Minutes 2023

Kent House Leisure Gardens Ltd
Board Meeting
Held on line: Tuesday 9 th May 2023
DRAFT Minutes
Present: Korehan Dora (KD) Chair, Reg Wickings (RW) Treasurer,
Heather Mallinder (HM) Minute Secretary, Martin Spatcher (MS)
Saeed Kanuga (SK), Antoni Pogorzelski (AP) Simon Harth (SH)
Apologies: None

1. Chair’s Opening Remarks
The Chair welcomed Board Members and thanked them for
attending as this is the last meeting before the Spring Open Day. He
wished to thank all the site volunteers for their continued assistance
and support, keeping the site running smoothly as well as Sean
Cameron who has stepped away from the board for personal
reasons.
2. Minutes of Meeting 11 th April 2023
The Minutes were agreed as a true and accurate record of the
meeting.
Matters Arising
There were no matters arising.
Action Points Outstanding
a) Repair to fence adjacent to plot 72
The task is still outstanding. SK explained that 10 -15 metres of
fencing needs replacing and he will be meeting a company on Friday.
Agreed: Work remains outstanding. – SK
b) Boundary Wall Fairlawn Path
Cllr Kathy Bance will be attending the Spring Open Day. HM will
discuss lack of progress with her then.
Agreed: To continue to pursue liability with Bromley.
c) Key dates for May
The key dates for this month.
13 th & 14 th & 20th – setting up for the Open Day
21 st Spring Open Day
27 th & 28 th striking the stalls. All help will be very welcome.
d) Rota for Board Presence on site on Sundays.
To be completed. – KD
e) Collection of Rubbish from the Yard
The yard has been cleared. Next time it needs to be supervised as
items were taken by mistake. – SK
f) New Email addresses
There are two new designated email addresses available.
Agreed: Allocate to SK for lettings and SH.

3. Secretary’s Report
KD thanked SC for his contribution to the Board and wished him well.
Emails and Correspondence
None reported.

5. Treasurer’s Report
RW has closed accounts 1 and 2.
RW explained that our fixed rate deal for electricity with EDF expired
at the end of 2022. Suppliers were not at the time offering any
further fixed rate deals and EDF switched the site to their ‘Easy Fix
for business 1 year’. Our monthly direct debit charge jumped from
being based on a standing charge of 25pence to 60pence per day.
The unit rate of 17.20pence per KWH to 45.10pence from January to
March and from March to 85.58pence per kilowatt hour. Up until
March 2023 we really had no option but to accept what was on offer
until the markets settled down. As the rise in March was totally
unacceptable, I approached a Broker. This was BIONIC who works
with a vetted panel of seventeen trusted UK business suppliers which
include major players in the energy market. BIONIC advised me of
their considered best offer from VALDA ENERGY which supplies
exclusively to businesses. This offer is 33 pence per day standing
charge with 31.13 pence per KWH fixed charge for three years. To
access this offer it was imperative to be able to prove annual
consumption. This is normally achieved through the National
Register of Metres. VALDA told me there was no record on this
database which indicated the smart metre EDF installed was not
working. The current offer has been made based on the estimation of
annual consumption from EDF’s invoice. VALDA will charge for the
actual use by month therefore payments will be adjusted as metre
readings are submitted until the installation of a working Smart
metre where readings will be automatically submitted. RW is
awaiting confirmation that the transaction has been completed
which was due on the 3rd May.
It was suggested by AP that the old freezer in the shop is not energy
efficient. Agreed: to purchase a new freezer. -RW
Account Balances as of March 2023
No.1 A/c £ 5.00
No.2 A/c £ 5.00
KHLG Ltd A/c £ 13,897.00
Savings A/c £ 0.90
Cash 1:2:3 £ 933.00
Total £ 14,840.90

6. Shop Report
KD has transferred £180 + £70 = £250 to the bank this month. There
have been further credit card sales of £96. Plus a further £195.00
which KD is waiting for a code from the treasurer to bank bringing the total sales so far to April of
£541.00
Stock levels are good. There has been a request for horticultural grit
which will be added to the next order.

