Board Minutes December 29, 2021
Great Island Garden Club-(GIGC) https://www.greatislandgardenclub.org
 
Time/Place: December 29, 2021 @ 9:00am via Zoom


Attendees:  Mary Briggs, Bonnie Brown, Diane Coniglio, Biggie George, Kathy Mathews, Barbara Moore, Jane Page, Wendy Tauber, Julie Thomas, Astrid Weeder, Claudia Wilbur, Pat Wilson


Review and Approve Minutes: November 2, 2021- Barbara Moore
Motion 1st Claudia Wilbur   2nd Jane Page


Review and Approve Minutes: December 8, 2021-Barbara Moore
Motion 1st Mary Briggs   2nd Diane Coniglio


Treasure’s Report- Jane Page: 
Total profit for merchandise sales from Harvey’s Apparel: $1200.00. Currently reviewing final deposits; no further transactions to report.


Corresponding Secretary’s Report- Kathy Mathews:
Reports two “Get Well” cards were mailed to members.


Gardens and Committee Reports


Civic Town Planting, Town Hall, Post Office - B. George:
The DPW was consulted regarding lights for the library and the Rec Center; new outdoor extension cords were installed by DPW at the Library. Brenda Reynolds and her family installed the library lights. 


Publicity – Diane Coniglio:
Diane reported that a town-wide email would go out this week regarding the Invasive Plant Presentation on January 4, 2022, which is open to the public. Julie Thomas has distributed the posters for the event around town. Large attractive postcards for the event were mailed to New Castle residents; postings for the event were sent to Patch, Seacoast Online, GIGC Facebook & website & New Castle Facebook. Members are encouraged to continue to spread the word about the event. Andy Schulte will be sending out an email to NC residents on Jan 3rd. Barbara Moore complimented Nancy & Diane for the great work done with publicity for this event.


Programs- C. Wilbur
Barbara Moore expressed thanks to Pat Wilson for a lovely program touring the wreaths and decorations at Strawberry Banke on December 14, 2021. Thank you also to Asrid Weeder for arranging refreshments at the event.


Upcoming programs:

• February 1, 2022: “Beekeeping” will be presented by Joe Marttila via Zoom; facilitated by Julie Thomas; Wendy Tauber volunteered to host the Zoom call.

 

• March 1, 2022: “Art in Bloom,” facilitated by Brenda Scolaro

 

• April 5, 2022: Heirloom Garden Presentation by John Forti

Website –  P. Wlson, W. Tauber: 
An email reminder will be sent out on January 3, 2022, to the GIGC membership regarding the Invasive Plants Zoom call at 7:00 PM on January 4, 2022.


Old Business:
Barbara Moore asked the Board whether they would like to suggest modifications to submitted by the Mission Statement Revision Task Force, or whether they would endorse revised Mission Statement.  
Motion to Endorse the revised Mission statement:
         Motion 1st  : Claudia Wilbur   2nd : Diane Coniglio 
The Board endorsed the revised statement, which will be presented to the Membership for a vote at the Annual Meeting in June 2022.


New Business: 

• Barbara Moore stated that Committee Chair positions are held for 2 years and all the present committee chairs are due to change at the end of this 2-year term in the spring, leading to too much turnover at one time. The suggestion was made to stagger at least half the chair positions to avoid a loss of continuity. Julie Thomas suggested that half the members stay on for an additional year this term, and when Julie assumes the President’s position in 2023, the other half of the committee chairs will be reappointed. Board members agreed.
• Garden Tour Task Force: Barbara will call a kick-off meeting of those who signed up to evaluate the feasibility of a Garden Tour vs a Plant sale in 2023 and determine what needs to be put in place this winter and spring if the Club decides to go forward with this project.
• Questions were raised about how to attract new members; Pat Wilson also raised the issue of the challenge in attracting new Committee Chairs. Julie Thomas suggested implementing “co-chair” positions to help attract more volunteers.

    
 Meeting Adjourned @ 9:32 am

• Motion 1st  Julie Thomas       2nd Pat Wilson

Submitted 3 January, 2022
Mary Briggs, Linda Patchett, Recording Secretaries



Board Minutes December 8, 2021, 9:00 am

Great Island Garden Club. (GIGC) https://www.greatislandgardenclub.org
The purpose of the Great Island Garden Club shall be to stimulate the knowledge and love of gardening and horticulture while assisting in community beautification.



