Meeting opened at 7.32pm.
PRESENT: J. Hodges, A. Redfern, M. Hubball, C Jones, P Jones, G.Cross, R. Harrison, J. Carter-Bown
Peter Weston ( Allotments and Green Spaces officer from Sutton Town Council)
1.CHAIRMAN’S OPENING ADDRESS
Jason welcomed everyone to the April meeting. There was a time of reflection in memory of John Mills
2. APOLOGIES
J. Pile, A. Linnecor, D.Bonner
3. MINUTES OF THE PREVIOUS MEETING
Read and agreed with the amendment that the finance report wasn’t read out at the last meeting although included in the minutes.
4. MATTERS ARISING FROM PREVIOUS MEETING
Noticeboard. Thanks to Richard. It’s now ready for use. There’s only one key which is in the store shed on a key ring.
Judith and Jacqui have met regarding plot sizes.
WhatsApp group for Committee members….still needs to be set up.
We’re pleased that Peter Weston ( Allotments and Green Spaces Officer at Sutton Town Council ) Is able to attend this Committee meeting.
New numbers for plots- Richard has suggested strong plastic cylinder with number on. Rings would designate how many allotments on each plot. He’s going to begin with those plots that have lost their number.
Plot monitoring suggestion re working party for paths.- Peter said that STC (Sutton Town Council) would be responsible for things that are health and safety or security concerns.
Stock take completed for end of financial year.
5. CHAIRMAN’S REPORT
Nothing to report
6.SECRETARY'S REPORT
I stood in for store shed duty on 5th April. The store shed was devoid of stock and I spent two hours on duty in my greenhouse sorting out stuff.
I didn’t have a single customer in that 2 hours , word must have got round that there was nothing available. I didn’t get very far in my green house either, but at least I was available.
I had volunteered to do the Easter Sunday Duty, I could do it without too much disruption at home. We had, in the meantime , a delivery of stock. This arrived by a specially arranged lorry not our regular driver.
I received a phone call to say that the delivery was here but the gate was locked! I happened to look out of my front door and there was the lorry, in Gibbons Road. The Sat Nav had directed him to the top gate. I found the driver walking back to his lorry and I explained what had happened, not for the first time, the sat nav had miss directed him. We have re-directed a few delivery lorries to the main gate in Dugdale Crescent.
The lorry arrived at the main gate but was too big to get through the gate. With the very useful help of Dot, Pauls wife and Denise, we moved a large order to the store shed in the back of Dots car, in my car and by a great deal of man (woman) power. It was a large order. Thanks to all for putting in so much help.
I have made another order but can only accept delivery in their own lorry.
We have 2 half plots becoming available in due course. And a mini plot is now available for letting. These will be let from our waiting list.
7. TREASURER'S REPORT
Good evening everyone.
As you are probably aware the 2025/26 financial year ended on March 31st.
The full financial figures will be available at the forthcoming A.G.M.
At this point I must apologise that I will not be here to present them this year, for the 1st time win over 20 years, as I, rather carelessly, booked a holiday, some time ago, which clashes with the meeting.
As I said, my report and the annual account statements will be available for the A.G.M., if I could ask someone, perhaps Judith, to read them out on my behalf.
This evening. I would like to go over the results of the Repairs and Maintenance account for last year
As you know, this is money that Birmingham City Council allocates to us to cover the cost of water and site repairs and maintenance etc. ( weed poison, vermin killing, toilet cleaning and so on).
In the year 2025/26 they gave us £388 to cover the cost of water, £371 for repairs, plus some minor amounts giving a total of £959. This money was due in May 2025 but they eventually paid us in November. It's a good job we had some money in the kitty.
Looking at outgoings, the main expenditure was for water supply. This cost £602, the highest since our records began. This was due, of course, to the summer drought. It is a good job that we had spent a lot of money in previous years to increase our water storage capacity otherwise the bill would have been even higher.
The 2nd item on the list was £290 to hire a skip. This was to remove the junk which had accumulated over the last few years.
Finally, we spent £250 having our shed doors etc repaired or replaced. Thanks to Richard for doing an excellent job for a very reasonable fee.
The total outgoing was £1295. In other words we overspent by £335. This left us with a bank balance of £1751. As required, I have submitted these figures to the Council.
We do not expect another rainless summer this year, but who knows. Our average spend on water over the last 13 years was £238/a. Therefore, assuming average water use next year, no skip and no major repairs our total outgoing should be around £400 for so. This will enable us to restore our account to a good safety level. Having said that, I'm sure you guys will think of something to spend money on.
As I said earlier the full accounts will be available at the A.G.M. so I'll quit at this point before you all fall asleep.
8. SITE MAINTENANCE
Water switched on April 1st- no change from November hence …no leaks! Reading 2133
Allotment rubbish and broken glass taken to the tip today.
Stock take completed 27th March.
9. PLOT MONITORING SUB COMMITTEE
Some of the new sub committee have met together. Plot monitoring will be completed by the end of April. This is a crucial inspection for plot holders who have not yet started to cultivate their plot. Sutton Town Council has a similar process to that of Birmingham when it comes to cultivation of plots.
10. SHED SCHEDULE 10.30-12.30
19th April- Mike….plot 43B
26th April- Paul……plot 11
3rd May- Jason….plot 36
10th May- Judith….plot 40
The red flag from the store shed has gone missing. We hope to get another made for us.
11. EVENTS SUB COMMITTEE
So far there are 13 entries for the potato competition and 6 for the sunflower (both head diameter and height).
Plant sale will take place 17th May between 11am and 1 pm. Geoff to advertise on Facebook, Mike to put details onto the website. There will also be posters on both sets of gates and the new noticeboard. We welcome donations of any excess plants.
Police have been notified about the Early and Late Shows.
The jams and chutneys will be included in the Early Show this year.
It was suggested that one of this year’s trophies should be named after John who made such a big impact on the Annual Shows over many years.
12. SITE REPORT/HEALTH AND SAFETY
Nothing to report.
13. MANAGEMENT COMMITTEE
Nothing to report.
14. AOB
- Peter Wilson talked a little about ‘It’s Your Neighbourhood‘ which we are taking part in this year. There is a grant of £250 that accompanies this.
- We thanked Peter for the excellent maintenance support ‘Hill’ has been given even though we have not yet transferred to Sutton.
- A new red flag is needed for the store shed.
- Store shed door wasn’t locked properly. We must be careful when locking up
- Suggestion for a memorial for John of some kind…..needs some thought.
Meeting closed at 8.47pm
The next Committee Meeting- May 14th at 7.30pm