Minutes of the Board Meeting of 5/16/25

Garden Club of Windham Minutes of the Meeting of the Board of Directors, Wednesday, May 16, 20256:00 – 7:30 pm, Community Room, Windham Senior Center

Call to Order: President Jay Osborne called the meeting to order at 6:11 pm.

Present: Faith Kenton, Jay Osborne, Ursula Roskoski, Dan Phipps, Debbie Stoloff, Barbara Wright, Pam Wright

Approval of Minutes: Approval of the minutes of the April 16 Annual Meeting was tabled until the next Board meeting. Debbie moved, Dan seconded, and the motion passed unanimously. The minutes are posted on the Bulletin Board of the Garden Club’s website.

Treasurer’s Report: In the absence of Patty Spruance, Barbara Wright delivered an abbreviated treasurer's report. Courant account totals are as follows:

·       Garden Club checking:  $26,619.26

·       Garden Club Savings: $8,696.48

·       Friends of the Garden on the Bridge checking:  $29,614.39

·       Friends’ CD: $15,793.37

Since the Annual Meeting, the Club has received a check for $4997 from UConn to fund our collaboration on an EPA grant; hence the nearly $5,000 increase in the club’s checking account. Since October,  the Friends have spent approximately $2,100 on replanting the Garden on the Bridge. The Friends’ CD was opened with $15,000 and has earned nearly $800 in interest over the past 6 months. It was suggested that the Club move some of its funds into a CD.

There were no other reports from club officers.

Committee Reports:

Pam Wright, chair of Wildlife Habitat, noted that she and Jay had attended both the ECSU and Food Coop Earth Day celebrations. She said interest in the Club was high at Eastern, and students volunteered to work at Garden Club gardens on Town Wide Town Pride day. New locations have been identified, at the Willimantic River Trail and Julia de Burgos Park, for the two river birches and crabapple that must be moved ASAP due to collapsing planters. Public Works' equipment will be needed, however, and this project is not a PW priority, so there is no date for when this will be done.

Faith Kenton, reporting for the High Street Hillside Garden, said a number of trees and shrubs are stressed and dead or dying. They need to be replaced.

Since Dan Phipps is outgoing chair of Public Spaces, Jay Osborne reported. He said that the contract with GROW Windham to manage garden maintenance funded by the Pageau grant has just been signed. Meanwhile, Dan has been meeting with Hannah McKay, who is interested in chairing Public Spaces.

Reporting for the Friends of the Garden on the Bridge, Jay described recent work there, including replanting of the repaired planters on the Bridge. A few plants remain on order, but the replanting is about 95% complete. A sign identifying the Garden on the Bridge will be installed soon at the top of the Hillside off Pleasant Street; cost will be about $500. Issues with graffiti and vandalism were mentioned. The Friends are also  working on lighting for the Hillside, the Bridge, the riverbank, and waterfall. An online survey, similar to what the town has posted to gauge support for repair of the Footbridge, is in the planning. Finally, as the redesign of the Threadway and Plaza is finalized, the Friends are beginning to look at sources of funding to build out the plan.

There was no report from Membership or Holiday Lights.

Unfinished Business:

Strengthening accounting practices:The club has become aware of the need to strengthen our accounting practices so that the issuing of checks, bookkeeping, and accounting are unified and it is easier for the club to exercise financial oversight. Jay reported that Liberty Bank is not able to provide accounting services, and the firms he contacted were not interested in working with a small organization like ours.

One option is for us to purchase a QuickBooks subscription and manage our finances ourselves. The cheapest subscription would begin at about $360/yr. The question arose whether we have anyone in the club now who would be able to use QuickBooks. Jay said he had experience with it but would not want to oversee finances alone; he would want a partner. He also emphasized the importance of creating a Budget and Finance committee.

Pam suggested partnering with Eastern – perhaps with an accounting student or a student from their garden club. Barbara agreed to ask Jennifer if she would be willing to take on a larger role, perhaps for a fee. Dan will follow up with the accounting department at Eastern. Purchase of a QuickBooks subscription was tabled until we have more information.

New Signage:Jay admitted this project had fallen through the cracks. The Board agreed on the need to finalize a design and  order signs identifying Garden Club gardens around town as quickly as possible. Jay will send out two versions of the sign – one that was recently shared (version #5), and another with revisions (#6) suggested by Barbara -- for comparison and feedback. Board members decided we could do this via email and would allow two weeks for any further suggestions, then finalize the design and produce the signs.

Jay noted that there is a difference between the way the design appears on a computer screen (portrait) and the way it appears when printed (landscape). The Board considered ordering 30 signs, which would allow for several signs at larger gardens and for replacement of damaged or missing signs. Jay will ask about the a bulk discount.

Changing the Club’s Culture and Conduct:Jay discussed the need for organizational culture change within the Club, highlighting the importance of respecting roles and not undermining others' authority. He emphasized that such actions not only create confusion and discomfort; in an incorporated body, they are also against Connecticut State law. He stressed the need for a code of conduct and the continuation of reforms initiated by Ursula. He also mentioned the possibility of involving authorities if the situation does not improve. Barbara noted there is an intermediate step between inappropriate behavior and bringing in outside authorities, namely using the provision in the club’s own bylaws for removal of a member.

Contract with GROW Windham:

Jay announced that a contract with GROW Windham is now signed and in place, and the MOU was distributed. He emphasized the need in future to minimize chaos and confusion, specifically asking that multiple people not be in contact with GROW Windham, in order to avoid crossed wires, conflicting messages, and confusion. The scheduling process is for GROW  Windham to communicate with its own crew leaders and workers; GROW Windham will not contact the Garden Club’s stewards or confirm work sessions with them. Stewards should assume that work sessions will go forward as scheduled.

Jay stressed the importance of transparency and equal access to information for all Board members. The club received an invoice from GROW Windham for work done before the contract had been signed, and Jay expressed hope that such incidents would not recur.

New Business:

Under New Business, several topics came up. Jay reported that a new membership group is forming (Jay is also chair of the Membership Committee), and the participants are enthusiastic about organizational/cultural change. He invited others to join the group and said creating a “Code of Conduct” will be a first step. In response to a question about the membership booklet that has been in the works for some time, Jay said it was nearly complete. Board members asked for an opportunity to review it and suggest revisions before it is printed. It will also be available online.

Regarding blight and vandalism at Heritage Park, the discussion revolved around the Club’s capacity and interest in taking on this issue, since the park is not our property. The consensus was that we should continue to point out the problems, tactfully, to the Town and Public Works.

Conversation then turned to the management and maintenance of the High Street Hillside Garden. Board members discussed the decision of the Board in fall of 2023 to limit the size and number of plantings. There was disagreement about whether “replacement” trees are "new" trees, and the meaning of garden “expansion.”  Some members expressed concerns about the club’s physical capacity to maintain additional plants. The conversation ended without a clear resolution.

Pam Wright moved to adjourn, Barbara Wright seconded, and the meeting ended at 7:40.

Respectfully submitted, Barbara Wright, Secretary