## **Charity No 1013049** **2[nd] Romford Scout Group Annual General Meeting** **6[th] June 2024** 1 ## **Contents** **AGM 2024 agenda** .................................................................................................................................. 3 **Minutes of AGM held 25th May 2023** ................................................................................................... 4 **Trustees annual report** ........................................................................................................................... 7 **Treasurers Report Year End 31 March 2024** .......................................................................................... 9 **Income and Expenditure Account** ........................................................................................................ 10 **Balance Sheet** ....................................................................................................................................... 11 **Scrutineers formal report** .................................................................................................................... 12 **Chairman report 2024** .......................................................................................................................... 14 **Group lead volunteer (GLV) report 2024** ............................................................................................. 15 **Squirrel Scout section report 2024** ...................................................................................................... 16 **Beaver Scout section report 2024** ........................................................................................................ 17 **Cub Scout section report 2024** ............................................................................................................. 19 **Scout section report 2024** .................................................................................................................... 21 **5 year plan review - update** ................................................................................................................. 22 **The 2nd Romford Leader Team** ........................................................................................................... 25 2 ## AGM 2024 agenda ## **1. Introduction and welcome** ## **2. Apologies for absence** ## **3.** ## **Governance topics** - a. Approve the minutes of the Annual General Meeting held on 25th May 2023 - b. Adopt the model constitution from Policy, Organisation and Rules (POR) Can be found here: https://www.scouts.org.uk/por/5-local-governance-andfinance-of-groups-districts-counties/#5.4 - c. Note the current financial year - d. Agree the number of members that may be appointed to the Trustee Board as 12 - e. Agree the quorum for future meetings of the Group Scout Council (excluding this AGM) as 20 ## **4.** ## **Review of the previous year** - a. Receive and consider the team leaders annual reports for the sections - b. Receive and consider the Group Lead Volunteer’s annual report - c. Receive and consider the Annual Report of the Group Trustee Board - d. Receive and consider the treasurers report, including the annual Statement of the Accounts - e. Receive and consider the Annual Report of the Group Chair - f. Review of the 5 year plan ## **5. Making appointments** - a. Changes to the trustee board - b. Appoint the Group Chair as Scott Miller - c. Appoint the Group Treasurer as Jackie Peatfield - d. Appoint members of the Group Trustee Board - e. Apoint the Scrutineer as Stephen Palmer **6.** District representatives **7.** AGM closing remarks **8.** Awards presentation 3 ## Minutes of AGM held 25th May 2023 ## MINUTES OF AGM HELD 25/05/2023 The Meeting was held at Ashby Hall 25/05/23 at 7pm Sarah Osborne (GSL) introduced herself and welcomed everyone to the Meeting and explained why we hold an AGM The AGM was chaired by Julie Leeper as the Chairman Scott Miller had been unable to attend and she read his report for 2023. She then welcomed Geoff Hutton (District President) and Dean Jeffreys (District Commissioner), and thanked them for attending the Meeting The minutes from 2022 were agreed, proposed by Tony Osborne and seconded by Val Woolf Sarah introduced the Exec Members. Treasurer, Jackie Peatfield briefly spoke about the Group Accounts (a copy of which is also in the brochure). The Group is in a healthy financial position. Treasurers Report proposed by Tim Perceval-Broadfield and seconded by James Snell ## SECTION REPORTS Becca Snell read the very first Squirrel section Report (copy in the 2023 brochure) Sophie Osborne read the Beaver Section Report (copy in the 2023 brochure) Robert Leeper read the Cub Section Report (copy in the 2023 brochure) Tony Osborne read the Scout section Report (copy in the 2023 brochure) Sarah Osborne read the GSL Report and summarised the Groups 5 year Plan (copies in the 2023 brochure) The adoption of the Section reports was proposed by Faye Southey and seconded by Anthony Moran Sarah Osborne advised if anyone wishes to help the group as a Leader, Exec Member, Occasional helper, or even to help maintain the Building, to please contact her, or any Leader or Exec member for further information. ## PRESENTATIONS Dean Jeffries presented Awards to:- Julie Leeper with the Bar to the Silver Acorn award Tony Osborne with the District Award for Merit Sophie Osborne with