Every community garden needs a few rules to make sure the garden as a whole is healthy and happy. Here are the Constitution, By-Laws and Terms and Conditions of this garden.

Constitution

  1. The name of the society is AGNES STREET GARDENERS' ASSOCIATION.
  2. The purpose of the Society is to provide non-profit recreational gardening for the personal use of members.
  3. In the event of dissolution of the Society the remaining assets, after all debts have been paid and all claims satisfied, shall be delivered to charities so decided by members. This provision is unalterable.

By-Laws

The bylaws of the society are those set out in Schedule B of the Society Act, 2004 with the following variations, deletions and additions:

  1. Bylaw 22 (3) Voting by proxy is permitted.
  2. Bylaw 42 is renumbered and re-worded to:

    42 (1) The recording secretary must do the following:

    1. conduct the correspondence of the society;
    2. issue notices of meetings of the society and directors;
    3. keep minutes of all meetings of the society and directors;
    4. have custody of all records and documents of the society except those required to be kept by the treasurer;
    5. have custody of the common seal of the society.
  3. 42 (2) The membership secretary must do the following:

    1. Maintain the register of members.

    Terms and Conditions for the Operation of Rented Garden Plots

    • The Garden Management Committee will administer the allotment gardens, ensure terms and conditions are adhered to by members and consider recommendations from plot holders.
    • Cancellation of permits due to non-compliance by the plot holder of this agreement will be at the discretion of the Garden Management Committee. After contact by the Committee via telephone, email or mail, a date will be given to clean up the plot to the satisfaction of the committee and/or to cease the behavior that violates this agreement. If this is not complied with, the plot holder will forfeit their fee and the plot will then be available for reassignment.
    • Gardeners are required to volunteer and to participate in tasks which pertain to keeping the overall garden site operational to acceptable standards. This includes general site clean-up, common area and roadway mowing, general upkeep of on-site structures and/or assist with administration tasks.
    1. Rental of Plots
      1. A one-time, non-refundable $10 fee is required for membership in the Association, allowing one vote per membership, regardless of the number of plots held and/or the number of family members.
      2. Plots will be leased from the Association for the period of one calendar year (January 1 - December 31) at a rental fee of $60 (subject to annual revision). Rental payment shall be made to the Treasurer before January 1st. After this time, the Association reserves the right to re-assign plots without further notice. No plot will be registered to the member, or cultivated, until the annual fee is paid.
      3. As long as there is a waiting list of new members, they will take precedence over existing members desiring an additional plot. Any existing member who wishes to exchange his plot for another plot comes before the wait list and his former plot will then be available for the first person on the wait list.
      4. Up to a maximum of 2 plots per member will be allowed.
      5. Plots not actively in use by May 15th will have the rental permit canceled and the plot will be reallocated.
      6. No plot renter/holder shall let anyone sublet, take over or use their plot without permission from the Agnes Street Gardeners' Association executive.
    2. Plot Maintenance
      1. Identification posts (plot numbers) for each plot must be left in position at all times.
      2. Plot holders must actively garden their plots through the growing season and not allow excessive weed growth, grasses and other invasive plants to grow on their plots. Plots may be cultivated to the limit of the plot area but must not encroach on pathways. Plot holders are not permitted to extend their garden plot beyond the marked boundaries. No digging or cultivation in pathways, as damage to the water system could occur.
      3. Large permanent structures must not be erected on the site, with the exception of supports for perennial berries, etc.. Temporary greenhouses, supports and/or structures for beans, peas, sunflowers, etc. must not exceed 6'3".
      4. All toolboxes must be within the garden plot area. Toolboxes cannot be higher than 3 feet and must have a lid. Cold frames are permitted (glass tops not allowed).
      5. Tires and items made of glass must not be used on the garden site.
      6. By October 31st all temporary structures such as greenhouses, hoop houses, cloches, mini-greenhouses, posts, poles, stakes, wire / plastic fences and trellis arrangements must be dismantled. If left on the plot they must be securely stored and laid flat on the ground to be less visible. Members who require temporary structures to support their active winter gardening must submit a written or email request to Garden Management Committee for an exemption on an annual basis. Visibly low impact and low-height fencing required for winter crops (peas, beans, etc) and/or poles required to support winter crops may be approved. Hoop tunnels, mini-greenhouses, cloches, and other shelters that are low profile (under 2.5 feet), low visibility, very sturdy and securely fastened may be approved if required for actively growing winter crops
      7. Plot holders can no longer dump anything in the ravine or elsewhere on the common areas. All green garden refuse should either be composted on their plots or removed from the property by the plot holder.
      8. Food refuse must be dug in same day, to avoid odors and vermin. Any other composting must be done in a compost box within the confines of the plot, with the exception of mulching material.
      9. Plot holders are responsible for the trimming, clipping and mowing of the pathways around their plots.
      10. The pathways must be maintained with a minimum width of 36 inches to allow access by the lawnmowers.
      11. All plots must be cleaned up by October 31st except for actively growing winter crops or perennials and must be left in a tidy condition so that the general appearance is not offensive.
