Annual General Meeting 21[st] September 2025 1 Scouts Spelthome ## **SPELTHORNE DISTRICT SCOUT COUNCIL** Annual General Meeting 21[st] September 2025, 3pm Hengrove Scout Headquarters, Station Crescent, Ashford, TW15 2HN ## **AGENDA** ## **1. Introduction and welcome** ## **2. Apologies for absence** ## **3. Governance topics** - a. Approve the minutes of the Annual General Meeting held on 25[th] June 2024 - b. Adopt the model constitution from Policy, Organisation and Rules (POR) - c. Note the District’s financial year - d. Approve appointed and community members of the District 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 District Scout Council (excluding this AGM) ## **4.** ## **Review of the previous year** - a. The District Lead Volunteer’s review of Scouts in the Spelthorne District - b. Receive and consider the Annual Report of the District Trustee Board, including the annual Statement of the Accounts ## **5.** ## **Making appointments** - a. Appoint the District Chair, following recommendation from the open selection process initiated by the District Trustee Board - b. Appoint the District Treasurer, following recommendation from the open selection process initiated by the District Trustee Board - c. Appoint members of the District Trustee Board, following recommendations from the open selection process initiated by the District Trustee Board - d. Re-appoint District President - e. Appoint the Independent Examiner - f. Nominate representatives of the District Scout Council to represent the District on the County Scout Council ## **6. Closing remarks** 3 ## **MINUTES OF THE ANNUAL GENERAL MEETING OF SPELTHORNE DISTRICT SCOUT COUNCIL HELD ON TUESDAY 25[TH] JUNE 2024 AT 7.30PM** ## **1. Introduction and welcome** Graham Ledger welcomed everyone to the meeting together with the Cllr. Med Buck (Spelthorne Mayor), Oliver Davies (District Vice President), Joe Rogerson (DC), Julia Kilestra (DDC) & Malcolm McKee (DDC) and Cllr. Bing Dong. ## **2. Apologies for absence** These were received from Suzy Webb (District President), Cllrs Beecher, Bhayde, Doran, Dunn, Grant and Rybinski and members of the Scout Council; James Ayling, Roy Clough, Alan Green, Gill Henry, Havery Hieke, Wendy Kislingbury, Catherine Mason, Karen Miller, Jill Tomkins, Mark Smith and Richard Wheeler. ## **3. Governance topics** - a. Approve the minutes of the Annual General Meeting held on 25[th] June 2024 The minutes were proposed by Graham Ledger, seconded by Keith Brewer and agreed by those present with one amendment to page 5, Treasurer is Darran Buttigieg. - b. Adopt the model constitution from Policy, Organisation and Rules (POR) This was agreed by those present. - c. Note the District’s financial year The District’s financial year is 1[st] April to 31[st] March. - d. Approve appointed and community members of the District Scout Council None appointed - e. Agree the number of members that may be appointed to the Trustee Board This number was agreed as 5 plus the District Lead Volunteer and the District Youth Volunteer. - f. Agree the quorum for future meetings of the District Scout Council (excluding this AGM) This was agreed to be 15 people (which is approximately 15% of the membership). ## 4. **Review of the previous year** - a. The District Lead Volunteer’s review of Scouts in the Spelthorne District Roger Dix the outgoing District Commissioner, thanked everyone for their support over the last 10 years, he then welcomed Stuart Riachardson who was taking on the role of our new and first District Lead Volunteer. Dorcas Pope was awarded the 30 year award. Graham thanked all of the members of the Trustee Board, with special thanks to 4 Neil Gray who was stepping down after many years. - b. Receive and consider the Annual Report of the District Trustee Board, including the annual Statement of the Accounts - These were presented by Darran Buttigieg. The banks holding funds were queried, this is currently being updated, however, some of these were the old section accounts which are collated under the District Report and Accounts. ## **5. Making appointments** - a. _Appoint the District Chair, following recommendation from the open selection process initiated by the District Trustee Board_ - Denise Buttigieg was appointed Chair following Graham Ledger’s resignation. - b. _Appoint the District Treasurer, following recommendation from the open selection process initiated by the District Trustee Board_ Darran Buttigieg was appointed as District Treasurer. - c. _Appoint members of the District Trustee Board, following recommendations from the open selection process initiated by the District Trustee Board_ Daniel Benjamin, Keith Brewer and Gill Henry were appointed. - d. _Re-appoint District President and Vice Presidents_ Suzy Webb was re-appointed as District President. - e. _Appoint the Independent Examiner_ Peter Connolly was appointed as the Independent Examiner for the District. - f. _Nominate representatives of the District Scout Council to represent the District on the County Scout Council_ James Ayling was nominated as the Districts representative. ## 6. **Closing remarks** Joe Rogerson spoke to thank Roger for his work over many years in the District and for his last 10 as District Commissioner. Stuart Richardson spoke briefly to say there are a lot of upcoming changes with the new structure and that we need to getting our training improved to 100%. YL training has been adopted We will be ‘One District, One Team’. The Mayor of Spelthorne spoke to congratulate the new District team and thank Roger. He unfortunately missed out on Scouting in his home country of Mauritius although his brothers had the opportunity. He is passionate about the community and has been a member of the Red Cross and Rotary. Malcolm McKee (County Programme Lead) spoke about the new digital system that will be introduced when ready and that is essential that we get the basics of Scouting right including permits, international trips. Growth is needed nationally. 