Articles

Minutes for PPAA Working Group held on 11 July 2022 at 19:00 by Zoom

Present: Phillip Reardon (Site Rep), Wendy Gunter (Treasurer), Richard Masterman (Chair), Jenny Howell, Sue Jones, Jon Townley, Dan Phillips, 

Apologies:  Alan Coombs, Martin Pasek.

Introduction

• Richard advised that a number of issues had arisen which warranted a dedicated working group to separately consider outside the normal framework for committee meetings.

Constitution

• The Committee are aware that the PPAA Constitution as it stands is out of date and contains references which are no longer appropriate and an overhaul should be considered.
• Any changes to the Constitution must be accepted by Cardiff Council and also by a vote of plot holders at a special or annual general meeting.
• To avoid any misinterpretation a note has been included on the website to explain that amendments are being considered for future implementation.
• With this in mind the group agreed that the original Constitution would remain in place unaltered whilst revisions are drafted for consideration by the Committee and submission to the Council in readiness for discussion and vote by plot holders at the AGM 2023.
• The working group will report to the Committee and reconvene in due course to assess progress.

Website

• In a similar manner the website also requires an update to make it more relevant to current plot holders.
• A committee helper has undertaken a few obvious alterations and the working group will provide further suggestions for inclusion and consideration by the Committee.

General Information for Plot Holders

• The document on the website will be amended to be in line with the Constitution 

 

Maintenance of Plots

• The Committee are fully cognisant that a number of plots are badly overgrown and can be a source of great irritation to adjacent plot holders not to mention the huge list of people waiting for a plot who otherwise might be more productive.
• Phil explained that official process of Clear or Quit notices managed by the Council had got back to a slow start following the Covid enforced moratorium and a number of notices were with the Council awaiting execution.
• There was lots of discussion regarding what if anything the Committee can do to improve the site situation with the following plan:

1. Site inspections will continue and a schedule of plots of interest and status will be produced for regular review by the Committee. 
2. The Committee will be considering ways to follow up poorly tended plots with the associated plot holder in advance of the formal Clear or Quit procedure.

Finance

• Wendy confirmed the grant had now been received.
• The simplified method for paying for the website is now in place,
• Wendy highlighted the requirement for the return of the key deposit from leaving plot holders and the collection from new.

Hedge and Verge Trimming

• Plot holders are to be reminded that they are responsible for maintaining the dividing path between plots and also their part of the verge to a site road.
• Some careful hedge trimming has been carried out by a committee member with emphasis on minimising any interference to wildlife.

Exposed Drainage Chamber on Road 3

• The lid has been recovered and reinstalled by a committee member.    

Any Other Business

• None. 
• Actions from this working group and the previous committee meeting will be discussed at the next committee meeting.

Date of Next Committee Meeting

• Revised to Tuesday 09 August 2022 at 19:00 by Zoom.

Looking around the site, it really is fun to see the diversity of ways in which people have numbered their plots.

Part of the Council’s directions on allotments instructs that plot holders clearly number their plots. If anyone isn’t sure what number they are, then it’ll be on their tenancy agreement, or they can find their plot on the site map.

As the reader can see, I’ve taken a few pictures of a variety of numbers dotted around the site – maybe they’ll give some of us a little inspiration. Whatever, as long as our plots are numbered they can be as plain or fancy as anyone likes!

Sue Jones, PPAA Committee

Minutes for PPAA Committee Meeting held on 08 June 2022 at 19:00 by Zoom

Present: Wendy Gunter (Treasurer), Richard Masterman (Chair), Jenny Howell, Sue Jones, Jon Townley

Apologies: Dan Philips, Alan Coombs, Philip Reardon (Site Representative), Martin Pasek.

Previous Minutes:

• Items from previous meeting to be addressed as agenda items

Chair Report

• Richard suggested committee WhatsApp group and agreed to set up.

