AGM 2008

The minutes of the 2008 Annual General Meeting of the Harrogate Rambling Club, held on Monday, 13th October, 2007 are below. Please click on the links to go directly to the appropriate sections.

1. Opening Remarks

2. Apologies for Absence

3. Minutes of the 2007 AGM

4. Matters Arising from the 2007 Minutes

5. Annual Reports

6. Annual Accounts and Financial Strategy

7. Appointment of Auditor

8. Retiring President's Resume

9. Consideration of the Three-Year Rule for Committee Members

10. Election of Officers and Committee Members

11. Any Other Business

12. New President's Address

1. Opening Remarks

Molly Askew, President and Chairman opened the meeting at 7pm. by welcoming the members present and thanking them for their attendance (86). She referred to the deaths of three members, Derek Jennings, David Bromley, and Mick Wootton, and asked everyone to stand for one minute's silence in their memory.

She then declared the meeting open.

2. Apologies for Absence

These had been received from Peter Wells, Brian and Shirley Clarke, Mike and Sheila Adams, Brenda Schofield, Michael and Jennifer Daly, Angela Norris, Derek and Rosemary Chapman, Rodney Waddilove, Len and Mary Roberts, Eric and Maureen Jessop, Ann Wadd, Sandra Howarth, and Dorothy Renwick.

3. Minutes of the 71st AGM, 8th October 2007

The minutes had been circulated and the President asked for approval. Keith Wadd queried part of item 5 regarding the allocation of donations to charity. He had understood that all the charities agreed to at the last AGM as recipients were to receive equal amounts rather than one charity being singled out. Buck White explained that the Committee had upheld the wording of the minutes and that they had understood that it was left to the discretion of the Committee as to how any donations were allocated within the recommendations made at the AGM.

Acceptance of the minutes was proposed by Tony Marsland, seconded by Alan Winstanley and accepted by the majority with Keith Wadd and Tom Snelling both wishing their disagreement with item 5 to be noted. The President duly signed the minutes.

4. Matters Arising from the 2006 Minutes

There were no further issues.

5. Annual Reports

The President introduced the officers' reports and requested that all questions be saved until the end of the reports.

(i) General Secretary.

Pam reported that:

There had been two approaches from other Rambling Clubs - the Scarborough Rambling Club had requested insurance information, and the Rochdale Club had joined with Harrogate Rambling Club on one of their awaydays. Molly had led a successful walk around Harrogate for their C/D grade walkers, whilst their other members ventured further afield. An enjoyable day was had by all, and the Rochdale Club have suggested a reciprocal visit.
Two accident report forms had been received during the year.

(ii) Programme Secretary

Dela said that the Programme had gone very smoothly this year. She had an excellent working relationship with the printers and walks leaders had been much better at providing all the required information, making life easier for everyone.

She reported that during the last year 410 walks had been offered covering nearly three thousand seven hundred miles, led by 129 different leaders. She also pointed out that one person had led over 20 walks and that it wasn't too difficult to guess who that was! Dela then wished good luck to her successor and said she would be happy to support them in any way she could.

(iii) Membership Secretary

Julia reported that the membership had fallen slightly from 465 last year to currently standing at 458 (284 individual members, 87 double) with 57% now contactable by email. There had been 48 new members including doubles, with 55 lapsed members giving a net loss of 7. There were 64 members paying by standing order.

She reminded members to inform her of email address changes.

(iv) Webmaster

David informed the meeting that the website averaged 25 visits per day, up 10 from last year. These peaked at 40 with 2-3 pages viewed per visit and seemed to be evenly scattered throughout the day. Mostly people had looked at walks listings, but also at membership information and walks collectors had started downloading electronic copies of walks slips. He was particularly pleased to see that around 15% of visitors look at the photo albums and said that he is always happy to receive photos from members although he can't promise they'll always be published. An interesting development had been visitors reaching the site via the French and Polish Google pages.

