WSCG Plan of Management
WILLSMERE STATION COMMUNITY GARDEN
PLAN OF MANAGEMENT
Adopted 9 July 2019
Willsmere Station Community Garden Inc. is an incorporated entity under the Associations Incorporation Reform Act 2012. Certificate of Incorporation No. A0106507J at 15 May 2019 has been issued by Consumer Affairs Victoria.
This community garden Plan of Management template is issued under the Creative Commons Attribution-Share Alike 3.0 Australia Licence http://creativecommons.org/licenses/by-sa/3.0/au/
You may copy, distribute, transmit & adapt this work providing this notice and adjacent logo remain on any derivative work and the original work is attributed to the Australian City Farms & Community Gardens Network www.communitygarden.org.au
Table of Contents
1. Vision - Our community garden vision
1.2 Objectives of our community garden
2. Management of site
2.1 Managing waste on site - organic and non-organic waste 2.2 Gardening practices
2.3 Water management
2.4 Use of sustainable materials on site
2.5 Garden tools and storage
2.6 Site safety
2.7 Allocation of plots
2.8 Management of shared areas
3. Management structure
3.1 Roles in the community garden
3.2 Code of conduct/gardener’s agreement
3.3 Management group code of conduct
3.4 Resolving disagreement
3.5 Communication
3.6 Decision making
4. Policies
4.1 Access and acceptance
4.2 Alcohol, smoking and drugs on site
4.3 Dogs on site
5. Funding
5.1 Membership fees
5.2 Applying for grants
5.3 Fundraising activities
5.4 Other
6. Training
6.1 Recruiting and induction of new gardeners
6.2 Ongoing training workshops
7. Partnerships and community engagement
8. Contacts
9. Other information that might be applicable
1. Willsmere Station Community Garden Vision
The Willsmere Station Community Garden (the Garden) is an inclusive and nurturing gathering space that is committed to the principles of sustainability in the growing and sharing of food.
1.2 Objectives of the Willsmere Station Community Garden 1.2.1 Long version
a) To establish and maintain a community garden in Kew.
b) To improve food security and promote healthy eating by providing opportunities for locals to grow fresh, nutritious produce and share supplementary harvest.
c) To enhance the use of green space in Kew by providing a beautiful and peaceful meeting place.
d) To increase community connection and reduce social isolation by creating an open and welcoming community garden for individuals of all ages and backgrounds.
e) To strengthen local neighbourhood dynamics by collaborating with community partners.
f) To build a strong sense of place by acknowledging the area’s story and heritage.
g) To reduce our environmental impact by employing ecological gardening principles, avoiding synthetic or harmful chemical inputs, conserving water and providing composting facilities for food waste diversion and soil enrichment.
h) To encourage local biodiversity and provide a space for the community to connect with nature and the rhythms of the seasons.
i) To increase the number of locals engaged in and informed about sustainable food growing through practical skill workshops and knowledge sharing.
j) To nurture curiosity and provide hands-on learning for children.
k) To ensure longevity of the gardening community by using sustainable management practices which are open, participatory and non-judgemental.
1.2.2 Short version
a) To establish and maintain a community garden in Kew.
b) To improve food security and promote healthy eating.
c) To enhance the use of green space in Kew.
d) To increase community connection and reduce social isolation.
e) To strengthen local neighbourhood dynamics.
f) To build a strong sense of place.
g) To reduce our environmental impact.
h) To encourage local biodiversity and connect with nature.
i) To increase the number of locals engaged in food growing.
j) To nurture curiosity and provide hands-on learning for children. k) To ensure longevity of the gardening community.
2. Management of site
2.1 Managing waste on site - organic and non-organic waste Most organic waste can be included in the garden compost (refer to section 2.2 for more details). General rubbish bins are not provided and visitors and members are expected to remove their own non-compostable waste.
2.2 Composting
We attempt to maintain our composting systems in a healthy condition so they do not attract vermin or produce unpleasant odours. Members are expected to follow advice displayed regarding the availability of compost for use. The Composting Co-ordinator or sub-committee is responsible for deciding how the compost is managed and communicating this to other members.
