MINUTES OF THE 23 rd ANNUAL MEETING OF WELSH COUNCIL 2 nd APRIL 2011 at RUGBY CLUB CROSS KEYS GWENT Draft 2
ATTENDANCE LIST President Richard Lloyd Jones Welsh Council Executive Committee Helen Lloyd Jones (Chairman) John Cook (Treasurer) David Allison Vernon Davies Gwyn Lewis Denis McAteer (Vice-Chairman) Max Grant (Secretary) Alan Austin Chris Hodgson Ramblers Scotland David Thomson (and Trustee) Board of Trustees Representatives Jonathan Kipling (Treasurer) Kate Ashbrook Harry Mycock (Vice Chair) Area and Group Representatives Carmarthenshire Geoffrey Williams Dinefwr Don Lazenby Janet Hughes Ceredigion Kay Davies Aberystwyth Roger Fisher Cardigan John Shipman Lampeter David Hughes Glamorgan Ruth Curle West Glamorgan Zetta Flew Gerald Evans Cynon Valley Gillian James Gwenda Fitzpatrick Cardiff Diane Davies Tiger Bay Ramblers Richard Trueman Greater Gwent Adrian Sheehan Gelligaer Gareth Thomas Islwyn Lower Wye North Gwent Pontypool Maggie Thomas Dawn Davies Glyn Davies Alan Cunningham South Gwent Brian Williams North Wales Gerald Moss Bangor/ Bethesda Helen Bradley Pembrokeshire Neville Fernley Caernarfon/Dwyfor Monica McAteer Conwy Valley Margaret Fernley Powys Alan Rugman Four Wells Derek Cosslett Clive Payne Footpath Representatives Glamorgan Andrew Morgan North Wales Ron Williams 2
Powys Area Bob Seabrook Minutes of Welsh Council 2011 Visitors & Helpers Arthur Lee, Hereford Area Peter Carr, Shropshire Luke Francis, Tiger Bay Bernice Johnson, Tiger Bay Allan Jones, Gelligaer Sue Rice, CCW Elizabeth Thomas, Gelligaer Mavis Rear, Gloucestershire Area Jill Byrne, Gloucester Area Janet Hughes, Carmarthenshire Chris Jones, Four Wells Andy Powell, CCBC RoW Ruth Rourke, Monmouthshire Dai Thomas, Islwyn Guests John Trevellyan Staff Tom Franklin, Chief Executive Robert Hanna, Senior Development and Projects Officer Gwenda Owen Community Engagement Officer (not yet in post) Jonathan Evans Administration & Information Assistant Ceri Thomas Office Administrator (not yet in post) 3
1. WELCOMES Minutes of Welsh Council 2011 1.1. The Chair, Helen Lloyd Jones, opened the meeting by welcoming everyone to Welsh Council 2011. After explaining some caretaking matters, Helen reminded the meeting that there could be no further nominations for WCEC membership. 1.2. The Chair also welcomed all to Cross Keys, especially the Trustees Kate Ashbrook, Harry Mycroft and Jonathan Kipling; Dave Thomson from Ramblers Scotland; and Tom Franklin the Ramblers Chief Executive. 1.3. The Chair of Greater Gwent Area, Adrian Sheehan, gave his welcome later in the meeting. He welcomed all members and guests from all parts of Great Britain to this part of South Wales, but stated that he would only be speaking, not singing a welcome as last year. He thanked the organisers of today s event, especially Maggie Thomas, and noted that Cross Keys Rugby Club deserved a special mention as they had agreed to play away today, to allow us the full use of the car park. The welcome from the Area was completed by Gareth Thomas you spoke a few words in Welsh. 1.4. The Chair completed her welcome by announcing the members of Welsh Council Executive Committee (WCEC). As there were insufficient nominations for an election, then the four nominated so far would be returned for the five available places. 2. APOLOGIES 2.1. Apologies had been received from Alex Marshall Jill Eaton and Julie Hannon who until recently had been our Communities on Foot Project Officer. Rodney Whittaker, Ramblers Chair, had also sent his apologies as he felt obliged to attend his daughter s wedding. 3. APPOINTMENT OF TELLERS AND SCRUTINEERS 3.1 Tellers and scrutineers were appointed. 4. MOTION to amend number of VICE PRESIDENTS 4.1 The motion was proposed by Max Grant. 4.2 PROPOSED AMENDMENTS to the CONSTITUTION of RAMBLERS CYMRU NUMBERS of VICE PRESIDENTS When WCEC was discussing nominations for Vice Presidents this year, it was realised that there were more than two excellent candidates who WCEC wished to propose. Looking at the constitution for Ramblers GB, it was noted that there is no restriction on the numbers for their Vice Presidents, as retiring Presidents are given this honour. WCEC therefore proposes that - This Welsh Council amends the maximum number of Vice Presidents of Ramblers Cymru from two (as clause 5.1.2 of the Constitution of Ramblers Cymru) to no maximum. 4.3 The motion was seconded by Denis McAteer 4.4 The motion was passed unanimously. 4
