Minutes 2022

 Kent House Leisure Gardens Ltd
There was no  Board Meeting
Held online Monday 12 th December 2022

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Kent House Leisure Gardens Ltd
Board Meeting
Held online: Monday 14 th November 2022
Present: Korehan Dora (KD) Chair, Reg Wickings (RW) Treasurer,
Heather Mallinder (HM) Minute Secretary, Martin Spatcher (MS)
John Sissons (JS), Simon Harth (SH)
Apologies: Antoni Pogorzelski (AP) & Saeed Kanuga (SK)

1. Chair’s Opening Remarks
The Chair welcomed Board Members and thanked them for
attending. He informed the group that he’d received apologies from
AP and SK.
KD wished to extend a big thank you to all those who contributed to
the Bonfire Night celebrations and light show. The whole event went
very well and was further enhanced by surrounding firework
displays. Many thanks to Francoise for the beetroot soup and
everyone who brought the delicious food for us to share.
The lights were seen as a good investment as they can be used for many future events.

2. Minutes of Meeting 17 th October 2022
The Minutes were agreed as a true and accurate record of the
meeting.

Matters Arising
KD wished to add to the minutes a belated thanks to Nigel Austen for
replacing the lavatory bowl in the ladies. It has been much
appreciated.

Action Points Outstanding
a) Repair to fence adjacent to plot 72
Agreed: Work remains outstanding. – SK
b) AGM Update
The Chair thanked SH for the research he had undertaken to clarify
the AGM process now that we are a Company Limited by Guarantee.
SH advised the Board that the process is quite straight forward.
According to the Articles of Association we need to set a date ASAP
in the New Year and then annually thereafter. Currently we have an
agreed number of members able to be on the Board at any one time.
If more plot holders are nominated to join that would exceed the
permitted number, we would need to hold an election.
There is also a rule that only one person per household can serve on the board.
If plot holders wanted to change this the Articles can be amended at the AGM.
The AGM will need careful planning and as such a meeting has been
set for Sunday 27 November @ 10.30am in the clubhouse.
All Board Members are required to attend.
We will also chart a calendar of events or the year 2023 to present at the AGM.

c) First Aid training
KD sent a Thank You card to Vicky for running the training day. AP
told HM she was delighted to receive it.

d) Boundary Wall Fairlawn Path
SK is in the process of obtaining a quote for the works.
KD & SK attended the BALGAF meeting last week.
KD was very disappointed that apart from SK and HM there was no response to
his request to attend from the Board WhatsApp.
They raised the issue of the boundary wall at the BALGAF meeting as there was
the potential that these repairs would be extremely expensive.

They were very interested to learn from one Chair attending that
there is a one-off grant available for such a repair as long as there is
an element of community involvement with our site. Given we have the Hertogs
community group and Drumbeat on site it’s likely we could tick that box.
There is an award of up to £10,000 available and one site arranged for people
sentenced to Community Service to carry out the work involved free of charge.

There is also one plot holder on our site who is also a fund raiser.
It would be interesting to talk to her about this scheme, and apparently
ideverde have funds available to allotment sites.

Agreed: SK to obtain a quote for the works required. HM to continue
to pursue responsibility with L.B. of Bromley and discuss funding with
Ian Wright from ideverde. KD to speak to Alex re: grant opportunities.

e) Charity Calendar 2023
The calendars are now in the office. As the quality of the print is not perfect
Emma has donated them entirely to the site which means all the money raised
will go to charity. KD emailed Emma to thank her for producing them and
donating them to the site.
Agreed: The calendars will be sold on a ‘pay what you can’ , first come first
served basis.
The charity that has been chosen from the ones put forward at the open day
is the Trussell Trust (they run our local foodbanks).
There is also £250 from the open day gate money to be added to it.

f) Bonfire Night Lights Show
A lot of work went into setting up the event which was pretty amazing,
very enjoyable and appreciated by a lot of plot holders.
The feedback on the WhatsApp group was very positive.
Many thanks to KD for setting up the clubhouse and all those who brought the
delicious food for us to share.
A big thank you to the Lighting ‘crew’ who worked hard over several days
to set up the light show and take it down again, particularly Janet and Zac
who were tireless in their efforts, and a special commendation for the
indomitable bonfire builders who despite days of pouring rain gave us all a blazing fire.
Also, thanks to our surrounding neighbours who shared their firework displays
with us.
Let’s do it all again next year.
Agreed: Photos and videos of this event and any from the Autumn open day
to go up on the webpage. Please send what you have to KD.

g) Dates for the Year.
The list of dates for the year will be drafted at the AGM planning meeting
on 27 th November.
It was suggested that a quarterly newsletter to all plot holders would
keep them informed about what’s going on and how they could get
involved.
SH confirmed this is under development.

3. Secretary’s Report
HM sent a written report to the Board for the meeting due to be held on
14 th November.
A truncated agenda planning meeting was held on 7 th November.

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.There was a discussion regarding the storage of the data in the cloud.

It was decided that the data stick was the preferable option for now. To be completed
ASAP – RW

Facilitating the AGM for 2022
A new date for the AGM to be set at the planning meeting on 27 th November.

Letters/ Communications
A Rota for member presence on site from 10.00am to 1.00pm
on Sundays is outstanding. – KD

There is a letter in the office from Stewart’s partner giving up plot 60b – SK

John & Rita’s have vacated Plots 86 & 87 – SK

Vic and Barbara’s plot is awaiting transfer to Trevor. SK will need to write to Trevor to
relinquish his existing plots 59a and 59b in writing before he can have plot 60a.
All plots are in very good condition at present.

SH advised that Ukie Chris who has an immaculate plot wishes to swap to
Ninas plot 16. It was suggested that plot 45b was an option.
This needs to be sorted. – SK

A tenant has signed the tenancy agreement but crossed out the paragraph relating
to limited liability as unnecessary. We need to take advice. RW

4. Treasurer’s Report

The Board Agreed: all monies to be transferred to one account.
Account balances as of 14 th November
No.1 A/C £ 1,375.62
No.2 A/C £ 957.53
KHLG Ltd A/C £ 10,971.09
Savings A/C £ 0.9
Cash 1:2:3 £ 2,175.03
Total £ 15,479.36

5. Shop Report
KD questioned the location of the two payments he made in the
Treasurers report. There was a card payment of £37.36 and £170.00
cash totalling £207.36. The Treasurer explained why the two transactions appeared
in different accounts, one being a credit card payment and the other a bank
transfer into the wrong account and agreed to add a description to the £170 to make
it clear it was a shop transaction.

6. 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.

External rewiring update
JS gave an update on the current position. Ross will finish the work on the sheds,
he needs access to the beekeepers shed before he can complete. He will then
address the winery lights before he looks at the clubhouse.

7. Lettings Manager’s Report
There are currently 8 vacant plots, most in very good condition. In his absence
it is understood that SK will be holding a lettings day this coming weekend. SK

8. Health & Safety Issues

 As AP was absent to H&S

9. A.O.B

KD – the Good Luck card for John and Rita will be in the office for
members to sign. They will be sorely missed given the amount of work they have
contributed to the site over the years.

MS – The Christmas light show has been set for 11 th of December which will
include mulled wine, mince pies and hopefully roast chestnuts.

Plot holders will be invited to bring food for a Christmas buffet early
evening. The Lighting Crew including Ross, AP and JS will set up the
lights. Brendon will help in the clubhouse. RW will look out the last
poster advertising a Christmas event to plot holders.

Meeting Closed at 22.30 hrs

 

Kent House Leisure Gardens Ltd
Board Meeting
Held online: 17 th October 2022
Present:
Korehan Dora (KD) Chair,
Reg Wickings (RW) Treasurer,
Heather Mallinder (HM) Secretary,
Martin Spatcher (MS) Site Manager,
Saeed Kanuga (SK) Lettings Manager
John Sissons (JS) 
Antoni Pogorzelski  (AP) 
Simon Harth  (SH) 

Apologies: None

1. Chair’s Opening Remarks: 
The Chair welcomed Board Members and thanked them for attending. Unfortunately, there had been a long delay since the last meeting on the 8 th August due to the sudden death of HM The Queen Elizabeth II and a Board member contracting Covid.
It gave him much pleasure to welcome SH to the Board as a new member and thanked him for joining us. He asked AP to pass on the thanks from the Board to Vicky for an outstandingly successful first aid training day that was very well attended and enjoyed by all. Vicky has volunteered to arrange another day should numbers warrant it.
He suggested sending a Thank you card to her was the least we could do.
KD also wished to thank all members and volunteers that were involved in the Autumn Open Day this year which was much appreciated and enjoyed by the visitors.

