Summary of SHAGS Committee Reports for April 2022

Chairman’s Report (Mike Cobley)

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We had a good meeting with HTC Allotment Working Party on 21 March and items
under discussion were the new Trustee agreement, which will be replaced with a form
of Licence, reducing the liability of Trustees in future. We also met up with the new
Trustees for EHGC at their first meeting. There will be an inspection by HTC this
summer, date TBC. Our annual grant - £3,250, will be paid at the end of April. Our
repairs/maintenance budget available this year will be £4,032.45. Next meeting will
be on Monday 31st October.

With the final payments being collected, there have been some anomalies shown with
the databases and problems with neglected plots, where plot holders have not
received termination notices. It has been agreed that a paper notice will also be
delivered in future.

The much-delayed Site Reps meeting was cancelled, with more apologies than
attendees. It may be rescheduled for later in the year.

Muntjac deer have been reported stripping tulip flowers from plots this Spring, after
decimating sweetcorn last season. Originally at AB, there are now problems at PH
with the deer getting through weak fences and hedges along the back gardens of
Piggottshill Lane properties and from the fields on the southern boundary at CL. We
have quotes for 1.8m stock fencing erected approx. £25 per linear metre. This would
deplete our maintenance budget considerably.

Treasurer’s Report (Carole Pamphlett)

Thankfully we only have two outstanding rent payments, one at PH the other at CL,
both have had no work done for some time and if they don’t confirm they wish to
give up their plot, I could terminate them under rule 6 for non-payment.

This year we had a few problems we the process of rent collecting. One, I have not
been at my sparking best and this is the first year Alex has dealt with sending renewals
notices, but we sorted out the problems and Alex shouldn’t have the same problems
next year.

The current bank balance stands at £29,155.68 but we started the year with
£24,892.77 in the bank, so this year’s figures stands at £4,262.91 surplus. I paid out
£1,078.48 for machinery repairs in March. I also received a pro-forma invoice for the
new shed at HR for £1,796.46, but this will not be delivered until later in the year. I
also paid a few smaller bills.

I still need to sort out monies to be paid to SHAGS from the shop, when Barclays
were bouncing the shop cheques, so we paid all the shop suppliers. Barclays now
seem to be processing shop cheques, so I can sort out how much needs to be paid to
SHAGS. This has made things very difficult over the last few months. Hopefully I will
have full figures for my May report.
Sites:

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

Mottram)
No report received.

Churchfield (CH) (Keith Davison)

Most of our plot holders have been working their plots, busily planting and cultivating
ready for the coming months.

One of our plot holders who works CF7, has recently reported to our Webmaster
and me, that she has had tools and equipment stolen from her plot and that she was
considering reporting the theft to the Hertfordshire Constabulary. Rod has responded
to her twice and I have also responded to explain my understanding of site security, as
stated in the Societies rules. This being that plot holders should always keep their
tools and equipment secure and locked up in a box or shed, as all items belonging to
plot holders are at owner’s risk. As she had her hose pipe taken, I managed to find
one and left it on her plot, which she has acknowledged and thanked me. I am in no
doubt that this issue has been caused by trespassers who have entered site. I have
arrived at the Churchfield entrance gate many times over the years to find there to be
nobody on site, yet the entrance gate has been left open, or the gate closed but not
padlocked or even the padlock itself has not been set. In the past I have emailed
Churchfield plot holders to say that they must always lock the gate on leaving if no
one is on site. Also, I have continually told people on site, that the gate should always
be closed, especially as there are hundreds of people and children, who walk through
or use the car park every day. In my 10 years’ experience at Churchfield, there have
only been a couple of instances where plot holders tools or equipment have gone
missing. I will again be sending all our plot holders an email reminding them of their
security requirements.

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 still continues to
be a problem and is a health risk to all our plot holders.

Cross Lane (CL) (Jenny Stevenson)

No report received.

Harpenden Rise (HR) (Marcia & Roger Dorey)

A few plot holders met mid-March to trim back the alley hedge which is owned by the
county council and so our local council never does it. It was followed by a BBQ. One
plot member has given up and the plot has been tidied up and then relet
successfully. The daffodils given to our site by Mike have made a good show around
the edges.

The base for our new shed which we expect in a couple of months or so has been
prepared and completely finished by a willing plot holder who has amazing engineering
expertise. The children’s playground adjoining our site is about to be revamped. To
this end the council have laid armoured mat tracks through our site which is the main
access for lorries and machinery doing the work. Our plot holders are being kept
informed of works progress from an H&S aspect. The works started on Monday 11
April.

