Minutes 2021

Kent House Leisure Garden Ltd Board Meeting
Held online: 8th February 2021
DRAFT Minutes

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

1. Chairs Opening Remarks

KD welcomed those present and advised the meeting that AP was unable to attend due to a pressing matter and had given his apologies. He thanked HM for the minutes and agenda. He also thanked RW for the draft letter Re: the poor condition of several plots and the pilot virtual lettings exercise he had successfully concluded.

2. Minutes of Meeting 11th January 2021.
3. The minutes were agreed as an accurate record of the meeting.

Matters Arising from previous minutes.
None.

Action Points outstanding.
a) Repair to the fence adjacent to plot 72.
Agreed: Ongoing, to be completed when weather improves. – SK

1. b) Finishing the work to the clubhouse roof.
KD updated the meeting on progress. Don has contacted KD and advised that he will be on site at the weekend and finish if weather permits, otherwise he will work inside on the fire door trim and paintwork.
Agreed: KD to monitor.

1. c) External wiring between office/main gate and greenhouse.
2. JS advised the meeting that the electrician who is currently isolating is still awaiting the vaccination. He will attend site once he is able.
3. Agreed: Ongoing -JS.

1. d) Gating of green waste area.
SK hopes to make a start as soon as the weather improves.
Agreed: Ongoing – SK.

1. e) Installation of Wi-Fi mast.
Agreed: Ongoing- KD / Ben

1. f)  Purchase of engine hoist.
Agreed: JS has purchased and is waiting for reimbursement -RW

1. g) Replacement of upstands over the winter months.
MS reported that Ben has made a start, with two more to be completed.
Agreed: Ongoing – MS

1. h) Repair to tap plot 74/58b with additional tap for the Chicken plot.
Agreed: MS reported that work will begin when the weather allows.

1.i) Removal of rubbish from the cage to the tip.
Agreed: Ongoing- KD / HM

1. j) KHLG Ltd tax status.
Agreed: Ongoing. Ian Wood has kindly agreed to advise the Board on the steps needed to complete this item. – RW

1. k)  Site shop stock taking.
Agreed: Ongoing. KD to send file to MS & HM for a Covid-19  safe stock take when the weather improves.

1.l) Letters to plot holders with persistently unkept plots.
Agreed: Draft letter agreed. RW to send out with the rent demands.

1. m) Enquiry from LB Bromley.
Agreed: KD has responded as agreed.

1. n) Posting draft minutes KHLG website.
Agreed: KD has uploaded the minutes but is disappointed to see how few plot holders have read them. HM advised that the minutes are now displayed on the notice board outside the office.
1. o) Images posted on KHLG website.
Agreed: KD has created a gallery of images to show projects including the new greenhouse and raised beds using word press. Thanks to MS for spotting the Latin script. Will be creating a gallery of Board members to allow plot holders to identify them. Photos to KD please.

1. p) Enquiries to web page without response.
Agreed:  KD to revamp the contact form and enquiry area and add a reminder prompt to trigger a response. -KD

3. Secretary’s Report
None. The role remains vacant.

4. Treasurer’s Report
RW advised the Board that the company will need to be activated from when lease was signed and he is working to create a KHLG micro entity for tax purposes. He will send Ian the information he has asked for ASAP.
Agreed – all

Balance as of 7th February 2021
No.1 A/C –      £   12,433.17
No.2 A/C –      £    1,583.28
Savings A/C –  £    1,672.83
Cash & Cheques   £261.25
Total                £ 15,950.53

5. Shop Report
KD told the Board that it was extremely difficult to access the shop as the site gate padlock had frozen as well as the lock on the shop. There is £41.40 cash in hand which will be banked. MS to provide details of the purchases for the polytunnel.
Shop takings as of 10th January 2021
£1329.1
Agreed: Stocktaking to be done as and when circumstances permit. MS / HM. KD to pass 2020 list to MS and HM for reference.

6. Site Manager’s Report
MS advised the Board that Ben had brought the last of the soil to the raised bed.
MS has prepared a list of jobs that can completed by one or two volunteers
unsupervised. It is displayed on the notice board outside the office. Any jobs
completed should be reported to MS. So far none have been done.

