LAKEWOOD COMMUNITY GARDENS BY-LAWS
PREAMBLE
The name of the organization shall be The Lakewood Community Gardens.
The purpose of the organization shall be:
1. To promote the growing of nourishing vegetables and flowers for personal use.
2. To foster friendship and cooperation among its members.
3. To provide members with a healthy outdoor recreational activity that is also a
worthwhile and enjoyable hobby.
I. MEMBERSHIP
A. Membership is open to Lakewood residents only.
B. Applications will be taken on a first-come, first-serve basis through the City of
Lakewood. All applicants must provide identification which establishes they are
residents of Lakewood. Applicants must sign their plot leases in person, with an
approved member of the Steering Committee.
C. After all plots have been assigned, names of additional applicants will be placed on a waiting list and will be notified when plots become available.
D. Plot Assignments:
1. All members of the Steering Committee are entitled to a second plot at no cost, while they actively serve as a member of the Steering Committee.
2. When there are no names on the waiting list, current leaseholders may apply to their Chief Inspector for a second plot. They will be placed on a
waitlist for those desiring a second plot.
3. No more than two plots may be leased by a family or group of individuals in one household.
E. All Lakewood Community Gardens leaseholders must renew their lease
annually, at the time and location specified by the Steering Committee.
F. A leaseholder desiring to move from one plot to another must gain approval from the Chief Inspector and abide by the following:
1. The leaseholder will give up all rights to their existing plot(s).
2. The existing plot(s) must be cleaned and will be inspected by the Chief
Inspector before the leaseholder is released from their plot(s).
3. The leaseholder's name will be placed on a waiting list if no other plots are
available.
II. FEES
A. The annual membership fee will be $15.00 per plot, payable at the time the
lease is signed.
B. The membership renewal fee will be $15.00 per plot per year.
C. There will be no refunds on a signed lease.
III.POLICIES
A. Hours of Operation and Access
1. The Lakewood Community Gardens are open from sunrise to sunset.
2. The last person out of the Lakewood Community Gardens gate is required
to lock the gate.
3. Anyone unlocking the Lakewood Community Gardens gate is required to
set the lock dials so the combination is not showing.
B. Plot Maintenance and Use
1. All plots and surrounding paths will be maintained in an acceptable
manner, as deemed by the Steering Committee with oversight of city
staff (note: the Lakewood Community Gardens resides in an easement
licensed by Southern California Edison (SCE) and plot maintenance is
subject to review and standards set by SCE.). Violators will be given
correction notices as detailed below in subsection 3 a-b, for maintenance
issues.
a. The following conditions shall constitute "poor maintenance":
i. Plants encroaching onto paths.
ii. Weeds in and around the garden plot(s).
iii. The presence of dead vegetables or flowering plants, or parts
thereof, in the garden plot(s).
iv. Trash such as cans, bottles, wrappers, etc. in or around the garden
plot(s).
2. Lakewood Community Gardens plots are to be enjoyed on a year-round
basis.
a. Plots without any activity for more than 60 days are subject to Steering
Committee review for lease termination, unless an Inspector or a
Steering Committee member has been contacted regarding the short-
term lack of activity. Even if a leaseholder is not actively gardening, it
is their responsibility to maintain their plot(s) free of weeds.
b. Leaseholders who are unable to work their plot(s) for an extended
period of time (up to 90 days), for health or other reasons are asked to
inform an inspector or Steering Committee member.
3. There will be routine inspections of all Lakewood Community Gardens
plots throughout the year. If poor maintenance exists, the leaseholder
will be mailed a written 15-Day Notice of Violation. If the deficiencies are
not corrected within the time provided, a 5-Day Notice of Eviction will be
mailed to the leaseholder informing the leaseholder to vacate the plot(s).
a. A leaseholder who receives a 15-Day Notice of Violation must correct
the deficiencies of their assigned plot within 15 days. The
leaseholder may contact the Chief Inspector to discuss the condition of
their plot(s).
b. The 5-Day Notice of Eviction voids the lease and gives the leaseholder
five days to retrieve their tools and other belongings from the garden.
After that time, the former leaseholder is no longer permitted in the
Lakewood Community Gardens.
C. General Garden Rules
1. Sale of garden produce is prohibited, but may be given away by the
leaseholder.
2. Private tools may be left at the Lakewood Community Gardens, at the
owner's risk.
3. There is to be no storage of gardening equipment, apparatuses, debris, or
other personal property (e.g. tomato cages, lattice, wheelbarrows, etc.)
outside plot boundaries. All items left are subject to disposal by direction
of the Steering Committee and at the leaseholder's expense.
a. Note: Only items explicitly approved by the Steering Committee within
designated areas of the Lakewood Community Gardens will be allowed.
