We had over 20 people sign up to be part of this project – and it’s only February! Oh, how the excitement is growing! Care to join?

Board Meeting Minutes

February 17, 2009

Present:  JoDana Bright Taylor (Otis), Liz Olsen (Newport), Marje Takei (Yachats)

Not in attendance:  Bob & Vicki Hunt (Lincoln City), Therese Morris (Lincoln City)

Meeting was called to order at 4:38 pm at Chalet Restaurant, Newport Oregon

I.       Overview of the Foundation, Mission & Goals

The Mission of the foundation is:

·        To support and assist community gardens throughout Lincoln County, Oregon

ž          The foundation will provide not only financial assistance to community gardens, but also logistical and administrative assistance, providing advice on overcoming challenges, sample guidelines for garden operations, etc.

·        To work with municipalities and communities to identify and maintain community garden sites throughout Lincoln County, Oregon

ž          The Lincoln City and Taft gardens have a unique and mutually beneficial relationship with local city government.  The foundation will work with municipalities throughout the county to improve and advance relationships between local governments and community gardens.

·        To partner with experts to provide educational opportunities for community garden participants

ž          The foundation will work with experts in horticulture, including the Lincoln County Master Gardener™ Association, garden clubs, etc.,to provide horticultural educational opportunities for community gardeners throughout the county.

·        To work with local schools and businesses to build partnerships with community gardens in Lincoln County, Oregon

ž          The foundation will strive to develop partnerships between local schools and businesses, and community gardens throughout the county to provide horticultural and nutritional educational opportunities for students.

·        And to promote self-sufficiency and food security for families throughout Lincoln County, Oregon.

ž          Oregon is third in the nation in food insecurity and Lincoln County is among the least food secure counties in the state.  In addition, our region is prone to a variety of natural disasters that have the potential of disrupting our food supply.  Community gardens are a critical component in local food self-sufficiency.  As such, the foundation will encourage partnerships between community gardens and local food pantries, and promote food self-sufficiency and security throughout our area.

The board discussed goals and priorities for 2009.  These are:

·        Complete founding documents including articles of incorporation and by-laws.

·        Register as a corporation with the State of Oregon.

·        Complete 501(c)3 filing for tax exempt status with IRS.

·        Create a master list of community garden locations, contacts, etc.

·        Informally survey community garden project leaders and members regarding needs, issues of concern.

·        Identify grant and funding sources, develop a calendar of grant deadlines and requirements.

·        Identify funds distribution programs and policies.

·        Identify member garden criteria and expectations.

·        Develop promotion and marketing strategic plan for community gardens.

·        Begin grant writing and fundraising.

II.    Board Selection

The following individuals were approved for board membership:  JoDana Bright Taylor, Executive Director; Liz Olsen, Marje Takei, and Therese Morris, Directors. Two additional board positions are yet to be filled.  From the final board, the following officers shall be selected:  Vice Chair, Treasurer, and Secretary.

In addition, the board identified the following committees:

·        Non-Profit:  The non-profit committee is charged with completing necessary state and federal filings to achieve 501(c)3 non-profit status and maintain compliance.

·        Community Garden Liaison:  The community garden liaison committee will work with member community gardens to foster communication, participation, and success.

·        Grants:  This committee will oversee grant writing as well as criteria and selection for grant funds distribution to member community gardens.

·        Promotion & Partnerships:  This committee will work to develop critical partnerships with municipalities, local businesses, schools, and other organizations, and to promote the foundation throughout the community.

Committee assignments:

Community Garden Liaison:  Liz, Marje, and JoDana will each gather contact information for community gardens in their respective areas.  The information will be given to JoDana who will compile a complete list of community garden contacts for the next meeting.

Non-Profit:  JoDana will continue to work on drafts of founding documents.  Individuals have volunteered to review and assist with this project.  She will work with these volunteers to have founding documents ready for review at the next meeting.

Grants:  JoDana reported on a FISKARS Project Orange Thumb grant, submitted on February 17, 2009.  In addition, there are two community-level grants available that do not require 501(c)3 status.  She will pursue these two grants and report back.

III. Questions and Discussion

The following questions were discussed and actions taken:

1.      Time commitment of board members:  Monthly meetings during our start up phase (perhaps quarterly thereafter), participation on committees, and involvement in grant processing.  Most communication will be conducted via email.

2.      Member Gardens:  Starting with an inventory of community gardens (see above), the CG Liaison committee will work on a statement of benefits and expectations for member gardens.

3.      Budget:  State incorporation filing fee and IRS 501(c)3 filing fee total $355.  JoDana will request a loan from the Lincoln City Community Garden to cover these expenses.  The loan will be repaid by the end of 2009 from donations or grant funds received by the foundation.

4.      Jurisdiction:  The question was raised as to whether the foundation will only support those community gardens within Lincoln County, naming Neskowin and Pacific City gardens as possible members.  This discussion was tabled until a future meeting where more board members may participate in the discussion.

IV.  Interested Parties

The board discussed potential board and committee members from the community.  It was decided that the number of Master Gardeners™ participating on the board would be limited.  Board members were encouraged to talk with community members who are interested in issues of community gardening, food security, and in general community involvement.

V.     Next Meeting

The next Foundation board meeting will be Tuesday, March 10, 2009 at 4:30 PM at the Chalet Restaurant in Newport.

Meeting was adjourned at 5:28 pm.

Our board is very excited and motivated at the opportunities and challenges that lie ahead.  We have an exciting mission, a very full agenda, and a passionate vision.

Project Update:

As the Foundation is still in its early stages we have several high priority projects underway. 

1. Identifying and surveying community gardens and members throughout Lincoln County
2. Finalizing board positions and assignments
3. Completing our founding documents, including bylaws and articles of incorporation
4. Solidifying our 501(c)3 tax exempt status with the IRS.

The minutes from our last meeting will be posted shortly.  Please review these for more information and contact us if you have questions or are interested in participating in this exciting project.