1[ST] ST PETERS-IN-THANET SEA SCOUT GROUP
Trustee Board COMMITTEE MEETING Minutes
Attendees: Zena, Gill, Richard, Nuala, Tracey, Kim, Tom, Luke, Jo Apologies: Michael, Julie, Justine
1. Minutes of last meeting
Minutes of the last meeting agreed to. The Trustees approved the account, out of committee on the 27[th] of September. No response from Courtney. NO1 doesn’t want his stuff. Tom with Mark/ Tim to change Pickle/ Ardent steering by easter if not she is to sold as is.
- Accounts
Camp Account £1,838.99
Treasurer’s £1,776.75
Saving £24,169.09
I was asked about the accounts when James Boulton was Treasurer and then when his Summit Aviation accountant was doing the book keeping for me as Treasurer.
Its now over 7 years since I became treasurer in April 2017 and all Annual accounts prior to then have been disposed of - the Charities Act 2011 specifies that charities must keep their accounting records for at least six years from the end of the financial year in which they are made”. I did confirm this with Richard Philpot in September 2023. These would have all been audited, any irregularities would have been raised on the report, signed off by the executive committee and minuted at the time to comply with the accounting requirements of the Charities act.
When I took on the treasurer role in 2017, one of the first things I did was to introduce GoCardless payment scheme. This meant leaders no longer had to collect subs and then hand them into the treasurer to be banked. This was phased in during 2017/18. Prior to then it was not unusual for various leaders to have Scout Group money sitting on their mantlepiece for long periods of time before it got to the treasurer. Who in turn would have to find time to bank it at Lloyds in Margate during the working day. This has now been extended to events and camp fees.
I do have a P/L comparison summary for the last year James was Treasurer and my first year. Subs increased from £10592 in 16-17 to £12946 17-18. The capitation was similar for
1[st] St Peters Sea Scout Group A registered Charity No. 1093532
1[ST] ST PETERS-IN-THANET SEA SCOUT GROUP
these two years £4284 v £4440. The 22% increase in subs could be partially down to an increases in members, capitation, subscription fees and also all money now being banked.
James helped me as treasurer by getting his Summit Aviation works accountant to do the day to day book keeping until April 2023. This came to an end when they stopped using quick books accounting system. I had run the new Scouts accounting system in parallel for the 2022 23 tax year and this was comparable to the Summit Aviation quick books one. I was not aware of any unusual items or disclosures in the accounts by James when his accountant was doing the book keeping from April 2017 to March 2023. These were also all independently audited.
In my opinion I have no concerns regarding his role as book keeper. With regard to his role as treasurer prior to 2017 I would have to revert to the executive committee at that time.
3. Scout, Cub and Beaver reports
Beavers Report
We have done the disability awareness badge, builders badge, remembrance/ Sunday, science badge thanks to Gill’s help. A sleep over and a visit to Wild Wood. Currently we are doing Christmas craft. Currently we have 25 beavers with a new one in January
Cubs Report
We’ve lost a few Cubs these last few weeks, which often happens as they move up to Cubs from Beavers and sporting activities and life takes over. We had a new Cub start 2 weeks ago who was a friend of another cub and now have 28 Cubs with none due to move up from beavers anytime soon. Considering sending out an email to parents/ putting it on the Facebook page that we have spaces in Cubs, shall we include Scouts too? What about Beavers?
This term we’ve covered first aid and scientist badges and some parts of the challenge badges with Diwali and skills. It’s been lovely this term for Nuala and Charlie to have been organising and running some of the Cub evenings. Charlie is doing an excellent job keeping the Cubs in order whilst running games too! We had a great sleepover on HMS Belfast again in October and since then have been doing Christmas tree craft for the church tree festival and table decorations last night. We have a date booked in June for Cub camp and Daniel is organising this for us so he can get his nights away permit. We’re looking to book a swim sleepover at the start of February too.
Scout Report
At the moment we have 33 Scouts. We have completed the air badge, task master night, science badge, 4 tasks of the search and rescue badge, made poppies, movie maker night,
1[st] St Peters Sea Scout Group A registered Charity No. 1093532
1[ST] ST PETERS-IN-THANET SEA SCOUT GROUP
Parliament week. Potential visit to the houses of parliament. Christmas Table craft and tree decorations. With a Christmas games night and hot chocolate hike still to come.
