Month: May 2024

As reported in the Minutes for the last PPAA Committee meeting, our Chair Richard Masterman will – at the AGM – be withdrawing from the Committee, and also from any practical work associated with it.

In addition to his much-appreciated work as Chair, e.g. in running those meetings, Richard also runs the site shop.

In principle then, the shop is still running during the short time up until the date of the AGM, but given Richard’s heavy family and other commitments we understand that he can’t guarantee to field all emails making enquiries about possible purchases, or to attend to the practicalities of those.

As it stands, no other PPAA Committee member has been in a position to offer to add the running of the shop to their other undertakings. This, unfortunately, would mean that until such an offer arose – either from present or from future Committee members – the running of the shop would be suspended.

It was also resolved at the last Committee meeting that the earlier-emailed price list and order form was revoked, so would everyone please cease using it – thanks.

We hope very much that such suspension would be short, but that would depend on the necessary volunteer effort becoming available.

PPA Website Team

A concerned plot holder has rightly asked that we publicise these notices:

The West Wales Rivers Trust notices invite the reader either to contact the Local Environment Records Centre or to visit their site

Many thanks for the information.

PPA Website Team

All plot holders are automatically basic PPAA members.

It’s essential – and that word’s used advisedly – that these meetings be well-attended, to make sure that any votes taken represent a fair consensus of the site’s views. (It’s not a happy fact, that poor attendance at such meetings on too many allotment sites has resulted in their falling into the hands of self-interested minorities, who work not for the good of all, nor for the continuation of allotments generally, but only for the short-term advantage of themselves and of their friends.)

Those interested – and let’s hope that there are many! – might find the agenda more pertinent after reading the retrospective below, to which agenda items may relate.

2023/2024 Retrospective

A summary of the main points as to the site’s running since the last AGM:

• Sue has shown and let around forty plots to new tenants.
• All water troughs have been fitted with low pressure valve nozzles to speed filling, and the exposed pipework insulated against frost. There was no apparent damage when the water was turned on in the Spring. Several new float valves were also fitted.
• A major leak from underground pipework has been repaired by contractors.
• The Heritage-Listed boundary wall has been rebuilt at the site where a large tree fall partially demolished it, and the surplus stone stored for any further repairs.
• The two gate locks have each been removed and replaced for servicing three times.
• The north gate has been modified to ease key access from the site side.
• The anti-flood measures taken on Road Three have prevented any further flooding of the area with silt, although the tarmac can still be slippery in wet weather owing to fallen leaves etc. and warning notices have been installed.
• The very large pile of fly-tipping adjoining plots 48 a) and b) has been removed by contractors, and the area tenanted.
• After some uncertainty, Cardiff Riding School appear to be content to continue to use the free disposal facility for their manure heap on PPA and on other nearby allotment sites.
• The Council arborists continue to bring good quality wood chip, mainly during their busy period out of nesting season. The many plot holders who don’t come during the winter miss out on this abundance, however!
• Six hedgehog hibernation boxes have been installed around the site.
• Planting of pollinator and other wildlife-friendly shrubs at suitable points around the site has begun.
• There have been episodes of criminality affecting the site. Secure containers and premises at RCG and for PPAA were entered, apparently by thieves using power tools, and there have been waves of shed thefts.
• The south gate and adjoining fencing have been modified to make climbing access by intruders far more difficult.
• The spine hedge has been strengthened by the addition of thorny dry hedging at sparse points.
• Two CCTV IR- capable cameras have been purchased, tested, and found to be satisfactory for installation at appropriate points on the site.
• The security grilles on the shop windows have been ruggedised, and the wooden doors repaired after a break-in. New barge boards have also been fitted, and the gutter re-attached to this.
• New battery-powered power tools – a hedge cutter and brush cutter – have been purchased, and are in regular use. They are now stored off-site.
• The regular use of the main car park for parking unconnected with the allotments has been resolved as it stands.
• The draw for the poly tunnel has been held, and six beds assigned to the plot holders whose names came up.
• Hedges have been maintained in accordance with Local Management Agreement requirements.
• Around 450 square metres of previously-classed-as-not-rentable plots have now been restored and let. A further similar area is undergoing restoration to rentable condition.
• The site shop has been stocked with seasonal and other popular items, and many plot holders have taken advantage of this.
• Committee meetings have been held every month, and the minutes posted on the website, as well as on the two site notice boards.

