RUSHMERE COMMONERS COMMITTEE

Registered Charity No. 274900

 

Minutes of meeting held on Monday 31st July 2023 at Tower Hall, Rushmere St. Andrew commencing at 6.30pm
Present

 

Trustees

Mike Gilson (Chairman)

Alison Pledger (Vice Chairperson)

Ray Whymark

Kev Driver

John Adams

Mike Shields

 

Also present

Chris Kendall (Clerk)

Bob Gosden (Warden)

 

Apologies were received from Diane Grayston, and these were accepted.

 

  1. Minutes of the last meeting held on Tuesday 6th June 2023

            Agreed.

 

  1. Matters arising from the meetings held on Tuesday 6th June 2023 and Tuesday 30th May 2023

            Dog bags – Chris has managed to sort out the dog bag supply issues.

            Dog bin near Humber Doucy Lane – Mike, ongoing.

            Overalls for GLT – Bob is still awaiting contact from GLT.

            Risk assessment – Mike S has completed a draft and it is now with Mike G for perusal.

            Fundraising – Kev is still awaiting input from GLT in order to apply for Ipswich Borough Council area fund to help with the clearance of the large burnt area near     the 1st.           

            Phone for warden and What3words – Chris has given Bob the mobile phone with a charger, sim card and the What3words app.

            Locations for the dog bins – Chris has found out the What3words for each dog bin on the common. Chris to now order waterproof stickers to go on the bins.  Kev may be able to advise where the RPC obtained their stickers from.

            Police letter to Chief Constable – Chris said that a reply had been received stating that the police are happy that we will use What3words to report incidents and locations.  The police also reassured us that although the police house on Heath Rd is closing it would not cause a change in resources for policing the common.

            Tasmania Rd - Chris has advised the resident that RCC will not be doing any work on the trees adjacent to his property as they do not pose a Health and Safety issue.He may now refer his complaint to Ipswich Borough Council.

            Cut N clear It – Kev has added the work regarding fire safety to the Management Plan.  Kev has also met with David, RGC, to discuss the situations at both the 14th and 11th.

            56 Blackdown Ave – the tree that was damaging a fence has been removed at a   cost of £120.00.

            Greenkeepers pay – to be discussed later under Golf Club Matters.

            Meeting with RGC – this meeting has now taken place.

            Fire liaison – the fire service have now liaised with residents of Linksfield and Linksfield Gardens. They will now start to liaise with other residents along the common’s boundaries.

            Pest control – the quotes have been received.  

            Online banking – Chris still ongoing.

            Dog bag suppliers – Kev looked into Pets at Home dog bags but reported that they are not appropriate for our use.

           

  1. Draft minutes of AGM held on Thursday 22nd June 2023

            Agreed as satisfactory to go on our website as draft minutes.

 

  1. Matters arsing from the AGM held on Thursday 22nd June 2023

Firebreak at Linksfield – the strip of land between Linksfield and the firebreak has now been cleared of gorse.

 

  1. Election of Chairman

            Mike G asked if there are any nominations for the position of chairman.  As there were none Mike G was elected to be chairman for a further year.  Proposed by Ray and seconded by Kev.

 

  1. Election of Vice Chairman

            Mike G asked if there are any nominations for the position of vice chairman.  As there were none Alison was elected to be vice chairman for a further year. Proposed by Kev and seconded by Ray.

 

  1. Salary review of Clerk and Warden

It was agreed by the trustees that both salaries would be increased in line with CPI, which was an increase from 119.0 to 128.90 for the year.  The salaries will therefore change from £5302.61 to £5743.75 each per annum.  Proposed by John and seconded by Alison.

 

  1. Management of the common

            Risk assessment – Mike S has now reviewed the document originally produced by Mike G. Mike S stated that it is to be considered a ‘working document’ and that RGC risks will be included too.  The document has been drawn up using both   Charities Commission and golf club guidance and the corporate side of the charity   will be addressed as well.  There will also be a sections regarding the risks of dogs on the common. We will consider more signage regarding keeping dogs under control at our next meeting.  Fire risks have been considered with reference to the advice given by the Fire Service following their 2 recent visits. The document will be discussed fully at our next meeting.

