## Trustees' Annual Report ## For the period **----- Start of picture text -----**
From (start date) 0 1 0 4 2 4 to end date 3 1 0 3 2 5
Section A Reference and administration details
1st Metheringham Scout Group
Charity name
Other names the charity is known by
1 0 2 2 2 6 5
Registered charity number
3 0 6 1 0 1
HQ registration number
Scout Hut r/o Star and Garter,
Charity’s principal address
Princes Street
Metheringham
L N 4 3 H F
Postcode
Dates acted if not
Trustee Name Office (if any)
for whole year
1 Andrew Peall Chair
2 Emma Bembridge Lead Voluteer
3 Kerry Hawbrook None
4 Adam Townsend None
5
6
7
8
9
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12
13
14
15
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Names and addresses of advisers |Type of advisor||Name||Address| |---|---|---|---|---| |Independent Examiner|Wright, Lilley & Co||55-57 High St, Metheringham, Lincoln LN4 3DZ|| |||||| |||||| |||||| 1 LT700001 (14 September 2024) **Section B Structure, governance and management** The Group's governing documents are those of the 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. Additional governance issues The Group is managed by the Group Trustee Board, 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 the Chair, Treasurer and 6 Trustees (including 1 Ex Officio Trustees, and 4 co-opted Trustees) and meets every 3 months. Members of the Trustee Board complete Being a Scouts Trustee learning within the first 6 months of joining the Board. 2 LT700001 (14 September 2024) **Section B** **Structure, governance and management (continued)** **Risk and Internal Control** The Group Trustee Board has identified the major risks to which they believe the Group is exposed, these have been reviewed and systems have been established to mitigate against them. The main areas of concern that have been identified are: Damage to the building, property and equipment. The Group would request the use of buildings, property and equipment from neighbouring organisations such as the church, community centre and other Scout Groups. Similar reciprocal arrangements exist with these organisations. The Group has sufficient buildings and contents insurance in place to mitigate against permanent loss. Injury to leaders, helpers, supporters and members. The Group through the capitation fees contributes to the Scout Associations national accident insurance policy. Risk Assessments are undertaken before all activities. Reduced income from fund raising. The Group is primarily reliant upon income from subscriptions and fundraising. The group does hold a reserve to ensure the continuity of activities should there be a major reduction in income. The Board could raise the value of subscriptions to increase the income to the group on an ongoing basis, either temporarily or permanently. Reduction or loss of leaders. The group is totally reliant upon volunteers to run and administer the activities of the group. If there was a reduction in the number of leaders to an unacceptable level in a particular section or the group as a whole then there would have to be a contraction, consolidation or closure of a section. In the worst case scenario the complete closure of the Group. Reduction or loss of members. The Group provides activities for all young people aged 6 to 14. If there was a reduction in membership in a particular section or the group as whole then there would have to be a contraction, consolidation or closure of a section. In the worst case scenario the complete closure of the Group. |**Section C**|**Objectives and activities**| |---|---| |**The Purpose of Scouting**|| |Scouting exists to actively engage and support young people in their personal development,|| |empowering them to make a positive contribution to society.|| |**The Values of Scouting**|| |As Scouts we are guided by these values:|| |**Integrity -**We act with integrity; we are honest, trustworthy and loyal.|| |**Respect -**We have self-respect and respect for others.|| |**Care -**We support others and take care of the world in which we live.|| |**Belief -**We explore our faiths, beliefs and|attitudes.| |**Co-operation -**We make a positive difference; we co-operate with others and make friends.