clayton valley garden club (cvgc) procedures guide updated

Clayton Valley Garden Club (CVGC) Procedures Guide Updated November 17, 2018

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Table of Contents

Page

Important Due Dates 4

Installation of New Board Members 9

Board Members

President 10

Vice President 11

Secretary 11

Treasurer 12

Membership 15

Programs 16

Parliamentarian 17

Standing Committees

Budget 17

Bylaws 17

Nominating 17

Financial Review 18

Appointed Positions

Advertising Chair for Membership Directory 18

“Blossoms for Barbara” Chair 20

Clayton Museum Garden Chair 21

Club Representative to District 22

Fourth of July Chair 23

Historian 23


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Hoop House Chair 23

Library Beds Chair 24

Newsletter Editor 25

Penny Pines Chair 25

Plant Sale Chair, Co-Chair, and Committee 27

Publicity Chair 31

Refreshments 32

School Chairs 32

Clayton Valley Charter High School (CVCHS)

Diablo Valley Middle School (DVMS)

Mount Diablo Elementary School (MDES)

Olympic High School (OHS)

Sunshine 32

Webmaster 32

CVGC Members 33

Awards

CGCI 34

DFD 34

Forms 34

Diamond Terrace Meeting Room Reservation 35

Disclaimer for CVGC Hoop House Guests 36

CVGC Donation Receipt 37

Expense Report 38

Membership Application/Renewal Questionnaire 39


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Membership Application Trifold 41

CVGC Nomination Form 42

Penny Pines Donation Form (for info only) 44

APPENDICES

APPENDIX A: ACRONYMS 46

APPENDIX B: CLUB MATERIAL RESOURCES 47

APPENDIX C: CVGC/UTLEY PROPERTY AGREEMENT 48

APPENDIX D: COLOR BOWLS, MINI HERB GARDENS, & MINI DECO POTS 52

APPENDIX E: SHAWNA’S THRILLERS, FILLERS AND SPILLERS PLANT LIST 53

APPENDIX F: PROPAGATION GUIDE 58

APPENDIX G: PLANT SALE TIPS 59

APPENDIX H: PARTICIPATING PENNY PINES PROGRAM CALIFORNIA (USDA) NATIONAL FORESTS

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APPENDIX I: POINTS OF CONTACT 62

APPENDIX J: SAMPLE AWARD APPLICATIONS 64


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IMPORTANT DUE DATES

Due Date Action Responsibility

15 January If necessary, turn over P.O. Box Keys to new officers. New officers to complete a new form and return to the Clayton Post Office.

President/ Treasurer

15 January If necessary, new officers to go to CVGC’s utilized bank and complete signature cards for the account(s). (Secretary does not sign on account but is needed to provide documentation required by bank.)

President/Vice President/ Treasurer/ Secretary

15 January CGCI Directors and Officers (D&O) Insurance Treasurer

15 January California Garden Clubs, Inc. (CGCI) General Liability Insurance

Treasurer

15 January CGCI Certificates of Liability Insurance (for any known events) ¹

Treasurer

15 January Report CVGC Officer changes to DFD ASAP Club Rep to DFD

January Reserve Banner Space with City of Clayton for Plant Sale Banners at Oak Street entrance & Oakhurst entrance

Plant Sale Chair

31 January Reserve Diamond Terrace Meeting Room for the upcoming year. (See Forms section of this document.)

Programs

31 January Submit local Youth Group Applications to CGCI

President & School Liaisons

Early February Museum Garden Clean-up Work party – for Camellia Tea

Museum Garden Chair

Prior to February

Board Meeting

Conduct information exchange to incoming CVGC Board Members

Outgoing Board Members / Incoming Board Members


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February General Meeting

Post Sign Up Sheet for May Plant Sale Volunteers

Plant Sale Chair

February General Meeting

Membership Fees are due Club Members

February – General Meeting

Membership Cards passed out to paid members

Membership

15 February Report any delinquent dues to Membership for follow up

Treasurer

March Library Bed Work party Library Chair

15 March Submit scheduled program speakers & fieldtrips for Member Directory

Programs

31 March Contact local papers to announce Plant Sale

Publicity Chair

1 April Publish Membership Directory Membership

Early April Place CVGC add in CHS Garden Tour Booklet Treasurer

April Museum Garden Clean-up Work party before Art & Wine Festival & Clayton Gardens Tour

Museum Garden Chair

April General Meeting

Distribute Membership Directory Membership

April/May Diablo Foothills District (DFD) Propagator, Container & Flower Arranger of the Year Award Applications due to DFD Awards Chair

Board

May Get permission from Shell Station to Hang Plant Sale Banner Sunday night prior to following Saturday’s Plant Sale

Plant Sale Chair


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May General Meeting

Request volunteer(s) for yearly Membership BBQ

President

15 May In preparation for the 4th of July parade, verify seeds, labels, and packets are available for seed packing party.

4th of July Chair

IMMEDIATELY Monday after May Plant Sale

Reserve Endeavor Hall for Next Year’s Plant Sale when returning Endeavor Hall key to City

Plant Sale Chair

June Arrange Seed Packing Party Fourth of July Chair

Early June Library Bed Work party Library Chair

Late June Museum Garden Clean Up work party before Fourth of July Celebration

Museum Garden Chair

June 28 Fourth of July Parade Entry Form to Public Service Officer at Police Department

Fourth of July Chair

1 July CGCI Membership Dues Treasurer

1 July IRS 990-N & FTB 199-N ePostcards, and FTB Form RRF-1 may be filed

Treasurer

2 July DFD Membership Dues Treasurer

July Board Meeting

Complete a financial review of the Treasurer’s books.

Board

August Submit Following year Budget requests to Treasurer for Budget Committee

All Chairs

August General Meeting

Approval of Nominating Committee Club Members


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Mid- September

CBCA Donation Request for Blossoms for Barbara

Blossoms for Barbara Chair

September General Meeting

Selection of Budget Committee President

September – Following

selection of the Budget Committee

Convene a meeting to develop next year’s budget

Treasurer/ Budget Committee

Late September

Museum Garden Clean-Up work party prior to Oktoberfest

Museum Garden Chair

October Library Bed Work party Library Chair

October Receive and Pay Yearly P.O. Box Fee Treasurer

October Renew Ruth Bancroft Garden Membership Treasurer

October Board Meeting

Present Next Year’s Budget to the Board Treasurer

After October Board

Meeting

Publish Slate of Nominees for next year’s officers to General Membership via E-Blast prior to the next General Meeting

Nominating Committee Chair

October General Meeting

Present slate of nominees for next year’s officers to General Membership

Nominating Committee Chair

One week prior to October General Meeting

Email Next Year’s Board Recommended Budget to General Membership

Treasurer/Web Master


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Present Next Year’s Proposed Budget to General Membership for discussion and questions

Treasurer


Request volunteer(s) for yearly Membership Christmas Party

President

November Place CVGC Christmas add in Clayton Pioneer Treasurer

November Pay Webhost Treasurer

November Clayton Library Donation Treasurer

November General Meeting

Distribute/Collect Membership Renewal Questionnaires & Dues for 2019

Membership

Deadline for November Newsletter

Proposed Slate of Officers to be posted in Newsletter

Nominating Committee Chair/Newsletter Editor

15 November IRS 990-N e-Postcard Due ² Treasurer

15 November FTB 199-N e-Postcard Due ² Treasurer

15 November CA Registry of Charitable Trusts, Form RRF-1 Due²

Treasurer


Present Next Year’s Budget to General Membership for vote

Treasurer


Vote for Next Year’s Officers President or Nominating Committee


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Christmas Card Photo Vice President

Late November

Museum Garden Clean Up Work Party prior to Clayton Christmas Home Tour

Museum Garden Chair

1 December Blue Ribbon Certificate of Achievement & Report to District Director Due

President

1 December All CGCI Award Applications, including those to be considered for Pacific Region and National Awards (e.g., Club Membership Directory, Club Newsletters, Club Website, membership brochure, procedures book) are due. ³

President or Club Member

1st Week in December

Mail Christmas Cards Vice President

CVGC Christmas

Party

Installation of New Officers Outgoing President

¹ Insurance Certificates should be obtained 60 days prior to any event. One payment can be made for all yearly event certificates if CVGC knows in advance all events in which they will participate.

² Due November 15th or 5-½ months after end of club official Fiscal Year ending June 30th. File any time after Fiscal Year end and before November 15th.

³ See www.CaliforniaGardenClubs.com/awards or CGCI Yearbook/Manual for instructions. Club President and Club Rep have copies of the CGCI Manual.

INSTALLATION OF NEW BOARD MEMBERS

New Board Members for the following year will be announced and introduced during the yearly Christmas party held in December. The following tasks need to be completed after January 1ST (Board Member terms are January 1st through December 31st):


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Board Member Turn Over: Prior to the first board meeting in February, outgoing board shall conduct and turn over meeting to pass on applicable information to new incoming board members.

P.O. Box: P.O. Box keys, held by the President and Treasurer, shall be turned over to the new Board Members in turn upon installation. A new form from the Post Office shall be completed and returned to the Clayton Post Office, listing the new (or current) P.O. Box user’s / key holder’s names with signatures.

Bank Signatures: The new President and Treasurer shall go to the bank that holds the CVGC account with the current Secretary to sign bank cards. Copies of the Meeting Minutes and/or Newsletter documenting the election of new officers may be required and should be provided.

BOARD MEMBERS

President

Specific duties of the President are described in the CVGC Bylaws under ARTICLE IV – OFFICERS AND THEIR DUTIES, Section 5.

Other responsibilities are as follows:

Attendance at Diablo Foothills District (DFD) meetings. President is automatically on the Diablo Foothills District Board. The Club Representative may represent the President when the President is unable to attend.

DFD Meetings (approximately three times per year listed in the DFD Yearbook):

General Membership and Board of Director meetings are generally conducted in February, June and September on the 4th Thursday of the month at 9:30 am.

DFD Yearbook and roster are received by the CVGC President at the Fall DFD meeting and can also be obtained from the current DFD Director.

The President shall also obtain a copy of the California Garden Clubs, Inc. (CGCI) Yearbook and Directory, passed-on from the DFD Director to the current Club President in the Fall, after the annual CGCI Fall Board Meeting.


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Vice President

Specific duties of the Vice President are described in the CVGC Bylaws under ARTICLE IV – OFFICERS AND THEIR DUTIES, Section 6.


Set up Christmas Club Photo at November General Membership meeting.

Prepare Christmas Cards for mailing and send to any CVGC advocates during the year, to include:

Yearly Speakers

Diamond Terrace

City of Clayton

Clayton Pioneer

Concord Transcript

Shell Station (corner of Clayton Rd. and Ygnacio Valley Rd.)

The President(s) should sign the Christmas Cards and include Board Members, if possible.

Secretary

Specific duties of the Secretary are described in the CVGC Bylaws under ARTICLE IV – OFFICERS AND THEIR DUTIES, Section 7.


Utilization of the most current version of Roberts Rules for taking meeting notes. Roberts Rules states that meeting minutes are considered a legal record of what transpired and that all records shall be kept for seven years. Secretary shall provide all final minutes to the Historian for retention (both electronic and hard copy).

Minutes shall record what was done at the meeting, not what was said and contain the following:

Type of meeting (General/Board/Special);

Name of club;

Date, time, and place of meeting;


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Names of Officers present (or substitutes);

Whether previous minutes were approved or corrected and approved;

All main motions a). Wording in which motion was adopted, b). Disposition of the motion, and c). The name of the mover;

All points of order and appeals, whether sustained or lost, together with the reasons given by the chair for the ruling;

Time of adjournment;

Contain a paragraph for each separate subject matter.

The name and subject of a guest speaker can be given, but no effort should be made to summarize their remarks;

Minutes should be signed by the secretary and can be signed by the President; and

After minutes are approved, or approved with revisions noted, the words “Approved” or “Approved with Revisions Noted,” with the secretary’s initials and the date should be written below them.

Treasurer

Specific duties of the Treasurer are described in the CVGC Bylaws under ARTICLE IV – OFFICERS AND THEIR DUTIES, Section 8 and ARTICLE V – STANDING COMMITTEES, Section 1.


