Annual General Meeting 2015

AUTUMN COLOURS IN DODD WOOD 

 

MINUTES  OF  ANNUAL GENERAL MEETING

CUMBRIA  GROUP  LDWA

HELD ON    25.10.15   AT  17.00  

OLD WATER VIEW HOTEL, PATTERDALE

 

PRESENT:

Andy Armstrong, Alan Bainbridge, Barrie Blenkinship, Roger Burgin, Ann Crockett, Jim Crockett (Treasurer), Tony Deall (Group Secretary), Clare Edgar, Dave Evans, Pat Evans, Paul Hatcher (Chairman), Louise Smith (Walks Secretary), Martyn Smith.

Guests – Glyn Rose, Wayne Singleton.

 

APOLOGIES:

Helen Beatham, Neil Beatham, Joan Cave, Mark Hawker, Derek Heatherington, Caroline Roy, Shaun Williams, Barbara Young.

 

MINUTES OF 2014 AGM:

These were read and agreed as a true record.

 

MATTERS ARISING:

There had been no follow up to the request to run events in conjunction with the Lakeland Group.

 

CHAIRMAN’S REPORT:

Copy Attached.

Paul thanked everyone for their support during his time as Chairman.

 

GROUP SECRETARY’S REPORT:

Copy Attached.

Tony reported that membership had increased to 36 which includes several new members who had not yet attended any Group functions. He gave a summary of his ten years in office and wished his successor as much satisfaction as he had had.

 

DRAFT CONSTITUTION

Tony presented an outline of the new draft constitution which had been approved by the Committee and is a modified version of the recommended template provided by National. The main change is the ending of the Group membership fee and that membership is open to all members of the LDWA who may opt to join by application to the Group Secretary.

The document is on the Cumbria LDWA website.

 

WALKS SECRETARY’S REPORT:

Copy attached.

Louise gave a full report on the year’s programme.

Martyn offered to lead two Saturday walks in July and August 2016.

 

TREASURER’S REPORT:

Copy Attached.

Jim reported a balance of £1643 with a loss of £1635 for the year. This was mainly due to the use of Sportident’s services at Shap which cost £1503.

It was suggested that a single day event might be a simpler option.

 

CHARITABLE DONATIONS:

Paul suggested that Great North Air Ambulance should be supported by providing a raffle ticket to each member attending. This was agreed and £15 was donated.

 

QUARTERMASTER’S REPORT

Jim now has all the Group equipment in storage.

 

ELECTION OF OFFICERS:

The following were proposed and seconded and were elected unanimously.

 

Chairman:                    Tony Deall                  proposed by Paul Hatcher, seconded by Jim Crockett

Secretary:                      Louise Smith              proposed by Tony Deall, seconded by Jim Crockett

Treasurer &                  Jim Crockett              proposed by Barrie Blenkinship, seconded by Paul Hatcher

Quartermaster:

Walks Secretary:         Andy Armstrong         proposed by Louise Smith, seconded by Tony Deall

Events Secretary:         Neil Beatham              proposed by Tony Deall, seconded by Barrie Blenkinship

 

THREE RINGS OF SHAP:

Report attached.

Neil reported another successful Event with 124 starters from 148 entries. All starters completed at least one Ring with 28 completing all three. The reduction in numbers plus a significant increase in expenditure had led to the financial deficit.

The 2016 Event will be held on June 18th though it was agreed that if numbers were not thought sufficient by the end of April then the Event could be cancelled without incurring significant expenditure. Entry fees have been raised to £15 for one Ring and £35 for two or three Rings (both discounted £5 for LDWA members).

It was suggested that the fees may be increased by £5 nearer the Event in order to encourage early entry and if agreed this should be publicised on the LDWA web site and in the April Strider perhaps using the Events Coordinator’s column.

Further promotion may be effected by bulk email through Sportident, contacting other Groups with an email flyer of the Entry form and advertising at other LDWA Events.

Glyn and Wayne agreed to promote the Event via social media. Wayne thought that Lesley would do the catering again.

The new Committee would meet in the New Year to assess the situation.

