KENT HOUSE LEISURE GARDENS Ltd
Board Meeting – 7:30pm Monday 8th September 2025
Held in person in the clubhouse.
AGENDA/DRAFT
1. Attendees: Korehan Dora, Simon Harth, Colin Ross, Reg Wickings, Saeed Kanuga
2. Apologies: None
3. Chair’s Opening Remarks
The Committee would like to extend its heartfelt thanks to everyone who joined us for this year’s Harvest Day. It was truly wonderful to see so many faces – plot holders, friends, and family – all coming together to celebrate.
The clubhouse table was overflowing with delicious food, cooked by individuals. Plot holders displaying their home-grown produce, such as tomatoes, cucumbers, carrots, and salads, to an impressive variety of cheeses on the magnificent cheese board. The pizza oven was kept busy, producing pizzas and succulent pieces of chicken, while the dessert table offered a feast of chocolate cakes, carrot cakes, brownies, apple cakes, and more. The variety and generosity were remarkable.
We are deeply grateful to all who contributed – those who prepared and shared food, those who decorated the clubhouse with flowers, and those who stayed behind to clean up after the event. Your efforts ensured the day was a great success, filled with warmth, good company, and plenty of fun.
On behalf of the Committee, thank you for making this Harvest Day such an enjoyable and memorable occasion.
4. Minutes of previous meeting 18th August 2025. Accepted
5. Key dates for 2025 and 2026:
Christmas Lunch: Sunday 7 December
Spring Open Day 2026: Sunday 17th May 2026
Harvest Festival (Plot holders and friends)
Sunday 6th September 2026
6. Action points outstanding
6.1 All directors need to complete identity verification at Companies House by
18th November 2025.
6.2 The builder visited the site and provided a quote for repairing the wall beside the notice board.
6.3 The electrician visited the site and provided a quote for testing the electrics across the site.
6.3.1 AGREED: to proceed and instruct electrical inspections. SK to arrange.
6.4 Three new covers needed for open day marquees (£419.76 for PVC or £208.56 for PE).
6.4.1 AGREED: to purchase closer to the 2026 Open Day.
6.5 Fence to the main path to prevent accidents – SK
OUTSTANDING: to build round post and split log fence
6.6 Meeting to identify and resolve repairs to the clubhouse – KD
OUTSTANDING: the majority of repairs to be completed when the weather and volunteer
availability permits.
AGREED: SK agreed to purchase exterior paint.
7. Matter arising
7.1 Agreed date for our 2026 Harvest Day, which will be on Sunday, 7 September
2026.
7.2 Asbestos survey conducted on clubhouse and shop walls, ceilings, and exterior walls, and results have been returned as negative.
7.3 Neighbour’s electrical cables along the boundary fence tidied up, KD.
8. Secretary’s report – CR
8.1 Ongoing communication with the neighbouring property whose tree is partially
obstructing our driveway to larger vehicles.
AGREED: CR agreed to contact Idverde for advice. An email has been sent to CR.
9. Letters / Communications
9.1 All communications responded to
10. Treasurer’s report – SH
10.1 Presented and shared by SH
KHLG LTD: £ 1,097.89
Savings Account: £ 14,951.77
Cash 1:2:3: £ 2,642.25
Total: £ 18,691.91
11. Shop
11.1 Shop report – KD
11.1.1 Sales from 1 Jan to date:
Cash: £ 424.70
Sum-up £ 2,471.81 credit card
Total: £ 2,896.51
12. Site Report
12.1. 12 plot inspection notices were issued, and one notice to quit (NTQ) was issued in September.
12.2. Amongst many very well-kept plots, the plot inspection team identified 3 plots as being particularly notable this month: Plots: 55b, 61a, 62a
13. Letting Manager’s report – SK
13.1 There are currently 3 vacant plots
13.2 Waiting list stands at 48
14. Health and Safety issues
14.1 New fire extinguishers provided by Morgan Fire Protection are being installed on Tuesday, 9th September, following fire inspection and recommendations.
15. A.O.B
15.1 AGREED: To prepare a budget for the next 1 year plus for future projects and
costs.
15.2 Plan to restart volunteer days to help with site maintenance following offers
to help coordinate with plot holders.
15.3 AGREED: to improve methods of communicating our events.
15.4 AGREED: All official allotment WhatsApp communications will now only be
sent to the KHLG Info group. CR will communicate.
Meeting closed: 21:45
Next meeting: 13th October 2025, 19:30
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KENT HOUSE LEISURE GARDENS Ltd
Board Meeting – 6:30pm Monday 18th August 2025
Held in person in the clubhouse.
