Concrete Safaris’ mission is to prepare youth in East Harlem and beyond to lead healthy lives and shape their environment through outdoor education, play, exploration, and community engagement. The purpose of Concrete Safaris’ gardens (“the Gardens”), known as Jefferson Gardens at Jefferson Houses and Mad Fun Farm and Paradise Garden at Washington Houses, is to provide outdoor educational opportunities for youth. In the spirit of our mission, local residents are invited to Adopt-A-Bed at the Gardens by becoming a Member. We hope the Gardens will remain a green, restful, beautiful, safe and congenial space for local residents to garden and for the community and its children to enjoy. The Gardens will be open as often as possible, and will also serve as a public space for neighborhood meetings, social gatherings and other activities.

I. Membership: To become a Member of the Gardens, one must be at least 18 years old OR be a youth (under 18 years old) accompanied at all times while in the Gardens by a guardian of at least 18 years old. Members must pay the annual membership fee (“dues”). There will be only one membership fee per household. Upon receipt of payment by Concrete Safaris, Members will receive the key to the community tool shed for access to tools to be used solely in the Gardens. Members may not share, loan or give the key or tools to those who are not Garden Members. To maintain and enjoy the Gardens, Members can sign up for general areas of responsibility, for specific tasks, and/or to help with programs and events. As required by New York State, to volunteer with children or youth during Concrete Safaris’ programs, including in the Gardens, Members must pass a background check through the Office of Children and Family Services.

II. Meetings: There will be one official meeting per calendar year—the Annual Meeting—to elect the Garden’s Steering Committee. The first Annual Meeting will be held during the month of March 2021. Members must attend the Annual Meeting. Failure to attend the Annual Meeting will subject the Member to possible revocation of their membership, as determined by the Steering Committee. The Steering Committee must schedule monthly meetings between April 30 and November 1 (the “Season”), and may schedule additional meetings as necessary. All meeting dates to be held in 2021 will be selected and distributed to the Members by March 25, 2021. At least ten days in advance of any Meeting, Meeting times and dates will be posted on the Garden’s bulletin board and Members will be notified by email and phone.

III. Quorum and Voting: For purposes of all votes taken at an Annual or regular Meeting, a quorum of Members must vote in order for the results to be valid. A quorum is defined as “50% plus one” of the Members in good standing at the time an election is held or a vote is taken. The results of any vote will be determined by a simple majority of those Members voting (dissolution of the Steering Committee and changes to the Guidelines and Rules require a two-thirds majority per Article VI(B). and Article VII. below). For any given vote, Members may cast votes in person at the Meeting, via email sent to a Steering Committee member prior to the Meeting, or by Proxy. “Proxy” is defined as a Member in good standing giving permission to another Member in good standing to cast their vote either in person or by email. Proxy authorization must be provided in writing via email or otherwise to a designated Steering Committee member prior to the Meeting at which the vote is taken.

IV. Steering Committee: At the first Annual Meeting, five Members will be elected to serve on the Steering Committee. At the first Annual Meeting, the two Members receiving the most and second-most votes will be elected to a term of two years, and the three Members receiving the third, fourth, and fifth-most votes will be elected to a term of one year. After the first Annual Meeting, all Steering Committee Members will be elected to a term of two years. Members may serve on the Steering Committee for a total of three consecutive terms, at which point the Member must wait for one year before being nominated for a position on the Steering Committee.

A. Nominations: Any Member in good standing can be nominated as a candidate for the Steering Committee. Any Member seeking a position on the Steering Committee must notify the Steering Committee of their nomination in writing at least thirty days before the Garden’s Annual Meeting.

