1[st] Ninfield & Crowhurst Scout Group Minutes of the 2023 Annual Trustee General Meeting
Held on Friday 3[rd] November 2023At Catsfield Village hall, Catsfield
| Held on Friday 3rd November 2023At Catsfield Village hall, Catsfield | Held on Friday 3rd November 2023At Catsfield Village hall, Catsfield | |
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| Present: Open meeting |
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| Item | Agenda Items | |
| 1 | Welcome and Introduction from the Group Section Chairman – Rosemary Cooper. Rosemary Cooper welcomed everyone to the Annual General meeting of the 1stNinfield and Crowhurst Trustees Scout Group, She thanked all the Leaders, helpers, and everyone for attending the meeting and supporting the fund raising quiz night. |
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| 2 | To Approve minutes of the AGM held on 3rd November 2023 Rosemary read out the minutes from the previous Annual General meeting held on the 18thNovember 2022. There were no queries raised on these minutes. The minutes of the 2022 AGM were signed and agreed by the Chairman. |
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| 3 | Group Section Leaders report – Glen Harrison. Thank you to all the Leaders, parents and everyone who has helped over the past year, we have received help from so many people. We currently have a small group, due to lockdown this has had an effect on numbers joining the scout groups and gaps in numbers going up through the groups. Some are lacking in confidence, with the support of scouts they learn skills for life. |
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| 4 | To receive the Group and Consider the annual Statement of Accounts. Dick Creasy – The group Treasurer reported that membership subscriptions are down. There is no section in Crowhurst. Net subscription £3341.00 . Received lots of donations to support the trip to Switzerland. Fund raising is up, without this we use the group savings. We have recently changed bank from HSBC to Caf bank, we receive more interest on our accounts. There is a slight increase in the rent of the hall and activates have increased through the winter. Kandersteg trip £7000.00 was paid out in August this year. Assets are similar to last year, breakdown of the Switzerland trip was handed out £16173.84. Donations, sponsors, fundraising, Rotary, horseracing night and big breakfast have raised funds over thepastyear. |
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Accounts were signed by Rosemary Cooper and Richard Creasey.
The Committee has fully accepted under the Charity’s constitution to become
Trustees.
5 To approve the Group Section Leaders nomination of Group Chair
The Group Section Leader nominated Rosemary Cooper as the Chairman,
Glen Harrison seconded and was unanimously carried. Rosemary accepted
the position of Group Chairman for the ensuing year.
6 Election of the Group Secretary
Barbara Smith was proposed as Secretary by Glen Harrison and seconded by
Rosemary Cooper and was unanimously carried. Barbara accepted the
position of Group secretary for the ensuing year.
7 Election of Treasurer
Dick Creasey was proposed by Tracey Harrison and seconded by Rosemary
Cooper and was unanimously carried. Dick accepted the position of group
Treasurer for the ensuing year.
Dick thanked Carol Hodgson with her knowledge in computer support
spreadsheets. Veronica for her continuing fund raising. Over £1000.00 easy
fund raising, The 100 club all raised funds for the goup.
8 Elections of Section Lead Volunteers to the Group Trustee Committee :
Sandra Creasey ( Beaver Leader), Tracey Harrison (cub Leader), Elaine
Gausden (Scout Leader), Veronica Sargent ( Fundraising Co-ordinator) and
Karen Duval ( Memorial Hall, Representative) were all proposed and elected
to the Group as Trustee’s for the ensuing year.
9 To appoint an independent Examiner
It was agreed to reappoint Richard Hodgson as the Independent Examiner for
23/24
10 Comments by District Commissioner or their representative:
The District Commissioner Lee Furlong said a big thank you to all the Leaders,
helpers and everyone who support the group. The dedication and benefit’s of
working together as a team, supporting and creating a programme for the
Scout members to learn and enjoy. What an opportunity for the Explores to
go to Kandersteg . It is with the support of the Scouting group that these
actives will benefit young people now and for the future.
11 To receive any other reports.
None submitted.
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12 Close meeting There being no further business, the meeting closed. Before and following the meeting a Quiz night was held to raise funds for the group.
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1st Ninfield (Incorporating 1st Crowhurst) SCOUT GROUP Receipts and Payments Account 2022 / 23
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For the year
01/08/2022 To 31/07/2023
from
Receipts and payments
2021/22 2022/23
Unrestricted funds Unrestricted funds
£ £
Receipts
Donations, legacies and similar income
Membership subscriptions 8,688.50 7,300.50
Less:Membership subscriptions paid on (National/County/Area/District) 4,343.00 3,959.00
Net membership subscriptions retained 4,345.50 3,341.50
Youth Camps, Outings & Scouting Activities 4,984.60 2,905.98
Badges/Uniforms 2,284.17 1,103.96
Donations 1,983.59 1,029.50
Legacies 0.00 0.00
Gift Aid 0.00 0.00
Kander100 & D of E 358.00 14,219.09
Sub total 13,955.86 22,600.03
Grants
Maintenenace grant 0.00 0.00
Other grants 0.00 0.00
Sub total 0.00 0.00
Fundraising (gross)
Fundraising (gross) 2,307.05 2,649.45
other Grants 0.00 0.00
Sub total 2,307.05 2,649.45
Investment income
Bank interest 0.00 0.00
Building Society interest 3.12 131.77
The Scout Association Charity Deposit Account 0.00 0.00
Property Rent income 0.00 0.00
Other investment income 0.00 0.00
Sub total 3.12 131.77
Total Gross Income 16,266.03 25,381.25
Asset and investment sales, etc.