7. Lettings Manager’s Report
SK reported there are currently 6 vacant plots and 2 let. The vacant plots are
66a / 65a  /64a /68a /52a / 53 /14a, 15b / 78b have been let.
It is still SK’s intention to organise individual viewings that are covid-19 safe as soon as possible to get them let before they become overgrown. The use of virtual viewings is a step forward in technology.
RW will complete the letters to 26 people on the waiting list that have so far not responded to update letter. There were 41positive responses requesting to remain on the list. 9 are to be removed as no longer interested, with 26 who have not responded.

8. Health & Safety Issues.
KD reported that an apple tree on Hasan’s plot has been cut down and needs to be made safe. SK to attend.
The Board would like to remind plot holders that it is a matter of individual responsibility to keep each other safe. As covered in the current issue of ‘Plotting Together’ if any plot holder noticed a safety issue it is incumbent upon them to take the appropriate action or ask for help in doing so.
The current Government advice to reduce the incidence of this transmitting Covid-19 is to behave ‘As If’  you are Covid-19  positive and follow the rules of HAND – FACE – SPACE. Thank you.

9. A.O.B

MS Passed on a request from Pam to replace the lavatory seat in the gents, the grouting needs cleaning and a coat of paint needed.
Agreed: KD will buy the seat and grouting.

JS Will start repairing the wheels on the lawnmowers and checking them over. He will also buy petrol.
Agreed by all

KD received a complaint from the plot holders on the lower part of the site regarding the recent flooding of their plots. He queried whether the brook was blocked. MS advised that the land drains may be blocked.
Agreed: Need to look at ways of minimising the impact of heavy rain on the lower part of the site. – All

KD Raised the issue of flooding to the entrance of the site. He advised the Board that he would buy 3 bags of MOT and was looking for volunteers to help spread it over the driveway.
Agreed: All
The meeting closed at 9.33 p.m.
 

Kent House Leisure Garden Ltd Board Meeting
Held online: 11th January 2021

Present: Korehan Dora, Reg Wickings, Martin Spatcher, Antoni Pogozelski, JohnSissions, David Pipe, Heather Mallinder.Apologies: Saeed Kanuga.

1. Chairs Opening Remarks
KD welcomed attendees and wished everyone a Happy New Year. He advisedthose present that SK was unfortunately unable to attend and had given his apologies.

2. Minutes of Meeting 14 th December 2020.
KD informed the Board that he had made an error in the shop accountsregarding the sale of Honey. He will amend this in the published minutes.The minutes were then agreed as an accurate record of the meeting.Further Matters Arising from previous minutes.
None.
Action Points outstanding.
a) Repair to the fence adjacent to plot 72.Agreed: Ongoing and needs to be completed. – SK

b) Finishing the work to the clubhouse roof.
KD updated the meeting on progress. Don has added a new plywood sheetand sealed the edges, KD will monitor for any leaks. Since his bereavementDon has been granted more time to complete the job, but has assured KD he has ordered the sheet metal and will complete the work, together with the guttering next week.
Agreed: KD to monitor.

c) Construction of walkways to raised beds.

MS confirmed the walkways have been completed.

d) External wiring between office/main gate and greenhouse.

JS has contacted the electrician who is currently isolating, awaiting the vaccination. He will attend site once this has been achieved.
Agreed: Ongoing -JS.

e) Gating of green waste area.
As it is a job that requires more than one person it remains ongoing in the present climate. Agreed: Ongoing – All.

f) Installation of Wi-Fi mast.

Agreed: Ongoing- All

g) Purchase of engine hoist.
Agreed: JS to purchase and give invoice to RW for reimbursement

h) Replacement of upstands over the winter months.

MS reported that the work had begun. Ben has cut the angle iron to lengthswith points at one end. They will be primed and painted later.
Agreed: Ongoing – MS

i) Repair to tap plot 74/58b with additional tap for the Chicken plot.

