Council Report: Statement of Understanding – Community Gardens
Report identifying policy implications for expanding the View Royal Park community garden to accommodate former Craigflower Manor Garden members.
TOWN OF VIEW ROYAL COUNCIL REPORT
TO: Council
DATE: October 2, 2014
FROM: Jennifer Smith, Engineering Clerk
MEETING DATE: October 7, 2014
Statement of Understanding – Community Gardens
RECOMMENDATION: THAT Council accepts the former Craigflower Community Gardens proposal by amending the Community Gardens Policy #5200-015, attached as Schedule A.
CHIEF ADMINISTRATIVE OFFICER’S COMMENTS: I concur with the recommendation.
PURPOSE OF REPORT: To identify the policy implications of accepting the proposal to expand the Community Garden in View Royal Park.
TIME CRITICAL: The former Craigflower Community Gardeners have requested to allow enough time to prepare for the 2015 gardening season.
BACKGROUND: As a result of the closure of the Craigflower Manor Garden, the former garden members have approached the Town of View Royal to secure a new location for their gardens. A proposal titled Statement of Understanding – Community Garden, dated June 2014, was submitted to Council for discussion at the July 29, 2014 Council Meeting. Council referred the staff report and proposal to the Parks, Recreation and Environment Advisory Committee, Item C-102-14, for review and comment.
Following the Council meeting, the former Craigflower Community Gardeners met with Town staff to discuss Councils concerns. They revised their proposal and made a presentation to the Parks, Recreation and Environment Advisory Committee.
PROJECT INFORMATION: The original expansion proposal was for 60 garden plots, to be located in the grass corridor west of the existing Community Garden. In consideration of comments made at the July 29 Council meeting, the proposal has been amended into phases. The expansion would see Phase 1 consisting of seven plots and Phase 1A consisting of 24 plots, two children’s plots, and a picnic area located in the area east of the existing garden beds, towards the parking lot – see attached Schedule B. Expected completion for Phase 1 would be spring of 2015. Phase 1A will be dependent upon securing additional funding through grants and various fundraising activities, and subject to the approval of the Director of Engineering.
BUDGET IMPLICATIONS: No budget implication at this time as gardeners will construct the plots and maintain the area.
POLICY IMPLICATIONS: The following items would require amendments in the existing policy if the proposal were to be accepted:
| Item | Existing Garden | Expansion Proposal | Staff Comments |
|---|---|---|---|
| Site | 30 plots | 7 plots Phase 1 24 plots Phase 1A |
Currently have a waitlist of three new gardeners in addition to the seven requested in Phase 1. These three could be offered the opportunity to participate in expansion of Phase 1A. |
| Location | See map attached – Schedule B | See map attached – Schedule B | Phase 1 will have access to water; an additional standpipe may be required for Phase 1A. |
| Size of plots | 3x10, 4x10, 5x10 | 5x12 typical | May be an issue with existing gardeners wanting larger plots. |
| Maintenance | Town Staff – mowing & trimming | Volunteer – mowing & trimming | New plots will be placed on grass pathways that will be maintained by the gardeners. |
| Management | Town Staff | Phase 1 – Town Staff Phase 1A – assume existing |
Upon completion of Phase 1A, future consideration for management of entire gardens. |
| Membership Fee | $20/year, 3 yr term | $20/year, 3 year term | View Royal residents only. |
| Revenue | Future development | Maintenance, projects | |
| Non-Residents | VR residents only | VR residents 1st, 3 members grandfathered, non-residents accepted if beds are empty at deadline | PREAC requested non-residents “may” be accepted if beds empty at deadline. If non-residents are accepted consideration should be given to higher fees, eg. $40/year. |
| Term | 3 years | 3 year | Non-residents with exception of grandfathered members are provided a one year term. |
| Renewal | Priority to waitlist, all remaining into a lottery | Priority to waitlist, all remaining into a lottery | Expansion members given a right to renew their plot rather than entering lottery because of personal financial investment in the plots. Consideration should be given to the length of the renewal term. |
Site & Location See attached Schedule B.
Plot Size A typical bed would be 5’ x 12’ constructed with materials as approved by the Director of Engineering. Beds in the existing garden vary between 3’ x 10’, 4’ x 10’ and 5’ x 10’.
Maintenance The expanded gardens would be maintained by the gardeners including the pathways and grass surrounding the garden beds using their own equipment.
Management Upon completion of Phase 1A the group would consider forming a non-profit society to be responsible for the administration, maintenance and facilitate fund-raising. This society would consist of a president, secretary, treasurer and members at large. This society would be responsible for the rental of plots, collection of fees, regular maintenance including grass cutting and weed trimming and enforcement of rules in exchange for water and the use of the community garden shed and compost facility. The Town estimates it would cost $6 per plot, per gardening season, for water.
Adequate funding is available to proceed with Phase 1 (seven plots). Funding for Phase 1A of this expansion would be raised through grants, community fund-raising events and possible future capital funding by the Town of View Royal. The construction and maintenance of the plots would be through volunteer labour, including a volunteer draftsman to create the design of the new garden.
Membership Fee & Revenue During Phase 1 the membership fees would remain set under the existing policy at $20 per year remitted to the Town.
Upon completion of Phase 1A, if the society were to assume management the membership fee for the garden would be $20, as is the existing policy, with the funds collected by the society to be used for maintenance and relevant upgrades such as deer fencing, irrigation, signage, honorariums, transportation, community outreach, programming, etc.
Term & Renewal The existing Town policy has a term of three years. Upon renewal first priority is given to the waitlist by sequence order, with the remainder going into a lottery style draw. As the expansion members will build plots at their own cost, the expansion members would have the right to renew their existing plot rather than enter the lottery.
Non-Residents The original (former VR residents) three members of the former Craigflower Community Garden would be “grandfathered” as members; and at the spring deadline membership “may” be open to non-View Royal residents if plots were available.
ALTERNATIVES TO STAFF RECOMMENDATION:
- The policy remains as is, with the former Craigflower gardeners added to the existing waitlist.
- Council recommend capital funding in the 2015 budget to expand the existing Community Garden.
RECOMMENDATION: THAT Council accepts the former Craigflower Community Gardens proposal by amending the Community Gardens Policy #5200-015, attached as Schedule A.
SUBMITTED BY: Jennifer Smith, Engineering Clerk
REVIEWED BY: John Rosenberg, Director of Engineering
REVIEWED BY: Kim Anema, Chief Administrative Officer
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