2. Minutes of Meeting 8 th August 2022
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
Agreed: Work remains outstanding. – SK

b) AGM 16 th October
The AGM was cancelled as there was no time in the interim for the Board to prepare properly for it. It has now been clarified that all plot holders that have paid their rent can participate in the AGM as they do not have to be registered with Companies House. However, unless they have signed and returned the new tenancy agreement they cannot vote. There are still a few issues that need to be resolved, SH will look at the new lease with Bromley on the website and request a copy of the memorandum of association from Companies House to compare with our current procedure. He will highlight any discrepancies and meet with RW in the first instance to discuss his findings.
Once there is clarification new date will then be set. RW believes it needs to be before the end of the year.

c) First Aid training
This was an outstanding success. Many thanks to Vicky and AP for arranging it. Vicky has volunteered to hold another session if there is sufficient interest.

d) Boundary Wall Fairlawn Path The wall is leaning dangerously into the site and needs attention. It was agreed that SK would arrange for an estimate for the remedial works to replace the leaning section with a chain fence. HM will chase Ian Wright from idverde and Cllr Kathy Bance who have agreed to follow up the matter with Bromley Council to clarify who is responsible. RW is convinced it will be KHLG.
Agreed: HM to continue to pursue with Bromley.

e) Publication of Calendar 2023
HM to obtain details of the company used by her daughter and liaise with KD to put together a draft depending on cost. – HM /KD

f) 5 th November Light Trail /Bonfire Night The lights have been purchased and held securely in the office. HM/AP and Ross will test the solar lights to endure they are fully charged, then put together a dummy run prior to the night. It is envisaged we could start at 5.30pm to 6.00pm as it should be dark by then.

MS will arrange for the bonfire to be lit during the day and burn any residue wood in the evening. The car park will be closed
from 2 nd November when plot holders can bring the wood down for burning.
Can everyone ensure it is only wood please and no other material.

KD will ask Francoise if she would kindly produce her delicious pumpkin soup again this year as it is always such a hit with plot holders attending. It was suggested that as there were over 70 attending last year plot holders should be asked to provide dishes as they do at the Christmas meal, as this appears to work well.
Agreed: SH to post a request on WhatsApp and send email to plot holders.

g) Autumn Open Day 4 th September The event went well and although not as well attended as the May open day it was enjoyed
by everyone who came. Many thanks to all the volunteers that stepped up and contributed to the event.
The joint event held with the beekeepers is always much appreciated.
Given the amount of planning required and the great deal of work involved in the Spring Open Day it was Agreed: to set the date well in advance and hold the planning meeting in February.
21 st May 2023 is the provisional date for the event.
A date for the planning meeting is required. AP produced a very good template for holding these events which will be used as guide for the next planning meeting. Each Board member must take on an area of responsibility and organise that particular aspect of the event, including volunteers.
It was suggested that a quarterly newsletter to all plot holders would keep them informed about what’s going on and how they could get involved. Perhaps resurrect Plotting Together?
HM to post a message of WhatsApp asking for volunteers with appropriate communication skills to get involved.

3. Secretary’s Report
HM sent a written report to the Board for the meeting due to be held on 10 th October. The agenda planning meeting was held on Monday 3 rd October between HM, KD, RW

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.

Facilitating the AGM for 2022
A new date to be set once clarification has been obtained from SH.

Letters/ Communications
 A plot holder expressing an interest in joining the Board. To be spoken to by KD/ RW
 Rota for member presence on site from 10.00am to 1.00pm on Sundays is required.
 A plot holder has  asked the Board to be taken off the distribution list for emails.
RW will do so. KD will enquire how the plot holder would like to be contacted in future.

 KD has given the letter personally to the plot holder whose son
was involved in the illegal BBQ and made it clear that he cannot attend the site without the father being present.

 KD to meet with Jerry and Francoise tomorrow to take possession of an oak bench and umbrella from Jerry’s brother

who died recently. Our condolences to Jerry and family.

Current Communication Activity
HM will maintain communication with Ian Wright from idverde and Cllr Kathy Bance until the issue of the wall is resolved.

A plot holder has indicated an interest in joining the Board. However, following a discussion with KD and RW it appears he is not available on site at weekends. Given this is the busiest time for members for requests to loan out mowers etc or opening up the shop it was agreed that there may be a more suitable role for him.
We are in need of a volunteer co-ordinator which is non-executive role, as well as a Social Media guru.

4. Treasurer’s Report
The Board Agreed: all monies to be transferred to one account.

Account balances as of

No.1 A/C £ 1,271.82

No.2 A/C £ 962.53

KHLG Ltd A/C £ 12,934.03

Savings A/C £ 0.9

Cash 1:2:3 £ 2,247.53 Total £ 16,406.51

We are currently operating with a £4,389 deficit for the year ending
December 2021. We were in a fairly good position financially until

Covid -19 struck. Since then, we have lost two Spring Open Days
where we make most of the money to keep the site functioning. We have not been able to raise the rents for three years as we need the rent level to be agreed at an AGM. Our assets are the stock and machinery plus the cash in the Bank. – RW

5. Shop Report
KD has banked £140 from shop takings in August. The till now has plenty of change. The stock levels are healthy apart from ground cover. There is a need to make up an order

6. Site Manager’s Report.
As there has been little activity this month MS has not produced a written report.
There were no plot inspections this month. To be resumed in the Spring.

As the car park will be closed from 2 nd November, we need to advise plot holders.
HM to post on WhatsApp and produce a notice for the board.

External rewiring update
Ross attended this part of the meeting to give a verbal update on progress.
He needs to complete the repair to the hydraulic press in the winery and upgrade the lighting to Florissant strips. He is concerned about the amount of energy wasted in the clubhouse, given the rapidly rising cost and high consumption. The lighting needs to be changed to LED lighting as a matter of urgency with the hot water tank put on a timer. Someone is using the heating on a regular basis, which is ramping up energy consumption. Ross to look at it this weekend.
The smoke alarm is disconnected and needs a heat alarm as a replacement, plus the need to renew the external lights.

The lavatory block needs a PIR for automatic turn off when left on. There is a temporary fix on the earth wire to the Ladies

There is some old wiring to the beekeeper’s area. Ross needs access to properly examine it.

7. Lettings Manager’s Report
SK advised the meeting that two plots had been let in August. The two large plots are in need of a lot of work before they are lettable. One of the sheds has an asbestos roof. SK will look at safely removing it. KD has started to demolish another shed that was falling down, but needs the tractor tyre repaired to move it to the car park.
Ross has ordered a replacement.
There are currently another 6 plots vacant but in need of tidying.14a /16 /17b / 63b/ 68b / 89.
MS advised that 3 more will shortly become available that are in good condition at the moment.

8. Health & Safety Issues AP asked if the site insurance covered plot holders that haven’t signed the tenancy agreement yet? RW replied that it did as long as they have paid the rent. It also covers all visitors to the site.
AP wanted to remind members when loaning out equipment to check that the plot holder actually has the PPE with them to be able to truthfully sign the book. He stressed that plot holders should have leg coverings i.e. trousers not shorts, when using all machinery including mowers.
AP was thinking how we could help vulnerable plot holders over the winter period who may not be able to heat their property. KD

commended him for the thought. To be discussed at the next meeting. -All

Covid – 19
We are reminding all plot holders to continue to exercise care in
enclosed places as Covid – 19 variants are increasing rapidly.

9. A.O.B
KD asked RW if the database had been amended as requested by Viv Lund. It has been done. -RW

Meeting Closed at 22.30 hrs

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Kent House Leisure Gardens Ltd
Board Meeting
Held online: 8 th August 2022
Present:
Korehan Dora (KD) Chair,
Reg Wickings (RW) Treasurer,
Heather Mallinder (HM) Secretary,
Martin Spatcher (MS) Site Manager,
Saeed Kanuga (SK) Lettings Manager
Apologies: Antoni Pogorzelski (AP), John Sissons (JS)

1. Chair’s Opening Remarks
The Chair welcomed the Board and thanked them for attending. He explained that AP was on holiday, which was the reason for his absence, but unfortunately JS has had a serious accident falling from his loft at home and is currently recovering in hospital. It is expected that he will be out of action for approximately two months.

On behalf of those present the Chair sent best wishes to JS for a speedy recovery.
KD wanted to thank the ‘Silent Volunteers’ that have quietly got on with helping to run the site and keeping everything ticking over during this unprecedented hot weather. Thank you, we couldn’t do it without you.

2. Minutes of Meeting 13 th June 2022
The Minutes were agreed as a true and accurate record of the meeting.

Matters Arising

MS mentioned it was his birthday Tuesday 16 th August week when he will be 79. Many Happy Returns for next week Martin.

 Action Points Outstanding

a) Repair to fence adjacent to plot 72
Agreed: Work remains outstanding. – SK

b) AGM
After a full discussion the Board agreed that the date for the AGM is Sunday 9 th October at 10.30am. If possible, it will be held in person in the clubhouse with a zoom link. RW will check the rules as they apply to the new Company Limited by Guarantee. Plot holders are invitedto apply to stand for a position on the Board. As there are several vacancies it is unlikely there is a need for a re-election.

c) First Aid training

So far there have been three plot holders wishing to attend. Members of the Board and some partners are also wanting to learn how to use the defibrillator, so they will form the first group.
The date chosen for the first session is 9 th October. (Time to be arranged as it is the same day as the AGM) AP will ask Vicky if she is willing to carry out a second session if enough interest is shown. – AP

d) Boundary Wall Fairlawn Path

The wall is leaning into the site and needs attention.
Cllr Kathy Bance has provided some contact details of whom she believes has been tasked with the job.
Agreed: HM to continue to pursue.

e) Card Reader.

