Minutes 2017


January 2017

MINUTES OF MEETING ON: MONDAY 9th JANUARY 2017
PRESENT:  Korehan Dora. Richard Mildenhall. Saeed Kanuga. Pam Dowling. Martin Spatcher.  David Allart. John Wetherall
APOLOGIES: Trevor Barnes. Reg Wickings. David Pipe.
VISITORS: June Allart. Rita Wetherell. Julia Webb.
ACCEPTANCE OF MINUTES: Minutes were read and signed.
MATTERS ARISING: We need to bring closure to the odds and ends of work on Matters Arising:

WEED KILLER – Saeed said that research is not conclusive as to the safety of RoundUp. Ultimately there is not enough research but RoundUp is considered a safe herbicide. The Committee needs to decide what we use to clear the six vacant plots. The alternative is to Rotovate the plots, cover with weed suppressant.

KNOTWEED:

We know that the previous house owners were approached by David Pipe about this. We will ask Reg if there is any written correspondence. David Allart was sure letters were sent in past to the property concerned.

ELECTRIC BOX:

Richard will Paint when weather is better.

PERIMETER FENCE:

A letter to the house owner backing on to perimeter fence where there is what apparently looks like sheets of Asbestos leaning heavily on our fence. Richard will deal with this.  David Allart added that there had been a number of letters already sent to the household. Bromley Council said we just have to keep sending them. Failing any response we will build the Fence and push the rubbish leaning to our fencing.

ROTOVATOR:

David Allart advised the Committee that we are not permitted to spend this amount of money without the members agreeing. This would mean bringing this to an AGM. Committee will look at our Rules & Regulations before taking further action. However, this might not be the case as we have spent various ammounts of money for the Allotment without the consent of the AGM. We will investigate but for the time being we are not holding back on the plans but will ask Reg if this is the case and if so we as committee will decide the next step forward.

Irrespective of the above it is as planned that we will be having a demonstration on 17th January of the particular machine on site.

CHAIR’S REPORT: Korehan opened the meeting greeting everybody into the New Year.

He wished a harmonious 2017 to everyone working hand in hand to make KHLGA a better place than 2016. There was a lot achieved in the past years and he is thankful to all that made it happen.

To the Committee Korehan asked each Committee member starting this year to work as a unified team to play their part in the running of the KHLGA and show to all the plot holders that we are here to help and advise.

We need to work together and make an appearance on site particularly on the 2nd Sunday of every month which is ‘work day’ for the benefit of all users of the Allotment.

He reminded the members that being in the committee has some commitments attached to it. He wants to see more faces on especially Volunteers days from the Committee members.

 

Korehan asked if anyone was aware that the Bee Keepers use the Club House on the first Sunday of the New Year as this date was not brought up or minuted in the December Meeting. Most said they were not aware or thought about it.

For this reason he suggested that we need to formalise this in the future. Although he is aware that this gathering takes place in the Clubhouse he stressed that plot holders should be informed.

 

MISSING SHED:

Korehan was approached by the owner of the Missing Shed that had been dismantled by her friend because it was not safe. The plot holder stated that she was intending to repair it but it had disappeared.

Korehan asked if anyone had any idea as to where this shed may have gone.

It had been taken apart by the plot holder and was removed from the plot, without permission, and burned. A letter of apology will be sent to the plot holder and a replacement shed will be donated by KHLGA.

 

THIS IS TO REMIND ALL PLOT HOLDER’S THAT NOBODY HAS THE RIGHT TO GO ON TO SOMEONE ELSES PLOT WITHOUT THE PLOT HOLDER’S PERMISSIONAND REMOVE STUFF IRRESPECTIVE of whether it is junk or not!

 

A plot holder asked Korehan as Caroline, one of our plot holder’s is not well and  if we could help her build raised beds. Korehan and John Wetherall volunteered to help her out.

Korehan will talk with Caroline first.

FUND RAISING COURSE: Tony Chase approached by e-mail the Committee asking if anyone would be interested in attending this on 26th January 2017. After a lot of discussion Korehan said he would talk to one of our plot holder’swho works in this field.

 

Korehan e-mail correspondence from Tim Lund – Tim suggested that as older people reach retirement age perhaps we should consider they continue paying the full rent cost. After discussion the Committee felt we should continue to drop the site rent unless retiring people request to pay full rent.

SEED SWAP:

This used to happen at Open Day events usually in spring. We will bring this to the AGM to ask members if they would like to reinstate this.

TREASURER’S REPORT: No report as Reg is not well.
SECRETARY’S REPORT: Our Water bill has recently arrived and the cost was £1,300 but could be more. Martin confirmed, after checking where the pipe divides into two one side is ok the other is not so there is a definite leak but we don’t know where.  He estimates we are losing approximately a litre every two/three minutes. We have always estimated the quantity of water used. We need a water loss detector ASAP.
SITE MANAGEMENT REPORT: Perimeter fencing.  Asbestos noticed at another plot but causing no problems at this point.

 

There was concern as to whether the Clubhouse roof was leaking. After investigation it was confirmed the damp patches are old.

 

One of our plot holders’ lost her keys on site and because of this she had to spend the night on her plot. This was very distressing and she was not able to phone anyone. After a great deal of discussion it was agreed that in future all lost property will be kept in the office, a notice will be put up in Club House, and on outside Notice Board with a telephone number of the Committee member who will give access to the lost and found item. The lost and found items will reside in a box in the office.

KHLGA will purchase a  SITE MOBILE that will be used for Site querries. Existing mobile phone is outdated.

LETTING MANAGER’S REPORT: None
TUESDAY GROUP: Been clearing along perimeter fence.
SHOP REPORT: John gave this report: As at 9th January 2017              Shop Years Sales                    £2,598.45p

Machine Cash in Hand:         £        6.82p

 

EVENTS:

AGM – Sunday 2nd April.  

May Open Day – Sunday 21st

Open Day Planning – Sunday 23rd April.

 

CENTENARY CELEBRATIONSCALLING ALL PLOT HOLDER’S what would like us to do? How would you like the Celebrations to be?

We very much want your Ideas please.

Our history is that the site was originally a Brick Factory.

Was called Beckenham Gardens. The government commandered the land to grow vegetables for the war effort.  DO YOU HAVE ANY HISTORICAL FACTS TO SHARE? Please let us know.  

ANY OTHER BUSINESS: Korehan felt that the work undertaken by our Tuesday group is far in exceed of what is expected. Not only do they do this on Tuesdays but also add more time on our monthly ‘Work Day’ which takes place on the 2nd Sunday of each month. Their work is very much appreciated.

We need more volunteers.

How can we ask ALL plot holder’s to do their share of site work is a Challenge we need to look at very closely as majority of plot holders although they have signed and agreed to contribute certain voluntary hours to KHLGA do not do so.

We need to see more faces.

TIME & DATE OF NEXT MEETING: MONDAY 13TH FEBRUARY

 

February 2017

MINUTES OF MEETING ON: Monday 13th February 2017
PRESENT:  Korehan Dora. Trevor Barnes. John Wetherell. Richard Mildenhall, Reg Wickings.  Pam Dowling. Saeed Kanuga. David Pipe.  
APOLOGIES: David Allart.
VISITORS: Rita Wetherell.
MINUTES OF LAST MEETING: Accepted and signed.
MATTERS ARISING:

RoundUp Weed Killer (Glyphosate) – Research/findings from numerous bodies including (World Health Organisation – Probably Carcinogenic) has shown that the active ingredient of Glysophate in RoundUp weed killer is a cause for concern. Laboratory tests on animals have shown ‘convincing’ signs of cancer, other findings suggest it can cause non-Hodgkin’s Lymphona and Lung Cancer, the soil Association (report 2016) indicates some detrimental effects on earth worms, micro-organisms, healthy soil and soil fungus (Aspergillus Nidulans).

 

The Glysophate debate is continuing and a number of studies/research suggests no danger to humans or the environment, although independent as well as industry driven findings appear to contradict each other. The overall opinions of the experts suggest that whilst studies have been carried out there is still need for more research. In the meantime many EU countries have banned or restricted the use of Glyphosate.

 

Rotavator: There have been queries from a few plot holders as to why we should buy this piece of equipment. The Committee discussed this in depth again. The condition of plots waiting to be let, particularly at the top end of the site, are in such a poor state that this is the only way to clear them. It is a mammoth task. This machinery will be able to be used on other areas of the site i.e. grass cutting etc.

Throughout KHLGA history it appears we have always bought second hand machinery and made do with repairs.

 

During these discussions alternative ways of solving the dilemma were suggested:

  1. to hire a contractor to come and do the work – at what cost
  2. to look into hiring a rotovator from Premier and do the work ourselves – at what cost
  3. get different prices for hiring and buying

 

John Wetherell stated we can have the machine but you still need to have people available to do the work.

