Page 10 - ALG Issue 4 2023

legal matters
Communication Methods for Allotment Sites
Clear communication can be a key factor in a having a well-run allotment site. The modern allotment committee have a wide variety of means of communication available to them, ranging from a notice board on the site, to messaging groups and social media sites. There can be pros and cons for each method, so allotment sites should carefully consider what methods would suit them best.
NOTICE BOARD AND LETTERS
Consider physical notices first such
as posts on notice boards and letters
to tenants – the first thing to note is that the tenancy agreement should be clear about how notices will be issued. If you will be posting information for plotholders on the notice board, it would be worth telling tenants that they should regularly check the notice board to stay informed. Similarly with letters, the NAS would strongly recommend being clear in the rules as to how they will be delivered to the tenant (e.g. by registered post, hand-delivered, etc.).
A clear benefit to using these methods are that they are relatively simple and do not involve much administration as some of the other methods that will be considered here. However, the two main downsides to these methods are that tenants may complain that they never saw the post on the notice board or received your letter in the post.
EMAIL
Many of our members use emails where possible to issue notices and to share general information with their members. Emails can be very beneficial to use, given that they can be delivered almost instantly and also provides
a simple digital record that can be referred back to at a later date. Some committees have now established a general association email/committee role – specific email address. These types of email addresses can be very helpful as it will keep all the digital email records together, even as the committee members change over
the years. It can also be clearer to plotholders as to where the information has come from. One possible risk to using this method is that an ex- committee member may not pass the access to the committee email after they leave the role. To combat this, it
is worth setting up the accounts with recovery methods and it may also be advisable to establish a rule or policy
to make it clear that all committee
accounts and records must be handed over when the committee changes.
MESSAGING GROUPS & FACEBOOK GROUPS
Next, it is not uncommon for allotment sites to set up a private social media group or messaging groups such as WhatsApp groups or Facebook groups. Instant messaging like WhatsApp can help spread information quickly to tenants based on the instant nature of the messages. Both instant messaging and private groups can also be a great way to build on a friendly community as plotholders can share advice, organise event days, etc.
The key piece of advice that the NAS would offer for setting up such a group would be for the committee to set up an account in the association’s name with a general committee/association address rather than leaving it to a member to set up the group. The issue that could arise (particularly if the group is tied to an individual’s personal account) is that the one person who has administrative rights over the group could pass away, leave the allotments, etc. To help
avoid the awkward situation that this would leave the group in, it is worth setting up security measures such as two-factor authentication to help the committee regain control of the group if access is lost. Another issue that the NAS has been made aware of in the past is plotholders, or even completely separate third parties, setting up groups that are unrelated from the main group established by the committee.
It is recommended to make it clear to tenants as to which group is the official one, so that they are aware as to where information may be posted and to help avoid issues like scams.
There can be pros and cons for each method
TO SUMMARISE
Many associations choose to use multiple communication methods rather than stick to just using one. It is best for committees to consider what methods would be best to fit the needs of your plotholders. For example, if you have a fairly large membership, it may be more impractical for you to consider posting letters based on the administration time and cost implications. It is important that no matter what methods you choose to use, that absolutely all members have access to the information via one of the methods at least.
THE DIFFERENCE BETWEEN CLOSED GROUPS AND PUBLIC SOCIAL MEDIA PAGES Allotment associations may consider other social media accounts such as Facebook
pages, Twitter/X or Instagram. These are
public platforms designed to promote and communicate publicly. They are more driven
by the content that the account holder posts, rather than being closed community spaces.
One way to think of the difference in the social media platforms is that a Facebook group, What’s App group or similar can be like a closed room with a small group of people that can all easily converse together. In contrast, Instagram pages, Facebook pages, Twitter/X and similar, are more like standing on a stage in front of
a huge crowd where you can project your message easily to everyone.
This is great for sharing good news, drumming up support and engagement for fundraising events, promoting your allotments to the public and raising awareness of the benefit
of allotments as a whole – but not a good functional method of communication between the committee and plotholders.
10 Allotment and Leisure Gardener