Minutes 2024

KENT HOUSE LEISURE GARDENS Ltd
Board Meeting – 7.30 pm Monday 19th February 2024
To be held in person in the clubhouse.
Present
: Korehan Dora (KD) Chair, Reg Wickings (RW) Treasurer,
Simon Harth (SH) Coordinator / Support, Saeed Kanuga (SK) Lettings manager. 
Draft Minutes

1. Apologies: None
2. Chair’s Opening Remarks
2.1 The chair thanked all the plot holders who offered help and physically helped on the day of the shop re-stock on 15/02/2024.
2.2 The chair also extended his thanks to everyone who discretely helps’ out in our allotment. There is a lot that needs to be done and without the kind-hearted volunteers, we would be falling behind in maintaining our allotment. 

3. Minutes of the previous meeting on 14th January 2024
Matters Arising.

4. Key dates for 2024 agreed:

AGM Sunday 24 March | 11:00 
Spring Open Day: Sunday 19 May 11.00 to 16.00
Planning meeting: Sunday 28 April
Setup: Saturday 11 May, Sunday 12 May & Saturday 18 May
Takedown: Saturday 25 & Sunday 26 May
Harvest Festival : (Plot holders and friends): Sunday 8 September

Bonfire Night or other TBC
Christmas Lunch: Sunday 8 December

5: AGREED:
The pitch price agreed at £30 for crafts stalls at the spring open day.
KD to advertise crafts pitches on the website.
Letter of thanks to be sent to the council contacts who organised the Fairlawn boundary wall and fence replacement.

6: Action points outstanding
SH to program dates for comms and add to allotment calendar.
Quote from Foxey re: reduction of Hornbeams: KD
Options to maintain the hornbeams are being revisited on advice from the tree surgeon.
Also to seek advice on stumps along the northern boundary.

OUTSTANDING:
SK will seek advice from the tree surgeon with a view to undertaking a light prune rather than a fullpollard.
Appointment of a tax consultant for Corporation Tax liability – RW

OUTSTANDING:
RW to share written advice.
Picket fence to the main path to prevent accidents – SK

AGREED:
To purchase materials and erect a picket fence along the main path to mitigate previously identified health and safety risks
AGREED: SK to re-measure for materials.
Meeting to identify and resolve repairs to the clubhouse – KD
OUTSTANDING:
The majority of repairs are to be planned for spring 2024 and support from volunteers will be sought.
Purchase of a professional Shredder – All
AGREED:
KD will check the model of the Shredder from the plot holder who owns a personal Shredder and will investigate the price.
7: Secretary’s report: None

8: Letters / Communications: All
1: Outstanding applications need to be responded to. This has been done
2: Letter from craft people. SK dealing with a person who wrote the letter.
3: Clubhouse use for the party: Responded by KD

9: Treasurer’s report – RW
Presented and shared by RW
KHLG LTD: £18,940.43
Savings Account: £ 1.00
Cash 1:2:3: £ 827.56
Total: £19,767.99

10: Shop
Shop report – KD
KD has received supplies from KGLoch Garden Supplies.
The shop is fully stocked up with various Compost, Manure and Fertiliser’s.
Delivery of items done KD
1: Inventory for the Shop done by Martin and Zach February 2024
2:Shop accounts

11: Site Manager’s report – MS

1: Plot inspections: If the weather stays mild, MS intends to commence the first week in March
2:KD to update and print the spreadsheet for MS
3: Work parties:
As it seems to be impractical to run organised work groups, MS has posted a list in the clubhouse of tasks that can be achieved by any one or two volunteers in their own time. MS will post a WhatsApp request for volunteers.
4: Thanks to Ben for servicing our site lawnmowers, ready for the new season.
5: The Tractor needs to be hopefully working by May 2024.

12: Letting Manager’s report – SK
1: One plot is available to be let.
2: 35 remain on the waiting list.
3: SK to update and forward the present updated waiting list to KD.

