Coltivando Membership Manual by Coltivando Orto Conviviale

Healthy organic food, at zero cost, for working members through cooperation.

INDEX INTRODUCTION

p. 6

1. What happens when you miss your shift 2. How to arrange a trade 3. A trade gone wrong 4. Contacting your squad leader C. ONCE YOU’VE MISSED YOUR SHIFT 1. The double make-up policy 2. How to do a make-up 3. Missing two workslots in a row: Becoming “unassigned” 4. Getting back to your shift after being unassigned: The grace Period 5. Becoming unassigned for the third time D. OTHER WORKSLOT OPPORTUNITIES E. FESTIVE DAYS AT THE COOP

p. 28 p. 28 p. 30 p. 30 p. 32 p. 32 p. 33 p. 34

p. 37 p. 37 p. 38 p. 38

SECTION I. FOREWORD A. BASIC RULES

p. 12 p. 12

SECTION II. BECOMING A MEMBER A. NEW MEMBER ORIENTATION B. PROOF OF IDENTITY AND ADDRESS C. CHOOSING A WORKSLOT D. MEMBER CONTRIBUTIONS: JOINING AND SEASONAL DONATIONS E. MEMBERSHIP CARDS F. FAMILY GROUPS SPECIAL MEMBERSHIP

p. 14 p. 14 p. 15 p. 15 p. 18 p. 18 p. 19

SECTION V. GOING ON LEAVE FROM THE COOP A. LEAVING TEMPORARILY (FOUR WEEKS OR MORE) B. ENDING YOUR COLTIVANDO MEMBERSHIP C. COORDINATORS’ VACATION PERIOD

SECTION III. WHAT DO WE MEAN BY COOPERATION? A. THOUGHTS ABOUT OUR WORK REQUIREMENT B. THE INTERNATIONAL COOPERATIVE ALLIANCE STATEMENT OF COOPERATIVE IDENTITY

p. 20 p. 20 p. 21

SECTION VI. CHILDREN AT THE GARDEN A. GENERAL CONSIDERATIONS B. CHILDREN UNDER 18 WORKING AT THE GARDEN

p. 39 p. 39 p. 39

SECTION IV. THE WORKSLOT SYSTEM AT THE COOPERATIVE A. WORKSLOT BASICS 1. How does the squad system work? 2. Squad Leadership 3. Your first of many shifts 4. How to change your workslot 5. Forget what or when your workslot is? B. WHEN YOU CAN’T ATTEND YOUR SHIFT

p. 24

SECTION VII. WORKSHOPS AND EVENTS AT THE GARDEN A. COMPULSORY WORKSHOPS 1. New Member Orientation Workshop 2. Specialization Workshops B. COMPLIMENTARY WORKSHOPS C. EVENTS

p. 40 p. 40 p. 40 p. 41 p. 41 p. 41

SECTION VIII. THE DECISION-MAKING PROCESS A. GENERAL MEETINGS

p. 44 p. 44

p. 24 p. 24 p. 25 p. 26 p. 27 p. 27 p. 28

p. 35 p. 35 p. 35 p. 36

1. Report to your Squad 2. How to submit an agenda item B. THE ROLE OF THE BOARD OF DIRECTORS C. THE ROLE OF THE COORDINATOR

p. 45 p. 45 p. 46 p. 47

SECTION IX. LA GAZZETTA DELL’ORTISTA

p. 48

SECTION X. PRODUCE DISTRIBUTION A. HARVESTING B. VEGETABLE BOX CONFECTION C. VEGETABLE BOX DISTRIBUTION

p. 49 p. 51 p. 52 p. 52

ANNEX I. COLTIVANDO PROGAM MODEL

p. 53

Coltivando Membership Manual

INTRODUCTION Coltivando, Orto Conviviale has the aim to provide the community of Bovisa with quality food and products while serving as a community centre and meeting place for its member-owners: people who believe in the value, rewards and responsibility of collective labour, action and ownership. By taking a hands-on approach on the production of eatable goods, the cooperative makes healthy organic food available to its members. Harvests are brisk at Coltivando, our box confection activities take place once a week, ensuring that the produce we share are as fresh as possible. Unlike most community gardens in the area, Coltivando requires its members to work on a weekly basis in exchange for a vegetable box. Anyone can become a Coltivando Members, and only working members may perceive the vegetable-box. Our members rely on one another to share the work of running our cooperative garden and of contributing to its success. The benefits of this shared responsibility are twofold, the most obvious being that with scheduled, reliable member labour we are able to provide every members of this community with healthy organic produce at zero cost. But another equally important reward comes from the satisfaction we receive from working together as a community to build something upon which we can all rely. In cooperation

with the paid coordinator, members run the garden and play a huge role in the day-to-day operations of the cooperative, which gives us all the opportunity to feel the value of our cooperation firsthand. Not only do members contribute 100% of the labour in the cooperative garden, they can also take an active role in the decision-making process and participate in planning and discussions of the organizationâ&#x20AC;&#x2122;s future. At Coltivando we believe the basis of truly sustainable agriculture is the development of biological cycles involving microorganisms, soil, fauna, plants and animals. Organic farming requires sound rotations, recycling of all animal and vegetable wastes and adopting the most appropriate cultivation techniques. Organic agriculture actively encourages a diverse and healthy environment in which birds, insects and animals thrive and where nature is in balance. Our aim is to produce the highest possible quality of food in optimum quantity and seeks to co-exist and work with nature rather than to dominate it. The result is simple - pure, natural food - full of traditional flavour and all produced without synthetic pesticides, fungicides or artificial fertilisers. In order to retain and increase soil fertility it is important that a good compost is applied along with sound rotations. Hence, composting is one very significant area to our system. Soil health is vital for organic growing where no artificial fertilizers, pesticides or herbicides can be used. Compost not only puts nutrients back into the soil but also improves soil structure, disease suppression and increases pest tolerance.

