SOUTH EAST ESSEX RAMBLERS Rod Dorothy Cosh SOUTH EAST ESSEX RAMBLERS
COMMITTEE MEETING MINUTES: 24 NOVEMBER 2011
ACTION
Present Rod Birks, Judy Birks, Steve Clarke, Rosie Clarke, Peter Cosh, Dorothy Cosh, John Entwistle, Gordon Grout.
Apologies for Absence Brian Jones, Graham White.
Minutes of the Previous Meeting of 22 September, 2011 The minutes were agreed.
Matters Arising Subsequent to the meeting, Olive Hazle had agreed to continue as co-ordinator of the Wednesday long walks for a further year. Members wished to record their thanks and appreciation.
Annual General Meeting, 7 October, 2011 The committee had been pleased with the arrangements and were delighted that 38 members of SE Essex Ramblers had attended, double the number of the previous year.
Chairman’s Report The chairman had received details of various walking holidays from both commercial and non-commercial organisations. It was agreed that there were too many to publicise and that the committee would in any case be unable to vouch for all of the organisations. It was agreed that the Chairman would ask Wendy Everett to hold a paper file of the holiday offers and to pass all of the information to her. Walkers would be informed that the holiday details were available on request. Steve Clarke & Wendy Everett
The Chairman will forward an updated list of Committee members to George Cox for publication on the website. Steve Clarke & George Cox
The Treasurer, on behalf of the Chairman, had attended a ‘come and see’ exhibition to consider arrangements for the footpaths affected by a proposed development in the greenbelt area of Two Tree Island by Fairhavens Hospice. Subsequently Geoff Goldsmith alerted the chairman to the fact that Fairhavens had misrepresented the Ramblers in a presentation to Southend Council’s Development Control Committee on 14 September. Whereas comment had been made only about the footpaths crossing the site, Fairhavens had claimed that the Ramblers fully supported the entire planning application. It was agreed that the Chairman would write to the Development Control Committee, on behalf of SE Essex Ramblers, to correct the misrepresentation. He would clarify that the Ramblers neither supported nor opposed the development itself and had commented purely on the footpath arrangements. Steve Clarke It was further agreed that Gordon would make the Essex Area group aware of the situation and that members of the Committee and individual ramblers were free to write, in a personal capacity, to the Development Control Committee expressing their views about the development itself. Gordon Grout
Membership Secretary’s Report Dorothy reported that there were 441 members as at 1 November. 83 members had received their programme by email. 31 individuals subscribe £3 per year to receive copies of the programme. The list of those receiving complimentary copies was reviewed and it was agreed that Dorothy should delete those individuals whose connection with the group was unknown. Dorothy Cosh
Treasurer’s Report At the year end on 30 September, funds held amounted to £4,677.06. This would be adjusted by the profits from the quiz night in due course.
Publicity Report Dorothy would be sending publicity materials to libraries that week. A Festival of Winter walks would comprise three outings within the programme and will be featured in a pamphlet produced by the Ramblers. Mark Aldous, Sports Development Officer, Rochford, had asked that two Wakering five mile walks to be included within the Essex Legacy. One will be included in the April - July programme and the other during August - November. It is hoped that Graham White will again lead. Graham White
The Marsh Farm teashop has offered discounts to rambling groups. Relevant walk leaders to be advised. Dorothy Cosh
Concern was expressed that Graham White was taking on too much by organising 14 walks within a single programme. Rod will talk to him about the workload. Rod Birks
Social Report Gratitude was expressed to Dorothy and her team for organising an excellent event. Ticket sales had raised £588 and the raffle a further £105. Costs were £36 hall hire, £353.55 for fish and chips and prizes of eight bottles of wine. In view of the success, Dorothy undertook to hold a similar event in 2012. Dorothy Cosh
The New Year lunch at Ballards Gore was featured in the current programme. 60 had attended for each of the last two years although numbers could be increased to a maximum of 106. A 50p margin was included within the ticket price of £21 and there will be a raffle. Dorothy Cosh
Rod will lead a short walk prior to the meal with the route to be determined on the day. Rod Birks
Walks Programme In addition to those despatched by email, 300 printed copies of the programme had been posted out. Costs were £80 for printing, £16.50 for envelopes and ink stamp plus postage of £84.28.
Walk Officers’ Reports Wednesday Long Walks: Olive had organised a full programme. Wednesday Short walks: No issues. Thursday Evening Walks: No winter programme. Saturday Walks: Eight or nine walkers now attend regularly. However Mervyn had 40 people on his last London walk so would be obliged to restrict numbers in future. Sunday Walks: Numbers have grown. Judy has compiled a full programme.
Any Other Business Dorothy and Peter will organise a summer coach outing. Dorothy & Peter Cosh
Rod Birks is planning a further French trip. Rod Birks
Date of Next Meeting: 7.30 pm, Tuesday 7 February at 127 Elmsleigh Drive.
SOUTH EAST ESSEX RAMBLERS COMMITTEE MEETING of THURSDAY 27 JUNE 2011. HELD AT 127 Elmsleigh Drive
Those attending: Steve Clarke Dorothy Cosh Peter Cosh Josie Peto Brian Jones Gordon Grout Graham White Rosie Clarke Rod Birks Judy Birks
2. Apologies: Wendy Everett
3. Minutes of last meeting (28 April) – matters arising Comment received from Wendy on answer phone in response to item 6 on Minutes where Graham suggested Postcodes instead of Map Refs be used on walks programme write-ups. Wendy was saying non-PC using/Internet accessible members not having access to postcode directories, are therefore still relying on O/S Map Grid references to find locations. (Rod concurred) It was equally recognised that many members do not understand Grid references Suggestion that BOTH forms of location finding are used wherever possible. – The Committee concurred and will encourage all future walks entries to include them.
Graham reported that 52 people attended the 8th june Great Wakering Castle Walk despite wet weather earning an ‘Inspire Mark’ Received Black badge (Olympic Games)
Chairman confirmed that Ursula had been advised his postcode was wrong, and the pence per mile petrol claim rate was now 10p
Rosie raised concern over non-drivers getting to walk locations. Generally agreed that walks leaders will assist non-drivers to be allocated a seat in a car, and a return lift back to the meeting point.
4. Chairmans Report No correspondence of real interest received. Will produce statement for next programme.
5. Treasurers Report Rod reported that he has asked the RA to increase our grant allocation to £631.00 p.a which is less than last year and is the figure arrived at following analysis of our projected income and expenditure Rod circulated a current balance sheet and detailed our current financial position. The aim is to equalise our income and expenditure It was agreed to stay with the Balmoral Hall in Westcliff for this year’s AGM as it is such an improvement over the previous venue at Rochford. Very disappointing turnout last year, but it was decided to publicise the venue and hold the meeting on a Wednesday or Thursday instead of a Friday to hopefully maximise attendance. Provisional date 27 October 2011. Judy to book Hall.
French Trip in September – we have a full coach and two on a reserved list. More details to follow
6. Publicity Officer report Dorothy reported the New Year Lunch at Ballards Gore Golf Club has been booked for Wednesday 18 January 2011. Bookings being taken, and menu available.
An inaugural meeting of an Area Publicity officers meeting held in West Essex sent their Minutes to Dorothy. – general discussion.
The RSPB Wild Outdoor Show at Wallasea Island on 30 July is inviting local organisations to participate in some Publicity on the day. Dorothy to speak to RA to borrow some Display material and equipment. Might need assistance on the day.
7. Acting Social Officers Report A fund raising Quiz Night has been booked for Friday 4th November 2011 at 7pm for 7.30 at the W.I Hall in Rochford. Proposed to organise a ‘something and chips supper’ people bring their own drink etc. Probably a £5 per head levy, tables of 6 or 8. Raffle prize contributions welcomed. More details to follow. Invitation extended to Castle point Ramblers.
8. Membership officer Report At 1.6.11 we had 460 Members – 2 new ones in May. Out of the 91 members on the Group’s e.mail lists, 46 have confirmed they would like future programmes sent by that medium. Treasurer is concerned that those Members will not look at their programmes and this will result in a reduction in the number of people attending walks.
The RA sent us a list of ‘lapsed’ members where no renewal cheques have been received for the last 3 to 6 months. Should any other programmes be sent? Lot of discussion on this ensued, but it was eventually decided to send these ex-members one more programme but with a note attached saying “this is the last one to be sent without subscription renewal being received”
9. Vice Chairman & Saturday Walks Gordon said vice chairman has nothing to report, but Saturday walks programme almost full apart from two dates where nobody has come forward to fill.
10. Long walks Coordination – Olive No problems reported
11. Wednesday Walks – Graham Overall happy with the Wednesday programme but more Leaders are still urgently needed. Graham reports disappointing attendance on many of the Sunday walks. Not sure whether it is because he likes new places On Wednesdays, Ted Sears regularly gets 30 or 40 on his frequent Prittle Brook walks which seems to suggest ramblers like tried and tested routes.
British Pathe News say we can use some of their historical Ramblers material to add a link on to our website which may be of interest. Perhaps RA Publicity/IT office need to be advised.??
12. Thursday Evening Walks - peter Peter reports he is organising the August programme.
13. Sunday Walks – Judy Judy reported coordinating with Rochford Ramblers on some of the Sunday Walks.
Walks Leaders ‘thank you’ night will now be held in September. As in previous year’s this may still well be at the Constitution Club in Elm Road Leigh on sea. More details to follow.
14. Distribution officer report – Josie Rod advised Josie that printer has still not cashed the cheque for the last print. – Josie to remind them. Ursula expected to take to Printers 1st week in July.
15. Date Next Meeting THURS 15th SEPTEMBER – 7.30PM @127 Elmsleigh Drive SOUTH EAST ESSEX RAMBLERS COMMITTEE MEETING of THURSDAY 28 APRIL 2011. HELD AT 127 Elmsleigh Drive
Those attending: Steve Clarke Dorothy Cosh Peter Cosh Josie Peto Gordon Grout Graham White Rosie Clarke Rod Birks Judy Birks
2. Apologies for absence – none received
3. Minutes of last meeting 27 January 2011 – matters arising: The printing and distribution of the last programme went very smoothly. Graham said the postal rate would be going up slightly. Extra pages in the programme did not affect the postage rate which cost around £95. Dorothy said that almost 100 members will receive future programmes via e.mail, and that she proposed to send out as many as possible electronically unless people said otherwise. There are about 40 who have written to confirm they want e.mail copies, and another 60 or so who have e.mail addresses but have not expressed an interest in having them used. It is those people DC wishes to target.
Treasurer (Rod) vehemently disagreed and said that the onus should be on members who DO want e.mailed programmes to say so, and otherwise receive a printed copy. He is concerned the e.mails are too easily forgotten and ignored and would have a detrimental effect on numbers turning up for walks. It was agreed to write to these target people and ask them to return a ‘yes’ or ‘no’ form to our request to send out electronic programmes. A ‘no’ response will see them continue to receive a printed copy. DC confirmed that adverts and additions in the programme will translate to e.mail
We are printing around 450 copies at present (100 down from last year) and with the reduced postal costs have seen around a £50 saving per programme despatch. With the increased Grant from RA negotiated by Rod and Gordon we seem closer to a ‘break-even’ budget
Chairman to alert Ursula over wrong postcode against his address – should be SS9 3DS Also mileage rate (bottom of page 2) should read 10p per mile not 5p
4. Reports from committee Officers a. Chairman: - Steve Clarke Nothing to report b. Publicity & Membership:- Dorothy Cosh Membership @ 1.4.11 was 461 in total. Cheques for £3 each were given to the Treasurer as ‘subscriptions’ – members of other groups who want a SE Essex programme Donation of £20 received from Keith Murray who missed New Year Lunch due to accident £6 received for books, c. Treasurer: - Rod Birks Current balance is £4356.68 no other news to report
d. Publicity: Dorothy Cosh RA sent a ‘Get Walking’ Pack for a day on 15th May which unfortunately arrived after the programme was printed. There are 2 walks planned on that weekend one by Maggie Evans to Ongar on 15th and a London walk on 14th. It was decided to make contact with Maggie to see if she can circulate the flyers to walkers who attend, and Rod will do this. Dorothy to contact George Cox to have the publicity added to the Website.
e. Social event: – Dorothy reported on Southwold Walk We have a full coach and 5 people going by car, and 14 on waiting list. Very well supported event. DC outlined the itinerary Although Linda Thomas had planned this walk no details had been looked at. Dorothy and Peter went to Dunnage and followed the planned footpath which ended up on a shingle beach – too difficult. Then on to Walberswick. They need to plan another trip as didn’t have time to go to Southwold and research the remainder of the walk.
