Present:
Gordon Goldsmith (Chair), Mike Powell (Site Representative), Wendy Gunter (Treasurer), Sera Jones, Martin Pasek, Sue Pasek, Adrian Peters, Rhys Williams.
Apologies for Absence:
Lewis Evans, Nerys Lloyd Pierce.
Sera was welcomed to her first Committee meeting.
Matters arising from the previous meeting are dealt with below:
Site Representative’s Report (since last meeting):
- The tree “amnesty” is proceeding with a good response.
- Three working parties to clear derelict plots have been held.
- Four plots have been let.
- Three new tenants who have not cultivated their plots have been given final warning letters.
- Two structure applications have been received.
- Six names have been removed from waiting list, as no longer interested or not contactable etc.
- Applicant at the top of the waiting list now dates from January 2026.
- Waiting list is currently at about one hundred and seventy, and is still closed.
- There are thirteen vacant plots on site, mostly badly overgrown, and with large amount of rubbish to remove.
- Further working parties are planned. These are needed, and with better attendance would be more effective still.
- There have been three waste pick ups from four plots at a cost of £1,152, and other contractor charges of £400.
- The Site Representative’s Fee of £389 has been received (four months late.)
- Numerous emails have been sent on behalf of tenants to the Allotments Office regarding the New Tenancy Agreement and other issues.
- The Council’s new Orkastrate system for managing allotment tenancies remains “read only” on the devices issued to Site Representatives, and so is still limited in usefulness.
- Mike met with Allotments Officer on 21st October 2026 and resolved many issues.
- Cardiff Allotments Holders Association (CAHA) met on 21st October, and will take the following issues to the Site Representatives’ meeting with Council officials:
- Failure of Parks to reply to emails even within the twenty-eight days stated.
- Failure by Parks to make clear what they will do about tenants who still do not have a new Tenancy Agreement in place by February.
- Failure to issue invoices to many established and new tenants alike. What is the progress on the promised actions?
- Failure of Parks to carry out and to follow through the eviction process according to specified procedure, and to inform Site Representatives as to whether plots are truly vacated – and therefore available to let – leading to plots once more becoming overgrown, and consequent disillusionment of volunteers through having their time and energies wasted.
Treasurer’s update:
Wendy said that PPAA finances are still healthy. However, plot clearance costs this financial year so far have been very significant. Tool replacement (see below), tree work, and further plot clearing will cost further significant amounts, and so expenditure will be reviewed at each future meeting.
New Tenancy Agreement roll-out:
No spreadsheet in digital format has been received, although it was promised for 23rd September. Some other sites have received them, however. Some information on the roll-out was given to Site Representative at the meeting with Allotments Officer on 21st October.
As of that date a hundred and sixty-four tenancies have been completed, which represents about sixty-eight percent of current PPA tenancies. Six plots were given up in response to the new Tenancy Agreement, with a further nine apparently to lapse later.
Break in, 24-25th October:
Both shop and lock up shipping container were broken into. Electric power tools and trolley were stolen along with other items.
It was agreed to replace power tools at a cost of about £2,000 and these will be stored off site from now on. The trolley will also be replaced.
A quote to enhance security of the lock up container will be obtained.
Manure deliveries:
Site Representative met with Ann Peate, Cardiff Riding School, 30th September 2026.
Assurances have been received that the contamination of manure deliveries with shredded rubber should now be minimal. It was agreed to continue to accept manure deliveries.
Mike Powell, Adrian Peters and Gordon Goldsmith will be responsible for receiving deliveries.
Contact lists and email addresses:
Tenants are reminded that both the PPAA and the Allotments office must be made aware of any change of email address.
Rodents etc.
John Morgan – plot holder who has expressed interest in addressing this matter – will be invited to the next meeting.
Bulb planting:
This is ongoing (Gordon Goldsmith and Nerys Lloyd-Pierce).
Plot 50b:
Plot 50b does not appear on the Council supplied database. There is some land behind 50a and this could be used by plot neighbours.
AOB:
Sue wanted to remind the Committee to be aware, that when acting in an official capacity, they should not appear to promote any partisan cause, which may lead to some people feeling unwelcome on the site.
Martin raised the issue of the possible disposal of the legacy petrol-powered tools. These will be assessed.
Adrian raised the issue of potential starter plots of one perch (approximately twenty-five square metres) with some mentoring. These could be offered for a year to new gardeners at the top of the waiting list as an optional alternative to taking on three to six perch plots. This idea will be discussed in detail at the next meeting.
Date of next meeting:
1900, Tuesday, 1st December, 2026, at the upstairs meeting room, Cricketers Inn, Cathedral Road, Cardiff
PPA Website Team (minutes taken by Site Representative.)