As a member of Coltivando, you share ownership of the cooperative garden with all the other member-owners. Work, learn, participate—be a part of a unique and rewarding community here in Bovisa. When you buy in a traditional supermarket, you are buying someone else’s work. When you work at Coltivando – Orto Conviviale, you are consuming the fruits of your own labour with all the guarantees such thing ensures. As members and owners, we hope that your involvement means taking pride in the cooperative garden. We look forward to having you join us, and experience for yourself what a unique organization we are!

Coltivando Membership Manual

SECTION I. FOREWORD

The practice of specific activities such as pruning, grafting and companion planting requires specific training. You should attend the seasonal educational workshops to keep up to date with all the necessary gardening skills! If you know you will be absent it is your responsibility to find another member to substitute for you. Should you not find a substitute, inform the coordinator of your absence and you won’t be receiving the box that week unless you find another workslot to do make-up time. With more than two uninformed absences you will automatically become suspended. To become unsuspended, you will go through a two-cycles “grace period” of work with no benefits.

The Coltivando community is based on the overarching principles of trust, reciprocity and inclusion.

Please do not do any private harvesting. It is forbidden since the food box is egalitarian with promptly harvested products.

10 BASIC RULES AT COLTIVANDO - ORTO CONVIVIALE

Coltivando is based on organic farming and environmental conscious principles. We invite you to use water in a 7 mindful way, avoid chemical pesticides, and respect the no-herbicide policy.

Anyone can become a Coltivando Members, and only working members may perceive the vegetable-box. Volunteers’ work is always welcome.

Respect the work of others and make sure the produce 8 and garden is kept well. If you see any irregularities report them to the coordinator.

Every member should do one workslot per week, every two weeks or monthly – depending on the amount of active members – in order to receive benefits such as the food that is harvested. Every active member should attend the basic induction and training before being engaged in any kind of activity.

When in the garden, children must be supervised by an adult at all times.

We love animals, but for hygiene issues it is not possible to have them unleashed in the harvest area. Their presence 10 it's not forbidden, but please mind their behaviour. The garden belongs to everyone.

Coltivando Membership Manual

SECTION II. BECOMING A COLTIVANDO MEMBER Membership is open to all, but only members can work for benefits such as the food box. Volunteers’ work is welcome. Been a member means that you have been to an Orientation Workshop, provided a valid photo ID and proof of address, and chosen a workslot. Every Coltivando member is required to donate a onetime contribution to conclude the memerbership, and a periodic seasonal contribution.

A. NEW MEMBER ORIENTATION Prospective members must pre-register to attend a New Member Orientation Workshop. They may do this by visiting the Coltivando website (www.coltivando.polimi.com) or by contacting the coordinator at the garden. The Orientation Workshops are held at the garden and consist on a half-hour explanatory presentation and a half-hour active work-explanation tour.

B. PROOF OF IDENTITY AND ADDRESS To join the Coop, prospective members must provide two forms of ID: - a photo ID verifying identity - a piece of mail verifying current address. Without the appropriate ID you will not be able to join.

C. CHOOSING A WORKSLOT After Orientation, the next step toward becoming a member is to choose a workslot. When it comes time to choose a workslot, think primarily about when you can work as opposed to what you want to do, in general every working-squad gets to do almost every activity at the garden. The shift you want might not be available when you join, but that doesn’t mean it won’t become available in the future. You might end up joining a shift that isn’t your first choice but that you are able to attend, and then request to be put on the waiting list for the shift you want. You can always change your shift if you don’t like it or if your schedule changes. The workslots are two and three-quarters hours every one or two weeks depending on the amount of active members. Each member is responsible for 12, 6 workslots a season, respectively. Workslots that are on a two-week cycle rotate on the letter system (A week, B week, C week and D week), which means that you will work every two weeks, not twice a month. The cycle repeats itself throughout the year; after D comes A again, then B, and so on.

Coltivando Membership Manual

WORK DISTRIBUTION

CALENDAR E.G.: ONE WORKSLOT OF 2.45hs WEEK FOUR TIMES A MONTH

20 MEMBERS

e.g. workslot Monday mornings.

ONE WORKSLOT OF 2.45hs TWO WEEKS NOT TWICE A MONTH

20 MEMBERS

e.g. workslot Monday morning week A and C.

< 40 MEMBERS

ONE WORKSLOT OF 2.45hs FOUR WEEKS NOT ONCE A MONTH

e.g. workslot Monday morning week A.

