HOLMES RUN COMMUNITY GARDEN - Meeting Minutes

HOLMES RUN COMMUNITY GARDEN

June Advisory Meeting

6/11/2022

06/09/2022
Present: Jen Lee, Derek & Sissy, Joan, Barb, Amin, Karen, Maureen (city)

Next meeting:
July 14th via zoom (Occurs every 2nd Thursday of the month at 6pm)

1. Announcements

Garden monitoring session 11 June at 10am. Rain check, rescheduled for 12 June 10am

2. Discussion

Monitoring session happens this weekend. Path maintenance is considered a high priority item. Paths should be kept free of all vegetation on or above them.
Yard Waste Bins – only put things that grow in the bin, no trash.
Time for a volunteer day for weeding, clean up, wood chips. Any volunteers? Before monitoring Sissy will be available and after monitoring Jen Lee will be available to help with common area maintenance.
Link to report hours: https://docs.google.com/forms/d/1JXnPx4JGDvdJVEUUwIG-tzZK03byVuWSOYgdnqeCLRg/viewform?edit_requested=true

3. Questions/closing
MaryAnne wanted us to ask the City about installing a bench in the shade around the garden. Preferably on the west side. Maureen will see what the city could possibly do. Joan raised concerns about installing a bench close to the garden bringing in unwanted guests. If City is able to install a bench, HRCG would need to vote to install.
For any concerns with the “social club” or other visitors to the Park, you can call the non-emergency 703-746-4444.

March Advisory Meeting

6/11/2022

03/10/2021
Present: Jen Lee #22
Jen Holland #8
Bibi #2
Derek and Sissy #12
Joan #5
Mirwais #6
Jeanie and fam #13
Barb #18
Karen #21
Paula #7
Maureen - City

Next meeting:
April 14th via zoom (Occurs every 2nd Thursday of the month at 6pm)

1. Announcements

Welcome new members! All plots rented.

Advisory meeting is open to ALL current gardeners and it counts toward your volunteer hours. Link to report hours: https://docs.google.com/forms/d/1JXnPx4JGDvdJVEUUwIG-tzZK03byVuWSOYgdnqeCLRg/viewform?edit_requested=true

2. Discussion

Board election info – Jen Holland will send out a survey to vote for Chair and Co-Chair
How to earn and report volunteer hours – At the end of the season, if you have not completed your volunteer time, the city will charge you an additional fee of $60. 5 hours is required to meet the minimum, but more is always welcomed!
- Weeding community areas, plan community days (picnics, cleanup days, seed swap, etc.)
- Attend monitoring sessions
- Attend advisory meetings, create agenda, take meeting minutes
- Help with community website/facebook page www.holmesrungarden.weebly.com – Jeanie/fam volunteered to help with this
Plot stakes need to be numbered and placed – community work day possibly. Needs to happen sooner than later. March 19th 10am we will meet in the gardens to place garden plot stakes and to ensure plot alignment. All are welcome to join. Our goal is to maintain 30 inch pathways. Which make it large enough to fit a wheelbarrow.
Yard waste pickup and trash pickup service days. Please don’t overstuff a single receptacle and once full take to the road for pick up. Tues, Thurs, Sat. Please pull up the trash cans to the street the night before or anytime they are full. Please only use the green YARD waste can for yard waste like weeds, grass, greens. No trash, bags, fencing, etc.
Common plot (#19), we use for storage of community tools
What to expect at first monitoring session of the season – Joan Branch will be emailing out the dates for the season as well as the list of things the team is looking for. Mostly, weedy path, overgrown rotting vegetation (invites rodents), proper fencing, etc.
POCs for different area/tasks
- Garden monitoring: Joan Branch plot #5
- Yard waste, trash pickup, wood chips: Derek and Sissy Walker plot #12
- Google groups email list: Jen Holland #8
- Volunteer hours and general questions: Jen Lee plot #22
- Jeanie plot 13 will be helping with the HRCG website

