Many garden groups are organized very informally and operate successfully. Leaders rise to the occasion to propose ideas and carry out tasks. However, as the work load expands, many groups may choose a more formal structure.
A structured program is a means to an end. It is a conscious planned effort to create a system that each person can participate fully and the group can perform effectively. It’s vital that the leadership be responsive to the members. Structure will help an organization to last. It will promote trust, it will help your group grow and create new opportunities for leaders to develop.
If your group s new, have several initial planning meetings to discuss your program and organization. Try out suggestions raised at the meetings and after a few months of operation, you’ll be in a better position to develop bylaws or organizational guidelines. A community garden project should be kept simple as possible, whether large or small.
Bylaws are rules which govern the internal affairs of the organization. They are required when you forma non-profit corporation (also known as a 501(c) (3), but are useful even if your group consists of friends and neighbors. Many battles are won simply because one side has more pieces of paper to wave than the other. It’s helpful to look at bylaws for other similar organizations if you are incorporating. Guidelines and Rules are less formal than bylaws, and are often adequate enough for a garden group that has no intention of incorporating.
Organizational Considerations:
What is your purpose? What are your short-term and long-term objectives?
How are decisions to be made? Who chooses leaders and how?
How will work be shared? Who does what?
How will you raise money? Membership dues, fund raising, grants, sponsors?
Are you open to change? Flexibility is important when goals and members change.
Do you want to be incorporated or act as a club?
What goes into Formal Bylaws?
Full official name of organization and legal address
The purpose, goals, and philosophy of the organization
Membership categories and eligibility requirements
Membership dues, how much and when paid
Specify when and how often regular or special meetings of the membership are to be held, as well as regular and annual meetings of the Board of Directors.
State what officers are necessary, how they are chosen, length of term, their duties, and how vacancies are filled?
State special committees and their purpose, and how they operate.
Establish a system so that bylaws can be rescinded or amended, maybe by a simple majority. State any official policies or practices; e.g.: garden group will avoid the use of hazardous substances; group will agree to keep all adjacent sidewalks in good repair and free of ice and snow in season; group will make all repairs necessary to keep equipment, fences and furniture in good order and repair.
Include a Hold Harmless clause (sample):
“We, the undersigned members of the (name) garden group hereby agree to hold harmless (name owner) from and against any damage, loss, liability, claim, demand, suit, cost and expense directly and indirectly resulting from and arising out of or in connection with the use of the (name) garden by the garden group, group, its successors, assigns, employees, agents and invites.”
