Role of a Field Representative

Ever wondered what field reps do – read on…

In common with other roles in HDAA, field reps are full plot holders, not associates, who volunteer their time and energy to help to facilitate the smooth running of HDAA and, in particular, the field that they represent. We recognise and appreciate the time and effort field reps put into helping to make HDAA work. It is important that we aim to reflect the diversity of our tenants in our field reps and we welcome and encourage interest in being field reps from across our tenants.

Field reps are expected to work collaboratively with other field reps and committee members to carry out the following tasks:

  1. Act as a liaison point between tenants on their field, the committee and the wider HDAA.
  2. Be full members of the HDAA committee, attend and participate in a minimum of 8 committee meetings per year, and/or support the work of the committee in other ways. Understand that authority rests with the committee.
  3. Keep the committee informed about the general state of the field and, in particular, report any problems including vandalism, water supply problems/leaks and boundary issues/disputes with neighbours.
  4. Undertake regular checks to ensure that plot holders are abiding by their tenancy agreement, and any other relevant policies published on the HDAA website. To assist the yearly formal plot appraisals/inspections by the committee.
  5. Initiate contact with those plot holders not fulfilling their tenancy agreement and if necessary, alert the committee to the fact that the plot holder is still in contravention of their tenancy agreement and request that the formal neglect process be initiated.
  6. Report any issues arising from the inspection/neglect process to the committee.
  7. Report any disagreements between plot holders that cannot be resolved informally to the committee.
  8. Manage, and or assist with, the field waiting list process and the allocation of vacant plots. Liaise with the HDAA Plot Manager as appropriate.
  9. Where appropriate maintain HDAA notice boards and signs on the field, and any communal tools/machinery.
  10. Recruit other plot holders to join periodic volunteer working party activities to help maintain communal areas on the field eg grass and hedge cutting.
  11. In conjunction with other reps, organise for contractors to undertake work on site that is too difficult for volunteers e.g. tree surgery or clearance of badly neglected plots.
  12. In conjunction with the HDAA Treasurer, develop and update the field budget and ensure that any contracted works are within budget.
  13. Where appropriate act as a contact point for partner organisations which rent plots on an HDAA allotment.
  14. Maintain regular contact with plot holders on their field.
  15. Provide a brief summary of their activity on their field to the committee on an annual basis.
  16. Attend the HDAA Annual General Meeting.