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Bayside Community Garden Policy Updates 2020

The Bayside Community Garden (BCG) is a project of the Bayside Neighborhood Association (BNA), a 501(c)(3) non profit advocating for the Bayside neighborhood, which is bounded by Marginal Way, Forest Ave, Congress Street, and Franklin Street. The BCG is located at 78 Chestnut Street on a privately owned parcel that has been temporarily made available for the BNA’s use as a community garden.

The following policies have been put in place for the 2020 gardening season. Gardeners must establish the required roles and plans outlined below to be submitted to the BNA board by April 30, 2020.

POLICIES

Leadership:

Bayside Community Gardeners will establish amongst themselves a management structure that must provide three roles (any of which may be held by the same person):

•An operations manager
•An accountant
•A liaison to the BNA Board

The policies in each area are as follows:

Operations:

One goal of the BCG has been to create a community green space in the midst of a distressed urban neighborhood. This requires that the BCG present an orderly, attractive appearance to gardeners, neighbors, and passersby. To this end the following policies have been developed:

1) The operations manager will oversee the condition of individual plots, according to the following schedule:

June 1 – Plots must be cleared and initial planting completed.
June 15 – Planting for first crops must be complete.
July 1 – A plot must show that it has been consistently maintained.

•If a plot appears abandoned by July 1, the fee will be forfeited and the plot will be offered to the next person on the waitlist at a reduced fee of $20. If there are no takers or the new gardener does not begin planting by July 14 the plot will be cleared and used by the BNA to grow short-season crops for The Locker Project.

•All plots must be consistently maintained for the remainder of the season and closed down appropriately for the off-season.

2) In consultation with the BNA Board a plan must be established detailing where, if anywhere, growth outside of garden plots will be allowed, and what that growth may include for plant material.

•Any such areas must be limited, well maintained, clearly demarcated, and agreed to by the Board.

3) A maintenance schedule for all areas outside the garden plots must be developed, shared with the BNA Board, and adhered to.

•If necessary the BNA board will, at its discretion, correct any overgrowth or plantings outside of approved areas without consultation.

4) The operations manager will ensure that all gardeners understand and agree to these policies.

5) The original mission of creating this garden included increased food security for lower income Bayside residents, especially new Americans. As such:

•Bayside residents will be given first refusal of newly available plots each season, and be put at the top of the waiting list.

Finances

1) The garden accountant will track the balance of plot fees and expenditures:

•Prior to the end of each calendar month, submit to the BNA Treasurer one itemized request for any reimbursements
•Submit a receipt for each garden expenditure
•Distribute reimbursements to individual gardeners. After review and approval by the board (first Tuesday of each month), a reimbursement check will be cut payable to the garden accountant, who will then be responsible for distributing funds to those who paid for expenditures.
•Attend BNA Board meetings as requested

2) The budget for garden expenditures will be the total of the garden fees collected for the 2020 season.

•Assuming all plots are claimed at full fee the 2020 budget is 28 plots x $30 = $840 •Plot fees are non-refundable •The board recommends a sliding-scale model for collecting fees based on need, potentially to be covered by more affluent gardeners. •Any fees collected from gardeners taking over forfeited plots or decreased by sliding scale adjustments will change the total budget. •It is up to garden management to decide how to best utilize available funds within the parameters of these policies.

3) Insurance for the 2020 garden year will be covered by an existing grant to the Avesta garden, a separate garden/greenspace activity of the BNA.

Board Liaison

The Board liaison will communicate with the BNA Board of directors in matters regarding the garden. The liaison will:

•Maintain and share with the Board an updated contact list including plot number, physical address, email and phone numbers of all gardeners.
•Submit to the Board a written monthly report on operations which will include the maintenance schedule, activities and issues in the garden
•Attend board meetings or communicate in other ways as requested.

The goal of these policies is to ensure that the garden enhances the Bayside neighborhood and provides a well-managed and inviting greenspace for all who utilize it. Please feel free to contact me at bnaportland@gmail.com with any questions.

Sarah Michniewicz
President, Bayside Neighborhood Association