            Cut N Clear It – have recently completed the Linksfield clearance as well as the footways beside Playford Rd and Woodbridge Rd.  Kev will give the contractors work by following the Management Plan. Major work in September/October will be around the pond, 14th tee and 11th tee and old gorse alongside 15th, although RGC may be able to do some of the fairway edges.

            Greenways – Mike S and Kev will meet with James, from Greenways, about how to deal with things like stumps and the use of flails. Kev will investigate whether Roundup can be used on the common.

            Volunteer day – Kev will set a date and let Chris know so that she can advise the volunteers accordingly.  We will need a risk assessment for the volunteers and Mike S will give one to Kev. David, RGC, can be advised of this day too as they may have people willing to help.

            Fellbrigg Ave. -  Chris has organised for a small plum tree to be felled as it was unsafe and the cost was 240.00. 

            Email from commoner – a commoner has queried why the management plan has not been shared, the path clearance and the associated cost and the ‘stick and flick’ approach for dealing with dog poo if bags are not available. Mike G will rerspond to this email.

           

  1.  Heath Warden’s Report

            Rabbits – Bob reported that there are not very many rabbits at the moment.  This may be due to an outbreak of viral haemorrhaging disease.  We will continue to monitor the situation.  Diane has also reported that she has not seen many rabbits on her early morning walks.

            Litter -  this has been a big problem lately especially near the bomb hole where there have been smashed bottles etc.

            Rough sleeper – has been reported but they now appear to have moved on.

            Greenkeepers issue – with dog walkers allowing their dogs in the bunkers, but Bob has suggested that the golf club deal with this if and when the walkers are spotted.

 

  1. Golf Club Matters

            Fires – RGC reported that arson often occurs between 6-7pm.  Bob advised that he is often vigilant at these times.

            Rabbits – it was agreed that we would monitor in spring.        

            Burnt area near 1st – RGC have been advised that we are seeking funding to deal with this area.

            Greenkeeper’s pay – RGC have said that the greenkeepers refused our offer of £1350 each per annum to empty the bins and that they will not continue to empty the bins unless we agree to £1500 each per annum.  After some discussion it was decided that we would agree to the £1500 but that this is to remain fixed for 3 years. Chris to advise accordingly.

            Dogs out of control – RGC have requested that we make it a requirement for dogs to be on leads on the common.  We cannot agree to this as it would be too difficult  to ‘police’ and is too restrictive. We will look into other ways of improving the situation especially for the greenkeepers. Chris to advise whilst suggesting that any ‘near misses’ are recorded by RGC.

            Driveway to RGC – RGC have asked for us to repair the middle section of the  driveway to the club.  Mike G advised those who did not know that this is our land  and as it has been a metalled track for decades.  Chris to advise that we will allow repairs but will not be contributing towards the cost.    

            Minutes of last RGC meeting – the minutes were agreed and Chris to forward them to RGC.

 

 

 

  1. Green Light Trust

            As we have not heard from them re the work on 1st,Kev will make contact.

           

  1. Finance report

            Agreed.

 

  1. Any other business

            Commoners boundary – Chris has been asked if Pinetree Close and Yewtree Grove are included as roads that are commoners.  Kev will check and let Chris know.

Date for AGM 2024 – It was agreed that we will go for Thursday 20th June 2024.  Chris to book Tower Hall.

Laptop – Chris said that the laptop she has for personal and work use has now broken and is beyond repair.  The trustees will consider what to do about either providing a work laptop or making a contribution to a personal laptop which will also be used for the clerk’s work. Alison will let Chris know whether her husband can source a laptop at a reasonable cost.

Linksfield – Kev reported that some planings have now been delivered.

 

  1. Date of next meeting.

Agreed for Wednesday 1st November 2023.  Chris to book room.

 

 

 

 

Meeting ended at 8.45pm.

 

Mrs Chris Kendall

Clerk to Rushmere Commoners