ANNUAL GENERAL MEETING 2025
St Mary’s 8[th] Hendon Scouts A.G.M.
Saturday June 28[th] , 2025
At 15:00 hrs
Frith Grange Campsite Frith Lane Mill Hill NW7 1PT
St Mary’s 8[th] Hendon Scout Troop
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ANNUAL GENERAL MEETING 2025
St Mary’s 8[th] Hendon Scout Troop
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ANNUAL GENERAL MEETING 2025
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 14 June 2024
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 24 - April 25
d. Approve appointed and community members of the Group Scout Council
e. Agree on the number of members that may be appointed to the Trustee Board
f. Agree on 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
6. Closing remarks
St Mary’s 8[th] Hendon Scout Troop
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ANNUAL GENERAL MEETING 2025
St Mary’s (8[th] Hendon) Scouts Trustees report for the year 2024-2025
Scout Council
Group Lead Volunteer Steven Cox Team Member Kevin Wells Team Leader for Scouts Rosie Hyde Team Leader for Cubs Clare Edwards Team Leader for Beavers Irene Hennessy Team Leader for Beavers Angela Oldroyd Team Member for Squirrels Bethanie Hull Parent Reps Dave Satchwell Deepika Bhagwandas Kirsty Virasami
Secretary
Abby Leeder
Trustees
Chairman TBC Treasurer Glyn Williams Trustees Nominated David Wolffe Michael Williams Abby Leeder Matt North Ex/O Trustees Steven Cox GLV Kevin Wells TM
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.
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ANNUAL GENERAL MEETING 2025
As charity trustees, they are responsible for complying with legislation applicable to charities.
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.
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ANNUAL GENERAL MEETING 2025
The Trustees have implemented a health and safety review which is re-examined every six months.
Plans For the Future and Current Uncertainty
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
St Mary’s 8[th] Hendon Scout Troop
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ANNUAL GENERAL MEETING 2025
Minutes of the meeting Friday June 14th, 2024
Present: Steve Cox, Kevin Wells, Rosie Hyde, Angela Oldroyd, Glyn Williams, Abby Leeder, Deepika Bhagwandas and Dave Satchwell
Apologies: Julie Gittoes, Clare Embers
1. Opening of the meeting
Steve Cox (GSL) opened the meeting and welcomed everyone to the 2023-2024 Annual General Meeting (AGM).
2. Minutes of last AGM
Minutes from the last AGM were approved.
3. Treasurer's Report
In line with recommendation from The Scout Association, Steve Cox (on behalf of the Scout Council) proposed that the troop adopt the Chapter 5 rules of Policy, Organization and Rules - from Scout HQ. Seconded by Rosie Hyde. Approved by Group Scout Council.
4 . Treasurer's Report
Glyn Williams gave a brief summary of the 2022-2023 financial statement. Accounts were reported to be in a healthy state. A parent commented that the healthy financial numbers are good. Glynn encouraged parents with financial problems to ask for support with fees or camp payments.
Full treasurer's report available on request.
4. Elections and appointments
Following recommendations from the Charity Governance Code, POR states Trustee Boards should have a minimum of 5, and no more than 12, Trustees in total. The Group Scout Council proposed that 6 people are appointed. Proposed by Steve Cox, seconded by Michael Williams. Approved.
Trustee board: Chris Maslin, Michael Williams, Matt North.
Two or three more trustees need to be recruited. Vicky Satchwell may be interested and attendees of the meeting asked to consider whether they are interested.
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5. Any other business
A - Troop numbers are high, and more volunteers are needed, especially when groups leave the Meritage center for activities. Parent volunteers will be asked to cover weeks with volunteer shortages to avoid having to cancel meetings.
B - An independent examiner needs to be appointed for oversight of group accounts. Steve will approach a possible lead from 15th Finchley.
C - The district is running a fundraising BBQ on the 16th. 8th Hendon will be running a burger stall for fundraising.
6. Close of meeting
Steve Cox closed the AGM and thanked everyone for attending.
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ANNUAL GENERAL MEETING 2025
8[th] Hendon Treasurers Report 2024/25
| 8[th] Hendon Treasurers Report 2024/25 | Hendon Treasurers Report 2024/25 | |
|---|---|---|
| 2023- | ||
| 2024-2025 | 2024 | |
| Income | ||
| Bank Interest | -5.13 | 0.00 |
| Build Fee's | 2,284.20 | 0.00 |
| Donation | 0.00 | 4.50 |
| Events | 4,184.00 | 3,383.00 |
| Events - Beavers | 490.00 | 524.00 |
| Events - Scouts | 5,768.79 | 5,999.88 |
| Fundraising | 1,404.95 | 265.70 |
| Gift Aid | 3,449.44 | 4,914.94 |
| Grants | 1,000.00 | 130.00 |
| Membership Fees | 17,073.00 | 15,924.00 |
| Uniform & Tee's | 90.00 | 75.00 |
| Utilities | 46.85 | 0.00 |
| Kandersteg Summer Camp(Ring Fenced) | 2,466.13 | N/A |
| Expense | ||
| Activity Equipment | 251.78 | 0.00 |
| Admin | 319.99 | 181.30 |
| Badges | 542.95 | 637.66 |
| Bank Fees | 953.89 | 706.52 |
| Build Fee's | 4,568.40 | 0.00 |
| Camping Equipment | 775.91 | 158.78 |
| Events | 4,257.82 | 3,383.27 |
| Events - Beavers | 479.11 | 485.00 |
| Events - Scouts | 5,470.86 | 5,938.95 |
| Group | 717.70 | 73.98 |
| Insurance | 5,231.20 | 4,549.15 |
| Meetings | 51.00 | 42.50 |
| Meetings - Beavers | 211.19 | 69.30 |
| Meetings - Cubs | 317.24 | 47.96 |
| Meetings - Scouts | 388.20 | 280.22 |
| Meetings - Squirrels | 80.45 | 84.00 |
| Membership Costs | 4,885.97 | 4,375.16 |
| Rates | 0.00 | 52.07 |
| Rent | 2,135.00 | 1,580.00 |
| Training | 60.00 | 659.74 |
| Utilities | 333.90 | 276.06 |
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ANNUAL GENERAL MEETING 2025
| Venue Maintenance | 0.00 | 37.50 |
|---|---|---|
| Kandersteg Summer Camp(Ring Fenced) | 919.51 | N/A |
| Account balances | ||
| Barclays Main Account | 78,775.45 | 71,078.86 |
| Petty Cash | -95.50 | 0.00 |
