Minutes of the Newark Ramblers Committee Meeting held at Oscar's Inn, Baldertongate on Tuesday 19 May 2026
Present Alan Burrell Chair
Brigid Murphy Group Secretary
Janet Palmer Treasurer
Chris Small Membership Secretary
Caroline Lee Walks Coordinator
Stephen Swanwick Assistant Walks Coordinator
Dave Johnson Footpaths Officer
Jacqui Anderson Social Secretary
Peter Robinson Committee Member
1. Apologies
James McGill, Adele Burrell
2. Minutes of last meeting – matters arising not covered elsewhere on the agenda
None.
3. Reports from Officers
Individual reports from officers had been circulated in advance and gave rise to the following points. [Note: Brigid holds the reports and will supply copies on request.]
Janet has now received the third quarter budget payment. She asked if it would be possible to pay the balance of the room hire for the AGM before the end of September.
Chris had contacted Central Office because one of our walk leaders had disappeared off our lists of members. He was informed that this person was still showing as a member but now of Nottingham rather than Newark group. The staff member agreed to call the member concerned to ensure that this was a conscious decision and had not happened by default. Chris had also asked Central Office for advice about someone who had come on numerous walks but did not appear to be a member, although they were always shown as a member on walk booking forms. The staff member checked and this person was not a member of any Ramblers group nationally. All that we can do in these circumstances is tell the person that they are not part of a walk and are not covered by Ramblers insurance.
Dave did not attend the last Area Rights of Way meeting, but he and James review all planning applications for our area.
Jacqui will ask Carol if she is planning a ceilidh for this summer.
Caroline reported that we had a very full programme of walks in May, but that there are fewer in June. The June programme would be published the following day.
Action points:
Brigid to contact the Parish Administrator about paying the balance of the room hire fee for the AGM.
Jacqui to contact Carol about the possibility of a Newark Ramblers ceilidh this year.
4. Correspondence
There had been email exchanges with two members which were discussed as follows.
One was about a visit to Harrogate including a short walk that had been posted on the Social WhatsApp group for a date that clashed with a Newark Ramblers train walk planned by a walk leader who had already reserved the date on Walks Manager. The member arranging the Harrogate trip intends it as a social event rather than a walk, but it is unfortunate that a social event has been arranged on a Wednesday, which is one of our regular walk days. Furthermore, people attending might not realise that, as it hasn’t been advertised on an open forum, it won’t be covered by Ramblers insurance even if a registered walk leader is leading the walk element of it. The train walk has now been changed to a different date. The question of the status of WhatsApp groups and how they are used was discussed further under item 7 below.
The other exchange was with a member who was upset that her name had dropped off the email lists without any contact having been made with her in advance. Brigid explained to her that she uses contact lists from Central Office for emails to members and, for data security reasons, does not retain her own list of members. The email also made mention of the car share WhatsApp group and this is discussed further under item 7 below.
5. Health and Safety
It is a new requirement from Area that we should include Health and Safety on the agenda for all committee meetings.
We have had no reportable incidents since the last committee meeting. Walk leaders do however often find it a problem and a potential safety risk that walkers don’t follow their lead on which side of the road or path to walk or stand on to allow traffic to pass, or where and when to cross busy main roads. All walk leaders can do is give firm directions and advice. If walkers choose not to heed them it is their own responsibility.
6. Ramblers Governance
Alan gave a summary of recent developments on the possible reorganisation of The Ramblers nationally. Last year’s proposal had been rejected at General Council, and similar proposals had been brought back again this year, except without the proposal to remove Areas from the structure.
On election of trustees, the proposal was to reduce from nine to four trustees and to move to a one member one vote system, rather than the current representation through Area Councils. Comparisons of costs between the current system and the proposed new one were not provided.
General Council was proposed to be disbanded, with regional forums to take its place. Again comparative costings were not provided, and it was not clear how the trustees would be held to account under the proposed new system.
Under the proposed restructure any motions to be put forward to AGM would have to have the support of 100 members. Given data security restrictions it was unclear how any member would be able to demonstrate such support.
