January 11, 2012
Board Meeting Minutes
Dunwoody Community Garden
The regular meeting of Dunwoody Community Garden was duly called and held on January 11, 2012 at The Dunwoody Homeowner’s Association office in Dunwoody Village at 6:30 p.m.
Board members present were: Don Converse; Angela Minyard; Muriel Knope; Theresa Meschede ; Susan Wynn; Rod Pittman and Nicole Maslanka
With the approval of the directors present, Don Converse acted as Chairman of the meeting and Nicole Maslanka recorded the minutes.
Treasurer’s Report: Angela Minyard presented the treasurer’s report noting that there was a $3,769.00 balance in the bank account with an additional $250 from the Knights of Columbus to be deposited.
It was noted that the Dunwoody Women’s Club had made a donation of $250.00 for the shade garden at the greenhouse, and the Knights of Columbus had donated $250 for the food pantry team.
A vote was taken to allocate $200.00 for Rod to purchase a drum of fish fertilizer to be maintained at the garden for member’s use. This was unanimously approved.
Minutes from prior meeting had been previously approved by the Board and distributed to the membership.
The following action items from the prior meeting were discussed as follows:
Action Item: Nicole Maslanka was appointed Chair of Committee to determine value of in-kind services of Garden members as well as actual dollar value donations to support operation of existing garden.
This is an ongoing action item and all team leaders and volunteers are encouraged to document their time at the garden/greenhouse in volunteer related activities. This documentation becomes more important as we establish our independent not-for-profit status. Hours spent on Board activities and team planning activities are to be counted in these hours as well.
Susan prepared a volunteer tracker spreadsheet that was sent out on December 29, 2011 to the Board as a tool that could be used by those that needed it.
Susan will put out a brief description of the new committees that were formed per the new by-laws and request volunteers-
Progress to date: Susan sent out an email describing the new committees and requesting volunteers but had not had any responses at this time. Susan agreed to resend the email.-Action item ongoing
Susan suggested preparing a budget request form for submission to the Board by team leaders to be used by the Finance committee
Susan prepared a team budget request form December 29, 2011 to be utilized for future budget requests. This will enable better documentation for our corporate tax filings.-Action item closed
The membership packet will be updated. The Organic standards section is still being researched. Discussion was held regarding an organic standards committee. Nicole Maslanka agreed to develop an organic standards document for discussion based on the National Organic Program standards .
Progress to date: Nicole reviewed numerous community gardens websites regarding this issue and presented the range of information that could be provided to the garden members as part of this packet. It was agreed that we would try to keep the format simple and not recommend any product brands. Nicole will continue to work on preparing a document that emphasizes OMRI standards and Demeter certified products. The document will have a disclaimer and a general summary of best practices that are recommended for organic gardening to include in the packet.-Action item ongoing
Muriel Knope will send out the new membership roster for review and updating
Progress to date: The membership packet has been revised pending the update of the organic standards section as noted above. The renumbering of beds was discussed to enable easier identification of plots by food pantry members for harvesting. An updated roster will be distributed once all dues for this coming year have been paid. Dues are payable by February 1, 2012. Reminders will be sent on February 15, 2012 if dues not received by that time.- Action item ongoing
There was general discussion about the need for increased focus on meeting the needs of garden members. Signage and building community were noted as a major priorities at present.
New Action Item: Theresa Meschede will serve as chair of the ad-hoc signage committee. Muriel agreed to help with this effort at present. Anyone interested in volunteering to assist, please notify the Board.
New Action Item: March 17th was scheduled for a garden “Go-Green” party . Information to be provided at a later date re activities. Seed exchanges, numbering of plots, etc. were discussed as possible activities for the event.
Nicole will work with Susan to develop a strategic plan draft for Board consideration utilizing the current team summaries and review of other community garden’s plans.
Progress to date: It was decided that we would have a strategic Planning meeting on March 24, 2012 from 9 a.m. -12 noon at the DHA office to finalize a strategic plan for the Garden. In preparation for this, Muriel and Susan prepared an online survey to gather information from garden members to assist in this planning process. The pending first Garden Council Meeting will also be a forum to gather information for this planning process.- .- Action item ongoing
Action Item: Angela Minyard will take over email to main organization.
Progress to date: Angela has assumed responsibility for updating the website/blog. We plan to update all postings for garden related documents in the near future. We continue to look for an interested volunteer to help with this function.- Action item ongoing
The “Dunwoody Community Garden at Brook Run, Inc.” is now official. Don is working on the application for IRS consideration of the corporation as a not-for-profit
The Orchard grant was selected as a finalist for web based voting. Nicole has submitted the second phase of the application. We will be seeking your voting support once the web-site is activated for voting.
Status of the above new and ongoing action items will be reviewed at the next Board Meeting on February 22, 2012 at 6:30 p.m. This will be an open Board meeting and all interested garden members are invited to attend to share their thoughts and recommendations about what they would like to see in the coming year.
The first Garden Council Meeting is scheduled on January 21st at 9:00 a.m. Details will be provided to all Council members prior to the meeting.
The Board meeting was adjourned at approximately 8:40 p.m. by Don Converse.
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November 16, 2011
Board Meeting Minutes
Dunwoody Community Garden
The regular meeting of Dunwoody Community Garden was duly called and held on November 16, 2011 at The Dunwoody Homeowner’s Association office in Dunwoody Village at 6:30 p.m.
