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2021-07-31-accounts

Scouts 1st Fleckney Annual Report 2021 BACK WITH A BANG!

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Chairman’s Report

It has been just over two years since I was co-opted as the Chairman of the 1[st] Fleckney Scout Group Executive Committee. My second year has been as challenging as the first year, due to the continuing impact of the Global pandemic and associated lockdowns and restrictions.

Despite these challenges, the Group Executive has ‘virtually’ been actively supporting the Group and has made progress in a number of areas, including continuing to improve the Groups finances by circa 200% through Covid support grant applications, a number of donations and a substantial legacy. In addition, the Group Executive has secured several grants to procure equipment and materials to both make the scout hut ‘COVID safe’ and support outside activity which has increasingly become the norm. The Group has been significantly helped by the large number of parents/guardians who continued to pay their young persons’ subscriptions during the lockdown periods, these have helped to cover the Groups fixed costs, such as building insurance, utilities and the like. The Group has also received some positive media attention via the ‘Fleckney Communicata’, which has helped boost membership and funds.

The plan to replace the Group’s ageing hut with a new build as part of the ‘Meadows’ development in the centre of Fleckney has been further delayed by COVID 19. That said, the Group Executive has sighted and commented on the first draft of the proposed replacement hut. The delay has been put to good use registering (with the Land registry) and seeking the Scout Association Trust Corporations permissions to take on (and hold) the Groups complex land holdings. This endeavour has had the excellent support of Chris Barber, a solicitor from Edwards Hands and Lewis who is acting on a pro bono basis. There remains a very real possibility of new purpose built, fully accessible and expanded scout hut being built in the next 12/24 months to replace the current rapidly decaying building. This improved infrastructure will hopefully help ease the waiting list, which has grown significantly following lockdown easing.

It continues to be exciting times for the 1st Fleckney Scout Group, one of the oldest Groups in the country. The lifting of lockdown in the Spring of 2021 allowed the Group to get back to ‘face to face’ scouting, albeit outside and with Covid 19 restrictions in place. During this period of return, the Group subsidised a number of external activities which were both well subscribed and enjoyed by all who attended.

The Group Executive plays in an important role in supporting the Group’s activities, and with the new hut development is keen to attract new members including ideally a parent of at least one member of each section in the Group, to enable the Group to both expand and continue to thrive.

Although during my time in post, I have not had chance to meet all the Groups leaders and helpers, of those of I have met I have been impressed with their enthusiasm and dedication, and together with an equally dedicated and enthusiastic support staff, I offer my heartfelt thanks to them all for their hard work over the past 12 months and I hope they will continue on into the future.

James Ward, MBE

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AGENDA for Annual General Meeting Sunday 26[th] September 2021 at 19.00

1. Welcome and introductions by the chairman (JW)

2. Apologies (AG)

3. Approval of Minutes from the 2020 AGM (JW)

4. Presentation of the Annual Trustees’ 20/21 Report (JW)

5. Presentation of the 20/21 Annual Accounts (RM)

6. Election of the Inspector of Accounts for 2021/22 (JW)

7. Group Scout Leaders’ Report (CH)

8. Adoption of amended Constitution

9. Approval of the GSL Nomination of the Group Chairman (JW)

10. Election of Group Secretary (JW)

11. Election of Group Treasurer (JW)

12. Election of Members to the Group Executive Committee (JW)

13. Approval of GSL’s Nominations to the Group Executive Committee (CH)

14. Approval of Co-opted members to the Group Executive Committee (JW)

15. Confirmation that Section Leaders are willing to join the Group Executive Committee (JW)

16. Distinguished Guest’s Speech

17. Pleas

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1[st] FLECKNEY SCOUT GROUP

MINUTES OF ANNUAL GENERAL MEETING 2020 Held on Held on 28[th] September 2020 Virtual Meeting held by Zoom

Present:


Present:
Derek Catt District Chair
Cathy Howells Group Scout Leader
Eddie Harman Auditor
James Ward Executive Chair
Rob McAulay Executive Treasurer
Alison Gibson Executive Secretary
Callum Ward Beaver Leader
Sarah Sutton Beaver Leader
Ivan Odell Cub leader
Eric Gamble Executive Member
Ruth Hughes Executive Member
Rebecca Morgan Parent
Clare Wilson Parent

An Annual Report 2020 booklet was circulated at the meeting and is cross referenced in these minutes where applicable.

