103[rd] Oxford Road Scout Group Annual General meeting Minutes Saturday 17[th] September 2022
Attendees:
----- Start of picture text -----
Simon Baxendale (Explorer Leader Simon Kennedy (Cub Leader)
Battle)
Roger Fleming (Chair) Executive Clive Orr (District secretary)
Lauren Forrest (Secretary) Executive Robert Spokes (Scout Leader) Executive
Chris Jones (Cub Leader) Executive Diana Steele (Assistant Explorer Leader
Battle)
----- End of picture text -----
Apologies:
----- Start of picture text -----
Nick Church (Vice Chair) Executive Keith Simpson (Treasurer) Executive
Melissa Cooper (Cuc Leader) Executive Luke Trimby (Group Scout Leader)
Executive
Tony Phillips (District commissioner)
----- End of picture text -----
Roger Fleming welcomed all to the group’s 13[th] A.G.M and started the meeting with a minute silence for the late Queen Elizabeth II.
Roger stated that he would try to keep to the agenda as much as possible and welcomed Clive Orr, the district secretary.
The minutes from the last A.G.M dated 2[nd] November 2021 were approved with no ammendments and accepted. Proposed by K.S and seconded by C.J
Signed................................ .........
Page 1 of 9
Chair’s Report
I am delighted to report that we are at last back to near normal Scouting activities at the 103[rd. ] All sections are back to regular face to face meetings after almost 2 years of Covid restrictions, and they are developing excellent programmes and challenging activities.
Our Beavers, Cubs and Scout sections are all thriving and expanding, and our Explorer Unit is the fastest growing Unit in the District. All this is only made possible by the hard work and dedication of our GSL Luke Trimby, and all our Section leaders, assistants and supporters. I should like to thank them all for their continued hard work, enthusiasm and commitment to our young people.
As most of you are aware, the new headquarter building is not progressing as well as expected. We were disappointed not to receive a National lottery grant application, after being shortlisted. Despite this setback Bob Spokes is continuing with fundraising applications and appeals for materials and donations. Again, many thanks to Bob for his tremendous efforts on our behalf.
I should also like thank our Executive team for their continued support of the group management, and in particular, our new secretary, Lauren, for all her hard work behind the scenes dealing with our group administration and Keith for his work as treasurer and keeping our finances in order.
Section Leader’s Reports
Scouts
The last year was the first full year of programme since the onset of COVID 19, we have seen a number of changes and currently have 20 Scouts, average 27 for most of the year this is mainly due to the numbers that have moved 0n to Explorers and/or reached the age of 14.
Events during the year were
- The Scouts helped Hilary organise a silent disco for the Scouts and Cubs – and even made a small profit
Signed................................
Page 2 of 9
.........
-
Monopoly Run we had 3 Scout teams, with one team getting the fourth highest score out 563 teams. Everyone including the parents who supported the Scouts had a very enjoyable and very tiring day.
-
The Scouts helped man the water station twice during the year (due to COVID) and we have received some very good reports relating to the vocal support the youngsters gave the runners.
-
The Scouts manned a Jamboree on the air/internet contacting Scouts from many countries from around the world either by radio or internet. Thanks to Reading Amateur Radio Club who also gave the youngsters the opportunity to make a radio from kits.
-
The programme involved splitting the Troop into two to comply with COVID with alternate nights for each group – one in the hut and the other either in the park or elsewhere – items included chip shop survey, local knowledge hike etc,
Badges
During the year the Scouts have been very active with over 90 badges awarded, the highlights as follows
-
Emergency Aid level 3 – over 4 evening 20 Scouts passed this level
-
Expedition Challenge Hike – 14 Scouts undertook this as the final part of their Scouts Gold Award – the Scouts had to train for the hike, organise the route, book the camp sites, source the equipment they needed, sorted the food and carry all the equipment with no leader input other than checking that they reached the campsite.
Camping
We held a joint Scout and Explorer camp at Bears Rails site in Windsor Great Park – we had 21 youngsters plus 6 leaders. This was the first standing Scout camp many of the youngster had been on, cooking a number of meals on open wood fires.
Activities included rafting, kata kanus, pioneering, camp skills, shooting and archery.
Thanks to the Leader team for all their hard work over what was a trying year
Battle Pack Cubs
Another year passes and another AGM comes our way, which to be fair, after Covid, it is great to finally see people face to face. Especially through Scouting.
