Minutes of the 1[st] Ightham Scouts Trustee Board Mee�ng 13[th] October 2025 at 7pm
Held at the Ightham Scout Pavilion
A�endees:
Marcella Dunne (Chair) Simon Mavroleon (Trustee) Chris Jameson (Trustee) Penny McCulloch (Group Lead Volunteer) Julia Weller (Invited guest) Apologies from: Sophie Sarchet (Treasurer) Lynda Harrison (Trustee), Emily Bullus (Trustee)
The mee�ng was called by Penny McCulloch (PMC) to discuss the changes required following the departure of the previous Group Lead Volunteer James Reid and to agree a date for the overdue AGM.
Naming Conven�on
Previously this Board was known as the Execu�ve Commi�ee. Now the Group has adopted a Cons�tu�on which refers to this Board as the Trustee Board and has created a separate en�ty referred to as the Scout Council.
It was agreed to adopt this terminology in all references to ensure consistency and avoid confusion. [All to ac�on]
Treasurer
Sophie Sarchet had advised PMC that she would like to step down as Treasurer at the AGM. Julia Weller (JW) had expressed interest in taking on the posi�on and joining as a Trustee. JW has suitable accoun�ng qualifica�ons, has been a member of the Group for many years including as the Beaver Sec�on Leader and has 4 children who have been ac�ve members from Beavers through to Scouts. This is historically a difficult role to fill, however, as there is an agreed process for selec�ng the candidate PMC invited Julia to meet the Trustees and contribute to the mee�ng as a poten�al future Trustee and/or Treasurer. The opportunity to take on the Treasurer role and for new Trustees to join will be communicated with details of the AGM.
Accounts and Banking
On Sophie Sarchet’s behalf PMC took the Trustees through the accounts explaining the various entries including the bank accounts and Flagstone investments held.
The process to remove James Reid as a signatory from the online Nat West current account had already been set in mo�on.
It was agreed that Peter Sheldon (known as Nick Sheldon) and Pat Lloyd should also be removed as signatories as these are both prior Treasurers. [SS to ac�on]
It was agreed that Penny McCulloch will be added as a signatory once a new Treasurer has been confirmed so both can be added at the same �me. [SS to ac�on]
It was explained that the camp bank account is a legacy account which uses a cheque book and has no online presence. The camp bank account has been successfully used for many years to collect funds for camps both from fundraising for specific camps and camp fees. The costs of camps are then paid out from this account by cheque, some�mes direct to suppliers and some�mes as a reimbursement for leaders who have paid costs themselves. It was explained that some camps effec�vely make a profit and some make losses. The surpluses are retained in the camp bank to cover more expensive camps ensuring all camps remain affordable to all members. Currently the Online Scout Manager (OSM) system for collec�ng payments for camps – GoCardless – transfers funds paid by parents to the camp bank.
It was explained that what was achieved by having a separate bank account could be achieved by having separate nominal codes in the accounts. It was also felt that an alterna�ve method to leaders effec�vely paying costs and claiming them should be sought.
It was agreed to arrange to transfer the balance in the camp account into the Nat West current account. This account will be kept open while the GoCardless system is changed to direct payments to the NatWest account. [PMC to ac�on]
It was agreed to look into alterna�ve methods of paying for costs that occur on camp for example where the scouts are away on a weeks camp they may decide to visit a local a�rac�on due to weather constraints and �ckets would be purchased at the �cket office on arrival. It is primarily Scouts who are impacted so PMC suggested asking the Scout Leader Nick Pointon to look into a solu�on he felt would work. [PMC to ac�on]
It had previously been discussed and agreed to collect subs for new entrants by direct debit using the GoCardless system direct rather than via OSM to avoid the OSM fees which are about 4.8% of the transac�on. This was discussed again in the light of the changes agreed to the camp bank. Currently it was noted that when joining parents are advised to set up a standing order and that the fee will not change while the child remains within the group.
It was agreed that the subs and all event fees would be collected using GoCardless via OSM. This will be communicated to Steven Pressland who is leading on this ac�vity as Beavers are the main new entrants. Steven will also be asked to ensure that the new paperwork removes the set fee comment allowing fees to rise if necessary in the future. [PMC to ac�on]
It was explained that Gi� Aid had not been claimed for this year and therefore the next claim would cover 2 years. Currently there is no financial informa�on provided during the year to either the sec�on leaders, GLV or Trustees.
It was agreed to ask the new Treasurer to bring the Gi� Aid up to date and also to develop a monthly financial report giving people involved in the Group informa�on to support their roles. [PMC to work with the new treasurer to develop the reports]
Charity Commission Website
The Charity Commission website contains some inaccurate informa�on e.g. Pat Lloyd is s�ll shown as a Trustee.
It was agreed that the website would have a full review of each area and be brought fully up to date before the AGM and then be updated again straight a�er the AGM to reflect all new appointments. [SS to ac�on]
New Trustees
There will be a number of resigna�ons expected at the AGM as the Treasurer will stand down and Emily Bullus has also indicated she would like to step down as has the Secretary Chris�e Verrechia. The opportunity to be a Trustee will be communicated with the AGM no�ce. The Scout Associa�on also favours having young people (under 25 years) on the Trustee Board. A number of poten�al people were discussed and the best two candidates were felt to be Hal Pointon and James Booth. Hal is a new entrant to the Group and his father is the Scout Leader Nick Pointon. Hal is about 22 years old and has not a�ended Scouts as a child but his two younger brothers were both members of Ightham Scouts. This gives him a unique perspec�ve which will bring a different view to the Board. James Booth started at Beavers aged 6 years and has a�ended all sec�ons plus all his family is very involved in scou�ng and have been for many years including his grandparents. This means James will provide a very different perspec�ve to other Trustees. James is about 18 years old. Including Hal and James will require adjustments and it is likely that mee�ngs will also need to include an online op�on as James is away at University.