B. Ballots and Voting: Each Member who has properly notified the Steering Committee of their nomination will be listed on the Steering Committee Ballot. The Steering Committee will post the Ballot on the Gardens’ bulletin board and will provide all Members with a Ballot by email no less than three weeks prior to the Annual Meeting. The Steering Committee shall provide a printed Ballot to those Members requesting one and make Ballots available at the Annual Meeting. Members may vote for up to but no more nominated candidates than the existing number of expiring Steering Committee positions (for example, at the second Annual Meeting there will be three expiring Steering Committee positions so each Member may vote for up to but no more than three candidates). Members may vote by returning an email or completed ballot to any Steering Committee member prior to the Annual Meeting, designating a Proxy, or by submitting a Ballot at the Annual Meeting. All Ballots received prior to the Annual Meeting or submitted at the Annual Meeting will be counted by the Steering Committee at the Annual Meeting. Expiring Steering Committee positions will be filled by those Members receiving the most votes (for example, at the second Annual Meeting there will be three expiring Steering Committee positions so those positions will be filled by the Members receiving the first, second, and third-most votes). A member of the Concrete Safaris board of directors or advisory board, or of any governing body of any other New York City community garden operated by Concrete Safaris and/or The New York City Parks Department is not eligible to run for a seat on the Gardens’ Steering Committee. To ensure that the Garden represents the surrounding community, ethnic diversity is a priority for the Committee. At least two-thirds of Committee positions must be held by members of color AND residents or relatives of a NYC Housing Authority development, such that the food grown in the Gardens feeds family members living in a NYC Housing Authority unit. If a Committee election results in less than two-thirds members of color, the election will be voided, and new nominations will take place at a special meeting which will be held seven days following the voiding of the first election results. Any consecutive vote will likewise be voided, and elections repeated, should the results not be diverse according to the definition above.

C. Diversity and Community Involvement: Concrete Safaris is committed to ensuring that the Gardens benefit the surrounding community such that the food grown in the Gardens is primarily used to feed residents living in a NYC Housing Authority unit and that the Steering Committee represents and reflects the diversity and backgrounds of residents of the surrounding community. Accordingly, the Steering Committee shall strive to ensure that a majority of Steering Committee positions are held by residents and/or relatives of a NYC Housing Authority development and that the Steering Committee is ethnically and racially diverse. To achieve this goal, the Steering Committee has the authority to nominate Members for Steering Committee positions and to recommend to Members those candidates it believes should be elected to the Steering Committee.

V. Steering Committee Duties, Authorizations and Restrictions: The responsibilities of the Steering Committee include, but are not limited to:

• Maintaining a list of Garden members in good standing;

• Maintaining a list of Garden assignments;

• Determining how often the Steering Committee needs to meet to effectively coordinate and oversee the work of the Gardens. At a minimum, the Steering Committee shall meet once a month throughout the Season, and in advance of the Annual Meeting;

• Holding monthly meetings during the Season, to which all Members are invited by posting notice on the Gardens’ bulletin board and sending notice by email to all Members at least 7 days prior to the meeting;

• Setting the date for the Annual Meeting and providing Members with at least 30 days notice of the Annual Meeting;

• Setting the date for any special meetings and providing Members with at least 7 days notice of such meetings;

• Acting as liaison with Concrete Safaris, with other gardening or greening groups, or with any other entity that seeks a relationship with the Gardens;

• Coordinating Proxy votes;

• Arranging clean-ups after meetings or social events;

• Adjudicating disputes between Members;

• Enforcing the Guidelines and Rules;

• Issuing warnings and reviewing grounds for possible expulsion of Members, or Members of the Steering Committee, who violate the Guidelines and Rules;

• Coordinating Garden activities (including at least one public event yearly with Concrete Safaris);

• Taking meeting minutes;

• Maintaining a book of previous minutes and other Garden information;

• Collecting dues;

• Maintaining ledgers for expenses and membership dues;

• Recommending to Concrete Safaris purchases or other expenditures for the Gardens;

• Coordinating with Concrete Safaris on the preparation of an annual budget for the Gardens;

• Reviewing the Gardens’ financial statements and reporting to the Members at the Annual Meeting;

• Overseeing and implementing all Concrete Safaris’ requirements for operation of the Gardens;

• Maintaining a waiting list for specific plots to be gardened. If a Member volunteers to take responsibility for a Steering Committee task, the Steering Committee, with the approval of the general Membership at a regular monthly meeting, may assign such task to such member-volunteer. Any Member may call a special meeting as deemed necessary, but any one Member may not call a special meeting more than once in a 3-month period.