 

At a show of hands a majority of the attending Committee felt it would be better to buy a new Rotovator to cover all the areas that need constant maintenance on site.

Take to AGM. Explain to Plot Holders why we need this piece of machinery.  

 

KNOTWEED –  David Pipe has sent a letter to the householder giving them all the information.

 

ASBESTOS – Richard to send letter and photo’s to Reg who will send to householder.

 

SITE PHONE – After discussion as to the type of phone required Richard will go and buy this.

CHAIR’S REPORT: Korehan thanked all of the people who came on Sunday for Work Day.

 

Korehan asked for a meeting on Monday 6th March 2017 to discuss the preparations for the AGM. These discussions will include MOTIONS. RULES & REGULATIONS. TENANCY AGREEMENTS. ELECTION OF OFFICERS. NOMINATION PAPERS and how we send these to ALL plot holders.

 

WATER PROBLEMS – Koreham asked if we should set up a Sub-Committee to deal with this problem. We need to look into this immediately. Reg said he has bought a Listening stick. This will be used this to try and locate leaks around the site. Martin believes the leaks are in the top half of the site but could be many more. Chris, David and Martin will go around the site and will isolate certain taps to trace the leaks. When leaks are located they will make of note of area.

 

COMPLAINT – Korehan read an e-mail from Rochelle who has a plot at the top end of site. The complaint was that her plot has been cut back without permission plus other pieces of equipment have disappeared. This was a misunderstanding as the person who did this was under the impression it was a vacant plot. As soon as it was realised he stopped immediately. Martin will deal with this.

TREASURER’S REPORT: Over £3,000 Water Rates. Reg is going to query one of the bills. We will have to look into how we charge for water rates. There may be a possibility of rebate if a leak can be proved.

 

Account 1              £11,747.25

Account 2              £  3,382.26

Shop Account       £  5,354.57

Cash                       £     480.80

Cheques                £     158.52

Total                      £21,122.42

SECRETARY’S REPORT: Jill Dunn – Practical Action asked to use the Club House for their Annual Tea Party on Saturday 17th June 2017 from 3.00 – 6.00pm. The Committee agreed to this at a cost of £50.

 

An Old peoples’ group requested the use of the Club House for continual use as a meeting centre. They have used the Club House previously. After a great deal of discussion the Committee made the decision that our premises and our Insurance Policy do not meet the needs of this group and declined their request.

SITE MANAGEMENT TEAM REPORT : Work Day went off well. Vacant plots listed.
LETTINGS REPORT: No lettings. One swap of plots.
TUESDAY GROUP: Tuesday group will be starting seeds for Open Day.
SHOP REPORT: John gave this report.

Shop Sales Total on Deposit          £5, 534.67

Machine Hire                                    £         6.80                                

EVENTS: AGM 2nd April 2017. 23rd April 2017 Open Day Planning.  Open Day Sunday May 21st 2017.

100th Centenary??? 1917.  Sunday 3rd September Open Day.

ANY OTHER BUSINESS: Martin looked through last year’s AGM and noted that there two areas that still need to be completed. (a) 5 mph sign (b) telephone number on office door.  

 

It was suggested that a KEYSAFE be mounted on wall in case of an emergency where gates keys have been lost or mislaid on site. This is being looked into.

 

Considering the increase in the Water bill we should encourage all plot holders to have water barrels where possible.

 

There has been a complaint from one of our plot holders that his bean poles have been raised and pulled out of the ground.

TIME & DATE OF NEXT MEETING: Monday  13th March 2017

 

 

March 2017

MINUTES OF MEETING ON: Monday 13th March 2017
PRESENT:  Korehan Dora. John Wetherell. Richard Mildenhall, Reg Wickings.  Pam Dowling. Saeed Kanuga. David Pipe. David Allart
APOLOGIES:
VISITORS: Rita Wetherell. June Allart
MINUTES OF LAST MEETING: Accepted and signed.
MATTERS ARISING:

RoundUp Weed Killer (Glyphosate) – Agreed that a motion proposing the banning of the use of Roundup for weed killing on the site be put to the AGM.

Tractor and Rotavator attachment : Dissatisfaction was expressed by several committee members about the lack of progress on this despite unanimous agreement with the idea of purchase at the last committee meeting.   It was proposed and accepted that we ask the supplier for PRO FORMA invoice to establish the exact costs. The matter is likely to raised at the AGM and the reasons for the committee decision can be explained.

ASBESTOS –Letter sent householder

SITE PHONE –Korehan agreed to source and buy a suitable site phone.

RM to purchase and install four  5 mph signs. 

RW A combination KEYSAFE to be purchased and  mounted on wall of office in case of an emergency where gates keys have been lost or mislaid on site. Access arrangements to be publicised but probably contact number on office door.

CHAIR’S REPORT:

The chairman reported John Wetherell would not be standing again for committee membership and that this was his last meeting.

The chairman expressed his thanks to JW for his valuable contribution to the work of the committee over the years and especially for his re-organisation and efficient running of the shop and proposed that John remain as the manager of the shop team, which proposal was accepted unanimously.

The chairman also wished to thank Pam Dowling who has resigned as Secretary for her very good work on the committee. Pam has said she will help with the AGM and other things but cannot any longer attend evening meetings. 

It was agreed to circulate the edited “job description” for the Secretary to members by post and email and invite any plot holder who is interested to attend a committee meeting and discuss the role with the committee.

WATER LEAKS – Progress has been made with finding and stopping water leaks and some pipe fittings have already been replaced. A  section of pipe linking the top and middle sections of the site to the top meter by the Fairlawn Park entrance  will also be replaced

COMPLAINT – MS had met with tenants explained that a mistake had been made and work had been carried out on the plot because it was mistaken for a vacant plot, work was stopped immediately the error was discovered, the matter now appears to be resolved.

2nd SUNDAY WORK DAY –  A large pile of rubbish was moved from the area next to the site Greenhouses to the area by the front gate, which has recently been cleared of scrap metal.  Glass, tree branches, earth and other items were removed from the green waste dump.  Concern expressed that this area was still being misused , more visible sites which could be better monitored to be considered. It was also suggested that we consider some form of enclosure but this was not thought practical. In the interim it was agreed to send a note to all tenants asking them to contact committee members for on advice on the disposal of anything other than green waste.  Grass cutting and strimming carried out.

 

 

PLOT SWOPs- A complaint had been received about recent plot swops involving committee members or their associates and asking why vacant plots were not being offered to waiting list applicants.

The long established practice of plot swopping is managed by the site manager for lettings and is not linked to the waiting list but does end up with a vacant plot which can be let from the waiting list.

There have been swops involving committee members or their relatives. Committee members are generally the first to become aware of plots becoming available and although procedures have been followed in lettings there could be seen to be an element of unfairness about this.

In future  the following procedure should be  adopted:

That a register be kept of tenants interested in swopping plots.

That vacant plots are marked in some way and details of vacancies posted in the clubhouse for an agreed period say 14 days before they become available to letting to waiting list applicants.

Library- The proceeds from the renting and selling of books have again been stolen from the pig “honesty” box. In future moneys to be deposited in the office letterbox.  

TREASURER’S REPORT:.

Water Rates: Credit note of  £1264 received from Thames Water which covers the last direct debit but mentions a reissued invoice which has not yet been received. These charges relate to the top meter (Fairlawn Park entrance) which appears not to have been read by Thames Water for many years and also is leaking at some point in the system.

Account Balances

Account 1              £11,324.88

Account 2              £  3,288.12

Shop Account       £  5,453.32 ( accumulated income from Shop held in a savings account)

Cash                       £     493.60

Total                      £20559.92

SECRETARY’S REPORT: RW reported on correspondence with new neighbour about access from the entrance way which was agreed provided plot holders easy access was guaranteed.
SITE MANAGEMENT TEAM  REPORT : Work Day went off well. Vacant plots listed. Rubbish moved
LETTINGS REPORT: No lettings. RM and SK to produce a note on lettings procedure for the meeting.
 WEEKLY WORK GROUP: Will be starting seeds for Open Day.
SHOP REPORT: John gave this report.

Shop Sales Total on Deposit          £5, 453.32

Shop Purchases                             £     563.03  Goods supplied to Polytunnel  £18.95

Cash in Hand                                  £      12.80               

(Machine Hire is £6.00 and CIH from 13/2/17 is £6.80)

EVENTS:   AGM 2nd April 2017:    23rd April 2017 Open Day Planning:     Open Day Sunday May 21st 2017:     100th Centenary TBA 1917:     Sunday 3rd September Open Day.
ANY OTHER BUSINESS.