7. Site Manager’s Report.
MS submitted a written report as of 9 th May.
Plumbing: Ben has repaired two dripping taps. We need to insulate
and enclose the clubhouse drain before the winter.
Plot Inspections: Took place on Thursday 4 th May. 23 plots received
notices for grass cutting and seeding weeds.
8a: 8b: 9b1: 12a: 14a: 26a: 32b: 33b: 36a: 37a: 57a: 58b: 59a: 62b:
65a: 65b: 66a: 69: 78a: 81: 85: 86.
Health & Safety: plot 23.
3 plots were excused as the Board has been informed of medical issues.
We need to decide what action to take on plot 2 as the plot holder is
deceased.
Green Waste Area: Needs a tidy up next work day.
Site Work Days: Will resume in June.
The next volunteer days are Saturday and Sunday 13 th & 14 th May for
the Spring Open Day.

8. External rewiring update
Ongoing.

9. Lettings Manager’s Report
There are currently 39 applicants on the waiting list which will stay
open until we reach 55 applicants.
Plot No.80 was let on Saturday. There are currently no vacant plots.

10. Health & Safety Issues
Due to adverse weather conditions AP was unable to inspect the site
as ground too soggy. He will do so once the ground dries out.

11. Spring Open Day
Site set up 13 th / 14 th / 20 th
KD needs to locate the Walkie Talkie radios as they have disappeared
from the office and they need to be charged.

KD has 2 members of his family helping with Paul on the Burger Stall.
SK will purchase all the food for the clubhouse and KD for the Burger
stall.
HM to take to serving bowls to the clubhouse.
SH will be around to help and will organise the marquees.
SK will mow the grass before the marquees are put up.
Please be aware there will be 30 people from the Sydenham Choir to
rehearse on the Monday 15 th in the afternoon.
A trail map will be added to the WhatsApp group.
The tables for the craft sale will be located in the marquee to the
right.
AP advised that the Crystal Palace Radio Club will set up in front of
the shop.
HM is organising the raffle and asked for quality donations. KD said
there was a couple of bottles of wine in the shop.
RW the paths need to be mowed and cleared for the allotment trail
on Open Day.

12. A.O.B
KD told the group that the committee had been asked to donate
£100 plus £20 from Ben to the RNLI in memory of June Allart who
sadly passed away recently.

13. Date of next Meeting
Monday 12 th June @ 7.30pm in the Clubhouse.
Meeting Closed at 21.25 hrs

Kent House Leisure Gardens Ltd
Board Meeting
Held in person in the clubhouse: Tuesday 11th April 2023

Present: Korehan Dora (KD) Chair, Sean Cameron (SC) Secretary, Reg
Wickings (RW) Treasurer, Heather Mallinder (HM) Minute Secretary,
Martin Spatcher (MS) Saeed Kanuga (SK), Simon Harth (SH)
Apologies: Antoni Pogorzelski (AP)

1. Chair’s Opening Remarks
The Chair welcomed Board Members and thanked them for
attending the first meeting in person since the lockdown. He wished to
welcome SC as the new Secretary and thanked him for accepting the
position. He also thanked SH for stepping in to take the minutes of
the last meeting in the absence of HM. Lastly, he wanted to thank
John Sissons, who stepped down from the Board due to health
reasons, for all his hard work and service to the site.

2. Minutes of Meeting 13th March 2023
The Minutes were agreed as a true and accurate record of the
meeting.
Matters Arising
There were no matters arising.