5 CHAIRMAN S ADDRESS 5.1 The Chair s report took the form of a Powerpoint presentation which took the Council through some of the highlights of Ramblers Cymru s year. 5.2 They included the opening of a path in Anglesey by the Silver Slashers to commemorate Ramsey Clark; Ramblers Cymru staff at the Welsh Assembly Health and Well-Being Fare, the e-trail on Carbon Conservation matching the Hay Festival walk, the work of groups on schemes such as MEND, the opening of the All Wales Coastal Path stretches at Rhos on Sea; and at St Dogmaels; Rhosilli with more to come. 5.3 Ramblers Cymru signed a Memorandum of Understanding with the Countryside Council for Wales at The Royal Welsh show, and the Community on Foot Project organised a successful if wet, festival at Glyncorrwg. 5.4 Wales hosted the Ramblers Board of Trustees Away Weekend, this being the first time the Board had held an Away Weekend outside of England. Vernon Davies had been the trustees guide through the Celtic Rainforest to the Henrhyd Waterfall. Since then Vernon had a heart attack, but had been lucky that he was close to a defibrillator. Vernon is keen that all Ramblers are aware of how straightforward defibrillators are to use and to would like to see an increase in the number of defibrillators in public places. 5.5 The highlight of the year had been a very successful event at the Senedd celebrating the 75 th anniversary of the Ramblers to which more than half the Assembly Members attended or contacted us directly for more information. Many of our partners exhibited at our celebration and two Ministers Jane Hutt and Jane Davidson addressed us. Minister Jane Hutt assured us that the footpath expenditure was recognised as an important one to maintain. 5.6 Ramblers Cymru had launched a Manifesto both electronically and on paper. It was sent to all the candidates we could identify who were standing for the Welsh Assembly Elections in May and we had received good feedback, including a tweet the day it was sent out from an Assembly Minister. 5.7 The Chairman highlighted the excellent work of the Groups and exhorted Welsh Council to look at the website as it was far more dynamic with clips from YouTube available. The partnership with LANTRA had given us training opportunities and the first training session had taken place in Cwm Clydach. 5.8 In March Ramblers Cymru had held a Digital Innovation Workshop and this had been well-attended with a lot of interest for the potential of linking walking to the latest technologies. The idea of a Tramp Wales scheme had also come out of this workshop, whereby gap year students could tramp the All Wales Coastal Path and gain practical skills during their time near the Coast. 5.9 The All Wales Coast Path official opening has been set for May 5 th 2012 and Ramblers Cymru has made the contacts for the path to be Google Triked which will make it the first path in the world to have had the Google Trike. 5.10 The Chairman thanked Rob Hanna, the Senior Development and Promotion Officer for his vision and enthusiasm, and for everything he had done for Ramblers Cymru. 5.11 Finally the Chairman showed the work of the Cardiff Group developing their Family Walks programme and exhorted the Welsh Council to keep working on Ramblers 5
