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HomeMy WebLinkAbout10B - Community Garden Program MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT APRIL 20, 2009 10B DANETTE M. PARR, COMMUNTIY DEVELOPMENT AND NATURAL RESOURCES DIRECTOR AL FRIEDGES, PARKS SUPERVISOR CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING IMPLEMENTATION OF A COMMUNITY GARDEN PROGRAM Introduction The purpose of this report is to share a community garden concept with the Council and ask for direction regarding how to proceed. Historv Over the course of the last few years, City Staff has received calls from citizens inquiring on the possibility of a community garden. In recent years, public gardens have been established in numerous communities with active participation from their citizens. In January of 2006 a plan was created for the Kop Farm property (Heritage Farm), which included the component of a community garden component (see attached exhibit). On March 19, 2009, the Parks Advisory Committee (PAC) held a meeting and invited the public to discuss the concept of establishing a community garden. The PAC stated that they supported the concept and asked Staff to begin researching what would be involved in creating a community garden and where it would likely be established. Current Circumstances Staff has visited numerous sites throughout Prior Lake, but due to limitations of space, sunlight, access, water availability, etc, there are limited locations that would be conducive to a community garden. In the end, the Kop Farm site would serve as the best location for a community garden. In an attempt to determine just how much public interest would be garnered by the garden, Jane Keough, a Prior Lake citizen and gardener made contact with citizens over the course of the last two weeks. In this time, 55 citizens gave their contact information and indicated an interest in renting a plot within the community garden. A number of emails were received as well, indicating people's desire to have a place to garden. www.cityofpriorlake.com Phon~ 952.447.9800./ Fax 952.447..4245 In order to understand all aspects of establishing a community garden, City Staff has met with other communities and organizations involved with community gardens to ask questions and to formulate a recommendation based on their successes and challenges. Some of these resources have assisted us in answering the following questions: ISSUES: What would the community garden look like? Various configurations of garden plots could be utilized, but a standard grid layout would allow for approximately 200 - 10 foot x 10 foot plots with woodchip trails delineating the outside borders of the individual plots. Initially, it is anticipated that less than half of the 200 possible plots would be prepared for planting and rental (depending on demand). How would people rent a plot in the garden? The plots would be rented through the Park and Recreation Department, similar to how citizens currently rent boat slips. All plots would be first come- first serve for Prior Lake citizens. After a specific date has passed (yet to be determined), the remaining plots could be rented to non-Prior Lake residents at a slightly higher nonresident rate. All gardeners would be required to attend an annual spring meeting where their plots would be assigned and basic policies regarding use of the garden would be reviewed. How would the community garden be funded? There would be two areas of funding necessary for the garden: 1) Upfront initial site-prep costs: · Gravel for entrance and parking · Water line & Spigot: . Tree removal (labor) . Garden tilling (labor) . Chip trail to garden/walkways . Signs . Garbage and recycling bin . Soil test . Wooden picnic table Total $2,750 $850 $800 $400 $200 $350 $100 $50 $350 $5,850 Staff has met with the Prior Lake Rotary who has been very supportive of the project and indicated they would be willing to financially assist with covering a portion of the necessary initial site-prep costs. Staff has also met with the Prior lake Optimists and Lions Club, whose representatives have expressed support, but still need to discuss the concept with their members and board. It is anticipated that Staff will have a confirmation of any assistance these organizations can provide no later than May 5th. In the meantime, Staff will continue to look for additional community partners to cover these initial costs. If the initial costs cannot be fully funded by a combination of community partners, staff will not proceed with the community garden project for 2009 and will instead look for additional funding sources for a 2010 season opening. 2) Ongoing annual costs . Yard light and electric pump - $120 . Parking lot maintenance - $100 . Pump replacement - $140 . Garbage pick-up cost - $300 . Portable toilet - $360 Total $1,020 These ongoing costs would be covered through a rental fee for each 10 x 10 garden plot. The specific cost of the rental fee has yet to be determined, but based on initial estimates; it would likely be approximately $35 and could be adjusted accordingly after the first season. In addition to the annual rental fee, gardeners would likely be required to pay a minimal deposit, which would be refunded to them at the end of the season when their plot sign is returned and their plot cleared for the season. If the demand exists, the following elements could be added to the garden as financially feasible: . Raised bed (to accommodate handicap accessibility) - $ 350 . Lumber for a community compost bin - $ 350 How would the community garden be governed? The City would provide basic rules for the gardeners to follow (draft rules attached). In addition, the Heritage Farm Garden members would need to establish a governing body that would be responsible for coordinating and maintaining the overall garden and assuring overall long term viability of the garden. The governing body and their scope will need to be approved by the City Council after considering the recommendations of the PAC. FINANCIAL IMPACT: If the initial start