Action Points Outstanding
a) Repair to fence adjacent to plot 72
SK explained that a repair was not possible as there was too much
damage. Several sections of the fence will need replacing. He will
also address the completion of the fence along the end of the yard
with Nick ASAP.
Agreed: Work remains outstanding. – SK
b) Boundary Wall Fairlawn Path
HM has received a message from Cllr Kathy Bance to the effect that
Bromley has taken responsibility for the repair. MS doesn’t believe
it but we will wait and see.
Agreed: To continue to pursue liability with Bromley. HM will
introduce Cllr Bance to SC as the new Secretary.
c) Dates for 2023
The calendar of key dates needs to be agreed upon at the next meeting
and published.
d) Quarterly News Letter update.
It was suggested that instead of a quarterly publication a monthly
newsletter be produced by the Secretary with a particular focus on the
“Angels” of the site and published on the notice boards. -SC
d) Rota for Board Presence on site on Sundays.
To be completed. – KD
g) Collection of Rubbish from the Yard
The yard has been cleared.
h) New Email addresses
KD to speak to IONOS to arrange the new email addresses for Chair, Treasurer & Secretary.

3. Secretary’s Report
SC thanked RW for supplying the information he had requested. He
advised the meeting that he’d contacted Tony Chase of BALGAF and
informed him that he is now the new Secretary. He thanked RW for
the new PC and it was Agreed HM would hand over the Secretary’s
email address on Outlook for his use.

4. Letters/ Communications
i) SC received a response to a letter sent to an elderly plot holder
that hadn’t been seen on site for a while expressing our concerns. It
appears the plot holder has been unwell but was now on the way to
recovery. Her family asked if we could tidy the plot in the meantime.
It was agreed to assist by strimming the paths but apply a strict
timescale to this.
ii) A plot holder has asked for a friend to become an associate
member to allow them to assist on his plots. He would like a
response, please. It was Agreed.
iii) Correspondence from a plot holder has been received offering to
assist with the roles of Treasurer and Secretary. SC will respond
by thanking them for the offer, but it is no longer necessary as he is now
in post. He was however impressed by a video the plot holder had
produced a few years ago and would approach them to help him
make a sequel this year.

5. Treasurer’s Report
RW will be closing accounts 1 and 2. He was asked if our site
insurance was up to date as the certificate in the clubhouse is out of
date. RW replied that he had a current certificate.
It was noted that our electrical payments were high. SC suggested
we audit the site for electrical usage. To be arranged. -SC
SH suggested we take sequential meter readings over a week to see
if there are any clues as to unusual usage. To be arranged. -SH
RW advised that we have a substantial credit on the account that will
be reimbursed at the end of the year.
Account Balances as of March 2023
No.1 A/c £ 1,310.62
No.2 A/c £ 1,074.58
KHLG Ltd A/c £ 13,358.12
Savings A/c £ 0.00
Cash 1:2:3 £ 1033.00
Total £ 16,777.22

6. Shop Report
KD received a substantial delivery of stock yesterday. He wished to
thank all those volunteers who helped unload the lorry, it was indeed
a mammoth task. The lorry was so full some of the order couldn’t be
delivered as there was no room.
As prices have gone up substantially, for example, the price of canes
has doubled, there will have to be a readjustment of charges in the
near future.
KD has transferred £180; £50; and £125 to the bank this month.
There have been further credit card sales of = £197.33 bringing the
total sales so far this year to £355.00 cash plus £197.33 credit card to
£572.33

7. Site Manager’s Report.
MS gave a verbal report as of 11th April
Plumbing: The water has now been turned back on as the leaks have
been repaired.
Plot Inspections: Took place on 5th April and 21 notices have been
issued, mostly for tidying plots or cutting the grass. The plots affected are:
2, 9b1, 9b2, 10a, 14a, 15a, 19, 24a, 26a, 37a, 57a, 57b, 58b, 65b,
68a/69b, 72b, 77a, 78b, 81, 88b, 88c.
Green Waste Area: needs a tidy-up next work day.
Site Work Days: The next scheduled work day is Sunday 7th May
Equipment: The mowers and rotavators have now been serviced and
new spark plugs fitted. SK is ordering more oil and filters from Honda
Mowers.
Plant Sales: the plants and tomatoes are coming on slowly. We need
more sunny days. We will have plants to sell at the Open Day and
other vegetables to sell to plot holders later.
Memorial Garden: It was agreed that AP could plant a rose in
memory of his brother. He has chosen the spot and selected a rose.
Shed and Greenhouse: A new plot holder wishes to erect a
greenhouse and shed on his plot. The location is under dispute from
an adjacent plot. It was Agreed the greenhouse can be erected but
the shed will need further discussion and agreement postponed for a
later time.