5 Harry Jaffer from Ashford Rotary thanked the SASU for their help at Christmas on the Santa Rotary Collection, £6,000 was raised over 12 days and they are donating £750 to the District as a thanks for the help. ## **Stuart declared the meeting closed at 8.28 pm** 6 ## _**Spelthorne District Scout Council AGM, Sunday September 2025**_ ## **Chair’s Report** Dear Council Members and Guests, Welcome to our Annual Report, this has been a year of many changes for those across Spelthorne District. This has been my first year as Chair, having been in the secretary role for many years and also the first year with the changes to the structure of the team approach to running the District. At our AGM last year we welcomed back Stuart Richardson as our first District Lead Volunteer of Spelthorne. Stuart ‘hit the ground running’ and has totally overhauled our HQ with paint for a fresh new look, new windows, new kitchen, new lighting and heating, new storage and a tidied outside area. His enthusiasm and hard work is there for us all to see. He is ably assisted by Richard Wheeler and the HQ now incorporates a shooting range with further plans for a traversing wall. As a District we have worked hard to ensure that people are up to date with the necessary training to ensure that our young people get the best and safest scouting possible. Thank you to all the volunteers for the time they give up to make this possible. As a District we are growing, we now have our first Squirrel Drey based at 1[st] Staines and hope that this is the first of many. We have established the Fiennes Young leader unit under Eliott Miller and this year are looking to provide a network offering for the 18-25 members, and this means that we can lay sure foundations for the next generation of leaders. I would like to thank all of the leaders, helpers and parents across the District and members of the District team, for all they do for the young people across Spelthorne Scouting, giving them amazing opportunities and experiences whilst they learn #SkilllsForLife. I would finally like to thank Darran for his service as District Treasurer especially over the last year when the Chair refused to let him step down and for his support of me during my time on the Trustee Board. As always, our biggest challenge to providing Scouting to even more young people across Spelthorne is having enough volunteers to run and support the groups. If you know of any adults who might want to support Spelthorne Scouts, please ask them to get in touch with us at volunteering@spelthornesouts.org.uk or visit our website https://spelthornescouts.org.uk. We offer many opportunities, with many roles being able to be shared and are happy to work in flexible and creative ways to support volunteering in a way that is mutually convenient. Yours in Scouting **Denise Buttigieg Chair, District Board of Trustees** 7 ## **New Names and Teams…. What do they mean?** **District Lead Volunteer (DLV) (formally District Commissioner).** This is the person who leads the District (in our case Spelthorne) by looking after the overall strategy and vision for the district. They make sure Groups are compliant and that we put in place activities and provision for all groups. **District Youth Commissioner (DYC) (formally District Youth Commissioner).** This person supports the DLV in making sure the youth members of the district are listened to and have their chance to influence Scouting. **Trustee Board (formally Executive Committee** ) These are the group of people who look after the governance side of the charity. They don’t do the day to day operational stuff such as running meetings but make sure meeting places are safe and maintained, plan and run the budget and support the leaders to provide good quality, safe Scouting. _**District Teams-** These are the teams which are led by the District to support Scouting at Group and Section level._ - **Programme Team** Plans and runs the District programme. This is making sure there are large activities, competitions and events for all age groups to help members see how they are part of the bigger Scouting community. Our programme team has two specialist teams within it: Shooting and Skills and Events. **Development Team-** Looks after volunteers. These are the people who welcome, support learning and training and acknowledge. We have three smaller teams within this: Welcome teamwho lead welcome conversations with new volunteers; Learning team- which includes first aid and Awards team- who look through award nominations and approve these to go to County/ HQ. **14-25 Team-** This team looks after our Explorer and Network provision. In Scouting, Explorers and Network are District provisions. This team make sure we have units in place for 14 year olds to move to and there are opportunities for them to engage in. This team also has our Young Leader provision- Fiennes Young Leader Unit. **Support Team-** This looks after our digital presence. Social media, website and email all fall under them. Together these support our 14 Groups, which make up our 46 Sections of Squirrels, Beavers, Cubs, Scouts, Explorers and Network members. 