Sustainable Garden Project: The Need to Assist Frail Elderly People

1. SUSTAINABLE GARDEN PROJECT

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ACKNOWLEDGEMENT
The Department of Human Services(DHS) has identified the need to assist frail
elderly people in the Neighbourhood Renewal area of Ashburton, Ashwood and
Chadstone, to remain in their own homes and maintain their independence. High
maintenance gardens are problematic for frail elderly people with mobility issues
This project was the initiative of Jeff Herd of DHS as a Neighbourhood Renewal
project
The Sustainable Garden Project was funded by the DHS Home & Community Care
program
The Reference Group guided the project through regular meetings and offered
invaluable advice, networking contacts and insight.
Helena Allen Department of Human Services– Home and Community Care
Kat O’Reilly C.E.O – Ashburton Support Services
Sarah Lachal Occupational Therapist – MonashLink Community Health
Service
Michelle Jones Monash City Council - Aged Care Services
Richard Thornton Neighbourhood Renewal
Margaret Clarke Horticultural Therapist, Horticulture Therapy Group Victoria
Patricia Cheney St. Mark’s Day Centre
Trish Grundy St. Marks Day Centre
Diana Cotter Project Coordinator
Ashburton Support Services managed the project, special thanks go to the CEO,
Kat O’Reilly who kept everything on track and provided much appreciated on-going
support and wisdom.
Thank you also to Nancy Groll, coordinator of Volunteer Alliance with her efficient
work finding new volunteers and processing all their paperwork.
The project could not have been implemented without the tireless and enthusiastic
help of the volunteers.
Neil Withers
Noelle and John Howell
Sam Pant
Trish Neate
Ann Brown
George Schulze
Christine Butler
Jan Ebbles
Judy Clements
Pam Sansom
Miranda Fraser
Finally, thank you to all the clients who allowed us into their gardens, and lives and
worked so willingly with us to make the project so enjoyable.

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CONTENTS PAGE
Acknowledgement 2
Executive Summary 4
1. Introduction 5
(i) The need for the project 5
(ii) Principals of Sustainable Gardens 5
Objective 1 7
Objective 2 9
2. Project achievements and challenges 13
2.1 Clients and carers 13
Case study 1 18
Case study 2 21
Case study 3 24
Case study 4 26
Case study 5 40
2.ii Volunteers 33
3. Challenges 35
4. Project outcomes 38
5. Recommendations 43
ACRONYMS
DHS Department of Human Services
HACC Home & Community Care
MOU Memorandum of Understanding
SGP Sustainable Garden Project
CEO Chief Executive Officer

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EXECUTIVE SUMMARY
Symbiotic Relationships.
“Mutually beneficial partnerships”
The brief for the project was to develop four or five gardens to be more sustainable
and low-maintenance for frail aged residents within the Neighbourhood Renewal
Precinct of Ashwood, Ashburton and Chadstone; ultimately we were able to help
15 clients with their gardens. The aim was to minimise garden maintenance,
reduce garden related injuries and to encourage the frail and elderly to remain
living independently in their homes and community. It was a an extremely
satisfying project in that the relationships formed between clients, volunteers (who
will go on to maintain the gardens), the Reference Group, Ashburton Support
Services, the clients and their carers and the project coordinator were so
symbiotic. Everyone contributed something, knowledge, time, experience, and in
return received gratitude and a wonderful sense of achievement.
The project ended with a “Celebration of the Sustainable Gardens Project” lunch
and launch, where the most common word used was probably ‘Thanks’, from
everyone involved in the project, not just the clients.
It was interesting to note the clients’ changes of attitudes from the start to the finish
of the project, as one put it, she “was grateful to be gently pushed in the right
direction”.
It was also pleasing that further partnerships were formed, for example some of the
clients will now attend sessions at the Ashburton Support Services and others are
interested in joining gardening clubs in their areas.
The carers in some cases benefited as much as the clients, giving them a focus
and interest away from their everyday routines. It also gave the couples something
new to talk about and discuss. Some of the clients were very grateful for the
project as it took the pressure of their children (who may be in their 50’s and 60’s
themselves) to spend so much time maintaining their gardens when they were
busy. Most of the clients were proud in that they didn’t like asking for help from
their family too often.

5. Sustainable Gardens Project; Ashburton/Ashwood HACC Agencies. 5
1. INTRODUCTION
1: (i) The need for the project
DHS identified the need to assist frail elderly people to remain in their own homes
and maintain their independence, existing friends and contacts.
Gardens can provide relaxation, quality of life, exercise, interest and a sense of
caring for something. There is the simple joy of gardening and wandering around
the garden watching things grow and flower. It can be very depressing and
frustrating to watch a once loved garden fall into neglect when one is not able to
care for it anymore.
There are also health and safety issues which can affect either the confidence or
practicalities of gardening. A fall can affect the owner physically and /or mentally if
their confidence is shaken. With increasing age comes a decrease in strength and
flexibility, and the elderly may not realise they are can injure themselves with tasks
they were once able to do such as pruning.
HACC property maintenance program does not provide for regular exterior
maintenance such as lawn mowing or shrub pruning.
Many of the gardens in the Neighbourhood Renewal area are quite substantial in
size.
1. (ii) Principals of Sustainable Gardens.
A sustainable garden is one which needs minimum input from the environment.
Issues to be considered include:-
o Materials used, where/how they are sourced, the impact this has on
the environment.
o Impacts on the environment from transport of the materials, for
example pollution, use of fossil fuels.
o Quantity of water use to maintain the garden.
o Soil condition and how to maximise infiltration of water and efficient
uptake of nutrients.
o Thick mulch layer to protect open ground from weed invasion,
improve soil condition for better water infiltration, provide slow
release of nutrients, reduce water evaporation by 70%, protect soil
from summer heat. It also slows down water flow from a hose to
allow better penetration. Mulch should be 100mm thick and break
down quickly.
o Minimise material leaving the site, green bins should only be for the
removal of diseased plant material and noxious weeds. Grass
clippings, prunings, non-noxious weeds should, where possible be
returned to the garden as mulch or put into the compost. It takes
energy and resources for Council to make mulch when nature can do
the same thing in the garden.
o

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A sustainable garden also has minimum impact on the environment, factors to
consider:-
Plant choice – this is very important so plants can survive without ‘pampering’,
criteria to consider includes :-
o Drought tolerance.
o Suitability to the soil type – sand, clay, loam.
o Aspect, sun/shade, North, South, East or West facing.
o Climate conditions, natural rainfall, wind, frost.
o Suiting existing conditions, eg. under trees, narrow driveways.
o Size, plants should be selected to fit their allotted space minimising
heavy pruning.
Removing plants
o Removing plants which need additional attention, such as
hydrangeas in full sun which need extra water throughout the
summer, or pittosporums which outgrow their position and need
constant pruning.
Sustainable design
o Plan the planting to permanently cover the soil with foliage, this will
shade, so cool the soil for micro-organisms to work, allow leaves etc
to be shed to add to the mulch layer, reduce open soil for weeds to
land and germinate, retain humidity therefore reduce evaporation.
Sustainable gardens can conversely impact positively on the environment:-
o Attracting wildlife.
This will start up eco-systems which by their very nature make the
garden sustainable, lessening the need for too much human
intervention or ‘control’.
As people become more sedentary and spend more time sitting
down, many enjoy watching birds come into their gardens .
o Reducing lawn area, making beds bigger to allow for more shrubs
increases the mass of leaves to convert carbon dioxide into oxygen.
Particularly important as development continues to take more land,
and new gardens are often too small to support much plant life.

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OBJECTIVE 1, Initial Procedures Of The Sustainable Garden Project.
To work in partnership with City of Monash, MonashLink Community Health
Service, Neighbourhood Renewal, HACC local agencies and DHS to develop at
least 4 sustainable gardens.
Actions -Implementation of operational actions
-Development of a reference group with representatives from local HACC
agencies within the City of Boroondara/Monash, Monash City Council
Neighbourhood Renewal, MonashLink Community Health, Department of
Human Services and any other relevant representatives. These
representatives guided, advised on and discussed issues arising from
the project as necessary.
- Establishment of the Terms of Reference for the group.
- Development of the Management and Implementation strategy for the
project.
- Establishment of the criteria for the selection of client gardens with the
Reference Group.
- Employment of a project leader to undertake consultations, develop
garden plans and implement garden conversions. The project
coordinator attended regular meetings to discuss project progress with the
Reference Group.
Initial milestones
The Reference Group convened and:-
- Terms of Reference were agreed.
- The Project Brief was developed.
- Project coordinator job description and work contract developed.
- Position advertised and candidates interviewed.
- Position filled and contract signed.
- Client’s garden selection criteria developed.
Methodologies.
- Outreach to community organisations invited participation.
- Representatives from reference group developed job description and sat
on interview panel.
- Position was advertised in local press and on internet sites.
- Project coordinator was based at Ashburton Support Services.
- Reference Group developed selection criteria for choosing clients’
gardens in collaboration with project coordinator.
Client selection criteria
The clients had to comply with HACC Program guidelines (Appendix 1 – HACC
Program Manual).

