To confirm and sign the Minutes of the Annual General Meeting held on 2^nd September 2021

The minutes of the last AGM held on 2^nd September 2021 were confirmed and signed as a correct record.

Apologies of absence were received from Councillor D Coen, Darren Williams, Mr T Ashby and Mrs H Lane

Introductions

Purpose of the Annual General Meeting

            Councillor Howorth welcomed members of the public to the 2022 Annual General Meeting of the Cabrera Trust.   The Cabrera Trust land was considered an important part of the Virginia Water Community.

Thanks were given to the volunteer group who kept the Trust land at such a high standard.  Special thanks were passed to Pam Thomas who had set up and continued to organise the volunteer group.

The purpose of the Annual General Meeting was to inform local residents of how the Trust had managed the land and how its fund had been spent over the past year, together with a formal report on the current state of the Trust’s accounts. The meeting would include a discussion forum, during which residents could ask questions of the Trust Members.

The Cabrera Trust was constituted by Deed of Trust, as amended by a scheme made by the Secretary of State for Education and Science, dated 24 March 1972, and was a registered charity.   Runnymede Borough Council was the Trustee.

The Trust was responsible for the management of the open space playing area on Cabrera Avenue and approximately 52 acres of land alongside the River Bourne, known as the Riverside Walk.  It was also responsible for the administration and use of the Trust funds.

The Trust Deed required that the Riverside Walk was maintained for the exercise, recreation and benefit of the inhabitants of Virginia Water and the neighbourhood, and the open space on Cabrera Avenue was to be used as a public recreation for the benefit of the same area.

The Management Committee had been set up by the Trustee to provide a clear local focus for the management of the Trust land.   The Management Committee comprised of the three Virginia Water Councillors, together with two Council Officers, acting in the capacity of Honorary Treasurer and Honorary Secretary.  In addition to this, the Committee had four co-opted members:  Mr Ashby, Mr Beesley, Mr Grobien and Mrs Lane.  The Chairman thanked the co-opted members for all their help and support over the past year.

To receive the Annual Report for the year ended 31 March 2022

Honorary Treasurer’s Annual Report

The Honorary Treasurer reported that during the last financial year the Trust had seen a loss of £9,574.  On 31^st March 2022 the investment value in the M&G Charifund was £130,745.   On Friday 8^th July 2022 the investment value was £112,500.  Additionally due to the shares in Charities Official Investment Fund (COIF) now all being sold the Trust was losing dividend income.  The average cost of running the Trust land was approximately £9,000 per annum therefore the funds would only last a maximum of 10 years. 

It was noted and agreed that this wasn’t sustainable, and the Friends group would need to be set up soonest to generate funding.   Mr Beesley reported plans were in place to set up the Friends group in Spring 2023.  Mr Beesley mentioned he had had a good working relationship with previous Officers and wanted to have a similar link with new Officers going forward.  Officers reported that the Council were currently recruiting, so therefore, it was suggested that Councillor Howorth be a contact between Officers and the Volunteer Group/Honorary Wardens in the interim.

Officers reported that several points noted during the annual inspection several actions had been completed.

·         The Oak Processionary Moth had been treated and the nests removed

·         The nettle overgrowth at the entrance to the Trust land had been removed

·         The Forest School was hoping to restart in September 2022

·         The mound of fallen trees/twigs had been removed from the southern part of the stream

·         The hole in the composite boardwalk had been repaired

A boundary inspection would be undertaken in the future. 

This is an opportunity for the Management Committee to give information, and receive questions and comments on matters related to the Trusts funds and Trust land.

It was reported that some graffiti had recently appeared on the numbered uprights on the Trust land.  The Committee was advised that the Council could get this removed by external contractors but there would be a cost.  Phillip Grobien was happy to remove this if he was able to in the first instance.  Both Phillip Beesley and two members of the volunteer group in attendance said they would help.  The Committee was advised the Green Space team had graffiti wipes which they were happy to supply the volunteers with to aid removal.   The group would go back to Council Officers to arrange removal if they were not able to remove effectively. 

A member of the public reported that she had a tree coming through her fence from the Trust land.   This was breaking her fence and leaning onto her neighbour’s summer house.  Officers would arrange to meet with the resident and look at rectifying, it was noted that this would most likely need a contractor to undertake this work.

It was agreed that preserving the habitat was paramount and expert advice would be taken to ascertain when intervention was needed along with level of intervention to ensure the natural environment of the land was retained.   With regards to cleaning out ditches, the volunteer group were happy to undertake this work when needed.

Encroachment on the Trust land was discussed.  As previously agreed, a boundary review would be undertaken.  Any property owner who was found to be encroaching on the Trust land, would be given the opportunity to reverse the encroachment in the first instance (this included owners who had placed debris or fly tipped from their property onto the Trust land) if the owner did not rectify then legal action would be taken.

Generally, it was felt that the volunteers had had a good year.  Matthew Godfrey (Tree Officer) was thanked for all his excellent help and support.  Thanks, were also given the Egham and Staines Conservation Volunteers who had also worked on the Trust land.   Generally, it was felt that a lot of progress had been made this year.

Coppicing work needed would be looked at in the Autumn.

Thanks were passed to all volunteers, Officers for all their work relating to the Trust which was an asset for Virginia Water and Runnymede residents in general.