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

Minutes of previous meeting and matters arising – Jenny.

Communal compost heaps. Work to tidy them is ongoing. Alex proposed that weed control would be needed, and offered to do that, along with such work elsewhere on site. The Committee thanked Alex. [Update: please note that this arrangement has been discontinued in accordance with Council rules, and PPAA intend to remove all remaining compost in due course. Would all plot holders please deal with composting on their own plots or remove it from site as our Rules Of Tenancy require – thanks] 

Water trough clean-outs. The Committee thank Gary for cleaning the trough near his plot, and anyone else who might have done this.

Shop. There was a discussion, during which a number of points arose or became clear. Thanks to the cleaning, sorting, and tidying work by Ian, Ray and Richard, it now appears that the shop is in better condition than first feared, and that quite a lot of the stock is useful and saleable. There would also seem to be enough volunteer effort available to consider realistically its operation. Various practical suggestions were made re that, along with stocking, and so on. Richard suggested solar panels to provide electric lighting, and it was agreed that a costed proposal would be submitted in writing, to be put to a vote at the next meeting. AP Richard

Site Secretary’s report. Sue reported that there are two new plot holders, and she will be seeing a further five interested people during the coming week. There are at present seven vacant plots.

The Committee warmly welcome the new tenants.

Sue reported that utilities staff are investigating a water leak, which they deduce is probably on the allotments site. It accounts for some £12,000 per year to the Council’s costs, so it is a serious matter.

Sue said that after careful consideration, she sees no reason for her not to stand again as Site Secretary, for another year, at the AGM.

New Agenda Items – Jenny.

Malicious communication received by Committee member. The Committee were appalled to hear, that a member had discovered a weatherproofed newspaper cutting affixed on their plot, relating to the brutal murder of an allotment volunteer in London by an aggrieved gardener. There was an added message, which celebrated the fact that this had happened to someone who had displeased an allotment holder, and implied that the Committee member could expect the same. It was, therefore, an implicit death threat.

The police have naturally been informed. They have taken the matter very seriously. The plastic cover and its contents have been examined for fingerprints, and they will act on any relevant information which might arise.

The Council take a similar view.

The Committee interpret any threat to any member as one to all, since the volunteer targeted was doing no more than carrying out duties agreed by, and backed by the rest, and in accordance both with PPAA’s Constitution, and with the Council’s rules.

The police would be grateful for any assistance that anyone might be able to give. For its part, the Committee will treat any approaches made with the strictest confidence. If the perpetrator can be identified, then besides facing a police prosecution, their allotment tenancy appears certain to be terminated.

Any Other Business

Land restoration behind poly tunnel – Ray. Ray proposed making a “to do” list to enable work to proceed, including gaining access over the apparently unattended – Sue is dealing – plot to the west. There were suggestions re plant hire and contractors for tree stump removal etc., and Alex also offered to address weed control. The Committee were dismayed to hear that after volunteers and paid contractors had cleared the site of rubbish last year, some plot holders have apparently immediately resumed fly-tipping on it. AP Ray, Alex, Sue.

It costs hundreds of pounds for every visit by rubbish removal firms, never mind the waste of volunteers’ time and energy. Fly-tipping around the site is expressly forbidden under the terms of tenancy, and it is very likely to result in loss of tenancy if the offenders are identified. They may also face prosecution.

There was no further business, and the meeting ended at 2017.

The next PPAA meeting will be on Wednesday, 6th March, at the Butcher’s Arms, Canton, at 1900.

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

Minutes of previous meeting and matters arising – Jenny.

Litter pick – Ray. Ray reported that this had been a successful day. However, he was disappointed to note, that much of the rubbish on the park side of the fence was clearly allotment waste, and had obviously been thrown over the fence by plot holders.

Plot holders are reminded that such actions are grossly in breach of their terms of tenancy, as well as being offences under general law. They also weaken the case for the continuation of the whole site as allotments. Accordingly, the Committee take a very serious view of them. Please remove all unwanted materials from site completely, for disposal at a municipal waste facility.

The Committee heartily thank Ray, Dave King, Ian and Richard for their efforts on the day.

