New committee; what to do with the old one?!

[Fraxinus]

How do you shake up your site committee?!  ???
After four years, and no constitution- with a very long suffering site rep. (me) how do you get rid of dead wood without hurting anyone's feelings?  ::)
Call a site meeting I suppose. But every one we've ever had has ended up in a slanging match with someone going off their head about some festering complaint (which of course is only ever aired when they have an audience...) The very thought of it fills me with dread!
We've one committee member, the Treasurer, who hasn't ever produced accounts. I have to keep nagging him to even get confirmation of the bank balance. Have sent him emails to request accounts, no reply. Have sent the other three committee members emails to request a committee meeting, no response. Saw the Treasurer on site today, he couldn't even be bothered to say hello. The only perk we have is to have a key to access a storage container with hired out strimmer, mower etc; so it's obviously that that keeps him going. I even sent him an email asking to allow someone else to take over the post as I had another volunteer; no response!! Some people are quite rightly asking questions about the finances.

Does anyone else on a committee have the same problem?! I even had to share my concerns with our council allotment officer, and threaten giving up my position. It's time someone else took on the responsibility, before I crack up! I know there are a few plot holders willing to join but it would be better to get rid of some of the old one first!!
The whole thing is spoiling my enjoyment of my plot; I try to avoid busy times to get some peace; at one point all I was getting was emails from one committee member about things he wanted done (by me). He admits that he can't deal with complaints because he doesn't want to fall out with anyone (so I have to do it).   AAArgh!!  :'(

[Fraxinus]

[Trevor_D]

The only thing I can advise is: a) have quiet, off the record chats with folk who feel strongly about wanting a change; and b) have a similar chat with your allotments officer.

As site rep, are you the Secretary? If so, it's your job to call meetings - not your fault if they don't come. A Committee can always co-opt extra members if they feel the need. Make sure all meetings are notified in advance and are properly minuted; if necessary post the minutes on the notice-board. And it's the Treasurer's duty to keep - and publish - proper accounts, because it's other people's money he's dealing with!

The problem is, of course, that even if/when the old guard are ousted, they will still be plot-holders, so you've still got to deal with them on a regular basis. So you have to have the backing of both the allotments officer & your members.

[kt.]

Our committee is voted in annually.  Any allotment member can stand for election for any of the positions. 

If you have not yet had your annual meeting, arrange one.  Ensure it is well advertised and all members are aware of what is on offer.  Have several minutes to discuss,  not just striving for a more energetic committee.  If a committee member does not turn up to vote - you still need to get those attending to cast a vote in favour of keeping them or replacing them with the other candidates or vote of no confidence. 

This meeting should also be attended by the council officer who will accept decisions on the election but cannot vote unless they are a plot holder.  Just be aware - you could also lose your position on the committee if you have a competitor.

As for others requesting information on the books financial balance - any member can has a right to view these.

As for the other committee member wanting things done by you......  tell him he is as much responsible for getting things done as you are due to also being a committee member.

[Fraxinus]

Thank you for your input Trevor_ D and ktlawson!
I take all of your points; yes, as the site representative I am what used to be called a Secretary (now deemed to be an outmoded title on our district's sites). We haven't had a site meeting for four years since a plot holder lost their temper and spoiled it for all by disrupting the entire meeting. The general concensus is that everyone is happy (except me!) so long as the background work is done quietly and efficiently. I communicate with everyone by email regularly and on our notice board so that everyone is kept up to speed on whatever is happening on site. When I ask for feedback I don't tend to get much response excepting when prompted in a one-to-one; which is pretty time consuming.

I have had a quiet word with my most trusted plot holders; hence the offer of help from three of them. I would be delighted if someone else stood as site rep. Last time no-one did and I ended up "temporarily" taking it on...! I would imagine this is a common phenomenon on sites; the few doing the work of many. I will speak to the Council again and emphasise the difficulties; the most worrying being the lack of accounts. I don't think anything dodgy is going on, but that is not the point! The Officer and I have a very good working relationship, I know he would be dismayed if I gave up being a committee member completely. I would just be happy to take a back seat on the committee and let someone drive it!!

At the end of the day I think those of us who are committee members take these tasks on to benefit their site and increase the enjoyment of our allotments; with annoying things not being dealt with some things just irritate.  ;D

[saddad]

I'll say Hello here as well Fraxinus...  ;D

We are in the middle of a crisis with the "Old" Chairman, which after a year has come to a head with an SGM to expell him......

As Treasurer myself, no one else wants the job... but I wouldn't be Secretary for anything ......   :-X

[Fraxinus]

Thanks for the welcome saddad!  :)
I hope you get your Chairmanship sorted out! We've not got a big enough committee or site to have a Chairman although I suspect I probably cover those duties too! I'm the Treasurer for another association and I don't think it's wise to take on another financial post.

