(A personal view by Patricia Short, The Society's Seed Distribution Manager)
When I was first asked to write something about the seed distribution I wondered where to start. Since the work continues for most of the year, perhaps January is the logical answer. This is when seed starts to arrive from members in the Southern Hemisphere. After noting the donor I check the condition of the seed and place it in the refrigerator where it will stay for the next six months.
In February I complete the distribution for the previous year. Once the final date for applications has passed, any seed remaining is sold by weight to those such as Botanic Gardens or nurserymen members interested in buying large quantities of the most common species. Some is given to the Lord Mayor Treloar College where physically disabled students raise plants for sale. This done, the distribution paraphernalia is stowed away in the loft and the house looks respectable for a while.
March is the time to amend the application form if necessary and to prepare copy for the June Journal. This has to be with the Editor by the end of the month so if you've ever wondered why seed is listed when it is not actually available you have the answer. The list is all based on informed guesswork.
Publication of the June journal is quickly followed by the arrival of the first application forms. Large numbers follow during the next few days, sometimes as many as 50 at a time. All have to be logged and filed. After the initial rush, numbers level out at around 15 daily. I'm still child enough to enjoy the postman's visits but I think he feels somewhat differently.
In July, the flat envelopes start to be replaced by little packets. These contain that vital commodity - the seeds. Many of the donors have names that are familiar to me, and personal notes, which are often included, make dealing with these enjoyable. All seed is examined before being put away. Most has been carefully cleaned by the donor, but there are occasional surprises such as the packet which contained not only seeds but also dead ants in almost equal numbers. At one time I would tip seed straight into my hand. I stopped that practice after finding myself holding an unattractive but very much alive creepie crawlie, obviously not suffering from jet lag in spite of a recent air trip.
Next comes the mathematics. Much counting, weighing and studying of orders is necessary to decide how many packets should be made of each variety, and how many seeds they should contain. The seed then goes to the packeters, a band of willing volunteers.
When the packets are completed the allocation begins. I start with the CSE seed. There is never enough of this but I do my best to see that everyone gets some, and not to duplicate numbers sent in previous years.
Once this is done, I deal with the main distribution. First to be considered are the 'special donors'; the small number of perhaps ten or less who send a disproportionately large amount of seed, and the two or three who send a small packet of something really special. After these come all the other donors. Finally, I work my way in order through all remaining applications.
It takes about 100 hours to process all orders. Incorrectly or partially completed forms cause extra work so are left to the end. Please do read the instructions before you start!
I aim to finish the orders in hand by the end of September, after which time further applications are dealt with as they are received. In December any remaining seed is listed again which results in a flurry of second orders.
So, what sort of numbers are involved? In 1994, 745 application forms were received, and 7,003 packets of seed distributed. This was followed by 134 further orders in December with another 1,166 packets distributed. (CSE packets are not included in these figures.)
Nearly a quarter of the applications come from overseas members. In 1994, seed was sent to 25 countries outside the UK and included such diverse places as Argentina, Estonia, Pakistan, Canada, Greece, China, Switzerland and New Zealand.