New World Survival · Community Gardens
Community Garden Operations Binder
A printable operating record for garden leaders. Use it to keep authority, membership, money, maintenance, problems, land, insurance and leadership continuity visible. Do not complete a box because you intend to do something. Complete it when you have the record.
Primary sponsor/landowner: This binder is an operating tool, not a substitute for legal, accounting, insurance, accessibility, safety or sponsor-specific advice. Verify local requirements.
1. Garden Operating Profile
Garden address/site
Landowner/site contact
Sponsor/fiscal sponsor
Insurance/risk contact
Water utility/site water contact
Cooperative Extension contact
Emergency/site safety contact
Public works/repair contact if applicable
Record the actual person or office and a current contact method. Review this page at the beginning of each season and after leadership changes.
2. Four-Document Stack Check
| Document | Current version/date | Where stored | Who can update | Next review |
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| Governance document / bylaws / charter | | | | |
| Garden rules/guidelines | | | | |
| Seasonal plot/member agreement | | | | |
| Operating procedures/checklists | | | | |
Hold: If garden rules conflict with the sponsor, land agreement, insurance requirement or applicable law, resolve the conflict before enforcing the garden document.
3. Leadership and Backup Matrix
| Critical function | Primary person | Authorized backup | Records/access location | Last handoff test |
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| Routine coordination | | | | |
| Membership/plot records | | | | |
| Money/accounting | | | | |
| Water/infrastructure | | | | |
| Tools/storage/keys | | | | |
| Communications | | | | |
| Sponsor/landowner relations | | | | |
| Conflict/incident routing | | | | |
Decision rights
List what the coordinator can decide, what requires committee/group approval, and what must go to the sponsor, landowner, insurer or another authority.
4. Membership and Plot Roster
Keep only information the garden legitimately needs. Do not publicly distribute private contact information without permission.
| Plot | Gardener/member | Agreement current? | Renewal status | Common-work status | Notes |
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5. Waitlist and Assignment Log
Published selection method:
Eligibility rule/source:
| Date received | Applicant ID/name | Eligibility confirmed | Position/lottery result | Contact attempts | Outcome |
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6. Annual Operations Calendar
| Month/season | Membership/governance | Maintenance/workdays | Finance/renewals | Community/education | Owner |
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7. Workday Planner
Date/time
Task lead
Expected participants
Jobs to complete
Materials/tools
Safety and inclusion check
☐ Weather and heat checked
☐ Water/rest/shade plan appropriate
☐ Severe-weather cancellation trigger known
☐ Task leaders identified
☐ Age-appropriate tool plan
☐ Lower-exertion/seated tasks available where possible
☐ Accessible routes remain clear
☐ First-aid/emergency contact plan appropriate
After-action record
What was completed? What remains? What broke? Who learned a new task? What should change next time?
8. Infrastructure Inspection
| System | Condition | Problem found | Immediate action | Owner | Due date |
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| Water source/taps | | | | | |
| Master shutoff | | | | | |
| Hoses/fittings | | | | | |
| Paths/access routes | | | | | |
| Gates/fence | | | | | |
| Tool shed/storage | | | | | |
| Compost/waste | | | | | |
| Signs/bulletin board | | | | | |
| Gathering/common area | | | | | |
| Emergency access | | | | | |
9. Water Repair and Shutoff Record
Master shutoff location:
Who is authorized to repair/contact utility:
| Date | Problem | Water stopped? | Repair/action | Cost | Follow-up |
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10. Shared Tool Inventory and Maintenance
| Tool/item | ID/quantity | Condition | Maintenance needed | Completed | Storage location |
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Clean tools after use, keep cutting edges appropriately sharp, tighten loose hardware, smooth rough handles and store tools dry. Follow manufacturer instructions for powered equipment.