Site Representative – items for discussion: 

Council matters

• Nothing further received regarding storm damage to perimeter walls
• Nothing further received regarding the off-site tree report
• No further information received regarding the overflowing culvert. It would be useful to have an update so silt discharges can be effectively cleared.
• A point was raised at the AGM regarding Council’s revised procedure for new structures and clarification of what qualifies as requiring permission. The revised document has been issued to plot holders and the committee are not aware of any further query.

PPAA matters

• The principal matter for concern is the over grown nature of many plots.
• Phil had reported for the AGM the situation regarding vacant plots, void plots, waiting list and “clean or quit” notices
• The committee are actively looking in to the management of unattended plots although a number of constraints hamper progress:

1. Unattended plots cannot be cleared until the Council advise rental payment has not been received and a tenancy has been terminated. This has often taken an unnecessarily long time and is not within the control of the Committee.
2. Plot holders are responsible for maintaining a minimum level of cultivation and the Committee are unable to intervene.

• It is recognised that the pandemic has caused an unavoidable increase in the number of unattended plots but Council restrictions are now lifted and enforcement of the Plot Holder Agreement signed by all to maintain their site will be implemented.
• The identification of each plot number was discussed and the merit of holding a competition for the best plot sign or issuing each plot with a permanent plot number tag was considered and, although this has been done in the past and labels have disappeared, it was agreed that this would be looked at further.

Treasurer’s report

• Wendy confirmed that audited accounts have been issued to the Council and grant payment approved and payment is awaited.
• Wendy requested submission of any outstanding PPA subscriptions and key deposits from new tenants so she can update records.

Any Other Business

• Fly tipping remains a problem. 
• It was previously agreed to obtain two skips for litter picking and for plot holders to dispose of awkward waste from their site. Richard undertook to arrange for early July. 
• It was noted that the leaking water trough by the old shop has been repaired.
• Sue highlighted all paths and verges separating plots from the access tracks and neighbouring plots should be kept clear by the associated plot holder(s). This includes the verges up to the edge of a made-up roadway.
• It was agreed that the committee would consider hiring a large brush cutting machine and obtaining additional weed barrier matting to assist with clearing overgrown plots and other areas although it was noted that some communal ground would be left for re-wilding and pollinator habitat.
• The plant sale has been set for Sunday 12 June 2022 at the poly tunnel. Dan Philips and Ian Douglas are coordinating and have issued a general flyer advertising the event.

• Next meeting – to be confirmed nearer the date

Committee 19:00 Tuesday 02 August 2022 

Pontcanna Permanent Allotment Association

Minutes for Annual General Meeting held on 24 April 2022

Present: 

Committee: 

Richard Masterman (Chair 9), Wendy Gunter (Treasurer 113b), Sue Jones (122b), Dan Phillips (124b), Jenny Howells (128)

Plot holders:

Roger Benson (127b), Roger Phillips (60), Sue Waring (60), Tim Llewellyn (8), Alan Coombs (5/48a), Dick Waters (103b), Jane Davies-Williams (88/89), Reg Matthews (), Graham ?? (70), Jana Herak (65)

Apologies for absence:

Phillip Reardon (Site Representative), Jon Townley, Simon and Liz Coombs

Chair’s Welcome and Introduction

Richard welcomed all to the AGM which is the first face to face meeting for some while. He explained that allotment committee meetings had continued through the Covid restrictions via Zoom and he thanked his fellow committee members for their interest and enthusiasm in keeping PPA running well and one of Cardiff’s best sites.

Site Representative’s Report

Phillip had tendered his apologies for not being able to attend and had provided a written report, as follows, which Richard read out:

Letting of Plots – At the start of the covid19 restrictions, the Council placed a moratorium on all letting of plots, and on the issuing of Clean or Quit notices. This meant that we had several plots that had become overgrown due to the holder’s sheltering and non-attendance, there was understandably no action taken.  At the tail end of last year, the council allowed us to start to let plots and to start to issue notices.  Currently we have around 15 notices in the pipeline and will be taking further action on these when advised to do so by the council.  I’m pleased to report that in March we had no available plots to let following the letting of several plots.  Unfortunately, since then, we have had approximately 20 tenants give up their plots due to multiple reasons. I will be looking at letting these over the next few weeks.  

