Committee Meetings
Wednesday 27 Oct 21 October committee meeting
Meeting at 19.30
Location Dicken Suite Longton Snooker Club ST3 1PLAgenda
- Apologies for absence
- Minutes of previous meeting
- Matters arising from minutes
- Reports from Officers and Committee
- Report from Area Committee Meeting held on 14th October
- Membership Statistics
- Forestry Commission Report
- Rights of Way Zoom Events
- Council Stile Replacements
- Blog related issues
- Ramblers Rebranding and Website
- Footpath Signage Initiative
- Christmas Meal
- Boxing Day +
- WAG2022
- Venue for meeting
- AGM dates
- Finances 2021-2022
- Financial Report and budget/spend for fiscal year
- Bank signature changes
- Audley Grants
- Risk Assessment
- Insurance - walks and path maintenance
- Response to Area
- Walks Programme
- Full Day Walks Coordinator Role
- Committee Role Responsibilities
- Walk Inclusivity
- Walk Behaviour
- GWEM Access
- Walks Manager update and access
- Multi Group walks
- AOB
Date of next meeting Thursday 20th January 2022 7.30pm
Reports
CHAIR
Since I was elected to this role the very successful and well supported group trip away took place with 40+people heading to Ross on Wye for a walking weekend.
We are still short of a full day walk program coordinator and just for the next 2 months Elizabeth has stepped into the breach to help get the program filled but we need someone to load GWEM and take the task on full time.
VICE-CHAIR
Nothing to report
SECRETARY
I can confirm that we closed the Facebook group, as agreed at the last Committee Meeting.
Assemble
Following the AGM I notified CO of the current committee. Following the update on Assemble I checked that all volunteers were correct. Discrepancies were identified and almost all have been resolved by CO. The only one outstanding is one member who gained a profile of “Group Online Walk Editor” around the 15th September who was not at that time a Committee member and I have not been asked to request CO add them. Can any Committee member shed any light on this?
WAG 2021
The weekend in Ross-on-Wye was attended by around 40 members. A variety of walks on Saturday, Sunday and Monday were led by Ken T, Kate L & Frank B, Charlie B, John D, Linda B & Linda W and Tony A and enjoyed by members. Thanks to all of them for offering such lovely walks. Also thanks to Charlie B for entering all the weekend details onto our website. A group meal was held at Orles Barn on Saturday evening and attended by 36 members, organised by Julie T & Judith G. This was an excellent meal, with food that was of the highest quality and staff that were very attentive. The comments fed back to me were that the evening was one of the best and thanks were given to both of the organisers.
Photographs of the Weekend have been added to the website.
Next years WAG will need some thought in readiness for a meeting early next year.
I will not be volunteering to Chair next year’s event, so we need a volunteer to Chair the meeting and coordinate the event planning.
Christmas Meal
We need volunteers to organise the Annual Christmas Meal and walk. The last one (in 2019) was organised by Julie T, with a Walk led by myself.
Boxing Day +
We need volunteers to organise the pub lunch and walk for the Annual Boxing Day + event. The last one (in 2019) was organised by John H.
Area AGM 2021
Lichfield Group will be hosting the event on Sunday 28th November. Walks will be available in the morning. A guest speaker from HS2 will give a talk following the AGM. Full details are contained within the StepOut booklet and on our website, under “Committee”
Area AGM 2022
I can confirm that we have now booked Fulford Village Hall for our Group to host the event. We will need to consider walks, catering and other requirements at the January Committee Meeting.
Area Committee Meeting 14th October report
Cannock Chase AONB – Much work is ongoing to keep the location in the best condition for the growing number of visitors. This includes “Environmental Land Management “, car parking, cattle grazing, Deer safety and a Brocton Oaks project. A full report from Dick Turton can be obtained if you contact me.
AREA Footpath Report- As all COVID restrictions have been lifted work has now recommenced looking at footpath diversion applications and general reported problems. Staffordshire County Council have now completed the update to the Definitive Map and AREA now hold 2 copies.
Staffordshire Way – Volunteers continue to help clear, maintain and resign paths. The Staffordshire Way booklet is being looked at, with the possibility of rewriting it to update contents.
