## GILWERN SCOUT COUNCIL
## Annual General Meeting
Monday 15[th] July 2024, 6.30pm Gilwern Scout Group Hut
## AGENDA
## 1. Introduction and welcome
Bryan Davies – Chairperson welcomed all to the meeting and explained the difference in the AGM format meeting which now follows the Nationwide guidelines which is managed as a charity and board of trustees.
BD asked that all that complete the Gift Aid permissions to help contribute to the group funds to keep the group running.
2. Apologies for absence
Community Council and Hope Church.
3. Governance topics
- a. Approve the minutes of the Annual General Meeting held on 17[th] July 2023.
Minutes have been approved by the board of the trustees and will be circulated for wider consideration. These will be circulated with the minutes from this meeting.
- b. Adopt the model constitution from Policy, Organisation and Rules (POR)
The group approved this approach.
- c. Note the Group’s financial year
EM explained the summary of accounts for the last financial year. Two lots of Scout subs were paid to Scouts Cymru. in one financial year which is why this shows as a deficit.
The group has moved energy suppliers to Octopus energy. EM asked that if anyone is thinking of moving, please let the group know as we can do a referral which gives both the customer and group £50 each.
The subscription charges will increase by £1.50 per month this year as a financial review has shown as the group is running at a loss and no increases have been made for some time.
- d. Approve appointed and community members of the Group Scout Council
BD asked all in attendance to sign the register to record the membership of the Scout Council and explained that they are the Scout Group Council
- e. Agree the number of members that may be appointed to the Trustee Board
BD we currently have 8 trustees who are happy to continue whilst the new guidelines and processes are embedded.
- f. Agree the quorum for future meetings of the Group Scout Council (excluding this AGM)
All agreed.
## 4. Review of the previous year
- a. The Group Lead Volunteer’s review of Scouts in the Gilwern Scout Group
WD has included a report in the handouts.
- b. Receive and consider the Annual Report of the Group Trustee Board, including the annual Statement of the Accounts
BD included a Chairs report in the handouts.
BD gave thanks to the wonderful group of volunteers who make the Scout Group possible. Gilwern has strong and long history of scouting in the village. Over 150 members are currently registered which is the biggest group in Monmouthshire.
BD explained that the Scout Hut facilities need updating to reflect the size of the group.
NFU are kindly making a donation to the group to support the renovations.
## 5.
## Making appointments
- a. Appoint the Group Chair, following recommendation from the open selection process initiated by the Group Trustee Board
BD was re-appoinmted.
- b. Appoint the Group Treasurer, following recommendation from the open ion process initiated by the Group Trustee Board
EM was re-appointed.
- c. Appoint members of the Group Trustee Board, following recommendations from the open selection process initiated by the Group Trustee Board
- d. (Re-)appoint Group President and/or Vice Presidents
- e. Appoint the Scrutineer / Independent Examiner / Auditor
The scuutinner is currently on holiday but this will also be circulated with the other papers.
## 6. Closing remarks
Presentations to the groups sections
BD closed the meeting and gave thanks to parents for all their support.
## **Group Structure**
1[st] Gilwern Scouts is steered by its volunteers. This is split between the uniformed leaders who run the programme and the Group Executive Committee who are responsible for the day to day management of the Group, its assets, finances and resources
## **Administrative Information**
The Group's governing documents are those of the Scout Association. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the Association and The Policy, Organisation and Rules of The Scout Association.
The Group is a trust established under its rules which are common to all Scouts. The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association.
## **Role of Executive Committee**
This Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of the appointments and is responsible for:
- The maintenance of Group property;
- The raising of funds and the administration of Group finance;
- The insurance of persons, property and equipment;
- Group public occasions;
- Assisting in the recruitment of leaders and other adult support;
- Appointing any sub Boards that may be required;
- Appointing Group Administrators and Advisors other than those who are elected.
## **Objectives and Activities**
The objectives of the Group are to run as a unit of The Scouts, with independent governance and finances.
The Aim of The Scouts is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potentials, as individuals, as responsible citizens and as members of their local national and international communities.
The method of achieving the Aim of the Association is by providing an enjoyable and attractive scheme of progressive training, based on the Scout Promise and Law and guided by adult leadership.
Volunteers within the group give up their own time, freely, to undertake the required training of the Scout Association to ensure Scouting activities are run in accordance with the Policy, Organisation and Rules of the Association and remain safe and fun.
## **Reserve & Investment Policy**
The Group's policy on reserves is to hold sufficient resources to continue the charitable activities of the group should income and fundraising activities fall short. The Board of Trustees considers that the group should hold a sum equivalent to 12 months running costs. The group has agreed the policy that a budget should be created at the start of the financial year. This budget should be managed by the Executive Committee and Leaders. All activities should be paid for in full by fees, unless agreed by the Executive Committee in advance of the activity. Trustees will review the Reserve Policy in the 2020 financial year to better support the Group.