Communal compost heaps – Ian. Ian said that he and Dave King would be doing some tidying work soon. AP Ian. [Update: please note that this arrangement has been discontinued in accordance with Council rules, and PPAA intend to remove all remaining compost in due course. Would all plot holders please deal with composting on their own plots or remove it from site as our Rules Of Tenancy require – thanks] 

Site plan – Ian. Ian said that his needed updating – and assumed that the rest were similar – particularly as to split plots. Sue to assist. AP Sue, Ian.

Poly tunnel – Sue. Sue said that the bed allocations had been made. Ian pointed out that there was a spare bed, and proposed to use it to grow seed crops for the sale to plotholders. That was supported.

Site Secretary’s report. Sue reminded the Committee that PPAA subs, £5, are now due. Ian proposed reminder notices at the manure pens. Martin offered to laminate those. AP Martin.

Plot holders are encouraged to pay their subs by direct debit.

PPAA BANK DETAILS: Important. Please quote your plot number in the reference (sometimes “comment”.)

account number: 02568231

sort code: 309894

Alternatively, cash may be handed to a Committee member, or posted through Sue’s letterbox. Don’t forget your plot number!

New Agenda Items – Jenny.

Shop – Ian. Ian said that between the Committee and general plot holders, there were about six volunteers willing to share the running of a shop operation. On that basis, he suggested that the idea was viable, and he proposed that by the next meeting there would be a paper, of firm proposals, on which, it is to be hoped, the full Committee could vote. AP Ian et al.

AGM 2019 – Jenny. Jenny reminded the Committee that the AGM was now not that far off, and invited members to consider items for its agenda.

Any Other Business

Plot inspections – Sue. Sue said that she would recommence plot inspections, for abandoned or neglected plots etc. in the early spring.

Plant sale sowings – Ian. Ian said that he would soon be sowing for the spring plant sale.

Any plot holder, who has a particular preference or suggestion, as to what subjects they would like, is cordially invited by Ian to pass on that helpful information to him. Please email: ian

Water trough clean-outs – Ray. Ray suggested, that the remaining time that the water supply was turned off would be the only opportunity to clean out the troughs for some time. A dedicated day in February was provisionally agreed. AP all.

General volunteers are invited to inspect the troughs nearby, and any help that they might give in cleaning them would be very gratefully received by the Committee, as were their fine efforts in 2018.

Ray also proposed encouraging plot holders to participate in the RSPB’s Big Garden Birdwatch – re birds on their plots – and suggested that if Alex were able, then further publicity be given on the website.

Click here for more details: RSPB Big Garden Birdwatch

There was no further business, and the meeting ended at 1947. The next meeting will again be at the Butcher’s Arms Canton, on Wednesday 05/02/2019, at 1900.

Minutes for PPAA Committee meeting, 7th November at Butchers Arms, Canton

Present: Jenny Howell (Chair), Wendy Gunter (Treasurer), Richard Masterman, Ray Edwards

Apologies: Sue Jones (Site Secretary), Daniel Phillips, Ian Douglas, Martin Pasek

1. Installation of owl boxes

Richard and Ian have fixed one box to a tree and will do the other one soon. They were able to do this themselves saving £250 on installation costs. Many thanks to Ian and Richard for this work.

2. Shop

We briefly discussed the various issues around the shop, including volunteers, building work, stock etc. We agreed that it would be useful to have a T&F (Task and Finish) group to meet separately and report back to the committee with proposals. AP Ray, Richard, Ian

3. Tools

Richard reported that two strimmers and one rotovator are renovated. They will be available to loan out to plotholders once risk assessment and insurance issues are resolved. It is thought that Sue may already have looked into this, so we will wait to hear her views before taking the matter further. One rotovator was not possible to renovate and will be scrapped/used for spares. Other tools considered inappropriate for the Committee to hire out (including chainsaws) may be sold. Richard will prepare a list to accompany future minutes when ready. AP Richard

4. Litterpick

Ray has organised a litter pick on Saturday 17th November at 10.30 – 12.30. Bags and pickers will be supplied by Dave King (Cardiff Rivers Group) for the occasion. Meet by the shop. AP Ray

