Surrey Heath Ramblers Annual General Meeting

Sunday 6th November 2022 at 12 noon at Chobham Cricket Club

Opening remarks from the Chairman

Apologies for absence

Approval of 2021 AGM minutes with addendum (presumed read by members before AGM)

Presentations and approval of AGM committee reports for 2022 (presumed read by members before AGM)

Approval of Accounts (presumed read by members before AGM)

Appointment of officers and election of committee for 2022/23

Appointment of representative to Surrey Area Councils for 2022/23

Appointment of independent examiner for 2022/23 accounts

Appointment of social secretary in a non-executive capacity

Chairman’s closing remarks

Any other business

Officers and Committee 2021/22
Chairman/representative at Area – Gordon S – seeking re-election
Secretary – Hazel D – seeking confirmation of election
Treasurer – Hilary S – seeking re-election
Footpath Secretary – Ian P – seeking re-election
Membership Secretary – Alexis G – seeking re-election
Walks co-ordinator – Mo M– seeking re-election
Publicity Officer – Graham E – seeking re-election

Posts outside the Committee
Group Librarian - Marion G - seeking re-election
Independent Examiner - Simon W- seeking re-election
Webmaster - Neil B - seeking re-election
Social Secretaries – Lisa H and Angela T jointly seeking election

Agenda Item 3 (for approval)

Surrey Heath Ramblers Minutes of AGM held 7th November 2021 at 12.00

Opening remarks from the acting Chairman
Acting chairman, Ian P, welcomed everyone to the meeting. He stated that, despite difficult times, the group had flourished and he thanked committee members for their hard work over the year.

Apologies for absence
Lesley H, Alan and Margaret F, Geoff and Rosie G, Jackie A, Buster R, John T, Denis F, Annette D, David A, Neil B, Pamela A, Janet M, Christa R, John and Lynn R, June M

Approval of minutes of 2020 AGM
These minutes, which had been circulated before the meeting, were approved as an accurate record by a show of hands.

Approval of AGM report for 2021 from the Acting Chairman, and reports from Walks’ Co-ordinator, Membership Secretary and Footpath Secretary (which had been circulated before the meeting)
Keith B asked if paper copies of the walks programme were distributed to those members who are not on the internet. The Walks’ Co-ordinator, Mo M, replied that these were sent if requested.

Keith B commented that the list of names of those going on walks was recorded and asked whether this was a requirement of head office. He stated that it was important the members knew this. Ian P, Acting Chairman, responded that this was a requirement imposed by head office and therefore not up for debate, but his point would be recorded in the minutes. Keith expressed surprise that the answer came from the floor and not the committee.

Graham E commented that proof of attendance would be needed to prove who was on a walk for insurance purposes.

Keith B complimented both the Membership Secretary, Alexis G, and the Walks’ Co-ordinator, Mo M, on their excellent work over the year.
The reports were all approved by a show of hands.

Approval of accounts for 2021
Hilary S said that after the accounts were circulated a member raised a question about the charges to Main Fund re the Garden Party. This was discussed with the Surrey Area Treasurer and we now understand that we cannot charge food for a promotional event to the Main Fund. The Accounts have been amended and made available to members at the AGM, showing the real figures and signed by new Independent Examiner.
The amended accounts were approved by a show of hands.

The previous Independent Examiner was not contactable before the AGM (it was subsequently discovered he had been hospitalised) and Hilary managed to find a replacement who had worked in banking and assisted the Treasurer at her church. This replacement was voted as being acceptable to members.

Appointment of officers and election of committee for 2021/22
The five committee members listed below were seeking re-election. No one came forward wishing to stand for these positions and they were re-elected by a show of hands.
Proposed by Graham E, Seconded by Ray W

Secretary - Diana L
Treasurer - Hilary S
Footpath Secretary - Ian P
Membership Secretary - Alexis G
Walks' Co-ordinator - Mo M

Gordon S has agreed to stand for the vacant position of Chairman of the group. No one else wished to stand for this post. His appointment was approved by a show of hands. The chairman will also be the group’s representative to Surrey Area Councils for 2021/22.
Proposed by Graham E, Seconded by Clive R

Graham E has agreed to stand for the position of Publicity Secretary. His appointment was agreed by a show of hands. This is to be a committee post.
Proposed by Diana L. Seconded by Ray W.

The position of Social Secretary is still vacant. The only social event, the Garden Party, organised by Alexis G and Mo M, was very successful. This is a valuable and fun role and need not require someone to organise all events, just some. Anyone who would like to consider this position, should contact the committee.

Those listed below, with posts outside the committee, were all willing to continue in their roles and their re-appointment was confirmed by a show of hands:

Footpath Maintenance Team Leader Ian P
Librarian Marion G
Webmaster Neil B

Proposed by Graham E Seconded by Clive R

Appointment of representative to Surrey Area Councils for 2021/22
This was covered in item 6.

Appointment of Independent Examiner for 2021/22 accounts
Simon W was proposed as the new independent examiner and his appointment was approved by a show of hands.
Proposed by Graham E, Seconded by Clive R

Any Other Business
No other business was raised.

