By-Laws

BYLAWS 

LAKE ROYALE COMMUNITY GARDEN 

(Document origination date: January 24, 2024) 

Revised & Approved April 2025  

Article I: Name 

The name of this organization shall be called the Lake Royale Community Garden. 

Article II: Purpose 

The Lake Royale Community Garden is dedicated to creating a space where neighbors connect with one another in a hands-on, peaceful, and respectful environment.  The garden shall be open to all community members as a place to gather, learn, and grow around the activity of growing produce. . While tending to vegetables, fruits and other plants  the space that will be shared with the gardeners and the community, the Lake Royale Community Garden group educates residents about plants, wildlife, and gardening and the nutritional value of produce while strengthening bonds among community members through inclusive community activities. 

Article III: Membership 

Section 1: Eligibility, Standing, Membership Selection, and Procedures for Removal 

Any community member (or family unit) interested in gardening and supporting the club's objectives is eligible for membership. A community member is defined as any property owner, renter, guest, and/or other stakeholder with legitimate interest in the garden. Dues are Payable not required to become a member with standing.  Members are asked to volunteer for at least two hours a month to be a member with standing.  

All members (or family units) shall have equal standing despite any length of involvement in development and/or participation of the community garden, as well as despite any amount of monetary donations, and/or other forms of service through the garden's history.  

Any eligible community member shall be accepted for membership provided they agree to the bylaws and articles, including the code of conduct, and any other guidance documents developed in support of the community garden’s proper peaceful functioning. Membership acceptance shall be evaluated by the presiding officers and should an application for membership be received that raises concern for any reason, this application shall be brought before the garden membership at the next regularly scheduled meeting for discussion and voted on by the paid  members in good standing. 

Members may be removed during the existing fiscal year following a two thirds majority vote of all members present during a regular meeting or properly noticed special meeting. This should be used as a last resort  following at a minimum 1) a mediation discussion with the proposed member(s) and at least two officers regarding concerns raised by the  officers and/or fellow members [garden members are to report concerns  and/or requests for member removal to all officers should conflict arise] and  2) open discussion of any alleged violation of conduct in a prior regular or  special meeting with the member proposed for removal. Both of these activities should be conducted in the spirit of peaceful and productive conflict resolution that aligns with the code of conduct. Behavior course correction shall be embraced over public shaming and punishment through proposed removal. 

Section 2: Dues 

Membership dues are not required.  The garden appreciates the time donation to maintain the space.

Shall be determined by the club and renewed annually.Special Hardship exceptions may be granted through majority consensus of preceding members. Members have 30 days to pay dues following a signed member agreement. 

Section 3: Members must agree to the Code of Conduct. 

Code of Conduct: Lake Royale Community Garden 

1. Respect for Others: 

● Treat fellow gardeners, volunteers, and visitors with courtesy and respect. 

● Be mindful of cultural and personal differences, fostering an inclusive and welcoming atmosphere. 

2. Garden Plot Etiquette: 

● Respect the boundaries of assigned garden plots and common areas. ● Avoid encroaching on neighboring plots or removing plants without permission. 

3. Sustainable Practices: 

● Embrace and promote environmentally friendly and sustainable gardening practices. 

● Refrain from using harmful chemicals that may impact the soil, water, or surrounding wildlife. 

● Only use products from the approved list.  

4. Water Conservation: 

● Use water responsibly and efficiently, avoiding wasteful practices such as overwatering. 

● Report any leaks or irrigation issues promptly to the garden leadership. 

5. Community Participation: 

● Contribute positively to the community by attending meetings, participating in workdays, and supporting club events. 

● Share knowledge and gardening tips with fellow members to foster a collaborative environment. 

6. Garden Maintenance: 

● Regularly maintain your the garden plot to promote a neat and tidy appearance. 

● Participate in communal efforts to maintain shared spaces such as pathways and common areas other garden amenities. 

7. Communication:

● Communicate openly and respectfully with fellow gardeners and club leadership. 

● Report any concerns or conflicts to the designated garden coordinator or club leadership. 

8. Pet Policy: 

● Pets are allowed, ensure they are on a leash, well-behaved, and do not disturb other gardeners. 

