Proposed Changes to Association Bylaws
and Rules and Responsibilities
The Board of Directors has proposed a few amendments of the Gladstone Community Garden Association Bylaws and the Association’s Rules and Responsibilities. These amendments are primarily to update and improve governance of the garden and set forth best practices for gardeners. Summaries of these changes are set forth below, followed by links to the full text of each document.
We seek the approval of members by voting at the annual meeting on March 4.
Summary of Proposed Changes to the Association Bylaws
Membership
The definition of membership has been refined to include a Primary Member for each lot. The Primary Member is the person having registered for the lots, signed all required application documents, attended orientation, and a member in good standing. A vote is based on the Primary Member, not the number of lots they rented.
The current bylaws have no formal distinction between a primary (voting) member and a secondary member or gardener.
Duites of Membership
The work hour requirement has been changed to require only two (2) hours of community work per half lot.
The current bylaws require a member to perform four (4) hours of community work per ½ or full lot.
Work hours for all members must be completed by October 31 of the current year. Failure to do so may jeopardize membership renewal the following year.
The current bylaws have no stipulation of a deadline for when work hours must be performed.
Governing Guidelines/Officers and Directors
The terms of office of the President, Vice President, Secretary, and Treasurer commence on the first Tuesday of April and end on the first Monday of April twenty-four (24) months later. The term of At-Large Directors commences and end on the same days but are for twelve (12) months.
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The current bylaws do not define the terms of office. This change allows for a smooth transition from one administration to the next.
Application Fees and Dues
A refundable application fee will now be assessed for all new members. This fee is refunded if the applicant does not complete the application process or withdraws prior to taking possession of a lot. The application fee becomes a security deposit when a lot is acquired; such deposit is refunded when the member leaves the garden lot in good condition.
A deposit has been required but is not explicitly defined in the current bylaws. The application fee, and a few other related but minor “housekeeping” provisions have been introduced in the new bylaws to accommodate our implementation of the garden website member payment process.
The term of annual membership is now defined as commencing on March 1 and concluding on February 28.
Formerly the term of annual membership was not defined.
Fiscal Policies
A new Article, XII, has been added to the bylaws to define how the association’s funds may be spent, in what amounts, and by whom.
The current bylaws are silent on this important issue.
Summary of Proposed Changes to the Rules
and Responsibilities
Requirements:
The new rules stupulate that "Each lot must be planted and watered so that it produces a crop that will be harvested."
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Community Work Hours:
Similar to the bylaws, the new rules stipulate members with half lots must complete two (2) hours of community work and members with full lots must complete four (4) hours of community work per lot during the growing season. Work hours must be completed by October 31 to maintain membership status the following year.
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General Responsibilities:
The new rules emphasize that ours is an organic garden and herbicides, pesticides, and non-organic fertilizers are not allowed.
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Structures:
Raised beds are now allowed and must be approved by the Board of Directors in advance of construction and comply with the specification document posted on the garden website.
Planting and Soil:
Soil and compost must not be removed from the garden.
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