Minutes january 2023
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S.H.A.G.S Committee Meeting – 11th January 2023 held in Ted Allen Room
Minutes
In Attendance: Mike Cobley (MC) Chair; Carole Pamphlett (CP) Treasurer; Jane Keech (JK) Secretary; Frazer Gordpn (FG); Rod Cooley (RC); Alex Davies (AD); Stephan Barnard (SB); Rachel Andrew (RA); Steve Case (SC); Rosemary Poyser (RP); Marcia Dorey (MD); Harriet Dorey (HD); Mike Lawford (ML); Peter Loveland (PL); Roger White (RW); Geoff Bateman (GB); Keith Davidson (KD)
Apologies: Helen Loveland (HL)
Review of minutes from the last meeting
MC has contacted Lisa LM again to arrange for RA to have admin rights Facebook.
Minutes from last meeting were approved.
Finance:
Prior to the meeting, CP circulated the latest financial report and is in process of doing end of year accounts. CP still needs to pay for some things by cheque. Currently, two signatures are needed. If only one signature needed, we could pay for things more easily online.
Barclays Bank have not been very helpful.
The annual plan was discussed at the last trustees meeting. All bids approved except for Churchfield.
New handrail will be fitted outside TAR.
Shop needs painting. Volunteers needed. PL has some paint that could possibly be used.
Site Matters
A discussion took place about the delivery driver who hit the gate and cracked a post. MC has obtained a quote but it is for over £1000.00. MC will obtain another quote from a local company.
MC has meeting next week with HTC.
MD reported that there is still a problem with a gate at Harpenden Rise and feels this should be paid for by council. There had previously been a complaint about a shed but the people who made the complaint have now moved so the issue has been resolved.
Lettings
AD reported that one plot has been given back and one let. He suggested a pre renewal letter and will send draught copy to MC.
AD does not think the data base for sheds, polytunnels and ponds is up to date. He will do a summary of each site and site reps can confirm / amend.
JM has now formally resigned from the committee and will no longer attend meetings.
A discussion took place about shed applications and it was agreed that if a shed is replaced, it must be like for like e.g., same location and no bigger than the one it is replacing. If this is not the case, a new application would need to be submitted.
Machinery
Machines were in use until end of November as grass had continued to grow. RW asked if site reps could send him information about any faulty machines, but it is hoped that there won’t be too much repair work needed.
The new mower at Sibley Avenue is doing well.
Battery strimmers seem to be working well. More may be needed.
A discussion took place about battery charging. Some reps take the batteries home to charge. Batteries could be charged in the shop on Sunday mornings if required.
A discussion took place about solar panels. MC to see if a grant could be available as they are very expensive.
MD would like a mulching mower. MC suggests she tries the one at PH to see how she gets on. The existing mower does not appear to be working properly. It could possibly be the drive belt.
Shop
The shop closed for December.
Stock take took place last Sunday.
We have a new volunteer for the shop – Steve Case. Steve will liaise with MC and FG to discuss tasks and arrange a handover. Steve will do the admin etc. FG and MC will still be at the shop on Sunday mornings.
PL explained that we stock varieties of potatoes that sell well to avoid have potatoes that are left unsold
If for any reason the card reader was not working, as a backup, a bank transfer could be made.
Communications
Little to report other than RC is doing updates and GB would like articles for The Plot so Far.
Website will say that that hazel bean poles will be available at certain times of the year.
Actions
MC to obtain a quote for a gate post from a local company.
AD to draft a pre renewal letter and send copy to MC to look at.
AD to produce a summary of sheds, polytunnels and sheds for each site. Site Reps to confirm / amend and return to AD.
Site Reps to send information about faulty machines to RW.
MC to let people know that CP can pay people for petrol vis bank transfer – to be included in next newsletter
MC to investigate possibility of a grant for solar panels.
MC and FG to meet with SC to discuss handover of shop and tasks to be undertaken.
A.O.B.
MD had had difficulty sending emails to MC. It was suggested that she send emails to RC or Allotsec and emails can be forwarded to MC if required.
CP can pay people for petrol for machines via bank transfer.
MC will put this in the newsletter.
Deadline for article for Forum is Wednesday of next week.
A vote took place about start time of future meeting and the majority voted for 7.30 start.
