Author: A Place To Grow Your Own

Present:  Richard Masterman (Chair), Sue Jones, Dan Philips, Wendy Gunter (Treasurer), Robert Loxton, Martin Pasek

Apologies: None

Previous Minutes:

Meeting date 4^th April 2023: Approved. 

Items arising not covered by the agenda:

• The main trolley now has four puncture proof tyres and new side panels and is fully operational again despite its longevity and a rusty frame.

Other matters arising from the Committee meeting to be addressed as the agenda.

Chair Report

It is with sadness that the Committee noted the passing of “Welsh John,” a popular allotmenteer who had been very supportive of committee members, particularly Sue and Richard.

Site Representative 

• Council

The next CAHA site representatives meeting is 17^th May 2023. Richard to attend. There are several points which will be raised regarding plot inspections, plot termination notices, tenants appealing directly through local Councillors with PPAA Committee not given any opportunity to make a representation. (Post meeting note: Site Reps subsequently postponed to 31^st May)

• PPA

The Local Management Agreement with Cardiff Council which the committee are obliged to sign is due for renewal. Currently PPAA are signed up to Level 2 of the agreement. The Committee agreed to renew at Level 2 for a period of 3 years. Sue/Richard to inform Celia and request a copy of the agreement for final review before signing.

Treasurer’s report

Wendy reported that 2022-2023 accounts are now with the auditor but because of commitments they would not be signed off until end-May. Wendy advised that the Allotment Officer had confirmed that this would be acceptable.

Wendy suggested she would introduce an additional mid-season mini audit to simplify the end of year main audit.

Wendy advised that she would re-send a copy of PPAA insurance certificate to the Council where an earlier copy appears to have been mis-placed.

PPAA Subscriptions

It was noted that some plot holders do not pay the £5.00 subscription which is necessary be full member of the PPAA and access manure, woodchip, the allotment shop, plant sales, enter the polytunnel draw and (importantly) pay for PPAA insurance for the site, but that it is currently difficult to monitor late/non-payment. Dan agreed to look into how this could be done with Wendy.

Termination Notice Requests

All further actions are now with the Council. No feedback or update have been received.

Plot Re-inspections.

Plot inspections would continue through the growing season. Plot holders are reminded that each tenant’s agreement requires cultivation and not just suppression of weeds by large areas of ground cover.

Plot Vacancy/Letting and Structure Application

Sue advised that, since the last meeting, there are currently 2 vacant plots and there have been 4 approved applications to install a structure on a plot.

Sue advised that an updated waiting list was awaited from the Council which is needed before the two vacant plots can be offered for occupation. The waiting list is currently closed to new applications.

Wildlife Habitat

Richard advised that he is producing a draft winter work programme for habitat management. Nothing other the minimum necessary trimming to maintain vehicular access is expected during the current nesting season March to September. Plot holders are reminded that they should respect wildlife habitats.

Stone Wall Repair

Due to work and holiday commitments, work is expected to take place over two days in June. 

AGM

Attendance at AGMs is generally not great and plot holders are encouraged to attend as this is a good opportunity to raise suggestions for Committee consideration.

Notifications will be published shortly for the 2023 AGM to take place 11:00 Sunday 21^st May at the poly tunnel.

Plant Sale

Dan advised that seed plantings in the poly tunnel were underway with the plant sale scheduled for 4^th June 2023 and subsequent sales on a rolling basis subject to availability.

Any Other Business

Nothing further to report

Date of next meeting

AGM: 11:00 Sunday 21^st May 2023 at the poly tunnel

Committee: 19:00 Monday 5^th June 2023 at the poly tunnel

Minutes

Present by Zoom: Richard Masterman (Chair), Sue Jones, Dan Philips, Wendy Gunter (Treasurer)

Apologies: None

It is with great sadness that the Committee noted the unexpected passing of committee member Alan Coombs. He was universally popular and his contribution to committee and the well-being of the allotment was exemplary. The Committee have passed on their condolences to Alan’s family.

Previous Minutes:

Meeting date 13th March 20023: Approved.

Items arising not covered by the agenda:

• The main trolley has been fitted with new side panels and two new solid tyres. The remaining pneumatic tyres will be replaced shortly.

• The water troughs had been inspected and various repair works to float valves, stop cocks and above ground pipework have been carried out by a volunteer for which the committee offer their thanks.

Other matters arising from the Committee meeting to be addressed as the agenda.

