Articles

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

Update: the information given by Council workers to PPAA Committee re manure deliveries would appear to have been superseded – 24 10 22.

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

Apologies: Jenny Howells, Wendy Gunter (Treasurer)

Previous Minutes:

Matters arising from Committee meeting 30th August 2022 and Working Group meeting to be addressed as agenda items.

Agenda Items

Polytunnel

Dan had previously circulated discussion document proposing actions to make more efficient use of the poly tunnel with additional grow beds for plot holders, reduced storage by utilising adjacent containers and retaining areas for plant sale propagation.

There is potential for external cold frames which would further enhance the facility.

Dan volunteered to produce a winter works programme and to establish a small working group to implement

Sue stressed the necessity that the draw for allocation of beds must be available to all plot holders who meet the agreed criteria.

The Committee approved the proposals. The key elements agreed were:

The beds will be allocated for the growing season 1 March to 31st January to broadly align with plot tenancies (2nd Feb to 1st Feb) and allow bed holders to maximise their use over winter. The ballot will be held in February each year. 

Successful applicants will be charged £5 pa towards polytunnel upkeep.

Conditions for entry for ballot:

Entrants must be a PPAA plot holder with a valid tenancy agreement for the coming year and be a paid-up current member of the PPAA. (£5.00 annual subs).

Only the plot holder named on the plot tenancy may apply and only one application per plot is allowed.

Successful candidates cannot sublet or transfer their grow bed to other plot holders.

The use of the bed is for two consecutive designated growing seasons (March to January). 

A new ballot will be held each season. Half the beds will be allocated and drawn each year. If a bed become vacant during its allocated term it will be reallocated for the remainder of the term.

Should a successful candidate cease to be a tenancy holder then their grow bed will be forfeit and reallocated.

In the event of a large number of applications, applicants who have already had a grow bed for two consecutive seasons will be ineligible for the draw

Plot inspections

Jenny had forwarded an update on plot inspections as follows:

17 No notices of non-cultivation had been issued

3 No plot holders are considering leaving PPA

9 No plot holders have advised they are in the process of improving

5 No plot holders have not responded in any way

The specified notice period expires 12 Oct and further inspections will take place in accordance with Council procedures and requirement.

Any plots not improved without valid reason will be reported to the Council who will issue termination notices. An appeal period would still be available for individuals

Dan reported that the clearance of some vacant and overgrown plots is progressing well.

Ground cover membrane has been usefully used on several plots and it was agreed that future inspections should continue to ensure the plot is cultivated properly as it’s intended purpose and ground is not simply covered. Site inspections are proposed for late November/early February 2023 prior to a Committee meeting and before Council renewal notices are issued. 

The separation between some plots has become indistinct and plot holders are requested to take time to maintain the access paths.

Vacancy list

Sue reported that she had met and offered plots to new tenants as plots have become available and the waiting list is now greatly reduced although still in excess of 60.

Manure delivery

Sue reaffirmed the Council response that deliveries would not re-commence.

The cost of engaging a private contractor to deliver manure and is being investigated. However, plot holders are encouraged to collect their own supply from the stables at no cost. 

Communications 

Dan reported that the sub-group were making good progress with rationalising the various communication platforms currently open.

Undesirable self-seeded saplings and overhanging ivy.

These will be addressed as a secondary priority behind the clearance of overgrown plots.

Information for new plot holders

Alan had provided a link which might be of interest to new plot holders.

Sue advised that she highlighted to prospective new tenants various Council and PPAA driven documents which are available to assist with allotmenteering.

Vehicles 

Following an unnecessary verbal exchange from a driver to older and less able pedestrians all drivers are requested and reminded to show due courtesy and respect to other site users. Please note the site speed limit is 5 mph as it is on the main Llandaff Fields park road.

Chair Report

Nothing further to report

Site Representative 

Committee members have continued to undertake matters and are addressing PPA issues including responding to plot holder Gmail queries, shop purchases and contact with the Council

Council matters

Richard reported that the next Council run meeting for all Site Representatives would take place 9^th November 2022 and he would attend.

PPAA matters

Items addressed in Agenda Items

Treasurer’s report

Nothing additional to report from previous meeting

Any Other Business

Richard to turn off site water main and report meter reading to the Allotment Officer

Items for discussion next meeting

Committee recruitment

Date of next meetings

Next Committee meeting Monday 28^th November 2022 Zoom or site.

Sadly, it seems that a large proportion of fruit trees across the site have been blighted by what appears to be this problem – described in detail here by RHS. Furthermore, cruelly, it seems that well-tended and controlled trees have been badly affected, whereas overgrown, neglected ones have been generally untouched.

This agrees with the biology of this fungal disorder, where its spores enter a tree by wounds, especially those caused by pruning, the sawing off of branches etc.

The advice then, would appear to be that if anyone has a still-healthy tree, but which needs pruning, then they make sure – although opinions vary on this – that they have a fungicidal protective pruning paint to hand, to apply immediately that the branch is removed, and only to prune in summer.

