GIGC Board Meeting Minutes


Date/Time/Place: 10/26/22, 9:00 am, Macomber Room, 301 Wentworth Rd. New Castle, NH 03854


Attendees:  Barbara Moore, Astrid Weeder, Pat Wilson, Alison Stebbins, Biggie George, Jennie Schwartz, Julie Thomas, Mary Briggs, Kathy Mathews, Glicka Kaplan, Linda Patchett


Approval of Minutes: 


Motion to Accept: 1st   Astrid Weeder    2nd Mary Briggs
Unanimous approval


Reports of Officers                      

• Treasure’s Report - Jane Page
  • Beginning Balance: $12,768.44:
  • Total Income: $210.00
  • Total Expenditures: $839.90
  • Ending Balance: $12,138.54

Committee Reports

1. Civic – Biggie George:  The fall planting went well.  Brenda Reynolds as co-chair was there with Biggie along with 6 other members who volunteered to help.

1. Hospitality – Astrid Weeder reported that the last presentation held at the church was very successful. The issue of encouraging the wearing of masks to events was brought up and encouraged. 

1. Membership – Mary Briggs or Linda Patchett

Welcoming new residents with a welcome letter and a pamphlet with information about GIGC, what we do, upcoming events, membership, etc…was talked about. The draft pamphlet and letter were passed around. 
The procedure for becoming a member, how information is obtained and processed was clarified.  Member privacy and how our procedures protect members privacy was explained. Linda and Mary are looking to streamline the membership process. They will talk to Sylvia and research the current practice.  To be on the next meeting’s agenda for further discussion. 
At the recent program, there were 17 guests who were given information and 1 new person joined. 

1. Programs – Alison Stebbins

All the programs are mapped out for the year.  Some process improvements are needed.  Sending a survey for feedback regarding areas of interest and types of programs, i.e. presentations, hands on, trips etc. was discussed as a way to align our programing with members interests.
Opening programs to the public as a way to identify new community members and provide them with a GIGC welcome packet may be a good way to find new members.  
The possibility of holding all future events at the church was raised. The needs of the GIGC were reviewed, such as storage for our supplies and parking. Barbara would like member input and to have a vote at the general membership meeting on November 1st before any decisions are made.  


Holiday Luncheon plans – Bonnie Brown
The holiday luncheon will be on December 13th starting at 11:30 am. The cost is $36.00, and checks should be sent directly to Bonnie Brown by Dec 2nd if you plan on attending.  The menu will include a salad, two entrée choices and dessert.  The luncheon is dependent on a minimum of 20 people so encourage people to sign up early to avoid cancellation of the event like last year.  

1. Website – Pat Wilson and Wendy Tauber

The current members are all in the members directory.  The November meeting is on the home page and the programs page.  Additional meeting will be added soon.  Programing information will be posted when all details are confirmed.  

1. Garden Tour Committee – Glicka Kaplan and Claudia Wilbur Dates have not been posted yet.  The tour will be on Friday evening, June16 from 5-7:30 pm and Saturday, June 17, from 10 – 3.  The committee is meeting Friday.

Unfinished Business:
The group had decided before to slightly adjust the administrative structure of the gardens we care for.  The goal is to streamline the care utilizing mulch, “Preen”, and moisture crystals in the soil, to try and make the maintenance less difficult. At the membership meeting this will be brought up and attempts to find someone to be Civic Committee Chair, who will coordinate this process, will be made. 


New Business: Alison Stebbins: Venue for General Meetings
    See information under “Programs”


Announcements: 
Freshfields Pocket Park- Pat Wilson
Pat handed out information about the project that the Library is undertaking to provide an outdoor gathering space for the community that is an extension of the library.  More information will be forthcoming. 


