1[st] Mulbarton SCOUT COUNCIL
Annual General Meeting
Friday 17th October 2025 7.30pm
Attendees: Chris White – Chair, Robin Parker – GSL, Andrea Lovick – Dep GSL, Tony Lovick - Treasurer, Rachel Buckenham - Secretary, Carla Oxbury - Treasurer, Natalie Johnson, Rachel Mitchell, Will Lennard, Anne-Marie Cooke, Fleur Stimpson, Chloe Stimpson, Helen Doherty, Neal Doherty, Janet August, Ian Haigh, Ellie August, Dave August, Edward Oxbury.
Chair makes Health & Safety and domestic announcements .
1. Introduction and welcome
Chair
Makes opening remarks.
Welcomed members of the Group Scout Council and guests.
2. Apologies for absence
Chair:
We’ve received apologies from 3 for their absence today, and their names will be included in the minutes of this meeting.
Apologies: Malcolm Court, Martin Salisbury, Penny Harris
3. Governance topics
Chair:
We'll use this part of the meeting to make sure the charity's foundations are in good order.
3a. Approve the minutes of the Annual General Meeting held on Wednesday 2nd October 2024.
Chair:
The Group Trustee Board have reviewed the minutes of the previous AGM. I put forward these minutes are taken as read and ask the Group Scout Council to agree they’re a true record of that meeting.
Document created in February 2024 Version 2 – Edited in July 2024
Proposed by Chair. Seconder please: Andrea Lovick. Approved unanimously.
3b. Adopt the model constitution from Policy, Organisation and Rules (POR)
Chair:
In line with the recommendation from Scout Headquarters, the Group Trustee Board proposes we adopt the model constitution from Chapter 5 of Policy, Organisation and Rules. A link to this was included in the invitation for review and inspection prior to this meeting.
Proposed by Chair. Seconder please: Andrea Lovick. Approved unanimously.
3c. Note the Group’s financial year
Chair :
Can the Group Scout Council members please note our charity’s financial year is [1 April to 31 March].
3d. Agree the number of members that may be appointed to the Trustee Board
Chair:
Following good practice recommendations from the Charity Governance Code, POR states Trustee Boards should have a minimum of 5, and no more than 12, Trustees in total. This includes ex officio and co-opted Trustees.
The Group Scout Council must agree the number of people to be appointed to the Trustee Board. The outgoing Trustee Board recommends that 5 people are appointed. I propose the Group Scout Council approves that recommendation.
Proposed by Chair. Seconder please: Andrea Lovick. Approved unanimously.
3e. Agree the quorum for future meetings of the Group Scout Council (excluding this
AGM)
Chair :
The Group Scout Council must agree its quorum – the minimum number of Group Scout Council members that must be present at Group Scout Council meetings. The outgoing Trustee Board recommends the quorum should be set at 5 people. Does the Group Scout Council approve that recommendation?
Proposed by Chair. Seconder please: Andrea Lovick. Approved unanimously.
4. Review of the previous year
Chair:
We’ll now use this part of the meeting to reflect on the activities of the past year.
4a. The Group Lead Volunteer’s review of Scouts in the 1[st] Mulbarton Scout Group
Chair asks the Group Lead Volunteer to present their Annual Review of all sections and overall group.
Page 2 of 4 pages
Group Lead Volunteer gives their review.
Chair thanks Group Lead Volunteer and all leaders for their reviews.
4b. Receive and consider the Annual Report of the Group Trustee Board including the annual Statement of Accounts
Chair notes the Group Trustee Board has approved the Annual Report and Statement of Accounts, and has received the report on the accounts from the Treasurer.
Chair asks the Group Treasurer to give their explanation of the Statement of Accounts.
Treasurer explains the Statement of Accounts. Accounts have not been audited yet.
Chair invites questions from the floor regarding the Trustee Annual Report, and the Annual Accounts.
Chair thanks the Treasurer Tony Lovick.
Please note: No vote is required, the Group Scout Council only ‘receives and considers’ the report.
5. Making appointments
Chair:
We’ll use the part of the meeting to organise the set up of the charity until the next AGM. We’ll appoint a Trustee Board to oversee good governance for the charity over the next year.
5a. (If required) Appoint the Group Chair, following recommendations from the open selection process initiated by the Group Trustee Board
Chair hands the chairmanship of the meeting over to the Group Lead Volunteer.
Group Lead Volunteer explains the open selection process agreed by the Trustee Board. The recommendation to the Group Scout Council is that Christopher White should be appointed as Group Chair. Please show your hands as approval. Seconder: Stacey Ward.
Group Lead Volunteer hands the chairmanship of this meeting back to Group Chair.