New Year Lunch for 2012 – same place to be held 3rd Wednesday in January. December programme will contain booking form and Menu.
French Trip on 3rd September – Treasurer reported 40 people have confirmed attendance with cheques sent.
6. Walks officer Reports Wednesday walks: Graham White suggested we look at ‘Gumtree’ to sell Ramblers books and the Ramblers local Group Can be advertised for free. Graham again highlighted the need for more attention grabbing write-ups on walks. We can encourage people to do a 3 line write up without incurring more space in the programme. He said should look at using postcodes instead of map grid references which can be sat-nav’d. Postcodes can be obtained from Royal mail website or googled.
He is finding there are good attendances for Wednesday walks but more leaders for short walks are urgently needed for any days.
Thursday Walks Peter reported they will start in May. He said he was given a slip with details of a forthcoming walk that had a mistake in the meeting time in the programme. It was good to see walks coordinators getting notifications of changes out to leaders.
Sunday Walks Judy reported no problem and the programme was completed quite well. Graham and Rod often help to fill in gaps. There is a walk on 19 June being put on at Potton island by someone who is concerned about sea wall erosion.
Saturday Walks Gordon reported no problems
Long walks – Olive Hazle Apparently these are OK and getting good support.
7. Forthcoming Events There was discussion about this and it was decided to do something in august, still have a quiz to do later in the year.
8. Any other Business Judy raised query about the potential abolition of cheques in a couple of years – what will we do?
9. Next meeting Monday 27 June at Elmsleigh Drive – 7.30pm MINUTES Meeting held 27TH JAN, ‘11 AT 127 Elmsleigh Drive.
Those Attending
Gordon Grout, Rod Birks, Judy Birks, Graham White, Dorothy Cosh, Peter Cosh, Rosie Clarke, Linda Thomas, Josie Peto, Wendy Everett, Brian Jones
1) Welcome. Gordon G. opened the meeting , taking the Chair in the absence of the Chairman Steve who was unable to attend due work commitments.
2) Apologies for Absence. Steve Clarke.
3) Minutes of Meeting 28/10/10 were circulated and unanimously accepted as being a true record.
4) Chairmans & Secretarial Report. A List of e-mail addresses was passed to Linda to facillitate low cost forwarding of programmes -- Thanks to all volunteering for this distribution method.
Re logistics of printing and distribution of the new programme:-
Judy volunteered to collect the completed prog. From Ursula & deliver it to the printer at Canvey Graham undertook to collect the print and deliver to Steve. Josie ( Distribution Officer) would then collect from Steve & liase with Linda to effect distribution. Note 1) Linda did not know how to obtain the address labels and would check with Lucy. Note 2 Graham passed over the rubber stamp required to frank the envelopes. After franking the mail must be returned to Graham for posting with his company mail.
Re an enquiry from a lady ref a Thundersley Walks book--- Dorothy has been in touch and after discussion it was agreed that she should proceed & obtain a copy of the book for the Group Library.
5) Treasurers Report. Rod circulated copies of the accounts to October ‘10 . He has initiated transfer of the Groups banking from Barclays to The Unity Bank . This to align with head office policy.
Rod explained that day to day business can be conducted with The Co-Op Bank-- Unity do not have local branches..
6) Publicity Dorothy reported that everything was fine with very little happening over the Xmas.
7) Social Events Dorothy reported that the books had more than balanced re the N Year Lunch. Satisfaction with the Venue was such that it was agreed that consideration should be given to same again next year. Total of 66 attended the lunch.
8) Membership Linda reported that the Group has lost a total of 80 members since October. This is a matter of some concern. ( continued over) 8)continued Linda enquired as to possibility of printing ‘compliments slips’ to a non standard size and it was agreed that individuals should produce these items ref individual requirement.
9) Vice Chairman Gordon reported from Area Council that an walk to mark The Olympics in Essex Aprox 50 Miles it would start at Hadleigh Olympic site and finish at the White Water canoe Site in the Lee Valley Park. Gordon to speak with the organisers to see if we can assist at the Hadleigh end.
10-13) The Walks Co-ordinators reported progress re preparation of the May-August programme. Shortage of leaders is a general concern. Graham high lighted a need for fuller description of walks to make them of interest to prospective walkers.
14) Programme Distribution Josie’s arrangements with Judy, Linda & Graham are listed at Para 4) Josie will forward surplus copies of the prog to Dorothy for publicity & Recruitment purposes.
15) Any Other Busines
A) Josie expressed reservations as to the viability of the French Walk. After discussion it was Agreed that we give it another go this year. Various options were suggested by Rod -- He will look in to it and try to prepare details for inclusion in the prog currently being prepared. This does need prominent advertising in the prog as significant cost is involved
B) Linda volunteered to arrange a coach outing to the Suffolk coast-- In the event Linda is unable to make arrangements in time available Rod agreed to plan an alternative subject to Lindas liasion.
C) Library Wendy reported little use of the Library facility-- It was agreed to ask the Chairman to include mention of the Library in his prog notes. Some members are probably not aware that maps and walk books are available for their use.
South East Essex Ramblers COMMITTEE MEETING – 28 OCTOBER 2010. Held at 127 Elmsleigh Drive MINUTES
Steve Clarke, (Chairman) Dorothy Cosh (Publicity & Social) Linda Thomas (Membership) Peter Cosh (Thursday Walks Coordinator) Rosie Clarke (Social events) Brian Jones & Hilary Arnoll-Davis (Committee assistance)
Apologies: Rod and Judy Birks
Steve confirmed that Lucy has written to the RA to confirm the new committee names and has put my name in the frame for secretarial correspondence. Linda also confirmed she is prepared to help out with some secretarial help
Chairman is to print a flyer to go out with next programme appealing for assistance. We were disappointed with the limited turnout at the AGM. Need to generate help if the future of the group is not in jeopardy
Olive Hazle is prepared to stand in for a temporary period to coordinate any Long walks that may be offered.
Agreed we should aim for 3 per year (one per programme) There is also to be no refunds made for anyone not attending a day out once an agreed cut-off date has been published. Brian is looking at the possibility of a Coach Outing in June – maybe Southwold? Rosie is planning to hold a Cream Tea in August – help from Hilary Quiz Night in the next few months at Balmoral Hall?
Current programme is with the BOPH printers in Canvey and collection is due next week. Graham was telephoned and agreed to collect it from Printers situated near charfleets and deliver to Chairman once Dorothy confirms it is ready for collection. Chairman will deliver copies to Josie
Following conversations between Mark Aldous from Council and Dorothy, the chosen walk is one from Little Wakering Church, a 5 miler involving sea walls etc which will be walked once within every programme between now and 2012. It was chosen because it does not impinge on any other group. A badge will be supplied to all of the walkers who go on it. It is all part of the “Inspire Mark”
This was a point raised by Graham at the August meeting which the Chairman thinks is a good one. The write-ups in some cases are far too brief to attract anyone to participate. While not wishing to vastly extend the programme a line or two describing the type of walk etc would be useful and informative. Walks leaders to be asked to provide some extra details, and coordinators need to try and ensure this takes place
It was suggested by Rosie we look at free adverts in local papers appealing for walkers. There was discussion about publishing walks programme details on Internet as it allows people to look at them and come along without paying or joining as new members. We need to find a way of protecting our website so that non members cannot access it, and only get an access code when they do join up Leaders be asked to collect the names of any new people present on a walk and they need to be reminded that membership is required to do more than one walk.
At the last meeting Graham was going to investigate if Royal mail has a contract which may save us money on programme postage costs, such as that he uses for his business. Chairman to speak to Graham
Thursday 27 January 2011 at 127 elmsleigh Drive
SOUTH EAST ESSEX RAMBLERS GROUP
COMMITTEE MEETING HELD ON 19 AUGUST 2010 At 127 Elmsleigh Drive, Leigh
MINUTES
Attending: Steve Clarke Lucy Fletcher Gordon Grout Dorothy Cosh Peter Cosh Graham White Pauline Paterson Josie Peto Rod Birks Judy Birks Rosie Clarke
2. Minutes of last meeting (13 May 2010) - matters arising Chairman asked if the Web pages for our Group are being updated? Graham White and George working on this. Graham has submitted new photos, Can George do any more updating, or would he like the Group to consider the possibility of having it re-designed? The Rochford/Castle Point Website is a good one to use as a sample.
Printing of programme - For the sake of expediency, the old printers were used for the current programme, but we are now to start using the one recommended by Mike Berry that Rochford use. Graham getting a price to compare with the one quoted by Mike Berry’s people, but to include delivery.
Lucy reiterated the need to get future walks programme submissions in earlier in order to accommodate the extra time the new printers will need. As a result, the next submissions for the Walks programme will need to be in a week earlier on 22 October.
Discussion about e.mailing more programmes. Chairman read a note from RA, who encourage the use of electronic mail, that indicates the Brentwood Group now e.mails about 30% of its programmes out. Graham asked why cannot people print a programme directly from the Website.? Rod concerned that people will not look at their e.mails as distinct from picking up a printed programme from the front door mat.
Graham also agreed to look at a Royal Mail contract such as the one he uses to see if we can get a better deal on postage costs.
Agreed that fuel cost reimbursement (for anyone that bothers to claim) will now be at 10p per mile.
Photographs for the Website - have an appeal under ‘AOB’ at the AGM, and print an appeal in the next programme.
Rod volunteered to contact Jim Folwell as it seems Jim is now unable to take up his position of Thursday Walks Coordinator, to retrieve the paperwork Peter Cosh gave him. (Peter has agreed to carry on the role - all of us very grateful to him.!)
3 Reports & Statements
(a) Chairman’s Report Chairman reported on the Airport Consultative Forum which now has his name as a contact for the local Ramblers, and the fact there are meetings taking place about the footpath closures etc resulting from the Airport expansion. Most of the affected footpaths are not within the SE Essex area and are more to do with Rochford and Castle point ramblers. He will contact Jim Woodcock at Rochford to see if he also is invited.
(b) Secretary’s Report Lucy suggested that Ursula might volunteer for Secretary if nobody else comes forward, but wants to keep the programme element.
Lucy was contacted by a Mr Cook who is concerned over a proposed Planning development of some 57 acres at farmland on the Hockley road which may affect local footpaths. A local residents Group is looking at this proposal, and although no planning application has yet been made, we could register concern as a local group. Need a few more details first, in order to know who to contact.
( c ) Membership: - 492 full members. RA records are now up to date.
(d) Treasurers Report Rod circulated a current financial statement. Expecting an overall loss of about £400 A request has been made to RA for a £400 subsidy grant, but a reply is still awaited.
French Trip:- 46 out of 53 spaces are filled. A ‘themed’ French raffle to be held on the day to boost funds.
(e) Publicity Report Dorothy reported the ‘Rohan’ advert in the programme will be going as the Company are uncertain about their future. However Southend Theatres are looking to advertise, Dorothy has had initial contact which seemed fairly positive. Confirmation is awaited.
Rambling/Walks Posters are going up on Council notice boards also the ‘cherry orchard’ boards.
Following an initiative by Essex CC there is a project entitled ‘Walking Your Way’ where there are 5 walks of varying length and difficulty that people can go on and these will be dedicated to the Olympic Rings. Participants on these walks receive a pin badge of different colours to correspond to the 5 rings. Colchester and Braintree are doing them and Southend and Castle Point are also invited to participate.
