Tuesday, 22 May 2018

MAY MINUTES


Please remember our blogsite at http://abas2014.blogspot.co.uk

Minutes of the May meeting of Abas - May 15th at 8.00 p.m. at Astley Bridge Cricket Club

Present: 22 representatives from 9 sites

Minutes of the April Meeting The Minutes having been posted on the Association Blog-site, and there being no corrections anyone wished to make or any points anyone wished to raise the minutes were adopted as correct.

Matters Arising
  1. No society had yet received an amended OMA from Malcolm Russell.
  2. Some societies had received responses to their March or April monthly reports.
  3. Matters relating to the Greater Manchester Spatial Framework were covered later
  4. Abas had received no copy of the Allotments Budget 2018/19 or an updated “Refresher Monitor”
  5. Clammerclough - Representations had been made to Allotments about vacant / abandoned plots at Clammerclough. The matter now appeared to have been resolved – 2 plots having been let, one awaiting a response to an offer and a fourth declared unusable.
  6. The date for the Awards for All training had been confirmed as June 11th.
  7. There was no feedback on sites wanting to bid for grants for composting toilets, this must await the training session on June 11th. 

ABAS Membership
A number of societies have still not yet paid their annual subscriptions to the Association.
Current membership still stands at 399 plot-holders.

Bolton Allotments Competition 2018

The Fairhurst, Greenhalgh, New Tenant and Rosebowl Competitions will again be run by ABAS in 2018
Judging Criteria are available
First Round Judging will take place in in week commencing 25th June
Second Round Judging will take place in in week commencing 23rd July
Additional information has been placed on the blog-site

The Annual Vegetable Show will be held on Saturday 4th August at Trinity Church, Tonge Fold
There will be 25 Vegetable Classes and lists and schedules will be available
Members are reminded that the Treasurer (Terry Farrell) is happy to give short talks on Showing Vegetables if societies want this. He has already given one such talk.

NWCAA
Please note the new NWCAA email address:
nwcallotmentassociations@gmail.com
The NWCAA website is www.northwestallotments.btck.co.uk
Please visit their website to sign up for NWCAA Newsletters

NAS INSURANCE SCHEME
A Q&A page on the new Allotmenteer Liability Insurance Scheme was published on page 8 of Issue 2 2018 of Allotment and Leisure Gardener. Societies associated with the NAS should get this magazine.
Key Points
· The insurance does not cover husbands/ wives / partners / “buddies” unless they are individually members of their society and have paid their own “affiliation” fee
· There is a £100 excess on the policy
· If your society hasn’t got you on the list they send to the NAS, then you aren’t covered. No details on mechanisms for updating lists during the year as new members join and old members leave.
· Individuals will need to give permission to their Society to contract into the scheme on their behalf. Your name, address and email address will be passed to the National Allotment Society and then to Shield. You will receive personal confirmation that you are a part of the scheme from Shield.
· You will need to re-contract into the scheme each year.
· You can be insured whilst still opting out of any direct contact with Shield.
· When you receive you confirmation from Shield you will be asked whether you wish to receive information about other Shield products.
 You will be covered if someone injures themselves on your plot when you are not there.
· Societies will still need Public Liability Insurance for the Site. The NAS say that this applies only on self-managed sites and that on “direct let” sites (e.g. those in Bolton) the Landlord (in this case Bolton MBC) are responsible. Bolton MBC have always refused to provide public liability insurance to societies. In discussion it was felt that any local authority “cover” would only relate to the ‘public’ areas of sites. Societies will still need separate cover for events and activities. Whether the OMA might be interpreted as making the site “self-managing” is a moot point, which we shall take up with Allotments. Advice is that societies should continue their current arrangements.

The general feeling of the meeting was that the scheme does not replace current arrangements made by societies – it may have some value but don’t discontinue any other provision at present.

More Information is available directly from the NAS

GDPR
General Data Protection Regulations come into effect on 25 May 2018.
They affect anyone who collects personal data in the running of their organisation.
This covers allotment societies and Abas.

