Draft minutes to be approved at the AGM 2026

 
RUSHMERE COMMONERS COMMITTEE

Registered Charity No. 274900

 

Minutes of AGM held on Thursday 19th June 2025 at Village Hall, Humber Doucy Lane, Rushmere St. Andrew, commencing at 7.30pm
 

Present

Trustees

Mike Gilson (Chairman)

Alison Pledger (Vice Chair)

Mike Shields

John Adams

Diane Grayston

Kev Driver

 

 

Also present

Bob Gosden (Warden)

Chris Kendall (Clerk)

2 Commoners

 

         

  1. Minutes of the last AGM held on Thursdayt  20th June 2024– agreed.  Proposed by John Adams and seconded by Kev Driver.

 

  1. Chairman’s Report

          The Chairman thanked everyone for attending the meeting. It has been another busy year on the common and a few key items will be highlighted.

          Trustees -  The trustees are elected by the commoners to manage the common and are re-elected on a three yearly basis. Although the trustees have various jobs that they tend to do, all decisions are made by the committee as a whole.  During the year Kevin May stepped down from being a trustee, but his support was much appreciated.  Also, Mr Ray Whymark has decided that after being a trustee since 2008/2009 it was the appropriate time for him to step down. Mike G expressed his sincere gratitude for the work and guidance that Ray has given, especially with regard to third party contracts. The committee will be sending him a card and letter expressing their thanks.

          Thanks – Mike G 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 Rushmere Golf Club (RGC) greenkeepers for their help throughout the year.  The greenkeepers have helped with removing furniture from ‘dens’ this year as well as general maintenance.

          Updates– As well as updating our website, items are published in local magazines  to keep commoners informed about our news. We provide leaflets, including a map of the common and have recently produced a leaflet with guidance for dog walkers. 

          Maintenance of the common – it is good to say that many positive things have  happened this year. The management plan is continuing to help us to manage the common effectively and the heath is looking very good.  The plan divides the common into various areas and our general intent is to keep areas as they are, for  example if an area has heather we will try to improve the heather.  Cut ‘N’ Clear It have been working with us since September 2022 and as they have been very good at working on paths, firebreaks and general clearance, so we will continue to use their services. The common continues to require ongoing and careful management. For example, the removal of saplings and scrub in certain areas and the regeneration of gorse as old gorse is potentially a fire risk. A tree survey update has been commissioned and will take place shortly.

          Wildlife – positive news is that muntjac deers, badgers, birds of prey, solitary bees/wasps and grass snakes have been spotted this year.            

          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, so we will continue to follow this advice.

          Anti-social behaviour (ASB) – there has been anti-social behaviour on the common throughout the year.  It is to be stressed that if anyone becomes aware of ASB they should report it directly to the police, either as an emergency on 999 or non-urgent matters on 111 if preferred .ASB can also be reported online. Please also let the clerk know of these incidents so that they can follow-up incidents as  appropriate.

          QR codes – Stickers have been placed on the dog bag dispensers to take visitors to our website.

          Final thoughts – the chairman said that we continue to make improvements on the common and it is hoped that regular users will see these improvements.  If anyone wishes to get involved with helping on the common, by becoming part of the volunteers group or litter picking that would be much appreciated.

 

  1. Matters arising from items 1) and 2)

          None.

 

  1. To consider financial statement

          Mike G explained some of the figures included in the report and said that we set a budget to enable figures to be monitored throughout the year. The RGC licence fee is adjusted annually in line with RPI. Mike also explained that as we have been doing extra work over the past few years our reserves have fallen very slightly.

          Proposed by Mike S and seconded by Diane Grayston.

 

  1. Election of Independent Examiner

          Chris explained that she has been happy with our existing accountants, Staines & Co, and therefore recommended that we use them next year.  Proposed by Alison Pledger and seconded by Kev Driver.

 

  1. Election of managing trustees.

          There are two trustees who are up for re-election for a further three years, namely Diane Grayston and Mike Shields. Their re-election was proposed by Kev Driver and seconded by Alison Pledger. 

          Alan Moore, has nominated himself as new trustee and talked for a few minutes about his interest in the common, his background and what he can offer as a trustee. His election as a trustee was proposed by Kev Driver and seconded by Diane Grayston.

          A commoner present at the meeting, Clive Pink, put himself forward to become a trustee. He explained a bit about his background and as he was not nominated prior to the meeting he will be invited to attend the next committee meeting, with a view to becoming a co-opted trustee.

 

  1. Any other business.

          Tree planting on the common – Clive Pink asked why we were not planting more  trees on the common.  Mike G explained that although we like to keep the area as  common land, we should discuss the matter at our next committee meeting, in view of the tree survey to identify key trees.  Mike G also explained that as little work has been carried out on the Little Heath this now mainly consists of trees.

 

 

Meeting closed 8.10pm

Mrs Chris Kendall

Clerk to Rushmere Commoners