Rochford Sports Development Officer (Mark Aldous) have asked that local Walks Groups put on two walks in every programme, one of 5 miles and one of 10 miles, We select two walks to be held in each programme between now and 2012 to be held in the Rochford area. Hockley Woods could be one, we need another.
Dorothy to confirm we would like to participate - are Rochford doing it as well? Need to pick the two walks involved.
Christmas (New Year) Lunch - All arranged at Ballards Gore Golf Club at £21 per head. There will be a Walk beforehand which Rod will arrange.
(f) Walks Coordinators Reports Saturdays - Gordon - OK but need additional Leaders (Steve to raise problems of Leader shortages at AGM)
Sundays - Judy - all OK
Wednesdays - Graham - Brian Jones has double-booked himself in new programme for 13 October. One walk being covered Graham concerned that walks in the programme are not being ‘marketed’ or ‘sold’ and there is little in some of the content to make them appealing. A better synopsis should be written. He is concerned there are changes in the programme being made to the details being submitted by walks Leaders.
Graham felt that attendances on walks will be adversely affected if they are not made to sound attractive, and that other walks groups he has spoken to always get better attendances than we seem to
Thursdays - Peter Peter has kindly agreed to carry on arranging these as it seems cleat that Jim Folwell will be unable to do so. Rod to see Jim to retrieve paperwork that peter has sent him.
Long Walks - Pauline No likely replacement for Pauline so Long Walk future is uncertain. Appeal needed at AGM
4. AGM Judy to confirm with venue and seating available etc. Glass of wine or soft drink on arrival. Lucy to confirm the refreshments.
Chairman will give a statement about current issues of concern such as :- Committee help required, Putting walks on Lack of Walks Leaders, Long Walk coordination, The e.mailing of programmes, Organising social events and submitting digital photographs of walks, etc etc He has asked that Committee members back him up on the night in case anything is missed.
5. Any Other Business Graham says he is aware of blocked footpaths and he is concerned that George Cox is not dealing with these issues. Chairman has asked Graham to submit details for George’s attention, and he has volunteered to assist George in locating whoever is responsible for them.
Noted that Brian Gale’s wife had sadly died. Lucy sending a note on behalf of us all.
6. Date of Next Meeting Thursday 28th October at 7.00pm - Venue to be agreed depending on number of people expected following the AGM..
COMMITTEE MEETING HELD ON THURSDAY 13 MAY At 127 Elmsleigh Drive, Leigh on Sea
MINUTES
Those attending: Steve Clarke Rod Birks Graham White George Cox Dorothy Cosh Peter Cosh Rosie Clarke Gordon Grout
2. Apologies: Lucy Fletcher Phil & Pauline Paterson Judy Birks
3. Minutes of meeting 4th March 2010 - matters arising
a. Website and programme - Thanks to George for now putting the complete programme on the website to allow more forward planning. Still concern that the “South east Essex Ramblers” site still has a lot of very old material on from the 1990’s. Graham has some new photos. We need to update this. Action: SC, GW, LF GC
b. Non-members attending walks - This is an inevitable consequence of all the walks being in the public domain and published on line. The feeling was that we want them to try walking but the onus is on Walks Leaders to get some details and give them a joining form. Are there Insurance implications? - apparently not according to Rod, although the cover does not include dogs.
It was felt the ‘dogs are welcome’ wording on the programme should be changed to “check with the walk leader if you want to bring a dog” Action: LF
c. Railway Walk feedback Dorothy has had positive feedback for the day at the K&ESR. Cards, e.mails, flowers etc all sent in appreciation. Dorothy asked that special thanks be given to the Chairman for driving the minibus on the day of very difficult personal issues.
4. Reports from Officers
a. Chairman
Details of the Hadleigh Castle footpath closure for about a year was received as it is prepared for the Olympic Cycling Park
The AGM location was discussed and it was decided to hold it in the Balmoral Community Centre, Balmoral Road, Westcliff. The venue costs £11 per hour, we can take our own refreshments, there is a small kitchen area to make tea/coffee, a car park for about 20 vehicles. Judy to book the venue for 29th October 2010 - 7.00 to 10.00 pm. Can secretary do some refreshments? - if not Treasurer will assist. Action JB, LF
An election notice asking members to contact any new MP’s was received from Rachel Alcock at RA. Gordon to keep it on file Action GG
b. Secretary (report given to Chairman)
Lucy needs the list of walks for new programme by 25th June
She again confirmed that both she and Pauline P. will be stepping down at AGM, however a Linda Thomas is set to take over the membership duties. Not sure if Pauline has a long walks successor.
Given the amount of money spent on programmes and postage etc, which is no longer covered by the RA grant and the very small response from members prepared to receive these programmes electronically, Lucy asked whether we should consider putting a notice in the next programme saying in effect that:- “no printed programmes will be sent out, unless you specifically ask for them to be, and that members who have them will be required to furnish us their e.mail addresses if they wish to continue to see a programme”
Obviously anyone without e.mail will continue to receive printed copies.
The committee was split on this issue. Some in favour, others felt it was unreasonable. Was agreed that those attending the AGM be asked for their e.mail addresses.
Point was made that now the whole programme is on the website, can not members access it that way? Some other groups do rely on electronic distribution.
The alternative to be put to those attending the AGM, is that should they like to put forward a volunteer as a Social Secretary to run events and raise monies, then we will be able to afford to continue to send out printed copies to everyone.
c. Treasurer Rod circulated group accounts which showed we are still spending more than we are bringing in. Can we ask the RA for additional funds in view of the programme costs? Rod to examine this idea.
The French Trip on 4th Sept has 32 bookings. Action RB
d, Publicity Dorothy had little to report. There have been some misprints and wrong dates put into the local papers re walks. Graham’s ‘Hike the Dyke’ walk was put in on Sat 17th but was on the Sunday. - much confusion ensued. Dorothy spoke to paper who apologised, but there have been other examples of wrong entries.
Dorothy written to the Railway pub thanking them for the service, but it was disappointing that a couple of ramblers who bought their own lunch ate it inside the Pub
Dorothy has been researching new programme printing costs with Mike Berry and BOPS (Business Opportunities for Physically Handicapped) and they have quoted £40 per 1000 sheets. Cost comparison: - currently 560 copies x 6 pages = £185.00 Same amount with BOPS 560 copies x 6 pages = £132.00 - saving £53 It was therefore recommended we use these people for the printing. Action DC
5. Walks Coordinators Reports Graham White - Weds and Sats Graham said we need more walking members. He said he never had enough people on a Saturday. There had been a couple of complaints that he had been walking too fast on his Saturday Walks
He has had problems with some of the Wednesday walks, and his GPS doesn’t always give accurate information. The walks need amendment but George Cox said getting ECC to do this is a long slow process. Graham thinks we have lost about 7 walks and we need more variety.
(No Reports from Long Walks and Sunday Walks)
6. Thursday Walks Co-ordination Rod spoke to Jim Folwell a couple of days ago and invited him to this meeting. (He didn’t recall offering to be part of it)! He hasn’t shown up and the feeling is we should NOT involve him with Thurs Walks coordination. However Peter Cosh sent him a lot of correspondence pertaining to the Thurs Walks which we will need returned. Action DC/PC
7. Forthcoming Events
Judy has arranged Leaders get-together at Leigh Con Club on Wednesday next
New Year Lunch needs a new venue as County Hotel is shut. - DC on the case, willl report at next meeting.
Possible ‘away-day’ walk - The Kent Winery - DC investigating Action DC
8. Any Other Business
Subscriptions to outside bodies are now due. After discussion it was decided to drop the subscription payable to ‘Campaign for Rural England’ - (“CRE”) - but keep the others. Chairman is keen to subscribe to bodies that have a direct relationship to this area and to what Ramblers does, rather than national organisations.
As discussed above - The “SE Essex Ramblers Website is very out of date with 10 year old photos and organisers all listed. It needs to be updated but George will need assistance. We need to make an appeal for more photos. Graham White says he has some. There needs to be a re-write of the text. There should be an item on the AGM agenda asking for photo donations etc. Action GW, GC, LF &SC
Also - Can Website address be included on future Newspaper adverts? Action DC??
9. DONM
-
Thursday 12 August 2010 at 127 Elmsleigh Drive SOUTH EAST ESSEX RAMBLERS
COMMITTEE MEETING HELD ON WEDNESDAY 4TH MARCH At 127 Elmsleigh Drive, Leigh on Sea
MINUTES
Those attending: Steve Clarke Rod Birks Judy Birks Graham White Dorothy Cosh Peter Cosh Rosie Clarke
Apologies: Lucy Fletcher Phil & Pauline Paterson
1. Minutes of last extraordinary Committee meeting - 28 January 2010 The Chairman wrongly reported that he had not done the previous minutes due to Graham White joining the Committee and making them irrelevant. The other Committee members were not best pleased, and it was also pointed out there should have been an agenda.
(The Chairman apologises for his oversight as it later transpired he had copies of the Minutes which he had typed up just after the meeting but forgotten about. This oversight meant they were not made available for comment at this meeting. He had also forgotten to do an agenda.
Things will improve once the Chairman receives therapy and gets his head sorted out - in the meantime “I‘m Sorry.!)
It was suggested that future Minutes should show “action to be taken by….” so these do.
The AGM needs to be conducted differently in future as comments from some attendees showed they were not happy with the structure of the meeting. More chance for nominees from the floor to come forward should be made available.
2. Matters Arising The extraordinary meeting of 28 January called to address the staffing crisis on the Committee was largely resolved thanks to Graham White who has volunteered to act as Wednesday Short Walks Coordinator from 1st April 2010.
Jim Folwell has apparently generously volunteered to be a Thursday walks co-ordinator from when the walks start in May 2010.
Thanks go to Lucy Fletcher for completing Brian’s Wednesday Short walk programme in March Thanks also to Peter Cosh for organising the Thursday walks for the forthcoming programme. He said he found catching and contacting people quite difficult.
3. Secretary’s Report - Lucy Fletcher (Given to Chairman by telephone prior to the meeting) 34 people attended the Wednesday short walk on 3rd March. The printed programmes are with Josie Peto. It was felt we should be looking at an alternative venue for the AGM - possibly the Civic Centre? - needs to be discussed. Chairman to get some costs for the AGM from the Civic Centre both with and without refreshments. Action:- Steve C.
No new membership figures are available. These are fairly constant, but the true figure is likely to be around 400 due to a 15%+ adjustment. No correspondence received. Only around 12 electronic (e.mailed) programmes have been sent out - but they do arrive a week earlier than the printed ones, which if made known might encourage some others to join the electronic revolution.
Dorothy said she received an e.mailed programme but it had no adverts. She is not aware if this is an omission, but they need to be included on electronic as well as printed programmes. Action:- Lucy F.
Graham said the Website only has the current month’s programme (I.e March 2010) but many people need to know more in advance. Can George Cox produce 2 or more months walks at a time? Action:- George Cox
The feeling was that the Rochford ramblers website is more interesting than ours. Dorothy said she had suggested some changes to improve it. A good website may help to attract new and potential members. Need to ensure ‘keywords’ are more visible and have a relevant connection to Ramblers
We need a meeting with George to see if he can improve the website and to discuss changes. Can we get ideas from other sites? Action:- George Cox Can we use the RA’s expertise? Graham White Dorothy Cosh Lucy Fletcher
4. Treasurers Report - Rod Birks We are receiving an annual Grant from RA of £409.00 which is a big reduction, but based on an approximate 80p per member levy. This grant does not even cover postage costs for programme, let alone printing etc.
Walks books have been sold
The French Trip in Sept and the Railway Trip in April are shown as commitments but money will continue to come in to make them a nil cost. Rosie organising raffle
Programme printing costs are increasing and now stand at £185.00 for 550 copies. Dorothy speaking to Mike Berry to see if we can reduce costs by using the Canvey Charity that they use. Graham to speak to ’Staples’ about getting a quote for regular copying of 550 copies. Action: Rosie C. Graham White Dorothy C.