The spore-releasing bodies start to appear this time of year – from September onwards – and so if anyone cuts off a diseased branch – the advice for so doing is to make sure that the branch is cut well beyond any evidence of the disease – then it should be removed from site straight away, as spores will continue to be spread even when it’s separated from the tree.

It’s not a happy thing to have to report, but we hope that by so doing we might save some precious fruit trees across people’s plots.

PPA Website Team

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

Apologies: None

Introduction:

• Richard explained the meeting was convened to specifically review progress with regard to poorly cultivated plots.

Plots under observation

• Jenny, Sue and Richard had identified many plots that were in poor condition in contravention of the Council’s tenancy agreement. These had been recorded by dated photographs and, after discussion by the full committee and in accordance with Council instructions, Pre-Notice letters and emails had been issued to associated plot holders advising that they were on notice to provide a valid reason for non-cultivation or start clearance work within a two-week timeframe or a Notice of Non-Cultivation (formerly Clear or Quit) would be issued. 
• Jenny reviewed the schedule and the responses received to date were discussed. Responses included valid reasons for non-cultivation, significant improvements commenced, plot returned to the Council for re-allocation from the waiting list and no response.
• Plots where a Non-Cultivation Notice would be issued were identified and notices would be issued forthwith.
• Summary

i) 31 Pre-notice emails/letters issued

ii) 17 plot holders to be issued with Non-cultivation Notices

iii) 7 plots returned for re-letting

iv) 7 plots with significant improvement

Vacant Plots

• Dan reported that the plot holder he had approached had offered his services to carry out preliminary clearance of some overgrown plots and he would arrange for a couple of sample plots to be undertaken to confirm the scope of work. 
• If satisfactory a schedule of plots which are vacant and in seriously bad condition would be provided.
• Wendy reiterated her requirement for adequate records and invoicing.

New Lets

• Sue had Undertaken site viewings with prospective plot holders from the waiting list and had confirmed several new tenants with the Allotment Officer.
• Sue reported the following figures: (i) 12 plots let to new tenants (ii) 5 plots now ok to offer (iii) 6 plots requiring work before being offered  (iv) 4 viewings were due.
• Sue reported that the Allotment Officer was currently undertaking a detailed review of all waiting lists which had dramatically increased during the Covid restrictions.

Ground cover

• Richard reported that 2 new rolls of 3.3m width ground cover membrane had been ordered and delivery expected shortly.
• Sue advised that 68m of the existing roll had been sold.

Any other business

• None

Next meetings

• Committee meeting 19:00 Tuesday 11^th October 2022. Zoom or venue to be agreed.

Present:  Richard Masterman (Chair), Jenny Howell, Sue Jones, Dan Philips, Alan Coombs

Apologies: Wendy Gunter (Treasurer)

Previous Minutes:

• Matters arising from Committee meeting 8^th August 2022 to be addressed as agenda items.

Chair Report

• Items addressed in Any Other Business

Site Representative 

• In the absence of an appointed Site Representative other committee members have undertaken immediate matters and have continued addressing PPA issues including responding to plot holder Gmail queries, plot inspections and waiting list review.
• Sue is in regular contact with the Allotment Officer to maintain continuity of communication.
• Richard volunteered that after a short time on leave he would take on the role and it was agreed that, with the assistance of other committee members, a more inclusive approach would be adopted to ease the burden on the Site Representative.

Council matters

• It was noted that the Council’s reference to the Clear or Quit notice had been revised to a Non-Cultivation notice.

PPAA matters

• Items addressed in AoB.

Treasurer’s report

• Nothing additional to report from previous meeting

Any Other Business

Overgrown plots:

• The Committee had previously resolved to address the poor state of some plots and have continued the implementation of the Council’s Non-Cultivation policy.
• Many plots have been identified as in poor condition and are heavily overgrown.  Pre-Notice Warning of Non-Cultivation correspondence has been issued to the respective plot holders and follow up inspections will take place.
• Richard and Jenny have kept a schedule of plots under observation which will be regularly reviewed and updated prior to each committee meeting. The Committee will then regularly monitor progress towards correct cultivation.
• The inspections together with information received from the Allotment Officer revealed that several of the overgrown plots are vacant and Sue volunteered to begin the process of re-letting these.
• The Committee agreed to approach a plot holder who has previously offered their services to strim/brush cut overgrown areas to enquire if there is an interest in further work to speed up the backlog of overgrown vacant plots.
• The Committee agreed to make available at cost the ground cover membrane held in the PPA shop to plot holders as a temporary measure whilst clearance and cultivation progress. The cover would be returnable to the shop if still in good condition.
• The current waiting list is large and as vacant plots are offered to new prospective tenants’ consideration will be given to dividing whole plots in to “a” and “b” half plot size.

