Author: A Place To Grow Your Own

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 

Our thanks again go to the three plot holders who stepped forward to assist with this project.

It’s got off to a good start. Eight native British elder saplings have been planted in the soil bank, next to the composting toilet. They don’t look much at the moment, but the soil looks good, and we hope that they romp away.

At the next Committee meeting a decision as to how much to spend – on buying shrubs and trees – will probably be taken, and then it will become clearer as to how much of our magnificent volunteers’ effort will be needed over the coming months.

PPA Website Team

There’ve been a number of problems of late, stemming from some people’s beliefs being seemingly contrary to the title of this piece, and they’ve taken up a fair bit of volunteers’ time to settle.

If anyone has anything that they don’t want on their own plot, either temporarily or permanently, then this must be taken off site. Problems arise, when a plot holder believes that something that they want may be stored on another – apparently to them unoccupied – plot. When a new tenant say, is shown that plot, they are offered it as seen, and may reasonably assume the stored item(s) to come with it. A dispute can then arise with the plot holder who was clandestinely using it for storage, and this has happened several times recently. If the things are unwanted on the other hand, then this is simply another form of fly-tipping.

All plots are either tenanted, or being readied for re-letting by PPAA volunteers, or subject to a dispute, where the Council’s position is to end the tenancy, but the tenant is contesting the matter.

PPAA Committee understand that most plot holders are well aware of these facts, but in the light of recent events it was felt that a brief article on the subject would be timely.

PPA Website Team

Present:  Richard Masterman (Chair), Sue Jones, Martin Pasek, Mike Powell, Rhys Williams, Lewis Evans

Apologies:   Gordon Goldsmith, Wendy Gunter (Treasurer),

Previous Minutes:

Meeting date 5^th March 2024: Previously approved. 

Actions from previous meeting

Items to be addressed as the agenda.

Chair Report 

Items to be addressed as the agenda.

Site Representative 

• Council.

Emails received from Cardiff Parks confirm that the revised Allotment Record Management Strategy is not yet ready for circulation and implementation.

The Council intend to provide training for all allotment sites regarding data protection and the new strategy.

• PPAA

As agenda

Treasurer’s report

• Nothing to report.

Site Security

• The key access for the egress side of the north gate (Western Ave) has been modified to improve usability.
• A wildlife camera has been permanently located to monitor the south gate (polytunnel end of site).
• A second camera has been procured for a similar function at the north gate site entrance.

Community Gardens

• The proposed cooperation between the Community Gardens and Cardiff Salad Garden, CSG  has been approved by Cardiff Council and will go ahead. CSG have volunteers, who will assist with the maintenance of the allocated Garden plots. The Council have provided a new Community Tenancy form for the revised arrangement.  

Plot Inspections

• Sue has redrafted the letter, which plot holders may receive after the first annual review of unattended plots. The Council’s pro-forma wording remains, but with more background explanation. The Committee have discussed the revisions, and agree that the draft will be used for this year’s inspections.
• To comply with the Council’s procedures for non-cultivation, plot reviews will start week commencing 3^rd June 2024. It was noted that newly occupied plots would not be included.

Plot Vacancies, letting and structure applications.

• There are currently 4 vacant plots with new tenant viewings being arranged. 2 applications for a structure have been processed.

Shop

• It was noted that 200kg of seed potatoes had been procured and distributed. All have now been sold. A few onion sets and garlic bulbs remain.

Plant Sale

• A plot holder has commenced sowing seeds in the polytunnel for a plant sale and is seeking assistance from other plot holders with propagating. Plot holders are encouraged to contribute any surplus seeds and plantings they have. There are pots available on the benches by the polytunnel which are free to use for this purpose.
• Anyone interested in helping with this very popular event is asked to email the Committee in the first instance. 

Pollinator and wildlife habitats

• A small group of plot holders have recently met with Emma Morgan a Local Nature Partnership Community Ranger, Cardiff Parks Dept., for a Biodiversity Workshop. In conjunction with this, an article was published on the PPAA website, suggesting planting some of the common areas with wildlife friendly flowering shrubs. Unfortunately, this article has apparently only generated limited interest among plot holders, and no one has so far offered any assistance.
• A concern has also been raised with Parks Department about maintenance of perimeter borders and a meeting, to be arranged by Parks Dept. with other appropriate parties is awaited. 

