Kent House Leisure Gardens Ltd
Board Meeting
Held in person at the Clubhouse on Monday 11 th September 2023
DRAFT Minutes
Present: Korehan Dora (KD) Chair, Reg Wickings (RW) Treasurer,
Heather Mallinder (HM) Minute Secretary, Simon Harth (SH) Saeed
Kanuga (SK)
Apologies: None
1. Chair’s Opening Remarks
KD thanked everyone for coming and spoke about the pizza oven’s
inaugural outing with a launch last Sunday. He was delighted with
the positive feedback he’d received and believes we are beginning to
build a strong growing community on site. He is also very impressed
with some plot holders that have joined us recently. They have
quickly taken responsibility for caring for the communal areas without
having to be asked, to clean, weeding, and mow where they
see a need. He feels that these signs bode well for the future of our
site.
2. Minutes of Meeting 14th August 2023
The Minutes were agreed as a true and accurate record of the
meeting.
Matters Arising
None
Action Points Outstanding
a) Repair to fence adjacent to plot 72
The replacement fence has been completed in a day. SK is satisfied
with the work. RW will release the funds for payment.
b) Boundary Wall Fairlawn Path
Bromley Council has sent two separate contractors on-site to quote
for the work. We are awaiting the outcome. There is still a need to
check the electrical substations and identify the source of the
electricity. KD /SK/ SH will turn off the main supply sometime this
week and test the live box.
Agreed: To identify the source – KD/SK/SH
c) Repair to the Uneven path – Fairlawn Entrance
A temporary repair will be made until the work on the wall has been
completed. Then it will be addressed properly.
d) Skills Set Audit of Plot Holders
KD is learning the many diverse skills that exist amongst plot
holders on site. For instance, he has been made aware that two
recently arrived plot holders make beautiful, elaborately decorated
cakes.
He is certain that there are plot holders with media skills, and other
talents beneficial to the site.
Agreed: to create a survey for plot holders to complete that can be
shared with the WhatsApp group and at the next AGM. – RW
e) Plot Holders Harvest Festival Lunch
The lunch is on Sunday 17th September from 12.00 onwards.
Everyone is welcome, come and join the fun and bring some food to
share. The Board members will be on-site on Saturday 16th from
10.30 am to prepare the venue and set up the tables. If you have
some time to spare, we would appreciate any help you could give by
bringing tables down from the brown shed, setting up gazebos or
cleaning and decorating the clubhouse. Look forward to seeing you
there.
f) KHLGLtd Liability for Corporation Tax
An issue has been raised that as an organisation we may be liable for
Corporation Tax on any surplus (profit) we make during the year,
especially from the Open Days and plant sales, even though we are a
‘Not for Profit Micro Entity’. There was a full and detailed discussion
around the need to appoint a Tax Accountant to advise us on this
matter and take us through the issues. We also need to review our
spending commitments for the coming financial year.
Agreed: To appoint a tax consultant. RW to speak to his accountant
in the first instance as he has assisted in the past. – RW
3. Secretary’s Report
None.
4. Emails and Correspondence
i) A woman from the waiting list who couldn’t make the viewing date
contacted SK who arranged another viewing. Plot 67 is the only
vacant plot and requires a considerable amount of work. It became
apparent to SK that as the woman appeared frail and had no one to
assist, she wouldn’t be able to cope with the amount of work
involved. Luckily, she agreed.
Agreed: To clear half of the plot for cultivation. KD/SK/SH
ii) A new plot holder requested to erect a polytunnel. SK explained
this wasn’t allowed. He offered permission to have a greenhouse.
She also wants her helper to assist her.
Agreed: RW to contact her to arrange associate membership.
iii) The former plot holder of 59a has contacted the Board to say he
believes the plot is his until November. This is clearly untrue as he
relinquished the plot in writing in August. The plot has since been
re-let. He has not returned the keys even though he said he would.
Agreed: If he comes to the site he will be asked to leave. -All
iv) A plot holder wants a shed that will exceed 6’ x 8’ in external
measurements.