8. External rewiring update
KD to contact AP for an update. It may be necessary to get in an
external electrician to complete the project.

9. Lettings Manager’s Report
There are currently 39 applicants on the waiting list which will stay
open until we reach 55 applicants.
There will be viewing days next Saturday and Sunday 15th /16th of April.

10. Health & Safety Issues
An email was received from AP asking the Board to remind plot
holders of their responsibilities for Health and Safety on site.
11. Spring Open Day
A meeting to review progress is Sunday 16th April at 2.00 pm in the
Clubhouse. SC to put it on WhatsApp.
12. A.O.B
MS asked if the site wanted to take part in Penge Allotments in
Bloom. SC believes it is for individual allotments to enter. He has
received an application form.
MS advised the group that Zac has been accepted as the Biodiversity
Champion for the site by Idverde. He will attend a one-day course at
Devonshire Road Nature Reserve. Congratulations and well-done
Zac.
SC will be creating a video celebrating the site and interviewing plot
holders.
SH asked if the second credit card reader had been purchased. RW
confirmed it had but needed to be set up.
SH reminded members of the need to clarify the roles and
responsibilities of each officer of the Board. – for the next meeting
SH reminded the meeting that the Government will be sending out a
test message on 23rd April at 3.00 pm that we are supposed to reply
to.
13. Date of next Meeting
Tuesday 9th May @ 7.30 pm in the Clubhouse.
Meeting Closed at 21.45 hrs

Kent House Leisure Gardens Ltd
Board Meeting
Held online: Monday 13th March 2023

Present: Korehan Dora (KD) Chair; Reg Wickings (RW) Treasurer; Martin Spatcher (MS); Saeed
Kanuga (SK); Simon Harth (SH)
Apologies: John Sissons (JS); Antoni Pogorzelski (AP); Heather Mallinder (HM) Minute Secretary,

The meeting opened: at 19:34
1. Chair’s Opening Remarks
KD has sent get-well messages to JS and HM and the committee wishes them speedy
recoveries.
KD thanked all attendees for a well-received Annual General Meeting.

KD thanked all the donations to “Turkey / Syria Earthquake that happened 06/02/2023. A total of £850.00 was collected for charity aid in the disaster zone.

2. Minutes of Meeting 13th February 2023
The Minutes were agreed upon as a true and accurate record of the meeting.
Agreed: KD to include financial records from the last meeting in the online minutes.
3. Matters Arising
There were no matters arising.
4. Action Points Outstanding
a. Repair to fence adjacent to plot 72
SK is hoping to get the work done this Sunday. He will also address the completion of
the fence along the end of the yard with Nick. Agreed to plant prickly hedging as well
as consider employing someone to repair the fence which is a run of 6 to 7 metres.
SK suggested that this includes anti-climb angling at the top.
Agreed: Work remains outstanding. SK agreed to request quotes – SK
b. Boundary Wall Fairlawn Path:
HM has received a message from Cllr Kathy Bance to the effect that Bromley have
taken responsibility for the repair. MS doesn’t believe it but we will wait and see.
Agreed: To continue to pursue liability with Bromley – HM
c. Quarterly Newsletter update
Agreed: MS to share past ‘Plotting Together’ editions with Sarah T.
d. Rota for Board Presence on site on Sundays.
Agreed: The rota will be published when it is known when the plot inspections are to
begin and when Board Members have advised KD of their availability -KD
e. Larder Fridge
New fridge has been purchased and installed.
f. Collection of Rubbish from the Yard
Scrap metal has been collected from the yard

Agreed: remaining rubbish collection to be arranged with same supplier

5. Secretary’s Report
None this month due to other commitments
6. KHLG Ltd Management Tools
As part of the Disaster Recovery Plan It was Agreed: That SH would work with RW to
amalgamate all the data and create a G-drive to store current information. There was one
abstention to the decision.
7. Committee roles:
a. HM has shared roles and responsibilities of committee members which will be
reviewed and updated.
b. Discussed requirement for a replacement Treasurer. Committee agreed new
responsibilities for data handling and sharing of current responsibilities.
c. Discussed requirement to fill the vacant role of Secretary and agreed to invite SC to
meet with the Committee on Monday 20 Mar.