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Other considerations were:-
- The length of time the client is likely to stay in their home.
- Budget constraints.
- Size and scope of the work able to be undertaken.
- Suitability of existing gardens for conversion and long term maintenance.
- The clients interest or love of gardening.
- Adaptability/flexibility of client.
- Benefit to client and/or carer.
- Client must be a pensioner with no access to private funding.
- Home must not be a private rental.
- Clients must live in the Neighbourhood Renewal areas of Ashburton (at
least one garden), Ashwood and Chadstone (at least 3 gardens).
Evaluations
- Active participation by the majority of members of reference group on a
regular basis.
- Project coordinator was employed in a timely manner.
- Selection criteria developed to choose the gardens is appropriate and
useable.
Terms of reference for Reference Group
- Ashburton Support Services chaired the meetings.
- Decisions were made by consensus or when not possible, by a 75%
majority.
- Clients were not included as representatives on the reference group as
they had substantial input through the evaluation process and individually
with the project coordinator.

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OBJECTIVE 2 Consultation & Design
To undertake consultation with the residents and their significant others, develop
designs for sustainable gardens and convert a minimum of four gardens in the
Ashburton (1), Ashwood/Chadstone (3) areas.
Actions - Garden plans/consultations
Garden plans were developed that were:-
- Pleasing to the clients.
- Practical for their needs.
- Aimed at increasing their independence.
- Minimized the risk of injury to them.
- Applied best practise allied health principles.
- Applied sustainability/low maintenance principles.
- Were within budgetary considerations and project timelines.
The finished plans/descriptions of works were discussed with the clients, changes
made if necessary, then signed by the client or carer as approved. The same plans
were also discussed and approved by the reference group.
Milestones, Timelines
- Gardens selected by June-July 06.
- Consultations undertaken during July 06.
- Plans completed for a minimum of four gardens by August 06.
- Garden conversions completed by December 31st 06.
Methodologies
Consultations with the potential clients
At all stages of the consultation the carers or significant others were involved in
discussions and decisions. It became apparent in some cases the gardens would
benefit the carer as well as the client. In other cases, the carer was more capable
of making decisions.
Potential clients and their carers were briefed on the project firstly by members of
the reference group who had recommended them. The project coordinator further
explained the project, and confirmed potential clients’ interest, and where
necessary, arranged a time to visit the client.
The initial meeting with the client involved:-
- Establishing that the client/carer understood the aims of the project.
- Explaining that a budget had been set and no reasonable costs would
be incurred by the client (this was later varied to meet clients needs,
for example where landscaping needs exceeded the budget; there
were a couple of incidences where improvements to steps and ramps
would have used the bulk of the budget).
- Volunteers would be involved in the implementation of the work,
supervised by the project worker. Where necessary, contracted the
landscapers who would be involved.
- Establishing any potential safety issues in the garden.

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- Garden workers would use best practise health principals and follow
all workplace health and safety practices.
- Establishing which garden maintenance activities were most
time consuming and /or were most difficult to achieve.
- Discussing with the client/carer their preferred choice of plants and
garden style.
- Explaining sustainable garden practises, how they work and how they
would impact on the Garden. For example pea straw is probably the best
mulch for gardens which have not been mulched as it provides the right
conditions for soil organisms to “work”, which aids water infiltration and
plant nutrition. It also has the major benefits of reducing weeds and
water loss from the soil. However, it looks rather ugly to some people
who are used to bark. BUT bark mulch has little nutritional value and
takes along time to break down so does not encourage soil life. Having
explained the pros and cons of each mulch; the decision was left with the
client/carer.
- Taking time to establish a rapport so clients/carers feel at ease to
discuss their wants, needs and plans for their garden. The time was also
used to gain an insight into their long-term plans, physical abilities (for
future maintenance), and if the project would increase their quality of life.
- Making sure the clients/carers feel they still have control over their
garden, to stress it still is THEIR garden.
This bed was made by Daphne out of bits of stone her late husband cemented together. It is very narrow
and technically high maintenance, as the beds are too narrow for water penetration but she always had
petunias in it for the family when they gather at her house for Christmas

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Planted with petunias, and empty pots to allow water to reach their roots, acting as a reservoir.
Consultation with the reference group
Potential clients were discussed with the reference group, information provided by
the project coordinator included:-
- Brief background of the client, their disabilities, living arrangements, love of
gardening, benefits of the program for them or their carer.
- As mentioned previously, in some cases carer details were very relevant.
- Health and Safety issues.
- Estimate of costs involved.
- Estimates of labour hours involved to implement the garden renewals.
Memorandum Of Understanding
A Memorandum of Understanding (MOU) was drawn up and the reference group
were asked to comment/discuss and approve it. (Appendix 2)
The MOU is designed to clarify and document an agreed way of working together
between the client and Ashburton Support Services. It encompasses scope of
work, budgets, time-frames and details any requirements concerning access
times/restrictions of access to the garden or property by clients or project workers.
The project worker read through the MOU with the client to make sure all
expectations of both parties were made clear. The MOU was signed by both
parties and copies retained by the client and Ashburton Support Services.

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Ashburton Support Services Information Package
The package contained a consumer consent form, background details on the client
(SCOTT), privacy protection information, complaints procedure.
Information about Ashburton Support Services was included to inform clients of
their services.
The consumer consent form and SCOTT form were read to the client by the project
worker, to ensure the client understood the content. They then signed the form
and the client and Ashburton Support Services retained copies.

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2. PROJECT ACHIEVEMENTS AND CHALLENGES
2. (i) Clients and carers
Initially, 8 gardens out of a possible 9 were selected for the sustainable garden
project. Then a further 7 were added making a total of 15 gardens. The final
garden only had a partial renovation, as it was uncertain at the time of consultation
with the client, that there would be sufficient funds to complete all the work. The
client was informed of this possibility.
Landscaping
Landscapers were contacted to quote for works necessary for health and safety
issues, these quotes were approved and Tim Dowling Gardens employed to carry
out the landscaping.
Landscaping briefs were:-
- To extend a concreted area allowing the client to sit in the shade in the
afternoon as her front garden was in full sun. Previously her table and
chairs were placed in her flowerbed which posed health and safety issues
with uneven ground especially as the client had balance problems and
impaired vision.
- To re-lay paving under a washing line which was very uneven for a
client with severe arthritis in her knees, also to lay an extra row of paving
leading to the washing line, widening it to one metre, previously it was only
500mm wide.
- To create a raised bed in a courtyard for a client who had recently started
using a wheelchair. Previously the retaining wall was 150mm wide and
full of thick clay, which had thwarted many attempts by the client to grow
anything.
Raised bed for client in a wheelchair, previously the bed was 150mm wide. This bed is also the
main view from her main working area indoors.

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- Laying paving stones to create a path in a previous jungle of couch grass.
This area was 2500mm wide, which is hard to maintain, the path allowed
easy access.
-Relaying brick stepping stones leading to a client’s front door. They were
laid by her late husband many years ago, and had sunk so much she
walked on the surrounding grass, even in winter which was slippery. This
client had severe problems with her leg after a knee reconstruction.
Soft Landscaping
Soft landscaping involves anything to do with plants, this was the major area of
improvement for most clients’ gardens.
The major tasks undertaken were:-
- Weeding, this included removal of environmental weeds (such as sweet
pittosporum saplings and Valarian which seed all ferociously) where
appropriate. In one case a large area (2500 x 6000mm) of couch grass was
removed to allow planting. Previously the area had been out of control and
was slowly but surely advancing on the rest of the garden. The client’s
brother had tried to remove it but it was the three-person job, it took about
20 hours to clear.
- Vertical weeding, one client had ‘morning glory’ invading his tree, shed and
fence.
Weeds were returned to the beds under the mulch if they were not noxious. Many of the gardens had very few
worms, a sign of minimum organic matter in the soil.

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- Pruning, this included some heavy pruning such as removal of a mature
pittosporum whose roots were causing the adjacent wall to bow, were taking
the water and nutrients from all the plants in the same area, and needed
heavy pruning each year to keep the size of the plant manageable.
In another case, a large orange tree was removed, it was nearly dead and
was in danger of falling over, possibly causing damage to the shed or client.
In other gardens shrubs badly needed pruning to rejuvenate them (to make
them bushy or flower better), or because they were crowding the paths
causing potential health and safety issues. If the shrub was too big for it’s
position, and would just regrow to the same size, it was removed, obviously
these decisions constitute low-maintenance. This also applied to climbers.
The plant dominating the middle and rear of the photograph is the climber Pandora, it is very
drought tolerant and flowers beautifully, but is very high pruning maintenance. It was removed and
most of the plants Daphne had in pots were planted here, intermixed with natives. This made the bed
more interesting for Daphne who loves to wander around her garden and potter. The plant in the
foreground is fish-fern which was also removed for the same reason
Pruning techniques were taught to volunteers and clients by the project
coordinator. This was useful as natives and indigenous plants had been
planted as suggested on various garden shows in some gardens and clients
were not as used to pruning them. Natives were included on the planting list
which the clients may not know. In some cases where the client had done
the pruning in the past; the carer was taught as the client was no longer
able to carry out the task.
It was also useful for the volunteers could see the results of their winter
pruning when spring arrived.