Cymru charitable aims so that the children of today would have paths to enjoy with their grandchildren. 6 MINUTES OF WELSH COUNCIL 2010 6.1 The minutes were proposed and seconded and agreed by the Council. They were signed by the Chair as a correct record. 7 EXPLANATION OF ELECTION PROCEDURE FOR WELSH COUNCIL EXECUTIVE COMMITTEE (WCEC) MEMBERS As there was to be no election, this item was not needed. 8 UPDATE on RAMBLERS by CHIEF EXECUTIVE 8.1 The Chairman asked Tom Franklin, the Chief Executive, to give an update on the current position of Ramblers GB 8.2 In this the 75 th anniversary year, 100 baton walks had been held throughout England, Wales and Scotland, and ended with our current president Julia Bradbury and a previous president Janet Street-Porter. 8.3 The priorities for the forthcoming year were highlighted Membership had been decreasing since 2002, so a target had been set for September 2011 to finish the year with no further loss of members. He appealed for Groups to do similar things that Tiger Bay Ramblers have done to increase their membership, and also to encourage affiliated clubs to recruit their members to the Ramblers, and sign up for our campaigning work. Increase our income by the winning of more grants Local Authority Rights of Way funding we must lobby to ensure that with the forthcoming public sector cuts, these budgets are not cut. The CE appealed to Ramblers Cymru members to become Mystery Walkers, so that paths will be walked throughout the country and problems reported on. Collecting more email addresses of members so that communications can be improved. 8.4 It was reported that overall our finances are getting better six months into the financial year and we are on target, but not yet out of the woods. 8.5 Gwenda Owen, the new Community Engagement Officer, and Ceri Thomas, the new Office Manager, were both welcomed. Recruitment for a new Director Wales will start soon. 9 ELECTION OF OFFICERS 2011-12 The Chairman announced that the President Richard Lloyd Jones wished to stand down, so we are looking for a new President The following people were elected as officers for the coming year. President Vice President Chair Vice Chair Richard Lloyd Jones Alex Marshall Denis McAteer Alan Austin 6
Vice Chair Honorary Treasurer Honorary Secretary Gwyn Lewis John Cooke Max Grant 10 ELECTION of INDEPENDENT EXAMINER of ACCOUNTS John Cooke proposed David Arwyn Howells as the independent examiner of the WCEC accounts, which was agreed. 11 ANNUAL REPORT 2009-10 11.1 The Chairman called on the Senior Ramblers Cymru Development and Promotions Officer Rob Hanna to speak, although he had resigned from his post two days ago. 11.2 Rob Hanna went through the Ramblers Cymru Business Plan for 2010-11. It was clear that many targets had been achieved and that Ramblers Cymru had made good progress during the year. Ramblers Cymru had made many good partnerships. Ramblers Cymru had carried out research on the Value of our Volunteers; had examined the feasibility of a database holding all the walks being led by our partners in Wales as well as our own and Ramblers Cymru had commissioned research on Walking and the Welsh Economy. 11.3 Working with our partners, we had continued with our work to ensure that the new agri-environment scheme Glastir would deliver to the Welsh people, especially with regard to access to the countryside. 11.4 Work was continuing to deliver a world class All Wales Coast Path, with staff and volunteers working with Local Authorities and CCW. 11.5 He finished started by thanking all the staff and volunteers who have made his job easier by working together as a team. 11.6 The Chairman thanked Maggie Thomas for all her hard work in organising this Welsh Council 12 ANNUAL ACCOUNTS 2009-10 12.1 The Annual Accounts were presented by the Treasurer. It was noted that the heads for this year s accounts were similar to those for the Business Plan. 12.2 The accounts were proposed, seconded and passed unanimously. 13 REPORT OF ACTIONS TAKEN ON MOTIONS FROM WC 2010 13.1 PROPOSED AMENDMENTS to the CONSTITUTION of RAMBLERS CYMRU At the Board of Trustees meeting in May 2009, decisions were made which affected our constitution. Firstly the Director Wales position was made redundant, and also other staff positions were made redundant, so that there are now insufficient staff resources to cover the servicing of the WCEC. The following changes take account of these by changing all reference to Director Wales to Senior member of staff in Wales and 7
