SWQV Community Garden By-Laws

(revised 2024)

Name and Purpose
1. Name and Address. The organization described here is officially named "Southwark / Queen Village Community Garden (‘Garden’)." The Garden is located at 311-333 Christian Street, Philadelphia, PA 19147. The mailing address of the Garden is: Southwark / Queen Village Community Garden c/o Queen Village Neighbors Association P.O. Box 63763, Philadelphia, PA 19147
2. Purpose. The Garden, created in 1976, is a space for public gardening, creating and connecting communities and nurturing bio-diversity. The Garden is managed as a gardening park by the Neighborhood Gardens Trust (“NGT”)/ A Philadelphia Land Trust and by the Gardeners. The Garden’s secondary purpose is to be of benefit to the community.
Election of Executive Committee
1. The Executive Committee shall consist of the following Officers: Chair(s), Vice-Chair, Treasurer, Corresponding Secretary and Recording Secretary.
2. Officers are elected to two-year terms annually at the November meeting. Officers are limited to two consecutive terms on the Executive Committee.
  1. The election of officers will be staggered such that the President and Corresponding Secretary will be elected in even years and the Vice Chair, Treasurer, and Recording Secretary will be elected in odd years.
  2. The transition to staggered elections will occur in 2024 with the election of President and Corresponding Secretary as noted in II.b.i. and the Vice Chair, Treasurer, and Recording Secretary will be elected to one year terms with new elections for these positions for standard two year terms starting in 2025.
3. In the event an Officer is unwilling or unable to complete a two-year term, the Executive Committee may appoint a replacement to fill unexpired term.
4. The Executive Committee shall implement and maintain the Garden By-laws.
Executive Committee Responsibilities
1. The Executive Committee is charged with administering the garden’s business, including finances, external communications/requests, membership, and other items identified in the by-laws.
2. The Chair is the primary public contact person for the garden.
  1. The Chair is responsible for addressing requests from the City, Pennsylvania Horticultural Society, Neighborhood Garden Trust, The Queen Village Neighbors Association, other external parties, and neighborhood issues/problems and related business. The Chair responds to requests and endeavors to solve problems that arise, with the aid and coordination with the other officers.
  2. The Chair prepares agendas for membership meetings and conducts meetings.
  3. The Chair heads the Executive Committee and the Garden Council.
  4. The Chair may also initiate special groups and activities such as the By-Laws committee, community outreach, gardener mentorship, special programs such as the Green the Queen program to distribute plant stock to the area pocket parks.
3. Vice-Chair serves as backup to the Chair for meetings and serves as the manager for the garden.
  1. Vice-Chair duties include scheduling tree trimming, chip deliveries, etc. and membership management, including appointing row captains and scheduling plot inspections with the row captains and notifying gardeners when issues are found.
  2. The Vice Chair will serve as a backup Treasurer and will have access to the financial affairs of the garden in case the Treasurer is unavailable.
  3. The Vice-Chair works closely with the Chair to support and help formulate policy, etc.
4. Recording Secretary takes minutes at all meetings (Executive Committee, general meetings, Council meetings).
  1. The Recording Secretary compiles and maintains records of gardener attendance at meetings and cleanups, reporting gardener attendance to Executive Committee.
5. Corresponding Secretary maintains garden communications with the gardeners via the SWQV email account, including meeting agendas, announcements/schedules, and meeting minutes.
  1. The Corresponding Secretary maintains the garden email account and forwards messages as needed to members of the Executive Committee.
6. Treasurer keeps accurate records of expenditures, pays bills in a timely fashion, reports to the membership at each meeting and notifies the Executive Committee of special financial obligations such a garden maintenance, and special committee’s budgets such as the bees, etc.
  1. The Treasurer maintains banking accounts and ensures the Vice Chair has back up access to accounts.
7. Changing of Officers – Handoff of Duties
  1. A formal handoff of officers’ duties must be completed by outgoing and incoming officers prior to the first meeting for new officers (March meeting). This handoff must be noted and signed both outgoing and incoming officers as completed. The record is to be maintained by the Recording Secretary and added to garden records.
