Articles

Site volunteers have now fitted low pressure, wide-bore seal nozzles to all the float valves on the troughs, and are happy to report that the filling rate has been improved on them all, often dramatically.

However, notwithstanding, there remained one trough which was still rather slow to fill, near to plot 86.

On investigation, it turned out that there were two buried stopcocks in the supply as well as the one above ground, and that one of these was the wrong way round. That is, the supply pressure would tend to press back the washer and shut off the flow. This was the problem, and it has now been resolved.

PPA Website Team.

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

Apologies: None

Previous Minutes:

Meeting date 9^th May 2023: Approved. 

Matters arising from the Committee meeting to be addressed as the agenda.

Chair Report

Richard reported the AGM had taken place with 11 plot holders and 5 committee members present.

Site Representative 

• Council

Dan had attended the recent CAHA site representatives meeting and reported salient points as follows:

1. The Council are responding to anti-social behaviour. 
2. All allotments sites have reported thefts and vandalism.
3. The issue was discussed and it was confirmed that victims should be asked to report to the police via 101, including whether damage or theft. It would be helpful to also report to the PPAA Gmail account for info, so we can be aware of the scale and let Council’s allotment mailbox know.
4. The Council are prioritising tenants’ agreement for new plot holders before attending to Termination Notices. A revised schedule of plots indicating any that have recently been given up is not yet available.
5. The revised allotment IT system is still being progressed.

• PPA

As agenda 

Treasurer’s report

Wendy confirmed that the grant allocation notice had been received and payment would follow shortly.

Several £5.00 bank transfers had recently been received which presumably were for PPAA subscriptions. Wendy again requested that transfers are labelled with “Plot No” and “subs, shop, etc” to simplify accounting.

Site Security

Intruders had been seen on the site and sheds broken in to with items stolen.

This is a big problem for all allotment sites and other committees report worse problems than experienced at PPA. The Council suggest all incidents are reported to the police as noted above.

Stone Wall Repair

The contractor will return from holiday soon and a date will hopefully be agreed. 

Plot Re-inspections.

Plot inspections will commence from 26th June. The initial process is to record the condition of a poorly attended plot and issue a Letter of Concern.

Plot Vacancy/Letting and Structure Application

Sue advised that, since the last meeting, 4 plots have been let. Sue had welcomed new tenants to Plots 33a, 36a, 83b and 151a. There have been no applications to install a structure on a plot.

Sue noted that several new plot holders had not been able to progress cultivation and had released their plot. She agreed to action a 6-week trial period for prospective new plot holders so that they could get an idea of the work involved prior to committing to the Council Tenancy Contract.

Hedge trimming

Access down the main site road is impeded by the overhanging hedge and sycamore growth. The Committee agreed that sensitive trimming is necessary with due regard to wildlife. The cordless trimmer had been purchased specifically to reduce noise interference.

Three weeks’ notice is given to trim back growth to reduce nuisance to vehicles.

It was noted that large portions of the hedge are sycamore which is not a suitable component for a hedge for which a long-term plan is needed.

Skips and Waste Disposal

It had been raised at the AGM that periodic skips would be useful.

Plot holders are reminded that whilst disposal of their allotment waste is their principal responsibility, the Committee would consider options for assistance with non-compostable waste from the site. 

Off-site disposal of mixed waste is costly on all fronts and segregation of hard plastics, non-compostable material and glass would be looked in to.

The large, unofficial, accumulated pile of waste adjacent to Plot 48a is growing and encroaching on to usable land. Richard will investigate the removal of the heap by a Green Waste contractor noting that access for large machinery is difficult.

Plant Sale

Dan noted that the plant sale which took place on Sunday had been very successful and expressed thanks to all who contributed beforehand and on the day.

Any Other Business

It had been noted that the gates are sometimes closed but not effectively locked. Plot holders must ensure the gates are secure at all times, especially with the increased illegal activity.

Dan advised that he will step down from the committee but would continue with tasks as requested.

Date of next meeting

Committee: 19:00 Tuesday 4^th July 2023 at the poly tunnel.

Present: 

Committee: 

Richard Masterman (Chair, 9), Wendy Gunter (Treasurer, 113b), Sue Jones (122a), Rob Loxton (79), Martin Pasek (122a)

Plot holders:

Monica Nobrega (62), Sera Jones (129), Dave King (47), Josie Henley (36), Reg Matthews (13B), Louise Shenstone (157a/b), Ian Douglas (25), Wanda O’Connor (6), Rhys Williams (137a), Chris & Victoria Springall (23).  

Apologies for absence:

Dan Phillips (124b), Christine Barford (131), Tim & Di Llewelyn (8), Kevin Magner (104b), 

Chair’s Welcome and Introduction

Richard welcomed all to the AGM. He explained that allotment committee meetings had continued post-Covid restrictions via Zoom. A couple of committee face changes were noted:- Phil and Jenny leaving the committee and Rob and Martin joining the committee.

It was sadly noted that Alan Coombs had sadly recently passed away and his contributions to allotment and committee life will be missed.

