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The Vancouver Board of Education

Growing Food Gardens How to Guide

A step by step guide for schools on how to develop a successful food garden project

Revised November 2013

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Table of Contents

Guiding Principles

Process Steps / Timeline

1. Form a Garden Team and develop a project idea – Page 4

2. Develop your proposal - Page 4 a. Develop your garden scope b. Develop your project timeline c. Identify your possible funding source(s) d. Develop your garden design e. Create a garden maintenance and management plan f. Develop a plan for the use of foods produced g. Develop a plan for composting

3. Submit your proposal and meet with VBE Grounds – Page 12 a. Proposal are due by Dec. 1st OR July 1st b. Proposal review

4. Garden Installation – Page 13

5. Celebration and Reflection – Page 13

Appendix A – School Garden Contract – Page 14

Appendix B - Frequently Asked Questions – Page 15

Appendix C – Garden Bed Construction and Pricing – Page 17

Appendix D – Construction plan for composter - 18

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Welcome to the VBE Gardens Process The Vancouver Board of Education (VBE) encourages and supports the development of school gardens for learning, for increasing access to healthy food, for community and social development as well as beautification and greening of the schoolyard. Refer to the VBE School Garden Policy Statement (www.vsb.bc.ca) for background on defining school gardens, benefits of school gardens and composting and VBE support for school gardens. S tep 1 . Form a Garden Team and deve lop a pro ject idea

A school garden that engages the broad school and neighborhood community is more likely to be successful. School gardens can be wonderful places with vast potential for engagement. During the project idea step, begin to discuss the garden idea with parents, school administration, teachers, students and external partners or groups. Like any project, a project leader is essential, someone with time and energy to dedicate to the project. There is a lot of work involved in the creation of a garden. When planning your project, plan it in stages so that energy and focus can be applied in ways that also bring success with a staged approach. For the garden to be viable in the long-term, it will need involvement from more than one or two people. The first step in the process is to form a school Garden Team to ensure there is enough support for the project. For example, we suggest a minimum of 2 staff, 2 parents, 2 students, an administrator and a school engineer but the people and numbers will vary depending on the school. This Team could be a sub-committee, a stand alone team, or a sub-group of the PAC, environmental or green club. It is important to bring in expertise and to provide as many opportunities for school-wide contribution and feedback. Student input is valuable and gives students a sense of contribution and buy-in to the project. A good garden development process would be participatory, collaborative, creative and inclusive. Things to discuss with the team at this step;

- Your vision and goal for the project - The location, size and type of garden. (e.g. do you want pots with herbs,

raised garden beds, fruit trees, etc.) What type of garden do you want? Eg. vegetables, fruit trees, berries, butterfly, flowers

- Who will be the liaison to VSB Grounds? (i.e. the Principal or Vice-Principal) - Possible community partners - Who else should be part of the garden team? Who is missing? (other staff,

students, school programs) - Who can we consult with to be sure our garden design / location will work for

us? (This consultation can help avoid costly mistakes in moving beds and composters later.)

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- Review the Food Garden Application (Step 2) to become aware of what will be expected for the application –you don’t have to address all of the items in Step 2 at this stage.

See Appendix B for the Frequently Asked Questions from the VBE Grounds department to help guide your team’s discussion.

Step 2 . Develop your proposal (Proposals are due Dec. 1st OR July 1st) Now it’s time to develop the garden proposal. Work through the following seven areas with your garden team and then submit your plan in writing to the Grounds Supervisor. Proposals submitted and approved in the December 1st round will be installed in February and March. Proposals approved in the July 1st round will be installed in October and November of the following school year. Proposals can be submitted before the deadlines and are reviewed on a first come basis. The Vancouver School Food Network offers workshops that may help you at many different stages of the process from planning your garden, integrating the garden into the curriculum, preparing food, and composting. www.vancouverschoolfoodnetwork.wordpress.com

A. What is the scope of your garden?

B. What is your project timeline?

C. What are your possible funding source(s and your budget?

D. What is your garden design?

E. What is your plan for maintaining the garden?

F. What is the plan for the foods produced?

G. What is your composting plan?

2A. Develop your garden scope The first step to a successful project is to define the project scope.

