1[ST] ST PETERS-IN-THANET SEA SCOUT GROUP
EXECUTIVE COMMITTEE MEETING
Tuesday 4[th] October 2022 @ 7:00pm
Attendees: Anne, Kim, Tracey, Gill, Zena, Daniel, Jo Apologies: Tom, Julie, Kathie, Michael
MINUTES
- Minutes of last meeting:
Agreed at last meeting but need ordering still: Winch post for Pickle, covers for Roger Barwick and Brockelsby and Roger’s lightboard.
ACTION: Outstanding Gill to add Henry to district YL list and send out the virtual training to the virtual YLs.
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Accounts
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a. Bank Update
Current account £1897.80
Camp account £2146.26
Savings account £24,600
- b. Sign and minute end of year accounts
The independent examiners report and a summary of last year’s annual accounts was approved at the meeting.
Proposer: Gill, Seconder: Daniel
- c. Essential group expenditure planning next year’s priorities/ repairs
Since the group is currently running at a loss until Scout number recover, Michael is reluctant to set a budget to replace equipment etc until after the boat park is completed. However, we felt that there are certain boating maintenance activities which must be planned now and completed before next summer otherwise we will not be able to get the group out on the water. We need to apply for some more grants in order to replace and maintain some of the equipment. ACTION: All to look out for new grants that we can apply for.
1[st] St Peters Sea Scout Group A registered Charity No. 1093532
1[ST] ST PETERS-IN-THANET SEA SCOUT GROUP
Agreed priorities:
Canoe trailer (it’s unsafe to use) – ACTION: ask Josh and Carl for specification of canoe trailer and how much it costs so we know prior to applying for any grants.
Sails for visions (have holes in them) – £590.12 each Vision main sails RS website – out of stock until Jan. We felt that we should order these now due to the long lead time and the potential for the price to increase if we don’t.
Sort out Pickle (problem with battery connections [Richard looking at it], outboard not working, crack in fibreglass bottom [Richard can patch up to make look better for sale], seat broken [Tim fixing it] – ACTION: Tom to ask Mark about servicing the outboard, otherwise Richard will get a service quote.
We need the pulling boats/ trailers fixed for next season, Ramsey was fixed this year and is now on the new trailer, work to be done on Barry (Tim to look at it), Brocklesby (Tim to fill leak) and Brecon (Lyn’s Dad). ACTION: Tim/ Lyn’s Dad – working on the boats. James to identify what needs doing to the trailers so that we can get those sorted out.
ACTION: Zena to look at Co-op funding.
ACTION: Gill to look at KCC Reconnect grant because they’ve reopened applications
We propose to hold off on fixing the topper trailer and sails until 2024 because Tom isn’t back until July so we can’t use them in sessions anyway and we can borrow toppers on Scout camp at the sailing club we will use.
Suggest deferring the minibus sign writing discussion to next time. Consider just getting a basic name on the bus to save money, we have lots of repairs that are needed and this isn’t essential.
We need some new small tents but will have to hold off buying these because of other priorities.
3. Scout, Cub and Beaver reports
Scout: 21-23 Scouts at the moment, now at St Andrew’s hall, got use of kitchen. Recently started on environmental badge with seaside conservation and litter pick (need to do a few more nights of activities). Completed the cyclist badge. Had team building evening towards one of the challenge badges. Started communication badge last week with
1[st] St Peters Sea Scout Group A registered Charity No. 1093532
1[ST] ST PETERS-IN-THANET SEA SCOUT GROUP
phonetic alphabet and morse code. Coming up: drumming, coastguards. Niall and Josh want to do wide game that they did on camp. Councillor Aram coming to talk about his experience arriving in the UK as a refugee, Tamsin’s Ghana trip. Christmas tree craft. ACTION: Tracey to chase the 2 parents who haven’t paid Subs yet.
Cubs: 31 Cubs, so far this term we’ve been working on the World Faith badge run by Tim and Jenny for their Queen/King Scouts award, we are going to be working on the Global impact badge later this term, also doing recycled Christmas craft as part of the badge/ the Christmas tree festival. ACTION: Gill to chase the parent who hasn’t set up subs payment yet.