David said that he aimed to put Julia’s walks amendments on the website within 24 hours or quicker so the listings are up-to-date. The site also has links to other useful sites and he stressed the point that the site is for everyone, not just for new members. He said he always welcomed any suggestions for improvement.

(v) Vice President’s Summary of Events.

June summarised the social events of the last Club year from Oct. 2007 to Sept. 08 as follows:-

The quiz night at the beginning of November, arranged by Buck and Molly, was extremely successful. About 30 members joined in the fun, trying to answer the questions set by Lynda and Alan Winstanley, and Noreen and Oliver Logan. The quiz was followed by a Faith Supper.
The Xmas Coach Ramble, arranged by Molly, offered three walks but thanks to the weather they were all rather damp and water-logged. However, a warm welcome awaited everyone at the Copy Nook Hotel, where a festive meal was enjoyed. On the return journey the A and B walkers gave an entertaining sing-song.
The Annual Dinner this year was arranged by Molly, and held at the Ascot House Hotel. Thirty two members attended and enjoyed a delicious meal followed by entertainment from the St.Andrew's Singers.
In April Brian and Molly organised a Ceilidh which was very well attended with 63 tickets sold. The Faith Supper was most successful and Tom Snelling had done a splendid job running the raffle, which raised £200 for St. Michael's Hospice.
The Spring Coach Ramble in May was organised by Peter Wells, and headed for Chatsworth in the Peak District. There were three walks led by Keith Wadd, Peter, and Molly, and all were enjoyable with the weather being extremely kind on this occasion.
In early June 27 walkers took part in a Club Walk taking in the Yorkshire Three Peaks. This had been a suggestion of Larry Bagshaw's and had been enthusiastically welcomed by the committee. Although challenging, all the participants had a tremendous day, and 20 of the tired walkers enjoyed a meal at the Crown Hotel in Horton afterwards. June hoped that a similar event would be arranged next year.
Next came the Club Holiday in early September, which this year was set on the beautiful Northumberland coast. Twenty three members went and two grades of walk were offered on most days. However, due to the weather and local flooding some had to be cancelled but still, an enjoyable time was had by all.
During this last year Sandra Jacklin had organised 4 long away days. Sandra had reported that these had been well attended, the walkers enjoying excellent weather and good company. June thanked Sandra for arranging those outings. Josie Wilesmith had arranged 2 short away days and June thanked her for those. However, the away day to Wycoller had to be cancelled due to weather conditions. June reported that generally the short away days were not well attended and a decision on continuing these will be made by the next Committee.
Finally, Molly arranged her last event as President by organising a coach ramble to Swaledale at the beginning of this month. There were 3 walks led by Roger Bibby, Brian Pringle and Joe Regan, followed by a lovely meal at Kearton Country House Hotel in Thwaite. After the meal Roger Bibby thanked Molly for organising the day and for all her efforts over the last 3 years.

June concluded her summary by saying what a pleasure it had been to work with Molly over the last year. She thanked her on behalf of the Committee and the Club for all her hard work and wished her a happy holiday with her family in Australia.

6. Annual Accounts and Financial Strategy

Buck presented his report with reference to the sheet previously distributed to the meeting. He pointed out that the Club's financial year ended 31st August with Total Assets of £6640 compared with last year's total of £6869, a reduction of just £229. Details of Income and Expenditure had been shown on the sheet, with a Balance Sheet for the year ending 31.8.08. These accounts had been audited and signed off by the Club's auditor, Brian Clarke.

Buck then asked if there were any questions.

Sandra Jacklin queried the loss on the Whitby coach ramble but as this had been signed off at the last AGM it was considered to be finished business.
She then also mentioned the loss on the Christmas coach ramble but this was due in part to the number of people cancelling who were given refunds. Eric Taylor also wanted a satisfactory answer to the loss. Buck explained that it was difficult to put a detailed breakdown on a sheet such as the one circulated but if anyone wished for further information he would be happy to supply it. He also made the point that the auditor had been satisfied with the accounts and proceeded to ask for someone to propose acceptance of the accounts.