Signed................................
Page 3 of 9
.........
I would firstly like to say a huge thank you to the support I have had since we returned to face to face meetings, both from other leaders from within the group, in particular Shane and Simon, also to some of our parents who have given their time to keep Battle pack running, as sadly Jen stepped down as my co leader due to work commitments. I would like to extend a huge thank you to her for the various activities she helped me with as well as leading the way with our Dinosnores trip in 2019. Not to forget the amazing help and support I have recently received from Dianna and Ade for their recent ongoing support with giving our pack the opportunity to show off their archery skills also with our up-and-coming weekend camp in Abingdon where the cubs will take part in some camp oven cooking, archery, rifle shooting and for some, it will be their first time under canvas.
Number wise we have stayed at a steady 11 cubs throughout and we have covered a range of different badges throughout ranging from Nature, through to Scoutcraft, Home Safety and we have also had the opportunity to present our first Equestrian badge, however due to various difficulties with my work commitments infringing on my scouting admin, it has been a challenge so I may have missed listing some of the other badgework the cubs have worked hard to achieve.
As we have some new faces coming through the group, I am looking forward to our pack growing and if (ahem subtle cough :D) any parents with to come on board in any capacity with leadership whether occasionally or regularly, please let us know.
Group Scout Leader’s Report
Welcome to our 13th AGM, and I would like to send my Apologies for not being at this one, and it’s a Pleasure to report on what has been going on within the group and its great that we can meet face to face for this AGM of the 103[rd] Reading Scout Group.
Firstly, I would like to thank all the Leaders for Giving up their time to Volunteer for the 103[rd] Scout group, were all the children are having loads of fun with camps and activity’s inside and outside the Hut with beginnings of a real buzz within the Group. Over the last few years there has been ups and downs within the group with Numbers Our Numbers have generally gone up and down across the group. Now the Numbers have started to rise within the
Signed................................ .........
Page 4 of 9
group and sections have started to fill up, but we still have room for cubs, scouts and Explore’s.
We have had a mixed year.
There have been some low points and some high points but thankfully, most of it has been a positive one and the children are having fun within then group, which proves a great indicator of the hard work and effort of all the section leaders put into providing quality engaging programmes. As a result, it is also great to see so many kids trying to achieving the top awards in their sections. This can be seen in the section reports.
With regards to leaders – all have formally agreed to continue to provide support to their relevant sections.
Beavers Big Cats are led by Liam with help from Sam, Cheryl, Lauren, and Shane.
Battle Cubs are Led by Chris, and a Parent Rota
Centurion Cubs Led by Mellissa and Simon K And Julie Perezz
Scouts are managed by Bob and Racheal and a Parent Rota
Simon Baxandell, Adrian and Dinna steel that help run the Explores section.
This year Another great success is the achievements of the Youngsters in their Scouting Activates – this year we have awarded a number of Badges which will be keeping the children engaged you can see this in the reports that have been provided. We All know that none of these activities do not happen without the great support and dedication of the leader team.
I would also like to Thank Hillary , Cathey from scouts and Jenny from battle Cubs for the time they have given to the Group and will be sad to see them move on we no family and work is important so would like to thank them for what they have done for the group.
On your behalf and on behalf of all the youngsters in the group I would like to thank them all for all the evening and weekends they willingly give to Scouting. Can I ask you all to give them a round of applause!
In addition, the group would not function without the administration and good governance of the Group Executive.I have enjoyed my third year as GSL with many Challenges one being my new job as I work every weekend. I would personally like to thank Lauren for taking on the role as secretary, Roger for his chairmanship knowing we have 1 more year before he steps down and the same for Keith as the Treasurer. Also together with the other
Signed................................ .........
Page 5 of 9
members of the Group Exec without who’s support, I would not be able to do my role!
Thank you all for getting us to where we are today and for all you are going to do in the year to come!!
Sadly, we have lost some members. We need to replace as already under our recommended numbers especially in the parent representative roles. If you would like to join our Executive team then please contact me, at luketrimby5@msn.com
Bob Spokes added to the section reports by stating that many Scouts have moved on to Explorers and their places filled with new, much younger Scouts who enjoyed a great summer camp with the Explorers. Bob also reported that 27 scouts and explorers are going to Haarlem Jamboree and An 850 Euro deposit has been paid.
