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COMMUNITY GARDENSPROGRAM HANDBOOKA guide for community gardens operating in partnership withUF/IFAS Extension Sarasota County
UF/IFAS Extension Sarasota County is a partnershipbetween Sarasota County and the University ofFlorida Institute of Food and Agricultural Sciences. Wetranslate research into community initiatives, classes,and volunteer opportunities related to food systems,water and environmental resources, and youth andcommunity resource development. As part of thenation’s 100-year-old Extension system, we providepractical education to build a better future.2 UF/IFAS Extension Sarasota County Community Gardens Program Handbook
CONTENTSAbout This Handbook . 4Summary. 4Roles. 5Garden Members. 5Garden Member Rules and Responsibilities. 5Garden Managers . 6Garden Managers Group. 7Sarasota County . 7UF/IFAS Extension and Sustainability . 7Parks, Recreation and Natural Resources. 7Neighborhood Services. 7Cities of Sarasota and North Port . 7Friends of Sarasota County Parks .8Volunteers .8Processes.8Initial Plot Applications and Assignments.8Wait Lists.8Annual Plot Renewals. 9Garden Manager Nomination and Selection. 9Garden Member Termination. 9Conflict Resolution and Grievance Procedure.10Acknowledgements. 11Supporting Documents. 11UF/IFAS Extension Sarasota County Community Gardens Program Handbook 3
ABOUT THIS HANDBOOKThis handbook was created by UF/IFAS Extension SarasotaCounty (UF/IFAS Extension) to provide a clear frameworkto support successful community gardens in SarasotaCounty. All content and supporting documents are subjectto updates.For more information about community gardens, contact UF/IFAS Extension at 941-861-5000, or visit sarasota.ifas.ufl.edu.PREPARED BY: Stacy Haag Spriggs, Community GardensProgram CoordinatorEDITORS: Bryan Dailey, County Extension Director;Aubrey Phillips, Operations Manager; and Kevin O’Horan,Communications and Marketing Coordinator.SUMMARYA community garden is a piece of land gardened by a groupof people for the primary purpose of growing vegetables forconsumption. Gardens consist of individual plots assigned toan individual, a family, or an organization.The Community Gardens Program facilitates the creationand oversight of community gardens in Sarasota County.The program provides an efficient and consistent frameworkfor the use of public and private lands as communitygardens. Its framework supports simplified and coordinatedmanagement of the gardens by their members.The program was created in recognition and support ofSarasota County’s Comprehensive Plan Policy 1.3.3, whichstates that the county will promote sustainable agriculturalpractices and encourage the use of county parks forcommunity gardens.Collaboration between Sarasota County, UF/IFAS Extension,Friends of Sarasota County Parks, and community gardenerswas the starting point to gather input from stakeholders. UF/IFAS Extension staff identified best practices by researchingsuccessful community garden programs around the stateand country. Finally, governance experts from the Universityof Florida, legal counsel from Sarasota County government,and other subject-matter experts reviewed the program.The program has many components that generally fallunder the following areas: Program direction, including technical assistanceand liaison services between landowners andgarden managers; Governance structure, including issue prevention andresolution; and Community-based administration of plot assignmentsand garden expenditures.As of December 2013, participation in the program isrequired for any gardens on county-owned land. To date, theprogram has seven official community gardens (see Table 1).Table 1: Community Gardens Program LocationsYearOpenedGardenNameLocationNumberof Plots1997Bayou OaksFirehouse Park18Old Bradenton Road2000LaurelLaurel Park2001NokomisNokomis Park24Collins Road26Nippino Trail2011North PortWarm Mineral Springs40San Servando Avenue2012CulverhouseCulverhouseNature Park69McIntosh Road2012EnglewoodBuchan Airport Park2013Bee RidgeBee Ridge Park18Old Englewood Road4 UF/IFAS Extension Sarasota County Community Gardens Program HandbookLockwood Ridge Road31
