Plymouth District AGM Minutes 20[th] September 2023
1. Present: Those attending had signed in before the AGM. (See attached)
2. Apologies: S e e t h e a t t a c h e d s h e e t
3. Welcome – Martin Limburn opened the meeting and thanked everyone for attending.
4. Approval of the minutes from AGM 2023 – The outgoing board recommended the minutes, Seconded by Bob Black, approved by a show of hands
5. Constitution – The board recommended the model constitution as per POR, Seconded by Danielle Wilson approved by a show of hands
6. Number of members of the Board – the board recommended 10 people are appointed to the board, seconded by Helen Williams approved by show of hands
7. Quorum of the District Scout Council – The board recommended the quorum to be set at 20 members for future meetings, seconded by Les Barnfield, approved by a show of hands
8. District Lead Volunteer report – Steve Donohue gave a summary of the activities from the year 23-24
9. Annual Statement of Accounts – although the accounts had been independently examined, it was discovered that they contained an error. It was proposed by the chair that the trustee’s would seek a 3[rd] party to re-examine and correct this error
10. The Chair of the meeting was handed over to the D-LV to appoint Martin Limburn as chair, approved by a show of hands
11. Chair of the meeting returned to the District chair
12. The board recommend Rachael Mason be appointed as District Treasurer, approved by show of hands
13. The board recommend the following should be appointed to the trustee board – Paul Roberts, Chris Morton, Trevor Richards,
Steve Woods, Helen Williams, Julie Jury & Dan Ostenfeldt, Approved with a show of hands
14. The Chair Thanked Margaret Limburn for her work as a Trustee as she has now stepped down
15. Appoint Vice Presidents – Pat Brookes, Graham Brookes and pam Jewitt are appointed as VP’s A show of hands to approve.
16. Independent Examiner – It was proposed by Martin Limburn Seconded by Chris Morton, that we need to find another Examiner due to the issues with this years accounts, approved by a show of hands
17. Nominations to represent the District on the County Scout Council
-
Danielle Willson & James Parker have been prosed and seconded to
-
this role, approved with a show of hands.
18. Awards were presented
19. The meeting was closed by the Chair at 19:42
PLYMOUTH DISTRICT SCOUT COUNCIL
CHARITY NUMBER - 1053886
FINAL ACCOUNTS
01/04/2023 - 31/03/2024
PLYMOUTH DISTRICT SCOUTS
Statement of Financial position
| Tangible Fixed Assets Land Buildings & Equipment 1 Current Assets Loan to Properties Sub Committee Loan to 35th Scout Group Investment 3 Debtors 2 Current Accounts 4 Explorer Current Accounts 5 Cash 6 VAT 7 Current liabilities Creditors 8 VAT 7 Net current assets Net assets Represented by Balance b/fwd 1 April Surplus/(Defecit) for the year Error correction Signed for and on behalf of the Trustees Martin Limburn - Chair |
£ £ 200,533.71 30,000.00 13,674.24 - 1,154.51 398,249.80 14,741.24 197.47 39.28 458,056.54 1,276.64 - (1,276.64) 456,779.90 657,313.61 378,963.65 278,349.96 657,313.61 error - Date As at 31/03/2024 |
£ £ 201,927.08 24,000.00 - 104,510.24 823.84 36,021.45 12,816.65 280.69 233.55 178,686.42 1,649.85 - (1,649.85) 177,036.57 378,963.65 397,775.26 (19,037.73) 226.12 As at 31/03/2023 |
£ £ 201,927.08 24,000.00 - 104,510.24 823.84 36,021.45 12,816.65 280.69 233.55 178,686.42 1,649.85 - (1,649.85) 177,036.57 378,963.65 397,775.26 (19,037.73) 226.12 As at 31/03/2023 |
|---|---|---|---|
| 1,276.64 - |
1,649.85 - |
||
| 378,963.65 278,349.96 |
397,775.26 (19,037.73) 226.12 |
||
| 177,036.57 | |||
| 378,963.65 | |||
| error Date |
378,963.65 | ||
Page 1
Notes on Statement of Financial Position for the year ended 31 March 2023