AGENDA
1. Attendees: Korehan Dora, Simon Harth, Reg Wickings, Saeed Kanuga
2. Apologies: Colin Ross
3. Chair’s Opening Remarks
KD thanked the Board for their attendance and all the Volunteering they have been doing so far. He also thanked the Inspection team members, Peter and Stuart, for helping us support the site manager each month with tasks that take more than 5 hours.
KD also wanted to remind all plot holders that the Harvest Festival is coming very soon and that we will be firing up the pizza oven and the BBQ for all those who want to bring food that can be cooked in the Pizza oven can do so on the
7th September, midday onwards. Harvest day is for plotholders, friends, and family. Please bring food and drinks to share.
4. Minutes of previous meeting 14th July 2025. Accepted
5. Key dates for 2025 and 2026:
Harvest Festival (Plot holders and friends): Sunday 7 September
Christmas Lunch: Sunday 7 December
Spring Open Day 2026: Sunday 17 May 2026
6. Action points outstanding
6.1 Three new covers needed for open day marquees
(£419.76 for PVC or £208.56 for PE).
6.2
6.3 AGREED: To repair the concrete path at Fairlawn Park gate, on
5th September.
6.4 Fence to the main path to prevent accidents – SK
OUTSTANDING: to build round post and split log fence
6.5 Meeting to identify and resolve repairs to the clubhouse – KD
OUTSTANDING: The majority of repairs to be completed when the weather and volunteer availability permits.
AGREED: SK agreed to purchase exterior paint.
7. Matters‘ arising
7.1 Agreed date for our 2026 Spring Open Day, which will be on Sunday, 17 May 2026.
7.2 Agreed that we will not hold a communal bonfire night.
7.3 The electrician visited the site and will provide a quote for inspecting our site’s electricity.
7.4 The builder visited the site and will provide a quote for repairing the wall beside the notice board.
8. Secretary’s report – CR
8.1 Ongoing communication with the neighbouring property whose tree is partially
obstructing our driveway to larger vehicles.
AGREED: CR agreed to contact Idverde for advice.
9. Letters / Communications
9.1 All communications responded to
9.2 1 plot holder advised they are giving up their plot
9.3 Key dates will be communicated to plot holders – CR
10. Treasurer’s report – SH
10.1 Presented and shared by SH
KHLG LTD: £ 1,432.88
Savings Account: £ 14,951.77
Cash 1:2:3: £ 2,717.25
Total: £ 19,101.90
11. Shop
11.1 Shop report – KD
11.1.1 Sales from 1 Jan to date:
Cash: £ 424.70
Sum-up £ 2,350.86 credit card
Total: £ 2,775.56
12. Site Report
12.1. 26 plot inspection notices issued in August.
12.2. Amongst many very well kept plots, the plot inspection team identified 6 plots as being particularly notable this month: Plots: 9A, 30, 45A1, 34A, 22, 77B
13. Letting Manager’s report – SK
13.1 There are currently 3 vacant plots
13.2 Waiting list stands at 46
14. Health and Safety issues
14.1 SK has identified fire extinguisher service (Morgan Fire Protection).
AGREED: SK will arrange an inspection and advice on the placement of extinguishers across
our buildings.
15. A.O.B
15.1 All directors need to complete identity verification at Companies House by 18
November 2025.
Meeting closed: 20:39
Next meeting: 8 September 2025, 19:30
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KENT HOUSE LEISURE GARDENS Ltd
Board Meeting – 6:30pm Monday 14 th July 2025
Held in person in the clubhouse.
1. Attendees: Korehan Dora, Simon Harth, Colin Ross, Reg Wickings, Saeed Kanuga
2. Apologies: None
3. Chair’s Opening Remarks
The Chair welcomed the board and stated the following:
I would like to express our sincere appreciation to all the plot holders who took the time to join our recent Meet Your Neighbour gathering. Their presence and enthusiasm truly brought our community to life.
Special thanks go to Julie & Pam, whose efforts in organising the event were instrumental in its success.
The positive response has shown us just how much these gatherings are valued, and we hope to organise more in the future—with the added hope of welcoming even more new faces each time.
We are also deeply grateful to those who quietly and consistently help maintain the cleanliness of our toilets and the clubhouse kitchen, Ben’s kind help in maintaining the machinery.
Your silent dedication does not go unnoticed—it reflects the pride we all share in being part of this community.
4. Minutes of previous meeting 9 th June 2025. Accepted
5. Key dates for 2025:
Harvest Festival (Plotholders and friends):
Sunday 7 September
Bonfire Night or other TBC
Christmas Lunch: Sunday 7 December
6. Action points outstanding
6.1 AGREED:
To repair concrete path at Fairlawn Park gate.
