## **AGM for 1[st] Gilwern Scout Group** ## **Scout Hut** ## **September 15[th] 2021 at 7pm** ## **1 Welcome** The Chair welcomed all in attendance and was delighted to be able to welcome people back in person. Some local dignatories were invited this year so the Chair was pleased to welcome Ian Kirby from the Church and Richard Dixon, Chair of the Community Council. The Chair noted that it was pleasing to be integral to the Community. It is hopeful that more parents will be in attendance next year but the current concerns about the pandemic are still valid and recognised. The chair noted that the AGM is a formal requirement of the Charity Commission and the minutes of this meeting will be submitted to them. ## **2 Apologies** Jane Pratt, Tom Spinks, Simon Howarth, Fred Morgan, Rachael Morgan, John Hands, Rachel Ball, Ceri Carlyon. ## **3 Previous Minutes** No minutes are available from last year, the last formal AGM minutes are 2 years old so no longer relevant. ## **4 Receive and approve reports** The Chair formally welcomed Wendy Davies to her new role as Section Leader and gave thanks to WD for her commitment whilst noting all leaders are volunteers so very grateful for all the support. Thanks was expressed to excellent leaders across all sections. Cubs Sarah Louise Spinks gave a report on behalf of the Cubs. The section leaders have been working hard throughout the pandemic, ensuring that Christmas events managed to take place and gifts deliveries took place. Several zoom events took place and the group returned to face to face after Easters, with a very full group. SLS reported that they are fortunate to be growing still in terms of members and leaders, but the group always need and appreciate help so would like to invite volunteers to help out at any point. Numbers are still on increasing, with children moving up from Beavers and also new group members. The groups remains mindful of keeping spaced out and utilising outdoor space whenever possible. 140 badges have been issued, with 15 cubs achieving the cubs silver scout award which is amazing. Requirements were amended so that badge work could be completed at home, such as camping in gardens etc. No sleepovers are currently arranged due to large numbers and covid restrictions. The Chair noted that there are almost 150 cubs in the groups which is the largest in Monmouthshire. Part of the groups success is attributed to the volunteers and parents whom support all activities. It is also important to note that many founder members are still involved which is really fabulous and shows strength of local community support. ## Scouts Richard Evers gave an update to the meeting, Face to face meetings were planned from October but were delayed until March. The group made use of the Gilwern outdoor centre to facilitate meetings over the summer to provide the outside space. This section also continues to thrive and grow, so much so that current arrangements are that the Scouts will meet each week but each Scout will attend on a fortnightly basis. ## Beavers Rachel Morgan will take over as Beaver Leader as maternity leave allows. Support will be given from all other section leaders and associate groups leaders. Some zoom activities took place, before in person activities could take place but were difficult due to the young age of the section. All Beavers are new to the group throughout lockdown and an activity day is planned. ## 5 **Treasurer report** – attached. The treasurer reported that the group is financial stable at the moment due in parts to