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

COMMITTEE
Meeting held on 10 January 2018 in the Ted Allen room
In Attendance: Mike Cobley (MC)(Chair); Roger Glanville (RMG)(Sec.); Keith Rowland (KR); Chris
Wilson (CW); Linda Gahagan (LG); Albert Callaewert (AC); Fraser Gordon (FG); Marcia Dorey (MD);
John Myers (JM), Jenny Stevenson (JS).
Apologies: Lin Norman, Carole Pamphlett, Rod Cooley, Nic Hale, Jim Machin, Keith Davison, Hazel
Upton, Roger Gillet.
Minutes of the December 2017 meeting.
MD requested that it be noted under 4.1 that she would be willing to assist with any publicity initiatives.
RMG agreed to add this point to the Minutes. (Action RMG). The view in the meeting agreed the
perception was plots were fully booked and expensive and the actual situation needed highlighting. 1
Apart from this change the Minutes of the December meeting were approved as a true record by those
present.
Matters arising:
1) AB Site Rep to send completed H & S check lists to CP.

2) RMG to re-send October Minutes document file to JM. Completed

3) JM to put publicity flyer in Harpenden Library Completed
4) All Site Rep’s to put a label on any machine requiring specific attention detailing work required prior to
machine collection from early January as part of the annual servicing process.
5) RMG to approach John Goodwin about carrying out further PAT test on electrical equipment in the
Shop/TA Room. Completed, however JG is no longer registered so an alternative electrician will require to
be sought. FG asked whether this was required annually or bi-annually, MC confirmed the frequency
depended on the number of users involved and CW plus others agreed to investigate their contacts.
(Action CW/MC).
6) JM to email membership to ask which members are happy to receive rent renewal notification via email
as part of the project to improve electronic procedures. Completed, see also 2.2.
2. Finance
2.1 Owing to the Treasurer’s absence no reports had been submitted for this month however MC was able
to confirm that since no payments had been made or received over the last month the situation was as it
was at the December meeting.
2.2 Rent renewal preparations: JM had given Irene Boogerman the database so that she could arrange
the label set. Following on from “Actions #6”, JM was able to tell the meeting over half of the membership
had advised their willingness to receive renewal advice by email, thereby significantly cutting the
administrative load for this task, plus over one-third had agreed to pay online. JM will add new columns to
the database to reflect this information and liaise with CP ahead of letters and labels being prepared for
mailshot. (Action JM).
In addition, although it had been agreed at the December meeting there would be no meeting in February
the need to facilitate rent renewal preparations MC considered this decision should be reversed and the
meeting agreed. In this connection Jane Keech (PH plot holder) had agreed to shadow RMG and cover
Secretarial function for the February and March meeting when RMG was absent. RMG will assemble
some brief notes on the action required and pass to JK as much electronic information as possible to
assist her in this task. (Action RMG).


3. Site Matters
3.1 Site Rep’s reports: See Reports Summary. RMG thanked all Site Rep’s for sending through the
reports this month and covered those that were not included. JM informed the meeting a further plot on
TW site was being given up plus Nic Hale’s plot was being taken on.
4. Lettings:
4.1 Update: See Report Summary. RMG covered the report from JM and the latest Lettings Summary.
Jane Keech suggested open evenings and FG agreed proposing a couple over the course of the season.
Another angle was to target parents of young children at schools.
5. Machinery
5.1 Machinery update: MC confirmed the collection of machines was due to start from 12 Jan and it was
hoped some machines might be returned in some 2 weeks. 2
6. Projects/New Developments:

6.1 AB Shed: No further progress, RW had been requested to advise on progress.

7. Shop

7.1 Stocktake: MC confirmed a successful stocktake took place on 7 January with 8-9 volunteers
involved and the whole process was completed in a little over two hours. The resultant sheets will now
be passed to CP who will carry out the full analysis.
7.2 PAT test: See “Actions #5”
8. Communications:
8.1 Update: See Reports Summary. RMG covered the report received from RC. RMG reported he had
received a “phishing” email but RC had confirmed this was the case with no issue arising.
9. Awards:
9.1 Update: No action this month although it was agreed Park Hall should be booked for the 2018 Awards
Evening. (Action LG).
10. A.O.B.

10.1 PH48 Shed Application: Although the application had been signed and returned the position on the
plot had not been advised so it was agreed the decision would have to be held over to the February
meeting.

10.2 Manure: Jane Keech asked about the manure prospects and MC outlined the situation. JK agreed
to explore the possibilities from Cross Farm for supply.

Date of Next Meeting: 14th February 2018 – Ted Allen Room