The Steering Committee is not authorized to carry out the following actions, and any such actions will be deemed null and void:

• Spending any monies collected from Members through dues or otherwise, or spending or authorizing the expenditure of any monies held by Concrete Safaris;

• Binding Concrete Safaris to any contract or other agreement without explicit written authorization from the Concrete Safaris’ Executive Director, Board of Directors, or authorized representative;

• Incorporating the Gardens as a separate non-profit entity or taking any action to eliminate the status of the Gardens as controlled by Concrete Safaris.

VI. Steering Committee Positions and Removal: The Steering Committee will consist of five members: two coordinators, two secretaries and one treasurer. Within 30 days after each election of Steering Committee Members, the Steering Committee shall determine which of its Members will serve in each role. The Steering Committee coordinators are responsible for carrying out the duties of the Steering Committee. The Steering Committee coordinators may assign responsibilities to the other Steering Committee Members as they deem appropriate. Tie votes on any given issue, or unresolved conflict on the Steering Committee, will be decided by the Members in simple-majority voice vote at the next regularly scheduled monthly Meeting, or at a specially scheduled meeting, if necessary.

A. Removal from the Steering Committee: If a Steering Committee Member misses three or more meetings in a given Season, that Member is subject to removal from the Steering Committee by majority vote of the other members of the Steering Committee at any Meeting. Upon request to the Steering Committee by a Member at least one week prior to a scheduled Meeting, the Members may vote to remove any Steering Committee Member. The Member or Members requesting removal of a Steering Committee Member are required to present reasons for removal at the Meeting, with the Steering Committee Member being challenged given the opportunity to respond, and all Members being allowed to ask questions. Upon conclusion of the presentations and questions, a vote by the Members on whether to retain or remove the Steering Committee Member shall take place at the Meeting. Members may vote by proxy. The Steering Committee shall count the votes and announce the results at the Meeting. If a majority of the Members voting on the request to remove the Steering Committee member vote in favor of removal, then the Steering Committee member is removed effective immediately from the Steering Committee (but not from Garden Membership). The vacancy caused by removal of a Steering Committee Meeting shall be filled at the next Annual Meeting. Any Member removed from the Steering Committee only becomes eligible to serve on the Steering Committee after three years from the date of removal.

B. Dissolution of the Steering Committee: Upon request to the Steering Committee by a Member at least one week prior to a scheduled Meeting, the Members may vote to dissolve the existing Steering Committee. The Member or Members requesting dissolution of the Steering Committee are required to present reasons for dissolution at the Meeting, with the Steering Committee Members given the opportunity to respond, and all Members being allowed to ask questions. Upon conclusion of the presentations and questions, a vote by the Members on whether to retain or dissolve the Steering Committee shall take place at the Meeting. Members may vote by proxy. The Steering Committee shall count the votes and announce the results at the Meeting. If a two-thirds majority of the Members voting on the request to dissolve the Steering Committee vote in favor of dissolution, then the Steering Committee is required to schedule a special meeting for selection of a new Steering Committee no sooner than 30 days and not more than 60 days from the vote of dissolution. The Steering Committee shall carry out its duties until a new Steering Committee is elected. Any Member removed from the Steering Committee due to its dissolution only becomes eligible to serve on the Steering Committee after three years from the date of dissolution.