ROLES4.Participate in a minimum of two regularlyscheduled workdays — or 16 hours — per year to helpmaintain common areas and vacant plots.5.Remain responsible for all personal items broughtinto the garden. Lost or abandoned items will be heldfor 30 days and, if not claimed during that time, willbe considered a donation to Sarasota County.6.Keep sheds clean and orderly. Sheds are to be usedspecifically for storing garden supplies for the groupas a whole and are not intended for personal use.7. Provide for supplies or improvements beyond basicgarden infrastructure.Vegetative waste should be disposed of in compostbins and not trash receptacles. Other waste shouldbe removed for home pickup or proper disposal indumpsters.8. Actively maintain assigned garden plot and adjacentcommunal garden areas, keeping them free of litterand weeds.Harvest only from assigned garden plot. Communalbeds may be harvested in moderation or asdetermined by the garden manager.9.Produce grown in community gardens is for selfconsumption only. Sale or donation to any thirdparty is prohibited without prior written approval bythe Program Coordinator.Garden MembersA garden member is a program participant who, in exchangefor use of a community garden plot, must: Complete, submit, and abide by the Community GardenMembership Agreement. Pay applicable fees upon plot assignment or renewal. Obtain personal gardening supplies including seeds,soil amendments, and hand tools. Participate in workdays to ensure a tidy andaesthetically pleasing garden environment.Garden Member Rules and Responsibilities1.All park rules and local and state regulations mustbe followed. Garden hours are the same as parkhours (sunrise to sunset). Pets are not allowed incommunity gardens.2.Observe reasonable safety precautions. Gates andsheds should be kept locked to prevent access byunauthorized persons. Keys and lock combinationsshould not be shared with anyone except authorizedgarden members. Due to the potential for injuriesinherent to gardening, and the remote nature ofsome sites, it is advised to keep a cell phone at alltimes. Report any suspicious persons or criminalactivity to law enforcement immediately. SarasotaCounty and its partners assume no liability forlosses resulting from theft or vandalism.3.Maintain plot and adjacent communal areas,keeping them fully planted and free of weeds,litter, and debris. Begin actively gardening plotwithin 14 days of assignment. Exceptions may bemade at the discretion of the garden manager. Ifthe member is to be away for an extended period,they are responsible for appropriately coveringthe plot or ensuring that another garden memberwill tend the plot and adjacent communal areas.Equipment, supplies, and other materials must beproperly stored. Pathways must be kept free fromobstructions.10. Decorative plantings must follow Florida-FriendlyLandscaping principles. Plant species listed asFlorida Exotic Pest Plant Council Category I or II(see www.fleppc.org for more information) areprohibited in all garden areas. Tree installationwithin plots is prohibited, due to shading andcomplications with root systems. The propertyowner reserves the right to remove or prune anyplant that is prohibited, dead, diseased, or creatinga hazard or public safety issue. Individuals areresponsible for any costs associated with removal ofnon-conforming plants that they install.11.Permission must be obtained from the ProgramCoordinator prior to construction of any newstructures or any activity that may affect existingstructures or require contracted services orpermitting.12. Every effort should be made to conserve waterresources. When rain barrels are accessible,they should be used as the first watering source.Use of water-saving methods, such as handwatering, mulching, and micro or drip irrigation,is encouraged. Report any leaks or other observedproblems to the garden manager immediately. Donot leave water turned on or in hoses. Garden hosesmust be stored on racks when not in use to maintaina tidy appearance and help prevent injuries.UF/IFAS Extension Sarasota County Community Gardens Program Handbook 5
13. Prevent and manage pest problems per theCommunity Gardens Program Integrated PestManagement (IPM) Plan. IPM uses proper plantselection and maintenance and the least toxicmethod of pest control to encourage healthy plantsthat resist insect and disease infestations. Priorto applying chemicals within your plot, refer tothe IPM plan for a list of approved chemicals thatare consistent with organic gardening practicesand rated safe for edibles. Acceptable pest controlmethods include, but are not limited to, handpicking, soil solarization, biological controls (e.g.Bacillus thuringiensis), and natural botanicals.14. Complete UF/IFAS Extension’s power tools trainingprior to using any power tools.15. The use of tobacco products in the gardens isprohibited.16. In no case shall materials that might be construedas offensive be allowed in gardens.17. Any provocative, uncooperative, inflammatoryor belligerent behavior is prohibited while at thegarden site. Members must conduct themselves ina positive manner that contributes