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River Valley Area Community Gardens, Inc.

Minutes of the Executive Committee for Friday, May 13, 2016


Starting at 6:05 p.m., at the Spring Green Community Church

Committeepersons:
Present:
i. Officers: Noah McVay (President), Rose Ellen Schneider (Secretary), Sheryl
McCarville (Treasurer)
ii. Directors at-Large: Blair Anderson
Absent: None
Quorum present?

Yes

Schneider made the motion to establish a quorum. McCarville seconded. Motion carried, with
those present votingfor the motion: two votes; against the motion: none; and abstaining:
one vote.
Proceedings:
1. Meeting called to order at 6:05 p.m. by McVay.
2. Approval of minutes from previous committee meeting.
Schneider made the motion to approve the minutes from the April 16 Executive Committee. McCarville
second the motion. Motion carried with those present voting for the motion: 2 votes; against: none; and
abstaining one vote.
3. Announcements
McVay discussed his upcoming trip to the United Kingdom, and reminded the committee that Treasurer
McCarville, as provided for by the Bylaws, will be the Acting President during his absence. He is
planning a report of his trip for the upcoming board meeting on June 11.
4. Financial Report
a. McCarville reported a beginning balance of $160. Donations and early registration fees brought the
balance to $775. A check was written to RVHS for $50.00 for plot markers made by Derek Hardtke. An
additional receipt of plot fees brought the balance to $815.00.
b. McCarville presented an insurance quote from State Farm Insurance, Sauk City. In discussion former
quotes were presented and compared. Schneider made a motion to accept the insurance quote from State
Farm Insurance. McCarville second. Motion carried with those present voting for the motion 2 votes,
against none and abstaining one vote.
c. McCarville reported that two fund raising events are scheduled: May 23 Culvers Share Night from
5 -9 pm; and June 25 Brat Stand at Prems Meats 11 5.

d. McVay made the motion to accept the report as presented by McCarville. Schneider seconded. Motion
carried with those present voting for the motion: 2 votes; against: none; and abstaining one vote.
5. Old Business
The Executive Committee read through the Policy Handbook a third and final time, on behalf of the
Board of Directors. McVay made the motion to approve the RVACG Policy Handbook. Schneider
seconded. Motion carried with those present voting for the motion: 2 votes; against: none; and abstaining
one vote.
6. New Business
a. Blair Anderson, Director at-Large, was present to update the Executive Committee on the status of the
section 501 (c)(3) of the Internal Revenue Code. Anderson needs Articles of Incorporation, by-laws and a
financial plan for final submission. Action was tabled until the June 11 board meeting.
b. McVay presented the gardeners registrations and allotment assignments for the 2016 growing season.
Schneider made a motion to accept gardeners registrations. McCarville seconded. Motion carried,

with those present votingfor the motion: two votes; against the motion: none; and
abstaining: one vote.
c. McVay nominated Irene Hilston for appointment as Director at Large. Schneider made the motion to
accept the nomination and appoint Hilston to the Board of Directors. McCarville seconded. Motion

carried, with those present votingfor the motion: two votes; against the motion: none; and
abstaining: one vote.
7. Open Forum
McVay presented the groundskeeping committees as follows:
1. The Horticulture Committee is responsible for maintenance of trees and shrubs, and annual beds,
and shall be led by Schneider as Horticulture Coordinator.
2. The Fruit and Vegetable Committee is responsible for maintenance of the orchard and
demonstration garden, and shall be led by McVay as Fruit and Vegetable Coordinator.
3. The Facilities Committee is responsible for maintenance of the plots, refuse, compost, and
irrigation system, and shall be led by McCarville as Facilities Coordinator.
8. Meeting adjourned at 9:15 p.m.
McVay made the motion to adjourn until the next Executive Committee meeting on Saturday, June 4,
2016, starting at 9:00 a.m. Schneider seconded. Motion carried, with those present votingfor the

motion: two votes; against the motion: none; and abstaining: one vote.

Respectfully submitted,

Rose Ellen Schneider, Secretary of River Valley Area Community Gardens, Inc.