5. Publicity Officers Report - Dorothy Cosh DC reported that displaying and printing Publicity posters providing programmes in Libraries etc will start now. Will be out in time for when the “Get more out of Walking” poster is produced. Graham’s phone number has been given an incorrect digit.
6. Social Events The Railwalk is organised. Coach all booked in addition to a 12 seat minibus (driven by Steve) DC is forwarding Steve list of names to call and arrange pick-up points. The walkout is being done on 16 March and a Pub is being visited to check it is suitable. Buffet is being arranged, but own food is allowed as long as patrons buy a drink. Action: Steve C. Dorothy C.
7. Wednesday Short Walks - Graham White New volunteers are needed. Graham is making a new spreadsheet, can Rod send him copies of old programmes? This is a very popular walking day - need to increase participation Action: Rod B
8. Sunday Walks Co-ordinator - Judy Birks No news on the walks. Arranging a ‘thank you’ pub night for leaders as per last year - late May or early June.. Con Club in Leigh might not be available anymore (worth asking?) Can we find somewhere where own food can be taken? Location to be suitable for up to 50 people. Action: Rod/Judy
9. Any Other Business Concern expressed over walkers attending walks, but are actually not members of SE Essex Group. How do we monitor this and prevent it.?
Jim Folwell due to be Thursday Walks Coordinator?? Is he actually a paid-up member? Will he be able to handle the workload? Lucy to advise and discuss Action: Lucy F
Could the AGM be on 22nd rather than 29 October this year to assist Rod who might be away on earlier date.?
10. Date of next meeting THURSDAY 13 MAY at 127 Elmsleigh Drive
SOUTH EAST ESSEX RAMBLERS
ANNUAL GENERAL MEETING - 30 OCTOBER 2009
MINUTES
Those in attendance: Olive Hazle Lucy Fletcher Rod Birks Steve Clarke Gordon Grout Brian Gale Dorothy Cosh Pauline Paterson Peter Cosh Judy Birks Josie Peto Rosie Clarke
Gillian Harvey Jim Noakes Jill Denton Sheila White Cathy Hucker Alan & Christine Perkins Pat & Keith Murray Mike Berry Anne & Tony Collins Douglas Gardiner Linda Thomas Val & Brian Bishop Enid Bains? Pauline Rayment
1. Chairmans Opening address Olive Hazle announced that Joyce Law who had done so much for this Group has sadly passed away. A one minute silence was observed as a tribute It has generally been a good year, and the recent trip to Bruges was very successful. In the absence of a Social Secretary an appeal was made for anyone willing to put on a social event to help raise funds for the group.
2. Apologies: - Ursula Gardiner
3. Minutes of previous AGM - held on 31 October 2008 These were read out by Lucy Fletcher. There was no dissent and they were accepted Proposer: Gillian Harvey, Seconder: Rosie Clarke
4. Secretary’s Report - Lucy Fletcher Further tribute was paid to Joyce Law. Thanks also to Ursula and Josie for all of their hard work in support of the secretarial role. Costs are increasing within the group (programme production and postage etc) and this year will also see a reduction in the grant offered by the Ramblers Asoociation. It would help if any members with Internet access can volunteer to have their programme e.mailed to them to reduce costs. Lucy also confirmed that she is seeking to make this her final year as Secretary and a replacement will be sought in 2010.
Membership: 546 members (at 30.9.09) (2 Life members, 256 Individual memberships, 288 Joint memberships) The leaving/joining ratio is about even. There are 51 subscriber memberships @ £3.00p.a - running April to March.
5. Treasurers Report - Rod Birks This was attached to the AGM agenda Our financial holding has seen only a minor reduction from last year. The main difference will be a substantial reduction in the forthcoming year of the Grant received from Ramblers Association which will make it more incumbent on local groups to raise some additional funds themselves. Members are being asked to assist the Committee in putting on a social event (perhaps a coach trip and ramble which has been asked for) As we have no Social events organiser any help from our 500 members would be gladly accepted.
Rod invited questions and observations from those present, and confirmed he was happy with our Auditor (Mike Berry) who has agreed to continue.
Josie Peto asked if any ‘non-walking’ fund raising events could be considered.? It was agreed they could.
6. Publicity Officers Report - Dorothy Cosh Dorothy said all was going well. We had persuaded two advertisers to take space in the programme to help fund its production. She is looking for any other potential advertisers The ‘Christmas meal’ will again be at the County Hotel but on 20 January 2010.
7. Walks Co-ordinators Reports a. Saturday Walks - Gordon Grout - Has successfully put together a winter programme. Another guided London walk is arranged, also a walk on Boxing Day morning.
b. Sunday Walks - Judy Birks - Dec- March programme is filled - varied numbers in attendance for Sundays
c. Wednesday Short Walks - Brian Gale - Has 18 walks and 16 Leaders but really needs more Leaders to come forward to avoid cancellations. There is a good demand for Wednesday walks with 40-50 walkers being frequent. Brian paid tribute to the efforts of all his Leaders many of whom lead more than one walk.
d. Wednesday Long Walks - Pauline Paterson Getting 25-30 walkers each week, but there are a shortage of Leaders in the winter months. There are a small nucleus of leaders as they often lead on different days - more are needed.
e. Thursday Walks -Bill Bellingham - not present so no report.!
8. Election of Officers
New Chairman Steve Clarke Proposer: Olive Hazle Seconded: Lucy Fletcher
Vice Chairman Gordon Grout Proposer: Alan Perkins Seconded: Lucy Fletcher
Secretary / Membership: Lucy Fletcher ) Proposer: Steve Clarke Minute Secretary Steve Clarke ) Seconded: Olive Hazle
Treasurer Rod Birks Proposed: Brian Gale Seconded: Rosie Clarke
Publicity Officer Dorothy Cosh Proposed: Alan Perkins Seconded: Gillian Harvey
Social Secretary: unfilled No nominations were forthcoming. There is an urgent need to fill this post even if it is on a one-off basis from individuals who can stage one event.
Auditor Mike Berry Proposed: Rod Birks Seconded: Lucy Fletcher
RA Area representatives Gordon Grout ) Proposed: Lucy Fletcher Phil Paterson ) Seconded: Olive Hazle
Walks Leaders present at meeting all willing to continue
9. Any Other Business
Agreed that items to be included on the AGM agenda must be submitted at least 7 days prior to the meeting - no notifications received for this meeting.
Dorothy reported on New Year Lunch last January. Good attendance on the Wednesday but not on the Sunday. This year there will be ONE lunch only on a Wednesday - cost £20 per head. Next programme will have menu selection and a booking form. Can take up to 80 people.
There is a Coach Trip and a Walk on Wednesday 14 April 2010 to the Kent & East Sussex Railway in Tenterden. Details and notice on the next programme. Cost - £20 per head. (Walking optional)
Alan Perkins proposed a vote of thanks to the outgoing Chairman - Olive Hazle
Meeting closed at 8.30pm. ******************************************************************************* SOUTH EAST ESSEX RAMBLERS
COMMITTEE MEETING OF THURSDAY 26 SEPT 2009
MINUTES
Those attending: Olive Hazle Chairman Brian Gale Wednesday Walks Gordon Grout Vice Chairman Judy Birks Sunday Walks Lucy Fletcher Secretary Rod Birks Treasurer Dorothy Cosh Publicity Peter Cosh In attendance: Graham White, Sunday walks leader
1.Apologies: Steve Clarke – Minutes; Pauline Paterson – Wednesday long walks; Phil Paterson – Area Rep; Bill Bellingham - Thurs Walks; George Cox - Footpaths
2. Minutes of last meeting – 23 July 2009. Accepted; proposed Olive Hazle; seconded Dorothy Cosh.
3. Reports & Statements
(a) Chairman - Olive Hazle Nothing to report since the last meeting
(b) Secretary - Lucy Fletcher A communication has been received from RA Head Office stating their aims to reduce budget overspend. An extract was read to the meeting. Otherwise little to report at this time.
( c) - Membership details: Membership – 549 members in the South Essex Group, including 112 reduced fee members and 106 joint reduced fee members.
(d) Treasurer - Rod Birks The treasurer presented the accounts and asked that any expenses incurred by the Committee should be submitted to him promptly so that he could close the accounts for this year, prior to the AGM. Costs are continually rising. The Brugge trip made a profit of £61 mainly due to the raffle.
(e) Publicity - Dorothy Cosh The Walks books are selling well there is no yet to reprint the current edition. The annual lunch has been booked for the 20th January 2010 at the County Hotel, the price is not yet definitely known but will be slightly higher than last year. Numbers will be limited to 80 diners. An email has been received from St. Lukes Hospice regarding their overseas treks next year. Lucy will put a short link notice in the programme.
(f) Walks Leaders
1. Saturdays - Gordon – Average numbers walking is 9-10.
2. Sundays – Again these walks are attended by 9-10 walkers but this can go down to 1 on some occasions. Lucy had 23 walkers on the previous Sunday.
3. Wednesdays Short Walks - Brian – Most walks have about 30 walkers and these Wednesday short walks are evidently popular among the members.
4. Wednesdays Long Walks – No report as Pauline was unable to attend.
5. Thursday Walks – No report as Bill was unable to attend. It was reported to the meeting by Lucy that Bill wishes to stand down as Thursday evening walk co-ordinator. This will be announced at the AGM and appear in the next programme in order that a successor can be found. Lucy will write to Bill to thank him for all his work.
5, Footpaths - George Cox George was unable to attend so no report.
6. Forthcoming Events
Wine and nibbles will be available after the AGM. The Hall has been booked for an extra hour (until 1030) to allow for more social time. Dorothy has a coach ramble planned for next year.
7. Changes for the AGM. Olive Hazle is to stand down as Chair at the next AGM. Steve Clarke is willing to stand. Gordon will stand only if no one else can be found. Bill Bellingham will stand down as Thursday evening walks co-ordinator. Lucy will stand down as both Membership and General Secretary at the AGM in 2010. It is important that a new Social Secretary be found if possible. 8. Any Other Business Graham White was invited to speak for this item following his request to attend the meeting. Graham expressed concern at the low numbers of people walking at the weekend as other Groups (Brentwood) often have numbers over 30 walking. Gordon pointed out that for the last two years there has been no significant Saturday programme and that it has taken time for this to develop. Graham was also concerned at the lack of publicity, Dorothy outlined how all the local papers were either directly uploaded by herself or a programme send to them; however, in the end it was an editorial decision as to what did nor did not appear . Graham then outlined his business interests as he has an online-DVD business which is fully legal. He would be happy to place a link on the website to SE Essex RA and has discussed this with George Cox as webmaster. George wished this to be discussed with the committee as SE Essex RA would be required to place a link on our website as part of link exchange protocol. After discussion it was agreed that this could take place.
DONM - Thurs December 10th at Southend Civic Centre. 7.30pm.
SOUTH EAST ESSEX RAMBLERS
COMMITTEE MEETING OF THURSDAY 23 JULY 2009
MINUTES
Those attending: Olive Hazle Chairman Brian Gale Wednesday Walks Gordon Grout Vice Chairman Judy Birks Sunday Walks Lucy Fletcher Secretary Pauline Paterson Long Walks (Sat) Rod Birks Treasurer Dorothy Cosh Publicity Steve Clarke Minutes Josie Peto Programme George Cox Footpaths secretary Philip Paterson Peter Cosh
1. Apologies Bill
Bellingham - Thurs Walks
2. Minutes of last meeting - 23 April 2009. Accepted (Brian raised a point about what is a ‘local’ walk? - Lucy said it is in Essex, and would have to be so for local papers to carry an advert for it)
3. Reports & Statements
(a) Chairman - Olive Hazle passed
on details of an ECC representative who is working on Footpaths to
George Cox.
(b) Secretary - Lucy Fletcher The
new programme is out. Lucy thanked all of her ‘team’ Lucy wants
to insert a piece in the next programme asking for ‘leaders’
The programme has 75 walks and 43 leaders but more are needed as the
same names crop up time and again. Contact was made with a Mr Berry who suggested using a Charity Printer for the programme. Approximate cost would be £11.00 per 1000 copies for a 4-page programme. Might be worth getting a price? However, existing printer is very good, and we should be careful before considering leaving them.
