Sheboygan Community Garden
By-Laws, 2008
The Sheboygan Community Garden By-Laws serve to provide structure for the operation and governance of the garden. Additions, deletions or modifications to these official By-Laws must meet the following standards:
A vote is held at a general meeting of the garden ( the Spring Potluck or Fall General membership meeting).
One vote is allowed per adult member of each plot.
Sufficient time is given at the meeting to discuss and understand the proposed changes.
The proposed changes are approved by at least a two-thirds majority of those present at the meeting.
I. Executive Board
The executive board oversees the garden and provides a forum for committee representatives to gather and share ideas and information. One half of voting members are required for a quorum.
The executive board consists of the following voting members:
Garden Coordinator (s): Organizes and leads the executive meetings.
Co-Treasurers: Both Co-Treasurers are members of the executive committee.
Committee Chairs/Members: Each committee designates one member as chair who then represents their committee at the meeting. If this person cannot attend, then another member is designated to attend the executive meeting.
Members-at-Large: To increase diversity of viewpoints, the garden board may select two or more members-at-large for a one-year term.
Non-voting Guests: These Board meetings are open to everyone. Guests may participate in discussions but may not vote. Meeting dates are posted in the garden handbook calendar
II. Garden Coordinator(s)
The Garden Coordinator (s) are elected at the Fall meeting and assumes responsibilities immediately. The Garden Coordinator(s) organizes and oversees the Executive Board and serves as a liaison between the Garden and the Community Action Coalition (CAC).
III. Garden Co-Treasurers
The garden Co-Treasurers are elected at the Fall meeting and assume responsibilities immediately. The garden bank account requires two signatures. The names of the two treasurers are on the checking account. The Co-treasurers collect and deposit Gardener fees and pay all garden expenses.
IV. Committee Structure
A series of committees are responsible for a variety of tasks. Each committee has a chairperson who is elected at the fall meeting and who begins his/her responsibilities immediately. Any garden member can volunteer to serve on a committee. Everyone is welcome and encouraged to participate. Additional committees may be added at any time. In the event that one of the positions opens during the year, the position will be filled by the Board.
V. Committee Descriptions
Maintain a master list of gardeners with gardener contact information.
Collect and document general demographic information (languages spoken, ethnicities, age, sex, etc.) for possible grant applications.
Gather a list of returning gardeners and their desired plot sizes prior to each gardening season.
Draft a layout of the garden plots for the upcoming season. The draft is prepared by the Plot Allocation Sub Committee using information from the Plot Evaluation Committee and following the Plot Allocation Guidelines on page four of this document.
Present the proposed plot layout to the Executive Board for approval.
Plot Evaluation Committee
Perform monthly checks of the garden to determine if the General Garden Rules and the Good Neighbor rules are being followed.
Document and contact gardeners in violation of garden rules.
At the end of the year, make a recommendation to the Registration Committee regarding the size of plots to be assigned the following year.
Communications Committee
Facilitate mailings and communications between garden members, e.g., publishing and distributing announcements.
Work closely with the language chair to make communication accessible to all gardeners.
Maintain the garden’s Website.
Record and distribute Executive Meeting minutes within two weeks of the meeting via email and/or by posting at the garden.
Language Committee
Responsible for ensuring communication between the gardeners.
Arrange for translators when needed
Organize translations of written materials, mailings, posters and announcements.
Work Hours and Work Days Committee
Plan work days.
Track and document work hours for each gardener plot.
Alert gardeners that have not met the required number of hours.
Pre-approve gardeners to work on days other than scheduled Work Days.
Grounds Committee
Maintain the grounds and equipment associated with the garden.
Provide Work Hours and Work Days Committee information about tasks that need to be done during work days.
Social Committee
Plan the Spring and Fall social gathering/general meetings.
Plan social gatherings throughout the year as desired.
Education Committee
Plan education and outreach programs.
Growth and Enhancement Committee
Write and execute grants for the garden on behalf of the Executive Committee.
Perform community outreach and publicity for the garden.
Serve as the eyes and ears of the garden
Advocate for the garden’s continued existence.
IV. Plot Allocation Guidelines
A garden member may be assigned a half plot or a full plot (if grandfathered in two plots is possible). New gardeners are given ½ plots. If they follow garden rules, keep plot weeded and work required work hours, their plot may be increased the following year to one full plot, if available. Initial plot assignments are made at the beginning of each gardening season, no later than May 1. The guidelines for the size of plots to assign are as follows in order of priority:
Returning gardeners return to their old plot.
Returning gardeners who have requested a larger plot will receive a larger plot if available rules and if they have followed garden rules. Larger plots will be assigned by lottery if space is limited.
Gardeners not in good standing will have plot size decreased.
New members, receive a half plot. (These plots will be assigned in the order of requests received)
V. Standards for Gardeners
Members of the garden should be familiar with the By-Laws, since the By-Laws outline the guidelines for continued membership in the garden. Each gardener is required to meet the following mandatory requirements. Gardener compliance with the following guidelines is monitored by the Plot Evaluation Committee.
In early spring, gardeners are notified of the date that annual garden fees are due. Failure to pay on or before this date will result in immediate re-assignment of the plot. Gardeners may not start to plant until the registration form , the Participant Information Sheet and all fees are paid.
Garden Work Days
Each assigned plot is required to work four hours each garden season during garden Work Days. Hours must be performed during garden Work Days on tasks determined by the work committee. If a gardener is unable to complete their required 4 hours during Work Days, work hours may be made up during times outside Work Days but must be pre-approved by the Work Hours and Days Committee or must be those listed on the garden website and in the garden shed.
Pesticide Use
The Sheboygan Garden is an organic garden. Use of pesticides (Insecticides, herbicides or fungicides), chemicals that kill bugs and weeds) is prohibited. Members using these on their gardens will be asked to leave the garden. (Is this true???)
**Any member found to not be in good standing with the General Garden Rules is assigned a plot the next year that is half the size of their current plot. In the event that the gardener is not in good standing and has a half-plot, then the gardener will not be assigned a plot the following year.
Garden Usage
The garden plot must be reasonably utilized for growing food or flowers.
The Plot Allocation committee determines whether gardens are reasonably utilized.
Weed Control
You are responsible for clearing weeds in your garden and in the paths bordering your garden.
Harvest
You are responsible for harvesting the produce that is grown in your garden in a timely manner.
Low Borders
You are responsible for maintaining low borders. You are in violation if your border blocks sunlight from your neighbor’s garden. In general, your plants should be under four feet tall if they are on a border.
Respecting Boundaries
You are responsible for making sure your plants stay within your plot boundaries.
Illness / Vacation
If you are unable to care for your plot for a period of time due to illness or vacation, you are responsible for finding someone to care for your plot.
Failure to comply with the following Good Neighbor Rules will result in a written notice of violation.
Gardeners have two weeks to remedy the violation as described in the notice. Failure to do so will result in a reduction in plot size the following season. In the event that the gardener is not in good standing and has a half-plot, then the gardener will not be assigned a plot the following year.
Three written notices in a single season will result in a reduction in plot size the following season.
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