Each member is responsible for covering his or her workslot. If, for whatever reason, you are unable to attend your shift, your first responsibility is to attempt to make a trade with another member so that someone will come to work in your place. This trading ensures that the other members of your squad do not have to carry the burden of your absence. To trade with another member, see SECTION IV.B.2 How to Arrange a Trade, on page 26. Because we rely on every member’s contribution, we have to stress that absenteeism does take its toll at Coltivando. Imagine what would happen to any business in which employees didn’t show up for work, or didn’t find someone to cover their shifts. The spirit and success of the cooperative garden comes from the dedication of our membership. It takes cooperation and commitment from our member-owners to collectively run our

Coltivando Membership Manual

organic food producing facilities.

1. LOST YOUR MEMBERSHIP CARD?

D. MEMBER CONTRIBUTIONS: JOINING AND SEASONAL DONATIONS

If you lose your membership card, please contact the Membership Office. Your card can be replaced on the spot, and there will be a €5 card replacement fee to be paid at the coordinator’s office.

All members must contribute a one-time, non-refundable donation to the cooperative garden. The joining donation is due within the first four weeks of membership. The destination of such donations is to cover the costs of membership as well as all costs related to tool acquiring and repair, the production of the monthly ‘La Gazzetta del Coltivo’ and all sorts of maintenance activities for the whole garden structure. Moreover, before the beginning of each season, a detailed repair and acquisition budget will be shared during the seasonal meeting. The members will be invited to donate to cover the cost of the budget.

E. MEMBERSHIP CARDS Every Coltivando member must have his or her membership cards. Your membership card is your ‘certificate of membership’ and should always be brought with you when you are at Coltivando premises. The card helps identify the member during the harvest pick-up days and also in the occasion of needing identification in front of any campus authority. All members who plan to enter the cooperative garden must have a Coltivando membership card.

F. FAMILY GROUPS SPECIAL MEMBERSHIP At Coltivando we have a special family pack proposal. Families with four members or more can join as a Family Group. Family Groups have double to triple shifts compared to regular members depending on the size of the veg-box the group would like to have at the end of each week. The members of the family group can divide these shifts among them as they please, it is up to them who does what and when, so long as they respect the workslot chosen at the beginning of the season. The Family Group is required to contribute donations for each member of the family. It goes without saying that all family members must attend the ‘New member Basic Orientation Workshop’ before starting any sort of activity in the garden. In accordance with SECTION VI. CHILDREN AT THE GARDEN (see page 38), only children from 14 years old onwards can participate as active members of the Family Group.

Coltivando Membership Manual

SECTION III. WHAT DO WE MEAN BY COOPERATION? A. THOUGHTS ABOUT OUR WORK REQUIREMENT What is essentially needed for Coltivando to work properly is the requirement for all members to work the same amount of time in exchange of produce. On average our members feel more connected to our organization and care more about our garden and feel more like owners than members. Requiring every member to pick one or another working deal with the cooperative or giving members the ability to switch from one deal to another would cause the members to be constantly rethinking which deal was best for them, and that process forms a barrier to making the ownership connection. You are always making a deal with an ‘other’. The more that a cooperative membership is different from a video store membership or health club membership, the more members will realize that they actually own their coop. If you feel like you own it, then you care about it. If you care about it, then the

cooperative has to improve. At Coltivando, offering only one ‘deal’, which is simply called membership, clears the way for a higher level of involvement and commitment. There is also something about the very nature of work— when performed in a decent environment, work can enhance the possibility of a sense of caring, of pride and of ownership.1 The aim is to see a member who initially cares very, come to care a great deal about the garden. In Coltivando we believe this transformation occurs because of the participatory nature of our Coop.

B. THE INTERNATIONAL COOPERATIVE ALLIANCE STATEMENT OF COOPERATIVE IDENTITY The Statement of Cooperative Identity has its origins in a published set of “practices” of the Rochdale Society of Equitable Pioneers in 1844, and later became known as the Rochdale Principles. It was eventually renamed and has been periodically updated by the International Cooperative Alliance, most recently in 1995. Definition: A cooperative is an autonomous association of persons united voluntarily to meet their common economic, social, and cultural needs and aspirations through a jointly 1 Joe Holtz, General Manager and Founding Member of Park Slope Food Coop.

owned and democratically controlled enterprise. Values: Cooperatives are based on the values of self-help, self-responsibility, democracy, equality, equity, and solidarity. In the tradition of their founders, cooperative members believe in the ethical values of honesty, openness, social responsibility and caring for others. Principles: The cooperative principles are guidelines by which cooperatives put their values into practice. First Principle: Voluntary and Open Membership Cooperatives are voluntary organizations, open to all persons able to use their services and willing to accept the responsibility of membership, without gender, social, racial, political or religious discrimination. Second Principle: Democratic Member Control Cooperatives are democratic organizations controlled by their members, who actively participate in setting their policies and making decisions. Men and women serving as elected representatives are accountable to the membership. In primary cooperatives members have equal voting rights (one member, one vote) and cooperatives at other levels are organized in a democratic manner. Third Principle: Member Economic Participation Members contribute equitably to, and democratically control, the capital of the cooperative. At least part of that capital is usually common property of the cooperative. They usually receive limited compensation, if any, on capital subscribed as a condition of membership. Members allocate surpluses for any or all of the following purposes: developing

