Two Column Layout Newsletter April 19th
Minutes of the Committee Meeting held on Thursday
11 April
PRESENT: J.Hodges, A. Redfern, P. Jones, J. Mills, J.Pile , J.Carter-Bown,
A Linnecor, M. Hubball, C Jones, D Bonner
Meeting opened at: 7.32pm
1.CHAIRMAN’S OPENING ADDRESS
The Chairman welcomed everyone to the meeting
2. APOLOGIES
None
3. MINUTES OF THE PREVIOUS MEETING
Read and agreed
4. MATTERS ARISING FROM PREVIOUS MEETING
Constitution - nothing more to be added at this time. Alterations to be discussed at AGM.
5. CHAIRMAN’S REPORT
Jason and Allan have walked around the site and are pleased to report the tremendous effort plotholders have made. This walk about was before the inspection on Sunday.
6. SECRETARY’S REPORT
I received the sad news at the checkout at Sainsbury’ s that the
Partner of the plotholder from plot 1a had passed away some time ago. This was the first indication I had received of this situation and I have since sent a card from the committee expressing our sadness and support.
The plotholder on plot 7b sent me a message from Poland that, for the time being, he has had to return to live in Poland due to a medical situation with a family member there. He has given up his plot but wishes to return to England sometime in the future and start again on a plot here at Hill Allotments . Arrangements have been made to secure his properties for use upon his return. The plot is ready to be re-let.
The plotholder on plot 8a had previously requested a plot move to ‘a back half plot’ . Somewhere on the site. Plot 7b has been offered and accepted.
Plot 8a is now available to be re-let.
The plotholder on plot 25a has, at last agreed to downsize to a mini plot. They had made a good attempt to maintain their plot but due to personal circumstances have decided to revert to a mini plot . They will be the tenents of plot 25c. A mini plot 25a will be available to be let to someone from the waiting list.
The new tenant for plot 34c still awaits a start on his plot.
The plotholder on plot 39b has, very reluctantly, given notice that due to the passage of time he and his wife will give up the tenancy of the plot with immediate effect. They have admitted it has beaten them. They have been excellent plotholders and friends for a number of years.
They will be missed. The plot will be re let as two mini plots.
7. TREASURERS REPORT
The Financial Year 1st April 2023-31st March 2024 has ended.
I will summarise the results for this period.
Management/Maintenance account.
At the start of the year the account balance was £1781.20.
Our income from the Council (BCC) was £888.36
Our expenditure was £661.47.
This left a closing balance of £2008.09
The most significant expenditure was the water bill - this amounted to £340.56 compared with £462.45 last year. The other major expense was rubbish removal which cost £140 - down from £325.00 in the previous year.
Hopefully, the Sutton Town Council will remove our rubbish this year, but we don't know yet.
I have submitted this account to the BCC and had no response as yet.
Main Account
At the start of the year the balance was £5257.24.
Our total income was £1005.93
This was largely made up of £386.75 rent commission from the BCC, £332.34 store-shed profit, and £250.25 from the plant sale.
Our main outgoings were £366.00 rent for the over 80's and £126.36 for the bulbs and plants we put in the window boxes and the fuchsia plants we gave to the plotters.
This left a final bank balance of £6092.43. (please note that I have totalled the money in our old account and our new, interest earning account).
This reason for the big increase in the money in the bank was due to store-shed stock being £500 or so lower than it was this time last year.
Incidentally, the store-shed sales for March 2024 were £522.75 and total sales for the year were £3303.46.
This compares with £2814.53 last year.
I will present these figures in full at the forthcoming AGM.
8. SITE MAINTENANCE
Secure area for manure bags is almost complete.
The leaves from the red bags have now been moved into the bunkers.
Water turned on 1st April. Water meter reading 11716.
Storeshed roof has had a problem and so rain has been coming in. Discussion about repairing/ renewing the roof…it has asbestos so will need specialists to do any work on it. Anne to get some quotes to replace the roof. We will need to inform Birmingham City Council/ Sutton Town Council due to asbestos being present.