The Steps to comply are:

  1. Conduct a Data Audit
  2. Make everyone aware of Data Security Issues
  3. Have a Data Policy
  4. Tell everyone on whom you hold data, what you hold.
  5. Issue a Privacy Notice
  6. Check Data Security

Data Audit
WHO – are we holding data on?
WHAT – data are we holding?
WHERE – is that data being kept?
WHEN – for how long have we held / are we holding that data?
WHY – are we keeping this data? What are we using it for?

We might add – HOW – do we collect that data and from where?

As an example Abas currently holds name and email address for all those who attend the monthly meetings and who put their email address on the attendance sheet. These are used primarily for issuing calling notices and bulletins. The original data is held on paper and the email addresses as part of our ISP provider’s standard “contacts” folder.)

The question of the status of “Waiting List Data” – which is supplied to OMA Secretaries by the Council – was raised – abas will seek to clarify this with “Allotments”

AWARENESS & POLICY
Make sure that all those involved are clear about the policies and procedures of the Society in respect of the collection, storage and use of personal data on members (and others if relevant).

On Policies –
The NAS suggests that Societies should produce a system flowchart which sets out all the processes relating to the secure collection, storage and use of data. Abas is working on a policy statement (which does not yet contain a process flow chart) draft copies of which were be available on the night.

Consent Form

You need to be able to prove that you have permission from the people on whom you are holding data to hold that data. And use it for specified purposes. This is the “opt-in” or consent policy.
You need a signed hard copy.
Abas had produced a draft form which was available on the night, and which has since been used to gain consent.

Communication / PRIVACY NOTICE

By law (under the GDPR) you must tell people about the data you hold on them and what you will do with it. YOU MUST JUSTIFY THAT USE. You must also issue a privacy

A Privacy Notice can be on a website, on paper, sent by email or even presented verbally. Choose the method that is most appropriate to you audience.
(ABAS has put its Privacy Notice on the blog-site)

The Privacy Notice

Under the GDPR the notice must (in clear, concise and accessible language)

  1. Identify who controls the data
  2. Explain the purpose you are holding the data, the legal basis and justification for holding it
  3. Identify any other entity that the data might be sent to
  4. State if you intend to transfer information to an organisation outside the EU
  5. Say how long the information will be stored
  6. Explain people’s rights to:
  7. Be removed from the list
  8. See what information you store about them
  9. Have their history deleted
  10. Change details

ABAS HAD A DRAFT PRIVACY NOTICE AVAILABLE AT THE MEETING AND IT HAS SINCE BEEN POSTED ON THE BLOG-SITE

SECURITY
It is your responsibility to make sure any data is safely stored.
If stored on a computer that computer should have security software that is properly installed and regularly updated. You may wish to review encryption.

As earlier stated go to “Allotment & Leisure Gardener for more information or go to www.ico.org.uk (information commissioner)

GM SPATIAL PLAN
Jeff Gibson represented Abas at a meeting at Tindall Street Allotments (Eccles) – also present were Steve Dennet (Mayor of Salford), Don Booth (Salford Allotments Federation), Steve Dennison (Salford City Council Allotment Officer), Cllr Michelle Barners (SCC) and two members of Salford Allotments Federation. Representatives of Salford and Bolton MBCs attended.

No other Boroughs sent representatives and NWCAA were not present.

Paul Dennnet gave a resume and said that the revised GM Spatial Plan will be issued in June 2018.
This will be followed by a further period of consultation (12 weeks).
Paul Dennet mentioned that there could be delays in implementation of the final GMSP due to staff reduction in GM Councils’ Planning Departments

It was pointed out that Bolton now has some 400 people on its Allotment Waiting List. Data on other Councils’ waiting lists was not available.
It was again emphasised that the GMSP should include provision of 5000 sq mtrs of allotment space for each 1000 new homes built.

For further information
GMSFconsultation@greatermanchester-ca.gov.uk

WHAT’S ON IN 2018?

Abas will continue to maintain the section of the blog site that highlights events being organised at or by allotment groups within Bolton (and possibly further afield).