|| |**The Scout Method**|| |Scouting takes place when young people,|in partnership with adults, work together based on the| |values of Scouting and:|| |- enjoy what they are doing and have fun|| |- take part in activities indoors and outdoors|| |- learn by doing|| |- share in spiritual reflection|| |- take responsibility and make choices|| |- undertake new and challenging activities|| |- make and live by their Promise.|| The Group meets the Charity Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or community development headings. 3 LT700001 (14 September 2024) **Section D** **Achievements and performance** Weekly meetings of all sections during school term times including a full and varied programme of activies both physical and intelectual. Residential camps and events covering all sections at various locations across the county. These include group only and district organised events as well as a complete group event inclusive to parents and carers. Participation in annual formal ceremonial events such as St Georges day and Remembrance day parades. ## **Section E Financial Review Reserves Policy** The Group's policy on reserves is to hold sufficient resources to continue the charitable activities of the group should income and fundraising activities fall short. The Group Trustee Board considers that the group should hold a sum equivalent to 24 months running costs, circa £18,000. The Group held reserves of approximately £18,500 against this at year end. This is above the level required for operating expenses. However this can be explained by waiting for invoice to come in for ee building maintenance work carried out in March 2025 **Investment Policy** **Investment Policy** The Group's Income and Expenditure is very small and as a consequence does not have sufficient funds to invest in longer-term investments such as stocks and shares. The Group has therefore adopted a low risk strategy to the investment of its funds. All funds are held in cash using only mainstream banks or building societies. The Group Trustee Board regularly monitors the levels of bank balances and the interest rates received to ensure the group obtains maximum value and income from its banking arrangements. **Section F Other Optional Information** a In 2026 it will be the Lincolnshire Poacher international scouting Jamboree and it is our intention for our Scout Troop (Full week camp) and Beaver Colony (Taster Day) to attend. Organisation for this has already begun and there are numerous events planned to raise funds in order to keep costs down so that this event can be opened up to as many families as possible. se **Section G Declaration** The trustees declare that they have approved the trustees’ report above Signed on behalf of the charity’s trustees Signature Full name Andrew Robert Peall Position (eg Secretary, Chair) Chair Date 1 3 1 1 2 5 4 LT700001 (14 September 2024) m￿h￿rI*m 5cthrt Gmup. Swnmwy olAcfouMts x •t: 3113120 (¥ff•ffj b•l•c• 20.971.28 19.452.70 o. 19NS2.70 Cash TO¢￿ In b￿/r¥ 20.97L28 26,553.62 25J)35.04 1.518.S8 fvAti¥ttleslEvenlslCamp5 Equlprnent Postaae & stallonery iknnceslmemberships14ctredilatlor Sub5/Gfft Aid Don•ilons Travel Other wstsllrKom• Imerest 11184.99 14,443.96 O.OD 1.778.33 37.92 O.LM) 4,6￿.1x> 9.205.43 .l2sa.97 778.33 .37.92 4.6￿.[M) 9.205.43 5,163.20 0.0) 4,174.83 0.00 988.37 ## 1[st] Metheringham SCOUT COUNCIL Annual General Meeting 3[rd] July 19:30 2025 Metheringham Scout Hut ## AGENDA ## 1. Introduction and welcome ## 2. Apologies for absence 3. Governance topics - a. Approve the minutes of the Annual General Meeting held on 04/07/2024 - b. Adopt the model constitution from Policy, Organisation and Rules (POR) - c. Note the Group’s financial year - d. Agree the number of members that may be appointed to the Trustee Board - e. Agree the quorum for future meetings of the Group Scout Council (excluding this AGM) 4. Review of the previous year - a. The Group Lead Volunteer’s review of Scouts in the 1[st] Metheringham Sout Group - b. Receive and consider the Annual Report of the Group Trustee Board, including the annual Statement of the Accounts 5. Making appointments - a. Independent Examiner Wright, Lilley & Co 6. Closing remarks ## 1[st] Metheringham SCOUT COUNCIL Annual General Meeting ## Minutes of the AGM held on 3[rd] July 2025 Chair (Andrew Peall) made Health & Safety and domestic