Process for New Members
- Fill out an application form along with a deposit of $20 (banked by internet). When the deposit is received, the applicant goes onto the wait list.
- Usually Whitney meets prospective plot holders at the garden to explain how it all works.
- The applicant then attends two working bees and is assigned a Task and a bed is allocated, if available.
- The applicant also has an orientation and is given a copy of the policies of the garden.
Bed allocation process
- Vacant beds will be offered to existing plot holders (wanting a different bed) first.
- If no existing plot holder wants the bed, it will be offered to the next applicant on the waiting list who has attended 2 working bees.
- An ongoing skills audit will be done, which happens in part when an application form is completed.
- When a vacancy occurs the job being done by the exiting plot holder will be offered to remaining plot holders.
- If the role is not filled the committee discusses it with a view to have the new person take on that role. People’s experience and preferences will be a significant factor in seeking the best fit of person to the role.
Summary of Tasks by Responsibility
1. Sponsorship and Grants
- Agree with Management Committee and Plot Holders, the types of companies appropriate for sponsorship of the garden.
- Prepare Sponsorship proposals in printed and electronic forms.
- Approach selected companies and arrange annual (or 3 year) sponsorship.
- Ensure invoices are sent and payments received.
- Supervise placement (or removal) of logos on garden sign.
- Regularly communicate with Sponsors to keep them updated on progress in the garden and how their money is being spent.
- Prepare draft submissions; source materials, suppliers and arrange competitive quotes. Liaise with Plot Holders on their ideas, suggestions and revisions.
- Obtain Council and/or stake holder approvals if necessary.
- Obtain supporting documents ex Micah e.g. confirmation of Public Liability Insurance, Incorporation certificates, Accounting figures etc.
- Obtain Letters of Support (ie Helen Abrahams, WENCH)
- Ensure Purchasing Officer and Micah have copies of quotes and expenditure submitted with grant.
- Correspondence with Grant Body. Ensure Invoices are sent to Grant Body and payment is received.
- Collaborate on purchases to ensure expenditure, rules and timing of grant are followed.
- From detailed accounting records, write acquittal reports.
2. Communication, Working Bees & Promotion
- Monitor email and answer queries.
- All communication with Plot Holders, Wait List, Volunteers, Management & Garden Committees, general public, educational, health and volunteer groups.
- Attend, prepare and distribute minutes of the Garden Management Committee. Report to the Executive Management Committee.
- Maintain Plot Holder and Waiting List register, including contact details, start and availability dates, Plot number, size, payments and orientation attendance.
- Co ordinate with Waiting List members on their position, plot availability and responsibilities to be undertaken.
- Maintain a log of Plot Holder garden and Working Bee attendance. Following Executive Management directives, deliver verbal, email warnings and plot forfeiture as appropriate.
- Oversee all promotional literature for the garden, update Rules and Responsibilities, Application Form, Working Bee schedules.
- Design, write, photograph and agree wording with stake holders for new promotional literature including Workshops, Volunteer information, Seed Saver and other meetings.
- Produce leaflets, laminate and distribute.
- Manage the garden’s On Line presence and promotion, including Brisbane Local Food, Facebook, print, TV and internet media liaison.
- Schedule appropriate Working Bee and Training dates (in consultation with Plot Holders) for Summer and Winter dates.
- Arrange roster, instruction and tasks for Working Bee co Ordinator.
3. Purchasing and Accounts
- Monitor supply levels and budgets for necessary expenses and supplies.
- Research supplies needed, quote and source at best prices available, arrange delivery and secure, appropriate storage for all garden supplies.
- Prepare reimbursements and/or accounting records for Micah.
- In consultation with Grants, Seedlings and Plot Holders, purchase appropriate supplies, equipment and tools.
- Prepare and monitor equipment sign out sheet for personal tools, equipment and supplies stored in garden shed. Ensure lost or damaged tools are replaced by the relevant plot holder.
- Maintain detailed accounting records of income, expenses and budget forecasts. Prepare Accounting Reports for Executive and Garden Management Committees.
- Manage garden bank accounts.
- Reimburse pre approved Plot Holder purchases.
- Maintain up to date Assets Register, including location and loan of equipment, tools and supply levels.
- Regularly clean, maintain and sharpen tools and equipment.
- Maintain, clean, spray and replace locks and padlocks if necessary.
- Maintain, clean and regularly fill bird bath and bird seed holders.
- Arrange regular cleaning of gutters, water tank, seating and storage areas.
- Ensure all garden supplies and equipment are stored appropriately, pots, timber, lucerne and supplies are secure, tidy and rubbish is removed from site weekly.
- Arrange council or other collection for large waste or rubbish removal.