Future Meetings – Discussions took place and 3 options became available. Firstly all via Zoom, secondly all face to face in Penkridge, thirdly the October and January meetings to be via Zoom and the April and July to be face to face in Penkridge. The third option was accepted.
Risk Assessments – There is still disquiet in the Groups, with some walk leaders not coming forward due to the Risk Assessment requirements. Peter requires all Groups to feedback their views and he’ll then respond to CO. Insurance was a factor and documents are available on Assemble.
Meeting Venue
I can confirm that, following a successful AGM held at The Dicken Suite, I’ve been able to negotiate the room FOC for future Committee Meetings. We will not get a bar in the room but can collect drinks from the bar in the ground floor pool room on the way in or during the meeting. We will have to ensure that we leave the room tidy and return all glasses to the bar to be able to fulfil their terms and conditions. The room will attract a £75 hire charge for the AGM, which will include the room with bar facilities.
Future AGM Dates
Next year’s AGM (2022) was set after the Area AGM to enable the existing committee to seamlessly host the Area AGM event. A constraint in the past for our AGM date had always been the election of the Committee and the deadline for the Printed Programme. The Ramblers Guidelines for AGM's advise the meeting takes place in quarter 1 (1st Oct - 31st Dec) but preferably before the Area AGM (last Sunday in November). Also we have to allow time to audit the accounts for year ending 30th September. Given that, I believe we should look at future dates somewhere in the period of the last week in October or first two in November.
Committee and treasurers views please at the meeting.
Audley Grants
Grants and Funding Applications.
The Parish Council have now launched a grant funding programme for 2021/22 – there is £4,000* available until the end of March 2022. Applications will be invited for up to £300 per project from any constituted community group (not for profit) in the Parish of Audley. The organisation must have a bank statement in the name of the group and evidence of how the grant will be spent (and receipts to show how it has been spent) will be required, along with attendance at a future Annual Parish meeting.
*The total grant funds (currently £4k) will be allocated in two tranches – April to September (£2k) and October to March (£2k). Funds will be split equally across each tranche. Once all funds are committed, all applications will be deferred to the next available tranche.
(Tony Adair will speak for this as per Agenda)
Full Day Walks
During the last Committee meeting there was some discussion about the Full Day walking programme. It was obvious to me that the Full Day Walks Coordinator was very upset. After the meeting I spoke to Hazel to try and get the gist of the problem. Some days later both Julie T and I met Ian and Hazel for a chat to listen to their grievances. It would appear to be all related to the undermining of his position. Both with walks being added to the programme without consultation and with walks he had already added, with full details, being hijacked to add distance. I think we need to discuss this and ensure something like this never happens again. I’ve always believed that new ideas are essential in moving the group forward, but they need presenting to Committee first. They can then be evaluated and if accepted then implemented in a professional manner.
Walk Coordinators are the most important roles on the committee. If they didn’t do such a good job in attracting members to lead walks, then we wouldn’t have a walking group. All other committee roles are secondary and none of my work for instance has ever resulted in a walk being added to the programme.
Also I’ve had feedback from some members about comments heard regarding not accepting some members on Walks because they are too slow. This certainly does not fit into the values of the Ramblers Organisation.
I do hope that the new committee can reset our values and responsibilities and we can take the group forward enabling us to get back to where we should be, offering walks to all people of all abilities for leisure and pleasure.
A Ramblers Mission Statement .....
All Group Walks must be open to everyone. This is a key part of the Ramblers Charitable Mission: To help everyone access and enjoy the pleasures and benefits of walking.
TREASURER
Nothing to report.
MEMBERSHIP SECRETARY
As of 13th October we have 290 members, 11 new members since July. Affiliates show that there are 3 members who are also members of another group and 3 reinstated members who have re-joined after a break. There have been 23 movers and leavers since 13th July, 13 lapsed, 6 resigned, 3 have moved area and 1 moved group. Out of these 1 person was recorded as lapsed incorrectly and 2 others were the only regular walkers. Overall numbers are less than this time last year but we still have the largest membership within the Staffordshire area although only a fraction of these are regular walkers.