1.Welcome

James Ward welcomed everyone to the first AGM held by Zoom. He welcomed and introduced Derek Catt, Eric Gamble and Eddie Harman from District.

See Chairman’s Report on page 2 of the 2020 Annual Report Booklet

2.Apologies – none

3.Approval of minutes from the 2019 AGM (pages 4-5 of the 2020 Annual Report Booklet) - These were approved as a true copy, proposed by Callum Ward, seconded by Rob McAulay, all in favour.

5.Presentation of the 19/20 Annual Accounts (Rob McAulay)

See pages 9 - 10 of 2020 Annual Report booklet for the Accounts and Treasurer’s Report. The following verbal report was also given:

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It was proposed by Cathy Howells and Seconded by Ruth Hughes to approve the accounts and Treasurer’s report as circulated. All in favour.

  1. Election of Inspector of Accounts for 2020/21 – Eddie Harman was approved as Inspector of Accounts, proposed by Eric Gamble, seconded by Cathy Howells and approved unanimously

  2. Group Scout Leader’s Report (Cathy Howells) – see page 11 of the 2020 Annual Report Booklet. Cathy also gave the following verbal report:

Cathy opened by saying that the year started off well and then a lot of things had to be cancelled due to COVID-19. It has been an odd year, but the Group is trying to get back to normality and carrying out Risk Assessments to get things up and running again. There are still plenty of young people signed up, thank you to the parents for continuing to pay the subscriptions, we hope to put some of that money towards something special “Thank You” to the Executive Team who have all had to learn how to use Zoom! Thank you to everyone who helped out at the weekly markets.

9.Election of Group Secretary

10.Election of Group Treasurer

(see Appendix 1 for items 9 - 14). All nominations were approved unanimously.

15.Approval of Revised Group Constitution

A draft Constitution was circulated. It was proposed by Sarah Sutton, seconded by Ruth Hughes and agreed unanimously that this should be adopted as circulated.

16.Distinguished Guest’s Speech – Derek Catt, District Chair

Thank you to everyone for the work done for Scouting in Fleckney, District is grateful. Everyone has risen to the occasion including undertaking the necessary training. District is working with the Group on the new building to make it happen. Keep up the good work.

17.Presentation – Return to Face to Face Scouting 18.Pleas

James Ward gave a presentation covering these points.

Questions and Answers

In response to a query about the new Scout Hut it was explained that James Ward and Derek Catt recently met with the Developer’s Quality Assurance representative and Agent. They have promised to give costings for the building they are prepared to supply, which is a 12m x 12 m building. The Group has also supplied them with drawings for a bigger building 16m x 16m with a second storey and asked for costings so that the difference can be worked out and possible fundraising be organised to fund a bigger building.

The Developer has to provide a new hut before demolishing the old one.

Two parcels of land the Scouts are laying claim to are not registered with the Land Registry and so the Group is working to get these registered. Once this is done the Group will be in a stronger negotiating position.

In response to a query about the fencing put up by the Developers blocking the Fire Exit it was confirmed that they have undertaken to remove this later this week.

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The meeting ended at 20.15 p.m.

Trustees' Annual Report

For the period from 01/08/2020 to 31/07/2021

Section A Reference and administration details

st Name of Charity: 1 Fleckney Scout Group Charity Registration: 1034161 Meeting Address: Scout Headquarters High Street Fleckney Leics LE8 8AJ

Trustees who manage the charity

Name Office (if any) Dates acted if not the whole year
James Ward Chairman
Robert McAulay Treasurer
Alison Gibson Secretary
Catherine Howells Group Scout Leader
Eric Gamble Elected Member
Ruth Hughes Elected Member
John Lacey Elected Member
Sarah Sutton Elected Member
Katrin Wood Elected Member
Andrew Weatherby Elected Member
Sean Garon Co-opted Member
Callum Ward Beaver Leader
Ivan Odell Cub Leader
Sean Bowley Scout Leader

Section B Structure, governance and management .

Description of the charity’s trusts

Type of governing document The Group’s governing documents are those of 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.

How the charity is The Group is a trust established under its rules which are common constituted to all scouts. Trustee Selection methods

The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association

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Additional governance info

The Group is managed by the Group Executive Committee, 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 Committee consists of 3 independent representatives, Chair, Treasurer and Secretary together with the Group Scout Leader, individual section leaders and parent’s representation and meets quarterly.