8. Letters/ Communications
a. HM has left a message for one plot holder to discuss the arrangements to give up the
plot. If there is no response RW and HM will endeavour to visit.
Action: ongoing
9. Treasurer’s Report
RW is looking to open an account with Sydenham Credit Union

Account Balances as of February 2023

No.1 A/C £1,315.62
No.2 A/C £ £0.90
KHLG Ltd A/C £15,126.16
Savings A/C £0.90
Cash 1:2:3 £866.54

Total £18,265.63

10. Shop Report
KD is arranging transfer £180.00 of shop takings since the start of 2023 to KHLG Ltd bank account.

11. Site Manager’s Report.
a. Site Work Days:
i. The next scheduled work day is Sunday 2nd April from 10.00am to 1.00pm.
ii. Excellent turn out for last work day (5 Mar) Thanks to all who came along.
Agreed that a longer list of jobs will be arranged for next work day (some
below)

b. Plot inspections have been deferred to this week.
c. Plumbing: Water will remain off until Easter. We need to insulate and enclose the
clubhouse drains before next winter.
d. Green Waste Area: needs a tidy up next work day.
e. Toilets: We need someone to take over the supply of toilet rolls
f. 63b could be cleared for rent at the next communal work day
g. Agreed to correct plot map and split plot 74 into 74a and 74b
h. 2 fence panels to be re-instated at south of plot 52
i. Metal tables to be move from plot 16
j. Work day on 5 – Really good turn out – more people that we were prepared for. 63b
needs work done

12. Machinery:
a. Shredder: tried to use at the last communal work day but it was out of order.
b. Several lawnmowers are also out of order and one reported as blunt.
c. Agreed: SK and MS will conduct an audit of all machinery and create maintenance list
d. Agreed: Need to arrange someone to service machinery. MS to seek support.

13. External rewiring update
a. Due to JS’s fall, there has been little progress. Work will start again ASAP.
b. Agreed: motions sensors to be fitted to both toilets as lights are regularly left on
14. Lettings Manager’s Report
a. There are currently 35 applicants on the waiting list.
b. 3 plots have been let in last 10 days 89a, 60b, 68b.
c. There are currently 3 vacant plots, 45b / 63b / 87
d. Next viewing day will be arranged soon
e. Agreed: SK to send email to everyone on waiting list to check if everyone is still
interested in a plot. Also agreed to re-open waiting list and keep to a maximum of 50.

15. Health and Safety Issues
a. None Reported

16. A.O.B
a. Nigel has agreed to look at the pan in the gents toilet which may have a leak
b. SH – proposed working group with KD to explore ideas for an outdoor community kitchen / Pizza oven area
Meeting closed at 21.35 hrs

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Kent House Leisure Gardens Ltd
Board Meeting
Held online: Monday 13th February 2023

Present: Korehan Dora (KD) Chair, Reg Wickings (RW) Treasurer,
Heather Mallinder (HM) Minute Secretary, Martin Spatcher (MS)
Saeed Kanuga (SK), Simon Harth (SH)
Apologies: John Sissons (JS), Antoni Pogorzelski (AP)