Newly appointed Chairman’s introductory remarks
These are included in the appendix (available at the meeting),

ADDENDUM TO MINUTES of AGM 7th November 2021 at 12.00

With respect to the query raised by Keith B who asked if the recording of names of attendees on walks was a requirement by the Ramblers association, the acting Chair confirmed that this was a requirement but on further investigation, this was said in error.

The word 'requirement' on the minutes recorded is to be replaced by 'strongly recommended by Ramblers Central Office. The SHR Committee has elected to accept the recommendation from Central Office.'

Agenda Item 4 (for approval)

Chair’s Report

We’ve come a long way since Covid times and the gloomier days of SHR
Many have excelled in making this happen- notably members of the committee, our walk leaders and you, our members- let’s raise our glasses

I see my role as one of listening, planning, acting and representing the Group
It’s important to focus energies, to appreciate individual effort and to recognise achievement. We must look forward and feel good on the way
During our last AGM, I spoke of our mission:

bringing people together
encouraging people to get involved
respecting members having differing abilities
supporting a path maintenance program
supporting charities; Surrey Heath Age Concern, London Blind Ramblers

Our successes this year have come from-

connecting with Meetup; seeing our own Group grow
extending the hand of friendship- by welcoming visitors, they return
working as a team, to organise events, and get things done
providing opportunities for old and new members to get together
delivering an action-packed calendar, to entice visitors to join

Results are uplifting. The Group is growing faster than any other in our Area, members are coming forward to help, all indicators are positive. Check this,

Holidays have been well attended, been great fun and has connected people. Walks have growing attendances. More people are leading them
Social events generate positive feedback. Good news on path maintenance.

Let’s raise our glasses again to say, long live Surrey Heath Ramblers!

Gordon S
Chairman

Walks Co-ordinator Report

The Ramblers website update for the Group Walks Event Manager is still in progress as the completion date has slipped.

Attendances have increased on our walks and a full breakdown will be presented at the AGM.

Congratulations to Clive R who has walked the most miles this year with our group. Not bad for a 75 year old, it just shows walking keeps you fit!

As our evening walks have ceased until summer next year we will be resuming the short walks on either Thursday or Friday. The first will be a visit to Winkworth Arboretum on the 27th October to see the spectacular Autumn colours.

We now have a total of 29 Walk Leaders which is great news as it helps spread the load. Sadly, we still struggle for leaders on Sundays and appeal for volunteers to help out. Full training and support will be provided.

The quiz and curry night was great fun and was won by the Chairs Champions no prizes for guessing who that was! Although I think the rest of the team should take the credit...

Mo M
Walks Co-ordinator

Publicity Report

SE Walker
During the year we have had 2 short articles printed in the SE Walker magazine, with another 2 potentially being included in the next copy.

Publicity Flyer
To help our recruitment drive we have created a small handout which is aimed at recruiting potential members and is given to them when they walk with us. The Flyer highlights our activities and supports the sterling work done by Alexis and Mo whilst walking in turning potential members into members of Surrey Heath.

Meetup
Meetup is still attracting new members as mentioned by Alexis in the membership report. In addition to attracting new members the APP is used by a number of Surrey Heath members and Ramblers from other groups to book onto our walks. This I suspect is due to Meetup pushing event notifications out to members of the group and providing the facility to create a diary event direct from the APP. Something the Ramblers website and APP doesn’t do. Why not join Meetup, it’s free to join, and register with the Surrey Heath Ramblers group.

Facebook
Our Facebook page is proving another good way to advertise our group, with great photos of our walks and short breaks being posted on a regular basis. This helps to increase our visibility on this social platform and hopefully another way to attract new members.

Photo Gallery
The photo gallery on our website is updated on a regular basis with photos from our walks and short breaks. With content being added on a regular basis to our website it helps improve our visibility on the search engines. This means that when a search is made for walks or walking groups in our area our web site generally appears at the top of the results list.

Surrey Heath Age Concern
In September we were offered a stand at the annual Surrey Heath Age Concern sponsored walk. Our stand attracted a few visitors throughout the day but as this is a fairly low key event the footfall past the stand was low. However, twenty two of us completed the sponsored walk with all making a donation towards this worthwhile local charity.

Graham E
Publicity Officer

Footpath Inspection and Maintenance Report

Surrey Heath Ramblers have continued to support the Charitable Objectives of the Ramblers Association to promote ‘The provision and protection of footpaths…’ with ongoing activities in the following areas:

