Administrative Board Meeting
Present: John Quintero, Sheila McClellan, John Swarr, Fred Hempel, Kendra Johnson
Announcements:
City liaison needs records of all meeting minutes.
It is suggested we ask for legal advice, regarding ___??? (sorry, notes incomplete here)
Old Business:
Reggie McAfee
settlement.
Kendra to call Stacie and make sure check has been mailed.
Greenhouse.
Fred to call Vern and ask for purchase information for greenhouses, and will pursue purchase order from here on out. While he’s at it, Fred to ask Vern about Mantis tiller and any research he has done on office computer upgrades, etc.
Plans need
to be drawn up for benches in
New Business:
Approval of new
letters of intent for 2 new grants.
John Q. to pursue 1) an Oakland Arts grant for artist to do mural on office trailer and perhaps architect/contractor to draft plan for patio/common area, and 2) “Community Tool Box” grant for (patio materials?) and office equipment and supplies.
All approved submission, by John Q., of letters of intent for both grants.
Letter of
notification for membership drive.
Based on thorough discussion with Operations Board, John Q. has suggestions for membership renewal policy for coming year:
Current members allowed to keep all plots, but fees will now increase for each plot additional to the previous.
All renewals not paid by mid-January will automatically be raised to highest plot fee charged ($200) during a 2-week grace period. On January 31, all plots not yet renewed will be cleaned out and made available for rental by newcomers on waiting list.
3 items will be prepared for mailing to all current members: 1) 2005 applications, English and Spanish; 2) New fee structure, based on place of residence, income, number of plots; and 3) A clear list of garden rules. Applications to include a line for signatures confirming that rules have been read and understood.
Additional new policies: All plot “swaps” must be ratified by written agreement between all parties involved. Also, required “volunteer” hours to be enforced in 2005 for all members. Kendra to locate policy discussed in previous minutes.
Goal is to get this mailing out by Nov. 1. John will make suggested changes and circulate via e-mail for review. Separate letter to be drafted, later, for new members. Sheila can help with mailings.
CDBG grant renewal
and approval of new Social Services grant for office manager/field assistant.
Volunteers needed to help Stacie prepare these proposals. Kendra can help; Fred will read/respond/revise work in progress via email, but has little time for extra meetings.
Report from Stacie’s visit to City office: We are encouraged to apply for same CDBG funds as last year, plus up to $10,000 from Social Services. This grant would be used to cover paid employee.
Suggested “Office manager / Field assistant” qualifications: Candidates should be; 1) comfortable with office admin and field work; 2) bilingual (English/Spanish), 3) computer literate—comfortable with Excel/Word, internet, graphic/layout programs; 4) willing to work Saturdays in addition to other regularly scheduled office hours.
Board recruitment.
All asked to think about
potential board member recruits (both Admin and Op). John Q. will formally ask
Floria and Bobby, but thinks they’re too busy. Others?