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- Moving of shrubs was necessary in some cases where they were not suited,
for example hydrangeas and azaleas receiving too much sun, or roses not
enough. This was possible in the winter at the start of the project, but not in
November or December once they had put on spring growth.
We also moved shrubs and plants to create better plant association, in
many cases cuttings had been stuck in at random and did not create a
harmonious effect, or taller shrubs were at the front of borders and lower at the
back.
- Removed shrubs were swapped between the clients’ gardens to keep costs
down and to be sustainable. This also happened where plants needed
dividing.
- Removal of high maintenance or old dying plants, or where crowding was
occurring.
- Transferring plants in pots into the garden, this cut down watering and
feeding maintenance. In many cases, the potted plants were looking very
sad or were dying from lack of attention.
Plants in pots can be high maintenance with daily watering and fortnightly feeding. In some cases clients
were happy to continue this as they like to ‘potter’, and have seasonal colour, in other cases they were planted
in the garden, especially larger plants which had been in pots for many years.
- Planting new shrubs and a few small shade trees.
- Vegetables were planted in specially improved beds for those who required
them. Although high maintenance, they are also very enjoyable for
those able to maintain them, and a source of exercise and interest.

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- Mulching, in most cases pea straw was used, this was probably the most
important activity for sustainable and low-maintenance gardening. The straw
was applied thickly (100mm deep) as in most cases the soil needed
improvement and also to aid establishment of a good root system. The
plants needed to be able to grow without much help once the project was
over as most of the clients were not able to do much except water.
Pea Straw was the best choice of mulch for these gardens

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Case Study 1 -
Shirley, Sandra and Margaret
Shirley has a bad back and walks with a frame. She has impaired vision but is very
lively mentally and has led a very full and exciting life, she still likes to socialise and
is a regular visitor to her local Neighbourhood House.
Sandra has Parkinson’s Disease which affects her balance so she is not very
confident outside her home and immediate surroundings, she has quite a few
visitors. The garden is L-shaped, but one big section down the side was totally
over-grown with couch grass. Sandra’s brother was quite insistent that the three
female volunteers and project coordinator (PC) should stop the work as it was
“man’s work” and it was futile exercise as the couch grass would just return
Margaret lives in an adjacent unit, she has a bad back which is affecting her ability
to bend and tend her garden. She moved from a larger property and brought some
of her favourite plants with her, which her son planted for her.
All three ladies are good friends and are always popping in to visit each other,
helping out each other and chatting. Their gardens were all small courtyards with
pretty poor soil, a thin smattering of bark mulch and the same mixture of plants, as
most of the plants are cuttings. These have been planted somewhat randomly.
There was no sense of order or plant association, some received full sun and were
burning, others were languishing in the shade. Their gardens are important for
socialising, two of the ladies smoke so they prefer to sit outside, It is easy for them
to walk to each others homes.
Shirley has full sun most of the day in her front garden where she has a table and
chair. However when shade is needed in the summer she also had a table and
chairs in the back garden, but they were positioned in the flower bed as the shed
and washing line take up the space in the largest area. With her limited vision and
mobility issues this was a potential safety hazard. There is a shade tree but little
else so the area was quite bleak and uninviting.

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Extension of the concreted area to allow Shirley to have her table and chair in the afternoon shade. Succulents
were planted in new pots to break up the concrete.
The flowerbed was concreted and the remaining area planted with shrubs suited
to the area. Three large pots were bought and planted with large growing
succulents to screen the shed and to break up the large concrete area.
The other two courtyards (Sandra and Margaret’s), needed shade trees, Sandra
chose a quick growing Callistemon (bottle brush) with crimson flowers, which
should grow about 4x3 metres, Margaret chose a lemon.
The garden plants were re-arranged, many of the existing plants were moved to
suit their preferred growing conditions and expected ultimate sizes. Plants were
grouped to create a more interesting and harmonious effect and extra plants added
to complete the effect. A mixture of native, indigenous and ornamentals were used,
but all chosen require the same growing conditions (water needs, soil type, climatic
conditions). Tired old daisy bushes and lavenders were removed.

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Shirley’s front garden with a blue and yellow colour theme
Each garden had a different colour scheme, blue/purple/yellow with orange
highlights for Shirley who’s limited vision picks up bright colours,
blue/purple/salmon pink and cream for Sandra who quite a few of these colours
already, and blue/purple/red for Margaret in her back courtyard and she chose
yellow/blue/purple for the front. The same base plants were chosen for all three
gardens both to suit the conditions but also for ease of maintenance if the same
volunteer gardener tends all three gardens in the future. And so far the couch
grass mentioned earlier by the doubting brother ....... .... has not returned!

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Sandra’s garden after 3 months, beginning to take shape. A bottlebrush has been planted to provide some
shade.
CASE STUDY 2
Ray and Joan
Ray is in his late 60’s. He had an operation but had a reaction to the anaesthetic
and suffered a form of dementia affecting his behaviour, short- term memory and
speech.
His wife is his carer and has had, in her words, “the worst six months of my life”.
Ray has completely changed from being very kind and capable to, “at times, being
a completely different person I don’t know”. They were looking forward to a
wonderful retirement together but things have since changed.
Ray’s working life had always been involved with horticulture. At home, Joan would
choose the plants and Ray would plant and care for them.
The front garden had some cherished plants such as camellias, a gardenia, lots of
annuals and a few brown and sickly azaleas. There was an enormous liquidamber
which cast a lot of shade, cooling the house, but affecting the plants by competing
for water and creating quite heavy shade.
The soil was spotless, all weeds removed, but also any potential mulching
material, no leaves or plant debris remained, it looked like a vacuum cleaner had
been run over it. Joan proudly informed the Project Coordinator that Ray had
“tidied up” before she arrived.

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The soil was rock hard in some areas and no worms were present (a sign of little
soil life activity).
Most communication was with Joan, Ray’s wife and carer, the more we talked, the
more excited and enthusiastic she became and was soon suggesting, or shyly
asking for particular plants. She had seen a row of pink roses with lavender in front
in someone else’s garden and every time she went passed she sighed and wished
she could have the same. Then she was asking how to care for the plants,
apparently Ray had become “snipper-happy” and had taken to pruning everything
back, whether it needed it or not. She listened intently as I explained the principals
of sustainable gardening.
Ray had bought some tomato plants. The previous year they had become his main
hobby and his Doctor had encouraged him to plant more to give him a focus and
encourage him out of the house. Although vegetables need a lot of water and care
and may not be considered sustainable by some, they were in fact sustaining Ray.
As a result this helped Joan as they gave her a break when Ray was pottering
around outside
Ray’s tomato plants.
The back garden was very large and devoid of any plants except some
hydrangeas and an apple tree. There was a large empty circular bed in the lawn,
which the kitchen window looked directly onto. It was decided we would keep
things simple, plant the existing beds, see how Joan coped with the maintenance
and she could extend them if she wished to at a later date.

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The circular bed, showing the hose to take greywater from the washing machine, Joan installed this
after the garden was finished.
As we planted, mulched and watered the garden, Joan was buzzing around asking
many questions and thanking us, it was a delight to have such an enthusiastic
client. She had been showing all visitors her new garden and teaching them
sustainable gardening principals. The project seemed to have been perfectly timed
for her to create a focus away from her concerns inside the house, to escape
outside and marvel in the wonders and delights of nature, and give her something
different to care for. And also possibly gratitude that something had been done for
her after all she had given and was still giving to her husband. Ray, I think was
also grateful that his wife was so pleased.
Expressions such as “I’m just tickled pink”, rushing the Project Coordinator out to
see the roses’ new buds, (and asking how to dead-head and winter pruning
advice), showing the new growth on the camellia after receiving it’s blanket of
mulch, asking advice on the bird-of-paradise we moved, “yes that is a new leaf,
so it is going to make it”: marvelling over the colour of the unusual
agapanthus, and “yes she would dead-head it so it couldn’t seed”, and how her
son and daughter both wanted some when it was big enough to divide how they
couldn’t believe the difference in the garden then on to inspect her grey-water
recycle system she and Ray had rigged up to water everything in the back, and
the two large barrels she filled to water the plants in the front. But best of all, her
pride and joy, the row of pink roses and purple lavender flourishing in the front
border and how everyone was commenting on them “ I used to wish I could have Back Yard Blitz come
here... this proves dreams can come true”... followed by a big hug.
Now Joan is going to join a garden club, and may take her friend along with her...

