Minutes of Guildford West Scout Council AGM held 21.09.23.
1. Introduction and Welcome:
- Andrew Kemp welcomed everybody to the meeting and thanked 1[st] Normandy for hosting the meeting. He also welcomed our president The Mayor Guildford Councillor Masuk Miah, along with Joe Rogerson County Commissioner and his Deputy Julia Kielstra.
2. Apologies for Absence:
Tony, Carol and Alexis Shirtliff, Cath Anderson.
3. To Approve Minutes of the Meeting held 14.07.22.
One correction noted Julia Kielstra was missed from the attendance list. Proposed by Josh Goodwin, seconded by Jonathan Gasson.
4. Governance Topics:
- A: Adopt model constitution from Policy Rules and Organisation to change to a Trustee Board: Proposed by Neil Wibberley and seconded by Colin Bridger.
B: Note the District’s Financial Year- 1[st] April to 31[st] March
C: Agree numbers of members that maybe elected to the trustee board- 5 members is the board proposal. Proposed Richard Kirwin and seconded by Calum Owen.
D: Agree the quorum for each District Scout Council(including the AGM), Trustee Board and any sub committee meetings. Proposal by the board 6. Proposed by Josh Goodwin and seconded by Colin Bridger.
All governance topics were agreed.
5. Review of the Previous Year
- A: The District Commissioner’s Review of Scouting in Guildford West. Quentin’s report was circulated, he drew attention to the fact that there is a lot of demand for scouting in the area, but that Adult recruitment was an issue for us. Two new troops had been started during the year. He thanked everybody for the work that they did and drew attention to the long service of Peter Hurst and Neil Wibberley who have exceeded the 10 year service length in Assistant District Commissioner roles.
B: To receive and consider the Annual Report of the District Trustee Board including the Annual Statement of Accounts. Ian Barnett drew attention to the accounts, there is minor error on line 3 on page 3 in relation to the 21/22 accounts and that the scrutineer’s certificate is a temporary certificate caused by a computer error, the accounts have been scrutineered correctly and approved by the board. The district is in a healthy position financially and the accounts reflected the increased activity in the sections in particular the Scout Section. The board does have concerns about the trading position of the jointly owned Scout Shop as it continues to trade at a loss, this matter will be raised with our
partners in Guildford East. There were no questions to the treasurer and the accounts were adopted.
6. Making appointments:
A: To reappoint the President- it was approved that the Mayor of Guildford would continue to be the District President.
B: To note any other supporters who may be admitted to membership of the District Scout Council, by the District Commissioner, The District Trustee Board or the District Scout Council. - None proposed.
C: To approve the District Commissioner’s nomination of the District Chair. Andrew Kemp, position approved.
D: Election of District Secretary/notetaker- Position vacant.
E: Election of District Treasurer: Ian Barnett- Position Approved.
F: Election of members to the District Trustee Board: Neil Wibberley, Alexis Shirtliff and Tony Shirtliff. Positions approved.
G: To approve the District Commissioner’s nominations to the District Trustee board: Carol Shirtliff and Cath Anderson, Peter Hurst to continue as an Ex Officio member. Positions approved.
H: To appoint the scrutineer- Decision deferred to the trustee board.
I: To nominate representatives of the District Scout Council to represent the District on the County Scout Council- Jonathan Gasson- position approved.
7. Any other business:
A: The Mayor made some short remarks and thanked everybody for their work.
B: The County Commissioner thanked everybody for their hard work and support.
The meeting closed at 20.35.
