MINUTES OF THE S.H.A.G.S.
COMMITTEE
Meeting held on 13 July 2016 in the Ted Allen room
In Attendance: Lin Norman (LN)(Chair); Carole Pamphlett (CP) (Treasurer.); Roger Glanville
(RMG)(Sec); Rod Cooley (RC); Ralph Martin (RM); Keith Davison (KD); Roger Gillett (AC)
Mike Cobley (MC); Keith Rowland (KR); Melanie Angus (MA).
Apologies: Chris Overton, Chris Wilson, Jenny Stevenson, Nic Hale, Hazel Upton, Jim
Machin, Albert Callaewert.
Minutes of the June 2016 meeting.
CP referred to item 4 para 3 and asked for the sentence There have been no claims for
machinery as yet, to change the word machinery to fuel bills. (Action RMG)
Matters arising:
1) LN to pursue Access entitlement for homeowner adjacent to Piggotshill Lane entrance
with HTC. LN informed the meeting HTC planned to assess the situation whilst doing the
annual inspection later in the month.
2) RMG to check AB second hand mower warranty with RM. See under Machinery items.
3) MC to discuss water usage with polytunnel plot holder. MC confirmed that the water
usage of the gravity feed system using a tank had been monitored and found to be less that
would be used watering by hose. LN agreed the results were such other examples might
be encouraged.
4) LN to pursue Rules and Lettings Agreement review with consultant. Ongoing See
Agenda however in order to speed the process up LN proposed that the Trustees meet to
discuss further draft changes which would be overseen by the consultant for a final version.
The Committee was content with this way forward.
5) LN to prepare Society promotion leaflet. Still outstanding.
6) RMG to issue May inspection tidy-up letters. CW will speak to SA site plot holders
directly. Completed. In addition, RMG raised a further instance on TW site where a plot
holder who had formerly taken a plot on OR site but been terminated there, had done little
on the TW plot and Nic Hale requested instant termination. The Committee concurred and
RMG will issue formal Termination letter. (Action RMG).
7) LN to contact Dark Lane resident about tree cutting on site. Still outstanding.
8) RMG to investigate latest Site Rep job description. RMG had investigated and could not
find a later version than that produced in 2010. LN asked all Site Reps to read the
document and to advise if they have any further concerns.
9) LN to contact Peter Hicks about being a temporary Lettings Officer. See under Lettings
item.
Minutes of July 2016 SHAGS Committee Meeting
10). CO to source large funnels and discuss with CP machinery payment issues. LN
confirmed large funnels had been supplied by Nic Hale and were available for collection. As
regards the payment issues, CP explained the assumption had always been made that Tim
Wall serviced the machines over the winter and invoiced us on delivery back to the sites, a
situation which may go back some years. RM however told the meeting the real reason
was Tim Wall only serviced machines just prior to spring delivery back. If the was a cash
flow problem, it was of Tim Walls making. RM will speak to Tim Wall and request servicing
is actually done during the winter and CP is happy to pay invoices as and when they are
received. (Action RM).
11) RMG to issue shed application forms. Completed. RMG had been unclear about one
application and will speak to Jenny Stevenson to clarify. (Action RMG).
2. Report from the Chair
2.1 LN reported to the Committee on a meeting held with David Wain of HTC.
Comments had been made by Emma Payne of HTC that other S.H.A.G.S. sites may not be
registered as statutory allotment land. The Society was aware that OR site was in the
process of being registered however, contrary to information from John Bagshaw, EP now
mentioned other sites were not registered. LN was pressing HTC for a definitive answer.
The HTC grant was approved and the payment was forthcoming.
The annual inspection would take place on August 1 st. Nicola Linacre would lead and DW
has been asked for a schedule of visit to assist Site Reps in being present.
Hedge-cutting was again discussed and further explanatory maps to assist were also
supplied again. DW planning to meet contractors to discuss outstanding issues with both
S.H.A.G.S. and E.H.G.C. sites.
CP confirmed rental collection was now complete at 9140 just short of budget. 5 tenancies
had been Terminated. Any further income will be for re-lets.
Machinery servicing costs for the year has come in just short of 2000. The new secondhand mower has been bought for AB site.
LN asked for a vote of thanks to CP for her efforts in collecting the rents.
3. Finance
3.1 See Reports Summary. CP reported very little activity in the month. Everyone has now
paid for the upcoming outing to Hyde Hall/Beth Chatto. However, CP was unclear if there was a
drop-out list in case anyone wished to contact the Society in the event of JM being unavailable.
4. Site Matters
4.1 Site Reps reports:
Harpenden Rise: MA reported the rats problem had not been addressed and enquired
about the position. LN confirmed the allotment was not the source rats but an adjoining
property. LN will contact HTC again. (Action LN).
One plot has been divided and two new plot holders have now made a start.