1. Chair’s Opening Remarks

The Chair welcomed Board Members and thanked them for attending.
He explained that JS has had a fall and was in the hospital with two broken ribs.
He had sent best wishes on behalf of the Board for a speedy recovery and will
remain in contact with his family to offer any assistance we can provide.
KD then explained that he wished to use the opening remarks to speak about the crisis
in his home country of Turkey and also Syria.
The appalling devastation that has been the result of an earthquake has touched him
personally, as he heard from his family that some distant relatives have died.
He thanked all of the many well-wishers who have contacted him with concerns about what
had occurred and offers of help and donations. He explained that the Mosques have
been inundated with donations of clothing and equipment and no longer have any storage
space to take any more.
What is really needed now is money to facilitate the aid getting into these countries.
He also warned that there are many scams popping up around the disaster and for those
who wish to donate please be very careful where you send your money.
The two safest charities are the Red Crescent and the Disaster Emergency Committee (DEC),
details which are on the WhatsApp group.
KD went on to explain that his daughter, who is a local ceramicist, is currently fundraising
with a raffle prize of a beautiful ceramic vase, she has made.
The tickets are £5 each and all money raised will go to an earthquake appeal charity.
Details of the Raffle For Turkey and Syria / Melisa Dora can be found through the
Chairman’s Appeal link on the webpage.
https://www.melisadora.com/product-page/large-textured-vase
The raffle will be drawn on 22nd February.
There will also be a collection bucket for loose change in the shop.

2. Minutes of Meeting 9th January 2023
The Minutes were agreed upon as a true and accurate record of the meeting.
Matters Arising
There were no matters arising.
Action Points Outstanding
a) Repair to fence adjacent to plot 72
SK is hoping to get the work done this Sunday. He will also address the completion
of the fence along the end of the yard with Nick.

Agreed: Work remains outstanding. – SK
b) Boundary Wall Fairlawn Path:
HM has received a message from Cllr Kathy Bance to the effect that Bromley has
taken responsibility for the repair. MS doesn’t believe it but we will wait and see.
SK has approached two landscaping companies for a quote for the
works. Neither was very interested.
Agreed: To continue to pursue liability with Bromley – HM

c) Dates for 2023
The calendar of dates has been revised and is due for publication. -HM
d) Quarterly News Letter update.
It was suggested that a quarterly newsletter to all plot holders would keep them informed.
Agreed: SH to check with Sarah.

e) Rota for Board Presence on site on Sundays.
Agreed: The rota will be published when it is known when the plot
inspections are to begin and when Board Members have advised KD
of their availability -KD
f) Practical Arrangements for AGM
A meeting has been called for Board Members in the clubhouse on
Saturday 18th at 10.30 am. In the meantime, can Members familiarise
themselves with the Articles of Association and the Site Rules?
g) Larder Fridge
Agreed: For RW to purchase a fridge from Curry’s.

h) Collection of Rubbish from the Yard
SK is waiting to speak to Chris Perrin to check if he has finished clearing his plot.
He will get a quote from Aaron and a couple of other contractors.
i) Site Wi-Fi
KD has arranged a new contract for a 5G Router with 3.com. The speed and range are
much better as well as the monthly price.
There are still a few issues outstanding. KD will be speaking to the providers.
KD is still paying the reduced rate to IONOS for the webpage, this will be soon changed
by informing them that the payee will be Kent house Leisure Garden Ltd.
Agreed: KD /RW to sort out a payment from the Company Account.

3. Secretary’s Report
There was no Agenda Planning Meeting this month due to a clash of commitments.
HM has circulated the notes from the Spring Open  Day Planning Meeting and the calendar
of KHLG key dates.

KHLG Ltd Management Tools
As part of the Disaster Recovery Plan, It was Agreed: That SH would work with RW to
amalgamate all the data and create a G-drive to store current information.
There was one abstention from the decision.
Facilitating the AGM for 12th March 2023
The Board will meet on Saturday 18th February to finalise the arrangements for the AGM.
Agreed: All

4. Letters/ Communications
HM has left a message for one plot holder to discuss the arrangements to give up the plot.
If there is no response RW and HM will endeavor to visit.
5. Treasurer’s Report
RW is looking to open an account with Sydenham Credit Union

Account Balances as of February 2023

 6. Shop Report

There has been very little activity this month.