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CASE STUDY 3
Joyce
Joyce was 86, lived alone in a house she had lived in all her married life. Her
husband died young, leaving her to look after 4 children under the age of 10. She
was very community minded, running various groups to raise funds to build a
kindergarten, scout hut and many other projects. She was a member of Probus.
Everyone seemed to know ‘Joycee’. Her love of gardening had always been there,
growing vegetables initially then concentrating on ornamentals, especially for the
church flower arrangements and flower arranging courses she used to run. She
still grew flowers for the Church. Latterly she had begun to grow natives for their
interesting foliage and because they were easier to look after.
On a tour around Britain she had fallen and broken her hand, unfortunately it was
not attended to until her return to Australia and by that time it was too late to mend.
and she lost most of the use of her left hand. Joyce had also had knee
reconstructions so mobility was a problem as the knees were very swollen as a
result.
Joyce’s garden was very large and ideally suited to be a ‘teaching” or “learning
garden” for volunteers in sustainable gardening practises
The garden could be divided into 3 distinct areas which would be treated quite
differently. It was initially the eighth and last garden. The volunteers were to put into
practise all they had learnt at the Volunteer training session and in previous
gardens.
Nancy Groll of Volunteer Alliance had arranged a story in the local paper to attract
new volunteers to “blitz” a needy garden and had arranged for 8 South Eastern
Water employees to volunteer for a days community work. This would have been
very useful for them to put into practise sustainable gardening methods, especially
in the present drought conditions.
One of the volunteers was a student at Burnley University: the PC had invited her
to help design the garden on sustainable principals, another symbiotic example.
The front garden was to be ornamental. It was the smallest of the 3 sections and
the one Joyce would use the most. It was visible from the road and Joyce’s living
room window. It was to have a pink, silver and purple colour scheme to
incorporate existing plants and others in pots Joyce had in the back garden. An
arch was to be erected which Joyce had received for Christmas 6 months earlier
but was still in the garage.
The brick stepping stones to the front door had sunk over the years and were not
safe to use so it was decided to raise them.

25. 25
The reference group discussed rebuilding the front steps as some of the risers
were well over the recommended 180mm height. However the costs would have
been too high and there was a ramp at the back exit which Joyce tended to use
more. The Reference Group referred the ramp needs to Boroondara City Council,
Occupational Therapy Department.
The middle section was to have a yellow and blue theme and include more roses,
which Joyce loves and can use. It was decided to keep the design very simple just
replace some of the shrubs which were too big, very old or spreading out of
control, or were struggling to survive because of bad positioning.
The end section was to be cleared of rampant ivy, couch grass, jasmine, black-
berries, ash seedlings, ash tree, sweet pittosporum and privet tree seedlings Many
of the existing trees such as the pear, loquat, and cherry were smothered by the
above. The ash trees, sweet pittosporums and privet are environmental weeds
spreading in Joyce’s garden and neighbouring gardens. It was decided to weed,
lay thick newspaper to smother emergent seedlings, and lay thick mulch on top of
this. This area would then be planted in natives and indigenous plants to create a
haven for wildlife and it would require virtually no maintenance. There was already
a small pond, gum tree and enormous grevillea there.
The volunteers would have learnt:-
- how to plan and plant 3 different types of sustainable gardens.
- how to identify and become aware of environmental weeds.
- mulching techniques, including different types and where/how to use them
- planting techniques.
- aftercare.
- pruning techniques.
- costs involved and time involved to create gardens.
- alternative gardening techniques such as returning prunings as mulch,
returning weeds as mulch, no-dig garden techniques (disturbing the soil as little
as possible).
- tool selection, how to look after tools, and how to work without damaging
muscles and limbs.
- occupational health and safety awareness.
Joyce would have ended up with 3 new invigorated gardens. The first would be a
picking and pottering garden, the second, a low maintenance mix of natives and
ornamentals, the third a wildlife garden left to it’s own devices.
The stepping stones would be safer to use and the arch finally would be erected
and a rose planted to tumble over it.
The plants in pots which had been waiting to be planted for over a couple of years
would be planted in appropriate places and enjoyed by Joyce.

26. . 26
The unexpected
Joyce went into hospital for a minor operation, but very sadly she passed away a
few days later. It was a very sad passing, but she left behind a fine legacy of work
and memories and wonderful examples of selfless dedication and kindness.
Joyce’s passing put the SGP in rather a quandary. A sizable portion of the budget
had been reserved for the garden work and 10 volunteers had answered the
appeal for gardeners to work on the project. The reference group rallied and set
out to find more potential clients and volunteer gardeners informed of the changes
to plan.
It took several weeks to go through the selection process and consultations and
design procedures. The new volunteers had been invited to join the volunteer
gardener program which allocates a gardener to a client which they visit once a
month, which most were happy to do (This is a service which was already set up at
Ashburton Support Services). Unfortunately no other large gardens to involve the
South Eastern Water employees could be found in the remaining time frame.
Eventually we ended up with 7 new smaller gardens to renovate. The Project
Coordinator set up another 3 hour training session at Ashburton Support Services
(she had held one previously for the existing volunteers).
Timetables were drawn up to match volunteer available days to client available
days and work commenced on the new clients gardens. It was felt by all who knew
Joyce, that she would be happy to know she had yet again managed, indirectly to
help these new people.
CASE STUDY 4
Dot
Dot has lymphedema which severely restricts her mobility. She needs a mobile
frame to walk everywhere. She also cares for her husband who has had acquired
brain damage for 16 years after an accident, and now has Alzheimer’s.
Dot’s garden was probably the most exciting to work on, she was a very gifted
gardener and her garden was a cedit to her, however some areas were just
beginning to suffer.

27. 27
Dot’s rose garden which she designed and built herself when she retired. Four of the roses had
totally reverted to the rootstock, so were removed and the soil below the roses was open to weed
invasion and moisture evaporation.
Some of the new shrubs which had been planted the previous autumn were
barely alive, plants like the hydrangeas and hellebores were suffering from lack of
water, as were some of the new camellias and lavenders. Perennials, for example
phlox and pentstemons were struggling and there were quite a few large areas of
open soil which were kept weed free by Dot and her daughter when she came to
visit, but Dot would prefer to prune and water with her limited ability and time.
Dot needs to access the washing line every day: this involves opening two doors
and negotiating two steps with a frame and washing basket, which is very
demanding on her.
After checking the Australian Standard regulations with Sarah Lachal, (an
Occupational Therapist from MonashLink, who is on the Reference Group, and
following up a couple of carpenter references, the Project Coordinator proposed
ramps be installed. The total cost was too much for the project, but Dot offered to
contribute to the cost. However it was suggested the Occupational Therapist from
Boroondara City Council should be contacted first to see if the ramps could be
supplied by them.
Once it was confirmed Dot’s garden would be renovated she had a very enjoyable
day with her daughter, buying plants. Although it had been explained the plants
would be supplied by the project Dot, a very independent soul felt she was just
grateful the work would be done and wanted to “do her bit”. The Project
Coordinator was happy for this as it meant Dot still had some ownership of her
garden.

28. 28
Most of the work involved moving plants to more suitable locations or which had
been planted too close together, removing some high maintenance plants like
hydrangeas, rampant honeysuckles, artemesia which needed annual pruning, and
planting plants struggling in pots. The other main job was mulching. Dot had begun
to buy in shredded bark by the bag, but because of limited space in her daughter’s
car it was only spread about 10mm thick, not the necessary 100mm. Also it was
proving very expensive to do it this way.
This bed looks lush and green but it is very high maintenance as the shrubs and climbers are quite rampant
and need regular pruning to allow access down this area.
By moving and dividing the existing plants, and Dot supplying many more, the
expenses for this garden, which was one of the bigger ones, were not too high. We
could still keep the spirit of the garden with Dot’s “red bed”, “the yellow and
blue/purple border”, “the shade bed” and wildlife areas she had created. The rose
beds out the front were enhanced with low planting at the base. Dot’s existing 4
clumps of Liriope ‘Samantha” were divided to make 38 smaller plants and a clump
of campanula gave another 15 plants, it was rather like the loaves and fishes.
There was some debate whether we should plant out the many pots Dot had as
projects. For example, in two pots she was training Duranta “Geisha Girls” bushes
as standards. There were quite a few other plants dotted around most interesting
plants which had caught her eye over the years. Then to cut down on
maintenance, by reducing flowerbed space, she had planted up some plants in
pots in a very hot, dry area outside the living room window.

29. 29
The soil was then covered with stones. It was apparent she didn’t have the time to
water and feed these plants as well as she had in the past and specialists had told
her that her legs wouldn’t improve..... It was one of those sad cases where reality
reared its ugly head. Where could Dot’s time and energy be best employed?. She
felt bad when her daughter helped her in the garden when she was tired after a long
day’s work.
The hot bed that received sun most of the day. It was planted with succulents that Dot already had in pots and
other very drought tolerant plants. These should spread to cover the whole area.
There was a collection of succulents in pots next to the hot bed,, possibly “gifts”,
which would be perfect in that location, along with other a Trachyocarpus, two
agaves and a Phormium all in pots dotted around the garden. They will look good
when established and should cover the ground to keep down any weeds. Dot was
really happy with the end result (a few more plants were added to bulk up
numbers) and quite relieved she wouldn’t have to drag the hose around to the pots
anymore. The Durantas were planted in spots Dot could still reach and continue
pruning into their shapes.
Dot had discussed moving to a smaller unit or retirement village with her family, but
ultimately wanted to stay where she was with all the neighbours she knows and the
social life she has built up over the years. Her husband would be very unsettled if
he had to move, both regularly roam around the garden, it gave them breathing
space away from each other and a space for relaxing. The project was very timely
as the garden was just becoming a worry. Now it has become a place to potter
and water instead of watching plants struggle and feel helpless when a few years
ago she could have done what was necessary.