| 1 2 3 4 5 6 7 8 |
2023/24 Tangible Fixed Assets Gilwood Campsite, Glenholt Plymouth 50,000.00 60% of Properties sub-committee assets 150,533.71 200,533.71 Current Assets Loan to Properties Sub Committee 30,000.00 Loan to 35th Scout Group 13,674.24 43,674.24 Debtors 1st Keyham Explorers 1,154.51 Tammy Loughlin - 1,154.51 Investment Account (in total) Reference: 1140606556 / 06556 - Reference 1141806528 / 06528 - Reference 1140606518 / 06518 - - District Current Account Lloyds Bank Current Account 397,406.29 Equals Account 843.51 398,249.80 Ringfenced money WSJ fund 2023 & 2027 - legacy 3,000.00 Jamboree 1,000.00 D of E fund 577.41 Young Leader 2,031.96 ASU 344.00 Gilwood improvements 26,382.05 33,335.42 Explorer Current Accounts 31st Explorers 716.86 Scott Explorers 1,836.38 Keyham Explorers 5,850.41 27th Plymouth Explorers 1,057.06 1st Crownhill Explorers 1,770.41 19th Plymouth Explorers 227.62 1st Roborough 3,282.50 14,741.24 Cash held Scott Explorers - cash 50.60 ASU - cash 95.62 District - 1st Crownhill Exporers - cash 51.25 197.47 VAT VAT due to be claimed 39.28 Creditors S J Power 280.00 EDF - Plymouth Community Homes 78.39 Plymouth Properties Sub committee - Tracey Romanel 150.06 Motion Picture Licensing Company - SWW 82.99 Limbtec 55.20 John Davies - 1st Keyham Scout Group - Helen Williams - Barbara King - Mountbatten Watersports & Activity Centre 630.00 1,276.64 Scout Association Charity Deposit Account |
2022/23 50,000.00 151,927.08 see also note 9 201,927.08 24,000.00 £6000 paid on 28/02/24 - Covers building work to re-open the group 24,000.00 764.74 59.10 823.84 36,550.00 Account closed 52,510.24 Account closed 15,450.00 Account closed 104,510.24 35,952.30 69.15 36,021.45 3,000.00 1,000.00 577.41 2,031.96 - 27,754.24 Covid grants less any running expenses 2020 - 20 34,363.61 716.86 group currently dormant 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 55.20 (83.68) 360.00 154.74 58.49 - 1,649.85 |
|---|---|---|
9 Transfer of Assets
There are full, independently inspected accounts for the Plymouth Scouts Properties Sub Committee.
b/f Transfer of 60% of Assets from 2022/2023 151,927.08 Transfer of 60% of assets from 2022/23 150,533.71 (1,393.37)
Page 2
PLYMOUTH DISTRICT SCOUT COUNCIL
Statement of Financial Activities for the year ended 31 March 2024
| Income See Note Membership Fees Membership Rebate Investment Income Received Activities of the Charity 10 Explorer Section 11 Donations Transfer from 29th Plymouth on closure Grants 12 Total income for the year Additional Transactions Change in value of 60% of Properties sub- committee assets 9 Expenditure Membership Membership Fees to County Membership Rebate to Groups Other Expenses Direct Charitable Expenditure 13 Explorer Section 14 Administration 15 Campsite Costs 16 Grants to groups Total expenditure for the year Total income less total expenditure Unknown difference Balance brought forward as at 1 April Error from previous year Balance carried forward as at 31/3/24 |
2023/24 £ 56,662.50 828.87 1,327.00 964.22 10,298.29 253,500.00 15,705.79 - 339,286.67 (1,393.37) 40,091.00 34.50 40,125.50 208.00 9,577.75 2,751.87 1,372.19 5,500.00 19,409.81 59,535.31 278,357.99 (8.03) 278,349.96 378,963.65 657,313.61 |
2022/23 £ 38,050.00 380.50 203.01 195.00 10,530.33 - - 500.00 |
|---|---|---|
| 49,858.84 | ||
| (20,338.84) 34,245.00 247.50 |
||
| 34,492.50 | ||
| 58.74 10,651.07 2,210.98 1,144.44 - |
||
| 14,065.23 | ||
| 48,557.73 | ||
| (19,037.73) - |
||
| (19,037.73) | ||
| 397,775.26 226.12 |
||
| 378,963.65 |
Page 3
Notes on Statement of Financial Activities for the year ended 31 March 2024
| 10 11 12 13 14 15 16 |
