Minutes of Special General Meeting
Eltham and Environs Walking Group
Wednesday, 10th May, 2017.
Meeting held at the Conference/Meeting Room, Parks Victoria Offices, Westerfolds Park.
- PRESENT: (21 Members) Wilma Waters, Ian Burns, Mark Watson, Roger Clifford, Rob Adams, Joy Hick, Sue Burns, Pamela Copley, Bert Fine, Helen Fine, Helen Boak, Stephen Lavender, Ruth Seidler, Harry Snelders, Anne Wilson, Ann Kennedy, Tony Stutterd, Keith Wise, Chris Butler, Valerie Poulton, Sandi Muntisov.
- APOLOGIES: (17 Members) Vera Snelders, Gayle Robertson, Ann Murphy, Cara Britton,SwetkoMuntisov, Helen Devlin, Rob Devlin, Barrie Taylor, Wendy McEvoy, Anne Elsum, Kathy Shackleton, Jo Rendell, NelloSpata, Helen Watson, Carrie Salter, Jim Massie, Jaclyn Adams.
- WELCOME: Ian Burns opened the meeting at 12.55 p.m., welcomed those present, and thanked them for their attendance. With a significant number of Members present we had a quorum.
- ACCEPTANCE OF MINUTES:
4.1 Special General Meeting held on 11th November, 2016 MOVED: Stephen Lavender SECONDED: Pamela Copey
CARRIED UNANIMOUSLY.
- BUSINESS ARISING FROM THE MINUTES:
- Procedures. We were waiting on direction from Bushwalking Victoria. Nothing has eventuated.
5.2Trips:
5.2.1Wilsons Promontory March, 2017 – Good trip. 21 Members had a great time.
5.2.2Forthcoming Scotland trip – September, 2017 – 11 Members walking at “Glen Coe” for 7 days 16 – 23 September, other activities organised by various groups.
5.3Adoption of EEWG Rules of Incorporation. It was suggested that a copy of our rules be emailed to all new Members. Wilma to activate.
5.4Walking Concerns. An email was sent to all Members outlining safety procedures.
5.5Social Evening Dinner Night – refer to Social Secretary’s Report.
5.6Christmas Hamper Appeal. Again, well supported by members. Thank you to Mark for again organising the collection.
- NEW BUSINESS:
6.1Reports:
6.1.1President: Ian reported that he is happy with the way the Club is moving forward.
6.1.2Secretary:
Correspondence:Bushwalking Victoria News and Monthly Newsletters received by
email and forwarded to club members.
Receipt of payment and acceptance of “our rules” from Consumer Affairs.
2017/2018 Insurance Questionnaire completed and returned.
REPORT ACCEPTED.
6.1.3Treasurer: 85 Members have paid membership for 2016/2017 year.
Bank Balance: $761.00. Payment made for the “Special Birthday Lunches”
REPORT ACCEPTED.
6.1.4Member Co-ordinator: Mark reported that we currently have 85 Members - 23 males and 62 females. Average of 53 Members walking each month.
6.1.5Web-site Administrator. Jaclyn Adams was not in attendance but had sent out our proposed new website for members to give feedback on. The new site would be much more user friendly and in line with current trends. All were in favour of the Committee making the final decision working with Jaclyn re any modifications and/or submissions of any new material in the future e.g. photos.
There was discussion re member’s photos on the Website.
A motion was put forward that “the Membership renewal form to include permission to use a photo with you in it on the website” MOVED: Rob Adams
SECONDED:Helen Boak
CARRIED.
Wilma to update the Membership Form.
6.1.6Social Secretary. In Ann’s absence Wilma read out the report.
Ann had sent out sympathy cards to Helen Devlin, Ann Kennedy and Judith Way.
We had a successful birthday lunch on 21st April with 42 members in attendance celebrating 8 significant birthdays and farewelling Jan and Ross.
The Panton Hill Hotel has again been booked for our Christmas Lunch on 15th December at 12.30. – Accepted.
Dinner Night out. It was suggested we use “Swipers Gully” Hospitality and Training Restaurant – Research for our Dinner Night. The date suggested was Wednesday, 26th July. REPORT ACCEPTED.
6.2HF Holidays Membership (Share purchase.)
After discussion it was agreed that our Club purchase 100 shares at one pound each to become ongoing members of HF Holidays, a Tour Company based in the U.K. offering “world wide” walking tours, predominately in the U.K. Some members have used this company for previous holidays, and the group going to Scotland in September have booked with them.
By becoming a member all our Club Members would have access to their tours without having to pay an “associate” membership, being advised of any offers and discounts, especially for group bookings.
A motion was put forward that Eltham and Environs Walking Group purchase the shares to become an ongoing member of HF Holidays. MOVED: Helen Boak
SECONDED:Pamela Copley
CARRIED.