The waiting list is currently closed for our site with 127 people on it.  

I’m also pleased to report that we have now got a regular delivery of both horse manure and wood chips. These were stopped by the council during covid to allow them to deploy their resources elsewhere.  

The council have recently reissued the application for placing any structures on an allotment.  This will be emailed out to all plot holder within the next few weeks.  No structure (Sheds, Greenhouses etc) can be placed on a plot without this application being completed and approved.

I would like to place on record my thanks to the Committee and Chair for all their hard work over the past year. 

A few points were raised and discussed:

• Unattended and overgrown plots cause a significant nuisance to adjacent plot holders. It was noted that Clean or Quit orders had only recently been reintroduced and that currently approximately 15 were under consideration. These are to be progressed.
• Clarification on the Council’s revised procedure for requesting a structure was requested. It was noted that the revised application form would be issued shortly.

Treasurer’s Report

Wendy circulated a financial report for the year explaining that not much significant expenditure had taken place except for the improvements to two site roads which had deteriorated badly.

Plot holders who purchase items from the shop via bank transfer must enter ”shop” in the bank reference.

No queries or questions were raised and the report was accepted.

Election/Appointment of Officers and Committee Members

Two plot holders expressed their interest in joining the committee which is very welcome.

There were no adjustments to the current set up and all officers and general committee members were proposed and seconded as follows:

Site representative Phillip Reardon

Chair Richard Masterman

Treasurer Wendy Gunter

General Sue Jones, Jenny Howells, Dan Phillips, Jon Townley and Alan Coombs

Any Other Business

Several issues were raised and discussed:

• Recent storm/tree damage and condition of boundary walls is of concern for security and safety reasons. This is a Council issued. PPAA have no responsibility.
• Council maintenance of large perimeter trees which overhang plots causing safety concerns. No report regarding the survey the Council stated would be commissioned has been received.
• Council removal of the obviously dead off-site tree behind the poly tunnel and adjacent plots.
• Fly tipping of off-site waste materials

These items were noted for follow up and further review at future committee meetings.

The provision of an annual or twice annual skip for plot holders to dispose of bulky waste like paving slabs, damaged glass from greenhouses/cold frames etc and rotten wooden pallets was discussed. It was generally agreed that this would be overall benefit despite the risk that it might allow off-site material to appear. It is regularly noted in Committee Meeting Minutes that such an activity would be a breach of plot holder agreement with the Council and could result in termination of the rental agreement.

Two water tanks have reported leaks. These will be remedied.

The blocked culvert under Road 3 by the old club house which regularly backs up and deposits silt on the road has been looked at by the Council who are undertaking some work. The last update from the Allotment Officer was that work would continue through April although detail of the proposed works and progress is not available.

Following the good work of Ian Douglas in repairing the storm damaged poly tunnel, Dan and Jenny are coordinating a reorganisation of the internal layout. Dan suggested that the plant sale could resume again this year but possibly on a reduced scale. Further details to be provided. 

The poor trimming of hedges carried out by an unknown contractor was noted. This had been done without prior notification when some direction could have been provided to reduce the impact on the habitat for nesting birds. It was suggested that a recent change of personnel at Parks Department might facilitate better communication in the future regarding hedge management.

A plot holder asked if assistance could be provided with some work to a fruit cage she could not manage. There are no formal arrangements and it was suggested that the good nature of fellow plot holders could be prevailed upon.