Board Present: Biggie George, Mary Pat Gibson, Barbara Moore, Jane Page, Linda Patchett ,Nancy Borden, Mary Briggs, Wendy Tauber, Claudia Wilbur, Diane Coniglio, Pat Wilson, Julie Thomas, Astrid Weeder
Reviewed Nov.2, 2021 Minutes but failed to approve Nov.2, 2021 minutes: Minutes to be approved at Dec 29, 2021 meeting
Comments & suggestions were proposed by Mary Pat Gibson regarding the format of recording GC meeting minutes; A brief discussion to consider the benefits of a narrative style vs. bullet form was outlined . A follow up review is planned by the Recording Secretaries & the President.
Treasures's’ Report- Jane Page:

The Treasurer reports an active month with deposits & payments made to Harvey Apparel for the GIGC apparel fundraising; Refer to Treasurer’s report for details.

Corresponding Sec Report- Kathy Mathews: No report submitted
Civic Committee , Town Hall, Post Office B. George :
Assisted by Jane Page, 2 trees were purchased & planted at the Town Hall & decorated with lights. The window boxes from the Town Hall were removed and stored in Pat Wood’s garage . Eight wreaths with red bows were purchased from the Guild & placed at the P.O., Town Hall, Library and Common sign. Several members gathered various greens & red berries to decorate the window boxes on 12/09 in Pat Wood’s garage. Due to safety concerns using ladders, Xmas lights on the Magnolia trees at the library entrance were deferred. Plans to seek help from male members
Mary Pat GibsonThe Village Garden was successfully cleared of plantings for the winter; new members participated in the garden project. The activity was a successful way to involve new members in a face to face project in view of the need to conduct meetings on zoom this year. The primary goal is to keep the club members active & engaged during these challenging times.
Publicity– Nancy Borden
Update on the Jan 4, 2022 program on Invasive Species:
Nancy Borden is planning on submitting an article on the upcoming event to the Portsmouth Herald; A postcard with a “plant monster” is being created by Diane Coniglio & will be mailed to all NC residents around Dec 23/24, 2021; Color Flyers will be available throughout town around Dec 17; Pat Wilson & Wendy Tauber will be uploading information on the speaker’s bio and further details on the GIGC website. Social media posts are in progress.
The MT school PTO has been contacted & an email will be sent out on Dec 8th to all MT parents & staff regarding the program ; information will refer guests to the GIGC webpage for the zoom link; Andy Schulte will post a save the date memo on Dec 20th & a reminder notice on Jan. 3, 2022
Due to the rise in COVID cases the Health Officer Kathy Hollister has recommended the Jan program be held on zoom; A motion for the zoom meeting was made by Diane Coniglio, 2nd by Jane Page. Visit the GIGC website for zoom information on the Jan 4, 2022 event. Members will get the zoom link from the committee.
Website– Pat Wilson, Wendy Tauber:
Pam Cullen has resigned as website archivist due to a return to her respnsibilities at the Town Hall. The club is looking for a new volunteer; Interested parties should contact Pat Wilson or Barbara Moore.
The Home page: Supported the Guild by posting the Pie Sale pick up on Nov 19th & Greens Sale last Sat along with our apparel sale. It was much appreciated by the Guild.
Current home page has information on our meeting next Tuesday at Strawberry Banke. 

Membership –  no report
Old Business: Report on Apparel sales by DeeDee Hammer:
 Apparel sales: GIGC total profit of about $680.00 from the mail order sales in Nov, through Atlantic Sportswear in Portland Maine; Atlantic Sportswear also provided some free items to sell.
  The club has also sold additional items at 2 Guild events; the Guild has offered to sell more inventory at their upcoming events
 Special thanks to DeeDee, Pat Wilson & Jean Shields who have helped man the tables at the Guild events.
New Business: Glicka Kaplan presented ideas regarding plant sale dates for 2022. After consideration of dates in May, it was decided to schedule the Plant sale on May 21, 2022. Further discussion regarding a full outdoor sale due to the success last years’ sale at the Commons. A hybrid model was suggested in the event of inclement weather. Glicka plans to attend future Select Board meetings to consider the hybrid model & use of the Rec Center.
Follow up:
1. Complete Vote on Motion to accept November Meeting Minutes 2. Complete Vote on Motion to accept the revised Garden Club’s
  
Mission Statement
Meeting Adjourned @ 9:59am - Motion 1st Claudia Wilbur
Respectfully submitted,
Mary Briggs
Linda Patchett Recording Secretaries
2nd Pat Wilson




