South Zone Community Gardens
Spring Director Job Description April to June 15
The Spring Director is responsible for all aspects of on-site garden administration from April to June 15. He/She may be assisted by other
Executive members or by other garden volunteers, but he/she is still responsible for coordinating these activities and seeing they are
carried out in a timely fashion.
The duties of the Spring Director are as follows:
1. Ensure that there is sufficient twine on hand for garden string dividers and corner stakes for replacement of missing, rotten, or
broken stakes. In previous years we have used 80 and 100 stakes. These were purchased and painted in the fall for use the following
season.
2. Replace missing stakes, ensuring all stakes have a wood screw on the top for tying twine dividers (last part of April). Use ride-on
mower and trailer for carrying stakes and tools.
3. Place the garden plot dividing strings (last part of April).
4. Have toilet and refuse bin delivered May 1. Make sure the toilet has a hand sanitizer inside. We have been using Loraas for both
services. Coordinate with treasurer to ensure new contacts have been established. Begin monitoring the portapotty and report to Loraas
when additional cleaning or supplies are required. Begin monitoring the large garbage bin and report to Loraas when empting is required.
5. Arrange with City of Regina for installation of the water meter, about May 10. Phone the City at 777-7672 giving the water meter
address, 3305 Grant Road. At the same time turn the water to the gardens on (key in shed), as long as no serious frost (lower than -5C) is
expected. The main valve is adjacent to the water meter. Put out the garden hoses, two hoses for each hydrant for full sized plots and four
hoses for each hydrant in the ½ sized plots. It is best to connect each hose, ensuring each has a washer. This will save some time
responding to hose problems.
6. Ensure that Wascana Centre Authority has been contacted by early May regarding gopher control. We have a budget of $500 limit for
this purpose for 2009.
7. Repair hoses and water valves as required. There is an inventory of repair parts in the shed. There should be an inventory of at
least 10 hoses for use as hoses are repaired and as old hoses are discarded.
8. After the may long weekend close the chains to the driveways.
9. Service/repair garden implements as required. The oil should be changed in the rototiller and ride-on mower after 25 hours of
use. The oil should also be changed prior to winter storage. If gas is left in implements over winter a gas conditioner should be added
before winter storage. Other maintenance includes sharpening mower blades and cleaning or replacing air filters. There are replacement
blades in the shed for both mowers.
10. Purchase gas and oil as needed. There are two jerry cans for gas and one smaller jerry can for the gas/oil mixture for the grass
trimmer.
11. Pick up refuse around the gardens using ride-on mower and trailer.
12. Monitor and respond to questions from the Garden phone and e-mail once Garden Registration is complete at the end of April.
Password is needed.
13. Monitor the garden plots as required, documenting weedy garden plots.
• Contact these gardeners to see if they are abandoning their garden plot.
• If you can’t get a response post one of the “Notice” signs in their plot indicating the date they are to have weeds removed.
• If they have abandoned, let them know they are not eligible to rent a plot again. Contact one of the volunteers to have the plot
rototilled. Contact the Registrar to find out if anyone would like another plot – otherwise it is to remain black for the remainder of the
season. The registrar will document the plot number in their data base.
• If they are not abandoning their plot advise them the weeds need to be removed and put into the garbage bin. Give them a maximum
of 2 weeks to remove the weeds other wise their gardening privileges will be revoked.
14. Rototill footpaths that are not free of weeds/quack grass. This should be commenced mid April and be done four or five times
during the season. This will prevent migration of quack grass into adjacent gardens and reduce the need for some grass cutting or grass
trimming. Assist rototilling of problem garden plots, identified at the end of the previous season.
15. Help, with other Executive members, to organize the season's grass cutting requirements. In 2000, the Gardens were divided into
three specific areas, each with an individual grass cutting volunteer. Make a list of individuals who are willing to volunteer for cutting
grass. Indicate their plot number and phone number and which of the three areas they will maintain.
16. Attend all SZCG Board meetings.
South Zone Community Gardens
Summer Director Job Description June 15 to August 15
The Summer Director is responsible for all aspects of on-site garden administration from June 15 to August 15. He/She may be assisted
by other Executive members or by other garden volunteers, but he/she is still responsible for coordinating these activities and seeing they
are carried out in a timely fashion. The biggest job is to keep on top of gardeners who do not keep the weeds out of their plots. This
required making lots of phone calls or sending e-mails.
The duties of the Summer Director are as follows:
1. Monitor and respond to questions from the Garden phone and e-mail once spring director is complete June 15. Password is
needed.
2. Continue to organize the season's grass cutting, trimming and rototilling requirements.
3. Monitor the portapotty and report to Loraas when additional cleaning or supplies are required.
4. Monitor the large garbage bin and report to Loraas when empting is required.
5. Ensuring that hoses are not broken. Repair if you can. If not, work with one of the other directors to make repairs.
6. Monitor the garden plots as required, documenting weedy garden plots.
• Contact these gardeners to see if they are abandoning their garden plot.
• If you can’t get a response post one of the “Notice” signs in their plot indicating the date they are to have weeds removed.
• If they have abandoned, let them know they are not eligible for a plot next year. Contact one of the volunteers to have the plot rototilled.
Contact the Registrar to find out if anyone would like another plot – otherwise it is to remain black for the remainder of the season. The
registrar will document the plot number in their data base.
• If they are not abandoning their plot advise them the weeds need to be removed and put into the garbage bin. Give them a maximum
of 2 weeks to remove the weeds other wise their gardening privileges will be revoked.
