Surrey Heath Ramblers Minutes of AGM
26th November 2023 at 12.00 at Chobham Cricket Club
Committee attendees: Gordon S (GS, Chair), Hazel D (HD, Secretary), Alexis G (AG, Membership Secretary), Mo M (MM, Walks Coordinator), Ian P (IP, Footpath Secretary), Graham E (GE, Publicity Officer), Hilary S (HS, Treasurer) Guests: Brian R (BR – Chair Woking Ramblers, President of Surrey Area), Shirley C (SC – Chair SABRE)
1. Welcome and apologies for absence
The Chair opened the meeting at 12.10 with housekeeping notes. He welcomed everyone noting it was at capacity with 45 attendees including BR and SC as guests. 28 apologies were accepted. He thanked everyone for their hard work over the year and stressed the team effort leading to Surrey Heath Rambler’s (SHR) success.
2. Approval of minutes of 2022 AGM
The minutes were approved as an accurate record by a show of hands.
3. Matters Arising
No questions were raised in advance of the meeting. GS advised that the collection of walking kit for refugees was successfully coordinated by HS and that thanks had been received from Mole Valley Ramblers. GS commented that the objectives to increase the profile and membership of SHR had been achieved by regular publicity and demonstrated by the award of the membership cup. To further SHR’s profile he asked for volunteers to attend
the Surrey Area AGM and walks hosted by Godalming and Haslemere Ramblers on Saturday 3rd February 2024.
4. Treasurer’s Report and Approval of Accounts
Detail of the signed Main Account and Social Fund had been sent with the AGM invite. HS advised that the Main Account had funded the installation of a kissing gate. Payments for the coach trip to the New Forest were transferred through the Social Fund and a small surplus was made as it was difficult to cost precisely. Some funding was awaited from Ramblers Walking Holidays. The 2024 Gala Dinner has been subsidised from the Social Fund. HS advised that the main differences for 2023 were that the fuel costs of reccies were built into the costings for SHR holidays and deposits transferred through the Social Fund whilst balances were paid directly to the organisations by individuals rather than through the Social Fund. The accounts were approved with Keith B proposing and Clive R seconding.
5. Appointment of Officers
Details of people wishing to stand for re-election to the committee had been circulated with the AGM invite. No-one had come forward to express interest in the roles. GS advised that the committee were willing to stand again. Voting was carried out for all roles on the committee with Brenda W proposing and Eileen McG seconding. A show of hands confirmed the roles with no dissenting members.
It was noted that the role of Librarian was no longer needed. Due to other commitments Lisa Hu had stepped down as Social Secretary. Voting for the non-executive roles were carried out with results as follows:
Webmaster – Neil B
Footpath volunteer coordinator – Ian P
Surrey Area Council’s Representative – Gordon S
Proposed by Roma A, seconded by Brian McG. BR advised that SHR could have two representatives at Surrey Area.
Independent Examiner – Simon W - proposed by Janice H, seconded by Gil S.
Social Secretary – remained unfilled and GS asked anyone interested to contact the committee.
GS opened the session of committee reports with a presentation of PowerPoint slides supporting each.
6. Chair’s Update
GS attributed this year’s successes to the team; the committee, walk leaders, path volunteers and top contributors to the Facebook page. He said that the 12% increase in members reflected SHR’s purpose of offering friendship, support and fun for everyone through its engaging programme of walks, social events and holidays.
Special mention was made to reflect on the valued friends who had passed away including Richard L, John H, George P, Trevor S, Dave J.
Looking forward to 2024 the post Xmas Gala Dinner was oversubscribed with 60 attending, the Canterbury Spring Getaway was full with 30 attending, and the Sardinia Ramblers holiday was booked for 17. GS announced a new Autumn Lulworth Getaway, with booking opening on Monday 27th November at 9.00 am.
7. Committee Updates – Walks
MM advised that 119 walks had been offered, with 148 SHR members having walked during the year along with 57 visitors and 77 guests. GE had run long-distance walks and preparation was underway for the Brenda Parker Way in 2024. The shorter Tuesday and evening summer walks had proved popular.
Three new walk leaders had been coached leading to a total of 31 walk leaders. New leaders were needed and she mentioned the support and training offered. All walk leaders were thanked with Buster R, Paul S and Kevin Hu receiving additional thanks for their exceptional contribution. To recognise those who had gone over and above, a new award Walk Leader of the Year was given, with a £20 Cotswolds Voucher, to Buster R.
8. Committee Updates – Membership Update
AG advised that membership had increased by 30 (75 new members joined in the last year and 45 left, showing a net increase of 30) with 7 from MeetUp. There had been successful Getaways to Wells and Ely and Canterbury was planned for April 2024. Holidays remained popular with Ramblers Walking holidays in Olympiada (Greece) and Constable Country, and Sardinia was booked for May 2024. The January 2024 Gala dinner was fully booked with 60
members.
9. Committee Updates - Paths
IP outlined the work with Surrey County Council on footpaths including reviewing and commenting on a proposed closure and diversion. A new system was trialled for reporting of footpath problems. The volunteer team had met twice to work on paths, including cutting back excess greenery allowing walkers access. The bi-annual survey of the state of footpaths revealed that 87% were considered satisfactory within Surrey. Work continued with other
Rambler groups and anyone interested in helping with footpaths was asked to contact him.
10. Committee Updates – Publicity
GE talked about the articles written about Wells, Ely and the Winter Walking programme for the South East Walker publication. Meetup continued to be used successfully for advertising walks, with over 50 people using it regularly and bringing in 7 new members. Facebook was updated with photographs after walks and thanks were given to Gloria, Paul and Alexis for their frequent contributions.
11. Any Other Business
Keith B raised a question about the Rambler’s calling an EGM. GS advised that this was seen as a revision of the Rambler’s 10 year strategy. Further information would be circulated when outcomes were known. HS advised that some had yet to settle their Gala Dinner balance and provide their food and drink choices.
12. Chair’s Closing Remarks
GS thanked the committee for organising the AGM, with special mention to GE for the slides and HS for the food. He also thanked Brenda for the morning’s walk, and Jon and the Chobham Cricket Club for hosting.
He announced details of the Autumn Getaway to Lulworth in October 2024. Different lengths of walks would be offered. Accommodation would be in high quality mobile homes at the Durdle Door Holiday Park.
BR congratulated SHR on its successes, including the high numbers attending walks and holidays, and said how much he’d enjoyed the AGM.
GS closed the meeting by thanking guests and members for attending the AGM and announced that food and refreshments were available. He closed the meeting at 1.00 pm.
Hazel D. Surrey Heath Ramblers Group Secretary,