**Guildford West District Scout Council- Minutes of the Annual General Meeting19.07.24** 

## **Welcome:** 

Quentin Vaughan welcomed everybody to the meeting in particular The Mayor and County Representatives **.** There were 20 members of the district scout council in attendance plus the officers of the district. 

**Apologies for absence:** Cath Anderson, Catherine Alsop, Askari, James Bradbeer. 

## **Governance:** 

Quentin  Vaughan  explained  the  background  that  the  governance  guidance  is  being republished, it had been received very late and the district would operate the meeting within the spirit of this update information. 

**A.** The minutes of the previous AGM were circulated, and these were approved. Colin Bridger proposed these. 

**B.** To adopt the constitution as described by POR- Agreed- Proposed by Peter Hurst and seconded by Eleanor Whittaker. 

**C.** To note the District Financial Year 01/04 to 31/03 Agreed proposed by Tony Shirtliff & seconded by Judy Harrison. 

**D.** Approve appointed & community members of the District Scout Council. The Mayor of Guildford was proposed by Quentin Vaughan & seconded by Richard Kirwin. 

**E.** Agreed the number of members to be appointed to the trustee board – 10 proposed by Quentin Vaughan & Carol Shirtliff. 

**F.** Agree a quorum for future meetings of the District Scout Council- 6 Proposed by Jonathan Gasson & seconded by Jonathan Gasson. 

## **Review of Previous Year** 

## **A & B; The District Commissioner’s review of Scouting in Guildford West District. To review and consider the Annual Report of the District Trustee Boad including the Annual Statement of Accounts.** 

Quentin Vaughan gave a report on the previous year’s activities. Ian Barnett the District Treasurer updated the meeting with regards to the accounts. It was noted that there is a typo in the accounts Ian Barnett to correct prior to upload to the Charities Commission. There was a discussion around the trustee board’s decision to step away from the management of the Scout Shop & Centre. 

Both the reports were adopted. 

## **Making Appointments:** 

A. Appoint District Chairman- Andrew Kemp- carried unanimous. B. Appoint District Treasurer- Ian Barnett – 19/20 votes appointed C. Appoint members of the District Trustee Board: Jack Harrison & Quentin Vaughan- Ex officio members. Peter Hurst, Jex Phoenix, Carol Shirtliff, Eleanor Whittaker, Nikita Hazleden & Jack Warner appointed for a period of one year carried unanimous. 

D. Appoint District President- The Mayor of Guildford-approved. 

E.  To appoint a scrutineer- deferred to the Trustee Board. 

I: Nominate representatives of the District Scout Council to represent the District on the County Scout Council- Jonathan Gasson. 

The Mayor of Guildford Sally Barker gave a short presentation to the meeting. 



The County representative Marcus Martin-Burns gave a short presentation on behalf of the County Commissioner. 

Quentin Vaughan presented awards including Tony Shirtliff- Silver Acorn and thanked board members who were stepping down. 

The was no any other business and the meeting closed at 9.00pm. 



## **Guildford West Dis Receipts and Payments** 

Year start date 

**For the year from 1st April 2023** 

## **Receipts and payments** 

## **2022/23 Unrestricted funds** 

**£** 

|**Receipts and payments**|**2022/23**<br>**Unrestricted funds**<br>**£**|
|---|---|
|**Receipts**||
|**Donations, legacies and similar income**||
|Membership subscriptions|**21,245**|
|Less:Membership subscriptions paid on (National/County/Area/District)||
|Net membership subscriptions retained|**21,245**|
|Donations|**14**|
|Legacies||
|Gift Aid||
|Guildford Scout and guide shop||
|**Sub total**|**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/Explorers|**8,984**|
|Beavers / Cubs|**36**|
|Correction from Accounts 2022 £20 Explorer Reciept|**20**|
|Jacobs Well||
|Stoughton Scout Group||
|Wood Street||
|**Sub total**|**11,701**|
|**Investment income**||
|Bank interest|**259**|
|Building Society interest|**-**|
|The Scout Association Short Term Investment Service||
|Property Rent income|**-**|
|Other investment income<br>**Sub total**|**-**|
||**259**|
|**_Total Gross Income_**<br>**Asset and investment sales, etc.**||
||**33,219**|
|||
||**-**|