5. Communal compost bins

Wendy raised this issue because the bins are overflowing on to the adjacent paths, and also full of rubbish being dumped by inconsiderate people, including plant pots, plastic netting, old pallets, broken tools and pernicious weeds. Plotholders are requested to STOP using these bins for the time being until we decide what action to take. [Update: please note that this arrangement has been discontinued in accordance with Council rules, and PPAA intend to remove all remaining compost in due course. Would all plot holders please deal with composting on their own plots or remove it from site as our Rules Of Tenancy require – thanks] 

6. Hedgehogs

Hedgehogs should be in hibernation, but the warm weather means they are still around. Wendy explained that she has followed online instructions to create a ramp so that hedgehogs who fall in ponds can get back out. Instructions are attached to these minutes in case plotholders want to follow her example. AP Ray

7. Site plan

Richard said that the site plan is now out of date. He proposes to update it. Ray suggested we arrange a site walk about in December/January. AP Richard, Ray

8. Date of next meeting

5th December at 7pm, Butchers Arms, Canton. Meeting finished 18.55

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

This meeting was chaired by Sue Jones.

Minutes of previous meeting and matters arising – Sue.

Owl nesting boxes – Richard.  Ray has found a likely preferential quote. Whatever the outcome however, the installation is to go ahead without further delay, either on that or on an earlier one. AP Richard, Ray.

Shop and power tool hire – Richard. There has been no further feedback from plot holders generally, to enable the available volunteer effort to run a shop to be ascertained. However, Ian, Richard and Ray expressed enthusiasm for such an operation, and suggested that if the appearance of the premises were made more attractive and business-like, then that would perhaps inspire demand and interest on the site. Ian proposed some improvements, and Site Secretary said that given the uncertainties, this expenditure would probably amount to “risk capital”. She proposed raising a spending ceiling on this, as an agenda item at the next Meeting.

PPAA funds are public money, and so the Committee are required to show Due Diligence, before investing in any business operation.

Having had them serviced and safety-checked, Richard has now finalised the viable power tools for the next growing season, and it was agreed to sell the surplus. Any hire or loan to plot holders remains subject to the necessary insurance and staffing availability, however. AP Richard, Wendy.

Litter pick and Committee walk-about – Ray. Ray proposed both of these activities for the weekend of 17th-18th November. AP Ray.

New Agenda Items – Sue.

Site Secretary’s report. Sue said that the Council’s allotments officer had visited site, and that there had been a helpful and constructive conversation on all issues. In particular, what the Committee hope are temporary difficulties were identified, as a reason for some of the problems recently experienced.

Water meter readings will be taken, and the water turned off at the end of October. AP Sue.

Any Other Business

There was no further business, and the meeting ended at 1935. The next meeting will again be at the Butcher’s Arms Canton, on Wednesday 07/11//2018, at 1900.

 

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

 Minutes of previous meeting and matters arising – Jenny.

Owing to limits of time, and to the absence of the relevant Committee members, it was proposed and agreed to roll over much of this topic to the next meeting. However, Richard Masterman sent a detailed email, and his main points were:

Owl nesting boxes – Richard has been in discussion with a plot holder, who has direct experience of installation, and is hopeful that a more competitive quote may be finalised shortly. AP Richard.

Shop and power tool hire – Richard has identified viable plant for hire, and sent a detailed list of constructive suggestions for what might be offered by a shop operation, and what would be needed to facilitate that.

However, all of that would be contingent on sufficient volunteer effort stepping forward. See later shop item.

New Agenda Items – Jenny.

Site Secretary’s report. Sue said that there are two new plot holders on plots 41 and 109a. She has also received three notices of intention to surrender plots. Sue said that it greatly simplified their re-letting when this happened, and allowed plots to be handed on before they became overgrown with weeds. AP Sue.

The Committee cordially welcome the two new tenants. On the other hand, plot holders who may be considering finishing their tenancies are encouraged to let the Committee know as soon as they are settled in that decision. The savings in scarce volunteer effort are considerable, and such assistance in those savings will be sincerely appreciated.