2.3 Gardening practices
We aspire to follow the principles of organic gardening and recognise this as a principle of membership. We define organic gardening as:
a) Using Integrated Pest Management principles i.e. natural, environmental and biological controls are the preferred methods used. A list will be posted by the Committee in the garden shed of acceptable products which meet these criteria.
b) Avoiding the use of synthetic chemical fertilisers, pesticides and herbicides including glyphosphate (Round-Up) and similar products.
c) Building healthy soil to reduce pest and diseases, use of organic practices such as crop rotation, companion planting, mulching, etc.
Gardeners should not knowingly introduce weedy, prohibited or diseased plants to the Garden. These include ivy, blackberry, wild fennel, oxalis and horseradish and others. If in doubt, please consult with the Horticultural Co-ordinator.
2.4 Water management
We take care to conserve water resources and minimise water use. a) Garden hoses are always to be turned off at the tap following use and stored correctly in the Garden shed.
b) Fittings are not to be removed from hoses and taps.
c) Taps are turned on with vandal proof tap handles. These are to be returned to the shed after use.
d) Members are required to adhere to Victorian water restrictions.
2.5 Garden tools and storage
a) The Garden will maintain a set of communal garden tools for shared use. b) Members will also be allocated a small storage container for small private tools i.e. secateurs, trowels and gardening gloves. Large private tools such as spades and wheelbarrows will not be stored on site.
c) Members using gardening equipment must operate such equipment with due care for the safety of other members, the public and the Garden itself. d) All communal gardening tools and equipment should be returned to the shed clean and in good condition at the end of the gardening activities.
e) It is the responsibility of all members to ensure that the shed is locked when not in use.
f) Communal tools and equipment are the property of the Willsmere Station Community Garden Inc. and must not be removed from the site.
g) Members will be provided with a key, pass card or pin number for the storage shed. This key or pass card remains property of the Committee or the City of Boroondara. Upon leaving the association, members must return any keys or pass cards. Keys, pass cards and pin numbers should not be shared or copied without the express permission of the Committee. The Committee reserves the right to charge a key or pass card deposit.
2.6 Site safety
a) All members are responsible for safety.
b) The Committee will develop an OH&S process and induction guide. c) The OH&S Co-ordinator or subcommittee will be responsible for communicating safety issues and promoting safe gardening practices to members. Safety issues will be emailed to all members and posted on the noticeboard in the shed and on the Garden’s website and Facebook page.
d) All members must undertake an induction that provides information on risks and safety in the Garden. Induction will be provided by the OHS Co-ordinator or delegate.
e) Gardeners working alone should only undertake gardening tasks appropriate to their abilities.
f) All activities in the Garden must be conducted in a safe manner and in daylight hours.
g) All tools and equipment must be stored in the storage shed after use. h) Any accidents (including near misses) on site must be recorded in the accident register located in the shed. All accidents, near misses and OHS risks should also be reported to the OHS Co-ordinator or delegate.
i) Edible plants should not be planted outside of designated growing areas. j) With the exception of companion plants, only edible plants should be planted in the garden. Companion plants should be chosen to avoid poisonous species which may be eaten by mistake.
2.7 Membership, allocation and tenure of plots and the waiting list Membership types:
2.7.1 General Member (full, group and concession)
General Members do not hold a plot but have access to communal areas and are welcome to participate in maintaining the Food Forest and shared plots and sharing in the harvest from these areas.
They are required to attend one working bee, at which they will be inducted. Except in the case of households (see below), they may also be on the waiting list for a plot.
There is no ongoing requirement for General Members to attend working bees annually, however they are welcome to join in all Garden events and working bees and will have access to the shed to use communal tools and water access.
General members are entitled to vote.
An eligible incorporated Community Group may be registered as a General Member. The Community Group will be recorded as the General Member but must provide details of a responsible contact person. A Community Group has a single vote.
2.7.2 Plot Holder Member (full, group and concession)
Plot Holder Members pay a larger membership fee to access an allocated plot and a container in the shed in which to store small tools and equipment.
All Plot Holder Members are required to contribute to maintenance of the whole Garden and should attend two working bees per year. A total of 4 to 6 working bees will be held each year.
