Plymouth District AGM Minutes 20th September 2023 Present: Those attending had signed in before the AGM. (See attached) Apologies: Welcome: John Davies, District Commrssioner welcomed everyone to the meeting this evening, we opened the meeting with a presentation by the NSPCC. Dc's nomination for District Chair: Martin Limburn The DC asked if Martin would be happy to carry on and take over and run it as per going forward. Martin Limburn agreed and accepted the position. There were no questions or concerns. The DC then handed the running of the meeting over to the District Chair. Approval of previous years AGM Minutes.. The Chair asked if the Minutes were a true representation of the meeting and were they ag reed? 1) Item 7e should have been Paul Roberts was Nominated Everyone was then asked if they agreed to the Minutes. All Agreed Annual Accounts and Reports: a) Chairs Report: (See attachment Appendix 1) The Chair asked if there were any questions regarding his Report, there were none. b) Treasurer's Report and Accounts (See attached see Appendix 2) c) Dc's Report (see attached appendix 3) There were no questions as such. Elections and Appointments: a) District Secretary Margaret Limburn has agreed to stand as District Secretary, but was absent from the meeting sue to being sick, there were no other nominations from the floor b) Election of Treasurer Rachael Mason had agreed to continue in her role as treasurer. To elect Distrlct Treasurer Rachel Mason Proposed: Trevor Richards Seconded: Approved Ex•officio of the District Executive (for info) Chalr: Martin Limburn Secretary: Vacant Treasurer: Rachael Mason DC: John Davies DESC: Vacant DSNC: Vacant DYC: Vacant To elect members of the District Executive for the coming year: There are four positions on the Executive Committee. and we have had only 4 nominations submitted: Steve W￿d Chris Morton Hden Williams Trevor Richards Proposed: Paul Roberts Seconded.. Julie Jury Approve The Chair congratulated the four nominees e) To approve the Dc's nominations for the District Executive: ProFrf)sed Paul Roberts f) Youth Executive Member: Constitution.. 2 youth members. 18 - 25 years dd Nominated: g) Scruti neer for 202312024 Sarah Davis was ProFK)sed: Rachel Mason Seconded: Trevor Richards Approved 8) Awards: Paul Roberts.presented the awards for the evening 9) Constltutlon - After discussion around the current constitution it was agreed to adopt the Constitution as laid out in POR Chapter 5. It was agreed a Quorum of the District Scout Council would be 20 members. And of the Board of Trustees would be 4 members not from the same households. A.O.B. Christmas Party being arranged by Jo from 59 Seaton The AGM was brought to a close at 19.54 hr # **PLYMOUTH DISTRICT SCOUT COUNCIL CHARITY NUMBER - 1053886** **FINAL ACCOUNTS** **01/04/2022 - 31/03/2023** ## **PLYMOUTH SCOUT PROPERTIES TRUST** ## **Statement of Financial position** |**Tangible Fixed Assets**
**Current Assets**
**Current liabilities**
**Net current assets**
**Represented by**
_See Not_
_1_
_2_
_3_
_4_
_5_
_6_
_7_
_8_
_7_
_9_
Land Buildings & Equipment
Loan to Properties Sub Committee
Investment
Debtors
Current Accounts
Explorer Current Accounts
Cash
VAT
Creditors
VAT
Balance b/fwd 1/4/2022
Surplus/(Defecit) for the year
Addition of Property Trust Assets