7. Monitor the watering as required to ensure that the watering rules in the garden agreement are followed. Ensure that gardener do
not leave sprinklers on, waters theirs and surrounding gardens with sprinklers out of control, leaves hoses running, or do not coil up the
hoses at the hydrant.
8. Remove strings after gardens are all growing. This can be a group function and can be advertized as a volunteer project.
9. Attend all Board meetings of the SZCG Board.
South Zone Community Gardens
Fall Director Job Description August 15 to October 15
The Fall Director is responsible for all aspects of on-site garden administration from August 15 to October 15. He/She may be assisted by
other Executive members or by other garden volunteers, but he/she is still responsible for coordinating these activities and seeing they are
carried out in a timely fashion.
The duties of the Fall Director are as follows:
1. Monitor and answer questions from the Garden phone and e-mail once summer director is complete August 15. Password is
needed.
2. Monitor the portapotty and report to Loraas when additional cleaning or supplies are required.
3. Monitor the large garbage bin and report to Loraas when empting is required.
4. May require one last grass cutting, depending on weather to tidy up the gardens.
5. Ensure all strings are removed from gardens prior to fall rototilling.
6. Continue to monitor the garden plots for weeds as required to ensure plots are cleaned up. This includes removal of all vegetation,
(weeks included), boards, tomato cages, vine supports etc. Document weedy plots that are not being cleaned up.
• Contact these gardeners to see if they plan on cleaning up their plots.
• If they have abandoned, let them know they are not eligible for a plot next year. Contact one of the volunteers to have the plot rototilled.
Contact the Registrar so they can document the plot number in their data base.
7. Turn off the water to the gardens off (key in shed), as soon as there is a risk of serious frost (lower than -5C), about mid September
to avoid frost damage to water system. The main valve is adjacent to the water meter. Arrange with City of Regina for removal of the water
meter. Phone the City at 777-7672 giving the water meter address, 3305 Grant Road.
8. Open chain gates after water is shut off, for access to gardens for harvesting.
9. Advise Wascana Centre Authority when water meter has been removed so they can schedule water system purge.
10. Remove water hoses from gardens. Unroll and lay out flat to eliminate as much water as possible. Pulling hoses to the end of
the gardens will help. Roll up hoses and store in the wooden bin between the 2 garden sheds. Determine how many hoses need to be
replaced.
11. The day after gardens close on Thanksgiving Day:
1. Ensure all garden debris is removed from gardens for rototilling, tomato cages, boards, fencing, stakes etc.
2. Advise WCA not to rototill gardens O 17 to 21, P 17 to 21 as these are perennial plots.
3. Compost material to be moved to designated areas or at least piled off the gardens for pick up by WCA. They usually start the
compost collection process immediately.
12. Advise Lorass Disposal to pick up Garbage Bin when no longer required. The portable toilet is to remain until WCA is finished
rototilling.
13 Place plywood sheet over the double doors on the small brown shed to reduce vandalism. The plywood is attached to the east
side of the shed during the summer.
14. Attend all board meetings of the SZCG board.
South Zone Community Gardens
Registrar’s Responsibilities January to end of April
The Registrar is chosen from SZCG Board elected at the fall Annual General Meeting of all gardeners participating in the South Zone
Community Gardens.
The duties of the Registrar are as follows:
• Attend all Board meetings of the SZCG Board;
• Make sure all records from the previous registrar have been transferred to the new Registrar;
• Answer and respond to the voice messages on the SZCG telephone, and web e-mails on the garden web site from January 1 and
continuing to April 30 of each year;
• Regularly check the SZCG mailbox at 170 Sunset Drive from January 1 to April 30 of each year;
• Respond to all telephone and e-mail registration inquiries and direct other inquiries to the appropriate Board Member;
• Keep accurate records of all requests received via the garden telephone, via e-mail, or via the mail;
• Contact by telephone every owner for whom there is no e-mail address to minimize the list receiving communication via regular mail;
• With the help of the entire Board, prepare the spring package to be sent to all the previous year’s gardeners (except those banned
due to having abandoned their garden the previous year);
• By approximately February 20 of each year, mail the information package to those gardeners who do not have e-mail addresses;
• Also by February 20 of each year, send a covering e-mail with the information package as an attachment to all owners for whom the
Registrar has an e-mail address in the szcomgardens@yahoo.ca account;
• Using the previous year’s Excel spread sheets, continuously update all the information received by telephone, by e-mail, or by mail;
• Keep an accurate record on the Excel spread sheets of all cheques received for garden rentals;
• On a weekly basis, forward all cheques that have been recorded on the Excel spread sheets to the SZCG Treasurer;
• After March 31, the deadline for previous gardeners to pay for the registration of their previous year’s garden, assign vacant gardens
as follows:
o First priority is to respond to the request from the previous year’s gardeners for a transfer or for additional gardens;
o Next priority is for allocating other gardens to new gardeners on the basis of first come first serve. [This order of requests will have
been recorded on a separate sheet (New Applications) which is part of the SZCG Excel Spread Sheets];
o Notify every gardener receiving a new plot of their garden assignment. This is done by e- mail. For the few who do not have e-mail
addresses, a written notice is sent by mail.
• After all gardens have been assigned, the Registrar must ensure that any new information is recorded in his/her data base between
the assignment of the last garden in spring and the start of the next year’s registrations as they are received.