2022

Chair

John Padgett

Vice Chair (Interim)

Richard Blackwell

Secretary

Helen Lawrence and Katie Lee

Treasurer

Michael French

Minutes Secretary

Vacancy

Membership Secretary

Janet Bostock

Events Organiser

Vacancy

Newsletter & Website Editor

Rachel Walker and Sarah Willard

Trading Shed Manager

Mark Gourlay

Site Rep – Palewell Park

Amani Orr Ewing

Site Rep – Pavilion

David Abel

Site Rep –  Triangle

Moira Thomson

Site Rep – Hertford Avenue Plots 16-32 (right of the path from the Trading Shed)

Vacancy

Site Rep – Hertford Avenue Plots 33A-51 (left of the path from the Trading Shed)

Janet Bostock

Site Rep – Priory Priests Bridge Plots 1-33 (excluding even nos 24 to 32)

Nadia Mackenzie

Site Rep – Priory Beverley Brook Plots 35-75 (excluding even nos)

Pam Islip

Site Rep – Priory The Avenue Plots 24 – 82 (excluding odd nos)

Diane McLellan and Fiona Heath

Committee Member Roles

BHAS Committee Members & Site Representatives Role Descriptions

Chair

Responsible for the overall coordination of the activities of the Society including:

  • chairing meetings & setting the Agenda
  • representing the Society at meetings with the Council & BRAG
  • ensuring all relevant information is made available to Committee members
  • ensuring the Society is run according to its rules and any other strategic plan that has been agreed to
  • resolving disputes and grievances
  • overseeing activities and projects and assisting at functions

Allotment Secretary

Responsible for:

  • Liaising with the Council allotment officer to obtain details of the next in line on the Waiting List for each site and notifying the Council regarding departing tenants
  • letting plots – contacting applicants, arranging meetings & viewings and the subsequent completion of BHAS membership paperwork including the code of conduct as appropriate. Site Reps may be delegated to let new plots at the discretion of the Allotment Secretary, but will not contact prospective plot-holders without copying the Allotment Secretary
  • Welcoming new plot-holders and explaining the customs of the allotments. Site Reps will deputise for the Allotment Secretary when they are not available.
  • Notify the Membership Secretary of leaving tenants & the contact detail for all new tenants
  • undertaking and documenting site inspections by way of photographs and written notes and maintaining the inspection diary
  • liaising with the Council with regard to non-working keys, gates, trees & other site maintenance matters
  • attending committee meetings to present the Secretary’s Report
  • helping at functions

Note that the role of Allotment Secretary requires strong organisation and communication skills and proficiency in Excel or an equivalent spreadsheet application. The role also demands between 2 and 4 hours a week of the volunteer’s time depending on the time of year.

Treasurer

Responsible for:

  • keeping the books of the Society
  • managing bank accounts and bank mandates
  • producing the Annual Accounts in accordance with accountancy rules for Societies & Clubs
  • attending committee meetings to present the Treasurer’s Report
  • helping at functions

Trading Shed Manager

Responsible for:

  • sourcing and selling products through the Trading Shed
  • delegating the week by week running of the Shed to a rota of volunteers
  • determining the opening times in conjunction with the Committee
  • banking takings and accounting to the Treasurer for any monies held or spent
  • performing the annual stocktake
  • attending committee meetings and helping at functions

Membership Secretary

Responsible for:

  • issuing annual membership cards and reminders
  • collecting and banking of membership fees and keeping a record of all allotment holders
  • communicating with all allotment holders, sending newsletters and notifications
  • attending committee meetings to present the Membership Report
  • helping at functions

Minutes Secretary

Responsible for:

  • taking and circulating the Minutes of all meetings via email
  • liaising with the Chairman in the preparing of the Agendas and Minutes
  • attending committee meetings and helping at functions

Events Manager

Responsible for:

  • organising the Open Days, AGM and Annual Show including recruiting helpers and arranging publicity
  • attending committee meetings

Social Media and Website Manager

Responsible for:

  • producing the Society’s monthly Newsletter which includes gardening tips, news of Committee and Council decisions, round-up of local events and notification of key dates in the Society’s calendar
  • posting content on the Society’s social media accounts (including Instagram, Facebook and Twitter) and publicising events
  • keeping the website up-to-date with news of the Committee
  • liaising with Society members to add new content to the website
  • attending committee meetings and helping at functions

Site Reps

Responsible for:

  • maintaining channels of communication between all allotment holders and the Committee
  • Letting plots only when delegated by the Allotment Secretary – arranging meetings & viewings and the subsequent completion of BHAS membership paperwork including the code of conduct as appropriate after initial contact has been established by the Allotment Secretary. Welcoming new plot-holders and explaining the customs of the allotments
  • offering guidance if requested
  • reporting to the Committee in the event of neglected plots, water leaks, break-ins etc.
  • dealing with any neighbour problems in the first instance
  • attending Committee meetings and helping at functions