2009 AGM Minutes
LONG DISTANCE WALKERS ASSOCIATION LTD
DRAFT MINUTES of the 10th
ANNUAL GENERAL MEETING of LDWA Ltd
held at 10am on Sunday 8th March 2009
at the Metropole Hotel, Llandrindod Wells, Powys
(subject to approval at the 2010 AGM)
PRESENT
112 members whose names are recorded in the Attendance Register and are listed, in alphabetical order, at the end of these Minutes.
Notice of Meeting
The formal notice convening the meeting was read by the General Secretary.
1. Apologies for absence
Apologies for absence were received from Sir John Johnson, Chris Bancroft, Teresa Brown, Steve Osborne, Avril Stapleton and David Street.
2. Minutes of the 9th Annual General Meeting of LDWA Ltd held on 9th March 2008.
The Minutes of the meeting were contained in the AGM booklet which had been supplied to those attending the AGM.
It was proposed by Geoff Saunders, seconded by Janet Chapman that the minutes be accepted as a true record and this was AGREED.
3. Matters arising
There were no matters arising.
4. Accounts
The accounts for the period ended 30th September 2008 and the reports of the Directors and Accountants had been supplied to those attending the AGM. The full Directors’ Report and Unaudited Financial Statements and Report of the Accountants were incorporated in the AGM booklet.
John Sparshatt said he had nothing to add to his report but would take questions.
Keith Chesterton asked whether there was a plan for what the organisation would do with the money they had, or if there was a target the organisation was aiming to achieve for financial stability. John said that the funds were healthy and that there were no plans in place. The money is held with the Nat West Treasury and this had resulted in over 5,000 in revenue derived from income. The estimate for this year is less than 1,000 with an interest rate of less than 0.5%. The money however is safe. There would be no need to increase the membership subscription for next year or for several years to come. There were a number of website enhancements that were currently in development which would need to be paid for and members were able to make suggestions as to ways in which they would like to see the funds being spent. In Strider in April there will be an item on the organisation’s Donation Policy – encouraging members to suggest any cause that we may donate to in line with the organisation’s policy.
Geoff Saunders said that the financial balance was not excessive for an association of our size and John Sparshatt said that in many organisations a working balance of 1½ times annual subscription income was seen as a sensible amount to hold.
It was proposed by Hazel Bound, seconded by Les Maple that the accounts should be accepted and this was AGREED.
5. Accountants
John Sparshatt said that R F Miller had been the Accountants for a number of years and were also our Registered Office. The Accounts are no longer audited because of the Small Companies Audit Exemption but they still did a very similar job for the organisation.
It was proposed by John Sparshatt, seconded by Tony Willey and AGREED that R. F. Miller, Chartered Accountants and Registered Auditors, Bellevue, Princes Street, Ulverston, Cumbria LA12 7NB, be appointed Accountants for the year ending 30th September 2009 and that the Executive Committee be authorised to fix the remuneration of the Accountants.
6. Annual Reports
The reports listed below had been supplied to those attending the meeting. Tony Willey, from the Chair, proposed and it was AGREED that the reports be taken as read and that each of the committee members should introduce their reports in turn followed by questions, if any, on each report.
6a) Chair − Tony Willey
Tony had nothing to add to his report and there were no questions.
6b) General Secretary – Katie Hunt
Katie had nothing to add to her report and there were no questions.
6c) Membership Secretary − Peter HaslamPeter said membership numbers changed daily. The latest figures were 5,598 members. These members paid in the following ways – 3,122 by Direct Debit; 1,739 by Cheque; 708 by card on line. 934 reminders had been sent out and 637 of those members were yet to confirm what they intend doing. Peter would be preparing the mailing list for the April edition of Strider in the next day or two, so any member who has not paid by then will not receive Strider.
Tony Rowley asked if the organisation is missing out on donations by people paying their membership by Direct Debit. John Sparshatt said that perhaps people who pay by cheque are more aware of the ability to donate. Peter said that the Direct Debit forms are being re-designed with a tick box for donations.
Tony wished to add his personal thanks to Peter for his efforts with membership. The role was a very important one which took a great deal of time and effort, and Peter’s hard work was much appreciated.
6d) Editor − Ken Falconer
Ken said April Strider should be despatched on 25th March. The success of Strider very much depends on contributions from members. Ken receives plenty of holiday/walking diaries, and he would like to receive more factual tips for walkers, and anything that may be of interest to the members.
