**ANNUAL GENERAL MEETING 2023** 

## **St Mary’s 8[th] Hendon Scouts** 

## **A.G.M.** 

**Friday June 16[th] , 2023** 

## **At 19:00 hrs** 

**The Farmhouse Museum Gardens Greyhound Hill Hendon NW4 4JT** 

St Mary’s 8[th] Hendon Scout Troop 

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Scouts
ANNUAL GENERAL MEEfiNG 2023
St Mary's 8th Hendon Scout Troop


## **ANNUAL GENERAL MEETING 2023** 

## **AGENDA** 

|1. Opening|Steve Cox|
|---|---|
|2. Introduction of guests & Intro|_Steve Cox_|
|3. Apologies for absence|Tom Henney|
|4. Minutes of the 2022 AGM|Tom Henney|
|5. Matters arising from the Minutes|Tom Henney|
|6. Presentation and Approval of the Trustees Annual|Glyn Williams|
|Report and Statement of Financial Accounts||
|7. Elections and appointments|Steve Cox|
|a. Appointment of the Troop Chair|Steve Cox|
|_(Currently Tom Henney)_||
|b. Election of the Troop Secretary|Tom Henney|
|_(Currently Abby Leeder)_||
|c. Election of the Troop Treasurer|Tom Henney|
|_(Currently Glyn Williams)_||
|d. Nominations for Members of the Executive||
|Committee|Tom Henney|
|_(Currently Martin Clode, Alkis Elias, Chris Maslin)_||
|e. Election of other Members of the Executive Committee|Tom Henney|
|(Parent Reps)||
|f. Appointment of Independent Examiner|Tom Henney|
|8. Any other business|Tom Henney|
|9. Presentations|Section Leaders &|
||Tom Henney|
|10. Close of meeting|Tom Henney|



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## **ANNUAL GENERAL MEETING 2023** 

## **St Mary’s (8[th] Hendon) Scouts Trustees report for the year 2022-2023** 

## **Structure, Governance and Management** 

The executive is a trust established under the rules which are common to all District Scout Executives. 

The Trustees are selected and appointed at each Annual General Meeting in accordance with the policy, Organisation & Rules of the Scout Association 

Trustees Ex-Officio 

Group Scout Leader Steven Cox Assistant Group Scout Leader Kevin Wells Scout Leader Rosie Hyde Cub Scout Leader Clare Edwards Beaver Scout Leader Irene Hennessy Squirrel Leader Angela Oldroyd 

Trustees Elected Chairman Tom Henney Secretary Abby Leeder Treasurer Glyn Williams Trustees Nominated Martin Clode Alkis Elias Chris Maslin Parent Reps Dave Satchwell Deepika Bhagwandas Kirsty Virasami 

The Group's governing documents are those of The Scout Association. 

St Mary’s 8[th] Hendon Scout Troop 

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## **ANNUAL GENERAL MEETING 2023** 

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. 

The Group is managed by the Group Executive Committee, the members of which are the ‘Charity Trustees’ of the Scout Group which is an educational charity. As charity trustees they are responsible for complying with legislation applicable to charities. This includes the registration, keeping proper accounts and making returns to the Charity Commission as appropriate. The Committee consists of three independent representatives, Chair, Treasurer and Secretary together with the Group Scout Leaders, individual section leaders and parent’s representation and meets every 2 months. 

This Group 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 committees that may be required. 

Appointing Group Administrators and Advisors other than those who are elected? 

## **Risk and Internal Control** 

The group has in place systems of _**internal controls**_ that are designed to provide reasonable assurance against material mismanagement or loss, these include 2 signatories for all 

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## **ANNUAL GENERAL MEETING 2023** 

payments and a comprehensive insurance policy to ensure that insurable risks are covered. 

The objectives of the group are as a unit of the Scout Association. 

The Aim of The Scout Association 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. 

The Group meets the Charity Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or community development headings 

## **Reserves Policy** 

The Group's policy on reserves is to hold enough resources to continue the charitable activities of the group should income and fundraising activities fall short. The Group Executive Committee considers that the group should hold a sum equivalent to 24months running costs, circa £60,000 

The Group held reserves of approximately £60,000 + £20,000 Build Fund against this at year end. This is above the level required for operating expenses, due to extra expenses during our redevelopment of hall and storage hire 

## **Investment Policy** 

The Group's Income and Expenditure is exceedingly small and as a consequence does not have enough funds to invest in longer term investments such as stocks and shares. The Group has therefore, adopted a low-risk strategy to the investment of its 

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## **ANNUAL GENERAL MEETING 2023** 

funds. All funds are held in cash using only mainstream banks or building societies or The Scout Association's Short Term Investment Service. 