7. Site Manager’s Report.
MS submitted a written report.
Plumbing: Water will remain off until Easter. We need to insulate
and enclose the clubhouse drains before next winter.
Plot Inspections: will resume in March weather permitting.
Green Waste Area: needs a tidy up next work day.
Site Work Days: The next scheduled work day is Sunday 5th March
from 10.00 am to 1.00 pm. Before that we need to deal with the
collapsed sheds on plots 81 & 91.
ACTION: to nominate a responsible member
Toilets: We need someone to take over the supply of toilet rolls
Plant Sales: MS has started sowing seeds and proposes to buy some plug plants later this month.
This will require the use of heaters and propagators in the greenhouse.
Can Members ensure that the electric supply is not interrupted when carrying out work on the electrics?

8. External rewiring update
Due to JS’s fall, there has been little progress. Work will start again
ASAP.
9. Lettings Manager’s Report
There are currently 40 applicants on the waiting list.
9 plots have been let in recent months.
There are currently 6 vacant plots, 45b / 60b / 63b / 68b / 87 / 89.
There will be a viewing day held next Sunday 19th February and it was Agreed: 
To treat 68b as a ‘hard to let’ plot and offer it to the waiting list on come first first served basis SK

10. Health & Safety Issues
None Reported

11. A.O.B
RW – Plot holder of small corner plot believes that the rent for the
last two years has been covered by the cost of the gravel donated to
the site. No further action required.
There are still some rents outstanding.
HM -The date set for the Spring Open Day 2nd Planning Meeting is
Sunday 16th April at 2.00pm in the clubhouse.
KD – It was Agreed: to move the two collapsed sheds into the yard
for disposal with the other rubbish as preferable to a bonfire.
The new Chair of the Beekeepers cannot make the meetings on a
Monday. KD has asked him to identify a replacement for David Pipe.
 
Meeting Closed at 21.56 hrs

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Kent House Leisure Gardens Ltd
Board Meeting
Held online: Monday 9 th January 2023
Present:
Korehan Dora (KD) Chair, Reg Wickings (RW) Treasurer,
Heather Mallinder (HM) Minute Secretary, Martin Spatcher (MS)
Antoni Pogorzelski (AP) Saeed Kanuga (SK) John Sissons (JS),
Apologies: Simon Harth (SH)

1. Chair’s Opening Remarks

The Chair welcomed Board Members and wished them a Happy New Year.
He thanked them for attending and advised them he had received apologies
from SH. KD went on to thank the Lighting Crew and all those who helped
make this Christmas event a success.
He said the feedback received indicated that it had been much appreciated
by all who attended.

2.Minutes of Meeting 14 th November 2022

The Minutes were agreed as a true and accurate record of the meeting.
There was no meeting in December due to the Christmas period.

Matters Arising

There  were no matters arising.

2 Action Points Outstanding

a) Repair to fence adjacent to plot 72
KD has some galvanised wire on his plot and has offered to help SK
with the repair when the weather improves.
Agreed:
Work remains outstanding. – SK
b) Boundary Wall Fairlawn Path
A quote for the work required to repair the wall is outstanding. The Board will need this information before applying for grant funding.
Agreed:
Obtain a quote for the works – SK
It is still unsure who is ultimately responsible for the wall.
HM is in communication with Cllr Kathy Bance L.B. Bromley, who is pursuing the matter on our behalf.
Agreed:
to continue to purse liability – HM
c) Bonfire Night & Christmas Light Shows – Feedback
Both events went well and were much enjoyed by the plot holders that came.
However despite advertising the events in the minutes; in notices on the back gate,
main notice board and in the clubhouse; on the WhatsApp messaging group; and by individual invitation by email, still some plot holders claim not to have known about them.
Agreed:
To look into the feasibility of a bulk text message to reach plot holders without an email account. -RW
d) Dates for 2023
The calendar of dates has been drafted and will be revised before publication.-HM
e) Quarterly News Letter update.
It was suggested that a quarterly newsletter to all plot holders would keep them informed.
Agreed:
Update at the next meeting. -SH
f) Rota for Board Presence on site on Sundays.
Agreed:
The rota will be published when it is known when the plot inspections are to begin again. -KD
g) Advice on the Disclaimer in the Tenancy Agreement.
Agreed:
To discuss the issue with BALGAF – RW

3.Secretary’s Report

HM was unable to attend the agenda planning meeting due to illness.
She had circulated previously the notes from the AGM planning meeting 27 th November 2022
and the dates for 2023.