some grants that were able to be claimed. The Chair added that the strong membership and commitment of the Section will continue to develop and maintain financial stability. The groups will expand outdoor covered facilities as monies permit. Copies of all documents are available. ## 6 Appointments Appointment of Chair, Secretary, Treasurer WD nominated BD as Chair, this was seconded and supported and BD was duly appointed. BD nominated RC as Secretary, this was seconded and supported and RC was duly appointed. BD nominated EM as Treasuerer, this was seconded and supported and EM was duly appointed Scrutinser of accounts – Lynda Robinson Appointment of Executive Committee Members: Jane Whitehead Christine Hands Pat Hillman Tom Spinks Carl Davies Rebecca Clements All the Section Leadership team Beavers parents representative required - WD will email out to all Beavers parents to ask for volunteers. ## **7 Presentation of Awards** The section awards took place and were presented to: Scouts – Gwennan Dickinson, Joseph Callendar Davies, Owen Spinks. Cubs – Brady Reen, Daisy Owen, Iola Lewis Beavers – Jack Backshaw, Reuben Callendar Davies Beavers of the Year – Dillon, Catrin Spinks ## **8 AOB** AGM in July next year. Will be event BBQ, games etc. Thanks to all for attending. ## **1st Gilwern Scout Group – 2020-21 Financial Summary** ## **2020-21 TOTALS** |Add Receipts
Less Payments
**Latest Cash Book Balance**
**Uncleared Cheques from 2019-20**
**Camps**
1. May Group Camp
2. Scouts Activities
3. Cub Activities
4. Beaver Activities
**Ongoing Activities**
Group Subs
Gift Aid
Activities & Trips
Scarves , Badges & Clothing
Fundraising
Group Membership Costs + Refunds
Activities & Trips
HQ Maintenance
Utilities
Scarves , Badges & Clothing
Sundries
**Grant Purchases**
Donations & Grants
New Equipment
Donations & Grants
**TOTALS:**
**Transfers Between Accounts**
**TOTALS :**
**Latest Lloyd's Bank Balance :**
**TOTAL BANK BALANCE :**
_Check :_
**Balances as of 31**
**st March 2020**
**Cashbook Balances 2020-21**
5. Normandy / Llangorse 2021
Money Transfer to Paypal Account
**Latest Paypal Balance :**|Add Receipts
Less Payments
**Latest Cash Book Balance**
**Uncleared Cheques from 2019-20**
**Camps**
1. May Group Camp
2. Scouts Activities
3. Cub Activities
4. Beaver Activities
**Ongoing Activities**
Group Subs
Gift Aid
Activities & Trips
Scarves , Badges & Clothing
Fundraising
Group Membership Costs + Refunds
Activities & Trips
HQ Maintenance
Utilities
Scarves , Badges & Clothing
Sundries
**Grant Purchases**
Donations & Grants
New Equipment
Donations & Grants
**TOTALS:**
**Transfers Between Accounts**
**TOTALS :**
**Latest Lloyd's Bank Balance :**
**TOTAL BANK BALANCE :**
_Check :_
**Balances as of 31**
**st March 2020**
**Cashbook Balances 2020-21**
5. Normandy / Llangorse 2021
Money Transfer to Paypal Account
**Latest Paypal Balance :**|None
**Payments**
£0.00
£0.00
-£45.00
£0.00
-£4,844.76|£15,804.19
£26,965.63
-£12,439.72
**£30,330.10**
**Receipts**
**Profit/(Loss)**
£0.00
£0.00
£0.00
£0.00
£0.00
-£45.00
£0.00
£0.00
£4,636.31
-£208.45
**£4,636.31**
**-£253.45**
£850.45
£0.00
£150.04
£188.29
£0.00| |---|---|---|---| |||**-£4,889.76**|| |||-£4,326.00
-£516.37
-£48.00
-£1,756.80
-£294.54
-£50.00|| |||-£6,991.71|£1,188.78
-£5,802.93| |||-£508.25
-£50.00|£21,140.54| |||-£558.25|£21,140.54
£20,582.29| ||||| |||**-£12,439.72**
**£0.00**|**£26,965.63**
**£14,525.91**
**£0.00**
**£26,965.63**
**£14,525.91**

_-£0.00_
0.00| |||**-£12,439.72**|| ||**:**
_:_
|_£0.00_
