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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.

Present: 

Committee: 

Richard Masterman (Chair), Wendy Gunter (Treasurer), Sue Jones, Martin Pasek, Lewis Evans, Mike Powell, Rhys Williams

Plot holders:

Matthew Pearce, Keith Ball, Teresa Morris, Clare Briggs, Barrie Briggs, Thoma Powell, Nerys Lloyd-Pierce, Jane Handley, Adrian Peters (Riverside Community Garden), Jane Davies, Mary Pope, Monica Nobrega, Sera Jones, George Grigg, Josie Henley, Edith England, James Matthews, Louise Shenstone

Apologies for absence:

Mandy Tucker, Margaret Mathias, Jason Horn

Chair’s Welcome and Introduction

Richard welcomed all to the AGM. He explained that committee meetings have taken place monthly and thanked the committee members for volunteering their time through the year.

Richard outlined a few of the actions completed which had been previously reported and are available to view in a website article.

Committee Report

Sue and Richard reported that forty new tenants had been admitted to the site through the year and currently there are five vacant plots being viewed. The waiting list is now closed with around a hundred hopeful gardeners.

Richard explained that after a short interruption manure deliveries have continued.

Richard acknowledged with thanks the work carried out by Wanda O’Connor and volunteers in arranging and coordinating the upcoming Plant Sale to be held 10:00-13:00 Saturday 8^th June 2024.

Richard confirmed that plot inspections to identify unworked plots will commence this month. He explained that this responsibility falls the committee on behalf of the Council using prescribed procedures set by the Cardiff Parks Dept. He explained that initial contact email/letter has been revised from previous years to a less formal and abrupt format set by the Cardiff Allotment Office.

In answer to a query regarding “rewilding” it was explained that a degree of latitude and discretion is used in the assessments. 

Treasurer’ Report

Wendy presented the draft accounts for the year which were being independently audited by Dave King. The accounts show a healthy positive balance.

Election/Appointment of Officers and Committee Members

Richard stated that he would be standing down from the Committee following the meeting.

Keith Ball, Jane Davies and Nerys Lloyd-Pierce put their names forward to join the committee. 

It was discussed and agreed that Wendy would continue as Treasurer and the roles of Site Rep and Chair would be shared by the Committee to ease the burden of work.

There was unanimous agreement and the following were collectively proposed and seconded:

• Site Representative shared role 
• Chair shared role
• Treasurer Wendy Gunter
• Members

Sue Jones, Martin Pasek, Mike Powell, Rhys Williams, Gordon Goldsmith, Lewis Evans, Keith Ball, Nerys Lloyd-Pierce, Jane Davies

Any Other Business

• Nerys Lloyd-Pierce reported that she had been asked to represent a small number – six – of plot holders who claimed that some previous exchanges with Committee members had been heavy handed. Specific details were not divulged but the Committee acknowledged the report and will monitor on-going interactions.*
• Jane Davies commented that the Council’s biodiversity strategy document had not yet been updated to accord with Welsh Assembly policy. There was discussion about improvements to wildlife and pollinator habitats and Jane and Nerys both volunteered to join the committee with the aim of improving the site.
• Adrian Peters spoke about the recent merger of Cardiff Community Gardens with Cardiff Salad Garden (CSG) and explained that the inclusion of CSG will provide more volunteer assistance to expand the growing of produce for community benefit. He extended an open invitation to all plot holders to attend an Open Day 6^th July 2024 at the Community Garden plots. It is proposed to tend the plots twice weekly Wednesday and Friday between 11:00 and 14:00.
• There was an exchange between two plot holders and a Committee member. The matters relating to that are now being investigated by the Council.*
• It was noted that some of the road repairs carried out by the Council’s contractor when dealing with underground water leaks were still very poor and potentially hazardous for cycle users. This has been previously reported to the Allotment Office but no remedial work has been carried out.
• Sue stated that the Council have installed an automatic water meter to the site. Sue advised that the main off-site meter perhaps serves other consumers, feeds a long length of potentially leaking pipe outside of PPA site, and therefore if the payment for consumption were ever to be included in the Local Management Agreement, then the allotment sub-meter must be the one used for billing, for those reasons.

There being no further discussion the meeting closed at 11:50.

Thanks to all who attended.

*Update – this article has since been published in relation to such matters, and there is, at the time of its publication, no indication that the Council intend to take any action in relation to those here.

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 

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