Annual Meeting Minutes
Dale Butler, President, called the meeting to order at 12:32 p.m. A proposal to adopt the Workday Agenda was made, seconded and unanimously adopted. A proposal to dispense with reading the Workday Minutes for the 2012-2013 fiscal year was made, seconded and unanimously adopted, as was a proposal to adopt all such Workday Minutes.
Dale Butler thanked the Officers and Directors of the Board for all their work this past year. He noted that three Board Members would be stepping down.
Dale Butler circulated the Garden’s check record for the past fiscal year and noted that only Connie Wellen is authorized to sign checks and that there is no ATM card or electronic transfer for the Garden’s account. Dale also circulated the Proposed Budget for the 2013-2014 fiscal year. Both items are available in the Garden House.
In response to a question, Dale noted that membership dues are the same for the upcoming fiscal year.
PLANNING COMMITTEE REPORT
Liz Nolan noted that the Garden is in Zone 17 and that Gardeners can consult the Sunset Western Garden Book in the library in the Garden House.
Liz also reported on the Planning Committee’s two focuses for this past fiscal year: 1) The Committee has posted the Garden’s Vision Statement in the kiosk. The Committee recommended the Vision Statement and the Board and Membership voted it in 2011. 2) The Committee has been monitoring the health of the Garden’s trees and has made recommendations to the Board regarding their care and/or replacement.
Planning Committee also members responded to general questions, noting that its policy is to research and consider feasible alternatives and to remove trees only as a last resort.
COMMUNICATIONS & DATABASE
Connie Wellen reported her process for contacting Members with respect to Workday meetings and compost deliveries.
Dale Butler thanked Connie for her time spent organizing the various membership-related databases into one database. Connie noted that the database is backed-up in several locations.
Connie noted that the monthly Board Meeting Minutes are posted in the Board Minutes Binder in the Garden House. Mary Moycik noted that there is an approximate one-month lag because the minutes are not posted until approved by the Board at the following Board meeting.
Connie also noted that Draft minutes for the four Workday meetings will also be posted in this binder.
ANNOUNCEMENTS & THANKS
Dale Butler announced a compost delivery for March 21, 2013.
Gardeners thanked Dick, Jim and the kitchen crew for their hard work in preparing lunch.
Gardeners thanked Doug for his generous contribution to the Garden, raised through his photography exhibition in the Garden House.
Gardeners thanked Maggie for her efforts in re-energizing the Greenhouse.
Prior to the general meeting, the Board through email and phone calls to those without email, asked members to run for the board and have their name on a written ballot to be presented at the general meeting.
When the election process began the positions of Treasurer and Secretary were open, the other officer positions and the 7 director positions had candidate names on ballot. Maggie Perry, not present, was nominated and written in as Treasurer; Chris Melancon was nominated by Doug Robinson, he accepted, and his name was "written-in" as a Board Director making 8 directors; however, the secretary position remained unfilled. Garden members suggested that the new Board could decide among themselves who would sit as Secretary. After further open discussion, Connie Wellen agreed to sit as Secretary, leaving 7 Directors, creating a complete Board with all Officer and Director positions filled. A motion was made and seconded to dispense with a written ballot and accept the board as such, but because at least one Member objected to this process, ballots were distributed and the five officers and seven directors were elected as had been proposed:
After a call for clean-up volunteers, there was a move to adjourn the meeting. It was seconded and all voted in favor. The meeting was adjourned at 1:19 p.m.