Up to six plots may be made available for incorporated Community Groups. An eligible Community Group may be registered as a Plot Holder Member. A contact person must be identified for the Community Group. A Community Group has a single vote.
2.7.3 Membership eligibility
a) Membership is open to all residents of the City of Boroondara, 18 years and older and to incorporated Community Groups active in Boroondara. For information about children in the Garden, see section 4, below.
b) Boroondara residents will be given preference for plots. People who live outside the City of Boroondara may only become members if there is not sufficient interest from Boroondara residents. Proof of residence must be provided in a form satisfactory to the Committee.
c) Plots will not be allocated to non Boroondara residents if Boroondara residents are on the waiting list.
d) If a Plot Holder Member relocates outside of the City of Boroondara, their plot must be surrendered within 12 months.
e) A maximum of one plot is available per household. See section on households below.
2.7.4 Plot allocation
a) The initial plot allocation will be through random selection.
b) Initial allocation will include a number of plots to be made available to members of the Committee of the Garden on its incorporation.
c) Plot location will be randomly assigned.
d) All subsequent allocation and reallocation of Garden plots will be made by the Committee. Except as provided for in the case of a Plot Holder member who is part of a household, no Plot Holder Member can transfer their plot to another person or member.
e) Households. A household is a family or other group of people living at the same address.
i. Only one plot may be allocated to a household and so only one person in the household may be a Plot Holder Member. Other adults in the
household intending to be involved in gardening activities must be
General Members and may not be on the waiting list for a plot.
ii. In the initial allocation of plots, only one representative of a household may be included in the ballot for random selection.
f) Where the Plot Holder Member ceases for whatever reason to be a member of the Garden, then the plot may be allocated to another person in the household who is at that time a General Member but only for the remainder of the term for which the plot was allocated to the ceasing Plot Holder Member. The person to whom a plot is allocated in this way becomes the Plot Holder Member.
2.7.5 Tenure
a) At the initial allocation of plots (other than for incorporated Community Groups), the Committee will determine a number of plots to be allocated for initial terms of each of four, five or six years, terms will be assigned randomly.
b) The membership year will commence on a date to be determined by the Committee.
c) After the initial allocation, plots, not including plots allocated to Community Groups, will be allocated for periods of five years. At the end of that five year period, the plot will be allocated to the next eligible person on the waiting list.
d) Incorporated Community Group plots will be allocated plots for four years. f) Current Plot Holder Members or members of their household cannot be on the waiting list.
e) Where there is no waiting list at the end of a plot holder member’s period of tenure, that plot holder member may be allocated a plot for a new period of tenure.
f) Plots may be voluntarily given up by emailing the Committee member responsible for plot allocation.
g) Plots may be shared with a General Member of the Garden, whether they are on the waiting list or not. However, if the Plot Holder Member of a shared plot gives up their plot, the plot will be allocated to the next person on the waiting list, not the General Member that they were sharing with.
h) Where a plot is allocated part way through a membership year, then the new Plot Holder Member’s term will be the balance of the then current membership year plus the period of tenure. For example: X resigns X’s membership four months into a membership year. Y is allocated the plot. Y’s period of tenure of the plot will be the remainder of that year (eight months), with the five year period of tenure being calculated from the commencement of the following membership year.
2.7.6 Waiting list management
Once all of the plots have been allocated at the initial allocation, a waiting list is created.
a) Initial establishment of the waiting list:
i. If those entitled to priority in the initial allocation remain without a plot, they will be listed first on the waiting list, the order being determined randomly. ii. All others interested in becoming plot holders at the initial allocation who are not allocated a plot will then be listed, the order being determined randomly. iii. A separate waiting list will be established for incorporated Community Groups.
b) Management of the waiting list:
i. After the initial allocation of plots and establishment of the waiting list, others may apply to be included on the waiting list with names recorded in order of receipt.
ii. The waiting list is refreshed annually: all people or incorporated Community Groups on the waiting list are emailed and asked to confirm their continued interest by reply email. Anyone who does not respond to this email within 4 weeks will be removed from the waiting list.
iii. Before a plot is offered to a person on the waiting list they must attend a working bee. Prior to an offer of a plot being made (for example, as the person approaches the top of the waiting list) that person will be contacted with details of approaching working bees they may attend.
iv. If a plot is offered to a person on the waiting list and they are not immediately (within three weeks) able to accept the plot, the individual may choose to defer the offer of a plot. The plot will then be allocated to the next person down the list, but the deferrer will remain at the top of the list to be offered the next available plot. Deferment period is at the discretion of the committee.