her Wood Badge 4 Nicki Hart with her Wood Badge for Cub Training Sarah was able to present Awards to:- Amy Sullivan with her Young Leaders Belt Buckle Harry Gates with the Jack Petchey Award She also congratulated Chris Knight who received her 25 Years Service award at the recent St Georges Day Service. ## TRUSTEES REPORT AND TREASURERS REPORT Both the Trustees Report and the Treasurers Report had been previously distributed to members via email. The adoption of the Trustees Report was proposed by Emma Jermain and seconded by Emma Mann. The adoption of the Group Accounts was proposed by Geoff Hutton and seconded by Faye Pardon ## EXECUTIVE MEMBERS Sarah Osborne nominated Scott Miller to continue as Chairman, and the Meeting agreed unanimously. The Group Trustee Board proposes Jackie Peatfield to remain as Group Treasurer. Seconded by Sue Sparks and the Meeting agreed unanimously. The Group Trustee Board proposes Sue Sparks to remain as Group Secretary. Seconded by Jackie Peatfield and the Meeting agreed unanimously. The Meeting endorsed the Group Nomination of Steve Palmer as Scrutineer of our Accounts, prior to presentation to the Charities Commission which is a legal requirement. The nomination was proposed by Jackie Peatfield and seconded by Sue Sparks ## PARENT MEMBERS The Chairman nominated 4 parents to serve as Members of the Group Executive. It was unanimously agreed ## Squirrel Section - TBA Beaver section - Dave Perceval-Broadfield & Julia Moran Cub section - David Game Scouts section - Emma Jermain ## NOMINATED TRUSTEES Committee Members - Julie Leeper Liam Moore (Quartermaster) David Game proposed, and Robert Leeper seconded, and it was unanimously agreed 5 ## EX-OFFICIO TRUSTEES The GSL nominated 4 Leaders to remain as representatives and the meeting agreed unanimously. Becca Snell Squirrel Section Sophie Osborne Beaver Section Robert Leeper Cub Scouts Tony Osborne Scouts The following were proposed by the GSL and unanimously agreed by the Meeting Agreement of Quorom for trustee Board Meetings @ 6 Members Agreement of Quorom for AGM’s @ 15 Members Agreement of Adoption of the Constitution as POR section 5.4 6 ## Trustees annual report **FOR THE YEAR ENDED 31 MARCH 2024 CHARITY NO 1013049** ## **Trustees’** Scott Miller Chair Sue Sparks Secretary Jackie Peatfield Treasurer Sarah Osborne Group Scout Leader Becca Snell Squirrel Scout Leader Sophie Osborne Beaver Scout Leader Robert Leeper Cub Scout Leader Anthony Osborne Scout Leader Liam Moore Quartermaster Emma Jermain Cub Parent Representative Julia Moran Squirrel Parent Representative David Percival-Broadfield Beaver Parent Representative Julie Leeper Nominated Member of the Executive There are slight changes to the role of the trustee board which they have been made aware of. The section leaders will no longer automatically hold a place as trustee. All other trustees have agreed that they are willing to remain on the trustee board and continue to hold the responsibility of trustee. ## **Structure, Governance and Management** The Group's governing documents are those of The Scout Association. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the Association and the Policy, Organisation and Rules of The Scout Association. The Group is a Trust established under its rules which are common to all Scouts. The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association. The Group is managed by the Group Trustees board (formally called the Group Executive Committee), the members of which are the 'Charity Trustees' of the Scout Group which is an educational charity. As charity trustees they are responsible for complying with legislation applicable to charities. This includes the registration, keeping proper accounts and making returns to the Charity Commission as appropriate. The trustee board consists of independent representatives, Chair and Treasurer together with the Group Lead Volunteer (formerly Group Scout Leader) and Parent representation and meets about 4 times a year. 7 This Group trustee board exists to support the Group Leadership team in meeting the responsibilities of the appointments and is responsible for:- The maintenance of the Group property The raising of funds and the administration of Group Finance The insurance of persons, property and equipment Group Public occasions Assisting in the recruitment of leaders and other adult support Appointing any sub committees that may be required ## **Objectives and Aims** The objectives of the group are as a unit of The Scout Association. The aim of the Scout Association is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potentials, as individuals, as responsible citizens and as members of their local national and international communities. The method of achieving the Aim of the Association is by providing an enjoyable and attractive scheme of progressive training, based on the Scout Promise and Law and guided by adult leadership. The Group has a strong, experienced and dedicated volunteer leader team and welcomes new volunteers who bring with them enthusiasm and fresh ideas. ## **Achievements and Performance** The Group offers an active program of section night activities, day trips and night away experiences. There have been numerous section and Group experiences open to all members. ## **Financial Review** The Group's policy on reserves is to hold sufficient resources to keep its HQ building in good repair, replace equipment when needed and continue the charitable activities of the group should income and fundraising activities fall short. This should be a minimum of 12 months running costs and capitation. The Group held reserves of approximately ………… at the end of the 2023/2024 financial year. The figure is regarded as satisfactory and allows the Group to look forward to improvements at the hall and with regards to equipment and transport. The Trustees declare that they have approved the Trustees' report above. 