The Group Executive regularly monitors the levels of bank balances and the interest rates received to ensure the group obtains maximum value and income from its banking arrangements. Occasionally this may involve using an account that requires a period of notice before funds may be withdrawn, before doing so the Group Executive considers the cash flow requirements 

The trustees declare that they have approved the trustees’ report above Signed on behalf of the charity’s trustees. 

Signature(s) 

Full name(s) 

Date 

Position (e.g., Secretary, Chair) 

Signature(s) 

Full name(s) 

Date 

Position (e.g., Secretary, Chair) 

Signature(s) 

Full name(s) Date 

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## **ANNUAL GENERAL MEETING 2023** 

## – 8[th] Hendon Annual General Meeting 2021 2022 **Minutes of the meeting Friday 9[th] September 2022** 

**Present:** Steve Cox, Kevin Wells, Clare Embers, Rosie Hyde, Irene Hennessy, Angela Oldroyd, Glyn Williams, Tom Henney and Alkis Elias **Apologies:** Ros Band, Abby Leader and Julie Gittoes 

## **1. Opening of the meeting** 

Steve Cox (GSL) opened the meeting and welcomed everyone to the 20212022 Annual General Meeting (AGM). A minute’s silence was held for in remembrance for the Queen. 

## **2. Minutes of last AGM** 

No minutes of last AGM available. 

## **3. Treasurers Report** 

Glyn Williams gave a brief summary of the 2021-2022 financial statement. Accounts were reported to be in a healthy state. Announced that the committee will be looking at increasing subs from January 2023. Reminded parents that the group is able to help out financially for any families that may be struggling. 

Full treasurers report available on request. 

## **4. Elections and appointments** 

Ros Band has decided to step down as chair for personal reasons, committee thanked her for her time as chair. 

## _a) Election of the Troop Chair_ 

Tom Henney nominated for Chair by Steve Cox, seconded by Glyn Williams. 

- _b) Election of the Troop Secretary_ 

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## **ANNUAL GENERAL MEETING 2023** 

Abby Leader agreed to continue, seconded by Angela Oldroyd 

## _c) Election of the Troop Treasurer_ 

Glyn Williams agreed to continue as Treasurer, seconded by Tom Henney 

- _d) Nominations of other Members of the Executive Committee_ 

New parent reps: 

Dave Satchwell, seconded by Rosie Hyde 

Deepika Bhagwandas, seconded by Tom Henney 

Kirsty Virasami, seconded by Angela Oldroyd 

Martin Clode agreed to continue, seconded by Irene Hennessy Alkis Elias agreed to continue, seconded by Angela Oldroyd 

Chris Maslin agreed to join the committee, seconded by Angela Oldroyd 

## **5. Any other business** 

Kevin Wells gave short report on the outcomes from a Leaders Training weekend. Announced plans for a Beaver sleepover at the National Space Centre in Leicester and the intentions for the next two Scout Summer camps (Jersey in 2023 and Switzerland in 2024) 

## **6.          Close of meeting** 

Tom Henney closed the AGM and thanked the leaders and committee members for their work over the last year. 

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## **ANNUAL GENERAL MEETING 2023** 

## **8[th] Hendon Treasurers Report** 

## **2022/23** 

|**Bank Accounts**||**Start**|**End of Year**|
|---|---|---|---|
|Bank Account||£50,991.66|£63,901.48|
|PettyCash||£117.75|£117.75|
|Virgin Account|Restricted|£5,198.44|£5,198.44|
|Chris Maslin Fund|Restricted|£0.00|£9,735.85|
|Build Account|Restricted|£18,589.24|£19,049.87|
|||£0.00|£0.00|
|||£0.00|£0.00|
|||£0.00|£0.00|
|**Restricted totals**||**£23,787.68**|**£33,984.16**|
|**Unrestricted Total**||**£51,109.41**|**£54,283.38**|
|GroupTotal||**£74,897.09**|**£88,267.54**|
|**Profit/ Loss**|||**£13,370.45**|



