The one weekend or time many officers do not look forward to
is rent weekend. My wife hates it, as she sees even less of me and becomes an
allotment widow which is not her first-choice occupation on the two days of the
week she has free. But rents must be collected, addresses and details validated,
and it is a chance to see all plot holders.
This year is quite different as we have restricted
collections to one weekend, we have postponed our AGM and await guidance from
the FCA on our options. We have also stopped accepting cash and we must accommodate
social distancing and other restrictions and finally we must issue shares to
all members.
The big change is no AGM which was always a good timing
opportunity to ensure money was forthcoming. On that issue we have stopped
taking cash payments which must now be by bank transfer, card or cheque. Some
argue we must take cash, but this is stopped for a host of reasons. Firstly we
don’t want to be handling mountains of potentially dirty coins and notes. Next it
isn’t easy to reconcile and frankly can be a nightmare. Thirdly, virtually
everyone today has a bank account and card and those who don’t have access to a
Post Office so using a more auditable and secure system makes sense and why
should the Treasurer trudge home with their pockets bulging with cash? However,
not everyone is internet connected or savvy to do the simple bank transfer but
could if they wish they can do it over the counter in the bank. Those who have
a card can pay on the day and get a phone text receipt Those who have a
chequebook or Postal Order can pay that way. All transactions are simple to
reconcile and most will be in the bank on the day with no needless trips to the
bank to deposit cash.
The great news is we are already some 45% paid via bank
transfer which bodes well for speeding folk through and for the future. It
should also help increase our email penetration.
Our rules state that late payments carry a small fine which to date has never been raised but if the rent is not paid within the month tenancy notice is given. It’s surprising that this is the time of year when one or teo plot holders decide to call it a day. Unfortunately we often only find this out after chasing them for non-payment.
This year shares are to be distributed to each plot along
with a comprehensive Tenancy pack which contains; Constitutional rules, Tenancy
rules, GDPR policy, Issues and grievance process, and Code of conduct. This
pack together with the share certificate must be handed back on leaving the
Society but ensures everyone has full details of all rules and a legal share in
the coop. We must issue shares now we
are an incorporated Cooperative and have a 99-year lease.
Social distancing is a moving target in that we have a large
pavilion, but the rules do not help and then there is the weather which no
government can control or legislate for. We have created a walkway, a snake
around the pavilion made with chairs and tables such that everyone goes to the Secretary
to validate details, collect shares, and confirm payment and if already done by
bank transfer they leave via the back door. If they still must pay, they go a
different route to the payment desk before leaving. If the weather is fine, we
have the space to queue inside and out, if not we have to play it by ear and
hope everyone doesn’t come at once! It’s a safe bet that many will turn up just
as we a shutting up.
Some turn up with the whole family, plus interpreter neighbour,
dog and trying to work out who is who can be a challenge.
Then you have the few who want to debate the cost and say, ‘It
wasn’t what they paid last year’. We do get some wrong especially as they
become state pensioners and are entitled to a discount. How do we know they
had become pensioners, we don’t ask for date of birth but when you ask for
documentation they often have not brought it and the concession is only for
state pensioners not those who elect to retire early.
We have those who wish to raise issues over their plot,
their neighbours plot, the lack of this or that and how their crops have
performed this year. What are you doing about the manure? When can we go through
the farm? This year’s favourite topic is going to be asking why they cannot have
fires? You look over their shoulder to those queuing up behind and take a judgement
on how long and detailed the conversation is and mostly ask them to contact you
or the Secretary next week. In 99% of the cases you never hear from them again
and end up having to chase them for a follow-up, but such is life.
It is however great to see folk even if only for a short moment,
but it is even nicer when the day is over, and you can relax. Collecting rent
can be a thankless task.