No further items to discuss and the meeting closed at 11:48

Minutes for PPAA Committee Meeting held on 05 April 2022 at 19:00 by Zoom

Present: Wendy Gunter (Treasurer), Richard Masterman (Chair), Jenny Howell, Dan Phillips, Phil Reardon (Site Representative)

Apologies: Sue Jones, Martin Pasek

Previous Minutes:

Items from previous meeting to be addressed as agenda items

Chair Report

Overflowing culvert: An email has been received from the Allotment Officer stating that initial cctv and jetting should commence during April 2022.

Site Representative’s Report:

Council supplied water butts have been received although in a disjointed fashion. Matching stands are awaited. The Council state that these are to be retained on site although the Committee have not taken any responsibility in this respect.

The Community Gardens are continuing to be plagued by theft and unauthorised access. All plot holders are urged to be vigilant with regard to securing entry gates at all times. The committee noted that unfortunately the Association is unable to secure the site boundaries.

Phil noted that revised Council procedures now require all new structures on plots must have prior written consent from Cardiff Parks Dept. This includes greenhouses, sheds and the like. Pre-existing structures can remain.

Treasurer’s report

To assist with audit procedures, Wendy again requested plot holders to indicate on bank transfers their plot number and purpose for all payments. Eg: subs, shop

Wendy confirmed that audit information is being prepared.

Any Other Business

Richard reported that batches of the seed potatoes have been sold but further stock is still available.

Fly tipping remains a problem with rubble and other clearly non-site materials being brought to site and left.

Plot holders are requested to report to the Council any incident so inspection and possible identification of source can be carried out for police or disciplinary action.

It was noted that in previous years that minutes of committee meetings had been made available directly to individual plot holders but complications with the set up of MailChimp and the WordPress website brought it in to disuse. Phil has instigated rationalisation and improvement so that the procedure can be more readily reintroduced.

Dan reported good progress with tidying the poly tunnel and a skip would now be useful for the removal of unwanted material. Richard to contact the Council to arrange. 12 April was agreed as a clear out date. Also to look in to a second skip for 24 April 2022 at the top car park to facilitate a general site litter pick and tidy up. This would provide plot holders with a one-off opportunity to remove storm damaged and unwanted materials. Plot holders are reminded that bringing rubbish from off-site would be a breach of their agreement with the Council.

The date for the AGM was fixed as 11:00 Sunday 24 April 2022 to be held at/in the poly tunnel. An agenda will be issued nearer the time. All plot holders are reminded that volunteers for the committee are welcome and if anyone fancies a go at any position or the general support roles, they should contact Phil Reardon.

Next meeting

AGM 11:00 Sunday 24 April 2022 at the poly tunnel
Committee 19:00 Tuesday 07 June 2022

Meeting closed at 20:10

Minutes for PPAA Committee meeting, held on 06/07/21, at 1900, by Zoom

 

Present: Philip Reardon (Site Representative) Richard Masterman (Chair), Sue Jones, Dan Phillips, Martin Pasek (Operational Support).

 

Apologies: Wendy Gunter (Treasurer), Jenny Howell, Ian Douglas

 

Previous minutes and matters arising – Richard.

 

Chairman’s report – Richard.

 

The leaking water pipe has been repaired.

 

The fallen tree has been removed. However, the damage to the wall will not be repaired for several months it appears. Philip reported that the Council will only be assessing it within this timescale.

 

Site Representative’s Report – Philip

 

No emails have been received from the Allotments Officer, so Philip has been unable to let any plots as he does not have the updated waiting list.

 

Vacant plots are becoming overgrown, but Philip is hopeful that tenants with the needed resolve can be found to clear them when letting resumes.

 

The Council have issued revised criterions for granting permission for the putting up of structure such as sheds, greenhouses etc.

 

Philip does not expect that these will cause any problems for those with existing facilities.

 

Precise details will be posted in due course.

 

Any Other Business.

 

Poly tunnel – Ian.

 

Ian will shortly be attending to the ironmongery to be fitted to the door.

 

Manure/wood chip deliveries – Philip.

 

There have been deliveries of manure, but no charge has been requested, and so it is not intended to raise any issue with any party.

