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

COMMITTEE
Meeting held on 12 September 2018 in the Ted Allen room
In Attendance: Mike Cobley (MC)(Chair); Carole Pamphlett (CP)(Treasurer.); Roger Glanville
(RMG)(Dep. Ch.); Peter Hicks (PDH) (Secretary); Keith Rowland (KR); Fraser Gordon (FG); Dominic
Houlihan (DH); Chris Wilson (CW); Chris Overton (CO); Alan Stevenson (AS); Jane Keech (JK); Marcia
Dorey (MD) and Keith Davison (KD).
Apologies: Linda Gahagan, Roger Gillett, Irene Boogerman, Albert Calleawert, Rod Cooley, Jim
Machin, John Myres.
Mike Cobley welcomed everyone.
Co-opting of new Secretary.
1
Proposed by RMG, seconded by FG and carried by vote: Peter Hicks was co-opted onto the committee
as the new Secretary.
1. Review of minutes from July meeting
The minutes of the July meeting were approved as a true record by those present.
Matters arising: MC requested any suggestions for a Lettings Officer to assist Jim Machin whose
workload is increasing.
2. Finance
See Reports Summary: CP circulated the costs for the year to date compared to the budget for the year.
We haven’t spent very much on repairs this year because CO and AS having been doing a lot of the
repairs themselves.
CP asked CO and AS to look into what machinery is still needed as the Machinery Purchase budget is
largely unspent.
KD said he would notify CP of the cost of fox-fencing for Churchfields, but it would not be a lot.
MC confirmed that the Projects budget is provided by the council. We bid for funding for site projects that
we have identified as being required. Perimeter fencing would be covered by this funding.
CP will be sending out forms for site reps to request funding as part of the 2019 Annual Plan. Forms to be
returned by Tuesday 2nd October as CP’s timetable requires the Annual Plan approved in the October
meeting.
3. Site Matters
Site Rep’s reports: See Reports circulated.
MC reported that the Co-op car park is being resurfaced on 9th and 10th November so we will have no
access to Churchfield site for those two days.
MC asked how many Site Reps has completed August inspections. There was some confusion about
when inspections should be undertaken, so MC confirmed that inspections should be undertaken in May,
June and August in order to identify plots that need attention so that letters can be sent to plot-holders if
an when necessary. (Action: MD to send information to PH regarding William Say who may or may not
have had a letter sent this year).
CP pointed out that keeping a record of which plot-holders receive letters regarding cultivation helps when
sending out rent renewal letters, avoiding the implication that receiving a rent-renewal letter is acceptance
of a plot-holder’s cultivation levels the previous year.
CP reminded site reps to complete H&S check as soon as possible. (Action: Site reps.)


Manure Revenue
CP said that the revenue from plot-holders just about covered the cost of providing manure.
DH said that Cross Lane charged £1.50 per barrow, which was less than the £2.00 that Piggotshill charge.
CW said that Sibley Avenue don’t provide manure because of the difficulty of collecting payment, and the
unfairness of those plot-holders who pay subsidising for those plot-holders who don’t. AS pointed out that
a barrow-load is an imprecise measurement with which to calculate payment.
After much further discussion no agreement was reached on how best to collect money from plot-holders
in order to cover the cost.
4. Lettings
JM had sent an e-mail advising that the letting percentage was now up to 94.8%, which is the best result
since December 2016. CP pointed out that while lettings percentage is up, income value is down so2while

we are letting more plots we aren’t charging the full rate for more of them than previously. RMG pointed
out that the council concentrate on letting percentage rather than income value.
5. Machinery
CO reported that it had been a good year. There were problems with the new Atco AL-KO mowers,
because the side-chutes kept breaking off. There was discussion regarding the suitability of the design for
allotment purposes, and the value of them given that we have bought six over two years and some
already need replacing. No solution to the problem was reached. MC suggested that CO/AS should talk to
Tim for advice on a better option for allotment use.
Two rotavators were lost last year that have not been replaced, which contributed to the current £900
underspend on the Machinery Purchase budget. CO said that they had decided that the balance would be
best spent on a new, lighter rotavator or tiller and a spare lawnmower to replace any plot that is without
one.
MC reminded everyone that there was a grinding tool and a bench drill now available at the Piggotshill
shed.
MC revealed that shoe polish is currently costing the equivalent of £47 per litre.
6. Projects/New Developments

The Aldwickbury shed has been delivered and is now sitting on its base full of tools.

AS asked about the gate at Cross Lane. MC replied that it was a long-term project as the council need to
be involved so it won’t be this year.

7. Shop

No report was received

8. Communications
There is an update on GDPR which is dealt with under AOB.
9. Awards

CW confirmed that the results have now been published; Irene was preparing the certificates, CW to sort
out the cups. The Hall is booked for the presentation event and CW asked for help on the day with
getting the hall ready. CW asked about Colin Norman helping with the bar, and MC suggested asking
him at unveiling of the Lin Norman Bench on 30th September. The presentation evening is the 12th
October 2018.


CP asked if the council has been informed of our winners in the Harpenden in Bloom competition; saying
that the council don’t ask for a list and we have to proactively provide the council with the information.
CW said she would talk to the council to ensure that they have the correct information. (Action CW)

10. A.O.B.

10.1 GDPR: MC circulated the Privacy Statement that will be available on the website as well as being
incorporated into the application and information pack for new plot-holders. It has been approved by the
council.

10.2 Wayleave Policy: MC told the meeting that the council have changed their procedure for all
wayleaves. The council now charge £25 for any wayleave application, with our £1 charge now being
dropped.

There is an annual review whereby SHAGS will review the council’s list of wayleave holders against3our

list of plot-holders.

10.3 Dogs: MC pointed out that there have been a number of comments by plot-holders about dogs
being brought onto sites without being kept on leads. There have been examples of poo-bags being left
on plots and even dropped into compost bins.

10.4 Harpenden Rise water meter cover: MC reports that Affinity Water sent a meter reader to look at
the cover and consequently said that want £282 to complete a survey on its effectiveness. MC wrote
back to tell Affinity that the meter is not on our land and is not our water meter; all we want is a key to be
able to open the cover and read the meter for them.

10.5 Leaflet: JK brought a mock-up of her leaflet design for approval. After some discussion regarding
amendments it was agreed that PH would send a copy to the site reps by e-mail asking for their
suggestions and comments.

10.6 Lin Norman Bench unveiling is on 30th September at mid-day with a BBQ afterwards.

10.7 Clare Calle of HR21 applied for a shed last July but nothing further had been actioned. The
application was approved subject to the form being submitted. (Action: MD to ensure plot-holder
provides completed application form)

Date of Next Meeting: 10 October 2018 19:30 in the Ted Allen Room