RW has purchased one card reader for trial in the shop. If successful another could be bought for Open Day.

 

f) Charity Calendar 2023.

The closing date for submissions is 31 st August 2022. Many photos are still being sent in. KD will put them in the KHLGLtd.com gallery for possible selection.
The final 12, (one that is seasonally appropriate for each month) to be chosen by Chris and if agreeable Richard as they are experienced photographers.

g) Quarterly awards

It was unanimously agreed that those plot holders that keep their plot in excellent condition should receive some type of small recognition of the achievement. This could either be a rosette or some other type of award.
Agreed: To investigate the most suitable award available. – KD/ HM

h) 2022 Bonfire Night.

As the cost of fireworks is prohibitive, the quality available poor and the pollution they produce is no longer appropriate, it was agreed this year to hold a light show instead, which if successful can be
added to year on year.
Agreed: To purchase a small show – HM

 3. Secretary’s Report

HM presented a written report to the Board.
The agenda planning meeting was held on Monday 1 st August between HM, KD, RW
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. RW will complete once the audit has been finalised. – RW

 Autumn Open Day

A planning meeting was held on 31 st July to discuss the various aspects of the day. It was agreed that KD would be the co-ordinator with the general front of house role.
Beverly Kanuga will be the Maître d. for the clubhouse refreshments.
She will put up a chart on the notice board in the clubhouse for volunteers to indicate which time slots they are willing to cover.
She will also post a notice on WhatsApp.
The gate has three volunteers from those attending, but will need more. Please contact KD / SK
As several plot holders have expressed an interest in having a craft stall some thought will be given to how this can be facilitated. – KD / SK
Hopefully there will be a produce stall from the harvesting of crops.
Notices will be posted nearer the time.
There are several prizes left from the Spring open day which will be grouped for a raffle for the coming open day.
Further quality donations would be welcome.
Various attractions, such as face painting were suggested.

More will be communicated when firm arrangements have been made.
Amanda and Charlie will be away so we need volunteers for the coconut shy.
Music will be provided by the Ukulele Band. Thanks Chris
Ross to provide signage for the W.C’s and Tara Sissons has volunteered to run the First Aid post.
We are still in need of volunteers the weekend before to put up the marquees. If you are able to help please see KD or SK

 

 Current Communication Activity
HM will maintain communication with Ian Wright from idverde and Cllr Kathy Bance until the issue of the wall is resolved.

Allotment Calendar

The closing date for the submission of photos is 31 st August.

4. Treasurer’s Report

The Board Agreed: all monies to be transferred to one account indue course.
The auditor signed off the 2021 account. There were queries on the previous two years which the auditor will explain when he publishes his report.
The accountant will check the returns and submit to Companies House as far as HMRC are concerned we are a micro-entity and therefore not liable for corporation tax.

Account balances as of 8 th August 2022

No.1 A/C £ 1,291.62
No.2 A/C £ 972.53
KHLG Ltd A/C £ 12,934.03
Savings A/C £ 0.90
Cash 1:2:3 £ 588.73
Total £ 15,787.81

 5. Shop Report

£140 from shops takings was transferred to the site account and banked.
A large amount of stock has been sold but there is still a healthy remainder. Items from the shop that are transferred to the polytunnel are shown in the open day accounts.

 6. Site Manager’s Report

MS sent a written report.
Plumbing: No Known problems
Plot Inspections: Because the weather has been very hot and dry only 2 plot notices were issued.
Green Waste Area: on-going
Work days: the next scheduled work day is Aug 28 th
Toilets: The pan in the Ladies needs to be replaced. One plot holder has volunteered to do the work if the pan is purchased.
Agreed: to allow Nigel Austen to purchase new pan for £200 and install.
Sheds The locked sheds on vacant plots have been opened and 1 has been emptied. The other 2 are in a hazardous condition. They need to be demolished and removed (as well of clearing the plot) I suggest
we consider employing a contractor to do this. (plot16/17b).
Plant Sales: There’s evergreen herbs and foxgloves for the open day

External rewiring update

Pogo who assists Ross is on leave. Work will resume on his return.
Ross has been invited to become an associate member, RW is waiting for the form to be returned to issue a key. He will buy petrol for the machinery in JS’s absence.

 7. Lettings Manager’s Report

SK advised the Board that 6 applicants were invited to a viewing over the weekend. One failed to attend, one attended and accepted 78a, and began work straight away!
More viewings have been confirmed for next weekend.
One viewing will take place on Thursday as applicant away next weekend.
Plot 26b is a plot swop with 11b2.
Five plots are vacant, four viewings in hand. Plots 16 & 17b are vacant but need a lot of attention before fit to let.
We need to get a quote as AP has a contractor in mind.
Agreed: to obtain a quote from a contractor to carry out the work.
 

8. Health & Safety Issues

The glass fence by the main path has been inspected and appears to be safe, however it may cause a grass fire in this ongoing heatwave and drought
The gas canisters and petrol being stored in the brown shed were immediately moved to the cage.
Signs for flammable liquid required for the Machine Room are in place.
The pond has been made safe.
Covid – 19We are reminding all plot holders to continue to exercise care in enclosed places as Covid – 19 variants are increasing rapidly as the immunity begins to wane.

9. A.O.B

KD – Ania has written to KD thanking the Board for the action they have taken.
The charities she has suggested for a donation in remembrance of Pete are the British Heart Foundation and Mind.
They are setting up a student hardship fund at LIPA,
Donations can be made at: https://www.justgiving.com/crowdfunding/sian-thomas-796

KD – Liz purchased some horse manure in bags. As the quality is not very good the Board Agreed: to sell the bags for £1 each, but not to purchase any more from that source.

 SK – confirmed to KD that he had sent the email to Sandy Nichols confirming she has relinquished the plot but has not received a response. As her email actually stated she did not want it we are in a position to re-let.

KD – circulated a letter to the plot holder of 25b regarding the reckless use of a naked flamed cooker on the plot in these drought conditions, with the ground tinder dry and playing loud music until late at night that disturbed the neighbours.
Agreed: the letter is to be sent.

SK– intends to erect a greenhouse on his plot.
Agreed: SK can relocate the tap to the path.

MS – suggested that given the high cost of fuel now after open day the heaters in the clubhouse and the boiler for the hot water need to be isolated to control the spiralling costs.
Agreed: look to set up a control system in the office. – Ross

Meeting Closed at 21.27 hrs

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Kent House Leisure Gardens Ltd
Board Meeting
Held online: 11 th July 2022
Present: Korehan Dora (KD) Chair, Reg Wickings (RW) Treasurer,
Heather Mallinder (HM) Secretary, John Sissons (JS),

AntoniPogozelski (AP), Saeed Kanuga (SK)
Apologies: Martin Spatcher (MS) Unable to get on line as his computer crashed due to the heat.

1. Chair’s Opening Remarks

The Chair welcomed Board Members and thanked them for attending. There were several requests from Members to keep the

meeting as short as possible due to the record heatwave. KD wished to express a special thanks to all our long serving volunteers but wanted to name two in particular, Pam and Peri, for their tireless and consistent efforts to keep the lavatories and clubhouse clean and tidy for all of us.

He wished also to express sincere condolences to Ania and family on behalf of the Board for the sudden death of Pete.

2. Minutes of Meeting 13 th June 2022

The Minutes were agreed as a true and accurate record of the meeting.

Matters Arising

MS wished to confirm that the date for the Autumn Open Day was the 4 th September.

Action Points Outstanding

a) Repair to fence adjacent to plot 72

Agreed: Work remains outstanding. – SK

b) Tenancy Agreement

30 tenancy agreements have been signed and returned. RW will chase up on the ones outstanding. -RW

c) First Aid training

The email was sent to all plot holders but there has been only one response. The members of the Board and some partners are

interested in learning how to use the defibrillator so they will form the first group with the one plot holder that responded.
The date chosen for the first session is 9 th October. AP will ask Vicky if she is willing to carry out a second session if enough interest is shown. – AP

d) Boundary Wall Fairlawn Path

The wall is leaning into the site and needs attention. It was suggested that SK provides a rough estimate for the remedial works to replace the leaning section with a chain fence. HM has spoken to Ian Wright from idverde and Cllr Kathy Bance who have agreed

to chase up the matter with Bromley Council.

Agreed: HM to continue to pursue.

e) Card Reader.

AP sent a link to Board Members showing a 3G Reader with printer and Sim. Agreed: RW to purchase for use in the shop.

f) Volunteers lunch

The lunch is on Sunday 17 th at 12.00md. RW to order the pizza. KD to make a salad. Other Board members to donate some wine. So far there has been 5 responses from plot holders, plus 5 family members of the Board. KD, RW, SK, HM, JS will be setting up and serving.

Setting up on the green will start from 9.30am – 10.00am.

KD will put a message on the WhatsApp group to generate more interest. We can all use this opportunity to get to know new plot

holders better.

g) Autumn Open Day

4 th September, 11.00am to 3.00pm. This will include the Beekeepers who will provide this year’s honey, have a bee’s wax candle making stall and if possible, display a live beehive.