3. Questions/closing
Water will be turned on once the threat of freezing weather has passed. Mid-April usually.

December Advisory Meeting

12/9/2021

12/09/2021
Present: Jen Lee
Derek & Sissy
Joan
Jen H
Barb

1. Announcements

Advisory Board member positions will be elected at the Feb Advisory meeting

2. Discussion

Decide on the process of how we will elect advisory board members
- We need a Chair, Vice-Chair, and Secretary – Will gather nominations and send out an electronic vote via Google drive (Jen H)
HRCG duties that are covered by the board or additional volunteers:
- Serve POC between HRCG and City employees
- Run, plan, coordinate monitoring sessions
- Submit monitoring results to City
- Run, plan, coordinate monthly Advisory Meetings
- Take meeting minutes of Advisory Meetings
- HRCG website maintenance, to include posting meeting minutes, volunteer days, calendar events, post announcements to Facebook and website
- Coordination of volunteer days to keep common areas cleaned and weed free
- Compile monthly volunteer hours and report to City
- Manage mulch ordering and delivery
- Many more small duties that can be shared among the community!!!
Three abandoned plots will be turned over with a rototilled by City – Will contact Maureen and ask if this is available. (Derek)
Donations to help cover the purchase of paint, brushes, and paint pen to paint new plot stakes form the City. About 50 stakes received. So far $30 has been spent on supplies, we may need another can of paint, not sure yet. Will collect via Venmo/Paypal/cash any surplus will be put toward future projects. (Jen Lee)

3. Questions/closing

Report your volunteer hours here: https://docs.google.com/forms/d/e/1FAIpQLSeTE-3UgmDrs4OVEXG5GzJUs1mKST_iKpZZiQ6Dx2MzH2sWmQ/viewform

September Advisory Meeting

9/11/2021

Holmes Run Community Garden

09/09/2021
Present:
Jen Lee #22
Derek and Sissy #12
Joan #5
Mirawais #6
Mary Anne #1
Barb #18
Dawn #10
Maureen – City rep

Next meeting:
Oct 14th, Nov 11th via zoom (Occurs every 2nd Thursday of the month)

1. Announcements

Jeanie Johnson is no longer our POC for the city. Maureen Sturgill is her replacement.
Next scheduled monitoring date is Saturday 2 Oct.

2. Discussion

Repairs to spigots has been requested. Complete, spigot rebuilt.
Another mulch delivery has been requested. Complete, mulch was delivered
Volunteer day Saturday Sept 11th @830am.
- Pull or weed eat grass coming up near kiosk, pull or weed eat all vegetation in the community plot, lay cardboard and mulch perimeter, help with vacated plots.
- City may be able to provide some support to overturn abandoned plots. Maureen will look into what support they can offer.

Every plot owner is responsible for weeding the four sides of their plot. Even if you have opted out of volunteer hours, it is still required that you weed your plot boundaries.

3. Questions/closing

Report your volunteer hours here: https://docs.google.com/forms/d/e/1FAIpQLSeTE-3UgmDrs4OVEXG5GzJUs1mKST_iKpZZiQ6Dx2MzH2sWmQ/viewform

4. For action

Contact plot owners with overgrown plots (Jen)
Pass around non-emergency police number for incidents: 703-838-4444 (Jen)

July Advisory Meeting

7/8/2021

07/08/2021
Present: Jen Lee #22
Joan #5
TJ #23
Derek and Sissy #12
Barb #18
Mirwais #6

Next meeting:
Aug 12th, Sept 9th, Oct 14th, Nov 11th via zoom (Occurs every 2ndThursday of the month at 6pm)

1. Announcements

Next scheduled monitoring date is Saturday 7 Aug.

2. Discussion

The city has been notified and will add more bait stations to our garden. The city specifically asked us not to move the bait stations once they are placed. They have a method for the placements.
Need a volunteer to organize a community day to get ahead of the weeds in the common areas. Looking at possibly setting up a community day on 17 July.
- Pull or weed eat grass coming up near kiosk, pull or weed eat all vegetation in the community plot.

Every plot owner is responsible for weeding the four sides of their plot. Even if you have opted out of volunteer hours, it is still required that you weed your plot boundaries.
Do NOT allow standing water in your plot. This is a big issue, please store containers upside to avoid standing water. The mosquitoes are among us.
Garden monitoring isn’t something that can be done alone to get credit for volunteer hours. Garden monitoring is a group activity and occurs every 2 months on a set schedule.

