Professional Documents
Culture Documents
COMMITTEE
Meeting held on 13 September 2017 in the Ted Allen room
In Attendance: Mike Cobley (MC)(Chair); Carole Pamphlett (CP)(Treasurer.); Roger Glanville
(RMG)(Sec.); Lin Norman (LN)(Dep. Chair); Chris Wilson (CW); Keith Davison (KD); Marcia
Dorey (MD): Jenny Stevenson (JS); Roger Gillett (RG).
Apologies:, Rod Cooley, Nic Hale, Hazel Upton, Jim Machin, Fraser Gordon, Peter Hicks,
John Myers, Keith Rowland, Albert Callaewert.
Minutes of the July 2017 meeting.
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The Minutes of the July meeting were approved as a true record by those present.
Matters arising:
1) KD to contact Tiv Green regarding disposal of Stock plots material. KD reported Tiv
Green had quoted to remove the rubbish. See 4.2 (Site Matters).
2) HU to discuss with MC the use of PH rotovator by Tom C-M to do AB55 plot. Completed
MC advised the plot had been covered instead.
3) JM to check database entries for Messrs Gordon and Myers. No advice hold over
4. MC to investigate with HTC machinery in CL. JS reported the machinery had now been
removed.
5) Site Reps to send completed H & S check lists to CP. CP reported the exercise had
almost been completed but the check-lists for AB and TW sites were still outstanding. KD
had drawn up an alternative format and this will be reviewed to see if refinements can be
made.
6) JM to draw up separate Letting Agreement for the two CH plots with sheds and arrange for
them to be signed. MC could advise one of the plots had been covered but was unsure if both
had been done.
7) RMG to further adjust Appeal document. Completed
8) JM to send CP full list of visit passengers. Completed
9) MC to add blight item to next Newsletter Completed
2. Boundary Management
2.1 Proposal from HTC: MC introduced the proposal that had been received from HTC to
both S.H.A.G.S. and E.H.G.C. to review the arrangements for boundary management within
current Trustee agreements (a precis of the full proposal had been circulated by RMG with
papers).
Based on previous discussions it was anticipated HTC would pay. KD had spoken recently
with HTC and this was likely still the case. There was a question of how the VAT element
would be handled and the breakdown of the labour cost. (Action MC to contact HTC and
confirm final agreement to pay and approve details of payment).
4.3 AB3B/AB4 Correspondence: MC outlined the situation regarding this plot holder where
they had moved to Wheathampstead. RMG had written to the plot holder on behalf of the
Society and received a reply asking for the decision to be reconsidered.
The Trustees led discussions on whether the residency stipulation within the Rules should be
upheld and after a lengthy debate the Committee voted unanimously that the decision should
stand. MC will now write again to inform the plot holder of the Committees decision. (Action
MC)
5. Lettings:
5.1 Update: See Report Summary. MC covered the report JM had submitted which
confirmed vacant plots were now 28.5. The let ratio remained at 94%. NH had particularly
highlighted the worrying situation at TW site.
Various options were discussed and if there was any press coverage of Awards Evening try to
include a mention that plots were available across several sites.
6. Machinery
6.1 Machinery update: MC announced that Tim Wall was moving premises to Hertford in Oct
which would affect the level of convenience we have enjoyed to date.
In particular Tim discussed the winter servicing programme and indicated that if we could
assemble all machines by Xmas, he could collect SHAGS machinery in early January and
return them in February.
6.2 Annual Plan: MC repeated that if any new machines were required to add them to the list
for potential items to be purchased.
7.1 AB Shed: RMG told the meeting that no further progress had been made and he had
emailed Roger White for an update but had not received any reply. RMG hoped to see RW
on the plot soon and would ask for a progress report.
8. Shop
8.1 Update: RG informed the meeting that although business had been quiet recently new
stocks of seeds, onion, bulbs etc was now in and he expected sales to pick up. Packet
seeds and garlic were expected soon with potatoes next year.
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9. Communications:
8.1 Update: See Reports Summary.
10. Awards:
10.1 Update: CW reported that all was now in place for the 2017 Awards evening.
Certificates (thanks to Irene Boogerman) were all done, plus reminders have been sent out.
Trophies were being assembled and re-engraved. The inaugural New-comers Cup trophy
had arrived.
Volunteers were required for setting up from 6pm to put chairs out etc plus during the
day at CW house for food preparation.
CP and Colin were manning the bar.
MC reported 3 volunteers had come forward to take over the judging process next year,
hopefully with CW input.
11. A.O.B.
11.1 SHAGS Summer Outing Sept 10: KD had successfully guided 48 members and friends
to Wisley and the whole trip was very successful.
11.2 Bonfire complaint: MC reported he had received a complaint from a Sherwoods Rise
resident and had therefore reminded the plot holder concerned about the rules.
11.3 Polytunnel application for PH21: RMG circulated the form completed by Amanda
Sharp marking the intended position and confirmed to the Committee the plot holder had
received an extract of the Rules regarding polytunnels.
After consideration, the application was unanimously approved and RMG will now inform the
plot holder. (Action RMG)