Chair Report

Committee meetings have for a while taken place via a family member’s Zoom account at no cost. Richard reported that aPPAA Zoom Pro account which would allow uninterrupted meetings longer than 40 minutes would cost ≈£120.00/annum. This was considered un-necessary and face-to-face meetings could resume. Other electronic platforms would also be investigated.

Site Representative

Council

Several emails had been received concerning a plot holder at a different site who wanted to move but had been advised that nothing was available at PPA which suited his requirement for a very large plot.

PPA

Covered by agenda items.

Treasurer’s report

Wendy reported that 2022-2023 accounts were nearly complete and would be submitted for audit verification shortly, hopefully to be approved by end-April 2023.

Website and Email Management

There was general discussion around the issue of information to plot holders via the various platforms currently in use.

• All official business will be posted on our website at: https://pontcannapaa.com

The website will also contain other useful documents and notices.

• If a plot holder wants to contact the Committee, they should send an e-mail and a committee member will respond.

• It was noted that the Facebook account is not the official method to communicate or disseminate information as many plot holders do not engage with FB. Further discussion and expansion of guidance to be continued with regard to the use of the FB platform and payment of PPAA subs.

Termination Notice Requests

Following last summer’s tidy-up five notices had been requested. All further actions are now with the Council.

Plot Re-inspections.

The considerable improvements to the site and the enthusiastic approach of new plot holders were welcomed.

The Committee agreed that the continued cultivation of plots would regularly be reviewed in line with Council requirements as spring/summer work should now be progressing in earnest.

Plot Vacancy/Letting and Structure Application

Sue advised that there are currently 2 vacant plots and there have been 12 applications to install a structure on a plot, 8 of which have been approved with 4 pending.

There are no brick cubicles available although 2No appear to be occupied and locked without formal agreement with the Council.

Wildlife Habitat

Richard advised that he had been in contact with the Allotment Officer who had provided the name of the Council’s Conservation Officer who could be consulted with regard to the development of a winter work programme for hedgerow and wild area management. This would be developed to be sympathetic to wildlife and to comply with the conditions of the Local Management Agreement which the Committee is bound by.

Harmful Substances and Plants

A packet of un-damaged rat poison had been reported. This follows the recent sighting of rodents and visit to site by Council environmental control officers. It is assumed that the poison was inadvertently left at this visit.

The naturally occurring plant Lords and Ladies Arum maculatum is present on site. All parts of the plant can cause skin irritation and contact without gloves should be avoided.

Stone Wall Repair

Work to recover fallen stones and repairs will commence shortly.

Poly Tunnel

The construction of new grow beds filled with high grade compost had been completed. Dan and volunteers were thanked for their effort especially as the 8 tonnes of compost had been obtained without cost and the surplus had been put to good use around the site. This source of large quantities of compost might be of interest to the Community Gardens.

Plant Sale

Dan advised that he had started planting seeds and encouraged plot holders who have the facilities to sow seeds for their own plot to over-sow and donate to the plant sale.

Date provisionally set for 4th June 2023 although items could be sold on a rolling schedule depending on availability.

AGM

Date for AGM set for 11:00 Sunday 21st May 2023 on site at the poly tunnel.

Any Other Business

Nothing further to report.

Date of next meeting

19:00 Tuesday 9th May 2023 by Zoom.

PPA Website Team

We have just received the following message from Cardiff Council:

Dear Site Representative,

We now have a new email address for all Allotment Queries and correspondence for yourselves and allotment tenants.

Please can the new email allotments@Cardiff.gov.uk be used with immediate effect and no longer send any Allotment queries to parks@Cardiff.gov.uk

Best wishes,

Anthony

PARKS, SPORT, LEISURE & HARBOUR AUTHORITY

Parciau, Chwaraeon a Awdurdod Harbwr Caerdydd  / Cardiff Parks, Sport and Harbour Authority

Cyngor Caerdydd / Cardiff Council

Could everyone please note that change, and the fact that Cardiff’s guides and forms – as on this website – do not appear to have been updated to this effect as yet. We will publish the correct versions as soon as we have them – thanks all.

PPA Website Team

It is with sadness that we hear that Alan Coombs passed away this weekend. Alan had been a plot holder since 2017, on plot 48a, and latterly on plot 5. A regular face on site and a member of the PPAA Committee, Alan was a firm supporter of the allotment life.
We extend our sympathies and our condolences to his wife Liz, to his sons, and to the rest of his family and friends.