Brian
asked why members cannot print their own copy off the RA Internet
website? Main problem is that it only has 2 weeks of walks at a
time. Lucy
said all e.mail holders could have the programme sent in that way,
but she has no time to go through the entire membership list to see
who has submitted an e.mail contact. ( c) - Membership details: Currently 546 members + 56 complementary subs.
(d) Treasurer - Rod Birks A financial report was circulated and discussed. The issue of our subscriptions to outside bodies was raised, their relevance to the Group, and whether they should be continued. Phil P. said we need to publicise the fact we are affiliated to these other bodies, with details of how to access them on the Website. Should we subscribe to more locally based organisations that may be more relevant to out local group? Following a vote, a motion was carried to continue as we are.
(e) Publicity - Dorothy Cosh Dorothy reported the ‘Rohan’ Shop opening, and mentioned their advert in the programme for which we charge them £50 p.a, and they also get a mention on the website for free. She has written to ‘Countrywide Holidays‘ and ‘Go-Outdoors’ re potential advertising for the next programme. Dorothy will also approach other organisations. Judy Birks will approach ‘Milletts’
(f) Walks Leaders
1. Saturdays - Gordon - First programme completed satisfactorily. Seeking to build more interest, currently getting an average of 12 walkers. 2. Sundays - Judy - Graham in Canvey continues his enthusiasm. There are sufficient Leaders, and some new people who are keen. All OK.! 3. Wednesdays Short Walks - Brian - Leaders are each doing 2-3 walks as no new volunteers to lead are coming forward. Brian said that he is not walking at the moment, so is not around to ‘twist any arms’ (persuade others !) 4. Wednesdays Long Walks - Pauline - Needs new Leaders. She has 3 men who share 10 walks between them. 5. Thursday Walks - Bill - In his absence Bill reported in a note that attendance was steady and averaging around 15 walkers.
5, Footpaths - George Cox The
RA website includes details of the roles for all officers - including
those of George. 6. Forthcoming Events Bruges trip all booked with 9 on the waiting list. This trip won’t make a profit but there could be a raffle on the coach to raise an extra £ or two.!
7. Any Other Business Rod explained the changes in the Group’s Funding allocations. Individual groups are going to be asked to make ‘claims’ as per-capita grants to groups will be reduced. The RA has a financial shortfall, and some groups do not necessarily need a per-capita sum as they raise money independently. The RA’s financial problems are largely due to the reduction in Ramblers Holidays attendances. We as a group need to try and be self-sufficient. We have money in the bank, but need to try and retain that by looking at additional funding opportunities and making some modest profits at Social events or similar. The AGM at Rochford is to have the room booking extended by another hour to allow time for some socialising after the meeting. Additional charge is only about £8. Lucy to arrange.
DONM - Thurs September 24th at Southend Civic Centre. 7.30pm - Steve arranging
SOUTH
EAST ESSEX RAMBLERS
MEETING OF COMMITTEE HELD ON THURSDAY 23 APRIL 2009 @ 7.30PM
Those attending; Olive Hazle Gordon Grout Lucy Fletcher Rod Birks Steve Clarke Bill Bellingham Dorothy Cosh Peter Cosh Pauline Paterson Judy Birks
2. Apologies: Josie Peto Phil Paterson
3. Minutes of last Meeting - Agreed :- Proposed by Olive, seconded by Judy Matters arising: None
4. Committee Officers Reports:
a. Chairman: Olive Hazle Contributions for the Walks programme need to be in by 30 June
b. Secretary & Membership secretary: Lucy Fletcher Membership has held steady at 553 The £3 annual subscription now runs over the financial year (April to March)
The computer software at HQ is causing problems, and there is now a 3 month backlog in applying for membership and referring local groups. Lucy says she is getting the blame from disgruntled potential members as a result. Other local groups are experiencing the same problems. The RA have admitted to “an inexperienced team” but are trying to resolve problems. The good news is we do now have an alphabetical membership list.
c. Treasurer: Rod Birks As there are no Social events the additional sources of income have dried up. Programme production and postage costs have increased, and although we have reserves, we could do with some extra cash. Rod reported there are only 6 seats to fill on the coach to Bruges. This trip should not be incurring a loss.
Subscriptions to outside bodies promoted discussion. We subscribe to the Woodland Trust and CRE (Campaign for Rural England) and the question was asked whether we should continue with the subs bearing in mind the literature they both send, although supportive of RA aims, is rarely looked at, or used. Should consideration be given to subscribing to more local and/or relevant organisations? It was agreed to think about this, and consider any other local or alternative groups and bring suggestions to the next meeting. Meanwhile the existing subs will be paid.
Discussion re George Cox’s Internet and Website fees Currently we pay 50% towards these costs which is £120 p.a. The next contribution is now due. It was agreed to continue supporting George as we do get a lot of enquiries from the Website and that it provides useful links to other websites. It was also felt that if George is paying £240pa for his Internet connection then he might need to talk to his Provider, as that seems quite high.
5. Publicity Dorothy Cosh DC explained that in order for local papers to print details of walks, the starting and meeting points must be in the local area. They will not print otherwise. Walks co-ordinators must tell their Leaders this.
The ‘Makro’ card needs to be got back from Val Jordan.
Wild-woods Day is on 6th June. Probably to be held in Hockley Woods. In order to hand out Ramblers publicity at he event, DC prints off from the Library programmes which DO NOT have Committee members names and addresses on them.
The Saffron Trail booklet has been reprinted by the Redbridge Group
Christmas Meal questionnaire responses were received and indicated that a sit-down meal was preferred to a buffet style.
DC also said thanks for her flowers.
6. Walks Leaders reports Wednesday Walks (Brian) not present
Thursday Walks (Bill) had no comment
Saturday Long Walks (Pauline) said that they are starting their walks at 8.30am from John Burrows Rec Ground. The programme was saying 9.00am, but this is incorrect. The next walk advertised was still saying 9.00am.
Gordon said he had been advised by the long walkers there was no requirement for a Saturday short walk programme, although it is still going ahead. Gordon commented the Long Walk people almost seem to be acting as a separate group.
Sunday Walks (Judy) said she had been contacted by a ‘Graham from Canvey’ about the best way to deal with footpath issues. There were some questions about the Group Footpath Secretary role. Are there still reporting forms? DC said she can order some. Chairman to contact ‘Roger’ to find out who his footpath contacts are within the Local Authority. It was also suggested that George be asked to attend a committee meeting to talk more about the Website and his role as a Footpath Secretary etc.
7. Forthcoming Events Steve has written a Quiz for a Quiz Night to be held when the new programme is issued. Suggested it should include a ‘sausage and chip’ supper and charge £5 per head plus Raffle. Need to arrange a date and find a venue. (Possibly the W.I. Hall in Rochford.?)
8. Any Other Business. New Car Parking arrangements at Sainsburys Rayleigh Weir now mean that cars cannot be left there during walks. Enforcement has now begun. Walks Leaders must advise all the walkers. The John Burrows Rec Ground is a good alternative.
Gordon talked about the Area walking weekend on 19-20 September which is the 25th anniversary of the formation of the County Ramblers area. Can the Group organise some walks on that weekend? Suggestion of the Millennium Walk in Southend.? Could be just a normal walking weekend, but Area will be informed of what we have decided.
9. Date Next Meeting
Thurs 23 July @ 7.30pm at Civic Centre.
MEETING OF COMMITTEE THURSDAY 15 January 2009
Held at the Civic Centre @ 7.30pm
Those attending: Olive Hazle Lucy Fletcher Gordon Grout Dorothy Cosh Bill Bellingham Pauline & Phil Paterson Steve Clarke Brian Gale Rod & Judy Birks
Copies to: Josie Peto George Cox Wendy Everitt
2. Apologies: Steve for arriving late
3. Minutes of last meeting - 21 August 2008 and AGM Minutes 31 October 2008: - accepted
4. REPORTS from Officers
Chairman: - Olive Hazle Has received a letter re the ‘Navigational Challenge Walk’ on Sunday 14th June 2009. Needs to be in the next programme and will send Judy Birks the details to incorporate in Sunday programme. Chairman also intends to stand down in October of this year after 3 years service
Secretary:- Lucy Fletcher Reported on an incident when a walker was taken ill on a walk, and an off-duty soldier helped out very constructively. A letter of appreciation has been sent to the soldier’s CO. An incident form was completed. Plans showing the changes to the Saddlers Farm areas are available to inspect.
Membership Secretary - Lucy Fletcher Current membership levels are as follows: Life: 2 Individual: 153 Joint: 181 Reduced: 111 Joint reduced: 107 Total Membership: 554
Treasurer: - Rod Birks The accounts year ending 30 Sept 2008 were presented.- No questions forthcoming. Accounts from 1st October also presented. This shows an area funding profit, which will be swallowed up by the production and distribution of new programmes.
Rod explained that Area are asking for the group to provide a funding requirement estimate. The do not intend to base funding on a ’per head’ basis, as some groups raise a lot of money and do not always need to be funded in that way. Phil Paterson suggested it is because the RA want to have access to Group Bank accounts. Rod felt that as some groups are far wealthier than SE Essex, the RA Charitable status could be at risk. Gordon said groups such as West Essex can afford holidays etc out of their profits and have a 1000+ members. They have in the past returned their capita funding.
Rod asked for assistance in deciding the appropriate level of funding for SE Essex Group and Gordon offered to assist him formulate a bid of perhaps around £2000 annually rather than just £863.
Acting Social Secretary - Dorothy Cosh The Ramblers Lunch at County Hotel has only 60 people attending on the Wednesday and a mere 10 people on the Sunday. She has organised a Raffle and a small Quiz Dorothy intending to put a flyer in the programme to get some feedback on the lunch requirements and arrangements for 2009.
In respect of other Social (Fund Raising) events, Rod confirmed he is happy to arrange the French trip again for 2009, and Steve said he would try to organise a Quiz Night.
Publicity officer - Dorothy Cosh Dorothy is invoicing the Travel Co who have an advert on the back of the current programme for £75.00 Request to buy advertising space has been sent to other companies who have a ‘ramblers connection’ and offer discounts to RA members - no reply thus far but other companies were suggested.
Wild Woods Day organised by Rochford DC is on again this year on 6th June. This was successful last year and they want to do it again. Various attractions (including Dorothy) are planned. The Area Publicity Officer wrote offering assistance with recruitment or anything else. The revised ‘Walks Books’ sold around 20 copies following an enquiry from the Croydon Group.
5. Walks Co-ordinators Reports
Wednesday Walks:- Brian Gale The Wednesday programme is full. Hoping to repeat this again in the new programme. Thursday Walks: - Bill Bellingham Continuing, but people are dropping out and not being replaced. Sunday Walks:- Judy Birks All OK and Judy says she has some new volunteer walks leaders Long Walks - Pauline Paterson All OK - no problem
6. Saturday Walks Coordination Gordon said he has a lot of people still to contact and is trying to set up a regular group of Saturday Walkers
7. Forthcoming Events & Programme We have a new Programme Co-ordinator/arranger (Ursula Gardner) who replaces Paula. She will need all submissions by 20 February 2009.
There was a lot of discussion about the programme format. It was felt that an A4 size was the most cost effective, and inserted into either A4 or A5 size envelopes. This might see an increase in postal costs however that was felt to be a risk worth taking.
Olive and Lucy will get together to discuss the content, design and style of the new programmes
8. Any Other Business Ramblers Area meeting - 7th Feb @ 10.00am - Stock Village Hall
9. DONM THURSDAY 23 April 2009 at 7.30pm
SOUTH EAST ESSEX RAMBLERS
MEETING OF THURSDAY 21 August 2008 At Civic Centre - 7.30pm
AGENDA
1. Welcome and introductions
2. Apologies for absence 3. Minutes of meeting 22nd May 2008 - Matters arising not being covered by this agenda 4. Reports from Officers: a. Chairman: Olive Hazle b. Secretary: Lucy Fletcher c. Treasurer: Rod Birks Current year accounts to date Bank Mandates
d Social Secretary: Val Jordan e. Publicity officer: Dorothy Cosh 5. Reports from Walks Co-ordinators: Brian Gale Wednesday Walks Bill Bellingham Thursday Walks Judy Birks Sunday Walks Pauline Paterson Long walks
6. Saturday walks - co-ordination and representation
7. Forthcoming events - including AGM
8. Any Other business: discussion
South East Essex Ramblers MEETING OF COMMITTEE THURSDAY 22 MAY 2008.
