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

COMMITTEE
Meeting held on 12 August 2015 in the Ted Allen room
In Attendance: Carole Pamphlett (CP) (Treasurer.); Roger Glanville (RMG)(Sec); Nic
Hale (NH); Albert Callaewert, (AC); Mike Cobley (MC); Jim Machin (JM); Ralph
Martin (RM); Keith Davison (KD); Glenda Fish (GF); Jenny Stevenson (JS)
Apologies: Lin Norman, Rod Cooley; Chris Overton, Chris Wilson, Mark Sanders.
In the absence of Lin Norman, RMG chaired the meeting.
Minutes of the June 2015 meeting.
The Minutes were passed as a true record by those present. Proposed MC / Seconder
JM
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. Completed
3) RMG to arrange meeting with CP and JM to consider investment options for
contingency fund. Completed - meeting held 3 Aug
4) LN to confirm position on water irrigation systems in next Newsletter.
Completed
5) LN to confirm responsibility to maintain number posts in next Newsletter.
Completed
6) LN to emphasise the importance of the wearing of safety equipment in next
Newsletter. Completed
7) RMG to write to CF28 plot holder to confirm he will be invoiced for cost of plot
restoration. Completed
8) RM to prepare some laminated Fill when empty notices and tie them to the
petrol cans in Stores. Still outstanding
9) RM to provide some written advice for plot holders on the use of the Societys
machinery. Still outstanding
10) JS to email Steve Sears and LN to contact Tony Gallow if current interested
bee-keeper withdraws. Completed Tony Gallow is now to be the bee-keeper
at CL site.
11) CW to endeavour to book Trust Hall for Late Sept/October time for Awards
presentation. Completed - HTC have now offered Park Hall.
Minutes of August 2015 SHAGS Committee Meeting

2. Finance
2.1 Cash Statement: CP summarised the Finance report this month where she had
taken the opportunity to compare the costs to date against Budget for the year.
Notable were rental income coming in less than 100 below forecast, which included a
refund of original bee-keepers rental.
The HTC grant monies were anticipated imminently as was the autumn water charge,
although neither to hand yet.
Machinery servicing costs had been higher than Budget, but this contrasts with slightly
lower costs last year so CP wondered if some machines needed more work this year.
There was still outstanding an amount set aside for a new large mower for PH site and
CP emphasised the money needed to be spent during this financial year, particularly
since the rough cutter was now located at CL site.
RMG agreed that the project needed to be moved forward if the existing machine
failed but it was felt the decision had to involve the Site Reps.
Repairs had been started on the Shop with the guttering repaired.
The Ryton visit had generated an excess of some 145 which would be used to
contribute to the proposed Wisley visit.
2.2 Contingency Fund investment: RMG referred to the proposal by CP that the
Society research an alternative location for the funds in order to generate more
interest. CP had expressed a desire that any decision should be looked at by a group
rather than just CP and RMG plus JM had agreed to join CP in that task.
A meeting was held on 3 August and agreed on a plan to move 40,000 to a 183-day
notice/up to 2-yr fixed term account from Secure Trust Bank which had been found to
generate some 2.07% with the remaining 11,000 put into an instant-access account
from Aldermore which generated around 1.1%.
RMG explained that were there to be significant damage or theft at the Shop, these
losses could immediately be covered by a combination of funds obtained from the
Societys own account and the Shop Account, supported by the easy-access element
from the contingency in the short-term, with the remainder available from say a notice
account, if longer term cost needed to be addressed.
It was felt that this approach would both safeguard the position of the Shop whilst
making better use of the amount involved and RMG asked the Committee to endorse
this plan and for CP to begin the initial stages of putting this plan into place.
It would RMG added, generate a further approx. 650 in interest and as a further step
the Society would look into how this extra income may be used, one suggestion was to
fund the expense of specialised insurance.
Other factors discussed included how quickly would higher interest rates feed through,
higher fixed rates were not that much higher than notice accounts, plus it had to be
recognised the committee could change and there was an unwillingness to commit the
Society to a long term arrangement.
Minutes of August 2015 SHAGS Committee Meeting