to an enjoyablecommunity atmosphere while in the garden.18. UF/IFAS Extension, Sarasota County, and allaffiliated organizations that are partners with,or otherwise support, the Community GardensProgram assume no liability for injuries or accidents(see Liability Release Statement in the CommunityGarden Membership Agreement).19. Report hazards or problems to the garden manager.If the manager is not available, report urgent issuesto the Program Coordinator. For emergencies, call 911.Garden ManagersA garden manager is an individual garden member whoserves as the primary contact person and representativefor a community garden. The garden manager is a wellorganized individual who serves as the voice of the garden.The manager interacts with current and prospective gardenmembers, the Program Coordinator, and other stakeholders,and must be able to maintain good working relationships.6 UF/IFAS Extension Sarasota County Community Gardens Program Handbook
Please see the Processes, Garden Manager Nomination andSelection section of this document for more information orvisit sarasota.ifas.ufl.edu for the complete Garden ManagerVolunteer Job Description.Garden managers are expected to: Communicate with the Program Coordinator on needs,vacancies, and other pertinent items. Offering community garden orientation and othereducational courses. Providing networking opportunities for gardeners toshare knowledge. Serving as the primary point of contact and asliaison between gardeners, county staff, and otherstakeholders. Assisting with organizing special events, publicity,and media releases. Orient new garden members to the program. Coordinate garden workdays. Refer potential garden members to the ProgramCoordinator.Garden Managers GroupThe Community Gardens Managers Group consists of allcurrent and alternate volunteer garden managers. Themanagers group provides input on program objectives,amendments to program rules and forms, budget prioritysetting, and other matters.All issues require a simple majority vote by those groupmembers present at a meeting, provided at least five currentgarden managers are present.The managers group meets semi-annually, in October andMarch. Special meetings will be held as needed, with atleast one-week advance notice. Manager group meetingswill abide by Florida’s Open Meetings law (Section 286.011,Florida Statutes), including public noticing through SarasotaCounty’s weekly calendar, taking and retaining minutes, andholding meetings in a facility accommodating the public.Sarasota CountyUF/IFAS Extension and SustainabilityUF/IFAS Extension provides administrative support, training,and technical assistance to area gardeners. The CommunityGardens Program Coordinator, a UF/IFAS Extensionemployee, is responsible for overseeing the CommunityGardens Program by: Managing plot assignments, wait lists, annualrenewals, and garden records. Collecting and managing member fees to supportbasic garden infrastructure, including perimeterfences, storage sheds, compost bins, standard signage,bulletin boards, and shared gardening tools. Theseitems are Sarasota County property and do not belongto individual members.Parks, Recreation and Natural ResourcesSarasota County Parks, Recreation, and Natural Resources(Parks) partners with UF/IFAS Extension to supportcommunity gardens by: Reviewing and authorizing the use of park landsfor community gardens, via an internal facilityreservation permit. Working with Program Coordinator on maintenanceand improvements, including repairs to countyowned assets. Maintaining grounds outside of the garden. Providing water for irrigation, on a case-by-case basis,typically through on-site wells. Inspecting grounds after hurricanes or other disastersand reporting damages to UF/IFAS Extension.Neighborhood ServicesSarasota County Neighborhood Services offers grants toneighborhoods that are willing to match funding throughcash, in-kind donations, professional labor, or volunteerhours. These grants have provided funding to support anumber of community gardens. Visit www.scgov.net for moreinformation about the Neighborhood Grant program.Cities of Sarasota and North PortThe cities of Sarasota and North Port partner with UF/IFASExtension to support community gardens by: Reviewing and authorizing the use of city-ownedlands for community gardens. Maintaining grounds outside of the garden. Working with Program Coordinator on maintenanceand improvements. Providing water, on a case-by-case basis.UF/IFAS Extension Sarasota County Community Gardens Program Handbook 7
