2021-03-31-accounts - Ist Hexham Scout Group

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Lookwide Centre

Maidens walk

Hexham

2021 AGM

Via TEAMS virtual event

20[th] May 2021 6.30pm

1[st ] Hexham Scout Group, Lookwide Centre, Maidens Walk, Hexham

Notice of Scout Group Annual General Meeting 20[th ] May 2020 at 6.30pm via Teams virtual event

Agenda

The Scout group holds an AGM every year, to report the activities of the past year and plans for the future. We also formally report the finances and membership of the Group and reports are presented by each Section.

Everyone is welcome, and are encouraged to come to hear how the group is being managed. We also welcome questions if you wish, and to raise subjects of interest to you. You may wish to help group activities or be on the Committee of volunteers, in which case we would be happy to discuss this too.

The Agenda is:

Welcome and apologies.
Chairmans Introduction: Andrew Corder
Minutes of last AGM
Treasurers Report: Ken Kerr
Section brief reports;
Group Scout Leader report:
Scout Leaders report:
Group Cub Leader report:
Group Beavers Leader report:
Election of Officers and Committee for 2021/2022

Proposed Executive Committee:

	Proposer	Seconder
Chairman – Andrew Corder	Dave Newman	Tim Elliott
Treasurer – Ken Kerr	Andrew Corder	Andrew Corder
Secretary – Tim Elliott	Dave Newman	Ken Kerr
Section Leaders/Assistants (by right)	Andrew Corder	Tim Elliott
Chris Payne	Tim Elliott	Andrew Corder
Dave Hawkins	David Hefferin	David Newman

Any Other Business.

Please let us know if there are any items you would like discussed or raised, beforehand. Copies of last years Minutes will be available at the meeting and are attached in this pack

Tim Elliott Secretary

1st HEXHAM SCOUT GROUP ANNUAL GENERAL MEETING MINUTES Via Zoom teleconference 15th May 2020 Attendees: Andrew Corder Ken Kerr David Hefferin Dave Hawkins Tim Elliott Chris Payne Dave Newman Bob Hubbuck Stuart Ford Melissa Davy Wayne Allan Marrianne Coulthard Apologies Adam Murphy Christoph Atkins Rebecca Ford Bradley Ford Selena Truta Gwyn McKenzie Andrew Carr	1st HEXHAM SCOUT GROUP ANNUAL GENERAL MEETING MINUTES Via Zoom teleconference 15th May 2020 Attendees: Andrew Corder Ken Kerr David Hefferin Dave Hawkins Tim Elliott Chris Payne Dave Newman Bob Hubbuck Stuart Ford Melissa Davy Wayne Allan Marrianne Coulthard Apologies Adam Murphy Christoph Atkins Rebecca Ford Bradley Ford Selena Truta Gwyn McKenzie Andrew Carr	1st HEXHAM SCOUT GROUP ANNUAL GENERAL MEETING MINUTES Via Zoom teleconference 15th May 2020 Attendees: Andrew Corder Ken Kerr David Hefferin Dave Hawkins Tim Elliott Chris Payne Dave Newman Bob Hubbuck Stuart Ford Melissa Davy Wayne Allan Marrianne Coulthard Apologies Adam Murphy Christoph Atkins Rebecca Ford Bradley Ford Selena Truta Gwyn McKenzie Andrew Carr
Item No.	Subject	Action

1.	Documentation and Chairmans address (Andrew Corder)
	The Agenda, final accounts Chairmans address and Minutes of the 2019 AGM were made available to all invitees – parents, members of the troop, helpers leader and Committee members, via OSM and Hexham First website well in advance of the meeting. Andrew welcomed everybody who were attending and explained that the Scout Group holds an AGM every year to report the activities of the past year and plans for the future. We also formally report the finances and membership of the group and reports are presented by each section. Everyone was welcome despite the unusual format necessitated by the Covis19 pandemic lockdown.