These questions may help you outline the project scope: - What are the goals for this garden? Education? Community building? Food

Security? Food production? - Who will be using this garden? Is it a learning garden for students and parents

during the school year? Is it a community garden intended for year-round use? Will another organization be sharing use of the garden?

- Who else may be able to support the development or management of the garden? Consider partnering with an external organization or finding volunteers who have expertise in gardens. Potential partner groups or volunteers include:

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Sample Timeline: • Fall – form team and develop vision and

project scope; approach PAC and other possible funders to explore options; form partnerships; draft garden design

• Dec. 1st – submit proposal to Grounds Department

• January – site visit from Grounds Department; submit funding proposals

• February / March – site prep by Grounds • March/April – build garden beds; plan

what to plant; plant seeds; install signage • May / June – harvest celebration!

a. Community organizations working on school gardens (eg. Evergreen, Environmental Youth Alliance (EYA), Society Promoting Environmental Conservation (SPEC), Earth Bites, World in a Garden)

b. Farmers (eg. Fresh Roots Urban Farm (FRUF)) c. Master Gardeners or Landscape Architects d. UBC students (Land and Food Systems, landscape architecture, the UBC

School of community and Regional Planning (SCARP) e. Neighbouring School f. Local church, community centre, day care, seniors’ centre, or

Neighbourhood Food Network

2B. Develop your project timeline

The timeline should include:

- Time to design the garden and complete the garden drawings

- Time to review the design with members of the community, students and the school staff. This will require setting up meetings and giving attendees sufficient notice before meetings.

- Time for VBE grounds and maintenance staff to review and approve the garden proposal.

- Time for getting funds through grants or fundraising.

- Time for construction, including availability of Grounds staff if needed.

- Time for planting, including determining what to plant and when it could be ready.

It is helpful to think about when you hope to have the garden *finished* and then work backwards. Be realistic, planning and implementation always takes much longer than anticipated. 2C. Identify your possible funding source(s) You need to identify current or potential funding sources for the garden. The VBE does not fund garden projects. Ideas for fundraising:

- Apply for grants, Eg. Evergreen - www.evergreen.ca - Partner with non-profits - Seek community involvement, pro bono and other donations in design,

materials, and implementation - Fundraising initiatives

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Costs to consider:

- Wood (if raised beds are to be built) – see Appendix C for sample design and cost

- Water hook up and irrigation (if needed) - Soil and amendments - Garden tools - Seeds, plants - Tool box - Fencing (if needed) - Composter – see Section 3G - Signage

Please have your garden proposal approved by Grounds before applying for funding. 2D. Develop your garden design For this phase, you will need to identify where specific elements of the garden will be located and what materials will be used for plants, walkways, edges, fencing, etc. It’s important to have a long-term vision of the garden, but remember to start with a small project in your first year. A larger garden project can be developed in phases over a few years. Phasing allows the committee to evaluate how the garden is working and make corrections in future phases. The project design is critical to the success of the project. A successful project will use materials that are safe for the school, rugged, drought- and rain-tolerant, and low maintenance. A key consideration in a design process is how the garden will be used, the activities that students and staff imagine themselves doing and then working from those goals to specific garden features. Engage "experts" to flesh out the design. For example, a master gardener can help with plant selection and placement; a landscape architect or designer can help with designing "hardscape" areas such as constructed paths or courtyards. You may have garden designers or architects in your school community who are willing to volunteer. Consider these important design and installation issues: Location

- Ensure the project is well located, i.e.: • near the school building • close to a water supply for plant watering as well as washing

hands

Britannia Design Process Britannia Secondary and Grandview Woodland Food Connection partnered with The Co-Design Group of architects and artists. They engaged approximately 30 students in a collaborative design process in the planning of the new gardens. Video: http://gwfoodconnection.wordpress.com/2011/04/11/britannia-urban-garden-bug-design-process/

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• access to parking or a driveway for delivery of soil, wood, etc. • receives ample sunlight • is away from dumpsters / garbage bins

Physical layout

- Fencing may or may not be required and will be decided based on site circumstances by the Principal and Grounds Supervisor. Fencing can be helpful in areas where dogs and other animals frequently travel.