up costs are covered by an outside sponsor/organization by May 4th, and all ongoing annual costs are covered through a fee to individual garden plot renters, there would be no financial impacts to the City budget. However should no outside sponsor step forward to fund the initial start-up costs, the Staff would recommend that this program be initiated in 2010, assuming sponsors could be committed by that time. For 2009 staff has already identified nearly $500,000 in reductions and freezes to meet anticipated revenue shortfalls. This amount includes more than $20,000 from the Parks operating budget which will result in the delays to repairs of existing park facilities scheduled for 2009. At this time there is no City funding available for the startup costs unless an existing program is reduced or eliminated. ALTERNATIVES: 1. Authorize a Community Garden to be initiated if $5,860 is provided by sponsoring agencies by May 4, 2009. 2. Take no action or request additional information from Staff. RECOMMENDED MOTION: Alternative 1. Reviewed by: ulA~ Fran'k'~oyl~, City Manager A RESOLUTION AUTHORIZING IMPLEMENTATION OF A COMMUNITY GARDEN PROGRAM Motion By: Second By: WHEREAS, The City PAC held a public meeting on March 19, 2009; and WHEREAS, By May 4th, 2009, the City is able to secure funding for the upfront community garden preparation costs ($5,850) from community organizations; and WHEREAS, The Heritage Farm Garden members will establish a governing body that will be responsible for coordinating and maintaining the overall garden and assuring overall long term viability of the garden; and WHEREAS, Through the collection of annual rental fees, the garden will be self sufficient of coving its costs into the future. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. PASSED AND ADOPTED THIS 20TH DAY OF APRIL, 2009. YES NO I Haugen I Erickson I Hedberg I leMair I Millar Haugen Erickson Hedberg leMair Millar Frank Boyles, City Manager www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 HERITAGE FARM COMMUNITY GARDEN RULES AND ACKNOWLEDGMENT FORM These Garden Rules and Acknowledgment Form were created to clearly establish expectations for all gardeners participating in the Heritage Farm Community Garden. Many of the Garden Rules are drawn from Gardening Matters, an organization that has worked extensively with newly established gardens and has the experience necessary to recommend rules designed to avoid potential conflicts between gardeners. Gardeners who have a plot at Heritage Farm Community Garden are Community Garden Club Members. Members will need to establish a governing body for the Heritage Farm Community Garden Club. The governing body of the Garden Club will be responsible for coordinating and maintaining the overall garden, ruling on violations, providing notices as appropriate and developing addition rules as necessary to assure the long term viability of the Garden. The governing body and the scope of its authority and responsibilities are subject to approval by the City of Prior Lake Parks Advisory Committee (PAC) and City Council. All gardeners must adhere to the rules established herein and as may be adopted or amended by the Community Gardens governing body. LEASE REQUIREMENTS, PAYMENTS, AND PLOT AGREEMENTS Section I. PLOT SELECTION. Plots are assigned on a first come/first serve basis. Gardeners who have previously gardened at the site are given preference, as are City of Prior Lake residents. If after , 2009, unrented plots remain, non-Prior Lake residents may rent available plots. Garden plots are assigned to one person only and are not transferable. Others may garden at your site, but the responsibility for payment of fees, cleanup, and other duties at the site will be the responsibility of the individual whose name is assigned to the plot. It is the responsibility of each gardener to follow Community Garden rules and take an active role in administering the gardens. All gardeners should attend the Annual Spring Meeting on _ , 2009, at am at Prior Lake City Hall. Applicants will be notified of their plot number and receive a copy of the Season Schedule at the Annual Spring meeting. r:\council\2009 agenda reports\04 20 09\comm~~RB3n\P.fJr~:~ Phone 952.447.9800 / Fax 952.447.4245 Paae 1 Plot requests are filled according to the order in which the registration forms and fees are received. If requests cannot be filled, the fee will be refunded. A waiting list will be maintained for applicants for whom no plot was available. Returning gardeners will have the right of first refusal to their previous years plot for the following season. You may want to combine this with the first bullet. Question, its there a deadline for returning gardeners to submit there applications. Plots are assigned on a first come/first serve basis. Gardeners who have previously gardened at the site are given preference. Garden plots are assigned to one person only and are not transferable. Others may garden at your site, but the responsibility for payment of fees, cleanup, and other duties at the site will be the responsibility of the individual whose name is assigned to the plot. You already have this in the first and second bullets above. I would move this up and delete the second item. Section II. MAINTAINING GARDEN/PLOT. As used in this Section II "Gardener", "Your" and "You" are used interchangeably and refer to the individual assigned the plot. It is the responsibility of each gardener to follow Community Garden rules and take an active role in administering the Gardens. All gardeners should attend the Annual Spring Meeting on , 2009, at am at Prior Lake City Hall. Applicants will be notified of their plot number and receive a copy of the Season Schedule at the Annual Spring meeting. - You must plant your plot by , 2009. Plots that are unplanted by the this deadline are assumed abandoned and will be forfeited without a refund. Plots not planted will be reassigned. If the kind of plants you are growing must be planted later, weed your plot as needed before then. You are responsible