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

COMMITTEE
Meeting held on 14 September 2016 in the Ted Allen room
In Attendance: Lin Norman (LN)(Chair); Carole Pamphlett (CP) (Treasurer.); Roger Glanville
(RMG)(Sec); Mike Cobley (MC)(Dep. Chair); Chris Wilson (CW); Keith Davison (KD); Keith
Rowland (KR); Hazel Upton (HU); Peter Hicks (PH).
Apologies: Rod Cooley, Chris Overton, Ralph Martin, Nic Hale, Jim Machin, Albert
Callaewert.
The Chair opened the meeting and welcomed Peter Hicks for the first time who had agreed
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to look after the Database and assist with Lettings.
Minutes of the July 2016 meeting.
CW referred to item 2 para 6 and asked for the term plot holders to be changed to
tenancies.
See also 4.1 the word rats changed to rats
In addition, all item numbering was corrected.
With these changes the Minutes were approved.
Matters arising:
1) LN to pursue access entitlement for homeowner adjacent to Piggotshill Lane entrance
with HTC. Awaiting HTC who planned to assess the situation during the annual inspection.
Matter is ongoing. CW told the meeting this matter had been an issue as far back as 1999.
2) LN to pursue Rules and Lettings Agreement review with consultant. Ongoing See
Agenda
3) LN to prepare Society promotion leaflet. Still outstanding.
4) RM to discuss servicing invoice arrangements with Tim Wall. See Agenda. LN will write
to TW to confirm he can invoice for servicing works at any time. (Action LN)
5) LN to follow up with HTC rats issue at HR site. LN had heard nothing further and in view
of HTC stance on the cost of any works LN planned to take no further action. MC
understood the problem may be emanating from the rubbish bins at the Old Bell pub
nearby.
6) RMG to contact Ms Prince to discuss shelter-type structure requested on CF site. See
Agenda
7) LN to discuss further temporary Lettings protocol with Peter Hicks. Completed
8) LN to canvass Site Reps about adopting combination padlocks on sites for a trial period.
MC has since expressed concerns. This proposal had been rejected by Site Reps.

Minutes of Sept 2016 SHAGS Committee Meeting

2. Finance
2.1 See Reports Summary. CP had circulated an updated summary of Income v Expenditure
to date. In particular CP highlighted the shortfall on new machinery expenditure (800)
compared to Plan (2600). Given the 2017 Budget and Plan have soon to be prepared and
submitted to HTC, such a shortfall undermines our application for grant monies.
RMG explained the intention had been to purchase several new machines in 2016 with the
aim of reducing the average age of machines. This would also assist in adding machines as
cover.
In particular TW site required a new mower.

PH asked when money required to be spent and LN confirmed before end 2016. PH also
asked about depreciating provision and again LN confirmed there was none.
HU asked about a guarantee on the AB large mower and RMG confirmed it was unlikely a
guarantee had been supplied however TW was happy to honour repairs.
LN asked CP to request Ralph Martin to speak to Nic Hale as to what is required. (Action
RM/NH). In addition, PH requested a new strimmer and to discuss with MC and RM on
requirements. (Action PH/MC).
3. Site Matters
3.1 Annual Plan: CP confirmed the timetable for SRs to submit bids for items to be included
in the 2017 Annual Plan. As an initial step CP will send the form out to SRs and advise on
the deadline. (Action CP).
HU raised the long-standing issue of the back road renewal at AB site. Given Atholl Harmers
departure MC was now looking to engage a new contractor.
3.2 Site Reps reports:
Churchfield: KD reported the CF30 plot holder had built a step on the allotment side of his
wayleave gate. Although this was not causing obstruction KD asked if a letter should be
written to the plot holder to inform him of the need to remove the step and the wayleave gate
if the tenancy were ended. RMG will write. (Action RMG).
KD asked about whether any further work could be done on CF27 plot however it was agreed
nothing should be done until the pending court action had been finalised.
Piggotshill: MC confirmed a working party had cleared an area as part of the preparation for
the proposed manure pound. The site is now 100% let which leaves no spare plot for the
bonfire on Nov 5th. MC reported the doors on the TA Room had dropped and needed
attention. A quote for replacement of 1300 had been received for uPVC doors however
MC is now obtaining an alternative for wooden doors. Double taps are also planned to be
fitted to all water points on the site.
The tree on the Percy Bradbury plot PH75 has fallen and a replacement will now be
planted. The plot will also now be taken out of rental and treated as a Society asset.
Aldwickbury: HU reported that there were two plots that now needed a tidy-up letter. A
willow tree on the site is also to be felled by plot holders in the winter.
Minutes of Sept 2016 SHAGS Committee Meeting