 

Wood chip is being deposited by at least two private companies. How they gained site access is not known, but so far the material has been of reasonable quality and so again, unless the position deteriorates no action is proposed.

 

Reports of possible wilful damage – Sue.

 

The Committee have received reports of what could be intentional damage to trees, and of other nuisances on plots. It is not easily possible to say whether the tree damage is intentional or some form of disease however.

 

Nonetheless, it is considered timely to remind all plot holders that wilful damage or nuisance to any other plot will result in summary loss of tenancy and also likely prosecution too. The Committee therefore ask all tenants to be vigilant, and to report to the Committee any suspicious acts that they might witness.

 

It is also conducive to good relations between neighbouring tenants that we all take care that branches etc. do not overhang other plots, and that neither spreading weeds such as bindweed, couch grass etc., nor cultivated subjects such as mint are allowed to spread from ours onto theirs.

 

Break-ins – Philip.

 

There is evidence of break-ins. Please do not keep anything portable of significant value on site. It may be cost saving to leave sheds unlocked to avoid the damage of forced entry, as many do.

 

The Committee are, as ever, looking at ways to make the site more secure.

 

Possible AGM – Philip.

 

An AGM will be arranged as soon as covid19 conditions make this possible.

 

Carpet – Sue.

 

The Committee sympathise that this may appear useful as a weed suppressant, but remind plot holders that their terms expressly forbid its use on allotments, as its plastic fibres become a persistent soil pollutant, and for other reasons.

 

If you have any carpet on your plot then please remove it as soon as you can. Bio-degradable materials such as corrugated cardboard are fine, however, and the wood chip makes a good mulch for fruit bushes etc.

 

Gate locks – Sue.

 

Both locks have been recently refurbished and are in good order.

 

However, the SE gate has slumped rather on its hinges and needs lifting. It catches on the lock bolt and can make turning the key a little difficult. Pulling up the gate makes this easier.

 

Subject to that, if your key does not operate them easily, then please contact Site Representative for a better copy which we have.

 

Please do NOT attempt alterations or maintenance. Someone has heavily oiled the SE lock which achieves nothing – the mechanism is above the keyhole – and it simply makes the gate messy for other users. Please do not do this.

 

There was no further business and the meeting ended at 1935.

 

The next – now bi-monthly – PPAA meeting will be on Sept 7th 2021 at 1900, provisionally also by Zoom.

Annotated Minutes for PPAA Committee meeting, held on 20/09/20, at 1000, PPAA Allotments Site

Present: Philip Reardon (Site Representative – “Site Secretary”), Richard Masterman (Chair), Wendy Gunter (Treasurer), Sue Jones, Ian Douglas, Jamila Mohammed, Jenny Howell, Martin Pasek (Operational Support) Apologies: None received. General attendees: None.

Chairman’s report – Richard.

Richard welcomed the new office holders on the Committee to the meeting, thanked the previous ones for their work, and thanked Wendy for continuing as treasurer.

Site Secretary’s report – outgoing Sue, incoming Philip.

Sue reported that due to the ongoing Council’s covid19 restrictions there had been no plots let, and no clean or quit orders issued, since the last meeting.

Philip confirmed that covid19 restrictions were still in effect. However the Allotments Officer had recently stated that plans were in place to reopen lists etc. in the near future, although the exact date had still to be announced.

Treasurer’s report – Wendy.

Wendy reported that the Grant for this year has been received and also increased, owing to a greater number of plots on site and more under sixty plot holders.

She said that BACS payments are working well, but that it is essential that the payers identify in the “comment” their plot numbers when paying, and whether the payment is for PPAA subscriptions, for the shop, or for both, e.g. “plot number subs”, “plot number shop”, or “plot number both.”

Wood chip and manure deliveries – Richard.

Wendy reported that there had been a delivery of good quality wood chip, which was rapidly used however.

Philip said that the Council had not announced any date to restart deliveries of manure.