8 ## Treasurers Report Year End 31 March 2024 The Groups policy on reserves is to hold sufficient resources to keep its HQ building in good repair, replace equipment when needed and continue the charitable activities of the group should income and fundraising activities fall short. The Group held reserves of approximately £83,000 at year end. There were no significant expenditures this year on hall repairs/improvements. Looking forward into 2024/25 the Group’s reserves will enable the hall costs to be met as well as consider the replacement of the minibus, building of a new stores and upgrade/repair/replace the group’s camping equipment when required. The financial position of the Group is regularly reviewed by the trustee board. 9 ## Income and Expenditure Account ## **For the Year Ended 31 March 2024 Charity No: 1013049** |**2023**
£
**INCOME**
5449.50
Subscriptions
748.89
Gift Aid
8516.00
Hall Hire
1000.00
Grants
80.24
Fundraising
300.00
Restricted Donations
130.00
Donations
410.16
Bank Interest
8405.80
Camp Fees
25040.59
**EXPENDITURE**
1845.00
Membership
1359.37
Motor Expenses
1295.87
Buildings Insurance
1103.88
Heat & Light
327.55
Water
2342.82
Section Expenses
529.83
Leader Training/1st Uniform
8186.33
Camp Expenses
152.26
Miscellaneous
0.00
Bank Charges
242.40
Wi Fi & Website
2833.26
Equipment
3549.26
Repairs and Hall
Maintenance
23767.83
1273
Surplus/Deficit for the year|**2024**
£
7478.51
521.85
10374.50
0.00
53.45
500.00
1618.23
1600.10
6652.48| |---|---| ||28799.12
2530.00
1564.10
1167.12
3177.71
306.71
3418.81
114.10
6663.19
12.86
0.00
439.20
1593.92
358.27| ||21345.99| ||7453| 10 ## Balance Sheet ## **For the Year Ended 31 March 2024 Charity No: 1013049** |**2023**
£
**Current Assets**
1427.94
Current Account (Treasurers
Account)
21415.88
Deposit Account
52483.80
32 Day Notice Account
0.01
Go Cardless
178.71
Group Petty Cash
718.20
Equals Prepay Card
76225
**Current Liabilities**
0
76225
**Represented By**
74952
Opening Balance
1273
Surplus/Deficit for the year
76225|**2024**
£
3359.42
15571.35
63928.43
0.01
256.46
562.00| |---|---| ||83678| ||0
83678
76225
7453
83678| 11 Scrutineers formal report Independent examiner’s report to Scott Miller, Chairman of 2nd Romford Scout Group ## Purpose The purpose of this report is to submit my findings from the work I have undertaken as an Independent Examiner of the 2nd Romford Scout Group Accounts submitted to me for 2023/24 financial year. I am submitting an unqualified report (for a non company charity preparing receipts and payments accounts) with a gross income of £250,000 or less in the relevant financial years. In conducting the examination and preparing this report I have had the full and open support of the Treasurer for which I am grateful. ## Responsibilities and basis of report As the Charity Chairman of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and, in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. Your Treasurer has informed me (at my request) of 2 potentially significant funding issues that you are looking at. Firstly the replacement of storage facilities and secondly the potential solutions to the need for minibus provision. Although the financial position of the Charity is healthy at present decisions taken will potentially affect balances negatively. In response to my enquiries the Treasurer has shown me the diligence being applied to the decision making process and the understanding of the financial implications for both issues. I have no concerns to note at present but may comment again should matters progress in the present financial year and should you wish to me to scrutinise those Accounts too. I also wish to inform you that, having independently scrutinised your Accounts since 2018, I decided to seek some informal advice and guidance from the Charities Commission as to whether there should now be a change of independent scrutineer. Having received such guidance I am happy to continue in future years should you so wish. I would also want to place on record my thanks to the Treasurer for the pro-active and informative way in which the information has again been presented to me this year and the speed and diligence shown by her in responding to my queries. 12 Independent examiner’s statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: 1. Accounting records were not kept in respect of the Trust as required by section 130 of the Act; or 2. The accounts do not accord with those records. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Other Issues for Consideration I have no further issues to raise as a consequence of my examination of this year’s accounts. Signed: Stephen Palmer Name: Stephen Palmer, Chartered Information Technology Professional, Fellow of the British Computer Society, Fellow of the Society of Information Technology Management. Retired Senior Deputy Director of Residents Services at the London Borough of Hillingdon. Address: 34 Hempstead Road, Holt, Norfolk, NR25 6DF Date: 9th May 2024 13 ## Chairman report 2024 I’d like to welcome and thank all of you who have managed to attend today’s fantastic event, esteemed guests, leaders, supporters, parents, and young scouts, welcome to the Group Annual General Meeting for 2024. It’s an honour to address you all today as the Chairperson of our remarkable group. Every year, we gather to discuss our progress, growth, and plans for the future. While some themes remain consistent, I am thrilled to share that this year has seen remarkable changes and continuous improvements both behind the scenes and in the foreground. Our united growth as a group can only lead to a better scouting experience for everyone involved. Allow me to highlight a few key points: Team Efforts and Achievements: Our teams have worked tirelessly, and their fantastic efforts have not gone unnoticed. From organizing events to implementing changes, they have contributed significantly to our success. As Chairperson, I am continually amazed by the constant dedication, drive and passion exhibited by our leaders, volunteers, and wider teams. Their commitment ensures that Scouting in 2nd Romford remains as vibrant and impactful yesterday as it will be tomorrow and in the future. Engagement is a two-way street, we listen to community feedback, adapt to their needs, and celebrate our shared successes. Together, we can continue to strengthen our bonds and positively impact the lives of those around us! Financial: Our trustee board has diligently managed our funds and maintained a healthy financial balance. This responsible approach allows us to invest in activities that benefit the entire group. Without your support, scouting in 2nd Romford would not be the same. Thank you for ensuring our financial stability. Engagement: It warms my heart to see so many members actively participating in camps and events throughout the year. These experiences are a treat for our scouts and reinforce the sense of community within our group. New members, welcome! Your presence enriches our community. And to those who consistently volunteer their time and effort, thank you. Your dedication ensures that our group thrives and supports our young people and local community. In conclusion, let us celebrate our growth, honour our volunteers, and look forward to an even brighter future for Scouting in 2nd Romford. Thank you all for being part of this incredible journey Without further delay, I’ll leave you with the words I do every year from A.A. Milne “You’re braver than you believe, stronger than you seem, and smarter than you think.” Scott Miller - 2nd Romford committee chairman 14 ## Group lead volunteer (GLV) report 2024 I would like to thank you all for attending the AGM today, it is good to see so many parents showing a keen interest in their children’s Scouting. 2[nd] Romford Scout Group have been Scouting since 1908. An incredible amount has changed in that time within Scouting and of course the wider world. Our aim to provide quality Scouting to local children hasn’t changed, and I hope you can see the hard work that goes into running the weekly sessions, camps and other events. Scouting, and specifically 2[nd] Romford mean a lot to me personally. My husband Tony and two of my children are here as leaders. My 2 grandchildren are here as members. My eldest daughter is here too. I am proud of this group, of what we achieve for the young people in our care, of the selflessness of everyone involved in it. I attend a lot of Scouting events over the year. Two of my favourites over the last 12 months were firstly the Group 115 years celebrations where we all got together, here at Crow camp, for a BBQ and campfire. It was so good to have so many children, parents and families together. And secondly Winter camp where Beavers, Cubs and Scouts all camped together with our usual Christmas theme and for the first time the Squirrels came to join us for the day. Both events took a fair amount of planning, but the experience is always worth it. We recently had the District St. Georges day parade and celebrations. An opportunity to celebrate Scouting. This is always an honour to lead the group as they walk through our local streets with the many other children and adult volunteers from the District. This year for the first time I stayed with the Squirrels and Beavers. I can assure you they all enjoyed it very much, and I very much enjoyed being part of the event with them. As always, I would like to take this opportunity to thank the leaders and young leaders - without you volunteering Scouting in 2[nd] Romford would not happen. You all juggle your work, home and social lives to fit in Scouting and I know personally how hard this can be. As the Group lead volunteer I count myself fortunate indeed. To our trustees, thank you for your support and for working with me to continue to sustain and develop 2[nd] Romford to make it a little better each year. As has been said at so many Scout AGM’s before….. we are always looking for more adult help and if you are willing, even just on an adhoc basis please let us know, we never turn down offers of help. ## **Sarah Osborne - 2[nd] Romford Group Scout leader** 15 ## Squirrel Scout section report 2024 The last year has been a very exciting time for 2nd Romford Squirrels. We’ve remained a big Drey, with consistently around 16-18 Squirrels. In September we celebrated our first birthday with a party and sleepover. We had 8 Squirrels stay over and we were