Month: October 2019

Present: Sue Jones (Site Secretary), Jenny Howell (Chair), Wendy Gunter (Treasurer), Richard Masterman, Alex Brown, Martin Pasek (Operational Support) Apologies: Dan Phillips, Ian Douglas. General attendees: None.

Minutes of previous meeting and matters arising – Jenny.

Site Secretary’s report. Sue reported that there were three non-renewals of tenancy and that thirteen Pre-Clean Or Quit and six Clean Or Quit notices had been issued. She had also accompanied the Council’s Allotment’s Officer on a site visit, who agreed with the Site Secretary’s reports.

Important: Sue urges any tenant who is considering giving up their holding to let her know, and to do this on a voluntary basis. This means that they can then re-apply for tenancy if and when that once again becomes feasible for them. Once a tenant has been served notice to quit on the other hand, the Council may not again consider them for any site in Cardiff, should they re-apply.

Sue pointed out the problem with the overflowing culvert to the Officer, who said that the Council did not have the funds to call in contractors again. It was proposed that PPAA hire an inspection to establish the location and extent of the problem.

The flooding from the recent exceptional rains has left the central car park covered in a film of very slippery mud. Plot holders are advised to be very careful.

Raised Agenda Items – Jenny.

Brick cubicles restoration – Wendy. Wendy said that builders had looked at the job, but there were problems, in that no one seemed to want to remove the asbestos roofs, and that the doors are a none-standard size.

Sue knows a contractor who specialises in asbestos removal. It was proposed to clear the site completely of it, and to approach the restoration job afresh after that. AP Sue.

The Committee thanked Wendy for her work.

Website – Alex. The Committee were pleased to see Alex at the meeting, now that the other demands on his time had eased. Alex apologised for the delay in posting minutes etc. on the website of late, and said that he was happy to continue as an administrator of the site, but agreed that it would be beneficial if there were others also in a position to do this. Alex and Jenny agreed to arrange between themselves the tuition to enable her to do this. AP Alex, Jenny.

Ease of location of reference documents on the website was raised as an issue, and Alex said that he would look at this. AP Alex.

Alex also invites any plot holder, who has an interest in photography, to offer attractive, seasonal images of the allotments site, for incorporation into the website, so as to improve its artistic and visual aspects.

Any Other Business

Compost Heaps – Wendy. Wendy noted that these were getting large and out of hand.

Richard proposed that as a digger and truck would be hired to clear the land behind the poly tunnel, that would also be the time to remove the compost heaps and other piles of material encumbering the site. AP Richard.

The various uses to which the resulting space could be put were discussed. Sue suggested returning it to a leasable plot and this was welcomed, not least because it would not require Committee maintenance thereafter.

There was no further business and the meeting ended at 2002.

The next PPAA meeting will be on Tuesday, 5th November, at the Butcher’s Arms, Canton, at 1800. (Please note the earlier time).

Present: Sue Jones (Site Secretary), Jenny Howell (Chair), Wendy Gunter (Treasurer), Richard Masterman, Martin Pasek (Operational Support) Apologies: Alex Brown, Dan Phillips, Ian Douglas. General attendees: None.

Minutes of previous meeting and matters arising – Jenny.

Site Secretary’s report. Sue reported that, as last month, there are no new tenants, and that the site is full, bar one plot temporarily needed for works access. The waiting list stands at around sixty-five.

She said that overgrown plots were becoming apparent, and that she would be undertaking her rounds for the Clean-Or-Quit Notice process.

She attended the Cardiff Allotments Site Reps Meeting. The Council’s allotments officer apologised for the communications difficulties that reps had been experiencing, but it was unclear to Sue, what steps would be taken to resolve the backlog of outstanding matters.

The CAHA reps said that they were in the process of looking at a rewording of the Tenancy Agreement to clarify some points, and that they would submit it to the Council for adoption. They were also looking at suggestions for simplifying and for speeding the Clean-Or-Quit Notice procedure.

Raised Agenda Items – Jenny.

Grant – Wendy. Wendy reported that this years money was now in the bank.

Brick cubicles restoration – Wendy. Wendy said that quotes were still awaited, but that she was also willing to start tendering for them herself. The Committee backed her, and suggested that a schedule of the specific jobs required be drafted. AP Wendy plus all.

Fly-tipping, trough fouling etc. – Wendy. Wendy said that a plot holder had been apprehended whilst dumping clippings in the centre car park, and that another had been witnessed washing produce of mud in a water trough.

