The minutes of the 2011 Annual General Meeting of the Harrogate Rambling Club, held on Monday, 3rd October, 2011 are below.  Please click on the links to go directly to the appropriate sections.

1.  Opening

2.  Apologies for Absence

3.  Minutes of the 2010 AGM

4.  Matters Arising from the 2010 Minutes

5.  Annual Reports

6.  Election of Officers and Committee Members

7.  Treasurer's Report

8.  Appointment of Auditor

9.  Electronic Walks Forms

10.  Any Other Business

1.         Opening

One minute's silence was held in respect for the following members who had passed away: Margery Parker; Bryn Powell, John Edwards, Robert Taylor and Ken Green.

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2.         Apologies for Absence

These had been received from Isobel Beard, Lynne Noble, Jonathan Marriot, Peter Chigwell, Rosemary Chapman’ Elizabeth Hill, John McCormack, Brian and Shirley Clarke, Joan Brown, Pam Curley, Alan Storer, Yvonne Pringle, Brenda Schofield, Ralph Cornfield, Delia Wells, Ann Wadd and Ros Kemp.

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3.         Minutes of the 74th AGM, 4th October 2010

The minutes were unanimously approved.

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4.         Matters Arising from the 2010 Minutes

Matters arising from the minutes of the 2010 AGM are covered in the detailed reports below.

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5.         Annual Reports

(i)      General Secretary.

Judith Cornfield reported that we had reinsured with Perkins Slade and continued our affiliation to the Rambler’s Association. A serious accident to Nick Anderson, who injured his femur when slipping on a stile, was reported to the insurers but no claim was being made.

(ii)       Programme Secretary

Yvonne Arnsten reported that this had been another excellent year with volunteers for most of the walks slots.  As ever, Jonathan has had quite a number of changes to email out but most seem to have been swaps because of illness or changes because of road works.  I have only a few points to mention.

The current Programme was her last and she thanked the Committee and the distribution team working from Noreen Logan’s for the support they have given her.  Thankfully, we had volunteers to replace her. Arthur Griffiths had volunteered to coordinate the Programme but the Walks Section would be done by Ralph Cornfield. Ralph is looking into a way of cutting down on typing time by the use of electronic walks slips and it is hoped that a gradual conversion to this method will make the job much easier.

Please use the Member’s Corner. She thanked people who had contributed and was sure that more would be welcome.  Brief obituaries were still welcome. It is often difficult for the Programme Secretary to know who to ask, so we do rely on volunteers to come forward and offer the obituary.

Income from advertising reduced our costs so, if members knew anyone who might like to advertise with us the cost was only £22 and they only had to send an A4 email attachment with their artwork before the copy deadline.

(iii)   Membership Secretary

Arthur Griffiths reported that the membership at the 2010 AGM had been 450, this had fallen to 400 at the start of 2011.  It has now risen to 443, with the breakdown as follows: Couples: 88, Singles: 267, Males: 164, Females: 278.  In 2011, 42 new members joined.  246 households have e-mail access with 318 members accessible by e-mail.

(iv)   Webmaster

David Peckett reported that the main news was that use of the website continued to grow steadily.  Over the last month or so, he had been seeing the following levels of use:  Average daily visits: 63 (up from 50 last year) with a peak in the last month of 170 on 12 Sep, the day that Jonathan Marriott publicised the new photo albums (71 this time last year).  There was an average of 2-3 page views/visit, which was no real change no real change.  The visits were fairly evenly-scattered through the day, although there were peaks in the late morning and early evening during the week – they are more evenly spread at the weekend.  Not surprisingly, most people are looking at the walks listings, although about 20% of visitors are looking at the membership information.  The peak on 12 Sep showed the interest members have in the photo albums – or maybe it was just the 75th Anniversary one – and so he was always grateful for new photo sets he could use.

Most visitors are local, of course, but we had recently also had visitors from as far afield as Ukraine, Spain and Japan.  David normally aimed to put Jonathan's walks amendments on the website with 24 hours of his sending them out, and usually quicker.  The site’s listings were therefore reliably up-to-date.  Furthermore, the site has links to other useful sites such as Dalesbus, the RA, the National Parks and the Green Lanes Alliance, and a small ads section.  As always, the message was that the site was not just intended for potential new members, but it also contained information that was of interest and use to the existing membership.  He was, of course, always open to proposals about how it could be improved.

(v)   Walks Report.

Eileen Phillips reported that the Club Programme from 1 August 2010 to 31 July 2011 offered 362 Walks + 3 Coach Rambles equating to 371 actual walks offered.  Although owing to the severe weather, as last year,  a number were cancelled during the winter months including the Christmas coach ramble.  The groups had been well supported this year, with the exception again of the Sunday A group.  Despite Lynne Noble's advertising blitz numbers here were still very low.