incredibly proud of them. We’ve been on all sorts of adventures including a visit to Wellgate Farm last summer where we learned about plants and horticulture. We planted sunflower seeds and monitored their growth. Then we shared this back with the rest of the Drey. Some Squirrels sunflowers were eaten by the birds – but others grew taller than the squirrels! One week Brandon came to visit and taught the Squirrels how to tie some knots and build shelters. The Squirrels really loved having him visit! During the Autumn we went on an adventure to Havering park and tried out building dens. We made some spooky masks for Halloween and celebrated fireworks night with sparklers. Since Christmas we’ve done science experiments to earn the Exciting Experiments Badge, learned about Lunar New Year and had lots of fun making Easter cards (this was very messy when we tried finger painting!) We’ve planned and been on an adventure to Crow camp where we enjoyed being in nature and learned about the environment, as well as having a campfire. We’ve given out loads of activity badges and several of our squirrels have earned their Chief scout Acorn award – the highest award a Squirrel Scout can achieve. They’ve all worked really hard to earn their badges and have had lots of fun in the process. This has been my first whole year as a Section Leader and it’s not been without it challenges. I couldn’t have done it without an amazing team of leaders helping every week (and in between meetings too!) Thanks so much to Sarah; Faye; Faye, Flora and Becky. And our Young leaders Imogen, Kasey and Harry. We can’t wait for next year as we have lots of exciting plans and adventures to look forwards to! Becca Snell Team leader – Squirrels 16 ## Beaver Scout section report 2024 Beavers have had another amazing year where we have lived up to our promise of making friends and having fun. We have attended 2 camps this year - the group's indoor winter camp and our first Beaver’s only outdoor camp since before Covid, which for most of the beavers attending would have been their first time camping with us. - Winter camp is all things Christmas so it is extra fun, and I loved seeing the Beavers who attended taking part in the talent show, a special shout out to Joshua’s amazing Country flag recognition talent. - Our beaver camp was a great opportunity for some of the beavers to try activities they wouldn’t normally do, from sleeping in a tent to fire lighting. District events we have attended this year include the Beavers Giant Hike, Beaver Obstacle Course, Christmas party, St George’s day parade and Beavers Sports Day. - The Beavers Giant Hike included a walk around the stickman trail at Weald Country Park where the beavers get to socialise and have fun with beavers from all around the district. - The obstacle course is always a great event where an obstacle course is built at Crow just for Beavers in the District to enjoy. There are 11 obstacles for the beavers to try including high ropes, a zipline, soft archery and a popcorn break. - • The District Christmas party included an entertainer and a disco. I think both were enjoyed by both our attendees and leaders (hehe). - • St Georges day is always a day for pride for the district, the group and our beaver colony. We paraded through Collier Row before watching a short panto of St George and the Dragon, which the beavers thoroughly enjoyed. During our weekly sessions, we have been up to lots of exciting activities. To list them all would take far too long but a few of the highlights were - making slime as part of our experiments badge, a supermarket sweep and a visit to wellgate farm with the cubs. We have also worked towards a variety of badges which includes but is not limited to Faith, Global Issues, Safety, Teamwork Challenge and Personal Challenge. At the beginning of the year we introduced beaver of the week and beaver of the term which saw lots of our beavers being recognised for their good behaviour, kindness and helpfulness. But this year also saw some of our oldest beavers achieve their Chief Scout Bronze awards which is the highest award/badge that a beaver can achieve after completing all of their challenge badges and 4 activity badges. Over the last year, we have seen our colony grow tremendously with our beaver numbers up to 22 and still growing, which is the biggest our colony has been in a very long time. We have also welcomed 2 new adult leaders, Tigger and Piglet (Tim and Kit) who have both been great additions to the team. A huge shout out to Rabbit and Robin (Debbie and Chris) who have continued to be such amazing sidekicks, Beavers couldn’t run without them. For myself and the beavers, looking towards the future we plan to participate in the next district Beaver’s giant hike, another 2nd Romford Beaver camp and much more. I hope we 17 can continue to honour our promise and make Beavers a fun and enjoyable place to be where the children can learn, grow and make friends. And finally a big thank you to all of my beavers for continuing to help make 2[nd] Romford the best Beaver colony ever! Sophie - Beaver leader – 2[nd] Romford Beavers 18 ## Cub Scout section report 2024 Welcome to the 2nd Romford AGM 2024. We have had an incredibly busy year, with a variety of things going on, which has kept us all on our toes! Badges are an important part of our programme, helping us to provide a balanced set of activities and reward the Cubs for their hard