RUSHMERE COMMONERS COMMITTEE

Registered Charity No. 274900

 

Minutes of meeting held on Wednesday 26th November
 2025 at Rushmere Golf Club commencing at 6.00pm
 

Present

Trustees

Mike Gilson Chairman

Mike Shields Vice Chairman

Alison Pledger

Kev Driver

Diane Grayston

John Adams

Clive Pink

Alan Moore

Steven Reason

 

Also present

Chris Kendall (Clerk)

Bob Gosden (Warden)

 

 

  1. Minutes of the meeting held on Wednesday 23rd July 2025

Agreed.

         

  1. Matters arising from the meeting held on Wednesday 23rd July 2025

          Signage audit – this has been carried out by Mike S and will be discussed later.

          Little Heath plans – ongoing.

          MS proposals meeting – this has taken place.

          Net biodiversity grants – to be discussed later.

          Bird boxes – Bob reported that Green Light Trust may be able to help.

          Anti-social behaviour (ASB) – Bob has not yet been able to put a message on his personal phone to say that all RCC matters are to be reported to his work mobile.

          City Fibre – to be discussed later.

          Gate to pond – Bob said the greenkeepers were going to help.  As this has not happened, Bob will make contact with Christopher Green, who has previously carried out fence work, to see if he can help.

          Pond – to be discussed later.

          Heather – we are to organise a date for gorse clearance and heather seed planting. 

          Insurance claim update – Chris advised that the case will be going to court in 2026, and that as RGC have to indemnify us against any such losses, their insurer’s solicitors are now defending the case for us.

          Warden’s role – this will be kept under review.

          Ray’s resignation – Mike G to offer Ray some dates for us to take him out for lunch, as a thank you for all his hard work as a trustee.

          New leaflet – we will consider producing a new leaflet, when new artwork is done, in line with new signage.

 

  1. Minutes of meeting held on Wednesday 10th September 2025 to discuss Mike Shield’s proposals

          Agreed.

                   

  1. Matters arising from meeting held on Wednesday 10th September 2025 to discuss Mike Shield’s proposals

          Risk assessment – Sharps disposal box – RGC agreed to keep the box in a locked cupboard, and Chris has delivered the box to them.

          Risk assessment – Training for warden – Chris has purchased the online Manual Handling Course. As Bob is unable to do the course on his own laptop, he will ask RGG if he can used one of their laptops to complete the course

          Risk assessment – Signage for temporary hazards – RGC agreed to keep some of these signs, so Chris has ordered them.

          Risk assessment – Government charities risk assessment – Mike S has produced a document which is now with Mike G for his input.

          Dog waste and bags – Mike S has purchased and installed, at Blackdown Ave, a new dog bag dispenser. The usage of bags from this dispenser and our other dog bag boxes will be monitored for 3 months to see if we can ultimately save money by replacing existing boxes with dispensers too.  (Trial was commenced on 03/12/25).

          Signs and logos – signs – the signage will be discussed later in the meeting.

          Signs and logos – logo -  Chris has had a look and cannot locate anything with an existing logo on it.  We therefore will need to consider a new simple logo. 

          Pond – to be discussed later in the meeting.

 

  1. Management of the common

          Tent on Little Heath (LH) – the man sleeping in the tent is still on the LH.  An ex- trustee, Geoff Hodson, has been in contact with the homeless authorities to try to   assist us by pushing these authorities to offer him somewhere to stay. It was unanimously agreed that we would allow him two more weeks but that on 11/12/25,we would commence the legal route of having the man evicted from our land. 

          Linksfield fire (near 16th) – it has been agreed that the large area at this location, should be divided by having a path widened so that it would act as a fire break.  Alison and Diane will try to meet with Cut N Clear It (CNCI) when they are next working near Linksfield, to see what can be done.

          Biodiversity grants – Steven advised that Sizewell may have grants available.  He will start to look around for biodiversity and other grants for which we may be able   to bid.

          Gleneagles entrance – Alan raised the issue that there is no sign at the entrance to the heath from Glenagles. A sign may be needed here due to poor visibility and this will be considered along with signage in general.

          Flail - Steven will look into hiring a flail, for gorse clearance purposes.  This will allow us to consider whether to purchase one in the future.

          Cut N Clear It – Alison stated that Kevin, from CNCI, has experienced some abuse from passers-by when he has been doing controlled burns.  Alison will ask Kevin to put up more notices which should state that he working under the instructions of Rushmere Commoners.

          Signage sub-committee report – Mike S reported that if we go ahead with the new signs, as per his proposal it will cost approx. £7500.  We will defer any decisions until we see if we can obtain any grant money as this can, potentially, be used for this purpose.