Plot holders are reminded that they are welcome to cart or to barrow manure from the Riding School themselves during this period.

Hedge maintenance – Richard.

Site Representative, Philip, said that he had contacted the Council’s Allotments Officer, to try to arrange for hedge cutting to take place, and that she would reply within a week as to progress. AP Philip.

Poly tunnel repairs – Richard.

Ian said that he had quotes of around £250 for a new polythene cover, and that the current users of the beds in the tunnel were happy to get together for a day to replace the existing damaged one with it.

Trackway repairs – Richard.

It was agreed as before (minutes, passim) that the mud on the track running from the old club house round to the Community Gardens should be removed, and that the hardcore recently deposited on tracks at the other end of site should be covered with a more acceptable material. AP Richard.

Shop – Richard.

The successful on line operation will continue. Richard said that a clearer picture of popular items was emerging, and what to re-order. There is as yet no plan for a regular opening of the physical premises,

although occasional sales may take place, and if so then these will be publicised on the website and Facebook page.

Use/hire of power tools – Richard.

Several mentioned that there have been enquiries from plot holders on this. As there is no insurance cover nor volunteer time to manage such an operation, it is not possible for PPAA to offer this facility.

Water trough maintenance – Richard.

Martin mentioned that he had replaced leaking washers on ballcocks, and other parts, as the need arose. Sue said that she and some plot holders had cleared sediment from the troughs, although they would need to be done again before long. Philip will turn off the water at the end of October. AP Philip.

Plot holders are asked to report water leaks or any such problems to the Committee.

Any Other Business
Website – Philip.
Philip has offered to be webmaster, and to address the recent lack of maintenance. AP Philip. 

Fly-tipping prevention – Richard.

Sue reminded the meeting that areas which were cleared recently – at cash cost to PPAA – such as abandoned cubicles, the old clubhouse etc. are rapidly filling with fly-tipped rubbish once more. Philip proposed that using contractors who deal in boarding-up to seal these would be a worthwhile investment to save long-term on waste removal contractors. This would take place in the context of some of the cubicles being renovated for hire.

Plot holders are reminded that they must remove any rubbish that they may have from site themselves, to compost plant waste on their own plots, or to remove that likewise, and that fly-tipping anywhere on Council property is a serious offence which would also likely lose them their tenancy.

Paths between plots – Jenny.

Jenny asked that plot holders respect and maintain the access paths, as they are required by their tenancy terms to do. In particular, she urged the reinstatement of paths where they have either been cultivated – i.e. disappeared – or become impassable.

Ivy growth on boundary wall – Ian.

Ian raised the matter of the ivy damaging the wall. It was agreed that its removal would be beneficial if possible. AP Ian.

Renovation of cubicles – Philip.

Wendy reminded the meeting of the history of this proposal, and of the likely costs and problems. It was re- iterated that the recurring sticking point was the removal of the asbestos roofs, and that it had previously been resolved to settle this as a separate matter first, in order to clear the ways. (Minutes passim). AP TBA.

There was no further business and the meeting ended at 1110.

The next PPAA meeting will be [at a time and place to be arranged.]

Present

Committee: Sue Jones (Site Representative – “Site Secretary”), Jenny Howell (Chair), Wendy Gunter (Treasurer), Ian Douglas, Martin Pasek (Operational Support).

Plot holders: Richard Waters, (plot 103), Alan Coombs (plot 48a), Roger Benson (plot 127b), James Matthews (plot 24b), Mrs. J. Mohammed (plot 76a tbc), Philip Reardon (tbc).

Apologies: Richard Masterman, Jane Williams.

Chair’s Welcome and Introduction – Jenny

Jenny welcomed all to the AGM, and gave a summary of the meeting’s business. She emphasised the good fortune of plot holders in having access to their gardens during the covid19 restrictions, and thanked the Committee for their work since the last AGM.

Jenny announced that she would be stepping down as chair, but remaining on the Committee, subject to approval at the meeting.

