Volunteers have sorted all the reusable stone from the rubble waste following the wall repairs, and have removed both from plot 51b. This means that its tenants can rightly use the entirety of their plot, which reaches all the way to the wall.
The boundary wall is a Listed Structure, and it’s therefore important that the original stone be retained and not lost.
The stone has been stacked tidily at the foot of the wall opposite plot 52a. It doesn’t obstruct the track. There’s a fair amount – it appears that the builders might have brought more in case they couldn’t retrieve what they needed, and left that. However it may well be needed for future repairs, as there are many stones missing from parts of the wall along its entire length, so could all of us please leave it where it is and under no circumstances add rubbish to it.
Minutes for PPAA Committee Meeting held on 4th July 2023 on site.
Present: Richard Masterman (Chair), Sue Jones, Wendy Gunter (Treasurer), Martin Pasek, Lewis Evans
Apologies: Robert Loxton, Dan Hostler, Gordon Goldsmith
Previous Minutes:
Meeting date 5th June 2023: Approved.
Matters arising from previous meeting:
Richard reported that the green waste contractor previously used was not equipped to deal with the large waste pile.
Wendy reported that the stone wall repair was now complete and looking good. Thanks to Wendy for arranging.
Other items arising to be addressed as the agenda.
Chair Report
Richard welcomed the new Committee members.
Site Representative
Council
The Allotments Officer informs us investigations into the water leak are ongoing.
The Committee encourage plot holders to remain vigilant for any leaks and to report as seen. We thank those who have already done this when concerned.
PPA
As agenda
Treasurer’s report
Wendy confirmed that the grant allocation notice has been received.
Plot Inspections
Richard and Rob have undertaken the first round of inspections and noted some badly overgrown plots. Associated Letters of Concern have been issued. Follow up discussion and inspections to take place shortly.
Annotation: this process is fully explained on this website here.
Site Security
It was agreed that plot holders should be particularly careful when locking the entry gates. Locks would not be changed.
Plot Vacancy/Letting and Structure Application
Sue advised that, since the last meeting, 6 plots have become vacant, 2 applications for a structure have been approved and 7 plots are being offered to prospective plot holders in the next few days.
Hedge trimming
Some hand trimming of the main hedge has taken place but further work will be carried out.
It was noted that a number of fruit trees around the site are growing excessively tall. Dan has suggested a working party be set up to assist plot holders with winter and spring pruning.
Skips and Waste Disposal
Wendy reported that the contractor who repaired the stone wall would be able to clear the large pile of green and wood waste by the end of Road 6. She awaited a quotation.
There was discussion regarding the removal of waste from the site and it should be noted that the Committee have no obligation to provide skips, the provision of which has previously been abused with off-site waste being dumped. Plot holders are reminded that they should remove their own rubbish and waste from site.
PPAA will, however, from time-to-time, hire skips etc. for pragmatic reasons, and a fuller article on this topic may be published on the PPA website.
Wasp nests
There have been reports of wasp nests at a few locations. Wasps are valuable insects and should not be disturbed, but if they are causing a nuisance then the plot holder should contact the Council directly for removal.
Materials from vacated plots
Plot holders should not remove materials from vacated plots as the outgoing tenant, or their family, may want to recover items.
Any Other Business
The unused stone from the stone wall repair will be recovered and stored for future repair work.
Richard will investigate acquiring expired scaffolding planks for sale at the shop.
The good work carried to improve the poly tunnel was applauded. Any further improvements must receive Committee approval before any cost is incurred.
Date of next meeting
Committee: 19:00 Monday 31st July 2023, Butcher’s Arms, Canton.
Disposal Of Waste On PPA Site – A Dilemma
The terms of our Tenancy Agreements are quite clear.
We must either compost on our own plots, or remove from site entirely, unwanted plant material.
We must also remove from site under our own arrangements other materials, e.g. plastics, metals, rotten wood, and other refuse, which are no longer wanted on our plots.
Furthermore, PPAA Committee don’t have the power to waive those terms.