I would estimate that the number of active regular walkers is 70. There are stats available which show the number of people walking but this is based on walk leaders inputting the information into the Ramblers App which most leaders are reluctant to do.
Membership Queries
Frustrations concerning active memberships have been experienced again. Central Office have mixed up two members who have the same first name and second name. This has finally been sorted out after many emails and calls to Central Office. Another long standing member lapsed inadvertently and has attempted to re-join but there has been a problem with the direct debit which should hopefully be rectified soon. If you know of anyone experiencing membership problems please ask them to contact me and I’ll try to help.
Inclusivity
Covid and the restrictions imposed have made us acutely aware of how important walking is to us for exercise and for our mental health. Being unable to walk as a group freely I believe affected us all to some degree. As trends nationally show we have new people joining the group having turned to walking during the pandemic.
As Membership Secretary I would like to remind members of the Committee that Ramblers membership is inclusive and open to all. No member should be prejudiced from taking part in a group walk because of their ability or the pace that is comfortable for them. The only reason for refusing a member the right to join a group walk on the day would be down to inadequate clothing or footwear for the conditions. Dynamic risk assessments on the day allow walk leaders to assess the people on the walk and adjust it accordingly. The walk proceeds at the pace of the slowest walker taking into account stiles, gates and other obstacles noted during the recce. This information can be passed to the Walk Coordinator for inclusion in the walk details so that anyone wishing to join the walk will be able to make their own judgement.
Publishing Volunteer Details – GDPR
A reminder that the Publishing Volunteer Details Form should be completed if a volunteer’s personal details are going to be published online or in print. For example within the Group Walks Event Manager (GWEM) or within the group website. The volunteer opts in or out for their name, email address, phone number being publishing in print and/or online. See Assemble for more information on GDPR and a copy of the form if needed.
FULL DAY WALKS COORDINATOR
Position is vacant at present.
HALF DAY WALKS COORDINATOR
The programme continues with walks up to the end of the year.
MID WEEK WALKS COORDINATOR
Regarding mid week walks, Brian Lewis has been drumming up support for Thursday's. I will continue to do Wednesday's. We do get good attendances.
WEBMASTER
A new landing page has been introduced to the website with the aim of providing a welcoming overview to any potential new members, while keeping it easy for existing members to access the walking programmes. I am grateful to Julie for her suggested improvements.
An official response has been given by the Board of Trustees to the Motion submitted to General Council last year. It seems to me they have nothing new to offer - merely warm words to suggest everything is in hand and they are committed to working with volunteers. However, the launch of the new "rebranded" website has been put back to the New Year, and full implementation of "Son of GWEM" seems likely to be even later. Although a new logo has been revealed, together with a new palette of colours, no guidance on how and where to apply them is forthcoming.
Nationally, there is a great deal of dissatisfaction about the imposition of Risk Assessments, and suggestions that some sort of call for their withdrawal will be proposed to General Council 2022. Similarly, there may be an attempt to do away with Assemble.
FOOTPATH OFFICER
We are still waiting for confirmation of the working party starting back again, hopefully in the next few weeks.
Regarding the Hamps Way and Churnet Way I`ll report my progress so far in trying to save these two paths at the meeting.
COUNTRYSIDE OFFICER
Nothing to report
SOCIAL SECRETARY
The Turkey Trot walk and mid-day meal opportunity has been arranged for Wednesday 12th January 2022.
COMMITTEE
BW-No report submitted KT-Nothing to report RC-Nothing to report
Minutes
Present: Philip Snow, Elizabeth Snow, Peter Till, Julie Tilstone, Alan Wheatley, John Hammond, Doreen Adair, Brian Wood, Ken Twigge, Richard Clamp, Charlie Bigley, Brian Lewis, Linda Leese, Alan Bell.
Observers: Howard Caton, Maggie Caton, Tony Adair, Ann Clamp
Apologies: David Fowler, Paul Lockey
Minutes of previous committee meeting
Minutes as circulated were accepted as a true record.
Proposed: A.Wheatley, Second A.Bell and accepted.