PPAA Committee

Minutes for PPAA Committee Meeting held on 13th March 2023 at 19:00 by Zoom

Present:  Richard Masterman (Chair), Sue Jones, Dan Philips, Wendy Gunter (Treasurer)

Apologies: Alan Coombs

Previous Minutes:

Approved. 

Matters arising from the Committee meeting 7^th February 2023 addressed as the agenda.

Chair Report

As agenda

Site Representative 

Council

Richard had attended the Site Reps meeting 15^th February 2023 and had circulated notes.

It was noted that allotment committees do not have authority to intervene with any potential dispute and only the Council can adjudicate and implement disciplinary action.

The Allotment Officer had also stated that “associations” could not take on a plot without express permission from the Council.

PPA

Covered by agenda items.

Treasurer’s report

Wendy confirmed she had updated the account and repeated her request that plot holders identify bank transfers with plot number and purpose of payment: ie: subs, shop, polytunnel.

Plot re-inspection and termination notices

Monitoring of previously noted overgrown plots to continue and nothing to report from the Council regarding issue of notices.

Clearance of overgrown plots and vacancy list

Great work carried out over the last few months.

Sue reported that there is currently only one plot available. All others now occupied.

Management of trees and hedgerows

Richard reported that he had recently received direct emails from two concerned plot holders regarding protection of wildlife habitat. The Committee confirmed that it was fully committed to preservation of habitat and diversity of wildlife and Richard would respond to the plot holders on behalf of the committee.

It was agreed that whilst management of “wild” common areas of the allotment is essential any future work of significance would be discussed and agreed prior to implementing.

It was agreed that a winter work plan would be developed for future seasons.

Seed potatoes and shop

Richard reported that sales of seed potatoes had been popular and additional stock had been purchased. 

Trolley

Two new puncture proof wheels have now been fitted and new plywood sides are being constructed.

The trolley is now functional again.

Stone wall repair

Following a very helpful meeting, work to repair the stone wall damaged by a fallen tree could now be planned. Thanks to Richard Staniforth for his time and expert advice.

Water troughs

Frost has damaged the above ground pipework to two troughs. Sue agreed to source a plumber to repair. 

Polytunnel

Dan confirmed that construction of 6 No. new grow beds was now mostly complete and a delivery of compost to fill the new beds was expected shortly. All beds have now been allocated.

Existing compost heap

The large heap of waste material adjacent to the old shop building had been explored by a plot holder for usable compost and, whilst it is contaminated with non-degradable items including glass and plastic, if carefully riddled it provides excellent material which is available to all plot holders providing that care and appropriate PPE (stout boots, hand/eye protection) are employed.

AGM and Plant Sale

Date for AGM to be agreed. 2^nd, 16^th or 30^th April 2023 suggested.

Any Other Business

Nothing further to report

Date of next meeting

19:00 Tuesday 4^th April 2023 on site or Zoom.

The maintenance of security fencing, walls etc., is, under the Local Management Agreement the Council’s responsibility. However, despite reminders from PPAA, owing to funding shortages, backlogs etc., this work has now been outstanding for some time.

Therefore PPAA intend shortly to use the services of an artisan waller to rebuild part of the wall with Llandaff Fields, where a quite large tree had fallen and damaged it.

It’s expected that all of the loose stone lying near to the wall will be required for this work.

However, PPAA Committee are aware that at least one plot holder had removed some of this stone to decorate a pond, although they’ve now kindly returned it, and PPAA Committee thank them for this. It’s understandable to a degree that someone could mistakenly believe that the stone isn’t needed, but that’s very much not the case, so could everyone please kindly not touch any of it – thanks all.

For the sake of avoiding any misunderstanding – engendered by inaccurate hearsay – we’d clarify that no one has been told by anyone that they can’t have a pond – quite the contrary – they’re very welcome for the wildlife that they support and for their pleasant appearance. Nor has anyone been told by any Committee member that their tenancy is threatened, nor that they’ve committed any offence in connection with this matter.

Another related matter is that there’s a temporary pile of plant matter – removed during plot clearance by PPAA volunteers – adjacent to the wall close by. Its removal and treatment involves significant expense and effort, and so all are reminded that we’re required to compost on our own plots or to remove from site our own such material, and that adding it to the said pile or to others would simply be fly tipping on Council property.

PPAA Committee

These were introduced in 2022, and are now part of the information on this website.

