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

COMMITTEE
Meeting held on 11 April 2018 in the Ted Allen room
In Attendance: Mike Cobley (MC)(Chair); Carole Pamphlett (CP)(Treasurer.); Roger Glanville
(RMG)(Sec.); Keith Rowland (KR); Rod Cooley (RC); Keith Davison (KD); Roger Gillet (RG); Albert
Callaewert (AC); Fraser Gordon (FG); Hazel Upton (NH); Marcia Dorey (MD), Jane Keech (JK), John
Myres (JM) Alan Stevenson (AS).
Apologies: Chris Wilson, Linda Gahagan, Chris Overton, Jenny Stevenson, Dominic Houlihan, Jim
Machin.
Minutes of the March 2018 meeting.
Thanks, were passed to JK for supplying Minutes for the Feb and March meetings in RMG absence.
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CP referred to 2.1 and the reference to “online payments” should be corrected to read “online renewals”.
CP again referred to the point made in Shop 6.1 suggesting members might visit the Shop to re-sign
terms and conditions to increase footfall however CP felt this was unlikely. Further HU expressed
concern online payment might make it more difficult to check members details are current as is the case
with payments in person in the TA Room. CP acknowledged renewal letters by email further prevented
checks.
MC pointed out that the use of online payment and email contact had been very successful and the
number of rents still outstanding at this stage was at a much lower level than previous years. Also, a
revised listing will be circulated to Site Rep’s soon.
John Myres pointed that his name had always been incorrectly spelt and RMG said he would change all
references.
Matters arising:
1) LG to book Park Hall for the 2018 Awards Evening. Completed. LG had confirmed both Park Hall
and the mayor had been booked for 12 October.
2) Site Rep’s to check for water problems following cold weather, when supplies turned on. Completed
as far as know however HU reported one of the new taps at AB site leaked when turned on so that had
to be fixed and MD told the meeting a plot holder had turned on the water at HR site however a tap
was left running for an unknown period. MD had written to plot holders on the site and the culprit had
been identified.
RMG emphasised the protocol that exists where one member, usually Site Rep, is responsible for
turning water on and off.
3) Jane Keech to forward the number of farmer at Cross Farm to Site Rep’s to allow them to
coordinate manure supplies. Completed. JK had already organised deliveries for both CL and PH
sites.
2. Finance
2.1 See Reports Summary: CP had circulated the Expenditure Summary and CP went through the detail.
The rent income, in particular, was some way down. Some additional costs on trophies planned but
savings have been made on the PsF publication.
2.2 Rent increase proposal: CP summarised the proposal she had put out that rents be raised from 2019
(first rise since 2014) by 20%. The main reason being to offset rising costs in water costs and increased in
machine maintenance charges going forward, but which had resulted in a small loss in 2017.
MD asked about the contingency fund and if that could be used instead. MC replied setting out that this
money was ring-fenced to cover potential loss of TA Room and Shop stock. MD asked why it was not
insured and MC explained it would be an expensive option.


CP emphasised how little the increase worked out per week and RMG explained that HTC continued to
look to the Society to manage their allotments in a financially sound manner.
MD asked if all the vacant plots were let would that remove the need to raise rents MC agreed it would
help but it only needed one mower to fail and that loss would offset any gains.
RG was concerned at the level of increase and would be happier if the increase was only 10%.
After much discussion on the subject a vote was taken. On a vote of 11 to 3 it was agreed to put the
proposal forward to be agreed at the AGM.
2.3 Water usage analysis: CP and RC have been working on a more closer analysis of the Society’s
annual water usage which increased significantly last year. It remains work in progress however there
was much discussion about the potential results. RC did put out one fact that HR usage per plot was
much higher than the larger AB site however there may be several explanations and it too early to draw
conclusions. 2
It was hoped that the analysis would be completed soon and RMG was asked to add this item to the
Agenda for the May Committee meeting. (Action RMG).
2.4 Manure charges: AS asked about recouping manure charges. CP will reimburse cost of CL manure,
but CL site needs to arrange how to charge per barrowload.
3. Site Matters
3.1 Site Rep’s reports: See Reports Summary. RMG thanked all Site Rep’s for sending through all the
reports this month
HU raised the issue of flooding at the Dark lane site entrance and if could HTC be involved. RC
recommended a picture be sent to David Wain asking for action. HU will send photo to RC who will
forward to DW. (Action HU/RC).
JM reported a property, adjoining the TW site, planned building work and has asked about placing
scaffolding on the site. MC confirmed placement at householder’s risk and any damage to be repaired.
3.2 Site Rep’s meeting: MC confirmed this had been arranged for Sat 28 April at 10am in the TA Room.
3.3 HTC Working Party meeting: MC summarised the constructive discussions that took place. HTC have
altered their stance on the boundary maintenance issue and have agreed some £3000 worth of measures,
chiefly at PH site but also trees at CH site. The most expensive work identified (c.£15000) was the
fencing at AB site, but this will be deferred to later.
Trees on the sites will remain SHAGS responsibility however HU stated DW had agreed to do one tree on
AB site.
4. Lettings:
41 Update: See Report Summary. RMG covered the report from JM and the latest Lettings Summary.
92% let. Vacant plots were 35 of which 15 were at PH site.
5. Machinery
5.1 Machinery update: MC announced that Chris Overton had agreed to return to the Committee and
along with Alan Stevenson would jointly handle machinery matters.
AS set out a series of proposals they had put together both to improve the process going forward and to
reduce the cost impact (See Report Summary for details). Following a lengthy discussion on the
measures proposed it was agreed to discuss in more detail as part of the forthcoming Site Rep’s meeting.
One of the proposals was to extend the service interval and CP asked that if this was adopted could half
of all machines were done each year to include some service cost in each year.


