## **Agenda for Annual General Meeting of the Shire Oak (Leeds) District Scout Council July 2025** ## **List of attendees** |1|Faramaz Neysari|Co-opted member of Shire Oak District Trustee Board| |---|---|---| |2|Sarah Shay|GLV Bramhope Village Scout Group| |3|Chris Heath|GLV 7thAiredale Scout Group| |4|David Greenwood|16thAiredale Scout Group| |5|Colin Oxley|7thAiredale Scout Group| |6|CassySimpson|GLV 7thAiredale Scout Group| |7|Chris Holmes|9thAiredale Scout Group| |8|Sid Mayhew|Shire Oak District President| |9|Alex Mutch|Shire Oak District Lead Volunteer| |10|Robert Turner|Shire Oak District Trustee Board – Treasurer and Jubilee Hall liaison and
Cookridge CommunityScout Group| |11|Andrew Sykes|Shire Oak District Trustee Board – Chair – and Hunters Greave liaison| |12|Patrick Smith|Shire Oak District Trustee Board - Secretary| ## **Minutes** |||**Minute**| |---|---|---| |**1(i)**|**Introductions and Welcome**|| |**1 (ii)**|Confirm the chair of the meeting|All present agreed Andrew Sykes should
Chair meeting (Sid and Cassy)
Noted that the meeting was quorate
(quorum 12 as per constitution as agreed
July2025 AGM)| |**2**|**Apologies for absence**|None received in advance| |**3**|**Governance**|| |**3a**|Receive and approve the minutes of the Shire
Oak District Scout Council AGM of 25 June 2024
reproduced in Appendix I of the Trustee Report
of July2025|Approved (Patrick and Sid)| |**3b(i)**|To note that the Constitution is set out in Scout
Policy Organisation and Rules|Noted| |**3b(ii)**|Agree that the length of service for elected and
co-opted members will be three years but that
for this first period
1/3rdof the elected members will serve for 3 yrs
1/3rdof the elected members will serve for 2 yrs
1/3rdof the elected members will serve for 1 yrs
This is to prevent all the elected members from
finishing their term at the same time. The District
Trustee Board be empowered to allocate the 1/3
groups as they see fit at their first meeting
followingthe Scout Council AGM.|Approved (Sarah and Alex)| |**3b(iii)**|Recognise that we are independently registered
with the charity commissioners as required due
to the interest of the District in property,
specifically Hunters Greave Campsite and Jubilee
Hall.
(1084927 Shire Oak(Leeds)District Scout Council|Recognised| |---|---|---| |**3c**|The Districts financial year ends on 31 March
annually|Noted| |**3d**|Approve appointed and communitymembers|Not required at Shire Oak| |**3e**|Agree the maximum number of members of the
District Trustees Board|Remains at 12 which is the maximum
permitted under the constitution| |**3f**|Agree what the quorum for the District Scout
Council will be|Remains at 12 or 10% of the Scout Council
membershipwhichever is the lesser| |**4**|**Review of the Previousyear**|| |**4a**|District Lead Volunteers Review (District
Commissioner)|See below| |**4b(i)**|Receive the Annual Report of the District Trustee
Board|Shire Oak (Leeds) District Scout Trustee
Report July 2025 accepted (Cassy and
Robert)| |**4b(ii)**|Receive and approve the annual accounts for
Shire Oak District for the year to 31 March 2025|Reserves policy noted
Finance in strong position – in y/e 31.3.25
short delay in payment to County explains
larger than normal closing cash balance.
Approved(Alex and Chris)| |**5**|**Appointments**|| |**5a**|Elect District Chair|Andrew Sykes appointed District Chair
(Patrick and Sid)| |**5b**|Elect District Treasurer|Robert Turner appointed(Sid and Patrick)| |**5c**|Elect members|Faramaz Neysari (co-opeted), elected
(Patrick and Robert)| |**5d**|Reappoint District President and Vice Presidents|Approved – (Alex and Patrick)
President – Sid Mayhew
Vice President – Jean Douglas| |**5e**|Reappoint UHY BPR Heaton as examiner of the
accounts for the subsequentyear|Reappoint examiner approved (Alex and
Patrick)| |**6**|Closing Remarks|Andrew expressed thanks to those present.
