Meeting Minutes, 24 January 2008

The Executive Committee of Sheboygan Community Garden (SCG) of 2008 met in the Social Room of Monticello Apartments, 5015 Sheboygan Avenue, at 7:00 pm, on 24 January 2008. Co-coordinator Mary Malischke presided over the meeting; attendees included Tyrone Bell, Sue Brown, Sonam Choedon, Jane Dennis, Yugandhar Kodali, Linda Page, Pat Soderholm, Ben Sommers, Nancy Stroud, and Geren Zhang.

The Executive Committee discussed the proposed Agenda for Sheboygan Community Garden Board meeting, Thursday, January 24, 2008, 7 pm (see attached), presented by Coordinators Pat Soderholm and Mary Malischke.

1. Corrections of minutes from the last meeting (15 November 2007) were noted, Dennis mentioning the needed deletion of Julia Ferguson and Fadey Feyman from the first paragraph under 2, “There was comment….” Dennis then raised a question of exactly which translators will be involved in 2008. In large part, it was said, we can carry over from 2007, but each individual must first be asked: Chinese, Geren Zhang; Lao, Thay Seuasoukseng; Russian, Fadey Feyman; Spanish, Camilo Vasquez; Thai, Pat Pakpoom; and Tibetan, Sonam Choedon. At this point, Zhang, Feyman, and Choedon were confirmed.

2.  The Committee then reviewed Board meeting dates for upcoming months, possibly changing some. Discussion continued after CAC technician Ben Sommers arrived. Changes were made more or less consistently to the fourth Thursday of the month, though still meeting at the Monticello Apartments, at 7 pm: February 28, March 27, April 17 (after opening Spring Potluck), May 22, [June 26, July 24, August 28, September 25, October 23, and November 27].

3.  The Committee discussed the need to appoint a subcommittee to review by-laws and offer changes at the next meeting. The committee considered what exactly was needed in the by-laws and what people would willingly read. The by-laws review committee formed comprises Sue Brown, Tyrone Bell, Mary Malischke, and Pat Soderholm. Brown will receive suggestions and put them together in a document to be reviewed at the next Executive Committee meeting.

4. Garden Preservation report, Linda Page.

Linda Page introduced her presentation by saying that Sheboygan Community Garden is destined to move. Since September, she said, the Sheboygan Preservation Committee has been meeting with an Ad Hoc Community Gardens/Hill Farms PUD Committee made up of representatives from the City of Madison’s Planning, Zoning, and Parks divisions and from the State of Wisconsin’s Department of Administration. This Ad Hoc Committee was to review, with due diligence, proposed site locations for relocation of Sheboygan Community Garden. After an in-depth search of feasible sites, the committee selected 3 locations as possible: DOT property boundaries, 3 areas of Rennebohm Park, area of Van Hise/Hamilton School. After weighing evaluations of all sites by all members of the Ad Hoc Committee, these 3 locations remained at the top of list. The Ad Hoc Committee is now planning a 3-front engagement with neighbors, school parents, and the Parks Division -- and anyone else identified -- to discuss the possible relocation. A letter is being written by the State of Wisconsin to area residents, associations, and other interested parties about this proposed relocation and inviting their input into the discussion. The Preservation Committee is “staying flexible” to respond to further developments.

Malischke extended the SCG’s thanks to Page and the Preservation Committee.

5. CAC Update (new garden fund and plot fees meeting), Ben Sommers

CAC Technician Ben Sommers says that CAC continues to be successful in promoting community gardens, for Madison now has more and bigger gardens. The level of the garden plot fees is the big question. A garden plot fee structure must be constructed relative to family size and income. The City of Madison designated a group to study the plot fees being charged at city-supported gardens, the cost of services provided, and the demographics of the residents being served. We must have a fee structure for all gardens that receive input from CAC, Sommers said. Hopefully, we can simplify the structure. There is a public hearing on the proposed community garden plot fees scheduled for February 12. The proposed fee structure will be available to the public at the end of January so community members can prepare their written/spoken reactions. The proposed fee structure, which will include 10% fee to go back to a New Garden Fund, must be based on size of family and income to receive city and federal funding.

Sommers said that the Sheboygan water bill for 2006, figured on a daily basis, was $321, and for 2007, figured by water meter, $288. The SCG must get permission from the city to get its water bill determined by meter. SCG is to train a Grounds Committee person to: 1) call the city to turn on the water; 2) get the key from the city; 3) turn on the water assembly; 4) turn off the assembly and return the key in the fall.

Hay bale distribution last year, Sommers said, was out of control, for gardeners both did not get hay and did not pay for it. Henceforth, CAC will deposit one huge pile of hay at the Sheboygan site and gardeners can take what they want. CAC has found, by the way, that with the pile delivery method, more hay actually gets to low-income families.

6. Review “Letter of Intent” that will be mailed to all gardeners, Sue Brown

At the first 2008 SCG Executive Committee meeting, in November 2007, it was decided that in February 2008 a form letter would be sent to all satisfactory gardeners asking them to indicate their plans to continue to garden at Sheboygan, their preferences for plot location, and their satisfaction with plot size. At this Executive Committee meeting, it was decided that since the terms of “in good standing” were never defined, the form letter, prepared by Sue Brown and Nancy Stroud, would go to all gardeners registered in 2007. To increase return response, it was recommended that the SCG include stamped envelopes and return labels with the form letters. At the February meeting we will review the results of the letter of intent (plot fees should be solidified by then). Gardener responses then go to the Plot Allocation Committee, to be sent to the Executive Committee by March 13.

7. Plan Spring Potluck and General Garden meeting.

The Sheboygan Community Garden Spring Potluck and General Garden meeting are set for April 17, 2008, to be held at the Senior Center: 6:00 for dinner, 7:00 for meeting, and maybe an Executive Committee meeting afterward. CAC technician Ben Sommers will bring free garden seeds among which gardeners may pick and choose. It’s important to have translators at the General Meeting. Garden coordinators will check with Lynda Southwick, Padma Kodali, and Melanie Cain Ferris about reserving the Senior Center.

8. Waiting lists, Matthew and Nancy Stroud

It was recommended that SCG officially or unofficially tell aspiring gardeners that they may want to put their names on lists at other gardens, too, since the fate of Sheboygan garden is uncertain after this summer.

9. Additional business.

Coordinator Mary Malischke highlighted the importance of members-at-large for contributions to decision-making at Sheboygan Community Garden. It’s important that people know that they have a part in running this garden. At the last meeting, Geren Zhang was voted in as a member-at-large, that is, a voting participant at the SCG Executive Committee. At this meeting, Sonam Choedon and Yugandhar Kodali were voted in also as valid members-at-large.

The Executive Committee called attention to the SCG bulletin board. It’s important that gardeners are informed of activities, decisions, and opportunities. Since gardeners are supposed to park in the DOT parking lot, they could easily inspect the bulletin board as they entered the garden. It was recommended that the SCG put notes not only on the bulletin board but also on the tool shed and on the hose binders to be sure that notices are seen and read by all gardeners.

Regarding Orientation, it was recommended that Orientation be made mandatory for new gardeners. Pat Soderholm volunteered to chair garden orientation until a replacement is found.

Mary Malischke was reminded to ask Brian Kuhn about chairing the Grounds Committee.

The meeting of the Sheboygan Community Garden Executive Committee closed at 8:30 pm.