All investments will be made in the interests of the group, and all of its current members. Any investment will be approved in line with the Executive Committee’s voting structure.
**2023-24**
## **– 1st Gilwern Scout Group Receipts & Payments**
|**Camps**
**Receipts**
**Payments**
1. Summer Camp
£5,222.59
-£7,714.72
2. Scouts Activities
£2,335.66
-£2,309.84
3. Cub Activities
£3,487.67
-£3,256.31
4. Beaver Activities
£913.35
-£782.35
£0.00
£0.00
**£11,959.27**
**-£14,063.22**
**Ongoing Activities**
Group Subs
£17,414.05
Gift Aid
£0.00
Activities & Trips
£0.00
Scarves , Badges & Clothing
£243.96
Fundraising
£55.00
Interest (Lloyd's Savings Account)
£112.00
Group Membership Costs + Refunds
-£17,121.00
Weekly Activities
-£984.60
HQ Maintenance
-£6,555.64
Utilities
-£3,890.99
Scarves, Badges & Clothing
-£3,251.24
Sundries
-£181.24
**£17,825.01**
**-£31,984.71**
**Grant Purchases**
Donations & Grants
£3,409.61
New Equipment
-£1,438.51
Donations & Grants
£0.00
**£3,409.61**
**-£1,438.51**
**Total Receipts / Payments**
**£33,193.89**
**-£47,486.44**
**Balance Sheet for the year ended March 31st 2024**
**£27,004.24**
Lloyd's Saving Account
Add Profit/Loss
**-£14,292.55**
Lloyd's Current Account
Paypal
**Closing Reserve 31/3/24**
**£12,711.69**
**Bank Balances**
Opening Reserve 1stApril 2023|**Receipts**
**Payments**
£5,222.59
-£7,714.72
£2,335.66
-£2,309.84
£3,487.67
-£3,256.31
£913.35
-£782.35
£0.00
£0.00|**Profit/(Loss)**
-£2,492.13
£25.82
£231.36
£131.00
£0.00|
|---|---|---|
||**£11,959.27**
**-£14,063.22**|**-£2,103.95**|
||£17,414.05
£0.00
£0.00
£243.96
£55.00
£112.00
-£17,121.00
-£984.60
-£6,555.64
-£3,890.99
-£3,251.24
-£181.24||
||**£17,825.01**
**-£31,984.71**|**-£14,159.70**|
||£3,409.61
-£1,438.51
£0.00||
||**£3,409.61**
**-£1,438.51**|**£1,971.10**|
||||
||**£33,193.89**
**-£47,486.44**|**-£14,292.55**|
|||**£10,137.58**
**£2,574.11**
**£0.00**|
|||**£12,711.69**|
## **END OF 2023-24 FINANCIAL YEAR TREASURER'S NOTES**
Summer Camps - Forest Fest deposits of £1297.77 made in 2022-23. Payment of Poacher Coach of £769.50, and deposit for £253.60 for Summer Camp 2024 included.
Group Subs - Annual Membership of £8,496 was paid on the 1[st] of April 2023, plus £8.625.00 on the 13[th] March 2024 for the coming year.
Gift Aid – We can now clain Gift Aid refunds for the last two year!
HQ maintenance - Includes the final payments to complete the kitchen of £5306.33. Making the total for Kitchen and Electrics upgrade £10,418.91.
Utilities - We have changed Electricity Supplier to Octopus Energy Business, on a 1 year fixed deal. A £235 refundable bond had to be paid, but the monthly bills should be reduced from £100 to close to £50. Also referal scheme would give us £50 for each referal - https://share.octopus.energy/azure-squid-2
Donations - Two donations were received from the Tudor Cule Trust, £1000 towards the Kitchen Refit and £500 towards Heating Costs. Also Abergavenny Rotary have donated £1000 towards All Wales Scout Camp.