Update: Since this Committee meeting, three plot holders have very kindly offered to assist with the above plantings.

Any Other Business

• The 2024 AGM has been rearranged for 11:00 Sunday 2^nd June 2024. This will facilitate the availability of auditable accounts.

Date of next meetings

19:00 Tuesday 7^th May 2024 at Butcher’s Arms Canton.

The oft-cursed arrangement for locking or unlocking the Western Avenue end gate from the inside has finally been resolved, thanks to attention from PPAA’s contractors. The work should – it’s hoped – reduce wear on the lock, caused by the key being levered to the left whilst turned too.

The fabricators have also repaired and ruggedised the security measures to the windows in the shop. The thieves didn’t succeed in entering by these, but they did sufficient damage to necessitate repair to stop the rain coming in if nothing else.

The Committee’s thanks go to D&S Fabrications for their prompt and efficient attention.

PPA Website Team

It was resolved at the last Committee meeting, that the planting of low-maintenance, visually-pleasing subjects at various locations on the PPA site would bring benefits to pollinators and to other wildlife. Suitable specimens would ideally have long flowering seasons, bear fruit, be shade-tolerant, and be slow-growing or only reach a modest final height.

PPAA will carry out a costing for sourcing suitable subjects, but are there plot holders whose gardens are becoming overcrowded by maturing shrubs, and who would be willing to donate some of them for this purpose, rather than to throw them away when it comes to rationalising their plantings?

It must be emphasised, that owing to the very limited volunteer effort available for maintenance, such plantings can’t be of fast-growing subjects, which attain a large final height such as blackthorn, and so on. Items with viciously-injurious thorns are also unsuitable for obvious reasons. The plantings also need to be capable of being classed as shrubs rather than trees in any case, since neither tenants nor the Association are permitted to plant the latter without Council consent.

No doubt this – what can only be described as pleasant – conversation will continue, and PPAA – here’s their contact page – would gratefully welcome any offers for help, donations of suitable small trees and shrubs, or whatever!

Present:  Richard Masterman (Chair), Sue Jones, Wendy Gunter (Treasurer), Martin Pasek, Mike Powell, Gordon Goldsmith, Rhys Williams

Apologies:   Lewis Evans

Previous Minutes:

Meeting date 6^th February 2024: Previously approved. 

Actions from previous meeting

Items to be addressed as the agenda.

Chair Report 

Items to be addressed as the agenda.

Site Representative 

• Council.

PPAA unable to attend meeting 14^th February 2024. Council minutes awaited.

• PPAA

As agenda

Treasurer’s report

• Wendy reported that the bank balance is positive.

Site Security

• Extra security measures have been implemented at the south gate.
• A proposal to modify the key access for the egress side of the north gate (Western Ave) to improve usability will be investigated.
• Wildlife cameras will be located adjacent to both gates.
• Sadly, there has been a report of malicious damage to a plot. The incident has been reported by the victim to South Wales Police, who are carrying out investigations.
• The site gates have been left open again. Please close and lock every time they are accessed.

Plot Inspections

• Plot inspections will commence in May. The wording of the notification email will be reconsidered.

Plot Vacancies, letting and structure applications.

• Sue reported that 5 plots have been let. There are currently no vacant plots. 1 application for a structure has been processed.

Shop

• Seed potatoes and garlic have been received and are being distributed. Onion sets are awaited from the supplier and will be distributed when available.
• An updated stock availability will be issued shortly.

Plant Sale

• A plot holder has volunteered to donate seeds for a plant sale and is seeking assistance from other plot holders with propagating. Anyone interested in helping with this very popular event is asked to email the committee in the first instance. 

Perimeter hedgerows

• In order to enhance wildlife/pollinator habitats and to reinforce site security it was agreed to investigate the planting of particular species of small tree/shrub to infill any gaps. A site notice will be issued in due course requesting volunteers to assist with planting.

Any Other Business

• The Community Gardens and Cardiff Salad Garden have arranged a meeting for next week with Cardiff Council’s Allotment Officer to discuss their proposal to collaborate.
• The 2024 AGM is provisionally scheduled for 12^th May 2024.