Considering the increase in the Water bill we should encourage all plot holders to have water barrels where possible.

There has been a complaint from one of our plot holders that his bean poles have been raised and pulled out of the ground.

TIME & DATE OF NEXT MEETING: Monday  10th April 2017

 

 

April 2017

MINUTES OF MEETING: Monday10thApril 2017

PRESENT: Korehan Dora. Richard Mildenhall. Reg Wickings. Saeed Kanuga. Martin Spatcher. Nick Whiteley.Trevor Barnes. David Allart. June Allart. John Wetherell. Rita Wetherell.

APOLOGIES:David Pipe

ACCEPTANCE OF MINUTES

MATTERS ARISING

CHAIR’S REPORT: The Chairman opened the meetingby welcoming Nick Whiteley as the new member of the committee and looks forward to Nick’s contribution as part of the management team.

Korehan discussed the idea and soon to purchase a set of ‘walkie talkies’ to assist and enable committee members to be contacted whilst on site for the purpose of machinery hire on Sundays, this would allow the allocated member to get on with other tasks (example, work on their plot) whilst plot holders would be able to get assistance to hire mowers &strimmers by calling via the talkie. Furthermore, these tools could prove very useful during our open days for locating committee members/officers. A further aid for committee members will be a new KHLGA site mobile phone to be situated in the office; this will also be supplied by Korehan shortly.

Korehan wanted to thank Pam Dowling and John Wetherell for all their work on the committee in the past, although John has agreed to continue managing the everyday running and book keeping for the club shop and report sales/expenditure at the monthly meetings.

Korehan also expressed thanks to Chris for all the plumbing work carried out recently, he has given his time and volunteered to help us. As a small gesture of appreciation Chris will be gifted with a box of fine IPA ales.

The chair discussed our recent AGM meeting; firstly by thanking both Reg Wickings and Anne Schumann for all their help & support in ensuring it ran well, this was of great assistance as it was the chair’s first AGM.

The chair expressed disappointment atsome disunity shown regarding certain matters from the committee, and would ask all members to work together in a positive way in the future.

Regarding the recent motion carried (no two family members on the committee) Korehan asked David Allart if a choice/decision had been made, would he want to stay on the committee? David confirmed that he would stay on and the chair accepted.

On the matter of attendance for the monthly meetings, records will be kept&monitored as of April 2017 for all members. All members are encouraged to commit themselves to meetings and obligations as committee members and make contributions towards the managing of the site.

Overall, it was felt that some important points had been raised and discussed during the AGM, whilst there is some disappointment regarding the rejection of the purchase of machinery, nevertheless some important motions had been carried forward and agreed upon by a good majority.

TREASURER’S REPORT:The treasurer gave this report:

Account Balances APRIL

Account 1 11,324.88
Account 2 3,083.71
Shop Account 5,578.64
Cash 366.30
Cheques  
Total 20,353.53
   

 

SECRETARY’S REPORT:

 

Points discussed:

  1. Reg reported that he will now purchase a large ‘key box’ (re lost keys) and be allocated by the office. This will also include a notice of at least three phone numbers of committee members that can be contacted in emergencies.
  2. 5mph speed signs have been purchased and will soon be positioned at the site entrance/driveway plus another placed at an appropriate position along the approach to car park. An ‘herbicide’ sign to be placed along the driveway above knotweed enclosures that will be treated with weed killer under strict control of a committee member.
  3. Asbestos and waste from a neighbouring garden that had encroached and damaged parts of our fencing has now been shifted away from the perimeter line by the householder. This will now allow us to make repairs and regain our fencing.
  4. The trench for the new laid water pipe has now been largely refilled and the finishing task of filling in the top & bottom T-junction points will now be completed by Martin’s supervision.
  5. Sunday 9th April (work day) there was not enough volunteers at hand, however some work was able to be carried out. Pogo (plot holder) assisted with mowers/strimmers on the day.
  6. Nick Whiteley to carry out repairs and provide a new cover for the water meter housing by the top gate, this will benefit better access and security.
  7. Members were reminded to record money taken in the book located in the machine room, this is essential for accurate records accounting by John Wetherell.
  8. Reg raised the topic of health & safety in relation to machine hire. An example being footwear by plot holders whilst operating machinery, this would also include safety head protection, eye protection and guidelines to correct and safe use of hired tools. Reg will circulate H/S leaflets and documentation for committee members to review.
  9. Reg and committee members to work on a 5 year plan list re work/s to be carried out and provide an estimate of expenditure required. One example would be towards gradual (annual) repairs for new water pipes laid. Other expenditures such as gutter repairs or replacement to the club house.
  10. The 100 year (centenary) of the KHLGA site is this year, we believe this to be a good estimate and as such we need to research more details/information about the site in view to celebrate at the September open day. One idea for presentation put forward by Korehan was largeprint displays in the club house as an example.
  11. Tree/shrub branches by the main gate will require pruning as it is setting off the light at the gate by branch movement in a breeze.
  12. Martin proposed an idea and provided an example of a large lamented card with a sleeve to display at the machine room to inform plot holders of a given committee member at hand for machine hire on a given day. This idea was agreed upon and will likely be implemented.
  13. Plot holder (Jean) will soon be given a replacement shed, the transportation from one site to her will be organised shortly.
  14. Reg will soon be contacting the people on waiting list and see if they are still interested for a plot, this will help update our records. Furthermore, we will ask the waiting list and existing members if they have any interest in hire of the three vacant raised beds on offer.

 

Any other business:

David Allart expressed displeasure about the nomination process of June Allart for joining the committee. David felt that there should have been a degree of confidentiality about the nomination and that he was not happy that a motion had been put forward at the AGM against family members to be excluded in joining the committee. As such he said he would be taking the matter to BALGAF. David was clearly unhappy and left the meeting before it was called to an end by the chair.

 


 

 

May 2017

MINUTES OF MEETING: Monday 15thMay 2017

PRESENT: Korehan Dora. Richard Mildenhall. Reg Wickings. Saeed Kanuga. Martin Spatcher. Nick Whiteley. Trevor Barnes. David Allart.  David Pipe

APOLOGIES: Richard Mildenhall

OBSERVERS: June Allart. John Wetherell. Rita Wetherell

ACCEPTANCE OF MINUTES

MATTERS ARISING

  1. Larger key box (CODE 1066) for depositing found keys and with gate keys inside has been fixed to the office door. Emergency contact numbers for committee members will be inside box.
  2. 5mph speed signs and should be in place for the Open DAY.
  3. Asbestos and waste from a neighbouring garden that had encroached and damaged parts of our fencing has now been shifted away from the perimeter line by the householder. This will now allow us to make repairs and regain our fencing.
  4. The trench for the new laid water pipe needs to be reseeded.
  5. Attendance at Sunday work days still poor.
  6. N W to carry out repairs to and install and new cover for the water meter housing by the top gate.
  7. J W no longer wants to take responsibility for money from the machine room as amount collected did not tally with record book.
  8. Reg still to circulate H/S leaflets and documentation for committee members to review.
  9. The cost of equipment replacement and other necessary works to be estimated for this year.
  10. No further progress on the on plans to celebrate 100 year (centenary) of the KHLGA site.
  11. Gate light DP said this was no longer a problem
  12. Laminated notice containing details of who is on site and available to let machines has been fixed to the machine room door.
  13. Replacement shed for Plot holder JB: JB not satisfied with condition of shed provided and has now purchased a new shed at a cost of £140
  14. Reg has sent out Waiting List review questionnaire to the people on waiting list asking if they are still interested in obtaining a plot, this will enable him to update our records. Furthermore, we will ask the waiting list applicants if they have any interest in:
    using raised beds on an annual basis until they become eligible for a full plot,
    the vacant vineyard
    and have the necessary experience and commitment to take on a neglected plot

CHAIR’S REPORT:

VIZ Jackets and Walkie talkie provided for committee members to wear and use on Open Day to improve communication.

Chairman concerned about conflict between individuals and groups on site and urged members to work in harmony

TREASURER’S REPORT: The treasurer gave this report:

Account Balances May 2017

Account 1 10329
Account 2 1711.15
Savings account 6323.94
Cash 70
Total 18849.90

 

ACTING SECRETARY’S REPORT:

Complaint from neighbour about rubbish from the site being put in her bins.She was able to identify that it was from the allotment from an address label. The person concerned has been informed but this does seem to be an ongoing problem. Plot holders should not use her bins and should take rubbish home.