Proposed: Dianna Steele, Seconded by Sarah Hacker.
Total year 2021/22 Inc Exp Account Transfers £29,075.77 -£28,328.00 Refunds £0.00 -£1,538.07 Expenses £0.00 -£1,498.12 Rates £5,790.70 -£46,465.63 New Building £51,982.00 -£26,258.00 Subs £2,440.00 -£1,706.89 Services £0.00 -£705.56 Insurance £1,262.93 £0.00 Football £1,669.78 £0.00 Hall £45.00 £0.00 Grants £8,589.06 -£1,126.58 Other £5,235.00 -£6,965.10 Total £106,090.24 -£114,591.95
Signed................................ .........
Page 6 of 9
| Expl account | £370.00 | -£90.00 |
|---|---|---|
| Building | ||
| Account | £3,722.20 | -£32,480.77 |
| Total | £110,182.44 | -£147,162.72 |
Signed................................ .........
Page 7 of 9
Roger stated that during Covid, no subs were paid to the group and local authority grants came in to keep the group afloat. Roger stated that the scrutineer had approved and signed off the accounts.
Clive stated that if the group were to make an application to the district regarding the loan it should be heard with a sympathetic ear and a possible two year grace period.
Propoesed : Chris Jones, seconded by Rachel Cullingham.
Nominations for Chair, Treasurer & Secretary
Bob Spokes asked Roger Flemming if he would be willing to stand as Chair, Roger agreed but it will be his final year.
Keith Simpson will stand for another year as treasurer.
Signed................................
.........
Page 8 of 9
Lauren Forrest will continue as group secretary.
Group Scout Leader’s nomination for Executive commitee
Roger appealed for parents to come forward for the Exec committee as it gives a huge insight into what the group are doing and how to improve and move forward. Roger explained that the committee meet once every two months, an agenda is posted out to meet over zoom to discuss the running, programs, expenses and that the scout association policies are being adhered to.
Roger explained that the Berkshire district is to trial new job roles within the area and things will be evolving after having had time during COVID to review policies within the scout association.
Presentations
Roger explained that there was due to be a presentation of badges at the A.G.M, however there had been a hold up and the badges are delayed. Bob said that the scouts alone had earnt over 70 badges which shows just how hard the young people have been working. All scouts had achievd emergency aid level 3 and explorers, level 5.
A.O.B
Roger asked if anyone had any questions, to which there were none. He said that if anyone would like to speak in person to him after the meeting to please do so.
Roger reminded everyone that as part of the groups fundraising efforts that there were occasion cards available for a donation, a raffle, BBQ, and woggles and keyrings on sale.
Roger thanked everyone for coming and stated the next A.G.M date will be Saturday 24[th] June 2023
Signed................................ .........
Page 9 of 9
103rd Reading (Oxford Road) Sco
BALANCE SHEET
for the year ended 31st March 2
2021/22
CURRENT ASSETS
HSBC Bank: Current Accounts £7,685.17 Virgin: Deposit Account £0.00 Cash in hand: Beavers £100.00 Cubs £100.00 Scouts £50.00 Treasurer £7,685.17 Total £7,685.17
Treasurers note. The current cash assets include a loan of £25000 from th
ACCUMULATED FUND
Balance Brought Forward £17,982.29 Surplus for the year ending 31st March 2022 -£10,297.12 Total Cash Assets March '22 £7,685.17
Signed _____
Keith Simpson Group Treasurer
ut Group
022
2020/21
£17,732.29 £0.00 £17,732.29 £100.00 £100.00 £50.00 £7,685.17 £17,982.29 £7,685.17 £17,982.29 £17,982.29
e Scout Association for the new building. Repayments against this loan will start when th
£30,592.79 -£12,610.50 £17,982.29
e new building has been completed, the monthly payments to be agreed between the
Scout Association and the Group. The interest rate for this loan is 0%.
Scrutln•erfs Reportto th• Trust¢gs of the the audrt nor indepwtht eyarrinatw retyirprrnnts d the Chorths Ad 2011 aFpty. It 15 nry withwt rArying aut aTh audtt or to r¢FUtto)w. c 161ts122 RG8 7PD Dmte.. 16• JU 2022