Tom Snelling proposed, was seconded by Alan Winstanley, followed by a majority vote in favour, with three against.

Buck drew attention to the second half of the sheet and his proposed Financial Strategy. The Financial Strategy approved by the 2006 AGM and amended by last year's AGM had been followed. This had been to reduce the Club's surplus to a sum roughly equivalent to one year's subscription, now about £2800, by giving a 10% subsidy on club activities (approx.£500), and by donations to charity (£1000 to Yorkshire Dales Millennium Trust)

He told the meeting that this strategy had only been partly successful and time consuming to administer, and suggested that a new strategy be adopted to make the necessary reduction in one year. The Committee had agreed with this approach. As the Club's finances currently produce a working surplus of about £1500 per annum, Buck had estimated that by this time next year the surplus would be £6640+£1500=£8140. Deducting the desired surplus of £2800 this would leave about £5340 to dispose of.

He went on to give the recommendation of the Committee, which was three-fold:

a)      cancel the 10% subsidy on Club activities

b)      give existing members a 1 year subscription holiday (worth approx.£2800)

c)      donate £2500 to one or two charities from the list proposed at the last AGM (ie Yorkshire Dales Green Lanes Alliance, Yorkshire Air Ambulance, Youth Hostels Association, Ramblers Association – but not the YDMT who had received this year’s donation)

Buck then asked for comments from the floor. John Footman pointed out that a few years ago the surplus was discussed and that projects such as repairing stiles and bridges had been preferred to charities. Keith Wadd said that the nominated charities all did a lot of work for ramblers and they should be supported. There was a lot of agreement with him from the floor. Some members wished to know why a quick approach was necessary and Buck explained that the Committee felt there was nothing to be gained by hanging on to the money. Patrick Clarke felt the money should be kept for an emergency. Eric Taylor welcomed the proposal but not the free membership. David Peckett commented on the problem of those paying by standing order, but these number only sixty four. Keith Wadd said that funds should be accumulated to support charities not fees. Yvonne Arntsen then proposed taking a vote on (c) only. Buck said he wanted to carry out the wishes of the Members and proposed a motion to support (a) all agreed to cancel the subsidy, to remove (b) seconded by June Regan and all agreed, and to consider (c) all agreed.

Lynne Noble wanted to add local charities instead of the Youth Hostel Association and suggested the Yorkshire Dales Society. A vote was then held on the named charities. The Youth Hostels Association was unanimously voted against, the Yorkshire Dales Green Lanes Alliance, Yorkshire Air Ambulance and Yorkshire Dales Society all received unanimous votes in favour and the Ramblers Association received a majority vote with only a few against. There then followed a brief discussion as to the amount to donate, especially in view of the current financial crisis and the possible need for the Club to retain a little more surplus. Yvonne Arntsen proposed a compromise of £1000 to each charity thus totalling £4000. Buck proposed this motion, was seconded by John Fowler, and all voted in favour with no abstentions.

7. Appointment of Auditor

Unfortunately Brian Clarke was not able to be present at the meeting but had indicated his willingness to audit the Club's accounts next year. Buck therefore proposed the motion that "Brian Clarke be appointed to audit the Club’s accounts for 2008/9", this was seconded by John Hopkins, and all present agreed.

8. Retiring President's Resume

Molly said she had been very fortunate to be supported by a very strong Committee throughout her Presidency, and also to have received warm support from the Club members. She had enjoyed meeting so many members whilst walking with the different groups and had enjoyed organising the social events. She had considered the highlights of her Presidency and had been particularly pleased with the new walks grading system, which now seemed to be working well. Molly also said how much she had enjoyed the 70th.Anniversary celebration which had been a great success, and was pleased that so many had previously benefited from the 10% subsidy on social events.

Molly was especially pleased to have been able to make a £200 contribution to St.Michael's Hospice via the raffle, and to donate £1000 to the Yorkshire Dales Millennium Trust. Trees will be planted on land near Timble, to begin in December, with a path through these trees and a plaque acknowledging the Club as a major sponsor. She hoped that all grades would be able to use the path in future and hoped to walk that way herself for many years to come.