Alan emphasised that he was not against change, and some of the proposed changes might well be sensible, but he felt that at present they had not been fully worked through or costed.
The proposals were put to General Council and rejected.
Time and money has now been spent on putting forward abortive reorganisation proposals in two consecutive years.
7. WhatsApp Groups
A wide-ranging discussion was held on the subject of the various WhatsApp groups and their advantages and disadvantages. They had all grown in terms of numbers of members and are well-used and popular. Problems occur when people think they are “official” Ramblers sites and so, for example, expect lifts to walks to be arranged centrally, or when social events organised by private groups get confused with Newark Ramblers events. It also has to be remembered that not everyone has access to WhatsApp. On the other hand, part of what makes us a friendly and welcoming group is that new members are invited to join the various WhatsApp groups. The car share group also works well in reducing the number of cars we take to walks.
The meeting decided:
• Caroline will drop the wording about “our car share scheme” from the descriptions of walks on the walks programme
• Each time a new member is added to the Social and Evening Out groups, the administrators will add a post to the effect that the group is run by and for the members of that particular group and it is not a forum for official Ramblers communications.
• Chris will add similar wording in his information email for new members.
• Social events run by Newark Ramblers will be publicised either by way of adding to Walks Manager as an event (if open to all) or by email to members (if just for Newark Ramblers members).
Action points:
Caroline to remove the wording about car share from walk descriptions.
Administrators of social WhatsApp groups to add periodic reminders that they are not forums for official communications.
Chris to amend the wording in his welcome pack to new members.
All Newark Ramblers social events to be publicised by email to members and/or through Walks Manager.
8. Sports Day Event
“Sports Day” this year will be held on 11 August. People will be asked to bring their own refreshments and drinks. Chris and Adele will look after the pavilion building, so that it can be opened and the toilets made available.
There is a £30 fee for the use of the facilities, which cannot be met from Ramblers funds because of the rules covering organisations with charitable status. We may need to ask people attending for a small contribution, but Janet will investigate the possibility of using money held in our bank account from last year’s ceilidh.
Dave will provide Brigid with wording to include in an email to members inviting them to the event.
Action points:
Janet to check if Newark Ramblers is holding funds that can be used for the Tom Mann pavilion fee.
Dave to draft an email to invite members to the Sports Day event.
9. Newark Group AGM November 2026
The meeting room in Newark Parish Church has been booked for 1.30 to 3.30 on 22 November 2026 at a cost of £100 including tea and coffee for 40. Projection facilities will be available, and Brigid and Alan will visit the venue the week before to check final arrangements.
10. AOB
a. A link to the North Kesteven walking festival will be sent out with the walks programme email this month. There are long and short walks, and many that might be popular with our members.
b. Caroline gave notice of her resignation from committee to be effective from the date of this year’s AGM. This will give time for a 4-5 month handover period for the Walks Coordinator role if anyone puts themselves forward soon. Alan thanked Caroline on behalf of committee for her 3 years in the role. Caroline and Brigid will agree on the timing and wording of emails to be sent to walk leaders and all members asking for a volunteer to take on the role.
c. New walk leaders can find the IT admin involved a little daunting.
Walk leaders should not feel required to complete the register for a walk on the Ramblers app. As it has not been possible for anyone with an android phone to use the register function for many months now it seems unlikely that it can provide any useful data.
Recording the route for the website is also not a requirement although it’s nice to have our routes available. There is usually someone on any walk who will be recording the route and can be asked to provide it to Roger if it’s a route we haven’t walked before.
On Walks Manager, Caroline completes it on behalf of some walk leaders and has been conducting personal workshops for new walk leaders at her house or by video call. She would be prepared to do a session as an add-on to a committee meeting, either before or after the main business.
Action points:
Brigid to include link to NK Walking Festival with her June walks programme email.
Caroline and Brigid to agree on timing and wording of emails seeking Walks Coordinator from November.
11. Date of next meeting
Monday 13 July. Brigid advised that she will be a little later than usual getting the documents out in advance of the meeting.
BM
20 May 2026