## **Lightcliffe Scout Group** ## **AGM** ## **Tuesday 7[th] June 2022** ## **Agenda** 1. Welcome and introductions (led by Group Chair) 2. Apologies for absence 3. Approval of the Minutes of the previous meeting of the Group Scout Council 4. The Group Scout Council to receive and consider the Annual Report and Accounts (led by the Group Chair) 5. Approval of the Group Scout Leader’s nomination of the Group Chair 6. Election of the Group Secretary 7. Election of the Group Treasurer 8. Election of members of the Group Scout Council to the Group Executive Committee 9. Approval of the Group Scout Leader's nomination of members of the Group Executive Committee 10. Appointment of independent auditor, examiner or scrutineer 11. Close Page | 1 ## **Lightcliffe Scout Group AGM 12[TH] November 2021 Minutes** 1. Present: Andrew (Chair), Brian Reeves (GSL), Helen French (ASL), Julian Fothergill (SL), Gillian Ramsey (Beaver/cub assistant leader). Helen Jeffrey, Suzanne Drakeford, Julie Santa (cub leader), Minghao Cai (ABL), Sarah Fuscoe. 2. Welcome and introductions. Meeting opened and welcome and thanks provided by Brian Reeves. Passed over to Andrew Donaldson (Chair) for opening remarks: - Thanks for attending and a warm welcome. - Well done for everyone’s hard work through a turbulent year which we were closed down for most of. - We returned to face to face scouting on 27[th] April and have a sense of normality but still need to “Be prepared” in the scouting way and continue to be careful. - During the close down we were able to complete some of the work needed on the HQ including the work on the kitchen which, when complete, will be full functioning to a commercial standard. - Thanks to those leaders who have departed from their roles; Indra, Jane and Sarah. We hope they will continue to be involved in the group and wish them well. - Welcome to those leaders who have agreed to lead sections in their place; Alex Beecham new beaver leader and Julie for stepping up to lead the cub section. 3. Apologies for absence: - Alex Beecham (Beaver leader), Stewart McConnell, Terry Firth, Jane Smallbones and David Manning. 4. Approval of the Group Scout Leader’s nomination of the Group Chair. Brian nominated Andrew Donaldson who agreed to remain as Chair for the ongoing year. Approved unanimously. 5. Election of the Group Secretary. Helen Jeffrey unanimously elected into this role. 6. Election of the Group Treasurer. Margaret Knapton unanimously elected into this role. Page | 2 7. Election of members of the Group Scout Council to the Group Executive Committee. Details provided from POR as to the rules and roles of these appointments. (Paper document shared with attendees) Others can attend meetings but will have no voting rights. Voted unanimously on to the Executive Committee: Stewart McConnell Sarah Fuscoe Suzanne Drakeford Nominated to the Executive committee: Jane Smallbones David Manning (provisional to his acceptance and clarity of his role) Section leaders on the committee: Alex Beecham (Beavers) Julie Santa (Cubs) Julian Fothergill (Scouts) All roles need updating on Compass. 8. The Group Scout Council to receive and consider the annual report and Accounts. Accounts had been shared via email and watsapp in advance of the meeting. There is still an issue with £720 of missing funds and missing invoices/bills. Although this is still being investigated, advice has been taken from District as to how to move forwards and the advice received was to prepare these accounts, have them externally audited and then draw a line and start again with improved financial management. Margaret stepping into the role of treasurer should prevent similar issues moving forwards. Further expenditure expected this year to ensure the gas and electric meet the new regulation standards. Discussion points were asked for and discussed including: - Where did the £18k of covid funds come from? Initial £10k council grant plus top up funding, as per other local groups. - The £18385 expenditure on building repairs and maintenance, what has this gone on? The kitchen so far, doors, lights, electrical work. - Members of the committee asked that in future, expenditure and incomes could be itemised by project for further clarity. - Margaret and Andrew confirmed this is their intention. This years accounts are in a more summary format due to