11. Annual Operating Budget
| Category | Budget | Actual to date | Expected remainder | Notes/restrictions |
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| Water | | | | |
| Insurance/risk costs | | | | |
| Land/rent/fees | | | | |
| Soil/compost/mulch | | | | |
| Tools/replacement | | | | |
| Repairs/infrastructure | | | | |
| Printing/admin | | | | |
| Waste/pest management | | | | |
| Programs/events | | | | |
| Replacement/failure reserve | | | | |
| Total | | | | |
12. Income and Expense Ledger
| Date | Description | Income | Expense | Category | Receipt/deposit ref. | Approved by |
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13. Monthly Finance Review
Month:
Prepared by:
Reviewed by:
| Opening balance | | Income | |
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| Expenses | | Closing balance | |
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| Unpaid obligations | | Restricted funds | |
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| Reserve available | | Next major cost | |
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Reconciliation or discrepancy notes:
14. Neglected Plot Record
Plot:
Gardener:
Date observed:
Objective condition observed:
Written rule/expectation that applies:
Contact method/date:
Gardener explanation / temporary help or accommodation discussed:
Next expected action/date:
Follow-up result:
Final resolution and record updates:
15. Conflict / Incident Record
Use appropriate privacy. Do not place highly sensitive or legally restricted information in a broadly accessible binder. Follow sponsor incident-reporting policy.
Date/time
Issue type
Recorder
What was reported or observed:
Written rule/policy/safety requirement that applies:
Action taken and why:
Follow-up date:
Closed/escalated to:
Do not require direct mediation for threats, violence, serious harassment, suspected crime or conditions where the sponsor's safety process requires another route.
16. Meeting and Decision Log
| Date | Decision/question | Who had authority | Outcome | Owner | Follow-up |
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17. Communication Log
| Date | Audience | Topic | Method | Action required | Owner |
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18. Land, Insurance and Renewal Tracker
| Item | Current document/contact | Expiration/review date | Advance action date | Owner | Status |
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| Land agreement/license/lease | | | | | |
| Insurance/coverage confirmation | | | | | |
| Sponsor authorization | | | | | |
| Water agreement/billing | | | | | |
| Permits/structure approvals | | | | | |
| Other critical agreement | | | | | |
19. Leadership Handoff Packet
☐ Role description
☐ Annual calendar
☐ Current roster and plot map
☐ Current waitlist
☐ Governance document and rules
☐ Open issues
☐ Current financial status
☐ Land/sponsor/insurance contacts
☐ Water shutoff and repair contacts
☐ Tool/infrastructure status
☐ Organizational email/file access
☐ Website/domain/social access if applicable
☐ Grant/donor obligations
☐ Next 30 days of decisions
20. Annual Garden Health Audit
Mark Healthy, Watch, Correct or Stop. The label is not a score. Every Watch, Correct or Stop item needs an owner and next action.
| Domain | Evidence checked | Status | Corrective action | Owner | Due |
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| Authority and backups | | | | | |
| Rules and agreements | | | | | |
| Roster / plot map / waitlist | | | | | |
| Finances | | | | | |
| Water | | | | | |
| Tools/storage | | | | | |
| Paths/accessibility | | | | | |
| Common areas/compost/waste | | | | | |
| Neglected plots | | | | | |
| Conflict/incident process | | | | | |
| Land/sponsor/insurance | | | | | |
| Leadership succession | | | | | |
21. Thirty-Day Corrective Action List
| Priority | Problem | Why it matters | Action | Owner | Due date | Closed |
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22. Year-End Lessons and Next Season
What worked well enough to preserve?
What failed or created repeated friction?
What maintenance or replacement is due before opening?
What rule or procedure should change?
Which new leaders are ready for more responsibility?
Top three priorities for next season
Source notes
Binder structure accompanies the New World Survival guide “How to Run a Community Garden.” Principal reference classes include NC State Extension community-garden organization, management and troubleshooting guidance; U.S. EPA pesticide-label requirements; CDC/NIOSH heat guidance; U.S. Access Board accessibility guidance; and basic nonprofit internal-control guidance where the garden's legal structure makes it relevant. Reviewed September 4, 2026.