It is difficult being overall responsible; you just can't please everybody- and it's a waste of time even trying I have discovered! Best to stick to the middle ground, and lie low when necessary to avoid the missiles... Having said that don't be afraid to stand up for whatever and say it like it is. I have just been told that I have a reputation for being a bit fiery and for getting things done!! ;)

However, it would seem that some people take being a Secretary, Chairman, Site rep., whatever a bit too seriously, go past their "use by date", possibly use their post as a means of promoting their own interests as well as their friends and relations?! No doubt this depends on what sort of site you have; a self managed site responsible for its own lettings and evictions would be more vulnerable to these sort of abuses.

To sum it up; if you're fed up with doing the donkey work bale out; but only once you've found a suitable replacement. If you've been on for years, why?! Is there nobody else capable of doing it? You may have to examine your own motives; are you doing it for your own ends or for the benefit of the site?   :-\

[BAK]

Fraxinus,

I am just coming up to one year as site rep. We have no committee. I realised early on that this is the sort of job that most people can only do for a limited length of time (for many of the reasons that you say) and so I set myself a limit of two years.

We have a number of things that need doing (improvements, maintenance, etc) and I have produced myself a little project plan to complete them within my self-imposed timespan. So far it is on track (just about) and I have already made noises that I do not intend to extend it past the two year mark.

If it means that we go back to the previous regime - no site rep -  then so be it. We are not a large site (53 plots) and we may just about stumble along without one once the jobs are done.

[Fraxinus]

Hi BAK,
I can see where you are going with this one! I do agree, when there are things clearly needing done then you just have to roll the sleeves up and get on with it!
We had projects needing done too; a composting toilet, increased security, more awareness of composting- and they are all more or less done now. That's why I joined, so that I could get on with them.
Although I may have lamented the lack of effort from some of my committee there is a core number of really enthusiastic plot holders who have taken up the slack, mostly newer ones. Whenever I have asked for volunteers for a clear up or communal planting around ten or so (around 25% of the site) turn up; which is really great.  ;D
Mind you BAK although I thought we had dealt with almost everything there are a few more things always needing done...when will it all end?!

I hope you are not doing all these things on your own? ! :o

[Old bird]

I became site representative on my site and the old boys (who had done nothing except turn up to meetings) "retired".  I am a do er and cannot stand apathy so I do speak as I find and roll up my sleeves and get on with it - but I have - in a year managed to make sure that all plots are worked  and if not - only one not complying - they have had a final warning!

One plot was taken early on in the year but never turned up so mid year I got the council to re-let the plot to someone on the waiting list - who has planted up and is now harvesting a terrific crop.  You need to be able to go round to chat to all and if there are any problems sort them out (where possible). 

When I attend the Council meetings - I tend to liven them up a bit as they tended to rattle on about complete rubbish - whereas I try to get to a point and find a solution - one way or the other.  A few members of the committee are now tending to sit up and take notice and a bit more attention to their own sites.  When we do site inspections - instead of saying Old Ted has hurt his finger and can't manage to do the allotment for the past year - I say Old Ted should be given a final clearance warning or lose the plot!  I don't accept many excuses for having a poor allotment!

Bit of a cow really - but I certainly get things done - I also have the respect of the committee as I don't think they have come accross someone like me who really doesn't accept lame excuses for poor management.

We will see how it goes!

Good luck with getting rid or your "dead wood"

Old Bird

;D

[fuchsia]

Hi

You have to start at the beginning and get people on side to make a new committee. I have just written a new constitution if you would like me to email it to you let me know. Then call an agm and get people voted onto the committee. After this you will be able to start getting things done with the approval of your new committee.
Sometimes you have to state the obvious to people in order to move things forward. I know its not pleasant but sometimes needs must for the sake of other site members.
Goodluck

[Fraxinus]

Help!! As suggested, I emailed every plot holder with an email address (and had the Council post requests to those without pc's) to request volunteers. We felt a site meeting would only be attended by a few and could not be so democratic. (Indeed the last site meeting we had ended in chaos when disrupted by one belligerent individual who shouted so much and by refusing to stand down left us with no option but to abandon any further discussion!)
I asked as many plot holders as I have seen in recent weeks in person to encourage interest. Thankfully so because two of the best candidates agreed to stand!
Unfortunately- as you can guess, a third has offered; the afore-mentioned trouble maker referred to above. The guy most likely to start a fight with his own shadow  >:(. I panicked a bit but luckily another committee member pointed out that in any committee a prospective new member has to be proposed and seconded by another existing committee member.
So, I thanked him (and the others obviously) and told them that we would consider their applications and second the candidate/s we considered suitable.
Well as you can imagine, he hasn't taken this well- we've been accused of being undemocratic, nepotistic (it means favouring relatives  ???), and of excluding some. He obviously anticipates our not seconding him.
We've decided to ignore his accusations, the Council's Parks Officer found it all amusing and he is keeping out of it, wisely so!
None of the existing committee wish to second him (are you surprised?!) it also turns out he isn't even a plot holder. Only his partner is (plot is in her sole name).

[Fraxinus]

Oops, I posted my last post without concluding it  ;D

Does anyone have any suggestions for countering any possible nastiness when I tell him next week that we have seconded the other two and not him? He, as you can guess, is not well-liked. The site has managed to survive the last two and a half decades without a constitution, possibly might need one now!

PS The other committees I site on have the same proposing and seconding ruling.

