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.