Council authorisation is needed for the construction of sheds, greenhouses, shelters, and so on, on plots. Under the Local Management Agreement PPAA Committee handle this. It’s immaterial whether the plot holder considers the structure to be temporary or permanent. The application form for this consent will be supplied on request from PPAA Committee.

It’s important that plot holders ascertain that their proposal conforms with these rules and obtain the necessary consent before incurring any expense, therefore.

PPAA Committee’s understanding is that these rules aren’t retrospective, and so structures authorised under the previous ones using the old form are unaffected by them.

We apologise for the delay in publishing this information, which is clearly of importance to many plot holders.

PPA Website Team

Minutes

Present:  Richard Masterman (Chair), Sue Jones, Dan Philips, Wendy Gunter (Treasurer), Jenny Howell

Apologies: Alan Coombs

Previous Minutes:

Approved. 

Items not on the agenda:

• No communications from Council regarding issue of termination notices.

Other matters arising from the Committee meeting 28^th November 2022 addressed as the agenda.

Chair Report

As agenda

Site Representative 

Council

Minutes from the Site Reps meeting held on 9^th November are awaited. 

Next Site Reps meeting 15^th February 2023. Richard to attend.

PPA

Covered by agenda items.

Treasurer’s report

Wendy confirmed she had updated the account and reconciled with bank statements. 

It was noted that a quantity of ground cover membrane had been purchased which is now in stock.

Agenda Items

Tree management

A conversation ensued about the recent felling of some of the trees in the forest garden area. While it was not clear who might have done this, it was pointed out that broadleaf trees are not allowed to be planted, that inappropriate trees can shade other plots and we should set a good example. It was noted however that some of the trees were edibles and would have been maintained within the permitted height. No resolution was reached at the meeting. On the wider issue of tree management across the site, it was agreed that a certificated tree advisor would be asked to inspect and propose a tree management programme.

A plot holder had also contacted Sue regarding recent work to boundary hedges and protection of wildlife habitat to which Sue had responded directly.

Polytunnel

Dan, as Polytunnel Coordinator, gave an update on progress on the poly tunnel bed draw 2023.

He confirmed that expressions of interest had been sought from PPAA plot holders, as agreed. Eleven expressions of interest were received, of which nine appear to meet all the agreed criteria. The two that didn’t meet all the criteria had not yet paid their PPAA subscriptions for 2023.

A draw was held to allocate the applicants to the beds, with the first 6 drawn allocated the new beds under construction (numbers 7-12) for 2 consecutive years. The remaining applicants who met the criteria will be allocated one of existing beds (numbers 1-6) is for one growing season 2023/24.

Expressions of interest for any remaining poly tunnel beds will be sought, once the allocation process is complete. (A draw for 2024 will be held next year for beds 1-6, for 2 years).

Dates for the working party to build the new beds are being canvassed.

Overgrown Plots

Re-inspections will be carried out following the issue of Council invoices and in advance of the main growing season.

Clearance of Void Plots

Keith has now finished work although Plot 135b has a lot of roots to be grubbed out.

Sue will offer the plot for occupancy. 

Plot Letting and Viewing

Sue advised that currently there are 5 un-occupied plots which will be offered to prospective new tenants.

Manure

A further delivery was made last week.

Shop

Richard to circulate to the committee a list of seed potato varieties available for purchase and sale at the shop.

Communication Sub-Group

Nothing further to report.

AGM and Plant Sale

Date for AGM to be agreed. 

Any Other Business

Richard to look into the upgrade of the 4-wheel trolley.

Date of next meeting

It was agreed that Committee meetings would revert to monthly as the growing season approaches.

19:00 Tuesday 7^th March 2023 on site or Zoom.

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Pea Sticks Up For Grabs!

The Riverside Community Gardens have a sizeable pile of sticks and twigs ideal for this purpose – or for kindling etc. They are in the area between the car park and WJEC. RCG invite plot holders to help themselves freely!

Update: please note that this pile is constantly being restocked with various kinds of sticks, so if there was not what you needed previously, then there now might well be.

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Website works

Owing to work by WordPress on the theme supporting this site, visitors may notice some temporary changes in appearance, but functionality should not be affected.

If anyone should notice that anything does not work however, then could they please message the Website Team.

Thanks all.

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Fly Tipping Update

The general level of fly-tipping around the site appears to be decreasing – we’re happy to report – though this might just be seasonal with the site’s being quiet.

