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

COMMITTEE
Meeting held on 10 June 2015 in the Ted Allen room
In Attendance: Lin Norman (LN) (Chair); Carole Pamphlett (CP) (Treasurer.); Roger
Glanville (RMG)(Sec); Chris Wilson (CW); Mike Cobley (MC); Ralph Martin (RM);
Keith Davison (KD); Roger White (RW); Glenda Fish (GF); Jenny Stevenson (JS)
Apologies:; Nic Hale; Roger Gillett; Rod Cooley; David Ebbels; Mark Sanders, Hazel
Upton, Albert Callaewert, Dominic Houlihan.
1. Minutes of the May 2015 meeting.
RMG had been contacted by Hazel Upton to ask that Matters arising point 2) be
altered to add that since the meeting Atholl Harmer had now been able to source
further supplies of manure for next year.
CW asked that 9.1 be altered to show CW had contacted Malcolm McReath but as
he was moving he would again speak to him nearer the judging.
CW also asked 10.6 be altered to change the date in sentence 1 to 2004, after the
best value review,
Other these changes the Minutes were passed as a true record by those present.
Matters arising:
1) RM to speak with Joe Payne about possible source of plot number material in
Watford. Still outstanding.
2) LN to include piece about childrens behaviour in next Newsletter. Still
outstanding and LN will add to the June newsletter. (Action LN)
3) GF to contact Ralph Martin to obtain instructions and information on which way to
tip for cleaning, the new mower at HR site. In progress GF has emailed RM and
awaits a response. (Action RM).
4) HU to speak with Atholl Harmer to see if he would be willing to do preliminary
ploughing for Churchfield wildflower meadow. KD told the meeting following a
meeting Tom Chichester-Miles will take on the ploughing.
5) CW to contact Malcolm McReath about Awards judging. Complete
6) LN to write to Patrick Fisher to advise him of his honorary membership of the
Society. Complete
2. Finance
2.1 Cash Statement: CP summarised the activities this month, with only a few rent
receipts now being received money was mostly outgoing until the anticipated Grant
income in July. Further stocks of weed suppressant (4 off 2m x 50m rolls) had been
purchased and admin costs had risen chiefly connected to the AGM.
Minutes of May 2015 SHAGS Committee Meeting

2.2 CP had also been looking again at moving significant sums from the contingency
fund to a fixed-rate business account to obtain a higher rate of interest. Since CP was
unwilling to take the sole decision RMG would assist and Jim Machin would also be
approached for has assistance also. (Action CP).
LN asked the meeting if they were content for these Officers to investigate the options
and report back. This was agreed.
2.3 RW asked if the water rate figures in the Accounts published at the AGM cover 6
months or a year. CP confirmed as the water was turned off for 6 months of the year
the amount only covered the 6 months of normal use and bills were carefully
scrutinised in case of leaks.
2.4 JS also asked if water irrigation systems were permitted and the meeting
confirmed only hand held hoses were permitted. JS believed a CL site plot holder was
planning a more elaborate system and LN will confirm the position in the next
Newsletter. (Action LN).
3. Site Matters
3.1 Site Reps Reports:
Sibley Ave: CW reported the main concern was the cost of mower repairs as in
addition to a flooded air filter repair there was now a damaged mower as the blade had
been wrecked. A temporary mower had been brought down by RM and CW was
awaited the cost of this latest repair.
Harpenden Rise: GF reported that the May plot inspections had taken place and
had highlighted one plot looking overgrown and another where the situation is
complicated with more than one person planting crops on it.
It was agreed tidy-up letters were definitely required emphasising the existence of a
long waiting list. GF will supply plot numbers and tick numbers. (Action GF).
Feed-back was still awaited from HTC about repairing the gate. Also David Ebbels
was preparing a costing to repair the paths where necessary.
Aldwickbury: RW reported a site survey had shown 19 plots of which 8 had been
sub-divided required new number posts. Since number post responsibility was in the
Rules LN will add also to the next Newsletter. (Action LN)
Plot inspection had been completed finding 2 problem plots: one requiring a tidy-up
letter and the other a long term issue now the subject of Termination.
Machinery had been inspected and all working apart from Mountfield which was
away for repair. Strimmers had however been filled with incorrect fuel mix, without
face protection and mis-used. There is a stated recommendation not to use a
strimmer within 15 metres of another person.
Following a discussion about the issues of fuel mixing for re-fuelling, starting and
safety it was recommended a piece in the next Newsletter warning plot holders about
Minutes of May 2015 SHAGS Committee Meeting