Agreed: He will be advised that this is not acceptable. – KD
5. Treasurer’s Report
Account Balances as of September 2023
KHLG Ltd A/c £ 17,518.73
Savings A/c £ 0
Cash 1:2:3 £ 398.61
Total £ 17,917.34
6. Shop Report
KD has received £75.80 through credit card sales and £41.45 in cash.
All the honey has been sold at £9.00 per jar. £9.00 will be added to
the shop account and £56.00 transferred to the beekeepers.
MS/KD and others have made up the last order to the suppliers who
will close down at the end of October.
7. Site Manager’s Report.
Annual Site Health & Safety Inspection 2023
The inspection was carried out by MS / HM and Stuart Gordon on
15th August. Below is a summary of the main concerns identified.
The overall impression was that the site is in need of a good tidy-up
and requires numerous small repairs. This is as a result of too few
plot holders volunteering for the monthly site work days. The matter
is compounded as the Site Manager, who in the past has picked up
on issues and prevented them from becoming bigger problems,
retired last month without a replacement.
The Main Path
On the right of the path, facing from the clubhouse, there is a
significant drop between the path and the adjoining plots. The gap is
wide enough for a foot to be trapped and someone twist their ankle.
The solution identified is to ‘plug’ the gap with wooden pallets,
effectively creating a solid barrier.
Agreed: Members will look at the issue on Saturday 16 th September
and discuss the best way forward.
The Clubhouse.
External
The rear guttering is leaking and requires attention. The large water
butt needs a cover. The security lights to the path and lavatory block
are not working.
Internal
The PAT testing of electrical equipment is due. The first aid kit needs
overhauling.
External Doors.
The doors to the office and winery need attention.
Agreed: These items will be addressed.
Martin will be asked if he will continue to act as Site Manager in an
executive capacity and liaise with SK as the Board Member. – SK
8. External rewiring update -Outstanding
KD will speak to Ross on the 17 th September.
9. Lettings Manager’s Report
SK advised that there were currently 45 applicants on the waiting list
with one plot vacant.
10. Health & Safety Issues
*See report above
*SK will speak to the plot holder that has requested to plant a peach
tree against the wall.
12. A.O.B
KD will arrange a time for the Board to identify and discuss repairs to
the clubhouse.
KD has been asked if individuals can use the pizza oven.
Agreed: For now, it will remain under the control of the Board for
communal use only. To be reviewed at future date.
13. Dates for October
Monday 2nd October – 10.30 am in the clubhouse – Agenda planning
KD/RW/HM
Sunday 8th October – 10.30 am in the clubhouse – Bonfire Night
planning meeting – All
Monday 9th October -7.30pm in the clubhouse – Board Meeting – All
Meeting Closed at 22.04hrs
Kent House Leisure Gardens Ltd
Board Meeting
Held in person at the Clubhouse on Monday 14 th August 2023
Present: Korehan Dora (KD) Chair, Reg Wickings (RW) Treasurer,
Heather Mallinder (HM) Minute Secretary, Martin Spatcher (MS)
Simon Harth (SH) Saeed Kanuga (SK)
Apologies: None
1. Chair’s Opening Remarks
KD welcomed the Board and remarked that it was a watershed
moment as it marked the last meeting for Martin who retires from
the Board on the 16 th August after a long time serving on the
committee. It was so long no-one could remember (including Martin)
just how long it was. Although we were sad to see him leave, we all
agreed he had done his bit…and more. He will however continue
growing plants for the open day and helping out on site as a member
of the newly constituted Senior Management Team, including the
hire of machinery.
The Board wished to express a profound ‘Thank You’ to Martin for all
the work he had done for the site over the years, as well as the
significant amount of money he had raised from the sale of his
plants. HM will take over plot inspections with the help of Peter
Forder and Stuart Gordon.
KD expressed concern regarding the recent reports of theft from fruit
trees. In two instances the whole crop had disappeared. The
committee are actively considering the security measure available to
address this issue. KD had noticed several plum trees, heavily laden
with fruit had broken branches. MS advised that this was a common
occurrence if the crop was abundant, as it was this year.