Signed for and on behalf of the Trustees
Martin Limburn - Chair
John Davies - District Commissioner
Page 1|_e_
£
24,000.00
£
104,510.24
£
823.84
£
36,021.45
£
12,816.65
£
280.69
£
233.55|**As at 31/03/2023**
**£**
£ 201,927.08|£
24,000.00
£
104,510.24
£
-
£
35,006.89
£
12,143.28
£
257.47
£
153.42|**As at 31/03/2022**
**£**
£ 222,265.92| |---|---|---|---|---| ||**£**
**178,686.42**||**£**
**176,071.30**|| ||£
1,649.85
£
-|**£ 378,963.65**
**£ 399,076.37**
**£ 399,076.37**
£ 177,036.57
£ 397,775.26
£
1,301.11
£0.00|£
348.65
£
8.99|£ 175,713.66| ||**£**
**1,649.85**||**£**
**357.64**|| |||||| |||||**£ 397,979.58**| |||||£ 217,104.90
£
8,404.44| |||||**£ 225,509.34**| |||||£172,265.92| |||||**£ 397,775.26**| ||_Date_
_Date_||_Date_
_Date_|| ## _**Notes on Statement of Financial Position for the year ended 31 March 2023**_ |_1_
_2_
_3_
_4_
_5_
_6_
_7_
_8_|**Tangible Fixed Assets**
**Current Assets**
**Debtors**
**Scout Association Charity Deposit Account**
**District Current Account**
**Explorer Current Accounts**
**Cash held**
**VAT**
**Creditors**
Gilwood Campsite, Glenholt Plymouth
60% of the value of the assets of Plymouth
Scouts Properties Sub Committee
Loan to Blindman's Wood
1st Keyham Explorers
Tammy Loughlin
Investment Account (in total)
Reference: 1140606556 / 06556
Reference 1141806528 / 06528
Reference 1140606518 / 06518
Lloyds Bank Current Account
Equals Account
31st Explorers Account
Scott Explorers
Keyham Explorers
27th Plymouth Explorers
1st Crownhill Explorers
19th Plymouth Explorers
Scott Explorers - cash
ASU - cash
District
1st Crownhill Exporers - cash
VAT due to be claimed
B&Q
EDF
Nothing But
Plymouth Community Homes
Plymouth Properties Sub committee
Tracey Romanel
Motion Picture Licensing Company
SWW
Limtec
John Davies
1st Keyham Scout Group
Helen Williams
Barbara King
**Ringfenced money**
_WSJ fund 2023 & 2027 - legacy_
_Jamboree_
_D of E fund_
_Beaver Funds_
_Young Leader_
_ASU_
_Gilwood improvements_|**2022/23**
£50,000.00
£151,927.08
£201,927.08|**2021/22**
**2021/22**
_see also note 9_
_unable to access statement 22/23_
_correction - not included in 21/22 accounts_
_Covid grants less any running expenses 2020 - 2023_
_group currently dormant_
_Creditor figures incorrect in 20/21 accounts_
£50,000.00
£172,265.92
£222,265.92
£24,000.00
£0.00
£0.00
£0.00
£36,550.00
£52,510.24
£15,450.00
£104,510.24
£35,006.89
£716.86
£407.68
£4,893.87
£3,553.06
£1,770.41
unable to acces statement 22/23
£801.40
£12,143.28
£110.60
£95.62
£51.25
£257.47
£144.43
£29.51
-£3.64
£182.53
-£31.40
£24.00
£150.06
-£2.41
£348.65
_£3,000.00_
_£1,000.00_
_£577.41_
_£335.14_
_£2,031.96_
_£344.00_
_£28,898.68_
_£36,187.19_| |---|---|---|---| |||**2022/23**
£24,000.00
£764.74
£59.10
£823.84
£36,550.00
£52,510.24
£15,450.00
£104,510.24
£35,952.30
£69.15
£36,021.45
£716.86
£2,544.22
£5,206.37
£2,159.66
£1,770.41
£419.13
£12,816.65
£110.60
£95.62
£23.22
£51.25
£280.69
£233.55
£70.57
£27.18
£282.56
£150.06
£495.05
£79.68
55.2
-83.68
360
154.74
58.49
£1,649.85
_£3,000.00_
_£1,000.00_
_£577.41_
_£0.00_
_£2,031.96_
_£0.00_
_£27,754.24_
_£34,363.61_|**2021/22**
£24,000.00
£0.00
£0.00| ||||£0.00| ||||£36,550.00
£52,510.24
£15,450.00| ||||£104,510.24| ||||£35,006.89
_£3,000.00_
_£1,000.00_
_£577.41_
_£335.14_
_£2,031.96_
_£344.00_
_£28,898.68_| ||||_£36,187.19_| ||||£716.86
£407.68
£4,893.87
£3,553.06
£1,770.41
