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DRAFT – after 4/23/03 policy committee meeting
BYLAWS
of the
Elk Grove Community Garden & Learning Center
ARTICLE 1 – PURPOSES of the Elk Grove Community Garden & Learning Center
A. Name
The name of this organization shall be the Elk Grove Community Garden and Learning Center,
hereafter in these bylaws referred to as the “EGCG”.
B. Mission
The Elk Grove Community Garden and Learning Center exists to create and nurture a
community-operated garden and education center in Elk Grove. We are deeply committed to
growing healthy food; teaching and learning sustainable living practices; engaging in meaningful
outdoor recreation; promoting community identity and cooperation; and contribution to bio-
diversity and ecologically sound landscaping techniques. We are people of diverse cultures, ages
and abilities promoting positive community development, gardener by gardener.
C. Goals
The goals of EGCG are to:
1. To establish a site on which members can engage in natural gardening and related
educational activities.
2. To grow healthy food for our families and community members who are in need.
3. To teach natural gardening and sustainable living practices through on-site workshops,
tours, and hands-on learning experiences.
4. To preserve productive green space for future generations while honoring the rich
agricultural heritage of the Elk Grove area.
5. To promote greater unity and cooperation in our community by including people of
diverse abilities, ages, cultures, and socioeconomic backgrounds in our activities
6. To contribute to greater bio-diversity and the preservation of native species in the Elk
Grove area.
7. To provide meaningful opportunities for outdoor recreation and neighborhood gatherings
for families and community.
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8. Encourage environmental awareness and ecologically sustainable community
development in Elk Grove .
D. Site Property and Uses
The EGCG will be responsible for developing and maintaining the community garden and
learning center on the parcel of property deeded by Lennar Corporation to the Elk Grove
Community Services District (hereinafter referred to as EGCSD) at the corner of Hampton Oak
Drive and Ironrock Way in the Hampton Village subdivision within EGCSD. Use of this parcel
of property (hereafter referred to as the “EGCG site”) by the EGCG shall be for the Purposes and
Goals stated in Article I, Sections B & C, and in accordance with the Bylaws, policies, rules and
regulations of the EGCG as well as any pertinent rules and regulations of the EGCSD and local,
state, and federal law.
The EGCG site shall have areas designated for the following uses according to an EGCG Site
Plan to be approved by the EGCSD before the opening date of the EGCG Site:
1. Individual garden plots, to be maintained by individual members of EGCG and their
immediate families
2. Common garden, for gardening and horticultural projects proposed and carried out by full
members and/or designated friends of the EGCG [with the approval of the EGCG
Planning and Executive Committees and under the general direction of the Garden
Coordinator(s)]
3. Compost areas, to be maintained by [members of] EGCG [designated by the EGCG
Operating Committee] for the purpose of composting plant waste from individual garden
plots and common garden areas as well as other appropriate sources in the Elk Grove
area, the resulting compost to be made available for individual plots and common garden
areas at the EGCG site
4. Tool Shed and Resource Library, to be maintained by EGCG for purpose of providing
tools and information resources for the benefit of EGCG members according the EGCG
rules and regulations
5. Teaching and Meeting Area, to be maintained by EGCG for workshops, tours, and hands-
on learning experiences for the benefit of members as well as Elk Grove community,
school children and teachers in the Elk Grove area, and other organizations such as the
Boy Scouts and Girl Scouts.
ARTICLE II – MEMBERSHIP
A. Admission to Full Membership
Residents within the Elk Grove Community Services District (hereafter referred to “residents of
Elk Grove”) may be admitted to full membership in the EGCG in any of the following ways:
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1. Residents within EGCSD may become full members of EGCG by signing the EGCG
Bylaws and paying their first annual membership dues on the opening date of the EGCG
site, which shall be July 1, 2003.
2. Permanent residents of Hampton Village subdivision (according to U.S. Post Office
records) may become full members prior to January 1, 2004 opening date of the EGCG
by contacting the Treasurer of the EGCG and paying annual membership dues.