  2. All former officers are responsible for providing incoming officers the information they will need to assume their duties and aid and assist current officers when called upon.
  3. Incoming Officers will change all necessary passwords.
Row Captains
1. One or two Gardeners per row will be appointed by the Executive Committee to serve as Row Captain(s) for a term of two years.
2. Row Captains are required to coordinate and lead one clean-up per term.
3. Row Captain duties include:
  1. Notifying Gardeners in his/her row of all meetings, clean-ups, and other activities either by email or by phone, as indicated by the Gardener.
  2. Notifying each Gardener on his/her row of any failure to:
    1. Keep his/her plot free of weeds and debris; or
    2. Keep paths clear and weed free.
  3. Handling grievances of Gardeners in his/her row as set out in the Grievance Procedure contained in the by-laws below.
  4. Providing row and plot updates to the Executive Committee on a regular basis or as requested.
Garden Council
1. The Garden Council shall consist of the Executive Committee, Row Captains, and the immediate past Chair.
Garden Rules and Regulations
1. The Garden Rules and Regulations were integrated into the Garden By-Laws in 2024. There are no longer separate documents.
Sub-Committees
1. By-laws Committee
  1. The Garden Council will appoint a By-laws Committee to consider proposed changes to the By-laws as needed.
  2. The By-laws Committee will present its recommendations on the By-laws to the Garden Council and Members for review and comment.
  3. Only Garden Members can approve changes to the By-laws.
2. Inspection Committee
  1. The Inspection Committee consists of at least three members of the Garden Council, including at least one current Officer of the Executive Committee.
  2. The Inspection Committee will conduct inspections during the months of May through October to ensure that all plots and aisles are clean, healthy, and free of weeds, infestation, and hazards. Additional inspections may be conducted at the Garden Council’s discretion.
  3. The Inspection Committee will notify the appropriate Row Captains of plots or aisle areas that violate the Garden’s Rules and Regulations.
3. The Executive Committee shall have the authority to convene sub-committees as necessary.
Meetings
1. Meetings shall be held once a month, at a time and location to be set by the Executive Committee and described in the Garden By-laws.
2. The Executive Committee is to give notice and provide an agenda, noting the matters on which a vote will be taken, at least two days before a Meeting.
3. Garden Members must satisfy meeting attendance requirements.
Funding and Expenses
1. Membership fees will be set by the Executive Committee and may be changed from time-to-time depending on the financial needs of the Garden.
2. Each Plot must pay annual Membership Fees for use of the assigned Plot, on a date and time set by the Executive Committee. The Executive Committee has discretion to reduce the cost of the Membership Fee based on the need of a member.
3. Membership Fees shall be used to pay for the total annual basic costs, which include, but are not limited to, utilities, irrigation system operation and maintenance, trash bags and mosquito control.
4. Each fall, the Membership Fees for the following year will be determined by taking the current year’s basic costs and dividing it by the number of voting Plots in the Garden. The Membership Fees will be reviewed and approved by the Executive Committee. Gardeners will be notified prior to the March meeting of the next season.
5. A “rainy day” fund, as described in the by-laws will be kept in reserve for unexpected costs.
6. All Garden expenses shall be pre-approved by the Executive Committee.
Voting
1. Each Plot has one vote. If more than one (1) Co-Gardener of a Plot is present at a meeting, the voting Garden Member must be identified upon sign-in of the meeting.
2. Helpers do not have voting rights.
3. All other issues, with the exception of amendments to the By-laws, will be decided by a simple majority of the voting Garden Members present at the Meeting in which the vote takes place (Ex.: If 20 Voting Members are present a simple majority constitutes 11).
Amending the By-laws
1. A quorum of fifty percent (50%) of Voting Members must be present for any vote to amend the Garden By-laws to take place. A vote of two-thirds of the voting Garden Members present is required to amend the By-laws.
2. A notice of the proposed changes, along with a copy of the changes, shall be provided to Garden Members a minimum of two (2) weeks prior to the Meeting at which the vote shall be taken. The amendments shall be read to Garden Members before the close of the meeting.
3. No amendment of the By-laws shall become effective until two weeks after ratification by the Garden Council and communication to all Garden Members.