Coltivando Membership Manual

the cooperative, possibly by setting up reserves, part of which at least would be indivisible, benefiting members in proportion to their transactions with the cooperative, and supporting other activities as approved by the membership. Fourth Principle: Autonomy and Independence Cooperatives are autonomous self-help organizations controlled by their members. If they enter into agreements with other organizations, including governments, or raise capital from external sources, they do so on terms that ensure democratic control by their members and maintain their cooperative autonomy. Fifth Principle: Education, Training and Information Cooperatives provide education and training for their members, elected representatives, managers, and employees so they can contribute to the development of their cooperatives. They inform the general publicâ&#x20AC;&#x201D;particularly young people and opinion leadersâ&#x20AC;&#x201D;about the nature of benefits of cooperation. Sixth Principle: Cooperation Among Cooperatives Cooperatives serve their members most effectively and strengthen the cooperative movement by working together through local, national, regional and international structures. Seventh Principle: Concern for the Community While focusing on member needs, cooperatives work for the sustainable development of their communities through policies accepted by their members.

Coltivando Membership Manual

SECTION IV. THE WORKSLOT SYSTEM AT COLTIVANDO

responsibility, and can only be reached when squads have continuity of membership and good attendance.

SQUAD E.G.:

A. WORKSLOT BASICS 1. HOW DOES THE SQUAD SYSTEM WORKS? The majority of members at the Coop work on a squad that meets at the same time every one, two or four weeks depending on the amount of active members. When you join Coltivando, you choose a workslot that includes a day of the week, week letters (A, B, C or D) and time. Here is one example: the “A-C WEEK Monday Morning Squad” that as the name indicates, it meets every Monday morning of the weeks A and C. Members of squads that work together again and again throughout the season, establish ongoing relationships and learn to do the job as a team. This relationship and collective experience is vital to all squads taking major

ASSITANCE CONTROL

KNOWLEDGE SUPPORT

EMOTIONAL REINFORCEMENT

2. SQUAD LEADERSHIP Each squad should select at least one member though preferably two to serve as Squad Leader. Coltivando encourages for the members with the most experience and gardening knowledge to be chosen as Squad Leaders. A Squad Leader takes on extra responsibility, making sure things run smoothly

Coltivando Membership Manual

by helping to organize their squad. Squad Leaders introduce new members to the squad, manage the attendance book, communicate changes in procedure to the squad, manage the flow of work on the squad, explains how to do the work if needed and call brief squad meetings to discuss any problems that might have arisen, among other duties. Finally, they will pay attention to whether members are happy with the work they are doing within the squad and whether or not adjustments need to be made. The Coop supports Squad Leaders in gaining an overview of all jobs on their squads and of how the garden is functioning during their shifts. Squad leaders are also required to be present in each seasonal meeting.

SQUAD LEADER ROLE Introduce new members Squad internal communication Members’ comfort Manage attendance book Call squad meetings Control squad performance Present at seasonal meetings

SOCIAL

and they will show you where to sign in. Every Squad has its own attendance book section, and it is your responsibility to sign in for every shift you work. Your name will be pre-printed in the attendance book for your squad, and you should sign your name and member number next to your pre-printed name.

4. HOW TO CHANGE YOUR WORKSLOT If you can no longer attend your workslot on a permanent basis, contact the coordinator as soon as possible to change your shift. If you have to miss just one shift you should try to arrange a trade (see SECTION IV.B.2 How to Arrange a Trade, on page 26). When changing your shift please give the coordinator as much notice as you can. If you change your shift on the same day the shift meets, you will be marked absent and owe makeups for the absence. If the shift you want has no openings, ask to be placed on the waiting list and consider choosing another workslot for the time being.

5. FORGET WHAT OR WHEN YOUR WORKSLOT IS? PRACTICAL

3. YOUR FIRST OF MANY SHIFTS Once in the garden, go to the main pergola were squad usually gather, or look for the coordinator. Tell them it’s your first shift

When you check in at the main pergola the coordinator can tell you not only which shift you’re assigned to but also the next date your squad meets. Otherwise you can check the homepage of our website (www.coltivando.polimi.it), once you log in you can see your profile with all you schedule information as well as what week (ABCD) it is for the Coltivando Working Calendar.

B. WHEN YOU CAN’T ATTEND YOUR SHIFT

Coltivando Membership Manual

MISSING A SHIFT ALERT FOR WORK

1. WHAT HAPPENS WHEN YOU MISS YOUR SHIFT When you are recorded as missing a shift, you are put on “alert” for work. You then have until your next scheduled shift (one, two or four weeks) to do makeup shifts. If you are unable to complete your make-ups by your next shift, you won’t be receiving the vegetable box that cycle.

1 SHIFT MISSED WITH FOREWARN

2. HOW TO ARRANGE A TRADE Trading is a great way to avoid having to do make-ups, and it helps the garden by ensuring that enough members show up for work when they are expected. If you have a workslot that requires special training, it is important that you trade with someone who also has that training. Be aware that when you

1 1 MAKE-UP BEFORE NEXT SHIFT

VEG-BOX

0 FAILED TO DO MAKE-UP

If you miss two shifts in a row you will automatically become ‘unassigned’. In order to restart your regular working shift, you will have to work on a two-cycles grace period. If you know in advance that you can’t attend a shift, please try to swap with another member. See SECTION IV.B.2 How to Arrange a Trade, on page 26. If you are unable to find a trade or if your absence is last minute, try to call your Squad Leader before or during the shift you are missing.