2. Minutes of Meeting 10 th July 2023
The Minutes were agreed as a true and accurate record of the
meeting.
Matters Arising
None
Action Points Outstanding
a) Repair to fence adjacent to plot 72
SK met with a contractor on site to discuss the cost of the fence
replacement as the extent of the damage was too much for just a
repair. He has received a quote for £1,600 for materials and labour,
which Members considered an acceptable figure.
Agreed: To commission the work starting on the 11 th September.
b) Boundary Wall Fairlawn Path
Bromley Council and idverde have attended site and accepted
liability for the wall. Work will start in September. The brickwork will
be replaced by a strong secure wire fence. Idverde wished to thank
MS for all his help and assistance in this matter.
Agreed: To continue to assist – MS/HM
c) Code of Conduct Review
SH has amended the KHLG code of conduct and circulated it to the
Board for agreement.
Agreed: The amendments were formally agreed and will be
circulated to all plot holders – SH
d) Skills Audit of Plot Holders
Agreed: to create a survey form for plot holders that can be shared
with the WhatsApp group and at the next AGM. – SH) Uneven Path – Back Gate
Stuart has provided some heavy slabs that would make a good
repair.
Agreed: To create a ramp using the slabs and cement. – KD/ SK/ SH
f) Autumn Open Day -17 th September
As the date of the planning meeting has passed without a meeting
taking place and it’s not possible to re-arrange the date it was agreed
to hold a Harvest Festival for plot holders instead. The beekeepers
will be invited along with Chris Perrin’s ukulele band. Every
endeavour will be made to ensure the pizza oven is ready on time
and if possible, KD will set up the BBQ.
g) Rent Day
Rent day has been set for 18 th & 19 th November 2023
3. Secretary’s Report
None.
4. Emails and Correspondence
None
5. Treasurer’s Report
Account Balances as of August 2023
KHLG Ltd A/c £ 18,148.15
Savings A/c £ 0.90
Cash 1:2:3 £ 359.61
Total £ 18,508.66
6. Shop Report
KD explained the Sum Up terminal in the shop can be used for
multiple transactions as long as the payments are entered separately
and recorded in the appropriate book. The shop account must be
kept separate from the machinery hire and plant sales.
Sales from the shop for July up to 14 th August; credit card payments
£290.35, cash transferred to bank £180.00, Total Sales £470.35.
Our current suppliers are due to stop trading in the near future. We
have been invited to submit a final order that they will hold until we
are ready to take delivery. They will close in October. We are looking
at Provender in Kent as an alternative supplier.
7. Site Manager’s Report.
MS submitted a written report.
Plumbing: There is an urgent need to remedy the blockage issue of
the clubhouse sink drains. If left to the winter it will become blocked
again.
Plot Inspections: A limited inspection was carried out on 15 th August.
This resulted in plot 59a becoming vacant. An offer of help to harvest
the willow has been extended to plot 14. We are awaiting a
response. Plot 9b1 needs a NTQ but is on hold until a board member
is able to visit. Plots 79,80, & 81 are long term problem plots which
are difficult to cultivate as they are under a large oak tree.
Site Work Days: It nearly a year since we held a proper work day.
There is much work outstanding. They can only resume when
adequate supervision is available.
Plot 18 has requested permission to erect a greenhouse next to his
raised bed, approximately in line with the shed on the next plot. He
also wants to cultivate the border to grow peaches. SK to discuss
with the plot holder.
Site H & S Inspection: MS /HM/SG will carry out an H&S inspection
of the site on Tuesday.
8. External rewiring update -Outstanding
9. Lettings Manager’s Report
SK advised that there were currently 45 applicants on the waiting list
with 3 vacant plots. He will be holding a viewing day on Sunday 20 th
August.
10. Health & Safety Issues
Post Script: On Wednesday 16 th Officials from L B Bromley came to
the site to check the electrical substation prior to commencing work
on the boundary wall and discovered it was still live. HM to ask RW
to advise the Council of the electrical suppliers. – RW
12. A.O.B
a) MS will be 80 years old on Wednesday 16 th of August and will be
having a bit of a do.
b) Progress on the pizza oven. Construction of the oven has started
and hopefully will be ready for the Harvest Festival – KD/ SH / SK
c) HM is on the shop rota for Sunday but unfortunately cannot
attend due to a prior commitment.