Garden Membership
1. Definitions
  1. Co-Gardener. A Plot may consist of two (2) Co-Gardeners. Co-Gardeners are also considered Garden Members. Only one Co-Gardener may participate in a vote. When participating in a meeting or cleanup, only 1 gardener’s efforts count (co-gardeners do not get double credit if they both attend a meeting or cleanup). Co-gardeners may rotate duties such that one attends one cleanup and the other attends another one, etc. Plots may succeed to a Co-Gardener in certain circumstances to be decided by the Executive Committee.
  2. Emeritus Gardener. Emeritus Gardeners are former Members who can no longer properly care for their Plot because of time limitations, lack of interest, or physical issues. Gardeners may apply for Emeritus status, which will be granted at the discretion of the Garden Council. Former Members granted Emeritus status may keep their keys but do not have voting rights.
  3. Executive Committee. The Executive Committee consists of the following Officers: Chair(s), Vice-Chair, Treasurer, Corresponding Secretary and Recording Secretary.
  4. Garden Council. The Garden Council consists of the Executive Committee, Row Captains, and the immediate past Chair.
  5. Garden Member. A Garden Member shall be defined as any individual or Co-Gardener assigned to a Plot. Effective October 1, 2015, all new Garden Members must be selected from the Waiting List. Helpers are not Garden Members.
  6. Helper. Garden Members may use the assistance of Helpers to maintain their assigned Plots. Helpers must execute the Garden By-Laws and the Neighborhood Garden Trust (“NGT”) Agreement. Helpers do not have voting rights and may not inherit a Plot through succession. Helpers may only be awarded a plot through the Waiting List as plots become available. Helpers may not attend meetings or Clean-ups in the place of Garden Members without prior approval from the Garden Council. Garden Council may revoke Helper status at its discretion.
  7. Inspection Committee. The Inspection Committee consists of at least three (3) members of the Garden Council, including at least one (1) current Officer of the Executive Committee.
  8. Officers. Chair(s), Vice-Chair, Treasurer, Corresponding Secretary and Recording Secretary.
  9. Plot. The parameters of each plot shall be defined by the Garden Council and be clearly identified on the Plot Map. Each plot will be issued two (2) keys. Each plot is entitled to one vote. The Executive Committee maintains purview over subdividing plots or combining previously subdivided plots.
  10. Plot Map. The Plot Map shall be maintained by the Garden Chair(s). The Plot Map shall be updated on an annual basis to reflect current plot assignments.
  11. Row Captains. Row Captains are appointed by the Executive Committee to serve a term of two (2) years. The duties and obligations of a Row Captain are set forth in the Garden By-laws.
  12. Waiting List. The Waiting List is maintained by the Executive Committee. Any individual chosen to become a Garden Member must be chosen in accordance with his or her position on the Waiting List.
  13. Warning. A Warning is a notice to a Gardener that he or she is in violation of a Garden rule or regulation. All formal Warnings must be in writing and signed by the Chair. Warnings can be delivered in person, by regular mail, or by email if the Garden Member uses email. If a Warning is not remedied or corrected, a Gardener’s Membership may be terminated.
2. Membership Eligibility
  1. Effective October 1, 2015, Garden Members must be Queen Village Residents: Delaware River to 6th Street; south side Lombard St. to the north side Washington Avenue.
  2. Garden Membership is available on a first-come, first-served basis. New applicants are accepted according to Plot availability and position on the Waiting List.
  3. The Executive Committee maintains the Waiting List of applicants for membership.
  4. Order on the Waiting List is determined by date of application.
3. Minimum Membership Requirements
  1. In addition to the Membership Eligibility rules described in these by-laws, all Garden Members are required to:
    1. Annually, receive, acknowledge by signature and follow these Garden By-laws.
    2. Review and acknowledge by signature and follow the Neighborhood Garden Trust (“NGT”) Agreement, upon joining the garden or when otherwise required by NGT.
    3. Attend at least five (5) Meetings and five (5) Clean-ups (or complete equivalent task time in separate months) per year. Credit is earned at Clean-ups or Meetings per Plot, not per Gardener in attendance.
