New World Survival · Institutional Garden Field Manual

House of Worship Garden Planning & Stewardship Workbook

Define the program model, institutional authority, participation, insurance, finances, stewardship, food pathway and succession before the garden becomes dependent on one volunteer or leader.

Institutional stop rule: Do not build permanent infrastructure, open public access, collect informal garden money, run youth activities or make food commitments until the responsible institutional authority and governing policies are known.

1. Program purpose

☐ Individual/family plots

☐ Communal donation production

☐ Fellowship/community relationship

☐ Education/youth

☐ Pantry/meal support

☐ Property stewardship

Primary purpose in one sentence

2. Garden operating model

☐ Allotment

☐ Communal donation

☐ Mixed

☐ Partner-hosted

What this model means in practice

3. Institutional authority map

Decision	Who may approve?	Evidence / policy / minutes	Backup / next review
Use of property
Capital improvements
Budget / spending
Public / after-hours access
Outside partner agreement
Youth program
Food pantry / meal program
Pesticide / landscape treatment

4. Leadership team / backups

Role	Primary	Backup	Authority / task	Practiced?
Garden coordinator				☐
Institutional liaison				☐
Facilities / grounds				☐
Plot / steward coordinator				☐
Finance / budget				☐
Food donation / pantry				☐
Youth / safeguarding				☐
Communications				☐

5. Participation and eligibility

Who may participate?

Priority / waitlist / application rule

Are nonmembers eligible?

Are religious programs separate from garden eligibility?

Fees / waivers

Guest / visitor rule

6. Property / site approval

☐ Property ownership/authority verified

☐ Internal approval documented

☐ Site history / soil safety reviewed

☐ Water source verified

☐ Utilities / buried-work gate

☐ Accessibility / route reviewed

☐ Permits / zoning checked where applicable

Authoritative site record location

7. Insurance / risk review

Activity	Reviewed with insurer / risk owner?	Conditions / limitations	Record location
Garden on institution property	☐
Outside / nonmember gardeners	☐
Volunteer workdays	☐
Youth activities	☐
Food donation / meal service	☐
Off-site garden / transport	☐

8. Grounds / facilities coordination

System / event	Conflict risk	Garden contact	Facilities response / calendar
Mowing / trimming
Herbicide / pesticide / fertilizer
Irrigation / plumbing
Snow / storm cleanup
Parking / major services / events
Building / construction project

9. Access / keys / security

Garden hours

Building / restroom access

Key / gate / code custody

Office / security contact

Nonmember / guest access

Closure / special-event rule

10. Garden rules / plot agreement

☐ Plot use / active gardening requirement

☐ Common-area responsibilities

☐ Water / tool access

☐ Permitted materials / pesticide-IPM rule

☐ End-of-season cleanup

☐ Behavior / property rules

☐ Notice / enforcement / reassignment

☐ Communication / emergency contact

11. Finance / designated-gift record

Item	Institutional account / fund	Who receives / deposits?	Who approves spending?	Record / restriction
Plot fees
General gifts
Restricted/designated gifts
Grant
Purchases / reimbursement
Water / recurring costs

12. Routine steward rotation

Week / window	Primary	Backup	Water / inspection tasks	Harvest / open issues	Handoff complete?
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13. Workday plan

Date/window	Outcome / scoped jobs	Task leads	Tools / materials	Alternative participation roles

14. Youth / safeguarding controls

☐ Youth participation approved

☐ Required volunteer registration/background checks complete

☐ Adult supervision rule documented

☐ Parent/guardian permissions where required

☐ Restroom / transportation / photography rules known

☐ Incident / emergency process known

Controlling host policy / contact

15. Pantry / meal recipient agreement

Recipient	Wanted crops / amounts	Receiving days	Packaging / quality	Storage constraints	Contact

16. Harvest / donation log

Date	Crop / quantity	Recipient	Harvest lead	Accepted?	Feedback / waste
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17. Annual institutional calendar

Obligation	Window / date	Owner	Backup	Completion evidence
Land / property authorization review
Insurance review
Plot renewal / garden opening
Budget / water cost review
Youth/safeguarding training
Major workdays
Pantry / recipient planning
Season cleanup / water shutdown
Annual health / succession review

18. Leadership succession packet

☐ Governing/property authorization

☐ Insurer / facilities / office contacts

☐ Garden rules / roster / waiting list

☐ Keys / access process

☐ Water / shutoff / irrigation records

☐ Budget / fund / purchasing process

☐ Pantry / partner contacts

☐ Annual operating calendar

☐ Repair / infrastructure backlog

☐ Backup has practiced core functions

19. Annual garden health review

Domain	Healthy / Watch / Correct / Stop	Evidence / action
Institutional authority
Participation / plots
Leadership / steward coverage
Money / recurring costs
Water / infrastructure / access
Youth / safeguarding
Food donation / recipient
Records / succession

20. Institutional handoff and proof

☐ A second leader can identify who controls property, money, access and safeguarding

☐ Participation and garden model are understandable to a new gardener

☐ Garden money can be traced through the institution

☐ Four weeks of routine stewardship are assigned

☐ Pantry/recipient wants and receiving schedule are current

☐ Key records are stored institutionally rather than in one person's private account

☐ Major property and insurance decisions are documented

☐ Annual calendar and succession review are scheduled