Activities of the Charity Glenholt income Oakmead income D of E Lease for substation Miscellaneous Explorer Section Income Scott Explorers (10 Tors) 1st Keyham 19th Plymouth 27th Plymouth 1st Crownhill 31st Plymouth 1st Robourough Grants Squirrel Nights Away Training Grant Direct Charitable Expenditure St Georges Day Beaver Activity day Training costs Explorer Section expenditure Explorer Section Scott Explorers (10 Tors) Young Leaders 1st Keyham 19th Plymouth 27th Plymouth 1st Crownhill 31st Plymouth 1st Roborough Duke of Edinburgh DESC Expenses Administration Awards Executive expenses Subscription Rent (Garage) Misc Bank charges Needy fund Computer and Software Campsite Expenditure Water Electric Rates Repairs and renewals Misc |
2023/24 621.00 - 270.00 50.00 23.22 964.22 3,330.00 644.04 690.00 1,744.25 - - 3,890.00 10,298.29 - - - 45.00 163.00 208.00 39.15 4,480.65 81.24 - 881.51 2,846.85 - - 607.50 640.85 - 9,577.75 113.70 - 66.63 1,695.09 142.05 - - 734.40 2,751.87 191.53 669.52 161.67 349.47 - 1,372.19 |
2022/23 145.00 - - 50.00 |
|---|---|---|---|
| 195.00 | |||
| 3,472.00 312.50 755.00 5,226.09 - - - |
|||
| 8,483.29 | |||
| 500.00 | |||
| 500.00 | |||
| - - 58.74 |
|||
| 58.74 | |||
| - 1,335.46 375.79 723.06 1,137.27 6,619.49 - - - - 460.00 |
|||
| 10,651.07 | |||
| 128.00 1.25 412.54 846.56 101.38 18.00 151.25 552.00 |
|||
| 2,210.98 | |||
| 75.74 761.50 307.20 - - |
|||
| 1,144.44 |
17 Related party transactions Website hosting is provided by Limbtec Ltd, a company owned by the Chair of Trustees. A total of £734.40 was paid to Limbtec Ltd during the year.
Page 4
| Group Opening balance of current account Income Expenses Net surplus/(deficit) Closing balance |
31st 1st Keyham 27th Plymouth 1st Crownhill 19th Plymouth Scott/Ten tors 1st Roborough Total 716.86 £ 5,206.37 £ 2,159.66 £ 1,770.41 £ 419.13 £ 2,544.22 £ - £ 12,816.65 £ - £ 644.04 £ 1,744.25 £ - £ 690.00 £ 3,330.00 £ 3,890.00 £ 10,298.29 £ - £ (2,846.85) £ (881.51) £ (4,037.84) £ (607.50) £ (8,373.70) £ |
|---|---|
| - £ 644.04 £ (1,102.60) £ - £ (191.51) £ (707.84) £ 3,282.50 £ 1,924.59 £ |
|
| 716.86 £ 5,850.41 £ 1,057.06 £ 1,770.41 £ 227.62 £ 1,836.38 £ 3,282.50 £ 14,741.24 £ |
Independert examinerfs report to the trustees of P(ymryJth District Sc(Art C¢)unal I report to the trustees on my examination of the accourts Piyrrwyjth District Scout Council for the year ty1ed 3110312024. As the th•iity trustees of the Plymouth DistrKt Scout CounoL you are responsible for the preparation of the accou in accordance with the reqUireMts of the Chanties Act 2011 Ilhe Act'l. I rq)ort In respect of my examnation of the Plymouth Distrirt Scout Council accounts carried out under sectlon 145 of the 2011 Act In t my exwnination I have f¢Alowed all the apptscable Directions liven ty the Charrty C¢vnmission section 145{51(bl ol the Aci Indepen examinerfs statement I have cwnpieted rny examination. I confirm that no material matters have corne to my attention in connection with the examination giving me cause to believe that in any material respect accounting rectyds were not kept in respect of the PLymouth District Scout Counal as required by section 130 of the Act Z the accounts do not aCCd with those records: or 3. the accounts do not comply with the applicable reqUireMts conceming the form and content of accounts set out In the Charities IAccounts and Reports) Regulations 2008 other than anv requlrement that the accounts give a Irue and fair view whKh is not a matttr considered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination to which attenkn should be drawn in this report in ordff to enable a woper understanding of the accounts to be reach* Signed: Nam SrfkH II /(fvieg Relevant wofessional quaiifKatsw or membership of professional b(xlies (rf any): ACCA Address £9 14Ji£4U£ IlAC AsscLI P(T iaK] 0£ CÉILT 7Cl3 C4 A- £T&F )1 ACCCA) Dat&. PL Ymcun-l PL4 q frt O(/cq 1£