Draft minutes

KHLGA Committee Meeting

DRAFT

11th March 2019

Present: Korehan Dora (Chair), Les Bateson, David Pipe, John Sissons, 

Martin Spatcher, John Wetherell, Reg Wickings
Apologies Saeed Kanuga, Heather Mallinder
In Attendance: Rita Wetherell

Opening address by Korehan Dora.

The Chairman announced that Nick Whiteley had resigned from the committee as he is not able to commit to the time required.  KD expressed his regret at this decision but thanked Nick for his contribution to the committee.

KD informed the committee that two members of the committee had missed 3 meetings since the last AGM.  Under the terms of the Constitution, members failing to attend 3 meetings are required to resign.  However, following the 2018 AGM, this rule was amended to allow the committee to have the discretion to allow or discount absence in extenuating circumstances.  KD explained reasons why the two members had missed meetings and asked the committee to consider these.  The committee voted unanimously for both members to be allowed to remain on the committee.

KD had received a message from a plotholder stating that he wished to register a complaint that the date of the AGM had been changed.  KD had written to the plot holder apologising and explaining that the original date advertised was Mother’s Day and it would be inappropriate to expect members to commit themselves to the AGM on that day.

KD also read out an email from the same plotholder asserting that, in giving Ben Mansoor (plotholder) a garden voucher, we had broken the rules set out at the 2018 AGM which states “No plotholder or committee member is allowed to earn money for doing work on the allotment site.”  KD stated that giving BM a small non-cash gift had been a unanimous decision of the committee, and it was not intended to be a payment for the work.  It was a token of gratitude and appreciation for the amazing job that BM had done voluntarily in organising and supervising the re-laying of the water pipes.  The committee felt that making a gesture of this kind is within their remit bearing in mind the cost to the association if additional outside contractors had been brought in.  However, in view of the comments from the plotholder, the committee members agreed to pay for the voucher themselves and the £50.00 cost would be repaid to the association.

7 plotholders gave their time on Workday this month. KD (also present) thanked Nick Alexander & Margaret Alexander 64B, Jo Black 82, Korehan Dora 39, Joao Soares 38, John Wetherall 86, Reg Wickings 36B

Repairs have been made to the driveway, with thanks to Brendan Makin and Mike Holder.KD thanked JS, JW and DP for their work in re-organising the workshop.
2.Minutes of the previous meeting, February 11th 2019
It was agreed the February minutes were a true record.

  1. Matters arising from the minutes.

Note that the Work Group/Volunteers’ Day is every 2nd Sunday of the month.
The Tuesday Group will continue to manage the Memorial Garden, the Orchard and the ‘Little Garden’
Note that ear defenders are required when using petrol powered equipment and that ear buds are not a suitable alternative.
An Extraordinary Committee Meeting was held to discuss the selection of formats available for the new site leases. Documentation for discussion at the AGM will be circulated to plotholders.

  1. Secretary’s report
    N/A

5a Treasurer’s Report

1.Account £12718.29
2 Account         £4299.97
Shop                  £1738.54
Cash                    £469.26
Cheques                    0.00
Total                £19225.12

 5b Shop Report
 BANK  BALANCE  AT          4/2/2019                                            £1669.76
ADD  CASH  SALES             FEB  2019          £163.10
LESS  CASH PURCHASES  FEB  2019          – £94.32
BANKED                          28  FEB  2019         = £68.78                    £1738.54
LESS   HORTICULTURAL  SUPPLIES
( paid  by  transfer )                                          –  £626. 88                  £1111.66
AS AT 28  FEBRUARY   
TOTAL  YEAR’S  CASH  SALES               £258.10
TOTAL  YEAR’S  CASH  PURCHASES    £118.
TOTAL  BANKED  THIS  YEAR                £139.78
SUPPLIED  TO  POLYTUNNEL  THIS  YEAR                                 £11.95
MACHINE USE FEB 2019      
CASH  IN  HAND      31/1/2019                         £4.93
ADD  INCOME           28/2/2019                      £10.00
NO  EXPENSES   
CASH  IN  HAND      28/2/2019                       £14.93 

 6. Site Manager’s report

Inspections to 11th March issued 21 notices
Plots 4A*, 12A, 14A, 17A, 25B, 18, 9B, 12B, 16, 23, 27B, 29B*, 32B, 42/43, 44B,
48B, 45a2, 56*, 55B, 62B2
3* Extenuating  circumstances, 14 Untidy/rubbish, 1 large conifer
MS presented the report following the site Health and Safety inspection.
Details are published on the site home page under ‘Recent Posts
 

      1. Letting Manager’s report

In Saeed Kanuga’s absence KD presented SK’s notes to the Committee.
There are at present 48 on the Waiting List
7 plots are vacant.
Next Lettings day has been arranged for 24th March at 11.00 a.m.
7 invitations have been sent by email and text.
 

