MINUTES OF THE 2024 AGM
HELD ON 21st MAY 2024
Meeting opened at 8pm. Chairman welcomed and thanked committee, plotholders and Des (for attending the bar). He wished everyone a good growing season as the warm weather seemed to have arrived at last.
2. Apologies
Martin Jarrett, Ian Meikle, Mattew Porter, Graham Turner, Shiela Roberts, Greg and Elaine
3. Minutes from 2023 AGM
Colin proposed and Paul seconded. Carried unanimously
4. Matters Arising from previous minutes.
Unruly plots and paths between plots- a sub committee has been set up to address this.
5. Constitution
Amendments carried unanimously. Details available on request.
6. Chairman’s Report
Firstly Chairman thanked Committee for their hard work throughout the year and those plotholders who have given up their time to support the Committee over the past year.
Transfer hasn’t yet happened due to legal issues between the two councils. Sutton has been allowed to take over the maintenance of the site.
Summer shows are going from strength to strength, this is due to the plotholders enthusiasm.
Plot monitoring sub committee has been set up, the result of a steady decline in plot cultivation.
Site security is important, gates need to be locked unless the club is open. We have also put anti-vandal paint on both gates which seems to have stopped unwelcome visitors on the site.
There have been no accidents on site this year. If one were to occur it needs to be put into accident book by contacting a Committee member.
Full report available on request.
7. Secretary’s Report
A successful year for Hill Allotments when all the committee members contributed towards this position. I thank each member of the committee for their efforts towards this over the year, you make a difference.
We have recently received notifications from three different plotholders who are leaving the site due to a variety of understandable reasons. This has resulted in three small plots becoming available part way through the allotment year. These plots are paid for until the end of the allotment period. The intention is to get new plotholders in place on these and for the new plotholders to be signed up for their plot at the start of the new allotment year in October. It is intended to convert the small plots into mini plots and sign up six new plotholders . Two new plotholders are already in place so the task has got off to a good start.
During the year we had the opportunity to move several IBC’s that had been used at Witton Allotments but had become redundant since they were replaced by their own well. They now have all the water they need hence the available IBC’s. One of our plotholders had the necessary transport to move them to our site and offered to carry out the move. A team of our plotholders gave us the necessary manpower to get the water tanks to our site. The team assembled moved all 12 IBC’s onto the car park adjacent to the storeshed. These have gradually been moved on to various plots and are storing rainwater for use on these plots.
8. Treasurer’s Report
Copies of accounts were circulated in the meeting. There are 2 accounts
The Management Account (this is provided by Birmingham City Council) and the Main Account.
The bank now offers a business account with interest. Cash has been put into this account and has gained a little interest.
Full Report available on request.
9. Show Secretary’s Report
The Shows are continuing to grow in popularity. Alterations have been made to the sweet peas and tomato classes and scones have been substituted for fruit cake.
Shows- Early Show- 14th July
Late Show- 18th August
We need to look at the competitions as to whether they are viable due to only small numbers of plotholders entering. Discuss this in AOB.
Plant sale took place 19th May. It was well supported. Thanks given to those who supported in any way. £350 raised so far.
Full report available on request.
10. Site Maintenance Report
IBC’ s have been distributed. Important to continue to collect water ready for dry periods in the future.
Compost bag area has been finished. Empty bags should be stored in a tidy manner.
Potholes will hopefully be dealt with by Sutton Town council.
Moss on drive- bio washing powder has been used and also Sutton are attending to it.
Full Report available on request.
From the floor - There was a request for more IBCs if possible.
11. Plot Monitoring Sub Committee Report
This was set up as a result of concerns from plotholders about neighbouring plots.
Allan, Paul, John and Denise make up the team.
There will be regular plot inspections during the growing season as well as Autumn and Winter when we need to be preparing our plots for the forthcoming year’s cultivation.
There has been a great improvement across the site.
Full report available on request.
12. Health and Safety Report
Pot holes- Mike has spoken to Sutton Town Council about tarmac needed to address this problem.
Accidents - none. Must report if there is an accident. Allan has the ‘book’ locked away at his house.
13. Election of Committee
Jacqui, John and Allan are up for re election. All 3 agreed to serve for 3 more years.
14. AOB
- The committee were thanked for their ‘work’.
- Mike suggested we spend some of the money we have in our account. Already have bought folding tables.
Storeshed roof needs replacing- this will cost as it’s asbestos.
Storeshed profit reduced
Pay annual rent for over 75 year olds.
Any ideas welcome
- Competitions- number of entries are diminishing. Discussion about how to proceed. There was still enthusiasm among the meeting for them to continue..( not hanging basket).
- There was an offer to design posters for the upcoming annual shows.
- Use of Social Club- plotholders need to support the club. Discussion about how to encourage this.
Meeting closed 9.25pm
Next meeting. May 2025 - date to be arranged