£801.40| ||||£12,143.28| ||||£110.60
£95.62
£51.25| ||||£257.47| ||||| ||||£144.43| ||||£29.51
-£3.64
£182.53
-£31.40
£24.00
£150.06
-£2.41| ||||£348.65| - _9_ **Transfer of Assets** _There are full, audited accounts for the Plymouth Scouts Properties Sub Committee. Current value as at 31/3/23 - £253211.80 split 60:40 between Plymouth District Scouts and Plym District Scouts_ Page 2 ## **PLYMOUTH DISTRICT SCOUT COUNCIL** **Statement of Financial Activities for the year ended 31 March 2023** |**Total income for the year**
**Membership**
**Other Expenses**
**Total expenditure for the year**
**Total income less total expenditure**
**Additional Transactions**
**Income**
**Additional Transactions**
**Expenditure**
_See Note_
_12_
_9_
_13_
_14_
_15_
_16_
Membership Fees
Membership Rebate
Investment Income Received
Activities of the Charity
Explorer Section
Grants
Transfer of 60% of assets from Plymouth Scout
Properties Trust to Plymouth District
reduction of value of Plymouth Scout Properites
Membership Fees to County
Membership Rebate to Groups
Direct Charitable Expenditure
Explorer Section
Administration
Campsite Costs
less corrections to 20/21 accounts
Balance brought forward as at 1/4/22
Balance carried forward as at 31/3/23
10
11|**2021/23**
**£**
**£49,858.84**
£38,050.00
£380.50
£203.01
£195.00
£10,530.33
£500.00|**2021/22**
**£**
£31,100.00
£310.50
£573.41
£357.01
£8,483.29
£10,667.00| |---|---|---| |||**£51,491.21**| ||**£34,492.50**
**£**
**14,065.23**
**£48,557.73**
**£1,301.11**
**£**
**399,076.37**
£0.00
£
(20,338.84)
£
34,245.00
£247.50
£
58.74
£
10,651.07
£
2,210.98
£
1,144.44
£
1,301.11
£397,775.26|£172,265.92
£
27,634.50
£519.50| |||**£28,154.00**| |||£
389.99
£
9,650.02
£
3,803.26
£
1,089.50| |||**£**
**14,932.77**| |||| |||**£43,086.77**| |||£
8,404.44
£172,265.92| |||**£180,670.36**| |||£
218,778.62
£
(1,673.72)| |||£217,104.90| |||| |||**£**
**397,775.26**| Page 3 |10
11
12
13
14
15
16|**Notes on Statement of Financial Activities for the year ended 31 March 2023**
Glenholt income
£145.00
£333.34
Oakmead income
£0.00
£11.67
Spot Tracker
£0.00
£12.00
Lease for substation
£50.00
Scott Explorers (10 Tors)
£3,472.00
£375.00
1st Keyham
£312.50
£3,448.94
19th Plymouth
£755.00
£361.00
27th Plymouth
£5,226.09
£3,739.85
1st Crownhill
£0.00
£396.00
31st Plymouth
£0.00
£162.50
Loan to 1st Keyham
£764.74
Covid Grant received for Gilwell Campsite
£0.00
£10,667.00
Squirrel Nights Away Training Grant
£500.00
£0.00
Spot Tracker
£0.00
St Georges Day
£0.00
£18.50
LGBT
£0.00
£11.49
Training costs
£58.74
£360.00
Explorer Section
£0.00
£41.35
Scott Explorers (10 Tors)
£1,335.46
£1,470.46
Young Leaders
£375.79
£140.11
1st Keyham
£723.06
£4,201.18
19th Plymouth
£1,137.27
£502.92
27th Plymouth
£6,619.49
£2,237.97
1st Crownhill
£0.00
£458.75
31st Plymouth
£0.00
£250.00
Duke of Edinburgh
£0.00
£308.28
DESC Expenses
£460.00
£39.00
Covid related expenses
£2,235.50
Awards
£128.00
£225.00
Executive expenses
£1.25
£67.50
Subscription
£412.54
£374.70
Rent (Garage)
£846.56
£900.56
Misc
£101.38
£0.00
bank charges
£18.00
£0.00
Needy fund
£151.25
£0.00
Computer and Software
£552.00
£0.00
Water
£75.74
£78.05
Electric
£761.50
£329.71
Rates
£307.20
£156.81
Repairs and renewals
£519.90
Misc
£5.03
Page 4