      1. Events
        AGM
        7th April
        May Open Day 19th May
        September Open Day 9th September
      2. Work Group/Volunteers’ day
        The Work Group day is on the SECOND Sunday every month.
        The next Work Group day is on the 14th April.
        Tuesday group day every is Tuesday.
      3. Any other Business

RW suggested that a more permanent solution for surfacing the driveway be found.Various options were discussed for the driveway and parking area.
 (ACTION POINT)
Driveway
SK – possibly consider ordering additional aggregate as ongoing maintenance for the driveway.
(ACTION POINT)
Chain Link – Carry over
(ACTION POINT)
The code of conduct document will be emailed to all plotholders. 
Copies will be available at the AGM.

MEETING CLOSED AT 22.35

 

11th Febuary 2019

Present: Korehan Dora (Chair), Les Bateson, Saeed Kanuga,
David Pipe, John Sissons,  John Wetherell, Nick Whiteley, Reg Wickings

Apologies Heather Mallinder, Martin Spatcher, 

In Attendance: Richard Mildenhall, Rita Wetherell

Opening address by Korehan Dora.

The Chairman thanked John Sissons, John Weatherall and David Pipe for working with Electrician to enable the Portable Appliance Testing (PAT) on the site. Particularly as JS and JW were present throughout the very cold 8 hours it took to review all the electrical installations.

20 plotholders gave their time on Workday this month. KD (also present) thanked
Nick Alexander 64B, Mrs Alexander 64B, Jo Black 82, Mal Bride 14B, Gerry Burgess 74B,
Saeed Kanuga 31B, Ania Kilmowicz 71, Pete Kilmowicz 71, Tim Kipling 24B,
Korehan Dora 39, Ji Lamey 73, Richard Mildenhall 24A, Sarah Ogilvy 78B,
Chris Perrin 27B,  J. Soares 38, Ute Spittler 25A, Charlie Taylor 15B, Angus Watson 72A, John Wetherall 86, Reg Wickings 36B

KD thanked Ania & Pete Kilmowicz for preparing the meals for the volunteers.

KD reported that Ben Mansour had been presented with a Garden Voucher for his work and organisation for the replacement and extension of the site water installation along the main path.

In order to facilitate his access to tools etc. for the machinery repairs that he carries out, Ben now has permanent access to the workshop.

2.Minutes of the previous meeting, January 14th 2019
It was agreed the January minutes were a true record.

3. Matters arising from the minutes.

Note that the Work Group/Volunteers’ Day is every 2nd Sunday of the month.
The Tuesday Group will continue to manage the Memorial Garden, the Orchard and the ‘Little Garden’

Safety guidelines for motorised equipment are held in the Machine Room.
Machine loan is subject to these guidelines having being agreed to by plotholders.
Note that ear defenders are required when using petrol powered equipment.

SK has prepared a code of conduct to be circulated to all plotholders.
SK reported that Bromley council had given the cost of reinstating the rubbish collection from the driveway as £1000 for bin or £500 for 2 plastics bags.
The former was rejected as inconvenient/overpriced and the latter as unlikely to survive intact prior to collection.

An Extraordinary Committee Meeting has been convened to discuss the selection of formats available for the new site leases on 25th February.

4. Secretary’s report
N/A

 6. Site Manager’s report
Not available

7. Letting Manager’s report
SK
reported that of the 10 prospective plot holders on the waiting list, 2 had responded. One accepted a plot and one did not turn up having left the area. (Leaving 46 applicants for plots on the waiting list)

Next letting day late February/Early March

In future, contacting prospective plot holders will be by email plus a text message.
The plot offers will require a response within 14 days
Non-responders’ will not be re-contacted, but their names held in a list for reference.

8. Events
AGM 7th April
May Open Day 19th May
September Open Day 8th September

9. Work Group/Volunteers’ day
The Work Group day is on the SECOND Sunday every month.
The next Work Group day is on the 10th March.
Tuesday group day every is Tuesday.

10. Any other Business

SK Noted in relation to Item 7 that re-letting plots is exacerbated by plotholders leaving unacceptable amounts of debris behind when they vacate their plot(s).
Under section 16 of the Rules and Constitution of the Association plotholders have agree that they shall keep their plot in a neat and tidy condition and appearance and shall deposit no refuse on the allotments sites (with the exception of organic material reasonably required for cultivation).
RW Reminded the meeting that under section 4 of the Allotment Act 1950 the site has  the right the re-claim from a departing tenant, the cost of bringing the plot up to let-able standard, this right is included our tenancy agreement and depending on the circumstances, will in future be enforced.

(ACTION POINT)
SK
to order MOT (granular sub-base material) for repairs to the driveway
Topsoil will be ordered, used to fill voids in pathway where new water supply pipes have been installed, then seeded.

(ACTION POINT)
KD
to order Ear Buds for Plot Holders using site lawn mowers.

(ACTION POINT)
 Volunteers will be needed to assist in barrowing MOT to areas of the driveway needing filling.
Date to be advised
Path clearing and tidying/ bramble clearing/polytunnel to be undertaken February/March.

MEETING CLOSED AT 21.55