**£1,944.21**
**£28,385.89**
**£30,330.10**
_£0.00_|| ## **END OF YEAR TREASURER'S NOTES** 1. Although our income from Subscription for the last year has been low, we have been fortunate to receive £21,000 in Grants, giving us an end of year balance of £30,330.10. 2. Our costs for the last year have been mainly the maintenance of the Scouts HQ, plus some purchases to allow for the safe return to Scouting. Other costs have been incurred in the continuation of Scouting activities virtually with Badges still being earned. > 3. With the cancellation of the Normandy/Llangorse Trip we are now in a position to start refunding the fees to parents. This will amount to a total of £7270 in refunds, plus the deposit of £3754.76 will be held by Acorn Adventure for a future expedition. ## **– 1st Gilwern Scout Group Year on Year Comparison** ||**2020/21 TOTALS**
£15,804.19
£26,965.63
-£12,439.72
£30,330.10
None
**Un**
**Payments**
**Receipts**
**Profit/(Loss)**
£0.00
£0.00
£0.00
£0.00
£0.00
£0.00
-£45.00
£0.00
-£45.00
£0.00
£0.00
£0.00
-£4,844.76
£4,636.31
-£208.45
**-£4,889.76**
**£4,636.31**
**-£253.45**
£850.45
£0.00
£150.04
£188.29
£0.00
-£4,326.00
-£516.37
-£48.00
-£1,756.80
-£294.54
-£50.00
-£6,991.71
£1,188.78
-£5,802.93
£21,140.54
-£508.25
-£50.00
-£558.25
£21,140.54
£20,582.29
**£0.00**
**£0.00**
-£12,439.72
£26,965.63
£14,525.91
**£30,330.10**
**31/03/21**|**2019/20 TOTALS**
£5,751.02
£36,889.84
-£26,836.67
**£15,804.19**
**cleared Cheques from 2018-19**
None
**Uncl**
**Payments**
**Receipts**
**Profit/(Loss)**
-£1,826.86
£2,798.08
£971.22
-£703.22
£865.94
£162.72
-£3,430.38
£3,710.52
£280.14
-£893.26
£1,208.31
£315.05
-£2,150.00
£6,258.65
£4,108.65
**-£9,003.72**
**£14,841.50**
**£5,837.78**
£9,242.41
£3,372.09
£0.00
£490.85
£1,432.30
-£5,723.00
-£891.97
-£699.04
-£2,230.87
-£2,482.99
-£247.88
-£12,275.75
£14,537.65
£2,261.90
£3,084.99
-£610.27
-£521.23
-£1,131.50
£3,084.99
£1,953.49
-£4,425.70
£4,425.70
-£22,410.97
£32,464.14
£10,053.17
**£15,804.19**
**31/03/20**
**Balance as of 31**
**st March 2019**
**Balance as of 3**|**2019/20 TOTALS**
£5,751.02
£36,889.84
-£26,836.67
**£15,804.19**
**cleared Cheques from 2018-19**
None
**Uncl**
**Payments**
**Receipts**
**Profit/(Loss)**
-£1,826.86
£2,798.08
£971.22
-£703.22
£865.94
£162.72
-£3,430.38
£3,710.52
£280.14
-£893.26
£1,208.31
£315.05
-£2,150.00
£6,258.65
£4,108.65
**-£9,003.72**
**£14,841.50**
**£5,837.78**
£9,242.41
£3,372.09
£0.00
£490.85
£1,432.30
-£5,723.00
-£891.97
-£699.04
-£2,230.87
-£2,482.99
-£247.88
-£12,275.75
£14,537.65
£2,261.90
£3,084.99
-£610.27
-£521.23
-£1,131.50
£3,084.99
£1,953.49
-£4,425.70
£4,425.70
-£22,410.97
£32,464.14
£10,053.17
**£15,804.19**
**31/03/20**
**Balance as of 31**
**st March 2019**
**Balance as of 3**|**2019/20 TOTALS**
£5,751.02
£36,889.84
-£26,836.67
**£15,804.19**
**cleared Cheques from 2018-19**
None
**Uncl**
**Payments**
**Receipts**
**Profit/(Loss)**
-£1,826.86
£2,798.08
£971.22
-£703.22
£865.94
£162.72
-£3,430.38
£3,710.52
£280.14
-£893.26
£1,208.31
£315.05
-£2,150.00
£6,258.65
£4,108.65
**-£9,003.72**
**£14,841.50**
**£5,837.78**
£9,242.41
£3,372.09
£0.00
£490.85
£1,432.30
-£5,723.00
-£891.97
-£699.04
-£2,230.87
-£2,482.99
-£247.88
-£12,275.75
£14,537.65
£2,261.90
£3,084.99
-£610.27
-£521.23
-£1,131.50
£3,084.99
£1,953.49
-£4,425.70
£4,425.70
-£22,410.97
£32,464.14
£10,053.17
**£15,804.19**
**31/03/20**
**Balance as of 31**
**st March 2019**
**Balance as of 3**|**Balance as of 3**|**2018/19 TOTALS**
£9,658.35
£32,081.82
-£35,989.15
**£5,751.02**
**eared Cheques from 2017-18**
None
**Payments**
**Receipts**
**Profit/(Loss)**
-£3,581.27
£3,098.07
-£483.20