| Barclays Build Account | 17,264.00 | 19,254.31 |
| Virgin FR Fund | 5,163.00 | 5,173.00 |
| Expense Account | 320.30 | 620.92 |
| Summary | ||
| Account balance brought forward | 96,127.09 | 88,525.19 |
| Total income | 38,252.23 | 31,221.02 |
| Total expenditure | 32,952.07 | 23,619.12 |
| Net income | 5,300.16 | 7,601.90 |
| Account balance carried forward | 101,427.25 | 96,127.09 |
Treasurer's Report
Introduction: As promised in last year’s report, we have now transitioned from manual accounting to the complete integration of our Accounts utilizing the capacity within the OSM Platform. This move has simplified the management and control of finances, ensuring that our leaders are not out of pocket. They now have access to a charge card with an allocated budget for purchasing equipment and materials for each meeting. This is something I feel very passionate about; no leader should be out of pocket.
Financial Overview: This year, we have ended the year in the black, albeit by a smaller amount. The cost of living has impacted on us all, some more than others. We have increased our membership fees due to greater demands from the Scout Association, District, and general day-to-day living. This increase has resulted in several parents struggling to afford the fees, and I thank them for coming forward to letting us know about their situation. I urge any parent or carer to speak to us if they are struggling. Although external funding that we used to access has now been closed, we will do what we can to support our young people. Please feel free to utilize our Uniform Bank.
Support Initiatives: I am also allocating 50p from all subscriptions into our ring-fenced funds to create a pot of money to support people with their fees. Additionally, please note that every time a payment fails, we incur a charge for the failure.
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ANNUAL GENERAL MEETING 2025
Upcoming Events: Summer 2026 sees our scouts going to Switzerland for their summer camp. The hard-earned fundraising efforts are listed separately, and I wish them well with their fundraising. I urge everyone to support their efforts in any way you can.
Group Progress: Our group continues to go from strength to strength, with all sections growing and full programs in place. I want 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 after week. Their dedication is invaluable, and I look forward to the coming year when the challenge continues.
Conclusion: Please remember that all the adults are volunteers and do this for their love of scouting and the satisfaction of seeing your young people grow into considerate and capable individuals.
Glyn Williams, Treasurer, St Mary's 8th Hendon Scouts
St Mary’s 8[th] Hendon Scout Troop
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ANNUAL GENERAL MEETING 2025
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 2024-25.
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 …9……… to ....11........
Scrutineer's Statement
In my opinion, the accounts are in accordance with the records produced to me and comply with the constitution.
Name: Jan Bennett
Address: ..102 Woodgrange Avenue.
North Finchley.
N12 0PS.
.....................................................................................................................
Date: ..........................................................................................................
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ANNUAL GENERAL MEETING 2025
GLV Report
The Group keeps growing, Our waiting list is still growing with now more than 100 children wanting to join a section. With the numbers on the Cubs and Scout 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. Unfortunately, this has now expired, and we have to start again
All the sections ran camps, and we had a great Group Camp at Lee’s Wood.
On the leader front, we have 3 join the team, Max in Scouts, Emily in the Cubs and Guiseppe in the Squirrels
We have 5 new Young Leaders working over the 4 sections.
An more parent helpers to keep us going from strength to strength.
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 GLV
Scout Report TBC
Cub Scout Annual Report - 25 June 2025
This year has been an incredible journey for our Cub Scouts, filled with adventure, learning, and personal growth. Our pack has enjoyed a variety of engaging activities, community visits, and skill-building sessions. We are proud to report that our Cubs have earned a remarkable 117 badges, showcasing their dedication and enthusiasm across a wide range of topics.
Highlights of the Year
Visit to the Fire Station One of the most exciting experiences this year was our trip to Hendon fire station. Cubs explored fire engines, tried on gear, and learned about fire safety. We also held an investiture there, but the highlight of the evening had to be spraying the hose!
Circus Skills Evening We brought the big top to the Meritage with a circus skills workshop! Cubs juggled, balanced, and spun plates, it was tremendous fun, and some Cubs discovered hidden talents.
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Pets at Home Educational Visit Our Cubs became animal care experts during a hands-on visit to Pets at Home. They learned how to look after a variety of pets, from hamsters to reptiles, and even got to feed and handle some of the animals.
Police Educational Visit We welcomed officers from the local police force who shared insights into their work and how they help keep our community safe. Cubs asked thoughtful questions and learned about the importance of respect, responsibility, and staying safe.
Group Camp
Our Group Camp at Lees Wood was a great success. The Cubs learnt how to put up tents and prepare for an inspection. They lit fires to cook breakfast over and toasted marshmallows while singing camp songs. The Cubs enjoyed lots of activities such as archery and shelter building, and took part in exciting wide games. A fantastic time was had by all.
Clare Embers Team Leaders (Cubs)
Beaver Report TBC
Squirrel Report TBC
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