KHLG Ltd Management Tools

The provision of 3 data sticks with current KHLG Ltd data for the Board’s
PCs as part of the emergency recovery plan is still outstanding as more work is needed.
To be completed ASAP – RW

Facilitating the AGM for 12 th March 2023

The practical arrangements for the AGM need to be finalised at the February meeting.
Agreed:
All

4. Letters/ Communications

RW received a request from a plot holder under a NTQ to stay the execution of the notice.
RW responded by explaining the plot had already been re-let.
KD commended RW for his robust response.
It was suggested to add the evicted plot holder to the wating list although it is closed.
As there was no clear support for this it was agreed to wait for a response to the letter from RW.

5.Treasurer’s Report

The Board Agreed: all monies to be transferred to one account at AGM when the Association is
formally closed.
RW has received payment for 88 rents so far. There are approximately 141 individual plots
although some plot holders have more than one. RW normally allows up until the end of January
for payment of rent before pursuing the debt, however one plot holder failed to pay the rent
last year and has not paid this year. It is only a small plot and very little rent is levied.
Agreed:
To serve an NTQ on the plot holder for non-payment of rent.

Account Balances as of December 2022

No.1 A/C £ 1,370.62
No.2 A/C £ 952.53
KHLG Ltd A/C £ 12,245.40
Savings A/C £ 0.90
Cash 1:2:3 £ 2,459.94
Total £ 17,028.58

6. Shop Report

KD advised the Board that £170.00 was taken by the shop in November and £50.00 in December.
Both banked into KHLG Ltd account.
A small order of stock, including weed matting will be required for Spring. MS and other board
members to check the requirements prior to KD submitting the order.
The usual supplier of manure is not responding to KD, however a plot holder has found a supplier
of good quality, well-rotted manure and has taken 48 barrows between two plot holders.
The details have been posted on the notice board -SH
KD suggested that this is an alternative option for plot holders to make their own arrangements
or getting manure if they wish. However he will get in touch with these suppliers and order some
manure then and then decide on the cost per wheelbarrow load.
MS requested some more woodchip from Foxy. HM to contact.

7. Site Manager’s Report.

As there has been little activity this month MS has not produced a written report.
There were no plot inspections as they resume in the Spring, the month to be confirmed as it is weather dependant.

8. External rewiring update

AP gave an update. Unfortunately, due to illness there has been little progress.
Work will start again ASAP.

9. Lettings Manager’s Report

There are currently 40 applicants on the waiting list. 9 plots have been let in recent months.
The names of the new tenants have been added to the excel spreadsheet from SK.
There are currently 6 vacant plots,
45b/ 60b/ 63b/ 68b/ 87/ 89.
There will be a viewing day held this month and it was Agreed:
To treat 68b as a ‘hard to let’ plot and offer it to the waiting list on a first come first served basis. -SK /RW

10. Health & Safety Issues

The pipework to the sink drain froze up at the Christmas meal event.
It was especially noticeable in the left-hand sink which was very slow to drain.
AP suggested the pipes need to be re-routed in the spring.

11. A.O.B

AP-We need a new fridge for the clubhouse, preferably a tall one to accommodate open day events.
Agreed:
To spend circa £200 KD will research the options and circulate for agreement.
MS-The lights that have been left around the soffit of the clubhouse need to be checked as they
are plugged into a domestic supply.
Agreed:
Ross /AP to check.
SK-Rubbish has been accumulating in and around the yard.
Agreed:
SK-will contact Aaron to move it for circa £300.
KD– Has had a meeting with the existing Wifi Broadband provider as the current system
is slow and unreliable. He has been offered a 5G option on a good deal which will
work out cheaper to run. AP suggested that the speed was tested first as he and Ross tried a 5G
on site which failed. He thinks it’s the signal strength that’s at fault.
Agreed:
KD to test on site and report back.

Meeting
Closed at 20.48 hrs

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