BYLAWS
of the
NEWARK STREET COMMUNITY GARDEN ASSOCIATION
Copy published in January 2005
ARTICLE I – NAME
The name of the organization shall be NEWARK STREET COMMUNITY GARDEN ASSOCIATION.
ARTICLE II – PURPOSE
The purpose of the Association shall be the promotion and support of recreational gardening among residents of the District of Columbia; the necessary management of the Newark Street Community Garden; such cooperative endeavors as are mandated by the gardeners; education and technical service to gardener; and liaison between the gardening community and other interested groups and organizations.
ARTICLE III – LOCATION
The Association shall be located in Washington, DC.
ARTICLE IV – MEMBERSHIP
Sec. 1. Qualifications: Any person residing in the District of Columbia may qualify for membership providing she/he meets all of the following criteria: (1) Adherence to the Gardening Rules and the Bylaws of the Association; (2) Residency in the District of Columbia; (3) Payment of fees, and assessments; (4) Commitment of services (or other assistance arrangement) toward the tasks of maintaining the Association and Community Garden (5) Cultivation of site.
Sec. 2. Voting Rights: Each properly recorded member shall have one vote.
Sec. 3. Admission of Members: New members shall be admitted on a first-come, first served basis as garden sites become available. Applications for membership shall be submitted in writing to the Chairman of the Membership Committee. When available, a site will be assigned to the applicant and established fees will be collected. A copy of the Bylaws and the Gardening Rules will be provided.
Sec. 4. Annual Fee: Annual membership fees for materials and services shall be set by the Board of Directors, approved by voting members at a duly constituted meeting.
Sec. 5. Renewal of Membership: Payment of fees and renewal of eahc member’s site assignment, based on an application for the current gardening year, shall take place in accordance
with the rules and procedures adopted by the Board of Directors.
Sec. 6. Commitment of Service: The Board may require each member to commit up to ten hours of service per year toward performing the tasks required for the administration of the Association. If a member is unwilling or unable to provide the necessary service, the Board may impose an additional assessment on such a member in lieu of service.
Sec. 7. Default and Termination of Membership: When any member shall default payment of fees or maintenance of garden site or commitment of service, or fail to adhere to the rules of the Association within the period specified by the Gardening Rules, her/his membership may thereupon be terminated by the Rules Committee. Notice of termination may be appealed to the Board of Directors within the final warning period.
Sec. 8. Resignation: Any member may resign from the Association by notifying the Membership Committee Chairperson. However, such resignation shall not relieve the member of the obligation to pay any fees or other indebtedness theretofore accrued and unpaid.
Sec. 9. Transfer of Membership: Membership in this Association is not transferrable or assignable.
ARTICLE V – BOARD OF DIRECTORS
Sec. 1. The Board of Directors: Shall be composed of the President and six elected members to serve as Directors.
Sec. 2. The President: Shall be nominated and elected by secret ballot at the annual meeting in October and shall hold office for two years or until her/his successor is elected, and the President’s term shall begin at the close of the meeting at which the election takes place.
The President shall be the chief executive officer of the Association, and subject to the control of the Board, shall perform all duties customary to the office of Executive Director. The President shall preside over all meetings of the Board and the Association membership, and shall be ex-officio member of all committees.
No member shall be eligible to serve more than two consecutive terms as President.
Sec. 3. Members of the Board: The Directors shall be nominated an elected by ballot at the annual meeting in October and shall hold office for two years or until their successor sare elected. Three Directors shall be elected at each October membership meeting and the term of office shall begin at the close of the meeting at which they are elected.
Sec. 4. The Vice President: Shall be appointed by the President from among the members of the Board. The Vice President shall perform the duties and exercise the powers of the President during the absence or disability of the President.
Sec. 5. The Secretary, Treasurer and Chairpersons: Of standing committees shall be approved by a majority of the entire Board and shall serve for one year or until their successors are approved by the Board. They may be selected either from among the members of the Board or from among members of the Association.
The Secretary shall keep minutes of the annual membership meetings as well as of all Board meetings. The Secretary shall provide notice to members at least 10 days before any regular meeting and additional notification by mailing or telephone as necessary.
The Treasurer shall have custody of all Association funds and shall keep a full and accurate account of all receipts and disbursements; shall deposit all monies in the name of the Association and shall make a full written financial report after audit by tow members selected by the President, which will be presented to the membership at the October meeting. The Treasurer shall assist the Board in development of an annual budget.