13. Dates for September
Monday 4 th September – 10.30am in the clubhouse – Agenda
planning KD/RW/HM
Monday 11 th September -7.30pm in the clubhouse – Board Meeting
– All
Sunday 17 th September – Harvest Festival for all plot holders
Meeting Closed at 21.42 hrs
Kent House Leisure Gardens Ltd
Board Meeting
Held in person at the Clubhouse on Monday 10 th July 2023
Present: Korehan Dora (KD) Chair, Reg Wickings (RW) Treasurer,
Heather Mallinder (HM) Minute Secretary, Martin Spatcher (MS)
Simon Harth (SH)
Apologies: Saeed Kanuga (SK),
1. Chair’s Opening Remarks
KD welcomed the Board and thanked them for attending. He wished
to draw Members attention to the plot holder who regularly cleans
the clubhouse and lavatory block. He advised them that although she
suffers with many aches and pains she never complains. Maybe
there is another plot holder who would be willing to give her a hand?
After all she has been doing it for years now.
KD wished to thank all those who attended the ‘ASURE’ day on
Sunday and extend a very warm personal Thank You to Yildiz for
providing such a delicious traditional dish for us all to share. He
wished to point out that it takes two days to prepare the ingredients
and the final dish was perfect.
2. Minutes of Meeting 12 th June 2023
The Minutes were agreed as a true and accurate record of the
meeting.
Matters Arising
There was a minor amendment between two sections in the final
accounts for the Spring Open Day. The bottom line remains the
same.
Action Points Outstanding
a) Repair to fence adjacent to plot 72
Ongoing.
Agreed: The work remains outstanding. – SK
b) Boundary Wall Fairlawn Path
Cllr Kathy Bance agreed to take the matter up with Bromley. HM will
chase up progress.
Agreed: To continue to pursue liability. – HM
c) Code of Conduct Review
SH has compared the KHLG code of conduct against BALGAFs’ code
and discovered they are both identical. Although there is no
compulsion to amend the existing code it was Agreed to take the
opportunity to produce a bespoke model for the organisation, to
include a clause for confidentiality. – SH
d) Update of Information with Companies House
It was agreed to inform Companies House of the resignation of two
Board Members and the election to the Board of a new member.
Agreed: Ongoing. RW to provide the necessary information to SH for
action. – RW / SH
e) Probation for New Tenants (prior to full tenancy)
The normal period of probation for new plot holders is three months.
This can be extended depending on the work required to bring the
plot up to an acceptable standard. Following the agreed period, the
successful (or otherwise) completion of the probation will be
formally agreed by the Board.
Agreed: to discuss further next month. – All
g) Skills Audit of Plot Holders
It was agreed to conduct a skills audit of plot holders and compile a
list of useful additions.
Agreed: to create a survey form that can be shared with the
WhatsApp group and at the next AGM. – SH
3. Secretary’s Report
None.
4. Emails and Correspondence
* MS had received a response from one plot holder in receipt of a
weed notice and will respond.
* MS received an email from a plot holder thanking all those who
looked after her plot for her during this very sad time. She advised
him that she will be giving up the smaller plot when the rent
becomes due.
5. Treasurer’s Report
Account Balances as of July 2023
KHLG Ltd A/c £ 19,413.57
Savings A/c £ 0.90
Cash 1:2:3 £ 235.91
Total £ 19,668.38
£5,520 cash was paid into the bank on 12 th June after the report.
6. Shop Report
KD has transferred £200.00 cash into the bank account this month,
however, there is a discrepancy with the Sum Up total transactions as
the terminal appears to have also been used for machine hire and
plant sales. This has confused the shop account which must be kept
separate. A final breakdown for the accounts: shop £271.68. Machine
hire £17.70. Plants £84.60
There will be a small shop delivery on Tuesday.
