The Economy and Culture Scrutiny Committee met to discuss a range of issues, with a significant focus on the challenges and improvements needed within the council's allotment service. Key decisions and discussions included addressing administrative and communication breakdowns, the implementation of the Orchestrate software system, and the financial management of allotment grants. The committee also received updates on the Corporate Joint Committee and reviewed the Scrutiny Annual Report.

Allotment Service Short Scrutiny

A substantial portion of the meeting was dedicated to the second part of the scrutiny of the council's allotment service. Representatives from the Cardiff Allotment Holders Association (CAHA), including Chair Tracy Woodbury, Secretary Julian Goss, Treasurer Sue Harrison, and members Phil Graham and David, presented their concerns. A primary issue raised was the lack of timely and accurate information regarding plot lettings, vacant plots, and terminations, which significantly hinders the management of allotment sites. Julian Goss highlighted the difficulties caused by delays in plot terminations, leading to overgrown and unletterable plots, and the stress this places on volunteer committee members.

The association also voiced significant frustrations with the ongoing implementation of the Orchestrate software system, which they described as inadequate and plagued by issues with hardware and functionality. While acknowledging a recent positive development with a new project officer assigned to the system, CAHA expressed hope that this would lead to a workable solution or the exploration of alternatives.

Another critical concern was the extraordinary unexplained fluctuations in the grants which locally managed sites receive. Phil Graham provided specific examples of his site, Forest Farm, experiencing significant drops in grant allocation despite stable plot numbers and rising rents, suggesting a disconnect between plot holder data and financial reporting.

Questions from committee members, including Councillor Owen Jones, Councillor Anny Anderson, Councillor Catriona Brown-Reckless, Councillor Jamie Green, Councillor Peter Huw Jenkins, Councillor Margaret Lewis, and Councillor Lexi Pocknell, delved deeper into these issues. They sought to understand how invoicing procedures could be improved, the impact of multiple plot ownership on waiting lists, and the extent of volunteer hours required to manage the sites.

Councillor Rodney Berman, Leader of the Liberal Democrat Group, questioned whether the issues stemmed from incompetence or a lack of resourcing, to which Julian Goss clarified that while grant fluctuations were attributed to incompetence, the department's cash-strapped nature was a separate issue. Phil Graham suggested that staff resourcing was a more accurate description than incompetence.

Councillor Peter Jenkins raised concerns about the current system of rolling contracts for allotments, suggesting that a staggered approach could alleviate administrative burdens. Councillor Pocknell inquired about the management of deposits for new tenancy agreements, specifically regarding how they would be held, managed, and whether an inventory would be taken to evidence the plot's condition.

Councillor Burke, Cabinet Member for Culture, Parks and Sports, and officers Jenny Goode (OM for Parks) and Roger Edwards (Parks Strategy and Technical Manager) provided an update on the council's response. They acknowledged the challenges and outlined measures being taken, including identifying funding for a full-time permanent role for allotment services and a dedicated project officer for Orchestrate. They also highlighted progress on site improvements through the Welsh Government's Allotment Support Plan, including fencing, security, plot clearances, and the installation of raised beds.

The officers confirmed that processes and staff training for the business support team would be in place by May 22nd, with the new allotment officer post expected to be filled by the end of June. Regarding Orchestrate, a phased approach to stabilization and improvement was outlined, with an options appraisal to assess the system's capabilities. Regular meetings with CAHA representatives and quarterly surgeries for site representatives were also established to improve communication and problem-solving. Site condition surveys were underway, with a priority and investment plan to be developed by June.

Regarding specific issues raised, Roger Edwards addressed the flooding at Lequith Drows Allotment, attributing it to blockages caused by items deposited within the allotment sites and outlining measures to prevent future occurrences. He also addressed grant discrepancies, stating that the council would work with site reps to review calculations.

The committee was informed that new tenancy agreements would be distributed in August, with a February 2027 start date. The management of deposits was discussed, with confirmation that they would be collected and administered by Park Services. Clarification was sought on whether an inventory would be taken to evidence the plot's condition before and after tenancy, with officers agreeing to clarify this aspect.

Corporate Joint Committee & Joint Overview and Scrutiny Committee Update

Councillor Peter Wong provided an update on the Southeast Wales Corporate Joint Committee (CJC) and the Joint Overview and Scrutiny Committee that scrutinizes it. The report detailed agenda items considered by the CJC since December, including proposals for an investment zone for Southeast Wales. The Joint Overview and Scrutiny Committee met in March, hearing from Councillor Morgan on infrastructure and major projects delivery and considering the terms of reference for the regional transport working group.

Scrutiny Annual Report - Economy & Culture Pages

The committee reviewed the annual report for scrutiny, focusing on the Economy & Culture Committee pages. The report detailed key achievements, including recommendations made from inquiries and committee meetings, and noted which recommendations had been accepted or were awaiting a response. A minor amendment was made to the date of Councillor Robinson's resignation.

Correspondence

An update was provided on correspondence received since January. Responses had been received from Councillor Burke regarding the FIFA Women's World Cup and Euro 2028 preparations, and from Councillor Bradby following the pre-decision scrutiny of the Connect to Work report. A follow-up question was raised regarding a potential gross error check on other fee items presented to the committee, following an identified inaccuracy in the price of a riding school certificate.

Way Forward

The committee discussed the next steps for the Allotments Short Scrutiny. It was agreed that the Scrutiny Officer would compile the main findings and recommendations from the evidence gathered, and an informal meeting would be scheduled for the committee to agree these before a formal report is presented to the full committee in May or June. The next meeting was tentatively scheduled for May 12th, 2026, but was expected to be rearranged.