3. Questions/closing

Report your volunteer hours here: https://docs.google.com/forms/d/e/1FAIpQLSeTE-3UgmDrs4OVEXG5GzJUs1mKST_iKpZZiQ6Dx2MzH2sWmQ/viewform

May 2021 Advisory Meeting

5/23/2021

05/13/2021
Present:
Jen Lee #22
Joan #5
TJ #23
Derek and Sissy #12
Barb #18
Mary #1
Neil #3

Next meeting:
June 10th, July 8th via zoom (Occurs every 2nd Thursday of the month at 6pm)

1. Announcements

Advisory meeting is open to ALL current gardeners and it counts toward your volunteer hours. Link to report hours: https://docs.google.com/forms/d/1JXnPx4JGDvdJVEUUwIG-tzZK03byVuWSOYgdnqeCLRg/viewform?edit_requested=true
Next scheduled monitoring date is 12 June.

2. Discussion

The bait stations. Have been baited. There was an issue with slugs.
Reminder that yard waste pickup and trash pickup service days are Tuesday, Thursday, and Saturday. Please don’t overstuff a single receptacle and once full take to the road for pick up.
Common plot (#19) refencing. Accepting $5 donations to purchase required materials. Somehow the plot got out of alignment and needs to be moved about a foot toward the perimeter. Derek is leading this effort. If interested in assisting, please contact him.
Neil Snyder has offered to coordinate a meeting with a Virginia Cooperative Extension agent and/or Master Gardener to distribute seed and answer gardening questions. He needs a head count and best date/times that work for everyone.
- Action item: Neil will schedule for June 10th.
Still looking for volunteers to:
- Organize a picnic or other social activity
- Lead community work day
- Website maintenance

April 2021 Advisory Meeting

4/15/2021

04/15/2021
Present:
Jen Lee #22
Derek & Sissy Walker #12
Barb Carrol #18
Joan Branch #5
Yasmine Kaidbey #2
Maryanne Fontaine #1
Tatjana Witzmann #23
Neil Synder #3

Next meeting:
May 13th, June 10th, July 8th via zoom

1. Announcements
Welcome new members (all plots rented).
2. Discussion

How to earn and report volunteer hours. Weeding, plan community days, attend monitoring sessions or board meetings, help with website (keep it updated). www.holmesrungarden.weebly.com
Monitoring session date and what to expect. First session is May 1st. Will be looking for garden activity, overgrown weedy plots, path maintenance, plot fencing (not higher than 72 inches, not leaning or sagging into paths), and standing water.
- Action Item: Send monitoring sheet to all gardeners.
Plot fencing – 3 or more plots need to adjust their fencing to make paths more accessible. Should be able to fit a wheelbarrow through which means 28-30 inch paths.
- Action Item: Email plot owners not in attendance to pass guidance and offer support as needed.
Yard waste pickup and trash pickup service days are Tuesday, Thursday, and Saturday.
Wood chips have been order.
“Community” garden issues. Being a community garden has it perks, but also some issues. As a community, please get to know your fellow gardeners! This helps to identity someone in our plots who doesn’t belong. It’s okay for people to walk our paths, but not take from our plots. There have been a couple of non-plot holders who water our plots without permission. If you see someone doing this, please let us know via facebook or google groups email. You do not have to approach the person if you are not comfortable doing that. I usually try to get a picture of the person for future reference.
POCs for different area/tasks
- Garden monitoring: Joan Branch Plot #5
- Volunteer hours & ordering of compost: Jen Lee Plot #22
- Garden kiosk: Jen Holland #8
- Yard waste, trash pickup, wood chips: Derek and Sissy Walker Plot #12
- Website maintenance: NEED VOLUNTEER

May Meeting Notes

5/19/2018

Holmes Run Community Garden Advisory Board
Saturday, May 19, 2108
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Attendees
Suzanne Bouchard, City Horticulturist
Jennifer Holland, Chairperson
Paul Rothman
Romain Warnault