Risk and Internal Control The group has in place systems ofinternal controlsthat are
designed to provide reasonable assurance against material
mismanagement or loss, these include 2 signatories for all
payments and a comprehensive insurance policies to ensure that
insurable risks are covered.
Section C Objectives and activities .
Summary of the objects of The objectives of the group are as a unit of the Scout
The objectives of the group
are as a unit of the Scout
Association. The Aim of The Scout Association is to promote
the development of young people in achieving their full
the charity set out in its physical, intellectual, social and spiritual potentials, as
governing document
Association. The Aim of The
Scout Association is to
individuals, as responsible citizens and as members of their
local national and international communities.
promote the governing
document The method of achieving the Aim of the Association is by providing
an enjoyable and attractive scheme of progressive training, based
on the Scout Promise and Law and guided by adult leadership.
Public Benefit Statement 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.

Section D Achievements and performance

See GSL and Section Leader reports pages 12-16

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The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signatures
Full names
Position
Date
Charity’s policy on reservesThe 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 Executive
Committee considers that the group should hold a sum
equivalent to 4 months running costs, circa £2,500.
The Group held reserves of approximately £40,000 against this at
year end. The reserves are high due to saving for a new Head
Quarters building.
Investment policy &
objectives
The Group does not have sufficient funds to invest in longer term
investments. The Group has therefore adopted a risk averse strategy to
the investment of its funds. All funds are held in cash using only
mainstream banks or building societies
Section E
Financial Review
Section F
Declaration
Cathy Howells
Robert McAulay
Group Scout Leader
Treasurer
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signatures
Full names
Position
Date
Charity’s policy on reservesThe 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 Executive
Committee considers that the group should hold a sum
equivalent to 4 months running costs, circa £2,500.
The Group held reserves of approximately £40,000 against this at
year end. The reserves are high due to saving for a new Head
Quarters building.
Investment policy &
objectives
The Group does not have sufficient funds to invest in longer term
investments. The Group has therefore adopted a risk averse strategy to
the investment of its funds. All funds are held in cash using only
mainstream banks or building societies
Section E
Financial Review
Section F
Declaration
Cathy Howells
Robert McAulay
Group Scout Leader
Treasurer
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signatures
Full names
Position
Date
Charity’s policy on reservesThe 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 Executive
Committee considers that the group should hold a sum
equivalent to 4 months running costs, circa £2,500.
The Group held reserves of approximately £40,000 against this at
year end. The reserves are high due to saving for a new Head
Quarters building.
Investment policy &
objectives
The Group does not have sufficient funds to invest in longer term
investments. The Group has therefore adopted a risk averse strategy to
the investment of its funds. All funds are held in cash using only
mainstream banks or building societies
Section E
Financial Review
Section F
Declaration
Cathy Howells
Robert McAulay
Group Scout Leader
Treasurer
Charity’s policy on reserves 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 Executive
Committee considers that the group should hold a sum
equivalent to 4 months running costs, circa £2,500.
The Group held reserves of approximately £40,000 against this at
year end. The reserves are high due to saving for a new Head
Quarters building.
Investment policy &
objectives
The Group does not have sufficient funds to invest in longer term
investments. The Group has therefore adopted a risk averse strategy to
the investment of its funds. All funds are held in cash using only
mainstream banks or building societies
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signatures
Full names
Position
Date
Section F
Declaration
Cathy Howells
Robert McAulay
Group Scout Leader
Treasurer

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Financial Report

Receipts and payments account

Section A Receipts and payments
Unrestricte
d funds
A1
Receipts
to the nearest
£
Total receipts
A3 Payments
For the
period
from
Badges & Neckers
616.00
Activities/CampExpenses/Kit
1,414.00
CharityDonation
Stationery
10.00
Subs
4,896.00
Other
Donations
4,556.00
Activities
Fundraising
Grants
19,751.00
Gift Aid
666.00
Other similar income
Refunds
24.00
Interest
3.00
Sub total(Gross income for AR)
29,895.00
A2 Asset and investment sales,
(see table).
-
-
Sub total
-
Section A Receipts and payments
Unrestricte
d funds
A1
Receipts
to the nearest
£
For the
period
from
Subs
4,896.00
Other
Donations
4,556.00
Activities
Fundraising
Grants
19,751.00
Gift Aid
666.00
Other similar income
Refunds
24.00
Interest
3.00
Sub total(Gross income for AR)
29,895.00
For the
period
from
Period start
date1st
August 2020
Period start
date1st
August 2020
To Period end
date31st
July 2021
31st July 2020
Last year
to the nearest £
Designated
funds
to the nearest £
-
-
-
-
-
Restricted
funds
to the nearest £
2,021.00
-
-
-
-
Total funds
to the nearest £

