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London Community GardensConsultation Meeting

Draft Community Garden Policies

1

Agenda

Opening Remarks Scott Stafford, Division Manager of Parks and Community Sports

Policy Framework

Policy Discussion

Overarching Policy

Code of Conduct

Existing Community Gardens

New Community Gardens

Community Garden Composting

Next Steps, Cheryl Smith, Manager, Community Partnerships & Funding

2

Why Do We Need Policies?

The City of London is accountable for ensuring the Community Gardens (on municipal land) are safe, secure, accessible and appropriately maintained and cared for.

In general, people prefer to have a consistent set of standards / guidelines to work within.

Over the years, issues have arisen that have pointed to the need for standardized policies.

Policies allow us to be more efficient and effective in how we manage the Community Gardens.

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Guiding Principles for Policy Development

Evidence based

Use of best practices

Ensure that polices are principle-based

Simplify the language used in policies

Provide clarity and transparency

Create common understanding for all stakeholders

Ensure consistency in how the gardens operate, while providing flexibility to staff in responding to issues that arise


Policy #1 Overarching Policy Statement

Purpose

To provide London residents with guidelines and procedures for the development and operation of Community Gardens on municipally owned lands.

Overarching Policy Statement

The City of London and the Coordinating Agency strive to provide a welcoming and safe environment at all Community Gardens on municipally owned land for the use and enjoyment of all Londoners.

When at the Community Gardens, Gardeners and other parties are required to act with respect and consideration for others and for the Community Garden and surrounding properties.

City of London and Coordinating Agency staff is entrusted with the responsibility to ensure that policies for use of Community Gardens are followed and will apply these policies and procedures in an impartial and respectful way for the benefit of all.

In the event of non-compliance with the Community Garden policies and procedures, the Coordinating Agency will issue a verbal or written notice to the Gardener. If at the end of a two-week period, the problem has not been resolved, the plot may be reassigned and the Gardeners privileges cancelled.

Policy #2 Code of Conduct & Conditions of Use

Purpose

The purpose of this policy is to provide London residents with guidelines and procedures for how to conduct themselves when gardening in or visiting a City of London Community Garden.

Policy

Gardeners, members of the public and staff from the City of London and Coordinating Agency are required to act with respect and consideration for all people. The following behaviours and activities are prohibited in London Community Gardens:

Behaviour or language that is disorderly, intrusive, rude or threatening.

Abusive or obscene language.

Installing any type of fencing, boards or other materials in or around a Community Garden plot, unless agreed to in advance by the Coordinating Agency and City of London in special circumstances.

The use of insecticides and herbicides.

Harvesting illegal plants, trees, woody plants or perennials.

Selling produce or flowers from the garden; they may be traded or exchanged with other Gardeners.

Loud use of cell phones.

Loud playing of music.

Damage, vandalism or theft of community garden harvests, equipment and property.

Smoking on Community Garden property.

Bringing pets onto the Community Garden, unless they are on a leash and supervised by the owner.

The City of London has the right to prohibit pets from a specific Community Garden, at its sole discretion.


Code of Conduct Cont

The following conditions of use must be adhered to:

Each garden must be under cultivation during the entire open period from May 1st to November 30th of each calendar year, weather permitting.

Vegetables, grains, berries, fruits, beans, herbs and flowers may be grown on community garden plots.

Parents, guardians or caregivers must provide supervision and care of children while on Community Garden property.

Gardeners must immediately report any vandalism or illicit behaviour that occurs at their Garden site to the Coordinating Agency or proper authorities, dependent on the situation.

Pet owners must remove all pet droppings.

Gardeners agree to indemnify and hold the City of London and the Coordinating Agency harmless from any liability, loss, damage or claim that arises or results from their use of their plot and garden area including their invitees.


Code of Conduct Cont

Consequences of Failing to Comply

City of London and Coordinating Agency staff will conduct regular inspection of garden areas.

If any violation of the above rules is found, the Coordinating Agency will issue a written notice to the Gardener immediately.

If at the end of a two-week period, the problem has not been resolved, the Coordinating Agency will review the issue with the City Division Manager, Parks & Community Sports or designate, and the plot may be reassigned and the Gardeners gardening privileges cancelled.

The unused portion of the garden plot rental fee would be refunded to the Gardener.


Policy #3 Existing Community Gardens

Purpose

To provide information about the responsibilities associated with operating and maintaining the London Community Gardens program and individual garden plots and how to apply for a plot in an existing Community Garden.