6e) Local Groups – Nicky WoodNicky’s report had referred to the Annual Meeting for Group Secretaries when the meeting is actually open to any representative from a local group. It is hoped to run this event over a weekend in 2009 with a chance to do a walk. The plan is to hold this at the beginning of November and there should be the ability to get a cheap deal on accommodation at that time of year. The Local Group may be asked for a contribution towards the cost of accommodation and also the National Committee would contribute too. Chris Seddon asked about the value of extending this meeting to a weekend, if the costs are going to rise for the LDWA, and so few groups actually attend the meeting. Some groups may attend that meeting rather than coming to an AGM. (Post Meeting Note – 17 Groups attended this meeting in 2008)
Paul Hatcher stressed the importance of the Local Groups Meeting and the ability of local group representatives to get together to discuss issues that they would not feel able to raise at a national level.
John Sparshatt said that the meeting this year cost under 1,000 and it was good value and very much appreciated by the local groups who attend.
Les Hewitt said that he had got a great deal out of attending the meeting and that it was invaluable.
Graham Hemsley asked why there was no cost for the 2008 meeting in the accounts – yet 1,800 appeared for 2007. John Sparshatt explained that this was due to the timing of the meeting as it fell after the end of the financial year.
Marjorie Cashmore asked if some groups sent a representative to the Local Groups Meeting instead of the AGM as 60% of groups attend the meeting. There was no evidence of this and Hazel Bound said that in Cornwall and Devon they send one representative to the Local Groups Meeting and another to the AGM.
6f) Group Programmes Co-ordinator for Strider − Eva Bowes
Eva had nothing further to add to her report. Tony thanked Eva for all her hard work over the years on the Committee.
6g) Internet – Reg Chapman
Reg said most of the hard work on the website had now been done and he would now have more time available to look at making any changes suggested by members. Reg asked for ideas to be sent to him by members.
6h) Events − Fiona Cameron
Fiona had nothing to add to her report.
6i) 100s Co-Ordinator – Gail Elrick
Gail presented to the meeting the Colin Wormald Trophy which had been found and cleaned and the engraving brought up to date. Gail would ensure that the Cup was passed to each Hundred Event Organising Committee to mark every person who completed the Hundred Event. The cup will be handed to the Wessex Group in 2009.
Gail said that she had been co-opted onto the Committee in this new post and she would be looking at many things in connection with the Hundred event through the next year.
6j) LDPs – Paul Lawrence and John Sparshatt
Paul and John were working together on this and the work done is very beneficial to the organisation. Many people are finding the LDWA on the internet through searching the LDPs.
6k) Merchandise – Tim Glenn
Tim reported that he now has a great range of products but is not having to carry the stock as it is all held by the supplier. He has some old stock and some samples on sale at the AGM and is hoping to sell of some of the old stock at discounted prices. The National Committee had asked Tim to continue with merchandising when he leaves the committee which he is happy to do.
Janet Chapman asked why a sticker appears on packages stating that it is from the LDWA. In the case of a gift being sent it tells the receiver exactly where it has come from. Tim explained that these stickers were originally used to show anyone who may be looking to interfere with packages that it contains club supplies.
6l) Publicity – Catharine Gregory
Catharine had nothing to add to her report except to say that it had not definitely been decided whether the LDWA would be attending the Outdoors Show. We are still waiting to hear from SatMap.
Marjorie Cashmore asked if there was to be a report on the Environment as this appeared last year. Tony Willey explained that no committee member had taken on the environment as an issue in 2008 and that it may be a subject too big for the LDWA as we do not have the resources to become an effective campaigning organisation.
Keith Chesterton said he could not accept the view that, although we are not are a campaigning organisation, we can do nothing about the environment. As an organisation we should be looking at ways to reduce our environmental impact and groups look for guidance from the national committee on how we can achieve this.
Ken Falconer explained that the Committee get briefing notes etc from various organisations that we can comment upon and Geoff Saunders said that it would be good to have a brief report on these issues that the LDWA are commenting upon.
John Stewart said that he feels the environment is a very important issue and members should be kept aware of issues and opportunities to volunteer e.g. with bracken clearance etc. Ken Falconer said he would be happy to put appeals for volunteers on projects like this in Strider.
Graham Hemsley said that with our high profile in promoting long distance paths, we should also be looking at the environmental impact and we should be able to influence people who can make decisions.
Pat Endacott said that this may be an issue to be discussed at the Local Groups Meeting as to how local groups can reduce their environmental impact.
7. Election of Officers
There had only been one nomination for the post of Chairman – Paul Lawrence. Tony Willey declared that Paul had been duly appointed Chair of the Executive Committee and of LDWA Ltd.
Paul asked Tony to continue in the Chair for the remainder of the meeting.