Minutes of July 2016 SHAGS Committee Meeting
Piggotshill: MC confirmed one new plot holder for a half-plot. The vacant plot list needs
updating.
LN raised the issue of elderly and long-standing plot holders who, whilst still wanting to
retain the plots were unable to work regularly which, as a result, becomes overgrown. LN
took the view it might be necessary to compel individual plot holders to give up.
RMG suggested this might have to be incorporated in the current Rules review. MA asked
if perhaps a series of mini-plots might be established for such cases.
There was a concern that a number of plots had been taken on by new tenants but with
little or no work and these plots now look worse than known vacant plots where action has
been taken.
Churchfield: KD informed the meeting that progress to renovate the two plots given to the
ex-HC plot holders, was painfully slow and they are not happy. Staff shortages are
hampering efforts.
CF32 continues to need cutting and KD has asked CP to sanction weed suppressant for the
whole plot. This was agreed. No work has been done on CF27. Further levelling of the
flower meadow is planned shortly followed by sowing the seed, for which funds are in the
Budget.
RMG had been contacted by the leader of Southdown Methodist Pre-school, asking if a
summer house could be erected on CF19 plot they rent. RMG had explained the protocol
for erection of structures and commented that summer-houses were not actually permitted.
RMG has sent to out a formal shed application form, pending return nevertheless in view of
the nature of the request brought the matter before Committee.
Apart from not wishing to create a precedent, the Committee was sympathetic to the idea.
RC was concerned about whether any structure might be left if the plot were given up and
RM confirmed the Rules state structures would need to be removed.
MA asked if a shelter might be constructed rather than a shed. This would provide a cover
should it rain. KD felt there was sufficient space at the back of the plot. After discussion it
was acknowledges it was good to have children on the site learning, the precise design of
structure needed clarification and a shelter-type of structure could be considered. RMG
would respond to Ms Prince to convey the Committees thoughts. (Action RMG).
At this point LN asked for a note of thanks to the Site Reps for the work they have
done.
5. Lettings:
5.1 In JM absence LN told the meeting that Peter Hicks has met with JM and Peter Hicks
has agreed to maintain the database, however there remains a large gap in the Lettings
process.
Minutes of July 2016 SHAGS Committee Meeting
One proposal made was for Site Reps to distribute joining packs and keys, there remains
the need for new plot holders to sign up and complete paperwork. LN will speak further
with Peter Hicks. (Action LN).
RMG aired the idea that all sites could be converted to combination locks. This would both
simplify the process and add to security. KD advised that better quality locks would need to
be purchased, perhaps Nic Hale might assist. After discussion it was decided to trial the
idea on a couple of further sites. MC and KR had reservations for PH site and will come
back next meeting with a decision. In the meantime, LN will contact the Site Reps and Nic
Hale. (Action LN).
6. Machinery
6.1 Machinery update: RM reported HR site mower was due back shortly; CL site mower
has been repaired. PH site main mower broken down again and Tim Wall had confirmed
modern mowers are much more susceptible to dirty fuel issues and great care need to be
taken when re-fuelling; hence large funnels with filters. Even putting funnel on the grass
can lead to problems.
RM was unaware of any warranty on the new large mower for AB site but repairs should not
be a problem. RM also had not been told of a further mower breakdown on the site.
7. Projects/New Developments:
7.1 There are no ongoing projects or new developments currently.
8. Communications:
8.1 Update: RC confirmed the monthly email had been sent out, the website had been
altered to include information about the AGM.
RC also planned to add information about the HTC inspection and also planned to ask
members if they could advise him about any errors noticed.
MC raised the ongoing need to appoint deputies and asked if an appeal could be made for
volunteers.
9. Awards:
9.1 Awards 2016: Judging is currently taking place.
10. Shop:
10.1 RG told the meeting business was good and overall the Shop was doing well.
Following recent appeals for help in the Shop some new helpers had come forward which is
important owing to a couple of Shop stalwarts have recently been taken ill.
11. A.O.B.
Minutes of July 2016 SHAGS Committee Meeting
11.1 Garden visit: As KD was going to assist on the day he asked for a list of those going
and an itinerary so that he could count on and off. CP has a list and will forward it to KD
and KD will contact JM to enquire about timings/programme.
Meeting point agreed Plough & Harrow Southdown at 8.10am.
11.2 RHS mass crocus planting: CP had received an enquiry if the Society wished to plant
crocuses in conjunction with the Rotary Club. Unfortunately, the min. qty was 5000 bulbs
and the Committee felt this was too much work and should be declined.
11.3 August meeting: RMG asked in view of holidays if the August meeting should be
cancelled. The Committee agreed and it was agreed the next meeting should be in
September.
MC mentioned the social day planned for Sunday 11 Sept from 2pm, with BBQ
competitions etc.
Date of Next Meeting: 14th September 2016 Ted Allen Room
Minutes of July 2016 SHAGS Committee Meeting