 

AWAY WEEKEND 2014/2015:

Jim reported a successful trip to Arran by six members and a report is on the website.

He again agreed to organise a trip for next year possibly to the Mountains of Mourne in Northern Ireland.

 

ANY OTHER BUSINESS:

Helm Wind Walk.

Paul acts as recorder and is happy to continue with this. He suggested that it was time to revise the Route Description and this might be done as a Group social walk at some time.

 

DATE AND TIME OF NEXT MEETING:

This and a venue will be decided by the Committee in due course.

 

MEETING CLOSED AT:….18.22.........        

 

 

 

SIGNED ……A M DEALL (Group Secretary)…

 

CHAIRMAN'S REPORT

Another year has passed without me getting to attend a group walk, mainly due to a lack of fitness.

Although bowling has taken over the major part of our time during the summer months which keeps us active, Mary and I have got out walking a little more recently, and did manage the summit of “Little Mell Fell” and on another day “Walla Crag”, so I am hopeful that things are improving and I will get back to do some longer walks.

From what I have heard from members when I have seen them and what I see on the website  the group has had another active and successful year.

I must thank Tony for all the time that he gives keeping the group up to date with what is happening with the LDWA nationally, and to keeping our Group Website updated.

Thank you to Louise for continuing to get by her gentle persuasion and some coercion a walks programme together, and to all those walk leaders that have succumbed to her charm and led the walks.  

I thank Jim for keeping a record of our finances and for acting as quartermaster and storing all our equipment.

My Big thank you is to Neil for taking on the organisation of the “Three Rings”, with help and guidance from Tony, from what I saw and have heard since, the event itself ran very successfully under his management, although the financial side has to be addressed.

At our post event committee meeting this was discussed and later this meeting Neil and Jim’s reports will outline what has been proposed. Lastly thank you all for all you do in supporting Cumbria LDWA.

As most of you know I stand down as Chair at this meeting. I thank you for all your support over my time in this office.

The Group committee moves on with some shuffling of personel and some new faces. I wish them all well and will be on hand to help out if and when needed.

The LDWA has been a large part of my life for the last 25 years, Cumbria Group for 11 of them and through the Association Mary and I have made many good friends around the country.

 

GROUP SECRETARY'S REPORT

Having presented nine previous reports I shall endeavour to make the tenth and final one as brief and concise as possible. The year has been fairly quiet as I have been largely in recovery mode. Regretfully I have been unable to make more than a token appearance at a couple of the social walks. Although busy at the Three Rings it was a relief to have handed over the organisation and responsibility to Neil.

 Membership has increased slightly and is now nominally at 36. This includes several members who have signed up but have so far not been seen. The new draft Constitution suggests a change in the way new members join the Group and will be discussed shortly.

 Some of the old guard now join us rarely but walks have been well supported by a significant nucleus of enthusiastic members. As usual there was a good response to requests for help at Shap. A few of us joined Lakeland Group on the first checkpoint of the Red Rose 100 and enjoyed a couple of hours of frantic marshalling as the field whizzed through.

 I have endeavoured to keep the website up to date and would like to thank those who have provided walk reports and photographs. It   continues to be our window with the world and contains the main record of our history and activities over the last ten years.

 

 Perhaps I can very briefly mention some of the highlights and changes that have occurred since I took up office in 2005.

…Eleven Three Rings of Shap Events

…Development of the website from an appendage to the main LDWA site to the present version

…A membership of 22 in 2005

…Increasing use of email and the internet for communication and online entry

…The rise and fall of an e-newsletter

…Local Group Representative meetings have been attended on several occasions

…The ‘Away Weekend’ concept started with the Furness Way in 2006 and culminated with a trip to Arran last month

…Involvement with the 100 most years

…A brief excursion onto the National Committee

 

Finally I would like to thank all of you who have made my time in office so enjoyable. I wish my successor as much satisfaction as I have had though possibly over a shorter time scale!