BECOME UNASSIGNED 2 SHIFTS MISSED

NO VEG-BOX

2 2 MAKE-UPS TO BECOME ASSIGNED

NO VEG-BOX UNTIL ASSIGNED

make a trade with someone, you are not receiving make-up credit and neither are they; you are acting as a substitute for someone else’s regular shift, and vice versa, which means the person you are working for will get the credit. When signing in for the traded shift, the person working should sign their name in the attendance book next to the preprinted name of the person for whom they are substituting (the

regular member of that squad). If you have tried unsuccessfully to find a trade, please let your Squad Leader or coordinator know that you attempted to arrange coverage for yourself. There is always a way of making things right, together. When you arrange a trade with another member, be sure to write down their name and member number. Coltivando offers a couple ways to arrange a trade with another member: • The “Shift Swap” bulletin that is displayed in the garden’s physical dashboard where members looking to trade shifts put up notices. • The Coltivando Squad schedules (available online and at the coordinator’s office) that include the names and phone numbers of other members. This makes it easier for you to find a trade with someone who does similar work at similar times to you. For example, if you are on Week C Tuesday Morning, we would recommend first calling other members who work in the on Tuesday mornings but from A, B or D week. These people work on the same day of the week and time as you and therefore are more likely to be available for a swap.

3. A TRADE GONE WRONG If you arrange a trade and the other member fails to show up for their part of the deal before or after you’ve worked for them, contact the coordinator and it can transfer any make-ups owed from the absence to that member. However, the coordinator can only do this if you have the name and/or member number of that person, which is why it is important for you to get and keep this information.

Coltivando Membership Manual

SHIFT TRADE B A MEMBER ‘A’ TAKES MEMBER ‘B’ ID NUMBER

WORK

VEG-BOX MEMBER ‘B’

MEMBER ‘B’ NO SHOW

NO WORK

NO VEG-BOX MEMBER ‘B’

4. CONTACTING YOUR SQUAD LEADER When last-minute situations arise that don’t give you time to arrange a shift swap, the best thing to do is get in touch with your Squad Leader. Calling your Squad Leader while they are in the garden means that they will have the attendance book at their disposal and can make notes regarding your absence in the book. Squad Leaders’ phone numbers are available on your Squad Schedule and through the Coordinator’s Office. However trying to reach a Squad Leader at home or at work isn’t as effective as contacting them during your shift when they will be at the garden. But each squad is different. You should talk to your Squad Leader to find out what the squad’s attendance policy is and how they want you to handle last minute absences.

Coltivando Membership Manual

If you are unable to get in touch with your Squad Leader before or during your shift, you will most likely be given two makeups (see SECTION IV.C.1 The Double Make-up Policy, on page 30). Remember that attendance adjustments can be made retroactively. You should do at least one make-up within the next four weeks and discuss the situation with your Squad Leader the next time your shift meets. If your Squad Leader decides to reduce the number of make-ups you were given, they can make a note in the attendance book.

needed, rather than do unscheduled make-ups.

C. ONCE YOU’VE MISSED YOUR SHIFT

DOBLE MAKE-UP POLICY

1. THE DOUBLE MAKE-UP POLICY If you do not find a trade and therefore miss a scheduled shift and fail to forewarn your absence, the official Coltivando policy states you will owe two make-ups (unless your squad or Squad Leader has agreed otherwise and has made the appropriate notation in the attendance book). The Double Make-up Policy aims at promoting a cooperative work ethic that is both workloaddivision and presentism. Scheduled work is invaluable to the garden. We assign a certain number of workers to each squad because that is the number of people necessary to get the work done. When members don’t show up for their scheduled shifts, the garden is left short-staffed. The Double Make-up Policy is not intended as a punishment but as an incentive for members to show up for their regular shifts, when they are expected and

Squads have the option to make exceptions to the Double Make-up Policy. These “exceptions” are made on a squad-bysquad basis, are not managed by the coordinator and never allow members to do less than one make-up per absence. If a Squad Leader does not make a note in the attendance book to give you only one make-up for an absence, you will receive two. However, the number of make-ups you were given can be changed retroactively by your Squad Leader.

2 NO SHOW WITHOUT FOREWARN

2 MAKE-UPS BEFORE NEXT SHIFT

VEG-BOX

0 FAILED TO DO MAKE-UPS

BECOME UNASSIGNED NO VEG-BOX

2. HOW TO DO A MAKE-UPs If you’ve missed a shift and owe make-ups, you should attempt to do the make-ups before your next scheduled workslot to avoid losing your vegetable box privileges. Make-ups can be done on

Coltivando Membership Manual

any Squad any day and shift time, so long as the squad on which you want to do a make-up does not require special training.

leave of absence (see SECTION V. A Leaving Temporarily (four weeks or more), on page 35).

Make-ups do not have to be scheduled in advance. Show up at the start of a scheduled shift and you will be guaranteed a makeup spot inside the Work Squad. Let the Squad Leader know you are there to do a make-up, sign on the right-hand side of the attendance book and work.