**Activities of the Charity**
**2021/22**
**2021/22**
**£195.00**
**£357.01**
**Explorer Section Income**
**£10,530.33**
**£8,483.29**
**Grants**
**Direct Charitable Expenditure**
**£58.74**
**£389.99**
**Explorer Section expenditure**
**£10,651.07**
**£9,650.02**
**Administration**
**£2,210.98**
**£3,803.26**
**Campsite Expenditure**
**£1,144.44**
**£1,089.50**
_hosting district website_| |---|---| year ended 311312023 Resp￿￿•(lI1eS and basis of report As tr* thwrty trurtees of the FIyTnouth Distrirt Scout Cwn¢iL are resp￿sIble f¢* rxep¥*iM al Serti￿ 145 of the 2011 Aet and sn carywng otrt my exaMty￿t￿ I h￿e followed the ap￿￿ Direrti￿ by the Charty Commission under seciw 14515llbl of the A wth the examination g¢ving mé cause to beliv￿ tr￿t in any mtsial respect L aC￿Unting records were not kept in respect ot the Plymouth District Scout Cwnal as fequir•l sèrtion 130 of the Act or Z the accounts do not accord with those record¥ or accourrts set out in the Charitses Wceounts arKI ReFQrtsl ReguLitiw$ 2CQ8 other than ary uirement that the accounts give a and f•K view 4¥bith is not a mattef consthd as pwt o* an independent examination. I have no corTrcems arTrd have come across no other mattèrs in ¢Mnert•)n v￿th examinati￿ to vthith attention 5￿Ul0 be drawn in this report in order to enable a proper understsndiNJ of thè to be reathed. Signed.. 3ALk u fJAVIES Relevant professional qualrfication or membership of w0f￿￿onaL t￿leS frfanyl: [4 CC A Address: SI AAI(ZA IIA(E rtYmov73q , 149 H Date. OQ foll ts Independent examiner's report to the trustees of Plymouth Properties Subcommittse la Sub Committee of Plymouth Dlstrlct Scout Councll and Plym Distrlrt Scout Counal I report to the tnjstees on my examination of the accounts of the Plymouth Properties Subcommittee lor the year Ènded 3 110312023. Responsibilities and basis of report As the charity trustees of the Plymouth Properties Subcommittee. you are resFx)nsible for the prèparation of the accounts in accordance with the requirements of the Charities Art 20111'the Artl. I report in respert of my examination of the Plymouth Properties Subcomrnittee actounts carried out under section 145 of the 2011 Act and in carrying out my èxamination I have fouowed alL the appticable Dirertions 9iven by the Charity Commission under section 14515llbl of the ACL Independent examinerfs statement I have completed my examin*i¢)n. I confirm that material matters have come to my attention in Connection with thè examination giving me cause to betieve that in any material rÈspeet' accounting ￿COrdS were not kept in respert of the PiymoLrth Properties Subcommrttee as requi￿d by sertion 130 of the ACL. or 2. the a¢counts do not accord wrf(h those iecords.. or 3. the accounts do not comply with the applicable requirements ctsnc•ming the form and content of accounts set out in the Charities (Accounts and Repjrtsl Regulations 2008 other than any requirement that the accounts give a Iruè and fair whith is not a matt•r considered as part of an independent examination. I have no concerns and have come across no other m3tter5 in connection with the examination to whith attention should be drawn in this report in order to enable a proper understanding of the atcounts to be reached. Signed: Name: Relevant professional qualification or membership of professional 1x￿leS Irf any): A CCA Sff 4 H Dhvies Address.. Sq ij ighl)o￿ PLAC£ , @YmGufH , q#É Date. Oq i (I I ZS