5b. Appoint the Group Treasurer, following recommendations from the open selection process initiated by the Group Trustee Board
Chair explains the open selection process agreed by the Trustee Board. The recommendation to the group Scout Council is that Anthony Lovick should be appointed as Group Treasurer. Please show your hands as approval. Seconder: Will Lennard.
5c. (If required) Appoint members of the Group Trustee Board, following recommendations from the open selection initiated by the Group Trustee Board.
Rachel Buckenham - Secretary
Please show your hands as approval. Seconder: Andrea Lovick.
Chair thanks the Trustees for their work during the year.
Page 3 of 4 pages
- 5d. (If required) (Re )appoint Group President and/or Vice President
Chair notes the Group Scout Council appoints the Group President and/or Vice President.
Chair advises that Malcolm Court is proposed as President. Please show your hand to (re)approve. Seconder: Anthony Lovick.
6. Closing remarks
Chair closes the AGM, thanking everyone for attending and outlines any arrangements for the rest of the event.
Thanks was given to Diane Appleton for managing the waiting list.
Page 4 of 4 pages
GSL REPORT 2025+
Again, we have had a very successful year of Scouting being the largest Group in Southern Norwich District and one of the largest groups in the County delivering Scouting to 150 young people each week supported by 25 Leaders.
All sections have taken part in both traditional and new Scouting activities over the last year. This year as we had NORJAM in the summer we had our Group Camp at the HQ over the summer solstice weekend and we had visits then from Ben Goldsburgh our local MP, Lady Dannat, Norfolk Scouts County President, Shirley Sinclair, County Lead Volunteer and Penny Harrison our District Lead Volunteer.
As well as water activity camps, sleepovers, St Georges Day at Eaton Vale Activity Centre, Remembrance Sunday parades at Mulbarton, Bracon Ash and Swardeston, Scout camp in the Peak District in April, we attended NORJAM the International Scot and Guide Jamboree at the Show Ground with 20 Scouts and Explorers. This was very successful, the weather was hot, and all those taking part both Scouts, Explorers and Leaders had a great time. More on this later.
Our Fireworks event in November was again a very successful fund raiser for the Group, and I can report that the Group’s finances are in a healthy position, more on this later.
We have welcomed George, Lauren and Lian as Leaders of the Wednesday Grey Beaver Colony and I would like to thank Carla for all she did as a leader with Beavers, we haven’t lost her as she is now one of the Trustees.
This year I have been pleased to present many top Awards to Beavers, Cubs and Scouts and a long service awards to Nigel Bradley,
I would like to thank all on the Exec for their help and support over the past year especially Chris as Chairman, Rachel as Secretary, Tony Lovick for taking on the role of Treasurer, and Malcolm for his work as Chair of the HQ Committee.
I would also like to thank District and Penny Harris our District Commissioner for her help and support over the last year, Andrea Lovick in her role as Deputy Group Scout Leader, and all our fantastic Leaders for all they do to keep Scouting alive here in Mulbarton.
This year has been a very successful year for us, and I will let each section report in more detail on their achievements over the last year and a final plea we cannot do this without those adults who give up their time as Leaders and we can always do with more adult help.
Beavers 2025
This year, yet again, both Beaver colonies have had a very successful year with lots of incredibly fun activities.
A big change happened for Grey Colony as they said goodbye to Carla Oxbury in July 2025. Thankfully George Aungier Peirce took over alongside new leaders Lian Penson and Lauren Waller. A further change happened for Red Colony as they said goodbye to Rob Rix.
During the year, we have had a visit from the Norfolk Master Composters. We have had trips to Flixton Aviation Musuem, Eaton Vale, Norfolk Ski Sports for Tubing and Robin’s farm to visit his lambs and chickens. We’ve also held a Pirate themed sleepover at Taverham Scout Hut in March and we camped at Group Camp at our own hut in June.
Coming up in the next few weeks we have a Space themed sleepover at 1st Fressingfield Scout HQ and a trip to Seething Observatory.
Between 1st September 2024 and 31st August 2025 between both Beaver colonies we warded an incredible 657 badges! Along with a whopping 17 Chief Bronze Awards!!
Well done to all of the Beavers and all of the adult leaders for their hard work and dedication.
CUBS
Over the last year, Cubs have been to the Norjam open day, had a tour of the Tank Museum, been on an evening bat walk and built bird boxes.
Cliff has visited a few times showing where food comes from by preparing game birds. We took part in a very successful Parliament Week in which the Cubs canvassed for votes, elected a government and had a debate. We received letters from not only from our local MP, but the speaker of the House of Commons as well, commending our evening.