2.7.7. Leave of absence
a) Short term absence – four weeks to six months. If a Plot Holder Member is away for more than four weeks, but less than six months, they must arrange for another member to maintain the plot during their absence. It is essential that the Committee be advised of the period of absence and the name, address and phone number of the person responsible for maintaining the plot during the period of absence. The responsible person must be a member of the Garden.
b) Absence for more than six months: Where a Plot Holder Member is for good cause unable to maintain the plot for a period longer than six months, the Committee may grant a leave of absence. In that case, the plot may be managed by a person nominated by the absentee plot holder, subject to the prior agreement and approval of the Committee. Where there is no nominated temporary plot holder, the Committee will determine how the plot will be managed during the period of absence. Where required for insurance purposes, a temporary plot holder who is not a member may be required to become a member. Unless the Committee otherwise determines, the tenure of the plot holder member granted a leave of absence is not suspended for the period of the leave of absence and continues to run. If the plot is managed by a person on the waiting list, that arrangement does not prejudice the position of that person on the waiting list.
c) Other short term absence: If, through illness or other short-term difficulties, a member is unable to attend to their plot, the Committee is to be advised so that temporary advice or assistance can be provided.
2.8 Plot management
a) New plot holders are expected to have their plot in order within three weeks of the plot being allocated.
b) Plots must be kept in good order, reasonably free of weeds and with a crop or cover crop planted.
c) Plot Holder Members are responsible for the upkeep of the paths and areas surrounding their plot.
d) Plot holders must be considerate of their neighbouring plots and not erect structures or grow plants that will cast shade on a neighbouring plot.
e) Large permanent shrubs or trees are not permitted in plots.
f) All waste should be removed from plots and composted or taken home for recycling or other disposal.
g) Unless the Committee determines otherwise, the following items are not allowed in plots:
i. fences around plots;
ii. netting over plots.
h) Plot holders are expected to contribute to the maintenance of the communal areas of the Garden by participating in two working bees per year, as required as a condition of Plot Holder Membership.
i) When a person or Community Group ceases to be a Plot Holder Member for whatever reason, plants they have planted in plots must be removed promptly and in any event within 14 days. If not removed, and reasonable efforts to contact the ceasing plot holder or their representative fail, they (and resulting produce) will be treated as abandoned and may be retained by the new plot holder member or removed and composted or destroyed as the Committee sees fit.
2.9 Management of shared areas
Any gardening activities undertaken in the communal areas of the Garden should be done in consultation with the Horticultural Co-ordinator. This includes activities at Garden workshops, working bees, events and other ad hoc activities.
Members agree to share surplus food from their plots with other Members of the Garden and the community, and agree to share fairly the produce from communal areas.
3. Management structure
The management structure includes a Committee and associated roles or subcommittees that the Committee may establish to support the effective operation of the Garden. Members of the Committee include the Convenor, Deputy -Convenor, Secretary, Treasurer, Membership Secretary and a minimum of four ordinary members who are either a General Member or a Plot Holder Member.
The Committee is responsible for managing the business of the garden and may exercise all powers of the Garden not reserved to the members as set out in the Rules or the Associations Incorporation Reform Act 2012.
For further information on the election and roles of the Committee of Management, please refer to Rules of Association for the Garden (these Rules are adapted from the Victorian Consumer Affairs 'Model Rules' for Incorporated Associations).
As provided for in the Rules, sub-committees may be formed as needed by the Committee and will report to and make recommendations to the Committee. A representative of a sub-committee may be invited to attend meetings of the Committee but will not have Committee voting rights unless the representative is also a member of the Committee and entitled to vote at the Committee meeting.