work. We have awarded a variety of different badges over the last year. All were well deserved and well done to those who achieved them. Particular congratulations should go out to the Cubs who achieved their Chief Scout’s Silver award - Evelyn, Danielle and Aaran. The Chief Scout’s Silver award is the highest award that a Cub can receive, so it is a fantastic achievement. Over the past year we have attended many camps and events. The annual District Cub camp was a great weekend away, with Cubs from across the District taking part in a variety of ‘funfair’ themed activities over the weekend. The Sixers went away with other Sixers from around the District to do some more adventurous activities without the youngsters. As a group, the Cubs travelled to Thorrington in January for winter camp, traditionally an indoor camp to battle the cold, and we took part in some Christmas themed activities and enjoyed my favourite meal – Val’s camp Christmas dinner. We have been away ourselves, visiting the Chiltern Hills for a walking weekend with 4th Abingdon Cubs, part of a group ran by one of our Leaders, Alex. I thoroughly enjoyed the hike, though I think some of the Cubs found it quite laborious! We have attended both the District Cub competitions held this year. The Scooter Rally is always a laugh. We didn’t place but I managed to win the Leader race, extending my run of victories to 3 successive years. We also attended the St. George’s and Maureen Preston competitions, testing Scouting skills from fire lighting to knots. We won the St George’s competition and came third in the Maureen Preston, which is a fantastic set of results. Congratulations to the Cubs, not just for the success but also for wearing the old gold scarf with pride and showing everyone why we are the best group in the world. On our normal Cub nights we have taken part in a variety of activities, both inside and outside of the hall. I won’t give and exhaustive list, but we have made slime, visited Wellgate Farm and, a personal highlight, visited the Gurdwara Karamsa, courtesy of Kuljot and Harjot’s parents Jatinda and Kamal. The Gurdwara visit was incredibly interesting and we were made to feel very welcome by everyone that we came across. None of what we have managed to achieve and experience this year would be possible without the fantastic team of Leaders –Becca, Anthony, Matthew, Emma, Faye and now Chris and Ben who help out when they can around their university commitments. They give up their time, often more than the hour and a half a week that they were lured in with. They are all volunteers and without them we wouldn’t be able to do what we do. 19 Finally, thanks to you, the parents, carers and guardians, for your continued support and engagement. We can only give the Cubs what we do if you are willing to ferry them around, give up your time and encourage them. They are a credit to you and will all grow into great young adults (after the dodgy teenage years). Over the next year we will be continuing to do lots of great activities and I look forward to telling you all about them next year! Robert Leeper - CSL – 2nd Romford 20 ## Scout section report 2024 We've had a packed program over the last year during which we awarded our scouts with 25 different badges for activities such as Climber, Communicator, Emergency Aid, Model Making, Nights Away, along with one Chief Scout’s Gold award which is the highest award in the scout section. Since the last AGM we have attended numerous events and camps. We took our scouts to Snowdonia in north Wales to climb Snowdon in May. We attended the District Franklin skills camp June. In August we went to South Wales for our summer camp where the scouts did lots of fun activities such as gorge walking, hiking, along with a visit to the Big Pit mining museum. In December the Scouts helped again with fundraising for SMILE at the Lodge Farm Miniature Railway Christmas Fayre and we went ice skating for our Christmas treat. In January we had our group winter camp at Thorrington in Colchester and were joined by the Cubs and Beavers Christmas roast dinner with decorations and a Christmas tree. We had some scouts compete in the District Orienteering Competition in March, despite not winning I think our scouts would agree they all had fun. I would like to thank the scout section leaders for all their hard work, dedication, and enthusiasm. I would also like to thank our GSL, the Exec, and all those in the other sections who have helped out at various times of the year. Tony – Scout Section Leader 21 ## - 5 year plan review update ## **1. Retention of members** - a) Scouts running younger sections at least termly This has not happened recently but plans are in place to recommence this. - b) Winter camp being a group activity - Winter camp was once again open to Beavers, Cubs and Scouts. Squirrels were invited for the day. This may have to be revised, as the Group grows the indoor accommodation does not allow every member to attend. Group camp will be planned within the next year and if successful this may take place annually, giving all sections the opportunity to attend. - c) Family fun days being organised - We held a family event for our 115[th] birthday and it was well attended. There are plans for future events with different ideas. - d) Balanced and well planned programme - The programme is balanced with a renewed focus on the challenge badges and fun. The programme is reviewed