Pet night was chaotic and fun, we also had a visit from Sophie who got the cubs building wind turbines and showed a presentation on the offshore wind farm she helps manage.
We had themed camps for Chinese new year, Halloween and a recent one on bushcraft - and not forgetting Group Camps!
SCOUTS
A year in reflection:
The scout section has grown, the once young faces have matured and become the older, wiser scouts, and ready for new adventures in Explorers, with many passing up during the spring of 2025.
The success of the scout section has now meant the Wednesday group has grown to a challenging size of nearly 30, with many more due in spring 2025.
Fortunately, we have an excellent team who are all keen out outdoors people with Will T, Rachael, Anne Marie, and Nigel. Will T continues to push the section forward with the ever-growing pioneering adventures and feeding our souls with brilliant food when out on camp. I should add we have become quite well known when away on joint camps for our fires and our food….especially by those poor scouts from other sections who are being fed spaghetti bolognaise!
We also have the wonderful Nigel Bradley supporting us who is always there to help and keeps a good eye on the scouts.
We are very privileged to have such a good set of leaders and supporters in the scout section.
Our year has had plenty of great adventures, including NNASU Peaks Hill walking camp, Group camp, Expedition camp, and just gone Water Sports camp at MT, and we can’t forget Norjam!. The canoe launch tower at MT lives on and the aerial runway is in its 2[nd] generation and now even better and loved by all!
This term has begun with many new younger faces, where we will be focusing on key basic scouting skills. Fire safety, fires & fire lighting, knives, climbing, cooking etc, with camp activities aligned to this.
The challenge going forwards is how to manage the larger numbers during evening sessions, so they all get to be engaged and learn.
We are also being challenged by the cost of running activities where we need to hire transport, e.g. Peaks trips, where transport costs become dominant factors in our budget, ultimately driving up camp costs at a time when we are all tight for money……time for some fund raising???
All-in-all a successful year delivered by a great team.
EXPLORERS
The Explorer Unit has seen some changes in leadership over the last 12 months as Andy and Jan stepped down after doing great work with the unit. Jan and Andy’s last session included watching the home built go-cart ( formerly a table!) being run around the track in Earlham in Summer 2024. We would like to thank Jan and Andy for all their support over the years - they left created a great team and left the explorers with some great memories.
The Explorer Unit were very fortunate in welcoming Stacy Ward as a new leader and with Andrea they continue to promote and deliver the scouting programme for the 14-18 yr old young people.
January 2025 started with the unit winning the Golden Toilet Seat Challenge - a District event which happens 6 or 7 times a year.
In February a team entered the BPA overnight challenge hike- which is a route of about 15miles with an activity base every 3 to 5 miles.This year it was based in Sandringham and EMU recorded their highest ever position of 6th.
The Explorers focused on fundraising for NORJAM International Jamboree as 12 members of EMU Explorer Unit attended from August 9-16 2025.
With this in mind they also focused on their Platinum Award, which is equivalent to the Duke Of Edinburghs Bronze Award.
In the Spring Term of 2025 the Explorer unit examined the value of Childhood, looking at memories, games, books and television programmes specific to that age. They also defined the age of childhood as the time you start school until the time you start high school ( roughly 5-10 years old)
They planned an exhibition of childhood programmes which would be depicted as a series of doors which would lead to the world of a film, book or tv programme. The Explorer Unit spent several weeks designing a series of wooden doors using the theme of their favourite childhood book, game, tv programme. The doors were placed along a trail at Ladybelt Park over the Easter holiday. For this project EMU wrote to the Mulbarton Parish Community Fund asking for a grant for materials which was kindly given by the trustees. They used this money to create some information boards for the trail, and also created the advertising and the doors themselves.
Some of the Unit joined the Scouts at the Peak District Camp in May and 9 of them attended the Group Camp in June.
Over the last year we have been increased the number of over night camps we have taken part in and with the main drive to take as many people as possible to Norjam to introduce them to an international camp.
7 nights of camping is no easy activity even if you are only 5 miles from your home- they had to deal with lots of new faces, a lot of tiring activities- and a lot of walking- all done in 28-30 degrees of heat - we used a lot of sun screen!
Since January we have had the great pleasure in awarding 6 Platinum Awards.
The Unit has seen numbers remain buoyant and although we have seen several leave because they are 18 now- one of those has chosen to become a leader in the Cub section - we have 13 Explorers today and we have another 5 scouts due to join us in January.