Agreed: As the work requires several people working together it will be putback until current restrictions are lifted.

j) Tidying of clubhouse.
Agreed: Completed thanks to JW. The items have been moved to the cabin.

k) Tidying of Office.
Agreed: Ongoing. KD has removed most of the rubbish and while doing sofound the file for PAT testing.

l) Removal of rubbish from outside greenhouse.
Agreed: Ongoing. MS has moved the rubbish but it still needs to be disposed of when safe. KD / HM.

m) KHLG Ltd tax status.RW has spoken to the Solicitor who has advised that the Board employ a consultant as Corporation Tax is a very specialised area of work.
Agreed:
Prior to doing this KD will contact the Chartered Accountant that gave the original advice further information. Ongoing – KD/RW

n) Letters to plot holders with persistently unkempt plots.RW will send the letters out with the rent demands, also contact those people on the waiting list that have failed to respond to the email with a view to removing the names.
Agreed: Ongoing

3. Secretary’s Report
None. The role remains vacant.

4. Treasure’s Report

RW advised the Board that he had set up a Paypal account for onlinepurchases. No. 2 account is low and will remain so until the rents are input inFebruary. All direct debits are paid from this account and as there is no overdraft arrangement RW proposed that the money in the savings account be transferred as it is earning very little interest. The new company accounts will start to be used when the rents are collected.
Agreed – all
Balance as of 10 th January 2021
No.1 A/C – £ 12,904.05No.2 A/C – £ 1,668.93Savings A/C – £ 1,672.83
Cash & Cheques £265.69
Total £ 16,511.505.

5. Shop Report KD told the Board that there are 15 jars of honey left from the 39 for sale in the shop. This will probably be a ‘one off’ due to Bromley Beekeepers unable to hold their annual event where all of the honey is usually sold. 24 Jars so far has been sold (up until 8th January 2021) which has generated £24.00 to the association and this is banked as “Honey” in the Treasurers account.
Shop takings as of 10th January 2021£132.90
Agreed: Stocktaking to be done as and when circumstances permit. MS / HM.KD to pass 2020 list to MS for reference

.6. Site Manager’s Report
MS submitted a written report confirming the front of the walkway for the raised bed has been completed and thanked JW and others for this work. It is constructed from wood chip laid over hexagonal grids on a membrane. It appears very solid and will allow for wheelchair access. The remaining walk way will be completed when circumstances allow. The board commented on the high quality of the work.MS has prepared a list of jobs that can completed by one or two volunteers unsupervised. It is displayed on the notice board outside the office. Any jobs completed should be reported to MS.The new greenhouse is complete and waterproof (almost) and shelves are tobe added. Ben has reconnected the old electric supply to a new waterproof socket that has been tested OK with a rcd. A new greenhouse heater will be purchased, but because of the current lockdown MS proposes to propagate the chillies and peppers himself and pass to Emma later. Flowers can wait until late February.

7. Lettings Manger’s Report
Four plots are in good order and it is SK’s intention to organise individual viewings that are Covid-19 safe as soon as possible to get them let before they become overgrown.

8. Health & Safety Issues.
The Greater London area has moved into Tier4+ /5 restrictions due to the sharp increase in the R rate of Covid-19. The clubhouse has been closed and itis necessary to impose strict restrictions on access to all other communal areas. The toilets are to remain open. The Board would like to remind plot holders that it is a matter of individual responsibility to keep each other safe as it is believed that as many as one in three people now carry the virus, albeit asymptomatic. The current Government advice to reduce the incidence of this transmitting Covid-19 is to behave ‘as if’ you are Covid positive and follow the rules of: HAND – FACE -SPACE.
Thank you.

9. A.O.B
KD has received an Email from Amy Mallett of Bromley Council requesting information regarding communal plots. Agreed: KD to respond that unfortunately we are unable to help at this time.
KD announced he will be taking the responsibility of migrating the Draft Minutes to the Allotment Web page.
Agreed by all.
KD will be adding images to the web Page titled “Projects” – Raised Bed & Greenhouse construction.
Agreed by all.
KD concerned that there were 41 enquires on the web page not answered by dedicated Board members (RW,KD,DP). The issue to be resolved by finding why the Link is not activated by an entry.
Agreed: RW / DP
KD requested that payment for the Wi Fi be made through Paypal in future.
Agreed:
KD to see if 3Com (Router Supplier) will be able to change it as at the moment he has to pay and then claim it back from the Treasurer.
Agreed: KD to advise RWMS suggested putting the ‘Plotting Together’ communique on the Official Facebook page.
Agreed:
RWMS advised the Board that Julie T wants to get rid of her greenhouse. Anyone interested contact MS.
The meeting closed at 9.00 p.m.