New Equipment – Includes additional camping stoves, map cases and sides for the event shelters,
**The £14,292.55 loss for the year can be attributed to the cost of Kitchen & Electical Refit, plus payment of 2 years of Membership Subscription.**
## **– 1st Gilwern Scout Group Year on Year Comparison**
## **2023/24 TOTALS**
## **2022/23 TOTALS 2021/22 TOTALS**
||None
**Payments**
-£7,714.72
-£2,309.84
-£3,256.31
-£782.35
£0.00|£27,004.24
£33,193.89
-£47,486.44
£12,711.69
**Uncleared Cheques from 2021-22**
**Receipts**
**Profit/(Loss)**
£5,222.59
-£2,492.13
£2,335.66
£25.82
£3,487.67
£231.36
£913.35
£131.00
£0.00
£0.00
**Balance as of 3**|**Balance as of 3**|**1**
**st March 2022**|£18,335.35
£47,077.71
-£53,434.40
£11,978.66
**Uncleared Cheques from 2020-21**
**Receipts**
**Profit/(Loss)**
£1,297.77
£777.77
£10,538.04
£3,066.30
£1,661.25
£1,069.25
£1,271.89
£222.72
£6,988.66
£2,935.42
**Balance as of 3**|**Balance as of 3**|**1**
**st March 2021**|£30,330.10
£15,384.60
-£27,379.35
£18,335.35
**Receipts**
**Profit/(Loss)**
£0.00
£0.00
£2,186.35
-£5,121.65
£1,521.53
£968.76
£0.00
-£202.38
£378.68
-£6,701.32
|
|---|---|---|---|---|---|---|---|---|
|||||None
**Payments**
-£520.00
-£7,471.74
-£592.00
-£1,049.17
-£4,053.24|||None
**Payments**
£0.00
-£7,308.00
-£552.77
-£202.38
-£7,080.00||
||**-£14,063.22**|**£11,959.27**
**-£2,103.95**||**-£13,686.15**|**£21,757.61**
**£8,071.46**||**-£15,143.15**|**£4,086.56**
**-£11,056.59**|
||-£17,121.00
-£984.60
-£6,555.64
-£3,890.99
-£3,251.24
-£181.24|£17,414.05
£0.00
£0.00
£243.96
£55.00
£112.00||£0.00
-£935.81
-£7,969.03
-£3,631.93
-£4,156.18
-£134.14|£18,677.21
£3,016.83
£0.00
£525.46
£970.93
£25.58||-£7,048.50
£0.00
-£369.09
-£2,155.37
-£2,057.42
-£193.83|£9,005.60
£0.00
£0.00
£185.65
£0.00|
||**-£31,984.71**|**£17,825.01**
**-£14,159.70**||**-£16,827.09**|**£23,216.01**
**£6,388.92**||**-£11,824.21**|**£9,191.25**
**-£2,632.96**|
||-£1,438.51
£0.00|£3,409.61||-£6,589.68
-£387.36|£1,178.57||-£411.99
£0.00|£2,106.79|
||**-£1,438.51**|**£3,409.61**
**£1,971.10**||**-£6,977.04**|**£1,178.57**
**-£5,798.47**||**-£411.99**|**£2,106.79**
**£1,694.80**|
|t
||||-£944.12
-£15,000.00|£951.10||**£0.00**|**£0.00**|
||**-£47,486.44**|**£33,193.89**
**-£14,292.55**||**-£53,434.40**|**£47,103.29**
**-£6,331.11**||**-£27,379.35**|**£15,384.60**
**-£11,994.75**|
|**:**|**£12,711.69**|**31/03/24**||**£27,004.24**|**31/03/23**||**£18,335.35**|**31/03/22**|
Independent examinerfs report on the accounts
Section A Independent Examiner's Report
Report to the trusteesl
members of
1 Gilwern Scout Group
On accounts for the year
ended
31103124
Charity no (if any)
1075970
Set out on pages
Respective responsibilities offhe charity's trustees are responsible for the preparation of the accounts. The
trustees and examinercharity's trustees consider that an audit is not required for this year under section
144 of the Charities Act 2011 (the Charities Act) and that an independent
examination is needed.
It is my responsibility to-.
examine the accounts under section 145 of the Charities Act,
to follow the procedures laid down in the general Directions given by the Charity
Commission (under section 145(5)(b) of the Charities Act, and
to state whether particular matters have come to my attention.
Basis of independentmy examination was carried out in accordance with general Directions given by the
examiner's statementcharity Commission. An examination includes a Teview of the accounting records
kept by the charity and a comparison of the accounts presented with those records.
It also includes consideration of any unusual items or disck)sures in the accounts,
and seeking explanations from the trustees conceming any such matters. The
procedures undertaken do not provide all the evFdence that would be required in an
audit, and consequently no opinion is given as to whether the accounts present a
rue and fairf view and the report is limited to those matters set out in the statement
below.
Independent examinerfsln connection Mfjth my examination, no matter has come to my attention
1. which gives me reasonable cause to believe that in. any material respect, the
requirements..
to keep accounting records in accordance with section 130 of the Charities
Act,. and
to prepa accounts which accord with the accounting records and comply
with the accounting requirements of the Charities Act
have not been met: or
2. to which, in my opinion, attention should be drawn in order to enable a proper
understanding of the accounts to be reached.
Please delete the words in the brackets rf they do not apply.
Signed:
Name:
Date:
31.8. Ic>Z
Lynda Robinson
Relevant professional
qualification or body (if any)..
Address:
6 Orchard Close
Gilwern
Monmouthshire. NP7 OEN
ction B
Disclosure
Only complete if the examiner needs to highlight material problems.
Give here brief detai15 of
any items that the examiner
wishes to disclose.