Contact details

Question

Hi everyone
We have run an allotment association with a trusted councillor. He has kept all the personal details private due to hidden agendas within the PC. A new clerk has now asked for the contact details of all allotment holders. What information must the allotment holders supply. All allotment rent invoices are sent to email addresses and paid via bank transfer. TIA

Answer 1

If your clerk has also been appointed as your RFO then they should be provided with the full information (names, addresses, when paid, how much paid, outstanding monies etc etc).  How else can they keep a proper account of the council's affairs.

Answer 2

Could you just clarify…..

When you say “we” run an allotment association….

Do you mean you are a member of an allotment association?  Are YOU a Cllr on the PC and  an allotmenteer or just a party to the allotment association?

It is entirely inappropriate for an allotment association to have a direct liaison with a single Cllr - whether trusted or otherwise.  No individual Cllr should act other than directly delegated by the PC and even then not as a single point of authority - that actually IS the role of the clerk  

The allotment association should have a ‘relationship’ with the whole corporate body of the PC via the proper officer. 

It is the clerk that should be issuing invoices / checking payments (if that is the arrangement) but certainly not an individual Cllr.