● Clean up after pets to maintain a clean and safe environment. 

9. Educational Opportunities: 

● Take advantage of educational programs and workshops offered by the community garden club. 

● Share your knowledge and experiences with others to foster a culture of learning. 

10. Compliance with Rules and Regulations: 

• Adhere to the community garden bylaws, guidelines, and any rules set forth by the club. 

• Report any violations or concerns to the appropriate authorities or club leadership. 

11. Harvesting and Sharing: 

• Produce grown will be 1) shared amongst the members in exchange for their volunteer time and 2) used to share and educate the greater community.

• Members are able to harvest at their discretion but should 1) be sure to notify the rest of the members that harvest is available and 2) be sure to leave some of the harvest for others.

• Members can harvest from herbs and other medicinal plants freely but must be done respectfully to the plant.

Harvest only from your assigned plot unless given explicit permission from the plot owner

Consider donating excess produce to community events or shared spaces 

12. Sustainability and Recycling: 

• Dispose of garden-related waste responsibly, following guidelines for  composting and recycling. 

• Minimize non-recyclable and non-compostable items brought into the  garden

Article IV: Meetings 

Section 1: Regular Meetings 

Regular meetings shall be held once a  Month season (Winter, Spring, Summer, Fall)  at a time and location determined by the organization. Meetings may be held more or less frequently if agreed by the members. 

Section 2: Special Meetings 

Special meetings may be called by the chair or at the request of 3 members, with notice (which may be written or verbal) provided to all members at least 7 days in advance of meeting date. 

Article V: Officers and Decision Making 

Section 1: Titles 

The officers of the organization shall include a Chair, Co-Chair, Secretary, and Treasurer.  If a volunteer is not able to be identified, the office may remain vacant; however, there must be at least two officers in place for minimal functioning.

Section 2: Duties 

● The chair’s duties include but are not limited to; the chair shall preside over meetings of the organization, both committee meetings and general meetings, and will be the spokesperson, or official ‘voice’ of the organization between meetings. The chair makes sure the agenda is covered and decisions are made when required and by voting on decisions regarding the spending of funds and when there are differing opinions, keeping order; helping the group deal with differences of opinion and conflicts; being sure that everyone who wants to have a chance to speak. The chair drives the club towards its purpose, vision, mission and objectives and are expected to make decisions they believe are in the best interests of the organization.  The chair will liaise closely with the secretary about dates, arrangements, agendas, correspondence for meetings, and content of minutes. The chair will liaise with the treasurer about the financial state of the organization and be aware of the finances of the organization. The chair will check the organization’s email account and will respond to and organize emails. The chair will keep detailed records of information in the google account (documents, forms, etc.)  to make transitions from year-to-year as smooth as possible. The chair will moderate social media accounts along with any assigned communications volunteer. The chair will maintain a list of Logins and passwords to any accounts (i.e. bank, Venmo, PayPal, social media, website, Google account, etc.) The chair will have a clear understanding of the organization’s Bylaws and Articles and their limits. The chair shall maintain all records in an organized and safe location and be prepared to turn over all records to an in-coming new chair. 

● The co-chair shall assist the chair with all chair responsibilities and assume responsibilities in their absence. 

● The secretary’s duties include but are not limited to: the secretary shall keep minutes of all meetings and shall distribute those minutes to the members. The secretary shall give notice of meetings along with an agenda. The secretary informs officers of deadlines for reports, mailings, and future commitments. The secretary maintains a roster of officers and members with current address, including email and telephone information and shall maintain records of garden members’ contracts, liability waivers, signed code of conduct forms, etc. The secretary may assist the chair with checking the garden email account as needed. The secretary shall maintain all records in an organized and safe location and be prepared to turn over all records to an in-coming new secretary. 

●  The treasurer will undergo a background check. The treasurer’s duties include, but are not limited to: the treasurer will manage the  club's finances and collects donations and receive other monies (from  fundraisers, etc.) and will make disbursements of funds and shall  keep an accurate and detailed record of all receipts and  disbursements and provide regular financial reports. The treasurer will prepare budgets for the organization and give a financial report at every meeting. The treasurer will be responsible to pay the organization’s bills and will reimburse members for approved organization’s purchases only when a receipt is turned in. The treasurer will keep current monthly reconciliations of the organization’s debit cards and bank accounts and provide such reconciliations for review. The treasurer shall be responsible for filing the yearly taxes (990-EZ) before the filing deadline. All checks issued by the organization shall be signed by the treasurer and the chair of the organization. The treasurer shall maintain all records in an organized and safe location and be prepared to turn over all records to an in-coming new treasurer. 