• Review/comment on footpath Orders issued by Surrey County Council to close or divert existing footpaths. Six orders have been issued by SCC in the last year. All these have been minor diversions or temporary diversions and no objections have been raised
• Provide a conduit to record footpath problems and interface with Surrey County Council. As problems have been reported the paths were inspected and either the problem resolved (minor) or reported on the Surrey County Council website. After the heavy winds last winter SCC cleared fallen trees in 3 locations based on reports by SHR. Since the Ramblers have discontinued Pathwatch, the number of reports has been significantly reduced and members are encouraged to contact the Footpath Secretary directly if they observe any problems
• Organise planned footpath maintenance with the volunteer team. There have been no organised maintenance sessions in the last year due to shortage of staff at Surrey County Council. We have just been advised that this will restart in 2023. Four members of the team have received training for brushcutters ready for the restart. Minor works continue under the Volunteer Path Warden scheme
• Support a programme of footpath inspection (BVPI) twice per year. SHR provide volunteers to carry out the inspection and report back to SCC
• Liaise with other Ramblers groups in Surrey and adjacent counties. Surrey Ramblers organise 2 meetings per year for all the local Footpath Secretaries to share experience and provide support. In addition there is regular contact with Hampshire and Berkshire Ramblers on common issues. For example the ongoing proposal by Network Rail for the ‘Hatches’ requires collaboration with Hampshire Ramblers.
• Support the Don’t Lose Your Way initiative by the Ramblers. Surrey Ramblers have short listed the priorities in Surrey. None of the high priority paths are located in Surrey Heath and the 3 paths identified in Surrey Heath are being held as back-up

Ian P
Footpath Secretary

Membership Secretary's Report
You may have noticed how many newcomers are walking with us now. 80 of them have signed up this fiscal year since 1st October 2021.
Our Surrey Heath Ramblers Group has been recognised by Surrey Area in winning the Membership Cup of the year.
22 members have been recruited from meet up since registration.
Our holidays in 2022 have been a great success:
19 members set off 27th March for a 2 or 3 night Getaway in Stow organised by Gordon. The first trip away since COVID for many. The weather was glorious. The Hotel and food amazing. Walks were recce’d and led by Gordon, Clive, Graham, Mo, Buster and myself.
23 members enjoyed a fabulous 7 night trip with HF Holidays from 6th May at Derwentwater in The Lake District. Again, we were very lucky with the weather. It was great to have a choice of 3 HF leaders/walks per day. Accommodation and full board was superb.
Our Group has now secured HF membership saving £30 per person per SHR Group holiday
18 members enjoyed a 2 night Getaway in Rye from 7th September organised by Gordon and led by the same six walk leaders. The wind and rain didn’t stop us from enjoying the breath-taking coastal walks. There was a hiccup with the chef and the dreaded COVID on the second night but Gordon managed to secure us a delicious dinner in a local Thai restaurant.
Finally 22 of us were very lucky again to walk in glorious weather in the Peak District. Buster organised this trip and chose The Rutland Arms Hotel in Bakewell for a 3 night Getaway from 10th October. This boutique hotel had recently been refurbished to a very high standard. The cuisine was excellent. Buster, Steve (a Peak District Ranger) and Graham led the walks.

Alexis G
Membership Secretary

Agenda Item 5 (for approval)

RAMBLERS ASSOCIATION - Surrey Heath Ramblers

Main Fund

Year ended 30 September 2022
Income and Expenditure account

Income
Area Grant £292.96

Expenditure
Printing inks £ 45.00
Postage £ 16.32
Promotion costs £112.07
AGM -costs Food for attendees £ 80.80
Labels for kissing gates installed £ 50.00
Walking programme costs £112.71

Total expenses £416.90

Net deficit for the period £123.94

Funds brought forward from previous year £761.21
Transfer from Social Fund re previous year £194.06
Adjusted opening balance £955.27
Net deficit for the period -£123.94
Balance in bank 30th September 2O22 £831.33

As we had a surplus at the beginning of the year we only requested the Ramblers basic allocation - based on number of members - and did not put in a Budget claim for more.

We had intended to buy a kissing gate in 21-22. As there has not been any path maintenance done under the auspices of Surrey CC in the year, this was not possible. We are setting aside f200 of the balance at the end of September to put towards the cost of buying a kissing gate in 22-23

Signed by Simon W, Independent Examiner and
Hilary S, SHR Treasurer - hard signed copy available at the AGM RAMBLERS ASSOCIATION. SURREY HEATH GROUP

Social Fund

Income and Expenditure account
Year ended 30 September 2022

Income

Ramblers World Holidays
Ironbridge Gorge £ 20.00
Ravenscar £ 10.00
Great Lakeland Ridge £ 10.00
Four corners of Anglesey £ 10.00
Constable Country £ 20.00
£ 70.00

Holidays
Souvenir mugs £ 22.26
Deposits held for 3/4 day break at year end
Wells -March 2013 £300.00

Coach Trip £45@ £22, 30 @ £l £993.00
costs thereof -£961.04
£ 31.96

Quiz Night to be held 8th October
Moneys held at year end £406.00
Donation to Social Fund by member £ 90.00

£920.22

Funds brought forward from previous year £260.23
Transfer to Main Account re previous year -£194.06
Adjusted opening balance £ 66.17
Net movement above £920.22
Less paid to HF (money b/f from last year) -£ 75.00
Balance in bank 30th September 2A22 £911.39

Note
Coach trip
This was the first trip organised since the start of lockdown.
To ensure we covered costs the price to the Members assumed a 70% take-up
not the nearly 100% that was achieved.
The costs of the recces of the 3/4 walks were also covered in the price to
Members, as is allowed by Ramblers' rules