2024 AGM minutes approved at the 2025 AGM
Surrey Heath Ramblers Minutes of 2024 AGM
Held on 17th November 2024 starting 12.00 at Chobham Community Centre.
(Q relates to a question; A the answer)
Committee attendees: Gordon S (GS, Chair), Hazel D (HD, Secretary), Alexis G (AG, Membership Secretary), Ian P (IP, Footpath Secretary), Paul S (PS, Co-opted Walk Coordinator), Hilary S (HS, Treasurer)
1. Welcome and apologies for absence
The Chair opened the meeting at 12.00 with housekeeping notes. He welcomed everyone noting that the number of attendees was at a record 60. There were 21 apologies which were accepted. He advised that this was a special AGM, being the 30th anniversary of Surrey Heath Ramblers (SHR).
2. Approval of minutes of 2023 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 membership had increased since last year.
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 requested funding had been received into the Main Account and had funded costs including MeetUp and the installation of a kissing gate. She explained that a new subscription for MeetUp was required to replace the personal account of a previous committee member, and that the payment made in 2023/4 included a year’s subscription that ran into the financial year 2024/5.
The Social Fund included income of £710 from Ramble Worldwide Holidays for members bookings, with subsidies being used for the 2024 Gala Dinner and Pathfinder Café BBQ.
Q Keith B enquired about the further costs at The Ely.
A They included costs for prizes, the quizmaster, and a small gift for the organiser.
The accounts were approved with Keith B proposing and Phillip H seconding, and by a show of hands.
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.
It was advised that the committee members for Chair (Gordon S), Secretary (Hazel D), Membership (Alexis G), Foothpaths (Ian P), were willing to stand again for the whole year, and the Treasurer (Hilary S) until the end of February 2025. Voting was carried out for the committee with Lisa H proposing and Gil S seconding. A show of hands confirmed the roles with no dissenting members.
Voting for the co-opted Walk Coordinator (Paul S), was carried out with Geoff G proposing and Roma A seconding followed by a show of hands.
Voting for the new Treasurer (Sally A), effective March 2025, was carried out with Veronica W proposing and Jaime A seconding followed by a show of hands.
GS proposed a vote of thanks for those stepping down, including the previous Walks Coordinator (Mo M), Publicity Officer (Graham E), and Webmaster (Neil B) with members showing their appreciation.
Voting for the non-executive roles were carried out with proposing, seconding and show of hands with results as follows:
Webmaster (Neil P); proposed by Paul S, seconded by Marion G.
Volunteer Footpath Coordinator (Ian P); proposed by Maggie H, seconded by Brenda W.
Following Area’s advice, a second Council Representative was sought to support GS. This resulted in:
Surrey Area Council’s Representative (1 Gordon S); proposed by Alan B seconded by Roma A.
Surrey Area Council’s Representative (2 Sean B); proposed by Kevin Hu, seconded by Buster R.
Independent Examiner – was stepping down and a new external one was to be sought through the year.
6. Chair’s Update
GS opened the session of committee reports with a presentation of PowerPoint slides supporting each.
GS outlined what SHR offered in providing a safe and friendly environment for all, the efforts made in maintaining footpaths, and the social activities and holidays offered. Highlights of the year included the Thames Walk, London Bridges Experience, and the Middle Eastern BBQ. Special thanks were given to Ray W who led the Chichester Harbour Walk, shortly after having undergone surgery. Get-Togethers had attracted much interest with a gala dinner at The Ely, and the summer BBQ at Blackbushe. Two very successful Get-Aways to Canterbury and Lulworth had been organised.
7. Walk Coordinator’s Update
PS advised that 105 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. 8 new walk leaders had been recruited leading to a total of 34 walk leaders. PS advised that new leaders were welcome and that 1:1 mentoring and online training was offered. Ramblers’ guidance on having In Case of Emergency (ICE) had been introduced.
Q Keith B asked for clarification of the ICE requirements.
A The Ramblers association recommended that Walk leaders ask walkers to carry ICE on them either in a paper or electronic form. The onus was on the walker to provide the ICE information.
A vote of thanks was given to PS for his exceptional contribution having stepped into the role at short notice.
8. Membership Secretary’s Update
AG advised that membership had a net increase of 8, with generic Rambler leaflets handed out to potential new members. MeetUp, recommended by Ramblers, had successfully introduced new members. It was considered good value with 5 new joiners covering the annual subscription and had the added benefit of sending out emails of walks with the option of information going straight to phone diaries.
The Get-Away to Canterbury involved 32 members and to Lulworth 35 members. Both were very successful involving significant amounts of planning and a round of thanks was given to GS as the key organiser.