Agreed: To use the Sum Up terminal in the shop for solely shop
transactions. The other terminal to be kept in the office for all other
card payments.
7. Site Manager’s Report.
Plot Inspections: Took place on Thursday 6 th July. 10 plots received
notices for grass cutting and seeding weeds.
8a,8b,18,38a,40a,42,52a,73a,91a.
Plot holders of 9b1 & 59a need to be contacted personally regarding
the condition of their plots.
Green Waste Area: The tidy up has started thanks to two volunteers.
Site Work Days: Will resume as and when supervisors are available.
Plant Sales: SK has been selling herbs and tender veg.
Equipment: BM has serviced the starter motor on the ride-on
mower, but it needs a new battery (about £50) and we need a new
charger as the existing one appears to be lost.
The showground has been mowed using the large Honda, also the
picnic area. The adjacent garden is now clear. Most of the unsightly
rubbish that was dumped at the rear of the showground has been
cleared.
We need to make it abundantly clear that any plot holders who discovered
fly-tipping will be asked to leave the site, as this type of behavior is not acceptable.
We will usually accommodate reasonable requests for the removal of large items,
but there is no excuse for old plastic bottles and cartons.
8. External rewiring update
KD & HM met with Ross to discuss the current state of the project
and likely completion time. It is to be understood that Ross
undertook this project purely on a voluntary basis and has completed
the bulk of the work. He is very keen to complete all of the
outstanding items once he has his health issue under control, which
he foresees being in a fortnight to a month’s time.
KD has offered to help with the work under Ross’s supervision once
he is able to continue.
We had discussed retrieving the key to the office but agreed
completely that it was crucial he was able to access all areas to be
able to get on with the job.
KD sent best wishes to John and Penny as both are unwell at the
moment and thanked Ross for his continued commitment to getting
the job is done.
9. Lettings Manager’s Report
None
10. Health & Safety Issues
*) MS, HM & JS to carry out a site Risk Assessment update ASAP.
*) Access through the back gate from Fairlawn Park has become a
hazard due to the uneven levels and one plot holder with mobility
issues struggles to use it.
Agreed: to identify repair and remedy – All
12. A.O.B
a) MS will be 80 on Wednesday 16 th of August and would like to
invite everybody wishing to celebrate the day with him to please join
him on site anytime. He’ll be there for most of the day.
Drinks and nibbles will be provided, but if anyone wishes to spoil
him, please feel free to do so. (He has a penchant for chocolate and
San Miguel Pilsen)
The downside is that he will be stepping down from the Board as our
site manager. However, will continue to be the main nurseryman for
the site, hanging out as usual in the polytunnel. Feel free to drop in
for a chat.
If any plot holder feels willing and able to take over the reins from
Martin, please let him know. This is the ideal time for the perfect
handover. – MS
b) Updated progress on the pizza oven. The ground has been cleared
and made ready for construction. SK is working on getting the best
deal from building suppliers for materials.
KD/ SH & SK will be working on the construction. – KD/ SH / SK
c) RW noticed that the plant sales and machine hire figures had been
transposed in the accounts report. He will amend it. – RW
d) A plotholder has requested to take over his mother’s vineyard.
Agreed.
13. Dates for August
Wednesday 2nd August – 2.00 pm Plot Inspections – MS/HM/SG
Tuesday 8th August – 10.30 am in the clubhouse – Agenda planning
KD/RW/HM
Wednesday 16th August – all-day – Martin’s birthday bash – All
Welcome
Monday 14th August -7.30pm in the clubhouse – Board Meeting –
All
Meeting Closed at 21.22 hrs
Kent House Leisure Gardens Ltd
Board Meeting
Held in person in the Clubhouse on Tuesday 12 th June 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: None
1. Chair’s Opening Remarks
The Chair welcomed Board Members and thanked them for
attending. He agreed with the Board that the Spring Open Day was
an outstanding success and wanted on behalf of all present to extend
a huge vote of thanks to the volunteers and visitors that made this
event was such an amazing day.