 

Sue explained that recent weeks have been difficult for her, owing to a heavy burden of care for a family member. However, she is willing to continue as Site Secretary until the next AGM, subject to sufficient continuing help from the Committee with her various activities in this rôle, for which she expressed her sincere gratitude. There was a discussion as to what individual Committee members might be able to do, and how this could best be arranged. AP all.

The Committee thanked Sue for her offer to continue.

Sue detailed a particular problem however, which has added to her difficulties. It is that of non-replies from the Council on matters that she has raised with them. For instance, since June, Sue has sent three requests for Notices Of Termination Of Tenancy, among other enquiries, and yet she has heard nothing to this day. Nor have repeat emails been answered. Given that Site Secretaries save the Council many thousands of pounds worth of man-hours each year, the Committee were at a loss, as to why they should be put in such a demoralising position. Accordingly, Sue has emailed the Allotments’ Champion Councillor, Jane Henshaw, and Cllr. Henshaw has now taken up the matter.

Additionally, the Committee politely remind plot holders, that the correct channel of communication with the Site Secretary for substantial matters is in writing. Email, text, or a letter, handed to a Committee member are all suitable. When the Committee are tending their own plots for relaxation and so on, they enjoy a chat about matters of general interest as much as anyone else. However, for any formal business, it would be sincerely appreciated, if plot holders could adhere to the above procedure. Please remember that your Committee are all unpaid volunteers, and with other demands on their time. Thank you.

Any Other Business

Shop – Ian. Ian revisited this topic, to report that he had received some number of enquiries, as to what was happening about the shop, so the Committee inferred that there is significant demand. There have been offers of help too, from a small number of plot holders. When the extent of the available volunteer effort has been properly ascertained, a decision as to the scope of a shop operation – if any – should be possible. AP all.

Hedgehog boxes – Sue. Sue reminded all that these had now been bought, and the Committee assumed that they were now sited. On that basis they thanked Alex.

Poly tunnel draw – Sue.  Sue reminds all plot holders that it is not long now until November, when the draw for the bed allocations for 2019 will be held.

 Litter pick and Committee walk-about – Ray. Ray proposed both of these activities for after the end of the present growing season. AP Ray.

Theft of wood chip and manure – Ray. There have been sightings and reports, of vans being loaded with these materials and then driven off site.

Plot holders are asked to be vigilant, and to note registration numbers in relation to such incidents. The manure is paid for from PPAA members’ subscriptions, for use exclusively by them on site.

Obstructed paths hindering visually impaired plot holders – Ray.

Plot holders are reminded, that they and their neighbours are required, under their Terms Of Tenancy, to keep clear the paths that they share. Please bear in mind the problems that failure to do this causes to others.

Theft of produce – Ian. Ian reported that a plot holder had been identified, acting suspiciously, on a plot not his own, and carrying a bag. He had not actually taken anything at that point however, and left.

Plot holders are asked again to be vigilant, especially at quiet times on site. Try to get to know who is normally where. 

There was no further business, and the meeting ended at 1955. The next meeting will again be at the Butcher’s Arms Canton, on Wednesday 03/10/2018, at 1900 sharp.

The PPAA would just like to remind all plot holders that – in common with all Cardiff sites – we are not an organic site, and the use of legal weed killers is allowed. However, awareness of neighbouring plot holders’ wishes not to use chemicals on their plots should be born in mind when using sprays etc. on your own plot, and every effort should be made not to allow chemicals to ‘drift’.

Also the maintenance, and keeping clear of the of the pathways between plots, is the joint responsibility of all the adjoining plot holders. Please remember too, that whether or not you personally need to use a given path by your plot, another plot holder may well do for access to their plot, and to water troughs etc., and every such plot holder is entitled to expect it to be kept clear.

If you want to be sure that your neighbour or another gardener won’t use herbicides on the shared path by your plot, then then only way is to keep it weed-free yourself!

PPA Website Team

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

Minutes of previous meeting and matters arising – Jenny.

Owl nesting boxes. Richard said that he has obtained a quote from a tree surgery contractor to install the two boxes at £320, and with the likely cost of the boxes, this would come to roughly £500 total. He understood that Council consent is required, but has received no responses from several enquiries that he has made so far. The Committee proposed to view this non-response as acquiescence after a reasonable period has elapsed. AP Richard.

