ANNUAL GENERAL MEETING MINUTES
38[th] and 40[th] Strood Sea Scouts Subject Annual General Meeting 2024-2025 Monday 7[th] July 2025 Date and 38[th] & 40[th] Strood Sea Scouts, Location Scout Hut, Darnley Road, ME2 2EH
Attendees: Mike Billin, Jenny Lake, Darren Lake, Trevor Rolf, John Travis, Derek Smith, Andy Cooper, David Wraight, Peter Reed, Haydn Lake, Andy Munn, Cathy Younger, Sue Souter, Andreea Grosu, Mark Billin, Layla McPhail, Shiralee Evans, Sarah Martin & Danii Cooke
Apologies: Mick Turner, Martina Kariz & Sandra Cooper
This is a requirement under Scout policy, organisation and rules.
MINUTES
Welcome
Derek Smith welcomed those present.
Meeting
Derek Smith handed over to Mike Billin, Chair.
Governance topics
Mike thanked everyone. Copies of Minutes from last years’ AGM and this year’s section reports were available to view on the noticeboards. Copies are also available upon request by email.
There were no objections to last year’s AGM minutes. Presented by Mike Billin and seconded by Derek Smith
It was confirmed that we will follow the constitution of the 38[th] /40[th] Strood Sea Scouts. The groups financial year will run from 1[st] April to 31[st] March.
MINUTES
GLV’s Report
Derek presented the GLV’s Report.
2024/2025 has been a good year for our scout group, we have grown with additional members in all sections and this has been recognised by District as we have grown by over 50 new members. We have good progression between sections retaining more members than we lose as moving up is always a scary time.
All our sections are working well providing an interesting, fun well balanced programme including nights away activities.
We are investing in our Hut and Grounds having purchased Solar Panels to reduce our fuel bills. We are also looking to purchase part of the land behind the scout hut (old Bowling Club) to allow us to move some of our storage to allow more of the grounds to be used by our young people.
The Scout Organisation has changed its HR system and the new system is now up and running. As per usual there have been teething problems but it is now working managing our training and personal details.
We have been successful in obtaining donations from various charities to help with improvements and purchase of new equipment. Thank you to Andy Munn who manages and writes to the various people to obtain these grants.
As per the end of year accounts our Group is in a comfortable position financially which enables us to maintain one years running costs even with no income as per our constitution. It also allows us to get and maintain our equipment and property for all the activities carried out by the sections.
The running of the Group is managed by our Trustees and would like to thank them for their hard work this year. Should anyone want to join the trustees please volunteer, we meet bi-monthly throughout the year.
Thank you to all our Leaders and volunteer helpers who provide the full and exciting programme that our young people enjoy.
Treasurers Report
Apologies were sent from our treasurer Michael Turner. It has been a good year, we ended the year with £53,000.00 in the bank which includes the £12,000.00 buffer to cover one year’s running cost.
Accounts for 2024/25 are attached
The Group is in a healthy position. The only fund raising the Group does is via Gift Aid and requesting donations.
The Exec committee / Trustees agreed that we would always keep one years running costs in the bank account to allow the group to remain running and solvent in case of any problems. We are maintaining this policy as laid out in our Group Governance document.
Any questions please ask.
Election of Officers and Trustees
Chair: Mike Billin Nominated by: Derek Smith 2nded: Andy Munn Treasurer: Mick Turner Nominated by: Derek Smith 2nded:
MINUTES
Sue Souter GLV: Derek Smith Non Appointed Explorer Leader: David Wraight Non Appointed Trustees: Andy CooperProposed and seconded by Scout Council Darren Lake Proposed and seconded by Scout Council Andy Munn Proposed and seconded by Scout Council Cathy Younger Proposed and seconded by Scout Council Sue Souter Proposed and seconded by Scout Council
Independent Account Examiner: Dennis Scudder
SECTION REPORTS 38[th] /40[th ] STROOD SEA SCOUTS 1[st] APRIL 2024 to 31[st] MARCH 2025
Trustee Board Chair Report
This is the first year report of the new Trustee Board. Just to set the scene this is the new format that HQ recommend all groups now follow. My report as Chairman of the Board
I begin with the team that make up the Trustees, as there is a good background of experience to be able to draw knowledge from and this makes the meeting very easy to manage and to make decisions that are of benefit to the group, to keep the group on a secure footing for now and the future.