Andrew noted passing of Tony Denton and
Keith Williams who have been involved in
Scouting in the District for extended
periods.| ## **District Lead Volunteer 24-25 AGM Report** As for most in members scouting 24/25 has been a year for change. We’ve changed how our teams are structured, how trustee boards operate and many roles have also changed. There has also been the introduction of our new membership system for leaders which has taken a fair bit of getting used to. The one thing that hasn’t changed is the census and it’s completion January. Numbers for young people show we are going well and we have had a small uptake in adult volunteers which is always good to hear. We now have over 300 leaders and 850 young people. Groups in the district have even been opening new sections where we have demand. The main issues shown by the census continues to be waiting lists with over 380 young people on waiting lists. This year Bramhope village opened our districts first Squirrel Drey. The Drey has been a massive recruiter for Bramhope this year in both leaders and young people. They are proving that this new section can provide great early scout to young people and can also recruit lots of new leaders. The leaders that have supported this from Bramhope have been fantastic in encouraging and helping the new leaders with the drey and it’s been a great team effort. Groups and sections have continued to provide loads of great programme ideas for young people and lots of opportunities to camp so young people have always been engaged in Shire Oak. Significant amounts of top awards have been handed to young people and a massive thank you should go to the leaders who provide amazing environments for young people to thrive. Hunters Greave this year is going from strength to strength. We are seeing more people than ever use the facility and the team down at hunters are really improving the facilities and activities. Plans to renovate the toilet block are next in line. Once again I need to give a massive thanks to all the District Team and Trustee Board who have helped the district and me throughout the year with the great support they give. With the changes that happened at the end of 2024 to our structure, teams and membership system saw some roles no longer exist and the people in them take a step back. Particularly those of the Appointments Secretary, Appointments Committee and District Training Manager. I would like to massively thank Lynda, Trevor and the full committee who have all given to scouting significantly over many great years of service. Being on the other end of the phone for the past 7 years as I have been DC/DLV has been massively helpful, many times they were the team that had the answers to any questions I could throw their way. Their knowledge and support has been invaluable. Lastly I would like to say thank you to the amazing volunteers in our groups. The work they put into supporting young people in our area is amazing. The young people in our area are lucky to have such dedicated leaders. Thanks Alex. District Lead Volunteer Shire Oak (Leeds) District Scout Council Receipts and payments account For the year from 0110412024 To 3110312025 Receipts and payments 2024125 2023124 Unrestricted funds Unrestricted funds Receipts Donations le acies and similar income Membershi subscri tions Donations Contribution from Closed Grou Gift Aid Other similar income 35.247 500 1.300 243 167 Sub total Grants Maintenenace Other rants rant Sub total ross} Centre Fundraisin events I Hunters Greave Activi lorers Activities Aldwark Uniform Contribulion 8.650 736 464 10 9.396 Sub total 18.998 Scout hut income Hire of buildin Hire of e ui ment Other Scout hut income Sub total Investment income Bank interest Buildin Societ interest The Scout Association Short Term Investment SeNice Other investment income 361 389 331 40 ub total 750 71 Total Gross Income 62,033 Asset and investment sales, etc. Total receipts 46,303 62,033 LTT00002 (February 2024) 1 of3 Shire Oak (Leeds) District Scout Council Receipts and payments account For the year from To 3110312025 0110412024 Receipts and payments 2024125 2023124 Unrestrlcted funds Unrestricted funds ments Charitable Pa ments Membershi subscri lions lorers Uniform Rent & Rates Water and Sewera Electricit and Gas Insurance Re airs and Renewals Event Costs Printin and hotoco Telecoms Web Hoslin Bank Char es Room Hire Loan to Jubilee Hall Hunters Greave Lease Costs Aldwark Activi Centre Sund Expenses aid on Nationallcoun IArealDislrict 777 223 35 36 925 1,745 1,905 1.857 1,321 2,164 3,783 13,575 169 173 147 260 1,044 1,300 1,080 66,558 00 Sub total Fundraisin Detail 1 Detail 2 Detail 3 Other fundraisin ex enses costs Sub totsl Total Gmss Expenditure 8.953 66.558 Asset and investment purchases, etc. Total payments Net of receipts/(payments) Cash funds last year end Cash funds this year end 825 58,887 54.362 LT700002 {February 2024) 2of3 Shire Oak (Leeds) District Scout Council Receipts and payments account For the year from 0110412024 To 3110312025 statement of assets and liabilities at the end of the year 3110312025 