Lettings: 11a ,12a (neglected plots) and 2 raised bedshave been let  to waiting list applicants responding to the waiting list review. There has been further interest expressed in neglected plots and it is likely that that a further 2 of these plots and the remaining two raised beds can be let. A viewing will be arranged for Sunday June 5th to let remaining plots

VB complaint about B:Chairman had already discussed the complaint with B and B has accepted he was in the wrong and was willing to apologise. This was not acceptable to VB who insisted that disciplinary action should be taken against B.

After VB left the meeting It was suggested that our only sanction in this sort of case would be to treat complaints if proved  in the same way as plot notices , for minor complaints three and a NTQ to be issued

Clubhouse letting on the 26th of August agreed

JB attended the meeting to discuss the offer of a replacement for her dismantled shed which had been burnt in error. She said that she considered the proffered second-hand replacement to be in poor condition and that she had now bought a new shed for £140 and was looking for a contribution from the association. £50 was suggested but no agreement was reached.

RW reported a discussion with JG. JG had received a plot notice about the condition of his shed .JG argued that although he had paid the then site manager £50 for the shed he had been told at the time that the shed remained the property of the association and he felt that he was not responsible for its repair or replacement.  

Discussion about the issuing weed notices which centered on the condition of two particular plots which some committee members thought should have had notices for rubbish removal and tidying but none had been issued for May. There had been complaints from neighbouring plot holders about the condition of the plots and photos were produced showing the present condtion.MS who is one member of a three member imspectionteam said that the team had not issued a notice because they thought that there had been some improvement of the condition of the plot. RW thought it would be wrong to issue a notice retrospectively and it was agreed that MS would approach the tenant. He also thought that the present system was working, there have been very positive responses to the notices, proper records are being kept of the notices sent, this is important if we do decide to issue a NTQ, and because of this we have been successful in serving and enforcing them. We agreed at the AGM that notices will carry over to the next season.  

Shop Report: J Wreported total shop sales this year of £1198.55. The committee agreed that cost of petrolused in collection to be added to the price organic compost. JWreported machine room cash in hand of £77.50 and said he can no longer wanted to be responsible for looking after the machine room cash box.

Ride on mower replacement :After discussion about the short comings of the existing Lawnflite ride on mower the committee unanimously agreed that it needed to be replaced and budget was agreed of £1800.

DA thought we should consider alternatives to the proposed replacement, the Lawnflite603RT ( £1503.65 ) because it had an unprotected main drive shaft which had caused  problems with the existing mower when the drive shaft had been damaged and bent.  There were also a number of issues relating to poor servicing which had been arranged through FR Jones the suggested supplier of the replacement mower.The Committee agreed to consider alternatives to the supplier and the replacement make and model.

RW also raised the issue of the commitment made and agreed at the AGM to produce an annual budget showing all major items of expenditure.  SK to cost various items and produce a draft budget for the rest of this year.

Poor attendance at 2nd Sunday work days was discussed.No lunch was provided at the last two workdays. DA volunteered to  run the next workday and promised 10 volunteers and JA would provide lunch

DA asked about the work carried out to the boundary trees,  those on the Kent House Lane boundary which he said he thought were supposed to be pollarded had not been done properly,work only having been carried on the allotment side of each tree , in his view the trees were unbalanced and potentially dangerous. RM was not in attendance but would be asked to comment as he had obtained the original quote and approved the work.

Correspondence 

From JG

AGM Decisions and Key box.Will include information on use of key box and AGM action points in next mailing to tenants.

Foxes: No action has been taken to limit the nuisance caused by foxes.

Tuesday Group representation on committee. Martin represents the group and this was thought to be adequate. Members can attend management committee meetings and speak as observers if they wish to raise any issues.

Site inspections: Matter discussed see above note.

Overgrown/Neglected Plots: Action is now being taken to let these plots: 3 have been let so far.

Entry Fees Open day: Suggestion that entrance fees be scrapped. Decided to donate total gate receipts from this year’s open day to charity .

From JB

Schedule for inspections and time and dates of committee member availability for letting of machinery :Next site inspection 7th of June:  Discuss at next meeting

Next Meeting   12th of June 2017


 

June 2017

Minutes  KHLGA Management Committee 19/6/2017

Present:Saeed Kanuga, Richard Mildenhall, Reg Wickings, Korehan Dora, David Allart, Martin Spatcher, Trevor Barnes ,David Pipe and Nick Whiteley

Plot Holders present: Sophie Carrington, John Griffiths, GregMicallif& family, Rita Wetherell, June Allart

Apologies: None

Minutes of the previous Meeting: Accepted as a true record of the May meeting.

Matters arising

Discussion about tree pollarding: RM said pollarding was not intended part of the work undertaken on the boundary trees. RM explained what had happened on the day the tree work was done and the reasons why work was only carried out on branches on our side of the fence. He had met with the contractor and it was agreed that a letter be written to the contractor asking him to return and carry out further work to complete the job

Compensation for Shed: The plot holder JB has agreed to accept £50 as compensation for her burnt shed.

Lawn Mower: it had been agreed to replace the ride on lawnmower. DA argued against the suggested replacement Lawnflite model.  A budget figure of £1800 was agreed Committee Members were asked to quickly identify a more suitable replacement

The Chair:KD commented on the success of the Open day and gave his thanks to everybody involved in setting up and running the event and suggested we consider having a BBQ for all open day and other volunteers involved in site maintenance works.

He also made a plea for unity as there were several issues, reaching agreement on standards appeared to be one which has the potential to cause divisions both in committee and with plot holders in general. He wanted the site to be enjoyed by all and for differences to be resolved by open discussion rather than in groups or factions opposing one and another. He suggested further social events might be one way of bringing people closer together.

Correspondence and Secretary’s Report:

Email from Donal Redmond:  Holy Trinity Church Lennard Road

Asking if plot holders could consider donating surplus produce to their Living Project which provides food and a meal on Fridays for local people fallen on hard times.They need vegetables and ftuit for the Friday meal.  Donal can be contacted at email: fadamach39@yahoo.com

Letter from Sophie Carrington

” The Committee received a letter from SC and 9 other plotholders requesting clarification of rules on plot maintenance and implementation of them, voicing their concerns about was happening re derelict plots on the site and how the committee was proposing to speed up letting of plots, requesting  implementation of the rules on plot 42/43a. and for the committee to consider implementing minimum standards of cultivation (as per BALGF letter). ” 

SC addresses the committee concerning her letter of complaint. Arguing that timescales of plot notices not being clear enough and debating with committee members about naming the plots which have received plot notices.SC asked why serial non-compliance from her neighbouring plot holder can happen so often. It seemed to be when a notice was issued just enough was being done to avoid further action but over a long period of time and despite many complaints from neighbours there had been no significant improvement in the state of the plot

RW explained that regular inspections were being carried out by a team of three, two committee members and an ex committee member. These inspections were documented and used to issue plot notices. It was expected that any work identified in these inspections would be carried before the next monthly inspection otherwise a further notice would be issued and agreed that no firm date or time period was actually specified but argued that most tenants seemed to  understand that the work should be carried before the next inspection. In the case where no action is taken a third and final notice would be issued and in some cases this would be accompanied by a Notice to Quit (NTQ).

A succession of three notices of any one of the first four items listed in the table below and listed at the bottom of the plot notice is needed before a notice to quit can be issued. Any break in this succession means that the count starts again. There have been occasions whereby the site inspection team has acknowledged that there has been some improvement in the state of a plot since the last inspection so has not issued a further notice thus breaking the succession needed for the issuing of a NTQ.

  Mandatory :Three of any one of these notices in succession will lead to a NTQ being issued with the third notice.
1 Rubbish and waste has accumulated and must be removed
2 Paths need cutting and edging / grass needs mowing
3 Overhanging trees and shrubs to be cut back from the paths/ Access is hazardous
4 Non-Cultivation:  75% of the plot needs to be cultivated/ Garden is unkempt
  Advisory:
5 Black plastic/fabric ground cover is not counted as cultivation during the growing season unless plants are grown through it.
6 Remove  annual and or perennial weeds
7 Remove  weed trees
8 Your plot needs to be clearly numbered
9 Grasses need to be kept under control and not allowed to seed
10 Tidy your plot ;  Keep sheds and greenhouses in good order

There were discussions around these issues at the May committee and as it was reported to this year’s AGM to replace Item1 of the so called four Mandatory items which required plots to be numbered, with item 9 which deals with removing rubbish from the plot. It will now be easier to enforce the removal of rubbish from a plot.

RW commented that tenants whose plots are normally in reasonable order have complained how upset they are at receiving persistent weed notices and find themselves tending their plots in order NOT to receive the next weed notice.

It was agreed that:

A definite time scale for compliance with a plot notice be included in the plot notice.

An edited version (names but not plot numbers removed) of the database, used to record the issue of plot was handed to SC and will in future be posted on the clubhouse notice board

Detailed information and advice on Plot Notices will be posted on the main site notice board and sent to all plot holders.