Guildford West District Receipts and Payments Account
| Year start date Year end date |
Year start date Year end date |
Year start date Year end date |
||
|---|---|---|---|---|
| For the year from |
1st April 2022 | To | 31st March 2023 | |
| Receipts and payments | ||||
| Receipts | 2021/22 Unrestricted funds £ 22,276 - 18,769 3,507 56 126 5,000 8,689 - - 3,589 2,400 5,989 6 - - - 6 14,684 - 14,684 |
2022/23 Unrestricted funds £ |
||
| Donations, legacies and similar income | ||||
| Membership subscriptions | 22,276 | 21,245 | ||
| Less:Membership subscriptions paid on (National/County/Area/District) | - 18,769 | |||
| Net membership subscriptions retained | 3,507 | 21,245 | ||
| Donations | 56 | 14 | ||
| Insurance Refund | 126 | |||
| Gift Aid | ||||
| Guildford Scout and guide shop | 5,000 | |||
| Sub total | 8,689 | 21,259 | ||
| Grants | ||||
| Maintenenace grant | - | - | ||
| Other grants | ||||
| Sub total | - | - | ||
| Fundraising (gross) | ||||
| Chief Scout Award / St. Georges Day / Jamboree / County AGM | 2,660 | |||
| Scouts / Network / Training | 3,589 | 8,984 | ||
| Beavers / Cubs | 2,400 | 36 | ||
| Correction from 2022 accounts. £20 Explorer receipt | 20 | |||
| Jacobs Well | ||||
| Stoughton Scout Group | ||||
| Wood Street | ||||
| Sub total | 5,989 | 11,701 | ||
| Investment income | ||||
| Bank interest | 6 | 259 | ||
| Building Society interest | - | - | ||
| The Scout Association Short Term Investment Service | ||||
| Property Rent income | - | - | ||
| Other investment income Sub total |
- | - | ||
| 6 | 259 | |||
| Total Gross Income Asset and investment sales, etc. Total receipts |
||||
| 33,219 | ||||
| - | ||||
| 14,684 | 33,219 |
Guildford West District Receipts and Payments Account
For the year 1st April 2022 31st March 2023 from To
Receipts and payments
2021/22 2022/23
| Payments | Unrestricted funds £ - 609 96 158 863 1,780 3,619 214 5,613 6,476 - 6,476 8,208 33,594 41,802 |
Unrestricted funds £ |
|---|---|---|
| Charitable Payments | - | - |
| Youth programme and activities | ||
| Adult support and training | 609 | 350 |
| Rent | ||
| Water and Sewerage | ||
| Electricity and Gas | ||
| Bank Charges | 96 | 72 |
| Repairs and Renewals | ||
| Materials and equipment | ||
| General Expenses | ||
| Contribution to camp costs | ||
| Uniforms | ||
| AGM and trustee expenses | 158 | 154 |
| Jacobs Well Beavers | ||
| Stoughton Scout Group | ||
| Wood Street Beavers | ||
| Loki | ||
| Sub total | 863 | 576 |
| Fundraising expenses | ||
| Beavers/Cubs | 1,780 | 570 |
| Scout/Explorer Network/Jamboree | 3,619 | 15,657 |
| District Camp/donations etc | 214 | 200 |
| St Georges Day | 434 | |
| Sub total | 5,613 | 16,861 |
| Total Gross Expenditure Asset and investment purchases, etc. Total payments Net of receipts/(payments) Cash funds last year end Cash funds this year end |
||
| 17,437 | ||
| - | ||
| 17,437 | ||
| 8,208 | 15,782 | |
| 33,594 | 41,802 | |
| 41,802 | 57,584 |
Statement of assets and liabilities at the end of the year
2021/22 2022/23 Unrestricted funds Unrestricted funds
| £ Cash funds Bank current account 634 Bank deposit account 41,169 Building society account - The Scout Association Short Term Investment Service - Cash/Floats - 41,802 Other monetary assets Tax claim - Debts due from the County/Area/District/Group - Insurance claim - Sub total - Investment assets Investment property - detail - Quoted investments - Other investments - detail - Sub total - Non monetary assets for charity's own use Badge stock - Shop stock - Other stock - Scouting equipment, furniture etc - Other - Sub total - Liabilities Accounts not yet paid - Expenses incurred but not invoiced - Subscriptions not yet paid - Loan - detail - Other liabilities- Funds Held for Loki Sub total - Total cash funds |
£ Cash funds Bank current account 634 Bank deposit account 41,169 Building society account - The Scout Association Short Term Investment Service - Cash/Floats - 41,802 Other monetary assets Tax claim - Debts due from the County/Area/District/Group - Insurance claim - Sub total - Investment assets Investment property - detail - Quoted investments - Other investments - detail - Sub total - Non monetary assets for charity's own use Badge stock - Shop stock - Other stock - Scouting equipment, furniture etc - Other - Sub total - Liabilities Accounts not yet paid - Expenses incurred but not invoiced - Subscriptions not yet paid - Loan - detail - Other liabilities- Funds Held for Loki Sub total - Total cash funds |