6.2 Fence to the main path to prevent accidents – SK
OUTSTANDING: to build round post and split log fence
6.3 Meeting to identify and resolve repairs to the clubhouse – KD
OUTSTANDING:
majority of repairs to be completed when weather and volunteer
availability permits.
AGREED: SK agreed to purchase exterior paint.
7. Matter arising
7.1
8. Secretary’s report – CR
8.1 Ongoing communication with neighbouring property whose tree is partially obstructing our driveway to larger vehicles.
AGREED: CR agreed to contact Idverde for advice.
9. Letters / Communications
9.1 All communications are responded to.
9.2 1 Plot holder advised they are giving up their plot.
9.3 Key dates will be communicated to plot holders – CR
10. Treasurer’s report – SH
10.1 Presented and shared by SH
KHLG LTD: £ 2,139.33
Savings Account: £ 14,912.04
Cash 1:2:3: £ 2,717.25
Total: £ 19,768.62
11. Shop
11.1 Shop report – KD
11.1.1 Sales from 1st Jan to date:
Cash: £424.70
Sum-up £ 2,930.77 (Credit Cards)
Total: £ 2,455.47
12. Site Report
12.1. 23 plot inspection notices are being issued in July, including 3 (NTQ’s) notices to quit.
12.2. Amongst very well-kept plots, the plot inspection team identified 5 plots as
being particularly notable this month: Plots: 7A, 11B, 12B, 19, 63B.
13. Letting Manager’s report – SK
13.1 1 plot let
13.2 There are currently 1 vacant plots
13.3 Waiting list stands at 42
14. Health and Safety issues
14.1 SK has identified fire extinguisher service.
AGREED: SK will arrange for inspections and provide advice on the placement of extinguishers across our buildings.
15. A.O.B
15.1 Three new covers needed for open day marquees (419.76 for PVC or £208.56 for PE).
Meeting closed: 21:15
Next meeting: 11 August 2025, 19:30
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KENT HOUSE LEISURE GARDENS Ltd
Board Meeting – 7:30 pm Monday 9th June 2025
Held in person in the clubhouse.
AGENDA
1. Attendees: Korehan Dora, Simon Harth, Colin Ross, Reg Wickings, Saeed Kanuga
2. Apologies: None
3. Chair’s Opening Remarks – Open Day Appreciation
At yesterday’s meeting (10/06/25), we reflected on the great success of this year’s Open Day, and I’d like to take a moment, on behalf of the committee, to thank all our incredible volunteers.
A special mention to Martin Spatcher and his team, whose months of hard work growing plants in his polytunnel and greenhouse led to a stunning plant stall—our biggest fundraiser of the day. Your efforts are truly the backbone of this event.
Thank you also to Beverly, as always, for transforming the clubhouse into such a welcoming space and ensuring the food service runs smoothly. Glyn and Ray, along with the “Licensed to Grill” team, wowed everyone with their gourmet burgers, and Simon, our treasurer, and his team did a brilliant job launching the new pizza outlet, which was met with queues and great feedback.
We were also delighted by the success of the Arts & Crafts stalls, the Beekeepers’ candle-making and honey sales, and the fantastic face painting by Rachael, which lit up many young faces. And of course, Chris and the Ukulele Band brought so much joy to the day once again—thank you.
While we’re always grateful for our regular volunteers, it was especially heartening to see new plot holders jump in to help. Your enthusiasm and willingness to get involved made a real difference and showed how strong and welcoming our community really is.
Thank you all, new and long-standing VOLUNTEERS, for your time, effort, and spirit. You made this Open Day truly memorable.
4. Minutes of previous meeting 12 th May 2025. Accepted
5. Key dates for 2025:
Harvest Festival (Plot holders and friends):
Sunday 7 September
Bonfire Night or other TBC
Christmas Lunch: Sunday 7 December
6. Action points outstanding
6.1 AGREED: To repair the concrete path at the Fairlawn Park gate.
6.2 Fence to the main path to prevent accidents – SK
OUTSTANDING: to build round post and split log fence
6.3 Meeting to identify and resolve repairs to the clubhouse – KD
OUTSTANDING: majority of repairs to be completed when weather and volunteer
availability permits.
6.4 The gate money which was £808 this year allowed us to purchase Defibrilator cabinet for £570,
and the remainder to be split in to two for the local charities.
AGREED.
SK agreed to purchase exterior paint.
