MINUTES OF THE S.H.A.G.S.

COMMITTEE
Meeting held on 9 March 2016 in the Ted Allen room
In Attendance: Lin Norman (LN)(Chair); Carole Pamphlett (CP) (Treasurer.); Roger Glanville
(RMG)(Sec); Chris Wilson (CW); Ralph Martin (RM); Jenny Stevenson (JS); Mike Cobley
(MC);
Apologies: Chris Overton, Rod Cooley, Keith Rowland, Nic Hale, Jim Machin, Hazel Upton,
Albert Callaewert.
Minutes of the February 2016 meeting.
An email had been received from Nic Hale pointing out that the date of the March meeting
at the end of the Minutes had not been shown correctly. This will be changed.
Other than this point the Minutes were passed as a true record by those present. Proposed
MC.
Matters arising:
1) JM to follow-up contingency fund re-investment. See Agenda. In view of JM absence
item held over to April meeting.
2) JM to email PH plot holders to make individual or collective manure arrangements. Still
outstanding.
3) RM/CO to liaise with Site Reps on smaller push mower option for pathways. In view of
RM absence item held over to April meeting.
4) RM to establish if Tim Wall planned servicing cost increase for 2016. In view of RM
absence item held over to April meeting.
5) RM/CO to arrange a meeting with Tim Wall to discuss peak time repair response. In view
of RM absence item held over to April meeting however LN was able to confirm a meeting
had taken place and an assurance received that the Society was a priority. One particular
delay had been caused by the need to obtain a part. The point was also made that the
need to collect machines contributed to delay on occasions and if the Society could deliver
machines to Tim Wall time could be saved.
6) LN to confirm the agreement on HC site to /HTC. Completed
7) LN/CO to prepare A4 machinery instruction sheet to be handed out at rental renewal
sessions. Completed
8) CW to review if further rent cards/H & S guidelines require printing. Completed
9) LN to draw up discussion topics for Site Reps meeting. Completed
10) LN to write a letter of condolence to Barry Watts family. Completed

Minutes of March 2016 SHAGS Committee Meeting

2. Finance
2.1 Cash Statement: CP confirmed it had been expensive month with the settlement of the
bill for the PH Toilet refurb plus a number of admin costs mainly for printing. In addition,
further utility bills have been paid. The RHS affiliation charge had also been paid.
CP had also ordered several rolls of weed suppressant fabric chiefly for TW and OR plots.
CW asked if it was realised the material needed to be returned by Site Reps so that it could
be re-used.
2.2 Rent renewal status: The latest weekend had been less busy probably as it was Mothers
Day. So far a total of just over 4500 had been taken in rent.
3. Site Matters
3.1 Site Reps reports: RMG read the OR report received from Rod Cooley but other than
this no others were received this month.
In addition, RC had asked for it to be confirmed that two of the OR plot holders had
volunteered to cover two vacant plots. CP was obtaining sufficient material for these OR
plots and at TW site.
JS spoke about the bees project at CL and the bee keeper was pleased with progress to
date. Last year some 80lbs of honey was obtained and owing to the success a second hive
was being considered. Plot holders at CL were also being encouraged to plant things such
as lavender and borage.
LN also confirmed that Tony Gallow was happy to give a talk on the subject of coppicing at
AB site.
3.2 Site Reps Mtg: LN summarised the recent Site Reps meeting and highlighted the
request for the provision of 6 push-mowers for SA/HR/CL/AB (second machine)/CH and PH
sites. The mowers were priced at some 40, MC had established a source at this price,
plus spare parts for an existing unit and CP confirmed funds availability.
The hope was for a relatively low outlay, usage and potential damage of petrol mowers
might be reduced and the savings in repair costs might offset the purchase/lower
maintenance cost. It was proposed MC proceed with the purchase. (Action MC).
CP reflected that many repairs were caused by nuts becoming loose and assemblies were
lost.
Hazel Upton had also confirmed that manure would be planned to be delivered in the
autumn this year, before the ground became too soft and SRs were to be asked to submit
orders for loads to individual sites early to enable arrangements to be planned.
It has also been agreed that to assist CW in award judging, that SRs would, in effect,
shortlist plots worth judging in order to reduce the time taken in plot assessment.