Beavers: 25 beavers and 5 more starting at half term. Beavers doing communication badge and have just finished the food badge. District hike, only 6 from our group went. Will have Halloween fun without it being Halloween due to religious reasons. They have the district handicraft competition coming up: 100 years of BBC and this years St Peter’s Christmas tree festival theme is: ‘What we do’ (9[th] -11[th] December). The beavers will be having a sleepover in the hall at Ross Wood weekend of 19[th] -20[th] November, spending half a day at Wildwood. Daniel will be doing his nights away permit assessment over that weekend.
- Glen’s boat/ pickle - sell/ keep/ repair – any updates?
Glen was happy to sell it. ACTION: Tracey to ask Martin about looking into selling Thunderbird, to put Pickle’s winch post back on to Thunderbird, and to buy a post for Pickle.
We need to look at minor repairs on Pickle, with the aim to keep her temporarily until we have got money from Thunderbirds sale. ACTION: Richard
- Viking Bay Boat Store
Tom complained to TDC and Kim got a quick reply from TDC that they’re sending it to the solicitor. ACTION: Zena to email the TDC solicitor to ask them to look at the lease quickly due to us being a charity and about to lose our funding.
- Training/DBS update
Michaels’ DBS – Zena is working on it
Four people whose Safety and Safeguarding training need updating: Lyn Cloake (Gill has chased them up this week), Donna Taylor (Gill has chased them up this week), Richard Allan (completed) and Robert Weavers (we don’t see him so I’d suggest deleting him from compass).
1[st] St Peters Sea Scout Group A registered Charity No. 1093532
1[ST] ST PETERS-IN-THANET SEA SCOUT GROUP
First aid: Liam, Richard H, Carl, Emily J, Emily M, and Skylar are all out of date Josh goes OOD in Nov. Sun 30[th] October – first aid course at 1[st] Westgate if any of our leaders can make it. Ask Zena to book places on it.
Permits – Marks and Niall’s Dinghy permits expired in Jul this year. Tom’s climbing permits expire May next year though they should have been updated following his exchange with Stuart Knowles (county).
Martin’s, James’ and Tom’s Power permits expire next Jul Liam’s Zena’s and Emily M’s have expired.
ACTION: find out who still wants their permits and find assessors for them to book their reassessments as a group.
7. Boat usage payment Holy Trinity
A number of leader inside and outside of the group were unhappy with the £300 boat usage charge to Holy Trinity. The majority of the exec present last night agreed to refund £250. ACTION: Michael to make the refund to them. Tom to send Holy Trinity an email re the refund.
8. AOB
Samuel and Olivia’s mum would like to join the committee as a parent representative. No need to vote her in so just mention it at the AGM.
Virtual explorer fee’s paid in Jan each year. ACTION: Section leaders to send Jo a list of YLs who will need to pay this and Jo will send out an email to the virtual YLs to ask them to pay it when it’s due. Via bank transfer would be easiest method rather than setting up YLs payments for so few of them but across all of the sections.
9. Date of next meeting
Tuesday 3[rd] Jan @ 7pm, Zena’s house.
