## **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 ty￿1ed 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 reqUireM￿ts 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 aCC￿d with those records: or 3. the accounts do not comply with the applicable reqUireM￿ts 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£