4. GETTING BACK ONTO YOUR SHIFT AFTER BEING UNASSIGNED: THE GRACE PERIOD

3. MISSING TWO WORKSLOTS IN A ROW: BECOMING “UNASSIGNED” If you miss two workslots in a row without doing any makeups in between, you will become “unassigned.” This means that you have been removed from your squad. It also means that you will be suspended for work and will lose your vegetable-box privileges. Letting your Squad Leader know that you will have to miss two shifts in a row without doing any make-ups in between will not prevent you from becoming unassigned. Coltivando ‘unassigns’ people for two reasons:

If you find that you have been unassigned, don’t panic. There is a simple way to be re-assigned to a squad after being unassigned. The first time you begin over your working shift after being unassigned you will automatically get a one-cycle grace period that requires you to work without the benefits.

5. BECOMING UNASSIGNED FOR THE THIRD TIME Members who become unassigned for the third time will not have the possibility of returning to the service. They will always be welcomed at the garden, but they won’t be able to work in exchange for the vegetable-box any longer. Although this policy is tough individually is fare for the community.

A. To protect members who have unofficially left the Coop from accumulating make-ups for continued absences.

Only compromised members give the community the possibility of relying on one another.

B. To make a slot available to another Coltivando member so that the squad will not be chronically understaffed due to continued absenteeism.

D. OTHER WORKSLOT OPPORTUNITIES

If you know in advance that you will be out twice in a row and want to prevent yourself from being unassigned, you should arrange a trade with another member. Otherwise, you should consider contacting the coordinator to arrange a temporary

Coltivando uses member work in a variety of ways beyond the main Working Squads that do all of the daily, weekly and monthly activities in all of the program areas. We have members who are

part of the Construction Squad, a small team of skilled labourers who undertake carpentry and renovation projects in the garden. Some other members do their workslot on ‘La Gazzetta del Coltivo’ as editors, writers, illustrators, art directors, graphic designers and so on. Some other have the veg-box confection fixed activity every friday morning. Finally there’s the Website Squad that is in charge of all the Coltivando ‘intel’. Most of these special workslots require you to be a member for at least six months, and some have waiting lists. Openings for special workslots are listed in the ‘La Gazzetta del Coltivo’. New members must be prepared to take a workslot on one of the main Working Squads when joining the Coltivando, because gaining membership to these special Squads usually takes time.

E. FESTIVE DAYS AT COLTIVANDO The garden is open throughout the whole year – this includes the month of August –, except on national festive days. Members whose workday falls on a holiday, are still responsible for the same amount of shifts a year. For instance, if your shift falls on a holiday, you will not have to work that day but are still expected to do one make-up shift to cover the missed cycle. Members whose workslots fall on a festive day will always be contacted by the coordinator in advance with details of any changes.

SECTION V. GOING ON LEAVE FROM COLTIVANDO A. LEAVING TEMPORARILY (FOUR WEEKS OR MORE) If you need to leave the Coltivando for four weeks or more, we invite you to take a temporary leave of absence from your Coop work. During this time your membership will be put on hold, meaning that you will not be eligible work nor will receive the vegetable-box until you return. Contact the coordinator to arrange a leave. If you have a definite return date, in most cases you will be able to return to your squad if you wish. If you do not know exactly when you will return, we are unable to hold your workslot for you and you will have to choose a new workslot upon your return. Leaves of absence cannot be applied retroactively to missed workslots.

B. ENDING YOUR COLTIVANDO MEMBERSHIP If you are leaving the Coop permanently, contact the coordinator. Former members may rejoin by contacting the Coordinator’s Office. A donation will be requested this time too.

C. COORDINATOR’S VACATION PERIOD The coordinator has a 3-week holiday programmed per worked year. When the coordinator goes on vacation, he/she leaves a rough of the program model ready for as long as his leave of absence. The role is taken over by a present member of the Board of Directors, this arrangement is previously convened between the coordinator and the selected substitute. The substitute will be in charge of fulfilling a moderate coordinator role. Meaning that every situation arisen that can be put on hold until the return of the coordinator, it will be.

Coltivando Membership Manual

SECTION VI. CHILDREN AT THE GARDEN A. GENERAL CONSIDERATIONS Children are always welcome at Coltivando, however whenever present in the premises they must be supervised by an adult at all times.

B. CHILDREN UNDER 18 WORKING AT THE GARDEN Children between the ages of 14 and 18 may work at the garden only if a copy of their working papers is filed in the Coordinator’s Office. Children must also have a specially designated ‘Child Membership Card’. Children with the above documentation may come to work only in the place of members of your household. They will not have their ‘own’ workslots and they won’t receive a personal vegetable-box until they turn 18.

Coltivando Membership Manual

SECTION VII. WORKSHOPS AND EVENTS AT THE GARDEN A. COMPULSORY WORKSHOPS 1. New Member Orientation Workshop All new members must attend the ‘New Member Basic Orientation Workshop’ with no exceptions. No one member is allowed to start doing its shifts unless they have had the proper basic training. Prospective members must pre-register to attend a New Member Orientation Workshop. They may do this by visiting the Coltivando website (www.coltivando. polimi.com) or by contacting the coordinator at the garden. The Orientation Workshops are held at the garden and consist on a half-hour explanatory presentation and a half-hour active work-explanation tour.

2. Specialization Workshops Some activities at the garden require special skills. For example grafting, pruning and companion planting requires specific training. Members interested in belonging to Specified Working Squad must attend the seasonal educational workshops to keep up to date with all the necessary gardening skills. These workshops could be held by Coltivando members as well as external professionals who will explain theoretically and practically each an every single activity.