Single nominations had been received for the positions of General Secretary, Treasurer, Editor, Membership Secretary, Internet Officer and six nominations had been received for the other six Executive Committee positions by the due date. It was suggested from the Chair that the nominations be taken en bloc and accordingly the following persons were declared to have been appointed to the positions shown and consequently as Directors of LDWA Ltd.:
General Secretary Katie Hunt, proposed by Edith Moran, seconded by Chris Flood
Treasurer John Sparshatt, proposed by Andrew Ward, seconded by Ralph Warman
Membership Secretary Peter Haslam, proposed by Andrew Griffin, second by Geoff Holburt
Editor Ken Falconer, proposed by John Sparshatt, seconded by Julie Welch
Internet Officer Reg Chapman, proposed by Keith Chesterton, seconded by Tony Cartwright
Executive Committee Members
Fiona Cameron Proposed by Abigail Elrick, seconded by Ken Falconer
Nicole Carbonara Proposed by Eva Bowes, seconded by Katie Hunt
Tony Deall Proposed by Paul Hatcher, seconded by Barrie Blenkinship
Abigail Elrick Proposed by Colin Saunders, seconded by Kathy LoRaso
Catharine Gregory Proposed by Shirley Hume, seconded by Jon Bateman
Nicky Wood Proposed by George Roden, seconded by Gillian Hopkinson
The two new members, Nicole Carbonara and Tony Deall were introduced to members and welcomed to the committee.
8. Subscriptions for the Membership Year 2010
There were no proposals to change the rate of subscription and it was expected that the current rate would remain for a few years. John Sparshatt proposed that there be no increase in subscription in 2010 and this was seconded by Graham Hemsley and AGREED.
The Chairman declared the formal business of the meeting closed at 11am
9. Open Forum and Discussion
9.1 Committee
Terry Bound thanked all the Committee for their hard work and particularly Tony Willey for the work done in the past 3 years taking the organisation out of a difficult time.
9.2 Bags on Hundred Events
Keith Chesterton asked if there should be a rule introduced on the size and weight of a bag used for the breakfast stop on the Hundred Event as sometimes these were very large, very heavy and some had boots and poles etc. strapped to them making them very difficult to handle. These bags needed handling at least 4 times and it was a big burden for the baggage stop staff. Should there be a limit and if so, how would it be enforced?
Eva Bowes said they were just writing the rules for the Scottish Hundred and they may limit the size and they would be prepared to enforce that as long as they had the backing of the National Committee and leave bags behind that did not comply, or tell the entrant to take the bag away and make it smaller or lighter. .
9.3 Group Walks Summary in Strider
Bob Waller asked why the group weekday walks could not be included in the summary listing in Strider. Ken Falconer explained that this would make the listings very much longer and some groups would want evening walks listing etc. and this would increase the pressure for space in Strider.
Groups could put details of their week day walks and evening walks on their website and Guy Vowles said that in their group, a particular member was the main contact person for weekday or evening walks and their contact details were sent to members so that anyone interested could contact that particular contact person.
Peter Russell asked about changing to an A4 version of Strider, but Ken Falconer said that members liked the pocket size of Strider as it is.
9.4 Future AGMs
Reg Kingston said that this had been Geoff Saunders’ last AGM as organiser and the meeting thanked Geoff for the work he has done over the years. Reg Kingston has been shadowing Geoff in the past year and he will be organising next year’s event. Reg asked for ideas, particularly for venues etc. Geoff Saunders stressed that if members do investigate venues to pass to Reg, that they should not discuss price at all as this limits Reg when it comes to negotiating.
Some thoughts that Reg Kingston had on slight changes included a 5 mile walk on the Saturday; perhaps looking at the timing of the after-dinner speaker as people are very tired after a full day of walking and may not get as much out of the talk on the Saturday and it may be better to re-time it, perhaps to the Friday evening.
Linda Connor said that she thought that the after dinner speaker may be allocated a better slot as everyone is so tired after a day walking. The speaker the previous evening had been so interesting, but many members did not enjoy it is as much as they would have because of tiredness.
Janet Chapman asked if it was possible to have bigger print on the name badges so that they were easier to read.
Hazel Bound said that sometimes people drop down to the 10 mile walk, and then try to push the pace a little whereas it is supposed to be a social walk with all day to do the 10 miles in.
Madeleine Hemsley said that over the years the C group walks have extended from 9-10 miles up to 12 miles and perhaps that has pushed the pace up and there may be a need to go back to shorter walks.
9.5 Website
Norman Corrin asked why the photograph of Peaslake Post Office was appearing on the Home Page and could it be replaced with something more obviously to do with walking. Barbara Blatchford explained the history behind the Peaslake Post Office and its relevance to the LDWA. Reg Chapman said that the Committee had asked him to put an explanation box over the photograph, but instead he will be removing it and replacing it with something more relevant.