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## **ANNUAL GENERAL MEETING 2023** 

|**Group**|**Income**|**Expenses**|**2022/23**|**2021/22**|
|---|---|---|---|---|
|Capitation|£14,131.15|£4,783.36|£9,347.79|£8,405.50|
|Fundraising|£237.58|£36.00|£201.58|£452.86|
|Building/Services|£0.00|£5,894.05|-£5,894.05|-£4,157.55|
|Beavers|£0.00|£25.00|-£25.00|-£316.00|
|Cubs|£0.00|£10.50|-£10.50|£235.75|
|Scouts|£0.00|£177.47|-£177.47|-£79.97|
|Group|£1.50|£2,420.40|-£2,418.90|-£4,282.41|
|GroupActivities|£4,227.88|£3,318.80|£909.08|£368.84|
|Scout Activities|£4,852.79|£5,969.82|-£1,117.03|£538.01|
|Beaver Activities|£364.94|£352.60|£12.34|£205.89|
|Cub Activities|£233.00|£250.96|-£17.96|-£191.35|
|Beaver Sleepover|£509.55|£411.83|£97.72|£227.43|
|Chiltern 20|£262.05|£299.25|-£37.20|£0.00|
|Scout Cooking<br>Day|£77.60|£0.00|£77.60|£0.00|
|Squirrels|£0.00|£196.00|-£196.00|£0.00|
|C. Maslin Fund|£10,000.00|£264.15|£9,735.85|£0.00|
|Covid Refunds|£0.00|£55.00|-£55.00|-£5,059.50|
|Grants|£0.00|£0.00|£0.00|£3,173.00|
|Gift aid|£2,476.97|£0.00|£2,476.97|£1,484.75|
||||||
|**Total**<br>**£37,375.01**||**£24,465.19**<br>**£12,909.82**<br>**£1,005.25**|||



This year has seen the addition of a new section to the 8[th] Hendon Family the Squirrels the first in Barnet and demonstrates the strength of scouting within the group. Every section is full, and we have a very long waiting list in fact if there were more leaders, we could run two groups for each section. We as a group as you can see have ended the year in the Black but a little less than last year that of course is a sign that scouting is returning to pre-Covid levels namely being able to do more things with our young people which is what we like to see everyone deserves every opportunity to grow and develop and to challenge themselves. 

As ever the main expenditure incurred by the troop is Capitation and building. Capitation is simply our fee to be part of the scouting movement and the benefits within and the building is related to our existing scout Hut namely charges to keep water gas and electric in place as well as the insurance as you 

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## **ANNUAL GENERAL MEETING 2023** 

may or not be aware although we cannot use the hut for meetings we store all our equipment therein and have to not only insure the building but also the kit so that we can insure all is ready for when it is needed whether it be a camp or an event generally. 

Sadly, not a lot has happened with regards to fundraising for the new Scout HQ due in part to the on off situation with the Hendon hub and if we are included in the plans and also it is very difficult to put in requests for funding when we do not know where we Stand but I do hope that this year we will be able to Start fundraising in earnest. 

Our Accounts are audited independently, and I see no reason to change how we are Audited as it is working well and will be published on the Charities Web site as per requirements of being a Charity. 

As always Can I say a big thank you to all the leader’s, Assistant leaders, young leaders and Parents for their hard work and support over the year. Please remember everyone involved does this voluntary and for the love of Scouting and seeing our young people develop. 

Glyn Williams Treasurer 8[th] Hendon Scouts treasurer@8thhendon.org 

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## **ANNUAL GENERAL MEETING 2023** 

## **GSL REPORT 2022/3** 

The Group keeps growing, Over the past year we opened the first and only Squirrel Drey in Barnet with 18 four- to six-year-olds. Our waiting list is still growing with now more than 100 children wanting to join a section. With the numbers on the Cubs and Beaver list we could open another night if we had volunteer leaders and a place to meet. In September 2022 Barnet Council finally gave us planning permission to rebuild our old Scout HQ. Hopefully in 2023/4 we will be able to start the rebuild once the Church Trustees give us the go ahead. 

All the sections ran camps, and we had a great Group Jubilee Camp at Phasels Wood. 

On the leader front Jacqueline has come back to us to help with Squirrels, she still lives in Finedon, but every 2 weeks travels back to Hendon to meet family and run the Squirrels for us, Leila took the plunge and became a section assistant, 

We have 2 new Young Leaders Alfred & Vivianne working with the Squirrels. An more parent helpers to keep us going from strength to strength. 

Clare (Akela) hit another milestone with 30 years as a leader now making 5 of the team with 30+ years in the Group. 

Finally, I would like to thank all the Volunteer Team Leaders, Trustees (Executive) and helpers for all commitment to the Group as without you we would have gone the way of the dodo by now! 

Steve Cox GSL 

PS “it’s only an hour a week!” 

If you don’t understand the PS just ask any volunteer leader 

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## **ANNUAL GENERAL MEETING 2023** 

## **SCOUT REPORT 2022/3** 

The Scout section has had a busy year, we worked on our First Aid badge in the Autumn Term and had four teams competing in the Chiltern 20. In November we took part in the District Night Adventure competition, we were also visited by a yoga instructor for one evening and finished off the term with a beach party. 

