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HomeMy WebLinkAboutPLN 13-22Report to Executive Committee Report Number: PLN 13-22 Date: March 7, 2022 From: Kyle Bentley Director, City Development & CBO Subject: Community Gardens - Valley Plentiful Community Garden Update and next Steps for New Community Garden Sites - File: D-7001 Recommendation: 1. That Report PLN 13-22 of the Director, City Development & CBO regarding community food gardens and an update about Valley Plentiful Community Garden be received for information; 2. That, through the Office of the CAO, a multi-departmental staff working group be established to formalize a framework for new community gardens; 3. That staff be directed to return a Community Garden Policy, to establish and manage new community garden sites, in late 2022 for Council’s consideration; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect hereto. Executive Summary: On April 26, 2021, Council passed Resolution #585/21 that directed staff to execute a Memorandum of Understanding (MOU) between the City of Pickering and Valley Plentiful Community Garden Committee. In addition, staff were asked to report back to Council with recommendations pertaining to a community garden policy (see Resolution #585/21, Attachment #1). The purpose of Report PLN 13-22 is to provide a status update about Valley Plentiful Community Garden as well as to propose direction to enable to the City to further develop a community garden program. The Valley Plentiful Community Garden (VPCG) has been a well-loved space for Pickering residents for many years. The garden supports local food security, creates a welcoming space for people to come together and learn, while helping others by supporting the local food bank. In 2021, over 1,000 pounds of fresh produce was donated to the local food bank. As outlined last year in Report PLN 25-21, City staff and the Community Garden Committee, with guidance from Durham Integrated Growers, worked together in 2021 to create a number of agreements and a MOU. The documents formalized expectations, rules, and roles for the City, Garden Committee and gardeners. In doing so, the structure of VPCG has changed to reflect a clear and transparent operation. Report PLN 13-22 March 7, 2022 Subject: Community Gardens Page 2 The Garden Committee and City staff leveraged these agreements and the MOU to address issues that came up during the growing season. In fall 2021, the Garden Committee also created a constitution to formalize the role of their Committee itself. At the time that Report PLN 13-22 was being prepared, Valley Plentiful was seeking members to run for positions on the Garden Committee. Once members have been selected, City staff will work with the Garden Committee to review the agreements and make amendments, if required, before the growing season. It is important to note that a dedicated Garden Committee, and the support of many volunteers, are required to ensure the successful operation of the garden. Any garden, especially one of this size, would not function without their ongoing commitment. Likewise, the garden also requires ongoing support from City staff from a variety of departments. As indicated, staff committed to report back to Council with recommendations for a community garden policy. To that end, staff has researched the way in which other municipalities manage community garden programs. Our findings are that critical program elements have already been addressed within the agreements and MOU that were prepared in 2021 with Valley Plentiful. At the appropriate time, these components can be used to inform a policy and set of procedures. What remains outstanding at this is the manner in which new gardens are established in the City of Pickering. In order to successfully expand the number of community gardens in Pickering, the City needs to consider and develop a system that has addressed: site selection; financial, and staff resources; application process; and standardization of agreements. Each of these components, and its rationale, are explored in the discussion section of this report. To this end, staff recommends that a multi-departmental working group be developed to identify suitable locations and resource requirements, to establish an application process, and assess agreements. Once these program needs have been addressed, staff can finalize a framework for new gardens and create a policy and procedure for Council’s consideration, to address the management of existing and future sites. Financial Implications: Not applicable to this report. Discussion: Community food gardens play a valuable role in the city. These unique spaces provide the following benefits: • allows residents to grow fresh, healthy produce; • reduces family grocery bills; • creates pride and knowledge of where the produce came from, and that it is organic; • increases local food security; • grows food for the local food bank; • provides an opportunity for gardeners to interact with people from their community they may have otherwise not met; and • provides a location where residents of all ages and cultures can come together to enhance a space in their community. Report PLN 13-22 March 7, 2022 Subject: Community Gardens Page 3 Interest in Valley Plentiful Community Garden (VPCG) has grown since its inception and has a wait list of approximately 50 families. In 2021, City staff worked with the new Garden Committee to support the continued operation of the garden program. In particular, staff worked with the Committee to develop and execute many new agreements. The agreements include an Annual Gardener Membership Application, Garden Membership Agreement & Code of Conduct, Hydro One Agreement Terms and Conditions, COVID-19 Protocols Agreement, Conflict Resolution Policy Procedure and a Memorandum of Understanding (MOU). These governing documents help create a clear and transparent framework by formalizing expectations, rules and roles for the City, Valley Plentiful Community Garden Committee, and gardeners. While this was a new approach that took time for some members to adjust, these documents provide the Garden Committee with a framework to use to manage issues in a fair manner. In the fall of 2021, staff worked with the Garden Committee to develop a Valley Plentiful Community Garden Constitution. The constitution provides a structure for the Garden Committee itself, and addresses for example, positions and selection of the Garden Committee members, rules and procedures for meetings, finances, etc. At the time of writing this report, Valley Plentiful was seeking members to run for positions on the 2022 Garden Committee. Once the 2022 Garden Committee is selected, City staff will work with them to review agreements, and make amendments if required, before the growing season. In Report PLN 25-21 (Resolution #585/21) staff committed to report back to Council with recommendations for a community garden policy. Research has identified that municipalities have varied approaches to the oversight of community gardens on lands they own or manage. In some cases, they have adopted policies and procedures to govern requests for community garden space, outline the roles of the municipality and garden group, and communicate garden rules, etc. In other instances, municipalities have addressed these important matters in other documents, such as memorandums of understanding, and gardener and site agreements. Based on this research, staff confirm that the agreements and MOU established with the Garden Committee for VPCG proactively address all applicable