Atholl will be delivering manure to AB site shortly and HU requires details of any manure
required on other sites. Site Reps should email HU. (Action Site Reps).
HU asked who monitored wayleaves. LN explained the procedure was for us to advise
HTC who update their database. Details are also held on the Society database used to
trigger the charge at rental renewal. CW emphasised only plot holders were entitled to a
wayleave not Associate members.
Sibley Ave: CW reported all ok apart from having found 3 juvenile hedgehogs bodies on the
site and the suspicion is that slug pellets are to blame. An item will be added to the email
warning of the problems and encouraging the use of the environmentally friendly type.
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(Action LN).
3.2 Hedge-cutting update: LN reported she had met with Alison Quinn of EHGC and a joint
letter is to be written to Carl Cheevers Town clerk, urging action. The Society will
continue to specify the works required and say that hedges should be cut back from
headlands and reduce to around 6 feet high. It is understood meetings have been held with
the contractor and hopefully this will draw some action.
July inspection: RMG told the meeting that apart from details of a couple of PH site plots no
other feed-back on the July inspection had been received by him. RMG asked Site Reps to
notify him of any other problem plots. CP also emphasised that unless a problem at the
July inspection had been highlighted it prevented the Society withholding renewal letters
automatically as a result of a plot holder having received two tidy-up letters. (Action Site
Reps).
3.3 Poly-tunnel and shed application: RMG announced two structure applications had been
received for Aldwickbury site: A shed had been applied for on AB44 plot and a poly-tunnel
on AB41.
Re the shed application the plot holder understood the size restrictions and planned to site
it bordering the hedge at the back of the plot close to an existing shed on the adjacent plot.
There would be no shading affect or other issue with such a position. The Committee
agreed and the application was passed.
Turning to the polytunnel RMG advised that there were a number of issues; it was of
concern there had been a lack of crops grown on the plot over the last two seasons, the
structure was requested to be sited on the northern edge of the plot and as such would
shade adjacent plots. Those plot holders had been spoken to and had voiced concern
asking if it could be placed in the centre of the plot.
A further issue was the large conifer on the southern border of the plot, originally planted by
the late Jill Murray, which was now a dominant feature, thus shading the remainder of this
plot.
The Committee agreed that conditions needed to be applied and HU agreed to contact the
plot holder and convey both the Committees concerns and ask what he plans to grow in
the polytunnel and what other crops were planned for the remainder of the plot. If the
polytunnel is not used, he will be asked to take the polytunnel down. (Action HU).
Minutes of Sept 2016 SHAGS Committee Meeting

He would need to cultivate crops during the 2017 season and that the polytunnel would
need to be sited in the centre of the plot away from neighbouring plots.
CW expressed concern about the conifer and argued it should be felled, RMG and LN
agreed and the matter will be considered later.
CP asked that if a shed or other structure were sited on a plot a note should appear on the
database to indicate when it was erected. The Committee agreed and Peter Hicks will look
into this. (Action PH).
4. Lettings:
4.1 In JM absence Peter Hicks had attended the meeting and presented the summary
spreadsheets indicating 14 vacant plots and 11 persons waiting; overall the Society was
97% let. LN asked for the spreadsheets to go to HTC each month following renewed
interest in the subject.
JM had asked that plot holders who took on additional plots be asked to sign a further
Lettings Agreement for such additional plots to ensure they have an Agreement for all plots
they are working. The Committee endorsed this view and JM will now make arrangements.
CP reported that plot rentals were falling below budget because many new lettings had
been on plots which were in poor condition and therefore rent-free.
MC also referred to the lack of cover on Lettings and that Site Reps were in some cases
doing paperwork and asked that the matter be raised at the next Site Reps meeting/
5. Machinery
5.1 Machinery update: It was agreed the relevant discussions had already taken place
under Finance.
6. Projects/New Developments:
6.1 Southdown Methodist Pre-school Shelter application: RMG outlined the latest
discussions with Ms Prince the applicant. RMG had expressed the Committees concern
about setting a precedent and had suggested a compromise of say a pent roof shed with
double doors opening out. A nameplate could even be added to highlight the ownership of
the structure. The structure would nevertheless be outside the current size restrictions.
Alternative locations had been rejected as Ms Prince wanted to use the structure as a
classroom.
After lengthy discussions whilst the Committee was sympathetic there were still
reservations over the consequences of approval and the response of other plot holders. To
move forward it was agreed initially KD would canvass the opinion of all other Churchfield
plot holders and, if agreed by the majority the Society might publicise the matter both on
email and on the website as a pilot-scheme to assess the long-term implications of
Community projects of this nature. (Action KD).

Minutes of Sept 2016 SHAGS Committee Meeting

RMG was also asked to find out from Ms Prince how many children and helpers would be
involved, what would be kept in the structure and the ideal size. (Action RMG).
LN added a proposal would need to be written for further discussions by the Committee
ahead of bringing a motion regarding Community projects before the next AGM.
7. Communications:
7.1 Update: See Reports Summary.
8. Awards:
8.1 Awards 2016: CW reported that the new shield and trophies had been purchased and
engraved. Irene Boogerman was printing the new certificates. A couple of new small
memento trophy options were also handed around and a decision made. CW asked for
assistance on set-up and with the food and CW also requested any photos for display on
the evening.
LN confirmed the mayor had agreed to hand out the certificates.
9. Shop:
9.1 RG had reported business was good and overall the Shop was doing well.
10. A.O.B.
10.1 Rules review update: LN told the meeting that a meeting of the Trustees and MC was
planned to take place on 27th Sept to discuss in detail the proposed changes. LN asked for
any further comments ahead of the meeting and it was planned to then bring those
revisions to a future Committee meeting so that the full Committee could see the changes.
Once a final version was agreed it would then be put before the membership.
11.2 Mr Stock case: LN and RMG confirmed the latest position, in that following receipt of
the court summons. An Acknowledgement of Service response had been mailed to the
court allowing 28 days before the formal response was necessary, rather than 14 days. A
meeting had then been held with Carl Cheevers from HTC, who have also written to Mr
Stock and the previous day, at HTC request, the Society had returned the Defence and
Counter-claim form outlining the basic defence being offered.
This defence will then be tracked within the Small Claims court.
11.3 Mick Matthews: A card was circulated for Mick who had now retired from the Shop.

Date of Next Meeting: 14th October 2016 Ted Allen Room

Minutes of Sept 2016 SHAGS Committee Meeting