Maybe I'm worrying over nothing?  :-\

All input welcome!!

[Deb P]

Surely if he is not a plot holder, he simply is not eligible to stand!? That would be the simplest answer! Good luck!

[Robert_Brenchley]

If he's not a plot holder you have bombproof grounds for favouring those who are. You have to beform with people like that (I know from experience!); it's unpleasant at the time, but it's soon over, and the problems pale into insignificance beside the ones they'll cause if they get elected.

[flowerofshona2007]

The only way you can elect a new committee is by having a AGM or an SGM and that way all the new officers will have been voted on by the members of the association.
Just a point if you have an association and no committee you can not take membership fees as these need to be agreed at the AGM and if you have no committee in effect you have no association !!!!
Its not a personality competition !!! this is about running an association and improving your site, if those who are not voted on by the members are hurt that is all part of the election process but remember the old members have a lot of knowledge about the site and you may need there memory's in the future  !

[Trevor_D]

I don't follow your reasoning on the proposing & seconding bit.

All the committee must be elected by the members, and therefore proposed & seconded by them. The only time when the committee can chose new members is when there is a need to co-opt (if someone resigns, or there is a definite need for the presence of a particular person - you can co-opt for a single meeting if necessary). But a co-opted member must be re-elected by the membership at the AGM.

But only members can vote and are eligible to stand. Sounds like she's the member and he's got no rights whatever there.

[Fraxinus]

Hey, thanks for all the replies!  :D

Just to recap; my initial post was about a committee that was becoming stale and with tasks falling largely to me was making my allotment life almost unbearable!
I called a committee meeting and was very frank with the other members. We agreed to carry on as we are with two members carrying on with their specific tasks ie Treasurer and Seed Secretary.The Treasurer finally got the accounts up to date which I scanned and emailed to every plot holder.
Most importantly we agreed to ask for more committee members as detailed in yesterday's posts.
We won't be losing any valuable experience, and will hopefully gain much more for the benefit of the site.

We do not have an association; previous committees have never felt the need for a constitution. The site is one of many in our area who belong to an umbrella organisation. Our fees for that group are paid along with our rent; part of that is reimbursed to each site's funds. The group deals with the overall concept of capital funding, site improvements such as water supply and fencing but not with individual sites' day to day running. I am also a committee member for that group and have used my overall knowledge of the "big picture" to also benefit the site. As on another two (non-allotment) committees I sit on each committee members proposes/seconds new committee members. Committee membership is teamwork and to work effectively there must be an element of cohesion and goodwill; therefore we must be given some opportunity to veto any troublemakers. And all sites have them; I hear many horror stories from other site committees just in our area!  ::)

So, yes, this guy not only wrecked our last site meeting but has on many occasions since made a bit of a nuisance of himself. Another committee member who had thought holding annual meetings at his local bowling club would be the way forward changed his mind when he realised that his reputation would be at stake if it disintregated into mayhem, as before! I speak a lot to other plot holders, new and old, who realise that by their being supported by a very active committee (who communicate far more than almost any other site in the area) that they can relax and get on with looking after their plots. I get emails all the time with questions and suggestions which I deal with immediately. The Council told me when I copied them in on the site invitation for new members that if every site was like ours "it would be very good indeed".
To reiterate; we don't have a constitution so we don't "have to do" anything! But, you can see from the efforts made that we do our very very best. You just can't please everyone.

Yes, I agree that we have a good "get out" clause in No plotholder/No committee member. But I wouldn't want to give him the impression that that was the only reason he hasn't been co-opted on (thanks Trevor_D I did know what that meant  ;)). Otherwise he'll get his wife/partner to get his name added on to her lease, invade my space again (I say hello to him on site and he bores me for the next two hours!) and we'll be back to square one.

Maybe I just shouldn't bother what he thinks, thanks flowerofshona2007, you are so right; it ain't a personality ccompetition!! And thanks Robert Brenchley for appreciating exactly what a disaster he could be ;D

[havelock]

we are about to have a extra ordinary meeting on November the 20th.
this was just a number of members have asked for this now.
we have invited the allotment officer we have also have the police coming
the police asked if they could attend just to talk about breakins but it might frighten the big Mouthe's that attend the meeting  we expect to elect a whole new management team and  new committee and rent collectors we have given three weeks notice the council have replied to the invite to say they are attending this meeting
so we should sort out every thing and have a good site again there is over three hundred and forty plots on the site not many derelict just a hand full

[gixer]

hope you don't mind me jumping in on this thread but....
we have an AGM on sun 23rd Nov and some of the current commitee are standing down but voting papers have only been sent to 25 members (site of 60 plots) the excuse is that ' they only have the addresses of 25 members!!!! which is bad management for a start.

But what i really need to know is how many members need to vote to make it above board, if you see what i mean.

Do votes need to have a certain percentage of the membership voting to make it stand.
There are rumours that the commitee is going to be fixed!
i would be greatfull for any advice i'm not very knowledgable on the rules of commitee's 

thanks Gill



 

[Robert_Brenchley]

the danger there is that they may have sent papers only to their supporters. I hope they're honest!