1[st] St Peters Sea Scout Group A registered Charity No. 1093532
fO.'06 AM 1st St Peters Scouts Profit & Loss April 2021 through March 2022 04107122 Accrual Basis Apr'21 - Mar 22 Ordinary IncomelExpense Income 4000 . INCOME 4001 SUBS Cubs Subs Go Caidless Subs Scout Subs 4001 SU8S- Other 55.00 10.118.50 102.50 182.63 Total 4001 SUBS 10.458.63 4002 . Fund Rai$ing 4003 . Donations 4006 . Specific Activities 4007 . Bank Interost 4008 . Annual Camp 4010 . ScarflBadge Income 4012 . Scolrt camps 4014 Grant5 4015 Charity Funding 4000 . INCOME- Other 2.168.70 146.00 35.00 1.23 10.035.25 140.00 170.00 1.724.59 5.000.00 45.00 Total 4000 . INCOME 29,924.40 Totsl Income 29.924 40 Expense 6000 . EXPENSES 6100 . Transport 6111 Minibu5- T597 XBV 6114- Insurance 862.33 Total 6111 Minibus- T597... 862.33 6120 Trailer Repairs 6140 - Mlnibus- RN55 BUS 6142 Seryicing 6143 . Vehicle Tax 249.78 205.00 165.00 Total 6140- Minibu5- RNS... 370.00 Total 6100 . Transport 1,482.11 6150. Bank Charge 6151 . Go Cardl95s F8es 318.$0 Total 6150. Bank CharyJe 318.90 6200 . RENT 6291 St Peters Hall 6292 . Rent- store B 6296 . Holy Trinity Church 902.50 300 00 760.00 Total 6200. RENT 1.962 50 6300 . Capitstion 6400 . Insurance 6600 . Group Activitl8S 6601 Specilic Activitie$ 6602 . Annual Camp 6604 . SGout Carnps 6606 . Fundraising Costs 6600 Group Activities- 0... 3.886 00 1,678.68 282 83 7,434 02 21000 5880 240 00 Total 6600 . Group Activltles 8.205.es 6700 . Purchases 6701 Badges 6702 . Boat ServlclnglRep... 6703 Equipment Purchase5 6700- Purchases- Other 869 38 2.194.74 566.32 961.74 Totsl 8700 . Purchases 4,392 18 Page 1
10..06 AM 1st St Peters Scouts Profit & Loss April 2021 through March 2022 04107122 Accrual Basls Apr'21 . Mar 22 6800- Miscellaneou8 1.870.22 Total 6000. EXPENSES Total E¥penstr 23,596.24 23,596 24 Net Ordinary Income Profit forthe Y8ai 8.328.16 6,328.16 Pagè 2
Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of 1st St Peterfs in Thanet Sea Scout Group On accounts for the year ended 31" MARCH 2022 Charity no (if any) 1093532 Set out on pages Balance sheet at 31.03.22 and P & L at 31.03.22 Respective The charivs trustees are responsible for the preparation of the accounts. responsibilities of The charity's trustees consider that an audit is not required for this year trustees and examiner 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 prOdureS laid down in the general Directions given by th6 Charity Commission (under section 145(5)Ib) of the Charities Act, and to state whether particular matters have come to my attention. Basis of independent My examination was carried out in accordan with general Directions given examinerfs ststement by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with tt)ose records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from the trustees conMIng any such matters. The prcKedures undertaken do not provide all the eviden that would be required in an audit, and )nsequently no opinion is given as to whether the accounts present a 'true and fair, view and the report is limited to those matters set out in the statement below. Independent In connection with my examination. no matter has come to my attention examinerfs statement 1. which gives me reasonable Gause to believe that in, any material respect, the requirements: to keep accounting recOlS in accordance with section 130 of the Charities Act,. and to prepare accounts which accord with the accounting records and comply with the acrA)unting requirenwnts of the Charities Act have not been met,. or 2. to which, in opinion, attentKJn should be drawn in order to gnable a und tanding of the accounts to be reached. Slgned. Date: 20.09.22 Name: Barbara Redman Relevant professional qualificatlon(s) or body (if any): HNC Business Studies, ACCA Parts 1 & 2 IER March 2012
Address: Stones Throw Haine Road, Ramsgate Kent CT12 SAE Section B Disclosure Only coMpte rf the examiner needs to hhlIght material problems. IER March 2012
Give here brief details of any items that the examiner wlshes to disclos8. In the main income from subs and camp cAn only be verif1 to thal which is banked. The Group's responsibilrty is to maintsin robust controls on income to the Group. The opening and closing balances, faster payments, cheques and paying in were validated to Lioyds Bank Ststerrents. £18026.64, £1968.70 was transferred from the current account to the savings account plus £5000 grant received. Totsl in savings aUnt £25041.68 Annual Camp twk place in the year. £1968.70 was raised through Just Giving and a grant of £5000 from the Kent Community Fund A planning application was filed with TDC. fee £4. Profft of £6328.16 is inflated by Ihe receipt of the £5000 grant for a specific purpose. Purchases in year. - Hydraulic steering gear £649.99 Longboat Cockpit Cover £299.85 CampirrfJ stoves x 6 £367.20 WiFi Bluetooth Projector £186.99 IER March 2012