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

COMMITTEE
Meeting held on 9th March 2022 in the Ted Allen Room

In attendance: Mike Cobley (MC)(Chair); Roger Glanville (RG) (Deputy Chair); Rod Cooley (RC); Jane
Keech (JK); Alex Davis (AD) Jim Machin (JM); Linda Gahagan (LG) Fraser Gordon (FG) Mike Lawford (ML)

Apologies: Carole Pamphlett; Gill Hicks; Marcia Dorey; Roger White, Keith Davison, Geoff Bateman,
Syd Marvell, John Myres

1.1 Action Points from February 2022 meeting:

There were no action points from the last meeting.

1.2 Review of minutes from February 2022

The minutes were approved. 1

2. Finance
See report circulated with these minutes.

In addition to the issues Carole had with HSBC we have also had problems with the Sum Up machine due
to having reached our limit and having to provide extra information for money laundering reasons.
Hopefully this will be sorted in time for the shop on Sunday. Barclays have offered compensation again and
£100 has been credited to our account.

3. Site Matters
See reports circulated with these minutes. RC asked about turning the water on and MC said anytime
now and good to take a water reading to check no leaks.

It has been agreed to give HR a new shed, which has gone up in price since the original quote but does
have a 30-year guarantee; this has now been ordered and there is a 16-week delivery.

5. Lettings
See report circulated with these minutes.

100 people renewed in the first week, then 30 and now waiting to get into the bank account to see the
latest. Seven plots were given up, and some of the waiting lists have been used though we still have quite a
few on HR and CL. AD will work on updating the waiting lists.

A discussion took place on the £1 old style wayleaves, but no changes were agreed. AD also mentioned a
lot of people at the same address with separate plots, who then want to pay once. From an admin point of
view it would be easier to put them all together. RG said that historically there had been a reason for
doing this due to the council, but now it’s fine to join them up as it’s easier to have one email address per
household.

6. Machinery
See report circulated with these minutes.

Some machines are back from repair. The big issue at the moment is the problem with fuel and MC has
asked Tim to come over to the site reps meeting on 9th April to give a demo. Additive now has to be
added to the E10 fuel for all machinery.

7. Shop
See report circulated with these minutes.

The new stands have been able to display different types of bulbs which have been popular.
Minutes of March 2022 SHAGS Committee Meeting
Diana has been unwell, so Louise has stepped in to help with the shop rota.

8. Communications
See report circulated with these minutes.

RC stated we’d like to keep the website as up to date as possible so please let him know if you see
anything that needs updating. RC will advertise the Scarecrow competition again as this hasn’t yet been
mentioned.

10. A.O.B.
10.1
JM brought up the issue of membership cards and the shop. A lot of members don’t now have cards so it
may be an issue when they want to buy items from the shop and legally, we may have an issue if non-
members come to the shop. RC suggested having a sign up to say only members and associate members
2
can use the shop which was agreed.

Meeting closed at 20.35

Date of Next Committee Meeting: Wednesday 11th May 2022

at 19:15 in the Ted Allen Room

Minutes of March 2022 SHAGS Committee Meeting

 Summary of SHAGS Committee Reports for March 2022
Chairman’s Report (Mike Cobley)
Our busy time of the year with rent renewals due 1st March and no doubt there will be a few
resignations to contend with.

There was little serious storm damage to any of our sites, but some trees and branches have fallen,
TW had a big tree blocking the access on Saturday morning. A few neighbours' fence panels came
down at PH, but most have been repaired replaced or propped up.

Some nice feedback already on the latest 'Plot So Far’ so thanks Geoff for the editorial services.

Treasurer’s Report (Carole Pamphlett)

Sorry my report is a little late this month, but I’ve been very busy with renewals. I’m please to say I 3
made it up to the TAR on Sunday with some help from Jim and Keith, it was really good to see some
of you and thanks to Mike for his hard work getting the room ready.

I’ve had a big problem with our account with the HSBC, my security device stopped working last
week, which means I can’t login to our account or pay any of our supplies, after two visits to the
bank I’ve still not login but Alex is taking me to the bank on Thursday, hopefully we can sort it out,
it’s all very frustrating.

On 2nd March our bank account stood at £27963.18 but we started the year with £24892.77. As I say
I’m sure there are a lot more renewals have paid, Alex has arranged for statement to be sent to me,
hopefully I’ll get the tomorrow.

Hopefully we can sort out my problems in the next week. Mike has also had big problems with his
Sum-up account. I hate Banks.

Sites:

Aldwickbury (AB) (Roger White/Tom Chichester-Miles/Hazel Upton/Richard Mottram)

No report received.

Churchfield (CH) (Keith Davison)

Despite the wet and cold weather this month, a fair amount of our plot holders have commenced
getting their plots in order ready for planting and cultivation for the coming year.

The bid that was put forward in the Societies’ 2022 Annual plan for a larger Machine Shed on site,
has still to be determined. Our Chairman has sent me the details of a steel shed that he’s
recommending to be purchased for another of our sites. I have looked into this and apart from the
benefit of an increase in size, I consider this shed to be less robust than our Machine Shed that we
already have on site. A container type shed would be preferable if we are to consider size, strength
and security. Once I have looked at all the possibilities, we can then decide whether to go ahead and
put forward a completed bid.

One of our plot holders who holds two plots, is vacating one of them this month. He has generously
chosen to pay this year’s rental for this vacant plot, so that hopefully we will continue to have 100%
plot rental on the Churchfield site, in the event that we fail to get a new plot holder to occupy it.
The aforementioned plot holder already has an existing shed sited alongside this plot and he intends
to carry out phased movements of his equipment and shed over the course of the year. Previously
having sent an application to our Secretary for permission to erect a shed on his remaining plot.