AGREED
7. Matter arising
7.1 To purchase new post box to be positioned on the Electricity cabinet RW.
8. Secretary’s report – CR
8.1 New CCTV policy proposed which will be published once approved, as well as any
associated policies. CR
AGREED: All agreed to adopt the policy. CR to send to KD to add to the website.
8.2 Ongoing communication with the neighbouring property whose tree is partially obstructing our driveway for larger vehicles.
AGREED: CR agreed to contact Idverde for advice.
9. Letters / Communications
9.1 All communications responded to
9.2 1 plot holder advised they are giving up their plot
9.3 Key dates will be communicated to plot holders – CR
10. Treasurer’s report – SH
10.1 Presented and shared by SH
10.2 SH Presented the result of the takings on Open Day as follows:
Total takings: £6,726.46
Profit:£4,960
10.3 Gate money : £808.00
KHLG LTD: £ 3,209.13
Savings Account: £ 14,599.49
Cash 1:2:3: £ 3,795.00
Total: £ 21,603.62
10.3 1 plot is outstanding 2024/2025 rent payment.
11. Shop
There will be a big order coming into the shop on Friday 13/06/2025
11.1 Shop report – KD
11.1.1 Sales from 1 Jan to date:
Cash: £ 422
Sum-up £ 2,018.09 credit card
Total: £ 2,442.79
12. Site Report
12.1. 18 plot inspection notices being issued.
12.2. Amongst may very well kept plots, the plot inspection team identified 15 plots
as being particularly notable this month: Plots: 15B, 19, 20A, 35A, 33A, 47B, 49A, 52B, 59A, 58A 75A, 75B, 82, 89, 87.
12.3 3 further site trees to be maintained.
AGREED: SK agreed to make arrangements.
13. Letting Manager’s report – SK
13.1 There are currently 2 vacant plots
13.2 Waiting list stands at 41
14. Health and Safety issues
14.1 SK has identified fire extinguisher service.
AGREED: SK will arrange for inspections and provide advice on the placement of extinguishers across our buildings.
14.2 Exterior location and cabinet for defibrillator being investigated.
AGREED: CR to investigate options with the British heart Foundation.
AGREED: SH to purchase exterior cabinet.
15. A.O.B
15.1 AGREED: RW agreed to purchase a post box for the end of the drive.
15.2 Three new covers needed for open day marquees (419.76 for PVC or £208.56
for PE).
15.3 Proposal from member to create an Instagram account. SH has discussed and
member has agreed to investigate further.
Meeting closed: 21:37
Next meeting: 14 July 2025, 19:30
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KENT HOUSE LEISURE GARDENS Ltd
Board Meeting – 6:30pm Monday 12 th May 2025
Held in person in the clubhouse.
AGENDA
1. Attendees: Korehan Dora, Simon Harth, Colin Ross, Reg Wickings, Saeed Kanuga
2. Apologies: None
3. Chair’s Opening Remarks
I’d like to take a moment to express heartfelt thanks to the wonderful volunteers who came along on Friday, 9th, and Saturday, 10th May.
On Friday, we had deliveries of horticultural supplies to the Allotment Shop, and once again, a cheerful group of volunteers stepped forward to help. Then on Saturday, so many of you arrived to assist with setting up marquees, tables, and clearing the site for our Open Day. There were too many helping hands to mention individually, but each one played an important part. On behalf of myself and the Board, thank you all so much — it was not only productive but also genuinely fun to see such enthusiasm and teamwork.
A special thank you as well to our Treasurer and the fantastic group of volunteers who kept us all going with delicious, freshly made pizza throughout the day. Your efforts were very much appreciated and added a wonderful sense of community to the whole event.
We now look forward to a fantastic Open Day on the 18th. Let’s all take part and make this a truly memorable month in the life of our allotment.
4. Minutes of previous meeting 10 th March 2025. Accepted
5. Key dates for 2025:
Spring Open Day
Sunday 18 May | 11:00 to 16:00
Setup Saturday, 17 May (11:00)
Takedown: Saturday 24 and Sunday 25 May (11:00)
Harvest Festival (Plot holders and friends): Sunday 7 September
Bonfire Night or other TBC
Christmas Lunch: Sunday 7 December
6. Action points outstanding
6.1 CR to be appointed as a director of Kent House Leisure Gardens Limited.
6.2 SH to complete resolution to complete a new bank mandate.
6.3 AGREED: To repair concrete path at Fairlawn Park gate. Thames Water work
completed.