Maintains a Treasurer’s Book with all documentation including: Expenses, Income, Bank Statements, Financial Reports, Insurance Certificates, Tax Filings and other pertinent financial documents. Maintains an electronic file of financials in Microsoft EXCEL for use in consolidating financials for multiple years and as back up for financial audits.

Verifies that expenditures are within budget or ensures appropriate approvals have been acquired for exceptions. Obtains approval/signature from the President, or other authorized officers as identified in the By-Laws, for all expenses. Neither the President nor the Board has the authority to deny a budgeted item without the approval of Membership. Recurring charges under contract, such as monthly web charges, do not require a signature.


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Provides an oral and written financial report at each Board meeting. The Financial Statement will include start and ending bank balances and income and expense detail.

Coordinates signing of bank signature cards following annual elections. Authorized signers per the By Laws are the President, Vice President and Treasurer. The Secretary is needed to provide a letter to the bank specifying authorized signers. Check with the bank to obtain their required language.

Collects and reports Sales Tax to the State (once set up).

Keys to the CVGC P.O. Box are held by the Treasurer and President. It is the Treasurer’s responsibility to check the box on a regular basis and distribute mail as needed.

A financial review of the Treasurers book shall be conducted at the end of the year (Fiscal Year, July 1 – June 30). A reviewer will be selected by the Board.

Files Insurance, Tax, and Dues prior to their respective deadlines as follows:

General Liability Insurance is provided through California Garden Clubs Inc. (CGCI) for clubs in good standing. Refer to the CGCI website for current forms, fees and due dates, currently due on January 15th. Late fees will be applied if not received by the due date. Fees are based on a per person charge, as of a specified date. CGCI will send a renewal notice on or about November 1st. If notice is not received by November 15th, contact the CGCI Insurance Chairman. It is recommended that payment be made to CGCI Insurance Chairman well before the due date to allow for processing and avoid late charges. Insured groups will receive a Certificate of Insurance for the insured year which runs from February 15th to February 15th, by March 1st.

Directors and Officers Insurance is available through CGCI and is also due by January 15th. This insurance protects the Board against lawsuits, among other things. See the CGCI website for instructions.

Certificates of Liability Insurance should be obtained for events requiring proof of insurance with a signed contract, such as the annual Plant Sale at Endeavor Hall. A Certificate may be obtained by completing a form and submitting an additional fee. Check the CGCI website for details, fees and forms. Make sure 3rd party is City of Clayton for the Plant Sale. The 3rd party may be different for other events. For the Plant Sale, the contract


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agreement that needs to accompany the form and payment can be obtained from the prior year’s Plant Sale Chairperson or through the City of Clayton. This application should be filed at the same time the General Liability Insurance is submitted, or no later than 14 days prior to the event. Certificates will be mailed shortly after March 1st.

Membership Dues for Clayton Valley Garden Club are due to Membership by the General meeting in February, but members may pay as early as November of the prior year. Treasurer should maintain a list of members who have paid and how much. This will assist Membership as a cross reference and help identify duplicate or missed payments.

Membership Dues to CGCI are currently due by July 1st. Check the CGCI website for instructions, forms and fees. Fees are based on number of members as of June. Payment should be made before due date to avoid penalties.

Membership Dues to DFD are currently due by July 2nd. Check the DFD website to obtain instructions, forms and fees. Fees are based on number of members as of June. Payment should be made before due date to avoid penalties.

IRS 990N e-Postcard is due by November 15th for the Fiscal Year July 1st (prior year) to June 30th (current year). This form may be filed after the end of the Fiscal Year (June 30th) but no later than November 15th. The Tax Year will be the prior year (in 2018, you will file for tax year 2017). Go online to the IRS site and search for 990N e-Postcard. ID, Password and EIN should be passed on from one Treasurer to the next. The password should be changed each year and recorded in a safe place. Once the 990-N is filed, print the receipt and file in Treasurers Book and electronically on Treasurer’s drive.

FTB 199N e-Postcard is due by November 15th for the Fiscal Year. File early. Go online to the Franchise Tax Board and search for the 199N e-Postcard. ID, password and entity number should be passed on from one Treasurer to the next. The password should be changed each year and recorded in a safe place. Once the 199-N is filed, print the receipt and file in Treasurer’s Book and electronically on the Treasurer’s drive.

CA Registry of Charitable Trusts, Form RRF-1, annual registration renewal fee is due by November 15th. File early information can be found by an online search of “CA form RRF-1”.


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Clayton Historical Society (CHS) Garden Tour Booklet – in April, a basic CVGC ad is placed at the discretion of the President. The CHS has the artwork from the prior year, if no change is requested.

Clayton Pioneer Christmas ad – in November, a basic CVGC ad is placed at the discretion of the President for the December issue. The Pioneer has the artwork from the prior year if no change is requested.

Post Office Box – in October, the Post Office will provide a bill in our P.O. Box for the year.

Ruth Bancroft Garden- in October, renew an annual Family Membership that provides two membership cards and four guest passes.

Clayton Library – an annual donation of $40 is made to purchase a garden related magazine subscription for the Library.

CVGC Domain Name – payment for the “claytonvalleygardenclub.org” domain name is a periodic payment; usually required annually but more recently (2014) registered for five years. The webmaster will receive a bill and pass it on to the Treasurer for payment.

Web Host – payment is made to the web host. (Currently in transition). This fee is generally set up on the club debit card or directly out of the checking account.

Note: All Insurance Certificates and Tax Forms shall be filed in the Treasurers Book. All tax forms shall also be on electronic media to be passed to future Treasurers.

Membership

Duties of Membership are described in the CVGC Bylaws under ARTICLE IV – OFFICERS AND THEIR DUTIES, Section 9.


Determine at each meeting if enough members are present to make a quorum. Total number of members multiplied by 35% yields number for quorum. A quorum, as noted in CVGC Bylaws (ARTICLE VI, Section 2), is 35% in attendance.

Develop and distribute of the CVGC Membership Directory, including current Bylaws, to all Club Members at the April General Meeting.


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Distribution of a membership package to new members that shall consist of a welcome letter and the CVGC Membership Directory, with an optional small gift.

Confirm local businesses and organizations (e.g., Sloats Garden Center, Rodie’s Feed and Pet Supply, Clayton Public Library, Clayton Historical Society & Museum, and R&M Pool, Patio & Gardens) have membership brochures available to the public.

Send out Membership Applications/Renewal Questionnaires (see sample in forms section) via email in November within one week prior to the last general meeting of the year. Have forms available at meeting.

Notify the President, Webmaster, and Newsletter Editor of new members contact information within a week of joining club and prior to the next newsletter deadline. It is important that new members are on the Club Information website address list as soon as possible so that they can receive all club correspondence and information.

Within a day after the general meeting, notify the President, Secretary, and Programs of names of guests for inclusion in the minutes and for upcoming field trip announcements.

Provide CVGC & CGCI Membership cards to Membership.

Provide Membership information, to include Membership application brochures, sample newsletters, and sign-up sheets to receive a couple of newsletters at community events (e.g. , Farmers Market Booths, Clayton Cleans Up, Plant Sales).

Report to Sunshine Chair, members missing for three consecutive months to make sure they are all right.

Programs

Duties of Program are described in the CVGC Bylaws under ARTICLE IV – OFFICERS AND THEIR DUTIES, Section 10.


Reserve Diamond Terrace Meeting Room for the upcoming year by January 31st. (See Forms section of this document.)


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Attempt to have all yearly speakers scheduled to coincide with printing and distribution of the Membership Directory. Provide all scheduled speaker dates and information to Membership by mid-March.

Provide biography and topic information on speakers to the Newsletter Editor as soon as available for inclusion in the Newsletter. Announce monthly speakers on “Nextdoor” for those having gardening interest.

Keep summaries of programs and tours for the monthly Newsletter and CGCI award application submission due December 1st. Include photos.

Provide and distribute, for membership signature, Thank You cards for our guest speakers.

Provide speaker contact information to Vice President for sending club Christmas Cards.

Parliamentarian

Duties of the Parliamentarian are described in the CVGC Bylaws under ARTICLE IV – OFFICERS AND THEIR DUTIES, Section 11.


Work closely with the President to make certain CVGC operates within its current Bylaws and Standing Rules.

STANDING COMMITEES:

Budget: Duties of the Budget Committee are described in the CVGC Bylaws under ARTICLE V – STANDING COMMITTEES, Section 1.

Two people will be appointed by the President in September to work with the Treasurer who will Chair the Budget Committee.

Bylaws: Duties of the Bylaws Committee are described in the CVGC Bylaws under ARTICLE V – STANDING COMMITTEES, Section 2.

Nominating: Duties of the Nominating Committee are described in the CVGC Bylaws under ARTICLE V – STANDING COMMITTEES, Section 3. See Article VII, NOMINATIONS AND ELECTIONS, Section 2 for specific requirements.

In addition, the Nominating Committee Chairperson will notify the Newsletter Editor of the proposed slate of officers for publication in the November Club


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Newsletter prior to the November election of club officers (to be held 2nd Wednesday of November).


At the August Membership Meeting, the Nominating Committee Chair shall invite all members to suggest names of active members for consideration by the Nominating Committee. A CVGC Nomination Form with job office descriptions will be handed out to all interested members. See CVGC Nomination Form in forms section.

The Committee will approach potential candidates by phone, email or in person to find out if they would be interested in serving on different board positions.

The Committee will review the suggested candidates for the different offices to confirm that each is in fact a member in good standing and understands and actively supports the purposes of the Clayton Valley Garden Club and its bylaws. Candidates should be willing to contribute the necessary time required for Board activities.

The Committee will select one or more qualified nominees for each office. The Committee Chair will present the committees report with the recommended Slate of Officers to the Board at the October Board meeting and to the members at the October membership meeting. Once the committee report has been accepted, additional nominations will be open to the floor.

Financial Review: Bylaws, Article VIII – FINANCES, Section 7 notes conduct of an annual audit.

APPOINTED POSITIONS:

Advertising Chair for Membership Directory

The Advertising Chair for the Membership Directory is a volunteer or Presidential appointee who shall seek Business Owners/Service Providers, interested in advertising in the annual Membership Directory. Advertising dollars will supplement or cover printing costs of the Club’s Annual Membership Directory.

Responsibilities are as follows:

Give a presentation at the February general meeting promoting prior year’s ads in directory; note that ad fees go directly into covering the cost of directory printing;


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provide sign-up sheet for interested Members/Business Owners/Service Providers.

Shortly after the February general meeting, coordinate the sending of an email to club membership summarizing the announcement made during the February general meeting. Request those interested in advertising to send you an email directly. Confirm, with the Newsletter Editor, that this message will also be published in the following month’s (March and April) newsletters.

Check-in with Membership to confirm the estimated cost and date (due mid- March) of the Membership Directory printing for the current year. Coordinate with Membership; who will do the lay-out of the advertising section(s) of the directory.

Approximately one-month before the printing date (April 1st) follow-up with interested Club Member(s)/Business Owners/Service Providers, and request “camera ready” digital files (300 dpi, .jpg preferred). Associated costs of ads are as follows:

Business-card sized (2” x 2.5”) - $25.00

2/3 Page - $50.00

Full Page - $75.00

Advertising fees shall be based on the prior year’s fees. However, if in any year there are not enough ads to cover final estimated printing expenses, future fees may be need to be adjusted by increasing advertising fees accordingly from previous years to cover printing costs. New costs will be determined by the Board.

Make one final announcement, and provide a final sign-up sheet at the general meeting that falls one month (typically March) before confirmed directory printing date to recruit additional advertisers. Send out an email of this announcement to entire club membership, providing a one-week cut-off date to send artwork files and collect ad fees.

Provide a list of the total number and names of advertisers to the March Board Meeting.

At this meeting, determine final ad placement(s) and total fees expected. Provide all digital files of advertising artwork that has been received on electronic media


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(e.g., CD, flash drive, or via email) shall be provided to Membership for processing no later than April 1st.

Ad fees are due prior to April 1. Checks (payable to: Clayton Valley Garden Club) can either be hand-delivered at the March meeting or mailed to be received no later than April 1st to the Club’s P.O. Box, Attention: Treasurer.

“Blossoms for Barbara” Chair

This philanthropic CVGC project’s objective is to deliver flowering plants to local Hospice patients and elderly shut-ins in February during the week of Valentine’s Day.