8 ## **District Lead Volunteer** What a year! Taking over a new role is always daunting but added to massive changes in how we organise the way we volunteer in Scouting has certainly made it a baptism of fire! I am always proud to say I volunteer in Spelthorne Scouts and it has now reached the point where more of my Scouting has been in Spelthorne that back home in Royal Wootton Bassett. We are a diverse District, and our Groups know their members well and work hard to give the members the best chances possible. My aim for our district is that we are One District: One Team and that we do unite as one to share ideas, skills and facilities. The first area I have been working on is how we communicate. There is so much information that needs to be passed out it is easy to miss someone or bombard people. For this reason, I have moved to a monthly newsletter which compliments the national and county newsletters. This means everyone is getting the same messages and information. I have also introduced a new WhatsApp community to reach people. More about this in the Support Team report. To enable a central place to meet, we have worked hard to improve our District HQ. After 30 years, Hengrove has had a lick of paint, new kitchen fitted and the meeting room given a facelift. We have improved our security by fitting new doors. We have also secured a grant to help make us a green HQ with new lighting, heating and windows on the way. Plans to improve our AV provision, toilets and acoustics are in place. This year we have seen our first Explorer Belt Team presented their awards. The Explorer Belt is a mix of ‘Hunted’, ‘Race Across the World’ and ‘Destination X’. 10 days to explore a country to really get to know it, not a holiday on some pre-planned tour. Everyday is unplanned and can change as you go. A massive support team accompany the teams from Surrey and Greater London South West and make it a truly memorable experience. We have also seen our first Squirrel Drey open at 1[st] Staines. Squirrels is for 4-6 year olds and starts to show them the skills they will need to go on to earn their King’s Scout Award in years to come. They are lively (not helped when Bentley, our District Dog arrives), keen to learn and keen to play members of the Scouting family and it was lovely to welcome them to our family at our St. Georges Event. There are now 3 other groups looking to open Squirrels in the coming year. As a District, we have turned 20 this year. Formed from Staines and District and Sunbury and Shepperton District, the last 20 years have seen us grow to what we are today. We now have just under 1000 young people supported by 200 adults. We have 14 Groups and 42 Sections, and we are growing. Of course, the need for more adults, in all roles in vital to our growth by for now, lets celebrate our success. 9 We are in the process of opening a new Group in the District. Working with Headquarters, we are opening 9[th] Ashford (Noah’s Ark). This group is opening as part of the work to grow Scouting in the Muslim community. From a small start, we are already seeing the future of a strong group. We are also in the process of opening a new Explorer Unit in South Spelthorne- Williamson (named after a Shepperton lock keeper who was on the Scott expedition to the South Pole) which will help ease the pressure on our 2 other weekly units. Other highlights include the ongoing building work at 8[th] Ashford. They are moving to a new HQ and this year saw the first spade in the ground and the building start to rise up. Hopefully, next year we will be able to say they have moved in. I won’t mention the events or learning that has gone on, as these are covered in the other reports, but I would like to say a massive ‘THANK YOU’ to everyone who helps to make Scouting happen in Spelthorne. From our trustee boards to team members to team leads without all of you none of this would happen. We have come a long way in the last year to proving that Spelthorne is the best District in Surrey and the only way here is up! Finally, I have to acknowledge my family. They have supported me getting used to the new role and all the new challenges which come with it. Helped with the makeover at Hengrove and reminded me when I need to be leaving for meetings or events. It has been a busy, but fun year and I look forward to the next one. _Stuart Richardson District Lead Volunteer._ ## **Programme Team Report** Since taking on the role, I have been getting up to speed with a new shape to Scouting and our District, discovering how a Program lead can identify what is needed and deploy. To try to shape our programme I have been meeting with leaders and aiming to build a connection with groups. While this has helped not all sections or groups attend and many have expectations beyond the current resources so it does impact on what we can do. We have tried a few new things based on surveys carried out with the different sections teams. We are now getting ready to launch our ‘rolling programme’ aimed at showing what Spelthorne offers its members at all levels, thinking carefully about the programme and leaders and young people’s ideas ## **Since Last September.** Squirrels first appearance at St Georges Day Event. Beavers have attended Scientist and Health and Fitness badge days and been on the water to do Sailing badge. Cubs took part in District Quiz and District Cub Camp, which had a theme of space. 