DRAFT awaiting approval at AGM 2026
Surrey Heath Ramblers Minutes of AGM 2025
23rd November 2025 at 12.00 at Frimley Community Centre
Committee Attendees:
Chair Gordon S (GS)
Secretary Hazel D (HD)
Membership Secretary Alexis G (AG)
Footpath Secretary Ian P (IP)
Walks Coordinator Paul S (PS)
Second Area Rep Sean B (SB)
(Q relates to a Question; A the Answer)
1. Welcome and apologies for absence
The Chair (GS) opened the meeting at 12.00 and set ground rules for questions, which included putting hands up, all questions to be addressed to the chair. Keith B had asked several questions in advance of the meeting and the committee’s response was printed and circulated. GS welcomed everyone noting that the number of attendees was 44 with 27 apologies, including Sally A the Honorary Treasurer recovering from an operation, these were accepted.
2. Approval of minutes of 2024 AGM
The AGM 2024 minutes were approved as an accurate record by a show of hands.
3. Matters Arising
GS outlined the status of governance changes proposed by the Ramblers Board and suggested members attended the Area AGM on 7th February 2026 to learn more.
The SHR Constitution had been amended and approved by Area and members were asked to vote on it.
Q: Hilary S asked whether item 15 (Accidental Omission) was standard practice.
A: Yes as it was in Standing Orders for the model constitution for groups which we must adopt.
The revised Constitution was approved by a show of hands.
4. Treasurer’s Report and Approval of Accounts
Details of the signed Main Account and Social Fund had been circulated with the AGM invite.
AG advised that the requested budget had been accepted and the funds received into the Main Account. The budget included the costs associated with MeetUp and the purchase of two kissing gates. AG explained that new members joining the Ramblers from Meetup more than compensated for the cost of the subscription.
There was a typo on the Social Fund accounts which showed ph instead of pp (per person). Donations from members using ‘Ramble Worldwide’ holidays (A separate organisation to The Ramblers Association) were shown correctly in the Social Fund and met Ramble Worldwide guidelines. AG donated her free place for organising HF holidays and by doing so subsidised the cost to members. Monies received from holiday companies were used to subsidise social events including the January lunch and October skittles evening.
Q: Keith B queried the presentation of the accounts.
A: His comments were noted, and Hilary S, former Treasurer, commended SA on her contribution since taking over the role.
Q: Keith B raised the concern that the monies in the SHR Social Fund could be removed by Ramblers Central Office if considered too excessive.
A: AG explained that the maximum sum in the Social Fund that is considered excessive is £1500 (From the Treasurer’s Guidance) and that includes monies that is already restricted and allocated and that measures are in place to reduce this sum.
The accounts were approved with Mark Q proposing and Roma A seconding, and by a show of hands.
5. Appointment of Officers
Members had been asked to contact the Secretary if they wished to be considered for a role, with Alan B expressing interest in the role of Footpath Maintenance Coordinator. Members of the existing committee were willing to stand again except for the Chair (GS), who had announced his retirement.
Voting was carried out for the honorary positions on the committee as follows:
Chair and Area Rep 1 (Hazel D) – proposer John T, seconder Kevin Hu, show of hands.
Secretary and Area Rep 2 (Sean B) – proposer Sian Z, seconder Kevin Ha, show of hands.
Treasurer (Sally A) – proposer Gil S, seconder Kate R, show of hands.
Voting was carried out for the committee positions as a group as follows:
Walk Coordinator (Paul S); Membership Secretary (Alexis G); Local Footpath Secretary (Ian P) – proposer Roma A, seconder Gloria B, show of hands.
Voting was carried out for non-committee roles as follows:
Webmaster (Neil P) – proposer Greg A, seconder Peter G, show of hands.
Footpath Maintenance Coordinator (Alan B) – proposer Jackie B, seconder Lisa H, show of hands.
Independent Examiner – Remained vacant and a new person was being sought.
Thanks were given to Hilary S, Treasurer for eight years until February 2025, and Ian P who had been the Footpath Maintenance Coordinator.
6. Chair’s Update
GS opened the session of committee reports with a PowerPoint presentation.
GS advised he was stepping down after four years’ service and mentioned some of the highlights he’d organised including London walks and river cruises. He’d enjoyed organising eight getaways and thanked Buster R and Alexis G for organising Bakewell. The getaways relied heavily on members leading walks and thanks were given for making the trips successful. He also recognised the contribution of members, especially Neil P and those in the website user group to the launch of the new website. Unsung heroes were also recognised including volunteers on path maintenance, Kandra with the coach trip, and Marion organising the skittles evening, and those contributing to social media and publications. Special thanks went to the committee for their hard work in turning around the decline of Surrey Heath from less than 100 members at covid times to over 260 in 2025.
The next getaway was announced to Tunbridge Wells with members advised to expect an email via MailChimp after the AGM.
7. Walk Coordinator’s Update
PS advised that 98 walks had been offered, excluding those on the Get-Aways and holidays. They ranged from less than 5 miles to over 10 miles, with the most frequent being 5-7 miles long. 4 new walk leaders had been recruited with a total of 36 walk leaders. PS advised that 24 walk leaders had completed the revalidation exercise.
Q: Keith B asked about pressure for carpark spaces.
A: Walk planning started with location and number of carparking spaces. Carsharing was encouraged and a limit put on certain walks, with no issues in the last year.
Q: Buster R asked about the ratio of walkers to leaders.
A: Ramblers had dropped their proposed guidance and SHR was well within the parameters due to the number of walk leaders and with the proposed route being shared by .gpx to others on the walk.
A vote of thanks and small gift was given to Buster R for leading the most walks, closely followed by AG and PS.
8. Membership Secretary’s Update
AG advised that membership stood at 260 at 30/09/25 with Rambler leaflets being handed out to potential new members. MeetUp, recommended by Ramblers, had successfully introduced new members and was considered good value. Holidays remained popular with Rambler Worldwide holidays to Matera and Alberobello attracting 20 members, plus HF Malham Dale attracting 19. For 2026, 19 were booked for Malta and Gozo in May, and 23 for St Ives. For 2027 11 had booked for Costa Rica with more spaces available.
9. Footpath Secretary’s Update
IP advised that 2 new kissing gates had been installed. 23 volunteers, including 3 new ones, had bad weather. Footpath orders had been dealt with along with the successful reporting of blocked paths via the Surrey County Council’s (SCC) Countryside Access Management (CAMs) Website. The Best Value Performance Indicator (BVPI) initiative checking the quality of footpaths was completed twice. Two members had completed the Volunteer Footpath Warden (VFW) training.
10. Looking Forward – New Chair’s Introduction
HD thanked GS for his significant contribution to SHR over the last few years, with attendees demonstrating their appreciation with a vote of thanks. Members were encouraged to give feedback to the committee so improvements could be made. She thanked NP Webmaster for his ongoing contribution to the website development and encouraged members to check regularly for latest news.
She welcomed Alan B as the new Footpath Maintenance Coordinator. The next subsidised social was the January 2026 dinner at the Princess Royal Farnham with tickets still available.
11. Chairman’s Closing Remarks
GS closed the meeting by thanking all those involved in organising the AGM, including the committee, Sean for the walk, Neil and Paul for the technical aspects, Bev heading up the refreshments team and those who made cakes. He closed the official meeting at 1.00 pm.
The meeting was followed by refreshments, a walking-themed quiz, a slideshow of photos and a display of Bev B’s tapestries of the Alexander Observatory and Wellington Statue.
Hazel D
Surrey Heath Ramblers Secretary until November 2025
Sean B
SHR Secretary From December 2025
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