Matters Arising
AOB JT asked if litter picking executed on the proposed walk – KT ‘no, better done outside a scheduled walk’. DA has her own litter picking equipment from Newcastle Council and also JT from Stoke on Trent Council. A proposal to choose another occasion can be put on January’s agenda.
‘Stop Press’ on the website no longer requires booking on to walks as was in place for Covid measures. KT will still be asking this for his walk leading, BL will need this for the ‘Turkey Trot walk event. Leaders are open to request on their walks.
Reports from Officers and Committee
Reports were circulated by AW prior to the meeting and then referred to. Particular items that were deemed requiring more depth and /or requiring motions appear later in these minutes.
AW explained: ‘Assemble’ needs to be kept up to date to ensure activities have valid insurance. Assemble and membership systems are not linked, Central office has to be informed to add volunteers to the Assemble data, this includes adding BL as online walk editor. It appears he was registered by John Damarell but AW and JT were not informed.
PS thanked the work done to close down a Face Book page.
Report from Area Committee
AW made clear that the committee agreed to hold winter dates meeting on Zoom and summer meetings face to face.
Membership Statistics
JT shared her report. PS selected some of the findings to highlight; number of members has very slightly decreased, 30% have consented to receiving local emails. Apart from AGM notice communication times, it is not permitted to send any form of newsletter to the entire group’s membership.
Forestry Commission Report
A brief discussion acknowledged its separation into two separate entities. PS noted that its inference of an 8 week notice to walk into the ‘Forestry England’ land (its new name) is not actually valid for access to public footpaths.
Rights of Way Zoom events
AW has not taken up an invite and others have not had positive feedback to share. PS is booked on and will report back his experience at the next meeting.
Council Stile Replacements
AB has continued to liaise with Staffordshire County Council but expressed disappointment that R Assoc has not assisted further to keep Churnet and Hamps Way as a definitive path on OS maps. BW reported the deadline has passed. KT and TA commented that the paths will still exist on maps. JD as previous chair was to write to Area but no action from this has been reported back. AW will ask Peter Matthews to put the issue on next Area meeting agenda (13/1/22). CB thinks David Fowler should be involved. Proposed by JT 2nded by AW ‘set up a subcommittee with chair AB, and invite DF, to report at group’s next committee meeting’ Motion passed. AB to action with help of BW, concentrating on Churnet Way.
AB reported that wood supplies are now available and is now waiting to return to stile work.
Blog related issues
KT asked what is the Group’s blog editorial process. CB said there isn’t a process but he is responsible for its content. KT asked if more access could be available and the author of content eventually published. CB agreed to provide training. BL already has this.
Ramblers Rebranding and Website
CB reported Central Office have postponed changes to 2022 and Path Watch has stopped and so it is recommended to direct anything for the latter to County Councils.
Footpath signage
Not progressed by CB to date
Christmas meal
BL asked if members will have ‘Covid’ concerns pre Christmas. AW thought not and better for members to have the option if organised. BL will gather other volunteers to organise 5/12/21 at Rose and Crown, Stanley. AW will give BL a walk idea to precede the meal.
BL also has The ‘Turkey Trot’ programmed 12/1/22 with food options
Boxing Day walks
TA to liaise with AW for planning a walk on 29/12/21. AB has ‘Silly Hats‘ walk on full day walks prog for 27/12/21
WAG 2022
AW asked for creation of subcommittee with a Chair.
To be covered in January 2022 meeting
Venue Meeting
Proposed by CB 2nded by BW ‘to use AW’s booking of current venue for the year including next AGM’. Motion passed
AGM dates
Background –
a) Historically dates have not aligned with National/Area due to publishing of a written program earlier, which is now redundant.
b) Group is to host next Area AGM and it is expedient to extend committee member positions to cover.
AW proposed and PS 2nded ‘to hold 2022 AGM in December with accounts showing up to September 2022 and plan to hold 2023 AGM in October’. Motion passed
Finances 2021-2022
JH explained previous budgets were based on evidence of small expenditures/transactions year on year and therefore has been appropriate for budgets to be based on a rate per number of members. This is the default position. PT will take on this assessment now.
Bank signatures will be processed to reflect changes of officers c/o PT.
