Growing Together: Open Forum

Our garden is new-ish in the last year. I volunteer manage our school garden and in-class cooking supplies. We are fortunate to be amassing a lot of supplies.  I need a system for managing our supplies.  For example, another parent coordinated a school wide garden tasting.  She needed to use a lot of our mini-mobile kitchen supplies.  I don't currently have any system in place to ensure all those supplies make their way back to me.  We all have the best intentions but our memories are faulty, we're all pressed for time, etc.  I don't know where to find the balance between...I worked really hard to thrift, get supplies from my Buy Nothing group, and write grants to gather these supplies that we need, I don't want them to walk away and...I don't want to seem petty (? not the right word but overly micromanaging) each and every pair of tongs (even though they are important to me lol!).  Looking for advice on this and systems....all I can think of is a laminated checklist with all our supplies that people fill out. I feel like people won't want to do that....I guess that's just part of the job of managing stuff though?

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Nicole Dodds
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Some ideas are :to have an inventory checklist with each item listed (and a picture if the students are helping with it to learn management skills) and a replacement cost.  When someone needs to "borrow"/"check out" items, let them fill out the REQUEST sheet-- each thing they actually need - and you box them up-instead of them just grabbing items on a whim (who can remember all the pieces we toss in the box that we "might" need.)  This serves two purposes,  if they take particular items and they checkmark the box and they sign the form, there is a lot more accountability on their part.  They can actually check that all they requested is there and together you can do a item count.  If you have a picture then there is no doubt about what is missing when all the items should be returned.  And most people, if they can't find the item and they see the replacement cost listed will just give you the money to avoid not having to find the item again. --Be sure and put actual retail cost to replace on the list.

Keeping in people's minds that what you are doing costs a bit of money really helps around fund raising time, plus if several people have asked for an item that you don't have, it  lends a lot of credibility when you can approach someone for funding or donation money (or you publish your wish list!)

If they give you attitude about signing out the supplies- i just say we want to keep an accurate inventory.  Calling it inventory lends the impression that it is cataloged and counted on a regular basis and it will be missed if they don't return it.

It would be interesting if you could visit a local restaurant when they are closed and have the chef explain their system of items and then scale that down for what your needs are.  Same for a landscape gardener or local produce farmer.  This could also build a sense of community with local individuals.  A video tour is also fun if you can't get the kids out for a field trip.    Having worked in food service for years, you would be amazed at all the tricks of the trade in keeping things organized in a restaurant kitchen!  

I'm excited to hear about which systems you create for your area!

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Rebecca Wammack
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Hi, Nicole! A few years ago I started a lending library of science and outdoor learning equipment. I created a Google Form for folks to use to request items. The form is user-friendly and quick to complete, and all of the replies auto-populate a spreadsheet where I can track requests -- who wants what, who has signed out an item, how long they've had it, whether it has been returned, etc. I also label the lending items with sharpie for ease in remembering what has been loaned/borrowed.

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Jen Reese (she/her)
Science & Garden Coordinator
Amherst & Pelham Public Schools
Amherst, MA
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oh, I really like anything that uses google. Do you have a form in there with all the supplies listed that they check off or do they input the items they care checking out?  

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Nicole Dodds
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Original Message:
Sent: 03-03-2025 09:35:50 AM
From: Jennifer Reese
Subject: supply check out system

Hi, Nicole! A few years ago I started a lending library of science and outdoor learning equipment. I created a Google Form for folks to use to request items. The form is user-friendly and quick to complete, and all of the replies auto-populate a spreadsheet where I can track requests -- who wants what, who has signed out an item, how long they've had it, whether it has been returned, etc. I also label the lending items with sharpie for ease in remembering what has been loaned/borrowed.

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Jen Reese (she/her)
Science & Garden Coordinator
Amherst & Pelham Public Schools
Amherst, MA
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That's such an amazing job you're doing managing the garden and supplies! I totally get the struggle-you want to keep things organized without feeling like a supply cop. A simple sign-out system could help, maybe a whiteboard or Google Sheet where people jot down what they borrow and return. You could also use color-coded bins or labels to make it super easy for things to find their way back. If people resist a full checklist, maybe just a quick "Did you return everything?" reminder message after events could help.

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Kate Brownell
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