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G

arden

Managem

ent

Com

munit

y

Contact Information:

www.billingsparks.org/community-gardens

Address: 390 N. 23rd St., Billings, MT 59101

Email: prvista1@ci.billings.mt.us

Phone: 406-657-8308

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Contents:

Introduction & Objectives …………………….....………….3

Pre-Season……….………………………...…………….……..4

Growing Season………………………………..……………...6

Post-Season……….……………………..………………….….8

Communication……………..……..……………………..….10

Miscellaneous…………………………….……………….….12

Committees……………………………….……………….….14

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Introduction & Objectives

As we wrap up the third growing season at the

Amend Park Community Garden and prepare

for the inaugural season of the Songbird

Community Garden, it’s time to start visualizing

and planning out a more sustainable,

democratic, and engaged way of functioning

and operating. The following proposal outlines a

detailed set of suggestions crafted by the

Garden Coordinators based on the history of the

project, it’s projected future, and input from

gardeners over the years.

After being presented to the Garden

Advisory/Steering Committee, this proposal will

ideally be work-shopped through the fall and

worked into a complete Garden Management

Plan. Moving forward, our intention for this plan

is the creation of a framework for a more

dynamic and democratic garden project, in

which all individuals and groups involved can

have their own fully fleshed out roles, impacts,

and voices.

-Christian Keeve & Lillian Muecke Office: 406-657-8308

PRVISTA1@ci.billings.mt.us

www.billingsparks.org/community-gardens

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Pre-Season

Letters to returning gardeners: In January, early February

at the latest, letters will be sent out to all gardeners from

the previous season who have indicated their intention

to return. This includes a personalized “welcome back”

letter, an application for the following season, and

anything else relevant. Letters can be compiled and

sent by Garden Coordinator (GC) from Parks office Inquiries from prospective gardeners: Calls about the

application process can be fielded by Parks staff. Calls

about more complex questions about the garden can

be fielded by the Garden Coordinator, who may refer

people to members of Advisory Committee (GAC) if

need be. Email inquiries can go to separate garden

email, to be handled by GC or GAC. GAC, and any

willing volunteers, can also give garden tours or field

inquiries conversationally

Outreach to prospective gardeners: The Advisory

Committee will plan out and implement a marketing

and outreach plan in winter and spring. This can also be

handled by a Marketing / Publicity Committee, if one is

formed. All returning gardeners and involved parties can

also spread awareness through word of mouth

Application processing and plot assignment:

Applications and payment can be received and

processed at the Parks Department front desk. Plots for

new gardeners can be assigned in the order received

by GC

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Orientation: Orientation can be scheduled and planned

out by the GAC. This involves some type of presentation

on the history of the garden, the ins and outs, any

icebreakers and social activities. Space reservation,

food, and materials can be handled by GC, working

with the GAC throughout the spring

Meeting & Workday schedule: The GAC can determine

the frequency, dates, locations, and times of its own

meetings, as well as the schedule of workdays

throughout the season and a general timeline of which

projects should be focused on at which points

Workshop / Education / Camp planning: GAC can

analyze entrance surveys to determine types and

schedule of programming throughout the season. This

involves outreach to outside organizations and experts

(e.g. Extension Office, Audubon Center), as well as to

local summer youth programming (e.g. Rec Division

summer camp, United Way Youth Volunteer Corps)

Outreach to other gardens: Can be undertaken by

individual “Garden Liaison.” Should be in close contact

and involvement with GAC of Songbird Garden, as well

as the local garden network. Will work with other

gardens in Billings to coordinate workshops and events,

as well as facilitate the exchange of publicity,

information and materials

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Growing Season

Communal plots: GAC can determine method by which

communal plots are planned out and planted. They can

also set harvest schedules and clarify what is eventually

done with the produce. This can mean donating 100%

of it, certain parts of it, etc

Watering: The Watering Cooperative (WC) can function

as its own committee, primarily taking on responsibility

for the Watering Cooperative program. This involves

maintaining the WC schedule, making sure plots on the

WC schedule are getting watered, setting watering

schedules for the communal plots, and maintaining the

communal plot watering forms. They will have access to

the Parks printer and laminator

Volunteer coordination: This can be handled by a single

person working directly with Chris Waite. This person

would keep track of workday schedules and volunteer

events, as well as work plans (when necessary) for

special projects. They wouldn’t be required to supervise

every single volunteer or workday, but would be

responsible for making sure that they are supervised and

that things are running smoothly. They would also

manage the volunteer email group, as part of

maintaining communication with individual volunteers

and volunteer groups, and reaching out to new ones. In

that vein, they’d be responsible for managing the

volunteer database and writing up monthly summaries

for volunteer events and service groups

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Facilities management: This can be handled by a