-
-
-
Subs 5,442
Other -
Donations 250
Activities 1,290
Fundraising 3,062
Grants
Gift Aid
Other similar income 357
Refunds
Interest
Sub total(Gross income for AR) - 22,500
A2 Asset and investment sales,
(see table).
-
- -
Sub total - -
-
2,021.00
Badges & Neckers 606
Activities/CampExpenses/Kit
CharityDonation -
Stationery 54
Bank Charges
Youth Programme & Activities 603.00
361.00
632.00
942
Maintenance / Hut Expenses 292
Utilities(B Gas / Water) 1,438
Insurance 572
Training
Capitation 2,684.00 2,684
Materials and Equipment 71
Other Expenses
FundraisingExpenses
Food and refreshments 81.00
642.00
850.00
7,894.00
199
Contribution to CampCosts 400
AGM and Trustee Expenses 36
Legal Fees
Subs Refund
Sub total - 2,021.00

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_Net of receipts/(payments_A6
Cash funds last year end
Cash funds this year end

Signed by one or two trustees
on behalf of all the trustees
A4 Asset and investment
purchases
Camping Equipment
Sub total
Total payments
A4 Asset and investment
purchases
A4 Asset and investment
purchases
-
-
2,021.00
-
-
-
-
-
-
-
Camping Equipment - -

Sub total
7,894.00 - 7,293
-
7,894.00 2,021.00 7,293
22,001.00 0.00 - 15.207
24,211 - - 9,004
46,212 - - 24,211
Signature Print Name Date of
approval
Rob McAulay
James Ward

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Treasurer’s Report

Financially the group is in an extremely strong position, the grants available from the Government and the Local Authority have provided a massive cash injection into the charity. Grants totaling over £21,000 have been secured by James Ward.

1[st] Fleckney Scout Group would like to express our gratitude for all the charitable donations the group has received this year, over £4,500 has been donated.

Subs have fallen to the lowest level for many years but are starting to creep back up since lock down finished, Fleckney 1[st] Scout Group would like to say many thanks to all those parents who continued to pay the subs throughout lockdown. Subs are £12 a month now. The group offered a small refund to those parents of £50 which some chose to accept, this cost was £850.

Our largest expenditure this year has been capital expenditure on kit and activities for the children, usually our largest outgoing is the annual capitation fee we pay to the Scout Organisation. James Ward secured a restricted grant which we have used to purchase new tents.

Our utility bills are much smaller than most years, this is down to strategic work from James Ward and the fact we don’t really use the hut anymore.

Similarly to last year our expenditure on badges and neckers is over £600, obviously all the excellent work from the Beavers either bringing new children to the group or rewarding their hard work is paying off with many badges being given out.

James Ward has spent many hours processing the Gift Aid claim for the group, over £2,000 claimed in the 19-20 accounts from the previous three year’s subscriptions, £666 claimed this year. It is imperative that any parent who pays the subscriptions signs the form that allows us to claim Gift Aid back from the government, please ask your leader to check you have signed the form.

Now the group has an income of over £30,000 annually we might be due more scrutiny from the Charity Commission, if anyone is interested, they are able to go online and see our previous accounts on their website.

Rob McAulay

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Group Scout Leader’s Report

I would like to start by thanking everyone who has continued to support us over the last 12 months, in particular our hardworking team of Leaders and the Executive committee. Although we have not been actively fundraising, we have continued to raise money towards the new hut, via various grants and donations and the generosity of parents who continued pay subs throughout lockdown. And we are just about there! Final plans are being agreed and it looks like building material is arriving on site. The new hut will be a fantastic addition to the village and is much anticipated by all sections. However, it will still be a shell and although we will have a roof over our heads, there is much still to be done to ensure it is usable.

We finally managed to start meeting again after Easter and I think lockdown highlighted to everyone how much we appreciate being able to get outside together as suddenly all our sections filled up and we now have a very healthy waiting list, especially for Beavers, with new queries for places coming in weekly. Despite now having a full complement of leaders, it is safe to say that we need more if we are to ensure that every child in Fleckney gets the chance to enjoy Scouting. All our leaders and Executive committee are volunteers, and every one of them has undergone the required training for their roles, including safeguarding, safety, first aid and GDPR, as well as learning new skills to pass on to our young people. So, despite not meeting for several months, our leaders have been busy in the background to ensure that all their training is up to date. So, if you are thinking about volunteering, please do! The training is free and you will get all the support that you need.