The facts that can be found on PPA site sometimes present a dilemma, however. Take for instance the case of a plot holder, who gives up their plot because of ill health. In principle, they should be charged for the cost of removing any abandoned materials from their plot, but it would clearly often be unconscionable or impractical to do this, and so PPAA might arrange for a waste disposal company to remove those, or perhaps hire skips, in which volunteers could put the waste.
The dilemma springs from the fact that – human nature and wishful thinking being what they are – when plot holders see skips being used to take away such waste, they can mistakenly interpret this as PPAA having implicitly waived the term in their tenancy which says that they alone are responsible for doing this. Where PPAA hire green waste disposal firms to remove fly tipped-heaps of compost, then they may make the same mistaken assumption about composting on their own plots.
Volunteers have been asked repeatedly by some plot holders as to when “The Skips” are coming, which could perhaps suggest a mistaken sense of entitlement on their part. If so, then it’s easy to to envisage, that if such a person felt resentment that their expectation of the Committee weren’t met, then that might encourage them to fly-tip around the site, leaving us all in a worse position than if nothing at all had ever been done!
…and this is exactly what we mean.
So let’s repeat, that from time-to-time, for pragmatic reasons, PPAA may hire skips or waste disposal companies, but this doesn’t imply that any term of our Tenancy Agreement has been waived.Indeed, PPAA would be acting beyond its powers if it ever purported to do this.
Temporary Waste Piles Left By Volunteers
Observant plot holders might have noticed that heaps of loppings, prunings etc. often arise around the site, as a result of volunteers’ work in managing overgrown areas, in clearing plots ready for letting, and so on, but that they disappear after a short while, usually within a few weeks. It might well be easy for the opportunist to say “Well, the Committee fly-tip around the site, so why shouldn’t I?” but this is a “straw man” argument. What makes fly-tipping rightly an offence is the intention to abandon the rubbish permanently. There’s no such intention on the part of the volunteers, and so it’s not fly-tipping at all. Indeed, the volunteers also often patiently remove the other materials that actual fly-tippers have added to the temporary piles.
Bee Workshop Invitation
PPAA have received the invitation below from Cardiff Metropolitan University and the Website Team are pleased to publish it here:
Good morning,
Cardiff Metropolitan University’s Sustainability team are offering free introductory bee workshops for all ages and would like to extend an invitation for you/your organisation to book. The workshop will be held at our Cyncoed campus where we keep our beehives and will be taught by our resident beekeeper, Rob. You will learn about the importance of bees and how we can all play our part in helping bee populations: following an educational talk and demonstration of beekeeping, participants will then have the opportunity to make their own solitary bee home to take away. We can host up to 20 attendees at a time, refreshments will be provided.
If you would like to be added to our mailing list to stay updated on events and opportunities, please contact us at: sustainability@cardiffmet.ac.uk. If you would like us to remove you from our contact list, please let us know.
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.
The stopcock between the blue 20mm pipe and the white 15mm pipe is the wrong way round. The volunteers are sorry to note that this is unfortunately typical of the legacy plumbing that they have found around the site.The unnecessary items removed, and the trough now fills properly. The installation has also been insulated against frost.
Present: Richard Masterman (Chair), Sue Jones, Dan Philips, Wendy Gunter (Treasurer), Robert Loxton, Martin Pasek
Apologies: None
Previous Minutes:
Meeting date 9th 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:
The Council are responding to anti-social behaviour.
All allotments sites have reported thefts and vandalism.
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.
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.
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 4th July 2023 at the poly tunnel.
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:
2 plots in long term ongoing dispute with the council.
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.
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.
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!
Present: Richard Masterman (Chair), Sue Jones, Dan Philips, Wendy Gunter (Treasurer), Robert Loxton, Martin Pasek
Apologies: None
Previous Minutes:
Meeting date 4th 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 17th 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 31st 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.
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.
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 21st May at the poly tunnel.
Plant Sale
Dan advised that seed plantings in the poly tunnel were underway with the plant sale scheduled for 4th 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 21st May 2023 at the poly tunnel
Committee: 19:00 Monday 5th June 2023 at the poly tunnel
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.
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.
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.
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.