Manure

• Sue has made enquiries with regard to manure delivery and reported that the stables are very keen to continue the supply but they have no means of transportation. Parks Department have previously delivered but this service is now withdrawn.
• Manure remains free to plot holders who are able to collect.
• Sue is making further enquiries with Parks Department to see if further deliveries are possible.
• It was suggested that an enquiry could be made to plot holders via the website blog to see if anyone has access to suitable machinery to assist.

Communications

• Dan has instigated a sub-group to rationalise and improve communications and dissemination of information to plot holders. Work is progressing with a report anticipated for the next committee meeting.

Next meetings

• A review of the Pre-Notice Warning notifications 19:00 Thursday 15^th September 2022 by Zoom.
• Committee meeting 19:00 Tuesday 11^th October 2022. Zoom or venue to be agreed.

Following that instruction has given the world everything from prodigies like Mozart to the Hitler Youth, but what’s that to do with allotments?

Well, we’re fortunate in being surrounded by handsome mature trees in the parks around us, which beautify our setting. The downside is that these – especially ash, sycamore, and willow – produce a myriad of wind-blown seeds, which readily take root on every plot across the site. The hawthorns also do this, but saplings tend to be either close to the trees or where birds drop after having eaten the haws.

It’s just a matter of fact that considerations of shading and the terms of tenancy require us not to allow broad leaf trees such as these to grow on our plots (nor, for that matter, conifers or fruit trees more than 4m tall). Also, we mustn’t maintain them if they’re already growing there when we take on our plot, but remove them. If we didn’t, then the whole site would rapidly revert to primordial forest.

So we should dig these up as soon as we notice them. When they’re seedlings or saplings this is very easy and no trouble at all. However they grow very quickly, putting down deep tap roots, and so the longer we delay, the harder this unavoidable job will be!

If anyone – or their predecessors to their plot – has overlooked to remove such a tree, and tackling it would be problematic, then if they message PPAA Committee, and where the stem or trunk is more than say, 50mm in diameter, they’ll give what help they can for its removal. 

If the tree’s semi-mature or larger, then in some instances  – where it’s kept well pollarded, or is not a very large variety, e.g. buddleia – a pragmatic decision to leave well alone may be taken, but please don’t any of us ignore the likes of ash, hawthorn, willow, and sycamore!

Present: Philip Reardon (Site Rep), Wendy Gunter (Treasurer), Richard Masterman (Chair), Jenny Howell, Sue Jones, Dan Philips, Alan Coombs

Apologies: Jon Townley

Previous Minutes:

• Items from Committee meeting 8^th June 2022 to be addressed as agenda items
• Items from Working Group meeting 11^th July 2022

1. Work to update the Constitution is on hold. Jenny stated her view that proposals should be formulated prior to Council feedback/agreement. 
2. Web site updates have been completed with continuing review. Thanks to Sue and her team.
3. Maintenance of plots: covered by agenda item

Chair Report

• CAHA/Site Reps meeting had taken place with notes distributed to committee members
• Skips had been arranged, filled and removed from site.

Site Representative 

Council matters

• Nothing further received regarding storm damage to perimeter walls, overhanging trees or the blocked/overflowing culvert. Dan suggested escalating the issues via CAHA.
• The allotment management software operated by the Council is in the process of a full upgrade but is not expected to be operational for some considerable time. This further slows down the Council’s process of managing poorly attended and overgrown plots.

PPAA matters

• Philip reported that of the 15 confirmed vacant plots 10 had been let to new tenants although 4 of the outgoing plot holders were contesting their removal. He stated that the 5 remaining plots would remain unlet pending Council resolution of the disputes.
• There was discussion regarding the provision of detailed information to the committee regarding the status of overgrown plots, plot inspections, Clear or Quit notices and a detailed schedule which committee members could work from in order to assist with progressing site actions. 
• Philip stated that he felt a lack of support from the Council, from some committee members, and had been subjected to aggressive threats from some plot holders, and stated that he would step down from the roles of Site Representative and PPAA committee member with immediate effect, and withdrew from the meeting.
• In the absence of a Site Representative other committee members undertook to monitor Council/Site Rep correspondence and other duties pending appointment of a new site representative.
• The meeting continued.

Treasurer’s report

• Wendy confirmed the PPAA account was up to date and in order with a positive balance.

Any Other Business

• Dan agreed to set up a sub-group to review all communication formats with a view to rationalising. 
• Plot holders are reminded to keep contact details up to date with the Council to avoid obsolete details being used.
• The boundary lines between plots have become very indistinct in places. A member of the Community Gardens has previously carried out minor maintenance work and will be approached again to see if interested in helping to clear paths.
• Dan reported that the work within the polytunnel had progressed well and further improvements to provide additional grow beds will continue through the coming months.
• Sue agreed to contact the stables to get an update on manure deliveries.

Next meeting – to be confirmed

It is proposed to hold an in-person meeting on site in August to review the Site Representative position.

Next scheduled committee meeting 19:00 Tuesday 04 October 2022.