6.4 Fence to the main path to prevent accidents – SK
OUTSTANDING: to build round post and split log fence
6.5 Meeting to identify and resolve repairs to the clubhouse – KD
OUTSTANDING: majority of repairs to be completed when weather and volunteer
availability permits.
7. Matter arising
7.2 AGM held on and resolutions to be implemented and communicated.
8. Secretary’s report – CR
8.1 New CCTV policy proposed which will be published once approved, as well as any associated policies. CR
AGREED: All agreed to adopt policy. CR to send to KD to add to website.
8.2 Ongoing communication with neighbouring property whose tree is partially
obstructing our driveway to larger vehicles.
9. Letters / Communications
9.1 All communications responded to
9.2 1 plot holder advised they are giving up their plot
9.3 Key dates will be communicated to plot holders – CR
10. Treasurer’s report – SH
10.1 Presented and shared by SH
KHLG LTD: £ 1,079.49
Savings Account: £ 14,008.61
Cash 1:2:3: £ 1,209.03
Total: £ 16,297.13
10.3 1 plot is outstanding 2024/2025 rent payment.
11. Shop
11.1 Shop report – KD
11.1.1 Sales from 1 Jan to date:
Cash: £ 232
Sum-up £ 929 credit card
Total: £ 1,161.00
12. Site Report
12.1 Change to plot inspection terms, as elected at our 2025 AGM has been
communicated to all members.
13. Letting Manager’s report – SK
13.1 There are currently 2 vacant plots
13.2 Waiting list stands at 42
14. Health and Safety issues
14.1 SK has identified fire extinguisher service.
AGREED: SK will arrange inspection and advice on placement of extinguishers across our buildings.
14.2 Exterior location and cabinet for defibrillator being investigated.
AGREED: CR to investigate options with the British heart Foundation.
15. A.O.B
15.1 None raised
Meeting closed: 21:14
Next meeting: 9 May 2025, 19:30
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KENT HOUSE LEISURE GARDENS Ltd
Board Meeting – 7:30pm Monday 14 th April 2025
Held in person in the clubhouse.
AGENDA
1. Attendees: Korehan Dora, Simon Harth, Colin Ross, Reg Wickings, Saeed Kanuga
2. Apologies: None
3. Chair’s Opening Remarks
KD welcomed the Board and thanked them for attending a day after we had that AGM & Planning Meeting.
I would like to begin by sincerely thanking everyone who made the time and effort to attend our AGM on Sunday, 13th April 2025. Your presence, engagement, and continued support are what keep our allotment community strong, vibrant, and moving forward.
A heartfelt thank you also goes out to my fellow Board members as well as the Executive members, whose dedication and teamwork made the AGM—and the year leading up to it—such a success. It is a privilege to work alongside such committed individuals.
While the meeting was productive and positive in many respects, I must also share a concern. Unfortunately, we fell short of the quorum required to formally hold the AGM, with fewer than the expected 40 members in attendance. As a result, we were required to formally close the meeting and reopen it as an Extraordinary General Meeting (EGM).
The low turnout was disappointing—more than three-quarters of our plot holders were absent—and it was once again the familiar, loyal faces who showed up. We fully appreciate that the timing may not have suited everyone, especially with Easter holidays just around the corner. However, we urge all members to try and make that extra effort next year. These meetings are a vital opportunity for the Board to communicate the progress we’ve made, but more importantly, for you—the plot holders—to raise your voices, concerns, and ideas. We want to hear from you.
One of the key motions brought forward during the meeting was the introduction of the Notice to Quit (NTQ) process, a matter which has been under discussion for some time and was passed unanimously at the meeting. This decision marks an important step in ensuring fair and consistent standards across our allotment site. With the majority of members not present, I want to use this report as an opportunity to re-emphasise the importance of this policy—it is a tool for maintaining both equity and quality within our community, and I encourage everyone to familiarise themselves with it as outlined in the official minutes of the agreed motion. We will be sending out emails and Royal mail post to make plot holders aware of this fundamental change which will be starting from May 2025.
On a brighter note, following the AGM/EGM, we held a planning session—and I must say, what a joy it was to see so many volunteers stepping forward with enthusiasm and ideas! A warm thank you to all who offered their time and energy. Your support not only strengthens our operations but also enriches the spirit of cooperation that lies at the heart of Kent House Leisure Gardens.
Looking ahead, I hope to see broader participation in future meetings. Our allotment thrives when all voices are heard and valued. Let’s work together to make sure that continues.
Thank you also to all those silent volunteers that help us daily.