Several Explorers have applied to attend the World Scout Jamboree 2027 in Poland, and Stacy has also applied to join them as part of the International Service
1st Mulbarton Scout Group Charity Accounts 2024 Accounts 01/04/2024 - 31/03/2025
Balance Sheet
| Account | Description | 2020 | 2021 | 2022 | 2023 | 2024 |
|---|---|---|---|---|---|---|
| Group Scout Account | Opening Balance | 15841.32 | 11339.20 | 23313.14 | 13104.34 | 8429.07 |
| Income | 11787.69 | 36816.54 | 35152.63 | 52452.00 | 45238.78 | |
| Outgo | (16289.81) | (24842.60) | (45361.43) | (57127.27) | (47628.36) | |
| Closing Balance | 11339.20 | 23313.14 | 13104.34 | 8429.07 | 6039.49 | |
| HQ Account | Opening Balance | 11529.81 | 12399.63 | 4255.10 | 7415.60 | 12346.89 |
| Income | 13291.92 | 12144.69 | 11017.26 | 11431.93 | 11103.24 | |
| Outgo | (12422.10) | (20289.22) | (7856.76) | (6500.64) | (13769.28) | |
| Closing Balance | 12399.63 | 4255.10 | 7415.60 | 12346.89 | 9680.85 | |
| Jamboree Account | Opening Balance | 0.00 | 0.00 | 1000.00 | 1000.00 | 1001.00 |
| Income | 0.00 | 1000.00 | 0.00 | 1.00 | 566.00 | |
| Outgo | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Closing Balance | 0.00 | 1000.00 | 1000.00 | 1001.00 | 1567.00 | |
| Savings Account | Opening Balance | 9056.08 | 9060.22 | 9061.14 | 9099.96 | 29269.51 |
| Income | 4.14 | 0.92 | 38.82 | 20169.55 | 434.30 | |
| Outgo | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Closing Balance | 9060.22 | 9061.14 | 9099.96 | 29269.51 | 29703.81 | |
| District Scouts Monies Owed | Opening Balance | 0.00 | 0.00 | 0.00 | 0.00 | 600.00 |
| Income | 0.00 | 0.00 | 0.00 | 600.00 | 600.00 | |
| Outgo | 0.00 | 0.00 | 0.00 | 0.00 | 7503.00 | |
| Closing Balance | 0.00 | 0.00 | 0.00 | 600.00 | 8703.00 | |
| OPUS Energy Deposit | Opening Balance | 8860.37 | 8860.37 | 8860.37 | 6502.88 | 3395.18 |
| Income | 0.00 | 0.00 | 661.58 | 116.36 | 835.90 | |
| Outgo | 0.00 | 0.00 | (3019.07) | (3224.06) | (3425.54) | |
| Closing Balance | 8860.37 | 8860.37 | 6502.88 | 3395.18 | 805.54 | |
| HMRC Gift Aid Pending | Opening Balance | 1839.25 | 0.00 | 0.00 | 2355.25 | 5091.25 |
| Income | 0.00 | 0.00 | 2355.25 | 2736.00 | 2875.00 | |
| Outgo | (1839.25) | 0.00 | 0.00 | 0.00 | 0.00 | |
| Closing Balance | 0.00 | 0.00 | 2355.25 | 5091.25 | 7966.25 | |
| Total | Opening Balance | 47126.83 | 41659.42 | 46489.75 | 39478.03 | 60132.90 |
| Income | 25083.75 | 49962.15 | 49225.54 | 87506.84 | 61653.22 | |
| Outgo | (30551.16) | (45131.82) | (56237.26) | (66851.97) | (57320.18) | |
| Closing Balance | 41659.42 | 46489.75 | 39478.03 | 60132.90 | 64465.94 | |
| HMRC Gift Aid at Risk | Opening Balance | 0.00 | 0.00 | 0.00 | 564.50 | 1095.25 |
| Income | 0.00 | 0.00 | 564.50 | 530.75 | 464.50 | |
| Outgo | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Closing Balance | 0.00 | 0.00 | 564.50 | 1095.25 | 1559.75 | |
| Old Norjam Account | Opening Balance | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 |
| Income | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Outgo | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Closing Balance | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| All | Opening Balance | 47126.83 | 41659.42 | 46489.75 | 40042.53 | 61228.15 |
| Income | 25083.75 | 49962.15 | 49790.04 | 88037.59 | 62117.72 | |
| Outgo | (30551.16) | (45131.82) | (56237.26) | (66851.97) | (57320.18) | |
| Closing Balance | 41659.42 | 46489.75 | 40042.53 | 61228.15 | 66025.69 |
