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

COMMITTEE
Meeting held on 14 June 2017 in the Ted Allen room
In Attendance: Mike Cobley (MC)(Chair); Carole Pamphlett (CP)(Treasurer.); Roger
Glanville (RMG)(Sec.); Lin Norman (LN)(Dep. Chair); Chris Wilson (CW); Hazel Upton
(HU); (KD); Keith Rowland (KR); Jenny Stevenson (JS); Marcia Dorey (MD).
Apologies:, Rod Cooley, Nic Hale, Frazer Gordon, Jim Machin, Peter Hicks, John Myers,
Keith Davison, Albert Callaewert.
Minutes of the May 2017 meeting.
1
The Minutes of the May meeting were approved as a true record by those present.

Matters arising:
1) KD to contact Tiv Green regarding disposal of Stock plots material. Ongoing, RMG
understood KD had not been able to make contact so far. JS advised she did have the
phone number and would email KD.

2) HU to discuss with MC the use of PH rotovator by Tom C-M to do AB55 plot. In progress,
however MC advised the cultivator in question was currently away for repair.

3) LN to write to Joe Payne to emphasise need for safety measures to be put in place on
PH68 pond. Discussions have been held and are ongoing. It was likely though that a rope
barrier would be adopted. A mesh surface barrier was also being considered which was cut
to fit and placed beneath the surface. Costs were around 150 + 6/sq.yard fitting.

4) LN to include a note on May email asking members to contact individual Committee

members by email rather than respond to the generic SHAGS email address. Completed

5) RMG to issue revised Election of Officers schedule prior to AGM. Completed

6) RMG to inform Mark Sanders of Committee approval of metal shed in green or brown.
Completed

2. Changes to Rules
2.1 RMG explained that following rejection of the draft changes to Rules at the AGM MC and
RMG had embarked on yet another re-write following more closely the recommendations of
Graham Hulme, our consultant. This draft again showed changes in Red and had been
circulated to the entire Committee the previous day. RMG acknowledged the short notice
however had received a response from 3 members not present who had accepted this latest
draft.
RMG then went over the individual changes item by item and RMG/MC asked the meeting to
approve this further draft.
Minutes of June 2017 SHAGS Committee Meeting
 CP drew attention to the new wording which included mention of the 15 admin fee.
Previously the Committee had decided on the value of the fee but having the fee in the Rules
meant any subsequent change would require AGM approval.
CW queried 5a) the second sentence and asked why only new members should have to
contact the Site Rep in difficulty and it was agreed to delete the word new.
In particular Re Rule 10 (Structures) RMG explained that the table detailing permitted
dimensions of Sheds, Ponds and Polytunnels had been moved and now appeared at the
beginning of the respective Appendix sheets. This was felt to be clearer and improved
spacing.
2
RMG explained Rule 11 (Officers) now included a new section (11b) covering Site Reps
being members of the Committee and their length of term. LN asked why they should be ex
officio and after discussion, it was agreed to delete this term.
Also, a new Annexe 1 has been created, as recommended by GH to set out details of the
Appeals procedure to be introduced. RMG explained an approach had been made to HGC to
adjudicate, but only the previous day had a reply been received and even then HGC
expressed reservations, and it was agreed to go with the original wording thereby keeping the
procedure in-house and continue discussions in the background with HGC. (Action RMG)
LN was concerned that at an EGM an appellant might produce several members who might
support their case however it was anticipated enough Committee members might be present
to resist such a move.
The final point regarding the production of new evidence at an appeal was discussed further
and it was agreed to re-word the expression .will new oral evidence be permitted
After consideration, the Committee agreed to accept this draft with the amendments
discussed and it was recommended that this version be sent to Carl Cheevers for final
comments. (Action RMG).
3. Finance
3.1 See Reports Summary: CP indicated that very little activity had taken place this month.
The grant cheque for 2835 had been received from HTC.
CP had only received one H & S check list and CP asked Site Reps to send theirs through
asap and if it was not completed during the May inspection, CP asked for it to be finalised at
the July inspection. (Action Site Reps)
4. Site Matters
4.1 Site Reps reports: See Reports Summary. RMG thanked all Site Reps for sending
through the reports this month.
Of special mention was that in the continued absence of a Site Rep at OR site, Rod Cooley
had indicated he could no longer supply a report re the site situation.

Minutes of June 2017 SHAGS Committee Meeting

 4.2 Pond Safely: MC reiterated that a rope barrier was being considered for the PH pond and
that the mesh option was also on the table (see Actions 3 above) however the rope barrier
was preferred along with relevant signage.
4.3 CF27 update: (See Actions 1 above)
4.4 HR Rats: MD had reported the rats situation had now been resolved in that the source of
the problem had been found to be a nearby resident. (See Reports Summary)
5. Lettings:
5.1 Update: See Report Summary. RMG covered the report JM had submitted which
confirmed vacant plots had reduced by 3 to 31.5 and the let ratio had increased to 93%. 3

6. Machinery
6.1 Machinery update: MC summarised the current position; 3 machines had gone to Tim
Wall for repair and machines generally were not being looked after at present by plot holders.
No petrol was on PH site.
MC/KD had met with TW to look at a possible ride-on option for CL site. A second-hand
mower was coming in and will be reviewed. Stabling was an issue though.
7. Projects/New Developments:

7.1 AB Shed: Roger White was in charge of purchasing the new shed. HU advised AB plot
holders had been notified the old shed was to be demolished and it was necessary to clear
any tools from it. A new base would be necessary and at present costings were being
sought before deciding which approach should be taken.

7.2 HR manure bay: MD told the meeting HR site wanted a manure bay and they were
looking at the best site and how to proceed. MD was unsure how to manage the sale of
manure if they could secure alternative supplies as they were unhappy with Atholl
delivering. In addition, MD wished to buy a set of long-handled edging shears for allotment
use to make available to plot holders and dissuade them from misusing lawn mowers.

There were a variety of objections and the Committee decided not to support this idea.

8. Shop

8.1 Update: No report

9. Communications:
9.1 Update: See Reports Summary.
10. Awards:
10.1 Update: See Reports Summary.

Minutes of June 2017 SHAGS Committee Meeting

11. A.O.B.

11.1 Insurance Review: CP confirmed the Societys current policy arrangements were with
Royal Sun Alliance and renewed in Jan 2017. Because of the Court case CP had been
looking at other policies that might improve Trustee protection as the existing policy was
found to be inadequate in this respect.

In addition, the Society wished to cover the Shop and TA Room if possible.

It was agreed to continue looking at the position and look to make a change at renewal. 4

11.2 Manure payments: CP expressed concern about the haphazard way the relationship
with Atholl was conducted. Contact was difficult, a lack of invoices and uncertain delivery
arrangements coupled with a collection and payment process which was open to abuse,
meant that CP was unhappy to continue without the business being conducted on a more
formal basis.

11.3 SHAGS Summer Outing Sept 10: CW advised JM was still waiting for some more
seats to be filled before booking the coach.

11.4 CL Issues: JS asked if David Wain could be approached in the hope that HTC would
continue to fund the cutting of the wildflower meadow in August once the Common had
been cut. (Action MC).

Date of Next Meeting: 12th July 2017 Ted Allen Room

Minutes of June 2017 SHAGS Committee Meeting