2.	2019 Meeting Minutes
	These were enclosed in the 2020 AGM pack made available via OSM and the website and these were duly agreed by show of hands, and therefore approved and to be signed as a true and accurate record of the proceedings, in due course.	2019 minutes to be signed in due course by AC

3.	Treasurer’s Report – Ken Kerr
	Financial Report for the year ended 31st March 2020: RECEIPTS  During the year membership numbers have changed little from 89 to 88, with our Group now comprising 25 Beavers, 28 Cubs and 35 Scouts  Subscriptions income has, nevertheless, increased from £ 8,699 to £ 9,386 reflecting the timing of earlier admissions and departures, aswell as refunds  Linked to Subscriptions is Gift Aid where we received £ 1,815, an increase on last year’s £ 1,765  The hire of our premises has generated £ 2,080 from a range of sources, including corporate (e.g. Cygnet, formerly Danshell), visiting Scout groups and private functions  With the Capital Project (Jack’s Shelter) all but complete, nothing was pursued or received under Grant Income

	 For the same reason there was a significant reduction in Donations but we must, as ever, record thanks to our loyal benefactors (Tynedale Lions, Round Table and the Henry Bell Trust), aswell as Selena Cawood and sundry others who wished to remain anonymous  A busy programme saw £ 2,915 generated under Camping & Activities and, having served its purpose, we successfully sold on the Minibus trailer for £ 1,500 PAYMENTS  District Fees at £ 3,859 reflect the nominal £ 1 per head increase in tariff - £ 46.50 compared to last year’s £ 45.50  HQ-related expenses at £ 4,403 were down on the previous year’s £ 4,569, mainly because of a fall in core Maintenance requirements, but also because there was no repeat expenditure on the Rifle Range  Similarly, Minibus maintenance fell sharply from £ 2,194 to £ 599 because nothing was needed in respect of either bodywork or trailer repairs, whilst insurance was little changed at £ 835 (2019: £ 813)  Expenditure related to Camping & Activities totalled £ 3,157 which is slightly in excess of the above receipts, due to outgoings on further tent repairs and gas cylinders with the Group, as ever, otherwise simply seeking to cover costs of the activities themselves  In relation to our Capital Project, Jack’s Shelter, final expenses were incurred re electrical work, plumbing and paving STATEMENT OF CASH FUNDS HELD  Our Savings Account is made up of contingency funds which, at the financial year end, comprised Property Maintenance £ 1,103, Minibus £ 6,166 and Capital Projects (currently Jack’s Shelter) £ 213, the latter since closed off and transferred to the Current a/c  Year End Cash finished at £ 8,018 which, because of less activity associated with the Capital Project, is well up on last year’s £ 4,399 and means the Group’s finances are currently in good shape COVID-19  Immediately following the Government’s lockdown announcement, all activity ceased as the Group shut down on what, hopefully, will be a temporary basis  Last month the Executive Committee agreed unanimously that the Summer Term’s subscriptions should be suspended, pending further review in September, with all parents advised accordingly  Whilst the timing of this has not impacted our March 2020 Financial Year End results, clearly the same cannot be said looking forward  As already mentioned, Subscription income will fall with a commensurate reduction in what can subsequently be claimed from HMRC by way of Gift Aid (our claim for 2019/2020 has yet to be submitted so will not be affected)  Subscriptions aside we are unlikely to see much, if anything, by way of Donations although we are exploring a ‘business interruption’ Grant via Northumberland County Council. This now received and the Committee will consider how the funds will be used, in due course- emphasised that this will be treated as interruption assistance and not as a windfall,and havingregard to effects on

	subscriptions, HQ income, lack of fundraising and HQ maintenance costs. It is understood that there are no conditions attached to its use by NCC.  Social Distancing means nothing can be planned in terms of Fundraising activity  With income severely impacted, prudent measures have been taken to restrict expenditure including: - 1. Lookwide Centre locked up with heating set to absolute minimum (Combi – on demand only); 2. Minibus insurance recently renewed on Fire & Theft basis only, the vehicle to be kept off road; and 3. Essential Property Maintenance only will be undertaking, utilising volunteer help  Cash Reserves have already fallen from the Year End £ 7,483 to £ 5,857 following insurance of the Minibus and essential electrical, lighting and alarm-related repairs at HQ, with Buildings Insurance imminent and likely to be c. £ 600  The Group’s basic running costs exceed £ 5,000 per annum so our ‘rainy day’ cover is limited and we all look forward to emerging safely from this crisis and resuming normal operations. The circulated and posted accounts for FY end 31-3-20 were duly approved unanimously.	Accounts approved

4.	GSL Report – No report available

5.	Scout Leaders Report – Stuart Ford
	 Stuart took the opportunity to pay tribute to Dave Newman and David Hefferin for their 32 and 37 year respectively involvement and service to Hexham scouting and both continue on the Committee and Heff continues to help with activities, equipment and HQ maintenance.  There had been Dilston camp activities  Summer camp at Lech valley- good weather and activities  Winter camp – very wet and windy (part abandoned)  Current activity includes some virtual badge work during Covid19, as well as weekly section meetings.  There had also been Camp at Home which achieved a world record 95,000 people in 64 countries on 30thApril; 20 Hexham scouts were involved and 3 have managed the full 30 nights under canvas.  Looking forward to camps and activities and the 2021 Summer Camp at Lech.