SC also asked why plots are being left unused and derelict

Plots identified as derelict had been removed from letting because repeated lettings on these plots had failed with plot holders having to give up or being given an NTQ. The committee recommendation to buy a multipurposerotovator in order to do the work necessary to bring these plots back into use was rejected by this year’sAGM and the committee was reluctant to use weed killers containing Glyphosate to clear plots and weedkillers containing Gyphosatewere finally banned at the same AGM.

RW said he was happy to be able to report that all but two of the vacant and or derelict plots some of which are acknowledged to have been empty for some long time had now been let to waiting list applicants. The annual waiting list review sent to all waiting list applicants asking whether or not applicants were still wanting a plot, had a paragraph about derelict plots saying that we would only consider letting them to people who could prove that they had enough horticultural experience to quickly bring the plots back into use.

SC   Quoted BALGF request from 2009 requesting a concerted effort to improve standardswhich she feels does not seem to be being applied at KHLGA

MS said thathe thought the current system of notices did in fact improve and objectify standards.

GM who was present during the discussion some of which was about his plots asked to be to address the meeting.He said he has taken on board the issue of rubbish removal following advice given to by MS and after listening to the earlier discussion was now aware that despite his efforts to tidy up the site, further work was needed. He was committed to carrying out this work and would appreciate further guidance from the committee as he did not want to lose all or part of either plot.

Email from John Best asking about a schedule for plot inspections and suggesting that it would be useful to see the following information on the plot notice board:

a monthly schedule of dates, showing when plot inspections are taking place
a yearly schedule of dates for committee meetings
a list of the committee roles, with member names, and their plot numbers (photos also very useful especially when looking for someone for tool hire for instance)
a rota showing which days of the week, together with am & pm slots that the committee is available for tool hire
In this digital age it would be useful to have an updated website too!

Due to lack of time this was mentioned but not discussed at length. MS pointed out that there is already a calendar /schedule showing meeting dates and the plot inspection dates have been added to it. There is a notice on the machine room door with an insert which says which committee members with plot numbers are on site and available to let machines. We could add mobile contact numbers and photos. Apart from Sunday mornings between 10 and 1 ,when we try and ensure committee members are available to let out machines it not so far been possible to produce a rota showing the availability of committee members during other times

Treasurer’s Report:

Account Balances June 2017

Account 1 13,531.69
Account 2 2,924.33
Savings Account 4,925.79
Cash 362.46
Total £21,744.27

Site Management Report:

Lettings:8b, 12b, 11a, 12a, 20a, 33b, 34b, 70

Vacant plots 3a, 71

Fifty one Plot Notices and two NTQ issued

Work group /Volunteers report No report

Shop Report:  No report JW not present

Events: Nothing to report

Health and Safety on Site:Revised Health & Safety guidance will be circulated to members

Planning/budget:SK had looked at the cost of replacing the gutters and facia boards on the clubhouse and said materials will cost around £300. MS suggested replacement with plastic boards. Work on entrance way still outstanding. NW had acquired a larger cover for the water services manhole next to the Fairlawn Gate and will fit it after rebuilding part of the enclosure.

AOB.

Next meeting Monday 10th of July


 

 

July 2017

Minutes KHLGA Management Committee 10/7/2017

Present:Saeed Kanuga, Richard Mildenhall, Reg Wickings, Korehan Dora, David Allart, Martin Spatcher, Trevor Barnes ,David Pipe and Nick Whiteley

Plot Holders present: Rita and John Wetherell, June Allart

Apologies:None

Minutes of the previous Meeting:

Amendment to June minutes suggested by from SC

” The Committee received a letter from SC and 9 other plotholders requesting clarification of rules on plot maintenance and implementation of them, voicing their concerns about was happening re derelict plots on the site and how the committee was proposing to speed up letting of plots, requesting  implementation of the rules on plot 42/43a. and for the committee to consider implementing minimum standards of cultivation (as per BALGF letter). ”

Agreed to add this as an amendment to the June Minutes before they are posted on line.

Minutes then agreed as a true record

Matters arising

Notice for GM: SK and RM had met with GM and have given him a list of things that need to done in the next two months. It was agreed that a plot notice be issued for items 1, 6 and 10.

Lawn Tractor: It was agreed after discussion ,several votes and a final a vote6 for, 2 against and 1 abstention. Themajority agreeing that we should purchase the Mountfield lawn tractor at a cost of £1899.00 as a replacement for the Lawnflite which will now be adapted to pull trailers.

Speed Signs and resurfacing drive way .RR said one speed sign had been installed by the electrical intake box at the entrance to the site. Other signs to be installed this week. SK said he could  give no firm date for the resurfacing of the driveway but it would be done before the September Open Day on the 3rd of September.

The Chair:

KD read out a letter from the Tuesday Group detailing the work they had done over the last 3 years. In future they intend to limit their activities to maintaining the memorial garden, the picnic area,the orchard and the communal flower beds , but will not undertaking any other voluntary work.They were also concerned that the Yard and Green Waste area were being misused after they had spent time cleaning up and tidying both areas. 

They are taking this action because their role and the work they do have been questioned by some and this has saddened them and lowered their enthusiasm. A copy of their letter will be posted on the main notice board. KD acknowledged the good work done by the group and said he was also saddened by their decision. He wouldmeet with the group to assure them of the committees support.

RW was asked to write to tenants about the misuse of these Yard and Green Waste areas. . A new and bolder signage to be made for the corner compost area to clearly state what can and cannot be disposed in this area.

RM to arrange for Metal waste to be collected from the yard in next two weeks.No more waste or rubbish to be dumped in the yard except for the metals.Skip to hired and rest of area cleared by September Open Day.

 

Plot holders to arrange to clear their sites of any rubbish and take it off site in the future.

The committee to explore ways of bringing both areas back under control.

Correspondence and Secretary’s Report:

Letter from Jane Wright: Committeeacknowledged receipt of letter about pruning trees

NTQ  AppealMM: Committee visited  plot 88  and agreed that as it was not 75% cultivated that that the NTQ should be enforced.

RW expressed Concern that RG who is no longer a tenant appears to have left his plot because of possible verbal abuse from a fellow plot holder. No further action can be taken  as RG refused to name the plotholder.

Treasurer’s Report:

Balances £

Account 1 13,502.36
Account 2 2,696.33
Savings Account 5,189.65
Cash 451.69
Cheques 105.30
Total 21,945.33

The treasurer gave details of spending for June 2017. £2000 had been transferred from the savings account to the site account 2 to cover the costs of direct debits and the possible purchase of a lawn tractor. Further transfers might be needed to cover the cost of water rates which are paid by direct debit from the 2 account..

Site Management Report:

List of Notices

4a        6          7a        7b        8a        11a      11b2    14a      18        22        23        24a      24b

36b      37b      38        42        43a      43b      44b      45b      46b      55b      56        58a      62b2

63b      67b      72b      85        88

Next inspection is due on the 9th of August, unless otherwise agreed any work specified should be completed by then. 

Lettings:69b

Plots to let and available for Plot Swops.

55a Strimmed at weekend and ready to let.

69a Needs strimming:

3a Small garden plot with large apple tree :

71 Previously used as a lawnedgarden, neglected and at  the moment used to temporarily store branches waiting to be shredded . Will need strimming .

Work group Volunteers report

DA reported a successful work day on Sunday, with some new volunteers turning up. Work to trees and hedges and lots of strimming and mowing was carried out. Lunch provided by JA.

Several people had responded to the email about work days and had booked future work days in their diaries.

RW said he would invite waiting list applicants to future work days. This would be a goodway of introducing them to the site and for them to meet current plot holders.

It was also suggested that a list of work needing to be done would be posted in the clubhouseso that plot holders who could not make the Sunday work days might carry out some works in their own time during the week. Anybody interested should leave a note in the office letter box and they will be contacted by a committee member who will try to arrange access to mowers or other equipment during the week

Shop Report

Year sales to date       £2084.95

Total banked so far   £1989.90

Waiting to bank          £  33.55

Supplies to polytunnel£61.50

 

Machine Hire Statement 10/7/2017

Cash income to date   £ 306.50

Expenditure                 £   77.51

Cash to treasurer        £  200.00

Cash in hand               £   28.99

Events:3rdSeptember Open Day;

Meeting to be held on the 6th of August at 11 am to discuss arrangements for the Open Day.

Plot holder (Nadia) suggested that a feedback back forms should be provided to visitors/open days about plots at KHLG. It was agreed that forms will be provided for the September open day. This would encourage plot holders and reflect appraisals amongst comments received.