4. No use, storage or admittance to the five-foot easements between the
chain link fences and residential property line to the north.
5. Children should be supervised at all times.
6. Pets are not allowed in the Lakewood Community Gardens.
7. Consumption of alcoholic beverages in the Lakewood Community Gardens
is prohibited.
8. Mechanical equipment powered by a combustion engine, such as a
rototiller, may be operated only with specific authorization from the
Steering Committee.
9. Plots are to be worked by the leaseholder or members of his or her
immediate family only; plots may not be sub-leased.
10. Leaseholders temporarily unable to work their plot(s) due to vacation,
etc., should post "WATER" signs if needed and inform their Inspector or
Chief Inspector of their absence.
11. Trellises three feet or more in height may be erected only on the path side
of a garden plot.
12. Trellises over 6 feet in height are prohibited.
13. Overhead hanging trellises are prohibited.
14. Tall plants must be located so that they will not shade other plants.
15. Plants over 15 feet in height are prohibited. (per SCE agreement)
16. Any leaseholder who feels their plot is adversely affected by tall plants in
an adjacent plot may present their complaint in person to the Steering
Committee at its regular monthly meeting, or may have the Chief
Inspector present the complaint to the Steering Committee. The Steering
Committee's decision on this matter will be final.
17. Prohibited plants:
a. Trees or other perennials more than five feet in height are prohibited.
b. Cane berry plants, such as blackberries, raspberries, and other berries
are prohibited, as are morning glory, garlic chive, mint, and other
invasive plants.
c. All cactus species are prohibited.
d. Cannabis plants are prohibited.
e. Any plants which are considered to be illegal.
18. Any member leasing two plots who receives a poor maintenance notice
shall be reviewed by the Steering Committee, and may be required to
relinquish one of their existing plots.
19. Leaseholders should be courteous and respectful toward other garden
members and their families, Steering Committee members, and City of
Lakewood personnel at the gardens, meeting, and online in social media
(Facebook, Twitter, blogs, etc.). See Attachment 1 for a summary of
social media guidelines.
D. Causes for Disciplinary Action (including, but not limited to actions listed
below)
1. Giving false registration/address information.
2. Theft of tools and/or equipment.
3. Theft of produce and/or plants.
4. Selling produce grown in the garden.
5. Vandalism of tools, equipment, gardens and property (SCE and City of
Lakewood).
6. The use of foul language and offensive behavior, including but not limited
to threats, intimidation, violence, racial/ethnic slurs and sexual
harassment.
7. The use of alcoholic beverages and illegal drugs of any kind in the
gardens.
8. Receipt of more than two 15 day written warnings for poor maintenance
from the Inspector in a calendar year.
E. Lease Disciplinary Procedure
1. A violation is witnessed by or reported to a Steering Committee member.
2. An Inspector, Chief Inspector, or Steering Committee member will write
up the violation on the Lease Disciplinary Action form and forward a copy
to the Secretary.
3. The leaseholder is contacted in writing to inform them of the violation and
invite them to the next Steering Committee meeting to discuss the
violation and attempt to resolve the issue.
4. The Steering Committee determines the final course of action, which
could include loss of lease or probation of one year, and issues a Lease
Disciplinary Action Letter to the leaseholder. Should probation be violated,
the lease will be terminated without appeal. Only one probation will be
allowed every seven years. The Steering Committee decision on
disciplinary action is final.
5. A record of the proceedings will be kept by the Plot Coordinator and the
Secretary in the Steering Committee meeting minutes.
IV.ELECTED OFFICERS
A. The term of office for President, Vice President, Secretary, and Treasurer
shall be one calendar year, commencing in January. This body of elected
officers constitutes the Executive Board within the Steering Committee.
B. Qualifications
1. Must be a member in good standing of the Lakewood Community
Gardens.
2. Must be elected at the final general meeting of the year or be appointed
under provisions of these by-laws.
3. Four or more unexcused absences from the General Meetings or Steering
Committee meeting will be grounds for the Steering Committee to declare
the office of the absentee vacant. The Steering Committee will then fill
the vacant office under the provisions of these by-laws.
4. No person may serve more than two consecutive terms as President.
a. Exception: If no successor runs for office of President, the incumbent
may serve additional terms.
5. While the office of President may be held for no more than two
consecutive one-year terms, the other elected officers may serve without
term limits.
C. Standards of Conduct
1. If any elected officer or appointed member fails to perform his or her
duties due to absence, neglect, inability, or any violation of the standards
of conduct, that officer can be removed from office by a majority vote of
the elected officers.
2. The Steering Committee expects of itself and its members ethical and
business-like conduct. This commitment includes proper use of
authority and appropriate decorum in group and individual behavior when
serving as Steering Committee members, whether elected or appointed.