6.	Cub Leaders Report – Malcolm Coulthard
	A big thank you to Malcolm for all his help; parental support had to be asked-for, but things would improve with Matt and Rachel taking on role of leaders for next year. Jacks shelter had been well used and there had been the usual trips and activities.

7.	Beaver’s Report – Wayne Allen

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----- Start of picture text -----
 A good year for Beavers, with more support from parent too.
 One parent had led a geology sessions- to make a volcano
 The had been a Dukehouse District Camp in march
 Neil Van Brandt had been identified as a potential leader.
 In summary, the colony is doing well and all the children who come
along are very keen to get involved in the activities that are
arranged.
8. Elections
It was proposed that the existing Committee would be re-elected en-bloc,
and all had confirmed that they were willing to stand.
Proposed TE seconded DN.
Approved by unanimous vote from those attending.
The Officers duly elected to the Committee are as below.
Proposed Seconded
Chairman – Andrew Corder Dave Newman Dave Hefferin
Treasurer – Ken Kerr Andrew Corder Dave Newman
Secretary – Tim Elliott Dave Newman Andrew Corder
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T Elliott Secretary

Signed: .................................................................................................................................................. ..............................................................................................................................................................

Date: ..........................................................................................................................

1[st] Hexham Scout Group

Reg. Charity No. 1050271

Financial Report for the year ended 31[st] March 2021

RECEIPTS

During unprecedented circumstances membership numbers reduced from 88 to 78, with the Group’s make‐ up closing at 24 Beavers, 17 Cubs and 37 Scouts
This, and Lockdown restrictions prompting the Executive Committee to suspend Subscriptions for much of the year, has seen core revenue tumble from £ 9,386 to just £ 1,339
Offsetting this in part has been the increase in rental income, £ 3,325 up from £ 2,080, where careful adaptation of our premises has been welcomed in particular by WECAN and Cygnet Healthcare
Most significant, however, has been the support from Government where Northumberland County Council granted the Group £ 23,303 in total (2020: Nil)
£ 1,000 of this related to Sports Equipment and another £ 1,000 was paid via the Community Chest, however the bulk was received in tranches in response to invited applications for help under Covid 19 ‘Business Interruption’ and ‘Local Restrictions Support’. As detailed below, some of the funds have been spent wisely and a sizeable proportion retained in our Savings a/c
Donations have increased from last year’s £ 1,679 to £ 2,556 where we are especially grateful to Links Housing, Hexham Rotary and the Henry Bell Trust, together with sundry others. Tynedale Lions and Round Table regretted being unable to contribute but this was due to cancellation of their own event programmes
During the second half of the year we signed up to the Northumberland Lottery, raising £ 286 with annual potential for up to £ 832 from current Supporters
Finally, linked to 2019/20 Subscriptions, HMRC Gift Aid generated £ 1,644 (the claim for 2020/21 will be heavily impaired by the commensurate reduction in income)

PAYMENTS

Membership Fees at £ 3,646 have benefitted from District waiving their share because of Covid
HQ‐related expenses have increased from £ 4,403 to £ 6,317 with opportunity taken during Lockdown to improve and upgrade lighting and alarm systems
Minibus insurance fell from £ 835 to £ 370, Fire & Theft only because the vehicle has been laid up (we also received £ 110 by way of Road Tax refund), whilst nothing has been needed under maintenance
Group Expenses (Badges etc. and Camping & Activities) significantly reduced at £ 629, down from £ 3,746 again because of circumstances
Under Capital Projects, work has started to construct additional Decking platforms adjacent to Jack’s Shelter, whilst catering facilities (pizza and tandoor ovens) have been installed alongside – to date £ 5,574 has been spent (£ 1,000 via NCC Community Chest fund) with c. £ 3,100 due upon completion
Finally new archery equipment has been purchased, almost fully funded by above Sports Equipment grant

STATEMENT OF CASH FUNDS HELD

Our Savings Account comprises contingency funds covering Property Maintenance £ 1,002, Minibus £ 5,796 and Capital Projects – Decking £ 544, with £ 14,659 retained separately under NCC Grants
All of this together with the Current a/c’s £ 765, means Year End Cash stands at a healthy £ 22,767