Policy

Responsibilities of Community Gardeners:

Read and sign the Annual Garden Plot License (Rental) Agreement.

Make full payment of the annual fee to the Coordinating Agency by the annual deadline.

Contact the Coordinating Agency for support if concerns, questions or complaints arise.

If a Gardener is going to be away from his / her garden for more than 14 days, the Gardener must make arrangements to have an alternative Gardener tend to the plot or notify the Coordinating Agency so that other arrangements can be made.

Maintain the garden in a safe, clean and sanitary condition, including normal watering, weeding and general care of the assigned plot, to the satisfaction of the Coordinating Agency.

Use only compost and composted manures for soil conditioning and fertilization of Gardens. Adhere to the Pest-Resistant Composting Policy, #1305.

Use water sparingly as supply is limited.


Existing Community Gardens cont

Responsibilities of Community Gardeners cont

Maintain the pathways adjacent to a Gardeners plot(s), keeping them free of weeds and garbage.

Dispose of all litter (i.e. wrappers, uneaten food, cups, etc.) into City of London garbage containers located within designated areas of the Community Garden.

Leave garden waste materials (i.e. plant and tree trimmings as well as brush, leaves, stumps, etc.) at the roadside for pickup by City of London based on the Yard Materials Collection schedule for each Garden as identified in the Citys Waste Reduction and Conservation Calendar.

Protect all tools or personal property brought into the Community Garden. The City of London and the Coordinating Agency are not responsible for any lost or stolen personal property of Community Gardeners, their families or friends.

Purchase any permanent structures the Gardener requests for the Garden, as approved by the Coordinating Agency on behalf of the City of London.

Completely clear the plots at the end of the season, no later than November 30th (weather dependent). The community gardens must be put to bed which means there is no above ground material left behind.



Responsibilities of the City of London

Authorize the Gardener to use the Citys property and the specific Garden plot once the Gardener signs the Garden Plot License (Rental) Agreement and pays the annual rental fee.

Provide oversight to the Coordinating Agency to ensure the Agency is fulfilling all assigned responsibilities.

Dispose of litter from the Community Garden site from designated City of London garbage containers located within Community Gardens.

Pick-up yard waste left for roadside pickup at each Community Garden based on the Yard Materials Collection schedule as identified in the City of Londons Waste Reduction and Conservation Calendar.

Provide grass maintenance around the perimeter of the community gardens located on City of London property.

Provide a water supply in Community Gardens where there is no access to municipal water.


Responsibilities of the Coordinating Agency

Collect the annual Garden Rental fees from all Gardeners and submit payment to the City of London.

Ensure each garden is officially open from May 1st to November 30th of each calendar year, weather permitting.

Determine all plot assignments.

Only one plot is permitted per applicant, except in special circumstances, as approved by the City of London.

Conduct regular supervision of all Community Gardens.

Coordinate overall site upkeep, fall cleanup and compost maintenance.

If a plot is not used or if it is unattended for more than 15 consecutive days, reassign the plot to the next Gardener on the waiting list. Until the plot is reassigned, the Coordinating Agency is responsible for maintaining the plot.

Provide information on how to develop, maintain and manage Community Garden plots and the associated responsibilities of having a garden plot.

Encourage and support the development of a community garden network with the common goals of sharing knowledge and skills, enhancing interaction between garden members and increasing awareness of and access to the Citys Community Gardens.

Provide support to London Community Garden members regarding advertising and promotion opportunities for Community Garden events and projects.

Approve all permanent structure installation requests from Gardeners, in coordination with the City of London.



Submitting An Application For A Plot

For Returning Gardeners:

The Coordinating Agency will email or send a letter in February offering the Gardener the same plot as the previous year.

The returning Gardener will have until March 31st to sign the Garden Plot License (Rental) Agreement and pay the associated rental fees in order to reserve the plot.

The Coordinating Agency will assign the same plot as last year to returning Gardeners unless otherwise requested. Special requests will be accommodated whenever possible.



For New Applicants:

Londoners who are interested in having a plot in an existing Community Garden must register their interest with the Coordinating Agency at any time during the year, but ideally before March 1st for the upcoming gardening season.

Once a registration of interest is received, the Coordinating Agency will put applicants on a waiting list. New Gardeners will be assigned available garden plots on a first-come, first-served basis.

The Coordinating Agency will assign one plot per Gardener, except in special circumstances as approved by the City of London.