 

WALK SECRETARY'S REPORT

 2015 has been a year of varied and interesting walks; we are really lucky to live in this part of the world, where we have access to such a variety of beautiful walking areas.  I’m just going to take a few moments to summarise this year’s activity:

 A total of 99 walkers : 89 members and 10 guests have taken part in 11 walks

 Attendance has ranged from 4 to 14; the highest attendance  for the February walk (Langholm’s Five Hills) and the March walk (Marshals’ Walk of Ring 2) with 14 walkers on both occasions.  The average attendance was 9 people

 October 2014 The AGM walk was led by Neil.  It was rain as usual for the AGM walk!  The original plan was Place Fell and the Grisedale Valley but took a lower level alternative due to the weather. (6 members attended)

 November 2014 Roger’s walk  from Stonethwaite, taking in Bessyboot, Cam Crag, Glaramara, Allen Crags and Great End (4 members attended)

 December 2014 Neil’s ‘Tour de Derwent Water’ took place on a Dark December day of incessant rain.  Neil will be repeating this walk in December but hopefully with better weather (8 members attended)

 January 2015 I led the South Tyne Saunter from Haltwhistle, touching on the edge of the North Pennines.  (7 members, 1 guest attended)

 February 2015 Ann Durrant and Stuart Fletcher led the Langholm’s Five Hills walk.  An area we haven’t visited for some time, certainly not since 2009 when I joined the group.  We benefited from Stuart’s knowledge as a native of Langholm (13 members and 1 guest attended)

 March 2015 Led by Neil.  Marshals walk of Ring 2 (9 members and 5 visitors attended). The marshals’ walks are popular with 3 rings hopefuls; there were 5 visitors on that walk.

 April 2015 Another new area for the group, Una’s ‘Venture to the Viaduct’ from Gatehouse of Fleet was filled with interest and history with The Big Water of Fleet viaduct as the highlight (7 members attended)

 May 2015 The May walk was led by Clare; A tough Howgills circuit, involving Carling Ghyll, The Calf, Sedbergh, Cautley Spout and return via The Calf ( 9 members and 3 visitors from East Lancs LDWA attended)

 July 2015 Another walk with historical features, ‘A Date with the Romans’ was led by me.   A tour of Hadrian’s Wall beginning at Bardon Mill the route passing three Roman Forts of Vindolanda, Aesica or Great Chesters and Housesteads (10 members attended)

 August 2015 The Grisedale Grind, led by Dennis took place on a dry day with high winds, when the group completed the Coledale Horseshoe (6 members attended)

 September 2015 More history on this walk led by Andy.  The ‘Alston Circular’ took in the impressive Nenthead Lead Mining site, which by lucky coincidence was open to the public.  Tea and cakes were enjoyed in the Visitor Centre with much discussion concerning a return visit to undertake a tour of the mines and workings.

 Next year’s preview:

 January – A Circumnavigation of Blencathra, led by Helen

 February – Solway Stroll, led by me

 March – Marshals walk of Ring 3, led by Neil

 April – Cross Fell and Hinterland, led by Ian

 September – ‘Tea at HBG’ led by Steve Bowles, new member

 There are opportunities to lead walks in May, July, August, October (AGM) November and December next year still to fill.

 In conclusion, I’ve very much enjoyed the role of walks secretary.  To keep the group vibrant and attractive to potential members, it is important that as a membership we offer an interesting range of monthly walks.  Thanks to those members who have offered to lead walks both this past year and for 2016, people have knowledge of many walks and areas and this has made our programme a success.  Long may it continue!  On that note, whatever happens regarding the committee tonight, should I no longer be in this role, I wish my successor all the very best.

 

TREASURER'S REPORT

 As always we are thankful for support of members and wives, relatives and friends for assistance on the Three Rings of Shap both on the day and in the lead up to the event.

 This year has seen a decrease in our funds from £3,334.82 to £1,643.92

 The income from entries through Sport Ident was down from £3,135.92 to £2,301.94, a decrease of £833.98

 As agreed at 2014 AGM payments of £100 were made to Great North Air Ambulance and £200 to Penrith Mountain Rescue.

 This year the cost of the food was £940.00.

 The charge for the hall for 2015 event was increased to £348 a £153 increase from the 2014 payment.

 The tent for checkpoint on ring 3 was hired at a cost of £180.

