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

COMMITTEE
Meeting held on 8 June 2016, 7.30 p.m., Ted Allan Room

In
attendance
:
Apologies:
Circulation:

1.

Lin Norman, Chair (LN); Carole Pamphlett, Treasurer (CP);

Chris Wilson (CW); Mike Cobley (MC); Keith Davison (KD);
Keith Rowland (KR); Albert Callaewert (AC); Hazel Upton (HU);
Roger Gillett (RG); Chris Overton (CO); Phillipa Zieba (PZ)
Roger Glanville; Mark Saunders
Above plus: David Ebbels; Dominic Houlihan; Graciela Grayson;
Jim Machin; Melanie Angus; Nic Hale; Rod Cooley; Roger White

Welcome
LN introduced PZ to the meeting, as temporary stand in as
Secretary.

ACTIONS

LN confirmed the sad news that Jim Machin is presently unwell.

The Committee expressed their hope for his speedy recovery.
2.

Review of Minutes
The minutes of the May 2016 Committee were passed as a true
record by the present.
HU requested the minutes note the work of Paul Gardner with
regards to the redecoration of the Aldwickbury shed.

3.

All to
note

Matters Arising
Proposed probationary period for new plotholders: LN referred
to her draft advisory note for new plotholders.
Access entitlement for homeowners adjacent to Piggotshill Lane
entrance: LN noted that she had raised this with HTC, no
response has been received as yet, LN to follow up.
Second-hand mower warranty from Tim Wall: RMG to confirm
position with Ralph Martin.

LN

RMG

Society rules: LN has sought a legal review. The matter is

ongoing, however, amendments are considered necessary.

LN

Photo demonstrating importance of petrol filters: RC is updating

website. LN to reference in communications to members.

LN

Awards 2016: CW confirmed relevant requests for input had

been circulated to Site Reps.
Society Promotion: LN confirmed the preparation of a leaflet
promoting the Society was an outstanding action.
Polytunnel size: RMG has confirmed to the plotholder and it has
been installed.

LN

Discussion ensued regarding the compliance of the irrigation

system with the Societys rules. MC to raise water usage with
the plotholder.
4.

MC

Finance
CP has prepared a 6 month balance sheet for the Committees
consideration.
Budget was set in October with key expenditure items of the
Piggotshill toilet refurbishment and the purchase of additional
mowers. HU has repairs outstanding and MC has budget
allocated to construct a further manure pen. KD confirmed land
is still to be levelled. He is awaiting confirmation from Tom
Chichester-Miles, but cost is within budget.
CP confirmed that rents, at 9,200, were slightly under
forecast. There have been no claims for machinery as yet.
Associate fees are still being received and monies are being
held with respect to the forthcoming Beth Chatto trip.
LN thanked CP for her ongoing diligence and accuracy of the
financial management.

5.

May Inspections
Aldwickbury: RMG to issue notices, on behalf of the Committee,
to 2 plot holders.

RMG

Piggotshill: MC identified 10 sites had been identified as

needing attention. Two plotholders have been emailed and MC
and RM have assisted with work to 3 plots.
Churchfield: KD has notified RMG of two plots requiring letters.
Sibley: CW intends to speak directly with a couple of
plotholders.
6.

RMG
CW

Reports from sites

Aldwickbury
HU confirmed the gate latch has now been fitted, which is now
secure against strong winds. HU will send a note of thanks to
those involved.

HU

HU sought confirmation on the position with regards to hedge

trimming. LN confirmed that Ann Jones is now picking this up
with the Council and, whilst it is too late for this season, East
Harpenden has asked for a joint approach to be made on the
matter.
Piggotshill
MC confirmed that there are now 10 vacant plots.
Neighbouring residents held a fireworks party on the allotment,
but have since apologised and cleaned up debris left behind. It
was confirmed to be the same residents that keep cutting down
a tree on the site. LN will ask that they desist from doing so.