Board Minutes October 20, 2021 


Board Present: Bonnie Brown, Biggie George, Mary Pat Gibson, Barbara Moore, Jane Page, Linda Patchett,  Kathy Mathews, ,Nancy Borden, Mary Briggs, Wendy Tauber, Claudia Wilbur, Diane Coniglio, Pat Wilson, Astrid Weeder 
Board Absent:  Pat Lenz


Review and Approve Min. 9/29/2021- B. MooreMotion 1st   Claudia WIlbur   2nd Jane Page
Motion to amend previous meeting minutes: Mary Pat Gibson- note there will be no fall plantings in the Village Garden
Treasures’ Report- Jane Page
 Statement 10/19/2021 final update: $1,784.77Follow- Up: Proposal by Mary Pat Gibson to separate expenses of Town Landing Project from the School Garden for future archives; Julie Thompson will assist Jane Page in separating this line item on treasurer’s spread sheet

Corresponding Sec Report- Kathy Matthews                                               no report

Civic
 Town Hall, Post Office- B. George  Fall plantings successful, completed on 10/6/2021
Village garden and fire station will have no fall plantings.
Town Landing/Coast Guard Station  MP Gibson
 The 5 month project was completed this am with the installation of a park bench, recovered & restored by Mary Pat & placed near a  10 inch granite navigation / boundary marker
Project began in June2021: volunteers cut invasive plants.
July 2021: committee of 3 GC members & 1 town conservation member formed to address concerns about shoreline exposure; committee met for 3 months, researched & established plans with DES Concord, NH for purpose of learning shoreline protection proceedures.
Goals: Protect shoreline & beautification of the public space
            Enhance the environment of native plants & trees

            Document facts for future reference for Garden Club to address any issues that 
           may arise in the future
September 2021: shrubs purchased from nursery in Maine; soil dug & amended; 37 native shrubs were  composted, mulched ,planted & labeled along the designated shoreline, parking lot & sloped areas: the Linden tree was pruned: the Fire Dept will continue to water the shrubs over the next couple of weeks.
Total of 23 active volunteers participated in the project from June to the present including 12 Garden Club members & 11 community workers

  Barara Moore proposed that this project may be used in the future garden tour;

Biggie George: need to order more GC planting signs

 The Boat – Bonnie Brown needs to update the fall plantings,  Ann Tarlton will do planting

Publicity– Nancy Borden

 Apparel sale update, opens today @ 4PM; Diane Coniglio created flyers with images of the apparel: Pat Wilson posted information on the website & a link; 6 emails & 5 posters have been created throughout town including: Church Guild, PTO, Men’s coffee, Historical Society, Church;  QR code on link can be scanned with phone camera until 10/27/2021 @ 11:59 PM
 Orders will be completed as they are received


Hospitality – A. Weeder- C. Surianello

Website– P. Cullen, P. Wlson, W. TauberLink re: apparel sale will be posted on the home page; archives updated with a drop down; Home page : most current activity
Board meeting minutes will be posted by Pam Cullen; Newsletter will go out 10/21/2021


 Membership –  MaryPat Gibson nothing new reported


Programs—C .WilburNov 2, 2021  Zoom: Jana Milbocker presenting Garden Tours of New England
Dec 14,2021: Holiday Luncheon under review due to COVID rise in NH; 
Follow Up: Diane Coniglio plans to update COVID information with the local Health Officer & discuss further with B Moore; Barbara Moore will consult with Board on Health Officer’s recommendations; Wendy Tauber volunteered to make up a survey form for members input on attendance at the luncheon. Country Club requires minimum of 25 attendants & should be kept informed due to scheduling purposes.

Old Business: Members meeting in 2 weeks; B. Moore to send out reminder; Requisition forms to be sent out to board members by B. Moore


New Business : Barbara Moore reported new mission committee members: Pat Wilson, Jane Page, Beth Barnhorst
Garden Tour Committee still forming.


 Meeting Adjorned @  9:51

• Motion 1st Mary Pat Gibson                            2nd Claudia Wilbur

Board Minutes September 29, 2021
Great Island Garden Club.  (GIGC)    https://www.greatislandgardenclub.org
The purpose of the Great Island Garden Club shall be to ​stimulate the 
knowledge and love of gardening and horticulture while ​assisting in
community beautification.