30. 30
There’s nothing worse than seeing a hellebore which should be upright, about
300mm high, and making buds for next year, lying prostrate on the dry soil, limp
and wrinkled, next to another just the same, and if water is applied it just runs off
the hydrophobic soil. It’s these little things that the Sustainable Garden Project can
make a difference to, especially to an avid gardener such as Dot, you never stop
being a gardener or caring.
CASE STUDY 5
Ila
Ila has extreme arthritis in both knees, and like most of the clients stays positive
“I’m lucky, it could be in my hands as well”. However it does severely limit her
mobility, and she relies on a frame to move around. She, like Dot above, was a
wonderful gardener as her garden shows. Attention to detail and beautiful things
shows in the way they dress and decorate their homes. Over the years the garden
has been simplified, “when things die they are not replaced, it’s too hard to get to
the garden centre, and if anything is bought, who’s going to plant it”? As a result
the garden is neat and tidy, but there are gaps. Ila has a huge picture window that
looks onto the back garden, her chair focuses onto a cherry tree with a bare fence
beyond. To a plant lover, it’s not too inspiring. The neighbour has a couple of large
trees which, along with Ila’s cherry tree make growing conditions quite hard for
anything else to grow let alone thrive.
The path to Ila’s washing line was only 500mm wide and hugged the garage, and
like the paving under the washing line was uneven and some of the pavers were
chipped, all hazards for someone with limited mobility. We replaced the broken
pavers, and added more to widen the path to 1000mm.
In the front garden was a pittosporum, pruned into a large 3000x2000mm rectangle to
keep it manageable. It was right on the fence line and was causing the 400mm
high brick wall to buckle. Its roots were also affecting anything else trying to grow
there. Ila is a very stylish person and likes everything neat and tidy, and here was a
great big thug, which was self-seeded affecting her front flowerbed. It was also very
costly to keep having it pruned.
This was removed by the volunteers and the bed planted with low plants such as
Lomandra ‘Tanika’, Sedum ‘Autumn Joy’, Agapanthus ‘Tinkerbell’ to complement
the existing dwarf Nandina and Convolvulus Cneureum.
The side drive had lost a couple of trees which used to shade the hydrangeas and
azaleas which were now suffering. However after discussion with Ila it was decided
to leave them as she already had a big garden to water and didn’t want to worry
about too many new areas to maintain. The side drive was not an area many
people saw, so as long as it’s tidy the plants would have to make their own way.
This is actually a good sustainable practise. Plants are often tougher than people
realise and will cope with less water, it will force them to send roots down into the
soil to find their own water. The area was mulched. Because Ila had made
compost and had manured the soil for so long it was in very good condition which
will help the plants cope.

31. 31
Ila had a number of plants struggling in pots, azaleas and a camellia. A new bed
was made which extended from an existing bed with similar plants. Previously a
concrete path had led to this bed but it served no purpose, so it was lifted and the new
bed created in its place. The potted plants were planted out and have all
flourished. This small bed is also visible from Ila’s window.
The new bed created by lifting a redundant concrete path. 4 of these plants were slowly
dying in their pots before being planted out. A carpet rose was planted to add colour in the
summer.
The bed against the fence has also been planted up. Luckily there were several
Jacobina plants elsewhere in the garden, mainly in the sun when they prefer the
shade so they were moved. Liriope, Rhagodia and Plectranthus were added in the
worst areas and heliotrope, carpet rose and westringia in the sunnier spots.

32. 32
Some of the plants selected to cope with shade and competition from tree roots , Jacobina, Plectranthus,
Thagodia Liriope,
Shrubs which flower at different times were added to other ‘gaps’ to cover the soil
and to add colour and interesting detail of foliage which Ila is sure to notice.

33. 33
The front garden bed with Libbertia, Sedum, Nandina, Convolulus and dwarf Agapanthus to provide
interesting foliage and colour at different times of the year.
2.(ii) Volunteers
The project coordinator (PC) ran a 3 hour training session to discuss and present:-
o Sustainable gardening principals;
o Health and Safety issues;
o The Sustainable Garden Project (SGP.) (Appendix 3).
This was run twice, once for the existing volunteers and again for the new recruits.
Comments showed they benefited greatly from these sessions in terms of
increased understanding of sustainable gardening processes. It is much easier to
implement new practises if it is known why one is doing it.
The volunteers indicated their availability for work and a timetable co-ordinating
suitable client and volunteer times was drawn up. The Project Coordinator was at
the client’s home to introduce the volunteers and client and to answer any
questions the client may have, and then to supervise and work with the volunteers.
The volunteers all had a love of gardening and came from all sorts of backgrounds,
chatting helped some along and made the experience more interesting, others
preferred to work away quietly by themselves, just enjoying working outdoors and
helping those less fortunate. There was a strong sense of bonding between the
love of gardening and helping others. Another example of a symbiotic relationship.

34. 34
Most of the volunteers were unaware of sustainable gardening techniques, though
being aware of the need for them. For example, the idea of returning prunings to
the garden or planting an empty pot near a newly planted shrub to create a
reservoir to take water deeper to the roots. Also the real depth mulch needs to be
applied, most would spread it 3-5cm deep, whereas 10cm is needed this time of
year.
They were able to take these new practises away with them and inform others.
Also they learnt where to source various materials and consider the impact their
gardening practises will now have on the environment.
The clients and carers furthered the experience for the volunteers by showing their
gratitude so enthusiastically.
Gardening has very strong bonding qualities, between nature and mankind, hard
work and beauty, sharing of ideas, experiences and joy, communication between
all ages and backgrounds. This was experienced at every level of the project.
There was a love of gardening from - Jeff Herd who initiated the project, amongst
the Reference Group, obviously the volunteers and it was one of the chief criteria
for the client selection process.

35. 35
3. CHALLENGES
Client/carer involvement
All decisions were discussed before and during the garden renovations. In most
cases once the sustainability principals had been explained, the clients were happy
to allow the Project Coordinator to suggest and implement the changes. In some
cases unsustainable plants were requested, in one case a carer collected
brochures from garden centres which featured shrubs in full colour, but which only
flower for a short time and need very high maintenance, so the coordinator
suggested alternatives, such as carpet roses for those wanting lots of colour in
their gardens. Many of the clients had had their gardens long enough to know their
limitations as far as maintenance was concerned.
In one case the brother of a client tried very hard to stop the women volunteers
working, feeling it was “man’s work”, and “pointless” because the weeds would
come back...it was probably because he had had a go and the job was too big for
one person. On checking with the client, she was happy for us to continue so it was
suggested the work continue and “let’s see what happens”. Also it was suggested a
volunteer gardener may be able to help maintain the garden in the future.
One client invited her son-in-law to the initial consultation as she was a little
confused about the financial side of the project, and the son-in-law was worried it
could be a scam. All was explained and everyone was happy.
Some clients wanted to be there watching everything, some from interest, some
from a sense of ownership, both were encouraged, but the coordinator had to
develop communication strategies to instruct the volunteers first, then explain to the
client. Also strategies to be able to work in the garden without continuous
interruptions when time constraints were pressing.
Some client/carers were so grateful they wanted to provide lunch for the
volunteers, in most cases this was not an option as volunteers had brought their
own or were only available for a certain amount of time. Tact again was necessary.
Lack of volunteers
Of the 7 existing volunteers in the Ashburton Support Services, Volunteer
Gardeners Program, 3 were able to give time to the project, and continued all the
way through to the end, except latterly for one who was stopped by ill health.
Nancy Groll, coordinator of Volunteer Alliance (based at Ashburton Support
Services), was able to interest the local paper to run a story on the project which
attracted 10 more volunteers. She was also able to involve South Eastern Water . 8
of their employees offered to volunteer for one day as part of their community
involvement. (This provided a challenge in that a lot of pre-planning was
necessary). Unfortunately the garden in which all these new volunteers were to
work in could not be renovated as the client died unexpectedly after a hospital visit.

