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

COMMITTEE
Meeting held on 13 February 2019 in the Ted Allen room
In attendance: Mike Cobley (MC)(Chair); Carole Pamphlett (CP)(Treasurer); Roger Glanville
(RMG)(Dep. Chair); Peter Hicks (PDH) (Secretary); Jim Machin (JM); Alan Stevenson (AS); Chris
Overton (CO); Jane Keech (JK); Linda Gahagan (LG); Rod Cooley (RC); Albert Calleawert (AC);
Fraser Gordon (FG) and Keith Davison (KD)
Apologies: Irene Boogerman, Chris Wilson, Dominic Houlihan, Hazel Upton, Jenny Stevenson,
John Myres, Marcia Dorey, Mark Sanders and Roger White.
1.1 Review of minutes from January
The minutes of the January meeting were approved as a true record by those present.
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1.2 Action Points:
MC had processed the wayleave application for Churchfields and placed it in front of the council.
The council has yet to pass on their list of wayleaves.
RC circulated the website link for the judging criteria to the committee.
2. Finance
CP circulated the year-end accounts showing a surplus of £1524.82 compared to last year’s deficit
of £101.94.
The accounts were voted as approved.
CO questioned where the machinery savings appeared. CP reassured us that these savings would
be reflected in the accounts for 2019-20.
CP requested volunteers to cover the rent renewal weekends.
3. Site Matters
See Reports circulated.
4. Lettings
JM talked through his report that had been circulated to the committee.
Current occupancy is still at 95%.
All data has been collated for renewals and letters have been printed. MC confirmed that plot-
holders have been told of the rent increase previously so there should be no reason to note it on the
renewal letters.
E-mails will be sent within the next week.
5. Machinery
Every site has now been serviced resulting, as the circulated report show, in 29 machines that were
serviced, 3 did not require servicing, 4 were new so no service required and 7 require servicing or
parts by Tim.
There was a discussion regarding the need for hand-mowers, and the space that would be released
within storage sheds if push-mowers were removed from sites.
AS confirmed that more damage is caused to strimmers by them not being stored correctly: many
are left standing on the floor instead of the optimum position which is hanging them from a hook with
the engine uppermost.


MC confirmed that storage options would be discussed at the next site reps meeting.
AS confirmed that, from taking notes this year of what would probably need replacing next year,
filters, blades and spark plugs would cause a greater spare-parts expenditure at the end of 2019.
KD proposed a vote of thanks to Alan and Chris for their hard work, which was enthusiastically
endorsed by the meeting.
AS raised one final point regarding the site sheds in that there are a significant number of fire
extinguishers and fire buckets in them; with the extinguishers being out-of-date. He made the valid
point that from a safety perspective we should not be expecting plot-holders to fire-fight, therefore
we shouldn’t need to have any fire-fighting equipment onsite.
MC pointed out that there is a notice in every shed instructing plot-holders to leave the site
immediately in the event of a fire, while AS suggested that the fire extinguishers should be removed
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to avoid a plot-holder trying to fight a fire instead of abiding by the emergency instructions.
FG asked if we should have a fire-blanket available for use on plot-holders.
AS suggested that we needed to get professional advice from the Fire Service on what actions to
take in the event of a fuel fire.
Action Point: MC to consult with the Fire Brigade on what steps to take to ensure our sites are as
safe as possible.
6. Projects/New Developments

RMG confirmed he had spoken to Heather Scott at HTC regarding an article in the next edition of
the Harpenden Forum. The deadline for that issue, covering June July and August, is April 8th.
That issue is the most popular edition of the year, also HTC is going to combine that issue with the
programme for Harpenden Carnival, which would take priority over any other items.

RMG suggested that we should have an item in the March meeting agenda to discuss what we
would like to be included in the article.

7. Shop

FG reported that the shop has re-opened and initial trade was brisk. Seed Potatoes are available.

8. Communications

Confirming his report, RC told the meeting that the January 2019 newsletter was emailed to all
members and put on the society website.

CP has amended the details of Associate Members which has now been updated on the website..

9. A.O.B.

9.1 Society Fee for Wayleaves:

MC clarified the situation over the £1 Society charge for wayleaves which had been minuted at the
September meeting as having been dropped. Despite this, we will continue to charge the annual
£1 fee for any plot holders with wayleaves.

9.2 Plot numbers:

FG asked about the plot numbering. MC said there was an anomaly in the Society rules in that
one part said the plotholders are responsible for maintaining the number and another part said it


was the Society who should maintain it. The suggestion was for the site reps to report how many
plots are missing their numbers then we can arrange for them to be provided.
Action Point: Site Reps to advise how many of their plots need new numbers.
9.3 Cross Lane Barrier:

AS asked for an update on the moving of the Cross Lane barrier.

MC confirmed the County Council had rejected the request to move the barrier, without giving any
reason, and that Phil Wright at HTC was supportive of our hopes to get the barrier moved. The
Mayor had offered assistance whenever possible and MC said he would try to find out more
information.
Action Point: MC to seek an update from HTC regarding resubmission of the request to move the
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barrier.
MC reported that the potential fence repair at Cross Lane was being tendered for pricing.

Action Point: MC to check with Phil Wright for an update on pricing for requested jobs.
9.4 : Reminder of earlier start to next meeting again: 7:15pm!

Date of Next Meeting: 13th March 2019 at an earlier time of 19:15 in the Ted Allen Room