Legacy power tools. Richard said that his work re servicing and safety checking the tools was ongoing. AP Richard.

 Following Sue’s enquiry to the Council re possible future tool hire, she learned that other sites do not charge hire, but that Association membership fees cover access to power tools. There is a nominal sum towards fuel and maintenance too. A liability waiver must also be signed by the user. Membership fees in these cases were higher than PPAA’s £5. AP Sue.

It was agreed that when appropriate, the surplus PPAA tools would be offered to PPAA members for first refusal. AP Dan, Richard.

 New Agenda Items – Jenny.

Site Secretary’s report. Sue said that there are two new plot holders on 109B and on 113A. She attended the Brick Shed Working Group meeting on 05/07/18. However, she reported that matters are at a standstill, until the Council’s surveyor has assessed the condition of all cubicles. Dan suggested that, on whatever basis control of them might subsequently be handed to PPAA, the Council arrange for the removal of all remaining asbestos from the roofs first. AP Sue.

The Committee cordially welcome the two new tenants.

Shop – Ian. Ian has spent quite some time sorting through the shop contents, and several issues have been identified. The building is an unpleasant and probably unsafe environment in which to be. There is evidence of a serious rodent problem. There is insufficient light to work safely. There is likely a hazardous fungal spore burden in the air.

The Committee agreed that whilst it might be possible to resolve these problems, until the scope of demand for a shop among plot holders becomes clear, it would be unwise to commit extensive resources to doing this. Sue will publicise on FB etc. AP Sue.

It was agreed that Committee members should think widely about possible ways forward and put these in writing to the Committee Chair by 31st August for distribution to the Committee before the meeting. Any written comments from other plot holders would also be welcome and taken into account. AP all.

The Committee thank Ian, along with Ray and Dan, for their work in connection with the shop.

Any Other Business

Dogs loose on site – Wendy. Wendy said that she had seen two rampaging about people’s plots, but that they perhaps did not belong to a plot holder. Rather they might have been a dog walker’s in the park, and entered, perhaps under a gate.

Plot holders are encouraged to be vigilant, and to try to identify the owners of any loose animals causing problems.

PPAA membership engagement – Dan. Dan expressed concern, that he sometimes perceived a detachment from PPAA as an entity among plot holders. He invited proposals as to how to address this, and suggested events and social functions. Other suggestions included colourful banners or flags on site (as displayed by the RCG) publicising the body and its websites etc. AP all.

There was no further business, and the meeting ended at 1942. The next meeting will again be at the Butcher’s Arms Canton, on Wednesday 05/09/2018, at 1900 sharp. (There will be no meeting in August).

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

Minutes of previous meeting and matters arising – Jenny.

Increased notice board space. Dan has investigated the pricing and availability of various sizes of board for the purposes discussed. It would cost up to £800 per gate to affix the boards to both sides. It was agreed that the 8 x A4 size would be most suitable. Concern was expressed that they might assist intruders to climb over the gates however. The Western Avenue gate would appear to be least susceptible to this, and so it was proposed to do this one first. It was proposed to invite input from RCG as to their sharing the boards. Sue said that she would approach Celia Hart re repairing the locks on the existing boards. AP Dan, Ray, Sue.

Shop. There have been two expressions of interest re assisting with the running of a proposed site shop, in addition to the Committee members’ initiation offers.

New Agenda Items – Jenny.

Owl nesting boxes / hedgehog boxes. Richard said that these were available from £75 each. They need to be fixed in pairs, at between 3.5m and 7m height in quiet locations. It was proposed to site them on the trees near to the old clubhouse, and to use a tree surgeon to do the necessary work in fixing the boxes. There is only one suitable species, tawny owls. Alex also suggested the purchase of four hedgehog boxes and that was agreed. AP Richard, Alex, Ray.

Legacy power tools. Richard has made a schedule. Two tillers and two strimmers have been identified as suitable for possible future hire to plot holders. Cardiff Mowers will inspect a machine for £20 per piece to assess safety etc. It was proposed to sell or to retain the other gear as appropriate. Sue will consult the Council as to safety matters etc. AP Richard, Dan, Sue.