    4. Register for and perform two (2) weeks of watering duty per year, with at least one week during “warm” weather.
    5. Pay annual Membership Fees, described more fully in the by-laws.
    6. As part of the Garden, Garden Members are strongly encouraged to participate in Garden activities and preparation for special events, such as: the PHS City Garden Contest, fundraisers, festivals, holiday party, special projects, and Fall BBQ.
4. Garden Membership Termination
  1. If a Garden Member or Co-Gardener decides to leave the Garden and forfeit his or her Plot, notice shall be given to Garden Council within four (4) weeks, or as soon as reasonably possible, after the Garden Member knows he/she will be leaving the Garden.
  2. Garden Members who voluntarily terminate Garden Membership may apply for Emeritus Gardener status. Applications for Emeritus Gardener Status will be granted at the discretion of the Garden Council.
  3. Any Garden Member who does not satisfy the Minimum Membership Requirements or receives two (2) Warnings in a season may result in Membership Termination. Membership Termination under this provision requires a majority vote of the Garden Council.
  4. Garden Membership may be terminated, at the discretion of the Garden Council, if the Garden Member or Co-Gardener fails to initiate the clearing and planting of an assigned Plot by May 1.
  5. Garden Membership may be terminated for any other reason at the discretion of the Garden Council. Termination under this provision requires a majority vote of the Garden Council.
5. Plot Succession
  1. In a shared Plot, if one Co-Gardener terminates membership with the Garden, the remaining Co-Gardener may, upon approval of the Garden Council, continue as the sole Garden Member for the Plot. If this situation arises the Co-Gardeners must notify the Garden Council as soon as possible.
  2. Once a Co-Gardener becomes the sole Garden Member of a Plot, that Garden Member may not add a new Co-Gardener.
  3. Helpers may not inherit a Plot unless she or he is in the next position on the Waiting List.
  4. Current Garden Members have first preference to apply for a vacant Plot.
  5. Only the Executive Committee may assign or transfer Plots, and should do so based on the expected commitment of the applicants to the goals of the Garden and ability to meet ongoing membership requirements.
6. Membership Fees and Expenses
  1. The purpose of Membership Fees is to pay for the total annual “basic” expenses which include, but are not limited to, water and electric bills, irrigation system operation and maintenance, trash bags and mosquito control.
  2. Membership Fees will be reviewed by the Executive Committee on an annual basis. Any adjustments to Membership Fees must be reported to Garden Membership prior to the March Garden meeting.
  3. Each Plot is responsible for the payment of Membership Fees on an annual basis. The Membership Fees are to be paid at the March Garden Meeting or as soon afterwards as possible but no later than the April Garden Meeting or at another date arranged with the Executive Committee.
  4. Membership Fees are not intended to be a barrier to Garden Membership, and Membership Fees may be reduced or waived for Garden Members based on need, at the discretion of the Garden Council.
  5. A rainy day” fund of at least 150% the garden's annual operating budget will be kept in reserve for unexpected expenses.
7. Meetings
  1. Meetings are held on the second Monday of every month from 7:00 pm to 8:00 pm, except the months of December, January and February. If the second Monday needs to be cancelled, the meeting will take place on the second Tuesday of the month.
  2. Location of Meetings October through March will be at an indoor site. From April through September, Meetings will be held in the Garden unless the Chair(s) moves the meeting because of inclement weather.
  3. A representative from each Plot, whether a Garden Member or Co-Gardener, must attend five (5) Meetings per season.
  4. Garden Members that do not fulfill the meeting attendance requirement, will receive one (1) Warning.
  5. Any plot unable to attend at least five (5) Meetings must inform the Executive Committee.
  6. The Executive Committee is to give notice of all Meetings and to provide an agenda at least two days before any Meeting, noting the matters on which a vote will be taken.
8. Clean-ups
  1. Regular Garden Clean-ups are held the Saturday following a Garden Meeting. Rain dates for Clean-ups will be Sunday following a Garden Meeting.
  2. Clean-ups require two hours of work, per Plot, in the common areas as directed by the Clean-up leader and excludes any time spent working on the Garden Member’s own Plot.