-£283.87
£387.50
£103.63
-£2,852.46
£4,319.58
£1,467.12
-£509.50
£536.50
£27.00
£0.00
£0.00
£0.00
**1**
**st March 2018**
**Unc**
**Cashbook Balances 2018-19**|**2018/19 TOTALS**
£9,658.35
£32,081.82
-£35,989.15
**£5,751.02**
**eared Cheques from 2017-18**
None
**Payments**
**Receipts**
**Profit/(Loss)**
-£3,581.27
£3,098.07
-£483.20
-£283.87
£387.50
£103.63
-£2,852.46
£4,319.58
£1,467.12
-£509.50
£536.50
£27.00
£0.00
£0.00
£0.00
**1**
**st March 2018**
**Unc**
**Cashbook Balances 2018-19**|**2018/19 TOTALS**
£9,658.35
£32,081.82
-£35,989.15
**£5,751.02**
**eared Cheques from 2017-18**
None
**Payments**
**Receipts**
**Profit/(Loss)**
-£3,581.27
£3,098.07
-£483.20
-£283.87
£387.50
£103.63
-£2,852.46
£4,319.58
£1,467.12
-£509.50
£536.50
£27.00
£0.00
£0.00
£0.00
**1**
**st March 2018**
**Unc**
**Cashbook Balances 2018-19**| |---|---|---|---|---|---|---|---|---| |||**cleared Cheques from 2018-19**
**Payments**
-£1,826.86
-£703.22
-£3,430.38
-£893.26
-£2,150.00
**-£9,003.72**
-£5,723.00
-£891.97
-£699.04
-£2,230.87
-£2,482.99
-£247.88
-£12,275.75
-£610.27
-£521.23
-£1,131.50
-£4,425.70
-£22,410.97
**£15,804.19**||||||| |||||||**Payments**
-£3,581.27
-£283.87
-£2,852.46
-£509.50
£0.00||| ||**-£4,889.76**|||**-£9,003.72**||**-£7,227.10**||**£8,341.65**
**£1,114.55**| ||-£4,326.00
-£516.37
-£48.00
-£1,756.80
-£294.54
-£50.00|||-£5,723.00
-£891.97
-£699.04
-£2,230.87
-£2,482.99
-£247.88||-£4,150.00
-£739.82
-£1,597.21
-£2,285.27
-£2,542.39
-£1,452.09||£6,876.61
£0.00
£142.50
£829.46
£1,028.96| ||-£6,991.71|||-£12,275.75||-£12,766.78||£8,877.53
-£3,889.25| ||-£508.25
-£50.00|||-£610.27
-£521.23||£0.00
-£12,709.64||£11,577.01| ||-£558.25|||-£1,131.50||-£12,709.64||£11,577.01
-£1,132.63| |t|**£0.00**|||-£4,425.70||**£0.00**||**£0.00**| ||-£12,439.72|||-£22,410.97||-£32,703.52||£28,796.19
-£3,907.33| |**:**|**£30,330.10**|||**£15,804.19**|||**£5,751.02**|**31/03/19**| CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to the trnsteesl members of 1° Gilwem Scout Group On accounts for the year ended 31st March 2021 Charity no (rf any) 1075970 Set out on pages I report to the trustees on my examination of the accounts of the above charity (Ihe Trusf) for the year ended 31.3.2021 Responsibilities and basis of report As the Gharivs trustees, you are responsible for the preparation of the accounts in accordan￿ wtth the requirements of the Charities Act 2011 ('the ACV). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carying out my examination, I have followed all the applicable Directions given by the Charity Commission utmler section 145(5){b) of the Act. Independent I have completed my examination. I confirn that no material matters have examinorfs statement come to my attention in connedion with the examination which gives me cause to believe that in. any material respect: the accounting records V￿re not kept in accordance with section 130 of the Charities Act,. or the accounts did not accord wtth the accounting ￿CordS., or the accounts did not comply with the applicable requirements con￿mIng the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2CNJ8 other than any requirement that the accounts gtve a true and fair view which is not a matter considered as part of an independent examination. I have no concems and have Come across no other matters in connection with the examination to bthich attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Signed: Date: 27.08.2021 Name: Lynda Robinson Relevant professional qualffication(s) or body (If any): Address: 6 Orchard Close, Gilwem, NP7 OEN IER Oct 2018