Draft minutes

KHLGLtd Committee Meeting
Held online
10th August 2020

DRAFT
Present: Korehan Dora, David Pipe, Antoni Pogozelski,
John Sissons, Martin Spatcher, Reg Wickings
Apologies: Saeed Kanuga, Heather Mallinder

1.Opening address
KD Noted apologies and welcomed the attendees.

2. Minutes of the previous meeting, 13th July 2020

It was agreed the July minutes were a true record.

3. Matters arising from the minutes.
Action Points outstanding
Gating of green area
Ongoing.
Finishing work on Clubhouse ramp porch
KD
ongoing, due to offsite injury sustained by Don.
Site Logo
AP suggested a competition for children on site to design a logo.
RW to arrange.
WiFi bracket
Ongoing.
Raised bed construction
KD & MS have construction under way.
JS offered to assist.
AP advised 1 to 1.2m slabs required for wheelchair access.
RW suggested providing an integral water container.
Overhaul of machinery
JS & BM will replace wheels. JS & AP will complete trailer repair.
KHLG as a Limited Company
RW
has completed HSBC paperwork for Internet banking.
Site signage update
RW
will arrange for a new sign to be made.

4. Secretary’s Report
N/A

5a. Treasurer’s Report
No. 1A/C £14,042.02
No. 2A/C £3261.13
Savings A/C £1,672.12
Cash & Cheques £1,305.69
Total £20,280.96

5b. Shop account
£1,062.72

6. Shop Report
KD The shop is doing well.
Ice cream is now available in shop.

7. Site Manager’s Report
MS suggested purchasing an aluminium greenhouse as a replacement for the now deteriorated and dangerous wooden greenhouse.
AP recommended additional staging be purchased.
Plots requiring attention 2, 14A, 15B, 16&17, 18, 79, 89A, 88.
Attention to unkempt plots was again discussed.

8. Letting Manager’s Report
Not available

9. A.O.B.
RW Holders of untended plots should advise the committee if they have plans for resuming work on the site.
MS will prepare a list of plots that are seriously in need of attention.
MS Hoses must be put away or removed after use.
It is a health and safety issue when these are left across the pathways.

Meeting closed at 21:00

 

KHLGLtd Committee Meeting
Held online
13th July 2020


Present: Korehan Dora, Saeed Kanuga, Heather Mallinder, David Pipe
Antoni Pogozelski,John Sissons, Martin Spatcher, Reg Wickings
Apologies:None

Opening address
KD reported that signatory identification, necessary for completion of the new lease with the solicitors, had been completed.
KD thanked Brendan and Eddie for helping him with the large delivery of Horticultural items to the shop.

Minutes of the previous meeting, 11th June 2020
It was agreed the June minutes were a true record.

3. Matters arising from the minutes.
Action Points outstanding
Gating of green area
SK ongoing
Finishing work on Clubhouse ramp porch
SK
ongoing
WiFi bracket
AP has arranged construction. Awaiting installation.
KD thanked AP for its production. Fitting to be discussed.
Raised bed construction
SK ongoing.
MS Purchase of paving required for wheelchair access to the proposed raised bed area.
Overhaul of machinery
MS noted that the wheeled strimmer has a faulty guard, is not reliable and needs repairing.
MS Action point.- Bring old mowers up to date, fit replacement wheels.
KHLG as a Limited Company
RW
Two accounts set up but as yet no access to online banking.
SK Enquired re site signage update.
KD Suggested that the site would benefit from an updated logo.
RW will investigate providing a suitable design.
KD asked “What is BALGL’s role in running the allotment?”
RW agreed to ask Tony Chase at BALGL for clarification.
Woodchip supplies
HM
has agreed to arrange.
Used hops supply
Collection arranged by RW
Information to be added to site Facebook page.

Secretary’s Report
N/A

5a. Treasurer’s Report
No. 1A/C £14,211.03
No. 2A/C £3291.86
Savings A/C £1,672.12
Cash & Cheques £1,283.31
Total £20,458.32

5b. Shop account
£719.30

Shop Report
KD £240.35 in hand
KD Thanked everyone for helping to make access to the shop easy.
The shop vacuum cleaner has reappeared.

Site Manager’s Report
Fence at plot 72 is still to be repaired. Ji is looking for “cheap” pyrocantha plants for long term protection.
Continuing thanks for volunteer grass cutting and the cleaning.
No progress on new greenhouse.
Mower no 11 needs a new blade or re-sharpen.
We have several new plot-holders, some of whom are rather vague about the site and current restrictions. An email outlining site current restrictions and reminders re site rules will be posted on the site Facebook page.
Plots requiring attention 2, 14A, 15B, 16&17, 18, 11B2, 9B, 40B, 42, 91B, 79, 89A, 88.
Attention to unkempt plots, by the committee, was discussed.
Shed colour was discussed. Shed colour must be green or brown, but any range of green or brown tone is permitted.

Letting Manager’s Report
2 plots vacant (14A,15B) , 68 applicants on waiting list.

Health and Safety issues
HM Reported problems with tools and debris on community paths.
MS This is addressed in the current Facebook post.

A.O.B.
JS
Request to refurbish wooden trailer. Agreed.
SK Will obtain timing for completion of work on clubhouse porch.
RW Will forward monies from plant sales to King’s College Hospital Heroes Appeal..
KD Issues with unidentifiable IOU payments.
RW
Problems with IOU’s can be resolved by issuing the IOU from a duplicate receipt book.
RW Suggested that the duplicate receipt be presented with payment to clear the debt.
KD No open day in September. For the August meeting Committee could convene in Clubhouse or online?
HM Continue Committee meetings via Zoom. Agreed.

