MINUTES OF THE 2019 AGM

28th May 2019.


1. CHAIR’S OPENING ADDRESS
The Deputy Chairman, C Jones declared the meeting open at 2000hrs and welcomed the attendees. One minute's silence was observed in memory of Haydn Williams and John Davies who sadly passed away this year and will be missed.

2. APOLOGIES
Apologies were received from:
Jason Hodges, Graham Turner, Jo Murphy and Ted Wright
A register of attendees had been taken. 25 Plotholders attended the meeting.

3. MINUTES FROM PREVIOUS AGM
The minutes of the previous AGM, held on Tuesday 22nd May 2018 were proposed for acceptance by P Jones, seconded by A Linnecor and carried unanimously.

4. MATTERS ARISING FROM THE PREVIOUS MINUTES
There were no matters arising.

5. CHAIRMAN’S REPORT
The Chairman’s report, which is submitted with these minutes was read by CJ.
He thanked the club for allowing us to use their facilities for our various events and the committee for their support. Thanks also to all plot holders for their contribution in achieving Best Site in Birmingham and Best Display at the Birmingham Show and for the high standards of plots generally, including the greenhouse which is now managed by John Hooking.
Eileen Roberts was awarded Best Plot in Birmingham and Richard Harrison Best Newcomer in Birmingham. Well done to both.
Annual Show exhibits were outstanding considering the weather conditions and the judge was impressed with the standard we achieved.
Our Plot Holder supper and presentation evening was well attended and hopefully will be equally successful in the coming years.
We are the first port of call for the Judges tour for RHS Sutton in Bloom on Wednesday 10th July and we should all be very proud that our site has been chosen to showcase allotments within the Sutton Coldfield area.
Plot tidy up will take place on Sunday 23rd June and all help will be welcome.
The annual Show on Sunday 18th August is open to all plot holders and club members.

6. SECRETARY’S REPORT
A full report has been submitted by the secretary and is submitted with these minutes.
We do not have enough space to stock everything and so Plot holders may now contact AR to make special orders from our store shed suppliers (to be added to our next delivery) and reminded that cheques will be accepted as we do not have a card facility and cash is now used less often.
We used way over our water ration due to the hot weather last year and this may well happen again this year. Plot holders hopefully will be mindful of water conservation using their water butts and not being extravagant with watering. It was suggested that the possibility of saving water from the clubhouse roof could be explored once more.
Hill had a visit from a Wildlife Trust member and he encouraged us to grow more insect/bee friendly open flowers and herbs. Bug houses are especially beneficial and attract solitary bees which are very good pollinators Slug pellets and weed killer are no longer for sale in the store shed and there is less evidence that they are used around the site. Our bird boxes are being well used. All old boxes have now been replaced with new ones.
There is evidence that badgers are now back on the site and this may reduce the possibility of hedgehog numbers increasing as badgers can be partial to hedgehog for a meal if they become hungry enough.
The gates have been left open on occasions and plotholders were reminded to lock them unless there is a sign on the gates indicating that the club is open. If there is no sign, please lock the gates.
The plant sale was a great success (despite being let down by the Dahlia Society person who promised to bring cuttings for sale). Thanks was given to Anne and Jackie and all who helped on the day and all who contributed to the sale.
Stella Williams expressed her heartfelt thanks for the support she received following Haydn’s passing. Haydn’s shed was sorted and £190 was raised for St Giles Hospice and many plotters will think of Haydn as they work on their plots.

7. TREASURER’S REPORT
A full report has been submitted by the treasurer and accompanies these minutes.
Copies of the accounts were circulated at the meeting.
He discussed the management and main accounts and thanked the committee for their help throughout the year. Following a query from the floor it was explained that the rubbish removal referred to hedge cuttings taken away at a cost of £50 and toilet cleaning expenditure doubled due to missing a year’s payment and therefore needing to pay double in 2018.
It was pointed out that the plant sale proceeds of 2018 were donated to “Raising the Roof” fund. As in previous years we paid the rent for our over 80’s and Trophy engraving cost were up. As a result our bank account showed a slight decrease.
The treasurer thanked the storeshed team of Jason, Allan and Paul. He also thanked John for the AGM slide display.

8. SHOW SECRETARY’S REPORT
The show secretary has submitted his report with these minutes.
The winner of the potato competition yet again was John Craggs and the tallest sunflower grown by Martyn Clarke. The heaviest pumpkin competition is a fun event only.
It was still difficult to find all the competition potato sites despite encouraging entrants to mark them clearly and to let a committee member know if they were no longer in the competition.
The plant sale relied on plotters donating excess plants and thanks given to Anne and Jacqui for organising and manning the table.
Entry forms are now available in the storeshed to enter the hanging Basket, Floral Display and Scarecrow competitions. All would be helpful in making the site even better for Sutton in Bloom.
Although the number of entrants were down for the annual show last year, the weather played its part in making a difficult growing season. Nonetheless the Judge complimented us on the quality of exhibits. There was an increase in the number of first time entrants however and that was very encouraging to see. New cards will be introduced at the next show on Sunday 18th August.
Our supper and Trophy presentation evening was a great success and best ever attendance.
He thanked fellow committee members for their help during the year.

9. SITE MAINTENANCE REPORT
PJ thanked everyone that had helped with the many jobs around the site this year.
Water usage for 2018 = 291 cubic meters
Water usage for 2017 = 131 cubic meters
Total to date from 1st April = 14 cubic meters (2 down on last year)
Water conservation (use of water butts) encouraged.
Moss on driveway is an ongoing problem but in check at present.
PJ is aware of loose slab over water tap on plot 21/22 and it is in hand.

10. HEALTH AND SAFETY REPORT
The health and safety officer has submitted his report with these minutes.
Hill has recently been visited by the Council’s Health and safety Officer and he was satisfied that there were no problems on the site.
No accidents have been reported this year and plotholders reminded that accident reports are filed off site with Allan to protect personal information.
A reminder that the speed limit is 5mph as the road is shared by pedestrians.
The H&S leaflet available on the website offers advice regarding making your own compost and the risk of inhaling spores that may trigger respiratory problems (especially increased risk for asthma sufferers and persons with chronic respiratory conditions).

11. ELECTION OF COMMITTEE
No committee members were up for re- election.
Plotholders are encouraged to join the committee.

12. A.O.B
Trophy Presentation and Engraving. JM advised that additional plinths for trophies were need this year and possibly a new shield which will be expensive. For 2 years any winners of cups that either did not show for the presentation or had not offered their apologies did not have the trophy engraved with their name (every winner of a competition was contacted prior to the presentation and encouraged to attend the prize giving).
The views expressed in discussion were mainly in favour of continuing trophy presentation and engraving providing that the financial position could sustain the expense.
The committee will further discuss the issue and try to encompass the views expressedby the plotholders.

Sutton in Bloom
AR informed the meeting that we were asked to be available for RHS Sutton in Bloom (we did not apply). We will be the first call on the Judges visit. There will be a short presentation to the Judges by the Council and in the club house prior to a walk around the site and then onward for their tour. We have been asked to achieve the standard of last year’s well cultivated plots.

John Craggs requested that more talks are organised. Unfortunately these events are often poorly attended but the committee will discuss any suggestions for talks that may interest plot holders.

John Hooking requested that the table in the greenhouse needs to be narrower for easy access.


The next AGM will be held in May 2020 the exact date to be confirmed.
The meeting was closed at 21:28hrs