Oakley Rd (OR) (Rod Cooley)

The site is starting to look much better with many tenants working hard on their
plots.

Mike Hughes and I cut the grass on the main paths, which now look very neat and
tidy. I have strimmed parts of the headland again, but using my own battery powered
strimmer. The site petrol strimmer is currently awaiting a new strimmer head. The
petrol mower itself is very heavy and not easy to start, even with E5 fuel with the
petrol additive. Battery powered equipment requires the batteries to be charged but
it doesn’t suffer from start problems.

One section of the headland is difficult to cut as it seems to be comprised of loose

rubble and it moves when it is stood on. It would be good to reduce the headland
height in several places as it is dangerous to stand on the loose rubble. The loose
rubble is only held back by chain link fencing on the other side, next to Grove Road,
which is another good reason to reduce the height.

Plots 4 and 11 are vacant and I have started to cut everything down on plot 11. Plot
11 was overgrown by raspberry canes so these are being cut to the ground and might
need to be treated with herbicide once they sprout up again before finally covering
the plot with landscaping sheeting. Building materials (bricks etc) and other rubbish
need to be removed from plot 11.

Plot holders at OR have been sent regular OR status reports

Need to start looking at suitable combination locks for the two OR gates, which were
approved in the finance review. These will be set at the same combination.

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

Rich Waight has agreed to take on the role as an additional site rep, having recently
managed the pond refurbishment. The pond is full of frogspawn and already lots of
tadpoles have emerged, with many fat newts getting fatter!

There was a working party on 2nd April, with 13 plot holders helping fill a skip with
scrap metal and rubbish from around the Ted Allen Room and pond area, including
the old roofing material left behind when the shop roof was refelted in 2020.

Some of our padlocks have been problematic over the last 2 weeks and Jim has chased
up the supplier for new locks, but they had managed to lose our original master key.

Sibley Ave (SA) (no site rep)

N/A

Topstreet Way (TW) (John Myres)

Cultivation has started in earnest and it is good to see new work going on. The grass
cutting rota has commenced. Hopefully the mowers will last the course. Still waiting
to have the debris from the fallen tree removed from the site by the property holder.
Letting’s Secretary Report (Alex Davis & Jim Machin)

Renewals
Most of the renewal process is now complete. There are a handful of outstanding payments
(3 outstanding as of 6 April) where we are clarifying if a plot holder is going to give up or
stay on.

Lettings
The renewal notices have prompted several resignations. This has made a significant
difference to the waiting list. Apart from Harpenden Rise, all other sites the waiting lists
have come right down or those waiting have now been allocated a plot. There are still
people on the wating list where they are looking for a particular plot, or type of plot (e.g.
only want a half plot).

As of 6 April, we have 10 available plots, across all sites.

AOB
We had a problem with a plot at Oakley Road where it had been re-let, but the previous
plot holder was unaware that their tenancy had been terminated. We thought the previous
plot holder had gone through the standard termination process. On investigation, it turned
out we hadn’t sent all the appropriate notices. To prevent this recurring, Gill has refined
the plot improvement and termination process to make it a tighter process.

One plot holder has enquired about whether we can offer Duke of Edinburgh community
work (e.g. work in the shop or assist site reps). I have requested further details as we will
need to understand implications (insurance, safeguarding etc.).

Actions
None

Machinery Manager’s report (Roger White)

No report received.

Shop (Mike Cobley)

Steady business over the last few weeks, with nearly all the seed potatoes sold. The
selection and quantity order was reduced this season as lots were unsold last year and
had to be recycled.

Onion & shallots have nearly sold out and sales of peat free compost, top soil,
farmyard manure and grow bags have been better than expected. Another order will
have to be placed at the end of April. We now have to order £1200 + to get our
extra discount and free delivery.

We have been advised that all fertiliser products are expected to rise dramatically this
season. An email update has been sent out to everyone to advise that the shop will be
open on Easter Sunday. We have a new volunteer, Louise Peppiatt who has offered
to fill in for holiday absences.

Now we urgently need a new shop manager.

Communications and Webmaster Report (Rod Cooley)
All members were informed by me and Jane Keech that there will be a scarecrow
competition this year, which will be run the same as in 2021.

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 shop news and various site matters.

I would like to suggest that the information on the society website about neglected plots is
reviewed and updated. It should include roles and responsibilities for who sends letters, plus
examples of the letters which will be sent and, finally, how they will be sent.