Locate local hospice patients and elderly shut-in care-giving facilities that agree to voluntarily distribute flowering plants to individuals that meet the objective of this project.

Establish upcoming year’s budget (including anticipated request from CBCA) based on current year’s delivery and needs, and present to the Club President in early August.

Note: If a request to the CBCA is to be made it must be approved by the CVGC President and Board, and may not exceed the amount approved by a CVGC Executive Board Vote. Donation request must be made to the CBCA in writing by mid-September by the project chairperson. A copy of the written CBCA donation request shall be provided to the CVGC Board for final review and approval prior to Chairman’s submittal to the CBCA. This schedule ensures issuance of CBCA donation sometime between December-January. A presentation may need to be given in-person by the project chairperson (with the CVGC Club President present), to the CBCA Membership, if requested by the CBCA President.

Arrange fundraising events. Only if pre-approved, by the CVGC Board.

Locate businesses and organizations that are willing to donate plants and/or funds towards Blossoms for Barbara event. Any donations offered towards the event are at the discretion of the Blossoms for Barbara Chairperson.

Notify all local newspaper agencies about the upcoming event; email contacts for Clayton Pioneer, Concord Pioneer, Clayton Gazette, Claycord.com, Concord Transcript and Contra Costa Times.


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Form a committee to: 1) help cut out and make plant tags; and, 2) who agree to show up a weekday morning for 3-4 hours to prepare plants for delivery. Sign-up sheets will be available for all club members who wish to participate in these two phases of the project.

Set-up a qualified (with past experience) delivery team (approximately six people) who agree to spend the day and ½ second day delivering plants.

Call each delivery location’s contact person and arrange location, date and time frame for the plant delivery.

Deliver CVGC decorated plants the week of Valentine’s Day and take photos of each delivery.

Immediately following event, send recap success article and pictures to all newspaper agencies.

Send thank you letter with pictures and success recap about event to all donors and delivery locations.

Following the event, deliver Blossoms for Barbara project recap at the March CVGC Membership Meeting and at CBCA Membership Meeting (if a monetary donation was received from the CBCA for the current year’s event).

Provide the CVGC Board list of recipient donation locations.

Insure all project expenses shall be accounted for and included in final expense report to be submitted to Club Treasurer within 30 days.

Clayton Museum Garden Chair

The Clayton Museum Garden Chair is responsible to coordinate Museum Garden maintenance work party sessions six times per year, or at least four times (one for each season), as suggested in the table below:

Winter February Week before the Camellia Tea (before Valentine’s Day)

December Week before Clayton Christmas Tour

Spring April Week before the Art & Wine Festival

May Week before the Clayton Garden Tour


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Summer June/July Week before the Clayton Fourth of July Celebration

Fall September Week before Oktoberfest


Submit a budget request for replacement plants and supplies anticipated for the following year when the CVGC annual budget is being prepared end of August.

Document each work party with photograph(s) or participants and a brief article for the CVGC newsletter. Articles may also be sent to the Clayton Pioneer for consideration in their “Club News” section. Visit the Clayton Pioneer website for article submission deadlines and requirements.

Establish work party dates (see suggested dates on previous page) and publicly announce work party date and time to the CVGC membership at general membership meetings. Publish the dates in the monthly CVGC newsletter, and via group email to the CVGC membership.

Submit receipt(s) for expenditures and reimbursement request form(s) to the club Treasurer in a timely manner, to be compensated for Museum Garden Project related expenses.

Club Representative to District

The CVGC Representative to the District attends district meetings to gather the information from the district, and from other garden clubs and affiliates, to share with CVGC members.


Report all activities, events, and news from CGCI to CVGC membership at general meetings.

Within two days of receipt of information, report to the CVGC Newsletter Editor for publication under “Calendar of Events” within the monthly club newsletter and to the CVGC Webmaster for posting to the website.

Provide write ups on key CVGC happenings to the District newsletter editor for inclusion in “Round the Mountain” newsletter.


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In the absence of the CVGC President at the DFD meetings, the Club Representative will give a report to the District Board and District Members on the CVGC happenings.

Report DFD/CGCI news to the CVGC Board and CVGC Membership at associated meetings.

Fourth of July Parade Chair

The Fourth of July Parade Chair is responsible for coordination of events including preparations prior to and the day of the Clayton City parade.


Submit Parade entry form to the Public Service Officer, at Police Department located at Clayton City Hall, by a due date, at least one week prior to the Fourth of July. (See APPENDIX H, Points of Contact.)

Submit budget request to the CVGC President for poppy seeds, plastic bags, and labels for the Fourth of July Parade. Need to check in May to make sure supplies are available for June Seed Packing Party.

Arrange for seed packing party and float decorating party.

Historian

The Historian is required to keep records and files of all CVGC current and past activities.


Coordinate club historical information for website.

Keep Club’s digital hard drive up-to-date with club activities, photos, and documentation (e.g., Meeting Minutes, newsletters, financial reports).

Share photobook or digital slideshow at Annual Christmas Party or BBQ.

Hoop House Chair

The Hoop House Chair is required to handle all things related to the use, care, and access to the Hoop House which is currently located at the Utley property; a temporary home for raising CVGC plants for the Annual Plant Sale. (See


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APPENDIX B, Club Material Resources and APPENDIX C, CVGC/Utley Property Agreement.)


Ensure anyone who comes on the property signs the Disclaimer Agreement to use the property for the CVGC Plant Sale Storage. See the CVGC Disclaimer Form in the forms section.

Ensure water tanks are refilled as needed. There are two 225-gallon water tanks for storing reclaimed water.

Ensure work area is kept neat, clean and safe.

Ensure there is water schedule developed and posted with a volunteer to water plants approximately every other day during hot months and once a week during cold months. Plants may need to be checked daily when triple digit temperatures occur.

Set up work parties as needed for taking care of plants, potting up plants, keeping plant areas clean and weed free around the work areas.

Ensure supplies such as soil are available

Submit budget for the following year in August.

Keep shed neat and clean. Combination is 27-35-24

Library Bed Chair

The Library Bed Chair is responsible for coordinating and conducting Clayton Library Bed maintenance.


Schedule maintenance at least three times during the year; generally early March, early June, and October.

Submit budget request in August for the following year.

For Library Garden efforts and/or any problems noted within the gardens, act as liaison between the City of Clayton’s City Maintenance Supervisor (See APPENDIX H, Points of Contact) and the CVGC.


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Pick up orange city trash bags for work parties, available at the City Maintenance Building next to City Hall.

Newsletter Editor

Prepares newsletters no later than Saturday prior to the general meeting (during February through November) and provides to the Webmaster for distribution to membership via e-mail. The newsletter shall be distributed by e-mail, U.S. mail, and hand-deliver (only as needed).

Penny Pines Chair

The Penny Pines Chair is responsible for coordinating, purchasing, framing, and presenting framed Penny Pines plantation certificates to deserving CVGC members (or friends/relatives of deserving CVGC members) identified by the Penny Pines Chair, CVGC Board, or nominated by Membership (board must approve). Presentations typically occur at CVGC General Meetings. In some cases, presentations may occur in other locations, as may be necessary, and these cases should be documented with photos and brief summaries.


Chair shall safeguard and bring Penny Pines collection container to all General Meetings to be passed amongst the membership for donations. During Committee Reports at General Meetings, if the Penny Pines Chair has a presentation, he/she shall briefly announce the Penny Pines project objectives as referenced in the CGCI website (See APPENDIX I, Points of Contact) and goal amount ($68.00) for each plantation/certificate purchase in honor or memory of member(s). After this announcement, the Penny Pines presentation to the member(s) being honored shall take place.

The donations in the container shall be collected by the Treasurer and the amount collected announced at the end of each General Meeting. If the Chair cannot attend an upcoming General Meeting, arrangements should be made to deliver the collection container to the Treasurer prior to the meeting; or Treasurer may use another suitable container to collect Penny Pines donations. Treasurer will inform Penny Pines Chair of donation amount collected shortly after each General Meeting.

Chair to keep an up-to-date ledger or excel spreadsheet (preferred) of the Penny Pines collections from each meeting. In addition to monies collected, Penny Pines


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plantation/certificate expenses, and materials (frames, mat boards, sticker) expenses shall all be recorded.

When collections reach $68.00, a plantation/certificate may be purchased from a participating California National (USDA) Forest. See APPENDIX H for a list of participating forests.

A plantation/certificate honoree/recipient member(s) may be selected by the Penny Pines Chair, the Executive Board, or by nominations from General Membership (after submitting to the Executive Board and receiving approval). Typically, a recipient/honoree is a current outstanding volunteering member of the CVCG, or a member who has made a significant impact on the betterment of the Club (current or past). State reasons for nominations. Traditionally, all past presidents have been honored with a plantation/certificate. A recipient/honoree may also be a Board Member whose term has expired on good terms. Recipients/honorees may also be friends of the Club, or past members, or relatives of members who have passed and have made a significant contribution to the Club or community.

Any Club member or member of the community may individually purchase a Penny Pines plantation/certificate through the CVGC; however, the certificate will not be framed and may not be presented at a General Meeting.

When there is $68.00 in collected funds available, and an honoree has been selected, the Chair shall contact that honoree (or honoree’s relative or friend) and inquire which California National (USDA) forest in which they would like to be honored. The Chair shall email a PDF version of the California (USDA) forest list (See APPENDIX H) to the honoree.

Chair shall contact the Treasurer, informing them of the honoree’s name, so that a check made out to “USDA Forest Service” can be drafted and provided to the Chair by the Treasurer. Treasurer shall write the honorees name and forest in the memo line of the check.

Chair may then complete the online Penny Pines application form on the CGCI website. A hyperlink to the form will be underlined. Read the instructions and fill out the form completely. Print three (3) copies of the form prior to sending it. One copy is for the Penny Pines Chairperson’s binder, one copy is for mailing with check to the honoree’s forest office address, and one copy is for the Treasurer’s records.


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Prior to sending the application and check to the forest office, call the honoree’s forest office (See APPENDIX H), to see if they have a Penny Pines coordinator as a Point of Contact. Inform them you will be sending an application and check on behalf of the CVGC to honor a member. Put “Attention to: _________” (forest’s Penny Pines coordinator) on the envelope, and write a brief cover note with your contact info, to accompany the printed application and check to be mailed.

Plantations/certificates typically take weeks to months to be processed and arrive in the mail in a flat envelope (sometimes they arrive wrinkled).

After receipt of the certificate the Chair shall review it for accuracy and inform the forest office of any errors. If the certificate is good, the Chair shall tape the certificate to a mat board, apply pine tree stickers on mat board, and frame for presentation. All materials are available off-the-shelf from the stores listed below. Sales and/or coupons may be found online and coupons can usually be scanned from your mobile device at the cash register. See APPENDIX I, Points of Contact for store details.

Mat Board – precut, 11x14” with an 8x11” opening, natural or beige color, about $4.00 each may be purchased at “Cheap Pete’s” in Walnut Creek.

Pine Tree Stickers – Sticko brand – available at Hobby Lobby.

Wood Frame – 11x14 (with glass), natural weathered wood, about $15.00. Sometimes 50% off at Hobby Lobby.

Ideally, outgoing Penny Pines Chair will demonstrate to incoming Penny Pines Chair how to mat & frame a certificate for presentation.

Chair shall keep all Penny Pines material receipts for reimbursement and make copies to include in the Penny Pines binder. Submit receipt(s) and reimbursement request form(s) to the Club Treasurer in a timely manner.

Present Budget for frames to Treasurer in August for the following year.

Plant Sale Chair, Co-Chair(s), and Committee

The Plant Sale is the key fundraiser for the CVGC, and is one of the most time consuming and labor intensive projects done throughout the year. The Plant Sale Chair is responsible for assigning duties to the Co-Chair and Committee members listed under responsibilities to assure event success.


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The plant sale is typically held the second Saturday in May, Mother’s Day weekend. It is important that the date for use of Endeavor Hall be reserved at least one year in advance. Avoid local activity conflicts such as Clayton Historical Society Gardens Tour, Art & Wine Festival, and the Memorial Day celebration.

The Plant Sale Chair and Co-Chair are responsible for all pre- and post-sale activities, as well as coordination and set up the day of the plant sale. Coordination shall be done with the Hoop House Chair to transfer all plants and items to be sold.