£ |
|---|---|---|
| Cash funds | ||
| Bank current account | 634 | 21,709 |
| Bank deposit account | 41,169 | 35,876 |
| Building society account | - | - |
| The Scout Association Short Term Investment Service | - | - |
| Cash/Floats | - | - |
| Total cash funds | 41,802 | 57,585 |
| Other monetary assets | ||
| Tax claim | - | - |
| Debts due from the County/Area/District/Group | - | - |
| Insurance claim | - | - |
| Sub total | - | - |
| Investment assets | ||
| Investment property - detail | - | - |
| Quoted investments | - | - |
| Other investments - detail | - | - |
| Sub total | - | - |
| Non monetary assets for charity's own use | ||
| Badge stock | - | - |
| Shop stock | - | - |
| Other stock | - | - |
| Scouting equipment, furniture etc | - | - |
| Other | - | - |
| Sub total | - | - |
| Liabilities | ||
| Accounts not yet paid | - | - |
| Expenses incurred but not invoiced | - | - |
| Subscriptions not yet paid | - | - |
| Loan - detail | - | - |
| Other liabilities- Funds Held for Loki Sub total |
- | |
| - | - |
Contingent liabilities and future obligations
The Guildford East and Guildford West District Scout Councils are jointly responsible for any losses of the Guildford Scout and Guide shop. However, as at 31st March 2022, each districts share of the net assets was £28727
The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 2023 and signed on their behalf by
Signature Andrew Kemp Ian Barnett
Print Name
Mr Andrew Kemp Chair Mr Ian Barnett Treasurer
Profit Loss
GUILDFORD WEST DISTRICT SCOUT COUNCIL
Registered Charity no: 1023710
RECEIPTS AND PAYMENTS FOR THE YEAR ENDED 31 MARCH 2023
| 2022 RECEIPTS 22,276 Membership fees 0 Scout Shop 0 Training/conferences 0 Acitivities-Beavers 2,400 Acitivities-Cubs 3,589 Acitivities-Scouts Explorers 0 Jamboree 0 District camp 0 Postage, stationery, telephone, AGM 56 Donations & Fund Raising 0 St Georges day 0 Scoutabout 5,000 scout & Guide shop 0 Loki 0 Jacobs Well 6 Interest 126 Insurance refund 33,453 0 Excess of payments over receipts 33,453 |
2023 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 |
2022 PAYMENTS 18,769 Membership fees 0 Scout Shop 609 Training/conferences 0 Acitivities-Beavers 1,780 Acitivities-Cubs 0 Acitivities-Scouts 3,619 Jamboree 214 District camp 0 Postage, stationery, telephone, AGM 0 Donations / Fund Raising 0 St Georges Day costs 0 Scoutabout 0 District Night Hike 0 Loki 158 Jacobs Well 96 Bank charges 0 County activity 0 25,245 8,208 Excess of receipts over payments 33,453 |
2023 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 |
|---|---|---|---|
| 0.00 0.00 |
|||
| 0.00 |
Sht 1
Balance Sheet
GUILDFORD WEST DISTRICT SCOUT COUNCIL
Registered Charity no: 1023710
BALANCE SHEET AS AT 31 MARCH 2023
| 2022 GENERAL FUNDS General accounts 33,594 Balance brought forward 8,208 Excess of receipts over payments 0 Excess of payments over receipts 41,802 |
2023 41,802.85 0.00 0.00 41,802.85 |
2022 ASSETS Cash & bank balances Petty cash & floats 634 CAF cheque account 41,168 CAF deposit account 0 Unpresented cheque 41,802 |
2023 21,708.79 35,876.02 0.00 |
|---|---|---|---|
| 57,584.81 |
Contingent Liability
The Guildford East and Guildford West District Scout Councils are jointly responsible for any losses of the Guildford Scout Centre and The Scout and Guide Shop. However, as at 31 March 2023 each Districts' share of the net assets amounted to £
Sht 2
Reconciliation
RECONCILIATION PER BANK BALANCES
Sht 3
Bank Interest Sht6
Independent examiner’s report to the trustees of Guildford West District Scout Council.
I report to the trustees on my examination of the accounts of the Guildford West District Scout Council for the year ended 31 March 2023.
Responsibilities and basis of report
As the charity trustees of the Guildford West District Scout Council 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 Guildford West District Scout Council 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.
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:
-
accounting records were not kept in respect of the Guildford West District Scout Council as required by section 130 of the Act; or
-
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.
Signed: Micheal Hammond
Name: Micheal Hammond
Relevant professional qualification or membership of professional bodies (if any): Chartered Accountant
Address: 24 Belmont Avenue, Guildford, GU2 9UF
Date: 04.09.23