden issues.   Question was raised whether the Administrative Committee is to be responsible for settling disputes.  John Quintero reminded the group that the process for eviction of members is outlined in the garden bylaws.

 

IV. Last year’s budget.   Review of last year’s budget has not been completed and will be reported by Stacie in February.   Sandy is to give Stacie information about membership dues for 2003.  Vern suggested acquiring QuickBooks Pro accounting software for electronic bookkeeping and to record plot fees when they are collected.

 

V.   Plot fees/collection.     After discussion, it was agreed by the group to inform the general membership that plot fees for 2004 will be structured at $25 for financial hardship, $50 for low-income Hayward residents based on 80% HUD median for low income, $75 for members with income above maximum, and $100 for members outside the HARD area. 

 

Members will be required to bring accurate proof of income such as current tax return, statements of SSI, SDI, disability or MediCal benefit, photo ID, and proof of residency when applying for membership for 2004.    This information will be mailed to the membership with dates and times for applying.

 

Sandy suggested adding a waiver statement to the application before collecting fees.

 

VI. CDBG proposal.   The objective for the 2004-05 CDBG request is to optimize reimbursement from the City of Hayward.   Fred is working on the narrative and objective outline for the grant application and will post it for any comments from the group before finalizing.  

 

Stacie reported on the proposed garden budget for the grant application which is due on January 20.    

 

Corrections to the proposed budget are under Maintenance which was revised to $1500.  Water was increased to $14,000.  Phone was revised to $250.  Insurance was left at $2500 anticipating possible increase in 2004-05.   Proposed greenhouse cost was increased to $9000, adding $2000 for start-up supplies and benches.   Deleted was the proposed fund for part-time staff at $5200.

 

Meeting adjourned at 9:30.

 

 

Tabled for February agenda:   (1) Official listing of the body of the Board.  (2) Last year’s budget; completing the financial report.  (3) Whitman site vegetable stand.  (4) Using irrigation funds before June 2004.

 

NEXT MEETING MONDAY, FEBRUARY 9 AT 6 PM, 22585 SEVENTH ST, HAYWARD

 

1/11/04 sjf

 

Correction to Administrative Committee Minutes 1-09-04

 

Please note that after conversation with Anne Culver on Monday January 12 it was clarified that the “low-income Hayward residency” requirement for the City of Hayward to designate reimbursement from our CDBG has nothing to do with the HARD region.   Also, the target area maps for low income which are included with the CDBG application packet may be what are used as criteria by the COH to determine if we are serving low-income incorporated Hayward residents.  

 

However, for the Hayward Community Gardens application process, we may designate how the fee scale will be applicable.  Are we to include unincorporated Hayward and surrounding communities of Castro Valley and San Lorenzo as area residents?  Are we to extend our area to include East Bay communities of Oakland, San Leandro and Union City/Newark?  Are we to reconsider low-income members from San Francisco and San Pablo who have no access to garden space in their own communities? 

 

Further discussion is necessary before we start accepting membership for 2004 as things are still muddy.

 

1/14/2004 sjf