Meeting closed at 21:00

KHLGLtd Committee Meeting
Held online
8th June 2020

DRAFT
Present: Korehan Dora, Saeed Kanuga, Heather Mallinder, David Pipe
Antoni Pogozelski,John Sissons, Martin Spatcher, Reg Wickings
Apologies:None

  1. Opening address
    KD
    thanked Saeed for his sterling work on the site
    SK noted that Brendan, Martin, Francoise, Gerry, Pete, and Anya had also given their services.
    KD also thanked all those who had worked in the shop.
  2. Minutes of the previous meeting, 11th May 2020
    It was agreed the May minutes were a true record.
  3. 3. Matters arising from the minutes.
    Gas cylinder purchase
    It was agreed that gas cylinders would not need to be purchased at this time.
    Action Points outstanding
    Gating of green area
    SK in hand
    Finishing work on Clubhouse ramp porch
    SK
    in hand
    Overhaul of machinery
    MS noted that the wheeled strimmer has a faulty guard and is not reliable
    RW referred to the decision for regular checks of the machines.
    MS under normal circumstances the machine are checked at 2 monthly intervals.
    SK
    and the record of use updated.
    JS all machines had been serviced this winter, new wheels for the mowers have been purchased. Awaiting fitting.
    HM not urgent as old mowers not required as yet.
    RW
    the maintenance record will be displayed in the machine room.
    RW  health and safety to be added to the agenda.
    MS action point- Bring old mowers up to date, fit replacement wheels.
    AP person providing repair service must be authorised by the Committee.
    Appointee must use appropriate spares. Repair to be independently checked and recorded. Items used from stock to be replaced.
    AP suggested that a register of competent people be compiled.
    Shop
    KD The Shop IS CLOSED, access is purely by goodwill of the available members of committee.
    The Shop rota is working well at present.
    Post lockdown KD will put up rota. Will try open 10-1.00 pm 
    All committee members can provide stock to plotholders.
    SK Plotholder access may be subject to BALGF recommendations.

KHLG as a Limited Company
KD A new logo for letterhead etc will be required.
RW Issues with availability of staff has prevented account creation.
This has been an ongoing problem since December 2019.
(BALGF has a similar problem)
New account required but currently unable to create one.
RW will continue to arrange new account.
Vacant plot photo promotion
SK vacant plots are currently in too unkempt to make this a viable.
WiFi bracket
AP to produce new, stronger bracket.
KD will post instructions on the notice board for access to Wavelink and WiFi.
Raised bed construction
MS on hold as paving slabs and labour required.
Woodchip supply
KD thanked HM for arranging delivery.
Grassed border between plots 47b,48b,49b and Orchard Court
MS plotholders should be aware that this is not a shortcut.
Vic Barnes
KD A ‘Get Well’ card has been sent to Vic, on behalf of the Committee.

  1. Secretary’s Report
    N/A

5a. Treasurer’s Report
No. 1A/C £15,273.70
No. 2A/C £3346.05
Savings A/C £1,672.12
Cash & Cheques £1,305.6969
Total £22,425.17

5b. Shop account
£1,771.49
£510 from plant sales to go to NHS Charities
RW will place a note re the donation on the notice board.

  1. Shop Report
    KD reported that the shop had been very busy, one or two payments to bank each week.
    The shop vacuum cleaner is missing, Please return.
    KD will order more stock in about a month. Selection of soft drinks for shop sale will be ordered.
    Possibly also Ice Cream and Coke.
    KD IOU money, when put into Office letterbox, should be accompanied with a note re item purchased.
  2. Site Manager’s Report
    To deter intruders, the fence at rear of plots 72a & b is to be repaired.
    For long term security pyracantha plants will be sourced.
    Only £10 worth of cucumber plants left to sell.
    Adrianna is unable to grow the vegetables for open day next year.
    The Committee expressed their thanks for her single handed efforts over the last few years,
    and agreed that she will be a hard act to follow.
    The site will need to find a replacement by new year.
    Many thanks to the volunteers who have done sterling work cutting communal grass and individual paths.
    Thanks also to the ladies keeping the toilets and clubhouse clean.
    Hopefully a replacement site greenhouse will be purchased shortly
  3. Letting Manager’s report
    57 applicants on plot waiting list.
    2 plots are available to let.
    One plot taken, 2nd plot will probably be taken shortly.
  4. Work Group/Volunteers’ day
    N/A due to lockdown.

    10. AOB
    JS
    will purchase petrol for machines.
    DP
    security issue due fence collapse along the 48B/49B boundary.
    RW to contact owners of boundary fence.
    SK (in response to query from RW) Porch for disabled access to clubhouse awaiting completion.
    RW (in response to query from SK re machine hire) the site is bound to follow BALGF rules as joint site lease has been signed.
    KD request had been received a request for an on-site barbecue. Currently barbecues not currently permitted under BALGF rules.
    SK site needs more volunteers for clearing untended plots.
    KD noted that there are a number of dedicated volunteers. John Wetherell had cleaned the shop forecourt in preparation for re-locating trees from the poly tunnel.
    KD re untended plots, Martin Spatcher is keeping a log.
    RW under current circumstances committee will arrange to strim plots with long grass.
    SK will repair chain link , if necessary with galvanised wire supplied by KD.
    (Also see note in item 7 re pyracantha)
    KD additional keys for site purchased. Additional key required for office letter box.
    RW scaffolding has been erected on site for repairs to 86 Fairlawn Park. No problem for site
    KD has completed site lease. Lease document awaiting signatory identification.
    RW, in response to a request from MS, will deal removal of out of date pages in the new Facebook KHLGA document.
    HM
    will request used hops from Sydenham Brewery as compost for site.

Meeting closed at 21:20