regularly. ## **2. Squirrels** - a) Adequate number of leaders - Squirrels currently has 3 leaders, the GSL assisting and 1 regular parent helper. This is sufficient and there are other parents who will help if one leader cannot attend. This will need to be periodically reviewed as parents may not stay after their children move up to Beavers. - b) Appropriate equipment - There hasn’t been a need to buy much equipment specifically for the Squirrels. We have been purchasing books to match the themes which can be reused over the years. - c) Ensuring we have members - With several other groups opening in the District we need to be aware that recruitment may be necessary in the future. Currently we are maintaining numbers. - d) Regular reviews to see how things are going and how they can be improved - The programme is reviewed regularly. There are regular meetings with the leadership team. ## **3. Youth shaped activities and quality programme** - a) Log chews / Pack and Troop forums - Each section should run forums where the opinions of the youth members are sought with regards to the programme, camps etc. The ideas should be implemented where possible. - b) Regular and structured balanced programme planning - Each section holds termly programme planning meetings. The programme is currently well thought out. The younger sections are now using a 2 year programme to ensure that the children have variety and fun with the opportunity to earn their Chief Scouts award. The lead volunteer has taken to reviewing each terms programme to ensure that it is balanced. - c) Ensuring the programme is reviewed 22 As part of the programme planning meeting the sections team members review the previous terms programme. Views of the youth members are sought when appropriate. ## **4. Inclusion** - a) Planned and regular Family fun days The 115 years celebration worked well. The younger sections have also invited families to some of their evenings. There will be further events for families planned. - b) Using AGM activity evenings to show what we do - The AGM usually involves entertainment or a series of bases where the sections run activities from their programme. This was reviewed and a new format is being tried this year. - c) Providing updates on what all sections and the group are doing Sections are mostly making use of the Facebook page to post pictures and updates on what the sections are doing. There are regular photos shared with and by the parents. - d) Using the Whatsapp groups and Facebook page for communication - The Whatsapp groups are invaluable for communicating with parents. The Facebook group works well for messages to all sections and has included information regarding camp equipment and uniform. ## **5. Community impact** - a) Continuing to chose a termly chosen project This was the ideal, but a termly project wasn’t sustainable. We will look at how we can realistically work with local charities. Scouts continue to assist twice yearly at the miniature railway fun days and the money raised is given to charity. - b) Using community Facebook pages to share appropriate messages about our Group and activities - This has not happened yet. We will nominate a social media representative to ensure that this moves forward. - c) Building relationships with local charities and organisations We have a good relationship with the miniature railway and Wellgate farm. We need to look to extend this further. ## **6. People** - a) Ensuring our Young Leaders are supported and encouraged to complete the YL programme and achieve their YL belt - We now have additional young leaders in the group. As I am now the District lead for Young leaders I can ensure that training dates and other opportunities are shared with our young leaders. The group continues to encourage and support all our young leader in working towards their young leader belt. - b) Inviting parents to stay for a session to see what we do and the work involved in running the Group Parents have been given the opportunity to join the younger sections on numerous occasions. We will look at ways to increase the opportunities in Scouts. 23 - c) Continuing to pay for leaders 1[st] uniform and establishing an agreement for replacement uniforms - This has continued and does help with the cost to leaders, which may be a barrier to people wanting to help. - d) Setting an agreement on subsidising leader costs for things like camps This has happened and is set out in the Group policy/guidelines handbook. - e) Ensuring that leaders have adequate equipment and support - Any needed equipment is purchased. The trustee board are very supportive of purchasing items for both section and group use. ## **7. Facilities and equipment** - a) Replacement of lighting in hall This was completed. - b) Buying new equipment as required - Any needed equipment is purchased. The trustee board are very supportive of purchasing items for both section and group use. - c) Ensuring that equipment is repaired/replaced as needed - The Quartermaster organises regular stores / kit check/clear out days where the equipment is checked. Any equipment needing replacing is then submitted to the trustee board for approval. We have a good store of equipment for camps, games and crafts. - d) Review and replacement of outside storage - This is underway and we are hoping it will be completed over the summer months. - e) Ensuring the shared spaces are kept tidy - The sections need to work better