KD advised Members that he had received a letter of resignation
from AP and would respond to him after the Board had discussed the
points he raised. He would write to him to acknowledge receipt of
the letter and formally accept his resignation.
2. Minutes of Meeting 9th May 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 he has contacted Silva Tree
Fencing and is awaiting a representative to call back to arrange a site
visit for a quote to replace 10 – 12 meters of fencing.
Agreed: Work remains outstanding. – SK
b) Boundary Wall Fairlawn Path
Cllr Kathy Bance attended the Spring Open Day. HM and MS
discussed the lack of progress with her and she agreed to take it
forward. HM will chase up progress.
Agreed: To continue to pursue liability with Bromley.
c) Feedback from Open Day and choice of charity for donation.
Members agreed to donate £400 from the surplus made at the
Spring Open Day to the charity Living Well which supports people and
families in need.
All present agreed that the day went very well overall, there were a
few glitches but that was to be expected given the scale of the event
and the small number of active volunteers. The feedback included
disappointment from a few musicians as there was no free lunch,
however, as there were around 50 taking part in the end this wasn’t
feasible. However, it was agreed that for the Autumn Open Day we
would ascertain the number of musicians performing and arrange to
provide a platter of sandwiches for them as a thank-you.
The craft stalls were a great success with positive feedback from
both artists and visitors. It was agreed that there would be a bigger
marquee for the Autumn event and the craft stalls would be
interspaced with the plant sales to create a wider interest.
The Flower Pot Men adventure trail for children was an outstanding
attraction that will hopefully be repeated many times in the future.
There were numerous comments made about how much the
children enjoyed it and how some children were heard complaining
when they had to go home. Members wished to thank Cheri and
Ollie and their ‘helpers’ profusely for this enterprise and pass on the
thanks for the fun from all the youngsters taking part.
Finally, Members wished it noted that despite the undeniably hard
work involved in putting on these events it has proved to have been
worth it, given the positive feedback from the wider community.
d) Rota for Board Presence on site on Sundays.
Completed and circulated. – KD
e) New Email addresses
The two new designated email addresses have been allocated to the
Lettings Manager SK and the Site Manager MS. KD & SH will simplify
the spreadsheet and notice posting process, for MS to send out plot
notices and create a new format for the weed notices. It was agreed
to allocate the Secretary’s laptop and email address to SH as he is
undertaking some of this work temporality.
Agreed: Allocate to SK for lettings and MS for site management and
the existing Secretary address to SH.
f) Allocation of Keys to non-board Members
There are some plot holders that regularly undertake a maintenance
role on the site, without which the organisation would struggle to
operate. As volunteers, these plot holders require access to some
areas previously seen as exclusive to Board Members. It was agreed
that to formally facilitate this function an Executive layer would be
created that sat under the Board and reported back regularly. As
such the Executive Members would be allocated the specific keys
needed to carry out their delegated task. There are no insurance
implications envisaged as each plot holder or associate member is
automatically covered to carry out these tasks provided it has been
sanctioned by the Board.
Agreed: Currently Ross Sissons has access to all areas while he
completes the electrical rewiring project and Ben will be allocated
keys to the Machine Room, Workshop & Cage.
g) Code of Conduct Review
As the organisation has moved from being an Association to being a
Company Limited by Guarantee it was agreed to review and amend
the code of conduct for the site. RW to initially check the existing
document against the new lease and report back. RW
h) Update of Information with Companies House
It was agreed to inform the Companies House of the resignation of two
Board Members and the election to the Board of a new member -SH
i) Probation Letter for New Tenants (prior to full tenancy)
SK advises new plot holders when taking up the tenancy of a plot
that there is a probation period of three months.
Agreed: to review the model tenancy agreement contained in the
new KHLGLtd lease and insert a new clause in the tenancy
agreement signed by new plot holders. – RW & SH
j) Skills Audit of Plot Holders
It was agreed to conduct a skills audit of plot holders and compile a
list of useful additions.
Agreed: to be discussed fully next meeting.
3. Secretary’s Report
None.