Pre-Sale Requirements

Reserve Banner space with the City of Clayton in January as soon as possible, as the spots get taken up fast and early in the year. Note: City often is behind and doesn’t have the yearly calendar set up. The CVGC needs the banner space for six consecutive days; Monday through Saturday proceeding the day of the sale. The two banner spaces reserved from the City include: 1) The Banner Structure on Oakhurst Drive (just past Clayton City Limits headed East), and 2) the Oak Street off-ramp Banner Structure. It is helpful to have at least two people to hang banners, and to have plenty of rope, zip-ties, and cutting tools (e.g., scissors, wire cutters, razor knife) and a ladder.

Arrange to have the banners put up at the Oak Street off ramp off Clayton Road, and Oakhurst Drive the Sunday early evening before the following Saturday Plant Sale. Typically, immediately after the Garden Tours or Art & Wine Banners come down Sunday. These areas are available on a first come first served basis. A ladder is necessary for the top position at Oakhurst Drive.

Contact the City of Clayton to reserve the Endeavor Hall parking lot immediately after each Plant Sale (IMPORTANT). Do it when returning keys. City will supply a reservation form. Ask for early use of the Courtyard to receive plants the Friday before the sale at noon. If Endeavor Hall is not available, we need to find another city property location to hold our Plant Sale. If possible, it is best to go in person to the City of Clayton to reserve Endeavor Hall.

A certificate of insurance will need to be supplied to the City of Clayton, listing the City of Clayton as an Additional Insured. This comes from the CGCI insurer and is completed by the Treasurer. The fee ranges from approximately $30.00 to $35.00


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per certificate and should be applied for at least 60 days in advance. Obtain the contract from City and provide a copy to Treasurer for Insurance purposes.

Note: If we know all event dates in which CVGC will participate for the year we can request certificates all together and pay only one fee; rather than fees for each event.

Pick up Endeavor Hall key Friday day before the sale about noon to prepare for plant drop off; generally, from 3 p.m. to 7 p.m.

Advise Publicity Chair of the event particulars at least 60 days in advance, so announcements may be made in local papers and on Nextdoor.

Conduct Propagation and Potting Parties throughout the year to build plant inventory. An inventory of 500+ plants is desirable. See APPENDIX D - Color Bowl, Mini Herb Garden, & Mini Deco Pot, APPENDIX E - Shawna’s Thrillers, Fillers, and Spillers Plant List, and APPENDIX F - Propagation Guide.

Signups for committee members should be started at the February CVGC meeting.

If it is desired to have a booth at the Farmer’s Market on the day of the annual Plant Sale, a second tent would be needed and permission should be asked of the Pacific Coast Farmer’s Market Association. Reserve a spot around early April or one month before the Farmer’s Market opens in May. Since the CVGC is a Non-Profit, they will allow a free spot. CVGC cannot sell at the booth but can have information available and may send shoppers to the Endeavor Hall Parking Lot.

Note: Another option is to have our Information Booth just outside the Farmers Market; they welcome us as we attract customers. If the CVGC Booth is outside of the market, we can sell exhibit items. The Information Booth should have samples of items for sale at the Plant Sale location, a Price List, poppy seed handouts, CVGC membership brochures, copies of the CVGC newsletter, and an email signup sheet to send a couple of newsletters to those interested An EZ up, table, tablecloth, two chairs and a couple of signs with arrows guiding shoppers to the Endeavor Hall location will be needed to set up the Information Booth.

Develop, print, and distribute promotional flyers. The flyers should list the CVGC phone number and name of Plant Sale Chair, and CVGC website. Encourage all CVGC members to spread the word of our plant sale and provide promotional flyers to members for distribution. Remind the webmaster, and provide artwork,


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to place Plant Sale flyer on our Website. Laminate flyers and post at various business in downtown Clayton and nearby shopping centers (e.g., Lucky’s Bulletin Board, Hair Salons, Cleaners windows).

Seek permission from the owner of the Shell Station on Kirker Pass and Clayton Roads to place vinyl banner up starting the Sunday before the sale. This station owner has been very supportive to CVGC as he allows us to place our banner up each year (Note: be sure to get his approval ahead of time). Be aware big Clayton events, such as Art & Wine Festival take this extremely desirable spot for three weeks prior to their event, and if they are there first, will not share the space.

If there is a drawing for a Sloat Garden Center or R&M Garden & Patio gift certificate, they must be purchased. Ensure tickets are purchased and available for the drawing.

Day of Sale Requirements (See APPENDIX G for Plant Sale Tips)

Secure a $300.00 beginning cash till from the Treasurer for the sale; $20 in quarters, $50.00 in ones, 26 x $5.00 = $130 and 10 x $10 = $100.00. Two cash drawers are needed. CVGC has a cash drawer in the locked shed. A second cash drawer may be borrowed from CBCA. Make sure cash & checks be collected from the drawer for security during the course of the sale and given to Treasurer.

Enlist borrowing of additional tables and wagons from members for the date of the sale. Bring Lawn bags for trash cans

The CVGC has one Canopy Structure for the cashier in the Storage Shed. Additional EZ UP tents might be borrowed for use from the CBCA.

Print and distribute Plant Sale price lists to all working the sale, cashier tables and each table area.

Sunset Western Garden Books and other plant reference books should be available at the sale for reference. It is desirable to have a Master Gardener or Membership person near the reference table to help shoppers.

Make sure Membership Brochures, a signup sheet for anyone interested in receiving a few issues of our newsletter, and CVGC business cards with our phone number & website address are available at the reference table. We often pick up new members at our Plant Sales.


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Post-Sale Requirements

Take down banners and carefully roll them up, place them back in their original boxes and bind with rope, and return immediately to the shed for storage. Shed combination is 27-35-26

Plants not sold can be returned to the Hoop House property. If the Plant Sale is held before the Clayton Museum Gardens Tour, leftover plants could be sold at the Gardens Tour as many tour goers are looking for plants. Proceeds could benefit the Clayton Museum Garden. Discuss as we have done in the past.

If the current Plant Sale Chair does not intend to repeat in the coming year, a new chair should be sought immediately following the sale date of the current year; as Plant Sale preparation is an all year project.

Deliver a color bowl and Thank You card to the owner of the Shell Station (on the corner of Kirker Pass and Clayton Roads; as well as appropriate thank you cards/gifts to any other supporters of the CVGC Plant Sale.

Publicity Chair

The Publicity Chair is responsible for submitting information to local media calendar sections.


Submit General Meeting date, time, and monthly programs/speakers, as well as information on fundraisers and events, such as the Plant Sale and “Blossoms to Barbara”, to local media calendar sections and other possible advertisements that do not charge to 501(c) 3 organizations. See APPENDIX I, Points of Contact for detailed information to contact the following:

Clayton Pioneer and Concord Pioneer Club News – submit 2-3 weeks in advance with club photos (need high pixels) and write ups. As of 2014, meetings are no longer placed in the Calendar, however, events are still published.

The Diablo Gazette - Submit photos, events and calendar items for Club News & Events to the Editor. Delivered to Clayton, Concord, Martinez, Pleasant Hill, and Walnut Creek. Monthly CVGC Guest Speakers must be submitted three weeks in advance of the first of the month for publication.

Claycord.com - an internet newsletter – post meetings & events.


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Nextdoor neighbor website – post meetings & events.

Refreshments

Coordinates Host/Hostess(s) for each meeting to provide refreshments (snacks and drinks). Informs Newsletter Editor (for newsletter) and President (for agenda) of schedule.

School Chairs

The following are the schools in which CVGC provides volunteer and financial support during the year:

Clayton Valley Charter High School (CVCHS)

Diablo Valley Middle School (DVMS)

Mount Diablo Elementary School (MDES)

Olympic High School (OHS)

School Chairs are liaisons to their respective schools. Provide budget to Treasurer in August for following year. Budget for schools may include educational materials, fieldtrip expenses, speaker fees, or other educational matters relative to CVGC objectives: encourage interest in gardening, promotion of conservation of natural resources, civic beautification.

Inform schools of CGCI Awards – see APPENDIX H – Points of Contact .

Sunshine

Initiates contact with active members who have missed three consecutive meetings to assure they are all right. Sends Get Well or Sympathy cards to members who may be injured or ill, or to member’s spouses, as appropriate. Cards should be sent as soon as possible, and if possible signed by the membership at a meeting.

Webmaster

Our domain name “claytonvalleygardenclub.org” is registered with Melbourne IT (a domain name service provider company, based in Australia): https://www.melbourneit.com.au/. Our domain name is typically registered each year through Melbourne IT. The Webmaster or Assistant Webmaster are responsible for renewing our CVGC domain name prior to the due date, using the CVGC Debit Card with the President’s and Treasurer’s permission.

https://www.melbourneit.com.au/


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Note: In January 2014 our domain name was registered for 5 years at a rate of $100.00. Therefore, our next domain name renewal will be due January 2019.

As of 2018, The CVGC website is maintained by the Webmaster and is hosted without charge by CGCI at “californiagardenclubs.com”.

Updates to the site may be made by the Webmaster, Assistant Webmaster, and President. To update the pages, go to the CGCI main page and click on “Login – Website Administrator” near the bottom of the page.

User name is [email protected]

Password is available from the webmaster, Laura Fairbanks

After successful login to the website there are four options available: View, Edit, Track, and File Browser. The two pages the CVGC site is currently using are listed below:

Clayton Valley Garden Club (which leads to the main web page), and

Newsletters, which leads to the on-line newsletters.

To update the web page, click on “Clayton Valley Garden Club” and then click on “Edit”. Use standard word processing methods to make changes (e.g., use the delete key to remove highlighted text, type to add text). Click on “Save” to save the changes.

To up load the newsletters, go to “File browser” and click on upload. Select the newsletter file on your computer and click upload again. The file will be saved to the web site.

To connect the uploaded file to the link on the Newsletter page, click on “Edit” then highlight the title of the newsletter, select “Link” from the edit menu, click on “Browse server” then double click on the file you want to link to. Then click “OK.” Click on “Save” at the bottom of the page to save the changes you have made.

CVGC MEMBERS

General Membership information is described in the CVGC Bylaws under ARTICLE III – MEMBERSHIP & DUES, Sections 1-3.

mailto:[email protected]


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Other expectations include:

Decorum: All members are expected to behave in a respectful manner, acting reasonably and correctly during meetings or in any situation that reflects on the CVGC.

Grievance: Member grievances shall be brought to the CVGC Board for investigation and action. All grievances, and members bringing them forward, shall be kept in confidence.

AWARDS

California Garden Club, Inc. Awards (All due 1 December)

All awards for CGCI are listed in the CGCI Yearbook, Manual & Roster or on the CGCI website “www.CaliforniaGardenClubs.com/awards” (See APPENDIX I, Points of Contact). Two copies of the CGCI Manual are provided to each club for the Club President and Club Representative. An example of an award write up can be found on the CGCI website noted within APPENDIX I, Points of Contact and two CVGC award submittals are in APPENDIX J, Sample Award Applications.

Diablo Foothills District (DFD)

All awards for DFD are listed in the DFD Yearbook. Club President and Club Rep have a copy of the DFD yearbook. District awards include Propagator of the Year, Floral Arranger of the Year, and Container Designer of the Year.

FORMS (Provided for reference)

Diamond Terrace Room Reservation (for General & Board meetings)

Disclaimer Form for Hoop House/Utley Property

Donation Receipt

Expense Report

Membership Application/Renewal Questionnaire

Membership Application Trifold

Nomination Form

Penny Pines Donation & Reporting Form (Sample Only – to be completed online).


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Diamond Terrace – Room Reservation

We are happy to serve our community and our residents by allowing them to reserve a room free of charge.

In exchange we ask that the participants abide by the following terms and conditions.

Group/Individual:

One Time Event:

Ongoing Events:

Frequency:

Room Requested:

Date of Event:

Time of Event:

to

Contact Name:

Phone:

Address:

Email Address:

1. Rules of the Facility:

2. Room must be left in the same condition as it is found.

3. All trash generated from the event must be disposed of off-site - No trash in our garbage cans and/or dumpsters.

4. No kitchen access which includes the coffee machine, juice machine or any supplies.

5. No candles, open flames or smoking inside the building. There is a designated smoking area outside. Please ask for assistance.