the WCEC therefore decided to have an Honorary Secretary as a member of the WCEC in order to service the WCEC Clause 5 Honorary Officers shall be amended by changing clause 5.1.6 and adding clause 5.1.7 so that clause 5 becomes - 5 HONORARY OFFICERS 5.1 The Honorary Officers of the Welsh Council shall be: 5.1.1 a President; 5.1.2 not more than two vice Presidents; 5.1.3 a Chairman; 5.1.4 not more than two Vice Chairmen; 5.1.5 an Honorary Treasurer; and 5.1.6 an Honorary Secretary 5.1.7 such other Honorary Officers as the Welsh Council may from time to time decide. 5.2 All Honorary Officers shall be elected at the Annual General Meeting of the Welsh Council. Clause 9 Welsh Council Executive Committee shall be amended by reducing the number of other members from 6 to 5 so that clause 9 becomes 9 WELSH COUNCIL EXECUTIVE COMMITTEE 9.1 The business of Ramblers Cymru shall be managed on behalf of the Council by the Welsh Council Executive Committee whose membership shall be in accord with clauses 9.2 and 9.3 9.2 The Welsh Council Executive Committee shall consist of: 9.1.1 the President (ex officio), the Chairman, two Vice Chairmen, the Honorary Treasurer and the Honorary Secretary; 9.1.2 Five (5) members elected annually of whom no fewer than four (4) shall be members of the Welsh Council by reasons of nomination by an Area or Group under clauses 3.3 or 3.4 respectively, or be an officer in an Area or Group; or, be a retiring Welsh Council Executive Committee member; 9.1.3 not more than one (1) voting members co-opted by the Welsh Council Executive Committee 9.3 The Welsh Council Executive Committee may fill any places still being vacant following the AGM or through a member withdrawing from the Committee. The person who has filled such a vacancy shall have full voting rights. Standing Orders 1. Finance (which are derived from the Memorandum and Articles of Association of the Ramblers Association) shall be amended by deleting clauses 1.2 and 1.4 and replacing with: 1.2 The Senior member of staff in Wales in consultation with Welsh Council Executive Committee will develop an annual budget for Ramblers Cymru for approval by Welsh Council Executive Committee. 1.4 The annual budget is in two parts: 1.4.1 The Ramblers Cymru Office in Wales shall have a budget to be administered by Senior member of staff in Wales, which covers staff and administration costs, expenditure by the Ramblers Cymru office, plus other items as agreed by the Senior member of staff in Wales and Welsh Council Executive Committee. 1.4.2 The Ramblers Cymru Welsh Council shall have a budget administered by Welsh Council Executive Committee, which covers costs for the Welsh Council, the Welsh Council Executive Committee, and campaign costs. The motion was passed unanimously. ACTION SINCE WC 2010 8
The revised Ramblers Cymru Constitution has been confirmed by the Board of Trustees, together with the amendments to the Ramblers Cymru Constitution passed at WC 2009. 13.2 Financial Crisis This Welsh Council is disappointed with the apparent lack of strong financial management within the RA which have led to the 2009 Financial Crisis and the subsequent treatment of Ramblers Cymru Office and Staff which will have a detrimental impact on Ramblers Development in Wales. We call on the Trustees to issue to all Groups, a short statement detailing the changes they have made to the financial framework and outlining why they believe these will prevent past problems recurring. The motion was passed with a few abstentions. ACTION SINCE WC 2010 The Honorary Treasurer of Ramblers GB published a report (the Kipling Report) on the financial crisis which contained proposals for future financial management. The report was widely distributed, and the proposals agreed by the Board of Trustees. 