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ROSS AND DISTRICT WALKING GROUP
Minutes of the 28th Annual General Meeting held at the Larruperz Centre
Ross on Wye on Monday March 26th 2012 at 7-15pm
1          Apologies.      Ester Abraham, Chris and Pam Bartlett, Liz and Robin Bailey,    Andrew Charmers,            Peter Davey, Roger Lyon, Elain George, Joan Watts,  Roger        Williams, Pat Woodward.

2          Minutes of 27th Annual General Meeting. These were aproved and signed.

3          Chairman's Address   26th March 2012
After welcoming everyone to the 28th Ross Walking Group AGM Gill mentioned Jean Spencer, Secretary, who was retiring from the Committee, Helen Willingham, Walks co-ordinator who had completed three years, and Sylvia Jardine, who was retiring from the Committee to continue working with the Walkers are Welcome Committee.  Gill said all three ladies had done excellent work on the Committee for the Walking Group, and thanked them on behalf of the entire membership.
A new page to help send in walks entries had been devised by Jon Powell to add to Harry Britten-Austin’s website, the whole committee had done excellent work over the last year. In order to cut costs all those having emails were asked to provide the addresses to cut postage and keep costs down. 
Gill also reminded the membership of a few of the rules of the club regarding those on walks, and the grading system created by Chris James.
Grade 1.          No obstacles, suitable for all members. 
Grade 2.          Very few obstacles, suitable for all members
Grade 3.          Obstacles to be encountered suitable for the fit and agile. 
Grade 4.           Significant obstacles, only suitable for the very able.
Gill thanked all the Leaders who had given their time to provide such a wonderful and varied year of walks, making this such a successful and happy group.

4          Membership & Treasurer’s Reports
Membership – Started the year with 102 members renewing their membership.  Over the year we have picked up a further 12 new members bringing our current membership to 114 (42 men and 70 women).
Financial Treasurers Report
Anniversary Dinners and Walking Weekends.  As you can see from the accounts both of last year’s events had a zero net effect on group funds. 
It is my intention to do the same this year.  For the dinner planned for 19th April I have taken in £775 from members planning to attend and paid out £100 deposit to Glewstone Court.  This leaves a balance of £675 held in the account.
For the walking weekend planned for the 12th-14th October I have so far taken in £930 in deposits which has all been passed on to the Hotel.
Statement of Accounts – Receipts are up on last year, we took a little more in subscriptions and we had a refund on our insurance.  Some payments were up others down on last year but the net effect was a lower figure.  This was mostly due to significant reduction in the cost of insurance and saving in printing and donations.
The net effect was a surplus of receipts over payments of £550.43 bringing the club funds (net of funds held for the next dinner) to £3,063.54.
See attached statement of accounts
Proposal – that the Treasurer’s Report be accepted.
Helen Lobbs Proposed ,Seconded by Eileen Lyons. This Proposal was accepted unanimously.
Independent Examiner for FY2011/2012 (Roger Pickering)
Gill Proposed a sincere vote of thanks to Roger .
Appointment of Independent Examiner for FY2012/13 (Gill James has kindly volunteered)
Harry Proposed – Given the healthy balance and projected surplus funds of around £500 a year it is proposed that existing members can renew their membership for FY12/13 for free.  This would reduce our funds by around £500 over the next year.  New members would pay as normal. This was carried unanimously.

5          Walks Co-ordinator's report       
Madam Chairman, Committee members and fellow walkers.
Once again we have enjoyed a very successful walking year, fortunately avoiding the disruption of last year's walks programme by enjoying a warmer and drier Winter!
No fewer than 89 walks were on the programme, just one less than last year and these were led or co-led by 54 members.  Within those members, we had two members leading 14 walks, with our Chairman generously leading 19 walks!
For those of you who like statistics the programme comprised; four walks of grade one, 18 walks of grade 2, 65 walks of grade three, together with two walks of grade four.
Because of the mild winter virtually all the walks originally proposed were able to go ahead, with only a few walks being cancelled due to rain.  Where cancellations did occur I have been in touch with those walk leaders, whose walks were affected and in most, if not all cases we have managed to incorporate those walks into the new walks programme being developed.
The ever popular "Round the Houses" walk on the 9th December was organised by Diane and Martin Hudson, and was an object lesson in short cuts and narrow passageways, giving many of us a totally new perspective of navigating around Ross!  The weather fortunately was warm and dry but we should thank our hosts PGL for allowing us to enjoy their staff rest room for our coffee stop, Jean and Mike Harrison for our lunch stop and Marion Phillips for our tea stop.
The traditional "New Year's Walk" on 3rd January was organised by Don and Margaret Wood and was scheduled to include a walk around Pengethley Park, and a visit to St Dubricious Church in Hentland, followed by lunch in Pengethley Manor Hotel.  Unfortunately persistent and heavy overnight rain caused the walk element to be cancelled - but we all enjoyed a very good meal in the hotel, so all was not lost!
As I mentioned earlier, 54 members contributed to the walks programme this past year, an increase of three members compared to last year, which is good to see.  If anyone wonders how to go about offering a walk for inclusion in a future programme, any of the walk leaders would, I'm sure, be only too happy to assist you  - please just ask!  We would love to hear from you.
Finally, as this marks the end of my three year term as your 'Walks Coordinator' I would like to thank all of you who submitted walks, our Chairman Gill Moxham for her help and Harry Britten-Austin for his help in preparing the walks programme and for operating and updating our website.