6. Projects/New Developments:

6.1 AB Shed: No further progress.

7. Shop

7.1 Trading update: RG confirmed business going along reasonably well. Some of the potato stock had
been damaged by the recent very cold weather. Additional sorting had been necessary to select stock
which can be sold however the costs had at least now been covered.

8. Communications:
8.1 Update: See Reports Summary. RC summarised his report to the meeting the most pressing problem
being the rejection as SPAM by BT internet addresses. RC was carrying out a trial to see if a different
approach would solve the problem for those affected. (Action RC). 3
9. Awards:
9.1 Update: No action this month.
10. A.O.B.

10.1 AGM preparations: RMG confirmed the AGM would take place on 23 May and he would shortly be
issuing the Invitation and Agenda documents to all Committee members, so they can put on
noticeboards, emailed to members etc. RMG had particularly checked the start time was shown as 8pm
on all documents to prevent a repetition of last year’s confusion.

The Election of Officers schedule had been prepared and apart from the Hon Sec., RMG was not aware
of any other members standing down.

CP confirmed that another important part of the AGM process was to produce signed Financial Accounts
for 2017. This had been arranged and will be available.

10.2 Structure Applications: RMG reported several applications for structures had recently been
received, namely a shed on AB53 and Polytunnels on PH26A, PH110 and PH120. RMG handed round
the completed application forms to those present and asked for any concerns.

No concerns were raised, and all applications were passed and RMG will now inform the applicants as
necessary. (Action RMG).

10.3 LN Memorial Bench: MC reported the fund had already collected over £130 and collections would
continue for a further month. MC also handed round a proposed design available and it was agreed to
pursue this design. FG asked about the price and MC confirmed c.£395 plus £60 carving. Space was
available for additional plaques on lower rail.

10.4 RG - Hon member: MC proposed the Society recognise the efforts of Roger Gillett in managing the
Society’s Shop for many years and asked the Committee to approve nominating RG for an Honorary
membership of the Society. RMG was asked to inform JM of the nomination which will mean RG is not
charged for rent. (Action RMG).

10.5 Publicity campaign: JK and MD presented their proposals aimed at promoting the Society locally to
attract more members.

Ideas put forward included: -

A display in the Library – possibly with books on allotmenting.

Contact the parents of Southdown Methodist Pre-school who already have a plot on CF site.
Open Days – this to include talks for beginners and entertainment for children which MD/JK would
coordinate. FG observed that every Sunday was in fact open when any questions could be answered.


“Mumsnet” style postings -

Working Parties – to tackle vacant plots.
Information session – MC added that numbers would need to warrant the effort.

MC added that during the recent Working Party meeting with HTC it was mentioned a leaflet promoting
EHGC was being put together with HTC and would be displayed in the Town Hall foyer. HTC agreed to
do a similar one for SHAGS which would be displayed alongside it. MD asked for additional copies
which could be given to shops, put through people’s doors etc. A future item would also appear in
“Forum”

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Date of Next Meeting: 2nd May 2018 – Ted Allen Room (please note change of date)