Time /Place
Board Meeting  Sept, 29, 2021 @ 9.00 AM

Call in Number/Place
Common, Pavilion #2

Board Present ( 10)
Bonnie Brown, Biggie George, Mary Pat Gibson, Barbara Moore, Jane Page, Linda Patchett, Claudia Wilbur, Pat Wilson, Kathy Mzthews, Nancy Borden,

Board Absent ( 6)
 Astrid Weeder, Pat Lenz Mary Briggs, Wendy Tauber, Julie Thomas, Diane Coniglio




Review and approve 9/8/21, 2021 Board Min.
B. Moore
 Board unanizously approved
 The Process for processing Board minutes 

1. Rec. Sec takes (Draft) min
2. Rec. Sec submits Draft Min. to President
3. President suggests any additions or corrections and returns document to Rec. Secretary.  
4. Rec. Secretary makes final changes and creates a PDF version.  
5. Recording Secretary emails  Draft PDF to Board members. 
6. At the next  Board meeting the minuets are reviewed and approved  by entire Board
7. Rec. Sec removes "Draft" from document title and submits  approved PDF minutes to Web Experts (W. Tauber & P. Wilson) to upload to Member Only Web page 

Corresponding Sec. Report
K. Matthews
GIGC acknowledged and supported the following members: 

• A. Weeder post-op
• A. Tarlton upcoming  surgery
• Diane Coniglio sympathy card

Follow-up with A. Tarlton

Treasurer’s Report
J. Page

1. Approved Motion-MP Gibson  2nd -N. Bordan
2. J. Page requests all members use the “requisition form for payment of receipts.”

 

1. Once Treasurer's report is approved J Page sends the report and bank statement to Web Experts (W. Tauber, & P. Wilson) to upload on Member only Web page
2. Requisition/payment form will be posted on the Web for members. This form should accompany any request for payment.

Gardens and Committee Reports 

Civic Town plantings Town Hall, Post Office
B. George
Chairs resolved the dates on when to buy and plant the fall gardens which are affected to weather, rain, and the overlap of people committed to work on multiple  projects.
Committee Chairs BG and MPG came up with a plan and they will notify their committees

Village Gardens/Fire Station
MP Gibson
 No news

Town Landing
MP Gibson, J. Schwartz
Grasses are doing well, Poppies popped at unexpected time, Garden Club will track,


The Boat
B. Brown
Looks great


Publicity
N. Borden
Offered to help in any way to promote programs

Hospitality
A. Weeder
C. Surianello
Once we move to Zoom meeting we will not need refreshments. 

B. Moore will notify AW, CS and the next hostesses 
Members will be asked at the  Tuesday meeting how they feel about attending the December luncheon.
 Website 
Wendy Tauber-(focus on E commerce Newsletter), Pat Wilson-, Pam Cullen joining

• Revision of Website to make it “User Friendly
  • Landing Page goes away
  • Drop down menu
  • Member only section

The intent is to demonstrate all that GIGC does
Send info to both Pat and Wendy they have a clear understanding of the division of labor and it would be difficult for all members to remember what they each do as individuals. 

• Membership

MP Gibson
No new members
MP reached out to 4 people including those people who requested a family membership however did not hear back.



Old Business

Apparel Sales
Moore presented for D. Hammer
Approved Motion - C Wilbur             2nd J. Page


A high quality distributor has been found to produce the GIGC clothing’s, colors may be limited to black, navy, grey.  DH will order a variety of samples. The Church Guild has welcomed the GIGC to have a table at their Pie Sale before Thanksgiving and Wreath and Tea Bread Sales in early December to show the samples. The Board approves DH to purchase up to a $1000 in sample apparel.



New Business

Discussion of Covid Protocols


We will continued to be guided by the New Castle Health Officer and make our decisions accordingly.

Discussion of open/closed Board Meetings and Board Minutes


Approved Motion-C Wilbur             2nd  MP Gibson


In the past this has been a President's decision. We will address a change in the by-laws. In the meantime we will be inclusive: members may attend Board Meetings, and Board minutes will be posted on the Members Only section of the Website.
Modify By-laws regarding open Board meetings for all members.

Meeting Adjourned @ 10:14am 


 Approved Motion                 
Next board meeting Oct. 20


 Potential Future Agenda Items

• Archives content
• Mission Statement (In particular, should "care of the environment" be added?)
• Minor by-law modifications (see past minutes for suggested modifications)
• Income Streams. 
  • A New Castle Garden Tour in Spring/Summer 2023 for New Castle’s 400-year anniversary
    • The Pocket Garden tour in Portsmouth sold well over 1,000 tickets at $20 - $25 per ticket.