Washington Community Garden By-Laws
Article I – Name and Structure
The name of this organization shall be the “Washington Community Garden Association.” This association is a community partnership between the Key Club of Warren Hills Regional High School and the residents of the districts that support the high school.
Article II – Purpose
The purpose of the Washington Community Garden Association is to promote, create, and maintain community gardening and to encourage residents to better their community through recreational fulfillment and the community pride and unity that results from community gardening activities.
The Washington Community Garden Association is organized exclusively for charitable purposes under section 501 (C)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.
Article III – Membership and Dues
- A membership is for a single household.
- Membership shall be available to any household or entity that agrees to abide by the By-Laws of the Washington Community Garden Association and the regulations concerning the cultivation of garden plots.
- Memberships shall run from January 1 through December 31 of each year, but members may join at any time during the year. Rental fees cover one parcel and a single household or entity may rent more than one parcel (if available).
- Each membership shall be entitled to one vote in matters concerning revisions to the By-Laws, Rules and Regulations, or other issues put before the general membership of the Washington Community Garden Association for approval.
Article IV – Elections and Officers
- Officers shall be elected on an annual basis at a meeting of the membership of the Washington Community Garden Association. Each household or entity shall have one vote for each elected office.
- Members may nominate any member of the Association for any office with the exception of President. The President of the Washington Community Garden Association shall be nominated by the members of the Key Club of Warren Hills Regional High School and affirmed by the membership of the Association. The election of officers shall occur at the first meeting of a new calendar year of the Association.
- The Board of Directors shall consist of a maximum of seven members, one of whom is a member of the Washington Borough Municipal Council. Directors shall include the President, Vice President, Secretary, Treasurer, and up to three additional members. The members shall individually elect the Directors from the membership of the Association with the exception of the President who shall also be a member in good standing of the Key Club of Warren Hills Regional High School and nominated by the same. Directors shall serve for one year and are authorized to make decisions on behalf of the Association in the absence of a general meeting.
- The President shall be the community liaison for the Association and shall prepare the agenda for all meetings of the Association. The President shall be primarily responsible for securing community and agency cooperation with the activities of the Association. The Vice-President shall assist the President in his or her duties and shall serve in the President’s place when the President is absent. The Secretary shall prepare and distribute the minutes of the Association’s meetings. The Secretary shall also keep an accurate record of all decisions that the Association makes and shall publish and distribute the rules of the Association to member households. The Treasurer shall be responsible for the safekeeping and distribution of all monies that the Association receives to support its mission. The President and the Treasurer shall sign all checks on behalf of the Association.
- Vacancies in any seat shall be filled for the un-expired term by appointment of the Directors within thirty days.
- Directors may establish and abolish standing and special committees.
- If any officer fails to attend three meetings throughout their term, they shall liable to be placed under scrutiny by their fellow board members.
Article V – Meetings
- General meetings shall be held according to a schedule at a place and time determined by the Directors.
- Directors may hold a Board Meeting at any time less than one week prior to any regularly scheduled general meeting.
- Official decisions shall require only a simple majority of the Directors present, at any board meeting, as long as a quorum of a majority of the Directors is present.
- At general meetings, decisions shall be made by a simple majority of the members present. When the place and time of a general meeting is announced to the members with at least two weeks prior notice, no fixed quorum is required. When less than two weeks notice is given, a quorum shall consist of at least one-third of the eligible voting membership.
Article VI – Amendments
These By-Laws and the Rules and Regulations of the Washington Community Garden may be amended at any general meeting, when approved by two thirds of the members present. Prior to the vote, notice of the changes, along with a written copy of the changes, shall be given to the members. This must be done a minimum of two weeks before the date on which the vote is taken. The changes will be read to the members at both of these meetings.
Article VII – Standing Rules
- All checks disbursed by the Treasurer shall require two signatures: President and Treasurer or other persons authorized by the Board. In the absence of the President or the Treasurer, the Vice President or Secretary may sign the check in place of them.
- All expenses shall be pre-approved by the Directors. Receipts shall be submitted for any reimbursement.
- An auditor appointed by the President shall audit the accounts of the Washington Community Garden annually or whenever directed by a majority vote of the Directors.
- All records of the Washington Community Garden Association shall be available to the Manager of the Borough of Washington or the Washington Borough Municipal Council.
Article VIII – Dissolution
- If dissolution, disbandment, inactivation, or other termination of the Association is deemed necessary, it must be approved by two-thirds (2/3) vote of the members present at a duly called general membership meeting.
- Upon dissolution of the Washington Community Garden Association assets shall be distributed for one or more exempt purposes within the meaning of section 501 (C)(3) of the Internal Revenue Code (or corresponding section of any future tax code), or shall be distributed to the federal government, or to a state or local government for public purpose. Any such assets not so disposed of shall be disposed by the Court of Common Pleas of Warren County, New Jersey, exclusively, for such purposes or to such organization, as said Court shall determine, which are organized and operated exclusively for such purposes.
Approved January 2010