the financial circumstances but will be more detailed/itemised in future. Margaret confirmed that she will be running the accounts on a day to day basis and using a spreadsheet to match against the bank account, invoices, receipts etc. These will then be passed to Jo who will input them into QuickBooks. They will then be audited by Barry Smith. Page | 3 9. Appointment of independent auditor, examiner, or scrutineer (Jo Marshall YPS / Barry Smith FCA). It was agreed that Jo will continue to be employed to do final accounts ready for submission to Barry Smith for final scrutiny. The meeting voted unanimously to accept Barry Smith to continue in this role. ## 10. **AOB** - Agreed Exec meetings to be 1 per quarter with extra meetings for fundraising events and extra agenda items where necessary. - Dates of the next meeting to be approved t each meeting so members have plenty of notice. - Additions to the agenda for the next exec meeting: - use and access to the group mobile phone. - Further discussion of the bonfire including breakdown of expenditure and profit on each stall/bar. ## 11. **Close of Meeting.** Meeting closed 8.25pm ## **Date of next meeting:** - AGM May 2022. Exact date to be agreed once the accounts have been prepared. - Exec committee meeting: Tuesday 25[th] January 2022. 7.30 pm at the HQ after beavers has finished. ## **Minutes prepared by H Jeffrey (Secretary)** Page | 4 Treasurer's re ort. Pagels U8btrllffe Swiits z021 12021. Ac¢o¥nts istApril 2021 to 31st Thdai¢h 2022 Unity Trust B&n* Incorne Bonfire COVID RElaled Funding Elijah Good Guide5 Rent NS&I Inlerest other SubscrpPtion% 12.652.98 10.EOO.38 2.934.00 645.00 300.00 0.43 3.380.03 8.951.00 TOTAL INCOhAE 26.810.$4 39.463.82 Expenditure Accounting All Section5 6ank Charge5 Beaver5 Bonfire BroadbaTrd 6rod5tpck 8uildine ¥tepaits ar*d Maintertan¢e C4pI[èliQn 202L-2022 Comouter ano Dornaln Cubs Expenses l Refyeshments Floats HLP Insuranc Land Rent MatErials and Eryuiprnent MobilE Phone Sr¢uts Sraiionery Sundry Expenses Uniform. 8a¢J8es 378.CA) 183.42 120 50 265.97 6.625.40 640.51 12.59 4.874.?8 2.132.50 831.28 S30.15 249.79 159.os 3.704.01 692.94 324.21 180.00 561.65 181.83 385.62 853.76 TOTAL EXPENDITLIRE 24.488.37 24.488.37 TOTAL 14.975.aS Captt3tron 2021-2022 Guide5 Rent 2021-2022 N5&1 Interest u￿￿T￿￿t Bank 2,132.SO 0.43 16.807.52 I have 5CVtln15ed thE5e arrDunt5 ronfirwn that they are i a¢26,810.84
Expenditure
24,329.31 less foats
**Surplus**
**2,481.53**
**Balance Sheet**
Bank
16,807.52
NS&I
4,309.85
Cash foat
159.06
**Retained funds**
**###**
18,794.90
This year's surplus
2,481.53
**Total**
**###**
Cumulative balance brought forward|||| Income 26,810.84 Expenditure 24,329.31 **Surplus 2,481.53** ## **Surplus** The expenditure figure ignores the floats |**Balance Sheet**|| |---|---| |Bank|16,807.52| |NS&I|4,309.85| |Cash foat|159.06| |Less|| |Creditors|0| |**Retained funds**|**21,276.43**| |Represented by|| |Cumulative balance brought forward|18,794.90| |This year's surplus|2,481.53| |**Total**|**21,276.43**| 2021 to31st March 2022 UnltyTr￿BOnk Incomè gonfire tOVlD Related Fundl iO.EaJ.38 2334.( Guldes Rent NS&I Interest Other Subs OA3 3,380 B￿sLI￿) kins TOTAL INCOME 26￿￿4 39,463.82 ExpeThlltyf• AccouTrtin8 All Secttons Bank Cha Beavers Bonflr• èdband Brodstock Bulldln Repalrs and Malntènar Ca Itatbn 2021-2022 Corn Lrterand Domaln Cubs 378.( 183A2 120.50 265.97 5.625.40 640.51 12.99 4,874.78 831a8 530.15 249.79 159.06 3.704.01 692.94 ses/Rthshments Fkjats HiP Insurance Land Rent Materlals wnd E ul Moblle Phone kouts stst&)n Sund Ex nsès UnI￿rn. ba￿e5 ent 324.21 180.1 1.65 1.83 385.62 8U76 TOTAL EXPENDMJRE 24W&37 24A88.37 TOTAL 14.975A5 Capitatlon 2021.2022 Guldes Rent 2021-2Q22 NS&I 1Th￿rest 1132.50 OA3 ?52 I xul1ntsedthese*rTh￿tsafjd Iran ccvrflmi th3ttheYa￿ In ¢(Ordan￿ wtth records andtt*exF4anatth ￿. ed on behalf of all the trustees Barry 5mlth FCA ljune 2022 Andrew l%)naldson Chair 071C61 022 Margaret Knapton Treasurer 071061 022 Perlod i Aprti 20llto 31 2D22 Income Expenditure 10.84 24A8&37 Bank NS&I Cash fl¢)at 163V.52 43YJ.85 159.( Represented bv CumulaU¥e balan￿ brothfryw¥d Thlsyearfs 5urplu5 .794.90 2.48L53 Total I have scutlnlsed these accountsand I ￿ confimi thattry•re In 8arry Smlth FC4 l June 2022 518ned on behalf of all the trustees Andrew Donaldson Chalr 0711J512022 Margaret Knapton Treasurer 0710612022