The roles are:

• Chairperson
• Secretary
• Lead Steward – Downend 

As you will be aware the allotments comprise of two sites, one in Downend and one in Soundwell, and are privately run under lease from the Council which will be renewed shortly. The Committee sets rents and deals with all aspects of running the allotments for the benefit of the allotment holders. This means greater flexibility and lower rents than council run sites but with a large site means the committee needs to be focused and willing to commit time and energy to improving our site and dealing with day-to-day aspects of running this.

Without the committee we would have to hand back to the Council the management of the site with the ensuing changes that would occur to both management and rent. We don’t believe any plot holder would like to see this happen.

The opportunities that we have available are as follows:

Chairperson 

The role of a chairperson, in the context of allotments, involves several key responsibilities to ensure the smooth operation and management of the allotment site. Here are some of the main duties a chairperson might have:

1. Leadership and Governance:
   • Provide overall leadership to the allotment association or committee.
   • Ensure that the allotment site is managed according to the rules & regulations.
   • Oversee the implementation of policies and decisions made by the committee.
2. Meetings:
   • Chair committee meetings and general meetings, ensuring they are conducted efficiently and democratically.
   • Prepare agendas in consultation with other committee members.
   • Facilitate discussions, ensuring all members have the opportunity to contribute.
   • Summarise decisions and actions to be taken, ensuring clarity and agreement.  
3. Conflict Resolution:
   • Provide an escalation for any disputes or conflicts that cannot be remediated by the (Lead) steward, working towards fair and amicable solutions.
   • Ensure that any grievances are handled according to the association's procedures.
4. Strategic Planning:
   • Lead the development of long-term plans for the allotment site, considering the needs and aspirations of the plot holders. Identify opportunities for improvement, funding, and community engagement.

The Secretary

The secretary is responsible for:

1. Maintaining the database of tenants.
2. Answering email queries in respect of current and new tenants.
3. Sending out communications to plot holders.
4. Liaising with the lead stewards in respect of vacant plots and the waiting list.
5. Unattended plots and site issues that have been reported.
6. Helping with collection of rent.

The secretary plays a crucial role in the overall management and operation of the allotment site, acting as a central hub for communication and administration. This role requires good organisational skills, attention to detail, and the ability to communicate effectively with a diverse group of people.

To be able to carry out the secretary role the person should have access to a computer and be able to work with spreadsheets. An awareness of data protection is also essential.

Lead Steward – Downend

The role of a lead steward typically involves several key responsibilities to ensure the smooth operation, maintenance, and community engagement of the Downend allotment site. Here are some common duties and roles associated with a lead steward:  

1. Site Management:
   • Overseeing the general upkeep and maintenance of the allotment site, including pathways, communal areas, and shared facilities.
   • Ensuring allotment cultivation rules are applied.
   • Ensuring that the site is kept clean, safe, and well-organised.
2. Plot Allocation:
   • Managing the allocation of plots to new and existing members.
   • Keeping accurate records of plot holders and ensuring that they adhere to the allotment rules and regulations.
3. Communication and Liaison:
   • Acting as the main point of contact between plot holders and the allotment committee or local council.
   • Communicating important information, updates, and notices to all plot holders.
4. Conflict Resolution:
   • Addressing any disputes or issues that arise between plot holders.
   • Ensuring that all members adhere to the rules and guidelines of the allotment.
5. Resource Management:
   • Managing the stewards at the Downend site

If you are interested in any of the roles (all are open to any gender) we would love to hear from you by emailing ssallotmentsecretaries@gmail.com Please remember that without you, the allotment cannot operate and would not be a success so please come forward if you feel you could help.