A further motion was put forward that Roger Clifford be reimbursedequalivant of 100 pound
for the payment to purchase the shares.MOVED:Anne Wilson
SECONDED:Harry Snelders
CARRIED.
6.3 Online Survey - Ian Burns thanked Members for completing survey – below are the results. Some of the outcomes have been considered and implemented in the Semester 2 Schedule.
Member Survey 2017
- Joined for: health (58%), fitness (92%), companionship (77%), travel tips (13%).
- Walk preference: Easy 36%, Medium 78%, Extended 32%, Saturday 44%, Full Weekend 10%. (Occasional Medium Plus?)
- Preferred frequency: Once/week 31%, twice 49%, three 20%.
- Combined walks: Like 73%, each week 19%, each fortnight 23%, once month 21%. (Maybe alternate Easy/Medium)
- Scheduling Easy walks: Mondays 78%, Wednesdays 93%, Fridays 91%.
- Starting time: Always 9:30 26%, summer 9 46%, 28% don’t mind.
- Yarra south: School holidays 38%, not 9am 19%, don’t mind 43%.
- Website: happy 79%, difficulties 11%, travel tips 21%. (More photos. Blog? Separate E and M walks)
- Longer walks: Once/week 17%, once/month 52%, quarterly 16%, half-yearly 2%, never 2%, other 11% (weekends, 2/semester, one-day walks).
- Saturday walks: fortnightly 6%, monthly 79%, quarterly 6%, Easy 9%, Easy or Moderate 47%, 8-12ks 51%, Eltham 1 hour 11%, Eltham 2 hours 34%. (Annual o/s, interstate)
- Capping of Membership numbers. Members agreed that, at the present, we should not cap membership numbers. To be monitored and, if in the future our membership rapidly increased, to talk about it again. Year to year can be different, not knowing how many of the current members will re-join the following year.
6.5 Advertising/Commission/Discounts for Tour Companies. We had received information from a Tour Company offering an incentive if we advertised for them. As with our past policy we would not take up the offer.
6.6 Updating walks details (distance, period.) Ian talked about the need to keep our records updated. E.g. some of the walks do not have distance, difficulty, etc. included. When taking part in a walk, if this is noted, and you have the ability to track this information it would be appreciated and would make our walk details more complete.
6.7 Weekend walks, Victoria/Interstate/Overseas travels.
Stephen thanked Members for organising our Saturday walks for Semester 1. We now need Saturday walks for Semester 2. Some ideas have already been offered but if we could have a few more to fill the gaps would be greatly appreciated.
Stephen had also circulated a note re further travels and had asked Members to submit details of what they proposed. The follow ideas were put forward:
· South Coast of WA – October 2017 (Ian and Sue are already planning a trip then) or
October 2018 – contact Stephen.
·Beechworth – April/May 2018 – contact Wilma.
· Iceland – May 2018 or possibly September – contact Tony. Notes handed out to
interested members.
· NZ – March 2019? – contact Helen Boak. Notes handed out to interested members.
· Flinders Ranges – organised tour group 2018 – dates not yet set – contact Ruth or Sue P.
· UK – Hospitality Fellowship (HF) tour 2018 – contact Harry
. Alice Springs 2018 – Helen and Bert will be there possibly during August/September 2018.
Stephen will liaise with Members re Saturday walk proposals and further information on extended walking.
6.8
6.8.1Review of Walks Schedule for Semester 1, 2017 as proposed from the Planning Meeting.
Roger Clifford handed out copies of the proposed schedule for groups to peruse. Afterdiscussion and minor changes made the Walks Schedule for Semester 2, 2017 wasadopted as the Schedule to be followed in the ensuing semester.
6.8.2Thank you to Vera for her input and planning for the “E” walks.
6.8.3Deletion of walks. Along with keeping records complete there is also a need to look at any walks that we now consider not suitable. Any input to the “Planning Team” would be appreciated.
6.8.4Walking on private property. The need for other members to know of contact details of owners when a walk is planned to enter private property. Tony to pass on these details. Along with this there was concern re Insurance when entering these properties. Wilma to contact Bushwalking Victoria to clarify.
6.8.5Joy Hick brought up a conflicting decision on a Total Fire Ban day. Our notes indicate that if a walk is nominated to be in a fire risk area and it is a total fire ban day that we meet at the Eltham Library. Earlier in the year we had such a day and the walk went ahead as per the schedule. It was ascertained that the walkers on that day did not hear of the ban as it was not widely broadcasted and the weather was not as predicted.
6.9Next Meetings:
6.9.1Annual Meeting, Friday, 21st July, 2017.
6.9.2Planning Meeting, Wednesday, 28th October, 2017.
6.9.3Special General Meeting, Friday, 3rd November,2017.
- Meeting Closure. Ian thanked all Members for their attendance and declared the Meeting closed at 3.10 p.m.