Holidays remained popular with Rambler Worldwide holidays in Sardinia in May 2024 attracting 17 members, and a trip to Matera and Alberobello for May 2025 fully booked with 20 members. Social events continued in popularity with the January 2024 Gala dinner attended by 60 members, the Skittles evening 30 members, and the summer BBQ 47 members.
Q Marion G enquired regarding the feasibility of running extra holidays.
A This would be considered for Ramble Worldwide overseas and UK holidays.
9. Footpath Secretary’s Update
IP advised that 6 new kissing gates had been installed. 24 volunteers, including 7 new, had carried out footpath maintenance over 4 work days, with another day planned for February 2025 to deal with the ongoing issues because of excess vegetation. Footpath orders included a new one in Chobham and a change on Sunningdale golf club. Work continued with other Rambler groups and anyone interested in helping with footpaths was asked to contact him.
Q Keith B asked about Surrey County Council’s (SCC) involvement on footpaths.
A SCC’s funding had been reduced and maintenance training stopped. Their role was limited to providing an overview and they were reliant on volunteers for footpath maintenance and the annual BVPI survey.
Q Buster R asked how issues with footpaths were reported.
A Members were asked to contact Ian P for issues within Surrey, or SHR member Sandra T, a footpath warden, for issues within Hampshire.
Q Sean B asked when a new coordinator would be in place at SCC.
A The new person Alfie had been recruited but it would take 3 months for him to be up and running.
Q Mark Q asked whether there were issues with landowner rights.
A There were some and these were dealt with by SCC.
10. Webmaster’s Introduction
Neil P explained the objective of moving to a Rambler-supported website within the next six months. Work had commenced following collaboration with Neil B, the previous Webmaster. Research had been done on other Rambler websites, identifying the differing approaches to content, with some for example providing links to calendars and weather reports. It was agreed that a working party would formulate the content for SHR with the following members offering their support: Kevin Ha, Kevin Hu, Paul S, Veronica W & Sian Z.
11. Any Other Business
GS noted the positivity for the future with new people on the committee and volunteers supporting the work of SHR. The Membership Cup, awarded for the most growth within Surrey, had been given to SHR . A vote of thanks was given to AG who worked so hard on recruiting and maintaining numbers.
Social events continued to be important and the first one in 2025 was a New Year’s lunch at The Ely on 1st February 2025. An email with further details would be sent soon after the AGM with everyone encouraged to check they were receiving emails and their junk inboxes.
The Spring Getaway was announced, to be held in March 2025 in Bradford-on-Avon at the Leigh Park Country Hotel. An email would be sent a week after the AGM allowing all members an equal chance to read the information and book a place. Members were encouraged to advise others not attending the AGM.
Q Lisa H asked whether the hotel was dog friendly.
A Enquiries would be made.
Q Marion G asked whether twin rooms were available.
A There was a selection of rooms available including twins.
Q Brian L and Geoff G asked what steps were being taken to ensure everyone who wanted a place on holidays and events got one, with an idea being that priority was given to those who had missed out previously.
A One week’s notice was being given about the Get-Away to allow everyone a chance to receive the information and consider booking, and members had been asked to check they were receiving SHR emails. In Bradford-on-Avon a second hotel was available if demand was high. Other ideas included running sequential Get-Aways (Mon-Wed/Wed-Fri). On 2024 Get-Aways all members who wanted a place got one as some withdrew and those on the waiting list were invited. Capacity on Ramble Worldwide holidays was determined by them, and places were offered on a first come first served basis, with no one wanting a place being unsuccessful.
Q Rita A asked how a booking was secure.
A By receipt of the deposit at SHR’s bank.
Q Sean B asked how many rooms were available for the Bradford-on-Avon Get-Away.
A 38 rooms with a maximum of 50 people to allow for sufficient walks and leaders.
Q Keith F asked how working people were being considered when planning breaks.
A Advance notice was given on Get-Aways and UK and overseas trips to allow people to check diaries and make arrangements.
GS concluded this section by advising that the committee considered these points regularly and that the new website would assist in communicating activities to members.
A vote of thanks was given to GS for his outstanding work on organising so many events and activities.
12. Chair’s Closing Remarks
GS closed the meeting by thanking all those involved in organising the AGM, including the committee, Brenda for the walk, Buster and Paul for the technical aspects, Hilary, Hazel, Bev, Kandra and Sally for providing refreshments and making cakes. He closed the official meeting at 1.00 pm.
The meeting was followed by refreshments, a poem by Bev, a walking-themed quiz by Hazel and Paul, and a line dancing demonstration by Roma. Members assisted with the clearing and dismantling of tables and chairs at the end of the meeting leaving the facilities in good order.
Hazel D
Surrey Heath Ramblers Group Secretary