The Economy & Culture Scrutiny Committee met to discuss the ongoing issues and future of allotments in Cardiff, hearing extensive evidence from allotment holders and council officers. The committee also received updates on the South East Wales Corporate Joint Committee and the Scrutiny Annual Report, and reviewed correspondence.

Allotments Short Scrutiny - Part 2

The committee held the second part of its scrutiny into Cardiff's allotment service, hearing from representatives of the Cardiff Allotment Holders Association (CAHA) and council officers. CAHA representatives, including Tracy Woodbury (Chair), Julian Goss (Secretary), Sue Harrison (Treasurer), Phil Graham, Dawid Wawrzyniak, and John Hughes, highlighted significant challenges in the management and administration of allotments.

Key issues raised by CAHA included:

• Tenancy Management and Billing: Delays in processing new tenancies and issuing termination notices were causing significant administrative burdens and anxiety for plot holders. Inaccurate or non-existent invoices meant some plot holders were not being billed, while others received incorrect bills, leading to disputes and concerns about eviction. There was a lack of clear guidance on who to contact to resolve billing issues.
• Orkestrate Software: The introduction of the Orkestrate software system had been problematic, with issues including the system being read-only, difficulties with tablet usability, poor site reception, password problems, and insufficient hardware for larger sites. Many sites had returned their tablets due to these issues.
• Grant Funding and Site Income: Locally managed sites reported a lack of transparency in how their 48.5% share of rental income was calculated, leading to discrepancies in the grant amounts received.
• Council Liaison and Support: Allotment representatives described difficulties in getting timely responses to emails and phone calls from the council, citing a backlog due to insufficient resources. There was also a lack of up-to-date contact information for council services responsible for issues like fly-tipping and pest control. Some sites were not being informed of council work on their sites, such as deliveries or plot clearances.
• New Tenancy Agreement: Concerns were raised about the implementation of the new tenancy agreement, due to be introduced in February 2027. Issues included the logistical challenges for committee members in collecting and processing agreements and deposits, and questions about the council's capacity to manage the process. Some felt the consultation process for the new agreement had been a tick box exercise and that the terms were not inclusive, such as the ban on play equipment.
• Water Supply and Flooding: Several sites reported issues with water leaks and flooding, with slow council responses and a lack of guidance on flood management. The cost of water bills due to leaks was a significant concern for locally managed sites.
• Rubbish and Fly-tipping: Sites requested more frequent skip collections from the council and highlighted long waits for asbestos collection. Fly-tipping was also an issue, with some sites installing CCTV, though this was sometimes perpetrated by plot holders.
• Security: Many sites had invested in improving their security, including fencing and CCTV, but still experienced break-ins and vandalism.
• Resource Constraints: A recurring theme was the lack of council resources, both in terms of staff and finances, to effectively manage the allotment service. The APSE review of Parks Services had marked the Allotments Service as Red for lack of financial and staff resource.

Councillor Burke, Cabinet Member for Culture, Parks and Sport, along with council officers Jennie Judd (Operational Manager, Parks) and Rhodri Edwards (Parks Strategy & Technical Manager), presented an update on the work being undertaken to address these issues.

Key actions and commitments from the council included:

• Increased Officer Capacity: Funding had been identified to establish a full-time permanent role for an allotment officer, with recruitment anticipated by the end of June. Additional administrative support was also being provided to the business support team, with new processes and staff training to be in place by May 22nd.
• Orkestrate System Improvement: Funding had been secured for a dedicated project officer to review the Orkestrate system. The immediate priority was to stabilise the system for site representatives to access basic functionality, with a plan to move to Phase 2 for plot inspections and improved communication. An options appraisal was underway to assess the system's fitness for purpose.
• Improved Communication: Regular quarterly meetings between CAHA and council officers were agreed, chaired by the Operational Manager. Quarterly surgeries were also introduced for site representatives to address site-specific issues.
• Site Condition Surveys: Experienced officers had developed a site assessment template and had begun engaging with all 28 sites, with 26 surveys completed. This would inform a priority and investment plan.
• Welsh Government Grant Funding: £51,000 from the Welsh Government's Allotment Support Plan for 2025-26 had been used for fencing, security, plot clearances, and the installation of raised beds, with a further £12,000 contribution from Cardiff Parks Department.
• New Tenancy Agreements and Deposits: New tenancy agreements would be distributed in August for implementation in February 2027. Deposits would be collected and managed centrally by Park Services, though clarification was sought on the process for recording plot conditions before and after tenancy to support deposit deductions.
• Flooding at Leckwith Droves: Council officers had investigated the flooding at Leckwith Droves Allotment, attributing it to blockages caused by items deposited within the site. They were working with the site committee on preventative measures, including encouraging plot holders not to deposit items in drains and considering trash screens.
• Grant Discrepancies: The council acknowledged concerns about grant discrepancies and offered to work with site representatives to review calculations and address any inaccuracies.

The committee discussed the challenges of rolling contracts for invoicing, the clarity of contact points for billing disputes, and the need for better monitoring of service delivery against targets. The council committed to providing data on how progress was being tracked.

The committee also discussed the significant volunteer hours dedicated to managing allotments, with some committee members estimating 35-40 hours per week for active members. The need for better administrative support and clearer processes was emphasised.

Corporate Joint Committee & Joint Overview and Scrutiny Committee Update

Councillor Peter Wong provided an update on the South East Wales Corporate Joint Committee (CJC) and its Joint Overview and Scrutiny Committee (JOSC). The CJC is responsible for strategic development and transport plans for the region. Since the last update, the CJC had met four times, discussing items such as the Annual Budget, Investment Zone proposals, and Treasury Management Strategy. The JOSC, which scrutinises the CJC, had met once since December, focusing on infrastructure and major projects, the Regional Transport Working Group, and performance updates. Councillor Wong is the primary representative for Cardiff Council on the JOSC.

Scrutiny Annual Report - Economy & Culture Pages

The committee reviewed draft pages for the Economy & Culture Scrutiny Committee's contribution to the joint Scrutiny Annual Report 2025-26. The report highlighted key achievements, including scrutinies on Parks, Sport and Leisure, economic regeneration, tourism, council assets, and the ongoing allotments inquiry. The committee noted that 33 recommendations had been submitted to Cabinet, with a high acceptance rate. Members also considered potential future scrutiny priorities for 2026/27, including continued scrutiny of major projects like Atlantic Wharf, the implementation of the Visitor Levy, and proposals arising from the APSE Review of Parks Services.

Correspondence

An update was provided on correspondence sent and received by the committee. Several responses were still awaited from Cabinet Members regarding various reports and inquiries, including those related to the FIFA Women's World Cup, Euros 2028 preparations, and the Visitor Levy Consultation. The committee agreed to reflect on the correspondence update and discuss any necessary follow-up actions.

The committee concluded by agreeing to a way forward for the allotment scrutiny, with the Scrutiny Officer to compile key findings and recommendations for a report to be presented at a future meeting.