VII. Guidelines and Rules: The Guidelines and Rules listed below may only be changed at the Annual Meeting. The required quorum for purposes of voting to amend the Guidelines and Rules is a minimum of two-thirds of the general Membership. Motions to amend the Guidelines and Rules must be made at the regular monthly meeting prior to the Annual Meeting. These proposed amendments will be posted in the Gardens, and will be announced by email to all Members at least seven days prior to the Annual Meeting. Members may cast votes via email or by Proxy if they cannot attend the meeting. Results of a vote to change the Guidelines and Rules are determined by a simple majority of those Members casting votes.

VIII. Motions: All motions made at a regular monthly Garden Meeting will be voted on at the next monthly Meeting. The motions must be announced to the general Garden membership by being posted in the Garden or sent via email.

VIII. Motions: All motions made at a regular monthly Garden Meeting will be voted on at the next monthly Meeting. The motions must be announced to the general Garden membership by being posted in the Garden or sent via email.

IX. Open Garden Shifts: Each Member is required to sign an agreement whereby she/he agrees to abide by the Guidelines and Rules of the Gardens, agrees to pay dues of $10 per year due on June 1 of each year, and agrees to serve as the facilitator for a minimum of two “open hours” sessions in the Gardens each Season. The Gardens’ Season runs from April 30 to November 1. An open hours session can include a weekend session of up to four hours or a weekday session of up to three hours, during which the Member agrees to facilitate keeping the Gardens open for Members to use and community members to enjoy. The Member must be present throughout the open hours session, subject to personal breaks or emergencies. A Member may receive credit for their “open hours” shift by getting another Member to cover their shift. A Member who misses two open hour shifts in any given Season without providing alternative coverage by another Member is subject to having their Gardens bed reassigned by the Steering Committee to a Member on the waitlist. (will be obligated to pay the Garden $20.)

X. If any Garden member charges a fellow garden member with violating any part of the Guidelines and Rules, this member would have to make the case before the general Garden membership at the next regular monthly Garden meeting, and the general Garden membership would then be allowed to ask questions. The person charged with the violation will be given time to respond. A vote for expulsion would take place at the next regularly scheduled monthly Garden meeting, or at a specially scheduled meeting, if necessary. Upon request to the Steering Committee by a Member at least one week prior to a scheduled Meeting, the Members may vote to remove any other Member. The Member or Members requesting removal of a Member are required to present reasons for removal at the Meeting, with the Member being challenged given the opportunity to respond, and all Members being allowed to ask questions. Upon conclusion of the presentations and questions, a vote by the Members on whether to retain or remove the Member shall take place at the Meeting. Members may vote by proxy. The Steering Committee shall count the votes and announce the results at the Meeting. If a majority of the Members voting on the request to remove the Member vote in favor of removal, then the Member is removed effective immediately.

XII. In case of an emergency, the Steering Committee can make interim decisions, which are not binding. Final decisions will be made at the next monthly Garden meeting through a vote by the general Garden membership.

• Respect, Responsibility, Uniqueness (being your best self), Listening, Learning, Leadership, Sharing, Safety, Fun & Friendship

When in the Gardens (or communicating over email), all Garden Members, Steering Committee Members, guests and visitors must behave in a manner that is respectful to everyone. Disrespectful behavior that will not be tolerated includes spitting, yelling, pushing and hitting people, throwing things, or any behavior that reasonably constitutes verbal or physical abuse, (including written insults). Should someone in the Gardens (or over email) be engaged in disrespectful behavior as defined herein, they will be asked to leave the Gardens (and stop communicating with Members over email). A Member accused of disrespectful behavior is subject to expulsion.

• Maximum dues per household will not be more than $10.

• The Steering Committee has the option of reducing or waving Garden dues each Season on an individual Member basis, at its discretion.

• In order to encourage as much participation in the Gardens as possible and to ensure that children and youth have access to educational garden spaces, some plots will be reserved for educational purposes.

• All Members agree to keep their plants within the area assigned to them. Plants must not shade another Members’ area. Members must maintain the walkways around their areas of planting, keeping them free of weeds and trash.