36. 36
Co-ordinating volunteers and clients
Most volunteers were only available on certain days at certain times, and some
clients were busy with activities or medical appointments, and the Project
Coordinator had planned to work roughly 2 days a week, so a degree of flexibility is
necessary on the coordinators part during the garden renovation period. More
hours are necessary during these periods to organise timetables, select and
deliver plants and other materials and to be present to organise and supervise
volunteers.
The project coordinator worked with the volunteers in the gardens for all the
renovations. It was necessary to explain to other clients that times of arrival at their
garden may alter depending on progress at other gardens. The coordinator did
phone to announce late arrivals or to arrange alternative times. Sometimes plans
had to be changed at the last moment when clients were unavailable because of
unexpected medical appointments.
Most of the clients wanted to be there when the work was being carried out.
Lack of clients
Initially 9 clients were proposed and of these 8 suited the criteria. As mentioned
before, unfortunately one passed away; she had the largest garden which would
have taken about a quarter of the budget (see Case Study 3), so suddenly other
gardens had to be found which proved rather difficult. After several weeks 8 were
proposed and the whole consultation process started again. Because it was quite
late in the year there was pressure to complete the gardens as soon as possible to
give the plants a chance to establish before being hit by the hot summer weather,
and also before the Christmas holiday period for volunteers.
Timing of the project
As mentioned above the timing was a challenge as Christmas approached many of
the volunteers were caught up with other activities so weren’t available to help.
Luckily there were 3 volunteers who were able to work 2 or 3 days in these last few
weeks, and the project coordinator was also available to work 3- 4 days a week to
fit in with them.
Participants in the project
Kat O’Reilly, CEO of Ashburton Support Services managed the project.
Clients and carers participated in the project in the consultation process, most
were unable to contribute in a physical way because of their age or disability, but
their experiences were much appreciated, as it gave the coordinator more
understanding of their garden conditions and limitations. They were also very
helpful borrowing green bins from neighbours when necessary and some
contributed to the project by either buying some of their own plants or allowing us
to plant plants in pots which saved money for other gardens.

37. 37
Of the 10 new volunteers recruited from the newspaper story, 7 were able to help
with the new gardens (there was a time lag as mentioned previously as new
gardens were sought and consultative processes set up).
There was a Burnley University student the project coordinator had met who was
looking for practical experience, she turned out to be a wonderful reliable worker
who mixed with all the other volunteers though most were twice her age.
What the volunteers got out it.
- Continuation of volunteers wanting to help maintain these gardens after the
finish of the project.
- Knowledge of sustainable gardening processes to pass on to others.
- Pool of trained/informed volunteers for the Volunteer Gardener Programme.
- Powerpoint presentation for future reference.
- Networking contacts from the Reference Group for Ashburton Support
Services for future projects and each other.
- Sustainable Garden Project Report for future reference.
- Development of an information booklet by the Reference Group.
PARTNERSHIPS
- Between clients and volunteers who will maintain their gardens.
- Between local services,(St. Marks, Neighbourhood Houses).
- Between corporations (such as South Eastern Water) and Volunteer
Alliance for future projects.
FRIENDSHIPS
- Very important as the original brief mentioned community involvement,
friendships developed between the volunteers and between some of the
clients.
- Between the PC and some of the clients.
- Between some volunteers and PC.
- Between services personnel and the PC.
STATISTICS
- 15 gardens were involved in the SGP.
- 10 volunteers contributed, 4 were able to give 2 or 3 days a week when
necessary. The others were able to give a morning or afternoon once a week,
all efforts were very greatly appreciated.
- Two staff from Ashburton Support Services helped with the administration,
Kat O’Reilly managed the project, Celia kept the accounts updated.
- Clients assisted in the initial consultations, about 50% took an active role in
watering the gardens once planted. Most were keen to help but their age or
disabilities prevented them. Their thanks and gratitude were very
encouraging, as were offers of drinks and home-made cakes (from one
client).

38. 38
4.. PROJECT OUTCOMES
KEY LEARNINGS
FROM OBSERVATIONS AND EVALUATION FORMS
- Gardens are important to the elderly and disabled, it makes then feel useful
and needed.
- So much joy is still felt by seeing a rose unfold, or picking flowers to enjoy
inside.
- Colour in a garden is important.
- Elderly folk are still keen to learn.
- Old age is very frustrating especially when the mind is willing but the body
won’t obey.
- It is depressing when all the hard work creating a garden begins to fall apart,
and the pride begins to recede as well.
- An unkempt garden can be the final straw to decide to move to a smaller
home or aged care.
- Many elderly people are reluctant to ask friends and relatives for help too
often.
- There is a shortage of trained knowledgeable gardeners available.
- The advice given was very useful to clients and volunteers, and the
opportunity to discuss matters arising from garden shows.
- Day centres and gardening clubs are very important to encourage elderly out
of their homes.
- The SGP gave so many clients a boost “why me?”.... “I’m so lucky”............. “I’m
so grateful”... One client thought she had cancer, when the results were
negative, she was so delighted “Thank goodness, now I can look after my new
garden””Now I have a reason to go out in my garden again, it used to depress
me before” “My son is so grateful, he’s so busy, now there’s less for him to do,
and I’m telling him what to do in his garden” “ My vegetables were so poor last
year, the manure and mulch has made such a difference already , next year
I’m going to try some different things” .................................................................
-Those carers who have to look after their partners were so grateful to have
another focus, and something else to discuss with friends and relatives,
especially those who are unable to leave their partners.
- Most clients are only able to potter, bending to weed is very hard for them,
manoeuvring hoses with a walking frame can be difficult so we need to
consider strategies to help,
REFLECTION ON THE PROCESS AND OUTCOMES OF THE SGP
The project was very successful in that it achieved far more gardens than
originally hoped and everyone seemed happy with the results.
The reason for this was mainly because the renovated gardens were smaller than
originally thought, and the Project Coordinator was able to access plants from a
wholesale nursery which saved about 40% of plant costs.

39. 39
The project brief template and structure of the project as set out by the Manager
(Kat O’Reilly) and the Reference Group was very useful and followed a logical
sequence. It was essential to have the regular Reference group meetings for
advice and discussion on various issues such as budget decisions, occupational
therapy logistics, and general endorsements and encouragement.
Kat O’Reilly, as Manager of the project, was wonderful backup for the Project
Coordinator who had plenty of horticultural and landscape managing skills but was
unfamiliar with the paperwork involved in this elderly peoples’ community project.
She was also able to organise and network potential clients and volunteers from all
her contacts. These needed to be in place as early as possible in the project.
At times there was almost daily contact by phone and e-mail which was
always returned promptly.
The selection criteria was very useful. Kat O’Reilly and the Reference Group were
very clear in communicating this to contacts who could suggest potential clients so
there were not too many ‘red herrings’. This was greatly appreciated, as each
consultation visit can take well over an hour and it’s disappointing for the client to
be told they don’t qualify when they are so hopeful. Only two potential clients were
turned down, one because slight dementia prevented her from grasping the
concept of sustainability and what was to be achieved, and the other because she
didn’t own her home, it was a private rental. There was one other client and carer
who didn’t have the love of gardening stipulated in the criteria, this was not
apparent until the work began. It is unlikely this garden will flourish as watering to
establish the plants will probably not happen. Only the front garden of this
residence was completed for this reason.
Scaled plans were drawn up for the first 8 gardens which took a lot of time; on
reflection they are only necessary for clients who are having landscaping done, or
for those who are interested in the plant varieties. Most are happy to have the
labels from the plants to identify later. Some are just happy to have a “lovely
garden”. However a rough plan is necessary to budget for plants and other
materials
It was probably too ambitious to take on 8 more gardens so late in the project, the
planting was still happening in November and December which is too late
climatically (the plants do not have a chance to establish a root system in the soil
before the heat of summer). Also many volunteers became busy with Christmas
activities so 3 volunteers were relied on quite heavily. They were very willing to
help but in another situation this may not be the case. The project coordinator put
in more hours than budgeted for, and once again this cannot be expected in
another situation. (However, the flip side is, had the gardens been started earlier
all would have been easier, but these circumstances were not planned)
SUSTAINABILITY OF THE PROJECT.
It is absolutely vital volunteer gardeners are assigned to the project to maintain the
gardens, especially for the first summer. The majority of clients are only able to
“potter”, bending to weed, mulching pruning is not possible for most of them. They
are able to water and most of them will know what to tell the gardeners to do.

40. 40
The Volunteer Alliance based at Ashburton Support Services has a Volunteer
Gardeners Service already established. Unfortunately there is a waiting list but the
influx of new volunteers should help.
The current drought and water restrictions will not help this project, but most of the
gardens are small enough to be manageable. The thick mulch will also help. In the
latter batch of gardens, empty pots were “planted” a short distance from the plants
to act as a reservoir, channeling the water to the roots.
A checklist will be sent to the coordinator of the Volunteer Alliance for the
volunteers to distribute to the volunteers such as:-
- The ‘finger-test’ – push a finger into the soil to make sure plants aren’t over-
watered. Over-watered plants present similar symptoms to thirsty plants,
wilting, scorching, dull coloured or yellow leaves. This is a common cause of
death in newly planted plant- too much water.
- If taps or hose-reels are leaking, check the plastic ‘O-rings’ little washers
found in the ‘click-on’ connections of hoses to taps or reels. Usually they
split. Warm up the rings to help expand them before application (hot water
or in the sun).
- Keep the pressure low when watering with a hose, high pressure destroys
the structure of the soil and it will not infiltrate very far. Water will spread
downwards through capillary action if applied SLOWLY. This is where you
want the water to go, not just the top 5 cm. Test with a trowel to see how far
the water has descended. Try again 1 hour later to see if it has descended
any further.
- Try ice cubes on pot plants/hanging baskets where water rushes straight
down the sides and out of the bottom of the pot. Soil wetting agents are also
good on pots and sandy soil where water does not penetrate.
- Return any prunings, non-invasive weeds to the soil to keep the soil
cooler. If you have clients who are not used to this, suggest it’s for the summer
only because of the drought and water restrictions.
-Check the ‘o-rings’ on hose and tap connections, they can be
responsible for the loss of many litres of water.