6. Room capacity may not exceed that which is allowed by state fire code.

7. In case of an emergency please stop by the office for assistance. If event is after normal business hours there will be information as to who to contact posted at the office.

Signature for Event Diamond Terrace Representative

Print Name Print Name

Date Date


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Disclaimer form for CVGC Hoop House guests on Utley Property

1. Acknowledgement of Risks: CVGC acknowledges and understand that there are risks and dangers involved in entering onto the Property for the purpose of gardening. This includes, but is not limited to: risk of injury from lifting heavy objects, falling or tipping on uneven surfaces or debris, strain from digging, bending, kneeling, and so on. Gardeners Assume all risk of loss, injury and illness, however caused, arising in connection with gardening on Owners Property.

2. Agreement to Release Owner from Liability: As consideration for the privilege of storing and maintaining plants on Owner’s Property, CVGC members agree not to make a claim against or sue Owner for injury, loss, or illness that Gardeners may experience in connection with gardening in the Owner’s yard. Gardeners agree to indemnify, hold harmless, and defend Owner from all claims, liability, or demands that Gardeners of any third party may have or in the future make against Owner for injury, loss, damage arising from the gardening on Owner’s Property . This is intended to be a complete release, discharge, and waiver of any and all actions, causes of action, or lawsuits against Owner arising in connection with Gardener’s presence on Owner’s Property for gardening purposes.

Print Name

Signature

Date

Oct. 2018


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P.O. Box 633, Clayton, CA 94517 (925) 276-2299

Clayton Valley Garden Club is a 501(c) 3 non-

profit organization, Federal Tax ID 68-0398274

Your donation is gratefully acknowledged.

Date of Donation ______________________

Donor’s Full Name_____________________

Items Donated / Value:

Received by:

Date:

P.O. Box 633, Clayton, CA 94517 (925) 276-2299

Clayton Valley Garden Club is a 501(c) 3 non-

profit organization, Federal Tax ID 68-0398274

Your donation is gratefully acknowledged.

Date of Donation ______________________

Donor’s Full Name_____________________

Items Donated / Value:

Received by:

Date:

CVGC Donation Receipt


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CVGC Nomination Form

Your opinions are important to our club, please take a few minutes to fill out the form below and return it to the nominating Chairperson today. Your suggestions for members to fill association offices will be helpful to the Nominating Committee. The

Membership Application Trifold


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CVGC Nomination Form

Your opinions are important to our club, please take a few minutes to fill out the form below and return it to the nominating Chairperson today. Your suggestions for members to fill association offices will be helpful to the Nominating Committee. The Nominating Committee will contact the club members to get their permission to put their names on the ballot

Description Nominee

President: The President shall preside at all general and special meetings of the club and the Executive Board and appoint the Parliamentarian and committee chairs (except the Nominating Committee Chair). The President shall prepare and submit an agenda to the Executive Board prior to board meetings and to the General Membership prior to the general meetings. The President shall be an ex-officio member of all committees, except the nominating committee. The President shall sign all expense vouchers prior to remittance to the Treasurer for payment.

Vice President: The Vice President shall assist the President when needed and shall assume the duties of the President in his/her absence or when asked. If the President is unavailable the Vice President may sign expense vouchers prior to remittance to the Treasurer for payment. The Vice President shall assume the duties of the Secretary and/or the Treasurer in their absence.

Secretary: The Secretary shall take minutes at all general, special and executive board meetings and shall keep and maintain a book of all meeting minutes. The Secretary has one (1) week after any meeting to submit minutes to the executive board for review. After review by the executive board, the Secretary will distribute the general meeting minutes to the membership, the board meeting minutes to the executive board and special meeting minutes to the appropriate group. The Secretary shall answer all necessary correspondence and shall assume the chair in the absence of the President and Vice President.

Treasurer: The treasurer shall be the custodian of all funds for the club and keep an itemized account of all receipts and expenditures. The Treasurer shall provide a detailed oral report of receipts and expenditures and the club’s financial status at each general meeting. Written copies will be provided to the President and Secretary. The Treasurer shall chair the Budget Committee.


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Description Nominee

Membership: Membership shall keep and provide up-to-date rosters, name tags, and roll sheets at all general meetings. He/she will send welcome notes to new members and provide them with a membership packet, encourage guests to join by providing a membership form, compile the membership directory, and maintain overall club membership. He/she will notify the executive board, webmaster, and newsletter editor of any new members joining within one (1) week.

Programs: Programs shall schedule all club meeting speakers and introduce them at the schedule meeting. He/she will notify the newsletter editor, webmaster, and publicity chair of the upcoming program in time for it to be included in the newsletter, website, and any other media outlets. He/she is responsible for obtaining any audio-visual equipment needed. All field trips shall be scheduled by Programs.


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Note: This form is to be completed online. The following is provided for information purposed only.

Penny Pines Donation & Reporting Form The following form is to accompany your check to the Forest Service and to

report donations to the CGCI Penny Pines Chairman DO NOT MAIL CHECKS TO THE CGCI CHAIRMAN - ALL CHECKS ARE PAYABLE TO AND

MAILED TO THE FOREST SERVICE OFFICE SELECTED NOTE: This form is to be used by clubs or individuals that are

members of California Garden Clubs (CGCI). Women's Clubs, Scout groups, Rotary or any other non-CGCI organization can mail checks directly

to the forest service. Please DO NOT use this form.

Donor * Individual, Club or District making the donation

Club Name (if donor is an individual)

District (if donor is a club) - None -

Forest receiving donation *

- Select -

The forest service office where check is to be sent. Click on the office of choice.

Donation in honor of

More than one name can be listed on one form. Include full name of all individuals or groups being honored. Separate names with semi-colon.

Donation in memory of

More than one name can be listed on one form. Include full name of all individuals being memorialized. Separate names with semi-colon.


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Total number of donations/plantations submitted on this form * This is the TOTAL NUMBER of all plantations included in this donation (general, in honor and/or in memory)

Total dollar amount enclosed * $ Total dollar amount covering all donations listed on this form (1 = $68, 2 = $136 etc.). Checks should be $68 or multiples thereof.

Penny Pines certificate is to be mailed to *

In order for the US Forest Service to provide certificates: Please include the complete mailing address (Name, Street or PO Box, City and Zip Code) where certificate(s) should be sent. Note: If you are honoring/remembering more than one individual, and would like certificates for each individual or family, suggest all certificates be sent to one address (individual, club or district) for distribution.

Your name * Individual submitting this form

Your email address * Email address where we may reach you in the event there are questions.

Print TWO copies before clicking on the Submit button

Submit


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APPENDIX A: ACRONYMS

ASAP As Soon As Possible

CBCA Clayton Business & Community Association

CD Compact Disk

CGCI California Garden Clubs, Inc.

CHS Clayton Historical Society

CVCHS Clayton Valley Charter High School

CVGC Clayton Valley Garden Club

DFD Diablo Foothills District

D&O Directors & Officers

DVMS Diablo Valley Middle School

MDES Mount Diablo Elementary School

OHS Olympic High School

POC Point of Contact

TBD To Be Determined


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APPENDIX B: CLUB MATERIAL RESOURCES

Item Location P.O. Box Keys (2 each) President

Treasurer Combo lock 27-35-24 Hoop House Chair

Banners

Plant Sale (3) Shell Station, Oak Street Entrance, & Oakhurst entrance

CVGC/CGCI Banner

DVMS Gift

Storage Shed Storage Shed Storage Shed

Aprons Storage Shed

Aqua Rocks Polymer Hoop House Chair Club Hoses (2 each) Museum (front & side), Hoop

House Plant Racks (2 each) Hoop House Chair

Perlite Hoop House Chair Soil (Cactus, peat mix) Hoop House Work Area

Gallon & various size pots Hoop House Work Area Root Hormone Hoop House & Chair

Plant Tags Hoop House, Chair & Storage Shed

Ruth Bancroft Membership/Guest Cards Treasurer


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APPENDIX C: CVGC/UTLEY PROPERTY AGREEMENT

Agreement to Use Property for Clayton Valley Garden Club Plant Sale Plant Storage

Prepared by Linda Cruz Reviewed and Edited by Gloria Utley

Approved by CVGC Board members March 24, 2016

This Agreement is made between Gloria Utley, Owner of the property located at 5950 High Street, Clayton, California and the Clayton Valley Garden Club. Clayton Valley Garden Club referred to as “CVGC” is a 501(c) (3) non-profit, tax exempt organization with an interest in raising plants for the purpose of an Annual Fundraiser Plant Sale in order to provide funds to accomplish their objective which is: “to encourage interest in all phases of home gardening, to promote conservation of natural resources, and to aid in civic beautification, education of the community and our members.” Gloria Utley supports and allows CVGC members to use the Property on the following terms:

1. Agreement: Owner agrees to allow CVGC to use the Property for the purpose of growing plants.

2. Section of Property to be Used by CVGC: Gloria Utley agrees that CVGC may conduct gardening activities on the portions of the Property described as follows:

The Southeast section behind the barn and garage, at the water tanks, the Hoop House, and a portion of the caged garden area.

CVGC acknowledge and understand that Property is Owner’s home. CVGC agrees to respect Owner’s privacy and personal space, and therefore agree not to enter onto portions of the Property that are not designated for use by CVGC.

3. When CVGC May Have Access to the Property: CVGC members need to contact the CVGC Liaison, Linda Cruz, prior to private property entry. If Linda is not available, other liaisons that may be contacted are Toni Hegemier, Carolyn Whitmore, Diane Selmer, and Robin Willis. Liaison(s) will inform owner for members entering property such as water delivery, workshops, work parties, preparing plants for Plant Sale, delivering plants, plant maintenance.


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4. Who May Be on the Property and Take Part in Gardening Activities: CVGC members.

5. Use of Produce: Not Applicable

6. Design and Appearance of the Garden: CVGC agrees to maintain a tidy appearance on the property in the immediate area surrounding the Hoop House Project area.

7. Construction of Raised Beds: Not Applicable

8. Construction of Greenhouses: CVGC constructed a small greenhouse with the approval of Owner and agreement of location. If the owner so requests, CVGC shall remove any greenhouses on termination of this Agreement.

9. Where CVGC Will Store Tools and Other Items: A few items are stored in the barn. Barn access is limited to CVGC Liaison and to Doug Hegemier for access to electricity for water pump when delivering water to water tanks.

10. Arrangement for Access to Water: Two 275-gallon water holding tanks have been placed on the property by CVGC. As needed, CVGC member Doug Hegemier, has permission to deliver water.

11. Gardener’s Access to Bathrooms: None

12. Arrangement for Managing Waste and Compost: Owner agreed to allow CVGC to use her two compost bins placed behind the caged garden next to the Hoop House for organic waste matter; paper, cardboard, plant material (no weed seeds, no meat, no oil, no sweets ). All other garbage must be placed in garbage cans at the entrance of the property across the creek bridge or otherwise removed from the property.

13. Arrangement for Parking: For unloading, vehicles may drive up to the mulch area or next to the barn and garage. Otherwise, there is room for a few vehicles to park diagonally alongside the creek fence in front of the garage.

14. Use of Pesticides, Herbicides and other Chemicals: CVGC agrees to avoid use of chemicals unless permission granted by Owner.

15. Testing and Remediation of Soil: Not Applicable


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16. Animals: Not Applicable

17. Avoiding Nuisance: CVGC will take care to ensure that water run-off, dust, visitors and noise do not bother neighbors. Should neighbors complain that the gardening activities are a nuisance, CVGC agrees to cooperate with Owner to find a solution that will reduce or eliminate the nuisance.

18. Costs: CVGC is responsible for any costs for materials they use on the plants or the Hoop House and water tanks.

19. Acknowledgement of Risks: CVGC acknowledges and understand that there are risks and dangers involved in entering onto the Property for the purpose of gardening. This includes, but is not limited to: risk of injury from lifting heavy objects, falling or tipping on uneven surfaces or debris, strain from digging, bending, kneeling, and so on. Gardeners Assume all risk of loss, injury and illness, however caused, arising in connection with gardening on Owners Property.

20. Reduction of Risk: CVGC will take care to remove hazards from the Property including but not limited to holes, sharp objects, or items that could cause people to trip and fall. Gardeners’ will use care in lifting, using ladders, and other activities that could result in strain or injury. Gardeners will carefully supervise any ‘approved’ visitor to the Property, especially if visitors are children.