MEMBERS WERE REMINDED TO TELL US OF ANY EVENTS THAT THEY ARE PLANNING OR THAT THEY THINK WILL BE OF INTEREST TO PLOT-HOLDERS

GRANTS ETC.

The initiative to get more money into our allotment provision will begin with a training session on Awards for All to be held (6.00 p.m. to 8.00 p.m.) on June 11th at the Hub in Bolton Town Centre (a calling notice has been issued)

Lesley Turner, Bolton MBC is preparing a ‘flyer’ which will give more details of venue, content, timings etc. Places will be limited and we may have to restrict attendance to one person per member society, but we’ll push for more.

Awards for All grants are up to the value of £10k.

OUTSTANDING ISSUES

So far as we know the principal outstanding issues from the previous meeting have been covered in previous sections

MEMBERS WERE REMINDED TO PLEASE MAKE SURE ABAS ARE INFORMED AS TO ISSUES THAT THEY FEEL NEED RAISING AND RESOLVING

ANY OTHER BUSINESS

The meeting noted that the problems in restoring a water supply to Tonge Fold Allotments (ongoing since Easter) were now resolved.

The minutes of all meetings are posted on the blog site as soon as possible after the event, we also post any other information we feel relevant to our members’ concerns

http://abas2014.blogspot.co.uk

It was suggested that a good use of any monies in the budget freed-up as part of cost savings initiatives might be to arrange a once-yearly waste collection from each allotment site. This suggestion has been transmitted to “Allotments”.

MEETINGS SCHEDULE

The following meetings are planned

Monday 11th June (this may be replaced by the Awards for All Training Session – whether there will be a separate business meeting of Abas or whether we will just issue a bulletin remains for discussion)

Monday 9th July
Monday 13th August
Monday 10th September
Monday 8th October
Monday 12th November (THE AGM)





Saturday, 19 May 2018

GDPR CONSENT FORM


Abas Confirmation of Details Form 2018



A new General Data Protection Regulation (GDPR) becomes law on the 25 May 2018.

This law is aimed at protecting your personal data. Therefore, Abas will need your written consent to communicate with you by usually by email but occasionally by telephone, or text.

Please complete and return this form as soon as possible but before 25 May to the secretary, marking the envelope GDPR.

You can type into the document on screen and save it with your initials or group name at the end. A copy of Abas’s Privacy Notice document has been attached to this form, and will also be posted on the abas blog-site at http://abas2014.blogspot.co.uk . Please read the Privacy Notice document before providing your consent.

NAME(S): . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

(Please write your name(s) and the name of the group

ADDRESS: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .


. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

TITLE/S (Mr/Ms/Dr/Prof etc) . . . . . . . . . . . . .

TELEPHONE: (Home) . . . . . . . . . . . . . . . . . . . . . (Mobile/Other) . . . . . . . . . . . . . . . . . . . . . . .

EMAIL: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .                            Date. . . . . . . . . . . .                

I give Abas permission to use my contact details, for Abas use only, as detailed in Abas’s Privacy Notice.

I consent to you contacting me by the following: (please write the names of individuals representing your group and the group name and either type YES or tick appropriate modes):

NAME                                                                             EMAIL    TEXT   PHONE    POST

................................................................................


................................................................................


................................................................................


Please see Abas’s Privacy Notice at http://abas2014.blogspot.co.uk



Completed forms can be returned to:

The Secretary. ABAS, 24 Hazelwood Rd., Bolton, BL1 6ER email: boltonallotments2014@yahoo.co.uk

Thank you for completing the form

ABAS PRIVACY notice


ABAS - Association of Bolton Allotment Societies 







Privacy Notice 2018



An individual’s confidentiality is protected by the Data Protection Act and, from 25 May 2018, the

General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) and the Privacy and

Electronic Communications Regulations 2016 (PECR).