4. New Scout Membership System
Tom hasn’t had a proper look at it yet. However, once he has he will organise the different teams. The leadership teams Beavers Zena, Cubs Gill and Scouts Tracey and Niall. Nirav and Craig Ward are able to help if needed. However everyone should log in and have a look and update there information.
5. Training/DBS update
Everyone needs to log onto the new system and due there safety and safeguarding training.
DBS for Imogen and Esther
Action: All to do new safety and safeguarding Training by May 2025
6. AOB
Suspension of a Scout
Moved to the OSM waiting list. Our position hasn’t shifted on the matter. The safeguarding report has been shut down. The district complaint appears to be going no where as there is no longer a district team so no way to tell what progress has been made on the issue. Therefore, the issue will likely not be resolved, however our position will remain the same.
Develop a code of conduct for the different section and other potential improvement for those that might not get as much attention.
Risk Register to cross reference with the risk assessment dates.
7. Date of next meeting
February 4[th] at Gill and Richards House @7pm
1[st] St Peters Sea Scout Group A registered Charity No. 1093532
Annual Report Comparison 2023-2024 v 2022-2023
| 2023-2024 | 2022-2023 | |
|---|---|---|
| Income | ||
| Badges / Scarves | 278.00 | 146.10 |
| Bank Interest | 403.45 | 46.62 |
| Donaton | 19,445.21 | 4,784.63 |
| Events - Beavers | 468.00 | 1,156.00 |
| Events - Cubs | 1,569.50 | 3,986.50 |
| Events - Scouts | 12,945.00 | 8,953.00 |
| Fundraising | 2,681.97 | 306.72 |
| Gif Aid | 2,856.88 | 2,679.29 |
| Marine | 0.00 | 300.00 |
| Meetngs | 56.00 | 0.00 |
| Membership Fees | 13,115.26 | 10,873.50 |
| Minibus | 830.00 | 80.00 |
| Expense | ||
| Actvity Equipment | 63.75 | 114.31 |
| Admin | 308.16 | 290.45 |
| Badges | 660.35 | 872.25 |
| Bank Fees | 1,006.74 | 868.65 |
| Boat Park | 2,192.23 | 500.00 |
| Camping Equipment | 177.94 | 457.90 |
| Events - Beavers | 561.06 | 1,094.41 |
| Events - Cubs | 2,042.27 | 2,925.17 |
| Events - Scouts | 10,176.47 | 5,334.83 |
| Insurance | 1,894.33 | 1,761.00 |
| Marine | 10,169.55 | 3,379.02 |
| Meetngs - Beavers | 409.83 | 402.16 |
| Meetngs - Cubs | 667.63 | 453.87 |
| Meetngs - Scouts | 845.80 | 305.55 |
| Membership Costs | 4,571.00 | 3,888.50 |
| Minibus | 2,652.08 | 1,147.01 |
| Miscellaneous | 128.39 | 0.00 |
| Rates | 27.65 | 0.00 |
| Rent | 3,557.28 | 2,842.50 |
| Training | 0.00 | 60.00 |
| Venue Maintenance | 123.98 | 17.50 |
| Account balances | ||
| Lloyds Treasurer Account | 574.45 | 403.02 |
| Lloyds Camp / Event Account | 4,124.09 | 4,042.69 |
| Lloyds Saving Account | 39,627.10 | 27,434.38 |
| Pety Cash Beavers | 0.00 | 100.00 |
| Pety Cash Cubs | 0.00 | 100.00 |
| Pety Cash Scouts | 0.00 | 100.00 |
| Expense Account | 436.35 | 169.12 |
| Summary | ||
| Account balance brought forward | 32,349.21 | 25,751.93 |
| Total income | 54,649.27 | 33,312.36 |
| Total expenditure | 42,236.49 | 26,715.08 |
| Net income | 12,412.78 | 6,597.28 |
| Account balance carried forward | 44,761.99 | 32,349.21 |
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