at keeping to the office tidy roster. It can be hard to fit in around the running of the sections. The Quartermaster takes good care of the stores and arranged regular stores clear up / equipment check days. - f) Completing a computerised inventory of equipment This continues with Tony and Liam taking the lead. 24 The 2nd Romford Leader Team **Group Scout Leader:** Sarah Osborne **Squirrel Scout Leader:** Becca Snell **Squirrel section Assistants:** Sarah Osborne, Flora Szabo, Becky Knight and Faye Southey **Squirrel section Young Leaders:** Kasey, Harry, Amelia and Imogen **Beaver Scout Leader:** Sophie Osborne **Assistant Beaver Scout Leaders:** Chris Knight, Debbie Bennett, Tim Perceval-Broadfield and Kit Mann with event help from Val Woolf **Cub Scout Leader:** Robert Leeper **Assistant Cub Scout Leaders:** Matthew Leeper, Becca Snell, Anthony Moran, Emma Mann, Chris Bennett, Ben Pardon and Faye Southey with event help from Alex Peatfield **Scout Leader:** Tony Osborne **Assistant Scout Leaders:** Liam Moore, Michael Bennett, Brandon Osborne, Nikki Hart, Sarah Osborne, Mark Jermain & Scott Parrott **Scout section Young Leaders:** Imogen and Elena 25 ## 2nd Romford Scout Group ## Balance Sheet For the Year Ended 31 March 2024 Charity No: 1013049 |**2023**
£
**Current Assets**
1427.94
Current Account (Treasurers Account)
21415.88
Deposit Account
52483.80
32 Day Notice Account
0.01
Go Cardless
178.71
Group Petty Cash
718.20
Equals Prepay Card
76225
**Current Liabilities**
0
76225
**Represented By**
74952
Opening Balance
1273
Surplus/Deficit for the year
76225|**2024**
£
3359.42
15571.35
63928.43
0.01
256.46
562.00| |---|---| ||83678| ||0
83678
76225
7453
83678| 2nd Romford Scout Group Income and Expenditure Account For the Year Ended 31 March 2024 Charity No: 1013049 |**2023**
£
**INCOME**
5449.50
Subscriptions
748.89
Gift Aid
8516.00
Hall Hire
1000.00
Grants
80.24
Fundraising
300.00
Restricted Donations
130.00
Donations
410.16
Bank Interest
8405.80
Camp Fees
25040.59|**2024**
£
7478.51
521.85
10374.50
0.00
53.45
500.00
1618.23
1600.10
6652.48| |---|---| ||28799.12| |**EXPENDITURE**
1845.00
Membership
1359.37
Motor Expenses
1295.87
Buildings Insurance
1103.88
Heat & Light
327.55
Water
2342.82
Section Expenses
529.83
Leader Training/1st Uniform
8186.33
Camp Expenses
152.26
Miscellaneous
0.00
Bank Charges
242.40
Wi Fi & Website
2833.26
Equipment
3549.26
Repairs and Hall Maintenance
23767.83
1273
Surplus/Deficit for the year|2530.00
1564.10
1167.12
3177.71
306.71
3418.81
114.10
6663.19
12.86
0.00
439.20
1593.92
358.27| |---|---| ||21345.99| ||7453| ## **Independent examiner’s report to Scott Miller, Chairman of 2nd Romford Scout Group** ## **Purpose** The purpose of this report is to submit my findings from the work I have undertaken as an Independent Examiner of the 2nd Romford Scout Group Accounts submitted to me for 2023/24 financial year. I am submitting an unqualified report (for a non company charity preparing receipts and payments accounts) with a gross income of £250,000 or less in the relevant financial years. In conducting the examination and preparing this report I have had the full and open support of the Treasurer for which I am grateful. ## **Responsibilities and basis of report** As the Charity Chairman of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and, in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. Your Treasurer has informed me (at my request) of 2 potentially significant funding issues that you are looking at. Firstly the replacement of storage facilities and secondly the potential solutions to the need for minibus provision. Although the financial position of the Charity is healthy at present decisions taken will potentially affect balances negatively. In response to my enquiries the Treasurer has shown me the diligence being applied to the decision making process and the understanding of the financial implications for both issues. I have no concerns to note at present but may comment again should matters progress in the present financial year and should you wish to me to scrutinise those Accounts too. I also wish to inform you that, having independently scrutinised your Accounts since 2018, I decided to seek some informal advice and guidance from the Charities Commission as to whether there should now be a change of independent scrutineer. Having received such guidance I am happy to continue in future years should you so wish. I would also want to place on record my thanks to the Treasurer for the proactive and informative way in which the information has again been presented to me this year and the speed and diligence shown by her in responding to my queries. ## **Independent examiner’s statement** I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: 1. Accounting records were not kept in respect of the Trust as required by section 130 of the Act; or 2. The accounts do not accord with those records. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. ## **Other Issues for Consideration** I have no further issues to raise as a consequence of my examination of this year’s accounts. Signed: Stephen Palmer Name: Stephen Palmer, Chartered Information Technology Professional, Fellow of the British Computer Society, Fellow of the Society of Information Technology Management. Retired Senior Deputy Director of Residents Services at the London Borough of Hillingdon. Address: 34 Hempstead Road, Holt, Norfolk, NR25 6DF Date: 9[th] May 2024