 The cost of last year’s AGM meal was £567.90 an increase of £147.90 on the previous year.

 The cost of using Sport Ident for timing and recording the event was £1503.82.

 After taking this expenditure into account, our bank balance has decreased by £1690.90 on last year.

 The membership fee of £5 is to be discontinued.

 Finally in view of the deterioration in the financial position of the group, the Group will not be covering the cost of this evening’s meal as in previous years.

 

EVENTS SECRETARY REPORT

Three Rings of Shap

Review of 2015

 The Three Rings Of Shap 2015 event held on Saturday 13 June 2015 was a resounding success.The dedication, commitment and enthusiasm of the volunteer team were instrumental to this as was the use of SPORTident’s timing and results solution and in particular the commitment, endurance and professionalism of Steve McLean from SPORTident.  There was very positive feedback spanning the whole spectrum of participants; from an email from Wiz Lees ‘What a fantastic day. Thank you very much our boys loved it and are looking forward to coming back next year to complete a different ring. Thank you for all your assistance.’ to the complimentary comments from the ultras, who seem to enjoy pushing their bodies to new limits and then recover by Lesley Singleton’s excellent catering and Rachael Shreeve’s post-event massage. The hospitality and mobile recovery service provided by those involved on the ‘Ring 3 night shift’ ensured that we dealt successfully and promptly with emerging incidents to ensure a smooth final run in and early close out for the event. The full results of the 2015 event are available on the Cumbria LDWA website courtesy of SPORTident.  Personal certificates can be downloaded and printed.

 Total entries were 148, 77 of whom were LDWA members.  There were 10 cancellations prior to the event and a further 14 who did not turn up on the day. This left 124 active participants. Total receipts were £2,882 excluding raffle money collected on the day.

The participants successfully completed the following -

Ring 1                                    35

Ring 2                                      5

Ring 3                                    12

Rings 1 and 2                         28

Rings 1 and 3                         16

Rings 1, 2 and 3                     28

 Unfortunately the fact that only 138 paid to enter in 2015 has resulted in a financial deficit in excess of £600 (Jim Crockett will be able to provide the exact amount).

 

Planning for 2016

 The Cumbria LDWA has agreed to go ahead with next year’s event, which will be held on Saturday 18 June 2016. I have booked the Shap Memorial Hall from 2:00 p.m. on Friday 17 June 2016 to 11:00 a.m. on Sunday 19 June 2016.  To test the future viability of the event we have increased entry fees.  For 2016 these are as follows.

£15 for one Ring with £5 discount for LDWA members.

£35 for two or three Rings with £5 discount for LDWA members.

Free for children under 18 accompanied by a parent or legal guardian.

 There will be no prize draw. 

 A provisional budget for the event is.

 SPORTident UK Ltd.                     1,400

Catering                                              950

Hall                                                     400

Tent                                                     200

Other operating expenditure               450

                                                          

Total expenditure                             3,400

 

If there were 120 paying entrants, 100 of whom were doing two or three Rings and 80 of the entrants were members of the LDWA then income would be £4,200 - 20 * £20 - 80 * £5 = £3,400. Clearly we would like to attract more than 120 participants.

 Glyn Rose and Wayne Singleton have both confirmed they wish to be involved in the 2016 event.  Hopefully we will be able to call upon many of the volunteers who supported us this year. The challenge for 2016 will be to market the event more actively than was done for 2015 where the main focus was on ensuring the logistics worked successfully, which they did.

 SPORTident will provide a timing and results solution for the 2016 event.  I explained to Martin Stone (Managing Director, SPORTident UK Ltd.) that Cumbria LDWA would like to keep the option open of cancelling the 2016 event if, say, by April 2016 it appeared that the event would incur a considerable financial loss.  Obviously Cumbria LDWA would refund entry fees and pay SPORTident for costs incurred to date if the event were cancelled.  Cumbria LDWA would wish to avoid paying for the timing and results solution for the event.  Martin has responded positively advising that SPORTident will not make a charge for its timing and results service as long as we are able to make a decision by the end of April 2016.

 As of today (Tuesday 20 October 2015) there are 5 entries, all LDWA members, for the 2016 event.