• Personal belongings may not be stored in the Gardens during any Season. Anything left in any communal area becomes community property or may be discarded.

• Members should have their individual plots planted by June 1 of each Season. The Steering Committee has the discretion to extend this date, due to personal-schedule or work hardship, or poor weather conditions, for any given Member. Members agree to keep their areas maintained throughout the Season. If there is a waiting list for plots, Members who have not planted their plots by June 1, or who did not maintain their plots during the previous Season, or who are not maintaining their plots in the current Season, may forfeit their plot. Members on the waiting list have priority for plots based on the date that they paid their Member dues. If a Member ceases to be a Member or otherwise abandons their plot, that plot reverts to the Gardens for assignment to the next Member on the waitlist.

• Members must not weed, pick or harvest in anyone else’s plot without the permission of the Member assigned to that plot.

• Children and youth enrolled in Concrete Safaris’ programs must be involved in any decisions about how communal areas of the gardens are planted, how and which Garden structures are built and how the garden is designed. Members may be invited to contribute to the collective decisions on how communal areas of the garden are planted, how and which Garden structures are built and how the garden is designed.

• Only compostable items may be put in the compost pile. Bricks or animal products are not allowed. Private compost piles are not permitted. Use of the group compost is strongly encouraged.

• No worms should be removed from the soil at any time.

• In good faith, Members agree to help with community work in the Gardens every year. This work can include building and repairs, general cleaning and maintenance, or helping with social gatherings or other cultural events.

• If a Member wants to have a party or a meeting in the Gardens, she/he/they is required to get approval from Concrete Safaris. If that approval is granted, she/he must post a notice with a contact name and telephone number a week before the planned date on the Garden bulletin board. Parties and meetings must not restrict uninvited Garden Members’ use of the Garden. All trash from the gathering must be disposed of, and noise should be kept to a minimum.

• Children under 18 visiting the Gardens must be accompanied and supervised at all times by a responsible guardian.

• Any Member who is in the Gardens must keep the gate open at all times, day or night. Public access to the Gardens must be maintained, at the least, during the Gardens’ official open hours. • Dogs need to be on a leash and attended by their owners at all times. Only dogs belonging to Garden Members and their guests will be allowed in the Gardens. A sign stating this rule will be posted at the front of the Gardens at all times. Owners are responsible for cleanup of any waste. Dogs should be kept out of planted or tended areas, whether personal or communal.

• No animal of any kind may be brought into the garden to live.

• Smoking is not permitted in the Gardens.

• No use of drugs or other illegal substances, or selling of drugs or other illegal substances, will be permitted in the Gardens. Any Member using or selling drugs, or other illegal substances, faces immediate expulsion through a vote by the Members. This vote can take place at a regular meeting or at an emergency meeting, if necessary. If a Member is present for open hours, and there is drug use or drug selling in the Gardens, the Member should immediately call the police

• The Garden is committed to diversity in ethnicity, race, gender, class, sexual orientation and physical capacity in its Membership and on its Steering Committee. The Garden will not condone any act of discrimination, be it based on ethnicity, race, gender, class, sexual orientation and physical capacity toward any Member, by any Member or Steering Committee Member, or toward any visitor to the Gardens. A Member or Steering Committee Member who engages in any act of discrimination will be subject to expulsion by a vote of the Members.

Concrete Safaris or various other media may choose to take pictures or videotape participants in Concrete Safaris’ activities. These images may be used for Concrete Safaris’ brochures, newsletters, archives, news releases, publicity and Web sites. I hereby grant permission to Concrete Safaris to take and reproduce photographs and videotapes for publication, including publication by news sources and other sources for all educational, trade, advertising and other purposes as determined by Concrete Safaris.

Must be cough/symptom free

Wear a mask and gloves at all times - we will provide masks upon arrival

Stay 6 feet apart from volunteers and staff, unless they live in your home

*Members of the Garden Committee are not considered CS Board Members & Do not have rights to make decisions for the entire organization*