Standard Agenda

Subject to ability to attend by relevant persons.

(Specific topics for discussion are warmly invited for consideration. These may be given their own heading, or included under Any Other Business, and the Chair may in due course publish a more detailed version as appropriate.)

Listing of all those present – plot holders and Committee

Chair’s welcome and introduction

Site Representative’s (shared role) report

Treasurer’s report

Election/appointment of Officers and Committee members

Any other business

This is usually the main general discussion part of the meeting

PPAA Committee

This meeting was chaired by Wendy Gunter, and minutes taken by Sue Jones

Present

Wendy Gunter (Treasurer), Sue Jones, Martin Pasek, Mike Powell, Rhys Williams

Apologies 

Richard Masterman, Gordon Goldsmith, Lewis Evans 

Actions from previous minutes 

As agenda 

Chair report 

• Richard apologised for his absence, but family, personal, and travel commitments precluded his attendance.
• Richard has confirmed that from the date of the AGM he will withdraw from Committee duties, and he thanks his fellow Committee members for their support over the last few years.
• Those present acknowledged their gratitude to Richard for all his work and amiable company during these years. 

Site Rep’s (shared role) report 

Council matters

• Site Reps’ meeting 15th May: Sue and Rhys to attend. 
• GDPR and allotment record management software training: Sue to attend Wed 8th May 2024. While the new software is being introduced all Council waiting lists for allotments will be closed. Lists are expected to reopen in June. 

PPA Matters

• Sue reported that there are two free plots following resignations, and there are expected to be another two by the end of June. She has let out two plots to new tenants. The Council have also given the details of ten tenants who have not paid for their plots. Sue explained that there are too a few tenants who do not work their plots, who nevertheless pay, but who are not contactable to resolve the position.

Treasurer’s report 

• Wendy reported that Dave King, ex-plot holder, is in the process of checking the Accounts for independent verification. 

Site security

• Richard communicated that he expects to install a second security camera in an appropriate position soon.

Plot inspection and termination procedures

• These will begin in June. A team of three Committee members are to walk the site and to issue Pre-Notice Letters Of Concern where needed.

Plant sale 

• The plot holder volunteer tending the plants has suggested the morning of Saturday 8th June for this. Rhys has offered to assist too. For practical reasons no plants will sold in advance of the sale.

Wildlife habitat enhancement 

• It was agreed that no more than £500 total should be spent on the purchase of suitable trees and shrubs, and that £250 of this will come from the Site Representative’s award, which is not taken. However, it was also suggested that the total actually spent will probably be far lower.

Boundary and other trees 

• It was noted that branches overhanging the Western Avenue security fence made entry easier for climbers, and proposals to address this problem were made.
• Ash die back disease is affecting some large trees and these could present safety issues. The Council are aware, and propose a re-inspection in June.
• Plot holders are reminded that we are required not to maintain, i.e. we must remove any broadleaf, conifer, or willow trees growing on our plots. Sycamore and evergreen (holly-leaved) oak saplings are a particular problem on PPA site. 
• Fruit trees should not be free-growing varieties. That is, only those on dwarf root stock should be planted. No tree should be more than 4m tall. (Ignoring this can quickly cause serious shading problems for neighbouring plot holders.)

AGM

• To be held on Sunday, 2nd June 2024. Time and agenda are to be publicised, along with a resumé of the past year’s activities.
• There will be the usual invitation to plot holders to join the Committee, and the appointment of officials. Richard is expected to restate that he will resign from Committee duties and responsibilities. 

Any other business 

Management of the shop 

• With Richard’s departure there will need to be a suspension – hoped to be short – of the shop’s activities.
• It was agreed that the previously-emailed stock list and order form is now revoked.
• There is hoped to be a sale – to coincide with the Annual Plant Sale – of popular items among legacy stock. A list of these and prices is intended to be publicised in advance. 

There was no further business and the meeting closed at 2030.

Date of next meeting 

4th June 2024, at 1900, the Butchers’ Arms, Canton