Shop contents. The stocktake has not yet been completed. Sue said that she will consult the Council as to any restricted chemicals etc. AP Ian, Alex, Ray, Sue.

Site Secretary’s report. Sue said that there are three vacant plots, four current Clean-Or-Quit Notices, and that ten Pre-notice Letters have been sent. She has had a new lock fitted at the Western Avenue gate, and one is due to be installed at the other one soon. There is to be a visit on Saturday, by a delegation from the Highfields site to see how our poly tunnel is managed and assigned.

If plot holders with worn keys experience difficulties with the new locks, then please approach the Site Secretary in the usual way for a replacement exchange.

 Accounts queries. Wendy reported that she has received very detailed and time-consuming requests for financial information from a plot holder, with which she has reasonably complied.

The Committee note that the accounts were audited for presentation at the AGM, that there were no questions raised by those present, and that they have been duly accepted by the Council. On that basis this year’s grant has been awarded.

The plot holder concerned did not attend the AGM, and nor has the same attended any other Committee meeting, as all are free to do.

It is self-evident, that the correct time and place to raise such queries is at the AGM, or failing that, at an ordinary Committee meeting.

It is unclear to the Committee what the reason for the requests was. If anyone had any suspicion of impropriety, then the correct procedure would be to raise that with Council, and to supply the evidence for that suspicion.

Parking on access tracks. Complaints continue to received from plot holders hindered by others parking on the tracks. (See speeding item).

Please use the car parks only. Blocking the tracks is Antisocial Behaviour and a breach of tenancy terms.

 Criminal damage. A plot holders’s bird feeders have allegedly been repeatedly destroyed. If the perpetrator is identified, then they will very likely lose their tenancy.

Speeding. The Committee note with interest, the “identify-and-shame” approach taken by some plot holders, on the general Facebook account, towards speeding vehicles.

Plot holders are reminded that there are 5mph roundels as soon as one turns off Western Avenue into the park, and that this is the site limit too. Repeat offenders put at risk their tenancy.

 Fires. Sue has had to point out to a plot holder that fires are expressly forbidden under tenancy terms.

Hedge trimming. Richard noted that some hedges are encroaching onto tracks. All plot holders are encouraged to use hand tools, even if just in passing, during the nesting season, to keep encroachments under control. AP all.

Any Other Business

Plant sale – Ian. Ian handed over receipts and cash. The profit provisionally stands at about £530. Thanks to Ian.

Land behind polytunnel – Alex. Alex has sprayed this. Other parts of the site require treatment too. AP Alex.

Footpaths between plots – Wendy. Wendy reported that some people are failing to keep these clear as required by their tenancy, and sometimes even fly-tipping on them.

There was no further business, and the meeting ended at 2038. The next meeting will again be at the Butcher’s Arms Canton, on Wednesday 25/07/2018, at 1900 sharp.

Present: Jenny Howell (Chair), Sue Jones (Site Secretary), Wendy Gunter (Treasurer), Dan Phillips, Richard Masterman, Ian Douglas, Ray Edwards, Alex Brown, Martin Pasek (Operational Support), Mike Pitt (plot holder). Apologies: none received.

The Committee welcome the presence and the contribution of Mike Pitt. 

Minutes of previous meeting and matters arising – Jenny.

Rescheduled litter pick. Owing to concerns re disturbing nesting birds, Ray proposed that this would now have to wait until autumn. AP Ray.

Increased notice board space. Ray and Dan have investigated the practicalities of attaching two-sided boards to both gates, so as to be visible on entering and on leaving the site. Their work will continue. AP Ray, Dan.

Shop – Jenny. Sue explained that the Executor has now handed the contents of the shop to PPAA. A number of questions were identified. Should there be a shop operation at all? If so, who would run it? What is to happen about the existing stock? What about the machinery hire aspect?

A vote was held, and by six votes to two the Committee decided that in principle there should be a site shop.

Alex and Ian offered to work as initiators for a limited period, with a view to attracting sufficient volunteers to run the shop permanently on a rota basis. They also offered to do a stock check.