Ken Kerr, Group Treasurer – 20[th] May 2021

1st April 2020 - 31st March 2021

1st HEXHAM SCOUT GROUP

Reg. Charity no. 1050271

STATEMENT OF RECEIPTS & PAYMENTS

RECEIPTS			2021		2020
		£	£	£	£
Subscriptions			1,339.30		9,386.60
Lookwide Centre	HQ Hire		3,325.00		2,080.00
Grants	Northumberland County Council:
	Covid Business Interruption/Lockdown	21,303.71			0.00
	Community Chest	1,000.00			0.00
	Sports Equipment	1,000.00			0.00
			23,303.71		0.00
Donations	Sundry		2,556.50		1,679.00
Fundraising	Events		0.00		0.00
	Northumberland Lottery	286.00			0.00
	Amazon Smile	55.32		21.06
	PayPal Giving	25.00			0.00
			366.32		21.06
Gift Aid	Re Subscriptions		1,644.14		1,815.06
Sundry Other	Camping & Activities		0.00	2,915.00
	Minibus Road Tax Refund	110.00			0.00
	Sale of Trailer		0.00	1,500.00
			110.00		4,415.00
Bank Accounts	Savings a/c Interest		5.70		13.33
Total Receipts			32,650.67		19,410.05

1st HEXHAM SCOUT GROUP

Reg. Charity no. 1050271

1st April 2020 - 31st March 2021

PAYMENTS		2021	2020
		£ £	£ £
Membership Fees	Hadrian District Scout Council	3,646.50	3,859.50
HQ Expenses	Electricity & Gas	2,572.00	2,352.76
	Rates	0.00	0.00
	Water	244.00	288.00
	Insurance	602.69	556.91
	Maintenance	2,897.92	1,205.70
		6,316.61	4,403.37
Minibus	Insurance	370.00	835.55
	Maintenance	0.00	599.09
		370.00	1,434.64
Group Expenses	Badges, Neckers & Trophies	382.35	589.16
	Camping & Activities	247.17	3,157.12
		629.52	3,746.28
Sundry	OSM/Scouts OnLine	190.00	287.78
	Donations	96.00	50.00
	Other	0.00	446.22
	Bank Charges & Interest	0.01	0.00
		286.01	784.00
Capital Projects	Contractor Payments	5,000.00	1,414.46
	Sundry other, fixtures & fittings	1,653.05	148.73
		6,653.05	1,563.19
Total Payments		17,901.69	15,790.98

Group Scout Leader Report – AGM, May 2021

2020 was a challenging year for Scouting but a year when 1[st] Hexham demonstrated that as in the words of Baden Powell “A Scout is never taken by surprise; but knows exactly what to do when anything unexpected happens.” . Whilst the pandemic may have tried to stop the work of our sections, each showed this would not be the case. Virtual Scouting was delivered using Teams, Zoom, and the online badge facilities of Online Scout Manager.

We met when we could, worked when allowed and developed the groups offerings for all its members.

We welcomed Lee Chambers as an Assistant Scout Leader and he is already proving to be a valuable addition to the team.

David Hawkins (Hawkeye) stepped down from his uniformed role with the Scout Section and is already missed by the rest of the Adult Leadership team and the Scouts themselves, even his sense of humour!

Malcolm Coulthard left as Cub Leader during lockdown but we have welcomed Matt Shaw who has stepped into the Cub Leader role and is being assisted by Christoph Atkins who has moved to Cubs from Beavers. This has allowed the Cub Section to reopen and is already providing an excellent programme to its young people.

The Beaver section delivered meetings via zoom and formally welcomed Nils Van Den Brandt as an Assistant Leader.

Hopefully during 2021 we will continue to see the relaxation of Covid restrictions and be able to get back to more normal Scouting and providing out young people with the adventures they deserve.

I would like to pass on the groups thanks to Adam Murphy who stepped down as Group Scout Leader and left 1[st] Hexham to concentrate his efforts on Corbridge Scout Group and Hadrian District.

A huge thanks from me to all the Adults involved in helping deliver the programme to our young people, it is enormously appreciated. It cannot be underestimated the positive effect you all have on the growth and development of our youth members.

Finally could all the adults involved with the group please let everyone at their homes know we are thankful also for the support they give you to allow you the time to support us and our young people.