1st Mulbarton Scout Group Charity Accounts 2024 Accounts 01/04/2024 - 31/03/2025
Income Statement
| 2024 | 2024 | 2024 | ||
|---|---|---|---|---|
| Section | SubCode | Income | Outgo | Total |
| Beavers | Subscription | 5850.00 | 195.89 | 5654.11 |
| Members Fees | 0.00 | 3001.20 | (3001.20) | |
| Expenses | 0.00 | 809.11 | (809.11) | |
| Camping & Events | 2462.50 | 613.10 | 1849.40 | |
| Rent | 0.00 | 1155.00 | (1155.00) | |
| Sub Total | 8312.50 | 5774.30 | 2538.20 | |
| Cubs | Subscription | 4539.00 | 154.44 | 4384.56 |
| Members Fees | 0.00 | 2751.10 | (2751.10) | |
| Expenses | 0.00 | 1291.59 | (1291.59) | |
| Camping & Events | 4902.50 | 3470.61 | 1431.89 | |
| Norjam | 125.00 | 4.50 | 120.50 | |
| Rent | 0.00 | 1350.00 | (1350.00) | |
| Sub Total | 9566.50 | 9022.24 | 544.26 | |
| Scouts | Subscription | 3525.00 | 115.76 | 3409.24 |
| Members Fees | 0.00 | 1750.70 | (1750.70) | |
| Expenses | 0.00 | 733.65 | (733.65) | |
| Camping & Events | 2963.00 | 2675.51 | 287.49 | |
| Norjam | 1126.00 | 37.11 | 1088.89 | |
| Rent | 0.00 | 702.00 | (702.00) | |
| Sub Total | 7614.00 | 6014.73 | 1599.27 | |
| Explorers | Norjam | 2117.00 | 622.86 | 1494.14 |
| Rent | 0.00 | 912.00 | (912.00) | |
| Sub Total | 2117.00 | 1534.86 | 582.14 | |
| Group | Subscription | 3069.00 | 1716.00 | 1353.00 |
| Members Fees | 0.00 | 0.00 | 0.00 | |
| Expenses | 0.00 | 4179.66 | (4179.66) | |
| Camping & Events | 925.00 | 3539.67 | (2614.67) | |
| Norjam | 0.00 | 4475.00 | (4475.00) | |
| Rent | 0.00 | 0.00 | 0.00 | |
| Admin | 0.00 | 212.36 | (212.36) | |
| Fireworks | 13346.58 | 4294.02 | 9052.56 | |
| Interest Received | 434.30 | 0.00 | 434.30 | |
| Unknown | 613.31 | 2728.25 | (2114.94) | |
| Sub Total | 18388.19 | 21144.96 | (2756.77) | |
| HQ | Equipment | 0.00 | 139.98 | (139.98) |
| Insurance | 2324.39 | 4406.54 | (2082.15) | |
| Maintenance | 0.00 | 5437.24 | (5437.24) | |
| Recycling | 483.74 | 369.79 | 113.95 | |
| Utilities | 835.90 | 3425.54 | (2589.64) | |
| Rent | 9136.00 | 50.00 | 9086.00 | |
| Sub Total | 12780.03 | 13829.09 | (1049.06) | |
| HMRC Gift Aid Pending | (Forms complete) | 2875.00 | 0.00 | 2875.00 |
| HMRC Gift Aid at Risk | (no forms available) | 464.50 | 0.00 | 464.50 |
| Total | 62117.72 | 57320.18 | 4797.54 |
-------- Original Message --------
Subject:Mulbarton Scout Group Accounts 2024 Date:07/01/2026 22:07 From:xxx To:a.wyatt@norfolkscouts.org.uk Copy:Treasurer
Hi Aaron,
Apologies for the delay, the Group Dropbox account has been in a blocked out state for a few weeks over Christmas.
We have had to buy the upgrade to give us space to start functioning again, and this turned out to be quite problematic for us. Anyway, all sorted now.
To provide the Group accounts to you I have now arranged those files at this location. https://www.dropbox.com/scl/fo/uz1ffzedq1g75lrlk0k50/AGXmIP1DDqgQSE0KZEVR22o?rlkey =yqej3rfu279zlp852t5x2a5eu&st=pwyfk5qb&dl=0 https://www.dropbox.com/ MulbartonGroup@gmail.com/home/Accounts
I will shortly do the share on Dropbox to this folder and E:Mail, and that should result in you getting an invitation from Dropbox to have a look.
The main file of interest to you is - MulbartonGroup@gmail.com/home/Accounts/2024 2025/Scout_Accounts_2024_Final.xls There are also supporting files in that same sub-folder.
Thanks again for offering to cast an eye over them for us again this year.
Please don't hesitate to ask me any questions, I don't have your phone number, but E:Mails to me here are fine if you are happy with a written response.
Thanks, Tony.