Notes

Rodent traps were baited in early May. They will remain baited throughout the season. The cost is $45/month. There are 8 traps around the perimeter of the garden (they look like fake rocks). Please keep them on the perimeter and do not move them. Let Suzanne know if you see any dead rodents in the garden.
The city agreed to put in 4 new plots in the fall on the east side of the garden (plot 6 and plot 24 side). This will likely result in a renumbering of the plots at the end of the season. We did put some plants in on that side of the common area which we will need to move in the fall. We will have a similar border beyond the new plots (3 feet).
Mary in plot 24 asked the city about the potential of starting a farmer’s market in the area. Suzanne said it would likely need to be at the end of the street in Veteran’s Park. If the majority of the gardeners are interested in learning more about a community garden we can arrange a meeting with the farmer’s market coordinator for the city
- ACTION: Reach out to Jennifer Holland if you are interested in learning more about the possibility of a farmer’s market. If there is enough interest I will work with the city to schedule an information session.
- There would need to be a modification to the agreement we have with the city because the current regulations do not allow for the sale of items grown in the garden.
- There is a West End Farmer’s Market at Ben Brenman park on Sunday mornings (May to October I believe).
- There is a Kingstowne Farmer’s Market at the Giant parking lot near Van Dorn Street and Kingstowne Blvd on Friday evenings (May to October I believe).
- The Old Town Farmer’s Market is Saturday mornings year round.
Moving to self governance. One of the goals of the advisory board is to move the garden to self governance. This means we need to identify an organization will to take over the fiscal management of the garden. The gardeners would be responsible for items such as maintaining waiting lists and coordinating registrations, but the organization would handle the financial transactions and financial reporting requirements. Some examples of organizations are homeowner’s associations or business development agencies.
- Paul Rothman (Plot 2), Barb Goodman (Plot 17), and Jen Lee (Plot 22) have offered to work on researching self governance. The board proposes a new committee be established to work on this task. All are welcome to join or to offer suggestions to the group.
- The new community garden in the city (Dale St) is starting under self governance. Their by-laws should be available later this summer and may be useful as a starting point.
- We are likely better to pursue this on our own instead of joining with Chinquapin. Chinquapin is much larger and will likely take longer to take any action on self governance.
- Under self governance the city leases the lands to the gardens. The city intervenes as needed as the property owners.
Jo Kang (plot 1) pulls together the monthly volunteer report. Please make sure you are recording your volunteer hours through the form on the website.
Requested more wood chips.
When weeding make sure you get as much of the soil off your weeds as possible before putting them in the trash can. One, we don’t want to get rid of good soil and two, if the trash cans get too heavy they won’t be emptied.
The second monitoring session is Sunday, June 17 at 10am. Monitoring occurs several times throughout the season and looks for compliance to the rules and regulations you agreed to when renting the plot. Some of the key issues monitors look for are adherence to the height limit (72 inches), clear paths, and signs of activity in the plot.
There is a summer solstice BBQ planned for Friday June 22 at 6pm. Look for additional information from Neil as the date gets closer. It will be an informal social event.

April Meeting Notes

4/21/2018

Attendees
Suzanne Bouchard, City Horticulturist
Jennifer Holland, Chairperson
Neil Snyder
Notes

Suzanne gave Jennifer the key to the kiosk in the garden. We can now post information for gardeners in the kiosk.
The first monitoring session is Saturday, April 28 at 10am. Suzanne will meet those interested in monitoring in the garden to discuss what to look for as monitors. Joan Branch is leading the monitoring effort for the gardeners. Monitoring occurs several times throughout the season and looks for compliance to the rules and regulations you agreed to when renting the plot. Some of the key issues monitors look for are adherence to the height limit (72 inches), clear paths, and signs of activity in the plot.
Jo Kang (plot 1) pulls together the monthly volunteer report. Please make sure you are recording your volunteer hours through the form on the website.
Water is on. We recommend removing the short hose section and connect your hose directly to the spigot. Many of the short hose sections have been damaged by mowers or by being stepped on the past couple of seasons.
Care of Tree delivered more wood chips.
There is a summer solstice BBQ planned for Friday June 22 at 6pm. Look for additional information from Neil as the date gets closer. It will be an informal social event.

March Meeting Notes

3/17/2018

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AttendeesSuzanne Bouchard, City Horticulturist
Jennifer Holland, Chairperson
Tara Houlden, Vice Chairperson
Coss Loic
Jennifer Lee
Elly Brinkerhoff
Paul Rothman
Romain Warnault
Notes

Monitoring begins in April. Look for a message from Joan Branch regarding date and time.
City will mark the borders. (After meeting note - the perimeter has been marked with blue irrigation flags. We are responsible for the area within these blue flags)
Let Suzanne at the city know if we see rodent activity and want bait stations out and serviced. The stations are out in the garden but haven’t been serviced since the fall.
The city arborist is working with Care of Trees to get more wood chips.
Water will be turned on in early-mid April.

Post Meeting Items

Record your volunteer hours! Link to the form is on the advisory board page of the website.