announcements . ## 1. Introduction and welcome Chair Welcomed members of the Group Scout Council and Tracey Everatt for attending the AGM ## 2. Apologies for absence ## Chair: We’ve received apologies from Lisa Pearce-Williams, Dave McWilliam and Amanda Robb for their absence today. ## 3. Governance topics ## Chair: We'll use this part of the meeting to make sure the charity's foundations are in good order 3a. Approve the minutes of the Annual General Meeting held on 04/07/2024 Chair: The Group Trustee Board have reviewed the minutes of the previous AGM at their meeting held on 04/07/2024. I put forward these minutes are taken as read and ask the Group Scout Council to agree they’re a true record of that meeting. Seconded by Kristie French / Approved by show of hands . ## 3b. Adopt the model constitution from Policy, Organisation and Rules (POR) ## Chair: In line with the recommendation from Scout Headquarters, the Group Trustee Board proposes we adopt the model constitution from Chapter 5 of Policy, Organisation and Rules. A copy of this was available for review and inspection prior to this meeting, and copies are also available at this meeting. Seconded by Kim Smith / Approved by show of hands. Page 2 of 10 pages ## 3c. Note the Group’s financial year ## Chair : Can the Group Scout Council members please note our charity’s financial year is 1 April to 31 March. ## 3d. Approve appointed and community members of the Group Scout Council Chair notes the Group Scout Council can admit other people to membership. Chair advised that there are no additional nominations to the Group Scout Council at this meeting. ## 3e. Agree the number of members that may be appointed to the Trustee Board ## Chair: Following good practice recommendations from the Charity Governance Code, POR states Trustee Boards should have a minimum of 5, and no more than 12, Trustees in total. This includes ex officio and co-opted Trustees. The Group Scout Council must agree the number of people to be appointed to the Trustee Board. The outgoing Trustee Board recommends that 4 people are appointed. I propose the Group Scout Council approves that recommendation. Approved by show of hands. ## 3f. Agree the quorum for future meetings of the Group Scout Council (excluding this AGM) ## Chair : The Group Scout Council must agree its quorum – the minimum number of Group Scout Council members that must be present at Group Scout Council meetings. The outgoing Trustee Board recommends the quorum should be set at 10 people. Does the Group Scout Council approve that recommendation? Approved by show of hands. Page 3 of 10 pages ## 4. Review of the previous year ## Chair: Requested the Group Lead Volunteer to reflect on the activities of the past year. 4a. The Group Lead Volunteer’s review of Scouts in the 1[st] Metheringham Scout Group ## Group Lead Volunteer (Emma Bembridge). Noted that we have had presentations from some sections already and that remaining sections will present later. Metheringham remain to be a very active group, this is reflected in the fact that for the second year running we were presented with the District Commissioners Challenge shield at this years St Georges Parade in Sleaford. I love that fact that we also do a lot of group wide activities such as the family camp held last September which was a huge success and enjoyed by all who attended. Other group events like St Georges and Remembrance Day parades are the more formal events but are also well attended. Usually, we end the Scouting year with a party, and this year is no exception as we have our pool party planned for a couple of weeks’ time. I’d like to echo what Andy said early that none of this would be possible without the help and support of all the leaders here this evening. I’d like to welcome Dave Janney to the group who officially became a leader a few weeks ago. We also have 4 more people in the process of becoming fully fledged leaders Hanah, Claire, Phil and Chloe and I thinks it’s just brilliant that we have a vibrant group of volunteers. In terms of growth, it was only Sleaford district that grew numbers in Lincolnshire last year, this gained us a nice award as a district. Our group has completely full Scout and Beaver sections with two very healthy Cub sections as well. We will continue