Draft minutes to be agreed at the AGM 2024
RUSHMERE COMMONERS COMMITTEE

Registered Charity No. 274900

 

Minutes of AGM held on Thursday 22nd June 2023 at Rushmere Village Hall, commencing at 7.30pm

 

Present

Trustees

Mike Gilson (Chairman)

Alison Pledger (Vice Chairman)

Diane Grayston

Ray Whymark

Kev Driver

Mike Shields

John Adams (Co-opted)

 

Also present

Bob Gosden (Warden)

Chris Kendall (Clerk)

David King, RGC, General Manager

4 Commoners

 

           

 

  1. Minutes of the last AGM held on Tuesday 19th July 2022 – agreed.  Proposed by Ray Whymark and seconded by Kev Driver.

 

  1. Chairman’s Report

            The Chairman thanked everyone for attending the meeting.

            It has been a busy year and good progress has been made on the common.

            Thanks – Mike thanked all the trustees, the clerk, the warden and all the volunteers for their efforts during the year. The volunteers do things such as litter picking and filling up the dog bag dispensers. Also, special thanks were given to the RGC greenkeepers for their help throughout the year.

            Trustees -  There are three trustees up for re-election this year, namely, Alison, Kev and Ray and John will remain as a co-opted trustee for the time being. It was pointed out that although the trustees have various jobs that they tend to do, all decisions are made by the committee as a whole.

            Challenges – we are still experiencing some impact from Covid and the ‘knock on’ effect on our finances.

            Maintenance of the common

            Contractors – In September 2022 we took on new contractors, Cut N Clear It, on a trial basis.  As the trial was very successful they are now used on a permanent basis are continuing to do good work.

            Signage – we still try to keep signage to a minimum on the common.

            Management Plan – we now use a Management Plan, which is led by Kev, to help  manage the common more effectively and give clarity on job planning etc. However, this plan is adapted to ensure that we are still flexible if necessary.  It helps to plan for cutting and regeneration of gorse, removal of saplings, trees and scrub, in certain areas. As some of the gorse is old it needs to be managed as it a potential     fire risk. The plan breaks down the areas of the common and helps to keep the areas as their current element. eg. if there is heather present to improve the heather.

            Fires – there have been a number of fires, which were mainly due to arson. The large area that was burnt near the 1st will now be regenerated not only with gorse but with heather too, possibly by using scrapes to expose the seed bed.

            Snake – a mature grass snake was spotted on the golf course, which is a good sign.

            Pond water – we have been advised, by Suffolk Wildlife Trust, to refrain from using             borehole or tap water in the pond as this is not good for the wildlife.

            Communication – we have improved our communications this year by putting articles into the local magazines, such as In Touch.  We also have an excellent website. A report was also sent to Rushmere Parish Council this year about what we are doing on the common and future plans.

            Anti-social behaviour – there has been ASB on the common throughout the year but this has been reported to the police. If anyone spots anti-social behaviour they should report it online to the police.

            Police – we have written to the Chief Constable about our concerns that the Police house, on Heath Rd, is to be closed and the impact this may have on policing the common.  We have been reassured that there will be no change in resources though.

            Rushmere Golf Club – the club and the common are clearly well regarded as this led to the club being host to a prestigious event this year.

            What3words – will be used by the warden to report any incidents on the common  as this will enable the emergency services to locate the incidents more accurately.  The what3words location will also be placed on the dog bins to enable users of the  common to identify where they are too.

           

  1. Matters arising from items 1) and 2)

            Fire breaks - A commoner raised the issue of firebreaks near Linksfield. Their main             concern being the strip of land between the Linksfield track and the firebreak.  They were advised that some of the trustees had met with a Fire Officer who had looked at this area as well as others on the common.  The fire officer reported that there were no major concerns on the common but that some of the gorse in the area mentioned above should be cut back. This item has been added to the management plan and included on our risk assessment to be dealt with shortly. The fire brigade will also be liaising with residents of Linksfield shortly to give them advice regarding what they can do to help keep themselves safe in the event of a fire.

            Trial bikes on Linksfield – the issue of trial bikes using Linksfield was also raised so that we are aware of this issue.

 

  1. To consider financial statement

             Chris explained about the change in accountants and the method used when  completing the income and expenditure account. Mike G explained that we now  have a budget plan in place and that we retaining stable balances. Mike also explained the income and expenditure adjustments for prepayments and accruals. The cost of tree surgery and path clearance have both gone up due to a backlog of work due to Covid 19 and inflation. Savings will be made for the future by not placing AGM notices in the press (as it is not necessary) and the change of accountants.

            Proposed by Alison Pledger and seconded by Mike Shields.

.

  1. Election of Independent Examiner

            Mike G explained that in future we would ask the accountants to use an appendix for the income and expenditure adjustments and for a more detailed breakdown of expenses.

            It was agreed that we would continue to use Staines and Co as our accountants next year.

 

  1. Election of managing trustees.

            Alison Pledger, Ray Whymark and Kev Driver were up for re-election.  As there were no new trustees coming forward and the fact that everyone was happy they were re-elected for a further period of office. Propsed by Mike Gilson and seconded by Mike Shields.

            John Adams agreed to continue as a co-opted trustee and also explained the problems of getting new trustees to noinate themselves.

 

  1. Any other business.

            None.

 

 

Meeting closed 8.15pm

Mrs Chris Kendall

Clerk to Rushmere Commoners