Minutes of March 2022 SHAGS Committee Meeting

Fox incursions remain a problem on the site, with areas of plots being trashed, dug up and property
belonging to plot holders, being damaged. Rubbish is continually being brought in and littering the
site. Their defecation on the allotments continues to be a problem and is a health risk to our plot
holders.

Cross Lane (CL) (Jenny Stevenson)

No report received.

Harpenden Rise (HR) (Marcia & Roger Dorey)

The long newly cleared headland beside our main gate has now been planted with daffodil bulbs
received from MC and the top surface is being filled in with forget-me-nots and Love in the Mist all
self-sown elsewhere, as a temporary measure.

Tim A-L from the council visited with MC and it was good to be introduced to him. He is currently 4
finding out about emergency access to the playground in case it is through our site.

The householder fence which blew down leaving access to the site fully open has been repaired and
re-erected by him and looks like a good strong job.

I am following up reports of senior schoolboys regularly climbing our new fence from the park so
they gain access to our comfy benches. If this is true and continues it will soon break down and
damage the new council fence.

Oakley Rd (OR) (Rod Cooley)

Plot 14 has a new tenant thanks to Alex Davis. The new tenant has made a good start on some
raised beds. The previous cutting down of growth and application of weedkiller, done prior to having
a new tenant, has made the plot more manageable.

Unfortunately, the tenant of Plot 4 has given notice that they will not renew their plot, so we are
looking for a new tenant.

We are still waiting to see if any more plot holders will not renew.

Many plot holders have started to work their plots, but several plots show no sign of being worked
on yet.

Fortunately, the site only suffered minor damage from the storms.

Piggottshill (PH) (Fraser Gordon/Mike Cobley/Geoff Bateman/Syd Marvell)

A collection of compost bins migrated to the top RH corner of the site. Despite previous requests
to put plot numbers on bins and lids the lost bins are all unmarked, so returning them to their
correct positions will be impossible. A PH note will go out to all plot holders next week.

Plans still going ahead for a skip to be on site to clear some of the rubbish from around the site, later
this month, with perhaps a final bonfire before the bonfire ban (1st April to 30th September).

Sibley Ave (SA) (no site rep)

N/A

Topstreet Way (TW) (John Myres)

The recent storms had a dramatic impact on the site when a large ivy-covered ash came down across
the entrance driveway. Fortunately, no damage was done but access to the site was completely
blocked. Thanks to help from 2 plot holders, we made a small access within a couple of days. I also

Minutes of March 2022 SHAGS Committee Meeting

contacted the owner of the property on which the tree was growing, and he came round and cut up
the tree within 4 days.

Letting’s Secretary Report (Alex Davis & Jim Machin)

Renewals
The renewal notices were sent out in the last week of February. Included with the renewal letter was a
brief note about tenant responsibilities. Thank you to all for the feedback on the draft note. Most
renewals were sent by email. There are only 8 plot holders receiving letters and 10 associates.

Lettings
The renewal notices have prompted several resignations. This has meant we can make progress through
the waiting lists. Aldwickbury has been the busiest with the waiting list reducing from 8 in January to 3 at
the beginning of March. The remaining 3 are all looking for a ½ plot. Harpenden Rise has seen no changes
so continues to have the biggest waiting list (11). Cross Lane is the next highest, but probably needs some
attention to establish real demand.

The other sites tend to have limited wating lists with people looking for specific plots, or particular types
of plot.

At the end of February, we had 7 vacant plots; although several of these are in the process of being
viewed, awaiting confirmation etc.

Grove Junior School have enquired about a plot. Awaiting more details from the Head Teacher.
Actions
Tenant responsibilities included in renewal letter.

6th March earmarked as a date for cash and cheques to be paid in the Ted Allen Room
Minutes of March 2022 SHAGS Committee Meeting
Machinery Manager’s report (Roger White)
No report received.

Shop (Mike Cobley)

The two updates on new stock, the seed potatoes and new ranges of bulbs and vegetable plants
resulted in two busy Sunday’s trading.

Our card reader system caused a few problems on 27th when the account was interrupted as we had
reached our trading limit - £5000 - before we have to submit Society details, minutes, proof of utility
bills, constitution agreements etc., to prove we are not money laundering.

The ongoing saga of Barclays Bank reached a conclusion on 28th Feb when after several long phone 6
calls, we were informed that the account had been reinstated with two signatories approved, then a
letter was received on 1st March saying that our complaint was being dealt with and would be settled
by 28th March.

A new water heater was fitted in the shop kitchen area, but the old stop tap started leaking (again)
and was due to be replaced on 2nd March by our professional plumbers this time. Diana, one of our
Sunday volunteers has been in hospital and currently is unavailable for her monthly turns. Best
wishes for a speedy recovery.

Fraser's spreadsheets have made the annual stocktaking easier this year and will speed up the process
in the future. Our next stock order is being prepared to have us stocked up well for the Spring and
Easter. We desperately need a new shop manager!

Communications and Webmaster Report (Rod Cooley)

After consulting the Society Trustees, the Covid 19 policy was updated in line with the latest government
guidelines and members were informed.

All members were informed by me and Jane Keech of the Society 2022 Photo competition.
More information on how to submit a photograph will be shared nearer the time when members are asked
to submit their favourite photograph.

The Plot So Far, by Geoff Bateman, was put on the website and all members were informed of where to
find it on the website. Lisa advertised the above on the Society Facebook page.

The table of Officer and Site Rep contact details on the website has been updated again in accordance with
the latest site rep status by Gill Hicks and put on the website.

Emails were sent to all members about the latest Society shop offers.

Minutes of March 2022 SHAGS Committee Meeting