The Committee warmly invite any plot holder who might be interested in sharing this operation to come forward.

Ray, Richard and Dan offered to run up the machinery, but it is not proposed to offer hire until staffing, safety, and insurance matters have been properly resolved.

Sue has had sets of keys for the units cut, and she mentioned that she learned at the CAHA meeting that other sites co-operate in syndicated buying to stock their shops.

Wood Chippings – Jenny. The position is that there are two authorised suppliers, the Council, and Mike Boyer. To avoid a repeat of the serious problems of the past, that is, the car park’s becoming filled with rotting, unwanted material, the suppliers are encouraged only to deliver when the pens are pretty well empty.

It appears that one or more plot holders had been contacting contractors independently, and inviting deliveries from them, which threw the system into confusion. This now seems to have been stopped.

Only the Committee are authorised to arrange such deliveries to the communal pens. Under no circumstances must plot holders do this, and it will be viewed as their abetting fly-tipping if they do. However, they are completely free to arrange private deliveries to their own plots, provided that the contractors are escorted throughout. Once again, gardeners are encouraged to make good use of these supplies when they are plentiful, that is, from October to March. Supplies are limited by wildlife protection during nesting season.

Payments for manure deliveries – Wendy  No one was able to identify a responsible contact with whom to discuss any aspect of these deliveries, nor even to ascertain whether they had happened for sure. The convention has been that a donation was made to the riding school on each occasion, but owing to the uncertainty, Sue proposed that a quarterly donation of £30 be made instead. That was agreed.

Owl Nesting Boxes – Mike. Sue had recently started a conversation on FaceBook about using natural predators to help control our rat population,one suggestion was to encourage Owls. Mike Pitt had responded to this, both my kindly offering to help sponsor an Owl nesting box and by doing some research. The Committee warmly received Mike’s suggestion that these could help deal with the problem of mice and such vermin on the site. Ray mentioned the specified height for these. Ian offered a double ladder if needed. Alex proposed that hedgehog boxes could be included in the same expenditure item. The Committee offered Mike all the help that they could give, and Richard Masterman said he was happy to work with Mike on this.Mike said that he would do some further research bearing in mind his other commitments. AP Richard Alex Mike

Spending Plan Outline 2018/9 – Wendy. Wendy brought printouts. To summarise the items are:

• Brick cublcle work                                                  £5,000
• Behind polytunnel clearing phase one                   £1,000
• Track remediation work                                          £1,500
• Shop renovation etc.                                              £1,000
• Wildlife boxes                                                         TBA

AOB

Abusive behaviour – Ray.  There have, regrettably, been such incidents recently. The Committee agreed with Ray, that such conduct is absolutely unacceptable, verbally or written,  whether between plot holders, or between them and the general public, or towards Committee members, who are working unpaid on behalf of all.

Plot holders are reminded that their tenancy is at risk, if they are found to have been abusive towards any other person on the site.

Data Protection Act re website etc. – Dan. Sue said that there are as yet no Council guidelines, but Alex agreed to follow general practice, and to issue a group email requesting express consent in the relevant areas.

Gate Left Open – Wendy. There are still occasions when this happens, and Wendy reported an incidence of theft, perhaps related.

All users of the site are reminded that they are required under their tenancy to lock the gate at all times behind them, even if they are expecting visitors shorty, or are awaiting guests to leave.

Fruit tree planting – Ian Ian proposed using the potentially vacant space between the two southernmost sets of cubicles for dwarf root stock fruit trees, and for seed crops of beans etc. for the shop. This was agreed. Sue mentioned that the planting of such trees has always been on the Council’s list of matters for which permission is required, and will soon be added to the shed and greenhouse application forms. These forms will be available from Sue, Site Secretary.

Site Secretaries Duties – Sue. Sue said that there is now only one vacant plot, which will be let over the next few weeks. The waiting list stands at fifty-six. Sue has issued twelve Pre Notice Letters.

There was no further business, and the meeting ended at 2016. The next meeting will again be at the Butcher’s Arms Canton, on Wednesday 13/06/2018, at 1900 sharp.