Stuart Ford

Acting Group Scout Leader

Group Leadership Team @ 16/05/2021

Acting Group Scout Leader: Stuart Ford

Scouts

Scout Leader: Vacant Assistant Scout Leaders: Lee Chambers, Stuart Ford

Section Helpers: David Hefferin, David Pickering, Chris Payne, Bradley Ford Young Leaders: Lewis Payne, James Anderson, Elliott Ford

Cub Scouts Cub Scout Leader: Matthew Shaw Assistant Cub Scout Leader: Christoph Atkins

Beaver Scouts Beaver Scout Leader: Andy Turner Assistant Beaver Scout Leader: Wayne Allan Assistant Beaver Scout Leader: Nils Van Den Brandt Section Helper: Austin Birnie

Assistant Scout Leader Report – AGM, May 2021

2021 – Scouting, but not as we knew it. 21 members of the Scout Section took part in the World Record Setting #CampAtHome event during lockdown and got themselves a commemorative badge for it, there were over 90,000 people from all around the world took part.

The section held meetings using Teams and Zoom until we were able to return to Face to Face at the end of September. Baden Powell once said “When you want a thing done, 'Don't do it yourself' is a good motto for Scoutmasters.” And he wasn’t wrong. Our Patrol Leaders and Assistant Patrol leaders were roped in at the beginning of May to help with development of our new Fire Pit area at the back of the Scout Centre. They did an absolutely enormous amount of work and should be very proud of their achievement as this area once complete will provide great times for years to come. They are all really keen to come back and do another work day. They will not be disappointed!

We have managed to cook pizzas, kebabs and flatbreads, have air rifle and soft archery competitions, have learned map reading skills, climbed and been challenged by The Cube.

One of our Scouts, Elliott Ford, has achieved the top award available to Scouts, The Chief Scouts Gold Award and will be presented this at the last meeting of term.

Thanks to Lee Chambers, Heff, Hawkeye, Andrew Carr, Chris Payne, David Pickering, Bradley Ford, Lewis Payne, James Anderson, and Elliott Ford for all their help and support with providing the programme and the developments for our outdoors space project.

Stuart Ford

Assistant Scout Leader

Cub Scouts

18[th] May 2021

Cubs have restarted after a one year shut‐down due to the covid‐pandemic and the loss of the previous leader. The Cubs are now lead by Matthew Shaw and Christoph Atkins.

The group has expanded to 28 cubs after some members moved up to Scouts and a large number joined from Beavers and the waiting list. It is likely that the group will remain at 28 cubs for the foreseeable future.

We have completed 4 meetings since the face to face restart, with excellent feedback from both the cubs and their parents. We have designed an excellent program, with a varied range of activities. We have made use of the excellent outdoor cooking facilities, Heff’s cube challenge and most recently enjoyed a transatlantic meet with the team members of Virgin Galactic space program.

As the weather improves with the approaching summer, we plan to focus our activities outside. We have a night walk planned together with tent building at Dilston.

We have received a good level of support from parents. We have made use of informal help with structured activities. We hope that one or two parents may be willing to step up into a trained leadership role.

We hope as the covid‐situation improves that we can branch out further. It would be pleasing if residential trips can be organised later in the year.

Matthew Shaw Christoph Atkins

Beavers as of 20[th] May 2021

After an unusual year, Beavers continues to be as popular as ever. At present our colony is running at 24 Beavers with more potentially due to join over the next few weeks. The waiting list is still quite large; however, we have a couple of people who have volunteered to start helping out and if they move on to leader training, we should be able to increase the number of Beavers in the colony.

Over the last twelve months, we have tried to hold our meetings via Zoom, when we were unable to meet face to face. While doing this, the Beavers have been able to:‐ complete their Cooks badge at home; work on their Nights Away badges while either camping in the garden or building a den in their living room; learn about different types of aircraft and build paper aeroplanes in order to achieve their Air Activities badge and work with a team from Virgin Galactic to achieve their Space badge.

We started back with face to face meetings after the Easter holidays and have put together a programme which, weather permitting, enables us to be outside as much as possible. Activities will include a hike from Dilston to Corbridge; building rafts at Dilston; building shelters at the Lookwide Cairn; a bug hunt at Tyne Green and hopefully plenty of games nights along at Dilston. We have arranged some indoor activities as well and these include indoor archery, borrowing the Cube from the Scouts and building an indoor obstacle course at the Scout Centre.

The parent helper situation is good. We have a number of parents who are happy to help us out when they can and to ask us if we would like any help before they leave after dropping off their beavers. This is something which is always very much appreciated.

In summary, the colony is doing well and all of the Beavers who come along are very keen to get involved in the activities that we arrange and are enjoying the opportunities that they are offered to them.

Thanks

The Beaver Leaders