By the time you read this, we will have returned to camping with a Group camp for all sections, and next year we have the rearranged Beaudesert District camp to look forward to. We have managed to get funding for some great new camping equipment and look forward to putting it to work.

Congratulations to Sarah Sutton (Beavers) and Brett Russell (Cubs) who have achieved their Wood Badge and welcome to new Assistant Beaver Leaders, Neil Hunt (Sergeant Major Badger – Merlin Beavers) and Oliver Williams (Buzzard Beavers).

Finally, I just want to assure you that, although we are getting back to normal, we will continue to try to reduce the risk of COVID spread through good hand hygiene practices and regular cleaning of premises and equipment.

Cathy Howells, Group Scout Leader

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After a pretty interesting year, with lockdowns, changes to distancing rules etc, the Beavers only managed a single term. And what a jam-packed term it was. We had a massive influx in Beaver, increasing from 10 Beavers and a single colony to 31 Beavers across two colonies.

interesting year, with distancing rules etc, the

As always, without the help of parent helpers, we wouldn’t be able to run the sessions, especially those that have helped out Croc on a Friday night.

To the bane of the Cub Leaders, the next batch of beavers to move up have even more of a thirst for badges than previous years. With nearly 300 badges awarded between the two colonies in a single term. The credit limit at the shop has again been taxed.

Even with a limited length of term, we’ve still managed to achieve five Bronze Awards.

Given the restrictions on the use of the hut the Beavers (and Leaders) braved the elements on the duck pond for every session – albeit we missed a few sessions due to the glorious British Summer weather. After every session Cathy and Ruth became inundated with new applications.

We completed sessions including gardening, den building, boat building, emergency aid and forest faces. With the beavers being treated to three amazing external sessions including bell boating, climbing and archery.

On a final note, we have recently gained a new leader - Oliver, his Beaver name is yet to be chosen but I believe Unicorn, Elephant and Pigeon were some of the top choices. Let’s hope he decides on the name before I let the Beavers decide……

Crocodile, Owl, Sgt Maj Badger and Vixen

.

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Last year was sadly cut short by the Covid lock-down in March 2020 but the pack still did some great work in April that year celebrating St George’s Day by taking part in the St George’s Day Challenge; drawing pictures and producing some great written versions of the legendary story.

Many also took part in the national campathon – sleeping in tents in gardens or under tables – anywhere but their own bedrooms.

We finally returned to face to face activities on 12[th] April 2021 and adjusted quite successfully to outdoor based activities whilst observing Covid safe procedures. With a little thought and planning The Duck Pond Green proved to be a good meeting place and has now settled into a routine.

We limited the numbers to 20 as not only did we have to contend with outdoor activities but all but four of the pack were new starters!

However, we have been very lucky to be joined by our new Assistant Leader; Becci who has not only brought her scouting skills but also all her skills as a drama teacher. We started by settling in the new members but soon ventured out – here are some of the of the highlights:

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In May we spent several weeks preparing for investiture and then invested 14 new Cubs!

This included three girls and involved three versions of the Cub Scout Promise.

The pack is a young group but has settled down very well with good behaviour and attitudes displayed by all. We have enjoyed really good support and participation from parents and carers.

We are all looking forward to the Group camp at Fox Coverts.

Ivan Odell (Kaa) Brett (Bagheera) Becci (Raksha)

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2020-2021 has been another strange year, with Scouting only starting back at Easter 2021. As everywhere we were restricted to the activates we could provide to the Scouts but we managed to come up with some ideas. Using the fields, parks and facilities around the village we were able to do some Bivvy building, wide games and backwards cooking over open fires. We also took advantage of the Leicester Outdoor Pursuit Centre over 2 weekend and the scouts participated in climbing and abseiling one week and Kayaking the other.

We had an article published in the Fleckney Communicata which ended up with a Fleckney resident donating £500 pounds (+£125 Gift Aid) to the Group towards the new hut fund.

Let’s hope next year we can get back to some type of normality and exciting programs, especially the Group camp programmed in for early September.

Sean Bowley

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BUSY TO VOLUNTEER? Scouts 1st Fleckney vi 19