PROCESSESInitial Plot Applications and AssignmentsNew gardeners interested in obtaining a garden plot shouldtake the following steps:Friends of Sarasota County ParksFriends of Sarasota County Parks (Friends) is a non-profitorganization that supports natural lands and recreationalresources in Sarasota County. Friends processes moniesreceived via fundraising efforts, tax-deductible donations,and grants that support garden development andimprovements beyond basic infrastructure.VolunteersIndividuals who are not community garden membersare welcome to help maintain community gardens on avolunteer basis. Visit sarasota.ifas.ufl.edu for the CommunityGarden Volunteer job description and information onregistering as a community garden volunteer. Volunteersmust follow Sarasota County’s volunteerism guidelines,including having required forms and/or online documentsin place.1.Contact UF/IFAS Extension at sarasota@ifas.ufl.edu or941-861-5000 to obtain a plot assignment, or beadded to the wait list if no plots are available. TheProgram Coordinator then notifies the gardenmanager of the interested new member(s).2.Meet onsite with the garden manager to view theplot and learn about the garden.3.Upon plot assignment, sign and submit theCommunity Garden Membership Agreement andannual fees, payable to Sarasota Board of CountyCommissioners. After completing registration, thegarden manager provides gate access information.Wait ListsPlots are assigned by UF/IFAS Extension on a first-come,first-served basis. If no plot is available at the time of therequest, the applicant will be placed on a wait list andnotified when a plot becomes available. Gardeners maychoose to be wait-listed at multiple garden locations.Each garden member is entitled to one plot when there isa wait list for the garden. If there is no wait list and spaceremains, gardeners may secure additional plots on a firstcome, first-served basis. Members are responsible for theannual fee on any additional plot assigned.Members may not transfer their plot to another person.When a plot becomes available, UF/IFAS Extension willreassign it to the next person on the wait list.Table 2: Summary of Role RequirementsGarden MembersGarden ManagersExternal VolunteersStatusProgram ParticipantsProgram Participants andCounty VolunteersCounty VolunteerMembership AgreementYes. Anyone participating in a community garden plot shallbe listed as a primary or secondary member.Not required.Volunteer RegistrationNot required.Yes. Onlineregistration required.Yes. Volunteer ServiceAgreement required.Background CheckNot required.Yes. Local backgroundcheck required.No. Background check notrequired for one-time events.8 UF/IFAS Extension Sarasota County Community Gardens Program Handbook
Annual Plot RenewalsMembership agreements are valid from August 1 to July 31,to include both autumn and spring harvests. To renew plotassignments, garden members must submit, either onlineor as a hard copy, a signed membership agreement andpayment to UF/IFAS Extension. Visit sarasota.ifas.ufl.edu for asample membership agreement.one year as a primary manager — and may serveany number of consecutive terms. The number ofgarden managers is based upon the number of plotsin a garden, with one primary manager and onealternate for every 20 plots.2.When there are more nominees than vacancies at agiven garden, active members in good standing willvote to select the manager(s) at their garden. Votingwill be open for a minimum of 15 calendar days. Lateballots will not be counted.3.Any newly selected positions will become effectiveon October 1 of each year, with previous managersrelinquishing their responsibilities at that time.Table 3: Important DatesAugust 1Start date for membership agreements.July 1Membership agreement renewalnotifications sent.July 31Garden year ends, membershipagreements for previous year expire, andnew membership agreements are due.Termination notices are mailed.January & JulyGarden Member Orientation sessionsoffered by UF/IFAS Extension.Garden Manager Nomination and Selection1.In July of each year, any member who wants toserve as a garden manager should indicate so ontheir membership agreement. Prerequisites includebeing an active member for a minimum of one yearand having no membership agreement violationnotices on record. Garden managers serve twoyear terms — one year as an alternate, followed byGarden Member TerminationAny member who chooses to stop gardening or not renewtheir membership agreement should notify the gardenmanager and UF/IFAS Extension. Members are responsiblefor removing all vegetation in the plot to prepare it for thenext gardener.Failure to abide by the rules stated within the membershipagreement shall result in forfeiture of the participant’s plotand associated fees. Sarasota County reserves the right toimmediately terminate membership for any violation(s).In the event of a membership agreement violation, thegarden manager will attempt to resolve the matter bycontacting the member directly. If no resolution occurs, UF/UF/IFAS Extension Sarasota County Community Gardens Program Handbook 9