for your plot for the entire season. Should you define the "Season"? Keep it free of weeds and harvested through September. Gardeners must maintain plots (including adjacent aisles) throughout the growing season. Gardeners who fail to maintain their plots will not be eligible for a plot in the following year. If for any reason (health, vacation, etc) , you will temporarily be unable to maintain your plot, it is your responsibility to inform the Garden Coordinator. If you will have a substitute gardener maintaining your plot during your absence you must provide the Garden Coordinator with the name, address and phone number of the individual. r:\council\2009 agenda reports\04 20 09\community garden contract (3).doc Page 2 You understand and agree that if you abandon (fail to attend and maintain ) your garden for more than 2 weeks, without having given prior notice to the Garden Coordinator, your plot could be reassigned to someone else. You will be given two (2) weeks notice by phone or mail if your plot is determined to be abandoned. If the plot is not improved within two weeks from the date the notice is provided, it will be deemed forfeited and will be re-assigned to another gardeners or tilled in and any produce will be donated to charity. You will not be entitled to recover any portion of your deposit. Your deposit will be used to pay for cleanup. Garden clean-up must be accomplished by October 31st. Failure to do so by this date will result in forfeiture of your deposit refund. Cleaned up means the plot is clean and level and ready for tilling. Gardeners agree to keep the garden and garden edges free of weeds, diseased plants, insect-infected plants and over-ripe vegetables. Diseased and infected plants must be removed from the garden and disposed of properly. No spraying of fertilizers or pesticides, etc is allowed in or near the gardens (beyond compost) any fertilizers and pesticides used must be cleared by the gardening group-to be determined at the spring meeting. Gardeners must be respectful of tall crops (such as sunflowers and corn), structures, trees, etc as to not plant these where they would shade and adjacent plot. Sand and gravel cannot be used to amend the soil in your plot and may not be brought into the Garden. Wood chips will be used on the public paths, but should not be used on individual plots. You are responsible for weeding the path adjacent to you plot. You are responsible for maintaining the chipped paths near your plot. Weed them and add woodchips as necessary. Gardeners must keep debris inside their own plot. Any plants that protrude into an adjacent plot or walk-way may be trimmed or picked by the gardener who occupies the adjacent plot. Gardeners should leave a 6" unplanted border along each plot where there is not a walking path. Water hoses must not cross other plots and must be attended to at all times. Water sprinklers are not permitted in the Garden. r:\council\2009 agenda reports\04 20 09\community garden contract (3).doc Page 3 Gardeners will not make any permanent changes to the Garden, such as adding an underground watering system or drastically changing elements of the Garden, without express written permission from the City of Prior Lake. Electric fences are not permitted in the Garden. Digging for worms is prohibited anywhere in the Garden. Glass containers are prohibited from the Gardens. In addition, containers, bags, etc of any kind should be secured so as not to blow around and/or detract from the orderliness of the Gardens. Gardeners must not plant, weed, or harvest from any other gardeners plot. Each gardener is responsible for trash removal. Gardeners are expected to put weeds on the compost pile. - Any "leaf/mulch" bag brought to the Garden must be empty when brought. Any filled bag must be immediately removed. Each gardener is responsible for securing and locking the water pump after each use. No one under the age of 16 years may operate machinery in the Garden. Power equipment may only be operated by the individual who owns or leased the equipment. The use of power equipment is at the user's risk. Section III. CHILDREN/PETS. Children are welcome at the Garden when they are accompanied and fully supervised by an adult. Should you wish to bring your dog to the Garden, please remember that the City of Prior Lake rules apply (on park land). Leashes and "pick-up" are required at all times. Under no circumstances should dogs be permitted into the gardening area proper because of potential disease from dog feces. r:\council\2009 agenda reports\04 20 09\community garden contract (3).doc Page 4 Section IV. FEES. I agree to pay $ to the City of Prior Lake to cover the cost of gardening at the Heritage Farm Community Garden for the 2009 gardening season. I understand that part of the fee is refundable at the end of the gardening season upon satisfactory cleanup of my garden plot by the end of the gardening season, and the return of any keys. Fees must be paid by Section V. GARDENER'S SIGNATURE & LIABILITY WAIVER. - I have read and agree to abide by the Garden rules and policies stated herein or which may be later adopted by the Governing Body of the Garden Group. I understand that failure to abide by these rules could result in forfeiture of my gardening privileges. - I understand that neither the Garden Group nor the City of Prior Lake are responsible for my actions or the consequences flowing from my actions or failure to act. I AGREE TO INDEMNIFY AND HOLD HARMLESS THE GARDEN GROUP AND CITY OF PRIOR LAKE FOR ANY AND ALL LIABILITY, DAMAGE, LOSS OR CLAIM REGARDLESS OF ITS NATURE THAT ARISES OUT OF OR OCCURS IN CONNECTION WITH USE OF THE GARDEN BY ME OR ANY OF MY GUESTS. FURTHER, I AGREE TO WAIVE THE RIGHT TO BRING ANY CLAIM, WHETHER IN LAW OR IN EQUITY, AGAINST THE GARDEN GROUP OR THE CITY OF PRIOR LAKE FOR ANY INJURY, DAMAGE, LIABILITY, LOSS OR CLAIM ASSOCIATED WITH MY USE OF A GARDEN PLOT. Gardener's Name (Printed) Signature Date Address/Phone Number r:\council\2009 agenda reports\04 20 09\community garden contract (3).doc Page 5