January 2026

 

Manoa Community Garden

Board Meeting Minutes

January 8, 2026

Date:	January 8, 2026
Time:	6:00 PM – 7:01 PM
Location:	Manoa Community Garden
Facilitators:	Alex President & Craig Ball VP

Welcome and Meeting Structure

Alex called the meeting to order at 6:00 PM sharp and introduced the new meeting format. To ensure productive meetings and adequate time for all agenda items, each section will be timed. Members were reminded that anyone can submit agenda items by responding to the agenda email or contacting the garden email at any time.

New board members introduced themselves.

Agenda Item 1: Open Plot Cleanup and Professional Service Proposal

Issue Presented: The garden currently has five open plots, three of which are in very poor condition with significant overgrowth. These plots have been challenging for the cleanup committee to manage during regular cleanup days.

Proposal: Hire an outside company or individual for a one-time cleanup of the three severely neglected plots to bring them to a reasonable condition for new gardeners.

Discussion Points:

• Multiple gardeners questioned whether this could be retroactive for plots they cleaned themselves
• Objections to using garden funds for paid help and questioned how to prevent this from becoming a recurring expense
• Several members noted that recent cleanup days had only 2-3 gardeners working on problem plots, which was insufficient to complete the work
• One gardener shared that plots cleaned during community workdays had become overgrown again before being assigned to new gardeners
• Concern raised about large trees and excessive material in some plots that exceed community capabilities for removal and composting
• Questions about deposit refunds for previous gardeners who vacated and suggestions about raising the deposit amount from $20 to $100 to give gardeners more accountability
• Alex and Craig explained why raising deposits would require changes to city regulations and is not currently feasible
• Alternative suggestions included organizing concentrated volunteer workdays with mandatory member participation
• The need to break the vicious cycle: plots are cleaned, don't get assigned quickly, become overgrown again

Board Clarification: Alex clarified that the board has thoroughly considered various approaches. The goal is to get plots to a reasonable starting condition (not pristine) so new gardeners can begin working them immediately. This is intended as a one-time catch-up measure, not an ongoing service. According to consultation with Kate (city coordinator), using garden funds for this purpose is permissible.

Motion and Vote:

Diana moved to vote on obtaining estimates for the cleanup work.

Final Motion: To obtain three estimates from companies or individuals to clean up the three most severely neglected plots in the garden.

Vote Result: 20 members in favor, 3 opposed. Motion passed.

Action Item: Board to obtain three estimates and bring to next meeting for approval.

Related Concerns Raised:

• One new gardener shared that she was never informed about the pervasive California grass problem when she received her plot in January 2025. She purchased plants and has struggled with constant weed problems from her plot and neighboring overgrown plots.
• She requested that the garden inform prospective gardeners about ongoing weed challenges so they can make informed decisions.
• Alex acknowledged this concern and confirmed the garden will improve new gardener orientation.

Agenda Item 2: New Bylaws and Monitoring Schedule

Craig (VP) addressed member concerns and provided an overview of upcoming changes:

Key Points:

• All frustrations raised by members are on the board's agenda and have been discussed extensively with Kate
• The garden is currently in a "murky transition period" between old and new rule enforcement
• The new bylaws effective May 14, 2026, largely incorporate the revised Honolulu ordinance from 2021 with no sweeping changes
• Many rules have not been consistently enforced in recent years, creating the current backlog

Monitoring Schedule:

• Plot monitoring will occur every odd month (March, May, July, September, November) on the third Saturday
• First monitoring date: March 21, 2026
• Monitoring will begin in March rather than May to give gardeners time to come into compliance before full enforcement begins
• Monitoring is not considered a committee but an officer duty due to the nature of the activity and reporting requirements
• Self-monitoring sheets provided by Kate will be available for gardeners to review

Key Monitoring Items:

• Aisle maintenance and plot boundaries
• Plots that appear abandoned
• Unattended watering
• Woody shrubs and plants exceeding 5 feet in height

Violation Process:

• Gardeners in violation will receive a notice with 2 weeks to correct the issue
• If not corrected after 2 weeks, a second notice will be issued
• Gardeners can appeal violations and request waivers
• Plots appearing unattended for 4 consecutive weeks will be considered abandoned

Context from Kate (City Coordinator):

• Kate revoked more than 10% of garden plots in 2025 due to non-compliance

Board's Approach:

• "Past abuses or infractions will be left in the past" – Craig emphasized moving forward with proper procedures
• Communication will be key – gardeners are encouraged to reach out if they need help
• The board is here to facilitate and enforce rules fairly, not punitively
• Gardeners who can't meet payment deadlines or other requirements should ask for assistance
• Options available for overwhelmed gardeners include potentially reducing to a half-plot

Safety Concerns Raised:

• concerns about aisle clearing being a safety issue
• Weeds create tripping hazards
• Plot borders encroaching on aisles are dangerous
• Craig confirmed these issues will be addressed starting in March monitoring

Member Concerns Addressed

Jackie's Concerns About Board Transparency:

• Jackie expressed concern that the board would be "closed off and not informative"
• She referenced $300 spent from the treasury under Diana Duff's presidency without a vote from general membership
• Her primary concern was "denial of the right to vote"
• Craig acknowledged these concerns and confirmed all past issues are accounted for in the new rule book and bylaws, and such issues will not occur again going forward

Alicija’s Question:

• Asked about consequences if someone doesn't pass inspection in March – Craig clarified the violation notice and appeal process

Treasurer's Report

Tom (Treasurer) reported:

• Current Balance:  $4845
• Deposits Held:  $1800 (90 plots X $20/plot)

Committee Reports

Cleanup Committee (Diana):

• Diana announced her resignation as Cleanup Committee Chair
• She wanted to pass the role on and set it up in good order
• Noted that co-supervisors at cleanup events receive cleanup hour credits
• Has a worksheet available for those interested in the supervisor role
• Upcoming cleanup dates: January 13 (morning) and January 29 (afternoon)

Compost Committee (Will):

• Compost will be available this weekend (harvested this week)
• Plans for 2026: Level off the compost area and keep barrels in good order, possibly by adding a fence to help support proper barrel placement

Additional Items and Announcements

• Elena: Asked where gardeners can receive or update their applications – directed to contact the garden office
• Ting (Plot B24): Reported people showering in the garden hoses and throwing soap into her plot; requested signage to address the issue
• Cleanup Hours: Alex clarified that if members cannot make cleanup days, they should speak with the plot officer about alternative ways to fulfill hour requirements
• Question raised about whether family members can earn cleanup hours – Craig clarified that helpers can be added to permits (see pages 10-11 of bylaws) and can work the plot, but only the primary gardener's hours count toward requirements
• Tamara: Thanked the new board for taking on the significant work involved

Adjournment

Meeting adjourned at 7:01 PM.

Next meeting date: February 14, 2026 @ 1100

Minutes prepared by: Megan

Date: January 8, 2026