This has been done by bi-monthly meetings where all aspects are discussed. You may have noticed that there is a team of great leaders for each section volunteering their time and energy into giving your young children a great time experiencing many different activities in the hall and outdoors as well. This also takes funds and equipment, which has to be approved by the trustees.
The Tuesday maintenance team who meet every week, repairing, painting etc. again volunteer their time to assist the group in keeping the site clean and tidy.
The group are currently looking at purchasing a small parcel of land at the back of the site so we can store the boats and equipment and a maintenance area and free up more space within the grass arera for the scouts to conduct their activities. This we are thankful for the assistance from our local councillors in this matter as they have been very helpful. You may have noticed solar panels having been installed to save electricity for the group this past year.
I am sure I have missed something but I am grateful for the hard work and dedication of the leadership team and the trustee’s to help the young people that attend our group and get a lot of FUN and ENJOYMENT from their efforts.
A great effort from all! Mike Billin Group Chairman
AGM Report Squirrel section:
We awarded 11 Chief Scouts Acorn Award
We did a Squirrels Appreciation Day at the start of 2024, followed on with internet safety and a muddy walk.
We did a Circus day, everyone learnt some amazing circus skills. We even ventured to Bluewater for a nature trail with the Hungry Caterpillar.
We even did our own Squirrels Olympics and looked into insects. Had a trip to the see the Gruffalo.
We learnt about senses and Disney’s Encanto (for our special Disney badge). We went to space in the Planetarium – some even got a chance to be a special Squirrel and visit the Beavers to see this.
To finish off 2024 – we went for a Christmas party at bowling and mini golf. As it stands currently, we have 15 members. Will be looking to increase to 16 in the coming weeks. Also, Ella will be a leader instead of a young leader. Shiralee Evans, Squirrel Leader
AGM Report Beaver section:
We currently have 21 beavers and 3 young leaders from our explorer unit.
We have awarded 15 Bronze awards so far since last AGM.
We have been up to a lot; we have had a few sleepovers at the hut and our summer camp last year at Hopehill campsite!
We’re looking forward to doing another sleepover towards the end of the year to complete our outdoors challenge
We have been on lots of adventures outside of the scout hut, including visiting the moon at Rochester cathedral, and recently completing the Medway towns district Beaver Golden Box Challenge, in which one of our beavers correctly guessed the number of marbles inside the golden box!! Layla McPhail, Beaver Section Leader
Wolf Cub Pack
Membership : We presently have 21 Cubs of whom 7 are girls and14 are boys. This time last year we had 19 Cubs and the numbers have varied from a low of 16 to a high of 24 over the year. We have no further Cubs moving on until September but will have an intake from Beavers and outside the group.
Badges : Only 1 Silver Badge has been awarded this year but there are a number due to be awarded. Over 200 activity badges have been awarded
Camps : We have had one weekend camp at Buckmore with the Explorers which we are keen to repeat next year as it was very successful. We have had two night Hikes and Sleepovers at the Hut and at Slough Fort which were enjoyed by all Events: Day trip to Duxford, Remembrance Day Parade, Ten Pin Bowling, Visit to Sikh Temple, Skiing Andy Munn, Wolf Pack Leader
TIGER CUB PACK
Tiger Pack have had a very busy & successful year. Our Wednesday night meetings provide the Cubs with a balance of games, learning new skills, working towards badges, & awards, making new friends, having lots of fun & making special memories. PACK ACTIVITIES : During the year the Cubs have enjoyed tent pitching, cyclist badge, water games, athletics badge, rifle shooting, soft archery, tomahawks, crazy sports, sausage sizzle, emergency aid badge, big buzz (saving the bees), pumpkins for Halloween, Diwali, scientist badge, problem solving, paracord xmas trees, Christmas crafts, digital citizen badge, Egyptian night, quiz night, scouting skills, our environment, odds & ends craft, Easter crafts & baking, healthy eating, personal safety badge, gardener badge, VE day celebrations, litter pick.