Walks were led by over 130 members and there had been some new leaders. Our thanks to to everyone who has encouraged leaders to come forward.  Please continue to do this.  Collectors rely, to a certain extent, on the faithful percentage who continue to keep the programme filled – some leading 6 or 7 walks a year. But, to everyone who leads – either regularly or occasionally – thank you.  Thank you to Michael Smith for his time acting as Wednesday A walks collector and to Paul Jackson for taking over from him.  And to Lorna Jennings for taking on the Wednesday E group collecting.  And, of course, thanks to all the collectors who, year on year, gently twist arms to get the programme filled.

(vi)   Social Events and Coach Rambles.

Jen Harland reported that unusually, we began with a non-event, as the Christmas Coach Ramble, planned by John Footman for 5th December 2010 had to be cancelled. It was decided the weather was too icy for walking around Settle. 

The Annual Dinner held on Friday 18th February was well attended by 44 diners. The meal as usual, was excellent but unfortunately the guest speaker, Malcolm Neesam, cancelled at short notice because of ill health. Many thanks to Sue Batcup for arranging an alternative speaker. Whitfield Bensom stepped in to deliver an interesting series of photographs and commentary about the Yorkshire Dales, its flora and fauna.  Molly Askew and Jen Harland arranged the Spring Coach Ramble to Bolton by Bowland on the 18th May. We were delighted to have a full coach of 51. The weather was heavy drizzle as we left Harrogate but the day improved from then onwards.  We dropped off the A walkers in Slaidburn with Roger Bibby as leader, the B walkers were led by John Footman from Gisburn and the rest of us continued to Bolton by Bowland where Molly's walk began. The skies cleared and everyone met again after their walks in the village for a hearty meal at the Copy Nook Hotel.

This year's summer social was the 75th Anniversary Walk arranged by Judith Cornfield and Ros Kemp on the 6th July.  105 members walked on the day, with 120 attending the excellent buffet. The walks distances totalled 75 kms with Judith Cornfield, Ros Kemp, Merrilyn Graham, Sue Batcup and Thelma Leone and Ann Berry as leaders. Everyone met up at Armscliffe Village Hall for the buffet and the press photographer.

The Autumn Coach Ramble on 7th September to Filey was organised by Sue Batcup with 47 walkers braving a very windy day. Thanks again to Judith Cornfield for stepping in at short notice to lead the A walkers. Ros Kemp led the B's with Sue and Andrew leading the remaining walkers. Everyone met on Filey's North cliff and headed down into town for a "free choice" evening meal.

Thankfully, there had been no accidents or coach break downs, just many thanks to all who had supported these events and a huge thank you to those who had organised or acted as walks leaders.

There were just two future events to mention. The Christmas Coach Ramble to Settle was scheduled for Wednesday 4th December, and the Annual Dinner will be on Friday 17th February at Ascot House.

(vii)   Navigation Workshop.

Andrew Batcup read the following report from Lynne Noble. 

The Club would like to see more members express interest in map reading, partly to encourage members to have the confidence and ability to lead, to demonstrate how informative a map can be, to cope with inclement weather when the cloud is down and also in recognition of the impact of Open Access provisions. Across many acres of the Dales and Moors walkers are no longer confined to rights of way but may roam over heath, moorland and, in particular, beautiful limestone countryside which provides for a greater variety of routes but where navigation may be more exacting.

(viii)   The President's Address.

Andrew Batcup reported that the highlight of this year was our 75th Anniversary celebration on July 6, organised by Ros Kemp and Judith Cornfield.   Following five walks totalling 75 km., 120 people sat down to a buffet supper at Almscliffe Hall in Huby.   The Harrogate Advertiser published a write-up of he event and took photographs of each walking group, and you can see the results on the notice board.   Copies can also be obtained from the Advertiser.    David Peckett also had some excellent photos of the event on our website, hard copies of which were also on the notice board.   It was a wonderful day, and the weather improved as the day wore on.

We had to cancel the Christmas Coach Ramble last year because of the snow, but this had been re-arranged for December 4 this year.   The 2011 Coach Rambles had resulted in full coaches, producing a small profit, and were thoroughly enjoyed by all.   Thanks to Mollie, Jen and Sue for organising them.  Also successful was the identification of Honorary Club Members, according to Club Rule 4, by our Membership Secretary, Arthur Griffiths.   We had received several letters of appreciation as a result of this.

Less successful, though not for want of trying, were our efforts, (or rather Lynne Noble’s efforts), to recruit more Sunday A walkers.   Lynne distributed purpose-made posters to over 100 new locations, but the response was disappointing.   Lynne also organised a navigation course on September 8 and 17 attended by 14 club members.