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This leak is cause d by a split ‘O’-ring in the hose /wheel connection, it can easily be replaced.

42. 42
Mulch is essential to the success of these gardens, the new mulch applied to these
gardens will have broken down in 12 months time. It really should be re-applied
before spring 2007.
It has been suggested to the clients; if they are able to buy the mulch, the
volunteer gardeners could pool their resources and help each other spread it over
various gardens. Supplier details will be sent to the volunteer coordinator.
“CELEBRATION OF THE SUSTAINABLE GARDENS PROJECT’ LUNCH AND
LAUNCH
The final meeting of the Reference Group was followed by a lunch hosted at
Ashburton Support Services. A delicious lunch funded by the project was provided
and a presentation of the project followed.
Most of the Reference Group, six clients, three of the volunteers and Jeff Herd
from Neighbourhood Renewal were able to attend.
Resource kit
A resource kit will be developed by Kat O’Reilly and Michelle Jones.

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5. RECOMMENDATIONS
• Any new projects should be started in March/April allowing more time for
planting and working in cooler weather.
• The Project Coordinator should be aware of the number of trips to collect
and deliver plants. Only one or two gardens can be tackled at a time, clients
cannot be expected to water plants daily if the renovation is held up for any
reason (which happens when clients or volunteers commitments change).
Plants were delivered early to one job, and by the time the renovation
happened a week later the plants were almost dead, despite the client
assuring the coordinator they would be watered.
• Plus it was easier to choose the plants having worked in the garden
clearing weeds and pruning, to ascertain sun/shade issues, soil type and
condition, existing plants .
• Expect the unexpected! The clients are elderly and may not be as strong as
they appear. One of the criteria was to estimate how long the client is likely
to stay in their home but the desire to stay should be considered more than
frailty as this is so hard to judge and often it is the frail who need the help
most.
• The passing away of the client with the biggest garden was unexpected.
However, this opened the doors of opportunity to a few more people to
participate in the project.
• Working in horticulture and with elderly residents means hard and fast rules
cannot be applied, each situation is different.
• The number of gardens involved in the project is dependant of the number of
volunteers and their availability, and the nature of the garden, hard landscaping
and safety features such as ramps can take the bulk of the project budget;
each garden and client has to be assessed separately. For example in one
garden the quote for ramps was $1800 and for steps to be made more
accessible to the front door in another garden the quote was $1700. Other
avenues should be explored (Council occupational health services, Veterans
affairs) first. The disadvantage of this is at least a 6 month waiting period,
so verification of the alternative funding source should be obtained in
writing before the project is complete.
• The project could have a “waiting list” of 2 or 3 gardens to renovate should
the budget become available, with this clearly explained to clients. This would
prevent the time-lag as happened with Joyce. Also if there are budget short
falls, should clients purchase their own plants. Or if their plants are able to
be divided, use these or let them be used in another garden

44. 44
• A final visit of all the gardens was carried out at the end of the project, this
was obviously more useful for the gardens that had been completed earlier.
Questions were invited from the clients and basic maintenance such as
watering and control of the peas that had sprouted from the pea straw
addressed
- eat them;
- leave them to die and add to the mulch (this also adds nitrogen to the
soil);
- or pull them out if they are too untidy, they die after few weeks anyway.
• It was a good opportunity to monitor the plants. This is where it’s so
important to select clients with a love of gardening, most gardens were
faring really well, just one had lost a few plants from lack of water. This
client had Parkinson’s Disease so was unsteady, but didn’t have quite the
commitment of others, so it was suggested she ask her relatives who are
frequent visitors, to water where necessary until a volunteer gardener
could be found. The other clients had managed to find a way to water their
gardens. This final visit should be part of the job description for the Project
Coordinator as some of the clients were very anxious of doing the “right thing”
how and when to water, dead-heading etc.
• Evaluation forms should have been handed out earlier, this was not possible
this time because of the late finish of some of the gardens. Stamped
addressed envelopes should have been included to make it easier/more
reliable to return them. If handed out earlier, the Project Coordinator would
have more time to follow up errant forms. The Project-Coordinator
emphasised constructive criticism was very useful to improve the project.
• It would have been useful for the Project Coordinator to present a power
point presentation on ‘Water-wise Gardening’ for the clients, many were
still so interested in gardening. Maintenance tips could have been included
in the presentation.
• The MOU and SCOTT forms were confusing to fill in, for some-one like
the Project Coordinator who had not experienced them before, a sample of
each could have been filled in with the manager of the project.
• Follow-up volunteer maintenance is very important for the success of this
project, (see above in sustainability of project also comments on mulch)
Funding body
• Ideally extra funding should be made available for the PC to return to the
gardens 12 months later to inspect the gardens, take photographs,
address any concerns or questions the clients may have, and write up a
short report. This may also include a short questionnaire for the clients to
complete to see if the project did improve the clients quality of life, and help
deter the client leaving their home for aged care. This would be circulated to
DHS, the Reference group and any other interested party. A power point
presentation could be presented for clients, volunteers and the above.

45. 45
• Extra budget for mulching the gardens before the following spring should
be included. It needs to be topped up to 100mm. The PC could organise
this when carrying out the evaluations. The whole sustainability concept
revolves around mulch, especially the plants are young. It is expected the
plants will reach a good size in two years (24 months) when they will be
established enough to require less maintenance.
Succulents planted in Dot’s garden
Gardens need to be re-visited in 12 months to see how successful the changes
are.
Dot’s rose garden after being planted with Nepeta as a ground cover and thick mulching
Results need to be monitored after the summer heat and drought.

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5.BUDGET
BREAK-DOWN OF GARDEN COSTS
.CLIENT MULCH PLANT LANDSCAPING TOTAL PROJECT
COSTS COSTS /SUNDRIEs LABOUR CO-ORD.
potting mix, HOURS HOURS
pots, seasol
Ray & Joan $153 $392 $10 43 18
Margaret $72 $108 $4 30 14
Sandra $20 $217 $364 55 22
Shirley.R $6 $98 $525 25 15
Rhona $54 $70 $30 24 6
Ila $105 $315 $1300 48 25
Daphne $135 $126 $25 48 21
Joan $126 $126 $30 20 14
Dennis $45 $140 $4 28 8
Dot $360 $115 $35 56 35
Elsie $162 $280 $80 40 20
Phyllis $90 $210 $5 30 15
Elsie $45 $21 - 9 3
Shirley B $100 $490 $10 45 20
$1473.00 $2708.00 $545.00 501 236

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Project Budget
Sustainable Gardens Project
All entries ex-GST Expenses Income
Income
Grant from Dept Human Sservices $30,000.00
Donation $50.00
Pea Straw $20.00
Plants bought but on-sold to Ashburton
Support Services $77.00
Total Income $30,147.00
Salary
etc $20,384.00
Consultant's fees Stage 1-3 $8,000.00
**Cons. Fees (Salary oncosts Stage 4) $2,184.00
**Balance of Stage 4 payment due $2,396.00
**Additional hours payment $499.89
Management & Supervision $3,000.00
Operating Costs $4,000.00
$20,079.89 $304.11
Total Expenses $ Remaining:
Obj 1 - Advertising $700.00
Advertising $507.00
$507.00 $193.00
Total Expenses $ Remaining:
Obj 2 - Conversions, Contractors, Training $8,850.00
Contractors, conversions, plants etc $8,112.75
Catering at SG events $311.36
Total Expenses $8,424.11 $ Remaining:
$502.89
*Funds
unspent: *$1,000.00
Notes:
* $1000 to be spent on installation of
handrail
**Yet to be paid to Consultant

48. 48
CONTENTS OF APPENDIX
APPENDIX 1
Memorandum of Understanding (MOU)
SUSTAINABLE GARDEN PROJECT
MEMORANDUM OF UNDERSTANDING
Between Ashburton Support Services
(ABN: 40 815 167 126.)
AND
_____ + ________
Name of participant

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BACKGROUND
The Home & Community Care (HACC) Program provides funding for services that
support frail aged people, younger people with disabilities and their carers. The
program is designed to support people whose capacity for independent living is at
risk, or who are at risk of premature or inappropriate admission to long-term
residential care.
In 2005/06 EMR HACC consultations were held in May 2006 with Community
Service Organisations. The sector endorsed the establishment of a service
development initiative with the EMR Neighbourhood Renewal (NHR) area.
It was proposed to undertake a project to explore options and develop a possible
service model for frail aged residents within the Neighbourhood Renewal Precinct
of Ashwood/Ashburton and Chadstone. The project would focus on the links
between property maintenance, low maintenance gardens and volunteers to assist
frail aged residents to remain living in their own homes and community.
Following consultations with HACC service providers in the NHR it was agreed that
Ashburton Support Services would take the lead for this project. A Reference
Group was established with NHR, MonashLink CHS, City of Monash, St Marks
Adult Day Care Centre, Alamein Community Committee & Horticultural Therapy
Association Victoria to oversee the project.
OBJECTIVE
To establish a model of low maintenance gardens for HACC eligible frail aged and
young disabled clients in the NHR area to live safely and actively within their home
environment, reducing the likelihood of premature admission to residential care.
COMMON UNDERSTANDING
This MOU is designed to clarify and document an agreed way of working together.
It does not intend to create a legal entity or joint venture. It is recognised as an
informal working relationship between the parties.
PURPOSE
This MOU formalises a commitment between the Parties to work together to
make improvements to the recipient’s garden that will improve the quality of life
of the recipient of the service. The improvements will be aimed at converting
the garden to a safer more sustainable garden.
COMMUNICATION
The Parties agree to the following pattern of communication;
All communications will be primarily addressed through the Project Manager.
Diana Cotter. While informal communication is encouraged between all parties.