13: Health and Safety issues
None

14: A.O.B
1: KD will endeavor to tidy up the workshop.
2: The Chainsaw has now been serviced. It will be run by only using the manufacturer’s fuel. 5Lt has been bought SK.

Meeting closed 21:38

KENT HOUSE LEISURE GARDENS Ltd
Board Meeting – 7.30 pm Monday 15th January 2024
To be held in person in the clubhouse.
Present
: Korehan Dora (KD) Chair, Reg Wickings (RW) Treasurer,
Simon Harth (SH) Coordinator / Support, Saeed Kanuga (SK) Lettings manager. 

1. Apologies: None
2. Chair’s Opening Remarks
2.1 The chair extended his thanks to Heather, who has stepped down from the
Committee for her commitment to the KHLG management committee. The chair
also extended his thanks to everyone who put away all the Christmas decorations,
ready for a new year.
3. Minutes of the previous meeting on 11th December 2023

Matters Arising.

4. Key dates for 2024 agreed:
AGM Sunday 24 March | 11:00 
Spring Open Day: Sunday 19 May 11.00 to 16.00
Planning meeting: Sunday 28 April
Setup: Saturday 11 May, Sunday 12 May & Saturday 18 May
Takedown: Saturday 25 & Sunday 26 May
Harvest Festival : (Plot holders and friends): Sunday 8 September

Bonfire Night or other TBC
Christmas Lunch: Sunday 8 December

4.1 AGREED:
4.1.1 KD to identify contacts for last year’s craftspeople.
4.1.2 SK will contact craftspeople and advise of “May open day” date by the end of Feb.
4.1.3 RW to confirm last year’s pitch price.
4.1.4 SH to program dates for comms and add to allotment calendar.

5. Action points outstanding
5.1 Boundary wall Fairlawn Path – works on site: KD, SK
The Boundary Wall is completed except for two small gaps which will be closed by the contractor.
5.2 Quote from Foxey re: reduction of Hornbeams: KD to put SK and Foxey to communicate the way forward.
Options to maintain the hornbeams are being re-visited on advice from the tree
surgeon. Also to seek advice on stumps along the northern boundary.
OUTSTANDING: SK will seek advice from the tree surgeon to undertake a light prune rather than a full pollard.
5.3 Appointment of a tax consultant for Corporation Tax liability- RW
OUTSTANDING: RW to share written advice.
5.4 Picket fence to the main path to prevent accidents – SK
SK has visited the fencing supplier to inspect the quality and is satisfied.
AGREED: To purchase materials and erect picket fence along the main path to mitigate previously identified health and safety risks.
AGREED: SK to re-measure for materials.
5.5 Meeting to identify and resolve repairs to the clubhouse – KD
5.5.1 KD, SK, and SH conducted an inspection of the site out-buildings on 26 November and identified 28 maintenance points, ranging from repairs to the clubhouse exterior walls and roof dripping edge and repairs of decoration of most timber outbuilding windows and doors.
5.5.2 OUTSTANDING: the majority of repairs are to be planned for spring 2024 and support from volunteers will be sought.
5.6 Purchase of a professional Shredder – All
5.6.1 OUTSTANDING: RW to share model which he has used elsewhere
5.7 Repair/purchase of chain saw – SK
SK has left the chainsaw with Landale Powertools in Sidcup who will inspect and advise the price to repair, which will be reviewed in balance with the cost of a replacement.
6. Secretary’s report
None
7. Letters / Communications
All communications have been responded to.
8. Treasurer’s report – RW
Presented and shared by RW
KHLG LTD: £19,360.29
Savings Account: £. 1
Cash 1:2:3 £ 737.91
Total £20,099.20
9. Shop
9.1 Shop report– KD
KD is setting up KGLoch Garden Supplies as a new supplier for the shop
9.2 Shop accounts
N/A
10. Site Manager’s report – MS
10.1 Pampas grass stump has been removed
11. Letting Manager’s report – SK
11.1 One plot is let in December. One plot is available.
11.2 50 remain on the waiting list.
12. Health and Safety issues
None
13. A.O.B
None – meeting closed 22:15