LN

Paul Humbles has done a great job delivering woodchip to the

site and also Cross Lane. It was asked that mention of both
this organisation and DBS (supplier to Aldwickbury) should be
made in the next newsletter.

LN

MC confirmed an alleged theft has been resolved amicably and

appeared to have been a matter of miscommunication.
An email newsletter to Piggotshill plotholders was distributed,
and well received, this week.
HU noted this and would seek a volunteer to do so for
Aldwickbury.

HU

Churchfield
KD confirmed the strimmer has been repaired, but there
remains a problem with the cultivator. CO has arranged for its
collection and repair.
KD noted that no work had been undertaken on plots CF9 and
26, despite alleged confirmation from the Council that all works
have been completed. LN will follow this up with the Council.

LN

Sibley
CW confirmed nothing to report.
7.

8.

Site Reps Role

LN confirmed she had circulated a note setting out the role of
the Site Reps and seeking comments. HU suggested this had
been more recently updated. RMG to confirm if he has an
updated version.

RMG

Shop
RG confirmed things have now slowed down but, generally, all
is well and stock levels are good.
Seed orders for winter / spring are to be concluded by end of
July.
The new stock of colourful trugs has been particularly well
received maybe these should get further promotion in the
next newsletter!

9.

Lettings
Given Jim is unwell, a temporary lettings representative would
be needed. MC confirmed that he had discussed with Peter
Hicks and he might be willing to stand in. LN to make contact.
KD kindly agreed to assist with managing the upcoming trip.
With regard to plot vacancy notices, LN to confirm new contact
details to PZ who will arrange for new notices to be prepared.

10.

Machinery
CO distributed labels to site reps in attendance to be attached

LN

KD
LN / PZ

to all machinery, denoting home location, together with

labels for petrol cans with regards to use of filter and re-filling.
Over the next few weeks he intends to re-number the
machinery inventory to a more logical system. CO also
distributed empty oil cans with mix details for the strimmers.
Topstreet Way, Harpenden Rise and Oakley Road (no site rep)
need to collect labels from CO.
CO will source further large funnels for distribution, as
requested. He confirmed that, thankfully, reports of faults were
presently relatively few.

MA / NH

CO

MC confirmed Harpenden Rise are still to collect one mower

and there was one spare.
CO to confirm to CP on payment issue, regarding correlation
of repairs and payments.
11.

Communications
LN has distributed a draft note for new plotholders and CO has
prepared a note on machinery to be uploaded to the website.
LN sought comments from the group and will circulate an
updated version in due course.
RCs comms update, circulated prior to the meeting, was noted.
A number of documents have been uploaded to the website.
AGM minutes and an updated list of Committee Members is
outstanding for upload.

12.

Awards
CW confirmed she has circulated notes requesting shortlisting
for mid June and sought volunteers for the judging panel. The
ceremony is to be held on 30th September. It has been agreed
that small trophies / certificates will be provided for winners to
retain, with the main trophies to be displayed in the shop.
Judging will take place in July with categories for new plots and
also good / attractive plots generally.

13.

A.O.B.
LN confirmed the rules review is ongoing and the lettings
agreement will also require review to refer to the rules as apply
at that date. This is in hand.
Summer Socials: MC is considering a barbecue, conjoined with
a working party to move the old wood chip pile. Dates were
discussed and 11th September was agreed as ideal. Location
TBC.

CO

All

RC

All to
note

Society promotion was discussed. LN to update the leaflet.

Utilisation of the Harpenden Forum; Herts Advertiser; and a
potential open day for the Cross Lane flower meadow were also
suggested.
Shed permissons: CW asked if permissions were now in place

RMG

for the shed installed at Sibley (Svetlana). CO confirmed it is

size compliant but that he did not think the permission had
been concluded. RMG to provide an application form.
KD confirmed he was also awaiting a couple of permissions
forms. RMG requested to action.
Meeting closed.

RMG