Health and Safety on Site:Health and Safety guide to be distributed

Planning:Budget for 2018 needs to be prepared and distributed in January and should identify any large amounts needing to be spent on equipment or maintenance of site buildings

AOB

.Motion switches for lighting and new hand dryers to be purchased by RW for installation in the toilets by DP

KD suggested that we advertise the Job of Secretary. RW agreed and suggested that a separate job of minute secretary also be advertised.

A simplified version of thenew job description for the Secretary recently discussed by committee to be circulated.

Further investigation of the manhole by the Fairlawn gate whichhouses water pipes and a water meter, revealed that tree roots are encroaching through the brick work which soon collapse.

Removal of the tree along with reducing the size of the manhole and re- siting pipe work will be necessary.NW to lead on this.

It was suggested that a circular wooden bench to fit around the small tree on the main lawn area be purchased and fitted to celebrate the centenary of KHLGA.

Plot holders are  reminded that there is no waste collection for the site and that waste including drink cans and food should  be not be left in the kitchen bins but be taken homefor disposal and the kitchen area tidied after use.

A mower was left out on Sunday. If the machinery room is closed, mowers and other equipment can be left under cover in the wooden site greenhouse.

 

Next meeting 14th of August 2017


 

 

August 2017

Minutes KHLGA Management Committee 14/8/2017

Present:Saeed Kanuga, Richard Mildenhall, Reg Wickings, Korehan Dora, David Allart, Martin Spatcher, Trevor Barnes ,David Pipe and Nick Whiteley

Plot Holders Present: June Allart,

Apologies:

Minutes of the previous Meeting:SK proposed amendment to July Minutes:

‘Lawn tractor’  Theminute of the decision and voting at the meeting in my opinion does not reflect an accurate picture or transparent representation of the actual event. RW said it was not possible to include a verbatim minute for each or any discussion or decision at the management committee.  The amendment was withdrawn.

 

Matters arising:  Plot 42: Discussion about the progress made in clearing rubbish and how much time was left to complete the tasks. SK and RM had annotated photos detailing what needed to be done. The committee inspected the plot and it was agreed that the 10th of September was the deadline for completion.

 

NTQ Plot 88 The committee inspected plot 88 and a majority agreed that 75% cultivation had been achieved. There were a number of paths within the plot and it was agreed that they be included in the calculation. The comment was made that although the grass paths had been mown they still needed edging. The NTQ was withdrawn.

 

Green Waste Area The committee inspected the Green Waste area and discussed what action to take to bring its use under control. Various suggestions were made: Gating the area: Hiring a mini digger to turn over the waste and establish a path through it: Hiring a large skip and removing the waste: erecting bays for composting waste. No final decision was made. The various options to be developed and costed.

The hiring of a skip to clear rubbish from the “Yard” was approved

New hand dryers and motion switches had been purchased for toilets DP to install

 

The Chair:KDreportedthat Cathy Best had attended the Open day meeting andcomplained about receiving plot notices which she felt were impersonal and for her and her partner undermined their good feelings about the site and created a situation where they felt that they were just working to avoid getting further notices. KD said we were open to and would have further discussion about how we went about it which she could be involved in, but we needed to have a clear, consistent and systematic way of inspection and recording the condition of plots and the issuing of notices which the present system provided.

 

Correspondence and Secretary’s Report:

Treasurer’s Report:

Account 1 13502.36
Account 2 1530.65
Savings Account 4334
Cash 325.1
Total 19692.11

 

Insurance cover RW asked to queryif new ride on mower was covered by existing insurance and whether or not we needed an inventory. RW said he thought we were covered but would get confirmation from insurers.

 

Site Management Report:List of Notices 24a188b11b211b1          12b36b37b40b46b 48b68b60b   63b 67b91a         

Concern expressed about the plot holder of 4a who had not been seen for some time and was not responding to telephone calls or mails. RW said he would visit the address we had for him.

 

Lettings:55a

 

Vacancies71: 69a: 3a

 

Work group /Volunteers report

MS has produced a list of work that can be carried out by individuals who cannot make Sunday work days. To be posted on the notice board. The next work group will be on the 2nd of September.

MS report: The Masport and Honda mowers have been re-bladed: Both small strimmers have been repaired: ploy tunnel is ready to be re-skinned and will be done after  Open Day.

 

 

Shop Report

Year’s sales to Date                   £2205.85

Machine hire income to date        £140.89

Machine hire expenditure to date   £47.24

Cash in Hand                                  £93.65

 

Events:September Open Day:A very positiveOpen Dayplanning group meeting was held on the 13th,The meeting was well attended and with some new faces with some new ideas. The meeting decided to go ahead with the open day and decisions were made about content and jobs allocated   Afollow up meeting arranged for the 20th August at 11am.

 

Health and Safety on Site:

RW had issued an advisory note on Health and Safety (H&S) to tenants and suggested that we needed to take further action. We should appoint a committee member to be the “responsible person” for H&S on the site, at the moment the default would be the chair. There were concerns about the state of machines and safety equipment and in the way hiring was being done. The possibility of non-committee members being allowed to hire out machines was discussed and not considered to be a good idea at least until the safety issues were sorted out. Plot holders need to be advised of the dangers of using machinery and should be wearing suitable clothing and footwear. An inventory of plant was needed with details of inspection and servicing.MS will action this.  It had been some time since electrical appliances were inspected and this needs to be arranged.

 

Planning:Contractor visit to cost clubhouse roof replacement arranged by DP

 

AOB.

 

Next meeting 19thSeptember 2017


 

 

September 2017

Minutes  KHLGA Management Committee 19/9/2017

Present:Saeed Kanuga, Richard Mildenhall, Reg Wickings, Korehan Dora, David Pipe and Nick Whiteley

Plot holders: John and Rita Wetherell

Apologies:Martin Spatcher,David Allart,Trevor Barnes

Minutes of the previous Meeting:

Matters arising:Plots 34a and 42: SK reported that the work specified by the committee to bring both plots to standard has now been almost completed, remaining wood and glass has been collected together for removal. Provided this is done, no further committee action is considered necessary.The plot holder to be advised not to build any more structures or bring building or construction materials on to site without first consulting one of the site managers.

Hand dryers for toilets have been replaced “free of charge” leaving us with two spares which it was suggested could be used in the clubroom kitchen area.  Motion sensor switches are still to be installed in the toilets.

We are still waiting for delivery of the hedging attachment for STHIL multi tool. SK has been chasing and there seems to a general problem with the supply of this particular itemand no other stockist seems to have them

Boundary Trees: RM has made some progress in getting action on the removal of the remaining dead tree in the corner of the site and this should be carried out in the next few weeks

The Chair:KD thanked everybody concerned with the setting up and running the Open Day. He felt that in future coordinatorswere necessary to oversee the setup and running of any future events. This could be more than one person, one for setting up/taking down the site and another for the actual event, organising volunteers, pricing structure, etc.  Investment was needed in new BBQ’s. The marquee covers are in poor condition and we need to replace one or two.

Correspondence and Secretary’s Report:

EMail: JG had said that a neighbouring tenant had been told that he (JG) had complained about weeds on an adjoining plot. MS was not present but it is understood that he did not name anybody in particular when he had approached and discussed the matter with son of the owner of the weedy plot. In future it was thought that that the condition of plots on the day of inspection was the only matter to be considered and discussed when inspections were carried out unless a formal complaint had been made to the management committee.

Note: MS was not present at the meeting but he did leave a note saying “I am not happy about this email” it will be left to him to raise this matter at the next meeting.

Open Day report, receipts and selection of Charitiesfor donations from gate proceeds

Open day receipts were £1387.28.

Gate Produce Tea WW Jumble Pancakes Burgers Raffle Kids Tent Seeds Total
£369.00 £281.50 £214.56 -£17.94 £179.09 £44.00 £280.00 £53.00 -£50.43 £34.50 £1,387.28

The committee felt that the event was successful despite problems caused by lack of volunteers: we were not able to set up the Wine and Water stall, the cost is for two cases of wine which have been stored for a future event . The Kids tent was considered very successful in terms of the activities carried out. The cost of £50.43 was for small prizes and “props” some of which will be available for future events. Bales of hay used as seats and scarecrow props, will be sold on to plot holders.

Some damage was caused by the wind to two marquees which had been left up to dry out. In future marquees will be taken down and the covers stored and dried out when weather improves. Damaged metal poles have been replaced from the spares in store. Some covers are old, leaky and generally in poor condition and should be replaced before the next event.

Plotholders to be invited to nominate small local charities to benefit from the gate receipts for this and future open days.

