Management and Administration of the Allotments: Proposal to Trustees from TAS Committee July 2010

The Committee of the Society recommend that whilst the management of the allotments is the responsibility of the Trustees, the Society should voluntarily lighten the associated administrative load on the Trustees. To do this they will identify a person (Y) to take on some administrative tasks currently done by the Trustees representative.

The Trustees will need to continue to depute someone (X) to take responsibility on their behalf for some key responsibilities.

The committee propose that the Y should work in tandem with the Trustees representative(s) for a smooth handover during the autumn.

A draft outline breakdown of who would do what is given below.

Draft- details to be arranged e.g. (i) currently letters copied @5p via church- mail merge proposed so need to check costs,

Process	Tasks done by Trustees rep (X)	Tasks done by Allotments Society rep(Y)	Other relevant tasks done by other Allotments Society reps (e.g. e-mail contact (D) ,secretary (J)	Notes –issues to be resolved etc
1		Maintain accurate waiting list, list of plots and lists of payments received	D-Pass plot requests to Y &J J-keep duplicate lists)
2	Establish rent levels and inform society		D Give early warning of rent levels in Dig It
3	Establish and sign master letters/invoices to tenants (following approval by Trustees) pass on to Y	Mail out rent letters & invoices		Currently letters copied @5p via church- mail merge proposed- check costs. Details of reply arrangements- whose postal address to be used?
4	Authorise levels of payments for specific tenants	Keep record of rent levels for specific tenants
5	Reimburse Y for costs of postage and stationery	Receive and bank rent payments into Charity bank account (using receipt and paying-in books.) Keep records of payments received. Inform X of outstanding payments. Send out reminder letters signed by x		Need to clarify the process for payments not made at AGM or plot and updating on rent defaulters (hopefully this will not be an issue but needs to be considered)...
6	Disciplinary matters e.g. Issue ‘weedy letters’, non- continuation of tenancy letters etc following discussion with TAS Y (these are usually individualised )	Discuss any potential recommendations Pass on information re progress in cultivation	Discuss any potential recommendations Pass on information re progress in cultivation	This process needs detailed thought –currently plots identified through walk/round by O & J, messages received from many sources. O and J discuss . O decides, sends personal (non-standard) letters sent after phone calls/informal approaches. Who should be involved –officer(s) / whole committee?
7	Supply Y with keys for issue to tenants	Issue keys and receive deposits of gate keys-issuing receipts and banking cash	(J) Issue keys for KOG shed- issuing receipts and keep cash	Currently the KOG keys /cash are kept by J .Should this be rationalised at some date with other key arrangements?
8	Maintain locks on gates		(J?) Inform X of problems/need
9	Maintain boundaries (including boundary trees)		(J?) Inform x of problems
10	Arrange for repairs as necessary		(J?) Inform x of problems
11	Authorise payment for repairs e.g. water problems- (dealing directly with nominated plot-holders) inform J
12	Establish the data required for report to trustees and inform Y what is needed when	Supply X with information ( e.g. numbers on waiting list ) for regular reports
14		When vacancy notified contact people in waiting list order, offer plot, deal with paperwork , inform J when new tenants have paid	(J) keep folder inserts up to date, issue new tenants with folder when rent payment received	Site visits are the most time consuming- particularly in October/November- these might be shared eg with nominated committee members

Italics show new data to be held by Society.

Notes

1. The proposals have been drawn up based on the Main site only. If agreed, specific arrangements would be needed for Chapel Hill with a representative of the tenants (M) for tasks- we need to draw up a map of Chapel Hill site, add names and details to data base etc.

2. Y does not necessarily have to be a member of the TAS committee, we could sort this out. Y would not deal with disciplinary matters (e.g. might possibly prepare letters, but would not sign them), with maintenance matters, or with trustees business.