To replace will cost a lot. We could get some funding from Sutton Charities.
9. PLOT MONITORING SUB COMMITTEE REPORT
Full inspection of site took place 7th April. Sub Committee thanked Committee members for their support in attending the plot inspection. There has been monitoring over the past few months by sub committee. The site has shown a great improvement, plotholders have worked hard. A few still continue to cause concern.
10. SHED SCHEDULE
14th April- Colin
21st April- Paul
28th April-Denise
5th May- Judith
12th May- Anne
19th May- Plant Sale
11. SHOW SUB COMMITTEE AND COMPETITIONS
There are 9 potato entries so far…and 3 sunflower entries
Sunflower competition- there are seeds available, plotholders can also use their own seed BUT all need to pay the entry fee of £1.
12. SITE REPORT/HEALTH AND SAFETY
There are a couple of potholes in the roadway. This is used by both the social club and allotment personnel. They need a permanent fix . Paul will chat to social club, Sutton Town Council may be able to help with this.
13. MANAGEMENT COMMITTEE
Nothing to report
14. AOB
- Committee meeting dates need to be agreed for the rest of the year.
Dates for 2025 need to be agreed with Committee and Social club as they are booking dates 12 months in advance.
- A possible ‘WAY OUT ‘sign by the bottom gate to aid drivers who aren’t familiar with the site to locate the exit successfully. There is a problem with those plots close to the gate as front of plots being damaged.
- Agenda for AGM to be arranged at the next Committee meeting.
- There has been a problem with ‘over spray’ of weedkiller by maintenance. Decision taken to request that maintenance group no longer use weedkiller on site. This means that potholders will be responsible for looking after the front of their plot.
- Overhanging tree at the back of Sharon and Eileen’s plots the tree is very tall and will need experts to do anything to it. Allan to speak with householder.
- Suggestion we make a wishlist for when Sutton Town Council take over the site.
Storeshed roof
Tarmac road way
Tree
Front of plots by bottom gate
CLOSURE
Meeting closed at 8.50pm
The next Committee Meeting will be held on 9th May 2024.
Recent Posts
Minutes of the Committee Meeting held on Thursday
11 AprilPRESENT: J.Hodges, A. Redfern, P. Jones, J. Mills, J.Pile , J.Carter-Bown,
A Linnecor, M. Hubball, C Jones, D Bonner
Meeting opened at: 7.32pm
1.CHAIRMAN’S OPENING ADDRESS
The Chairman welcomed everyone to the meeting
2. APOLOGIES
None
3. MINUTES OF THE PREVIOUS MEETING
Read and agreed
4. MATTERS ARISING FROM PREVIOUS MEETING
Constitution - nothing more to be added at this time. Alterations to be discussed at AGM.
5. CHAIRMAN’S REPORT
Jason and Allan have walked around the site and are pleased to report the tremendous effort plotholders have made. This walk about was before the inspection on Sunday.
6. SECRETARY’S REPORT
I received the sad news at the checkout at Sainsbury’ s that the
Partner of the plotholder from plot 1a had passed away some time ago. This was the first indication I had received of this situation and I have since sent a card from the committee expressing our sadness and support.
The plotholder on plot 7b sent me a message from Poland that, for the time being, he has had to return to live in Poland due to a medical situation with a family member there. He has given up his plot but wishes to return to England sometime in the future and start again on a plot here at Hill Allotments . Arrangements have been made to secure his properties for use upon his return. The plot is ready to be re-let.
The plotholder on plot 8a had previously requested a plot move to ‘a back half plot’ . Somewhere on the site. Plot 7b has been offered and accepted.
Plot 8a is now available to be re-let.
The plotholder on plot 25a has, at last agreed to downsize to a mini plot. They had made a good attempt to maintain their plot but due to personal circumstances have decided to revert to a mini plot . They will be the tenents of plot 25c. A mini plot 25a will be available to be let to someone from the waiting list.
The new tenant for plot 34c still awaits a start on his plot.
