THE PORTSMOUTH RAMBLERS GROUP

MINUTES OF THE ANNUAL GENERAL MEETING

Held on Tuesday, 18^th November 2014

at The City Scout Hut, 70 The Ridings, Gatcombe Park, Portsmouth

The AGM commenced at 8.00 pm with 22 members present.

Minutes of the AGM held on 19^th November, 2013 were agreed to be an accurate record.

Proposed: Roy O’Neil. Seconded: Steve Beckerley. Carried.

Matters Arising:

The meeting was informed that PMR Radios have been purchased for the Saturday Group and are being used regularly and successfully. The Group’s 30^th Anniversary was celebrated at The Annual Meal on 13^th April.

ADOPTION OF THE ANNUAL REPORTS

Officers’ Annual Reports were circulated in advance with the Agenda. Additional information was provided by the Membership Secretary, who informed the meeting that the Portsmouth Group currently has 258 members, an increase of 3 (1%) over the past twelve months. The Annual Reports were adopted. Proposed: Paul Harvey; Seconded: Peter Chilton. Carried.

ADOPTION OF THE ANNUAL ACCOUNTS

Members were presented with a copy of the Annual Accounts, which show that as of 30^th September, 2014 the Group had funds of £1,329.24, with £1,054.74 in the Main Fund and £274.50 in the Self-Funded Account. The Group’s Treasurer, David Farrow, reported that he has applied for a reduced Area Grant of £200 (rather than the standard Grant of £341.50) for the coming financial year as the Group’s Main Fund reserves are well above guidelines set by Head Office. The Treasurer pointed out that Ramblers Holidays have replaced HF Holidays as Ramblers’ “walking holiday partner”. Group Treasurers have subsequently been instructed that any monies received due to members taking a holiday with RWH should now be credited to the Main Account and not the Self-Funded Account, as in previous years. The Annual Accounts were adopted. Proposed: Linda Prior. Seconded: Sue Gibson. Carried.

ELECTION OF OFFICERS

Peter Chilton, Vice Chair, proposed that David Nichols be re-elected as Chair of the Portsmouth Group. This was seconded by Les Bailey and was carried unanimously. The remaining Committee members agreed to continue to serve in their posts and were re-elected en-block. Proposed: Roy O’Neil. Seconded: Angela Nicholas. Carried. Details of elected Officers are:

The Hon Auditor, Richard Moakes was willing to continue. Proposed: Ann O’Neil Seconded: Paul Harvey. Carried.

ANY OTHER BUSINESS

1. The Hampshire Rambler. The meeting was asked to discuss whether there was a preference for The Hampshire Rambler to continue to be published in its current format and distributed with the Group’s programme, or for it to be circulated on-line, or discontinued completely. Members were informed that all groups in Hampshire Area would be discussing the same issue at their AGMs. Most people apparently read or look at the publication, although it was questioned whether it represented good value for money and several thought it could be improved. When asked to vote on whether The Hampshire Rambler should continue in its current format the meeting was divided in its opinion, with 11 in favour and 11 against.

2. Walks: Dave Nichols informed the meeting that he will be leading a London Walk next October covering Wimbledon Common and Richmond Park. Members were reminded that the Group needs more leaders for both Saturday and Sunday walks, and also that walkers have a duty of care towards other participants – people should look out for those walking behind them to ensure everyone finishes a walk together.

There being no further business the meeting closed at 10.00 pm.

Linda Prior

November 2014

OFFICERS’ REPORTS

Chair’s report for the Portsmouth Group

Year ending 30^th September 2015

Once again the many varied walks put on by our walks leaders have provided interest from our regular members with especial interest in the “Five and under” walks put on by Roy. Always well researched and well led and my thanks to the leaders for their contribution. We might at any time need to change details especially with regards weather extremes, and train times changes, so please let me have your e-mail addresses so I can let you know of anything last minute.

The London walks have been very well supported, and enjoyed by all including “certain cabarets” provided by other road users. The two this year were very different the first being around the Whitehall and Battersea area, which in the initial stages was extremely busy, and it took until the calm of Battersea where the electric Formula 1 was being set up, together with a fly past, for things to calm down. The second was to unfamiliar Common and Parkland through Wimbledon and Richmond and once again was enjoyed as a traditional countryside walk through trees and bushes.