3. Other residents within EGCSD who do not become full members on the opening date of
the EGCG site may become full members after one year as affiliate members of EGCG,
starting from the date they contact a EGCG Executive Committee member expressing
their intention to be an affiliate member and by fulfilling the responsibilities of an
affiliate member (see II, B. 3 & 4 below).
Founding Members Clause:
Those persons who have actively been involved with EGCSD prior to July 1, 2003 shall have
rights to full membership as ascertained by the executive committee.
B. Membership Rights and Responsibilities
1. Full members – Rights:
a) Voting rights (see II, C, below)
b) Eligibility for an Officer position on the Executive Committee
c) Eligibility to serve as Chair or member of standing or ad-hoc committees
d) Attendance and participation in EGCG membership and committee meetings
e) Assignment of an individual garden plot (not more than one per household/family if
there is more than one full member in the household/family), on a first-priority basis
as of the date of admission to full membership (see II, A)
f) Access to the EGCG site (with a gate key) sunrise to sunset
g) Eligibility for use of a common garden space(s) for project(s) approved by EGCG
[Planning and Executive Committees], as an individual member, the leader of a group
project, or as a participant in a group project
h) Use of tools, library materials, compost, and other resources provided at the EGCG
site, according to EGCG rules and regulations
2. Full members – Responsibilities:
a) Compliance with EGCG Bylaws, policies, rules and regulations as well as all
pertinent EGCSD rules and regulations
b) Maintenance of assigned individual garden plots, to be specified in EGCG rules and
regulations
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c) Assistance with the general maintenance of common garden spaces and other
common areas of the EGCG site (see I, D) on at least a biennial basis, to be specified
in EGCG rules and regulations
d) Assistance with the maintenance of safety and security of the EGCD site, to be
specified in EGCG rules and regulations
e) Payment of annual membership dues and, if applicable, plot fees by deadline dates
f) Maintenance of current contact information
g) Contribution to the EGCG mission and goals on an on-going basis in one or more of
the following ways:
i. Serving as a Executive Committee officer
ii. Serving as chairperson or member of a standing or ad-hoc committee
iii. Serving as a Garden Coordinator
iv. Serving as leader or participant for an approved project in a common garden
space
v. Participating in EGCG fund-raising efforts
3. Affiliate members – Rights:
Affiliate is a Transitional Membership
a) Admission to full membership after one year as an affiliate members who have
fulfilled their responsibilities (see II, B. 4, below), as ascertained by the Executive
Committee
b) Attendance and participation in EGCG membership and committee meetings
c) Assignment of an individual garden plot (not more than one per household/family) on
a second-priority basis, after all full members who are waiting for plots are assigned
plots
d) Eligibility to participate in approved projects in common garden spaces, under the
direction of the project leader
e) Use of tools, library materials, compost, and other resources provided at the EGCG
site, according to EGCG rules and regulations
f) Access to the EGCG site (with a gate key) sunrise to sunset
4. Affiliate members – Responsibilities:
a) Compliance with EGCG Bylaws, policies, rules and regulations as well as all
pertinent EGCSD rules and regulations
b) Maintenance of assigned individual garden plots, to be specified in EGCG rules and
regulations
c) Assistance with the general maintenance of common garden spaces and other
common areas of the EGCG site (see I, D) to be specified in EGCG rules and
regulations
d) Assistance with the maintenance of safety and security of the EGCD site, to be
specified in EGCG rules and regulations
e) Payment of annual membership dues and, if applicable, plot fees by deadline dates
f) Maintenance of current contact information
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C. Voting Rights of Full Members
For the election of Officers to the Executive Committee and at any membership meeting,
each full member shall be entitled to one vote. Upon demand of any full member present,
voting on any question at general membership meetings shall be by secret ballot. The
Secretary shall keep an up-to-date list of full members entitled to vote and shall be available
at all membership meetings and for the purpose of electing Officers.
D. Action by Vote
1. A simple majority of the votes cast in person by full members at any membership
meeting, where a quorum is present, shall be sufficient to authorize any actions of full
members consistent with these Bylaws. A plurality of votes cast in ballots by full
members in elections shall be sufficient to elect Officers of the Executive Committee (see
Article IV for the election of Officers).