Treasurer’s Report:

Account 1 Account 2 Savings Account Cash Cheques Total
14362.9 1189.28 4515.7 329.67   20397.55

Site Management Report:

There  were some problems with the programme used to send out notices by email in August and some were not delivered. In future all notices will be sent by ordinary mail

List of Notices

4a 11a 18 8b 11b 2 12b 36b 40b 46b 48b 26a 22 63b 65b 88

Lettings:3a

Vacancies 71: 69a (both need strimming before letting)

Work group /Volunteers report

One STHL strimmer is still awaiting a spare part which has been ordered for FR Jones.

The red rotavator is not working and may be beyond repair.After checking replacement to be considered.

A new skin for the Polytunnel has been purchased and needs to be installed before the Winter sets in.

An inventory of equipment of equipment and maintenance record has been compiled Mowers are being sorted into “working” and “not worth repairing” and a decision made on whether any replacements are necessary.

The hiring of a skip to clear the area to the right of the entrance was again discussed. Concern was expressed that clearing the area posed a high degree of Health and Safety risk to volunteers and in the circumstances we should consider using specialist contractors to clear the site. Quotes to be obtained.It was decided that once cleared this area would be fenced off to control dumping.

 

The next plot inspections will be carried out in April 2018. 

Shop Report: 

Year’s sales to Date  Machine hire income Machine hire expenditure Balance Cash in hand
£2,495.00 £207.65 £47.24 £83.39

Events:

Health and Safety on Site:The daughter of a plot holder has been bitten by a tick whilst helping to clear a plot.  As a result of this bite has been.  diagnosed as suffering from Lymes Disease. Lymes Disease is a serious debilitating disease with flue-like symptoms and needs to be treated with antibiotics the sooner the better.

Posters with information about ticks and dealing with their bites will be posted on notice boards and a small plastic “Tick Remover” will be added to the First Aid case. Further information can be obtained from WWW.lymediseaseaction.org.uk . Tick removers can obtained from LDA or a vet or pet store.

Ticks can be carried by foxes whilst it is difficult and probably impossible to completely remove foxes from the site, they should not be encouraged, “petted” or fed by plot holders. Sheds and greenhouse should be kept shut. Fox holes should be reported to site managers.It was agreed by committee that removal or destruction of foxes is not really an option and is seen by some, at best, as an expensive confidence trick and at worst, an act of cruelty. If you remove one fox another will take over the territory within weeks .Fox populations are self-regulating. They cannot over-populate, but will always breed back to replace numbers lost since the previous breeding season

Planning:The costing for the replacement of the clubhouse roof by a contractor was over £10.000. DP had costed materials at around £3000 and thought that we could do the job ourselves.

AOB.The proposal by DP for the Bee Keepers to install “bait hives” in the Orchard was accepted. This would help them to better manage swarms which would/could be attracted to the hives

Next meeting 9th October 2017


 

 

October 2017

Minutesof KHLGA Management Committee 9/10/2017

Present:Saeed Kanuga, Martin Spatcher, Richard Mildenhall, Reg Wickings, Korehan Dora, David Pipe ,NickWhiteley and David Allart

Plot holders: John and Rita Wetherell,Altan and Hassan Djavit

Apologies:Trevor Barnes

 

Minutes of the previous Meeting:

Scrap metal will be collected, date to be arranged by RM.(now collected)

Cost of 10 yard skip for rest of rubbish is approx. £360, Concern expressed about Health and Safety risks of using volunteers to fill the skip. Use of a commercial company to clear and cart away to be costed.

 

In response to the email about Tick and Foxes : A note had been received from a plotholder saying that foxes catch small rodents and therefore drive down the Tick population

 

Matters arising:  Dealt with as individual items

 

Correspondence: The Chairman had received a further email from JG and will take responsibility for dealing with the issues raised.

 

The Chair:

Thanked everybody that turned up on the Work day. KD introduced the Djavit brothers who had asked to address the committee.:

AD Notice had been received about fig trees branches on his plot overhanging a path. AD explained that the line of the path had been alteredand now encroached on his plot. Notice was withdrawn.   HD Fence panels in the rubbish area had been piled up behind his fence and caused it to lean. (panels have now been moved)

 

Secretary’s Report:

 

Open Day selection of Charities for distribution of gate receipts;

A number of charities were considered and the following were chosen  :

ALD:A small charity based in south London top promote awareness,research and prevention ofAdrenoLeukoDystrophy. £190 donation agreed

SIGNAL: Local charity supporting families with Autistic children.  £190 donation agreed

 

Treasurer’s Report:

Account Balances        
Account 1 Account 2 Savings Account Cash Cheques Total
£14,502.00 £1,189.28 £4,677.05 £275.17 £50.00 £20,693.50

 

Rent Days

Rents are due on the 21st of November and should be paid with 40 days, rent demands will be sent out in the first week of November. The rent collection days are 26th of November and the 3rd of December.

 

Water Rates

The water rate charge which has been very low for the last few years will now return to a more realistic  level.

The water billing in the past has been very erratic and the water readings for the Fairlawn Park gate had not been read by Thames Water for some years, there have also been problems with leaks which have now been fixed.  In future the water rate charge will be estimated based on the average charge over a number of years. Committee members were concerned that some plot holders may have problems meeting the new charge and suggested that we either meet some of the 2017/18 charges from our own reserves or spread the increase over a number of years.  The treasurer will contact Castle Water who have now taken over billing from Thames Water to see what is still outstanding and then make a recommendation to the next meeting on the charge for 2017/2018

 

Site Management ,Workgroup /Volunteers report

Work day: The work day was well attended and a new cover was fitted to the Polytunnel, further work on this, refitting the entrance doors will be done this week. Other site work was carried out

A query had been raised about another Polytunnel on the site which had recently had recently had it’s cover replaced, It was explained that this Polytunnelhad been there before the no Polytunnel rule was introduced and was therefore allowed to stay.

A plot holder had asked if she could grow veg in the boundary strip adjacent to her plot , DA had explained that a previous committee had decided only flowers can be grown in this area. The use of boundary strips was allowed but the user had no tenancy rights.

Martin will replace the two boards taken from vacant plot 71.

A tenant has suggested fitting door closers to the toilet doors as they are sometimes left open during the winter and pipes freeze.

Bonfires are now allowed on plots from the beginning of October

Repairs are being carried out to several machines. Petrol leak from shredder, Clutch adjustment needed to rotavator and a strimmer trigger needs replacing.

 

List of Notices:No notices issued in October but follow up letters will be sent to those who have done no work since their last notice pointing out that they will be carried over to the next growing season.

The committee discussed the option that tenancies will not be renewed, if no work has been done and will review this in November.

The committee decided that in future that a 3 month probationary period be strictly enforced and that a formal tenancy will not be offered until a review is carried out at the end of the probationary period.We would need to give association membership during this probationary period to ensure insurance cover.

 

Lettings:

Vacancies 71: 69a (both need strimming before letting)34b Tenant has been ill for the last two months and says he is unable to work the plot at the moment. He asked and we agreed to put him back at the bottom of the waiting list.

 

Shop Report

Year’s sales to 9th of October 2017 Machine hire income

26/9 to 9/10

Machine hire expenditure

13/9 to 28/9

Balance Cash in hand9/10/2017
£2,604.90 £175.26 £71.50 £103.76

 

Events:

Halloween 28th((Now cancelled, Bonfire and fireworks to be on the 4th of November). Christmas Dinner on the 10th of December.

 

Health and Safety on Site:.

Electrical checks to be carried out on portable electrical appliances. The fire extinguishers in the clubhouse need to be replaced . Fire extinguishers also need to be provided in the machine room and workshop

 

Planning:NW a committee member has offered to quote for replacing the clubhouse roof.

 

AOB The management of the winery was discussed and it was agreed that the plotholders paying the winery levy should meet to discuss its management and the allocation of the work space.

DA advised that the committee had agreed some time ago that the vines planted against the boundary wall behind the Polytunnel belong to the site and should not be picked by individual plotholders.

 

Next meeting 13th of November 2017


 

 

November 2017

Minutes  KHLGA Management Committee 13/11/2017

Present:, Martin Spatcher, Richard Mildenhall, Reg Wickings, Korehan Dora, David Pipe ,Nick Whiteley and David Allart

Plot holders: John and Rita Wetherell , June Allart

Apologies: Saeed Kanuga

Minutes of the previous Meeting: Agreed

Matters arising:  Chairman contacted several rubbish clearance companies. Nobody seemed to be able to give a clear costing although a cost of £500 plus labour was mentioned. The Chairman decided to go ahead and hire a skip at a cost of £360 and the rubbish was subsequently cleared from Yard area by volunteers. Work was carried out on the entrance way, filling potholes and levelling and consolidating the surface where possible.

NW gave an estimate of £6500 to supply and install a new roof to the clubhouse.