Agreed: An open meeting to be set up for Sunday 31 st July at 10.00am in the clubhouse to discuss the processes and agree on Board Members areas of responsibility. An email to be sent to all plot holders to invite them to get involved.

3. Secretary’s Report

HM presented a written report to the Board. The agenda planning meeting was held on Monday 4 th July between HM, KD, RW

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. RW will complete once the audit has been finalised.

Facilitating the AGM for 2022

The tenancy agreements are slowly being returned. A new date for the AGM was suggested for September, which is dependent
on a number of factors. The ‘Board only’ AGM needs to be discussed with BALGAF. Plot holders will be invited to stand for office on the Board or submit a motion through an advertisement displayed on the website. Ballot papers for the election of the Board will be sent out to all plot holders that have signed the new tenancy agreement.

A copy of the new lease can be found on the website KHLGLtd.com.
Agreed: RW to discuss the process with Tony Chase from BALGAF.

Letters/ Communications

HM has acknowledged all plot holders that responded to the invitation to the lunch.

HM is in communication with Cllr Kathy Bance over current concerns, namely the boundary wall at Fairlawn Park and several complaints regarding bonfires from one of the allotment sites in the area. Cllr Bance intends to visit the site this week.

Current Communication Activity

HM will maintain communication with Ian Wright from idverde and Cllr Kathy Bance until the issue of the wall is resolved.

Autumn Open Day

A meeting to be set up for Sunday 31 st July at 10.00am in the clubhouse to discuss arrangements. An email to be sent to all plot

holders to advise and notices to go onto the notice boards. Details also need to be put up on the WhatsApp group.

Allotment Calendar

The closing date for the submission of photos is 31 st August.

4. Treasurer’s Report

The Board Agreed: all monies to be transferred to one account.

Account balances as of 1 2022

No.1 A/C £ 1,183.86

No.2 A/C £ 977.53

KHLG Ltd A/C £ 13,400.89

Savings A/C £ 0.90

Cash 1:2:3 £ 624.03 Total £ 16,187.21

5. Shop Report

KD has banked £125 from shop takings. The till now has plenty of

change. The stock levels are healthy apart from the fresh manure as

KD has not been able to get in contact with the supplier as he is

unwell.

JS advised Board that the machine shop is in need of a spares order to keep equipment in good order.

Agreed: RW agreed JS to place an order

6. Site Manager’s Report

MS sent a written report.

Plumbing: The Fairlawn Park taps have been cut of a couple of times presumably by Thames Water while laying new pipes.

Plot Inspections: The inspections took place on the 6 th July. Only 6 plot notices were issued, mostly for grass / path cutting. New lettings

11b2 and 14a have not started any work on the plots yet.

Work Days Saturday: Only Janet, Zac, Ben and Pam attended.

Sunday: tba. The next scheduled work days 13 th and 14 th August.

Agreed: To postpone until 27 th 28 th August to facilitate setting up for the Autumn Open Day on 4 th September.
Agreed: To cancel Saturday workdays until the Winter months as few people attend.

Green Waste Area This area is used on work days. It will be extended as and when time permits.

Toilets A replacement pan is required in the Ladies lavatory – ?

action.

Sheds There are three locked sheds on vacant plots which need to be opened and emptied. Needs at least two Board members ideally three. Any tools recovered can be sold at the open day. MS/HM/KD

Plant Sales: There’s evergreen herbs and foxgloves for the open day

External rewiring update

Work is progressing satisfactorily.

7. Lettings Manager’s Report

SK advised the meeting that two vacant plots have been strimmed.

There are four in total. 1 NTQ has expired and needs to allow one month to clear. SK will hold letting days on Saturday and Sunday next weekend.

8. Health & Safety Issues

AP advised that a glass fence has been erected by the main path, supported by rusty poles that may cause a hazard.

He noted that the gas canisters and petrol being stored in the brown shed must be moved to the cage immediately and signs for

flammable liquid are required for the Machine Room.

Covid – 19

We are reminding all plot holders to continue to exercise care in enclosed places as Covid – 19 variants are increasing rapidly as the immunity begins to wane.

9. A.O.B

SK suggested that rosettes by awarded biannually to newcomers to the site who make a real effort to bring their plots up to a high

standard. 
Agreed: A very good idea, but does require further decision. – All

KD suggested that Ross be given a key to the office to allow him

access to the areas he needs to get to, to complete the work.

Agreed: All

KD was advised by Jenny from the beekeepers that they were without electricity while Ross was doing the rewiring. It turned out

that their supply was via a three-pin plug which Ross had removed. The supply has now been properly installed and connected.

KD wished to thank Ross for going above and beyond in the work he is doing and suggested the Board think about a fitting reward.

Meeting Closed at 21.17 hrs

                                                   ——————————————————————————————————————————–

Kent House Leisure Gardens Ltd
Board Meeting
Held online: 13 th June 2022

Present: Korehan Dora (KD) Chair, Reg Wickings (RW) Treasurer,
Heather Mallinder (HM) Secretary, Martin Spatcher (MS), John
Sissons (JS), Antoni Pogozelski (AP)
Apologies: Saeed Kanuga (SK)
1. Chair’s Opening Remarks
The Chair welcomed Board Members and thanked them for attending. He wished to thank everyone that had contributed to the
very successful spring open day on behalf of the Board. There were too many to name individually but you know who you are. From those that helped to put up tents to those who ran a stall or event, thank you. It was truly an amazing feat after having the site closed for two years, it proves we still can do it. The attendance was extremely good thanks to the wide coverage on social networks.
2. Minutes of Meeting 9 th May 2022
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
Agreed: Work remains outstanding. – SK

b) Date for Tenancy Agreement signing
The tenancy agreements have been sent out to all plot holders that haven’t yet signed the new one, with a 14 day return deadline. The weed notices will be sent out tomorrow. Agreed: MS to put out a box in the clubroom for returned agreements to be collected.
c) First Aid training
We need to know the number of plot holders interested in the training for use of the defibrillator and other practical first aid
procedures. A further email will be sent to all plot holders from the Board@KHLGLtd.com to express an interest. If you would like to be involved, please reply to this email with your details and plot number. Agreed: RW to send email
d) Boundary Wall Fairlawn Path
The wall is leaning into the site and needs attention. Both idverde and LB Bromley have visited the site and inspected the wall. It is
agreed that it is in need of attention, however where the responsibility lay is unclear. It was suggested that we get a quote for
the remedial works to replace the leaning section with a chain fence.
HM has spoken to Ian Wright from idverde and Cllr Kathy Bunce who have agreed to chase up the matter with Bromley Council and get back to us, but as yet still no response has been received. Agreed:
HM to continue to chase.
e) Board email responses to enquiries.
It is unclear who should respond to the emails and whether or not there has been a response at all. SK responds to lettings and waiting list enquiries which is appropriate. Agreed: Board members to respond to enquiries within their particular area of responsibility. HM to respond to complaints. All to check the thread of the enquiry to ensure there is no duplication.
f) Volunteers lunch
The date for the well overdue lunch to allow the Board to say thank you to all of our much apricated volunteers who keep the site ticking over week after week has been set for 17 th July. Invitation notices to be put up on the main notice board and back gate.
3. Secretary’s Report
HM presented a written report to the Board. The agenda planning meeting was held on 6 th June between HM, KD, RW
KHLG Ltd Management Tools
RW will supply 3 data sticks with current KHLG Ltd data for the Board’s PCs as part of the emergency recovery plan, once the information is correct and complete. More work is needed.
Facilitating the AGM for 2022
The tenancy agreements have been sent out to those plot holder’s who need to sign the new one, for signature and return within 14 days. A new date for the AGM was suggested for September. The Board only’ AGM needs to be discussed with BALGAF. RW to pass details to HM. Plot holders will be invited to stand for office on the Board or submit a motion through an advertisement displayed on the website. Ballot papers for the election of the Board will be sent out to all plot holders that have signed the new tenancy agreement. A copy of the new lease can be found on the website KHLGLtd.com.
Letters/ Communications
A formal complaint was raised by a plot holder following an incident after the open day. It was agreed that KD and HM would speak to both parties. Having spoken with them the complainant wishes to withdraw the complaint as a further development appears to have mitigated the problem. It will be left as long as there are no further incidents. A complaint was received regarding a plot holder persistently cycling along the communal paths without due regard for the safety of fellow plot holders. It has always been the rule that cyclist must dismount once past the car parking area. Most plot holders who bring their bikes on site are happy to comply with this, but persistent disregard of this rule and failure to comply with an instruction from a member of the Board will attract the strictest sanctions in future.
A reminder to ALL plot holders that taking produce or equipment from other people’s plots without their permission (theft) will result in instant dismissal from the site.
Reminder to all car drivers that cars must be parked in the car park not by the manure / wood chip pile. That area is for loading, unloading only as it blocks the through put access from the machine room/ sheds / storage cage.
Current Communication Activity
HM will maintain communication with idverde until the issue of the wall is resolved.
Open Day Debrief
Although the open day generally was a great success there were a few issues arising, which is not surprising given we were rusty after the two-year shut down. It was agreed to try and iron out the wrinkles with a Board debrief to help make future events run smoother.
Learning points –
 Signage of facilities, especially the lavatory block (as many
visitors were unaware they were there).
 Raffle The raffle needs to be better organised with a named volunteer in charge and the person drawing the tickets agreed
in advance.
 Meet, greet and problem solve. KD, as chair needs to be Front
of House to mingle with the visitors, meet and greet our guests and look after the musicians (especially arranging refreshments). As chair his decision on any matter on the day is final. A new team is needed to run the burger bar.  Tents. They need to be struck on a work weekend to ensure there are sufficient people around to safely take them down.
The small number of volunteers that were around ran the risk of permanent damage to their backs and shoulders. In the event of rain, it should be postponed to the following weekend.
 Changing decisions. Once a decision has been made by the Board members regarding the day it must be stuck with unless there is an overriding reason to change it. The Chair has the final say.  Hopefully there will be a smaller (but perfectly formed) Autumn
Open Day in September in conjunction with the beekeepers.
Planning needs to begin as soon as possible. – All
4. Treasurer’s Report
Two years’ worth of accounts were audited in the week. It was a mammoth job. The Board wish to thank RW for all of his hard work in the matter. As a consequence, accurate account balances were not available for publication at the time of the meeting but will be published in the week.