Facilities Committee made up of volunteers with a

significant amount of technical knowledge that could

do general maintenance and minor/moderate repairs

when need be. With their consent, their contact info

could be posted inside the shed for people to reach

them when their services are needed. They would also

be in charge of coming up with and carrying out a

humane animal control strategy

Compost: Can be run by committee, with periodic

workshops and trainings to bring in more committee

members. They would be responsible for sourcing and

acquiring compost inputs

Knowledge / Skill share: Can be coordinated by GAC in

whichever way they see fit. This involves coordinating (or

replacing) the Garden Mentor program, maintaining

connections with MSU Extension Office, and setting up

“homegrown” skill share programs and events,

connecting gardeners willing to teach with gardeners

willing to listen

Conflict resolution: The majority of conflicts can be

resolved through effective communication and

feedback, which the GAC should work to promote. Any

conflicts that need actual mediation should be handled

by a neutral and removed party (e.g. the Garden

Coordinator)

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Post – Season

Returning gardener processing: This can be handled by

the Parks Department during the close-out process

Plot & Spatial changes: The GAC can plan out significant

geographic changes at the end of each season, based

on feedback from returning gardeners (i.e. how many

plots of each size are being requested)

Long-Term planning: The GAC can handle long-term

guidance and “big picture” issues. This involves drafting

a 1-year and / or 5-year plan, to be updated at the end

of each season. This also involves collecting and

processing info from the exit surveys and various

committees

Life-Cycle analysis: The Facilities Committee can

estimate and present information on how long garden

structures can last. The GAC can factor this into long-

term planning

Aesthetic improvements: Can be brainstormed and

planned by Aesthetics Committee. This involves

visualizing and planning out visuals for the following

season, as well as working with GAC on spatial changes

Overwintering: The Soil / Plant Health Committee can

organize and implement an overwintering strategy

towards the end of the season. This involves gathering

and providing info and resources (with help of Parks

Department)

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Communication

Garden Email: A Gmail account specifically for the

garden would provide a number of benefits. Primarily, it

would serve as a much more accessible “face” / voice

for anyone seeking to make contact. With a jointly

managed Gmail account, one could also make a

Google Group (or groups), allowing gardeners and

volunteers to better keep track of threads of

communication, and take the extra step of

engagement in starting their own. This would also

provide a centralized file storage system through

Google Drive, with the ability to control who gets access

to what

Social Media: A single person, possibly a Social Media

Team can handle the garden’s online presence.

Currently, this involves managing the Facebook page by

posting pictures, events at the garden, links to interesting

articles, public gratitude to service groups, and even

cross-publicity with other gardens. A garden Instagram

account and/or blog are also cool ideas for the future

“Mailbox” system: A physical messaging system may

help to improve effective and healthy communication

among the gardeners. This can take the form of a set of

cubbyholes in the shed marked with names and plot

numbers. It would be essential for the GAC to set the

tone with positive and constructive messaging

Entrance & Exit surveys: These can be administered and

processed jointly by the GAC and Garden Coordinator

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Miscellaneous

Welcome / Info binder: This can serve as a resource of

history and relevant information for new members of the

GAC, interested parties, and whoever wants to replicate

the garden’s model. Chris Keeve and Lily Muecke can

put this together in Fall 2016 – Winter 2017, with the GAC

continuously updating it in the future

Plot Abandonment: Individual gardeners that suspect

plots to be abandoned can report this to Garden

Coordinator. A probationary period (TBD) can then be

instituted as Garden Coordinator (or someone else)

seeks to contact this gardener. At the end of that period,

the plot can be declared “Communal” by the Garden

Coordinator

Paraphernalia: The Aesthetics Committee can design a

logo for the garden, a general design for garden

materials (e.g. font sets, color palettes), and various

paraphernalia that gardeners are interested in (e.g.

shirts, stickers, etc)

Mission Statement: Can be revised and edited

periodically by GAC, with guidance by Garden

Coordinator. This should serve to keep the project on

track philosophically, and reflect the long-term plan(s)

Fundraising & Grant writing: A Funds & Grants

Committee can be responsible for keeping track of how

much money needs to be raised for special projects and

coordinating how it’s raised.

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Materials Acquisition: Reimbursement is complicated for

non-employees of Parks, so a request form through the

Garden Coordinator may work best for small operational

purchases (e.g. bags of soil, small tools)

Data Management: This would preferably be handled

by a single person with data management experience.

They would coordinate the collection of data (e.g.

greenhouse temperature, produce weight, donations)

and carry out its analysis and management. Data can

be archived in Google Drive account, to be viewed (but

not edited) by anyone

Donations: The GAC can coordinate the acquisition of

donations, as well as outreach to old and new donors.

They will have access to non-profit donor form. This can

be coordinated on spreadsheet in Google Drive

Greenhouse: Space in greenhouse can be assigned to

interested returning gardeners at the end of each

season, who would then function as “Greenhouse

Committee,” responsible for its upkeep and

management (i.e. keeping space for donation shelves,

coordinating educational programming, etc)

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Committees

Organization: Committees can be organized through

interest forms during close-out process. This would

involve disseminating info packets with detailed

responsibilities. All committees would have access to

Parks for meeting space, but wouldn’t necessarily have

to meet there

Suggested Committees: Advisory, Special Events, Soil /

Plant Health, Greenhouse, Funds & Grants, Aesthetics,

Watering, Facilities