MINUTES OF THE 2025 AGM
HELD ON 20th MAY 2025
1. Opening Address
Chairman welcomed everyone to the meeting. He thanked Committee and Plot holders and Des (For attending to the bar).
2. Apologies
Anne Linnecor, Jacqui Pile, John Cragg, Sharon and Peter Griffiths, Eric Rankin, Hazel Robinson
3. Minutes from 2024 AGM agreed and passed unanimously.
4. Matters Arising
Store shed and garage roof replaced courtesy of Sutton Town Council with no cost to ourselves. We are very grateful for this indeed.
Paying rent for over 75’s. After discussion in Committee it was decided to continue with paying rent for over 80’s for the time being.
IBC’s thanks to Bob and Richard for getting more for the site. There are 2 remaining which are faulty at the moment.
Offer to redesign gate posters was taken up and used this year to promote activities. Thank you Suzanne.
5. Chairman’s Report
Jason thanked all the Committee members especially Allan our secretary and site manager. Thanks to Mike, our treasurer who looks after our accounts and presents them efficiently to the city. Thanks also to John and Judith who run the shows and events and finally thanks to Paul for his efficiency with the site maintenance. Thanks to those plot holders who help the Committee and finally to the Social Club who allow us to use the club facilities for shows, events and meetings during the year.
Sutton transfer is in progress. Three Sutton sites remain with Birmingham, Falcon Lodge, Four Oaks and Hill. Allan and Colin have been to meetings about our transfer. However Sutton Town Council have already taken on the maintenance of the site. The store shed and garage roofs have been replaced and paid for by Sutton Town Council. We are truly grateful for the £4 000 we’ve saved.
Annual Show- numbers were down but the entries were strong. Please support the Shows.. Horticultural shows seem to be disappearing due to lack of support.
BDAC was cancelled last year. Shrewsbury flower show this year.
Plot Monitoring Committee is made up of Allan, John, Paul and Denise who monitor plots and report any concerns to the Committee. Please remember your tenancy agreement. Plots should be to a certain standard which we, as the committee, have to enforce.
We have entered BDAC best site competition. We’ve won this many times and hope to do so this last time. The judges will be looking for a welcome, tidy and pleasing appearance, public and community engagement and evidence that plot holders are engaged in environmental issues We need support from everyone.. We will also enter 2 plots to go forward for ‘The best plot’ in Birmingham’. Again, there are criteria to follow. If we’re transferred in the meantime we will not be able to take part.
There were no questions from the floor. Full Report available on request
6.Secretary’s Report
Thanks to all who have helped over the last year especially Paul with all the shifting of the stock. Extra help would be greatly appreciated.
Allotment transfer progressing slowly but we have support from STC while we wait.
Steve Hollingsworth has been appointed as Open Spaces and Environment Officer for Sutton Coldfield. He has already visited our site and said the necessary work on the car park is on his list. Peter Watson, the allotment officer for Sutton Coldfield has also visited our site. He kept an eye on the roof replacement. We’re looking forward to good working relations.
The Social Club will be holding 80th Anniversary celebrations in October.
The cars at the top of the site are to be removed. An employee of Birmingham City Council is actively engaged in getting this accomplished.
Store supplies. We’re waiting for the order which was placed 3 weeks ago. We have been promised delivery this week.
There is now extra storage as the garage has a new roof and a clear out so we’ll will be able to store extra basics. The garage does need new doors but they are not a standard size.
No questions from the floor. Full report available on request.
7. Treasurer’s Report
Financial report from April 1st 2024 to March 31st 2025
- We have 2 accounts.
- Repairs and Management account-this is money given to us by Birmingham City Council for the running of the site. This is the Council’s money and a statement has to be submitted to them every year for approval. We have a closing balance of £2087.51
- Main account- this is our money. Last year we had over £6000 in this account. This was discussed at the AGM 2024 and it was decided to use some of the money for the benefit of plot-holders. In Committee we decided to have free entry to Shows, no raffles and gift vouchers to winners of major classes.