He also mentioned a new book of walks published by Keith Wadd, a long-standing Club member.   Copies of this were available for purchase.   Also on the table were some gems from our archives – for example, the handwritten minutes of the Club’s first committee meeting on October 31 1936, at which the annual membership fee was set at 2/6d.    There was also the first Club programme with walks arranged every 2 weeks and a Beetle Drive organised for December 5 1936.   Finally there were a couple of photograph albums circa 1996, one featuring a picture of Eric Taylor, Molly Askew and Dorothy Renwick frolicking in the sea and looking very youthful, though sadly, fully dressed.

As many knew, he had reached the end of his allotted 3 years as Club President.   His job had been made easy by the excellent support he had had from the Club’s Committee, and he wished to pay particular tribute to those Committee members who, like him, were standing down.   These were Yvonne Arntsen, Jen Harland and Ros Kemp.   Judith Cornfield had also served for 3 years, including 2 years as General Secretary , and was now standing for election as President.   All of them had worked so hard on your behalf.    He also thanked his wife Sue, who had worked prodigiously behind the scenes and organised 3 Coach Rambles over the last 3 years.  This Club’s strength was its volunteers.   He thanked all the walks leaders and walks collectors, Lynne Noble for the navigation workshops and her efforts to recruit Sunday A walkers, Jonathan Marriott for the walk changes emails, and David Peckett for the website.  The Club had weathered a few storms over the last 3 years in terms of filling officer positions, the increases in membership fees, mileage rates, etc.   Now, however, he was pleased to be able to hand over the Club in good shape with regard to membership numbers, a full slate of Committee members, and financial soundness.  This is a welcoming, friendly Club and he had been honoured to serve as your President.

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6.       Election of Officers and Committee Members

Judith Cornfield first explained that Yvonne's duties as Programme Secretary had been split.  This was because we did not get any nominations for Programme Secretary as the role currently stands.  Ralph Cornfield had volunteered to act as Programme Secretary in collating all the walks information for the programmes.  This information will continue to be provided by walks leaders to walks collectors.  Arthur Griffiths had volunteered to prepare all sections of each programme other than the walks, that is to say: the future events, the advertisements, the information regarding walk grades, meeting points and walks collectors and committee members contact information and to liaise with the printers.  This was in addition to his role as Membership Secretary.  She thanked Ralph and Griff for volunteering to take on these roles.

The following officers were then elected unopposed:

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7.         Treasurer's Report

Linda James reported that this year the club made a surplus of £676 (after spending £1186 on the 75th anniversary celebration) bringing our reserves to £5173 which is almost 2 years’ operating costs.  Running expenses rose a little, and subscription and advertising income fell slightly, but a compensating profit was made on normal activities.  The club bank accounts continue to be held with HSBC. We now had online banking available so that payments could be made electronically saving time and postage.  The accounts had been examined by Brian Clarke and certified to be in accordance with the books and records.

The accounts were approved unanimously.

Linda proposed that club rule 6 be amended to read:  "Payments are to be made by cheque or direct debit signed by any two from the President, Vice President, General Secretary and Treasurer, or by internet banking by the Treasurer".

The change to club rule 6 was approved unanimously.

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8.         Appointment of Auditor

Linda James proposed that Brian Clarke be appointed as auditor for 2011-2012; Brian had indicated his willingness to audit the accounts.  This was approved by a unanimous vote.

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9.       Electronic Walks Forms

Judith Cornfield explained that it was proposed to trial a new electronic walks form to try to reduce the amount of typing for the Programme Secretary.  She emphasised that any walk leader or collector who was not comfortable with using a computer would still be able to use the current paper-based walks slips.  Any Walk Leader who was comfortable with using a computer would be able to download a new electronic walk form from the web site. This is an Excel Spreadsheet with a green HRC logo. Clicking on the logo would bring up the form. Once this had been completed and saved it could then be attached to an e mail to the Walks Collector who, after checking, would forward it to the Programme Secretary.

More complete instructions on how to use the tool would be available from the website, but if anyone had a problem using the documents they should contact David Peckett.  It was intended to run the electronic walks form trial alongside the existing system and paper walk slips would always be welcome.

David Peckett explained that the new form would be available on the web site shortly.

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10.       Any Other Business

Peter Wells expressed concern over the lack of priority given to footpath repairs by NYCC.  He requested all leaders to report problems, preferable by e-mail to paths@northyorks.gov.uk.

Keith Wadd informed members about his new book, Stepping Out from Leeds and Bradford.  The proceeds from sales would go to the Ramblers’ Association.

Judith Cornfield asked for thanks to be expressed to Andrew Batcup for serving for three years as president and to Yvonne Arnsten who had served for three years as Programme Secretary.

Andrew Batcup thanked Eileen and Jen and their helpers for providing tea and coffee and closed the meeting.

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