3. Steering Committee members must represent the interests of the
members of the Lakewood Community Gardens. This accountability
supersedes any conflicting loyalty to other groups or causes, or the
personal interests of any Steering Committee member acting as an
individual gardener.
4. Steering Committee members will protect the privacy of leaseholders
and will not distribute member plot lists or share leaseholder address
or contact information with other parties.
D. Duties
1. President
a. Presides over general meetings of the membership and over
meetings of the Steering Committee.
b. Fills vacancies on the Executive Board by appointment.
c. Appoints committee members and a Chief Inspector for each of the
garden areas (Phase I and II).
d. Schedules the next year's meetings and submits application to reserve
City meeting facilities (customarily done in October).
e. Serves as the main point of contact between the Lakewood Community
Gardens and the City of Lakewood, through the city's designated
Recreation Department employee representative.
f. Supervises the work of volunteer (or other) work parties working on
public areas of the Lakewood Community Gardens (as distinguished
from the number plots).
2. Vice President
a. Assumes the office of the President if the office is vacated.
b. Arranges for guest speakers for the general membership meetings.
c. Performs the duties of the President in the absence of the President.
3. Secretary
a. Is the custodian of all Lakewood Community Gardens documents,
other than those required to be held by the other officers or by the
Photographer/Historian.
b. Records and reports the minutes of all meetings to members via
bulletin board postings upon the approval of the minutes by the
Steering Committee.
c. Attends to correspondence.
d. Coordinates refreshments for the general membership meetings.
4. Treasurer
a. Receives deposits and records all fees.
b. Is custodian of the Lakewood Community Gardens financial records.
c. Makes disbursements of the Lakewood Community Gardens funds as
directed by the President or pursuant to vote by the Steering
Committee or by the membership at a general meeting.
d. Prepares financial statements of the Lakewood Community Gardens
fund and makes reports to the membership and to the Department
of Recreation and Community Services.
e. Co-signs all checks with a designated Steering Committee member.
f. Monitors a petty cash fund of $75.00 a month to be used for
supplies as needed.
V. APPOINTED POSITIONS
A. Chief Inspector(s)
1. Chooses Inspectors to assist him/her, subject to approval by the
President.
2. With the assistance of the Inspectors, supervises overall maintenance of
the Lakewood Community Gardens and enforces provisions of
Section III Policies, of these by-laws.
3. Completes lease agreement forms, collects fees, and turns fees over to
the Treasurer. (Lease agreement forms are given to the Plot Coordinator)
4. Furnishes advice to leaseholders and represents them at meetings of the
Steering Committee.
B. Photographer/Historian
1. Takes photographs at the request of the President.
2. Is custodian of the Lakewood Community Gardens photographic and
historical files.
C. Maintenance
1. Is custodian of tools and maintenance supplies owned by the Lakewood
Community Gardens.
2. Does routine repair and replacement of plumbing and hardware in the
Lakewood Community Gardens.
D. Plot Coordinator
1. Keeps informal records of vacancies in the Lakewood Community Gardens
and assigns plots to persons referred to him/her by the Department of
Recreation and Community Services.
2. Is custodian of current year's plot lease agreement forms.
3. Prepares rosters and plot lists.
4. Manages the City waitlist.
E. Website Administrator
1. Manages the Lakewood Community Gardens website.
http://lakewoodcommunitygarden.blogspot.com
VI. STEERING COMMITTEE
A. Composition
1. Executive Board (President, Vice President, Secretary, Treasurer
2. Chief Inspector(s) and all Inspectors
3. Photographer/Historian, Maintenance, Plot Coordinator, Website
Administrator
B. Duties of the Steering Committee
1. Oversees the day-to-day conduct of the affairs of the Lakewood
Community Gardens as required by the provisions of these by-laws
and the Committee's perception of the will of the membership.
2. Furnishes guidance on all matters related to the Lakewood Community
Gardens and receives reports from the Chief Inspector(s) and
Inspectors.
3. Formulates plans for upcoming general membership meetings and other
events for the Lakewood Community Gardens membership.
4. Receives and acts upon reports, complaints, etc. from plot lessees.
5. Steering Committee will notify the City of Lakewood's designated
Recreation Department employee representative of all scheduled
deliveries, services of portable restroom and any vehicle access to the
Lakewood Community Gardens no less than five (5) business days in
advance. When possible, a regular schedule should be provided to the
city.
VII NOMINATING COMMITTEE
A. Committee is chaired by the immediate Past President
B. Recruits current Lakewood Community Gardens leaseholders, in good
standing, to develop a slate of candidates for elected positions.
C. All past holders of elected positions are automatically members of the
Nominating Committee.
D. The Chairperson of the Nominating Committee will report nominees to the
Steering Committee at its December meeting.
E. Committee is to screen potential candidates to ensure their qualification for
position.