Again my thanks are in particular due to the hard working committee, who have a vital role to play in the organisation with their different tasks, and once again my special thanks are due to Chris McArthur. Chris has had much change to contend with the changes in the format of the programme production and the printer was changed to the Portsmouth University as Pompey in the Community could no longer accommodate our requirements. Also my thanks go to Malcolm Hagan who kindly offered to take over the rebooting of the Website, which he has accomplished with the assistance of Chris and of course Ken Peers. My thanks to Ken Peers for his maintenance over the past few years against increasing change in his own working life.

It is possible that as time goes on and we all increase our years that leaders are always needed and if ANYONE can volunteer in this regard any of the committee would be most pleased to hear from you. Training is always available from any existing leader on the walks.

We are changing our venue for the Christmas Dinner this year as you will have seen in the New Programme, as the previous one had declined with services available, and if there are any members still to book, later additions can I am sure be accommodated.

Finally my thanks to all of you for your continued support of both walks and social events.

David Nichols

Programme Co-ordinator’s Report

The major change this year has been the use of the Contributor function on the Ramblers Walks Finder website. The majority of leaders now add their walks directly onto Walks Finder and, after being checked by the Chairman and Programme Co-ordinator, these are approved and made public. There are a number of significant advantages resulting from this. Firstly there is built-in validation of key pieces of information, such as the starting grid reference where a map appears showing the exact spot for that reference – so, for example, if it's in the middle of the English Channel you know you have made a mistake. Secondly it does not allow you to leave out key information such as the start time of the walk or the walk grade. Thirdly there is online help. Fourthly there is less typing required as a lot of options can be selected from drop-down lists, such as the leader's contact details, or a previous walk can just be copied. Fifthly the resulting walks are stored on the Ramblers Organisation servers rather than on the hard disk of the programme co-ordinator's PC. Just imagine what would happen if that PC was stolen days before the programme was going to be produced. Sixthly it removes the need to upload walks to Walks Finder as they are already there. Seventhly the printed programme can be directly produced from Walks Finder thus removing the need for any retyping. It also means that the programme can be produced with minimal word-processing skills and from any internet connected location.

Clearly there are still improvements that can be made to Walks Finder specifically in publication layout and training material. Ramblers do recognise this and are actively pursuing these developments. So anyone not totally happy with the new walk programme layout should hopefully see various improvements over the coming year.

Another significant change this year has been Ordnance Survey's move to the Outdoor Leisure Series (OL) for any map that touches on the South Downs National Park. Thus nearly all the maps in our area have been completely renumbered. In the current programme both numbers are shown but we will soon need to move to the new map numbers. One improvement is that these new maps allow you to download – at no extra cost – a digital copy of the map using the OS App to a smartphone or ipad. A unique number for each copy of the map, in a scratch-off section, needs to be entered to do this. The downloaded map can be used even when not connected to the network as is often the case on walks in country areas.

As always walkers should check Walks Finder before setting out on a walk in case any information has changed. In the summer about 7 walks, on average, have changes of details and, in winter months, these changes can be even more numerous depending on the severity of the weather. Don't forget leaders have to submit walks up to five months in advance and so will have no knowledge of footpath closures, car park closures or changes to charges, road closures such as currently at Hambledon, engineering works etc. which can change the start time or starting point of their walk.

Chris MacArthur

Membership and Publicity Secretary’s report

As at 1^st September, 2015 the Group had 261 members, an increase of three over the past twelve months, and reflects that whilst some members have resigned or not renewed, others have joined who in the most part walk regularly with us.

As I both previously and now in the Chair’s report, Walksfinder is now an important tool in attracting new members with maps and full details available to any member of the public enquiring about our walks. Often they refer to our own Portsmouth website which has now nearly finished being revamped, and should prove an attraction for any potential new members.

David Nichols

Social Secretary’s report

(as there is no official officer the Chair’s reflections on Social events over the year)

The Christmas dinner was once again held at Chimes and was well attended. We have decided on a different venue this year as set out in my Chair’s report and I hope that many of you will support the new location. A further skittles evening was organised by Nigel and Berni Tulk at the Croften at Stubbington and attracted a good attendance once again.

And again the Annual meal was held at the Half Moon at Sheet attracting good numbers of walkers and friends and other halves, and good food at reasonable cost was enjoyed.

David Nichols

Programme Distribution Secretary’s Report

Another good year for posties – many thanks to you all.

Ann O’Neil

Footpath Secretary’s Report

This year there were some footpath changes in the city centre, due to new buildings being constructed. The Ramblers’ Path Watch scheme, which commenced recently, is trying to encourage walkers and members of the general public to survey public rights of way in their area. Natural England are looking at local coastal paths, with a view to improving them and making them more accessible. This is a welcome move, as the section of coast around Eastney needs improving for walkers.

Mark Page