1.      Data Control at abas is exercised through the Executive Committee (Secretary, Chair and Treasurer).



2.      The primary data stored in electronic form is a list of email addresses of member Society representatives.

This data is stored as part of our ISP’s standard contacts folder. (This is under review.) This data is primarily collected through the Attendance Lists created at each Abas monthly meeting. The forms used at meetings will be amended to state that by providing an email address an attendee is agreeing that their data may be recorded and stored for contact purposes.

This data is used to enable Abas to communicate with members through calling notices and bulletins. (From May 25th 2018) all communications will use the BCC “blind copy” option.)



3.      Some data (the original Attendance Sheets and Membership Application Forms) is stored in paper format. These are essentially for historical purposes and occasionally for contact data in emergency.



4.      Abas will not share any of this data with any other organisation whether within or outwith the EU. (Except where legal requirements force that sharing or where the subject of the data agrees (e.g. in a grant bidding situation).



5.      Information will be kept until:-

        I.            The data subject requests it be removed

      II.            The Society for whom the data subject has been a representative requests that the data be removed from the circulation list

    III.            The Society for whom the data subject has been a representative ceases to be a member of Abas



6.      Any individual can (on proof of identity) either by post to the Secretary or by email to (boltonallotments2014@yahoo.co.uk):

        I.            Request that Abas erase any information held on them

      II.            Request to be told what information Abas is holding on them

    III.            Request changes and corrections to any data that Abas is holding on them.



Version 1.0– May 2018


NEW ALLOTMENTS

From the Bolton News Saturday 19th May 2018


Thursday, 10 May 2018

SUPPLIES OF CHIP AND LOG


To all site secretaries - Received via Settle Street Site

Hi

We work in partnership with Bolton At Home doing Tree

Maintenance. We have wood chip and log available should

you be interested.

Please call me if you would like any delivered, this is free

of charge

Regards

Ann-marie

Ann-marie Stevens

Contract & Tree Administrator

Glendale 

Bolton

UNIT 13 Burnden Business Park

Bolton

BL3 2RB off Raikes Ln.

01204 869 664



Friday, 13 April 2018

RECENT POSTS

PLEASE NOTE THERE ARE THREE NEW POSTS ON THIS BLOG SINCE THE APRIL ABAS MEETING 

THEY ARE 

CVS TRAINING 

COMMENTS ON THE NAS INSURANCE PROPOSAL

MINUTES OF THE APRIL ABAS MEETING 
(these minutes also include the updated "What's on?" information - we are hoping to place a What's On Notice Board on this blog in the next week if time permits)

CVS TRAINING EVENTS

Bolton CVS are running the following events:-

All courses run at The Hub, Bold Street, Bolton. BL1 1LS.


Bolton CVS will be taking it’s training programme out into communities across Bolton. Courses including how to set up a new group and roles and responsibilities of a management committee are some of the topics we will be offering  local communities.
In addition to our courses offered at The Hub, we would like to come to your community and deliver the training on your doorstep.
Keep an eye our
training page for further details, if you think there is a need for training in your own community then please e-mail us on training@boltoncvs.org.uk   



Community Fundraising - Hints and Tips
17th April 1:00pm - 2:30pm

Community fundraising usually involves activities in your local neighbourhood to raise money for your good cause and have the added benefit of bringing people together, making local connections and having some fun at the same time.
Free course.
For more information: 
https://www.boltoncvs.org.uk/civicrm/event/info?reset=1&id=452  



Co-design, Tools and Methods
19th April 10:00am - 12:30pm
Do you need some co-design tools, methods and experiences to make co-design work for you? This in-depth session will equip you with confidence and activities to embed co-design processes within your work.
Free course.

For more information:  https://www.boltoncvs.org.uk/civicrm/event/info?reset=1&id=421  



Good Practice Seminar 2 Volunteer Recruitment
25th April 11:00am - 12:30am

This informal seminar will enable you to demonstrate an understanding of how to recruit volunteers and the different methods available, understand the importance of using consistent processes and ensuring these are different from that used for paid staff.
Free course.