Taking into account income and expenditure, the final result for the financial year was a loss of £351.73, so the closing balance of this account is £5495.82.
The situation was discussed by the Committee and it was decided to continue as we are at present and review next year.
*Bank transfer payments are far better for us as we are charged 44p for cheques.
No questions from the floor. Full report is available on request.
8. Show Secretary
Last year we experienced inclement weather but still managed to put on two excellent Shows. BDAC cancelled their Show due to lack of support so we were doing well continuing with both of ours! Figures were down on 2023, 28 entrants and 214 entries. We review after each Show. We’ve dropped entry fees and will give store shed vouchers for best flowers and vegetables. We are continuing this in our 2025 Shows. Thanks to Suzanne for redesigning the posters to advertise these events.
Class 72 Show plant has been suspended. Our usual supplier has retired.
We want to encourage more plot holders to take part in the Shows so we have introduced some novice classes which are open to new comers or those who’ve never shown before.
(Potato, Runner and dwarf beans, Courgette, Tomato & Beetroot)
Some domestic classes have been withdrawn to accommodate this. (chutney and jams).
Hanging basket and scarecrow competitions remain withdrawn.
Potato and sunflower competitions remain although low numbers. Plot Luck supper in October continues to be well supported
The recent plant sale showed low attendance. Comment has been that one of the reasons for a low turnout was the raising of the minimum cost to £1.00. The amount raised so far is £135. There are still some plants available by the greenhouse with an honesty box .
Thanks to everyone who donated, purchased, set up and cleared away.
John is stepping down from Show Secretary position after 13 years. The shows have always been of a high standard, commented on by Dave Hubball from BDAC. We are looking forward to seeing this continue.
John thanked plot holders and fellow Committee members. Judith supported by Jacqui will be stepping into John’s shoes.
Chairman thanked John for all his hard work and dedication over the last 13 years.
No questions from the floor. Full report available on request.
9. Site Maintenance.
Paul thanked everyone who had helped him over the last year, filling up the store shed etc.
More water has been used recently due to the dry weather. We need to conserve water as much as possible. If anyone wants an IBC or water butt we’ll do our best to get one for you. Last year we’d used 99 cu m all season, this year it’s already 43 cu m.
Look after your water and your water will look after you!
Allan thanked Paul for all he does behind the scenes.
10. Plot Monitoring
Denise represented the sub committee.
Allotment standards are set by BDAC. We expect Sutton Town Council to be the same when we finally transfer.
Main plot inspections take place between April and September. Photos are taken of plots that are causing concern.
In May 2024 one letter of concern was issued, by July, 6 had been issued. There has been some movement due to Plot Monitoring. Some plot holders have down sized, some have given up their plot . There are opportunities to downsize if necessary.
Lack of cultivation or safety issues affect plot neighbours. Importantly though there are lots of good examples across the site. Thanks to all who keep their plots looking good.
There are 5 vacant plots which require a considerable amount of work.
Questions from the floor
Should we be in contact with plot holders before they receive letters? Denise explained that they make every effort to do this.
Strimming uncultivated plots, bury under manure or grass may help. Weedkiller kills pollinators.
Suggestion to have a rent free year for those plots needing a lot of work.
Advertise these plots on the gates.
Any ideas please let the Committee know.
Full report available on request.
11. Health and Safety
No accidents have been reported. Any accident must be reported to a Committee member so that an accident form can be completed.
Sutton Town Council are looking to do something about the potholes in the carpark.
12. Election of Committee
Anne, Colin, Mike, John, Paul, Judith all happy to continue on the Committee.
Geoff Cross and Richard Harrison will be joining the Committee.
AOB
- Dogs are welcome on the site but must be on a lead.
- We need to support the Social Club. We rely on it for our activities. If we don’t use it we could lose it. There’s a link from our website to the Social club website to keep us abreast of their activities.
- Dates for the plant sale coincided with other plant sales in the area. Did this make a difference to our numbers?
- slate signs for sale..profits for Barnardos (Plot 27A)
Next AGM May 2026. Date to be confirmed.