- Paint, repair, clean and maintain all garden fixtures and fittings, including seating areas, shadehouse, shed and storage areas.
- Maintain appropriate inventory of maintenance supplies, tools and equipment (e.g. tool sharpeners, sprays, cleaning supplies) and instruct Plot Holders in their storage and use.
- Organise regular collection and appropriate storage of ‘free’ garden supplies, ie pigeon and horse manure, wood chips, hessian sacks, timber and donated goods.
5. Irrigation, Fertigation, Pest Control
- Moisture testing of beds weekly and adjusting irrigation schedules accordingly.
- Turning off irrigation, during periods of heavy rain.
- Monitor tank levels and filling when necessary.
- Care and maintenance of all irrigation equipment, including cleaning the filter, pump maintenance and bi annual cleaning of the water tank.
- Assisting new plot holders with installation and annual raising and maintenance of irrigation lines.
- Supervision of communal irrigation and installation in new beds.
- Maintain stocks of fittings, lines and clips needed for installation or modification of irrigation system.
- Identifying and repairing damage to irrigation lines, fittings, solenoids and equipment.
- Regularly read power meter, adjust power costs and pay Souths for power use.
Fertigation, Pest Control
- Run the weekly fertigation cycle.
- Prepare a schedule, including appropriate use and quantity of plant conditioners, live microbes, fertilisers and additives to be used.
- Care for and harvest plants used for liquid conditioners (ie Comfrey, yarrow, nettle etc) and maintain liquid supplies.
- Maintain supplies of aged liquid pigeon manure used for foliar feeding, fertigation and fertiliser.
- Read, understand and help train Plot Holders in the use of the garden’s supply of plant conditioners, fertilisers, microbes and pest control supplies.
- Oversee natural pest control methods in use, including maintaining sufficient flowering plants, care of native bee homes and predator habitats.
- Check camera at least weekly. Set recording schedules, recharge and replace batteries, maintain camera, housing and security cable, protect from spray damage or vandalism. Swap Memory Card regularly to print, display and if necessary liaise with Police.
- Determine the most appropriate camera locations and arrange appropriate stands or fixtures for easy removal and replacement of camera, after targeting by laser beam.
- In consultation with Plot Holders, determine appropriate action for use of pictures or video recorded, ie “Wall of Shame”, signs in plots, English and Foreign signs at garden entrance.
- Liaise with Communications regarding new signs.
7. Compost, Worm Farms
- Monitor compost bins weekly. Top up with extra ingredients, turn or move compost when necessary.
- Empty Compost Bins when appropriate. Reserve part and prepare seedling and seed raising mix. Distribute balance fairly amongst plot holders and communal areas.
- Manage and supervise work on Compost Bays. Add turning and making new compost piles to Working Bee tasks, ensure appropriate ingredients and additives are used, in appropriate amounts.
- Regularly trim communal plants, cut up and chip where necessary to add to compost.
- Care for, maintain and plant additional plants used for compost making.
- Regularly check, maintain and empty castings from worm farms.
- Ensure worms are fed at least twice a week, that there is sufficient hessian and moisture in the farms.
- Purchase, mix and add worm ‘super food’ when necessary.
- Test for pH and moisture levels regularly.
- Help train Plot Holders in care of in ground worm farms.
8. Seeds, Seedlings
- Maintain lists of seeds on hand, use by dates, sowing & planting requirements and plot holder plant requests.
- Co Ordinate communal plantings and new plants wanted.
- Collect, prepare and package seeds for sale and use by the garden.
- Oversee seedlings in the Shade House. Regularly sow new seeds, care for existing seedlings and maintain Irrigation Mat.
- Prepare lists of seeds available for Sale and display on Saturday Mornings.
- Ensure proceeds of sales are banked and details of receipts are given to Accounts person.
9. New Projects
- Liaise with plot holders, management, designers, Council and interested parties regarding design for garden and agree priorities for projects.
- Obtain approvals where necessary.
- Project Management, ensuring delivery of materials, tool hire and/or loan, manpower and supplies required are available when needed.
- Organise and Project Manage Training Workshops and other meetings, e.g. volunteer labour (individuals and groups like the Scouts), Seed Savers meetings, Gabba Ward Community Garden projects
- Supervise green and local waste recycling practices.
- Keep up to date with Council plans for Davies Park and Riverside foreshore.
- Identify new future projects, such as grey water recycling, Market Shop Front for garden sales.
- Any other ‘green’, sustainable projects the Plot Holders and Management wish to investigate
- Someone to run Orientation Sessions.
- Regular training of inexperienced Plot Holders
- Co Ordination, follow up and reminders of responsibilities not being carried out.
- Set Up and Update dedicated Jane Street Community Garden website.