The Economy & Culture Scrutiny Committee met to discuss the findings of their short scrutiny into the Council's allotment service, hearing from allotment holders and council officers about ongoing issues and proposed improvements. The committee also received updates on the South East Wales Corporate Joint Committee and its Joint Overview and Scrutiny Committee, and reviewed draft pages for the Scrutiny Annual Report and correspondence.

Allotments Short Scrutiny - Part 2

The committee received the second part of its short scrutiny into 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, Dawid Wawrzyniak, and John Hughes, presented their findings. They highlighted significant issues with the timeliness and accuracy of information regarding plot lettings, vacant plots, terminations, and waiting lists, which they stated made their roles increasingly difficult. A major concern was the prolonged delays in plot terminations, leading to plots becoming unmanageable and requiring extensive work to reclaim.

The CAHA representatives also raised issues with the Orchestrate software system, which they described as inadequate and having caused two years of problems. While acknowledging a recent positive development with a new project officer assigned to improve the system, they expressed hope that this would lead to a workable solution or the exploration of alternatives. Fluctuations in grants received by locally managed sites were also a point of concern, with the association questioning the unexplained drops in funding.

Councillor Owen Jones, Councillor Annie Anderson, and Councillor Jamie Green asked questions regarding invoicing procedures, the potential for digital invoices, and the time commitment of volunteers. John Hughes, a plot holder, emphasised the need for help and better communication from the council. Councillor Katrina Brown-Reckless questioned the association's views on people holding multiple plots and the impact on waiting lists. Phil Graham and Dawid Wawrzyniak provided further detail on the discrepancies between plot holder lists and financial records, and the significant volunteer hours dedicated to managing sites due to council service gaps.

Councillor Burke, Cabinet Member for Culture, Parks and Sport, along with officers Jennie Judd (Operational Manager, Parks) and Rhodri Edwards (Parks Strategy and Technical Manager), presented an update on the council's progress. Councillor Burke acknowledged the issues and outlined a focus programme to address operational pressures and long-term resilience, including funding for a dedicated business support officer for allotments and improvements to the Orchestrate system. Jennie Judd detailed the identification of funding for a full-time permanent role for allotment services, expected to be filled by the end of June, and the development of new processes and staff training by May 22nd. She also confirmed that a project officer had been funded to review the Orchestrate system, with a plan expected by June.

Improvements to communication were highlighted, including quarterly high-level problem-solving meetings with CAHA and quarterly surgeries for site representatives. Site condition surveys were underway, with 26 out of 28 sites completed, aiming to inform a priority and investment plan. A Welsh Government grant of £51,000 had been used for fencing, security, plot clearances, and the installation of raised beds.

Councillor Peter Jenkins and Councillor Lexi Pocknell raised questions about rolling contracts for tenancy agreements, the clarity of contact points for billing disputes, and the implementation of new tenancy agreements and deposits. Concerns were raised about the process for managing deposits, including the need for evidence of plot condition before and after tenancy to justify deductions. Councillor Pocknell also clarified the breakdown of the £63,000 total spend on improvements, which included £51,000 from the Welsh Government and £12,000 from Cardiff Parks.

Councillor Rodney Berman questioned the extent to which the council's allotment service was in crisis and whether a lack of resources was a driver of perceived incompetence. Councillor Burke and Jennie Judd responded, with Councillor Burke distinguishing between incompetence and resource constraints, while Jennie Judd suggested that staff resourcing issues were more likely than incompetence. The committee discussed the need for a project management approach to the entire allotment service provision and the importance of accountability.

The committee also discussed the introduction of new tenancy agreements, including the process for signing them, the management of deposits, and concerns about inclusivity, such as the ban on play equipment. Issues with water leaks, rubbish collection, fly-tipping, and security were also raised.

South East Wales Corporate Joint Committee & Joint Overview and Scrutiny Committee: Update

The committee received an update on the meetings of the South East Wales Corporate Joint Committee (CJC) and its Joint Overview and Scrutiny Committee (JOSC) since December 2025. The CJC, which includes representatives from ten local authorities, has met four times to discuss matters such as the Annual Business Plan, budget monitoring, investment zone proposals, and infrastructure projects. The JOSC, which scrutinises the CJC, met on 3 March 2026 to discuss infrastructure and major projects delivery, 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 draft highlighted key achievements, including scrutinies of Parks, Sport and Leisure, economic regeneration projects, tourism initiatives, council assets, and the allotments service. The committee noted that 33 recommendations had been submitted to Cabinet, with 21 fully accepted, 5 partially accepted, and 1 not accepted, with responses pending for 6. Members were asked to suggest topics for future scrutiny in 2026/27, with priorities including continued scrutiny of major projects like Atlantic Wharf and Cardiff Bay regeneration, the implementation of the Visitor Levy, proposals from the APSE Parks Services review, and policy development for the Tourism and Events Strategy and Culture Strategy.

Correspondence

An update was provided on correspondence sent and received by the committee. Responses were awaited from Councillor Goodway regarding the Visitor Levy Consultation and from Councillor Burke regarding the FIFA Women's World Cup and Euros 2028 preparations. Responses had been received from Councillor Burke regarding the Central South Active Partnership and the Allotments Short Scrutiny Part One, and from Councillor Weaver regarding the Corporate Plan and Budgetary Proposals. No response was required for letters concerning the International Sports Village Development, BID Renewal Ballot, and Ely Youth Zone reports. The committee was asked to reflect on the update and agree any follow-up actions.