Held at the Civic Centre @ 7.30pm Those attending: Olive Hazle Lucy Fletcher Gordon Grout Dorothy Cosh Val Jordan Pauline & Phil Paterson Steve Clarke Brian Gale
Copies to: Josie Peto George Cox Wendy Everitt
2. Apologies: Rod & Judy Birks Bill Bellingham
3. Minutes of 17 January - matters Arising:
Lucy now getting information on
membership - more later
Cheque signing names: Committee recommending the Treasurer changes the Bank Mandate form and removes Jim Folwell from the signatory list, following some unfortunate incidents lately, which merit reconsidering Jim‘s continuing position. Brian Gale can assist Wendy with her old programme requests.
4. REPORTS from Officers Secretary: - Lucy Fletcher Lucy had received an invitation to a meeting (received too late) from Contractors at Saddlers Farm Roundabout confirming that Pedestrian access/provision was a lot easier on the Roundabout area. Lucy very concerned that a walker who fell and broke an arm on a walk had no contemporary incident form or report completed. Although Paramedics attended Walk Leaders should have reported the incident to Secretary or Committee officer. Were the walker want to sue, the RA would not be covered and have no details. Many present had not realised the requirement. It is important that any incident which involves the attendance of an Ambulance etc be reported immediately to the secretary or Chairman of this Group. Gordon confirmed the RA will fund First Aid Training for some people.
Treasurer Rod Birks report circulated and agreed.
Social secretary - Val Jordan Val talking to Cliffs pavilion re the Christmas Meal but has to call back. Dorothy talking to Park View Suite at Chalkwell for alternative Trip away 6th July - Greensand Way, Haslemere, - there is a long and short walk option - but only 27 applied so far. Need to fill a coach. Val is announcing her retirement at the AGM
Publicity officer - Dorothy Cosh The walks Books arte selling well - £186.95 worth according to Rod’s report - more books taken to Southend Pier Info office and old ones withdrawn. Gordon suggested selling the new books to ramblers on Walks. Peter Paterson suggested sell them to ramblers on the coach trips They are being advertised on ECC website, also on George Cox footpaths site. Dorothy also received information from Rochford DC Sports development officer re their ‘Wild Woods’ day on 7th June. Invitation to promote rambling - Dorothy going, Val to also go along.
Membership Secretary - Lucy Fletcher No RA membership list was put out in March. Lucy reported we were the only group doing address labels, as it transpires the RA will do it for us. Their membership lists are already updated so it saves a lot of time. Lucy wants to put in a note in the next programme saying that from April 2009, any member not supplying their RA number to her, will no longer get a programme sent. Currently many people receive a programme and we cannot be sure they are still members. The charge for affiliate members will rise from £2 to £3, for anyone not in Essex Group. With the note informing ‘affiliates’ of this is a note saying that RA numbers required here as well, or no programme. Collection will be in line with financial year - Apr to March.
Wednesday Walks Secretary: - Brian Gale Brian reported walks going well with good responses. Brian also said he had found more short walks leaders by accident, as some who had given up long walks, but forgotten to tell him, were OK to do shorter walks.
Long Walks - Pauline Paterson Pauline has no difficulty finding Leaders. Getting 10-20 long walkers regularly, and up to 30.
Thursday Walks - No Bill Bellingham
Sunday walks - No Judy Birks
Next Programme Submissions: To Paula by 27th June please Walks secretaries need details by 13 June.
Any Other Business Following complaints from some walks leaders that they had no programmes to hand out for new people, Lucy will put a red dot on those programmes she wants Josie to send some extra copies to. New Member: - Contact Dorothy who will send out a ‘new members’ pack 10 July - Walks leaders and Committee get-together at the Constitutional Club in Elm Road Leigh. Judy arranging. Let her know attendance figures. Peter P. talked about the RA meeting - opening up coastal paths, River Thames walks (paths all being accessed) and First Aid issues.
Lucy reported on some funding issues: The Area gets cash from the RA based on Membership, which is issued on a capitation payment which will cease next year. The Group has capped funding of £863 but now we have to submit a budget, a programme of expenditure, and ask for funds as appropriate. If we have a project we give details and may get funding which will not be limited to capitation amount. Is Rod the Treasurer aware of all this.??
DONM THURSDAY 21 AUGUST 2008 at 7.30pm
SOUTH EAST ESSEX RAMBLERS MEETING
OF COMMITTEE HELD ON
Those attending; Gordon
Grout
Lucy Fletcher
Rod Birks
Judy Birks
1. Welcome to: Lucy Fletcher & Maggie Evans
2. Apologies: Olive
Hazle
Pauline Paterson Brian
Gale
3. Minutes of last Meeting - (Committee meeting 20 September 2007 and AGM Minutes 26 October 2007) Points raised:- ? Request to Minutes Secretary to add time and location of this meeting to previous minutes (Please note the last paragraph in Committee Minutes of 20 September 2007) ? Jim Folwell was appointed to be a Committee officer but not mentioned. ? Josie Peto did not receive an agenda
Matters arising: 1. Christmas Meal: - generally enjoyed and food was much improved on previous year. Some members say they will not attend due to choice of location and/or date. Thanks given to Val Jordan for arranging. Committee asked to consider alternative venues, and report these to next meeting when a decision will be made. (agenda item)
2. Membership:- Lucy Fletcher reported that there were 558 members @ November 2007. She is having difficulties in getting Area to change their records as they are still sending membership details to Joyce Law Lucy further reported that there was some confusion among members about Josie Peto’s role, as her designation was wrong on the front of the last Programme. This resulted in people contacting her for programmes. The Secretary produces address lists on sticky labels which are sent to Josie who then distributes the programme to those addresses. It was decided to re-designate Josie on the Programme as ‘Committee Officer’ to avoid further confusion. Paula to be informed. Lucy confirmed that there is a separate database for the ‘£2.00’ guest members who require the SE Essex programme - as long as they can demonstrate they are members of the RA.
4. Committee Officers Reports: Chairman: A new Long walks coordinator appointed, - Pauline Paterson
Secretary: There are a couple of items overlooked by outgoing Secretary: - a new Constitution was received, but appeared to be very similar to the one we currently hold. Unfortunately we have missed the deadline to comment on this. Walks questionnaire was answered by the Secretary Group report was required by Area which has also been responded to.
Treasurer: Accounts for Sept to December were presented. No comments
There was discussion over what expenses can be claimed for. Rod Birks said that if there was anything out of the ordinary that needed to be claimed for, advise him and either he or the Committee will take a decision on the claim.
Items that CAN be claimed include; - Postage: - receipt required - use 2nd class stamps if possible. Telephone: - give a copy of the bill with the relevant calls marked, and a payment of up to 20pence per call can be claimed. Printing & Stationery: - envelopes and copying etc and a proportion of PC Printer cartridge costs. - receipts required. Transport Costs: - expenses for walkouts can be claimed - either up to 25pence per mile or Public Transport costs. The claim can be less than 25p if costs are lower. The group would have a real financial problem if everyone who could claim expenses actually did so. Treasurer said claims need not be encouraged. Signatures on Cheques: - The current signatories, Rod Birks, Steve Clarke and Jim Folwell are still Committee Members. Rod asked if all present were in favour of leaving them as they are, as the Bank make it difficult to change. No objections raised.
Rosie Clarke asked if Raffle Prizes could be allocated a budget? Response was that the cost of the prizes comes out of the raffle money collected so it is self-financing.
Social Secretary Val Jordan has phoned Coach companies in respect of long walk day trips planned for 27 April to Cambridge and 6th July to Haslemere. (Sundays) Awaiting prices.
Publicity officer: Dorothy Cosh said there was nothing much to report. There have been a couple of typographical errors in newspapers which have caused some problems, and a couple of complaints were received. RA cannot be responsible if the newspaper does not correctly read the programme they are sent with the added instructions to double-check date and times. Wendy the Librarian wants copies of Walks Programmes April to Oct 2007 and Aug to Nov 2006. Copies to be sent if Members have any.
Wednesday Walks Brian Gale has researched the cost of reprinting and publishing the amended ‘green’ and ‘Yellow’ books. (report circulated) There is a suggested selling/retail price of £2.50 - £2.75 and a print run of 250 copies. Costs of printing is £1.26 per book. This would necessitate an outlay of £630.00, although it might take a couple of years before all the books are sold. Agreed that it was worthwhile, and that the retail price would be set at £2.50. Details of their availability would be printed in the next Walks programme.
Thursday Walks Bill Bellingham reported that he has used some of the short walks on a Thursday, but that he was finding it difficult to recruit Leaders.
Saturday Walks Steve Clarke reported that he had received an e.mail from Mike Clark reiterating that he is not on the Committee. The question was asked whether that applied only to the current postholder rather than the position? All agreed it did. Steve asked if the Agendas and Minutes should still be sent to him? The Treasurer and others suggested they should in case an issue was raised that Mike Clark wished to comment upon.
Sunday Walks Judy reported she was very happy with the Sunday walks programme. No problem with Leaders and they were well-supported walks.
Programme Submissions: Leaders submitting Walks to Walks Secretaries: - 15th February 2008 Secretaries sending these to Paula Hayes - 22nd February 2008
5. Forthcoming Events 29th March Quiz Night 27th April Coach Trip to Cambridge
6. Any Other Business In a response to Steve Clarke who asked if drivers going to walks should be issued with the walks Leader Mobile number,? it was agreed that it was the responsibility of all walkers to establish the meeting place prior to leaving and to make their own way. The issue of any numbers should remain discretionary. Gordon reported the next Area AGM was on 2nd February at Stock Village Hall
Next Committee meeting: 15th May @ 7.30pm, Civic Centre Meeting ended at 9.40pm.
South East Essex Ramblers ANNUAL GENERAL MEETING HELD AT THE Rochford Parish Rooms On Friday 26 October 2007
MINUTES 36 Members attended
1. Chairman’s statement Olive
Hazle
thanked everyone
for attending and the Committee members who helped her. She
noted how dedicated walks leaders were becoming fewer in number and
more were needed.
2. Apologies Carol and Mike Clark
3. Minutes of the last AGM - 27 October 2006 These were accepted without comment. Proposed by Rod Birks, seconded by Rosie Clarke
4. Officers Reports A. Treasurer Rod Birks presented his Report and asked for comments.
There was a question asking about the
small deficit showing and whether we would ever again show a small
profit.? Rod explained we need to increase income to compensate
for fewer members which can best be done by organising
trips away etc.
B. Publicity
Dorothy Cosh reported that there are
several new avenues of Publicity been set up to encourage people to
ramble. These are:-
C. Wednesday walks
Brian Gale said he had printed
another Walks programme, but then announced he would no longer be
organising the long walks programme, only a short walk one.
D. Other reports Jim Folwell outgoing Secretary thanked Brian Gale Judy Birks is pleased with her Sunday Walks leaders who give good results when asked. Social Secretary Val Jordan reported the Christmas Meal was now on Tuesday 11th December as the Cliffs Pavilion had got the day wrong. They have offered a £2.50 per head reduction to bring the cost down to £10. This was accepted. The Barn dance went well, but numbers were down. Members are invited to offer ideas for Social events.