Present: Tim Llewellyn (Chair), Sue Jones (Site Secretary), Wendy Gunter (Treasurer), Ray Edwards, Richard Masterman, Jenny Howell (plot holder, Chair candidate), Frank Berry (Riverside Community Gardens rep.) Mel Evans, (plot 39b,) Geoff Edwards, (plot 76,) Roger Phillips, Monica Nobrega, (plot 62a,) Liz Pengilly (plot 10b,) Lewis Evans, (plot 88b) Richard Waters, (plot 103,) Stephen Pearse (plot 52a,) Wyn Williams, (plots 97b, 99a,) Martin Pasek (Operational Support). Apologies: Ian Douglas, Dan Phillips, Alex Brown, Jane Williams, Nerys Lloyd-Pearce.

Chairman’s Welcome and Introduction – Tim

Tim reminded the meeting of the recent passing of Adrian Walsh and Alan Turner, of their many years of service to the community of gardeners at the site, and as key figures in the PPAA Committee. He briefly outlined the position re the shop operation under Harlech Gardening Club. That is, that the matter of winding it up has been passed to the Council for their opinion, and that until this is settled, a new system for running a shop could not be put in place.

Tim announced that he would be standing down as Chair, and the assembled expressed their thanks.

Site Secretary’s Speech – Sue

Sue said that there were currently no plots vacant, but expected that some would become available through non-payment.

Sue also said that the problem with rubbish or junk on site had improved, and emphasised that the best way for the problem to be avoided would be for plot holders not to bring materials to site on the off chance that they might be useful at some time. Geoff Edwards expressed the feeling that understanding and some patience needed to be shown towards plot holders, who either might have a practical difficulty in removing such items, or still be considering whether they had a use. His point was accepted.

Sue went on to say that the letting of the brick cubicles was progressing well, and that all the usable ones were now let, with particular interest among new plot holders. She invited anyone who had skills relevant to their refurbishment, or who wished to tender for such work to come forward.

The Committee invite any plot holder(s), in a position to refurbish any or all of those brick cubicles still in disrepair, to let us know their terms for the specification TBC.

PPAA Accounts – 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 explained that the number of categories has been increased, so as to make identification of items easier, and so to improve transparency.

There were no questions.

Return of Officers and Election of new Chair – Tim

Officers were proposed and seconded by attendees.

Sue Jones was returned as Site Secretary.

Wendy Gunter was returned as Treasurer.

Jenny Howell was elected as the new Chair.

The rest of the Committee were also returned.

AOB

Roger Phillips asked what was going to happen to the delivery of seed potatoes, onion sets, and so on, which had been made for the shop. A discussion arose, during which it was mentioned that PPAA did not have the authority to dispose of the property of Harlech Gardening Club. However, it was also suggested that if the social community of gardeners on the Pontcanna site, (as Alan’s and as Adrian’s acquaintances), acted reasonably, then those items probably could be used, especially since the bereaved had apparently declined to be involved with them. It was proposed that gardeners distribute them amongst themselves, and contribute a reasonable sum to a kitty, which would then be passed to the relevant estates, or to HGC as appropriate. However, no particular person who would oversee such actions was identified at this meeting.

Richard Waters mentioned that he had received an email questionnaire from the Council, as to satisfaction with the job being done by the Committee under the Local Management Agreement. He said that he felt that the questions were often loaded, perhaps in order to supply evidence, for a conclusion that had already been formed. He wondered if that might be to support the outsourcing of allotments management by the Council, and if that were the reason for its sending. Sue said that Council officers would probably consider it necessary to do such work from time-to-time, but Richard’s comment was noted.

Richard also remarked that the wood chips had all been used. Martin pointed out that the Council had made abundant deliveries during the winter, and would have made more, if the chips had been used up to create space. However it is now nesting season, and so work on trees is at a low level. Accordingly deliveries are few.

Plot holders are urged to make use of the more plentiful supplies of wood chips available between October and March.

Thanks to outgoing Chairman – Jenny

Jenny thanked Tim for his seven years as the Chair of PPAA, and in particular she expressed admiration for his unfaltering, steadying influence over the Committee. Tim was warmly applauded.

There was no further business, and the meeting ended at 1148.