21. Agreement to Release Owner from Liability: As consideration for the privilege of storing and maintaining plants on Owner’s Property, CVGC members agree not to make a claim against or sue Owner for injury, loss, or illness that Gardeners may experience in connection with gardening in the Owner’s yard. Gardeners agree to indemnify, hold harmless, and defend Owner from all claims, liability, or demands that Gardeners of any third party may have or in the future make against Owner for injury, loss, damage arising from the gardening on Owner’s Property. This is intended to be a complete release, discharge, and waiver of any and all actions, causes of action, or lawsuits against Owner arising in connection with Gardener’s presence on Owner’s Property for gardening purposes.

22. Insurance: CVGC is insured under California Garden Clubs, Inc. provided by McDaniel Insurance Services, LLC.


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23. Damage to Property: Should CVGC activities result in any damage to the Property or to structures on the Property, the member causing such damage agrees to repair such damage at his/her own expense, or compensate the Owner for the value of property damage.

24. Handling Disputes: If a dispute arises between Owner and CVGC that cannot be resolved through discussion, then parties agree to attend at least one mediation session. Parties will share the cost of the mediation.

25. Duration of this Agreement: This agreement will terminate when the Owner and/or CVGC decide to terminate use of Property.

Termination by Owner: If Owner decides to terminate the use of Property for whatever reason, CVGC will need one month to remove all CVGC property including, plants, Hoop House, Greenhouse, Water Tanks, and tools from Owner’s Property.

26. Termination by CVGC: CVGC may terminate this Agreement at any time with two weeks’ notice to Owner.

27. Responsibilities and Rights on Termination: At the termination of this Agreement, CVGC will need time not to exceed 60 days or per Gloria’s needs to remove all CVGC possessions from the Property (all materials purchased or received by donation by CVGC) including plants, Hoop House, Greenhouse, Water Tanks and fixtures and drain pipe (not materials that that Owner allowed use of). CVGC will leave Property in tidy condition.

Note: UPDATE OCTOBER 2018 - Item 27 “CVGC will need time not to exceed 60 days or per Gloria’s needs to remove all CVGC possessions.


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APPENDIX D: COLOR BOWLS, MINI HERB GARDENS, & MINI DECO POTS COLOR BOWLS

Each bowl should have: “Thriller” - Tall, “Filler” - Medium, and “Spiller” - Falls over the edge

Thrillers/Tall:

Blue Fistula Purple Fountain Grass

Stock Celosia

Grasses Stachys

Coreopsis Penstemons

Yarrow Coleus

Lavenders Flax Fillers/Medium:

Marigolds Viola Ferns

Pansies Johnny Jump Up Hostas

Alyssum Impatiens Anything Colorful!

Petunias Dusty Miller

Lobelia Heliotropes

Begonias Lantanas

Spillers/Falls over the edge

Bacopa Nasturtiums Creeping Charlie-Glechoma

Million Bells Ivy Verbena

Lobelia Trailing Sweet Potato Vine MINI HERBS – May Include:

Parsley Basil Chives

Thyme Lemon Thyme Mint

Chocolate Mint Rosemary Dill

Sage Oregano Tarragon MINI DECO POTS – May Include: Various types of Succulents and Sedum


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APPENDIX E: SHAWNA’S THRILLERS, FILLERS AND SPILLERS PLANT LIST Thrillersfillersandspillers.com

Sun Thrillers Shade Thrillers

-Angelonia (Angelonia angustifolia) -Black Eyed Susan (Rudbeckias spp.) -Coneflower (Echinacea) Coreopsis (Coreopsis ‘Moonbeam’) -Dahlias (Dahlia spp. And varieties) -Delphinium (Delphinium elatum) -Dianthus Heart Attack (Dianthus b. 'Heart Attack') -Elephant Ears (Alocasia) -Gaura (Gaura lindheimeri varieties) -Goldenrod (Solidago 'Baby Gold') -Honeysuckle (Lonicera nitida ‘Lemon Beauty’) -Hyssop (Agastaches spp. and varieties) -Kangaroo Paw (Anigozanthus varieties) -Mat Rush (Lomandra 'Breeze') -Mirror Plant (Coprosma) -New Zealand Flax (Phormium tenax spp.) -New Zealand Wind Grass (Stipa arundinacea) -Penstemons (Penstemon spp. and varieties) -Pincushion Flower (Scabiosa spp. and varieties) -Russian Sage (Perovskia atriplicfiolia) -Sage (Salvias spp. and varieties) -Sedge (Carex spp. and varieties) -Snapdragon (Antirrhinum majus varieties) -Yarrow (Achilleas varieties) -Zinnia (Zinnia elegans)

-Black Mondo Grass(Ophiopogon p. Nigrescens) -Bleeding Heart (Dicentra spectablis) -Blood Red Dock (Rumex sanguineus) -Coleus (Coleus varieties) -Columbine (Aquilegia caerulea varieties) -False Spirea (Astilbe spp.) -Flowering Maple (Abutilion varieties) -Foxglove (Digitalis purpurea) -Giant Lilly Turf (Liriope gigantean) -Honeysuckle (Lonicera nitida ‘Lemon Beauty’) -Japanese Forest Grass (Hakonechloa macra varieties) -Sedge (Carex spp. and varieties) -Sweet Flag (Acorus) -Swedish Ivy (Plectranthus ‘Mona Lavender’)


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Sun Fillers Shade Fillers

-Angelonia (Angelonia angustifolia) -African Daisy (Arctotis hybrids/Osteospermum spp. and varieties) -Aster (Aster spp. and varieties) -Avens or Geum (Geum chiloense and varieties) -Bluebeard (Caryopteris spp. and varieties) -Germander (Teucrium chamaedrys) -Gold Coin Cow’s Eye (Astericus maritimus ‘Gold Coin’) -Lavender Cotton (Santolina chamaecyparissis 'Lemon Queen') -Lobelia (Lobelia erinus) -Marguerite Daisy (Argyranthemum frutescens) -Mirror Plant (Coprosma repens) -Nemesia (Nemesia fruticans varieties) -Pansy hybrids (Viola wittrockiana varieties) -Pelargonium (Pelargonium x hortorum 'Vancouver Centennial') -Primrose (Primula spp. and varieties) -Spurge (Euphorbia 'Blackbird’,‘Helena’s -Blush' and/or 'Ascot Rainbow') -Swan River Daisy (Brachycome varieties) -Twinspur (Diascia varieties) -Zinnia (Zinnia 'Profusion Series')

-Coleus (Coleus hybrids) -Coral Bells (Heuchera varieties) -Dryopteris erythrosora (Autumn Fern) -Efanthia Spurge (Euphorbia ‘Efanthia’) -Cuphea (Cuphea llavea ‘Flamenco Samba’ and/or ‘Cha Cha’) -Fragrant Delight Heliotrope (Heliotropium arborescens ‘Fragrant Delight’) -Fuchsia (Fuchsia x hybrida) -Impatiens (Impatiens walleriana) -Jacob’s Ladder (Polemonium caeruleum) -Pentas (Pentas lanceolata varieties) -Plantain Lily (Hosta varieties) -Quick Silver Hebe (Hebe pimeleoides ‘Quick Silver’) -Rosy Maiden Fern (Adiantum hispidulum) -Geranium (Geranium spp. and varieties) -Varigated Campion (Silene dioica ‘Clifford Moor’) -Viola (Viola cornuta varieties) -Wishbone Flower (Torenia fournieri)


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Sun Spillers Shade Spillers

-Blue Pimpernel (Anagallis monelli) -Cranesbill (Erodium x variabile) -Creeping Zinnia (Sanvatalia procumbens) -Emerald Gaiety Euonymus (Euonymus fortunei ‘Emerald Gaiety’) -Garden Verbena (Verbena hybrids) -Gold Carpet Bidens (Bidens feruliforia varieties) -Ground Morning Glory (Convolvulus sabitus) -Kent Beauty Oregano (Origanum rotundifolium ‘Kent Beauty’) -Lantana (Lantana x Bandana Series) -Licorice Plant (Helichrysum petiolare) -Lithodora (Lithodora diffusa) -Little Trudy Catmint (Nepeta x faassenii ‘Little Trudy’) -Million Bells (Calibrachoa varieties) -Peruvian Verbenas (Verbena peruviana varieties) -Silver Falls Dichondra (Dichondra argentea) -Thyme (Thymus serphyllum varieties) -Walkabout Sunset Loosestrife (Lysimachia congestiflora ‘Walkabout Sunset’)

-Creeping Jenny (Lysimachia ‘Jungle Green’) -Dickson’s Gold Bellflower (Campanula ‘Dickson’s Gold’) -Dwarf Wirevine (Muehlenbeckia axillaris ‘Nana’) -Glechoma hederacea (Ground Ivy) -Golden Creeping Jenny (Lysimachia ‘Goldii’) -Mahogany Carpet Bugle (Ajuga reptans ‘Mahogany’) -Parrot’s Beak (Lotus Berthelotti varieties) -Silver Falls Dichondra (Dichondra ‘Silver Falls’) -Sunshine Speedwell (Veronica repens ‘Sunshine’) -Sweet Potato Vine (Ipomoea batata varieties) -Water Hyssop (Bacopa varieties)

There are many plants that work great in containers, the list above is just a few of Shawna’s favorites. Don’t forget to try herbs and vegetables, just remember to consider the plant’s light and water requirements.

The availability of the these plants varies from season to season so be sure to visit your local nursery often spring, summer, fall, and winter.


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Plants that Attract Beneficial Insects

Achillea (Yarrow) – Lady Beetles, Lacewings, Hoverflies and Parasitic Mini-Wasps. Agastache – Hummingbirds and the scent is said to repel Cabbage Moths. Alyssum saxatilis – Lady Beetles Ajuga reptans – Lady Beetles Calendula – Lady Beetles, Hoverflies, Bees, Assassin Bugs and Parasitic Mini-Wasps. Centaurea cyanus (Bachelor’s Button) – Lady Beetles, Lacewings and Parasitic Mini-Wasps. Coreopsis (Tickseed) – Bees (there are many other plants that attracts bees…) Cosmos – Hoverflies, Lacewings, Parasitic Mini-Wasps, Assassin Bugs and Lady Beetles. Cuphea – Hummingbirds Eriogonum fasciculatum – Lady Beetles and Hoverflies Euphorbias – Bees Fennel – Damsel Bug, Lacewing, Lady Beetles, Mealy Bug Destroyer and Pirate Bug. Fuchsia – Hummingbirds Gaillardia x grandiflora (Blanket Flower) – Bees Limonium latifolium (Statice) – Hoverfly Lobelia erinus – Hoverflies and Parasitic Mini-Wasps Lotus Berthelotti – Hummingbirds Melissa officinalis (Lemon Balm) – Hoverflies, Parasitic Mini-Wasps and Tachinid Flies. Mentha pulegium (Pennyroyal) – Tachinid Fly Monarda (Bee Balm) – Bees and Hummingbirds Nepeta (Catmint) – Lacewings Origanum – Bees Parsley – Parasitic Mini-Wasps Rudbeckia fulgida – Hoverflies Salvia spp. – Bees and Hummingbirds Sedums – Bees and Hoverflies Solidago – Lacewings, Big-Eyed Bugs, Minute Pirate Bugs, Assassin Bugs, Damsel Bugs and Soldier Beetles. Tanacetum (Feverfew) – Lady Beetles, Parasitic Mini-Wasps, Lacewings, and Tachinid Flies.


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Thymus serphyllum and many other Herbs – Tachinid Flies and Parasitic Mini-Wasps

Beneficial Insects (The Good Guys)

Assassin Bug – tent caterpillars, earwigs, scale, spider mites and aphids. Bees – pollinate Big-eyed Bug – caterpillars, flea beetles, leafhoppers, tomato fruit worm and mites. Lady Beetle – the larvae (which look like little alligators) destroy most of the pest. They eat more pest than the adults, both feed on aphids and some scale. Damsel Bug – aphids, small caterpillars and leafhoppers Green Lacewings – aphids, mites, whitefly, scale, mealybugs, thrips, psyllids, leafhoppers and small caterpillars. Hover Fly – (aka Syrphid Fly) – aphids, mealy bugs and small caterpillars. Minute Pirate Bug – aphids, mites, scale, whiteflies and thrips. Parasitic Mini-Wasps – corn earworms, cabbageworms, whiteflies and tent caterpillars. Solider Beetle – cucumber beetles, corn rootworms, beetle larvae, and aphids. Tachinid Flies – caterpillars (corn earworm, imported cabbage worm, cabbage looper, cutworms, armyworms), stick bugs, squash bugs nymphs, beetles and fly larvae.