Account balances as of 13 th June 2022
No.1 A/C £ 1673.15
No.2 A/C £ 1038.51
KHLG Ltd A/C £ 9257.41
Savings A/C £ 0.90
Cash 1:2:3 £ 4,133.79
Total £ 16103.76

5. Shop Report
KD has banked £410 from shop takings. RW has published the financial report for the open day although not available online yet.
The shop is fully loaded with stock although the ground cover is nearly sold out and needs to be reordered.
There has been a request from the chair of another allotment site to join the shop enterprise. After a full discussion it was Agreed: This was not appropriate as the shop is for KHLG site only.
6. Site Manager’s Report
Plot Inspections.
The inspections took place on the 8th June and 15 plot notices were issued, mostly for grass / path cutting and 2 for health and safety issues around ponds. Plots 8a / 18 /11b have received notices for non-cultivation.
One plot has received a 3 rd notice which could result in a NTQ. MS will contact the plot holder to advise.
Work Days
The scheduled work days were 11 th & 12 th June. On the Sunday we mowed the communal field, strimmed and carried out a partial litter pick. The chairs were brought down from the brown shed for the choir’s rehearsal.
External rewiring update
JS, AP and Ross attended site on Sunday. New lights were installed in the cage and machine room. Ongoing work includes running the cable from the office to the second fuse box. Work is frequently halted as the electricians are pulled off of the job to attend faulty machinery. – JS /AP / Ross

7. Lettings Manager’s Report
In SK’s absence KD advised that a lettings day needs to be arranged for Darren’s plot before it deteriorates further. One plot holder
asked for a plot swap. After much discussion it was decided that this was not appropriate and would be offered to the next applicant on the waiting list.
Drumbeat has vacated half of its plot which will be conjoined to the plot below.
A request has been made to by the trestle on the plot under NTQ. All possessions belonging to a plot following vacation by NTQ must be left for a month before they can be disposed of. The site has been offered a new rotavator for £125.00 Agreed: to
buy it.

8. Health & Safety Issues
AP advised that a lot of debris has been dumped outside the top gate by Fairlawn Park. It is believed the culprit is known to the Board and a quite word needs to be had.
There is also some dangerous rusty stuff dumped outside the yard / compound that needs to be removed.
The small pond has had the warning tape removed and must be replaced. Both pounds need to be made safe. An email to the plot
holders is required.

Covid – 19
We are reminding all plot holders to continue to exercise care in enclosed places as Covid – 19 variants are still with us.

9. A.O.B
RW – Suggested a sturdy metal post box be sited at the top of the drive to ensure all of our post is delivered on time. – it was Agreed.
RW advised we need a new sign for our address as we have changed our accountants.
HM we need to select our charity for the donation from the open day. Agreed: to put all the names in a hat in the number of the votes that were cast and HM will draw one.
KD Tony Chase needs to be consulted regarding the Board AGM and clarification of shareholders / members. Meeting Closed at 21.51hrs

                                                  ——————————————————————————————————————————–

Kent House Leisure Gardens Ltd
Board Meeting
Held online: 9 th May 2022
Present: Korehan Dora (KD) Chair, Reg Wickings (RW) Treasurer,
Heather Mallinder (HM) Secretary, Martin Spatcher (MS), John
Sissons (JS), Saeed Kanuga (SK), Antoni Pogozelski (AP)

Apologies: None
1. Chair’s Opening Remarks
The Chair welcomed Board Members to the meeting and thanked them for all the work they had put in for the Open Day on Sunday
22 nd May. He told the group that the weekend coming up was going to be extremely busy and everyone needed to be there to ensure the work was completed.
On behalf of the Board KD congratulated plot holders Chris Best and Amanda De Ryk on being re-elected as Councillors in the recent Local Government Elections and thanked Amanda for setting up the allotment’s WhatsApp group that is proving very successful. The QR code to join has been displayed on the back gate and main notice board and plot holders are encouraged to join as there is a lot of information exchange happening.

2. Minutes of Meeting 14 th March 2022
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
Agreed: Work remains outstanding to be completed ASAP. – SK
b) First Aid training
A qualified nurse has offered to carry out the training for using the defibrillator. An email will be sent to all plot holders to quantify the number of people interested.
Agreed: RW to send email to plot holders
c) Boundary Wall Fairlawn Path
The wall is leaning into the site and needs attention. Both IDVERDE and LB Bromley have visited the site and inspected the wall.
It is agreed that it is in need of attention, however where the responsibility lay is unclear. HM has spoken to Ian Wright from
IDVERDE who has agreed to chase up the matter with Bromley Council and get back to us.
Agreed: HM to monitor
e) Update on Open Day
MS had put a task grid on the wall by the lavatory block for volunteers to sign up to the tasks. Unfortunately, the indelible pen
proved not to be indelible and the rain has washed away the names. If you signed up to a task, can you sign again, please.
Saturday 14 th and Sunday 15 th the three marquees are to be put up and the tables and chairs moved down. It is a big job and needs plenty of volunteers please. The banner will be put up on the front gate on the Sunday. SK will be organising the work. If you want to help please speak to him. The flyers have been printed and need distribution. Please take a bundle and make a note of where you are putting them to avoid duplication. Thank you.

3. Secretary’s Report
HM presented a written report to the Board. The agenda planning meeting was held on 2 nd May between HM, KD, RW
KHLG Ltd Management Tools
The laptops have been set up and tested. They appear to be working well. May thanks to Pogo for his hard work and for sorting out the Secretary’s PC and printer.
A mobile phone has been purchased for the Treasurer to enable mobile banking. RW
RW will supply 3 data sticks with current KHLG Ltd data for the officer’s PCs as part of the emergency recovery plan. More work is
needed to make it robust.
A date for the AGM for 2022
A preliminary date of 12 th June was set but with further discussion it was believed it would be far better if we could arrange for the plot holders that haven’t signed the new tenancy agreement to do so on that date. It was suggested we could use the large marquee for the event to ensure Covid security. A new date for the AGM was suggested for September. Plot holders will be invited to stand for office on the Board or submit a motion through an advertisement displayed on the website. Ballot papers for the election of the Board will be sent out to all plot holders that have signed the new tenancy agreement.
A copy of the new lease can be found on the website KHLGLtd.com.
Current Communication Activity
HM will maintain communication with IDVERDE until the issue of the
wall is resolved.

4. Letters/ Communications
*Plot 89a has sent a response to the email. The plot is now vacant.
*A question was asked about the responsibility for associate members. Associate members must be nominated by a plot holder
who remains responsible for the actions of the Associate while on site. Associate membership could also be granted to someone on the waiting list to enable them to take part in work days or offer assistance to a plot holder needing help. It may also be granted to a contractor regularly attending site. In all cases the plot holder nominating is responsible for the behaviour or the Associate.
Agreed: The responsibility lies with the plot holder nominating the associate.
*It was Agreed: When replying to a query sent in via the Board email members will ensure all Board members have sight of the reply.

5. Treasurer’s Report
RW provided a written report and balance sheet for all accounts.
RW intends to simplify the balance sheet for clearer information.
Tony Chase will audit the accounts for the last 3 years.
Account balances as of 9 th May 2022
No.1 A/C £ 2,392.53
No.2 A/C £ 1,543.63
KHLG Ltd A/C £ 9,189.14
Savings A/C £ 0.9
Cash 1:2:3 £ 625.95
Total £ 13,752.15

6. Shop Report
The shop is empty and has been thoroughly cleaned. There is no stock to speak of but a very large order is outstanding. It has been possible to order 100 bags of Clover which was welcomed. The delivery will be after the open day. £570.00 has been banked and appears in the accounts. There is no more honey for sale.
7. Site Manager’s Report
MS submitted a written report for May.
Plumbing: All taps are now ok.
Plot Inspections.
The inspections took place on the 4 th May and 29 plot notices were issued, mostly for grass / path cutting. A further 13 identified for other issues including 8 for non-cultivation.
Green Waste Area
The Green Waste area has been used for the work days and the capacity will be extended after the open day.
Work Days
Work days were postponed until next weekend to prepare for the
open day. The next scheduled work days are 11 th & 12 th June.
Open Day
A meeting took place on Saturday 23 rd April in the clubhouse and was very well attended. A notice for volunteers to sign up to tasks is displayed on the lavatory block.
Plant Sale
There are herbs, flowers, and tomatoes coming on. Thanks to all those that have helped pricking out and potting on. MS

External rewiring update
JS , AP and Ross attended site on Sunday but were diverted to repair the tractor and sit on mower. Work on the machines have been completed, they will now focus on the rewiring to finish it off. Two
external sockets will be installed to aid the electrics required for the open day.– JS /AP / Ross

8. Lettings Manager’s Report
SK advised that there are 3 vacant plots 63B, 78 and the one from
Sandy Nichols 89 which has just become vacant.

