1.   Apologies. Peter Rowsell, Tony Marsh and David Horne.

2.   Expenses. During the meeting of 23 March 2023, the issue of claiming expenses for travelling when carrying out pre-walks etc. was discussed. DG confirmed that it is Rambler’s policy that travel expenses can be claimed for pre-walks, attending meetings, etc. Though the majority of volunteers do not claim expenses, or wish to, some members might be discouraged from leading walks due to the financial cost of carrying out a pre-walk. It was agreed that an item should be posted on the home page of the DR website to raise awareness of the expenses policy. DG agreed to prepare a draft for agreement by the group and area committees before posting. DG also advised he would confirm the policy on claiming expenses from the Area Treasurer. (DG has clarified with the Area treasurer that the committee should determine what expenses are acceptable/ not acceptable on a case-by-case basis).

DH confirmed by email that the mileage rate agreed by area was £0.28/mile. Completed forms should be submitted to DH and payment will be paid directly into the claimant’s bank account. It was agreed that claims will not be paid retrospectively except for expenses for the pre-walk carried out for the proposed coach trip in September 2023. (It is hoped to put a claim form on our website).

3.   Guidance for new and existing walk leaders and risk assessments. DB led the discussions on this item. We agreed that we need to know about the competency of new leaders before they lead their first walk. Information for experienced and new walk leaders was discussed at length as it is believed they may be put off from leading as they considered the paperwork and responsibility onerous. Discussion was had on the information on Assemble (website for Ramblers volunteers), it was agreed the information for walk leaders was poorly organized and difficult to find. It was agreed that the Ramblers document “Information for new walk leaders” should be provided to all walk leaders. It was suggested that this document is no longer on Assemble. (Following the meeting DB prepared a document “New to Walk Leading with Doncaster Ramblers” in which he has brought together information for walk leaders from Assemble, the deleted document for new walk leaders and information from the defunct Doncaster Ramblers printed programme. This draft document has been emailed to all committee members for comment. A key element on Assemble and the proposed Doncaster Ramblers document is the utilistaion of experienced walk leaders to help or buddy new leaders).

Ramblers’ central office say that the risk assessment form should be carried out by all walk leaders. It was agreed that the current form was inadequate but members could put factors to mitigate against risk in the comments box. (Since the meeting Martin Wyman has added the Risk Assessment form on our website, along with an example of a completed form). Central office say that leaders should maintain their risk assessment forms, digitally or on paper, for three years.

4.   Doncaster Rambler’s website. AG confirmed she had spoken to Brian Unsworth to see if he could help with the website. DG subsequently spoke to both Brian and PR, and Martin Wyman (Webmaster) has issued both Brian and Peter with a dummy version of the website which they can investigate to confirm they have the skill set to assist Martin.

5.   Annual outing Staithes to Whitby. AG updated the meeting on the proposed coach trip to Whitby. It will take place on Saturday, 9th September and will be offered to members of Doncaster Ramblers plus family members before being offered to the wider walking community if there are empty seats.

There will be three walks, an 11 mile walk from Staithes, an 8 mile walk from Runswick Bay and a 3 mile walk from Sandsend. Pre-walks have been carried out. Arrangements have also been made for a meal in a fish and trip restaurant at the end of the day, this is an extra charge to be paid by individuals on the day. Food will need to pre ordered a week or so in advance of the walk date. Coach will drop off at the various start points but a local bus service is also available from Staithes to Whitby if people want to get of the coach to explore other locations, then make their own way to Whitby.

We agreed that we would accept the quote provided by Buckley’s Coaches and charge £20 per head, for which we will need 40 bookings to beak-even. Payments need to be paid to DH by bank transfer. AG will provide information on the trip to distribute, for the website and WhatsApp groups.

6.   SYNED Area Review. The meeting confirmed that they are happy for David Gadd, who represents Doncaster Group of Ramblers on the SYNED (South Yorkshire and North East Derbyshire), to deal with the items in the SYNED review document as he sees fit. DG advised that groups are allowed two representatives on the SYNED Area Council. DG is our only member. Another volunteer would be welcome