B. COMPLIMENTARY WORKSHOPS Coltivando is a cooperative service that aims to grow not only food but community as well. The garden premises are opened to host member promoted workshops. The topics don’t have to be related to gardening. However, previous confirmation is needed. You can access to the form for application and topic submission on our website (www.coltivando.polimi.it).

C. EVENTS The garden occasionally hosts events like organic-food dinners and harvest festivals. These events are primarily meant as fund raising activities, however it is also a good excuse to involve the rest of the Politecnico di Milano and Bovisa neighbourhood to share our community and welcome new members.

Coltivando Membership Manual

VOTE

ERA

RIGHT TO VETO!

TIN G

G REGULAR MEMBERS

A. GENERAL MEETINGS

GENERAL MEETINGS

SECTION VIII. THE DECISION-MAKING PROCESS

Elected during the April Annual Meeting by all the voting members.

VOTE

REGULAR MEMBERS

VOTE

ELECTION

The Seasonal General Meeting (GM) is Coltivando’s decisionmaking body. Coltivando has a Board of Directors composed by members from the academic community of Politecnico di Milano, and members from the Bovisa neighbourhood. However, the Board’s role doesn’t overshadow or replace the member initiative, discussion and decision-making that is the purpose of the GM. Everyone who attends a meeting has a vote. Meetings are generally held on Weeks D Fridays at 6.00 p.m. in the garden premises or inside Politecnico’s facilities in case of rain. The date will always be at the website Calendar. Coltivando Board members are elected for terms of four seasons on a rotating basis once a year at our Annual Meeting, which is held in April. Members can vote for the Board of Directors in person at the Annual Meeting in April.

MEMBERS BOARD OF DIRECTORS

Coordinator Politecnico Representatives Regular Members

1. REPORTING TO YOUR SQUAD When you attend a GM, consider completing a report format for your squad about the meeting—you can help inform members about current Coltivando issues. Generally these reports work best as part of a squad end-of-shift meeting. You can find a template of the format at the Coltivando website.

2. HOW TO SUBMIT AN AGENDA ITEM Any member can submit an agenda item for consideration at a GM by completing an Agenda Item submission form (located on

the Dashboard next to the garden’s main pergola and available for download on the Coop’s website). You may suggest at which month’s meeting you would like to present your item. The coordinator will attempt to place your item on the agenda of the meeting you requested whenever possible, but in general items are scheduled in the order in which they’re received. You are expected to present your own item at the GM for which you are scheduled.

B. THE ROLE OF THE BOARD OF DIRECTORS Like many membership cooperatives, Coltivando has members, a coordinator and a Board of Directors. The term ‘member’ in a non-stock cooperative means the same thing as the term ‘shareholder’ in a corporation. Corporations are required to be managed by a board of directors. The role of the Board of Directors is mainly as ensured representatives of the Coltivando community. The Coltivando bylaws however provide an active role for the GM that the Board of Directors is required to held. The directors are persons who were elected to the Board by the members at an annual meeting of the membership. The directors’ decisions are always based on the advice received from the members during the GM. Directors are not required to ratify decisions made by the GM, however they are entitled to pull out rank and act in the best interests of the corporation according to their judgement. If they believe that a decision of

Coltivando Membership Manual

the GM is illegal or irresponsible, they should not ratify it. The coordinator has a dual role at the GM; he is required as officer of the corporation to report to the directors and they have a duty to present accurate information. He/she is also a member and has the right to make his/her personal views known to the GM. Coltivando’s bylaws also require having an annual meeting of the membership. This is the same thing as the annual meeting of the shareholders of a corporation. The bylaws provide that a quorum for such “meetings of the membership” shall be 75% of the members as minimum.

C. THE ROLE OF THE COORDINATOR The Coordinator is responsible for the general, day-to-day management of the garden, the overall coordination of member labour, long-term planning and oversight, and supervision of the GMs. The Coordinator does work that requires a broad overview of the garden; work that would be difficult to divide into workslots or work that requires day-to-day responsibility that is why the coordinator role is a paid position. Handdle members’formal complaints Do ‘New Member Welcoming’ SOCIAL General management of the garden Short and Long term planning of the Program Model Handdle members’ schedules

PRACTICAL

Coltivando Membership Manual

SECTION IX. LA GAZZETTA DELL’ORTISTA

SECTION X. PRODUCE DISTRIBUTION

La Gazzetta dell’ortista is our member produced biweekly newsletter. The Gazette is a great place to read about interesting garden and community-related stories; to stay up to date on Coltivando workshops and events; to get a recap of each General Meeting; to learn about special workslot openings, and much more.

As review by the prospective members during the first engagements of co-design that ‘Coltivando’ had in May and June 2012, the distributions of the produce will be equal with a variety of the vegetables harvested at the garden. Customization of the vegetable box can be done under request, and such customization is to be maintained for a season period, leaving the content of the vegetable box unmodified for that period of time. Depending on the specific request and availability, the lack of produce in the vegetable box due to customization, may be replaced by a higher quantity of the requested vegetables.

It’s also a useful way for members to communicate with one another through letters-to-the-editor, voluntary articles and Working Squad reports. Any member can make a submission to the Gazette by following the guidelines that are printed in every issue of the paper.