13.3 Tir Gofal The RA Wales should be asked to request formally the relevant WAG minister to take action to ensure that all ROWs within Tir Gofal and any future agri-environmental scheme land are passable during normal weather conditions and to offer RA Group members services in monitoring their access. The motion was agreed ACTION SINCE WC 2010 There have been numerous meetings and conversations between Ramblers Cymru staff and volunteers, and WAG ministers and staff, regarding the new agrienvironmental scheme Glastir. We have assurances that cross compliance for landholders to maintain the RoW on Glastir land will be included in scheme agreements, and discussions continue. There was further discussion on this motion, which related to the problems of permissive routes in agri-environmental schemes. This would be taken up during future discussions with WAG officers regarding Glastir. 13.4 Financing of Areas and Groups That this Council agrees that the financing of Areas and Groups by means of the current budgeting system is not appropriate for an organisation depending on volunteers. It therefore asks that the financing of Areas and Groups be reconsidered with a view to adopting an alternative system. Proposed Ceredigion Area The motion was remitted to WCEC ACTION SINCE WC 2009 The financing of Areas and Groups now comes under the umbrella of Ramblers Cymru as negotiated by the Devolution Working Party 14 REPORT OF REPRESENTATIVES ON ALLIED BODIES 2009-10 and REPRESENTATIVES ON ALLIED BODIES for 2010-11 14.1 Written reports had been circulated 14.1.1 BMC Cymru by David Allison 9
14.1.2 MLTB Cymru by David Allison 14.1.3 Brecon Beacons Western Advisory Forum by Geoff Williams 14.2 There were no other reports. It was proposed and agreed that Mike Skuse should be the Ramblers Cymry representative for CPRW 15 MOTIONS (NON CONSTITUTIONAL) CONSIDERED AT WELSH COUNCIL 2011 (A list of final motions is appended). The motion below was considered by Council and the outcome is given below the motion. 15.1 USE by WAG of FRAMEWORK POWERS for COASTAL ACCESS under the MARINE & COASTAL ACCESS ACT 2009 So that the Wales Coast Path becomes a world quality route, Welsh Council calls upon WCEC to look at how, when and where, Ramblers Cymru should lobby the Assembly Government to use the framework powers which they have in the Marine and Coastal Access Act 2009. 15.2 On behalf of the North Wales Area, this motion was proposed by Max Grant and seconded by Gerald Moss. 15.3 The motion was passed 16 FUTURE of RAMBLERS CYMRU REPORT from the DEVOLUTION WORKING PARTY 16.1 The Terms of Reference of the Devolution Working Party were explained In order better to promote the Objects of the Ramblers in England, Scotland and Wales the working party will: Review options for securing a new organisational structure Ensure that all the options considered are sustainable and economically viable Report to WCEC, SCEC and the Board of Trustees in February 2011 with a strategy for achieving an effective charity organisation throughout Great Britain Membership: Chair Rodney Whittaker and Honorary Treasurer Jonathan Kipling of Board of Trustees Two members from Scotland appointed by SCEC Alistair Cant and David Thomson Two members from Wales appointed by WCEC Denis McAteer and Max Grant Two members from England appointed by Board of Trustees Sally Dare and Brian Reader 16.2 The latest draft of a revised Memorandum of Authority for Ramblers Cymru as discussed and agreed by the Devolution Working Party, had been distributed. This had been discussed by WCEC, and the following points were brought to the attention of the Welsh Council. 16.3 Clause 2.4 states that WC may determine the structure of Areas and Groups in Wales. We may wish to relook at the governance issues in Ramblers Cymru. 10