    3. Water
      1. No unattended watering. Please ensure taps are turned off and hose disconnected.
      2. No overnight watering.
      3. Obey municipal water restrictions.
      4. Due to the high cost of water, sprinklers are only permitted in compliance with Capital Regional District water restrictions (these restrictions will be posted on bulletin boards).
      5. To lessen the threat of West Nile virus and mosquito breeding areas, do not leave any standing water in watering buckets or cans, plant pots, etc. Turn them upside down.
      6. In the case of damage to the water system, or apparent leakage, turn off the water supply, if capable and notify a member of the executive/management committee immediately. Check bulletin boards or inside the shed to see where to turn off water systems.
    4. General
      1. Mechanical cultivators must not be left on garden plots. Hired cultivators must be supervised/properly instructed.
      2. The use of insecticides and herbicides (including Roundup or other weed killers) is not permitted. Fungicides must be used with care and caution.
      3. Allotment garden produce must not be sold or offered for sale.
      4. Bringing pets onto the site is not encouraged, but any pet that is brought on, shall be kept quiet and securely on a leash at all times. Pet owners will be responsible for cleaning up and removing all excrement.
      5. Burning is not permitted at any time.
      6. Planting of perennial shrubs and plants is permitted. Larger plants such as trees are not permitted.
      7. The Agnes Street Gardeners' Association will not be responsible for loss, damage, or injury to crops, persons, or property within the allotment garden site.
      8. The allotment site must be vacated from sunset to sunrise in the interest of security.
      9. If using heavy trucks or heavy equipment at the garden, please contact a member of the executive or management in advance.
      10. In the interest of their safety and in respect to fellow gardeners, children must be closely supervised.
    5. Parking
      1. All vehicles must be parked in the assigned parking area only. Drop off and pick up is allowed at accessible garden plots. Actual parking is not allowed in the driveways, except for those vehicles with handicap designation.
    6. Code of Conduct
      1. Purpose of Volunteer Policies - These policies are written to provide overall guidance and direction to volunteers engaged in volunteer involvement and management efforts.
      2. Definition of Volunteer - A "volunteer" is anyone who may be a member in good standing of ASGA or a non-member who offer services. Either a non-member or member volunteer will without compensation or expectation of compensation beyond reimbursement performs a task at the direction of and on behalf of the Society. A "volunteer" must be officially accepted and enrolled by the society prior to the performance of the task. Unless specifically stated, volunteers shall not be considered as "employees" of Agnes Street Gardeners’ Society. At no time may a volunteer use his/her position to conduct personal monetary compensation while performing volunteer duties. All members and volunteers are to maintain the basic standards of law-biding citizens.
      3. Mandatory Service - All members of ASGA are required to volunteer and to participate in tasks which pertain to keeping the overall garden site operational to acceptable standards (e.g. general site clean-up, common area and road way mowing, general upkeep of on-site structures and/or assist with administration tasks). Those elected as Directors are further obligated to uphold ASGA's Bylaws, Terms and Conditions and Saanich Municipality Lease requirements.
      4. Volunteers Under 18 - Signed waiver needed from parents and / or legal guardian.
      5. Service at the Discretion of the Society - ASGA accepts the service of any volunteer, other than ASGA members, with the understanding that such service is at the sole discretion of the society. Non-member volunteers agree that the society may at any time, for whatever reason, decide to terminate the volunteer's relationship with ASGA.
      6. Confidentiality - All ASGA members are responsible for maintaining the confidentiality of other members' personal information including the phone #'s provided on Plot Plans. Other private or personal information such as email or mailing addresses provided to Volunteers to do their job must be kept strictly confidential. Failure to maintain confidentiality may result in termination of the volunteer's relationship and membership with ASGA or other corrective action.
      7. Screening/Reference Checks - For some tasks, volunteers may be obligated to submit samples of work and professional references. If such is required, it will be outlined in the task description.
      8. Copyright/Ownership Issues All volunteers grant non-exclusive permission to ASGA to use, reproduce, modify and distribute materials produced for or provided to ASGA. This includes graphics materials, photos, videos, recipes, web page designs, newsletters, narratives, research, compilations, instructional texts, etc. Volunteers will receive credit on the ASGA Web site for these and other contributions.
      9. Contacting Other Volunteers - Occasionally, volunteers will need to contact other volunteers with regard to their activities with ASGA. It is expected all such communications among volunteers to follow general etiquette guidelines. We encourage volunteers to use common sense when communicating with other volunteers -- or anyone.
      10. Ending Your Volunteer Role - You can cease volunteering with for ASGA upon the completion of any volunteer assignment once approved by the Directors.
      11. ASGA’s Nominations Co-ordinator – Prior to the AGM the Directors will appoint a nominations coordinator to organize the nominations and election process at the annual general meeting. The nominations coordinator cannot be a member of the current board of directors and cannot run for office in the election being conducted.
    7. These terms and conditions may only be changed by vote of the general membership.