Over the Spring term we ran our second Annual Cooking Competition – complete with a (slightly chaotic) trip to ASDA the night before for the teams to purchase their food. In January we took part in the District Swimming Gala where Charlotte placed second in the under 12 ½ backstroke and Theo came 3[rd] in the under 14 ½ breaststroke. Over the Easter Holidays a group of our older Scouts took part in their Expedition Challenge Hike in the Chilterns. Finally in this term we prepped campfire skits for Group Camp, had a visit from the local Jamboree unit and did a litter pick around Hendon. 

Camping wise, we ran a Survival Camp for some of our older Scouts in October last year with our Explorer unit and had a sunny Group Camp in May this year. We are looking forward to Summer Camp in Dorset in a few weeks! 

We have awarded 173 badges, invested 6 new Scouts and have 6 more to invest tonight! As a leadership team, we look forward to awarding more badges and welcoming more new Scouts over the next year. 

Rosie 

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## **ANNUAL GENERAL MEETING 2023** 

## **CUB REPORT 2022/3** 

Over the year we have awarded 245 badges, invested 9 new Cubs and presented 4 Chief Scout Awards. 

On Friday nights we worked on the Athletics, Astronomer, First Aid, World and Teamwork badges.  We learnt how children helped in both World Wars and attended the Hendon Remembrance Parade.  We learnt knots and built our own carriages to celebrate to Coronation.  The Cubs visited Phoenix Outdoor Centre and spent the morning kayaking on the Welsh Harp. 

We welcomed Young Leaders from the UK Contingent for the World Scout Jamboree who taught us facts about South Korea and some great games.  Our Sixers developed their leadership skills by running their favourite games. In the Summer term we joined with the Beaver and Scout Sections for a group camp at Lees Wood, honing our camping skills.  The Cubs enjoyed archery, wide games, cooking over an open fire and navigated their way along a hike. We have had great fun and look forward to another year of scouting. 

## **Beavers 2022/3** 

The Beaver section has had a busy year, last Autumn we worked on our Money skills badges, our Creative badges, Safety badges, First aid level 1 badges and our communicator badge. We enjoyed trips to Paradise Wildlife Park, The North London Society of Model Engineers’ (to ride on model trains) and water activities on the Welsh harp. We enjoyed a silent disco hosted by the Jamboree crew. We finished the year with an amazing Beaver sleepover full of activities, fun and memories. 

In the spring, we worked on our disability awareness badges, our international badges, our global issue badges. We also represented the troop at the St Georges day Parade. We also attended and won the district domino competition! 

This summer, we finished our Navigation badge requirements and our Money skills Badge requirements. We began working on our gardener badge. We had an successful group camp, enjoying bouldering, catapult making, nature trails and camp cooking. 

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## **ANNUAL GENERAL MEETING 2023** 

We have awarded 299 badges including 7 Chief Bronze awards, invested 2 new Beavers and have 8 more to invest. As a leadership team, we look forward to awarding more badges and welcoming more new Beavers over the next year. 

## **SQUIRRELS REPORT 2022/3** 

8[th] Hendon has the pleasure of starting the first Squirrel section in our borough. We have invested 17 Squirrels into our nest. We meet bi-weekly at Church house on a Saturday afternoon and have enjoyed activities such as den building, local walks, sharing our talents, 

We celebrated special events such as Diwali, Children in need, Christmas, and Easter. Our first investitures were attended by district members, local community and was celebrated with a party and cake! 

Many squirrels joined us on our group camp, which was a fun packed day full of craft, nature walk, fort climbing and of course a camp fire with Marshmallows and songs. 

We have awarded 70 badges. As a leadership team, Acorn, Conkers and Hazelnut look forward to awarding more badges and welcoming more new Squirrels over the next year. 

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## **ANNUAL GENERAL MEETING 2023** 

## **Scrutineer's Report to the Trustees of the 8[th] Hendon (St Mary’s) Scout Council** 

I report on the accounts of the Group for the year ended 2022-23. 

## Respective responsibilities of Trustees and Scrutineer 

As the Group's trustees you are responsible for the preparation of the accounts; you consider that neither the audit nor independent examination requirements of the Charities Act 2011 apply. It is my responsibility without carrying out an audit or independent examination to scrutinise the accounts and to report to you. 

## Basis of Scrutineer's Statement 

In accordance with the directions given in the Group's/District's constitution, I have scrutinised the records and the accounts set out on pages ………… to ............ 

## Scrutineer's Statement 

In my opinion the accounts are in accordance with the records produced to me and comply with the constitution. 

Name: ............Michael Baka....................................................................... Address:.........19 Sunningfields Road ............... ........................NW4 4QR.......................................................... ..................................................................................................................... ..................................................................................................................... Date: ...............5 May 23.............................................................................. 

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