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APPENDIX F: PROPAGATION GUIDE PROPAGATION GUIDE

KEEP YOUR CUTTINGS COOL, IN SHADE, IN A CONTAINER (VASE) OF WATER

CLEAN CONTAINER WITH DRAINAGE HOLES. ASK FOR DRILL IF YOU NEED TO MAKE HOLES.

FILL GENTLY WITH PERLITE. DO NOT BREATHE DUST. PERLITE IS SUPER HEATED VOLCANIC ROCK

THAT HOLDS WATER AND AIR.

FILL THE CONTAINER CONTAINING PERLITE WITH WATER. LET IT SOAK AND DRAIN.

PREPARING CUTTINGS

CHOOSE THE NEWEST STEM GROWTH. NEWEST GROWTH IS EASIEST TO START.

CUT OFF ANY FLOWERS AND/OR PINCH THE TIP OF THE CUTTING. MOST OF THE GROWTH

HORMONE IS AT THE TIP OF THE PLANT AND WHERE THE PLANT GROWS FROM. WE DO NOT WANT

THE PLANT TO GROW NOW. WE WANT TO ENCOURAGE ROOT GROWTH.

LEAVE A FEW LEAVES AT THE TOP OF THE CUTTING FOR PHOTOSYNTHESIS. IF THE LEAVES ARE TOO

LARGE, SUCH AS HYDRANGEA, CUT THE LEAVES IN HALF.

MAKE YOUR CUTTINGS SO YOU HAVE AT LEAST TWO INTERNODES THAT WILL FIT IN THE PERLITE

MEDIUM. YOUR CUTTING SHOULD BE ABOUT 4” TO 6” after removing the tip and cut fresh end.

STRIP ALL THE BOTTOM GROWTH ON YOUR CUTTING.

DIP YOUR CUTTING IN THE HORMONE SOLUTION FOR A MINIMUM OF 10 SECONDS. SEVERAL

MINUTES WILL NOT HURT.

IF YOU HAVE A WOODY STEM, SCRAPE THE WOOD WITH YOUR CLIPPER BLADE PRIOR TO

INTRODUCING THE HORMONE. THIS WILL FACILIATE ABSORPTION.

GENTLY PLACE YOUR CUTTING IN THE PERLITE.

BE SURE TO LABEL YOUR CUTTINGS. YOU WILL FORGET WHAT CUTTING IS WHAT! INCLUDE COLOR.

CREATE GREENHOUSE EFFECT. EXAMPLE: USE VEGETABLE PLASTIC CONTAINERS.

MUST HAVE AIR FLOW.

MIST CUTTINGS 3X PER DAY.

MOVING ROOTED CUTTINGS TO SOIL

HAVE CLEAN POTTED SOIL READY TO PLANT YOUR CUTTINGS

GENTLY LIFT YOUR ROOTED CUTTINGS FROM THE PERLITE MEDIUM WITH A TOOL (PLASTIC SPOON)

YOU HAVE 30 SECONDS TO MOVE YOUR ROOTS TO SOIL (KEEP MOIST). MICROSCOPIC HAIRS ON THE

ROOTS WILL BEGIN TO DIE IMMEDIATELY.

OK TO LEAVE PERLITE ON THE ROOT BALL.

GENTLY WATER YOUR NEWLY POTTED PLANT.

WHEN POSSIBLE KEEP YOUR NEW BABY PLANTS WARM WITH BRIGHT LIGHT. NO DIRECT SUN YET.

GREENHOUSE IS IDEAL.

AFTER A WEEK OR 2 OR AS NEW GROWTH APPEARS HARDEN OFF THE PLANT GENTLY

WHEN NEW GROWTH OR PLANT IS LARGE ENOUGH, MOVE ESTABLISHED YOUNG PLANT OUTSIDE IN

PROTECTED AREA IN ORDER TO HARDEN OFF. PROTECT FROM DIRECT SUN AND FROST WHEN

YOUNG.


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APPENDIX G: PLANT SALE TIPS

If you are growing plants that you have planned to pot-up to a larger pot for the sale, they need to be potted up a minimum of one month prior to the sale.

The replanted plants need the time to root into their new home before offering them for sale. They should be fertilized when repotting and kept in a warm, sunny location even if they are shade loving plants. If a spike (80+) in temperatures is expected, bring them back into some shade.

Potted plants can dry out very quickly without rain in just mid-70-degree weather. If you are holding plants for the sale, please move them to a warm sunny location, and be sure that if there is no rain - to keep the soil moist.

You are requested to bring any plants that you have for the sale down to Endeavor Hall Friday before the sale. We will be there to receive them from 4PM-7PM. Our sale starts at 8 AM Saturday morning. If you cannot make it Friday, you’ll need to be at Endeavor Hall by 7:30 AM Saturday or make other arrangements.

Please be sure that the plants you are bringing to the sale are well watered the day before as there is no hose or outside water available at Endeavor Hall.

If you have plants that you are not sure are ready to sell, please contact the Plant Sale Committee Chairperson(s), so Plant Sale Committee can arrange a time to look at them. We are better served to hold a plant than sell an immature plant and disappoint a customer. Remember, we want them to buy now and come back to our future sales. That only happens if we supply good plants, good value and good service.

An encyclopedia with pictures of plants that CVGC sells would be desirable if CVGC has a volunteer that would like to prepare one. Information needed for the book for plants you plan to bring to the sale is the:

Botanical name

Common name

Sun requirements

Water requirements

Flower color

Any special notes


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Do your best as this information is used to help those that do not know your plants, to sell them so we have happy satisfied customers.

If you have questions or comments, you can reach the Plant Sale Committee Chairperson(s).


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APPENDIX H: PARTICIPATING PENNY PINES PROGRAM CALIFORNIA (USDA) NATIONAL FORRESTS

Angeles National Forest

701 Santa Anita Ave. Arcadia, CA 91000 (626)574-1613

Mendocino National Forest

825 No. Humboldt Ave. Willows, CA 95988 (530) 934-3316

Cleveland National Forest

10845 Rancho Bernardo Rd, Ste. 200 San Diego, CA 92127 (858) 674-2901

Plumas National Forest

159 Lawrence St. P.O. Box 11500 Quincy, CA 95971 (530) 283-2050

Eldorado National Forest

3070 Camino Heights Dr. Camino, CA 95709 (530) 644-6048

San Bernardino National Forest

602 S. Tippecanoe Ave. San Bernardino, CA 92408 (909) 382-2600

Inyo National Forest (not participating in Penny Pines)

873 No. Main St. Bishop, CA 93514 (760) 873-2400

Sequoia National Forest

900 W. Grand Ave. Porterville, CA 93257- 2035 (559) 784-1500

Klamath National Forest

1711 S. Main St. Yreka, CA 96097 (530) 841-4452

Shasta-Trinity National Forests

2400 Washington Ave. Redding, CA 96001 (530) 244-2978

Lake Tahoe Basin Management Unit

35 College Drive South Lake Tahoe, CA 96150 (530) 573-2600

Sierra National Forest 1600 Tollhouse Rd. Clovis, CA 93611 (559) 297-0706

Lassen National Forest

2550 Riverside Dr. Susanville, CA 96130 (530) 257-2151

Stanislaus National Forest

19777 Greenley Rd. Sonora, CA 95370 (209) 532-3671

Los Padres National Forest

6750 Navigator Way, Ste. 150 Goleta, CA 93117 (805) 968-6640

Tahoe National Forest 631 Coyote St. Nevada City, CA 95959 (530) 265-4531


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APPENDIX I: POINTS OF CONTACT (POC) California Garden Clubs, Inc. (CGCI) – www.californiagardenclubs.com

Awards – www.CaliforniaGardenClubs.com/Awards – “Member & Business Recognition”.

Current Awards Manual & Sample of Award Write Up - http://californiagardenclubs.com/sites/default/files/Awards/2017%20NEW%20Awards%20manual.pdf

Penny Pines – find at website under “Ongoing Projects” – “Penny Pines”. For donations click “Donate”. http://californiagardenclubs.com/pennypines

Cheap Pete’s Frame Factory Outlet – www.cheappetes.com

For Penny Pines mat board – 1666 Locust St, Walnut Creek, Phone (925) 945-1666.

City of Clayton

POC: Laura Hoffmeister (Assistant to the City Manager), email [email protected], Phone: (925) 673-7310

Liaison reports all problems to Jim Warburton, City Maintenance Supervisor; 673-7327 desk phone or 250-5803 cell or e-mail [email protected].

Clayton Business and Community Association (CBCA)

Plant Sale Cash Drawer & EZ Ups, Art & Wine, Oktoberfest, and BBQ Cook Off, POC: Rory Richmond, Phone: (925) 864-8687, email [email protected]

Clayton Pioneer

www.claytonpioneer.com

Provide short paragraph with photos to Faith Barnidge, email [email protected]




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Clayton Pioneer Club News

[email protected] – calendar events.

[email protected] - other news.

The Clayton Gazette

For CVGC meetings email www.diablogazette.com, Phone: (925) 298-9990

For stories and photos email [email protected].

Concord News & Talk (Website), [email protected].

For Non-Profits email [email protected], Phone: (925) 255-2123

Diamond Terrace (925) 924-5100

Kelly, front desk.

Gwen Lewis, email [email protected].

Elizabeth Sanches, Manager, email [email protected].

Fourth of July Parade

Sandy Johnson, Public Service Officer, Clayton Police Department, email https://ci.clayton.ca.us/wp-content/uploads/2018/06/2018-4th-of-july-parade-reg-form.pdf

Hobby Lobby – www.hobbylobby.com

For Penny Pines Pine Tree Stickers and Wood Frames – 1280 Willow Pass Rd, Concord, Phone (925) 246-9915.

Pacific Coast Farmer’s Market Association

Phone: (925) 825-9090, email www.pcfma.com

Shell Station on Kirker Pass and Clayton Roads

POC: Amir Hatambeiki (Owner), Phone: (925) 672-3900 – contact before Noon.




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APPENDIX J: SAMPLE AWARDS

2015-17 CGCI Awards Application

Award #: HT – 6 Award Name: Horticulture Excellence in Gardening

Submitted by: Submitted by: Linda Cruz /Laney Cline King Date: 11/28/2016

(Enter name exactly as it should appear on the award certificate. This is the CLUB or DISTRICT name unless it is an award to an individual)

Name of Club: Clayton Valley Garden Club District: Diablo Foothills

eMAIL Address: [email protected]

(Acknowledgement of receipt of application will be sent to this address)

Number of Members for whom CGCI & District Dues are paid: 95

Application form is limited to three printed pages – front of pages only. (No report covers, binders, plastic page protectors are allowed unless

otherwise stated in Awards Manual or on evaluation forms).

Application form will be returned. Applications forwarded to NGC for further competition will not be returned by NGC (exception: publications

(books, CD/DVD). Copy entry for your files.

See current CGCI Awards Manual for list of awards, full award descriptions. Check evaluation forms for required award criteria and where to send

award entry. Current Manual and evaluation forms are available on the CGCI website. Note two deadline dates: December 1 and January 10.

Please complete each topic, if applicable. Use numbering as below when completing form.

1. New project: Yes__X__ No____ Beginning date: February Completion date: Continuing

2. Brief summary and objectives of project The MDES Garden Committee mission is to transform the Mt. Diablo Elementary

garden into a vibrant outdoor classroom that cultivates the next generation of healthy, sustainable and

responsible citizens.

3. Involvement of club members, other organizations, etc. 120 volunteers from the MDES volunteered on the first day, and

more volunteers continue with the project.

4. Project expenses and means of funding Fundraising was through grants and donations from MDES families and local

businesses.