their usage and about wearing safety equipment to highlight the problems. (Action
LN).
CP also asked that a piece be included to emphasise weedy plots may not be vacant
and therefore tools etc. should not be removed.
Churchfield: KD confirmed most plots are being worked but 4 plots were vacant.
These had been strimmed but CF28 had been left with old carpeting and a letter
indicating the plot holder will be charged was required. The cost was some 50 per
plot. (Action RMG).
JS was concerned that the Society might then setting a precedent by offering a plot
that had been ploughed, however it was agreed in this case mechanical clearance of
the plot was the only alternative. In the past areas had been ploughed but only as a
last resort to bring areas back to a lettable condition.
KD also reported Tom Chichester-Miles had agreed to plough plots CF29 / CF34
after some preliminary clearance, in around 3 weeks time.
KD also has now received all of the replacement markers.
Piggotshill Lane: MC confirmed some 15 plots had now been let recently and there
was only now 1 plots remaining vacant.
The May inspections had been completed and tidy-up letters issued as necessary.
A PH site newsletter has been issued. Included was a reminder about plot edges
and replacing petrol when used. CW felt a notice on the cans was necessary, RM
will prepare some laminated Fill when empty notices and tie them to the petrol
cans. (Action RM).
MC also had a plan for a further manure pound at the Shop end. CW asked what
the cost would be and MC indicated some 300. The item would need to be added
to the 2016 Plan.
Cross Lane: JS reported some issues owing to the changeover of Site Reps but
generally the site was looking good. The main issue was Machinery. CL site had no
rotovator, only one strimmer and no mower, only the rough cutter. RM was hoping to
move a spare mower shortly.
JS asked about the waiting time for repairs but given the high season RM was
awaiting a response.
4. Lettings: CO reported an improving picture following around 15 plots re-let at PH
site and one at TS site, overall the Society was some 98% let.
5. Machinery: RM reported some repairs were being done but machines were still
away. RM was also aware of a continual problem in starting mowers despite
mowers having very similar engines and controls. He proposed getting a digital file
manual from Tim Wall to extract instructions for starting and prepare a basic
Minutes of May 2015 SHAGS Committee Meeting

laminated notice for machine stores to assist with this problem and to provide some
written advice for plot holders on the use of the Societys machinery. (Action RM).
LN expressed concern CL site had a mower shortage ahead of the Open Day and
the persistent issues facing the Society with mechanical issues and resultant costs.
RM highlighted ignorance about such basic checks such as fuel level and height
settings and maintained the problem was the plot holders not the machines. CW
commented whilst emails are sent some lady plot holders but it is their spouse who
uses the machinery and does now receive the warnings.
LN asked RM if there was a policy in respect of machine replacement. RM replied
that essentially he leaves it to Tim Wall to comment on individual machines and if in
his opinion a machine becomes uneconomic to repair the process of replacement is
started. This had occurred in two cases this year.
LN asked if there was a case for increasing the number of spare mowers but RM felt
not; the problem was machines were being mis-used rather than machines being
worn out.
6. Shop: No report had been received but business was believed to be good.
7. Projects/New Developments
7.1 Bee-keeping status: JS had no information about the status; there was now
some doubt if the original applicant was going to proceed, despite joining and paying
rent, however another individual has expressed interest and JS will email Steve
Sears to ascertain his intentions, and if no interest LN will contact Tony Gallow.
(Action JS/LN).
7.2 Cross Lane Open Day: CO had prepared some laminated notices to publicise the
day and notices were taken to place in the Shop, on gates at PH, on Noticeboards,
and also in Harpenden Library
Volunteers were also sought and KD, LN, CO, CW and RMG agreed to attend,
chiefly to dispense water, watch over books to be on display and answer any
questions.
8. Communications
8.1 RC was unable to attend the meeting however he had submitted a report (See
Report Summary).
9. Awards
9.1 LN asked about a possible venue as HTC had not offered the Park Hall this year.
CW suggested the Trust Hall and will endeavour to book it for Late Sept/October
time. (Action CW).

Minutes of May 2015 SHAGS Committee Meeting

10. A.O.B.
10.1 Post AGM actions: RMG told the meeting he had now sent the new list of
Committee members and Site Reps elected through to HTC as they had requested.
The new version of the Rules had been issued including the final amendments
actually agreed during the AGM with the final version now added to the web-site.
All that remained was to complete the Minutes which RMG will be doing and asked if
the Committee would agree with him sending a copy to HTC once issued,
particularly since Sarah Norwood attended this AGM. The Committee agreed with
this.
10.2 Ryton visit: LN confirmed everything was arranged, Jim Machin had proposed
paying 2 extra to park at Harpenden Rugby Club to avoid walking to the pick-up
point. This was agreed
10.3 RW asked a question about the process for approval by the committee for
structures on plots following the change to the Rules at this years AGM and having
recently participated in the AB site plot inspections.
The Rules now make a point about avoiding any nuisance to neighbouring plots
when considering new structures and RW wanted to know how the Committee will
assess such matters in the approval process.
LN responded by saying as regards Polytunnels a formal application was necessary
and CW emphasised site reps will have already been aware.
RW was concerned the site reps plot may be affected and it was necessary for there
to be a Committee decision on the issue.
LN felt any new structure such as a Polytunnels would need approval and until other
issues arose the process as now was sufficient. If any further problems were raised,
further discussions would take place.
10.4 July Committee meeting: Since both LN and RMG would be on holiday at the
time of the July meeting and no major issues were anticipated it was decided there
be no July Committee meeting and the next meeting would take place as usual in
August.

Date of Next Meeting: 12th August 2015 Ted Allen Room

Minutes of May 2015 SHAGS Committee Meeting