SUMMARY NOTES
Present: Sandra Frost, Fred Hempel, Stacie Chun, Barbara Swar, John Swar, Kendra Johnson, Gary Kaplan, John Quintero, and Sheila McClellan
I. Introductions and Minutes from last meeting.
II. Confirmation and definition of role of the Administrative Board and new positions. Sandra Frost has been acting as presiding officer and covering responsibilities of secretary and treasurer. One task of these past two administrative meetings has been to appoint new board positions. According to the board structure and interpretation of the by- laws governing this administrative committee, the acting executive director can appoint the three officers required until the next official election. We still need a steering committee and we will continue to recruit volunteers for the board. Fred Hempel will serve as President and liaison to the Operations Committee; Sheila McClellan as Secretary. Stacie Chun is Treasurer/Chair Financial Advisory Committee and with the help of Phyllis Shaver, our bookkeeper. Dan Martinez and Mitch Nakashima will serve as Operation Committee Representatives.
Report: John Q presented ground rules for all meetings including Operations Committee (see attachment to Agenda).
III. A. Financial Report: TABLED Bookkeeper’s report presented by John Q for Phyllis.
1. A new spreadsheet will be available.
2. There is less than $120.00 in the bank account and the November water bill was over $400.00.
3 . We need to establish a petty cash account. Receipts can be documented somewhat generally e.g. $50.00
for stall fee at the Farmer’s Mkt.
B. Discussion: Stacie proposed we raise plot fees. However, we first need to make a complete income report.
Per
We hope to install drip irrigation and encourage water conservation.
The toilets are another major expense. Sheila will further research incinerating toilets.
C. Report CDBG (City Block Grant
funds) Stacie talked to Ann Culver, City of
It is important to include in our
report of all costs, the confirmation off low income gardeners who reside in
IV. Next
meeting
OFFICIAL MINUTES
Constitution of Administrative Board
Whereas: Sandy Frost has been delegated sole Executor of the Hayward Community Gardens (HCG) by a Quorum of the Board of Directors of the Hayward Community Gardens, Inc; she has at her disposal the authority to establish this Administrative Committee, by virtue of procedural changes in the By-laws and Articles made by proper Motion and Approval of the Board of Directors in the Fall of 2002, and other existing powers set forth in said Bylaws and the Corporations Code of the State of California, she has solicited applicants and volunteers to achieve this end.
RESOLVED: With the Understanding that current and past Board Officers would by Committee assist in the proper transfer of duties to the incoming Officers of the Administrative Committee of the Board of Directors, the following nominee’s accepted Office and all the duties prescribed by the HCG By-laws, Amendments (see attached), Articles of Constitution and Law:
President-Fred Hempel
Treasurer-Stacie Chun
Secretary-Sheila McClellan
Member at Large-VACANT
RESOLVED: That the current “Board of Directors” will
hereinafter operate and function as “Operations Committee” and that a
bi-cameral relation will exist between the two Committees, in the spirit of
achieving the stated ends of the Articles of Constitution of the
RESOLVED: In that Sandy Frost would hereinafter act as Chairperson of the Operations Committee, and by virtue of that Office be a voting member of the Administrative Committee, the current Office of ‘Grounds Manager’, is Juan Ortiz.
FINANCIAL REPORT: TABLED
OLD BUSINESS:
NEW BUSINESS
ADJOURNED
Respectfully
Submitted,
Sheila
McClelland, Secretary
John
Quintero, Past-president, member
Attachments:
summary notes, approved procedures of Fall, 2002