9. Health & Safety Issues
The pond that was identified as dangerous has been marked with tape. The trees that were in a perilous condition have been dealt
with and made safe. Many thanks to Stuart Gordon (plot 55) for his quick response.
Covid – 19
We are asking all plot holders to continue to exercise care in enclosed places as Covid – 19 variants are particularly virulent.
10. A.O.B
JS requested that the order placed for supplies for the shop contains farm yard manure please. -KD
KD advised that a non-plot holder who enjoys coming to our open days has donated a small, battery operated rotovator for site use. It is currently in the shop.
Meeting closed at 21.58 hrs

                         ——————-

Kent House Leisure Gardens Ltd
Board Meeting
Held online: 11th April 2022

Present: Korehan Dora (KD) Chair, Reg Wickings (RW) Treasurer,
Heather Mallinder (HM) Secretary, Martin Spatcher (MS), John
Sissons (JS), Saeed Kanuga (SK), Antoni Pogozelski (AP)
Apologies: None

1. Chairs Opening Remarks
KD greeted the Board and commented on the difficulty of getting online for the meeting by Reg. He noted that there has been a lot of activity on site this month and thanked MS and the volunteers as well as other Board members for another successful weekend of workdays.
MS commented that on Saturday only two volunteers showed up at the start but more people joined for different parts of the morning.
RW stated that he had removed a substantial number of poles and other metal from plot 11b2, which allowed it to be let on the day.

2. Minutes of Meeting 14th March 2022
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 has been unable to attend the site.
Agreed: Work remains outstanding to be completed when SK has recovered. – SK
b) Joining Plots 4a / 4b
A full and frank discussion took place on the proposal to join these two plots due to their irregular shape and the fact that standing
alone plot 4b is in a very poor condition, planted mainly to trees and would be very difficult to bring back to a lettable condition given the experience with void vineyards. The surrounding plots in that area of the site are full length and therefore it makes sense to bring the plot in line with the others.
The Board understands that regrettably a few adverse comments have been made by some plot holders regarding this matter. However, this action had always been envisaged once a plot became void.
Agreed: To merge both plots into one. – Unanimous
c) First Aid training
HM has been unable to send out an email to all plot holders asking for an expression of interest as she doesn’t have access to all
addresses yet.
Agreed: RW to send email to plot holders
d) Purchase and installation of a manhole cover.
The pipework on the central path is still exposed, covered only with a pallet. SK has suggested he will ask Nick and offer to assist him to install a proper cover when it is purchased.
Agreed: RW to purchase a cover ASAP 

e) Boundary Wall Fairlawn Path
The wall is leaning into the site and needs attention. RW suggested conducting a plumb line test to see the extent of the lean.
Agreed: MS, HM, JS to meet Ideverde on-site on Wednesday to discuss.

3. Secretary’s Report
HM presented a written report to the Board.
KHLG Ltd Management Tools
The printer has been installed and is working. The issue with the PC has been resolved thanks to AP. Two further PC’s need to be ordered for the other officers and a process agreed upon for sharing data and ensuring that it remains current. RW
A mobile phone is to be purchased for the Treasurer to enable mobile banking. RW
KHLG Ltd. Com website
The Email address Board@KHLGLtd.com has been triad and tested. A blind cc copy of every mail will be sent automatically to HM.
Facilitating the AGM for 2022
It was agreed, given the current situation with the leases, that a Board-only AGM will take place with plot holders able to attend as
observers and submit resolutions and questions for discussion and action by the Board. Date to be agreed.
Current Communication Activity
HM will meet with Idverde on Wednesday with MS and JS to discuss the state of the boundary wall and possible solutions. According to BALGAF it is likely that KHLG Ltd will be responsible for any repairs or replacement.

Management of Waiting List
Agreed: The waiting list is closed. Any enquires will be politely declined.
4. Letters/ Communications
*) A plot holder has requested permission to erect a polytunnel on the plot. She has been told that currently, it is against the rules.
Agreed: She has been advised to submit a motion for a rule change to the AGM.

5. Treasurer’s Report
RW provided a written report and balance sheet for all accounts.

Account balances as of 11th April 2022
No.1 A/C             £ 3,179.20
No.2 A/C            £ 1,998.63
KHLG Ltd A/C  £ 9,411.36
Savings A/C       £ 0.9
Cash 1:2:3          £ 664.85
Total                   £ 15,254.94

6. Shop Report
KD advised the Board that the £69.00 passed to RW last time has now appeared on the balance sheet this month. A further £160.00 and £25.00 has been taken giving a total of £254 in all.
The shop needs to order more compost and farmyard manure.

7. Site Manager’s Report
MS submitted a written report for April.
Plumbing: The Junction and valves on the main path are still open and covered with a pallet. A manhole cover needs to be purchased as a matter of urgency. RW
Two taps “blew” due to the frost last week. Ben has fixed one with one more to do.
Plot Inspections.
The inspections took place on the 6th of April. Following this 26 plot notices were issued, 13 for grass/path cutting. A further 13
identified for other issues including 4 for non-cultivation.
Green Waste Area
The Green Waste area has been used for the workdays and the capacity will be extended.
Work Days
5 volunteers attended Saturday morning and tidied the top path by the back gate. The old shed was demolished and moved to the car park for burning if a bonfire is agreed by the Board.
MS asked that all tools be put back in the metal cabinet after the workday, please. One pair of loopers went missing.
Agreed: Bonfire Tuesday morning.
The next scheduled workdays are May 7th & 8th.
Open Day
A meeting will take place on Saturday 23rd April at 11.30 am in the
Clubhouse for volunteers interested in getting involved.
HM to put up posters please. – HM
KD to send out plot holders notification, please. KD

Plant Sale
There are herbs, flowers, and tomatoes coming on. MS will sow beans, courgettes, etc. soon. More help with the pricking out and
potting on would be appreciated. It’s hoped to have cabbage plants for sale over easter 50p for 4 plants.
External rewiring update
JS will be away next week and then back on-site to complete. – JS
Ross and AP are around to get on with it. – AP / Ross

8. Lettings Manager’s Report
SK thanked RW for helping with the viewings while SK was unable.
2 plots have been let, leaving the cleared vineyard as the only vacant plot. SK will try to get this let in the next two weeks.
There are now 48 on the waiting list.
9. Health & Safety Issues
AP raised the issue of the plot holder of 91b bringing petrol onto the site in a plastic jar, not the correct petrol can.
Agreed: All petrol on site must be stored in the correct container.
Covid – 19
Although all legal requirements surrounding Covid -19 and its variants will cease at the end of the month We ask that plot holders
continue to exercise care when interacting in enclosed spaces, please. If you have been in contact with Covid please advise the
Board immediately. HANDS – FACE – SPACE still applies. If not for you – for those that are vulnerable amongst us.

10. A.O.B
RW – tried to contact Beauty Montro about the condition of plot 14a but was unable to make contact. He will issue an NTQ and try to contact by text message.
KD – thanked AP for his diligence in resolving the issue with the new PC and all the Board for their continued efforts. He is off to Turkey
over Easter for his sister’s birthday.
The meeting closed at 21.32 hrs

                      ————–                                 

Kent House Leisure Gardens Ltd
Board Meeting
Held online: 14 th March 2022

Present: Korehan Dora (KD) Chair, Reg Wickings (RW) Treasurer,
Heather Mallinder (HM) Secretary, Martin Spatcher (MS), John
Sissons (JS), Saeed Kanuga (SK), Antoni Pogozelski (AP)
Apologies: None
1. Chairs Opening Remarks
KD welcomed the Board and thanked them all for attending. He told members that he was extremely pleased with the achievements over the weekend by both Board members and the volunteers, some of which were attending a workday for the first time.
There were twenty volunteers in all over the two days and six Board members who showed what could be done with a bit of effort. Having spoken to some volunteers he learned that the email sent out by RW had acted as a prompt for plot holders and encouraged them to come along. It was agreed in the future an email will be sent to all plot holders a week before a workday to act as a reminder. There will be light
refreshments available on both days. Tea and coffee with cake or biscuits on Saturday and a pizza lunch on Sunday.
2. Minutes of Meeting 14th February 2022
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
HM advised the Board that the run of chain link fencing along the back perimeter has been pushed over by persistent fly-tipping from the garage access road.
The boarded fence which belongs to LB Bromley has been badly damaged and needs replacing.
Agreed: HM will raise it with the Local Councillor. – HM
Agreed: Work to chain link fence remains outstanding – SK
b) KHLG Ltd Website and Email address update.
KD advised that the Website is now up and running and the data from the old site has been transferred over. A notice has been placed on the old webpage to advise people looking for the site it has been moved. KD has been populating the site with useful information from other websites he has been exploring. The Board wished to thank KD for his hard work on this endeavor.
Agreed: The Web address of the new website is KHLGLtd.com The Email address is Board@KHLGLtd.com
c) First aid training for plot holders
The method of delivering the training will depend on the number of plot holders wishing to take part.
Agreed: An email to be sent to all plot holders for an expression of interest.
d) Purchase of Card Machine
Several machines have been identified within a reasonable price range.
Agreed: The Board agreed that there was no urgency to purchase one although it would be useful in the shop.