- Make garden beds accessible to all students. At least part of the garden must be accessible for children with limited mobility (height, surface material and width of pathway). See Appendix C for pricing and construction of 4’x8’ beds.

- Choose a storage strategy for tools, hoses and materials. A simple wooden chest / bench that can be locked with a combination lock can work. Teachers, parents or older students will need to be able to access tools during the school year and the Summer.

- Drip irrigation using soaker hoses is acceptable. Timers are encouraged (in lock boxes) so as to encourage watering in the early morning.

- Avoid placing composters near school windows. Plants

- Consider how plants grow over time and may block pathways or sunlight. - Consider how plant debris will be composted or disposed of.

Safety and Vandalism

- Safety first! Avoid trip or slip hazards. - Avoid vandalism opportunities (including rocks that could be tossed,

skateboarding edges, easily broken sculptures, elements that give access to school building roofs)

- VBE Grounds will not allow water features due to safety concerns. - VBE Grounds will also not allow the following: Covered features such as

arbors, trellises, gazebos, logs, sheds, cob huts, rain barrels, fencing other than chain link, and loose rocks

- Plan signage which encourages involvement and discourages vandalism.

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Example of a garden drawing:

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Summer Watering Schedule at Dickens In June, staff at Dickens emailed families to ask when they would be available during the Summer. They then made a schedule and sent it out to all of the families involved with everyone's contact info so if they needed to change their time they could contact someone else. They were welcome to harvest as food was ready. They had the cell # for the custodian so they could access the water hoses and tools.

2E. Create a garden main tenance and management p lan The VBE requires a Long-term Maintenance Plan and Agreement. The following are considerations to include in your written maintenance plan. Regular up-keep:

1. Determine who will sow, weed, compost, and water during the school year. If a number of classes are using the garden, it might be helpful to create a schedule for caring for the garden.

2. Develop a watering plan: who will water the garden and when? If you plan to plant fruit trees then a 3-year watering plan needs to be established until the trees are well established.

3. Determine your plan for compost maintenance to discourage rodents. 4. Establish and share a summer site management schedule with names and

contact information of volunteers. Include procedures, location of keys to access tools, and days scheduled. Keep a gardening journal so volunteers can see what has been done i.e. fertilizing, weeding, planting, watering etc.

5. Determine your plan for winter maintenance (eg. cover crops) and spring soil preparation.

6. Plan for specialty maintenance such as tree pruning.

7. Plan annual clean up days. Long-term planning

1. Develop a long-term plan to maintain any garden-owned materials (eg. wooden beds, fences, irrigation, paths, etc)

2. Develop a long-term strategy to keep enthusiasm high among volunteers and to recruit new volunteers.

3. Identify the number of years each team member commits to maintaining the garden and outline a succession plan. There should be a minimum 3-5 year commitment and plan. The agreement should be reviewed and renewed each year.

4. Save some of your funding for unexpected contingencies. If at any point the school community decides they are unable to maintain the garden or the garden needs more upkeep, consider some options:

- Low maintenance - Host an annual clean up party - Host a Pro-D day focused on integrating the garden into curriculum –

see www.vancouverschoolfoodnetwork.wordpress.com for possible presenters

- Connect with community agencies, neighbourhood houses, master gardeners, etc to explore partnership opportunities

- Transform the garden into a perennial garden which will require less maintenance

- Plant a cover crop to build soil nutrients - Removing the Garden

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Connecting with the Secondary Cafeteria At Windermere, the Leadership Students create a map for the cafeteria about where herbs and veggies are located, so that culinary students can harvest them as needed. The Leadership students also relay what is almost ready for harvesting so that the cafeteria can integrate it into their meals. Food preparation in Elementary Schools At Sexsmith elementary, buddy classes cook each week using foods from the garden and from local farmers. They raised funds and solicited donations to build 6 bins of cooking equipment and ensured they had volunteers certified with Food Safe level 1. They plan seasonal recipes that can be prepared by little hands in under an hour and then students and community volunteers enjoy a delicious lunch together.