Every confection will contain a fixed amount of produce per person. The amount varies according to the quantity of active members working in the garden. There are three milestones prefixed on the

Coltivando Membership Manual

ACTIVE MEMBER RATIOS

40kg 2kg/person/week extra produce>40kg

20 MEMBERS

2,5kg/person/week extra produce>100kg

240kg

80 MEMBERS

amount of members and its relation to the produce (See ‘Active Member Ratios’ graph). The surplus produce is considered extra-produce. This means that the garden had produced more produce than its members are fixed to get. The final utilization of this extra-produce is under the consideration of the Board of Members. Depending on the volume of this extra-produce, it can be either distributed among the members, considered for the realization of local dinners or destined to the farmers’ markets around the area.

A. HARVESTING

100kg

40 MEMBERS

3kg/person/week extra produce>240kg

The harvest marks the end of the growing season, or the growing cycle for a particular crop, and social importance of this event makes it the focus of seasonal celebrations such as a harvest festival, that takes place in the end of each cultivating period. Since the gardening that is carried out at ‘Coltivando’ has minimal mechanization, harvesting is the most labor-intensive activity of the growing season. The harvest is one of the program model activities to be carried out either daily or weekly depending on the season and the actual type produce ready to be harvested. The harvesting days, and vegetable kind will be displayed in the activity board at the garden. Each squad will undertake harvesting activities when indicated and should leave the harvested produce in the vegetable box confection shed.

B. VEGETABLE BOX CONFECTION No private harvesting is allowed at ‘Coltivando’. All the harvested produce is destined to be confectioned by the squad when necessary. The confection of the boxes is equal to all members and customized versions are listed in the Vegetablebox Confection check-list. The confection of the vegetableboxes is fixed for every Friday morning, and it is carried out by the specialized ‘Confection Squad’. Each member is responsible for returning their vegetableboxes they took home the week before. Remember that the boxes are given to each member when they enter the ‘Coltivando Community’, hence the maintenance of the boxes in good condition is by all means responsibility of each members.

C. BOX DISTRIBUTION When the boxes are confectioned, they are to be distributed among the members. The distribution is fixed for Friday afternoons and Saturday mornings. Every member should go to the garden to pick his or her box. Vegetable boxes that are not picked up by Saturday afternoon are to be considered as extraproduce. To understand what could be done with the content of these boxes see SECTION X. Produce Distribution, on page 44.

ANNEX I. COLTIVANDO PROGRAM MODEL

All the members present at the original co-designed workshops defined the Coltivando Program Model. As a coproduction material, it is to be put under constant evaluation and remediation. If you feel like some of the activities present are not fit for the garden or should be done on another time period, please be sure to raise the issue during the General Meetings. On the other hand, if you feel like the activity that you are your squad have been assigned is not up to your level of physical exigency, please let your squad leader or the coordinator know, and you will be reassigned to a different activity. It is important to clarify that the knowledge required fulfilling these tasks is always under the squads’ collective memory. The Program Model describes all the activities that the garden needs to be able to function fully as well as the kind of member that is able to develop it.

E .

OAR

XP R E

QUA

PROMOTIONAL EVENTS

OAR

EXPANSION WORKS

EVENTS WITH OTHER LOCAL INITIATIVES

XP R E

GARDEN BED REPAIR AND MAINTENANCE

SEASONAL STATION REPAIR

QUA

XP R E

MAILING LIST

QUA

GRAFTING

OORD

DAILY WEEKLY

INTERNAL COMMUNICATION

OAR

MONTHLY

XP R E

OAR

SEASONALLY

NETWORKING WITH OTHER LOCAL GARDEN INITIATIVES

TOOLS MAINTENANCE

WEBSITE UPDATE

PLANTING

QUA

OORD

QUA

XP R E

MANAGEMENT OF EXTRA FOOD ACTIVITIES

PRUNING

SOWING

OORD

SPECIAL VEG-BOX CONFECTION REGISTER

ORGANIZATION GENERAL MEETINGS

IN N

SEASONAL EXPERT CONSULTATION

GENERAL PURCHASING

GENERAL INFORMATION PHISYCAL DASHBOARD

DOORKEEPING

STORAGE OF TOOLS

QUA

XP R E

QUA

NETWORKING

COMPOST DISTRIBUTION

TRANSPLANTING

FUND RAISING ACTIVITIES

OORD

MANAGEMENT OF EDUCATIONAL WORKSHOPS

QUA

OVERALL PREMISES CLEANING

BENJE SHRUBS KEEPING

PACKING VETEABLE BOXES

HARVESTING

ACTIVITY ASSIGNMENT

OORD

QUA

OAR

ORGANIZATION SQUAD CALLED MEETINGS LE

VEG-BOX DISTRIBUTION

ADMINISTRATION

OORD

QUA

WEEDING

NEW MEMBERS ORIENTATION WORKSHOPS

OORD

ACTIVITY PHISYCAL DASHBOARD

MAKE-UPS MANAGEMENT AND REGISTER

QUA

MAINTENANCE

TOOL MANAGEMENT

COMPOSTING

DAILY GARDEN DECISIONS MAKING

PRESENCE REGISTER

WATERING

OORD

WAITING LIST MANAGEMENT

MANAGEMENT MEMBERS’ NEEDS

WELCOMING

GARDENING

MANAGEMENT