Minutes of March 2016 SHAGS Committee Meeting

3.3 Heath Close: LN confirmed two of the plot holders had agreed to move to CH site. New
sheds will be erected on the plots and JB had agreed to the individual requests as regards
preparation. Keith Davison was due to meet with one of the plot holders.
3.4 CF27 Appeal: RMG informed the Committee regarding the progress on the dispute with
the CF27 plot holder. The Society had written to confirm the tenancy was not being
renewed and would be terminated accordingly.
In response the tenant had formally complained to HTC about the conduct of the Society
and has also appealed the decision. RMG had acknowledged receipt of the appeal but had
not responded to further demands. Instead the Trustees had agreed it would be preferable
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to pass the matter over to HTC direct and for them to deal directly with the tenant. To this
end a meeting had been held at the site with the Town Clerk, John Bagshaw, to discuss the
situation. JB felt since the tenancy was with S.H.A.G.S. it would be better if the Society
continued to deal with the matter and recommended setting up an Arbitration panel, as
covered by the Societys Rules to hear the case.
Based on JB guidance arrangements will now be put in place to hold the necessary panel.
(Action LN/RMG).
Discussion then took place regarding potential candidates to sit on any panel.
3.5 HR31: LN outlined the situation regarding this plot where the plot holder has now had
the tenancy terminated.
4. Lettings:
4.1 With CO unable to attend no further information was available.
4.2 PH Site: MC reported 4 x full and 2 x half-plots were vacant.
5. Machinery
5.1 Meeting with Tim Wall: A meeting was held recently with Tim Wall (Garden Machinery),
RM and CO to discuss several topics.
Servicing well underway and delivery of machines will be phased over following weeks.
From next week at least one machine will be delivered to each site. Delivery of the new 3
ft. cut width machine is also imminent once it too has been serviced.
6. Projects/New Developments:
6.1 Toilet Refurb: MC reported the refurb was complete apart from painting the door and
attaching new door furniture.
A note of thanks to Mike Cobley was recorded for all the work he has put in during the
project.
6.2 PH Initiatives:
Minutes of March 2016 SHAGS Committee Meeting

Pond:MC advised that a working party was being planned for 13 March to remove the
existing liner, clear the site and lay a new liner. A plot holder has agreed to sponsor a solarpanelled pump to supply a waterfall feature.
Wood Chip: MC had contacted Franks Forestry who had indicated a willingness to deliver
good quality wood-chip to any site on a regular basis. MC will pursue (Action MC).
Other work: In addition, MC had spent several hours clearing brambles from PH61. Hedgecutting was still outstanding and following the meeting with John Bagshaw (See 3.4) the
matter was raised and Site Reps were asked to summarise again site requirements so JB
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can look into it. LN will follow up with email to HTC. (Action LN).
7. Communications:
7.1 Update: RMG read out the short report received from Rod Cooley confirming the
monthly email had been issued, Harp. Garden Soc. visit email issued and the PH working
party flyer re-sent.
8. Awards:
8.1 Trophy update: CW told the meeting a new large shield will be purchased and used first
for this years prize-winner and RG had agreed to exhibit both this and the old shield in the
Shop. CW will also then purchase a small trophy which will then be given to the prizewinner to keep.
LN also planned to contact HTC to book the hall for the Awards Evening (Action LN), and
CW confirmed she has prepared a list of tasks to be covered leading up to the evening to
ensure nothing is overlooked and for anyone taking over the role.
9. A.O.B.
9.1 Hedgehog Warning notices: Site Reps were asked to take a quantity and put one on
each noticeboard and on water posts. Also on any areas of netting to make the plot holder
aware.
9.2 Garden visit: RMG told the meeting an email had been received from Jim Machin
publicising two proposed garden visits by H.G.C. and separate visits of our own. Audley
End and Hyde Hall/Beth Chatto Garden were possible locations. (Action Jim Machin).

Date of Next Meeting: 13th April 2016 Ted Allen Room

Minutes of March 2016 SHAGS Committee Meeting