3.1 Roles in the community garden
Sub-committees of Members of the Willsmere Station Community Garden or invited non-member specialists may be established by the Committee to make recommendations to the Committee from time to time. Potentially the following will be established with terms of reference as determined by the Committee to meet the needs of the Garden:
i. Horticulture/Sustainability/Composting
ii. Plot allocation sub committee
iii. Communications/marketing
iv. Workshops/education/events/
v. Grants and fundraising
vi. Artwork
vii. Equipment/maintenance/operations
viii. Risk management/OH&S
Where a non Member is invited to be on a subcommittee, they have no voting rights and must agree to abide by the Rules and regulations of the WillsmereStation Community Garden, Inc.
The Chairperson of a subcommittee must be a member of the Committee and the subcommittee members (including invited non-members) must follow the code of conduct applicable to the Committee (see section 3.3 below) or as required by the Rules so far as relevant to their task.
3.2 Code of Conduct – Gardeners’ Agreement
The following Code of Conduct applies to all Members.
Without limiting rights of members in the Rules, as a Member you have the right to:
a) Be kept informed about all activities and events organised for the Garden community.
b) Have your personal details managed in accordance with the Rules and privacy procedures established by the Committee.
c) Participate on the Committee or as a sub-committee member, if elected or appointed as relevant.
d) Feel safe within the Garden and be treated with respect by all Garden members.
e) Participate with other Garden members in the equitable distribution of the Garden produce.
f) Undertake and accept tasks within your ability.
g) Have access to Garden events before bookings are available to non-members (e.g. for Garden workshops).
As a Member you are asked to:
h) Always act in the best interests of the Garden and all Members in maintaining the appearance and integrity of the Garden.
i) Adhere to the operating procedures and policies of the Garden and the requirements of the Rules.
j) Pay your membership fee in a timely manner as it falls due.
k) Participate in maintaining the upkeep of the Garden to provide a safe, neat and appealing environment for the enjoyment of members and the wider community, including attending the required two working bees per garden year (Oct 1 - Sept 29).
l) Assist in implementing the Code of Conduct by reminding others of its contents, if necessary.
m) Provide your personal details to the Membership Secretary as requested on your membership application and not use personal information of any other member except as permitted by law.
n) Read Garden notices and any communications to Members so as to be aware of Garden activities and events.
o) Act in a spirit of cooperation and sharing with others in the Garden, both Members and non-members.
p) Be reasonable and respectful in your manner towards others in the Garden.
q) Act in a manner that ensures your safety and the safety of others in the Garden.
r) Apply to the Committee to have grievances resolved in accordance with the Garden’s Dispute Resolution policies.
s) Ensure that you understand safe manual handling techniques for the materials and tools that you use within the garden.
3.3 Committee Code of conduct
a) All members of the Committee have a right to be listened to in a respectful manner.
b) All members of the Committee have a right to be spoken to in a respectful manner.
c) All Committee meetings are minuted and minutes are available to all Members.
d) Agendas from Committee meetings are issued seven days before the meeting date together with the minutes of the previous meeting.
e) Contributions to agenda items must be submitted to the Secretary in a timely manner or be dealt with under ‘Other Business’.
f) Committee meetings start and finish on time in accordance with the agenda.
g) Meetings must have a Chairperson in accordance with the Rules.
h) In the event of a tied vote, the Chairperson will have the deciding vote.
i) Unresolved matters that have not been voted upon may be deferred to a future meeting.
j) Items requiring follow-on action after Committee meetings will be allocated to a specific person(s) and noted in the minutes.
k) Each Member of the Committee has one vote.
l) Meetings of the Committee occur quarterly or more often as required.
3.4 Resolving disagreement
Disagreements must be resolved using the grievance procedure (Part 3, Division 3) from the Rules of Association for the Garden (these Rules are adapted from the Victorian Consumer Affairs 'Model Rules' for Incorporated Associations). Where the outcome of disciplinary action is that the member is expelled from the association, the former member will lose all rights to their plot. The member will be required to return all keys and other items which are property of the association or the City of Boroondara. Members
who are expelled from the association will receive a pro-rata refund following a written request to the Committee.
3.5 Communication
Internal — Internal communication will occur via email and a noticeboard in the shelter.
Members are expected to review all communications.
External — External communication will occur using Facebook or a website and newsletters. Notices required to be given to Members will be given in accordance with the Rules.