4. Minutes of previous meeting 10 th March 2025.
Accepted
5. Key dates for 2025:
Spring Open Day : Sunday 18 May 11:00 to 16:00
Setup: Saturday 10 May, Sunday 11 May, and Saturday 17 May (11:00)
Takedown: Saturday 24 and Sunday 25 May (11:00)
Harvest Festival: (Plot holders and friends): Sunday 7 September
Bonfire Night or other TBC
Christmas Lunch: Sunday 7 December
6. Action points outstanding
6.1 CR to be appointed as a director of Kent House Leisure Gardens Limited.
6.2 SH to complete resolution to complete a new bank mandate.
6.3 Site defibrillator to be housed in an exterior box. SH
6.4 Spring Open Day 2025
6.4.1 Date agreed for Spring Open Day: Sunday 18 May 2025
AGREED: CR will communicate the date with the craft stalls.
6.5 AGREED: To repair the concrete path at the Fairlawn Park gate.
6.6 Fence to the main path to prevent accidents – SK
OUTSTANDING: to build round post and split log fence
6.7 Meeting to identify and resolve repairs to the clubhouse – KD
OUTSTANDING: majority of repairs to be completed when weather and volunteer
availability permits.
7. Matter arising
7.1 AGM held on and resolutions to be implemented and communicated.
8. Secretary’s report – CR
8.1 A new CCTV policy is proposed, which will be published once approved, as well as any associated policies. CR
AGREED: All agreed to adopt the policy.
8.2 Ongoing communication with the neighbouring property whose tree is partially
Obstructing our driveway with larger vehicles.
8.3 Clubhouse fire extinguishers to be serviced. SK to investigate
9. Letters / Communications
9.1 All communications responded to
9.2 1 letter received from plot holder giving up their plot
9.3 Key dates will be communicated to plot holders – CR
10. Treasurer’s report – SH
10.1 Presented and shared by SH
KHLG LTD: £ 2,481.77
Savings Account: £ 13,922.95
Cash 1:2:3: £ 1,428.81
Total: £ 17,833.53
10.3 2 plots are outstanding 2024/2025 rent payment.
11. Shop
11.1 Shop report – KD
11.1.1 Sales from 1 Jan to date:
Cash: £ 232
Sum-up: £ 687.62 credit card
Total: £ 919.62
12. Site Report
12.1 None
13. Letting Manager’s report – SK
13.1 1 plots have been let
13.2 There are currently 2 vacant plots
13.3 Waiting list stands at 40
14. Health and Safety issues
14.1 None
15. A.O.B
15.1 None raised
Meeting closed: 20:10
Next meeting: 12 May 2025, 21.15
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KENT HOUSE LEISURE GARDENS Ltd
Board Meeting – 7:00pm Monday 10 th March 2025
Held in person in the clubhouse.
AGENDA
1. Attendees: Korehan Dora, Simon Harth, Colin Ross, Reg Wickings, Saeed Kanuga
2. Apologies: None
3. Chair’s Opening Remarks
KD welcomed the Board and thanked them for attending.
He wished to draw the Member’s attention to the plot holder Pam who regularly cleans the clubhouse and lavatory block. What would we do without her? He also expressed his appreciation for the board, also to Ben and Stuart getting together to remove trees from the vacant plot and make it ready to be let. He also acknowledged his thanks to Ji for arranging the pollarding and the chipper. Without the additional silent volunteers, we would not be where we are today.
Thank you to all the other volunteers. We appreciate all your volunteering.
4. Minutes of previous meeting 10th February 2025.
Accepted
5. Key dates for 2025:
AGM (Date Changed) Sunday 13 April | 11:00
Planning meeting: (Time Changed) Sunday 13 Apr 12.30
Spring Open Day: Sunday 18 May | 11:00 to 16:00
Setup: Saturday 10 May, Sunday 11 May and Saturday 17 May (11:00)
Takedown: Saturday 24 and Sunday 25 May (11:00)
Harvest Festival: (Plot holders and friends): Sunday 7 September
Bonfire Night or other TBC
Christmas Lunch: Sunday 7 December
6. Action points outstanding
6.1 Spring Open Day 2025
6.1.1 Date agreed for Spring Open Day: Sunday 18 May 2025
AGREED: CR will communicate the date with craft stalls.
6.2 AGREED: To repair the concrete path at Fairlawn Park gate now that Thames Water completed its work replacing the water meter.
6.3 Fence to the main path to prevent accidents – SK
OUTSTANDING: to build round post and split log fence
6.4 Meeting to identify and resolve repairs to the clubhouse – KD
OUTSTANDING: the majority of repairs are to be completed when weather and volunteer availability permits.