5. Election of officers Chairman: Olive Hazle Proposer: Rod Birks Seconded: Val Jordan
Vice Chairman: Gordon Grout Proposer: Rosie Clarke Seconded: Dorothy Cosh
Secretary Lucy Fletcher willing to stand - accepted Proposer: Helen Jones Seconded: Steve Clarke
Minute Secretary: Steve Clarke Proposer: Rosie Clarke Seconded: Olive Hazle
Treasurer: Rod Birks Proposer: Dorothy Cosh Seconded: Rosie Clarke
Publicity: Dorothy Cosh Proposer: Val Jordan Seconded: Rosie Clarke
Social: Val Jordan Proposer: Dorothy Cosh Seconded: Rosie Clarke
Membership secretary: Lucy Fletcher Distribution Officer: Josie Peto
It was
explained that the main part of the job is sending out around 600
programmes. Josie Peto willing to stand as Distribution Officer
- accepted
Wednesday Rambles Secretary - Brian Gale (short walks only) Thursday Rambles secretary - Bill Bellingham Saturday Rambles secretary - Mike Clark All posts - Proposer: Rod Birks Seconded: Dorothy Cosh
Sunday Rambles secretary - Judy Birks Proposer: Steve Clarke Seconded: Gordon Grout
Librarian: Wendy Everitt
Committee Officers: Maggie Evans, Rosie Clarke & Peter Cosh
Rod Birks mentioned George Cox as Footpaths Secretary to whom walks leaders should report problems to for him to take up with local authority.
6. Appointment of auditor Agreed to carry on with Mike Berry. - thanks to him
7. RA Representation Gordon Grout to continue - Phil Paterson to continue to assist. - thanks to them
8. Open Discussion Judy Birks records on behalf of all present her appreciation of the work of Paula Hayes in producing the programme.
Josie Peto talked about levying a small separate subscription to the local ramblers group as just 5% of the total subs top RA going to local group was too small. Rod Birks felt at the moment we were on a reasonable sound financial footing and don’t need to do it. Continuing to make a small profit on Social events will help.
Meeting ended at 8.22pm
Total Membership figures donated after the meeting and correct to 31 August are now 566 members.
.
SOUTH EAST ESSEX RAMBLERS COMMITTEE MEETING HELD ON THURSDAY 20 SEPTEMBER 2007
MINUTES Those
attending: Olive
Hazle
Chairman The Chairman - Olive Hazle welcomed those present
1.
Apologies: Rod
& Judy Birks
2. Minutes of last meeting 17 May - Matters arising Nothing
specific. Joyce reported that Membership has dropped to 565
members (down from 581)
3. Reports & Statements (I) Secretary: - Jim reported nothing of great interest in correspondence. He confirmed the booking of the Rochford Rooms for the AGM on 26 October. Jim did add that compared to some organisations, ramblers spent a lot of money on all this correspondence which eats int membership fees. These could be lessened. Gordon did point out the RA spent a lot of money on footpaths etc. Bill said the state of the stiles in the Canewdon area were dreadful. Gordon said he should report this to George Cox, Footpaths secretary.
(2) Treasurer:- Rod’s balance sheet was circulated. No comments. Discussion ensued about the Barn dance possibly costing money due to lack of support. It was felt it needed to be advertised. Dorothy to speak to ‘Leigh Times’ and get a poster for display in the Hockley area. No other comments.
(3) Social:- Val reported High Weald trip fully booked. She is concerned over the take-up on the Barn dance, much less than last year.
(4) Publicity:- Dorothy displayed a poster from “Active Rochford” who promote leisure and fitness and are holding a series of Road Shows between 2pm and 9pm on the days indicated on the poster. The RA Essex Area Publicity Officer has sent a questionnaire to which Dorothy has responded. The Yellow and Green Walks books are still to be reprinted - Brian Gale still organising a price. Brian is up to date on the amendments that have been submitted. Dorothy has a collection of Millennium Walk books. The ’Pier’ is interested in having them. It was agreed we would sell them @ 50p each to the Pier, who in turn will retail them for a £1. The ‘Join Us’ leaflet needs updating which Dorothy has done. She has arranged printing of 1200 copies for issue to libraries and Walks leaders etc. Gordon mentioned the ‘Saffron Trail’ book which is going to be reissued, and the walk signage etc improved. The Redbridge Group are undertaking this task. Brian Gale said his son recently walked the Essex Way in its entirety, and some of it is almost impassable having been badly affected by motorcycle use.
(5) Walks Leaders:- Brian reported the compilation of walks programmes was quite easy. People understand that he now phones or leaves a message and it is up to them to respond. Bill said the Thursday walks are better supported. Leaders however are decreasing and no working people are tending to come along. Generally felt that long walk leader recruitment is difficult. Many regular longer walkers are succumbing to age or infirmity. Olive to check with Paula as to when she requires submission for next Walks Programme. It will probably be around last week in October. Peter Cosh concerned that some people had commented the Leaders were arbitrarily extending walk distances. Generally felt this was more by accident than design.
4. Nomination of Officers Joyce the Membership secretary is resigning. There was a discussion about the role she played and the job requirements. These mainly involved sending out programmes (500+) sending out Joining Leaflets, maintaining address lists etc. Dorothy and Val may consider sharing the role unless a new volunteer can be found at the AGM. Current Officers willing to have their name put forward for the next year are: Olive
Hazle
Chairman (* to confirm)
5. AGM - 26 October 2007 Arrangements were discussed. Secretary required to:- Prepare and copy an Agenda and 2006 Minutes - send out to Committee two weeks prior (12 Oct) Consolidate reports from Officers into the agenda to be sent by 1st week October Contact George Cox for a report Help set up at Rochford on 26 October @ 6.30pm
6. Any Other Business Val has been contacted by Cliffs Pavilion about Christmas Meals. Dates to be Sunday 9th and Wednesday 12th December. Val to tell Cliffs people that lot of people on the Wednesday meal last year were not happy. Hope for a positive response this year.
Next Committee Meeting Thursday 17 January 2008 @ 7.30pm - Olive to book Civic centre, Secretary to send out agenda prior to meeting.
South East Essex Ramblers Meeting held Thursday 17 May 2007 at 7.30pm, . Minutes of Meeting Those attending: Olive Hazle Chairman Gordon Grout Vice Chairman Jim Folwell Secretary Steve Clarke Minutes Sec. Rod Birks Treasurer Dorothy Cosh Publicity Val Jordan Social Brian Gale Weds Walks Peter Cosh Cttee member Judy Birks Sunday Walks Rosie Clarke Cttee member
Copy to: George Cox
1. Apologies:
Bill
Bellingham
Thursday walks
2. Minutes of last meeting - Matters arising Rod said he appreciated last set of minutes being so prompt Gordon gave a brief report of his visit to the AGM in February - not much to report. Jim reported we have 581 members in SE Essex Brian Gale said that walks leaders were busy walking out and updating the walks in the Yellow and Green books which Ramblers hold. There are no anticipated copyright infringements, as ramblers produced and paid for the printing. Brian said the printers will accept any clear amendments to the existing copy , amend it, and provide a proof copy. Suggest a print run of about 100 copies. Dorothy said the “Join Us” leaflets need to be changed to remove references to the ‘Saffron Trail’ and ‘Short Walks’ books which we are not being amended. George Cox to be included in Agenda/Minutes distribution Programme to Paula Hayes by 29 June. Jim Folwell suggested closer co-operation with Rochford Ramblers. We should share more walks - Jim to speak to Jim Woodcock.
3. Reports and Statements Treasurers Report - Rod Birks Rod presented the accounts - no issues raised
There was discussion about whether there should be a Raffle at the Barn Dance.? Val Jordan not keen on the idea. Rod pointed out that more people are claiming expenses for walk-outs etc, so to maximise extra profits is a good thing. Rosie Clarke to make arrangements, and a request is sent out via Paula asking for Prize donations. Bank account mandates are arranged, and three signatories agreed.
Social Report - Val Jordan Coach Trip to Canterbury arranged. Details to follow
Publicity Report - Dorothy Cosh Paula sent out leaflets from a Company called ‘Great Walks’ who are looking for regular walkers to help them compile a Guide Book. (It was suggested we send them a copy of the amended Yellow and Green books) Steve asked if the R.A. were supporting this book? Jim to speak to the R.A. to clarify their position Dorothy further reported she had helped out the Thomas More school with publicity on ramblers which the RA provided. Rochford Assoc. Voluntary services called to say they have a number of young people doing the ‘Princes Trust’ course, and asked if we have things such as footpath clearing to be done.? Suggested we find some suitable areas, but to call George Cox to provide details of areas needing their services. Dorothy to also call Rochford Parish Council Clerk. Wendy Everitt had given Steve details of the ‘Essex Walker Challenge walk’ which she said had been a real success. 190 entrants took part, well fed and watered, and a high % of young people were on it.
Walks Leaders Reports Judy reported that Sunday walks were all OK. No issues arising. Brian reported Wednesday walks were all OK, and he was receiving suggestions for different walks. Val Jordan said having shorter Saturday walks would be nice, as these were more popular. If the idea is adopted it does leave a problem with ‘who leads them?’ Peter Cosh reported that there were issues involving routes across Rochford Golf Club, and markers not tallying up with route maps etc. Brian reported that there is now dialogue with Golf Club reps to determine the correct routes. Bill Bellingham not present - no report for Thursday walks.
4. Forthcoming events Judy reported that Walks leaders and Committee are invited to a Social Night at the Constitutional Club in Leigh on Thursday 24th May - 7.30pm.
5. Any Other Business Rod said that a number of Organisations such as CRE and Woodland Trust etc send him in literature and publicity. What is the best thing to do with it? Steve suggested Doctors/dentists surgeries. Christmas dinner was discussed. Dorothy said the Cliffs Pavilion venue for those who attended the midweek session last year was a sorry experience. Sunday attendees had much better time. After discussion it was agreed that Val & Dorothy would go to the Cliffs Pavilion, explain things were not good, limit the menu selection, tell them what we require and hope it improves this year.
6. DONM Committee: Thursday 20 September Civic Centre (Olive to book) AGM 26th October - Rochford Parish rooms. (Olive to book?)
Meeting ended 9.00pm
SOUTH EAST ESSEX RAMBLERS MEETING OF THURSDAY 18 JANUARY 2007 MINUTES OF MEETING
Those attending: Olive Hazle Chairman Brian Gale Wednesday Walks Gordon Grout Vice Chairman Judy Birks Sunday Walks Jim Folwell Secretary Val Jordan Social secretary Rod Birks Treasurer Dorothy Cosh Publicity Steve Clarke Minutes Rosie Clarke Cttee Member
1. Welcome and Introduction Olive Hazle introduced the meeting.
2. Apologies Wendy Everett - Librarian
3. Minutes of Previous meeting - 14 Sept 2006 The minutes were read out, Matters arising: None
4. Officer reports A. Secretary’s Report - Jim Folwell Jim explained that the post deals with Area and National Rambling issues, and that details of all material received considered relevant to the local group will be distributed at meetings. Essex Area AGM on Saturday 3rd Feb 2007 - to be attended by Gordon Grout. Events concerning SE Essex Group already submitted by Carol Clark. Received Essex monthly newsletters updates for Jan/Feb - ‘Whats On’ part of Feb newsletter circulated to those present. Rod said George Cox was now SE Essex Footpaths secretary - not Dave Hitchman. Rod expressed his appreciation of the work that Dave did in respect of footpaths and Ramblers group in the local area. Information received on Group membership levels in January as follows: Now 584 members
Dorothy had copies of two publications: “15 walks in SE Essex for the family” - green book “17 more walks….” - yellow book The walks in both books need to be amended and re-walked. Copies of each are in Grindleys bookshop Rod said that Dave Hitchman was claiming copyright, but the books were both printed and published for Ramblers. Dorothy said they could be a money-spinner, so Brian Gale has offered to take both copies and have the Wednesday Walkers utilise them, do the walks and make amendments over the course of the next programme. Two more books - “Saffron Trail” and ‘blue book’ of short walks to be looked at, and may need reprinting.- copies of both to be located. Brian said some of the local Libraries have books with good walks etc The RNIB are staging a half marathon length (13 mile) fund raising night walk from Chalkwell School on 7th July @ 8.00pm. Ramblers are invited to participate and provide some sponsorship. Steve to mention it in the ‘Keeping in Touch’ section of next programme.