to support other groups, and we have people on the waiting list so the more leaders we have the better especially if anyone would like to run a squirrel section or help us set up a second Scout Troop. Thankyou to all the volunteers who make Metheringham such a vibrant and active group. Chair thanked the Group Lead Volunteer for their review. ## 4b. Receive and consider the Annual Report of the Group Trustee Board including the annual Statement of Accounts Chair noted that the Group Trustee Board has approved the Annual Report and Statement of Accounts, and has received the report on the accounts from the Independent Examiner, Wright, Lilley & Co Chair asked the Group Treasurer to give their explanation of the Statement of Accounts. Treasurer (Kristie French). Noted that income was circa £26,500 and that expenditure was circa £25,000. The majority of the financial throughput is down to expenditure on camps and events. Hut Maintenance has been a big drain on funds with items having to be replaced like Taps, Oven, smoke detectors etc. Even though the books show a positive for the year we still have outstanding invoices to clear that will reduce this income. Looking into next year we still have some large maintenance items to complete such as the boiler, radiators and camping equipment to replace. Our independent examiner is happy with our accounts and the group remains in a good overall financial position. Page 4 of 10 pages Chair invited questions from the floor regarding the Annual Accounts, none received. Chair thanked the Treasurer Kristie French ## 5. Making appointments ## Chair: Noted that we now use this part of the meeting to confirm the setup of the charity until the next AGM. Annual appointments are no longer needed as Trustee Board members now have a three-year term before requiring re-appointment. The current board members are as follows: - Andrew Peall – Chairman (until AGM 2027, will not be re-appointed) - Kristie French – Treasurer (will require re-appointment at 2027 AGM) - Amanda Robb – Board Member - Phil Bayliss – Board Member - Wayne Smith – Board Member - Emma Benbridge – ex officio member along with section Leaders. Chair gave thanks to all the trustee board members for their work over the past year and noted that it’s only with a well-functioning trustee board that the group can be as successful as it is. ## 5a. Appoint the Independent Examiner Treasurer proposes Wright, Lilley & Co Chair confirmed that Wright, Lilley & Co has been proposed, seconded and is qualified for the role, and asked for a show of hands to approve Wright, Lilley & Co nomination. Approved ## 6. Closing remarks Chair closed the AGM, thanked everyone for attending and outlined the presentations to be made during the remainder of the evening. Page 5 of 10 pages ## **1[st] Metheringham Scout Group** ## **ANNUAL GENERAL MEETING Financial Year 2024 / 2025** ## **Attendance** |No.|Name|No.|Name| |---|---|---|---| |1|Andrew Peall|26|| |2|Deborah Peall|27|| |3|Greg Darling|28|| |4|Tracey Everatt|29|| |5|Stacey Barnett|30|| |6|Jon Riggall|31|| |7|Phil Bayliss|32|| |8|Katie Bayliss|33|| |9|Lindsay Freeman|34|| |10|Kristie French|35|| |11|Wayne Smith|36|| |12|Kim Smith|37|| |13|Ricky McInrue|38|| |14|Hannah McInrue|39|| |15|Dave Janney|40|| |16|Wayne Bedford|41|| |17|Natasha Bedford|42|| |18|Dearette Bedford|43|| |19|David Bedford + 1|44|| |20|Louise Hansord + 4|45|| |21|Emma Bembridge|46|| |22||47|| |23||48|| |24||49|| |25||50|| Page 6 of 10 pages ## **1[st] Metheringham Scout Group** ## **ANNUAL GENERAL MEETING Financial Year 2024 / 2025** ## **Accounts** Page 7 of 10 pages ## **1[st] Metheringham Scout Group** ## **ANNUAL GENERAL MEETING Financial Year 2024 / 2025 Accounts – Independent examiners report** Page 8 of 10 pages (ff any): AddM••: %ection 8 DFsclosure (knty com(*&ie li the Ijx&"￿lI￿.r .-éetis to n'.gtr.I:. I maleT31 matters o,, co.i-2m (see CC32, Indeputhnt exominkn.on af (*anty accoufrts: direclions gnd for ¢￿￿T￿>. Gfve hw• brl•f d•lall• of •ny Items th•t the examln•rwlshH to di$clos•. iJJiiO IER ckt 2018 Page 9 of 10 pages 11t M•th6rfngham Scout Group Indop¢ndentEyamlner$ Report 8ank bolance gt 1"April 2024. 19,052.70 Incom•lortheJ•ar. 28.553.62 Expenses fofthe 8ankb)18nce * 31" M•wch 2025 2Q8ZL E Mbss.Wrl8M Page 10 of 10 pages