Site Secretary’s Speech – Sue

Sue explained that since the start of the covid19 restrictions, the Council have placed a moratorium on all letting of plots, and also on the issuing of Clean Or Quit notices. This means that where plots have become overgrown due to the holder’s sheltering and non-attendance, there is understandably no action to be taken. She has not been sent any waiting lists or vacant plots lists, and so cannot report on them.

Sue announced that she would be stepping down as Site Representative (“Site Secretary”) but remaining on the Committee, and thanked Philip Reardon for offering to assume that position.

Sue thanked Jenny for her work as Chair.

PPAA Accounts – Treasurer’s Report – Wendy

Wendy brought printed copies for the attendees. She confirmed that Dave King, plot holder, had audited the accounts, and that he was content.

Wendy said that the Grant has been approved and is on its way, but remarked that dealing with the Council is awkward owing to covid19 measures at the moment.

She said that the shop operation – based on online pre-payment and collect/delivery – is working well, but asked that people please identify for what their payments are, i.e. Shop, or for Subs, or for both, or for whatever, along with their plot number – space permitting.

Richard Masterman sent an email detailing the shop’s business. Good progress has been made clearing old stock. Total sales for 2019/2020 were £709.70p, and £544.80p has been invested in new stock.

Election/Appointment of Officers – Jenny

Officers were proposed by Ian Douglas and seconded by Roger Benson. There were only single candidates for each position.

Philip Reardon was appointed unopposed as the new Site Representative (“Site Secretary”)

Wendy Gunter was re-appointed unopposed as Treasurer. 

Richard Masterman was appointed unopposed as the new Chair

Election/Appointment of Committee – Jenny

Jenny invited anyone present who was interested to join the Committee. Mrs. Jamila Mohammed kindly volunteered.

James Matthews proposed all existing Committee members who wished to continue to do so, and for Mrs. Mohammed also to be placed on the Committee. Ian Douglas seconded and all were appointed or re-appointed unopposed.

AOB

James Matthews queried when the Council would restart manure deliveries. At this stage the Committee have no information, but as per the notices placed on the gates by the Riding School, plot holders are welcome to take their barrows there and to help themselves for the time being.

There was no further business, and the meeting ended at 1122.

Pontcanna Permanent Allotment Association

Meeting Tuesday 9th March 2020

1. Present: Ian Douglas, Wendy Gunter (Treasurer), Jenny Howell (Chair), Richard Masterman, Daniel Phillips, 

Apologies Sue Jones, Martin Pasek, Alex Brown 

2. Site Secretary’s Report

Wendy read out Sue’s report. We have 9 new plotholders and 4 plots still to fill. The waiting list is around 80 and the waiting time around 18 months.

One of the available plots, 26b, has a lot of rubbish on it which needs removing before it can be let. Richard has agreed to have a look at removal along with the remedial works to the road (see below). It is possible it may need to be removed by volunteers. AP: RM

There is a lot of rubbish building up in the sheds. It has been agreed that a temporary solution is to board up the sheds. Wendy will look into this. Once we have a date for the work to be done, we will arrange for a skip to be delivered so that we can clear the rubbish first. AP: WG

It was agreed that plotholders should be reminded of their responsibility to keep their plots clean and remove their own rubbish. Jenny to put a note on the website to this effect.     AP: JH

3. The bottom road

Richard gave us an update on the situation with the road nearest the shop. The contractor has deposited hardcore which he claimed was perfectly acceptable for this kind of work. In fact, the road has some glass and other items which are not appropriate as a top surface. It was agreed that with a suitable top surface, it would be fine to leave the existing material in place. Dan offered to seek the advice of a friend of his who is a civil engineer on the best way forward. Richard is happy to continue to manage the work going forward. It was agreed that at the same time, a price should be sought to improve the road across the top of Llandaff Fields, and along the boundary fence with WJEC. This work may need to be phased. AP: DP and RM

4. AGM and Plant Fair

The date of the plant fair has been set for Saturday 16th May. We decided to have the AGM on Sunday 17th May at 11am so that we can continue to sell unsold plants at the same time.