CAMPS, OUTINGS & VISITS : Tiger Cubs have enjoyed visits to Shorne Country Park (navigator badge) , swimming at St Katherine’s School Pool, The Panic Room – Gravesend, Tobogganing & Sno Tubes at Capstone Ski Centre, Fire Station, District Pinewood Derby & Lower Bush Alpaca Farm. We have enjoyed camps at Hamlet Wood, Belchamps, Phasels Wood & a sleepover at Slough Fort.
GROUP ACTIVITIES: Tiger Cubs have taken part in a Remembrance Parade at Chatham Dockyard & Christingle at St Francis Church & a Group Trail Jam NZ.
7 Cubs have gained their Chief Scout Silver Award – well done!! This year we have welcomed 2 new leaders to Tiger Pack :– Chantelle Bailey (Kim) & Lily Beak (King Louie) who are a great asset to the team. Thank you to the team of parents who have offered to help when we need it if Leaders are unavailable or we need extra adults when we go out of the hut – making it possible to do lots of other exciting activities. If anyone else is interested in helping or would like to become a Leader then please speak to one of the Leaders.
Maybe you have a skill you would like to share –we would love to hear from you.
Sue (Akela)
AGM Report Scout Section:
The Scouts making good progress in their development towards their Chief Scouts Award and activity badges. We have had a programme of Frostie/day camps throughout year, but unfortunately slightly less than last year. We also attended the District Tolmers activity camp later in the year. On the water, we have had a range of kayaking and sailing sessions throughout the summer in conjunction with the Explorers. We have also been helped by the Yalding scouts, by being able to use their landing area on the river There were a few District events, to which we attended. Conker bash, rifle shooting and troop night, Arrowhead and quiz. We were unable to retain the Arrowhead team trophy, however, we did manage 1st place, at the district quiz. Scout section numbers have risen and stable, as both cub packs are still feeding the section at regular intervals.
I would like to say a big thankyou to all the leaders/support staff, and parents for giving up their time to support the Scouts throughout the year.
Mark Billin Scout Section Leader
38th&40th Strood Explorer Sea Scout Unit
During Friday meetings the unit continued to explore global and local issues as well as looking at more traditional Scout training. We have had a full and active sailing programme with increasing numbers of Explorer Scout and Scout participants. We were also able to return to kayaking and have a new site at Yalding for Friday night sessions. As well as other camps we continued to maintain H14 at Buckmore Scout Campsite with regular camps and working weekends. Several Explorer Scouts also joined the Kent Scouts expedition to Kenya and carried out work in local schools and the host orphanage. Other Explorer Scouts joined the Medway Towns Zanzibar expedition, run by the unit leadership team, and both building and teaching work was undertaken in local schools. The Explorers Scouts took part in Cotswold Marathon. Training was over local paths and the main event. Over 30 miles, was in the Cotswolds in February 2024. As well as a wide range of events the explorer Scouts have continued to work with international scout faith groups and maintained the Buddhist Sala, the mosque, the Anglican open air space, the RC Chapel, the synagogue and have supported initial work on the Sikh shrine. In summary the unit has continued with an active and engaging programme.