16.4 There was a short debate on clause 6.2 relating to the hiring and firing of Director Wales, with the clause being agreed. 16.5 Questions were raised regarding clause 6.8, which describes how Director Wales relates to SMT (Senior Management Team). The CE responded to the question regarding the best way of getting good communication between Director Wales and the SMT. 16.6 Jonathan Kipling, Ramblers GB Treasurer, who had drafted the first version of the new Memorandum of Authority for Ramblers Cymru, explained his view of the principles of the document, that Ramblers Cymru should manage the affairs of the Ramblers in Wales. 17 MOTION on MEMORANDUM of AUTHORITY 17.1 MEMORANDUM of AUTHORITY This Welsh Council approves the revised Memorandum of Authority for Ramblers Cymru (draft 15), as proposed by the Devolution Working Party. Further, this Welsh Council delegates to Welsh Council Executive Committee the authority to carry out the actions on behalf of Welsh Council in the following clauses of the Memorandum of Authority (draft 7) for Ramblers Cymru: 2.1, 2.2, 2.3, 2.4, 2.6, 4.1.2, 4.7, 4.8.2, 6.3, 6.4, 6.6, 6.9 17.2 The motion was proposed by Max Grant and seconded by Denis McAteer 17.3 The motion was passed. 18 DEMOCRACY at WELSH COUNCIL 18.1 The Chairman raised the point which was made at last year s WC, that 111 members could have attended this Welsh Council as stated in our Constitution. We don t wish to to lose members participation in the democratic process at this Annual General Meeting, but does this part of the Constitution require amendment? 18.2 Responses were requested from delegates on how representation can be improved. Should there be some form of proportionate representation, say one delegate per 200 members? Forms have been distributed, and all delegates were requested to complete these in the next 5 weeks. 18.3 The Chairman also raised the question of how to improve communications within Ramblers Cymru. This included how to best mentor new volunteers and help our workers in Wales. We will look at carrying out surveys, possibly using surveymonkey. 18.4 David Thomson, Convener of Ramblers Scotland, made comments about going forward positively with the new Memorandum of Authority. He noted that in Scotland their representation at Scottish Council is one delegate form each Group and two delegates from each Area. 19 WCEC CANDIDATES 19.1 As there were only four nominations for five members, there were no hustings. 11
19.2 The Chair reported that the following had therefore been elected as members of WCEC David Allison Vernon Davies Chris Hodgson Maggie Thomas 20 WELSH COUNCIL 2012 The Chair announced that the Welsh Council in 2012 will be in North Wales. North Wales Area has volunteered to host the event which will probably be held on 30 th March 2012 21 SUMMING UP and CLOSE of WELSH COUNCIL 21.1 The RC President Richard Lloyd Jones closed the meeting by making a few well chosen remarks, and hoping that all would pull together in the future. 20.2 The Chair gave thanks to the local volunteers from the Greater Gwent Area, especially Maggie Thomas, ---THIS ENDED THE BUSINESS--- Signed. (Chair) Date. 12
ANNEX List of Final Motions agreed at Welsh Council 2011 Motion 1: NUMBERS of VICE PRESIDENTS Minutes of Welsh Council 2011 This Welsh Council amends the maximum number of Vice Presidents of Ramblers Cymru from two (as clause 5.1.2 of the Constitution of Ramblers Cymru) to no maximum. The motion was proposed by Max Grant and seconded by Denis McAteer The motion was passed unanimously. Motion 2 USE by WAG of FRAMEWORK POWERS for COASTAL ACCESS under the MARINE & COASTAL ACCESS ACT 2009 So that the Wales Coast Path becomes a world quality route, Welsh Council calls upon WCEC to look at how, when and where, Ramblers Cymru should lobby the Assembly Government to use the framework powers which they have in the Marine and Coastal Access Act 2009. On behalf of the North Wales Area, this motion was proposed by Max Grant and seconded by Gerald Moss. The motion was passed Motion 3 MEMORANDUM of AUTHORITY This Welsh Council approves the revised Memorandum of Authority for Ramblers Cymru (draft 15), as proposed by the Devolution Working Party. Further, this Welsh Council delegates to Welsh Council Executive Committee the authority to carry out the actions on behalf of Welsh Council in the following clauses of the Memorandum of Authority (draft 15) for Ramblers Cymru: 2.1, 2.2, 2.3, 2.4, 2.6, 4.1.2, 4.7, 4.8.2, 6.3, 6.4, 6.6, 6.9 The motion was proposed by Max Grant and seconded by Denis McAteer The motion was passed. 13