02/08/2017 Board Meeting
Presiding Officer- Jeff Monks
Minutes recorded- Polly Porter
Members Present- Jim Willmann, Lori Dobbin, Carol Limaye, Randy Thompson and Bill Cason
Open Items / Future agenda items:
- Jeff - TSBVI storage rule, status of cleanup.
- Jeff- Front gate sign for emergency contact. Jeff has reached out to TSBVI security with no response
- Jeff- Provide estimated costs for garden weather station.
- Jeff- Coordinate brochure change suggestions.
- Plant Sale
- Randy- Discuss Master Gardeners table with Ila.
- Jeff- Order compost.
- Randy- find a tomato expert to take over when he leaves at 11 (day of sale).
- Carol - will look for a way to get volunteers through local organizations- key club, Dell, etc.
- Randy- Find volunteers to 1) manage vendors 2) man a table to hold plants for shoppers and answer garden questions 3) stand at the gate from 7- 8:30.
- All- Should we require 2 hours of spring service hours to be related to the plant sale?
- Should we look at an app to manage the silent auction? It will most likely increase sales.
- Jim- Update on tool shed project.
- Financials - Carol
- Consider hiring a part time CPA that specializes in non-profits.
- Put all previous financial reports in Evernote.
- Prepare a simplified version of five-year plan options for all hands meeting in May.
- ??- Add a sign in the bathrooms to not flush paper towels.
- Approved January and February meeting minutes.
- Decide on what to do with Nancy's 2 open plots.
- Should we have a new rule of no thorny plants (including roses).
- Discuss a long-term plan to assist Kay on plot assignment role.
What do to with Nancy's 2 plots
- Nancy is leaving the garden and has 2 full plots next to the driveway and 3 sides of common paths.
- Nancy wants the Martha Gonzalez Rose bush. Jim will handle digging this up.
- Suggestion 1:
- Convert to garden area for gardeners who would like to continue to garden but who cannot manage all aspects of a regular plot due to age or health condition
- How to determine who uses it:
- Use the honor system to see who qualifies.
- Advertise and see who is interested.
- The only thing the gardener would have to do is plant.
- Paths and borders would be maintained by volunteers.
- Raised beds would be good for someone with back or balance problems.
- If we do this, we should consider a single zone coordinator for these types of special plots that includes existing raised beds.
- It is may be difficult to get volunteers to maintain the paths and borders. It takes time to maintain the weeds.
- Most gardeners with these types of issues have worked it out on their own so they can garden.
- Suggestion 2
- Make it one full plot and 2 half plots.
- For now, start cleaning the 2 plots and decide what to do in the next board meeting.
Plot Assignment role
- Kay would like to continue to use her excel method for now. The database solution does not meet all her needs. Jeff will discuss with Sharon.
- Kay will work with Bill to send the Excel document to Evernote weekly so we have a backup.
- Issues with current system
- All the knowledge resides with Kay.
- The only way to see where someone is on the waiting list is to check with Kay.
- It very time consuming.
- Long term we should consider how to give Kay some relief.
- Have a volunteer to assist.
- Have someone shadow Kay to learn her system so Kay can take time off.
- There are about 65 people on the waiting. This does not include people that signed up through the database.
- There is a high demand for 1/4 or 1/2 plots.
- Jeff is ordering compost.
- We need 3 new tarps for compost. Bill will buy at Costco.
- We will not use mushroom compost.
- Boy Scouts can setup outside the garden for sales except for Dillo Dirt.
- Need someone to sit at Sunshine information desk.
- Need someone to stand at the gate from 7-8:30
- Gabriel valley sent pictures of the peppers and they look good.
- They are trying to make tomatoes shorter and stockier so they are planting later.
- Everything is OK with cash management.
- That are phone apps for silent auctions we might want to look at.
- We are on target with budget
- Mushroom compost sale / cost - 601.95. Sales to date - 587.50.
- Dues Report
- 3 new gardeners have not yet paid
- 25 returning gardeners have not yet paid.