|BY LAWS OF
GLADSTONE COMMUNITY GARDENING ASSOCIATION
NAME AND MISSION OF CORPORATION
Section 1. This corporation in the City of Gladstone, Oregon, shall be known as the GLADSTONE COMMUNITY GARDENING
ASSOCIATION, hereinafter called the “Association”.
Section 2. The mission of this Association shall be to promote cooperation and mutual assistance among members, and to
facilitate gardening for personal and family use.
Section 1. The membership of the Association shall consist of those persons who have applied, paid dues, and are active members in
good standing. Membership in good standing is defined as accepting and adhering to the Association’s rules of conduct
and good gardening practices. Each membership shall have one (1) vote on any issue brought up for approval/disapproval
at the meeting.
Section 2. Duties of Membership shall also include attendance by each member each summer to at least one work party for each lot
assigned to that person. A work party contribution is defined as equal to four (4) hours per lot. Failure to do so can mean
loss of a garden lot.
Section 3. Rights and privileges of membership are non-assignable.
Section 1. General management of the Association shall be vested in the Board of Directors, who shall be elected as provided in
Section 1, Article V of these Bylaws. The number of Directors shall not be less than three or more than six.
Section 2. Officers of the Association shall consist of President, Vice President, Secretary and Treasurer selected from the Board of
Directors as provided in Section 3, Article V of these Bylaws.
Section 3. The President shall be member, ex officio, of all committees.
Section 1. The annual meeting of members of the Association shall be held Tuesday, March 7th 2017. Notice of the
time and place the annual meeting shall be mailed to each member ten days prior to that date.
Section 2. Special meetings may be called on the initiative of the President, or upon written request of not less than five members.
Notice of member meetings shall be mailed to each member at least ten days prior to the meeting.
Section 3. Each registered member shall have one vote. At all meetings, twenty members in good standing will constitute a quorum.
Meetings may be rescheduled by the presiding officer in order to secure a quorum for ballot issues.
Section 4. Order of business may be as follows:
A. Minutes of prior meeting for information and approval
B. Reports of Officers
C. Reports of committees
D. Election of Directors at annual meeting
E. Unfinished business
F. New business
G. Reading and approval of minutes of meeting just held, if requested.
Section 5. Meetings of the Board of Directors shall be called by the President, or by the Secretary upon request of any two members of
Section 6. Majority of the Board of Directors shall constitute a quorum.
Section 7. Robert’s Rules of Order shall be the governing guide for all meetings.
ELECTION OF DIRECTORS AND OFFICERS
Section 1. Directors of the Association shall be elected at the annual meeting. Each active member in good standing shall be entitled
to one vote for each Director to be elected. The candidate receiving a majority of the votes cast shall be declared elected.
Section 2. Elections of Officers to be replaced shall be on alternate years. Election of President and Secretary are to be for two years
and shall take place on even numbered years. Election of Vice-President and Treasurer are to be for two years and shall
take place on odd numbered years.
Other Board Members will be as follows:
Board Member At-Large will be elected for one year.
Section 3. The registered Members of the Association will be allowed one vote each for the election of officers and is qualified to run for
office after being a member for one year and is in good standing as a Member of the Association. A registered Member may
conduct business at the Association meetings, i.e.; make motions, second motions, or speak from the floor when recognized by the
VACANCIES IN OFFICE
If a vacancy occurs among the officers of the Board of Directors, that vacancy shall be filled for the
unexpired term by the Board of Directors. .
DUTIES OF OFFICERS
Section 1. PRESIDENT: The President shall preside at all meetings of the Association and of the Board of Directors and shall
appoint such committees as he or the Association shall consider expedient or necessary.
a) The President has the ability to sign checks in case of absence of the Treasurer, and also retain a key to the P.O. box.
Section 2. VICE PRESIDENT: In the absence of the President, the Vice President shall perform his/her duties, and in the absence
of both officers, the Treasurer shall preside. The Vice President is responsible for interviewing applicants for garden lots,
and deciding eligibility for membership. All applicant and new member names are then passed along to the board.
Membership fees are remitted to the Treasurer. A membership card is the receipt for membership fees.
a) A 2nd P.O. box key is issued to the VP for collecting the applications.