After further discussion the Committee agreed to back the proposal and voted
unanimously to pursue this approach.
3. Site Matters
3.1 Site Reps Reports:
Topstreet Way: NH expressed his concern at the lack of a waiting list for TW site;
there were 3 vacant currently with 2 further coming up and it was difficult to know what
more could be done to attract interest. NH had met potential plot holders but they had
not been willing to take on the work.
RMG agreed and added that OR site was also experiencing a lack of applicants.
However by comparison PH site had seen the reverse with several plots let recently;
Aldwickbury was also fully let. One suggestion was to email all those on waiting lists to
offer them plots on TW site. GF thought the main obstacle was having to travel
through the town.
As a first step RMG asked GF to email all on the HR waiting list (Action GF), and
RMG would include a piece in the August email. (Action RMG).
Cross Lane: JS reported that one hive of bees had now been installed at CL site at
the end of July: apparently the bee-keeper Tony Gallow felt it was too late in the
season to have a second hive there. It has also been found a further plot holder is an
experienced bee-keeper elsewhere.
The flower meadow has been cut by HTC and turned once. The second turning and
baling was due later in the week.
Harpenden Rise: GF reported that the situation is rather fluid at present; one
vacant plot HR5A was proving problematical as so far no one wished to take it on
owing to its tapering shape, other plots will probably be split with new plot holders
taking over gradually plus not all people on the waiting list are in a position to take
up.
GF will arrange to contact Chris Overton as regards the admin side once the position
has improved and it will also be necessary to re-draw the site map in due course.
(Action GF).
Further topsoil had been used to repair rutting after the manure delivery but this was
recently washed away in a storm and is now bagged up on site pending a further
solution. MC suggested plastic mesh might be used to rectify the situation. CP
indicated funds would be available to purchase this mesh if needed. Further
discussion needed. (Action RMG).
The main gate required replacing after a car ran through it. A temporary repair has
been made by HTC but this is not secure, Sarah Norwood has been in contact and a
response is now awaited on next steps. The owner of the car has been identified so it
should be possible to claim off insurance.
Piggotshill Lane: MC told the meeting 5 plots were vacant. Work had been done to
clear rubbish from behind the Shop, guttering and facias on the Shop had been
Minutes of August 2015 SHAGS Committee Meeting

replaced and MC had also been leading a group to clear out the garages. One has
been done with the other to follow.
An approach had been made to install a new gate access from Sherwood Rise. The
location is not really practical but the Committee felt there was not enough evidence
either from an access or security standpoint and decided it would be better to use
Societys funds in other ways.
The July inspection had taken place last week and rather than tidy-up letters being
requested Site Reps will speak with individual plot holders.
Jim Machin asked for a special word of thanks be given to MC for all of his
improvements work around the site.
Churchfield: KD confirmed that the decision had been made to incorporated plots
CF28 and CF34 into the unused area at the end of the sites and all of that area had
now been ploughed by Tom Chichester-Miles.
The main issue was the amount of old carpeting that was encountered in CF28 and
Lin Norman was now in discussion with HTC to assist in the removal of an estimated
two tonnes on material.
The July inspection was completed and further tidy-up letters will be required. .
(Action RMG).
RM reported that subsequently Sarah Norwood had asked for details and had
provided cost estimates but RM was concerned that as the estimates were similar to
those KD had obtained HTC might leave the Society to clear the rubbish. KD has a
safety concern given the access would be from Coop car park.
Lin Norman will be asked to discuss further with HTC. (Action LN).
RMG added that a meeting was to be sought with the original plot-holder to discuss
financial compensation however the situation had become unclear subsequently and
further discussion was necessary.
Oakley Rd: RMG read the report received from Rod Cooley which also highlighted
the vacant plots issue with 4 plots there now vacant. RC was suggesting a leaflet
drop in the area to publicise the availability.
CP also reported RC had asked for more weed suppressant membrane and this was
now being purchased.
RMG finally asked all Site Reps to advise him soon on any July inspection action
required.
3.2 HTC Inspection: RMG had previously circulated the report that Lin Norman had
prepared and agreed that overall it had been a very successful inspection and
thanked the /site /Reps for all of the work they had done both prior and during the
inspection.
Minutes of August 2015 SHAGS Committee Meeting

3.3 Tenancy Renewal Protocol: CP expressed concern that annual renewal letters,
by their nature, conveyed Society acceptance of plot holders efforts during the
preceding year and whilst this can be true of the majority, there was an element of
problem cases where plot holders efforts were not satisfactory.
CP briefly described the process by which renewal letters have been produced for
distribution to all plot holders but proposed that this year Site Reps be asked to
indicate if any plots gave cause for concern and should not therefore automatically
receive an invitation to renew. The recent case of the plot(s) on CF site
demonstrated how problems can arise.
To this end the July plot inspection results would prove important in this new protocol
and indeed any plots that have received tidy-up correspondence during the year
should be candidates for further scrutiny.
GF asked about cases where perhaps the Society had been lenient in sending
letters but sent them later and RMG responded that the key point was had there
been any correspondence at any time and this should affect the approach to
renewal.
3.4 AB Road update: In the absence of Hazel Upton, RMG told the meeting he had
passed on to HU the concern of CP that continued delay on this project could
jeopardise the future of it since the funds that had been set aside would not be
carried over for a second year and HU had indicated she would emphasise to Atholl
Harmer the need to complete this work before the end of this financial year. (Action
HU).
4. Lettings: In the absence of CO, RMG was able to inform the meeting CO had
indicated the Society was now 98% let and had also been in contact with HTC to
advise them as Sarah Norwood had requested this information ahead of her leaving
HTC.
5. Machinery: RMG asked RM if he would comment on the replacement of the large
Mountfield mower at PH site. There was a concern that if one were not purchased
soon the site could be left vulnerable should this machine fail. AC emphasised the
site was reliant on a ten-year old machine.
RM asked whether it was felt this machine should be purchased in advance.
CP emphasised the funds were there and it would be preferable to use the funds this
Financial year rather than have another underspend. RMG then proposed the safer
option would be to buy the replacement mower now and asked if the preferred
machine had been selected, given the machine would only be used by the Site Rep
team.
AC had asked for a new Mountfield to be considered.