Date of next meeting

19:00 Tuesday 2^nd April 2024 at Butcher’s Arms Canton.

PPAA are very pleased to see that the long-awaited anti-climb measures to the SE gate should be completed today. Thanks go to D&S Fabrications, who will probably also be consulted about modifications to the other gate to make key access more convenient.

Wildlife Habitat Enhancement

PPAA volunteers are finally nearing completion of the removal or control of the myriad sycamore saplings and suchlike growing around the site, which constantly threatened to create serious shading problems owing to their extremely rapid growth and dense shade, as well as imposing a very heavy maintenance burden with the need for constant lopping and pruning.

The opportunity now exists to replace some of these – in suitable locations such as car park verges and banks – with low maintenance and far friendlier subjects, e.g. elder, and other small flowering, fruiting trees and shrubs. Unlike sycamore, these would provide food for wildlife as well as nesting places. However, we must be mindful of Provision Seven of our Tenancy Agreements, along with the Local Management Agreement, which make clear that no broadleaf, conifer, or willow trees must be planted on site, either on plots, or anywhere else.

As a happy coincidence, PPAA have also received a request from its organisers to publicise the following gathering (not to be confused with RCG’s Open Day, which is on Saturday, March 2nd):

Create a buzz on your allotment

Join us for a fabulous wildlife friendly workshop to get your plot teeming with life 

Meet at the Community Garden on Pontcanna Permanent Alllotments, Saturday, March 9, 10am 

Nature is struggling, and the pollinators we depend on to keep our allotments thriving, are in freefall. 

Fortunately, we can all make a difference by growing a few wildlife-friendly plants among our veggies – creating buzz and birdsong as we do so 

Join Emma Morgan, biodiversity officer at Cardiff Council, for some fantastic tips on how you can garden for nature – giving bumblebees, butterflies, songbirds and hedgehogs a much-needed helping hand as you garden

PPA Website Team

As the above image shows, such items and materials are not permitted on Cardiff allotments.

PPAA are very pleased to see that nearly all plot holders have removed, or are in the process of removing, such things from their plots, although a few still remain.

We look forward to seeing the last of these being removed from site completely.

PPA Website Team

Present: Wendy Gunter (Acting Chair), Sue Jones, Mike Powell, Gordon Goldsmith, Martin Pasek

Apologies: Lewis Evans, Richard Masterman (Chair) (Meeting chaired by Wendy Gunter, Acting Chair)

Previous Minutes, matters arising:

There are still anomalies with bills. It appears that some recent tenants have neither been added to the list nor billed. Sue emphasised that she delivered all the relevant paperwork in person to the Allotments Officer. PPAA still pursuing with the Council.

Chairman’s Report by email:

1. Site security

• Wildlife cameras: the test camera has been removed from its temporary location to be repositioned, and a second camera will be purchased for the main entrance.
• Based on Allotment Officer’s email of 17^th Nov 2023, Richard has instructed D&S Fabrications to get going with the anti-climb gate alterations.

2. Shop

• Potatoes, onions and garlic have been ordered. Expected on site 26/27 Feb.

Site Secretary’s report (shared role):

Sue has let six plots and there are seven more to be let. The waiting list has been updated and stands at very roughly a hundred. There has been one application for a structure.

Poly tunnel bed allocations:

The applicants number more than double the number of beds. The draw for the six beds will take place soon and the recording will be available for viewing. The lucky six will be notified, and on receipt of the £5 maintenance contribution from each, their bed will be allocated to them.

Riverside Community Garden:

PPAA understand that talks between RCG, the Council, and Cardiff Salad Garden are ongoing in relation to their proposed collaboration, but nothing new has been heard since the last PPAA meeting.

AGM:

It was resolved that the 2024 PPAA AGM should provisionally be held on Sunday 12th May.

Plot Inspections:

Inspections for neglected, overgrown, and other problematic plots will resume in May.

AOB:

There was no further business and the meeting ended at 1958.

The next PPAA Committee meeting is scheduled for Tuesday 5th March 2024 at 1900, at the Butcher’s Arms, Canton.