2. Vote extension by majority
E. Membership Meetings
1. Annual meetings
Official meeting to all members which reviews past year and previews upcoming year.
Beginning with the year 2003, the annual meeting of the EGCG membership (full and
affiliate) shall be held during October of each year at such date, time, and place as the
Executive Committee shall designate. Written notice of time, date and place of holding
of such meetings shall be given by first class mail, e-mail, or in person to each full and
affiliate member, not less than ten nor more than thirty days before each meeting. The
officers of the Executive Committee and the Chair of each standing committee shall give
annual reports of their activities in the previous year and anticipated business for the
coming year at each annual meeting.
2. Regular meetings
Commencing in July 2003, there shall be a membership meeting once a month on a date
following the monthly meeting of the Executive Committee. The Executive Committee
shall schedule the date, time, and place of such meetings as regularly as possible in terms
of week of the month, day of the week, and time of day. Written notice of time, date and
place of holding of such meetings shall be given by first class mail, e-mail, or in person
to each full and affiliate member, not less than ten nor more than thirty days before each
meeting. Full members of EGCG may propose agenda items for information or action to
the Secretary, with such items to be submitted at least fourteen days before the next
regular meeting.
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3. Special meetings
Special meetings of the membership may be held upon the call of any three members of
the Executive Committee or upon the call of one-tenth of the full members of EGCG.
Written notice of time, date and place of holding of such meetings shall be given by first
class mail, e-mail, or in person to each full and affiliate member, not less than ten nor
more than thirty days before each meeting.
4. Quorum, adjournment of meetings
At all general membership meetings, one fourth (1/4) of the full members entitled to vote,
present in person, shall constitute a quorum for the transaction of business.
5. Organization of meetings
The Chair of the Executive Committee shall preside at all membership meetings. The
Secretary shall prepare agendas for and take minutes at all membership meetings.
F. Loss of Membership
The Executive Committee shall draft and the full membership shall ratify a due process for
the canceling the membership of full members and affiliate members who have been grossly
negligent in fulfilling their membership responsibilities (see II, B, above). This due process
shall be added to the EGCG Rules and Regulations.
G. Membership Dues
Annual membership dues for full members are $35 per year and for affiliate members are
$25 per year. Membership dues do not include annual plot fees for those members who are
assigned individual garden plots, with plot fees to be determined in EGCG Rules and
Regulations. Annual membership begins July 1st of each year and ends June 30th of the
following year. Payment for dues for membership for first time members is due at the time
of membership. Membership dues will be prorated only for first time members. Prorated
amount will be 1/12 of annual membership. Membership dues are non-refundable.
ARTICLE III – FRIENDS OF EGCG
A. Definition
A Friend of EGCG is any individual or group, such as a gardening club, corporation or civic
organization, which shares or supports the goals of EGCG (Article I, C) and seeks to support
or work with EGCG in accomplishing those goals. .
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B. Designation by the membership
Individuals or groups that meet the definition in III, A and wish to become Friends of EGCG
must be designated as such by a majority vote of a quorum of full members at any EGCG
membership meeting. Such designation shall stay active so long as Friends of EGCG
exercise their rights and meet their responsibilities (see III, C). The Secretary shall keep an
up-to-date list of designated Friends of EGCG.
C. Rights and Responsibilities
1. Rights:
a) Acknowledgement in writing of their official designation as Friend of EGCG
b) Recognition and documentation of their support (financial or in-kind) to EGCG
and/or for the ways in which they are working with EGCG to further mutual goals
c) Access to the EGCG site during open hours for carrying out an approved project(s) in
common garden spaces: gate key may be issued upon approval by the executive
committee
d) Attendance at EGCG membership meetings and pertinent EGCG committee
meetings, but with no voting rights
2. Responsibilities:
a) Compliance with EGCG Bylaws, policies, rules and regulations as well as all
pertinent EGCSD rules and regulations
b) Maintenance of current contact information
c) Supporting the EGCG by providing financial or, in-kind support (labor, services or
materials)
d) Working with the EGCG on one or more of the following efforts:
i. planning and implementation of on-site projects in common garden spaces
ii. joint grant and fund-raising efforts
iii. networking and information sharing on pertinent issues and projects
iv. other forms of cooperation in furthering mutual goals
ARTICLE IV - EXECUTIVE COMMITTEE
A. Composition, Qualifications, Election and Term of Office
1. Composition
The Executive Committee is comprised of seven members, including four Officers and
three Standing Committee Chairs. The four Officers are the Chair, the Co-Chair, the
Secretary, and the Treasurer, Garden Coordinator, CSD Liaison, and Planning &
Membership Coordinator.