Date of next meeting:
Wednesday 8th February 2023
7.30pm in the Ted Allen room
Minutes
In Attendance: Mike Cobley (MC) Chair; Carole Pamphlett (CP) Treasurer; Jane Keech (JK) Secretary; Frazer Gordpn (FG); Rod Cooley (RC); Alex Davies (AD); Stephan Barnard (SB); Rachel Andrew (RA); Steve Case (SC); Rosemary Poyser (RP); Marcia Dorey (MD); Harriet Dorey (HD); Mike Lawford (ML); Peter Loveland (PL); Roger White (RW); Geoff Bateman (GB); Keith Davidson (KD)
Apologies: Helen Loveland (HL)
Review of minutes from the last meeting
- Action points
MC has contacted Lisa LM again to arrange for RA to have admin rights Facebook.
Minutes from last meeting were approved.
Finance:
Prior to the meeting, CP circulated the latest financial report and is in process of doing end of year accounts. CP still needs to pay for some things by cheque. Currently, two signatures are needed. If only one signature needed, we could pay for things more easily online.
Barclays Bank have not been very helpful.
The annual plan was discussed at the last trustees meeting. All bids approved except for Churchfield.
New handrail will be fitted outside TAR.
Shop needs painting. Volunteers needed. PL has some paint that could possibly be used.
Site Matters
A discussion took place about the delivery driver who hit the gate and cracked a post. MC has obtained a quote but it is for over £1000.00. MC will obtain another quote from a local company.
MC has meeting next week with HTC.
MD reported that there is still a problem with a gate at Harpenden Rise and feels this should be paid for by council. There had previously been a complaint about a shed but the people who made the complaint have now moved so the issue has been resolved.
Lettings
AD reported that one plot has been given back and one let. He suggested a pre renewal letter and will send draught copy to MC.
AD does not think the data base for sheds, polytunnels and ponds is up to date. He will do a summary of each site and site reps can confirm / amend.
JM has now formally resigned from the committee and will no longer attend meetings.
A discussion took place about shed applications and it was agreed that if a shed is replaced, it must be like for like e.g., same location and no bigger than the one it is replacing. If this is not the case, a new application would need to be submitted.
Machinery
Machines were in use until end of November as grass had continued to grow. RW asked if site reps could send him information about any faulty machines, but it is hoped that there won’t be too much repair work needed.
The new mower at Sibley Avenue is doing well.
Battery strimmers seem to be working well. More may be needed.
A discussion took place about battery charging. Some reps take the batteries home to charge. Batteries could be charged in the shop on Sunday mornings if required.
A discussion took place about solar panels. MC to see if a grant could be available as they are very expensive.
MD would like a mulching mower. MC suggests she tries the one at PH to see how she gets on. The existing mower does not appear to be working properly. It could possibly be the drive belt.
Shop
The shop closed for December.
Stock take took place last Sunday.
We have a new volunteer for the shop – Steve Case. Steve will liaise with MC and FG to discuss tasks and arrange a handover. Steve will do the admin etc. FG and MC will still be at the shop on Sunday mornings.
PL explained that we stock varieties of potatoes that sell well to avoid have potatoes that are left unsold
If for any reason the card reader was not working, as a backup, a bank transfer could be made.
Communications
Little to report other than RC is doing updates and GB would like articles for The Plot so Far.
Website will say that that hazel bean poles will be available at certain times of the year.
Actions
MC to obtain a quote for a gate post from a local company.
AD to draft a pre renewal letter and send copy to MC to look at.
AD to produce a summary of sheds, polytunnels and sheds for each site. Site Reps to confirm / amend and return to AD.
Site Reps to send information about faulty machines to RW.
MC to let people know that CP can pay people for petrol vis bank transfer – to be included in next newsletter
MC to investigate possibility of a grant for solar panels.
MC and FG to meet with SC to discuss handover of shop and tasks to be undertaken.
A.O.B.
MD had had difficulty sending emails to MC. It was suggested that she send emails to RC or Allotsec and emails can be forwarded to MC if required.
CP can pay people for petrol for machines via bank transfer.
MC will put this in the newsletter.
Deadline for article for Forum is Wednesday of next week.
A vote took place about start time of future meeting and the majority voted for 7.30 start.
Date of next meeting:
Wednesday 8th February 2023
7.30pm in the Ted Allen room