Minutes

Hayward Community Gardens, Inc

ADMINISTRATIVE COMMITTEE

Feb. 9, 2004 6:30 pm

Chair: Fred Hempel

Attendance: Stacie Chun, Treasurer; John Swarr, John Quintero, Vern Worley, Sandy Frost, Gary Kaplan.

Absent: Kendra Johnson (excused), Sheila McClellan (not contacted)

Guest: Rosemarie Hinds, and daughter.

Actions of Board

Approved Minutes of Jan. 9
Selected 3 potential Dates for Special Board Meeting: Feb. 28,6,13. TBA Site: Whitman site, with full chair set-up. Agenda: Bylaws change(including sub-committees see below), Election date and procedures,
Approved Financial Report (see online)
Approved Sub-Committee proposal for inclusion in By-laws as “Standing Committees.” To be presented to full Board at special meeting.
Selected Chairs for Each Sub-Committee:

Stacie- Financial and Grants
Fred—Market Garden
John Q.—Rules and Procedure
Communications-- Rosemarie
Facilities—Vern Worley

Rosemarie Hinds approved as member of Administrative Committee
John Q. and Sandy authorized to continue on resolution of Ramirez and Rios issue; authorized use of attorney if necessary.
Approved on-line Publication of Garden Business as now arranged (secure area).

MOVED TO NEXT AGENDA BUSINESS

Official records storage (excluding running checkbook, bills, and other necessary business)
Membership in ACGA and EFA
Local Service/networking priorities, participation in County fair and Neighborhood Alliance

NEXT ADMINISTRATION MEETING UNDETERMINED

J. Quintero, acting recorder

2/10/04

Hayward community Gardens, Inc.

February 9th 2004 Administrative Committee Meeting

Agenda -- Please Distribute

I. Approval of January 9th 2004 minutes

II. Review Administrative Committee procedures and scheduling of next full Board Meeting

III. Garden Administrative Records

A. Storage

B. Publication

IV. Report of the Treasurer

V. Report of the Operations Committee Chair

A. Ongoing Plot Fee Collection

B. Market Garden Planning

VI. Community Development Block Grant (CDBG) issues

A. March 6^th meeting with City of Hayward

B. Review of CDGB obligations for this funding year (ending June 2004)

C. Pilot seedling program for Spring 2004

1. Focus of pilot program

2. Staffing of pilot program

I. Discussion of Sub-Committees

A. Defining subcommittee organization and sub-committee tasks (see Appendix for proposal)

B. Assignment of board members to sub-committees

II. Membership in Outside Organizations

A. Community Garden Organizations

1. American Community Garden Association

B. Other Local Organizations

1. Ecological Farming Association (N. Calif.)

2. California Food Security Organizations

III. 2004 Local Service/Networking Priorities

A. Presentations to local Community Colleges, ROP programs and/or schools

B. Presentations to Kiwanis & other service clubs

C. Presentation at Hayward Neighborhood Alliance

D. Teaching vegetable gardening classes at local adult schools

IV. Set next meeting time

Appendix: Proposal for sub-committee organization and task assignment

I. Rules Subcommittee

A. Responsibilities

1. Drafts HCG rules & regulations documents, under direction of Board of Directors

2. Drafts HCG “Administrative Plan” as required for 2003/2004 CDBG grant

3. Proposes waiting list policies, and drafts a waiting list plan for 2004 (one that requires submission of residency and income documents so that low income gardeners are given priority)

4. Proposes plot number policies, and drafts plan for reducing plot holdings for people with more than 1 plot

5. Proposes plan to promote the No Alcohol policy

B. Members

II. Grants Subcommittee

A. Responsibilities

1. Identifies grant opportunities

2. Organizes grant proposal submission

3. Oversees grant-related funding and projects

B. Members

III. Communication/Service Subcommittee

A. Responsibilities

1. Drafts documents related to plot fee collection and demographic information collection

2. Oversees collection of plot fees and gathering of demographic information

3. Creates flyers and mailers for community outreach (English and Spanish)

4. Drafts informational fliers for members (Spanish and English)

5. Proposes plan to organize and document participation of members in required volunteer activities for garden

6. Establishes Message Boards at both garden sites

7. Networks with Local Organizations (Service and Outreach activities)

B. Members

IV. Finance Subcommittee

A. Responsibilities

1. Proposes plans for tracking garden finances and paying garden bills

2. Keep financial records in order

3. Deposits checks from plot fees

4. Submits receipts to city for reimbursement (CDBG grant)

5. Proposes policies for member reimbursement (after submission of approved receipts)

B. Members

V. Facilities Subcommittee

A. Responsibilities

1. Proposes guidelines for water and facilities use by members

2. Maintains water irrigation systems at both garden sites

3. Proposes and prioritizes needs for upgrades to facilities

4. Directs the purchase and set-up of new equipment

5. Implements new projects

6. Proposes rules and regulations related to organic compliance (ROP/Eden) and proposes methods to encourage organic methods at the Whitman site

B. Members

VI. Market Subcommittee

A. Responsibilities

1. Proposes policies for market garden operation (including per diem rates, stipends for low-income gardeners and policies for pricing of produce)

2. Organizes staffing and pre-market produce collection

3. Organizes festival participation (market garden-related)

4. Pilot seedling sales project (spring 2004)

5. Expands seedling sales project (fall 2004, contingent on CDBG or other funding)

6. Directs purchase of greenhouse (contingent on CDBG funding)

7. Proposes policies for greenhouse utilization for seedling sales, market garden starts and member use

B. Members