Board members present were: Don Converse; Angela Minyard; Muriel Knope; Theresa Meschede ; Susan Wynn; and Nicole Maslanka
Guests: Shawn Bard, Sally Malone, Diana Woods were present as guests for the meeting to present the food pantry team’s status and the greenhouse’s status.
With the approval of the directors present, Don Converse acted as Chairman of the meeting and Nicole Maslanka recorded the minutes.
Treasurer’s Report: Angela Minyard presented the treasurer’s report noting that there was a $3,481.06 balance in the bank account with $993.43 committed for budgeted items, $290.00 committed to expenses and an available spendable balance of $2,197.63.
Minutes from prior meeting had been previously approved by the Board and distributed to the membership.
A vote was taken to unanimously approve $100.00 for Hedgerow expenses for raised beds being built at present.
A vote was taken to unanimously approve up to $400.00 for purchase of additional equipment.- Don Converse has purchased additional wheelbarrows, rakes, and shovels and done a wonderful job on organizing our tool shed.
The following action items from the prior meeting were discussed as follows:
Action Item: Nicole Maslanka was appointed Chair of Committee to determine value of in-kind services of Garden members as well as actual dollar value donations to support operation of existing garden.
Team leaders will be asked for input into how they will accomplish this task for their respective teams. Calendars were placed at the main garden for any team’s use if wished. Diana has good records on the Greenhouse team volunteer hours.- Action item ongoing
Action Item: Sally Malone , Shawn Bard (Food Pantry Team) , and Diana Woods (Greenhouse Team) will be invited to join the Board meeting to discuss their reports and budget requests
Diana Woods presented her overall plan for the Greenhouse and its surrounding areas and provided an update to the board:
- The Dunwoody Garden Club has donated a butterfly, Pollinator, and hummingbird garden with an Arbor to the Greenhouse grounds (location to be determined)
- The Boy Scouts were completing 5 ADA beds
- A berry garden had been planned-purchase of plants was approved on November 28, 2011
- Plans for the upcoming Spring plant sale were discussed and $1000.00 was allocated to this effort
- Fundraising efforts to complete remaining “wish list” were discussed
Sally Malone and Shawn Bard presented the team food pantry activities and the following was discussed:
- Food pantry beds in the greenhouse have all been planted and amended (4 beds)
- Discussion was held re confirmation of food pantry plots/assignments in the main garden (8 beds)
- Perimeter beds have been completed and now need filling and amending
- The Garden beds will all be renumbered to prevent confusion in harvesting
- The Thieves bed was expanded to include a new bed of strawberries transplanted from the original bed planted by Van Malone-discussion clarified that this bed is available for all Tuesday harvests and will continue to be maintained by the Thieves’ bed team
- Shawn discussed recruitment efforts and they are hoping to increase the number of stewards for the increased beds and volunteers for harvesting efforts.
Progress to date: The Peachtree Middle School has filled all the perimeter beds as part of their Thursday class trips to the garden. All beds have been fertilized. All have been transplanted with seedlings started by Shawn Bard and Ann DoVan Quy. Nicole Maslanka and Patty Baker assisted Shawn and Ann in the completion of all planting. These will be covered with row covers for over-wintering by the food pantry team.-Action item closed
Action Item: A By-laws Committee was formed to review the current bylaws and address the following areas: Membership, Team Food Pantry allocation of space, process for creating teams (Muriel Knope; Nicole Maslanka; Susan Wynn):
The revised By-laws were approved through on-line voting since the last meeting. The annual dues were raised to $60.00 per plot to allow for easier pro-ration of fees when members join mid-year and to allow for creation of a few “scholarship” beds for those who cannot afford to pay for a plot but would like to join the garden. Action item closed
New Action Item: Susan will put out a brief description of the new committees that were formed per the new by-laws and request volunteers
New Action Item: Susan suggested preparing a budget request form for submission to the Board by team leaders to be used by the Finance committee
New Action Item: The membership packet will be updated. The Organic standards section is still being researched. Discussion was held regarding an organic standards committee. Nicole Maslanka agreed to develop an organic standards document for discussion based on the National Organic Program standards .
New Action Item: Muriel Knope will send out the new membership roster for review and updating
New Action Item: Nicole will work with Susan to develop a strategic plan draft for Board consideration utilizing the current team summaries and review of other community garden’s plans.
Action Item: Angela Minyard will take over email to main organization. We will assess how to assure continued payment for Domain name currently paid for by Rebecca Barria’s husband.
Progress to date: Rebecca will update the blog/website and provide the usernames/passwords to Angela. We will look for an interested volunteer to take over this function. Action item ongoing
Don has reserved the name “Dunwoody Community Garden at Brook Run, Inc.” with the Secretary of State’s office. Incorporation papers have been filed.
An Orchard grant has been submitted by Nicole Maslanka and the City Manager of Dunwoody provided endorsement.
Progress to date: the National Fruit Tree Foundation has scheduled an interview regarding the application for January 9th, 2012 with Nicole Maslanka. If selected as a contestant, a web-based site will be developed for voting. 20 sites will be selected and there will be 5 winners from these sites.
Status of the above new and ongoing action items will be reviewed at the next Board Meeting on January 11, 2012.
It was decided that we would convene our first Garden Council Meeting on January 21st at 9:00 a.m. Details will be provided to all Council members prior to the meeting.
The Board meeting was adjourned at approximately 9:35 p.m. by Don Converse. Next meeting will be January 11, 2012 at 6:30 – 8:00 p.m. at the DHA office in Dunwoody Village