- Consider who may be interested in the many supplies / resources you have (eg. wood, soil, tools). Contacting other schools, the Vancouver Urban Farmers Society, or posting on www.craigslist.org may identify future gardeners or wood workers to reclaim these resources.

- The school is responsible for the cost of returning the garden site to its previous state. The school community can do the work or they can pay Grounds to do the work.

2F. Develop a plan for the use of foods produced Preparing and sharing foods is a rewarding, educational, and healthy part of growing foods. Foods need to be prepared following food safe principles. When harvesting and using food from the garden:

1. At least one person per school who is involved with the garden and/or food preparation should be Food Safe certified. This person should be able to consult with others involved in the food related events / food production.

2. Anyone who is sick should not be involved in food preparation. 3. Anyone involved in harvesting foods should wash their hands before and after

harvesting produce. 4. Anyone involved in food preparation should wash their hands before doing any

food preparation. For information on getting Food Safe certification and on food safety principles, visit www.foodsafe.ca/ and www.fightbac.org/

A) If the kitchen you use does not have an operating permit (eg. staff rooms, home economics classrooms)

- produce may be washed, peeled, cut and served raw to students (e.g. taste tests)

- produce may be prepared /cooked and consumed only by the involved classes

- washed produce may be donated (Eg. to school families, charities or food banks)

- washed produce may be sold as a fundraiser

B) If the kitchen you use does have a

food service operating permit * (eg. cafeterias, restaurants, other kitchens that have applied to a health inspector and received an operating permit) - any of the food preparation

activities listed above are allowed, and additionally:

- produce may be prepared in the permitted kitchen for sale

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or for educational purposes, and - produce may be prepared for use in the school meal program.

* To learn about the regulatory permits, go to

www.vch.ca/your_environment/food_safety/permits/ C) If garden produce is processed into preserved food products for consumption later

by the class or for retail sales, consult Appendix I of the Guideline for Sale of Foods at Temporary Food Markets, www.vch.ca/media/Guidelines_Sale_Foods_Temporary_Markets.pdf. It is recommended that preserves be limited to the low risk category; those preserves with a water activity of >85 or less or a pH value of 4.6 or less.

2G. Develop a plan for composting

A school district wide organics pick up will begin in 2013-14, providing schools with two options for composting:

1) Do a combination of on- and off-site composting: i.e. compost the garden organics and some school food on-site and send all additional organics off-site with the district wide pick up.

2) Send all garden organics off-site through the district-wide pick up. .

If you choose to do on-site composting, consider finding a community partner to help you maintain it, and follow these four steps:

1) Training

Any school staff or students that want to begin a composting program must arrange to take a free composting seminar from the City Farmer demonstration garden at Maple and 7th in Vancouver. You can contact the great folks at City Farmer by calling 604-685-5832 or emailing cityfarm@interchange.ubc.ca . www.cityfarmer.org/

2) Select a Composter There are many different types of composters, each has benefits and drawbacks. Your composting program’s success will be more reliant upon the process and commitment than on the type of composter you choose. The folks at city farmer can show you various types of composters. One type that we strongly recommend is called ‘The Rodent Resistant Compost Box’. See Appendix D for the drawings. The cost for this composter is approximately $800. 3) Select a Location

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Building garden beds with Tupper Secondary School Tupper Secondary School’s woodworking program has not only designed and built garden boxes and tool boxes for many schools; they have also provided mentorship opportunities to Secondary school students to work with Elementary students. The secondary school students work with the younger students to build garden beds and through the process they teach the younger students about safely using tools such as electric drills, drill presses, hand drills and hammers. www.vsb.bc.ca/district-news/creating-buzz-about-school-gardens

Once you have selected a location for the composter, include it in a drawing as part of your garden proposal. Choose a location where it will be placed on soil, not cement. Avoid placing it near school windows. 4) Install the Composter Once the location has been approved by the Grounds Department, it can be installed.

Step 3. Submit your proposal and meet with VBE Grounds

Proposals are due by December 1 or July 1.

Submit your written garden proposal to the Grounds Supervisor who will review it and let you know if you are ready to go to Step 4. You can submit your application via:

email: jepplette@vsb.bc.ca the blue bag system: Send to VBE Grounds Supervisor

Grounds will contact you to arrange a meeting time to review your proposal.