Section 3. SECRETARY: The secretary shall keep the minutes of all meetings of the Association and of the Board of Directors,
and shall, if requested, read such minutes at the close of each meeting for approval. The Secretary shall email or mail
out all notices for meetings of the Association or the Board of Directors.
Section 4. TREASURER: The Treasurer shall keep accurate account and collect all application fees, dues, and charges from
the members and perform such other duties as may be required by the Board of Directors. The Treasurer shall have
charge of all receipts and disbursements of the Association as authorized by the Board of Directors. Transactions shall be
made in the name of the Association through a bank approved by the Board of Directors. Checks and withdrawals shall
be instrumented by two signatures of Board of Directors as named on the Association account. The Treasurer
shall keep regular and accurate accounts of receipts and disbursements for submission at regular meetings or upon
request by the Board. The Treasurer shall keep a record of membership.
SCOPE OF BOARD OF DIRECTORS
Section 1. It is the Board of Directors responsibility and duty to uphold the purposes of the Association.
Section 2. The Audit Committee will be a Standing Committee by appointment of the President at the Annual Spring
Meeting of the Association.
The Audit Committee shall choose the Chair of that committee.
The Audit Committee will meet quarterly or as deemed necessary.
The Audit Committee will review the financial records, Bank Statements and expenditures, making a report to the officers after
each quarter with an Annual Report to the members at the Annual Spring Meeting.
Section 3. The Board of Directors may make rules for the conduct of the members and the use of the
Association property, with the duty to fix penalty for violation of those Bylaws or Rules. The Board may
designate one of its members to discuss violations with the offending individual before action is taken. If a
problem continues, a letter of removal to be sent by the Secretary. Association members have a right to appeal a decision
before the entire Board.
Section 4. The Board of Directors may appoint committees, vote the expenditure of moneys, contract for lease
or purchase in the name of the Association, and pursue negotiations to the advantage of the
Section 5. Notification of available facilities and equipment for use of the membership shall be made to all members on an
Section 6. The Board of Directors shall not impose any liability or levy any assessment upon the members, other than annual
dues or donations.
COMPENSATION OF DIRECTORS AND OFFICERS
Neither officers nor members shall receive any salary or compensation for services rendered to the Association.
APPLICATION FEES AND DUES
Section 1. All renewal applications for membership shall be accompanied by the current Annual Dues and shall become
the property of the Association upon acceptance.
Section 2. Annual Dues shall be on a calendar year basis, being set by the Board of Directors by February. Notification of this
levy will be mailed to all members in good standing two months prior to the annual meeting.
Section 3. Annual dues shall be payable by all members by April 1 of each year, payable to the Gladstone Community
Gardening Association by cash or check.
Section 4. Any member whose dues are unpaid on April 1 of any year shall lose all entitlement of the Association.
Reapplication will be necessary and taken in order by date of submission.
Section 5. Partial Lots: Those lots that are the so-called "Free Lots" will now have a minimum fee on a pro-rata basis. These
lots will be identified and the Board will notify those members.
RULES AND REGULATIONS
Section 1. A copy of the Rules and Responsibilities of conduct and a copy of the By-Laws, along with the names and contact
information of Officers of the Board of Directors will be given or mailed to each member each year. The Rules and
Responsibilities shall be authenticated or changed as deemed advisable, annually, by the Board of Directors.
Section 2. Only Association members and their family shall have use of designated lots as well as facilities owned, leased or
contracted for by the Association.
Section 3. Any member whose conduct, while using the properties or facilities owned, leased, or contracted for by the Association,
shall in the opinion of the Board of Directors of the Association be considered detrimental to the welfare of the Association
may be expelled from membership by a vote of two-thirds of the entire Board after due notice to such member, and given to
that member, an opportunity to be heard.
All notices to members shall be mailed to addresses as given on the applications
or annual notices of dues of record of the Association. Such mailing shall constitute presumptive evidence of service.
These Bylaws may be amended only by a majority vote of the members present at a regular or special meeting of the Association,
provided notice of the purpose of the proposed amendment has been stated in the call for the meeting.