Unrestricted funds 3110312024 Unrestricted funds Cash funds Bank current account Bank de osit account Buildin societ account The Scout Association Short Term Investment Servi CashlFloats 15.795 15.958 132 Total cash funds 91.712 Other monetary assets Tax claim Debts due from the Coun Insurance claim IArealDistriGUGrou 3,062 Sub total 3.082 Investment assets Investment ro ert detail Quoted investments Other investments - detail Sub total Non monetary assets for charity's own use Bad e stock Sho stock Other stock Land and buildin Motor vehicles Scoutin Other ment, fumiture etc Sub total Liabilities Accounts nol el aid Ex enses incurred but not invoiced Subscri tions not el aid Loan - delail Hunters Greave Lease 43.717 352 Sub total Total net assets The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 17th March 2026 and signed on their behalf by: nature Print Name Andrew Sykes Robert Turner Chair Treasurer LT700002 (February 2024) 3of3 **SHIRE OAK (LEEDS) DISTRICT SCOUT COUNCIL Charity Commission registered number 1084927** **Accounts for the year ended 31 March 2025** **Independent Examiner’s Report to the Trustees of the Shire Oak (Leeds) District Scout Council for the year ended 31 March 2025** I report to the charity’s trustees of the Shire Oak (Leeds) District Scout Council on my examination of the receipts and payments accounts for the year ended 31 March 2025 which are attached. ## **Responsibilities and basis of report** As the charity’s trustees you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’). I report in respect of my examination that the charity’s accounts carried out under section 145 of the Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. ## **Independent examiner’s statement** I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: - (1) accounting records were not kept in respect of the charity as required by section 130 of the Act; or - (2) the accounts do not accord with those records. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Martin Garrity FCCA FCA UHY BPR Heaton Chartered Accountants Glenewes House Gate Way Drive Yeadon Leeds LS19 7XY 18 March 2026 Shire Oak (Leeds) District Scout Council Receipts and payments account For the year from 0110412024 To 3110312025 Receipts and payments 2024125 2023124 Unrestricted funds Unrestricted funds Receipts Donations le acies and similar income Membershi subscri tions Donations Contribution from Closed Grou Gift Aid Other similar income 35.247 500 1.300 243 167 Sub total Grants Maintenenace Other rants rant Sub total ross} Centre Fundraisin events I Hunters Greave Activi lorers Activities Aldwark Uniform Contribulion 8.650 736 464 10 9.396 Sub total 18.998 Scout hut income Hire of buildin Hire of e ui ment Other Scout hut income Sub total Investment income Bank interest Buildin Societ interest The Scout Association Short Term Investment SeNice Other investment income 361 389 331 40 ub total 750 71 Total Gross Income 62,033 Asset and investment sales, etc. Total receipts 46,303 62,033 LTT00002 (February 2024) 1 of3 Shire Oak (Leeds) District Scout Council Receipts and payments account For the year from To 3110312025 0110412024 Receipts and payments 2024125 2023124 Unrestrlcted funds Unrestricted funds ments Charitable Pa ments Membershi subscri lions lorers Uniform Rent & Rates Water and Sewera Electricit and Gas Insurance Re airs and Renewals Event Costs Printin and hotoco Telecoms Web Hoslin Bank Char es Room Hire Loan to Jubilee Hall Hunters Greave Lease Costs Aldwark Activi Centre Sund Expenses aid on Nationallcoun IArealDislrict 777 223 35 36 925 1,745 1,905 1.857 1,321 2,164 3,783 13,575 169 173 147 260 1,044 1,300 1,080 66,558 00 Sub total Fundraisin Detail 1 Detail 2 Detail 3 Other fundraisin ex enses costs Sub totsl Total Gmss Expenditure 8.953 66.558 Asset and investment purchases, etc. Total payments Net of receipts/(payments) Cash funds last year end Cash funds this year end 825 58,887 54.362 LT700002 {February 2024) 2of3 Shire Oak (Leeds) District Scout Council Receipts and payments account For the year from 0110412024 To 3110312025 statement of assets and liabilities at the end of the year 3110312025 Unrestricted funds 3110312024 Unrestricted funds Cash funds Bank current account Bank de osit account Buildin societ account The Scout Association Short Term Investment Servi CashlFloats 15.795 15.958 132 Total cash funds 91.712 Other monetary assets Tax claim Debts due from the Coun Insurance claim IArealDistriGUGrou 3,062 Sub total 3.082 Investment assets Investment ro ert detail Quoted investments Other investments - detail Sub total Non monetary assets for charity's own use Bad e stock Sho stock Other stock Land and buildin Motor vehicles Scoutin Other ment, fumiture etc Sub total Liabilities Accounts nol el aid Ex enses incurred but not invoiced Subscri tions not el aid Loan - delail Hunters Greave Lease 43.717 352 Sub total Total net assets The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 17th March 2026 and signed on their behalf by: nature Print Name Andrew Sykes Robert Turner Chair Treasurer LT700002 (February 2024) 3of3