Minutes of a Committee meeting held on 7 May 2008

Present: Dick Baxter (chair), Barry Higgs (Secretary), Brian Smale-Adams (Treasurer), Rosemary Davidson, Erica Hunter, Milo Keynes, Nick Levine, Susan Stobbs.

1. Previous Minutes.

The minutes of 23^rd January 2008 Committee Meeting were approved without comment.

2. Matters arising from the 18th March AGM.

1. Should FoMC accumulate funds for possible legal action? This was thought unnecessary.
2. Should FoMC take out indemnity insurance? It was thought that the only possible exposure of FoMC, albeit extremely unlikely, might be in respect of defamation, misrepresentation or possibly under the Data Protection Act. Action: The Chair would enquire whether organisations similar to FoMC had such cover.

3. Report by Chair on his meeting with Wendy Andrews, Chair of BRUNK.

Duplication of effort was discussed. Both sides agreed that there was probably value in representation by more than one body. Action: Both chairs would copy relevant more formal correspondence to each other.

4. Events on the Common.

1. Strawberry Fair. Barry Higgs reported that at the Stakeholders’ Meeting the concerns expressed by FoMC, and the Council, had been addressed by the Organising Committee. Subsequently he and the Chair had walked the ground with two of the Organisers to point out particular problems. There was a shared desire for a well run event that caused minimal nuisance etc. Unfortunately the Organisers have since found themselves unable to organise low-key events on what they call ‘The Pound’ (the area between the College and the river) to discourage camping but they still hoped to be able to fence it off. There would be a ‘wash-up’ soon after the event. It was therefore important that FoMC should form a measured view and not just anecdotal impressions to present at this meeting the outcome of which will greatly influence the future of Strawberry Fair. Action: The Secretary would ask all members to submit their impressions of the impact of Strawberry Fair and prepare a submission.
2. Midsummer Fair. FoMC would expect to be represented at the daily meetings with Thurstons and the Emergency Services. Action: The Chair would explore the daily meeting procedure.
3. Other Events. There was still a need for a comprehensive list of events to be held on the Common. It was agreed that FoMC should present the view to the Council that there should be no more than 3 fairs on the Common each year (plus Strawberry Fair). Action: The Secretary would seek an up-to-date programme of events to be published on FoMC’s Website. The Chair would represent the above view to the Council concerning limiting the number of major events held on the Common each year.

5. Management of the Common.

1. Pasture. Council officials hope to engage the Cambridgeshire Wildlife Trust to walk the Common and subsequently to draft a management plan. They hope to invite FoMC on this walk. The Committee expressed concern at the continued lack of clarity regarding relationships between Council officials and Streetscene with particular reference to how targets are set and performance monitored. The recent incident when a steer entered the river was discussed. It was clear that ‘locals’ needed advice on how such an event should be handled. Action: The Secretary to circulate advice to members regarding cattle and the river.
2. Trees. Concern was expressed that, although a watering programme was promised, the new trees seem not to have piping to their roots as was expected. Action: The Secretary will enquire about the watering programme.
3. Works. The Chair explained that he had been exploring these issues and he and the Committee concluded that:
   1. Path.The disabled access path from the Common to Midsummer House was required by law and it was not reasonable to dispute it further.
   2. Pad. The laying of the concrete pad outside Midsummer House had been agreed with officials and councillors. Although they lacked the authority to grant such permission, it was unreasonable to expect it now to be taken to Judicial Review (the only means of challenge).
   3. Pound. It has been established that the Pound is not part of the Common but owned by the Council, who retained it when they sold the house. The Planning Department had no objection to the larger air conditioning units installed in 2007. FoMC had no further points to make on this issue.
   4. Electronically-controlled gate. The recently discovered need to route power from the vicinity of the Fort St George to the gate would add significantly to the cost and further delay installation. In view of this and concern at the possible need for frequent maintenance to keep it operational and fear of vandalism what could be the considerable cost of the electronic gate could no longer be justified. However, after 15 years of failure FoMC would be looking for a properly operated chain and padlock system. Action. The Secretary would convey this opinion to officials.
4. Byelaws. The Chair reported that having investigated the issue it was clear that there was great confusion regarding Cambridge byelaws covering the Common. He had agreed to offer the Council legal department draft byelaws that draw on those in operation elsewhere and openly published. This was welcomed. Action: As indicated, the Chair would prepare and present his draft byelaws.

6. Setting Priorities.

The Committee agreed that the main priorities remain better and accountable management of the Common and establishing good relationships with the new landlords of the Fort St George and, it was to be hoped, with Midsummer House Restaurant.

7. Any Other Business.

1. Trench Reseeding. Concern was expressed at the failure properly to reseed the filled trenches. Action: The Secretary would raise the matter with officials.
2. Councillor Tim Bick. The intention expressed by Councillor Tim Bick in his pre-election literature to seek a meeting with officials and FoMC to discuss Common's management would be followed-up following his election. Action: The Chair would write to Councillor Bick to congratulate him on his election and to accept his invitation.

There being no other business the meeting closed.

B Higgs, Secretary.
Approved: R Baxter, Chair.
9 May 2008