e) Boundary Wall – Fairlawn Path
HM has received a response from LB Lewisham who have advised that the site and wall belong to LB Bromley. HM has contacted Bromley and is awaiting a response.
Agreed: To await response and act accordingly. -HM
3. Secretary’s Report
HM presented a written report to the Board. The PC has arrived, awaiting the printer and software package. When complete RW will install, upload the necessary programs and provide the relevant training. – RW
There is a need to have dedicated equipment for all KHLG Officers.
Agreed: To provide a PC for the Lettings Manager to maintain the
waiting list and list of voids. A PC and mobile phone to be provided for the Treasurer for accounting and mobile banking. -RW
There is a pressing need for an AGM as soon as possible to review the rent level and agree on the financial reports. To hold a full AGM the members attending must be registered as shareholders with Companies House. Once the hardware is up and running the new tenancy agreements can be sent out to all plot holders for signature
and return.
Agreed: To get the new tenancy agreements signed as soon as possible. – HM / RW
At present responses to email communication must go through the Secretary.
KD will investigate the purchase of a second email account for the management of the waiting list. KD
4. Letters/ Communications
*) Greg has advised KD that the cost of the First Aide training he is arranging is £25.00 per person.

*) A response to the holder of plot 89A is outstanding.
Agreed: RW to advise HM of the email address for the response.
*) The Beekeepers will be hiring the clubhouse on 22nd April.

5. Treasurer’s Report
RW provided a balance sheet for all accounts. There are 9 rental payments outstanding.
HM to contact two plot holders. -HM
Account balances as of March 2022
No.1 A/C £ 4,166.93
No.2 A/C £ 1,935.19
KHLG Ltd A/C £ 8,820.15
Savings A/C £ 0.9
Cash 1:2:3 £ 615.75
Total £ 15,538.92

6. Shop Report
KD has paid £69.00 to RW which has not yet appeared in the accounts.
KD was disappointed the honey was being left in the office as it needs to go through the shop account to accurately record the sales for the beekeepers.
Agreed: All sales of honey go through the shop.

7. Site Manager’s Report
MS submitted a written report for March.

Plumbing: The Junction and valves on the main path are still open and covered with a pallet. This must be remedied ASAP as there is a real risk of accident or damage.
Agreed: RW to investigate the purchase of a manhole cover.
Plot Inspections.
13 reminder letters were sent out last month with the following results.
Plot 4a has given up and MS has received five replies.
89a phoned KD but there has been no response from the other five plots
holders.
The team feel that the plot notice should include a Health & Safety category and that the notices should be signed by all three members of the team to ensure there is no accusation of personal bias.
Green Waste Area
The area was used on both workdays.
Workdays: 7 volunteers plus two Board members attended on Saturday and weeded the beds at either end of the picnic area. They also tidied up the top path from the poly-tunnel to plot 5. 13 volunteers and four Board members attended on Sunday and cleared the brambles by the top vineyard and created an insect
hotel/dead hedge at the top of Lovers Lane. They cleared the vineyard at 68b and left it ready for letting.
The next scheduled workdays are 9th & 10th April from 10.00 am.
Other dates penciled into the diary are Spring Open day 22nd May.
Autumn Open day 4th September and Apple day 18th October.
An email to be sent to volunteers to check if they are willing to commit to being involved in a full open day experience. If they are not forthcoming then a plant sale can be arranged and a Beekeepers open day for honey sales followed by a BBQ for all
volunteers prepared to help and their families.

External rewiring update
Rewiring ongoing. The intruder light is now working on the main gate and has been set for five minutes to allow the less mobile plot holders to walk up the drive. – JS

8. Lettings Manager’s Report
SK advised the Board there are now 47 applicants on the waiting list following the contact made through email and letters. The non-responders have been removed. The waiting list remains closed at present. The vineyard at 68b has been cleared and is ready for letting. 4a will become available for letting as soon as the shed is
removed.
9. Health & Safety Issues
None raised by AP
Although all legal requirements surrounding Covid -19 and its variants have ceased we ask that plot holders continue to exercise care when interacting in enclosed spaces, please. If you have been in contact with Covid please advise the Board. Norovirus is prevalent in the population at the moment so we all need vigilance around hand washing to protect those that are vulnerable amongst us.
10. A.O.B
AP asked about the hire of the clubhouse on a regular basis and if possible, how much would be charged. The hire would be for the Crystal Palace Amateur Radio Club that meets on the first Friday of each month from 7.30 pm – 10.00 pm. RW to check if this would be covered by our insurance if AP took full responsibility.
Agreed: In principle yes.

SK Raised the point that the equipment used for workdays has seen better days and needs replacing. As well as purchasing some decent secateurs.
Agreed: All

KD Noted that AP had moved his trailer to the yard as agreed. The cage is in a mess again and the left-over tools are broken and need to be disposed of. The workshop is also in a mess.
Agreed: JS to arrange to tidy up.
Meeting closed at 22.00 hrs

                                                   ——————————————————————————————————————————–

Kent House Leisure Gardens Ltd
Board Meeting
Held online: 14 th February 2022

Present: Korehan Dora (KD) Chair, Reg Wickings (RW) Treasurer,
Heather Mallinder (HM) Secretary, Martin Spatcher (MS), John
Sissons (JS), Saeed Kanuga (SK), Antoni Pogozelski (AP)
Apologies: None

1. Chairs Opening Remarks
KD greeted the Board and wished everyone a happy Valentine’s Day.
He thanked them for attending and extended thanks to HM for taking on extra duties from the Secretary’s role following the review of the Job Description. He thanked the Board for their comments on the KHLG website he has been building; it is showing great promise.
KD noted that there had been a lot of site activity recently and wished to thank MS and the volunteers for the much-improved green waste area and repair of the electrical connection to the propagator in the small greenhouse. SK advised that he would obtain more pallets to extend the green waste area as and when necessary.
2. Minutes of Meeting 10 th January 2022
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
Agreed: Work remains outstanding to be completed in the next couple of weeks. – SK
b) Gating of the green waste area
Agreed: To use a sheet of close boarding to complete the gate
area. -MS
c) KHLG Ltd. com Website and Email address update.
KD has found a hosting company that provides 1:1 technical support from a help desk to assist in the migration of the files from the existing website to the new one. KD will continue to update to webpage up to the point of transfer. He will advise the Board when the website goes live at which point he will ask TL to close down the
original site. A notice will be posted on the old site advising plot holders of the change in domain.
KD will create a gallery of plot holders’ photos on the new website.
Plot holders will be invited to ‘like’ the photos that they would like to see in the 2023 calendar. Management and maintenance of the Email account will be between HM/ KD/RW.
Agreed: The Email address for the new website once active will be Board@KHLG Ltd.com
d) Charity Calendar update
The submission of photos from plot holders is poor. It is hoped that it will improve as the weather improves.
e) First aide training for plot holders
Agreed: Contact St John’s Ambulance for first aid training –HM

f) Purchase of Card Machine
Several machines have been identified within a reasonable price
range.
Agreed: The Board agreed that there was no urgency to purchase one although it would be useful in the shop.
g) Crisis Management process
A meeting took place on 7 th February between KD /RW & HM to discuss the secretary’s JD and agree on a contingency plan to ensure continuity for the management of KHLG Ltd should one of the officers become incapacitated.
Agreed: It was agreed that HM take on some extra duties and RW will purchase 3 USB memory sticks and download current activity.
One each to be held by KD & HM, one to be continuously updated by RW and kept in the safe. Officers will continue to meet monthly the purposes of agenda planning and good communication.

3. Secretary’s Report
HM presented a written report to the Board. Having taken on the extra duties it was agreed to purchase a PC and printer for the exclusive use of KHLG Ltd work.
HM advised the Board that the review of the JD has taken place which will be an ongoing process at the monthly meetings. HM and KD will require training for some functions. To be arranged once in possession of the PC.
There is a pressing need for an AGM as soon as possible to review the rent level and agree on the financial reports. But due to the creation of KHLG Ltd as a requirement of granting the new lease, the company is now registered with Companies House. To hold a full AGM the members attending must be registered as shareholders.