relevant matters that were included in other municipalities’ policies and procedures, and went well-beyond what was generally included. What remains outstanding is the manner in which new community garden programs will be established. A. Next Steps to Create a Community Garden Program When exploring how to create a successful community garden program, it became evident that expanding the initiative in Pickering requires initial actions to be taken before creating a policy. Specifically, components related to site selection, financial and staff resources, applications processes, and the standardization of agreements, need to be determined first in order to develop a successful program. It is recommended that a multi-departmental staff working group be established to undertake this work. Report PLN 13-22 March 7, 2022 Subject: Community Gardens Page 4 B. Creating New Community Gardens i. Site Selection: In some examples that staff reviewed, a group of residents interested in starting a community garden would apply to the municipality and outline, among other things, their preferred location. Unfortunately, this approach can lead to a lot of back and forth and disappointment for the group. Community garden sites should be assessed for the following criteria: • suitability based on current use of the space and future plans, • neighbourhood impact, • accessibility and safety, • soil test results, • maximum number of garden plots available, and • feedback from residents whose homes surround the site (if applicable). Most of this information is not readily available to residents. Therefore, it is recommended that staff pre-identify city-owned areas best suited to host a community garden. Doing this work in advance will save time, money, and manage expectations of the groups who may be interested in starting a community garden. ii. Financial and Staff Resources: As with any program, community gardens require municipal staff and financial resources. This spring, staff will repair the ground around the accessible raised beds at VPCG. During the 2021 garden season, staff were needed on many occasions to help with, for example, fixing water connections, delivering woodchips, inspecting fruit trees, and installing signs. In addition, significant staff time across many departments was required to coordinate with the group, review agreements, and help address issues between fellow gardeners and/or residents. Roles of applicable departments and sections should also be outlined as part of a framework. In many municipalities, the initial cost to create a community garden is the sole responsibility of the community garden group. This may be a barrier to participation. Informed by site selection results, staff should explore the cost and staff resources required to construct a community garden. Staff could also determine if construction could in part, be undertaken by the City, and if there are potential grants that could be secured to help offset the cost. While exploring the size and number of potential community gardens, staff will need to give thoughtful consideration to the financial commitment and staff resources required to successfully support the garden’s needs and scale garden development approval accordingly. iii. Application Process: Once it is determined if, and where, new community gardens can be created, staff should develop an application form and an acceptance process for interested groups. Based on VPCG, staff have first-hand knowledge of how much time and effort it takes the volunteers to successfully oversee a site and address issues. This effort is not unique to VPCG, but could be impacted by the size of a site. Report PLN 13-22 March 7, 2022 Subject: Community Gardens Page 5 An application form should collect information about the interested group, such as: • number of core community garden group members (at least 4-5); • identification of primary leader; • vision for the space, including number of plots, approach to accessibility, and features; • commitment to operate the site for 5 years; • relevant experience with community gardening, volunteering, leadership, and community development; • willingness to develop and sign all applicable agreements; • ability to secure and pay for insurance; and • how development and maintenance of the site will be funded. Based on this information, a pre-determined group of staff can assess the interested group’s capacity to start and maintain a community garden. This will avoid situations where an eager group starts a garden, but is unable to adequately continue operations, steps down and closes the site, causing disappointment by residents who were participating. The staff working group can also assess if membership in the Durham Integrated Growers (DIG) group should be considered an asset or mandatory. DIG provides guidance, training, and support to community gardens all over Durham, which may help a new group coordinate a successful garden. iv. Standardizing Agreements: The staff working group could use the agreements and MOU created with VPCG as a base from which to develop standard agreements. These agreements would need to be accepted and signed by each new garden group and gardener (where applicable). Forms could include: an annual gardener membership application; membership agreement & code of conduct; conflict resolution policy procedure; as well as a MOU between the group and the City. Once the working group has addressed these needs, staff can finalize a framework for new gardens and create a policy and procedure that outlines the management of community gardens and internal processes. There may be groups interested in coordinating a community garden in the future. By undertaking efforts now to create a transparent and planned process for residents, the City will be positioned to build-upon the success of VPCG in a strategic manner to help ensure long-term success. Attachment: 1. Council Resolution #585/21 Report PLN 13-22 March 7, 2022 Subject: Community Gardens Page 6 Prepared By: Original Signed By Chantal Whitaker, BESc (Hons), CSR-P Manager, Sustainability & Strategic Environmental Initiatives Approved/Endorsed By: Original Signed By Kyle Bentley, P. Eng. Director, City Development & CBO CW :ld Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Attachment #1 to Report #PLN 13-22 Legislative Services Division Clerk’s Office Directive Memorandum April 30, 2021 To: Kyle Bentley Director, City Development & CBO From: Susan Cassel City Clerk Subject: Direction as per Minutes of the Meeting of City Council held on April 26, 2021 Director, City Development & CBO, Report PLN 25-21 Valley Plentiful Community Garden -Draft Memorandum of Understanding Council Decision Resolution #585/21 Please take any action deemed necessary. Susan Cassel Copy: Chief Administrative Officer Director, Corporate Services & City Solicitor 1.That Report PLN 25-21 of the Director, City Development & CBO, regarding the Draft Memorandum of Understanding with Valley Plentiful Community Garden, be endorsed; 2.That the Mayor and City Clerk be authorized to execute the Memorandum of Understanding between the City of Pickering and Valley Plentiful Community Garden Committee, as set out in Attachment #1 of this report, subject to revisions as may be acceptable to the City Solicitor and the Director, City Development & CBO; 3.That the appropriate City staff be directed to take the necessary actions as per the Draft Memorandum of Understanding; and, 4.That staff be directed to report back to Council with recommendations pertaining to a community garden policy.