7. Matter arising
7.1 SH proposed that CR be appointed as a director of Kent House Leisure Gardens
Limited. Unanimously agreed.
7.2 SH proposed a resolution to complete a new bank mandate to appoint KD, SH, SK
and CR, and to remove Pamela Dowling as a bank signatories. Unanimously agreed.
8. Secretary’s report – CR
8.1 New CCTV policy proposed which will be published once approved, as well as any
associated policies. CR
AGREED: All agreed to adopt the policy.
8.2 Ongoing communication with a neighboring property whose tree is partially
obstructing our driveway to larger vehicles.
8.3 Clubhouse fire extinguishers to be serviced. CR
8.4 Site defibrillator to be housed in an exterior box and have pads replaced. CR
9. Letters / Communications
9.1 All communications responded to
9.2 1 letter received from plot holder giving up their plot
9.3 Key dates will be communicated to plot holders – CR
10. Treasurer’s report – SH
10.1 Presented and shared by SH
KHLG LTD: £ 2,972.21
Savings Account: £ 13,810.04
Cash 1:2:3: £ 1,290.31
Total: £ 18,072.56
10.3 2 plots are outstanding 2024/2025 rent payments.
11. Shop
11.1 Shop report – KD
11.1.1 Sales from 1 Jan to date:
Cash: £ 62
Sum-up £ 124.95 credit card
Total: £ 186.95
12. Site Report
12.1 None
13. Letting Manager’s report – SK
13.1 1 plots have been let
13.2 There are currently 2 vacant plots
13.3 The waiting list stands at 41
14. Health and Safety issues
14.1 None
15. A.O.B
15.1 None raised
Meeting closed: 20:10
Next meeting: 14 Apr 2025, 19:30
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KENT HOUSE LEISURE GARDENS Ltd
Board Meeting – 7.30pm Monday 10 th February 2025
Held in person in the clubhouse.
1. Attendees: Korehan Dora, Simon Harth, Colin Ross, Reg Wickings, Saeed Kanuga
2. Apologies: None
3. Chair’s Opening Remarks
KD welcomed the Board and thanked them for attending.
He wished to draw the Member’s attention to the plot holder who regularly cleans the clubhouse and lavatory block. He advised them that although she suffers from many aches and pains she never complains. Without the silent volunteers, we would not be where we are today. Thank you, Pam and all the other volunteers. We appreciate all your volunteering.
4. Minutes of the previous meeting 13 th January 2025.
Accepted
5. Key dates for 2025:
AGM: Sunday 23 March | 11:00
Spring Open Day: Sunday 18 May | 11:00 to 16:00
Planning meeting: Sunday 13 Apr 11:00
Setup: Saturday 10 May, Sunday 11 May and Saturday 17 May (11:00)
Takedown: Saturday 24 and Sunday 25 May (11:00)
Harvest Festival: (Plot holders and friends): Sunday 7 September Bonfire Night or other TBC
Christmas Lunch: Sunday 7 December
6. Action points outstanding
6.1 Spring Open Day 2025
6.1.1 Date agreed for Spring Open Day: Sunday 18 May 2025
AGREED: CR will communicate date with craft stalls.
AGREED: Order new marquee cover/s
AGREED: CR agreed to set up a WhatsApp group for MS to help coordinate the plant
nursery.
7.2 AGREED: To repair concrete path at Fairlawn Park gate, assuming Thames Water
won’t be replacing the water meter soon.
6.2 AGREED to have an amnesty of rubbish from across the site and plots.
OUTSTANDING: Date to be arranged and skip hired and SH to check alternative
KD/SH
6.3 Fence to the main path to prevent accidents – SK
OUTSTANDING: to build round post and split log fence
6.4 Meeting to identify and resolve repairs to the clubhouse – KD
OUTSTANDING: majority of repairs to be completed when weather and volunteer
availability permits.
6.5 Thames Water have visited to install a new water meter, however as the water
supply cannot currently be isolated, they will need to repair the water pipework in
the road. UPDATE: Scheduled for 14 February at 8:00am.
7. Matter arising
7.1 CR ordering replacement LED bulbs for clubhouse.
8. Secretary’s report – CR
8.1 New CCTV policy proposed which will be published once approved, as well as any
associated policies. CR
AGREED: CR to proposed policies for review by the committee members.
8.2 Ongoing communication with neighbouring property whose tree is partially
obstructing our driveway to larger vehicles.
9. Letters / Communications
9.1 All communications responded to
9.2 Key dates will be communicated to plot holders – CR
10. Treasurer’s report – SH
10.1 Presented and shared by SH
KHLG LTD: £ 4,315.93
Savings Account: £ 13,686.46
Cash 1:2:3: £ 1,290.31
Total: £ 19,292.70
10.3 4 plots are outstanding 2024/2025 rent payment.
