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

COMMITTEE
Meeting held on 10 December 2014 in the Ted Allen room
In Attendance: Lin Norman (LN) (Chair); Carole Pamphlett (CP) (Treasurer.); Roger
Glanville (RMG)(Sec); Chris Wilson (CW); Pauline Payne (PP); Ralph Martin (RM);
Mike Cobley (MC); John Molson (JGM); Rod Cooley (RC); Chris Overton (CO);
Hazel Upton (HU); Keith Davison (KD); (RC); David Ebbels (DE); Roger Gillett (RG)
Apologies: Nic Hale; Albert Callaewert; Tracey Field; Jim Machin.
1. Minutes of the November 2014 meeting.
LN asked to revise the wording of 2.2 since HTC had now confirmed that in view of
fencing and wire the tree would be significantly reduced rather than removed
altogether so a small revision will be made.
Other than this change the Minutes were passed as a true record by those present.
Matters arising:
1) RMG to design new shed application form. Completed. RMG passed round the
new form he had designed to cover Shed applications.
2) PP to ask Tim Wall to dispose of ex-PH large rotovator. PP confirmed this had
been arranged.
3) CW to investigate in-house printing of Award Certificates for 2015 Awards. Still
outstanding but to be arranged in time for next years competition.
4) RMG to contact PP to request deferment of machinery collection to Dec 1st.
Completed
5) RMG to pass to KD details of plot holder offer to help at CF site. Completed
2. Finance
2.1 CP presented the latest cash situation which, compared with last year showed an
increase of some 1600. This was due largely to the rent increase plus an improved
machine maintenance situation with less breakdowns and therefore lower costs.
There would, as a result, be no question of further rent increases.
CW voiced unease about the surplus but agreed it was necessary to safeguard the
Society against unexpected significant outgoings. CP agreed but explained it had
been anticipated that the HTC grant was due to be cut but in the event this did not
occur hence revenue was as a result increased.
HU raised a request for expenditure to cover a new large mower for AB site. LN asked
that this issue be raised at the January meeting (Action RMG), but in the meantime CP
and LN will investigate. In addition there is also a question about mowers for PH to be
looked at. (Action CP/LN).
Minutes of Dec 2014 SHAGS Committee Meeting

LN made the point that it only needed problems to occur with machinery for this
surplus to be eroded.
3. Site Matters
3.1 Hedge-cutting update: LN asked if any sites had not seen any activity and HU
confirmed no work had been done at AB site yet. JM confirmed nothing at CL site
either. Some work had been done at PH site but not complete. DE advised work had
been done at HR site but not to the tops of hedges or on the footpath since this was
cut by a footpath group. KD told the meeting the hedge bordering the P & H pub had
been cut but only on the pub side.
LN will contact Sarah Norwood again. (Action LN).
3.2 CH progress: KD explained that the Community Payback team had carried out
clearance work at CH site and a quantity of material had been collected which KD
supplied a photograph and which was now requiring to be burnt where possible. The
rest will need a skip to collect it.
3.3 Plot numbering: RM confirmed 100 posts were now held in PH stores which
needed treating and that 30 labels (4 x 4) were held for numbering as necessary.
RM recommended using an indelible marker or use a stencil set.
3.4 PH Clearance: MC confirmed that the Community Payback team had also been
working at PH site in the area surrounding the TA Room. Further rubbish including
carpeting had been collected requiring disposal.
This further brought up the carpeting on plots issue although HU maintained that,
used properly, it was a useful weed suppressant however LN felt a firm policy on its
use needed to be adopted in future.
Unfortunately damage to a plot-holders fruit had been done with canes cut down and
this will need to be discussed with the team when they return on the 13th December.
(Action MC).
3.5 Other Sites: CO and JGM reported all well at CL site, the meadow was showing
signs of life and the bug hotel was developing. Similarly at AB site and RC reported
materials all stored at OR site ready to work further on the pathways etc. when better
weather arrived.
4. Lettings
4.1 CO reported a very quiet month and overall all sites are 98% let.
5. Machinery
5.1 PP confirmed that all machinery would be collected over the following week and
certainly before Christmas.
LN confirmed it would be the last meeting PP would attend as she was relinquishing
her role as Machinery Mgr. and thanked PP for her contribution during her tenure.
Minutes of Dec 2014 SHAGS Committee Meeting

6. Projects/New Developments
6.1 H & S Policy: LN referred to the final draft Risk Assessment and Advice to Plot
holders documents that had been circulated and although there remained some
spelling corrections outstanding, asked for the Committee to sign them off so that the
Advice to Plot holders could be printed up ready for distribution when rentals were
collected in Feb/Mar 2015.
Copies were planned to be uploaded to the web-site, included in the H & S folder
within the TA Room plus a copy available for reference in the Shop.
On the basis that future revisions would still be possible the documents were
accepted and adopted.
Still to be completed in early 2015 was the Notes for visitors to Sites document which
Tracey Field was working on. (Action TF).
7. Communications
7.1 RC told the meeting it had been a quiet month; the newsletter had been issued
and RC was working on a record of the web-site content to cover any future loss of
data should any problem arise with software.
7.2 The next task was to develop and complete the history of the Society, in
particular references to various notable personnel to be added to the web-site.
7.3 RC had also spoken to David Whitbread of HPS who had asked for views on
what theme to adopt next year for photos connected with the Society.
In addition SA site had been missed from the original site slideshow on the web-site
so liaison with CW was necessary.
8. A.O.B.
8.1 Plot numbering: RM indicated posts were currently being tanalised (approx. 40
done to date) plus material was held for around 30 number plates but further material
required to be obtained. (Action RM). Suggestions were sought about the best way of
applying the numbers which in some cases could be expensive.
LN asked RG if he would ask the garden suppliers if they had any inexpensive
suggestions that could be used.
8.2 Shop: RG commented that the shop was now closed for 4 weeks re-opening 11
Jan. 2014had been a good financial year, improving on 2013, plus margins had also
been better.
8.3 RC confirmed further Oakley Road play area meetings would take place in 2015
in the TA Room.

Minutes of Dec 2014 SHAGS Committee Meeting

8.4 DE asked if the forthcoming email could contain a request for contributions to the
2015 edition of PlotSoFar due to be distributed to members at renewal.

LN closed the meeting thanking everyone for their efforts throughout 2015: the site
reps for the work they do all year round, CP for her efforts in improving the financial
systems and performance, RC for his efforts on Communications and the web-site,
CO for his efforts on achieving such a high letting rate and all other members of the
committee.
On behalf of the Committee PP responded by thanking LN for her work during 2014
across a variety of initiatives and presiding over many productive meetings.

Date of Next Meeting: 14th January 2015 Ted Allen Room

Minutes of Dec 2014 SHAGS Committee Meeting