5. Continuing involvement, follow-up, maintenance 30 parents continue to assist with the classroom gardening.

6. Attach or insert photos, digital photos, and/or landscape plan (does not need to be professionally drawn)

Clayton Valley Garden Club (CVGC) member and school

Chairman for Mt. Diablo Elementary School (MDES), Chris

Callaghan, initiated a Garden Project with design and

space for raised beds after a special education teacher

Drawing of partial landscape plans for Mt Diablo Elementary school Garden Project showing raised beds for each grade level.

Sample 1


Clayton Valley Garden Club (CVGC) Procedures Guide Updated Month Day, 2018

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requested a garden. It was submitted to the school district and approved. However, there were delays due to lack of

funds and irrigation problems.

New CVGC member and MDES parent, Laney Cline King, also wanted to start a garden at MDES. Laney was able to

coordinate with Chris and the school principal and to form a Garden Committee. The new Garden Committee

consisted of 13 members including teachers, parents, and students.

In February 2016, the MDES Garden Committee began fundraising, soliciting from parents, local businesses, for cash

and materials. During the next seven months, MDES was able to raise close to $19,000 in cash from the Clayton

Business & Community Association, Grants, and the MDES families.

Solicitations also included lumber, soil, mulch, irrigation supplies and installation, tools, hardware supplies, and

plants. These donations were worth approximately $8000. Laney filled out an application so that the UC Master

Gardeners of Contra Costa would provide the MDES Garden Committee with consultation. They helped us shift

Chris's initial garden design for the beds to optimize sun and to accommodate additional interest in the garden. We

were planning for 6 beds, but increased it to 8, along with a wheelchair accessible bed, handmade by an MDES parent.

Our committee met regularly, once or twice a month, to plan each step. Kelly Marshall, volunteer at the Markham

Nature Park and Arboretum in Concord, CA, native plant

enthusiast, and landscaper and designer specializing in California

Native and low water garden designs, designed the garden space

in the front of the school, both in front of the office and the

native garden.

Once all of these pieces were in place, at least 30 volunteers

helped level the space for the student garden by hand over the

course of 2 sessions. Then, Chris and about 15 volunteers built

the raised beds in one weekend. Chris and another handful of

volunteers leveled the beds the following weekend.

On May 22, 2016, 120 volunteers (parents, students, teachers,

administrators) sheet mulched the entire student garden and front

of the school, installed drip irrigation, planted out in front of the

school, filled the raised beds with soil and students then planted

starts in the new beds.

After the initial work day to get the garden installed, efforts were

focused on integrating the garden into the school curriculum. Laney

sought a donation from the Clayton Business & Community

Association (CBCA). The $6000 the CBCA provided has gone towards

helping to get the composting and garden education programs going.


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Laney and her committee, along with Master Composter, Lori Caldwell, have trained on worm composting and now

14 classrooms have worm bins. They also have 2 compost bins in the garden and one 4th grade class is in charge of

watering and turning it.

A few teachers have already been to Life Lab in Santa Cruz to learn Next Generation Science Standards (NGSS) in the Garden. Life Lab will be coming to MDES in February on a teacher training day to provide the same training to all of the teachers and garden parents. Thirty garden parents help classrooms teach in the garden on a regular basis. All 825 students have been in the garden for a lesson, most of which have been at least 3 times for a lesson. And 25% of classes go to the garden nearly every week. We partner with the day care on campus and teach them lessons in the summer. Laney recently provided a lesson for the onsite preschool on "Eating the Rainbow."

Laney applied for grants and received the CA Fertilizer Foundation Grant for $1200 and recently applied for a $2000 grant through Whole Foods (to help integrate cooking food harvested in classrooms). A 5th grade student also taped a "We Love Veggies" video and entered that for a $1000 grant through the Whole Kids Foundation.

In the fall, 7 more raised beds were built around campus by Chris and

two other garden dads. Fifteen students and 4 parents helped fill

these beds with soil last week. These beds will provide a space for

office and administrative staff to plant. They will also provide for

Kindergarten classes to use regularly, since they have less available

time to visit the garden due to half days. The new beds will also

increase the amount of vegetables we can grow.

After 6 weeks of school, every classroom and every student has

been out to the garden to learn, explore, taste and have fun. Nearly

all of our 32 classrooms have planted a winter garden and are charting the growth of their seedlings. The next

adventure in the MDES garden is cooking with the winter vegetable crop to help promote a love of fresh vegetables.

CVGC contributed $250 toward the CGCI Presidents

Project “Encourage Future Gardener” Seed Kits so that

each child at MDES would have a seed kit to plant when

school began in the fall. CGCI President came to Clayton

this summer with the materials so that Laney Cline King

and a few CVGC members could assist in assembling the

seed kits.

Photo above shows the garden beds after 3 months growth.


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2015-17 CGCI Awards Application

Award #: G-8 Award Name: Club Program

Submitted by: Linda Cruz Date: November 21, 2016

(Enter name exactly as it should appear on the award certificate. This is the CLUB or DISTRICT name unless it is an award to an individual)

Name of Club: Clayton Valley Garden Club District: Diablo Foothills eMAIL Address: [email protected]

(Acknowledgement of receipt of application will be sent to this address)

Number of Members for whom CGCI & District Dues are paid: 95

Application form is limited to three printed pages – front of pages only. (No report covers, binders, plastic page protectors are allowed unless

otherwise stated in Awards Manual or on evaluation forms).

Application form will be returned. Applications forwarded to NGC for further competition will not be returned by NGC (exception: publications

(books, CD/DVD). Copy entry for your files.

See current CGCI Awards Manual for list of awards, full award descriptions. Check evaluation forms for required award criteria and where to send

award entry. Current Manual and evaluation forms are available on the CGCI website. Note two deadline dates: December 1 and January 10.

Please complete each topic, if applicable. Use numbering as below when completing form. 1. New project: Yes____ No_x___ Annual Beginning date: Feb 2016 Completion date: Nov 2016 2. Brief summary and objectives of project Each year, Feb through November, we have Monthly educational programs promoting conservation, home gardening, as well as, living with wildlife in our gardens. 3. Involvement of club members, other organizations, etc. Members suggest; participate as speakers, other garden clubs provide info or ideas for speakers. 4. Project expenses and means of funding Annual Plant Sale fundraiser provides funds for speaker fees and necessary materials. 5. Continuing involvement, follow-up, maintenance Continues monthly at club meetings. 6. Attach or insert photos, digital photos, and/or landscape plan (does not need to be professionally drawn)

February 10th , Troy McGregor, Garden Manager of Ruth Bancroft Garden presented “Bullet Proof Plants.” The Ruth Bancroft Garden has been trialing a wide assortment of plants for over 40 years in some of the harshest conditions found in our local area. Troy McGregor discussed which plants have

performed the best and how to use them in our gardens. Troy started with California Natives, including species from Mediterranean climates around the globe. He was introduced to succulents and now he enjoys incorporating them into drought-tolerant garden design. CVGC followed Troy’s presentation with a fieldtrip to the Ruth Bancroft Garden, a dry garden, and a preservation project of the Garden Conservancy. http://ruthbancroftgarden.org/rbgarden/pages/about.html

March 9th, Rose Loveall of Morningsun Herb Farm presented “Herbs for the

Mediterranean Garden.” Rose focused on more of the drought tolerant choices for

culinary and medicinal herbs for our local climate. She also spoke about herbs for

attracting beneficial insects into the garden. She provided handouts and plants for

sale. http://www.morningsunherbfarm.com/ssp/home

April 13th, Kelly Marshall presented “Best Natives for East Bay Gardens.” Clayton

resident and volunteer at the Markham Nature Park and Arboretum in Concord, CA

and native plant enthusiast is a landscaper and designer

Sample 2

http://ruthbancroftgarden.org/rbgarden/pages/about.html

http://www.morningsunherbfarm.com/ssp/home


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specializing in California Native and low water garden designs. She works extensively with “Bringing Back

the Natives” bay area garden tour and the Contra Costa Water District to educate the public about creating

sustainable landscapes. She spoke to CVGC about best Native plants for the East Bay area and brought

many native plants for members to purchase. https://kmgardendesign.wordpress.com/

May 11th, Clayton’s Garden Girl, Nicole Hackett presented “What’s New at the Nursery”. Nicole, former

President of Clayton Valley Garden Club, and R&M Pool, Patio, and Gardens, Nursery Manager, brought new

plants from the nursery and told about the plant habits for our local area. Nicole is always entertaining and

has lots of answers for CVGC members and guests during her Question & Answer session.

http://www.randmpool.com/garden---patio.html

June 8th, Corky Quirk from U.C. Davis spoke about “Bats in our Gardens.” Mary Jean (Corky) Quirk is the

founder of NorCal Bats, an organization that provides care for injured bats and

educational programs for libraries, school, nature programs, fairs and other events

throughout the region. Corky has been working intensely with native bats since

2005 and has educated thousands of people. She works with injured and orphaned

bats, returning them to the wild and keeps a captive colony of non-releasable bats

for use in education. She is permitted through the CA Department of Fish and

Wildlife and the USDA. Corky also is responsible for maintaining www.norcalbats.org Corky’s presentation

was so unique and interesting informing members & guests of the benefits of bats in our gardens. She had

live bats for us to see up close, videos in slow motion of how bats capture insect pests and bad sounds at

decibel levels that we could hear showing how they detect prey through click

sounds. It was a wonderful program and would highly recommend for other

garden clubs. Corky provides public education regarding the environmental

benefits of bats and dispelling fears and myths that lead to the death of roosts

and colonies. Information she provides will help to protect our natural world.

We learned about these animals and their importance as insect control as Corky

dispelled many misperceptions. http://norcalbats.org/index.shtml

July 13th, Sara Leon Guerrero from U.C. Berkeley spoke about “Native Bees in our Gardens.” Sara Leon

Guerrero currently works as the Urban Bee Lab Manager and Project Manager

for the ‘Farming for Native Bees Project’ at the University of California Berkeley.

She regularly gives talks to a variety of different

audiences on a number of topics ranging from

general native bee biology/ecology, bee

gardening, and specific lab projects. Garden

clubs are one of her favorite groups to speak to as their members can directly

apply the information she provides to their own gardens. Sara covered

TINY BAT IN CORKY’S GLOVE

https://kmgardendesign.wordpress.com/

http://www.randmpool.com/garden---patio.html

http://www.norcalbats.org/

http://norcalbats.org/index.shtml


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misconceptions regarding bees also called "Bee Myths." She included the sting factor; differences between

bees and wasps; lifestyle differences between honey bees and native bees. Her talk included wonderful

photos by Rollin Coville. Sara brought bee specimens so people could see them up close, as it is helpful to

see the actual bees, so people know what to look for on their flowers. Another wonderful presentation to

be recommended to garden clubs! http://helpabee.com/

August 10th, CVGC meeting was held at the Clayton Valley Pumpkin Farm where Karen and Anna Zakaria

demonstrated how to make a Hypertufa pot; and then members & guests made their own little Hypertufa

pots. FUN! http://www.succulentsandmore.com/2014/04/visiting-anna-zakarias-whimsical.html

On September 14th, CVGC member Rory Richmond and his co-workers, at members request, presented a

talk “All About Apples.” We were informed about how apples are stored, their

uses according to variety, how new varieties come up each year from various

countries around the world. Many varieties were brought for tasting. It was a very

informative and fun program.

On October 12th, Joan Morris, pets & wildlife columnist and garden writer for the Bay

Area News Group of Contra Costa Times, spoke to us about “Our Garden.” Joan founded

the ½ acre garden demonstration garden with the Contra Costa Master Gardeners. “Our

Garden” began in 2009 and currently produces and donates hundreds of pounds of

produce for the Food Bank of Contra Costa County and Solano County. She also answer

our questions on how to garden with wildlife. http://ccmg.ucanr.edu/?story=371

On November 9th, CVGC has an Annual Slide Show where members share photos from the travels, special

plants, or what is new in their gardens. Two members gardens were featured in the

Annual Clayton Valley Gardens Tour. Other members showed photos of before, during,

and after redesigning their gardens and eliminating or reducing their lawns. Photo on

left taken by a CVGC member of a Bumblebee in Agapanthus bloom.

http://helpabee.com/

http://www.succulentsandmore.com/2014/04/visiting-anna-zakarias-whimsical.html

http://ccmg.ucanr.edu/?story=371

clayton valley garden club (cvgc) procedures guide updated

Documents