**33,219** 

## _**Total receipts**_ 

## **Guildford West Dis Receipts and Payments** 

**For the year from 1st April 2023** 

## **Receipts and payments** 

**2022/23 Unrestricted funds £** 

|**Payments**||
|---|---|
|**Charitable Payments**|**-**|
|Youth programme and activities||
|Adult support and training|**350**|
|Rent||
|Water and Sewerage||
|Electricity and Gas||
|Bank Charges|**72**|
|Repairs and Renewals||
|Materials and equipment||
|General Expenses||
|Contribution to camp costs||
|Uniforms||
|AGM and trustee expenses|**154**|
|Jacobs Well Beavers||
|Stoughton Scout Group||
|Wood Street Beavers||
|Loki||
|**Sub total**|**576**|
|**Fundraising expenses**||
|Beavers/Cubs|**570**|
|Scout/Explorer Network/Jamboree|**15,657**|
|District Camp/donations etc|**200**|
|St Georges Day|**434**|
|**Sub total**|**16,861**|
|**_Total Gross Expenditure_**<br>**Asset and investment purchases, etc.**<br>**_Total payments_**||
||**17,437**|
|||
||**-**|
|||
||**17,437**|



_**Net of receipts/(payments)**_ 

**15,782** 



**Cash funds last year end** _**Cash funds this year end**_ 

**41,802 57,584** 

## **Statement of assets and liabilities at the end of the year** 

## **2022/23 Unrestricted funds £** 

||**2022/23**<br>**Unrestricted funds**<br>**£**|
|---|---|
|**Cash funds**||
|Bank current account|**21,709**|
|Bank deposit account|**35,876**|
|Building society account|**-**|
|The Scout Association Short Term Investment Service|**-**|
|Cash/Floats|**-**|
|**Total cash funds**|**57,584**|
|**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<br>**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 **The above receipts and payments account and statement of assets and liabilities wer** 

Signature 

Print Name 

Andrew Kemp 



lan Barnett

Year end date 

## **strict** 

## **s Account** 

**To 31st March 2024** 

## **2023/24 Unrestricted funds** 

**£** 

**20619.50 19556.25 1,063.25 22.73 5,000 6085.98 - - - 28304.95 9,969 38273.95 944.81 - - - 944.81 45,304.74 -** 



**45304.74** 

## **strict s Account** 

|**To**|**31st March 2024**|
|---|---|
|||
|||
||**2023/24**<br>**Unrestricted funds**<br>**£**|
||**-**|
|||
||**125**|
|||
|||
|||
||**66**|
|||
|||
|||
|||
|||
||**-**|
|||
|||
|||
|||
||**191**|
|||
||**4901.90**|
||**33142.51**|
|||
||**856**|
||**38091.41**|
|||
||**39,091.41**|
|||
||**-**|
|||
||**39091.41**|
|||
||**22642.52**|





**41802.00 64444.52** 

## **2023/24 Unrestricted funds** 

## **£** 

**15.52 64429.46 - - - 64444.52 - - - - - - - - - - - - - - - - - - - -** 

and Guide shop. However, as at 31st March 2024, each districts share of the net assets was £ 

**re approved by the Trustees on  18.07.2024  and signed on their behalf by** 

Mr Andrew Kemp                             Chair 



Mr lan Barnett
Treasurer

## **Independent examiner’s report to the trustees of Guildford West District** 

I report to the trustees on my examination of the accounts of the Guildford West District for the year ended 31/03/2024. 

## **Responsibilities and basis of report** 

As the charity trustees of the Guildford West, 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 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: 

1. accounting records were not kept in respect of the Guildford West 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. 

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: 10.07.24