Audley Grants
TA presented his project work with Audley Parish Council to apply for funds that he proposed to use to spend on path maintenance equipment for the group. Proposed by DA 2ended by CB to apply for £300. Motion passed. TA explained the groups own tools will allow work independent of Stafford County Council. AW said this can still have R Assoc’s insurance cover when activities are within the group’s agreed procedures.
Risk assessment
Insurance
AW reminded the meeting of current format of written risk assessments for walks and path maintenance. AB was asked to show his evidence of insurance cover c/o Staffordshire County Council, if choosing to work to latter’s arrangements.
Response to Area
Animated discussion finalised with proposed by AW 2ended BW ‘Area committee to be informed by PS that we support their stance to reject R Assoc’s requirement to use its current Risk Assessment form. Motion passed. Leaders and path maintenance workers will continue to commit to assessments of their activities.
All accidents require incident forms and these will be passed to AW to pass on to Central Office.
Walks Programmes
Full Day Walks Coordinator Role.
ES is currently undertaking a ‘stop gap’ position since last AGM when Ian Swift ended his tenure. Walk leaders identified for November, some for December and January, but no person identified to upload to GWEM. CB offered to assist with a few as necessary. Proposed by JT 2ended CB ‘In the absence of full time coordinator ES will continue to seek leaders with KT providing upload support until end January’.
Committee Role Responsibilities
In response to reported breakdown of expected behaviour and discussion AW proposed and KT 2ned ‘A reset of Ramblers Assoc values particularly within the committee where people maintain their roles and to not interfere with other’s roles.’ Motion passed
Walk Inclusivity and Behaviour
AW raised concern, also articulated in his and JT’s reports, about events reported to him that he believes goes against the R Association’s values of all walks being open to everyone. A free and frank discussion when committee members had clarity on the R Assoc’s guidelines, was followed by AW proposing JT 2ned ‘walk leaders to feed back to all walkers the R Assoc mission statement ‘ALL GROUP WALKS MUST BE OPEN TO EVERYONE. THIS IS A KEY PART OF THE RAMBLERS CHARITABLE MISSION: TO HELP EVERYONE ACCESS AND ENJOY THE PLEASURES AND BENEFITS OF WALKING’ Motion passed.
Remaining agenda items
(GWEM Access, Walks Manager update and Access and Multi group Walks) to be covered at next committee meeting
All reports presented were passed as read/discussed. Proposed by AW 2nded by JT . Passed by all.
Meeting closed at 22.35
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Action Points
| Date | Owner | Status | Action Point |
| 2021-01-21 | A.Wheatley | Ongoing | To Chair Sub-Committee with D.Fowler & J.Hammond to organise 2022 Area AGM |
| 2021-07-22 | C.Bigley | Ongoing | To organise replacement of missing or damaged Waymarkers with the help of volunteers |
| 2021-10-28 | A.Wheatley | Ongoing | To ask for Hamps/Churnet Way to be added to next Area Meeting Agenda |
| 2021-10-28 | A.Bell | Ongoing | To Chair Sub-Committee with D.Fowler & B.Wood to look into removal of Hamps/Churnet Way from OS Map by Staffordshire County Council |
| 2021-10-28 | C.Bigley | Ongoing | To provide Website Blog training |
| 2021-10-28 | A.Wheatley | Ongoing | To provide walk information to B.Lewis for Xmas Meal Ramble |
| 2021-10-28 | A.Wheatley | Ongoing | To liaise with A.Adair for Boxing Day +3 ramble |
| 2021-10-28 | A.Wheatley | Ongoing | To add WAG 2022 to January Agenda and to email all members seeking a Volunteer to Chair Sub-Committee |
| 2021-10-28 | A.Wheatley | Ongoing | To book venue for all 2022 meetings |
| 2021-10-28 | P.Snow | Ongoing | To inform Area of this Group's decision regarding filling in Risk Assessments |
| 2021-10-28 | E.Snow. | Ongoing | To seek walk leaders for Weekend Full day walks until end of January |
| 2021-10-28 | K.Twigge | Ongoing | To assist with uploading Weekend Full Day walks onto Website |