The Committee remind all, that fly-tipping anywhere on the site, or over its boundaries, is a serious breach of the terms of tenancy, and may very well result in the loss of that tenure, and even in prosecution. The Committee is considering what action to take re this instance.

Please do not wash tools, produce, or anything else in the water troughs. The reasons for this are too obvious to need further explanation.

Website – Wendy. The Committee agreed that additional effort was needed to keep the website updated.

Shop – Richard. Richard said that the sale days had been successful, with considerable interest amongst about fifty customers. He thought that a clearer position as to the suitable times of year, frequency of opening etc. for the shop had emerged from the experience, and from his discussions with the customers. Wendy noted that a commendable sum had been received from it too.

Any Other Business

Composting toilet – Richard. Richard repeated what Ian had said at the last meeting, that there is interest among some plot holders, in having these facilities, if possible, towards the southeast end of the site.

Sue and Jenny again mentioned that the Council let plots on the site on the basis that it is defined as one without toilets, and that that those which are charge higher rentals. However, it was agreed that a major problem, as with other proposals, is that with only very few active Committee members, there simply is not the volunteer effort available to project manage the installation, nor to maintain it afterwards.

Sue reiterated her and earlier Site Secretaries’ requests, that plot holders make proper representations for any proposals either in writing to her – preferably by email – or by attending a Committee meeting.

There was no further business and the meeting ended at 1938.

The next PPAA meeting will be on Tuesday, 1st October, at the Butcher’s Arms, Canton, at 1900.

Present: Sue Jones (Site Secretary), Jenny Howell (Chair), Wendy Gunter (Treasurer), Ian Douglas, Martin Pasek (Operational Support) Apologies: Alex Brown, Dan Phillips, Richard Masterman. General attendees: None.

Minutes of previous meeting and matters arising – Jenny.

Site Secretary’s report. Sue reported that there are no new tenants, and that the site is full, bar one plot temporarily needed for works access.

However, Sue went on to say that her core site business has come to a halt, owing to severe communication problems with the Council’s relevant staff. Sue has spoken with other CAHA reps and found that she is not alone. Neither emails nor the ‘phone are being answered.

There is a new system too. Once requested, the lists of those waiting, of holders, and of available plots, are posted on a council portal, for the Site Secretary, to access securely electronically. They no longer contain addresses, which can make communicating with plot holders and potential plot holders very difficult, especially if email addresses and/or ‘phone numbers are either unavailable or incorrect.

She has made a number of enquiries as to what the underlying problem is, but nothing conclusive has emerged so far. It was agreed to take the matter further, to whatever level might be required to resolve the difficulties.

Wendy commented, that she too has been unable to obtain any information, as to this year’s Grant – it should have been paid in May.

Raised Agenda Items – Jenny.

Composting toilet – Ian. Ian reported that there is interest among plot holders, in having these facilities, if possible, towards the southeast end of the site.

Sue mentioned that the Council let plots on the site on the basis that it is defined as one without toilets. Jenny added, that those which are charge higher rentals. However, it was agreed that a major problem, as with other proposals, is that with only very few active Committee members, there simply is not the volunteer effort available to project manage the installation, nor to maintain it afterwards.

Security – Ian. There have been reports of thefts and criminal damage to sheds etc. Two youths on bicycles have been seen loitering by the gates, and attempting to follow in tenants. They were excluded on that occasion. The southeast gate has also been found unlocked at times.

Tenants are reminded always to lock the gate immediately after use, both on entering and on leaving, and never to admit strangers. Please be vigilant, and report crimes to the police.

Restoration of land behind poly tunnel – Sue. Sue said that her work to find a suitable contractor to deal with all the issues remains on-going.

Shop – Richard, Ian. The type of operation which would probably be possible was envisaged. It would likely consist of limited opening, say, a monthly Sunday morning during the growing season, and publicised sale days.

Richard kindly emailed a newsletter detailing this, and a list of items for a two-day clearance sale, proposed for the weekend of 20/21st July. It was agreed to publicise these electronically, and on the notice boards.

Email agenda items from Dan – Jenny. Jenny proposed the deferral of these items until a better-attended meeting.

Any Other Business

Thanks to Council – Jenny. Jenny remarked on how pleasant she found the meadow areas project in the park nearby, and was joined by all in thanking the Council for this idea.

There was no further business and the meeting ended at 2010.

Provisionally, the next PPAA meeting will be on Wednesday, 28th August, at the Butcher’s Arms, Canton, at 1900.