For more information: https://www.boltoncvs.org.uk/civicrm/event/info?reset=1&id=445   



Safeguarding Adults at Risk - Train the Trainer
25th April 12:30am - 4:30pm

This Train the Trainer course is suitable for staff and volunteers including management committee members and trustees. Please note * Places are limited to 2 per organisation.
Full Members FREE
Non-Members and Associate Members £30
For more information: 
https://www.boltoncvs.org.uk/civicrm/event/info?reset=1&id=459



Writing a Strong Bid: Health and Wellbeing Community Investments
9th May 10:00am - 12:30pm
The session is also suitable for anyone working on funding applications for a wide range of other Charitable Trusts dealing with Health and Wellbeing.
Free course.
For more information:  https://www.boltoncvs.org.uk/civicrm/event/info?reset=1&id=438  
NB THIS IS NOT THE ABAS / BMBC TRAINING EVENT ON AWARDS FOR ALL


Story Telling for Social Value
11th May 10:00am - 4:00pm
Due to the popularity of our last Storytelling training and the great feedback from the attendees we are delighted to welcome back Geli Berg to deliver this one-day Storytelling for Social Value course. This interactive workshop will help you write case studies with personality, compelling funding applications and insightful evaluations.
Full Members FREE
Non-Members and Associate Members £30
For more information: https://www.boltoncvs.org.uk/civicrm/event/info?reset=1&id=460



Making the Most Difference - An Introduction to Social Value
22nd May 12:45pm - 4:15pm
This half-day workshop is designed to help you develop a practical understanding of what social value means for your organisation and help you to make a start or continue on your journey in delivering social value.
Free course.

For more information:  https://www.boltoncvs.org.uk/civicrm/event/info?reset=1&id=464  



Good Practice Seminar 3 Volunteer Policies & Processes
23rd May 11:00am - 12:30pm 
To help volunteer involving organisations to consider the appropriate policies and procedures to use in their volunteer programme.
Free course.

For more information: https://www.boltoncvs.org.uk/civicrm/event/info?reset=1&id=446 



Good Practice Seminar 4 Supporting Volunteers
27th June 11:00am - 12:30pm 
This informal seminar will enable you to demonstrate an understanding of supporting volunteers, why it's important to support volunteers, what issues could arise and how to respond.
Free course.
For more information: https://www.boltoncvs.org.uk/civicrm/event/info?reset=1&id=447  



Good Practice Seminar 5 Recognising and Developing Volunteers
25th July 11:00am - 12:30pm 
To discuss good practice in relation to providing recognition and development opportunities for your volunteers.
Free course.

For more information: https://www.boltoncvs.org.uk/civicrm/event/info?reset=1&id=448  



Good Practice Seminar 6 Including a Diverse Range of Volunteers
5th September 11:00am - 12:30pm
This seminar will give you the opportunity to share good practice regarding including a diverse range of volunteers in your organisation.
Free course.

For more information: https://www.boltoncvs.org.uk/civicrm/event/info?reset=1&id=449  



Emergency First Aid in the Work Place
10th September 9.30am - 4.30pm

This one-day course is a fun-packed training day where practical participation is essential – so come prepared to get down on the floor and act out injuries! This exciting course has been developed to help learners retain information better by relating it to individuals work space and everyday life. On successful completion of the Emergency First Aid course each delegate will receive a certificate which is registered with the awarding body.
Members £55
Non-Members £65
  
For more information: https://www.boltoncvs.org.uk/civicrm/event/info?reset=1&id=461



Good Practice Seminar 7 Assessing and Developing Your Volunteer Programme
3rd October 11:00am - 12:30pm

An opportunity for you to learn and share good practice around how to assess and develop your volunteer programme.
Free course.

For more information: https://www.boltoncvs.org.uk/civicrm/event/info?reset=1&id=450 



For more information on upcoming Training Courses and to book onto a course please visit: http://www.boltoncvs.org.uk/training

If your group is a full member of Bolton CVS with an income below £25,000 you may be eligible for one of our Big Bolton Fund Training Grants which cover up to 80% of the cost of our non-accredited courses. To apply for one of our training grants please visit: http://www.boltoncvs.org.uk/big-bolton-fund-training-grants