Sec. 6 Elected Directors: Shall sit as members of the Board and shall participate in execution of responsibilities to the Association and as directed by the President.
Sec. 7. Meetings of the Board: Shall be called by the President or by request of a majority of the Directors. These meetings will be open to the members of the Association. Any member may place an item on the Board’s agenda.
Sec. 8. Quorum: A majority of the currently elected members of the Board shall constitute a quorum.
Sec. 9. Report: The Board shall give a full report of its activities at the annual October meeting.
Sec. 10. Recall or Resignation of Member of the Board: The election fo President or Directors may be rescinded for misconduct or neglect of duty by a majority of the full Board. In the event of resignation of a Director or President, or her/his removal from office, the Board shall appoint a successor to serve until the following election meeting.
The election of President or Directors may be rescinded by a majority vote at a duly constituted meeting of the Association (regular or special) when notice of intention to make the motion has been given at the previous meeting or in the call of the present meeting, or by a vote of the majority of the full Board.
ARTICLE VI – MEMBERSHIP MEETINGS
Sec. 1. Regular Meetings: Regular meetings of the entire membership shall be held in April as a semi-annual meeting, and in October which shall be known as the Annual Membership meeting, for the purpose of electing members of the Board, receiving reports of officers and committee chairpersons, approving the Budget for the coming year, and for other association business as may be necessary.
Sec. 2. Special: Special meetings shall be called by the Board upon petition of ten percent of the membership or upon a vote of the Board. No business may be conducted at a special meeting except that specified in the notice.
Sec. 3. Quorum: Twenty (20) members in good standing shall constitute a quorum. A roster shall be maintained of the names of members present at a meeting.
A simple majority of those members present at a regularly constituted meeting shall constitute an act of the general membership unless the act of a grater number is required by law or by these Bylaws.
Sec. 4. Notification: The Membership shall be notified of all meetings a minimum of two weeks in advance through issuance/mailing of notice to the entire membership, by telephone as appropriate, and posting on the bulletin board.
ARTICLE VII
Sec. 1. Standing Committees: Standing Committees are constituted to insure the continued oversight of continuing functions relevant to the continuing administration of the Association. The Chairperson of each committee shall be appointed by the President and approved by the Board. Committee members will then be appointed by the Committee Chairperson. The President may act as ex-officio member of all committees. The Board shall be kept apprized of all programs.
Sec. 2. Membership Committee: A Membership Committee shall be responsible for solicitation and admission of new members, maintenance of a waiting list; site assignments; maintenance of a current roster of members.
Sec. 3. Rules Committee: Rules Committee shall develop proposed additions or amendments to the rules and procedures of the Association for consideration of the Board and ratification by the members; shall mediate and rule upon any grievance brought by a member, subject only to appeal to the full Board;’ and shall enforce th standing rules and removal of any member who is in violation of the conditions of membership, subject to appeal to the Board.
Sec. 4. Agriculture Committee: The Agriculture Committee shall provide information and technical advise to the members; shall serve as liaison with local information sources, and shall sponsor at least one educational session each year.
Sec. 5. Garden Services Committee: The Garden Services Committee shall be responsible for organizing and generally overseeing logistics for a cooperative administration of the needs of the community project. These functions shall include, but no be limited to overview and care of the water system; supply of gardening tools; storage facility; procedures for trash removal; required lawn care.
Sec. 6. Social and Welfare Committee: The Social and Welfare Committee shall organize social affairs to encourage membership participation in gatherings for exchange of gardening ideas, experiences, friendships; and shall organize a system for collection and distribution of excess produce available during or toward the end of the gardening season.
Sec. 7. Other Committees: Such other Committees, standing or special, shall be created by the President as the Association and the Board shall from time to time deem necessary to carry on the work of the Association.
ARTICLE VIII – PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Roberts’ Rules of Order Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rules of order the Association may adopt.
ARTICLE IX – AMENDMENT OF BYLAWS
These Bylaws may be amended at any regular meeting of the Association by a majority vote, provided that the amendment has been submitted in writing to the Board and is included in the notice of the meeting.
ARTICLE X – AMENDMENT OF RULES
Any amendment of the Gardening Rules of the Association shall be developed by the Rules Committee, and ratified by a majority vote at a duly constituted meeting of the Association.
