So as
lockdown eases will we get back to a more normal life on the allotments?
Since
lockdown we haven’t had a Committee meeting and the allotments have literally
been run by email, Whats App and the odd face to face. Our Secretary has been
performing all the administration in isolation up North, our Site Manager has
been in isolation caring for his mother and our Vice Chair has been looking
after her mother, growing 400 plants for our plant swap and maintaining our
community allotment. I have been juggling several balls and also maintaining my
neighbour’s plot who has been in isolation. To top it all the barrels on the locks
on two gates broke and we ended up having to change the locks and reissue keys
top all plot holders. Lockdown has proved a hard time but the plots in the main
have never looked better. Our guidelines were implemented early and have been
followed by all.
All but a
few plots are now being worked by their plot holders and the vast majority have
been ever present throughout lockdown and although the social distance has now
been reduced, this has not been a problem on the plots.
By reissuing
keys and changing locks we proved to all we can change things and distribute
stuff to individuals and still not compromise social distances and the health
of all. We are fortunate to have a large pavilion and it looked good with a
snake route of chairs for folk to follow and we also have two doors and so an
entry and exit door. We also went cashless for the first time and will remain
so into the future.
Three
months is a long time. After all, its only just over three months since all our
world’s changed with lock down. So, what will the situation be in three months
from now?
In three months,
we are scheduled to perform our rent collection days and the distribution of
new shares and tenancy packs. We should also hold our AGM. But can we do all this,
or do we need to delay and when is the last day to make that decision?
The rent
collection and share payments should not prove a big issue and it is hoped that
many will now be by bank transfer leaving the rest to card payments on the day.
Distributing the new share certificates and tenancy packs should be a repeat should
be on the same day and similar to the key distribution, not a problem to
perform.
The big
issue is the AGM and associated Committee meetings. First the committee must
formally approve the accounts, agenda, and report to the AGM. This can be done virtually
but there are several items we need to discuss and agree prior to the AGM.
Again, we can do this even if this means getting the agreement offline then
holding a small meeting that complies with the quorum rules. We then must issue
call in notices, distribute certain papers, and comply with our nominations and
election process. All sounds simple but involves lots of admin and conforming
to schedule.
As an
incorporated entity we don’t have the latitude we had previously to just cancel
the AGM today as it must be held within 15 months of the last one so must be
performed by the end of the year. We have yet to get formal guidance from the
FCA on our obligations re accounts sign off and AGM actions in these
circumstances.
Today, will
all members be willing to attend an AGM? Can we facilitate all or must restrict
numbers? Even if we get the required 25% quorum is the potential exclusive of
others democratic?
Some will
say, ‘Do it all by Zoom.’
But not
everyone is a Zoomer, internet savvy or even connected. There are many who rightly today wish to
observe the social bubble guidelines so that presents a problem on all meetings.
There is also the more vulnerable, high risk and ethnic groups who understandably
would wish to avoid the risk.
With a virus
which is unpredictable and could flare up at any time in any place we have a
situation in which all plans must be fluid.
Finally, we
are just an allotment.
Rent and
distribution of shares etc. will take place but it is increasingly difficult to
see an AGM at the beginning of October.
The
temporary restrictions on fires will have to remain but the question of plot
inspections may have to be revisited but take account of individual’s
situation.
Since the
lock down our waiting list has increased by some fifty people and on average we
are now getting four applications a week to what was a list which was close to
200% oversubscribed
As the pubs, restaurants and cafes reopen this
weekend we watch on with interest. 