Susanne Waldschmidt said that in order for the LDWA to be seen as inclusive, the photographs on the website should reflect diversity. Reg Chapman said he was always keen to receive photographs from members with a suggestion as to where they should appear.
9.6 LDWA History
Keith Chesterton is writing a history of the LDWA and he would very much welcome contributions from members with memories and stories of the last 40 years. An appeal is also going to be appearing in Strider in April.
9.7 Wessex Hundred
Les Hewitt asked anyone who was participating in the Wessex Hundred to order their sweatshirts/polo shirts ahead. The order form is on the Wessex 100 website.
9.8 Food on Events
Hilary Whitlam asked about provision of food for people with an allergy or intolerance on events. It was agreed that this was a very difficult subject and it should be remembered that checkpoint staff are only volunteers and are not medically qualified or knowledgeable about such issues. It is therefore very difficult for them to advise on whether food is suitable. For any entrant who has specific food requirements like that, it is advisable for them to prepare food for the event and the organisers are often more than willing to transport that food to the checkpoints so that is waiting for them and they do not have to carry it around.
Edith Moran said that it might be helpful to event organisers if some sort of guidance on various food allergies or intolerances, for example people who are coeliacs, could appear on the website.
Janet Chapman said that it was important not to give incorrect advice as there is a chance of being sued and it is therefore better if the entrant can provide their own food which could possibly be taken to checkpoints.
Keith Chesterton said that he would like to run an event where the only thing provided at checkpoints is hot water – a basic event. John Stewart said that the food had been sorted for the Scottish Hundred – porridge, and porridge.
10. President’s Address
Sir John Johnson had unfortunately been unable to attend the AGM this year due to having undergone surgery. However, he had sent a message to be read out and Barbara Blatchford delivered the address on Sir John’s behalf. Sir John wished members well and expressed disappointment at not being able to join the weekend. Sir John referred to the Natural England review of National Trails and his delight at seeing that the LDWA’s work on this had been acknowledged and referred to in the report. The consultation document asks for “strategic recreational routes” to be considered but Sir John cautioned about any hope that any extra funding would be available for this.
Barbara Blatchford then thanked Tony Willey for all his work in the past three years at Chairman. She also thanked Tim Glenn and Eva Bowes as they step down from the Committee. She thanked all members of the National Committee for their work and likened it to a duck paddling water – a great deal is going on under the surface, that is not obvious, to keep the organisation running smoothly. Barbara wished Paul well as he takes on the role of Chairman.
In conclusion Barbara thanked Geoff Saunders for a great weekend.
The meeting closed at 11.40am.
The following members signed the Attendance Register:-
Avril Allen David Allen Howard Andrews Janet Andrews Mark Beaumont
Trevor Beeston Hilary Bell Barbara Blatchford Barrie Blenkinship Hazel Bound
Terry Bound Albert Bowes Eva Bowes Paula Buckton Mick Budd
John Burgess Boyce Burgess Fiona Cameron Nicole Carbonara David Cashmore
Marjorie Cashmore Helen Cavanagh Janet Chapman Reg Chapman Keith Chesterton
Andy Chesworth Linda Connor Norman Corrin Peter Cowlyn Carol Coyne
Tim Dawe Tony Deall Denis Doyle Gail Elrick John Elrick
Pat Endacott Carole Engel Isobel Falconer Ken Falconer Stella Fenlon
John Fleming Tim Glenn Michael Godfrey Peter Grayson Chris Greene
Julia Greenwood Vernon Harvey Peter Haslam Mary Hatcher Paul Hatcher
Graham Hemsley Madeleine Hemsley Phil Heneghan Les Hewitt Ian Hilditch
John Holmes David Hough Katie Hunt Malcolm Hunt Rebecca Kemp
Reg Kingston Jenny Kolot Paul Lawrence Vivien Lee Les Maple
Bob Mills Joy Mills Edith Moran Rob Myers Catharine Pember
John Phillips Brian Pitts Adrian Rayner Jenny Reed Tony Reed
Tony Rowley Gordon Rushton Sandra Rushton Peter Russell Ivan Rutter
Marita Sanders Geoff Saunders Ann Sayer Ian Scott Hilary Scott
Chris Seddon Ann Smith Geoff Smith Neil Smith Ron Smith
John Sparshatt John Stewart Michael Stone Norman Thomas Guy Vowles
Susanne Waldschmidt Margaret Waller Robert Waller Ralph Warman Ray Watson
Wendy Watson Nigel West Hilary Whitlam John Whitlam John Widdowson
Susan Widdowson Jill Wilkins Mac Wilkins Susan Wilkinson Tony Willey
Dave Williams Nicky Wood