However, there’ve still been a few significant incidents, notably someone’s having left a large pile of used chicken wire and other wire netting by the park wall and middle brick cubicles at the end of Road 4. There was also what appeared to be a pile of trade gardener’s waste nearby – privet trimmings etc. – which someone had perhaps brought to site to fly tip. There was another pile of wire netting at the Bring And Take Point. If anyone has any scrap metal on their plots though, then could they please notify the Committee, as there’s a volunteer who collects this from time-to-time for charity.

The Council – unfortunately – operate no waste collection services whatsoever from allotment sites, and so PPAA have to pay for the removal or treatment of anything needing it. So everyone’s reminded that we must either compost our waste plant matter on our own plots – and nowhere else – or remove it from site entirely. We’d thank everyone on this point.

(Someone’s also in the habit of throwing their takeaway lunch rubbish into the Bring And Take Point, but another, kinder soul often seems to remove this, and their acts of thoughtfulness are very much appreciated.)

So on balance then, a big thank you to all considerate, responsible plot holders!

Site volunteers

Present:  Richard Masterman (Chair), Sue Jones, Dan Philips, Alan Coombs, Wendy Gunter (Treasurer)

Apologies: Jenny Howells

Previous Minutes:

Matters arising from Committee meeting 12^th October 2022 to be addressed as agenda items

Chair Report

Richard stated that he had re-read the meeting notes from 30th August, 15^th September and 12^th October to confirm all items have been previously covered and were being followed up with agenda items.

Site Representative 

Council

Minutes from the Site Reps meeting held on 9^th November are awaited. 

PPA

Covered in AoB.

Treasurer’s report

Wendy reported that accounts are in order and requested details of any expenditure for inclusion.

Agenda Items

Polytunnel

Dan reported that material costs to provide up to 7 No. new grow beds would be of the order of £400 to £500 plus any additional top soil that might be required.

It has been agreed that the tenancy period would run from 2^nd Feb to 1^st Feb the following year and the draw would, if necessary, be arranged in two parts to cover existing grow beds and new grow beds. 

Dan agreed to a draft site notice requesting expressions of interest for inclusion in the draw for a grow bed which is open to all paid up PPAA members. The work to construct 7 No. new beds will be planned for February 2023 and it is hoped that interested parties will volunteer to assist. 

Sue stressed that it is important to emphasise that the work is part of a plan to improve site wide facilities.

It was agreed that Dan and Richard would investigate the buried content of the large heaps of vegetation to see if any useful compost could be recovered for the new grow beds. 

Overgrown Plots

The committee had over the summer followed up Council procedures for badly attended plots and Pre-Notice letters/emails had been sent to the associated plot holders. Follow up inspections happily have shown improvements to many although the Council will be issuing notice of terminations in isolated cases. In these instances, there would follow a period during which the affected plot holder can appeal.

Sue stated that these matters are now the responsibility of the Council.

The Committee agreed to carry out further inspections periodically starting in February 2023 prior to which site notices will be posted. Sue agreed to draft.

Clearance of Void Plots

Dan will shortly be meeting with Keith to agree a timetable for final works which will enable Sue to commence re-letting and occupation.

Plot Letting and Viewing

Dan and Richard will commence removal of the irrigation tanks on Plot 29 which will enable Sue to commence reletting.

There are a couple of plots awaiting clearance on completion of which they will be relet.

Manure

Sue’s persistence had resulted in the Council transferring manure from the stables, although she had not been advised it would take place. This may have been a one-off occurrence and did not guarantee future deliveries. 

Communication Sub-Group

Further update next meeting

Any Other Business

The trolley is in poor state of repair and needs an overhaul. Richard to investigate.

Sue reported that several of the unmade vehicular side tracks between plots are rough and uneven. Each track has a hard-core sub-base which could be exposed and restored to provide a more uniform surface. Richard would obtain a day-rate for contractors previously used and report next meeting.

Date of next meeting

7^th February 2023 on site or Zoom.

A concerned plot holder has contacted PPAA Committee, about certain dogs apparently being allowed to roam freely whilst on the allotment site. In this case the dog was trampling over another plot’s crops. Clearly, this isn’t acceptable. Also, apart from any visible damage, it’s probably fair to say that all of us plot holders want to be sure that no dog has fouled or marked our produce in any way while we have not been there.

So, while dogs are allowed on to the allotments, their owners are reminded that it’s a requirement of our tenancy to keep all of our dogs on a lead – or tethered – at all times whilst within the site boundaries. (Tenancy Agreement, Provision 18 in the Schedule).

Kind thanks everyone.

PPA Website Team