Policy #4 New Community Gardens

Purpose

The purpose of this policy is to provide London residents with guidelines and procedures for how to obtain support from the City of London for developing a new Community Garden on municipally owned lands.

Policy

London residents, neighbourhood associations and groups (referred to as interested parties) must have the support of at least 10 (ten) Gardeners in order to submit a Statement of Interest to the City of London and the Coordinating Agency for the development of a new Community Garden in an identified location, located on City property.

If the proposed garden site passes the due diligence process and has the support of the local community (within a 250 metre radius of the proposed site), the Community Garden will be considered for further development.

The City reserves the right to deny a site for any reason at its sole discretion.


New Community Gardens cont

Procedures for Submitting an Application for the Development of a New Community Garden

London residents, neighbourhood associations and groups (interested parties) contact the Coordinating Agency and complete a Statement of Interest form (electronic or hard copy) to outline their interest in developing a new community garden on municipally owned lands.

At this initial stage of interest, the interested parties must demonstrate that they have 10 (ten) Gardeners interested in undertaking the development of a new Community Garden.

Pursuant to receiving the Statement of Interest, the Coordinating Agency will work with the City of London to conduct the necessary due diligence regarding the potential site to ensure it is an appropriate site.



Priority will be given to those sites on municipally owned lands that meet the following criteria:

The proposed site is available and properly zoned.

There is ease of access to the site during the gardening season.

The quality and drainage effectiveness of the soil is satisfactory.

Suitable sun exposure.

Good access to water sources.

Close proximity to neighbourhoods and areas of population density.

Demonstrated willingness of volunteers to work with the Coordinating Agency and City of London to develop, operate and maintain the garden.

Potential site complies with Ontario Regulation 153/04, whereby only municipal lands where the current or last known use was residential, parkland, or agricultural will be considered during site selection.



If the proposed site passes the due diligence stage, the Coordinating Agency will send an information letter to all homes in a 250 metre radius of the proposed site, advising them of the proposal to develop a community garden and asking them to provide written feedback to the City.

If feedback is primarily disapproving, the City may undertake a neighbourhood consultation process to provide further information in order to gain support.

If it is determined that there is demonstrated support for the proposed Community Garden, a site plan will be prepared with support of the Coordinating Agency. New Community Garden site plans will:

Include plot layouts and dimensions.

Identify access points for water.

Identify locations of composting bins that are required for the site.

Comply with applicable provincial accessibility standards, City Facility Accessibility Design Standards (FADS) and/or municipal by-laws.


Constructing a New Community Garden

Gardeners must work with City of London to construct the garden beds.

The City will provide clean fill.

Features such as dirt or crushed gravel pathways to plots, raised beds and other accessibility attributes are supported within the Community Garden.

Gardeners must work with the City of London to install any approved structures such as compost bins or storage containers.

There must be minimum setbacks of 6 (six) meters from edges of Community Gardens to surrounding amenities, property lines, hedgerows and trees to allow for regular park maintenance equipment to move through the area.



Policy #5 Composting

Purpose

To provide residents with guidelines for proper composting within London Community Gardens

Policy

Composting is allowed within London Community Gardens, however all composting practices must adhere to the following standards.

No open compost piles are allowed on the Community Garden as they can attract unwelcome rodents and pests.

Compost must be stored in an enclosed compost bin that is responsibly constructed and located in an open area in the garden, as approved by the Coordinating Agency.

The lid and base of the bin must fit tightly and there can be no openings greater than .6 cm ( inch) anywhere in the container.

Gardeners are prohibited from putting anything in the bin that attracts pests, such as meat, dairy, breads or grains or that is hazardous to ones health, such as pet droppings.

Gardeners are prohibited from bringing table scraps and other materials from home to put into Community Garden compost bins.

Gardeners must stir or turn over the compost at least once a week to create airflow and speed up the process of decay.

It is prohibited to allow compost to overflow from the compost container.

Compost debris that will not fit into the compost bin should be bagged and left for roadside pickup at the garden based on the Yard Materials Collection schedule for as identified in the City of Londons Waste Reduction and Conservation Calendar.

All compost must be cleared from the Community Garden by November 30th of each calendar year.

People who do not have a plot in the Community Garden are prohibited from using the Community Garden composting bins.


Is anything missing?


Next Steps

Update and finalize the policies, as per tonights consultation

Launch the new policies to Community Gardeners and London residents at an upcoming meeting

Post the policies on the LCRC website

Begin the London Community Garden strategic planning process in the 2nd quarter of 2013


THANK YOU!


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