Although ending her Presidency, she had felt it important to ensure continuity of events by arranging the Christmas Coach Ramble and the Annual Dinner, thus enabling the incoming Committee to settle into their roles.

She thanked the walks collectors, walks leaders, Walk Co-ordinator and Programme Secretary for continuing to produce excellent programmes, and thanked the Club Webmaster for maintaining the website. Molly then asked Buck to take the following item.

9. Consideration of the Three-Year Rule for Committee Members

Mike Smith had requested that this item be included on the agenda. Buck pointed out that it was only for consideration to be brought to the next AGM in writing with the required notice. He then asked Mike to say a few words.

Mike felt that it needed a year to get used to a role on the Committee and then 2 or 3 to settle in and thought it might help to abolish the rule. There was a lively discussion following this statement, with Eric Taylor disagreeing over the time needed to learn the job, Joyce Sargeant and Tony Marsland agreeing that there should be a staggered resignation, and John Fowler suggesting a change to the upper limit to 5 or 6 years.

Buck asked for a show of hands to see if it was worth the Committee considering a change to the rule. Most thought it was. As no one wanted the rule removed it was the length of time serving which was to be considered. Tony Marsland proposed that the Committee be empowered to discuss this and draw up a proposal for the next AGM. This was seconded by David Peckett and all but two agreed.

10. Election of Officers and Committee Members

Pam asked members to turn look at the nominations. She pointed out that there nominations still needed for Vice President and two Committee Members. She asked if there were any volunteers from the floor. There were none. She asked if someone would propose accepting the nominations en bloc.

There was a request for the new nominees to stand and make themselves known. Andrew Batcup (nominated as President), Yvonne Arntsen (nominated as Programme Secretary) and Ros Kemp (nominated as Member Representative Committee Member) all stood. Judith Cornfield (nominated as Member Representative) was not present. David Hopkinson proposed acceptance of the nominations; these were seconded by Carmen Marsland.

11. Any Other Business

Before handing over to the new President any other business was taken. Eric Taylor thought that some of the Club’s advertisers might not feel they were getting value for money and suggested a free year.

Alan Storer said that he had recently noticed that the Lesley Seed seat needed some attention. Sandra Jacklin said it had been only eighteen months since it was last attended to and that the structure was fine, it just needed re-varnishing. It was thought that it would benefit from yearly treatment and that the Club could afford to pay someone. It was agreed that both these issues should be addressed by the next Committee.

Tony Marsland then presented Molly with a bouquet of flowers from the Committee and Club Members, thanked her and asked for applause for all those retiring from the Committee.

12. Any Other Business

Andrew Batcup began by saying he was honoured to be elected as President. He then outlined his background as a Chartered Engineer, first in the UK and then in Canada, taking early retirement and returning to Britain in 1995.

His other interests, he said, included gardening and particularly tennis, having played at Junior Wimbledon and then gone on to play in the over 50's World Team Championship for Canada and captained over 60's teams in London, Wales and Yorkshire. He had also been on various tennis boards in Canada and is currently on the Board of Vets Tennis GB.

He said he had begun walking in Canada, and on returning to England, he and his wife Sue had joined the Harrogate Rambling Club. Since then they had led several C and D walks and enjoyed Club holidays. He said that he was very grateful to the Club for having enabled them to make many new friends and that this was the main reason for him agreeing to become President.

Andrew felt that the Club was very well organised, with a superb website, and variety of walks and social events. To conclude he said "I think we all have a duty of care to those who founded the Club 72 years ago and those who have continued to run it ever since. While we may have heated debates about organisational details, the Members, and particularly the President, mustn't forget the bigger picture. We are a volunteer organisation, providing healthy, outdoor enjoyment for our members."

Andrew then thanked Noreen Logan and Lynda Winstanley for the refreshments, which were now available.

Molly closed the meeting at 8.25pm and drew attention to the posters of photos of Club events..

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