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

COMMITTEE
Meeting held on 14 December 2016 in the Ted Allen room
In Attendance: Lin Norman (LN)(Chair); Carole Pamphlett (CP) (Treasurer.); Roger Glanville
(RMG) Sec.; Chris Wilson (CW); Hazel Upton (HU); Mike Cobley (MC)(Dep. Chair); Roger
Gillett (RG); Keith Davison (KD); Chris Overton (CO); Ralph Martin (RM); Albert Callaewert
(AC); Nic Hale (NH).
Apologies: Rod Cooley, Jim Machin, Peter Hicks, Keith Rowland, Mark Sanders, Melanie
Angus.
At this point RMG informed the, meeting that Melanie Angus had also tendered her 3
resignation from the role at Site Rep for Harpenden Rise site.
Minutes of the November 2016 meeting.
CW expressed concern over the wording of 4.6 and stressed it was not her wish for an
exercise to be commenced to review plot sizes, more her concern plot holders appeared to
misunderstand where individual boundaries lay. It was also agreed the action point for
RMG to add this issue to the January Agenda by removed. RMG will re-word point 4.6 and
re-issue. (Action RMG)
This change apart the Minutes of the November meeting were approved as a true
record by those present. Prop: MC Sec: KD.

Matters arising:
1) LN to pursue Access entitlement for homeowner adjacent to Piggotshill Lane entrance
with HTC. Awaiting HTC feedback

2) LN to pursue Rules and Lettings Agreement review with consultant. Ongoing.

3) LN to prepare Society promotion leaflet. Completed. The Committee agree to accept the
leaflet and LN will arrange for it to be laminated. LN added attention will be turned to the
Information for New Plot holders leaflet.

4) KD to canvass CF plot holders on Methodist pre-school shed application. In progress.

5) LN to include item in Nov newsletter about keeping dogs on leads whilst on sites. Still
outstanding.

6) RMG to add item relating to plot sizes to January 2017 Agenda. No longer required, see
comments under Minutes of the November 2016 meeting.

7) RMG to add item relating to preparation of new vacancy notices for sites showing revised
contact details to January 2017 Agenda. To be arranged.

8) To ensure funds are spent during 2016 financial year, MC/RM/CO to contact Tim Wall
requesting an invoice to be raised covering agreed machinery purchases against which
orders will be issued. Completed

Minutes of Dec 2016 SHAGS Committee Meeting

2. Finance
2.1 See Reports Summary: CP confirmed that expenditure had been geared to fall within
Budget.
CW queried the lack of manure sales income from sites other than PH sites however RG
explained it was not possible to record details from each site. HU was arranging to pay funds
as necessary to Atholl Harmer however this related only to 2015 sales: revenue for 2016
sales were payable to the Society having already been paid for in advance.
CP reported HTC had now paid the rent for the two plots at CF site reserved for ex-HC 3
tenants.
CP reported all was in place to provide HTC with all 2016 financial reports during January
2017.
3. Site Matters
3.1 Site Reps reports:
Aldwickbury: HU expressed concern about the tree surgery and the fact that the damage to
the original branch was still jagged. HU reported Paul Gardiner was planning to send an
Aldwickbury email to AB plot holders with news etc.
RMG also distributed a new Shed Application for AB41 which was approved by the
Committee.
Piggotshill: MC confirmed some hedge-cutting had taken place. LN advised that a request
would be sent to all Site Reps requesting feedback on remaining hedge-cutting still required.
Churchfield: KD enquired about a seed broadcaster as one was necessary to progress the
wild-flower meadow.
4. Lettings:
5.1 Update: In the absence of PH, RMG was able to inform the Committee headline details of
the summary submitted and confirm that the Society was 96% let.
In addition, RMG had been advised a new vacancy at HR site had materialised
5. Machinery

5.1 Machinery update: All new machines have now been ordered. MC understood
machines would be collected for winter storage during December.

6. Projects/New Developments:
6.1 Southdown Methodist Pre-school Shelter application: RMG referred members to the
original letter received and although it was discussed at the November meeting that a
formal proposal be requested, the Trustees, on reflection, considered that this letter
probably constituted as good a proposal as might be expected and asked the Committee to
agree.

Minutes of Dec 2016 SHAGS Committee Meeting

 Last meeting it had already been agreed to sanction a larger size structure i.e. 8 feet x 6
feet, in respect of this proposal only, and RMG asked the meeting to adopt this proposal
and agree the application.

CW queried the style and placement on the plot. RMG confirmed a pent-style with double
doors at front would be suggested and KD confirmed it would be placed on the plot rather
than the headland.

It was agreed RMG write to S.M.P. to confirm agreement. (Action RMG)

7. Shop
3
7.1 Update: RG reported was now closed until Jan 2017. Takings were down in 2016 with
Shop items slow to turnover; in contrast seeds, bulbs compost etc. had sold well. RG had
some ideas to stimulate sales, however it was still possible to donate 500 to Society funds.

LN recorded a vote of thanks to RG for his continued efforts in running the Shop.

RG also confirmed a full stock-take would be held in January.

8. Communications:

8.1 Update: See Reports Summary: RMG read from RC report from this month.

9. A.O.B.

9.1 Site Reps meeting: LN planned to send round some possible dates ahead of a meeting
in mid-Feb. (Action LN)

9.2 HR Site Rep: CW raised the situation following MA resignation and emphasised the
need for an active Site Rep to be recruited, as it was evident both during judging and at the
HTC inspection that the site was beginning to deteriorate.

LN agreed and it would be necessary to write to all HR site plot holders and ask for
someone to come forward, ideally before the upcoming Site Reps meeting. (Action LN)

CP reminded the Committee a new shed had been earmarked for HR site but its
purchase/installation would need input from the Site Rep.

MC volunteered to cover the site for 3 months if necessary.

Date of Next Meeting: 11th January 2017 Ted Allen Room

Minutes of Dec 2016 SHAGS Committee Meeting