6. Election of officers
Robin continues as President .
The following had all been proposed and seconded.
Chairman                               Gill Moxham
Secretary                                Martin Hudson.
Treasurer/Membership       Harry Britten-Austin.
Walks Co-ordinator              Jon Powell.
Committee Members                        Elaine George, Michael Abraham, Rosemary Sutton

Item 7.  Any Other Business
Harry Reported:
Anniversary Dinner - It is still possible to put your name down for the dinner on 19th April.  Those who already have put their names down can collect their tickets in the interval.
Ross Walking Festival – To be held on 28th to 30th September. programs now available in the interval.
Walking Group Sweatshirt – Can supply embroidered ‘Ross & District Walking Group’ Fruit of the Loom sweatshirts for £15 each provided we have a minimum order of say 40.  Choice of colours:  Bottle Green or Navy.  Sizes:  S (35/37), M (38/40), L(41/43) and LX (44/46) - It was agreed that the Navy would be the best colour
Jean said a card had been received from Erika Bluth thanking the group for the card sent to her when she returned home to Germany. Erika has had a memorial bench installed for Mansel. ( 2nd Bench from the rowing club.)
Jean Harrison said there will be a walk from the rowing club to the "Hope and Anchor" at  12 noon on May 9th. It is hoped that some members of RWG will be able to support this venture either by walking with the stroke victims or by cheering them on.
Eileen Lyons gave details of a Rotary Club 6 charity walks in support of the "In The Pink" Breast Cancer Charity. To take place on May 13th 2012.Full details on the leaflets she had with her.
Barbara Knowles asked if it would be possible for members to have a full membership list circulated. This was very doubtful as Roger thought it would contravene confidentiality .  The new committee will discuss this.
Gill James produced some interesting  statistics from 2011AGM-2012 AGM
A total of 128 walkers ,including members and guests and prospective members. are included in the statistics  54 members have led walks or co-led walks.   82 walks took place with a total 1,332 number of walkers.  Average number walking each time was  16.   No. of  walks 7miles or longer 32. Average number of walkers 14.  No. of walks under 7miles -50. Average number of walkers 18.
Three members received  a prize for the number walks undertaken.
Gill Moxham  with 56 walks
Ian Holworthy with 49 walks
Mary Richards  with 45 walks
Gill also received a second prize for having   submitted the most walks.
The  business part of the meeting closed at 8.15 p.m.
After a break for refreshments we all enjoyed an excellent and a very interesting talk by Mary Sinclair Powell 'History with a Twist' some fascinating tales of old Ross.
Mary was warmly thanked by Gill .
Statement of Accounts 2011-2012


Anniversary Dinner at Glewstone Court 14th April 2011

Attended by 47 members & guests

Total Receipts from Members

1,225.00

Less Refunds

36.00

Less Total payments to Glewstone

1,116.00

Less Gratuities

73.00

0.00

net

Walking Weekend Madeley Court -7th-10th October 2011

Attended by 32 members

Total Receipts from Members

5,069.30

Less total Payments to Hotel

4,749.30

Less Expenses

320.00

0.00

net

Anniversary Dinner at Glewstone Court 19th April 2012

Booked by 37 members & guests

Total Receipts from Members

925.00

Less Refunds

50.00

Less Deposit to Glewstone Court

100.00

Balance held in Account at 1st March 2012

775.00

Walking Weekend in Dunster 12th -14th October 2012

Booked by 31 members & guests

Total Receipts from Members

930.00

Less deposit to Yarn Market Hotel

930.00

Balance held in Account at 1st March 2012

0.00

 

Receipts

2011-12

2010-11

Subscriptions

1,013.00

910.00

Interest on Money Manager Account

0.57

1.09

Donations

0.00

0.00

Surplus from Walking Weekend

0.00

13.54

SARA Raffle

0.00

65.00

Insurance Refund

107.38

0.00

Total Receipts

1,120.95

989.63

Payments

AGM room hire, Speaker & refreshments

111.30

66.60

Heartstart course room hire & refreshments

76.00

0.00

Subscription to Rambers

45.00

40.50

Insurance

75.72

215.00

Printing Costs

37.20

55.90

Website renewal and hosting

39.86

23.88

Stationery, first aid kits, postage, cake, flowers, Hi Vis vests

165.44

113.31

Donations to SARA 2011, Nelson Garden Trust 2012

20.00

115.00

Subsidy to Annual Dinner

0.00

26.00

Total Payments

570.52

656.19

Receipts

1,120.95

989.63

Payments

570.52

656.19

Surplus

550.43

333.44

Accumulated Funds as at end of FY2011/12

Money Manager

0.00

2,434.47

Current Account

3,838.54

1,225.64

Total funds

3,838.54

3,660.11

Less advance payments held for Dinner & Walking Weekend

775.00

1,147.00

General Account

3,063.54

2,513.11