Adjournment: 


Motion to Adjourn: 1st Jennie Schwartz    2nd Pat Wilson
Time of Adjournment: 10:07


Submitted: 


Jennie Schwartz
Recording Secretary












GIGC Board Meeting Minutes 


Date: 28 September 2022
Attendance: Barbara Moore (presiding), Mary Briggs, Diane Coniglio, Biggie George, Jane Page, Linda Patchett, Julie Thomas, Astrid Weeder, Claudia Wilbur, Pat Wilson


Approval of Minutes from August 31 meeting
With the correction that a printable membership list is not on the website, the 8/31/22 minutes were unanimously approved after a motion from Pat Wilson and seconded by Astrid Weeder. (Wendy will attach the printable list to the next membership-wide email).


Reports of Officers                       

• Treasurer’s Report - Jane Page
  • Beginning Balance:     $18,208.39
  • Total Income:          839.04
  • Total Expenditures:        6,278.99
  • Ending Balance:      12,768.44
  • Money Market     18,044.70
  • Total Assets        $30,813.14
• Corresponding Secretary’s Report- Kathy Mathews had nothing to report.

Committee Reports

1. Civic – 
   1. Town Hall, Post Office 

Biggie George emailed a request for help watering the PO and Town hall planters to her committee.

1. 1. Village Garden, Town Landing - no report
   2. Rec Center 

Susan Gough had an excellent turnout for the clean-up on Sept 14.  She plans a final seasonal clean-up on Oct 13.

1. 1. Boat 

Ann Tarlton and Jane Page did a seasonal autumn planting and plan to put in drought resistant plants next spring.

1. 1. Common

Pat Wilson replaced the Petunias with chrysanthemums

1. 1. Fire Station

Pat reported that Mary Pat cleaned up the planters at the Fire station.

1. Hospitality – Astrid Weeder reported that she has volunteers for the November meeting and will solicit volunteers for subsequent meetings in 2023.

1. Membership – Mary Briggs and Linda Patchett presented a one-page information sheet for prospective members. After edits have been made, Julie volunteered to format it into a tri-fold brochure.  The brochure can be distributed at events and left at public locations (PO, café, etc).  We discussed the importance of making the community aware of what the Club contributes to the community and how we use our fundraising monies. Linda will include Diane in the editing process and plans to put a version on the Club’s website.  Pat and Barbara agreed to forward photos to Linda.

1. Programs – “Go Native“ is the theme of our Oct 11 meeting, open to the public, 7pm at the Church Parish Hall.  The speaker will be Sheila Steele from UNH.

1. Publicity – Diane Coniglio reported that publicity for ”Go Native” is complete and attention is now focused on the June 2023 Garden Tour.  She suggested developing an article for Island Items to attract new members and reinforce the need to educate the Community about our activities, contributions, and how we use the funds we raise.

1. Website – Please inform Pat Wilson if something on the site is incorrect or inaccurate.

7.  Garden Tour Committee –Claudia Wilbur reported that the Tour is planned for Saturday June 17, 10am-3pm and the committee is considering adding a second day (Friday June 16 5-7:30pm), pending town and garden owners’ approvals.  They plan to create a “Placemat” style ticket/map with advertisements.  Tickets will be $20 in advance ($25 day of). A ticket discount to $10 will be given to members who join the Club when they purchase their ticket. Volunteers will be solicited community-wide, asked to work a 2.5 hour shift, and given a free ticket. There will be a small plant sale at the Town Landing (near Tour check-in) on Saturday only. The police department will provide 2-3 officers to help with traffic control, but do not anticipate any issues.  The Church Guild is planning a Bake Sale and the Tour committee plans to have live music at the Gazebo. The Garden Tour Committee’s next meeting will be Oct 28, 10am at the Macomber Room.


Unfinished Business:
A Garden Coordinator is needed to oversee our Civic activities (the many gardens we maintain throughout town).  Duties discussed include Board representation, being in touch with the garden leaders, organizing maintenance needs that apply to more than one site (i.e. mulching), organizing volunteers for summer maintenance, and helping to distribute instructions to these volunteers for each site’s needs. The Nominating Committee will include this position in their roster of 2023-24 officers.


New Business: 
We tabled a decision on offering a family discount for membership dues.


Announcements:  The next Rec Center clean-up will be Oct 13 at 10am.


Adjournment: the meeting was adjourned at 9:50am with a motion from Julie, seconded by Biggie.