IFAS Extension will send a warning letter to the member.The member then will have 14 calendar days to resolve theidentified violation(s). If violations are not corrected, UF/IFASExtension will send a final warning letter to the member. Themember then will have seven calendar days to comply orthey will forfeit their plot and membership fee.Conflict Resolution and Grievance ProcedureIn the true sense of a “community” garden, disagreementsshould be handled informally through discussion betweenthe parties involved whenever practical. A member shouldfirst attempt to work out any issue directly and respectfullywith the other party. If needed, collect the facts, includingthe date, time, place, and nature of the incident(s) anddocument any attempted resolution(s).grievance is with a manager, the issue should be addressedwith an alternate manager, when feasible.On occasion, conflicts and complaints cannot be resolvedinformally. For these situations, the parties involvedshould complete a grievance form to notify the ProgramCoordinator. The Program Coordinator then will consultthe parties involved to collect facts and follow the normalprocess for rule violations, if any have occurred. Grievancesmust be filed within two weeks following an incident tobe reviewed.Members may appeal a grievance-related decision/termination within 14 calendar days of the outcome byrequesting reconsideration by the County Extension Director.The Director will review the information and determinewhether it warrants further consideration.If members are unable to resolve concerns on their own,the next step is to ask a garden manager for help. If the10 UF/IFAS Extension Sarasota County Community Gardens Program Handbook
ACKNOWLEDGEMENTSThe following resources were referenced during the creationof Sarasota County’s Community Gardens Program:1.American Community Gardening Associationhttps://communitygarden.org2.The City of Atlanta, Park Pride - Adopt a CommunityGardens Program ograms/community-gardens3.Orange County (Florida) Community GardenersGuide ocuments essential to the Community Gardens Programmay be found online under the “Community GardenResources” heading at #KeyDocuments. To obtain a printed copy ofany document listed, visit the UF/IFAS Extension office. Sample Membership Agreement Volunteer Opportunity Description Garden Manager Volunteer Opportunity DescriptionThe City of San Francisco CommunityGarden program/policies/ Garden Walk-through Checklist Community Gardens Program Integrated PestManagement PlanThe City of Seattle Department of NeighborhoodsP-Patch Community Gardening h-community-gardening6.The City of Vancouver, B.C. – Board of Parksand unity-gardens.aspx7.King County (Washington) Community GardenProgram Implementation andrecreation/documents/rentals permits fees/KingCounty Gardens Plan Rev03.22.2011 Adopted.pdf8.UF/IFAS Extension Duval Countyhttp://duval.ifas.ufl.edu/lg urban gardening.shtml9.UF/IFAS Extension Hillsborough Countyhttp://hillsborough.ifas.ufl.edu/fyn/com sch grds.shtml Hurricane Preparedness for Your Garden Checklist Grievance FormUF/IFAS Extension Sarasota County Community Gardens Program Handbook 11
An Equal Opportunity Institution. UF/IFAS Extension, University of Florida, Institute of Food andAgricultural Sciences, Nick T. Place, dean for UF/IFAS Extension. Single copies of UF/IFAS Extensionpublications (excluding 4-H and youth publications) are available free to Florida residents from county UF/IFAS Extension offices.Sarasota County prohibits discrimination in all services, programs or activities on the basis of race, color,national origin, age, disability, sex, marital status, familial status, religion, or genetic information. Personswith disabilities who require assistance or alternative means for communication of program information(Braille, large print, audiotape, etc.), or who wish to file a complaint, should contact: Sarasota County ADA/Civil Rights Coordinator 1660 Ringling Blvd Sarasota, Florida 34236 Phone: 941-861-5000; TTY 7-1-1 or1-800-955-8771 Email: adacoordinator@scgov.net
picking, soil solarization, biological controls (e.g. Bacillus thuringiensis), and natural botanicals. 14. Complete UF/IFAS Extension’s power tools training prior to using any power tools. 15. The use of tobacco products in the gardens is prohibited. 16. In no case shall materials that m