VIII ELECTIONS
A. Election of officers will be on a yearly basis. Elections will be held at the
December general membership meeting, and those elected will assume
office at the first board meeting in January.
B. Nominations may be made in the October general membership meeting and
at the November and December Steering Committee meetings. The
Nominating Committee need not seek candidates for those offices for which
nominations have been made and accepted by the nominee.
C. Votes shall be cast by paper ballot at the last meeting of the year, per the
following procedure:
1. At the December general membership meeting, registered leaseholders
will be given a printed ballot when they sign in. Their name will be
marked off on a list, but no identification will appear on the ballot. Only
the plot lessee or his/her spouse or gardening partner will be permitted
to vote. Children and other guests or family members will not be
permitted to vote.
2. Votes will be counted by two Nominating Committee members at the
meeting and the results will be recorded by the Secretary and accepted
(or challenged) by Steering Committee members. Results will be
announced at the meeting and on flyers posted at the garden and on the
website.
3. In the event of a tie, a special election will be held in which the Steering
Committee decides, by a majority vote, which candidate is elected.
4. In the event that all the incumbents are running or a single candidate is
running unopposed and there are no other candidates, ballots will still be
cast so that it is the will of the members to maintain the current
Steering Committee.
IX. MEETINGS
A. General meetings of the membership will be held at the discretion of the
Steering Committee, but not less than five times a year and not more than
eight times a year.
B. Meetings of the Steering Committee shall be held once a month,
customarily on the first Tuesday.
C. A special meeting may be called by any member of the Steering Committee
upon approval of the President.
D. A quorum shall consist of members present at any meeting.
E. Robert's Rules of Order, revised, may be referred to at all meetings.
X. CITY RESPONSIBILITIES
A. Provides and maintains a fenced garden site for use by Lakewood
Community Gardens Association members. This includes trash pick up and
water at no cost to the association.
B. Makes available meeting rooms for association meetings.
C. Assigns a designated Recreation Department employee to assist in
program coordination. That employee meets regularly with the officers of
the association and attends meetings of the Steering Committee and
general meetings of the membership.
D. Provides such clerical assistance in the production of mailings and printed
materials as the City's financial situation permits.
E. Acts as a liaison between the Steering Committee and SCE to ensure all
standards are adhered to according to the SCE license agreement.
F. City will provide service and maintain in good repair, water via hose bibs in
"X" locations as noted in Exhibit A. Hose bibs are for the sole use of
attaching a water hose or filling water cans to irrigate plots while plot
holders are on site. Leaseholders are prohibited from tying in and/or
attaching additional water lines for the purpose of automatic spray
irrigation (i.e. sprinklers or drip irrigation) to the City's water supply.
G. On a semi-weekly basis, City will spray/treat weeds and growth under
electrical towers and in a five-foot easement between the Lakewood
Community Gardens and residential property line, exclusive of paths,
between plots, and maintaining a ten (10) foot berth to the nearest
garden plot.
H. Bee hives will be removed by City's spray applicator upon discovery. The
City will first inform the garden president and allow 72 hours for the
garden to have an opportunity to safely relocate the beehive before
doing so.
XI MEMBER'S RESPONSIBILITIES
A. Immediately report any dangerous or potentially dangerous condition in
the Lakewood Community Gardens to a member of the Steering
Committee.
B. No letters shall be written in the name of the group unless approved by
the President.
C. Renew lease and pay all assessed fees by the specified dates as set by the
Steering Committee.
D. All leases must be renewed at the January sign-up.
XII AMENDMENT PROVISIONS
A. These by-laws may be amended or supplemented by a majority vote of the
Steering Committee, subject to ratification by a majority of the membership
at a general meeting.
B. Any member may propose amendments or supplements, either in person at
a Steering Committee meeting, or in writing through their Inspector(s).
ATTACHMENT 1
Guidelines defining unacceptable social media activity may include but are not
limited to the following:
- Profane, defamatory, offensive or violent language.
- "Trolling", or posting deliberately disruptive statements meant to hijack comment threads or throw discussions off-track
- Attacks on specific groups or any comments meant to harass, threaten, or abuse an individual
- Hateful or discriminatory comments regarding race, ethnicity, religion, gender, disability, sexual orientation, or political beliefs
- Links or comments containing sexually explicit material
- Discussion of illegal activity
- Spam, link-baiting, or files containing viruses that could damage the operation of other people's computers or mobile devices
- Acknowledgement of intent to stalk an individual or collect private information without disclosure
- Commercial solicitations or promotions
- Violations of copyright or intellectual property rights
- Content that relates to the confidential or proprietary business information
- Content determined to be inappropriate, in poor taste, or otherwise contrary to the purposes of the Lakewood Community Gardens
- Promoting products, services, or brands
- Personal promotion