Step 4. Garden Installation Once the project is approved for construction, funds are raised and available, and all agreements signed and submitted, you are ready to install the garden according to your plans. VBE Grounds staff can prepare the site OR teachers and students may prepare the site with permission from the VBE Grounds dept (e.g. pull up lawn or sheet mulch, delineate plot boundaries). Installation will take place depending on when your application was submitted. If an application was approved in the Dec. 1st round, the site prep and installations will be done in February or March. If an application was approved in the July 1st round, the site prep and installations will be done in October or November. Once the site has been prepped, options for building the garden beds, composters, and tool boxes include:

- Students, parents and staff - A secondary school’s woodworking program or a community agency (eg. BC

Woodworks) - VBE Grounds

Staff Work with VBE Grounds to ensure the installation follows VBE union codes and standards. The Grounds Supervisor

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will then complete a final inspection.

Step 5. Celebration and Reflection

Congratulations – you’ve done it. You now have a beautiful garden - now it’s time to celebrate! Consider holding a community event for the opening. Neighbours and other community members who have not been directly participating in the project may be excited to get involved once they see the final project! Fall harvest celebrations also provide a rewarding opportunity for school and community garden events. Congratulations and happy gardening!

The writing team was Kevin Millsip - VBE Sustainability, Brent Mansfield of Think&EatGreen@School, Sarah

Carten and Melanie Kurrein at Vancouver Coastal Health and John Epplette and Jim Dueck from VBE

Grounds Department. The process steps were adapted from the Portland Public Schools Garden Policy.

And a special thanks to all of the great food, garden and other folks, staff and students who provided

feedback for this policy.

Annual Harvest Festival at Queen Elizabeth The Harvest Festival has grown each year along with the size and scope of the edible school garden and fruit orchard. A wandering minstrel comes dressed up as a carrot and sings songs about vegetables and gardens. A chef and parent helps all the classes prepare the harvested food for the event. The event truly celebrates healthy eating and community togetherness on the school grounds and provides an opportunity to thank everyone involved!

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Appendix A School Garden Contract:

Once your application has been reviewed and approved by the VBE Grounds Department, you will be asked to review, initial and sign this agreement.

Please initial each item below and sign the bottom

____ We commit to following our submitted garden design plans and we will submit another application to Grounds if we wish to expand our garden.

____ We will adhere to VBE standards including avoiding the use of pesticides,

fungicides and herbicides on VBE properties. ____ We will respond in a timely manner to correct any safety issues created by the

garden or any violations to VBE codes. ____ If we plant fruit trees, we commit to developing a three year watering plan. ____ If we are no longer able to maintain the garden, we will restore the space or pay

the VBE Grounds Department to restore the space.

School Administrator: __________________ School Garden Lead:_______________

Signature: __________________ Signature: _________________

Date: __________________ Date: _________________

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Appendix B – Frequently Asked Questions compiled by VBE Grounds

The questions below are the ones that grounds will ask you at your first meeting so please take some time to look them over. Q: Our School wants to design / install a new garden. What is the first step? A: Read over this process and develop your proposal. Q: How do we arrange a site meeting regarding our plans? A: Once you have emailed the grounds supervisor your completed proposal, you will be contacted by grounds to set up a site meeting. Q: What should we prepare for our site meeting? A: A detailed outline of the project, including pictures, sketches and/or models. Proposed locations and all the pertinent information gathered during the review of the VBE garden policy. Choose a time when several of the school’s garden team members can attend. Q: Can VBE staff do the work for us? A: Yes. After approval has been granted for your site, grounds staff will put together a quote outlining the work to be completed. This will be sent to the Principal in the form of a repayable. Once this document is signed for acceptance and guarantee, we will then arrange a date to complete the work. Q: Does VSB staff have to do the work for us? A: It depends on scope of work requested. Grounds will inform what work must be done by VSB staff and which work can be done by the school. Q: How much does it cost? A: This depends on the scope of work requested. For example electrical connections and water hook ups will be done by staff. Other types of work may be done by the school, options will be discussed with VBE Grounds. Q: How quickly can we have the work completed if VBE does the work? A: Installation will take place depending on when your application was submitted. Proposals approved in the December 1 round will be installed in February and March. Proposals approved in the July 1 round will be installed in October and November of the following school year. Proposals can be submitted before the deadlines and are approved on a first come basis. Q: May we expand our project ideas into parking lots, playing fields etc. A: Greening projects should not displace other important and appropriate functional uses of the grounds. This includes opportunities for recreation and educational uses, identified locations for portables and ancillary uses such as parking, fire access or any negative impacts on playing fields. Q: Will the VSB incur any of the costs of our project. A: No. The VSB will not take on any costs of these projects. Q: What happens if the gardens are not successful?

