Minutes for PPAA Committee Meeting held on 9th August 2022 at 19:00 by Zoom

Present: Philip Reardon (Site Rep), Wendy Gunter (Treasurer), Richard Masterman (Chair), Jenny Howell, Sue Jones, Dan Philips, Alan Coombs

Apologies: Jon Townley

Previous Minutes:

  • Items from Committee meeting 8th June 2022 to be addressed as agenda items
  • Items from Working Group meeting 11th July 2022
  1. Work to update the Constitution is on hold. Jenny stated her view that proposals should be formulated prior to Council feedback/agreement. 
  2. Web site updates have been completed with continuing review. Thanks to Sue and her team.
  3. Maintenance of plots: covered by agenda item

Chair Report

  • CAHA/Site Reps meeting had taken place with notes distributed to committee members
  • Skips had been arranged, filled and removed from site.

Site Representative 

Council matters

  • Nothing further received regarding storm damage to perimeter walls, overhanging trees or the blocked/overflowing culvert. Dan suggested escalating the issues via CAHA.
  • The allotment management software operated by the Council is in the process of a full upgrade but is not expected to be operational for some considerable time. This further slows down the Council’s process of managing poorly attended and overgrown plots.

PPAA matters

  • Philip reported that of the 15 confirmed vacant plots 10 had been let to new tenants although 4 of the outgoing plot holders were contesting their removal. He stated that the 5 remaining plots would remain unlet pending Council resolution of the disputes.
  • There was discussion regarding the provision of detailed information to the committee regarding the status of overgrown plots, plot inspections, Clear or Quit notices and a detailed schedule which committee members could work from in order to assist with progressing site actions. 
  • Philip stated that he felt a lack of support from the Council, from some committee members, and had been subjected to aggressive threats from some plot holders, and stated that he would step down from the roles of Site Representative and PPAA committee member with immediate effect, and withdrew from the meeting.
  • In the absence of a Site Representative other committee members undertook to monitor Council/Site Rep correspondence and other duties pending appointment of a new site representative.
  • The meeting continued.

Treasurer’s report

  • Wendy confirmed the PPAA account was up to date and in order with a positive balance.

Any Other Business

  • Dan agreed to set up a sub-group to review all communication formats with a view to rationalising. 
  • Plot holders are reminded to keep contact details up to date with the Council to avoid obsolete details being used.
  • The boundary lines between plots have become very indistinct in places. A member of the Community Gardens has previously carried out minor maintenance work and will be approached again to see if interested in helping to clear paths.
  • Dan reported that the work within the polytunnel had progressed well and further improvements to provide additional grow beds will continue through the coming months.
  • Sue agreed to contact the stables to get an update on manure deliveries.

Next meeting – to be confirmed

It is proposed to hold an in-person meeting on site in August to review the Site Representative position.

Next scheduled committee meeting 19:00 Tuesday 04 October 2022.

5 thoughts on “Minutes for PPAA Committee Meeting held on 9th August 2022 at 19:00 by Zoom”

  1. I notice that the manhole cover 60m further down in the park didn’t blow last time, so perhaps there’s a blockage/restriction between the one on site and that one?

    If the Council won’t act – even though it is absolutely their responsibility – then could PPAA get contractors to clear that section and to fit a lock to our cover so that the one in the park – which is not on any track or path – would blow instead?

    I have literally no idea as to what that might cost however. I suspect far too much.


  2. Please keep comments on-topic i.e relevant to the post, and – if you have a moment – have a read about this website

    To contact PPAA Committee on other matters, kindly use this page. They may well not read comments here in timely manner.

    Commenters who repeatedly post offensive or potentially defamatory material about anyone may be blocked, as is usual on sites such as this.

    Thanks all.

    PPA Website Team


  3. I find it very very sad to read the reasons for Philips resignation.  I would have hoped that the committee could be compatible and supportive of each other, despite varying views, and aggression from plot holders is unforgivable and should receive an official warning – if not name and shame Sorry Phillip and thanks for what you have done. Jane Davies


    1. Hi Jane, writing as a non-Committee member, but as someone who has attended many meetings as a helper – I used to take the minutes when Sue was Site Rep – I can say that they have been almost always very polite and amiable affairs.

      Unfortunately, given the mess left by covid19, and the difficulties in getting information or anything else done with the Council, the Site Rep’s job has become more onerous, and when people are under pressure they are naturally more sensitive.

      However, I would really hesitate to speculate how big any particular section of the pie chart of reasons for someone’s actions was. Quite a small thing can easily be a Last Straw, or again, otherwise.


    2. Hi jane totally agree with your comments regarding committee members/plotholders. (Edit: possibly misleading entry removed)


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