Committee Meeting Minutes

 

Minutes of Meeting held on 16th April 2018

 


Agenda
Present

 

Apologies

 

Minutes of 12 Jan 18

Matters arising

 

 

 

 

 

Walks Programme

 

 

 

 

 

 

 

 

Membership

 

 

 

 

 

Treasurers
Report

 

 

Social Matters

 

 

Church Stretton Update

 

 

 

 

 

AOB

 

 

 

 

 

 

 

 

 

 

Next Meeting

 

Discussion
Martin Hudson, Sue Edwards, Sue Dowdeswell, Jan Lelièvre, Stuart Blows, Bryan Bunting, David Egan

Jean Harrison,  Ronnie Bunting

Martin opened the meeting by welcoming David and Bryan.

 

Minutes signed as correct

  • AGM.

The Committee agreed all aspects of the AGM location, Ross Golf Club, were very good and are happy to use the venue for the 2019 AGM.

  • Insurance cover information.

The advice from RWG’s insurers, Zurich Insurance and HF Insurers, is that the Group is covered for liability for accidents to members and damage to third party property, provided due diligence can be proved e.g. recces. It was agreed that the information about walks in the Walks Programme, together with advice to walkers ( issued to all existing members in the last month and to be issued to all new members in future), is sufficient to meet the “due diligence” requirement.

New Proposals

  • The Committee discussed and agreed the proposal to change the submission date and timescale for submitting walks. The group will operate a one year trial of having a deadline for walk submissions of the 15th of the month preceding the next programme. This means that circulation of details to members will be later. However members will still be able to check the advance programme on the website for an earlier summary of forthcoming walks. 
  • The proposal to introduce a process for filling gaps in the Walks Programme post publication was discussed and will be adopted if the online submission form can be adapted to send these submissions direct  to David Mason to issue to members. Otherwise a simple form will be placed on the website to download, complete and email direct to David.
  • The Committee agreed to change the wording on the walk submission form from “Obstacles” to “Obstacles/terrain”

 

88 members have renewed their membership, there are 2 new members and 5 social members and 6 members who are yet to renew their membership. 4 members have resigned.

Data Protection Agreement
9 members have yet to return their Data Protection forms. A reminder will be sent.

Non email users should receive the “Chairman’s Chat” by post and this will be checked.

 

Account balance £4229.83
The bank balance is in a very healthy state and it was agreed Committee members would bring ideas for spending some of the balance in a beneficial way to the next meeting.

Ceilidh
22 members have so far returned booking forms for the ceilidh on 4 May at Bishopswood Village Hall. A reminder will be sent.

 

The planning for the Church Stretton walking holiday in October is well underway and 10 walks have been selected. Recces and selection of walk leaders will proceed in the next two months. Evening entertainments are being discussed with HF and will be confirmed one month before the holiday.
Any additional holiday bookings will need to be booked directly with HF by members themselves, as the club has already filled the spaces allocated to us.

The Committee discussed the proposal to move the annual walking holiday to take advantage of better weather conditions and longer daylight hours and it was agreed this would be a good idea if a suitable booking could be made with HF in June or September 2019.

 

RTVD
The RTVD was reviewed about 5 years ago and it was decided a further review is not required at the moment.

Website amendments
Information and forms on the RWG website needs to be updated/amended.

  • Data Protection form to be added and Application form to be amended to reflect the new legislation.
  • Essential Information for New Members to be amended, “fee” changed to “donation”
  • Committee member details to be updated.

Dates for the Diary
Options for a Social function 11 December 2018 to be explored.

New Year Walk and Lunch 3 January 2019.

AGM 28 March 2019. Venue to be booked.

Sue Edwards was thanked for hosting the meeting and for refreshments.

Monday 16 July 2018 2pm
Flat 2, Cradoc House, Gloucester Road, Ross On Wye, HR9 5LR

Minutes signed as correct...............................

Date ..........................................

 

JL  22 April 2018

Action

 

 

 

 

 

 

 

 

 

 

 

BB
Chairman’s Chat

 

 

SB
MH

 

 

JL

 

 

 

Chairman’s Chat

 

MH

 

 

All

 

 

Chairman’s Chat

 

 

 

Chairman’s Chat

Chairman’s Chat
SB

 

 

 

 

JL

JL

JL

 

MH/SB

 

SE

 

 

 

 

 


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