11. Shop
11.1 Shop report – KD
11.1.1 Sales from 1 Jan to date:
Cash: £ 1,082
Sum-up £ 1,954.20 credit card
Total: £ 3,036.20
12. Site Report
12.1 KD ordering pots for open-day plants.
13. Letting Manager’s report – SK
13.1 3 plots have been let
13.2 There are currently 2 vacant plots and 1 x Vinyard
13.3 The waiting list stands at 42
13.4 Tree maintenance to be scheduled for 4 trees
14. Health and Safety issues
14.1 Reminder to all plot holders to be aware of hazards on site including ground
conditions such as water-logged and slippery paths which pose a significant hazard.
AGREED: to prepare and share health & safety and emergency guidance, (CR)
15. A.O.B
15.1 None raised
Meeting closed: 22:05
Next meeting: 10 Mar 2025, 19:30
KENT HOUSE LEISURE GARDENS Ltd
Board Meeting – 7.30pm Monday 13 th January 2025
Held in person in the clubhouse.
AGENDA
1. Attendees: Korehan Dora, Simon Harth, Colin Ross, Reg Wickings, Saeed Kanuga
2. Apologies: None
3. Chair’s Opening Remarks
Thanks to Brendan for all the festive clubhouse decorations and to everyone else
who has helped keep the site and facilities running over winter so far.
4. Minutes of previous meeting 11 th November 2024. Accepted.
No meeting was held in December 2024.
5. Key dates for 2025:
AGM: Sunday 23 March | 11:00
Spring Open Day: Sunday 18 May | 11:00 to 16:00
Planning meeting: Sunday 13 Apr 11:00
Setup: Saturday 10 May, Sunday 11 May and Saturday 17 May (11:00)
Takedown: Saturday 24 and Sunday 25 May (11:00)
Harvest Festival: (Plot holders and friends): Sunday 7 September Bonfire Night or other TBC
Christmas Lunch: Sunday 7 December
6. Action points outstanding
6.1 Agreed to have an amnesty of rubbish from across the site and plots.
OUTSTANDING: Date to be arranged and skip hired. KD
6.2 Fence to the main path to prevent accidents – SK
OUTSTANDING: to build round post and split log fence
6.3 Meeting to identify and resolve repairs to the clubhouse – KD
OUTSTANDING: majority of repairs to be completed when weather and volunteer availability permits.
6.4 Thames Water have visited to install a new water meter, however as the water supply cannot currently be isolated, they will need to repair the water pipework in the road.
7. Matters arising
7.1 Spring Open Day 2025
7.1.1 Date agreed for Spring Open Day: Sunday 18 May 2025
AGREED: CR will communicate date with craft stalls.
AGREED: Order new marquee cover/s
AGREED: CR agreed to set up a WhatsApp group for MS to help coordinate the plant nursery.
7.2 AGREED: To repair concrete path at Fairlawn Park gate, assuming Thames Water won’t be replacing the water meter soon.
8. Secretary’s report – CR
8.1 New CCTV policy proposed which will be published once approved, as well as any associated policies. CR
AGREED: CR to proposed policies for review by the committee members.
8.2 Ongoing communication with neighbouring property whose tree is partially obstructing our driveway to larger vehicles.
9. Letters / Communications:
9.1 All communications responded to
9.2 Key dates will be communicated to plot holders – CR
10. Treasurer’s report – SH
10.1 Confirmation statement has been filed
10.2 Presented and shared by SH
KHLG LTD: £ 4,707.86
Savings Account: £ 12,975.72
Cash 1:2:3: £ 1,290.31
Total: £18,973.89
10.3 28 plots are outstanding 2024/2025 rent payment.
11. Shop
11.1 Shop report – KD
11.1.1 Sales from 1 Jan to date:
Cash: £ 1082
Sum-up £ 1,930.01 credit card
Total: £ 3,012.01
12. Site Report
12.1 MS has de-iced the site locks
12.2 MS has turned the water off across the site and also to the tap outside the toilets
13. Letting Manager’s report – SK
13.1 0 plots have been let
13.2 There are currently 5 vacant plots
13.3 Waiting list stands at 45
weekend of the 18th & 19th is plot viewing days for the waiting List.
14. Health and Safety issues:
AGREED: all to review H&S actions before the spring season.
15. A.O.B
15.1 None raised
Meeting closed: 21:52
Next meeting: 10 Feb 2025, 19:30