5. Shop

Richard and Ian have very kindly offered to open the shop on the first Sunday of each month, starting on 3rd May and finishing in September. AP: ID and RM

6. Committee Members

Dan commented on the lack of committee members, and felt that more people might be happy to contribute if they felt their commitment was not too great and open ended. An example was taking the monthly minutes, or showing people around their plot for the first time. He has offered to write something that we can use on Facebook, the website and before the AGM that might encourage new people to step forward. AP: DP

7. Polytunnel Damage

Ian said that the high winds had caused irreparable damage to the plastic covering on the polytunnel. He was happy to do some running emergency repairs to get us through to the plant sale. However he felt that a new cover should be bought and fixed during the summer months. It would cost around £300 – £400. It was agreed this could go ahead. AP: ID

8. Date of Next Meeting

Tuesday 7th April, 7pm, Butchers Arms

Annotated Minutes for PPAA Committee meeting, held on 07/01/20, at 1910, Butcher’s Arms, Canton

Present: Sue Jones (Site Secretary), Jenny Howell (Chair), Wendy Gunter (Treasurer), Martin Pasek (Operational Support) Apologies: Richard Masterman, Dan Phillips, Alex Brown, Ian Douglas. General attendees: None.

Raised Agenda Items – Jenny.

It was immediately apparent that PPAA are very short of volunteer effort on the Committee to carry out and to manage new projects of any kind. There have been several meetings of late with just a few present.

As a result its activities will unavoidably be restricted to the absolute necessities of plot-letting and related matters at least in the short term. In particular those present expressed regret that so far it has not been possible to update the website.

Sue expressed her wish to stand down as Site Secretary at the next AGM, which means that the requirement for new officers is acutely urgent.

The Committee believe that all plot holders, who value the continuation of the site as allotments should consider very seriously what they might do to help.

Local authorities are ever more short of funds, and cannot afford to maintain sites directly to anything like the standards hitherto achieved by volunteers at PPAA. 

This is against a background of ever increasing pressure for urban development land, and the loss of countless allotment sites to such schemes across the country in recent times. If sites fall into neglect, then that greatly strengthens the case of those interested in changing their use for building or for other purposes. Sites do enjoy some protection in law, but where the council favours a change of use, there are procedures to overreach those protections. 

Site Secretary’s Report – Sue.

Sue said that there are three new plot holders, and four empty plots, two of which will have to be cleared of junk etc. at PPAA’s expense.

The Committee warmly welcome the new tenants.

Email from Richard re clearance by poly tunnel etc. Richard says:

I have spoken with the ground contractor and he is checking the availability to hire the riddle bucket required clear more roots. He will be getting back to me shortly with a date when he can return to site. 

I have also raised a concern with him over the material used for the track and suggested that he should remove a shallow layer and replace with a surface of crushed stone/gravel. Discussions are proceeding.

I don’t expect all this to take more than one/two days and hopefully it will get sorted in the next couple of weeks. Ian has volunteered to assist in my absence.

Any Other Business

Owls – Sue. Sue has had a report of what appeared to be owl pellets near some of the recently-installed owl boxes.

Woodchip piles – Martin. Martin said that it seems that a private contractor is gaining entry to the site, and dumping poor quality material in the pens. The Council were asked to cease this, to enable the backlog to be used.

Plot holders are asked to look out for, and to make a note of the identity of any contractor who appears to be dumping trade waste anywhere on the site. We have asked one to stop doing this, but there may be others. None are authorised to do this at present.

There was no further business and the meeting ended at 2000. It was proposed to make meetings bi-monthly for the time being.

The next PPAA meeting will be on Tuesday, 3rd March 2020, at the Butcher’s Arms, Canton, at 1900.