David Wraight – Explorer Scout Leader
| Receipts for year ending 31st March 2025 Memership subscriptions Stripe Pay Donations / Grants Fund Rasing Uniform Hall Hire Camps Misc Outings Intreast |
This year £ £28,285.30 £28,285.30 £69.80 £16,624.78 £16,694.58 £0.00 £0.00 £0.00 £500.00 £500.00 £7,977.00 £7,977.00 £83.30 £83.30 £2,777.70 £2,777.70 £774.68 £774.68 |
This year £ £28,285.30 £28,285.30 £69.80 £16,624.78 £16,694.58 £0.00 £0.00 £0.00 £500.00 £500.00 £7,977.00 £7,977.00 £83.30 £83.30 £2,777.70 £2,777.70 £774.68 £774.68 |
|
|---|---|---|---|
| Total Receipts for theyear | £57,092.56 | ||
| Payments for year ending 31st March 2025 Minibus Wilsoins Costs Premises |
This year £ £3,247.93 £144.00 |
| Rates - Water Light & Heat Insurances Building Insurances Boats Repairs & Renewals Activerities Camps Outings Fund raising Expenses Admin/ Establishment Expenses Other Exspenses Courses / Training Boat Repairs Baot Licences Capitation Badges Unfform Helpers Ins Group Support YIF Capitol Purchases Camping Boating Group |
£315.61 £2,090.64 £1,072.51 £0.00 £2,043.71 £8,914.40 £9,999.20 £5,031.46 £15,030.66 £0.00 £0.00 £675.83 £675.83 £0.00 £1,083.33 £0.00 £8,930.75 £2,213.31 £357.86 £52.00 £0.00 £0.00 £12,637.25 £394.44 £0.00 £9,225.29 £9,619.73 |
£315.61 £2,090.64 £1,072.51 £0.00 £2,043.71 £8,914.40 £9,999.20 £5,031.46 £15,030.66 £0.00 £0.00 £675.83 £675.83 £0.00 £1,083.33 £0.00 £8,930.75 £2,213.31 £357.86 £52.00 £0.00 £0.00 £12,637.25 £394.44 £0.00 £9,225.29 £9,619.73 |
£315.61 £2,090.64 £1,072.51 £0.00 £2,043.71 £8,914.40 £9,999.20 £5,031.46 £15,030.66 £0.00 £0.00 £675.83 £675.83 £0.00 £1,083.33 £0.00 £8,930.75 £2,213.31 £357.86 £52.00 £0.00 £0.00 £12,637.25 £394.44 £0.00 £9,225.29 £9,619.73 |
|---|---|---|---|
| Toatl Payment foryear | £46,877.87 | ||
| Receipts & Payments for year ending 31st March 2025 Total Receipts for the year Total payments for the year Net receipts( payments ) for the year Bank/ Cash/ Fund brought forward |
This year £ £57,092.56 £46,877.87 £10,214.69 £43,767.63 £53,982.32 |
||
Statement of Assets & liabilities
| Monetary assets Bank Current account Bank Deposit Account Cash in hand |
£1,229.27 £52,753.05 £0.00 |
|---|---|
| £53,982.32 |
Previous Year £ £26,046.50 £26,046.50 £514.29 £13,390.73 £13,905.02 £278.88 £278.88 £0.00 £0.00 £600.00 £600.00 £5,329.91 £5,329.91 £493.67 £493.67 £6,202.44 £6,202.44 £558.02 £558.02 £53,414.44 Previous year £ £2,512.68 £670.00
£914.34 £1,665.72 £1,063.12 £935.82 £1,584.58 £9,346.26 £7,236.33 £8,773.07 £16,009.40 £0.00 £0.00 £4,085.79 £4,085.79 £0.00 £1,272.27 £181.60 £7,876.28 £1,698.12 £833.27 £52.00 £174.00 £386.35 £12,473.89 £631.91 £0.00 £0.00 £631.91 £42,547.25 Previous Year £ £53,414.44 £42,547.25 £10,867.19 £32,900.44 £43,767.63
£431.26 £43,336.37 £0.00 £43,767.63
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
Report to the trustees/ Charity Name 40[TH] STROOD SEA SCOUTS members of 31[ST] MARCH 2025 Charity no On accounts for the year (if any) 1033637 ended Set out on pages 1 TO 3
I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31/03/2025.
Responsibilities and basis of report
- As the charity trustees 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 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 which gives me cause to believe that in, any material respect:
-
accounting records were not kept in accordance with section 130 of the Act or
-
the accounts do not accord with the accounting records
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Signed: Dennis Scudder Date: 28/04/2025 ~~PO [|~~ Name: DENNIS EDWARD SCUDDER ~~Cs~~ Relevant professional qualification(s) or body (if any): Address: 32 NEWTON ABBOT ROAD NORTHFLEET KENT DA11 7DT
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IER
Section B Disclosure
Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
Give here brief details of any items that the examiner wishes to disclose .
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