Bylaws

Bylaws of the Oxford Community Garden Association 

Approved 28 February 2011 

Amended 10 October 2024 

Approved February 24, 2025

I. Name: Oxford Community Garden Association 

II. Address: University & Bramlett, Oxford, MS 

III. Mission Statement 

Our mission is to enhance the well-being and beauty of the community by assisting people in growing fresh produce, providing locally grown food to people in need, increasing social interaction in the community, and creating an educational garden in an attractive setting.

IV. Goals 

A. Facilitate and encourage members of the Oxford, Lafayette, and University communities in growing healthy food for themselves and others. 

B. Provide a friendly environment for both new and experienced gardeners that foster personal interactions, including the exchange of gardening knowledge, within the community. 

C. Provide fresh food for people in need, via the local food pantry or other means. 

D. Encourage an appreciation for locally grown food. 

E. Contribute to the community's beauty by creating an attractive, welcoming garden space. 

V. Objectives 

A. Maintain at least 20 plots to be gardened by individuals or groups. 

B. Dedicate 5-10% of plots to growing food for charitable donations.

VI. Membership 

A. General membership: open to anyone in the Oxford-Lafayette-University community interested in supporting the mission of the garden. General membership annual dues will be set by the Board. 

B. Plot holders: individuals ≥18 years old with a signed contract for a plot in the Community Garden (hereafter, Garden) and with Garden dues and plot fees paid in full are plot holders are eligible to vote in Plot holder-only votes. The primary Plot holder assumes all responsibility for maintaining the plot in accordance with the Garden agreement. 

C. Plot sharing. An individual plot may be officially shared with a secondary plot

holder from a household other than that of the primary Plot holder. The secondary plot holder must register for garden membership indicating they are sharing with another plot holder at the www.oxfordcga.org website under the link membership. Under this link they will indicate they are sharing a plot and complete the garden agreement as well. They will pay the membership fee to the garden treasurer. They will complete and sign the membership form each year they are members of the garden. Assuming these conditions have been

met, the secondary plot holder will have succession rights to the plot if the primary plot holder gives up the plot. Secondary plot holders may not vote in plot holders only votes. 

D. Group Membership: Groups such as schools, churches or clubs can be plot holders if one person in the group agrees to be a primary contact for the group and pay the group membership and plot fee as set forth in the Membership Form. Groups may vote when called for at the annual meeting or otherwise, with a single vote representing the group.

VII. Board and committees 

A. Officers 

1. Association Officers will include a President, a Treasurer, and a Secretary. 

2. Officers may hold a particular office for up to three consecutive terms.  

B. Board 

1. The Board will consist of at least four members: the officers, the Garden Manager, the Garden Assistant Manager, and two to three members-at-large. 

2. All board member terms are one year. 

3. The Garden Manager (GM) and the Garden Assistant Manager (GAM) positions must be held by plot holders. 

4. If an officer or board member resigns, the Board may appoint a replacement to serve until the next election. 

5. The GM and the GAM may concurrently serve as President or Secretary of the association.

6. The Board will establish the following year's Membership dues and plot fees by November 30 of the preceding year.  

C. Roles 

1. The President shall 

a. convene and run regular meetings of the Association and the Board (see below)

b. support and help coordinate activities of the various committees, 

c. be an ex-officio member of all committees, 

d. serve as liaison between the Association and both the Oxford Park Commission (OPC) and City of Oxford, 

e. oversee any efforts to make major changes to the Garden or to add additional gardens. 

2. The Treasurer shall 

a. be responsible for all incoming and outgoing funds,

b. maintain the Association's financial records in proper and appropriate order, 

c. maintain a balanced checking account for the Association, 

d. provide quarterly and annual financial reports for Board meetings and for the annual Association business meeting. 

3. The Secretary shall 

a. record and report minutes of Board and Association meetings and, when requested, Garden Member meetings, 

D. Standing Committees 

1. The Garden Committee will be chaired by the GM and will include the GAM and up to four other plot holders.

a. the committee's responsibilities are to i) ensure that the garden runs smoothly, ii) minimize, and if necessary mediate, conflicts among gardeners, iii) be a first point of contact for Plot holders and other garden users, and iv) strive to keep mulch and soil amendments available for use in the garden. 

b. the committee shall ensure that all plots are assigned by the end of February each year and that a waiting list is maintained, if necessary. 

c. the GM, with help from the committee, shall ensure that the garden agreement contracts are followed. 

d. the GM, with help from the GAM, shall be responsible for contacting those who do not adhere to their garden agreement and as necessary, to reassign plots. 

The Garden Committee will: 

a. arrange to have any seasonal services (e.g., water service, portable toilet service) started and stopped at the appropriate times each year. 

b. endeavor to obtain and maintain suitable materials for composting aand mulch to be used in the Garden. 

2. The Community Harvest Committee will 

a. recruit community groups willing to grow produce for donation or 

b. grow and harvest produce in community harvest plots

c. if necessary, coordinate among groups sharing gardening of Community Harvest plots 

d. arrange for delivery of the produce to the Pantry and/or other recipients. 

3. The Mowing Committee will 

a. recruit mowers and coordinate a schedule of mowing the spaces during the mowing and weed eating season. 

b. arrange for maintenance of common areas within the Garden.

c. make sure all mowing equipment is in good operating condition

E. Ad Hoc Committees: When there is enough interest and need among the members, the following committees can be formed and chaired: 

1. The Communications Committee will 

a. Strive to obtain public publicity for the Association and the Garden. 

b. Appropriately recognize those making financial or material contributions to the Garden. 

c. Make updates to the Association website and social media to promote the garden. 

2. The Education Committee will 

a. Find creative means to teach members and others about organic gardening practices, 

b. Arrange for workshops and seminars related to organic gardening techniques, 

c. Establish and coordinate a garden mentoring program if interest is adequate. 

VIII. Association Policies 

A. Meetings 

1. The Association will meet at least once per year for an annual business meeting in the Spring. 

2. The Board will meet at least biannually, or as needed.

B. Elections and Voting 

1. Bylaws of the association may be approved, rescinded, or amended by a 2/3 vote of General members. 

2. Officers and board members shall be elected by a simple majority of members of record at the annual business meeting. 

3. The Garden Manager and Garden Assistant Manager shall be elected by a majority of plot holders voting at the annual business meeting. 

4. Garden agreements shall be established and amended by a 2/3 vote of plot holders. 

5. Voting at meetings is preferable, but votes may be conducted by email, providing members without email access are given an opportunity to vote. Votes at meetings may be cast in person or by written proxy.

6. All majorities referred to above are the majority of those present, or voting by proxy, at meetings, or in the case of email votes, of those voting within 10 days of the call for a vote. 

C. Garden participation 

1. One adult (the primary plot holder) will assume primary responsibility for a plot by completing the Garden membership, agreeing to abide by Garden Agreement and paying annual Garden member and plot fees. 

2. Violation of the Garden Agreement may result in the plot being reassigned to another individual. 

3. Every person with access to the Garden must complete the membership agreement form annually. 

D. Chemical use 

1. Organic gardening methods are strongly encouraged. 

2. Chemicals and fertilizers that are banned in the Garden Agreement or by the Garden Committee may not be used in the Garden. 

3. Chemicals may be applied only during calm weather and in such a manner that they remain within plot boundaries. 

4. Chemically treated lumber may not be used to construct raised beds or placed in contact with soil in plots or where produce is grown. 

5. Paint containing lead is prohibited in the garden, and old paint must be tested for lead before being used in the garden.