Total receipts 16,266.03 25,381.25
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For the year 01/08/2022 To 31/07/2023 from
Receipts and payments
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2021/22 2022/23
Unrestricted funds Unrestricted funds
£ £
Payments
Charitable Payments
Youth Camps, Outings & Scouting Activities 6,820.35 7,862.06
Adult support and training 0.00 0.00
Rent 2,011.25 2,005.50
Refunds 65.00 0.00
Insurance 270.01 323.78
Kander100 & D of E 0.00 7,148.36
Materials & Equipment 1,089.48 1,676.64
Printing and photocopying & Admin 823.29 653.64
Badges & Uniforms 2,724.22 3,216.97
AGM, Auditor and trustee expenses 0.00 0.00
Capital Equipment 119.96 172.00
Sundry Costs 589.00 659.01
Sub total 14,512.56 23,717.96
Fundraising expenses
General 0.00 0.00
Donations 0.00 0.00
Other fundraising costs 0.00 0.00
Sub total 0.00 0.00
Total Gross Expenditure 14,512.56 23,717.96
Asset and investment purchases, etc.
Total payments 14,512.56 23,717.96
Net of receipts/(payments) 1,753.47 1,663.29
Cash funds last year end 18,130.41 19,883.88
Cash funds this year end 19,883.88 21,547.17
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Statement of Assets and Liabilities at the end of the year
31st July 2022 31st July 2023
Unrestricted funds Unrestricted funds
£ £
Cash funds
Bank current account 8,818.76 6,400.85
Bank deposit account 0.00 0.00
Building society account 11,010.04 15,141.81
The Scout Association Short Term Investment Service 0.00 0.00
Cash/Floats 55.08 4.51
Total cash funds 19,883.88 21,547.17
Other monetary assets
Tax claim 0.00 0.00
Debts due from the County/Area/District/Group 0.00 0.00
Insurance claim 0.00 0.00
Sub total 0.00 0.00
Investment assets
Investment property - detail 0.00 0.00
Quoted investments 0.00 0.00
Other investments - detail 0.00 0.00
Sub total 0.00 0.00
Non monetary assets for charity's own use
Badge stock 23.87
Shop stock 27.50
Other stock
Land and buildings
Scouting equipment, furniture etc (Dep'n @ 15% p.a.) 10,633.81 9,210.74
Other 0.00 0.00
Sub total 10,633.81 9,262.11
Liabilities
Accounts not yet paid 0.00 0.00
Expenses incurred but not invoiced 0.00 0.00
Subscriptions not yet paid 0.00 0.00
Loan - detail 0.00 0.00
Other liabilities 0.00 0.00
Sub total 0.00 0.00
Contingent Liabilities and future obligations
Total Net Assets 30,517.69 30,809.28
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The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on Xth X 200X (the date of the Executive Committee meeting that approved the accounts) and signed on their behalf by
| Signature | Print Name Chairman Group Treasurer |
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Independent examiner's report to the trustees of 1st Ninfield & Crowhurst Scout Group I report to the trustees on my examination of the accounts of the I Ninfield & Crowhurst Scout Group for the year ended 31st July 2023 Responsibilltles and basis of report As the charity trustees of the 1st Ninfield & Crowhurst Scout Group you are responsible for the preparation of the accounts in accordance with the requlrements of the Charities Act 2011 ('the Act,). I report in respett of my examination of the 1st Ninfield & Crowhurst Scout Group accounts carried out under section 145 of the 2011 Act and In carrylng out my examlnatlon I have followed all the applicable Directions glven by the Charity Commlssion under section 145(5)(b) of the Act. Independent exarnlnerfs statement I have completed my examinatlon. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: l. accounting records were not kept in respect of the 1st Nlnfield & Crowhurst Scout Group as required by sertlon 130 of the Act; or 2. the accounts do not accord with those records. I have no concerns and have come across no other matters In connectlon wlth the examlnatlon to which attentlon should be drawn In thls report In order to enable a proper understanding of the accounts to be reached. Slgned.. Name: Mr. Rlchard Hodgson FCCA Address: Aprll Cottage, Church Road, Catsfield, East Sussex. TN33 9DP Date: 26th October 2023