City of Columbia Parks and Recreation

Community Garden Program

RULES AND REGULATIONS

Overview

The Community Gardens in the City of Columbia are intended to be beautiful, safe, and peaceful oases amidst the fast-paced life our city. The City of Columbia Parks and Recreation Department has establishedand will maintain an active set of Rules and Regulations in the garden for the following reasons:

To ensure that community gardens are safe
To ensure that community gardens are pleasant places to be and to look at: for gardeners, neighbors and the general public
To establish fairness and equity among community gardeners
To help ensure that all gardeners garden in such a way as to be respectful of their neighbors
To prevent damage to the land and groundwater
To create an atmosphere that promotes healthy, happy gardening for all gardeners.

As in any group endeavor, individuals must give up some of their individuality to accommodate the function of the group. Community gardening is no exception. Participation will be granted based on available space, and the gardener’s willingness to abide by the Rules and Regulations.

Having City of Columbia land available and gardening in one of the City of Columbia, Parks and Recreation Community Gardens is a privilege, and Parks and Recreation will enforce all gardening Rules and Regulations.

The Rules and Regulations are reviewed and revised annually in an ongoing effort to improve and keep them relevant to changing conditions. If you have suggestions or concerns, please call the Community Gardens Program office at 803-545-3100. However, unless official changes are made, you must abide by these rules and regulations as they are written. Failure to do so may result in the termination of gardening privileges. No refunds will be granted in such instances. Each gardener must understand and agree to the following Community Garden Rules and Regulations before gardening with City of Columbia Parks and Recreation.

Each garden plot requires a non-refundable annual lease fee of $20. Fees must be paid at the time of registration, and plots will be assigned on a first-come, first-served basis. If there are no plots available to be leased, an application will add you to the waiting list. When a plot becomes available, you are required to pay a non-refundable annual lease fee of $20 and a garden plot will be assigned to you. Full Payment of the annual registration fee is to be made, payable to The City of Columbia.

Gardeners agree to vacate their plot on city property upon 30 days’ notice if the property is to be used for another public purpose.

Definitions

Garden Program Coordinator- a City Employee.

Lead Garden Mentor - a Community Gardener who serves as the liaison between the Community Gardeners and the Garden Program Coordinator.

Primary Gardener - an individual, husband/wife, domestic partners having sole interest in the plot.The primary gardener may choose to have a garden helper noted on the registration form to help maintain the plot in the gardener’s absence due to a family emergency, illness or injury, vacation or other unforeseen circumstance. The person whose signature appears as the Primary Gardener on the Registration Form is ultimately responsible for the maintenance of the entire garden plot and for payment of all fees and charges.

Notice of Non-Compliance – a Notice of Non-Compliance is sent to the Primary Gardener by email or US Mail informing the Primary Gardener they are not in compliance with the Guidelines. The Notice of Non-Compliance will describe the violation in detail so the Primary Gardener will have seven days to correct the violation.

Notice of Forfeiture – a Notice of Forfeiture is sent to the Primary Gardener by email or US Mail informing the Primary Gardener the plot leased by them at a Community Garden has been voided due to non-compliance. The Notice of Forfeiture will describe the reason(s) for this decision.

Notice to Vacate–A Notice to Vacate may be sent to all Gardeners if the property is to be utilized for any other public purpose(s).

Plot Allocation, Registration and Fees

1.Only one garden plot per residence is allowed.

2.The person whose signature appears as the Primary Gardener on the Registration Form is ultimately responsible for the maintenance of the entire garden plot and for payment of all fees and charges.

3.Garden plots may not be transferred, leased to another party, given away, traded or sublet. Garden plots that become available will be re-assigned to new gardeners by the City’s Community Gardens Program Coordinator.

4.E-mail is the primary method of communication for the Community Garden Program.

5.The Primary Gardener is required to inform the Garden ProgramCoordinator of any changes to his/her contact information, including email, home address and telephone number and the primary gardener’s helper’s contact information. Failure to provide current contact information for both the primary gardener and helper may result in termination from the Community Gardens Program. Any correspondence emailed or mailed to the current address on file is considered delivered. It is the Primary Gardener’s responsibility to inform the Garden Program Coordinator of any change in their contact information.

6.Garden plots are issued and valid on a year-to-year basis from March 1 – February 28.

7.Parks and Recreation may, in its discretion, enter into a new agreement with a Primary Gardener in good standing provided that the annual registration form is completely filled out and signed, and all appropriate fees are paid by the due date of February 28.

8.Primary Gardeners desiring to continue using the plot are required to complete the Community Garden Registration/Agreement Form and pay their annual registration fee by the registration deadline of February 28. Those who do not meet the registration/agreement deadline will automatically lose the assigned plot and the assigned plot will be reassigned to a new gardener.