It was envisaged the plot holders would sign the new tenancy agreement on the Rent Days, thus allowing them to be registered as a shareholder. But as Rent Days have not been held in person for over a year due to the Covid -19 pandemic, this didn’t happen, leaving us with an incomplete list of the plot holders that have signed the new tenancy agreements. Therefore, it is not possible for a full AGM to go ahead in the usual manner.
Agreed: As Members of the Board are the only registered shareholders currently with Companies House the AGM will be held on line by the Board, to agree on rental levels for next year and ratify decisions taken during the past two years. Plot holders will be invited to attend the meeting as observers.
Agreed: RW to print copies of the new Tenancy Agreement to be sent out to plot holders ASAP for signature and return, to allow the plot holders to be registered as shareholders.
HM to arrange the mailout of the letters.
Management of Waiting List
Agreed: The waiting list has been closed until it reaches a manageable number.
4. Letters/ Communications
*) Greg has sent an Email in response to the First Aide Training being considered for plot holders offering the services of a training company.
Agreed: To ask Greg for the costings and number of places available. KD

5. Treasurer’s Report
RW provided a written report and balance sheet for all accounts.

Site Insurance
RHS have advised that we must now and in the future go directly with the insurer’s Sports Direct, an AON company that has obtained cover for the site for us in the past. Request for the cover was acknowledged on 6th January 2022, however, there will be a two-week delay in issuing the certificate although we are covered in the
interim.
KD asked if there was a simplified way of presenting the financial data. RW replied that now we are in a position to have the one account it should become a lot simpler. This will be further explored at the agenda planning meeting. -HM
Account balances as of February 2022
No.1 A/C £ 4.358.41
No.2 A/C £ 1.923.67
KHLG Ltd A/C £ 7.889.31
Savings A/C £ 0.9
Cash 1:2:3 £ 615.75
Total £ 14.788.04

6. Shop Report
KD paid the Beekeepers £21. 00 last month and £28.00 this month, a total of £49.00 for the honey. There is only one jar left in the shop.
KD will ask for more.
The order for the polytunnel has arrived for collection by MS.
KD thanked MS / HM and Zac for undertaking the annual stock-taking
exercise.

7. Site Manager’s Report
MS submitted a written report for February.
Plumbing: The Junction and valves on the main path are still open and covered with a pallet. A permanent remedy is required ASAP as it is a tripping hazard and the exposed valves may become damaged.

Plot Inspections will resume on 9th March 2022.
There are a few plots that receive regular plot notices due to the poor upkeep. MS proposes to send these plot holders a letter explaining our concerns and requesting a schedule of work to be carried out by the plot holder to bring the plot back to reasonable condition.
Agreed: All

Green Waste Area
The Green Waste area is more or less ready for use and can be extended when more pallets (and labour) become available. MS
suggests that the area is only used for communal water on work days.
The ‘Dead Hedge’ should reduce the need for bonfires and can be extended when necessary. MS wished to thank KD/RM/JW and others for their help with the heavy work.
The Work Days will resume on March 12 th & 13th. MS can supervise the Saturday morning but needs cover for the Sunday.
Agreed; KD/RW/JS to provide cover SK to check and advise.
External rewiring update
Ross and JS will be away next week and then back on site to complete. – JS

8. Lettings Manager’s Report
SK advised the Board that letters have been sent to all applicants on the waiting list requesting an update of their details and confirmation that they still wish to remain active. The deadline is the end of February; however, a reminder will be sent prior to then.
Failure to respond will mean the removal from the waiting list.
There were 6 new lettings carried out this week for 4B/ 15B /66A/76/ 88A/ 88B.
Agreed: to remove vines 68A prior to letting and review the little orchard 11B.
Agreed: Following 3 declined offers the applicant will be downgraded.
The issue of sheds for plots 88A and 88B has been resolved.
9. Health & Safety Issues
None raised by AP
Although all legal requirements surrounding Covid -19 and its variants will cease at the end of the month We ask that plot holders continue to exercise care when interacting in enclosed spaces please. If you have been in contact with Covid please advise the Board immediately. HANDS – FACE – SPACE still applies. If not for
you – for those that are vulnerable amongst us.
10. A.O.B
HM – has contacted LB Lewisham regarding the boundary wall at Fairlawn Path and is awaiting a reply.
Agreed: To chase. – HM
SK – wanted clarification on the use of weedkiller on site. To move a motion at the AGM to prohibit the use of all weedkiller – SK

Meeting closed at 21.33 hrs

                                               ——————————————————————————————————————————–

Kent House Leisure Gardens Ltd
Board Meeting
Held online: 10 th January 2022

Present: Korehan Dora (KD), Reg Wickings (RW), Martin Spatcher
(MS), John Sissions (JS), Saeed Kanuga (SK), Antoni Pogozelski (AP)
Heather Mallinder (HM).
Apologies: None

1. Chairs Opening Remarks
KD greeted the Board and thanked them for attending the meeting.
He wished everyone a very Happy New Year.
He advised members that several plot holders had succumbed to the new Covid variant Omicron and were currently self-isolating. He expressed the hope that it was less severe than the last variant and on behalf of the Board sent best wishes to all for a speedy recovery.
2. Minutes of Meeting 13 th December 2021
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
Agreed: Work remains outstanding to be completed in the next
couple of weeks. – SK
b) Gating of green waste area
Agreed: Work complete apart from a couple of minor tweaks.
c) KHLG Ltd. com Website and Email address update.
Agreed: To invite Simon Heart onto the Board. -RW
Board to look at the existing website and make suggestions for improvements. Volunteers are needed to take responsibility for managing / updating specific pages. – All
Management of Email account and maintenance – KD /RW
d) Charity Calendar update
The submission of photos from plot holders is still disappointing given there are some excellent photographers on site.
Agreed: To promote the calendar one more time, in the event of a lack of response the Board has more than enough photos between them and can always step in.
HM /RW to set up a folder
e) First aide training for plot holders
Agreed: Contact St John’s Ambulance for first aid training –HM
f) Purchase of Card Machine
Several machines have been identified within a reasonable price range.
Agreed: The Board to read the proposal and make a decision.

g) Crisis Management process
There is a pressing need for a contingency plan should the Treasurer become incapacitated for any reason. The vital information needed to maintain the function of the Sites processes must be accessible.
Agreed: To co-ordinate a meeting ASAP. – HM
h) Site Wine.
The wine is developing well. Looks like it’s going to be a good year.
Perhaps we could make it an annual event -KD

3) Secretary’s Report
There is a need to review the Job Description of the role and allocate tasks to Board members.
Agreed: Meeting to be arranged for the review. KD / RW / HM

4) Letters/ Communications
a) Plot 88 has been measured and divided into three. Rents havebeen allocated.
MS / RW
b) RHS is no longer covering site insurance. Need to contact new insurance agency – RW
c) Castle Water Co. and EDF Electric. RW to change direct debit to KHLG Ltd account.
d) Email from plot holder with one year’s credit querying rent demand. RW to respond.

5) Treasurer’s Report
The expenditure in the name of KD is for payment of site expenditure, with receipts for every item.
Account balances as of January 2022
No.1 A/C £ 4,662.80
No.2 A/C £ 1,914.47
KHLG Ltd A/C £ 5,950.56
Savings A/C £ 0.90
Cash 1:2:3 £ 499.75
Total £13,028.48

6. Shop Report
There are 6 jars of honey left and the Beekeepers were owed £21.
KD has paid the outstanding debt. He has not banked the cash yet as most of the paper money has been exchanged for coins.

7. Site Manager’s Report
MS submitted a written report for January. Plumbing: The site water has now been turned off until March.
After extensive investigation it appears that unfortunately there is no
feasible way of locating a new tap for plot 90 and Drumbeat. They will have to continue to use the long hoses.
Plot Inspections are suspended until March.
Plot 88 has been divided into Plots A, B & C. Plot 14A is now ready for he plot holder to work.

The Green Waste area is ready to receive pallets from the yard. It will need a tractor and trailer to move them.
Agreed: SK to speak to Richard and move them next weekend in liaison with MS.
External rewiring update
Progress has been made. Ross will be back on site soon. – JS

8. Lettings Manager’s Report
There are 5 vacant plots. 88A, 88B, 68A (vineyard) 11B, 33A.
There are 70 on the waiting list.
SK proposes to send out the updates to those on the waiting list this month instead of March.
MS requested that when letting plots 88A and 88B the plot holders to be advised that any shed mut be erected on the path, not up against the fence.
It was queried whether the three-month trial period was contained in the new tenancy agreement.
Agreed: RW to check.
RW advised that all tenancy agreements and any new ones must be submitted to Companies House.

9. Health & Safety Issues
None raised by AP
The Corona virus is still present in the community with the particularly virulent variant Omicron in circulation and several plot holders have tested positive. We ask that plot holders continue to exercise care when interacting in enclosed spaces, please. If you have been in contact with Covid please advise the Board
immediately. HANDS – FACE – SPACE still applies. If not for you – for
those that are vulnerable amongst us.

A.O.B
SK – Advised that the pound was now clear of rubbish.
SK – The boundary wall at Fairlawn Path is beginning to lean dangerously. We need to establish who is responsible.
Agreed: To contact LB Lewisham to find out the position. – HM
KD – The rent demands have gone out.

On behalf of the Board of KHLG Ltd to all plot holders
We wish you a Happy New Year

Meeting Ended