The Chair: KD accepted an offer of tables and chairs from a contact in a London hotel , arranged for transport and had the furniture delivered to site

Confidentiality: The chairman said he was concerned that some matters discussed at committee meetings, mainly those dealing with complaints against or from tenants should be confidential and that in future when such matters were discussed plot holders attending as observers would be asked to leave the meeting.

Correspondence and Secretary’s Report:

Committee membership: RW proposed Vince Turner be co-opted as a committee member. Proposal accepted.

Treasurer’s Report:

Account Balances        
Account 1 Account 2 Savings Account Cash Cheques Total
£13996 £723.95 £5007.95 £170.57   19898.47

Rent / Rates

The billing for water has now been taken over by a company called Castle Water and we have finally been billed for water rates in the sum of £4353.81 for 444 days from 14/10/2016 to the 31/12/2017.

Readings were taken when the water was turned off for the winter and these were given to castle Water and included in the bill. The bill takes account of undercharging for the Fairlawn meter which had not been read for many years and the cost of a number of leakages in previous years which have occurred on our side of the meter and were therefore our responsibility.

It was agreed at the last committee that because some of the costs can be attributed to leaks that this should be reflected in this year’s water rate element of the rent charged to plot holders.

I therefore suggest for this year only that the water rates bill be split 50%:50% between the site and the rent accounts. The water rates which have been kept artificially low for the last two years because of erratic billing by Thames Water will this year and in future return to a more realistic level accurately reflecting our use of water

Rents are due on the 21st of November and should be paid with 40 days, rent demands will be sent out in the 2nd week of November. The rent collection days are 26th of November and the 3rd of December.

Agreed that Drumbeatthe tenant of plots 89b and 90b,as a charity, should be given the concessionary rent rate

Smart meters too be installed by EDF on the 21stNovember (now 28th) between 8 and 12. RW and MS to meet them

Site Management Report:

List of Notices:No notices issued in November, the last notices issued in September will carry over to next April

Reminder Letters to be sent to 4a, 18, 8b, 11b2, 46b, 48b, 63b,65b highlighting issues which needed immediate attention.

Lettings:7b

Vacancies 71: 69a,34b(all need strimming before letting)36b:37b (in good condition and available for plot swaps)

Work group /Volunteers report

Poly tunnel recovering is now completed. Thanks to Rosemary and Les for creating a path through the Green Waste area

The shredder still needs to be fixed. All strimmersand a rotavatorare working, The Easy Start mower is not running well . It has been turned on its side for cleaning and oil has flooded the air filter.it will be serviced. It was suggested that we get rid of excess mowers where are all in various states of disrepair and buy at least one decent replacement.  The chainsaw should not be hired out to plotholders.

Shop Report:

Shop Report

Year’s sales to 13th of November  Machine hire income

16/10 to 13/11

Machine hire expenditure

3/10 to 13/11

Balance Cash in hand 13/11
£2,808.20 +71.10 sales to Polytunnel £150.76 £6.54 ( paid to treasurer £100) £44.22

Agreed:  Savings Account be renamed the Shop Account that the present balance of cash held in this account  be reduced to £1100 to reflect this year’s trading ,the balance being transferred to the One Account. Payments from and transfers between accounts will still be made by the treasurer

Events:Bonfire night; Successful event despite the weather earlier in the day which delayed the building of the bonfire until an hour or so before the event. Plot holders brought fireworks and a good selection of food. Snacks and mulled wine were provided.

Christmas Dinner; Decided that this would not be a formal ticketed sit down dinner .Instead the event would be open to all and those attending would be asked to contribute food and drink to a buffet table . The site will provide some “finger food” and mulled wine will be served. It is hoped some entertainment will be provided by those attending. Vince and Michelle Turner will host the event

Planning: To be discussed at January meeting

AOB.Trees lining entrance drive pushing over the fence, tenant to be contacted. Trees by Fairlawn gate need removing.  DP to supply RM with a flexible hose to fit onto and enable cleaning of Ride on Mower.Agreed to pay woodchip delivery man petrol money. Compost bin has been taken from theraised bed area.

Next meeting 11th of December 2017


 

 

December 2017

Minutes KHLGA Management Committee 11/12/2017

Martin Spatcher, Richard Mildenhall, Reg Wickings, Korehan Dora, Saeed Kanuga, Trevor Barnes, David Pipe , David Allart and Vince Turner

Plot holders: John and Rita Wetherell, June Allart

Apologies: Nick Whiteley

Minutes of the previous Meeting:

Matters arising:   Smart electricity meter installed and working. A cheaper tariff rate negotiated with reduced daily charge and lower unit charge for electricity used

The Chair: KD welcomed new committee member Vince Turner and thanked him and his partner Michelle for their work in organising the Christmas Buffet. He thought the event went well. VT mentioned that in the future longer notice should be given and invitations should include a RSVP to establish numbers attending. The chair said he will explore the feasibility and costs of setting up a communal outside cooking area for the use of plotholders. The area would contain a permanent BBQ and brick built oven, would be in a central point, provide seating and he hoped would promote social activity

Correspondence and Secretary’s Report:

Treasurer’s Report:

Account Balances        
Account 1 Account 2 Shop Account Cash Cheques Total
£14903.99 £2202.02 £1157.80 £1292.90 1664.17 21220.88

Rent / Rates   Rents collected so far this year £5016.58, outstandingrents £931.65, vacant plots £434. Reminderwas sent 11/12. Final day for payment is the last day of 2017. The last day for rents to be paid is 40 days after the rent due date of the 21st of November. In the past the 40 days were counted from the last site collection day giving a date 15 or so days into the New Year. Our financial year is the 1st of January to the 31st of December. The change brings us into line with the financial year and our constitution.

Site Management Report:

List of Notices:Reminders sent to those with outstanding notices saying work outstanding should be completed by April 2018.

Lettings:Waiting list has been updated. A Lettings Day to be arranged for 2nd Sunday in 2018. RM and SK agreed to help showing plots

Vacancies 71: 69a (both still need strimming before letting)34b:36b:37b

Work group /Volunteers report:Members of the Tuesday work group thanked for their contribution in helping in the clearing and cleaning ofthe Yard and for establishing an entry pathway leading to the middle of the green waste area.  

In order to prevent further dumping in this area the enclosure of the Yard with a gate and fence was agreed. Therewas much discussion about the type of construction, what materials should be used and the costs and no final decision was made.

RM has found a different supplier for woodchip, so payment for petrol agreed at the last meeting is not required

Outstanding site works: Trench for tap to 90b and 89b. Repairs to leak on iron pipework near top fence and replacement of T Junctions for five taps.A plan showing which sections of iron water pipe have already been replacedis needed for the planning meeting so we can budget for replacing the remaining iron pipework. Work is needed to rebuild or re-site the water meter chamber next to the top gate . RW to contact Thames Water about the installation of smart meters as this may resolve the problem of access for reading. Removal of ivy from top boundary wall.

Concern expressed about the number of freezers and refrigerators in the clubhouse and how they were being used and abused. There were also appliances in the shop and the brown shed. Agreed that the number of appliances should be reduced after checking contents and cleaning.

Shop Report: 11/12/2017

Year’s shop sales to 11/12 Machine hire income Machine hire expenditure Balance Cash in hand 11/12
£2937.10 £0 £21.01   Fuel £23.21

Events:Christmas Buffet: Well attended , Buffet idea seems to work well as plenty and varied food provided by participants.

BEE Keepers BBQ: Clubhouse : 7/1/2018

Health and Safety on Site:Advice had been sought about the regulations relating to the storage of petrol: it seems what we are currently doing is OK as we are a good way away from the nearest “abode”. Fire extinguishers need to be replaced and additional units may be needed in areas like the machine store and the kitchen. PAT testing is required as is the testing of electrical circuits and fixed cooking equipment.

Planning:Special planning meeting to be arranged to prepare a plan and budget for presentation and approval of the AGM for works in 2018 and in the future. The costings for the clubhouse roof need to be finalised and included in the budget. 

AOB.DP asked what had happened with the suggestion to commemorate our 100 anniversary by buying and installing a tree seat for the small tree central lawn area.   It has been discussed before but no decision had been made. MS to identify suitable seats,provide costings and make recommendation.

KD suggested that a way of celebrating our 100 anniversary, might be to make a video in the same format as the 2006  “Kent House Leisure Gardens Story” currently on Youtube. To be further discussed at the planning meeting

https://www.youtube.com/watch?v=KrgK470-cKM

JW requested help with the shop audit. VT and MS to assist on 3/1/18.

Next meeting 8th of January 2017


April 2015

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December 2014

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October 2014

September 2014

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KHLGA Comittee meeting minutes Nov 2013
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