ANNUAL GENERAL MEETING 2024
St Mary’s 8[th] Hendon Scouts A.G.M.
Friday June 14[th] , 2024
At 19:00 hrs
The Meritage Hall Greyhound Hill Hendon NW4 4JT
St Mary’s 8[th] Hendon Scout Troop
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ANNUAL GENERAL MEETING 2024
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ANNUAL GENERAL MEETING 2024
AGENDA
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Introduction and welcome
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Apologies for absence
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Governance topics
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a. Approve the minutes of the Annual General Meeting held on 16 June 2023
b. Adopt the model constitution from Policy, Organisation and Rules (POR) Chapter 5: Local governance and finance of Groups, Districts, Counties | Policy, Organisation and Rules | Scouts
c. Note the Group’s financial year. April 23 - April 24
d. Approve appointed and community members of the Group Scout Council
e. Agree the number of members that may be appointed to the Trustee Board
f. Agree the quorum for future meetings of the Group Scout Council (excluding this AGM)
- Review of the previous year
a. The Group Lead Volunteer’s review of Scouts in the 8[th] Hendon
b. Receive and consider the Annual Report of the Group Trustee Board, including the annual Statement of the Accounts
5. Making appointments
a. [If required] Appoint the Group Chair, following recommendation from the open selection process initiated by the Group Trustee Board
b. [If required] Appoint the Group Treasurer, following recommendation from the open selection process initiated by the Group Trustee Board
c. [If required] Appoint members of the Group Trustee Board, following
recommendations from the open selection process initiated by the Group Trustee Board d. [If required] (Re-)appoint Group President and/or Vice Presidents
e. Appoint the Scrutineer
- Closing remarks
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ANNUAL GENERAL MEETING 2024
St Mary’s (8[th] Hendon) Scouts Trustees report for the year 2023-2024
Scout Council
Group Lead Volunteer Team Member Team Leader for Scouts Team Leader for Cubs Team Leader for Beavers Team Leader for Beavers Team Member for Squirrels Parent Reps
Steven Cox Kevin Wells Rosie Hyde Clare Edwards Irene Hennessy Angela Oldroyd Bethanie Hull
Dave Satchwell Deepika Bhagwandas Kirsty Virasami
Secretary
Abby Leeder
Trustees
Chairman Treasurer Trustees Nominated
TBC Glyn Williams Chris Maslin Michael Williams Matt North David Wolffe
Structure, Governance and Management
The Groups governing documents are those of the Scout Association.
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 Trustee Board, 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.
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ANNUAL GENERAL MEETING 2024
Risk And Internal Control
The Group Trustee Board has identified the major risks to which they believe the Group is exposed. These have been reviewed and systems have been established to mitigate against them.
Objectives And Activities
The Scout Association provides adventurous activities and personal opportunities for young people aged 4 to 25.
The role of the Group Council is to further these general objectives, with particular reference to the members of the Scout Group.
The objectives are as follows:
To make quality Scouting available to every young person in the Group, regardless of race, ethnicity, religion or disability.
To ensure that the Group offers the opportunity for a young person to progress from the age of 4 to 14, in a clearly identifiable way, either in the same group, or through formal arrangements with another group.
To continually quality assure the quality of Scouting.
To continuously recruit and retain adult leaders and helpers.
To maintain a quality programme of adult training and development.
To build strong teams of adults who will deliver to the Groups objectives.
To ensure that every young person aged 14 to 18 is offered like opportunities by the
District Explorer Unit or Units attached to Groups, recognising that administration, training and insurance are a District responsibility.
Achievements And Performance
The last financial year to 5[th] April 2024 has seen an increase in the Group's Membership numbers and increased levels of organised activities for all sections,
which is a credit to the Leaders and Trustees.
Public Benefit
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.
Financial Review Funds are invested in bank deposit accounts which provide interest, planned access over the year and carry minimal risk.
The Group has operated with sufficient reserves for two years operating expenditure and adequate insurance has been maintained to protect the assets and income.
The Trustees have implemented a health and safety review which is re-examined every six months.
Plans For the Future and Current Uncertainty
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ANNUAL GENERAL MEETING 2024
The outlook for Scouting continues to be positive, with the number of members increasing and work is ongoing to recruit more leaders to open new sections. The Group continues to follow guidance from the Scout Association in the way it is organised and operates.
Trustees And Statement of Trustees' Responsibilities
The members of the Group Trustee Board are the Charity Trustees of the Group. The Trustees who held office during the period and at the date of this report are set out on page 4.
Charity law requires the Trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the Group at the year end and of its incoming resources and resources expended during the year. The Trustees prepare the Accounts on a Receipts and Payments Basis.
The Trustees are required to:
Select suitable accounting policies and to apply them consistently.
Make judgements and estimates that are reasonable and prudent.
State whether applicable accounting standards and statements of recommended practice have been followed subject to any departures disclosed and explained in the financial statements; and prepare the financial statements on the going concern basis unless it is inappropriate to presume the charity will continue.
The Trustees are responsible for keeping proper accounting records which disclose, with reasonable accuracy at any time, the financial position of the Group and enable them to ensure that the financial statements comply with the Charities Act 2011.
They are also responsible for safeguarding the assets of the Group and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
The Annual Accounts have been drawn up on a Receipts and Payments Basis in line with the Charity Commission requirements.
The Trustees declare that they have approved the Trustees' Report above.