9.Primary Gardeners are required to complete the Community Garden Registration/Agreement Form and pay the total annual registration fee before they can begin gardening.

10.If there are no vacant garden plots, prospective gardeners may add their name to the community garden waiting list by contacting the Garden Program Coordinator and they will be contacted—in the order on the waiting list—when garden plots become available.

11.Primary Gardeners who do not intend to continue gardening their plot for any reason should promptly notify the Garden Program Coordinator in writing so the plot may be reassigned to the next person on the waiting list.

12.Primary Gardeners, whose plots are suspected of abandonment (neglected, unattended, and under-watered and/or overrun with weeds) for more than 7 days, will be given a Notice of Non-Compliance by the Garden Program Coordinator. The Primary Gardener will have 7 days to become compliant. Non-compliance may result in your plot being forfeited and reassigned to the next person on the waiting list.

13.If a Primary Gardener receives three Notices of Non-Compliance during the term of the lease (March 1 through February 28/29) then on receipt of the third Notice of Non-Compliance the Primary Gardener forfeits their gardening plot and the plot is reassigned.

Planting GuidelinesPlanting Schedule

Once a plot is leased, the Primary Gardener agrees to keep the plot fully planted and well-maintained for the entire time of the lease. This includes actively gardening in the fall and winter as well as the spring and summer.
The Primary Gardener is responsible for planting their entire bed in a timely manner. Beds should begin to be planted within 30 days of being assigned and be fully planted by May 1 for the Spring/Summer Garden and fully planted by Nov 1 for the Fall/Winter Garden. If a plot is not fully planted for both a Spring/Summer garden and a Fall/Winter garden, the Primary Gardener will forfeit their plot and their lease fee. If the Primary Gardener enters into a lease after May 1 or after Nov 1, they are responsible for planting their plot within 30 days of signing the lease.
If for some reason the plot is not planted with 30 days of being assigned, the Primary Gardener must contact Garden Program Coordinator at 803-545-3100 immediately. Temporary assistance may be available, depending on the circumstances.
If the primary gardener is unable to tend their plot due to family emergency, illness, injury, vacation, or other unforeseen circumstance, the primary gardener may arrange for another gardener to do this on a temporary basis. In this situation, the Garden Program Coordinator should be notified and given the name of the other gardener.

Gardening Guidelines

Primary Gardenersmay grow vegetables, fruits, herbs and flowers in their plot. Planting illegal or poisonous plants is prohibited. This violation will result in termination of gardening privileges.
Crops must be harvested and not left on the ground to rot and go to waste.
Primary Gardenersmay NOT plant along the fence lines. Plantings that extend beyond the assigned plot will be cut back to plot boundary by Parks and Recreation staff.
Do not plant tall crops (such as okra and corn) in a way that will cause excessive shading to nearby plots. Crops must not be more than six feet high.
All plants, planter boxes and trellises must be placed inside the plot perimeter. Trellises or arbors may not be more than 6 feet high, may not shade neighbors plot, should be able to withstand strong winds and may not be installed permanently.
Plants may not over hang into the common areas. If you do plant vining plants that require a lot of space (such as squash or cucumbers) do not allow these plants to extend outside of the plot. The Parks and Recreation staff has the right to trim excess plants hanging into the walkway back to plot boundary without prior notification.
Primary Gardeners are allowed two 20’ plant pots. All pots must be contained inside your garden plot.
All over-the-counter garden chemicals are approved by Parks and Recreation.

Primary Gardener Responsibilities

All Primary Gardeners must notify the Garden Program Coordinator by mail or email, when giving up a plot. The plot then is returned to the City of Columbia for lease to next available person in line on the waiting list.
Children are encouraged to learn and work in the garden but must be supervised at all times and must stay on the paths of their assigned garden.
Primary Gardeners and their guests must comply with all rules and regulations and Primary Gardeners will be held accountable for the behavior of their guests.
Primary Gardeners are required to notify the Garden Program Coordinator of the following: irrigation problems such as water leaks, graffiti, theft, vandalism, rule violations, pest or disease problems.
To prevent damage and tripping hazards, water hoses used by gardeners MUST be recoiled and stored against the garden plot in a neat manner after use.
Except for service dogs, no pets of any kind are allowed in the garden.
All expenses concerning production, maintenance, and protection of the plot are the responsibility of the Primary Gardener, to include soil and mulch. The supplying of all seeds, manure, fertilizer, and equipment are the responsibility of the Primary Gardener.

