Minutes of 2026 AGM Held on May 19th 2026
Meeting opened at 8pm.
1. Opening address:
Chairman welcomed everyone to the AGM . There were 21 plot holders represented.
2. Apologies:
Angela Atkins, Mike Hubball, Grahame Turner, Phil Champion, Jane Findlay.
3. Minutes from 2025 AGM were agreed and passed unanimously.
4. Matters Arising:None
5.Chairman’s Report;
Jason thanked all the Committee for their time and commitment . Particular thanks to Allan, our site manager, Mike who deals with the financial side of our allotments, Judith and Jacqui for our Shows and competitions, Paul who does the maintenance side and to Richard who deals with necessary repairs. He thanked the plot holders who volunteer their time to help the Committee and finally thanks to the Social Club for these facilities and the bar staff for serving refreshments during the year.
Site Transfer: The majority of Sutton sites have now transferred to Sutton Town Council; we are still waiting along with a few other sites. However, STC are doing the grounds maintenance and upkeep of the site through their contractors IDVERDE. The delay is being caused by the legals regarding the Social Club.
Our Annual Shows continue to be supported but we’re always happy to welcome more entrants. Plot monitoring continues to oversee the cultivation of plots.
No questions from the floor.
Full report available on request.
6. Secretary’s Report
We’re still waiting for Hill allotments to be taken over by Sutton; however they are doing all the maintenance, lawn cutting, hedge trimming and general maintenance required.
We were especially grateful for the store shed and garage roofs to have been replaced and asbestos removed. This has meant we could replace shed and garage doors. Thanks to Richard Harrison for doing this.
Sutton Town Council are next year resuming their interest in Britain in Bloom. This will be part of the town’s celebration of their 500th anniversary. There will be events leading up to these celebrations. Thanks to all the members of
the committee. The Association is in safe hands.
No questions from the floor.
Full report available on request.
7.Treasurer’s Report
Financial report from April 1st 2025- March 31st 2026
• We have 2 accounts….
1. Repairs and Management- 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 must be submitted annually for approval. Some of the larger expenditure was on water, door repairs and a skip. We have a closing balance of £ 1751.56.
2. Main Account- this is our money. Free entry to Shows and gift vouchers have made up a large amount of expenditure There were also one-off expenditures £250 towards the Social Club 80th anniversary celebrations and £651 for a 5-year contract for our website.
We have continued to pay the rent for those plot holders who are over 80 years old.
The year ended with a loss of £955.93. The closing balance on this account was £4827.31.
There was a question regarding why we’re paying bank charges this year £48.01. As Mike wasn’t at the meeting the question was written down to ask Mike at a later date.
Answer: Bank charges are now payable for this account. Lloyds introduced this around 8 months ago.
Full Report available on request.
8. Events Sub Committee
Jacqui and I have now been in post for 1 year taking over at the last AGM from John who made such a big impact in his 13 years this post.
Plant Sale.
Once again there were low numbers at the plant sale at the weekend. We have however made £117 so far. Thanks to everyone who helped set up, donated, purchased and cleared away. We’re very appreciative of those people who provide us with plants to sell There are still lots of plants available for sale by the greenhouse with an honesty box on the store shed door.
A question……do we still want a plant sale?
Last year we had a lot of dry weather but we were still able to continue with both of our Shows. 30 entrants and …231entries. Numbers were slightly up on 2024. Free entry and store shed vouchers for best flowers and vegetables continued. We were lucky to welcome Dave Hubball from BDAC as our judge for the shows.
At the Late show we introduced a novice section open for new comers or for those who had never shown before. We took out the jams and chutneys from the Late Show to accommodate the Novice section but this year we’re moving them into the Early Show.
The potato dig and sunflower measuring took place as usual in September and the Plot Luck Supper in October. Once again Dave Hubball and Lesley came and presented the certificates and store shed tokens. Each year we have an amazing array of food…using ingredients from our allotments. It’s a good time to meet other plot holders in a relaxed atmosphere.
No questions from the floor
Full report available on request.
9. Site Maintenance
Water usage for 2025 was 318 cubic meters 1st April- 1st November. We need to conserve water in the Winter months for use in the Summer months. Let Paul know if there are any water leaks.
We’re lucky to have manure delivered to us, please can we put bags inside each other to prevent them from blowing away.
10. Plot Monitoring
Paul represented the sub committee comprising of Paul, Denise and Geoff. Allan as Secretary attends the September and April monitoring, the 2 main months we do full plot inspections. However inspections take place every month from April to September, by doing this we can see the fabulous work going on but also can monitor plots that are causing concern.
Allotment standards are set by BDAC. Photos are taken of plots that are causing concern. There are 2 main categories: cultivation and plot management. BDAC expect that 75% of each plot should be cultivated or prepped ready for cultivation. For plots causing concern and showing no improvement BDAC letters will be issued. We obviously prefer that plot holder voluntarily give up their plot if they are in this situation.
The Allotments Officer at the BDAC has been asked to issue 6 notices to quit.
Questions from the floor
There were a lot of strong feelings about this subject.
• Do we give new plot holders a probationary period?....They are generally given a mini plot to begin with. This doesn’t always happen due to availability of these plots.
• Are tenancy agreements explained clearly to new plot holders?......A new plot holder told the meeting that she had had the expectations explained.
• Is there a better way of issuing plots?
• Are new plot holders given support/ training?
• Should a prospective plot holder have ‘references’?
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.
12. Election of Committee.
Not applicable this year.
Question was asked about the re election of Committee members……and the officers. This led to a heated discussion about the Constitution. It may be necessary to have an extraordinary meeting to discuss this at a later date.
AOB
• Suggestion that we recognise John by a trophy in his name. We have already suggested this in an earlier committee meeting.
• Geoff thanked the club for opening for our AGM. He thanked allotment holders and members of the club.
• Suggestion that we need an easy channel of communication with each other….maybe email addresses. Obviously we need to be aware of GDPR (The General Data Protection Regulation). To this end may be there could be a ‘private’ section on the website just for plot holders. There was some positive interest in this idea.
• A question…are we members of the National allotment society? Some sites belong to this for insurance. Jason said we have insurance provided by Birmingham.
Meeting closed at 9.18pm.
Next AGM May 2027. Date to be confirmed.