Hayward Community Gardens

Administrative Board Meeting

Minutes

August 24, 2004

 

 

1.      Discipline issues:

 

1. Vern’s irrigation system appears to be being sabatoged. Vern requests that there be consequences for this behavior. Discuss with Rules Committee?

 

B. Membership payment deadlines: Membership fee check, paid by Mr. Fukofuka, bounced and payment has still not been re-submitted.

-Letter has been sent asking for payment, still none received and member in question is not around. Garden being tended by fam/friends. Vern to send eviction notice**. If payment not received within 3 days, membership will be terminated.

-In future, administrative procedure should be established to handle payment deadlines: Rules Committee should check through old minutes to see if firm dates were proposed for final receipt of payments each spring. Bounced checks should be given a certain number of days to be corrected. If not paid within that time, general eviction letter (to be drafted by Vern) should be mailed out and membership terminated. Evicted member should be given at least one week (time period to be defined by Rules Committee) to remove belongings. Terminated members are, of course, entitled to due process and may appeal.

-Rules should include disclaimer that HCG not responsible for property left on unpaid/unoccupied lots after this time period has expired.

 

3. Completion of volunteer hours to be fulfilled by each member; incentives and consequences must be given to encourage this.

-Check bylaws/old minutes for current number of required volunteer (oxymoron?) hours. If none established, Vern proposes 2 hours/month, or 24/yr. All in favor.

-Any board member or ”senior volunteer” may log hours worked on that member’s application form, so that upon signup the following year, he/she will only be re-assigned a plot if a) volunteer hours have been completed, or b) that member pays an additional $10/hr for those hours not completed the previous year. (This could amount to as much as $240!)

-Membership applications should include a box for this information, as well as the skills that member has to contribute.

-Operations Committee should be responsible to make a list of volunteer projects for leadership to refer to when members request, and plenty of workdays should be scheduled to give members the opportunity to complete their hours.

-John Q will ask for Operations Committee approval of above recommendations.**

 

 

3. Rules Committee will be mailing out copies of most recent version of rules to each member.

 

2.      Party:**

 

1. Invitations made/copied, and folded/addressed/stamped at meeting. Vern to mail following morning.
2. Party activities discussed. Sheila and Chico, along with John Q. and Kendra, will find time next week to do some planning, for preparations to take place the weekend of Sept. 4/5.
3. Some things to plan for: Barbecue. Musicians? Games- Zucchini relays, gunny sack or 3-legged races, watermelon seed-spitting contest, scarecrows, etc. ? Also recipe contest, aawards/gifts. To be discussed further by party committee.

 

3.      SFF grant review. Meeting with granter on Friday, Sept. 3, Whitman garden, 2pm. Attending board members should arrive at 1pm to discuss specific ways proposal addresses food security, in preparation for meeting.**

 

4.      CDBG Work Program report. Anne Culver said everything looked good. Stacie requested removal of proposal to aquire more garden land from CDBG work program proposal, and that that goal be listed under the garden’s own work goals for the year, not to CDBG. All agreed.

 

5.      Financial report for July 2003-Jun 2004. Hard copies given to all present.

 

1. Stacie requests again that all purchase-orders be passed through her and not submitted directly to Anne Culver, including that for new greenhouses. Board agrees to start with only one greenhouse at each garden (2 total) for the time being. Vern to submit purchase order and greenhouses to be purchased by next meeting.**

 

6.      New computer and office improvements: Vern to make proposal for office upgrade (new computer? printer/scanner/copier? etc.) at next Admin. meeting.**

 

7.      Market Garden. Hayward Farmer’s Market report from Vern: Umbrellas breaking down, display inadequate. Also, market truck tail-lights broken, rear license plate missing.

 

1. All approve purchase of two new medium-sized pop-up canopies and baskets for display of produce. Vern will make purchases, to be paid out of market income.
2. John Q or market coordinator asked for better way to keep track of market money and/separately from petty cash and city money. Proposal: Register with columns for each day’s market income, amount submitted to Stacie for deposit, amount (as needed) placed in petty cash fund. Lunch and day’s supplies to be removed from petty cash fund. Reminder: receipts must be turned in for all petty cash purchases, then submitted periodically to Stacie. John proposes higher running petty cash fund ($500).**

Proposal: since receipts hard to get for lunch items, etc. while volunteers running market, how about allowing up to $20 per market day to be used for these things without going on the books at all?

C.     Brief discussion about replacing market truck. For now, instead of putting money toward repairs, risk fix-it ticket.

 

 

**Items to resolve by or at next meeting.

 

 

Next meeting with FULL BOARD proposed for the 4th Tues. of Sept:

 

TUESDAY, SEPTEMBER 28, 6:00 pm, Whitman garden.

 

I propose 6, not 6:30, since people seem available and it gets dark/cold earlier now. Who's bringing snacks?

 

John Q. will give ample notice to Operations Board (including option to change date if Op. Board, who usually meets on weekends, requests).

 

Please submit agenda items to Kendra by the previous Monday night.