          Land adjacent to 2 Brendon Drive – Chris and Kev visited the track beside this property.  The owner has requested that the gorse bushes, near his fence, be removed as they are damaging his fence.  This has been agreed and CNCI will be asked to carry out the work.  There is also an oak tree, with a tree preservation order on it, overhanging the property.  Chris has asked Tom Lyon, tree surgeon, his opinion, and has now applied to do the work.  We will let the occupier know the outcome and any cost sharing in due course. 

          Russian vine – some has been spotted near the tank traps but it has already been removed by CNCI.  We will keep an eye out for any more on the common.

          Linksfield oak tree – Diane has been advised that an oak tree is going through the telegraph wires.  As this is not something we would deal with, Diane will let the occupier know that we are unable to do any work on the tree.

         

  1. Tree survey

          Chris has been requested to get a quote from Tom Lyon, tree surgeon, for the work that was shown on the survey as needing to be done within 1 month.  Chris to then circulate this quote to the trustees.

         

  1. Pond

          Kev has met with Suffolk Wildlife Trust so that the health of the pond and wildlife could be assessed.  Kev will circulate the report. The opinion was that the pond is very good but some reeds will need to come out in Jan/Feb.  The tallest reeds should be taken out each year and Steven and Clive may be able to do this.  There is good variety of wildlife present, but Suffolk Wildlife Trust would like to visit next spring regarding stump housing and to do further surveys on the wildlife.

 

  1. Heath warden’s report

          Myxomatosis – Bob reported that he has spotted some rabbits with this disease.

          ecycle – an e-cyclist is causing a problem and should be advised that they should not be using this on the common, because it is dangerous.

          Anti- social behaviour – Bob is aware that RGC have had their rakes broken and that a supermarket trolley was found on the heath.

          Ice warning notices – Bob has the notices to be used as needed.

          Greenkeepers Xmas box – the trustees decided the 4 greenkeepers should be given £100 each. Chris to send Bob £400 for this purpose.

         

 

  1. City Fibre    

          Chris has managed to make contact with City Fibre regarding their chamber that is on our land.  The trustees said that a Wayleave document is required and Chris is to advise accordingly and ensure that we receive this document.  City Fibre will give us £100 grant.

  

 

  1. Golf club matters

Golf club incorporation -  this has now gone ahead and Chris to get a copy of the Memorandum of Association.  This will need to go to our solicitor when received, regarding the Licence Agreement.

          RGC water security – we are awaiting any plans the golf club have for a reservoir.

          Walkaround – most things on the list were agreed by us.  However, the club  requested the removal of an oak tree to left-hand side of the 15th tee as its roots and leaves are affecting the tee. The trustees have declined permission for this as it is a very prominent, good looking tree.  The gorse here can be cut back, to help with visibility as it is sticking out and this will added to CNCI list. Chris to advise RGC.

          Tee mats – RGC would like to replace the tee mats and have them edged with either slabs or block paving. RCC agreed that they could do a trial on the 3rd tee with block paving and then let us have photos.

           

  1. Finance report and budget report

            Report – the report was agreed by the trustees.

          Cadent fee – Chris has noticed that the fee has not increased for a number of years and has obtained the agreement document.  Their fee should be increased every 3 years in line with RPI and is now in the diary for these reviews. The result is that  instead of receiving £4330 as budgeted for the year we will get £7867 this year. The annual fee until October 2027 will then be £5956.

          CNCI budget -  in view of the Cadent fee increase, it was agreed to increase the CNCI budget for this year by £2000 which will give 5 extra days work.  Chris.

         

  1. Any other business

          Saplings near 7th – Steven said that a tree puller would be useful and asked if he could purchase one for £140.  This was agreed and Steven is to send receipt to Chris for reimbursement.

          Puddles on some paths – Clive asked if some puddles, near Brendon Drive entrance, could be filled in. But after some discussion it was agreed that we wil not do it as there are too many all over the common.

          Hi-vis vests – it was agreed that hi-vis vests would be useful for those working on the common.  Chris to purchase six.

          Features such as holly – Steven said that features on the common eg. holly, ivy should be managed. This can be discussed at the next meeting.

          Meeting dates – Mike S suggested that we decide on meeting dates further in  advance.  So it was agreed that we will meet on the third Wednesday bi-monthly. Dates are therefore: 21st January, 18th March, 20th May, 15th July,16th September etc.  But there will be additional meeting/s needed in the run- up to the AGM.         

  1. Date of next meeting

            Agreed as above.  Chris to book the room.

 

  1. Date of AGM

          Agreed as Thursday 25th June 2026.  Chris to book Tower Hall.

 

Meeting ended 8.15pm

 

Mrs Chris Kendall – Clerk to Rushmere Commoners