1. The document provides information and suggestions for organizing committees to manage various aspects of community garden projects in Billings, Montana. 2. Key responsibilities that could be managed by committees include planning events, maintaining facilities, coordinating volunteers, handling communications and fundraising. 3. The proposal aims to create a more democratic and sustainable framework for governing the gardens through establishing clear roles and processes managed by committees.

1. 1
Garden
Management
Community
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

2. 2
Contents:
Introduction & Objectives …………………….....………….3
Pre-Season……….………………………...…………….……..4
Growing Season………………………………..……………...6
Post-Season……….……………………..………………….….8
Communication……………..……..……………………..….10
Miscellaneous…………………………….……………….….12
Committees……………………………….……………….….14

3. 3
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

4. 4
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

5. 5
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

6. 6
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

7. 7
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)

8. 8
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)

9. 9

10. 10
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

11. 11

12. 12
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.

13. 13
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)

14. 14
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