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2. Qualifications
All Executive Committee members must be full members of EGCG in good standing of
at least 18 years of age at the time they are elected to their respective positions on the
Executive Committee.
3. Election and Terms of Office
All Executive Committee members shall be elected for a one-year term, except that the
initial term of office starting in 2003 shall be for two years. Each Executive Committee
member shall be elected, or re-elected, to the office for which he or she is a candidate by
a plurality of votes on the election ballots cast by full members of the EGCG.
4. Removal from office and vacancies
Executive Committee members may be removed from office by a majority vote of the
remaining Executive Committee members after missing six such meetings in the fiscal
year. The Executive Committee shall propose, and the full membership shall ratify, other
causes for which an Executive Committee member may be removed. In the case of any
vacancy in the Executive Committee, including removal, resignation, illness, or death, a
new member must be elected by a quorum of full members at the next annual
membership meeting to fill the vacancy. Interim replacements can be appointed by a
quorum of the remaining Executive Committee.
B. Quorum
A quorum for Executive Committee meetings shall consist of at least 4 members.
B. Powers and Duties of the Executive Committee
The Executive Committee shall have general power to manage and control the affairs and
operations of the EGCG, consistent with these Bylaws and the rights of members. The
Executive Committee shall have the power to adopt Rules and Regulations for the EGCG.
EGCSD has the right to override any decision made by the Board and membership.
C. Powers and Duties of the Officers and Chairs on the Executive Committee
DUTIES OF ELECTED OFFICERS:
1. Chair – It shall be the duty of the Chair to preside at general meetings and at executive
committee meetings. The Chair shall delegate responsibilities to the Vice-Chair. The Chair
only votes as a tiebreaker. The Chair is the primary liaison to EGCSD.
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2. Vice-Chair – It shall be the duty of the Vice-Chair to assist the Chair. The Vice-Chair to
replace the Chair, if the Chair is not able to meet his/her responsibilities. The vice-chair will
be the alternate liaison to EGCSD.
3. Secretary – It shall be the duty of the Secretary to post meeting agendas prior to each
meeting. To keep minutes of the meetings and to post a copy of the minutes after the
meeting. Meeting minutes shall contain a list of members present and a list of all motions,
carried, not carried or tabled. Minutes must be approved by EGCSD prior to publication.
The Secretary is responsible to provide written notice of agenda’s not less than 10 days or
more than 30 days before each meeting.
4. Treasurer – It shall be the duty of the Treasurer to collect and record all money and in-kind
donations. The Treasurer shall be custodian of all the organization’s funds and present a
report at meetings.
5. Garden Coordinator – The Garden Coordinator will be in charge of overseeing daily
operation and maintenance of the EGCG site, and communicating the rules and regulations to
members and visitors.
6. CSD Supervisor
7. Membership and Outreach Coordinator – This person will be responsible for coordinating
fundraising and promotional events, including but not limited to procuring sponsors, building
full and affiliate membership base, staffing of event booths, and distributing fliers and other
promotional material to the general public.
ARTICLE V – AD-HOC COMMITTEES
Can be established at such time as deemed necessary by the Executive Committee or voted upon
by membership.
AMENDMENTS
Amendments to these Bylaws can be proposed at a general meeting. It will be on the agenda and
discussed at the following meeting. Voting will take place at the subsequent quarterly meeting,
July, Oct., Jan. or April), with a ¾ majority of those voting required to pass any amendments.
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