Meeting Minutes for Thursday, January 29, 2015

Meeting started at 7:30 PM and adjourned at 8:30 PM.

In attendance:  Heike, Lisa, Christine

Agenda Item 1:  Renfrew Community Garden Application Package

Now that the Renfrew Community Garden site is approved by the City of Calgary Parks department, we are eligible to submit the Renfrew Community Garden Application Package.  This package must include a detailed map, garden bylaws, a budget, a membership list, letters of community support, the lease & insurance agreement with the Renfrew Community Association and the Gardener’s Rental Agreement/Application Form.  Our objective is to complete this application package for submission early enough to turn soil in our new garden by June 1, 2015.  To accomplish this goal we have scheduled meetings and activities for the next 5 months.  Some of these meetings will be “ALL NIGHTERS” so that we can efficiently complete the application requirements.  This is when we need our full membership to come together and really make this a community effort!!  We also acknowledge the possibility of a fall start-up, but either way, we will maintain this schedule to the best of our ability.

Agenda Item 2:  Renfrew Community Garden Community Survey

A survey of the surrounding community is required for the application package.  Before Christmas, Heike and Lisa walked the perimeter of the community garden to determine the survey area which we outlined  on a map.  We will survey the homes that fall inside of this “line of sight”.  The survey will ask residents if they support the proposed Renfrew Community Garden.  As noted below, the survey will be conducted on Saturday, February 7, 2015 at 10:00 AM with the meeting place to be announced as the date approaches.  We will carry the survey form (in a tabular format), a map outlining the garden location and a leaflet to leave in the mailbox if the resident isn’t home to answer the door.  We will work in pairs for safety.

Agenda Item 3:  Insurance/Lease Agreement

The insurance and lease agreement with the Renfrew Community Association must be submitted with the application package.  On Tuesday, January 27, 2015, Heike and Lisa attended the Renfrew Community Association monthly meeting.  There, with the help of AJ Matsune, City of Calgary Community Liaison, we reviewed the requirements of the insurance & lease agreement.  We will continue to work with the RCA and AJ Matsune to complete this process.

Agenda Item 4:  Meeting Schedule

If we are targeting a spring 2015 start-up, we would have to submit the application package to the city no later than April 20, 2015 hoping to get approval by June 1, 2015.  To accommodate this schedule we are planning the following meetings:

  • Saturday, February 7, 2015, 10:00 AM to 11:30 AM —-> Survey of Neighborhood Support, Line-of-Sight Survey, we will muster at the RCG site (check the blog before you leave to confirm)
  • Friday, February 20, 2015, 7:30 PM to 8:30 PM —-> Planning Committee Meeting, RCA pub
  • Friday, March 6, 2015, 7:30 PM to close—-> ALL NIGHTER – PLANNING SESSION, RCA pub
  • Friday, March 20, 2015, 7:30 PM to close—-> ALL NIGHTER – PLANNING SESSION, RCA pub
  • Friday, April 17, 2015, 7:30 PM to close—-> ALL NIGHTER – PLANNING SESSION, RCA pub
  • Friday, May 1, 2015, 7:30 PM to 8:30 PM —-> Planning Committee Meeting, RCA pub
  • Friday, May 29, 2015, 7:30 PM to 8:30 PM —-> Planning Committee Meeting, RCA pub
  • Friday, June 12, 2015, 7:30 PM to 8:30 PM —-> Planning Committee Meeting, RCA pub
  • Friday, June 26, 2015, 7:30 PM to 8:30 PM —-> Planning Committee Meeting, RCA pub

After we submit the application package to the City for approval, we will have about a month to plan a spring start-up.  For a September start-up, we will have about four months to plan.

Agenda Item 4:  Assigned Tasks

Lisa will update the blog with this meeting minutes and calendar dates, update the blog with the CALHORT dates, prepare materials for the survey including the survey, map and flyer, and connect Christine with Chris and any other community garden contacts that she has.

Heike will contact the Renfrew Community Garden Planning Committee members to update everyone on the meeting dates, the community survey date, the all-nighters.

Christine, our wonderful new member (WELCOME CHRISTINE!!) will research other community gardens and their bylaws in preparation for our next meeting.

Agenda Item 5:  Agenda for our next meeting

Our next meeting will set us up for the subsequent ALL-NIGHTERS.  We’ll decide on how the all-nighters will work and what our goals are.  We will spend some time brainstorming ideas for our garden that we can implement at our ALL-NIGHTERS.  See you there!!

Advertisements

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s