  3. As an alternative to attending a scheduled monthly Clean-up, Garden Members may perform tasks independently using the task list posted in the Garden shed for a total maximum of four hours per month. Garden Members are to record his/her completed tasks and time to be counted towards the regular Clean-up requirement on the sign-up sheet. Two hours of tasks equal one regular clean-up. Exemptions may be requested from the Executive Committee.
  4. Service with City Harvest may count toward required clean-up hours. Gardeners should coordinate with City Harvest and log their hours the same w ay independent hours are logged (above).
  5. All Plots must have a representative present at a minimum of five (5) separate Clean-ups annually (or complete equivalent task time in separate months).
  6. Any Plot unable to satisfy the Clean-up attendance policy (or complete equivalent task time) may receive one (1) Warning.
  7. A Garden Member’s obligation to attend Clean-ups may be satisfied by a Garden Member or a Co-Gardener, but not a Helper unless approved by the Executive Committee in advance.
9. Garden and Plot Maintenance
  1. Each Plot must be cleared and planting initiated no later than May 1. A failure to clear and plant by May 1 may result in the termination of Garden Membership.
  2. A Garden Member is responsible for mulching, weeding and clearing his/her Plot, including the surrounding paths and aisles. A Garden Member must chip the paths bordering the Plot.
    1. Garden Members will be notified of any violation of this provision by Row Captains.
    2. Any and all violations must be corrected within one (1) week of receipt of such notice.
    3. Failure to comply in a timely manner without an adequate excuse, as determined in the discretion of the Executive Committee, will result in one (1) Warning.
  3. Each Garden Member is responsible for maintaining the ‘health’ of the Plot by removing noxious or invasive plants, sickly plant material, rotting plant materials and/or pest infested plants.
    1. Any Plot receiving notice from a Row Captain, the Inspection Committee or Garden Council of unhealthy conditions in the Plot must clear the unhealthy conditions within one (1) week of receiving the notice.
    2. Failure to comply in a timely manner will result in one (1) Warning.
    3. Plots with serious infestation may be cleared at the discretion of the Garden Council or Inspection Committee.
  4. Use of non-organic or synthetic pesticides or herbicides is prohibited.
  5. Any Garden Member unable to maintain a Plot due to circumstances beyond his/her control must inform the Executive Committee.
  6. Gardening activity and plant growth must be restricted to the perimeters of a Garden Member’s Plot.
  7. The Garden Council will determine if any of the common gardens produce (not including City Harvest which is intended as a community donation program), materials, or supplies may be donated or sold. All proceeds will be turned over to the Treasurer for benefit of the Garden only.
  8. Harvesting of Common Areas: The Executive Committee will determine the harvest dates of all common area fruiting plants and will notify the membership of harvesting day(s). Each Garden Member, Co-Gardener and/or Helper may pick only enough fruit for a SAMPLING.
10. Grievance Procedure
  1. Grievances should be brought to the attention of the appropriate Row Captain.
  2. The Row Captain will attempt to resolve grievances and will convey unresolved grievances to the Executive Committee for resolution.
11. Garden Conduct and Etiquette
  1. Removal or harvesting of any beneficial creatures (e.g., worms) from the Garden is prohibited.
  2. No one may climb trees except at the direction of the Executive Committee.
  3. Garden Members and/or Helpers may not intentionally damage Plots of other Garden Members.
  4. Garden Members and/or Helpers may not prune, harvest, pull out weeds or plants or tend to another Garden Member’s Plot unless specifically invited. Failure to comply with this provision may result in the termination of the Garden Membership of the responsible Garden Member.
  5. All Garden Members, Co-Gardeners, Helpers and guests are expected to obey all NGT and Garden Rules and Regulations By-laws.
  6. Pets brought into the Garden must be restrained on a leash and kept out of Plots. The person responsible for the pet must clean up after the pet.
  7. A Garden Member who desires to have a private party on Garden premises must seek approval from Garden Council.
  8. Illegal activities within the Garden, by a Garden Member, Helper or any guests of a Garden Member or Helper, will result in the responsible Garden Member’s Garden Membership termination.
  9. Violation of any of the Garden by-laws may result in one (1) Warning.