It was agreed to approach Hal Pointon and James Booth. [PMC to ac�on]
AGM Date
Dates were discussed for the AGM and it was agreed that it would be held on Tuesday 4[th] November 2025 at 7:30pm at the Scout Pavilion.
It was agreed that a communica�on would be issued to all parents and the District Commissioner. [PMC to ac�on]
The mee�ng closed at 8:30pm
- Ightham Scout Group Income & Expenditure 01.04.2024 / 31.03.2025
| Opening Balance Bank - Savings Bank - Current Savings - Flagstone Adjustment to remove unpaid interestSavings - Flagstone Camp Account TOTAL B/F PLUS INCOME: Subs Bank Interest less Management Fees Adjustment to remove unpaid interest Donations/Grants/Sale/Hire of equipt Gift Aid Pavillion Rent Camp Account TOTAL INCOME LESS EXPENDITURE: Insurance Electricity Hut Repairs/upkeep Gifts/Prizes/Hospitality Sundries Equipment Training/Mileage Rental Office Costs Capitation Uniform & Badges Camp Fees Activities Camp Account TOTAL EXPENDITURE Closing Balance Bank - Savings Bank - Current Savings - Flagstone Adjustment to remove unpaid interestSavings - Flagstone Less O/S payts Plus income due Camp Account TOTAL C/F Creditor Expense claims Debtor Football Fee Balance check |
------------ ---2024/25--- ------------ Unrestricted Restricted Total £13,007 £724 £13,730 £10,565 £0 £10,565 £72,355 £0 £72,355 -£2,109 £0 -£2,109 £24,993 £0 £24,993 £118,810 £724 £119,534 £9,259 £0 £9,259 £1,209 £0 £1,209 £0 £0 £0 £605 £0 £605 £2,253 £0 £2,253 £10 £0 £10 £13,139 £0 £13,139 £26,475 £0 £26,475 £878 £0 £878 £0 £0 £0 £2,124 £0 £2,124 £1,406 £0 £1,406 £830 £0 £830 £1,390 £0 £1,390 £1,722 £0 £1,722 £340 £0 £340 £901 £0 £901 £4,940 £0 £4,940 £1,088 £0 £1,088 £3,144 £0 £3,144 £4,381 £0 £4,381 £25,546 £0 £25,546 £48,690 £0 £48,690 £2,891 £0 £2,891 £890 £0 £890 £81,294 £0 £81,294 £0 £0 £0 £0 £0 £0 £12,586 £0 £12,586 £97,662 £0 £97,662 £352 £0 £352 £10 £0 £10 £0.00 |
------------ ---2023/24--- ------------ Unrestricted Restricted Total £87,679 £724 £88,403 £12,985 £0 £12,985 £0 £0 £0 £6,643 £0 £6,643 £107,307 £724 £108,031 £9,851 £0 £9,851 £2,683 £0 £2,683 -£2,109 £0 -£2,109 £15,100 £0 £15,100 £2,340 £0 £2,340 £0 £0 £0 £24,707 £0 £24,707 £52,572 £0 £52,572 £72 £0 £72 £0 £0 £0 £8,049 £0 £8,049 £1,479 £0 £1,479 £1,439 £0 £1,439 £5,781 £0 £5,781 £1,041 £0 £1,041 £0 £0 £0 £0 £0 £0 £4,478 £0 £4,478 £642 £0 £642 £7,160 £0 £7,160 £4,571 £0 £4,571 £6,357 £0 £6,357 £41,068 £0 £41,068 £13,007 £724 £13,730 £10,565 £0 £10,565 £72,355 £0 £72,355 -£2,109 £0 -£2,109 £0 £0 £0 £0 £0 £0 £24,993 £0 £24,993 £118,810 £724 £119,534 £0 £0 £0 £0 £0 £0 |
|---|---|---|
£0.00
1st Igttham Scout Group Report of the Trustees for the year ended 31st March 2025 Independent Examinefs Report to the Trustees of 1 Ightham Scout Group, Charity Registration Number 1039620 I hereby report on Ihe accounts of 1st Igmham Scout Group for the year ended 31$t March 2025, which are set out in the attached pages 7 and 8. Respective responsibilities of trustees and examiner The Irustees are responsible for the preparation of Ihe accounts for the chartiy. The charity's trustees consider that an audrt is not required for this year {unQer section 43(2) of the Charities Act 1993 (the Aci), as amended by s.28 ofthe Charsiies Act 2006) and that an independent examination is needed. It is my responsibility to.. examine the accounts (under sedion 43 of the Aci, as amended), to follow the procedures laid down in the General Directions given by the Charity Commission (under seciion 43(7)(b) of the Act, as amended). and to state whelher particular matters have come to rny attention. Basis of independent examiner's report My examination was carried out in accordance wilh General Directions given by the Charity Commission. An examination includes a review of the accouniing records kept by the charity and a comparison of the accounts presented wilh those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from the trustees concerning any Such malters. The proGedures undertaken do not provide all the evidence that would be required in an audil. and consequently I do not express an audit opinion on the accounts. Independent examiner's statement In the course of my examination, no matter has come to my attenlion 1) which gives me reasonable cause to believe that in, any maierial respect. the trustees have not met the oquirements to ensure that.. proper accounting records are kept (in accordance wtth section 41 of the Act)" and accounts are prepared which agree wilh the accounting records and comply with the accounting requirements of the Act; or 2) to which, in my opinion, attention should be drawn in order lo enable a proper undefstanding of the accounts to be reached. Signature . Mr Simon Collins Date ILk. 10 Zu25. Page 10