Minutes of August 2015 SHAGS Committee Meeting

The meeting agreed that RM would speak with Tim Wall about ordering a new
Mountfield now and on delivery the existing machine would be cascaded for use by
trusted plot holders. (Action RM).
Some of the other machines had issues with them but the site Reps were concerned
That if they went away they would be lost for a period and were therefore happy to
live with the problems in the short-term unless they could be say, fixed on site.
A further outstanding issue was the large strimmer still under repair which was
anticipated to be returned shortly. It had suffered from dirty fuel and delays had
occurred whilst new gaskets were obtained.
6. Shop:
6.1 Trading update: No report had been received but business was believed to be
good.
6.2 Shop re-paint working party: MC told the meeting he thought it unlikely it this
could be arranged in August but might be possible in September.
7. Projects/New Developments
7.1 Bee-keeping status: JS had already covered the latest position under 3.1 Cross
Lane.
RMG had also received the signed application from Tony Gallow and copy of his
BBKA membership certification and was able to show to the meeting. RMG also
signed the application in the meeting by way of acceptance and this will be kept on
file. RM mentioned Cross Farm honey was already for sale from the bee-keepers
home.
8. Communications
8.1 RC was unable to attend the meeting however he had submitted a report which
RMG had already circulated (See Report Summary).
8.2 Harpenden Allotment Community Facebook page: RMG outlined this initiative
which Cllr Nicola Linacre had sent through to Lin Norman inviting the Society to send
though any ideas, items etc. as part of the Harpenden Allotment Community.
RC had expressed a concern about using this method rather than the Societys
website and instead had proposed that a link to the website be added to the
Facebook page as the Societys contribution so that individuals could use either
means of obtaining information but that the Society would continue to favour our
website.
CP asked when RC might be able to update the website for latest list of Society
committee members.

Minutes of August 2015 SHAGS Committee Meeting

9. Awards
9.1 In the absence of Chris Wilson RMG confirmed he had received a report on the
Annual Award judging from CW and had circulated that report to the Committee (See
Report Summary).but had also received a list of the winners but had not sent that out
yet.

10. A.O.B.
10.1 Ryton Visit what next?: JM told the meeting he had now arranged a further visit
to Wisley RHS Gardens on 13th September. To supplement numbers he had
contacted Harpenden Garden Society who it emerges through their RHS affiliation
can obtain free entrance. The visit has therefore be arranged in conjunction with
H.G.S. thereby reducing the overall cost to 13 each to cover the coach price.
H.G.S. have though asked if the S.H.A.G.S. would look after the finance side of the
visit which was agreed.
The only outstanding issue was that JM could not attend so someone else would
need to count people on and off the coach.
JM also floated the idea of the Society affiliating itself with RHS which would allow
future visits to RHS sites solely for Society members. This will be considered for
next year. The cost for this year was 35
A further advantage to affiliated membership was access to insurance options which
might be considered to cover the Shop etc.
10.2 August BBQ: RMG asked JS about the arrangements that might be made for
the August Bank Holiday weekend.
JS expressed concern because no arrangements had been made to date, she was
unlikely to be available that weekend and currently Chris Overton was unwell.
Discussions continued as to whether a BBQ would be held which requires rather
more organisation or just a picnic.
Given the lack of time and other circumstances it was decided to abandon plans so
the item in the forthcoming August newsletter would be deleted (Action RMG).
10.3 JM put forward an idea for which he wondered if Community Funding might be
applied for.
An area covering a number of plots, recently given up, could be converted to a
parent and child area, consisting of a fenced of enclosure with woodchip base where
children could bring their own toys to play with, surrounded by a number of miniplots; smaller than average plots, where parents could still grow vegetables etc., but
on a smaller scale and more manageable than standard plots yet within close
proximity to their children.
Minutes of August 2015 SHAGS Committee Meeting

No equipment was envisaged.

CP explained that a proposal once defined then needed to be matched with one of
the numerous funders available and JS agreed warning that it entailed a lot of work.
One disadvantage was that if the Society were to back such a proposal it would
mean reserving the plots thereby eliminating any rental income form in the future.
RMG asked JM to bring a firm proposal to the Committee at a later date for further
discussion.
10.4 Bi-monthly Committee meetings: MC raised the question as to whether
Committee meetings should be held every other month rather than monthly. RMG
was unaware of any previous plans and such an idea ought to be debated by the full
Committee with more notice.
RMG promised to add the item to the Agenda for the September meeting so that
Committee members would have notice and if unavailable could voice their opinion
in advance. (Action RMG).

Date of Next Meeting: 9th September 2015 Ted Allen Room

Minutes of August 2015 SHAGS Committee Meeting