There was discussion about production of next SE Essex programme. All KIT contributions to Paula Hayes to be sent by Steve Clarke Walks leaders send walks information to Paula (see date in AOB below) Chairman sending short statement to Steve for inclusion.
Essex 100 - 1st to 9th September. Jim Woodcock, Spring Walks leaders.
B. Treasurers Report - Rod Birks Rod reported on accounts for previous and current year. Brian asked if accounts were audited, but Rod explained what was sent round was a Profit and loss sheet, and no auditing was necessary. A query raised by Wendy was addressed, and Rod explained that actual loss is because some money was on previous year’s accounts. No questions were forthcoming.
Signatories for Bank Mandate Olive Hazle and Jim Folwell to be added, and substituted for retired officers. Proposed by Brian Gale and accepted. SE Essex are members of 4 bodies each requiring £20 p.a subscription charges. a Woodland trust, b. YHA, c. Campaign for Rural England d. Southend Assoc. for Voluntary services Generally felt to all be of benefit, and agreed to continue with Subs. C. Social report - Val Jordan Val reported a trip to High Weald Walk by Coach is planned. Long and short walk options. Date t.b.a. - probably April. Barn Dance on 13th October planned Val explained that our Subs to the YHA mean ramblers can take over Youth Hostels out of season very cheaply. - she recommends them YHA Handbook supplied to Rod - available for all to look at on request.
D. Publicity report - Dorothy Cosh Dorothy reported the Evening Echo did a feature, and showed a photo of ramblers. She continues to send Ramblers information to local Libraries and newspapers.
E. Libraries report - Wendy Everitt In her absence, circulated.
F. Other reports Gordon asked if any area First Aid courses have been taken up?
4. Hospitality for Walks Leaders - Judy Birks There used to be an annual get-together at the Constitutional Club in Leigh to thank Walks Leaders for their efforts. After discussion it was agreed this idea should be reinstated. Rod to speak to Peter Golightly
5. Forthcoming Events All details to Val Jordan
6. Future committee meetings - location After discussion, it was decided to stay at Southend Civic Centre for meetings rather than relocate to a Pub or meeting room elsewhere
7. Any Other Business Brian Gale asked about copy date for next programme. All contributions to reach Paula by 28 February 2007. Olive to check with Carol and Paula if this date is acceptable, and how long she needs to produce the programme.
Dorothy indicated Mr Cosh might be willing to join Committee if possible.
8. Date of Next Meeting - 17th May 2007 @ 7.30pm, Civic centre
Meeting ended at 9.30pm
Steve Clarke Minutes secretary
RAMBLERS’ ASSOCIATION, SOUTH EAST ESSEX GROUP Minutes of the 31st Annual General Meeting Held at the Rochford Parish Rooms, West Street, Rochford 27th October 2006 at 7.30 p.m. 61 members attended. 1. Chairman’s Opening Remarks Pauline welcomed members to the AGM and introduced David Cullington, Chairman of Essex Area. She advised that David would not be giving a formal presentation but would be quite happy to answer any question members had or to offer an area view where appropriate. On a personal note Pauline thanked everyone who had so willingly and capably supported her during her three years in the Chair. She went on to say that, supporting over 580 members, whilst also playing a role in the wider Ramblers Association aims and objectives, required a dedicated and capable committee. It is therefore very important that all key posts were filled this evening and Pauline urged people to volunteer their services where possible.
2. Apologies were received from Olive Hazle, Pauline & Derek Rayment and Joyce Law.
3. The Minutes of the Annual General Meeting held on 28th October 2005 were accepted as a true record and signed.
4. The Treasurer presented his report and invited questions from the floor. There were no questions and the accounts were accepted as they stood.
5. Election of Officers The following officers were proposed, seconded and duly elected by the meeting:
Chairman
- Olive
Hazle
Membership records & programmes - Joyce Law (not a committee member)
* the role of Secretary will be split into two functions with the actual responsibilities to be finally decided between the two parties but in principle Jim will deal with Area paperwork, correspondence etc and Steve will prepare the Agenda, take Minutes etc.
6. Election of Individual Members Rosie Clarke.
7. Election of Representatives to R.A. Essex Area Gordon Grout
9. Questions 1. Jim Folwell raised the question of parking at Sainsbury’s store at Rayleigh Weir, advising that parking charges were being applied at some major stores. Carol Clark advised that she had telephoned the store and been advised that they have no plans at present to apply parking charges at Rayleigh Weir. Carol further advised that there is a letter on file authorising our members to park their cars in the car park. This led to a further discussion regarding Homebase at Purdey’s Way, which is also a meeting place for our group. Carol agreed to check with the store. 2. Brian Gale said that he was pleased to report that his Wednesday short walks for the next programme are complete and he has only 5 long walks to fill. This is a great improvement on previous programmes. 3. Dorothy Cosh advised that two certificates, one relating to the oak tree sponsorship, the other relating to the plank adopted on Southend Pier, were available for members to see during the evening. In addition there was a copy of a magazine Healthy Life, which published an article written by Dorothy who also advised that she has updated our entry on the Council’s website, Local Information for Essex. Finally Dorothy mentioned the Family Friendly walk held on 24th September as part of the Ramblers Welcome to Walking Week in association with the childrens charity CliC Sargent and told members that photographs, taken by her son, were now on the South East Essex website. The Meeting closed at 8.10 p.m. The evening ended with a Cheese and Wine Social.
Action Points 1. Carol to check parking at Homebase, Purdeys Way Industrial Estate Please note: This has been done and Homebase advise that they do not charge parking fees and have no current plans to do so.
Treasurer: Rod presented the accounts and there were no queries. He then went on to give a brief overview of our funds and the new finance proposals. A discussion ensued regarding budget forecasting, social accounts being separated from the main accounts etc but no definitive resolution was reached. This will obviously be an ongoing issue and we will look to Rod to steer the debate at future meetings. It was agreed that Carol would circulate any relevant claims information from other groups.
Rambles Secretaries: Sunday walks: Judy advised that all was OK. Wednesday walks: Brian advised that there were no problems Saturday walks: Mike advised that there were no problems but that he would be asking the Secretary to circulate a proposal with the Agenda for the next meeting. He briefly outlined the proposal to change from three walks programmes to four which would maximise the budget process.
Joyce advised that she had received items relating to the Challenge Walk from George Hedger some of which were the property of the Council After a discussion it was decided that items belonging to the Council should be returned to them as there were no volunteers to take over the organisation of the Challenge Walk.
Publicity: Dorothy confirmed that the sponsored Oak Tree has been planted in Cherry Orchard Park and she is awaiting receipt of the certificate. She will provide details to Joyce who will include in KIT or Walks programme. Dorothy will arrange to Adopt a Plank on Southend Pier (see item 5(iv)). She updated on publicity matters and produced a copy of the Southend Recorder which featured an article on the Ramblers.
Social Secretary: Val updated on social matters particularly in relation to future rambles.
8. ANY OTHER URGENT BUSINESS - Gordon Grout advised that BBC Essex have made contact regarding walking the Essex Way and would like Ramblers involvement. This will take place in the first week of May and leaders will be approached and asked to assist. - The date for the next French trip is Saturday September 2nd - Pauline has been asked to arrange another Brandy Hole Walk in the Summer - Gordon Grout will attend a First Aid Course in May. Carol to advise Area.
COPY FOR NEXT PROGRAMME TO PAULA HAYES BY TUES 28 FEB
The Meeting Closed at 9.30 p.m.
Note to Committee Members who were present at the Meeting This was a full meeting with a lot of debate, constant exchange and some exuberance and it was difficult to know exactly where one issue ended and another started so I thought it would be helpful to list below what I believe to be the resulting action points. If you have any problem with the content of these Minutes, please contact me as soon as possible, bearing in mind that I will be on holiday from 31 Jan – 28 Feb inclusive. Action Points: Item 4. Joyce to advise vacancies in KIT or Walks Programme Item 5 (iv) Dorothy to arrange “Sponsor a Plank” Item 5 (v) Carol to cancel refreshments at future meetings Item 5 (vi) Carol to provide draft wording to Joyce Item 5 (vii) Carol to confirm booking for AGM Item 5 (viii) Carol to advise Area Item 6 Carol to obtain claims information and circulate with next Agenda Item 6 Carol to circulate M. Clark’s paper with next Agenda Item 6 Dorothy to provide information to Joyce re Oak Tree Item 8 Pauline to arrange Brandy Hole Walk Item 8 Carol to advise area – Gordon attending Course The date of the next Meeting is Thursday May 18th – room number etc will be confirmed when you receive the next Agenda.
RAMBLERS’ ASSOCIATION, SOUTH EAST ESSEX GROUP Minutes of the 30th Annual General Meeting Held at the Rochford Parish Rooms, West Street, Rochford
51 members attended.
1. Chairman’s Opening Remarks Pauline opened the meeting by welcoming everyone to the AGM and thanking the people who had helped to organise and support the evening. She reminded members that everyone on the committee is a volunteer and pointed out the range of tasks undertaken by the committee. She said that at the September committee meeting we recognised the contribution that existing members had made over the past years but also realised that we are at a stage where it is vital to attract new blood and fresh ideas to ensure the continuing success of our group. She advised that in some cases people can support the committee but not necessarily attend committee meetings. She stated that the precedent was long established recognising that George Cox maintains our website and spends many hours walking out routes for coach rambles but does not attend committee meetings. Members of the committee can, and do approach George directly if necessary. Dave Hitchman raised a point of order in relation to the constitution and was advised that the committee structure is in line with the current constitution (as at 13 April 2003).
2. Apologies were received from Della and Alan Bearman.
3. The Minutes of the Annual General Meeting held on 29th October 2004. Dave Hitchman raised a point in relation to a matter discussed at that meeting but was advised that this had been addrressed at the committee meeting following the AGM. The Minutes were accepted as a true record and signed. Dave Hitchman began to address the room in relation to the cancellation of the challenge walk and was advised that he was out of order. He refused to stop and continued shouting loudly advising the Secretary that it was none of her business. The Meeting was halted and resumed when Mr Hitchman sat down after stating that he will not be attending any more South East Essex Committee meetings.
4. The Treasurer presented his report and invited questions from the floor. There were no questions and the accounts were accepted as they stood.
5. Election of Officers The following officers were proposed, seconded and duly elected by the meeting: Chairman - Pauline Smith Vice Chairman - Derek Davis Secretary - Carol Clark Treasurer - Rod Birks Membership Secretary - Joyce Law Publicity Officer - Dorothy Cosh Wednesday Rambles Sec - Brian Gale Saturday Rambles Sec - Mike Clark Sunday Rambles Sec - Judy Birks Thursday Rambles Sec - Bill Bellingham Social Secretary - Val Jordan Independent Examiner/Auditor - Mike Berry
The Countryside/Footpath Secretary (Dave Hitchman) advised the meeting that he was elected by the area and not this meeting.
6. Election of Individual Members
Steve Clarke and Rosie Clarke.
7. Election of Representatives to R.A. Essex Area
Gordon Grout
8. Footpath Issues
Dave Hitchman informed the meeting of a number of footpath issues and, following a request from a member, agreed to forward full details to the secretary who will pass them to George Cox to enter on our website.
9. Questions A member asked if our group could pay £50 for an oak tree, which would be one of 200 being planted as part of the 200th Anniversary of Trafalgar. Dorothy Cosh agreed to forward full details to the secretary and advised that the planting has a tight timeframe so a quick decision would be required. There was agreement in principle that this would be a positive thing to support. A member asked whether a Vice Chairman would automatically become the next Chairman. He was advised that was not the case but that in the past the new Chairman had generally been a member of the committee.
The Meeting closed at 8.10 p.m. The evening ended with a Cheese and Wine Social.
Action Points: 1. D. Hitchman to provide report to Secretary. 2. Secretary to forward report to George Cox and to committee members. 3. D. Cosh to provide details of tree planting scheme to Secretary. 4. Secretary to respond appropriately to item 3.
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Minutes |