4. Other Policies
4.1 Access and acceptance
The garden is gated and fenced but gates will not be locked unless the Committee of Management, having consulted with the City of Boroondara, decides otherwise.
Consistent with the Willsmere Station Community Community Garden vision, the community garden members welcome individuals of all ages and backgrounds.
Where a Community Group is a member of the Garden, that group remains responsible for the conduct of its members when in the Garden and must ensure that adequate insurance and supervision is provided for all of its members while in the Garden. The Committee may set a maximum number of members of a Community Group attending the Garden at any time where that is necessary for health and safety and general enjoyment of all members of and visitors to the Garden.
4.2 Children in the garden
Willsmere Station Community Garden Committee of Management and members welcome children and their care givers to the Garden. The care giver remains responsible for their children at all times during their time in the Garden and must remain with children. Any events in the garden for children should be run in the presence of their care givers or teachers. Any members involved in events or activities for children must have a current
‘Working with Children’ check, details of which must be recorded with the member’s details kept by the Committee.
4.3 Alcohol, smoking
Members are required not to smoke in the Garden. Signs stating ‘Please don’t smoke in the garden’ will be displayed. Members should be aware that the general public is not legally required to abide by these requirements. Members are not able to require the general public to abide by community garden rules. Alcohol should be served and consumed only in a responsible manner in compliance with any local or other laws.
4.4 Pets on site
Members must not bring dogs and cats into the Garden, with the exception of service dogs. Owners of service dogs must be responsible for the dog while on site and clean up after it. Signs stating “please don’t bring your dog into the garden” will be displayed.
Members should be aware that the general public is not legally required to abide by these requirements. Members are not able to require the general public to abide by community garden rules.
4.5 Vehicles
Private vehicles are not permitted in the Garden or the reserve. Trucks should deliver bulk mulch or topsoil mulch etc. at community access gates. The use of wheelbarrows or trolleys is recommended for moving large items. Members need to be aware that the path to the garden is a shared path that is also used by bicycle traffic, and as such care needs to be taken when entering and exciting the garden.
5. Funding
5.1 Membership fees
a) All membership fees are annual fees. In accordance with the Rules, with the exception of initial fees adopted in 2019, fees are set by the membership, on recommendation by the Committee, at the Annual General Meeting of the association. Membership fees are set to cover the basic operational costs of the garden. Fees are payable annually. The membership year will be set by the Committee. Fees are due within one month after the beginning of the membership year or membership (including the holding of plot) may be forfeited.
b) Concessional rates may set by the Committee and proof of entitlement to a concessional rate will be required.
c) As noted in clause 2.5(g), the Committee may charge a fee for keys or pass cards provided to members.
5.2 Applying for grants
All Members can identify grant opportunities and project ideas for grant funding and
should refer these ideas to the Committee or relevant sub-committee.
5.3 Fundraising activities
All Members can identify fundraising ideas and activities and should refer these to the
Committee or relevant sub-committee.
6. Events and Partnerships
6.1 Events and Training
Events and training will be organised to build skills and capacity amongst Members and
provide social activities to strengthen and support community cohesiveness.
6.2 Partnerships and community engagement
The Committee will continue to foster the relationship with community organisations such as Kew NHLC and identify opportunities of mutual benefit to both parties. Examples of community engagement activities include:
a) Community workshops
b) Sharing excess food
c) Activities in the garden (yoga, art)
d) Engagement with local kindergartens and schools
7. Contacts
For the members - grow@wscg.net or membership@wscg.net
For the public - grow@wscg.net
For council - convenor@wscg.net
8. Other information
8.1 Rules to prevail
To the extent of any inconsistency between this plan of management or any regulation or determination of the Committee and the Rules, the Rules prevail.
8.2 Privacy
The Committee will manage your personal information as required under the Associations Incorporation Reform Act 2012 (the Act). Personal information that is reasonably needed to operate the Garden, such as names and addresses, is collected for the purposes of administering and managing the Garden and contacting members and people on the waiting list with information about the Garden including activities and events within the
Garden. The Committee will not, except with your consent or where required or permitted by law share your personal information with others. Members are referred to s.59 of the Act. Requests under that section are to be made to the Secretary via, secretary@wscg.net
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