Section 3: Selection and Removal of Officers 

Officers shall be elected by a majority vote of paid members in good standing at the annual first meeting in the next calendar year. A household of 2 or more members with one paid membership constitutes 1 vote. 1 vote per paid household membership. 

The officers shall hold office for a term of one year or until their successors are elected. 

An officer may be removed following a two thirds majority vote of all  members present during a regular meeting or properly noticed special  meeting. This should be used as a last resort following at a minimum 1)  discussion amongst all officers regarding concerns with the officer  proposed for removal and 2) open discussion of any alleged dereliction of  duty in a prior regular or special meeting with the officer proposed for  removal. Both of these activities should be conducted in the spirit of  peaceful and productive conflict resolution that aligns with the code of  conduct. Behavior course correction shall be embraced over public  shaming and punishment through proposed removal. 

Section 4: Vacancies 

All vacancies in the member Officers may be filled by the affirmative vote of a  majority of the remaining Officers, provided that any such Officer who fills a vacancy is qualified to be an Officer and shall only hold the office for the  term specified until a new Officer is duly elected by the members. Any  Officer elected to fill a vacancy which results from the removal of an Officer shall serve the remainder of the term of the removed Officer and until a  successor is elected by the members and qualified. Any individual who fills  a vacancy of an Officer shall not be considered unqualified or disqualified  solely by virtue of being an interim Officer. 

Section 5: Decision Making 

Significant decisions shall be made at the monthly seasonal meetings. A significant decision is defined as one that requires spending above $500, changes to any guidance or policy documents, and irreversible changes to common areas or infrastructure. These decisions shall be voted on by a quorum which shall constitute at least 25% of paid any good standing members and 75% of officers. 

Insignificant or time-sensitive decisions may be made upon the agreement  of the Chair and two or more officers. These decisions can be made  through informal coordination amongst themselves and shall be relayed at  the monthly meetings for input and feedback should a decision need to be  course corrected for the greater good. 

Decisions must focus on club interests and not the interests of individuals  and discussion should include all Member input. Support by a majority of  attendees present is required for approval. Where the decision is split  50/50 between Members, the Chair’s vote will determine the outcome  should an amended compromise not be able to be brought forth. 

Section 6: Budgeting and Expenditures 

The fiscal year starts March 1 and ends on the last day of February. 

The Treasurer shall prepare an annual budget using estimates for revenue and expenditures derived from the prior year plus any new sources or uses of funds. Support by a majority of attendees is needed for approval.

Any expenditure exceeding $500 must be presented to members at one meeting and support by a majority of attendees is needed for approval. 

Section 7: Financial or Personal Interest 

Whenever an officer or member has a financial or personal interest in any  business matter coming before the organization or club, the affected  member shall (1) fully disclose the nature of the interest and (2) withdraw  from discussion, lobbying, and voting on the matter. 

Article VI: Grants 

Grants may be awarded to the organization at times. Proper spending of  grant monies is important and must be spent only as described in the grant  application. Grant balances shall be shown on the financial statement as a  separate designated amount of funds which shall not be spent for anything  except for the purpose as described in the grant application. 

Article VII: Roles and Committees 

The organization may establish role assignments and/or committees to address specific tasks or  events, such as garden maintenance, fundraising, or community outreach. 

Article VIII: Communications 

The officers of the organization will use the organization’s email address  and mailing address (and not their own personal email address and  personal mailing address) for bank accounts, P. O. Boxes, Internal  Revenue Service, and with any other external account. 

Article IX: Amendments 

These bylaws may be amended by a two-thirds vote of the paid members  present at any regular or special meeting, provided that notice of the  proposed amendment has been given months two weeks prior to the date of  voting. 

Article X: Dissolution 

In the event of dissolution, any remaining assets shall be distributed to a similar charitable organization.