Committee Report

Richard outlined some of the work the committee had engaged with over the last twelve months:

• Overgrown and badly attended plots had been a big point of discussion at the 2022 AGM. The relaxation of Council Covid restrictions had allowed plot inspections to return and a number of pre-notice letters had been issued which had resulted in some plots being released by the incumbent tenant and significant improvement work being carried out at others. The Council had been requested to issue five Termination Notices. 
• Sue outlined the current status of plot allocations as follows:

1. 4 vacant plots pending letting, 51B,  83B, 151A, 48A
2. 2 plots in long term ongoing dispute with the council.
3. After the clean or quit process of 2022, the PPAA requested that the Council terminate the tenancies of 6 plots, 28, 39b, 42b, 52a, 53b, 112b . The Council have given no confirmation of whether the notices were issued, and if so, if any of the tenants appealed the decision.
4. The council are not expecting to finalise the non-renewed tenancies / unpaid tenancies until late June at the earliest. 

• Dan had implemented a re-organisation of the poly tunnel with the construction of additional grow beds and revised procedure for allocation. 
• Wendy had arranged for a contractor to rebuild the section of stone boundary wall damaged by a recent tree fall.
• The blocked culvert on Road 3 continues to be a problem with the back filling causing the 2-section inspection chamber lid to blow off opening up a 2m hole in the middle of the road as well as the discharge of silt on the road. Richard explained that this had been discussed with the Allotment Officer and a contractor last year and remedial action is with the Council. Committee members repeatedly recover the split lid and replace it to reduce the obvious hazard. The layers of silt on the road continue to be a problem for adjacent plot holders.
• A website sub-group had been set up which had achieved good results with regard to dissemination of useful information to plot holders.
• Sue had maintained pressure on Cardiff Parks with regard to deliveries of manure following the post-Covid suspension and without any advance heads-up deliveries resumed.
• Richard/Sue explained that the Local Management Agreement (LMA) which PPA operates under had recently expired and would be renewed to the current Level 2 arrangement. In response to a query regarding the LMA it was explained that the Level 2 Agreement allowed the Committee a degree of autonomy from the Council but required a signed Agreement that the Committee are required to implement and abide with Cardiff Council allotment policies.
• Other Committee activities included overhaul of the 4-wheel trolley and repairs to water trough pipework.

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.

In order to ease the end of year audit burden the Committee have agreed to implement a quarterly mini audit to ensure timely collection of information.

Election/Appointment of Officers and Committee Members

It was proposed to retain the current arrangement. Richard explained that the burden of work for a single Site Representative was onerous and the sharing of workload between available committee members was beneficial. There were no disagreements and the following were collectively proposed and seconded:

• Site Representative Shared role 
• Chair Richard Masterman
• Treasurer Wendy Gunter
• Members Sue Jones, Dan Phillips, Rob Loxton, Martin Pasek

Any Other Business

Various points were raised by attendees:

• A request to provide skips to dispose of bulky unwanted materials. This would be a benefit to the many new plot holders who may have inherited from the previous occupier bits they have no use for. A number of dilapidated structures have also finally collapsed and will need removal and disposal.
• Following a suggestion to collect metallic waste for recycling it was noted that Cardiff Rivers Group already have an arrangement for this.
• The provision of bird boxes was suggested. Two owl boxes were installed a couple of years ago although one has since gone missing. It was noted that the linear tree distribution around the site isn’t best suited for owl boxes. Hedgehog boxes had also been introduced but are now showing signs of degrading. Further boxes will be considered.
• It was noted that hedgehog sightings had reduced and one had been run over and killed on the main allotment road. Vehicle drivers are expected to be more observant and obey the 5mph speed advisory.
• Richard explained that he was preparing a guidance note for the management of boundary hedges and wildlife habitat. He hoped to be able to call on the collective knowledge of interested plot holders to offer constructive comment. The procedure will need to be submitted to Cardiff Parks for their input/approval.
• A plot holder raised the problem of a blocked path between adjacent plots. The tenant agreement signed by all plot holders specifically states that these paths and tracks should be maintained by the associated plot holders.
• There was a long discussion regarding site security. Burglaries and shed break ins sadly are becoming more frequent with a recent spate of forcible entries. Revolting occurrences of perpetrators defecating inside a shed have been reported.
• Richard explained that at the last Site Representatives’ Meeting many other sites have suffered theft and vandalism. The Allotment Officer had stated that the Council had appointed a Parks Community Safety Officer who might be able to provide some guidance on preventative measures.

There being no further discussion the meeting closed at 11:54.

Thanks to all who attended.

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

There’re a few days yet to go before the 2023 AGM. This’ll be every plot holder’s opportunity to find out what PPAA Committee do, and to offer their suggestions as to how we can all improve our enjoyment and enhance the fruits of our labours on our plots. Since all of us allotment gardeners will be able to vote on policies, on offices, and on more, the better the attendance, the more representative of the site consensus will be the meeting, and so being there is very important for every one of us!

PPAA Committee

Message PPAA Committee

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