New World Survival · Civic Garden Field Manual
Library & Civic-Center Garden Program & Operations Workbook
Map public authority, mission, property, procurement, accessibility, volunteer systems, participant rules, grounds operations, evaluation and succession.
Public-program stop rule: Do not build, purchase, contract, open plots or promise public access until the institution knows who controls land, program policy, budget/procurement, volunteers and accessibility.
1. Host / legal structure
☐ City / county department
☐ Public library governing board
☐ Public library advisory board / municipal department
☐ Library district / special district
☐ Nonprofit / independent library or civic host
☐ Parks / recreation / community center
☐ Other
2. Authority map
| Decision | Authority | Policy / law / record | Backup contact |
|---|
| Program concept / public service | | | |
| Land / property use | | | |
| Capital improvements | | | |
| Budget / procurement | | | |
| Garden fees | | | |
| Volunteer onboarding | | | |
| Public eligibility / enforcement | | | |
| Accessibility / reasonable modification | | | |
3. Public-service objective / garden model
☐ Learning / demonstration garden
☐ Communal program garden
☐ Civic allotment garden
☐ Partner-operated garden
Primary public capability / outcome Why this is the smallest workable model 4. Site / public-property review
☐ Property owner / controlling department
☐ Site history / soil safety
☐ Utilities / easements
☐ Drainage / flood / runoff
☐ Fire / emergency / building egress
☐ Grounds / vehicle route
☐ Public event / overflow use
☐ Capital project conflict
☐ Irrigation / water source
☐ Accessibility / public route
Authoritative map / approval location 5. Finance / procurement route
| Need | Budget source | Purchase / quote / contract route | Asset owner | Recurring cost |
|---|
| Raised beds / materials | | | | |
| Soil / compost / mulch | | | | |
| Irrigation / plumbing | | | | |
| Tools / storage | | | | |
| Fence / gate / signage | | | | |
| Accessible route / furnishings | | | | |
| Instructor / contractor | | | | |
6. Donation / Friends / Foundation record
| Donor / supporter | Cash / asset / service | Acceptance authority | Restriction / ownership | Future maintenance owner |
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7. Accessibility / Title II / communication route
☐ Legal/accessibility framework identified
☐ Arrival-to-garden route reviewed
☐ Gate / work position / water / tools / seating reviewed
☐ Reasonable-modification contact/process identified
☐ Effective-communication process identified
☐ Service-animal / mobility-device policy route known
☐ Website / registration / PDF / app routed through digital-access process if applicable
ADA/accessibility coordinator / responsible office 8. Volunteer institutional onboarding
| Volunteer | Application / agreement | Risk / injury | Background / youth if needed | Keys / facility | Garden orientation |
|---|
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9. Volunteer role boundaries
| Task | Volunteer allowed? | Training / lead | Staff / contractor only? |
|---|
| Ordinary hand-tool gardening | | | |
| Water / timer adjustment | | | |
| Powered equipment | | | |
| Pesticide / herbicide / chemical | | | |
| Plumbing / irrigation repair | | | |
| Electrical / structural work | | | |
| Youth supervision | | | |
| Keys / after-hours access | | | |
10. Public hours / security / closure
After-hours gardener access? Restroom / drinking water Security / emergency contact Weather / emergency closure authority 11. Grounds / facilities coordination
| Operation | Garden instruction / boundary | Responsible department / contractor | Notification |
|---|
| Mowing / trimming | | | |
| Pesticide / herbicide / fertilizer | | | |
| Irrigation / plumbing | | | |
| Snow / storm / tree work | | | |
| Waste / compost pickup | | | |
| Capital / construction project | | | |
12. Participant / plot policy if applicable
| Rule | Decision / standard | Authority / policy |
|---|
| Eligibility / residency | | |
| Application / waitlist | | |
| Fee / waiver | | |
| Renewal | | |
| Active use / neglect | | |
| Water / tools / common work | | |
| Behavior / guests / hours | | |
| Notice / appeal / reassignment | | |
13. Program / workshop plan
| Program | Audience | Instructor / partner | Accessibility / materials | Garden task / proof |
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14. Youth program controls
☐ Registration / guardian permissions where required
☐ Staff/volunteer supervision ratio or policy identified locally
☐ Background / screening route known
☐ Photography / communication policy
☐ Emergency / medical / pickup process
☐ Heat / weather stop plan
☐ Tool/task limits
15. Food / donation pathway
| Garden use | Approved? | Responsible program | Food-safety / recipient record |
|---|
| Demonstration only | ☐ | | |
| Public tasting / class | ☐ | | |
| Youth / camp use | ☐ | | |
| Food pantry / donation | ☐ | | |
| Other meal program | ☐ | | |
16. Public value and operating burden
| Measure | Current result | Evidence / source | Trend / action |
|---|
| Programs / skills taught | | | |
| Participants / retention | | | |
| Active plots / abandonment | | | |
| Volunteer depth / backups | | | |
| Food accepted by recipient | | | |
| Accessibility barriers corrected | | | |
| Staff time / rescue work | | | |
| Water / repair / procurement burden | | | |
| Complaints / unresolved issues | | | |
17. Annual civic garden calendar
| Obligation | Timing | Owner | Backup | Evidence |
|---|
| Property / facilities review | | | | |
| Budget / procurement planning | | | | |
| Volunteer renewal / training | | | | |
| Public program / plot renewal | | | | |
| Grounds-contractor briefing | | | | |
| Accessibility / communication review | | | | |
| Water startup / shutdown | | | | |
| Program evaluation | | | | |
| Annual health / succession review | | | | |
18. Institutional garden file
☐ Land/property approval
☐ Board/council/administrative action where applicable
☐ Site / utility / irrigation map
☐ Procurement / donation / asset ownership records
☐ Volunteer policy / training
☐ Accessibility / communication contacts
☐ Participant / plot rules
☐ Partner agreements
☐ Grounds instructions
☐ Budget / calendar / health audit
19. Annual health audit
| Domain | Healthy / Watch / Correct / Stop | Evidence / correction |
|---|
| Authority / property | | |
| Mission / program value | | |
| Finance / procurement | | |
| Accessibility / communication | | |
| Volunteers / staffing | | |
| Grounds / water / infrastructure | | |
| Participant / plot administration | | |
| Records / succession | | |
20. Proof and next-year decision
☐ Land/program/budget/procurement authority is documented
☐ Garden model matches mission and staff capacity
☐ Purchases and donated assets have lifecycle owners
☐ Physical and digital/communication accessibility are routed properly
☐ Volunteers are institutionally onboarded and garden-trained
☐ Public hours/security/closure rules are clear
☐ Grounds staff have current garden instructions
☐ Program value and operating burden are both measured
☐ Successor staff can locate authoritative records
☐ Expansion waits until current system is healthy
Three corrections before adding plots, programs or infrastructure