Maintaining Garden Appearance

The garden could become unsightly if the Primary Gardener is not committed to its maintenance. Maintaining a clean and attractive appearance for a community garden is essential for keeping the surrounding community happy. Unkempt gardens elicit complaints, create garden dispute, and can generally diminish the quality of gardening experience. Good planning will help maintain a beautiful and attractive garden.

Garden plots must be cleared of all stakes (including corner stakes), large plants, seeding plants, plastic, and fencing after the harvesting of crops.
Plots and pathways must be kept free of weeds, water hoses, rocks, flowerpots, trash and other debris at all times.
Primary Gardeners are responsible for all personal equipment/items brought into the garden. City of Columbia Parks and Recreation assumes no liability for personal items left in the garden. Bring only items intended for use in a garden to the garden.
Primary Gardeners are responsible for the year-round maintenance of their garden plots and the surrounding pathways.
Please discard all trash and debris in appropriate containers. Gardeners are REQUIRED to take trash and debris from the garden.

Weeds, Mulch, Pests and Disease

Primary Gardeners are expected to keep their plots and surrounding pathways clear and free of weeds, grass, and other debris that can harbor insects. Weed definitions also include Bermuda or nut grass, which can spread and choke off other plants. Do not leave any dead plants or rotting vegetables in your plot as these also contribute to diseases. Mulching helps the soil retain moisture, protects the roots of plants from both the sun and cold and reduces the amount of weeds. If you are unfamiliar with mulching techniques, contact your Lead Garden Mentor.

Other Helpful Information about the Community Garden Program

The Community Gardens are open from sunrise to sunset.
Foul language or offensive behavior is prohibited.
For security purposes only the individuals whose names are listed on the application and waiver agreement are given the garden gate combination. Do not disclose the combination to non-members of the garden. If you are the last person in the garden, ensure that all gates are locked upon exiting.
Weeds and plant material (green waste) MUST be taken to a compost site, placed in the roll carts or put into yard bags and removed from the garden. Green waste should not be left in the common areas.
Each garden should organize a weekly procedure whereby a gardener is assigned the task of taking the roll carts to the street for pickup and, once the carts have been emptied, take the carts back inside the garden. This task is a responsibility shared by the gardeners and is not performed by the City.
Harvest only from your own plot. The unauthorized taking of produce from another gardener’s plot will result in the immediate revocation of your garden plot.
Alcoholic beverages, tobacco or illegal drugs are not permitted at the garden site.Tobacco carries the tomato/tobacco mosaic virus that can harm potato and tomato plants.
Loud radios and power tools are not permitted at the garden site.
Irrigation Systems are permitted but need to be contained within your own plot.

Violations of Community Gardens Program Rules & Regulations

The City may enforce these Rules and Regulations, and in doing so will take action, including termination of the agreement with any gardener who is in violation of these Rules and Regulations. The decision of the City’s Garden Program Coordinator is final.

What Constitutes a “Working Garden Plot?”

A “Working Garden Plot” is a plot that is fully planted, well-maintained and free of weeds. All plants are kept within the boundaries of the plot. Produce is picked on a regular schedule and all over-ripe rotting produce is disposed of.

What Constitutes an “Untended” Garden Plot and “Non-Compliance” of the Guidelines

An untended garden plot is a plot that is 1) not fully planted; and/or 2) has weeds growing in it; and/or 3) has unpicked or rotten produce in it; and/or 4) has plants spilling over the sides of the bed into the common area.
A plot is considered to be non-compliant if the plot contains banned plants or diseased plants.
The Primary Gardener has not planted anything within 30 days of leasing the plot and the plot is not fully planted by May 1 for the Spring/Summer Garden and/or November 1for the Fall/Winter Garden.
The telephone number provided by the Primary Gardener has been disconnected or is no longer valid.
The Primary Gardener does not return calls and/or emails from the Garden Program Coordinator within seven (7) days of the first call or email.
US Mail sent to the address provided by the Primary Gardener is not answered within ten (10) days.

Notice of Forfeiture of a Garden Plot

If it becomes necessary to force the forfeiture of the plot of a Primary Gardener for lack of maintenance of their plot or for another act disallowed by the Guidelines, a Notice of Forfeiture will be sent by email or US mail informing the Primary Gardener of the forfeiture and the reason for the forfeiture. If there are extenuating circumstances the Primary Gardener has ten (10) days to appeal the forfeiture notice by writing a letter describing the extenuating circumstances and meeting with the Garden Program Coordinator and the Director of Parks and Recreation to further explain the circumstances. The Garden Program Coordinator and the Director of Parks and Recreation will determine if it is appropriate to allow the Primary Garden to continue to lease their plot within two weeks of the Notice of Forfeiture.