4. Emails and Correspondence
KD has received a response from one plot holder in receipt of a weed
notice stating that they are unable to carry out work on the plot
properly as the plot holder on a neighbouring plot makes them feel
uncomfortable and requested a transfer to another plot.
Agreed: KD will respond to the plot holder informing them that
unfortunately, currently there are no vacant plots and, in the
meantime, they are expected to restore their plot to an acceptable
condition.
SH advised Members that he had spoken to a plot holder that had
confirmed they wanted to give up their plot but found it difficult to
attend the site to clear it. As this has been going on for far too long
now’
Agreed: To write to the plot holder to explain that we would send
them photograph all the items on the plot and ask them to indicate
which ones they wished to retrieve. We would then remove them
and put in a secure place until they were able to collect. Failing that
we could deliver them. – KD
KD has received a communication from a plot holder who has both A
& B of a plot and is having difficulty managing it.
Agreed: SK to respond to the plot holder recommending they give up
plot B.
5. Treasurer’s Report
Account Balances as of June 2023
KHLG Ltd A/c £ 14,428.62
Savings A/c £ 0.90
Cash 1:2:3 £ 5,720.51
Total £ 20,150.03
£5,520 cash was paid into the bank on 12 th June after the totals
above were prepared.
Receipts from the Spring Open Day
440 visitors attended on the day
Receipts Totals
Flower / veg £1,711.57 – £301 expenses = £1,410.57
Gate £ 883.31 – £71.79 exp. = £811.52
Clubhouse Refreshments
£1,132.75 – £303.32 exp. = £829.43
Burgers £1032.71 – £548.18exp. = £484.53
Craft £100.00
Bric-a -brac £300.85
Raffle £70.00
Trail £43.27 – £12.00exp. = £31.27
Totals
£5274.46 – Receipts
£1236.29 – Expenses
Overall Total £4038.17
6. Shop Report
KD has transferred £170 + £220 to the bank this month. There have
been further credit card sales of £248.78.
The Clover compost has sold out. KD is hoping to order some more if
possible.
7. Site Manager’s Report.
MS submitted a written report for June
Plumbing: We need to insulate and enclose the clubhouse drains
before next winter
Agreed: Action required – All
Plot Inspections: Took place on Thursday 7 th June. 7 plots received
notices for grass cutting and seeding weeds.
9b1, 18, 65a: 69: 79, 81, 85.
Green Waste Area: Needs a tidy up next work day.
Site Work Days: Will resume in July.
Plant Sales: All plants have now been sold. MS will sow more for the
autumn if time permits.
8. External rewiring update
Outstanding as RS is still unwell. KD has spoken to him and he is
determined to complete the work. KD will ask for a schedule of
outstanding jobs to complete from Ross which will include the cables
from the tent room into the office and replacement of the consumer
unit and new cabling into the lavatory block.
9. Lettings Manager’s Report
There are currently 45 applicants on the waiting list which will stay
open until we reach 50 applicants. SK responds to all new applicants
to confirm they are on the list.
There are currently no vacant plots.
10. Health & Safety Issues
*) MS, HM & JS to carry out a site Risk Assessment update.
Agreed.
*) The Green Waste Area is incombered by copious nettles. MS
suggested clearing the gate access as it is blocked by weeds which
would negate the need to access through the nettles.
Agreed.
*) Access through the back gate from Fairlawn Park has become a bit
of a hazard due to the uneven levels and one plot holder with
mobility issues struggles to use it.
Agreed: to identify repair and remedy – All
12. A.O.B
None
13. Dates for July
Monday 3 rd July – 10.30am in the clubhouse – Agenda planning
KD/RW/HM
Thursday 6th July – 2.00pm Plot Inspections – MS/HM/JS
Monday 10 th July -7.30pm in the clubhouse – Board Meeting – All
Sunday 16 th July – 2.00pm in the clubhouse – Autumn Open Day
planning meeting – All + volunteers
Meeting Closed at 21.45 hrs
Kent House Leisure Gardens Ltd
Board Meeting
Held online: Tuesday 9th May 2023
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
—————————————————————————————————————————–
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
Treasurers Report Figures
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
—————————————————————————————————————————–
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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