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A: If the school decides they can no longer manage the garden, they should contact Grounds to discuss options. VBE staff will monitor the garden additions over time to make sure they are being managed and maintained correctly. If there are any issues they will notify the principal on site of the concerns. If there is no action taken to revive and/or clean up the area(s) they will be removed by VBE staff. Q: Are we permitted to install water features? A: No. The VBE does not permit any water features for safety concerns. Q: Can we have rainwater collection? Al No. VSB does not allow for rain water collection. Q: Can we have a water hook up supplied to our gardens? A: The Plumbing Department can install this for you. The range of costs is dependant on the size, scope, distance, equipment requirements and labour. Both Grounds and Plumbing departments would be involved in this process. Q: Where do we store our tools? Can we build a garden shed? A: Wooden sheds are not allowed. We would like to see a smaller, lockable container for tool storage that is agreed upon with the Grounds Supervisor. Some schools may have storage areas available, but the Grounds Department’s storage rooms are not to be used by garden groups. Q: Can the VSB provide fencing for our project area? A: VSB installs chain link materials only. The costs depend on the size, scope, distance, equipment requirements and labour. Other types of fencing such as cedar may NOT be used. Q: Are arbors, trellises, pergolas or gazebos allowed? A: Due to safety concerns arbors, trellises, pergolas, are not accepted. Gazebos are not allowed as roof structures are not allowed on VSB sites. Q: May we incorporate logs into our plans? A: No. VSB does not allow logs on sites. Q; May we incorporate river beds into our plans? A: River beds may only be allowed if there are no loose rocks. All smaller rocks etc. must be concreted in place for safety reasons. Q: May we incorporate large boulders into our plans. A: Any large boulders must be completely free of sharp edges, must be placed securely into the ground so that there is no chance of tipping and/or rocking. Any boulders over a height of 30” must be placed in an engineered wood fibre surface for safety reasons. Any boulders must be placed at least 3 feet apart for safety reasons. If boulders are placed tightly together they must be grouted with concrete so as to avoid any pinch points. Q: Once we have completed our garden project, may we expand or add to this established area.

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A: Any additions or modifications must be proposed to the Grounds Supervisor for approval. We suggest building a school garden over time and in stages. If you have different stages of a garden in mind and stage 1 has been successful and is being cared for properly, you may want to start stage 2. Garden additions are treated in the same way as a new garden, in that additions should be discussed with Grounds before any work is done on a second stage. Q: I still have more questions. Who can I call? A: VBE Grounds Supervisor ph: 604-713-5660 or email jepplette@vsb.bc.ca

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Appendix C – Garden Bed Construction and Pricing

Materials and pricing for a typical 4x8 ft. wooden planter (if built through Grounds) Materials:

• Six 4”x4” cedar, 8ft long (can be cut from three 16ft lengths) • Six 4”x4” cedar, 4ft long (can be cut from three 8ft lengths) • Two 2x8 cedar, (can be cut from 1 16ft. length) • Eight 10 inch galvanized spiral spikes • Sixteen 4 inch deck screws • Two cubic yards of soil

If the planter is to be placed on blacktop and a bottom is required then add:

• Four 2x8 cedar, 16 ft. long • Eight feet of 4x4 cedar • Thirty 3 inch deck screws

2x6 cedar

seat

(optional)

4x4 cedar

Cedar Base

VSB Typical Planter

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Appendix D – Construction plan for composter

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