50. 50
Overall responsibility for the management of the project lies with the
Sustainable Gardens Reference Group and all legal and financial accountability
for the project lies with Ashburton Support Services
Work to be carried out will be as per a written agreement negotiated prior to
commencement of the project. The agreement will include garden designs, lists
of plants intended for use and timelines carrying our the work including required
site access times The project officer will then be the responsible officer for all
decision relating to the work to be carried out and determining all site access
times.
All negotiation and communication should be directed to her and not through
volunteers
INTELLECTUAL PROPERTY-
Property of Department of Human Services
PRIVACY & CONDFIDENTIALITY
Each participant shall respect and keep confidential all information about the
other. Ashburton Support Services adheres to the National Privacy Principles
contained in the Privacy Act 1988, the Victorian Government Privacy
Principles contained in the Health Records Act 2001 and the Information
Privacy Act 2000(Vic) (See attached Privacy Policy).
The participant agrees to allow photographs of the garden for purposes of
publicity both before the start of the project, at intervals throughout the project
and 12 months after completion of the project.
Addresses of the gardens and all participants’ names will not be disclosed to
anyone but staff and volunteers associated with the project without express
written permission of the participants.
CONFLICTS
Conflict or tension between the parties within the working relationship once
identified will be addressed and resolved promptly.
The conflict resolution process to be used is that of initial approach to all
persons concerned personally asking to have a discussion aimed at resolving
the issue.
The Parties agree to proactively identify and address areas of conflict or
difference promptly and directly.
Failure to resolve conflict at this stage will then involve using the formal dispute
resolution process of Ashburton Support Services (see attached).
The Parties shall promptly declare any conflicts of interest that may affect on
any work they are engaged in together, or plan to engage in.

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COSTS
Cost agreed to at the start of the project will be the responsibility of the project
unless otherwise stated. Any alterations or additions to these costs will result in
either modification of the works to be carried out. If additional costs or labour
are involved the execution of this work will be negotiated through the
Sustainable Gardens Project Reference Group. Additional costs will be the
responsibility of the client if they are carried out at their request.
TERM
This term of this MOU will be from ____August 2006 to 31st December 2006.
The Parties may agree to extend this MOU, or an amended version of it, for a
further period.
The Parties will review progress of their working relationship at least monthly.
Either Party may terminate this MOU by giving written notice to the other.
SITE ACCESS
The project will not require site access at unreasonable hours. They will not
request access to the site after dark. If the recipient is not going to be home
during the negotiated access times they will need to notify the Project Officer in
advance and to make alternative arrangements. If they are agreeable to the
work being carried out in their absence they will need to make arrangements for
toilet access.
The project worker will take all reasonable steps to ensure the client has safe
ingress and egress to their home and amenities. If at any time this is not
possible the project officer will negotiate a suitable time with the client to carry
out the work and must give reasonable advance notice to the client.
The site will be maintained and left in a tidy and safe manner everyday.
WORKPLACE HEALTH & SAFETY
Participants are asked where possible to assist the project by providing tools.
RIGHTS AND RESPONSIBILITIES
Ashburton Support Services has a charter of Rights & Responsibilities (see
attached) which guides the provision of its services. All parties are required to
adhere to these guidelines.

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VOLUNTEERS
Ashburton Support Services has ultimate responsibility for the safe conduct of
the project for clients, staff and volunteers. Activities organised by the service
have to be documented so that all times we are aware of who is receiving a
service and from whom. Arrangements must not be changed without the consent
of the Project Manager. Please refer all requests for any changes in arrangements
such as scheduled times of being at the site, or any changes to planned actions
to the project manager.
Volunteers must be responsive to the project manager’s direction concerning
client care, if you as a client have any concerns regarding volunteer behaviour
you are asked to inform the project manager.
Volunteers have been informed of Occupational Health and Safety issues so as
to work in a safe and responsible way. The site should always be left in a safe
and tidy
Way at all times and the client should be made aware of any potential,
unavoidable hazards created the project work by the project manager as soon
as possible.
The project manager should always maintain a log of volunteer’s presence on
the sites. There will be occasions where volunteers will be on the site without
supervision of the project manager. The client will be advised of these times
and should this not be acceptable to the client other arrangements will be
made.
Volunteers may need to use the toilet, but they should always check with you
first and are expected to go straight in and out.
PLANTS & ON-GOING MAINTENANCE
Plants have been selected to be drought resistant and low maintenance.
However they may need a little extra water to establish them during the first
summer. It is requested that you make your own arrangements for this
additional watering to be carried out.
Plants used may vary from the original plant list depending upon availability and
costs. Any substituted plants will be authorised with clients before they are
used.

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Maintenance notes will be provided on completion of the job. All due care will
be taken when planting but Ashburton Support Services cannot take
responsibility for plant health or on-going maintenance once the job is
completed. A follow-up visit will be made to all gardens, to advise you on the
future maintenance needs of the garden e.g. watering weeding etc, before the
project finishes in December.
There is a Volunteer Gardener Support Program available through Ashburton
Support Services but access to this program depends on the volunteers
present workload.

54. 54
Schedule of Site Visits
Additional agreed Costs
Signed as a Memorandum of Understanding on
2006
Liaison Officers
Diana Cotter Kat O’Reilly – Ashburton Support
Services
Project manager 296 High St
Ashburton Vic 3147
Term
6 Months from date of execution

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DEFINITIONS
Sustainable Gardens Reference Group Reference group membership is
comprised of representatives from
Department OF Human Services (DHS)
Ashburton Support Services
Neighbourhood Renewal ( NHR),
MonashLink Community Health Centre
City of Monash, HACC Services
St Marks Adult Day Care Centre,
Horticultural Therapy Association Victoria
Sustainable
Implies low maintenance in terms of weeding, watering, and pruning and use of
mulch.
Plants :-
includes all vegetation such as shrubs, trees, annuals, perennials, grasses.
Schedule – Refers to the dates and times that project workers will be on site.
DHS Dept of Human Services
MOU Memorandum Of Understanding
Parties: Include the: Project Manager
Participants
Volunteers

56. 56
Appendix 1
POLICY & PROCEDURE FOR DEALING WITH COMPLAINTS
All consumers are entitled to fair and equitable management of their complaint.
Each complaint about the service will be dealt with promptly, confidentially and
without retribution.
When the complaint is initially registered consumers will be given a reminder about
their rights to confidentiality and a time line stating when they can expect advice
about the outcome of their complaint. It is expected that under normal
circumstances, the consumer will be given feedback about the progress of their
complaint with 5 working days. The consumer will be reminded that all material will
be kept confidential, that their complaint will be dealt with fairly equitably and
without retribution.
At any stage during the complaint process the consumer may invite an advocate to
speak on their behalf. The consumer will be informed of this right when
commencing with the service and will be reminded again when initially lodging their
complaint. Information on what an advocate is and how one may be obtained will
also be provided at commencement of service, and through regular reminders in
newsletters and at the beginning of the complaint process.
In all cases the handling of complaints will be dealt with through our complaint
resolution procedure which is consistent with HACC programme standards.
COMPLAINTS & COMPLAINT RESOLUTION PROCEDURE
Stage 1: First Step (informal complaints)
Complaints will be initially considered within the organisation through a verbal
approach to the person(s) affected by the complaint. We will notify all relevant
persons including client(s), volunteer(s), staff member(s) and the program
supervisor of the complaint. The complaint will be documented and kept on file.
Documentation will include the names of all parties involved, the nature of the
complaint, any undertakings given, action needed, and expected timelines for
communication and action.
Clients will be reminded that all material will be kept confidential, that their
complaint will be dealt with fairly equitably and without retribution.
Stage 2: Formal complaints
Where a problem remains unresolved through Stage 1, the formal complaint
resolution procedure will be implemented:
• All relevant persons involved will be advised of the complaint resolution
procedure