Present: Sue Jones (Acting Chair), Wendy Gunter (Treasurer), Mike Powell, Rhys Williams, Lewis Evans, Jane Davies, Martin Pasek (Website Admin), Keith Ball
Apologies: Gordon Goldsmith, Nerys Lloyd-Pierce
The meeting opened at 19:00.
Previous Minutes
Matters covered below.
Chairman’s Report:
Jane Davies raised an objection to Sue Jones acting as Chair for the meeting. The reason given was her claim that “complaints” had been made against Sue by “some plot holders”. Sue asked Jane to confirm that the “complaints” to which she referred were the same ones referred to by Nerys Lloyd-Pierce at Sunday’s AGM. Jane confirmed this. As of this time, no written communication has been received by the PPAA Committee on this claimed matter. Sue had been in conversation with the Council Allotments Officer that morning, re the new PPAA Committee roles, and the Allotments Officer was happy with the arrangement. Sue Jones suggested a vote on Jane Davies’s objection. The motion was not carried by six votes to one. Accordingly, the meeting then continued with Sue Jones as Acting Chair.
Wildlife cameras:
The second camera has now been installed by the Western Avenue gate. Thanks to Richard Masterman for completing this project before he stepped down from the Committee.
Site Secretary’s report (shared role):
Sue reported there are currently six vacant plots. PPA welcomed four new potholders in May. Plot viewings are ongoing.
The Parks Department are currently migrating to a new computer management programme. While this is ongoing all of the Cardiff Allotments waiting lists are closed. A completion date for end of June has been given.
GDPR:
Sue attended a GDPR training presentation by Cardiff Parks.
Site Representatives Meeting:
Sue attended the bi-monthly Cardiff Allotments Site Representatives meeting, chaired by Jon Maidment Head of Cardiff Parks Dept. Common issues discussed by other sites were the differing approaches to neglected plots and the timing of the Clean or Quit process, dangerous trees, and the new automatic water meter reading infrastructure roll-out. With reference to the Clean or Quit process Wendy suggested that in 2025 we begin the process no later than March.
Trees:
Mike Powell had previously reported to, and met with, a Council officer with regard to some diseased trees of concern on our site boundary. The Council had committed to a second risk assessment in July. Mike will follow up.
Plot Inspections:
A group of four from the Committee will be carrying out the first inspections in the coming days.
Any Other Business:
Martin suggested that serving Committee members, as a sign of sincerity, undertake to familiarise themselves with, and commit to upholding, the Local Management Agreement, the PPAA Constitution, and the Terms of Tenancy. Lewis suggested that an undertaking to familiarise themselves with the documents should suffice.
Jane commented that she felt that the writing style used in PPAA Communications was ‘too regimented’ and ‘sometimes appeared patronising in tone’. A discussion followed as to balancing how important facts need to be conveyed clearly without room for misinterpretation and the possible dangers of an unclear message in a different writing style.
Wendy raised the large amount of key deposit money currently held and how to manage it going forward. She also suggested the refurbishment of the red brick cubicles as a possible major spend for this financial year.
Lewis stated he felt that the PPAA Committee was perceived by some as akin to the police.
Keith Ball stated he has a few blank plot number signs, which he is happy to supply numbered to any interested plot holder.
There was no further business and the meeting ended at 2004.
The PPAA Committee meetings are regularly scheduled for the first Tuesday in the month, the next being 2nd July 2024 at 1900, at the Butcher’s Arms, Canton.
Update 13 07 25: The Council have been unequivocal in stating, that no record has been found to support any claim of any person’s having acted on behalf of a group complaining of wrongdoing by any Committee member, during any period leading up to the June AGM. No Committee member has, at any point to date, been asked by the Council to account for any aspect of their conduct during this time either.
