COMMITTEE MEETING 08 06 2022

Minutes for PPAA Committee Meeting held on 08 June 2022 at 19:00 by Zoom

Present: Wendy Gunter (Treasurer), Richard Masterman (Chair), Jenny Howell, Sue Jones, Jon Townley

Apologies: Dan Philips, Alan Coombs, Philip Reardon (Site Representative), Martin Pasek.

Previous Minutes:

• Items from previous meeting to be addressed as agenda items

Chair Report

• Richard suggested committee WhatsApp group and agreed to set up.

Site Representative – items for discussion: 

Council matters

• Nothing further received regarding storm damage to perimeter walls
• Nothing further received regarding the off-site tree report
• No further information received regarding the overflowing culvert. It would be useful to have an update so silt discharges can be effectively cleared.
• A point was raised at the AGM regarding Council’s revised procedure for new structures and clarification of what qualifies as requiring permission. The revised document has been issued to plot holders and the committee are not aware of any further query.

PPAA matters

• The principal matter for concern is the over grown nature of many plots.
• Phil had reported for the AGM the situation regarding vacant plots, void plots, waiting list and “clean or quit” notices
• The committee are actively looking in to the management of unattended plots although a number of constraints hamper progress:

1. Unattended plots cannot be cleared until the Council advise rental payment has not been received and a tenancy has been terminated. This has often taken an unnecessarily long time and is not within the control of the Committee.
2. Plot holders are responsible for maintaining a minimum level of cultivation and the Committee are unable to intervene.

• It is recognised that the pandemic has caused an unavoidable increase in the number of unattended plots but Council restrictions are now lifted and enforcement of the Plot Holder Agreement signed by all to maintain their site will be implemented.
• The identification of each plot number was discussed and the merit of holding a competition for the best plot sign or issuing each plot with a permanent plot number tag was considered and, although this has been done in the past and labels have disappeared, it was agreed that this would be looked at further.

Treasurer’s report

• Wendy confirmed that audited accounts have been issued to the Council and grant payment approved and payment is awaited.
• Wendy requested submission of any outstanding PPA subscriptions and key deposits from new tenants so she can update records.

Any Other Business

• Fly tipping remains a problem. 
• It was previously agreed to obtain two skips for litter picking and for plot holders to dispose of awkward waste from their site. Richard undertook to arrange for early July. 
• It was noted that the leaking water trough by the old shop has been repaired.
• Sue highlighted all paths and verges separating plots from the access tracks and neighbouring plots should be kept clear by the associated plot holder(s). This includes the verges up to the edge of a made-up roadway.
• It was agreed that the committee would consider hiring a large brush cutting machine and obtaining additional weed barrier matting to assist with clearing overgrown plots and other areas although it was noted that some communal ground would be left for re-wilding and pollinator habitat.
• The plant sale has been set for Sunday 12 June 2022 at the poly tunnel. Dan Philips and Ian Douglas are coordinating and have issued a general flyer advertising the event.

• Next meeting – to be confirmed nearer the date

Committee 19:00 Tuesday 02 August 2022