The plotholder on plot 39b has, very reluctantly, given notice that due to the passage of time he and his wife will give up the tenancy of the plot with immediate effect. They have admitted it has beaten them. They have been excellent plotholders and friends for a number of years.
They will be missed. The plot will be re let as two mini plots.
7. TREASURERS REPORT
The Financial Year 1st April 2023-31st March 2024 has ended.
I will summarise the results for this period.
Management/Maintenance account.
At the start of the year the account balance was £1781.20.
Our income from the Council (BCC) was £888.36
Our expenditure was £661.47.
This left a closing balance of £2008.09
The most significant expenditure was the water bill - this amounted to £340.56 compared with £462.45 last year. The other major expense was rubbish removal which cost £140 - down from £325.00 in the previous year.
Hopefully, the Sutton Town Council will remove our rubbish this year, but we don't know yet.
I have submitted this account to the BCC and had no response as yet.
Main Account
At the start of the year the balance was £5257.24.
Our total income was £1005.93
This was largely made up of £386.75 rent commission from the BCC, £332.34 store-shed profit, and £250.25 from the plant sale.
Our main outgoings were £366.00 rent for the over 80's and £126.36 for the bulbs and plants we put in the window boxes and the fuchsia plants we gave to the plotters.
This left a final bank balance of £6092.43. (please note that I have totalled the money in our old account and our new, interest earning account).
This reason for the big increase in the money in the bank was due to store-shed stock being £500 or so lower than it was this time last year.
Incidentally, the store-shed sales for March 2024 were £522.75 and total sales for the year were £3303.46.
This compares with £2814.53 last year.
I will present these figures in full at the forthcoming AGM.
8. SITE MAINTENANCE
Secure area for manure bags is almost complete.
The leaves from the red bags have now been moved into the bunkers.
Water turned on 1st April. Water meter reading 11716.
Storeshed roof has had a problem and so rain has been coming in. Discussion about repairing/ renewing the roof…it has asbestos so will need specialists to do any work on it. Anne to get some quotes to replace the roof. We will need to inform Birmingham City Council/ Sutton Town Council due to asbestos being present.
To replace will cost a lot. We could get some funding from Sutton Charities.
9. PLOT MONITORING SUB COMMITTEE REPORT
Full inspection of site took place 7th April. Sub Committee thanked Committee members for their support in attending the plot inspection. There has been monitoring over the past few months by sub committee. The site has shown a great improvement, plotholders have worked hard. A few still continue to cause concern.
10. SHED SCHEDULE
14th April- Colin
21st April- Paul
28th April-Denise
5th May- Judith
12th May- Anne
19th May- Plant Sale
11. SHOW SUB COMMITTEE AND COMPETITIONS
There are 9 potato entries so far…and 3 sunflower entries
Sunflower competition- there are seeds available, plotholders can also use their own seed BUT all need to pay the entry fee of £1.
12. SITE REPORT/HEALTH AND SAFETY
There are a couple of potholes in the roadway. This is used by both the social club and allotment personnel. They need a permanent fix . Paul will chat to social club, Sutton Town Council may be able to help with this.
13. MANAGEMENT COMMITTEE
Nothing to report
14. AOB
- Committee meeting dates need to be agreed for the rest of the year.
- A possible ‘WAY OUT ‘sign by the bottom gate to aid drivers who aren’t familiar with the site to locate the exit successfully. There is a problem with those plots close to the gate as front of plots being damaged.
- Agenda for AGM to be arranged at the next Committee meeting.
- There has been a problem with ‘over spray’ of weedkiller by maintenance. Decision taken to request that maintenance group no longer use weedkiller on site. This means that potholders will be responsible for looking after the front of their plot.
- Overhanging tree at the back of Sharon and Eileen’s plots the tree is very tall and will need experts to do anything to it. Allan to speak with householder.
- Suggestion we make a wishlist for when Sutton Town Council take over the site.
Tarmac road way
Tree
Front of plots by bottom gate
CLOSURE
Meeting closed at 8.50pm
The next Committee Meeting will be held on 9th May 2024.