Signed on behalf of the Charity's Trustees
Chair Date
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ANNUAL GENERAL MEETING 2024
8th Hendon Annual General Meeting Minutes of the meeting: 16th June 2023
Committee present:
Steve Cox, Tom Henney, Abby Leeder, Glyn Williams, Deepika Bhagwandas, Dave Satchwell, Beth Bentley, Rosie Hyde, Angela Oldroyd, Clare Embers, Kevin Wells, Irene Hennessy, Alkis Elias
Committee Apologies:
Chris Maslin, Martin Clode
Other Apologies:
Vicar from St Mary’s, District Commissioner
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Minutes of the last meeting were accepted.
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Financial Report - Glyn presented the financial accounts. No questions were asked, and they were approved.
3. Elections and appointments
Steve nominated Tom to continue as chair, seconded by Dave Satchwell. Tom nominated Abby to continue as secretary, seconded by Angela Oldroyd. Tom nominated Glyn to continue as Treasurer, seconded by Irene Hennessy
Other committee members:
Alkis was nominated by Tom, seconded by Rosie. Deepika was nominated by Tom, seconded by Abby. Dave was nominated by Tom, seconded by Steve.
4. Reports were prepared by leaders but were not presented to the group
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ANNUAL GENERAL MEETING 2024
5. Scout hut garden - Matt North will strim it and with a group of other volunteer parents (Nikolett, Margaret, Halina) will help prepare it so that the beavers / cubs can eventually use it as a garden / veg garden.
8[th] Hendon Treasurers Report 2022/23
Balance Sheet 2023/24 2023-2024
Income Donation 4.50 Events 3,383.00
Events - Beavers 524.00 Events - Scouts 5,999.88 Fundraising 265.70 Gift Aid 4,914.94 Grants 130.00 Membership Fees 15,924.00 Uniform & Tee's 75.00
Expense Admin 181.30 Badges 637.66 Bank Fees 706.52 Build Fee's 0.00
Camping Equipment 158.78
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ANNUAL GENERAL MEETING 2024
Events 3,383.27
Events - Beavers 485.00
Events - Scouts 5,938.95 Group 73.98 Insurance 4,549.15 Meetings 42.50 Meetings - Beavers 69.30 Meetings - Cubs 47.96 Meetings - Scouts 280.22 Meetings - Squirrels 84.00 Membership Costs 4,375.16 Rates 52.07 Rent 1,580.00 Training 659.74 Utilities 276.06 Venue Maintenance 37.50 Account balances Barclays Main Account 71,078.86
Barclays Build Account 19,254.31 Virgin FR Fund 5,173.00 Expense Account 620.92
Summary
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ANNUAL GENERAL MEETING 2024
Account balance brought forward 88,525.19
Total income 31,221.02
Total expenditure 23,619.12
Net income 7,601.90 Account balance carried forward 96,127.09 Summary 2022/23 Capitation £9,347.79 Fundraising £201.58 Building /Services -£6,274.05
Beavers -£25.00 Cubs -£10.50 Scouts -£177.47 Group -£2,548.05 Group Activities £909.08 Scout Activities -£1,117.03 Beaver Activities £12.34 Cub Activities -£17.96
Beaver Sleepover £97.72 Chiltern 20 -£37.20
Scout Cooking Day £77.60 Squirrels -£196.00
C. Maslin Fund -£264.15
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ANNUAL GENERAL MEETING 2024
Covid Refunds -£55.00
Grants £0.00
Gift aid £2,476.97
Bank Accounts End of year.
Bank Accounts £53,901.48 Petty Cash £117.75 Virgin Account £5,198.44
£10,000.00
Build Account £18,799.87
Unrestricted Total £54,019.23
Group Total £72,819.10
Profit /Loss £3,120.45
The Observant will see that the format of the breakdown of numbers has changed from previous years, the reason for this is that for the Start of the 2023/24 Financial year as stated in previous years report we have moved from a manual accounting system to one utilising the capability built in within OSM. Next year the format will return to the normal but with a lot more detail as you will see from the numbers for the 2023/24 year.
Financially we are in a good position and operationally over all in the Black, as you can see, we are in profit by £7,601.90 Up on last year and all of which will be invested into the group and supporting the less fortunate amongst us. That said we have seen an increase in Parents struggling to pay their children’s membership fees, this is something that we fully understand especially with the world economy as it is , I would encourage any Parent who is struggling to pay their fees to come and Speak to either myself on a Friday night or our Lead Volunteer Steve Cox as there are ways and means that we can support, but if we don’t know we cannot help and certainly Scouting should and is open to everyone and the 8th Hendon as a group will testify.
Steve Will provide an update on the new scout hut build which again appears to have stalled due to circumstances outside of our control but also fundraising is stagnant and I would request that if there are any Parents who may have connections to businesses or charitable foundations
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ANNUAL GENERAL MEETING 2024
who might be prepared to assist in providing funds or sponsorship so the group can move back to our Traditional Home Across the road behind Church house.
This Year sees the group going from Strength to strength with all sections growing, with full programs. As ever I wanted to pass on my thanks and gratitude to all our leaders’ Assistant leaders, young leaders and volunteers for delivering such great experiences to the young people week on week and their dedication and look forward to the coming year when the Challenge continues. Please remember that all the adults are Volunteers and do this for their love of scouting and the satisfaction seeing your young people growing into considerate and capable young People.
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ANNUAL GENERAL MEETING 2024
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 2023-24.
Respective responsibilities of Trustees and Scrutineer
As the Group's/District'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 scrutinized the records, and the accounts set out on pages ……1…… to ....12........
Scrutineer's Statement
In my opinion, the accounts are in accordance with the records produced to me and comply with the constitution.
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|Name: .........Jan Bennett.............................................................................|
|Address:|102 Woodgrange Avenue|...............................................|
|North Finchley.............................................................................................|
|N12 0PS.....................................................................................................|
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|Date: .....May 24...........................................................................................|
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