10 Scouts and Explorers have entered a shooting competition, with the addition of leaders’ teams. We were also able to join with Shepperton Fayre to have our own class in the Shepperton raft race. Our largest event of the year was our St. George’s Day event. We were able to return to St. James’ School as our venue. We turned the school field into a sea of colour and activities ranging from parachute games to circus skills to caving and tomahawk throwing to name a few. We started with our promise renewal and celebration of our 20[th] birthday before moving onto picnics and an afternoon of fun. As all birthdays have to have cake, we asked each group to decorate a cake to be judged by our county representative. On the way out, everyone took home a slice of cake. All these events have been arranged and deployed by teams of leaders in our District, the new way of rolling out District events. This is working well as we can use volunteers’ strengths to lead events. It also allows team members the chance to build their leadership skills by leading an event. Thanks go to all the volunteers who have taken on these roles and helped to start our exciting programme of events. Our aim is to identify and support leaders in Spelthorne with achieving more adventurous activities permits. We have started the process of identifying what training people would like and are looking at ways we can support this. Hengrove range has been set up and a cadre of air rifle instructors trained. Hengrove is now available to use as range and guns can be borrowed by instructors. In terms of permits to lead events. The air pistol training supported the shooting competition 2025 and will help a lot for 2026. Raft permits were attained by some for Shepperton Fayre raft race. We are looking at who else could gain these to allow the event to increase in team entries. In our WhatsApp community we have groups to cover Shooting, Climbing, Tomahawks, Archery and Water sports. All aimed at support within the District with running of activities, sourcing and sharing equipment and facilitating of training and permits. _Richard Wheeler- King Programme Team Lead_ ## **Development Team Report** Welcoming: The welcoming team have carried out a number of welcome conversations during the year. This is part of our safer recruitment process. The conversations are a time for the new volunteer to ask questions they are unsure of and for us to welcome them into the wider district. The team is currently made up of 3 volunteers who have all completed their learning to carry out this role. Learning: There has been a massive drive on compliance this year. Spelthorne has been without a Training Manager for a number of years, and this has led to many gaps in learning. After a relentless drive, we are now a compliant District, with our safeguarding and safety training at 99% compliant, the non-compliant being new members who have 30 days to complete it. We 11 have run 3 first aid courses and this means we have caught up on making sure volunteers have the necessary learning in place. We are also lucky to have Darren Best joining us as a first aid advisor and trainer. He is a paramedic and so brings a wealth of experience with him. Awards: Our award team have been busy awarding a number of awards to members of our district. The awards are to recognise the additional effort volunteers put into running Scouting. With the new system in place, the process to nominate people is much easier and this means the team can update these every quarter. We are currently aiming to recruit a team lead for this team to help carry on the work being carried out. ## **14-25 Team Report** This year I have been to visit our two weekly Explorer Units to meet the leaders and young people who make up the sections. I have also been working with Elliot on developing the Young Leader section. I am in the process of working with two leaders on opening a new Explorer Unit in the south of the district which will help to ease the pressure on the other two weekly units and allow more 14- 18 year olds to be part of the section. Thanks go to the leaders who run the weekly units. It is testimony to your hard work that we have such large units. Thank you to Elliot who has taken on Fiennes Young Leader Unit, following a chance conversation with Stuart in Tescos! He has worked hard to understand the young leader programme, make sure we know who all our young leaders are and look at ways to offer them programme opportunities beyond the sections they help in. Finally, I would like to thank Stewart Holmes for his hard work in looking after the Explorer section finances and keeping these up to date. He also looks after the gift aid return for the district, which is much appreciated. _Lewis Fitch 14-25 Lead_ ## **Support Team Report** The support team have kept our social media running and are working to try to get our Instagram and Facebook accounts links so when we post both are updated. Graham is our IT advisor and has kept our website up to date and is in the process of creating new email addresses for all the sections to help with GDPR compliance. We have also created a new WhatsApp community to help with quicker communication across the district. The community allows for general announcements as well as chats for each section and events. This is proving a successful way of passing information across the district, rather than using email all the time. 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T￿%. here untyl the Tn￿ree knftl snurce ￿ ￿Tem￿OI¢ suJialJle fvnd. ¢ l)Jsrri¢YTwsr¢e mn01￿. the kn.ds nflwth bakAnc nil IhL inrercsr NTes tecciicd ensure rhc Distiici ￿bI￿rL% m￿lmU￿ i aiui knd tht()thc its axrArj¥cmCn￿ C)ctasi()nAU!. thL4 m*!. . ￿n[C the TTUStroved theTnLSttts'.4nnual RLyJn Itrxlye. .%iRaed behalf nf ily clw]ty"5 Twu5ree5 5tuan Riihard%i)n Darrati ButllMnL tuJrt L)arran lJuttlgTrlLy.-I(.-11. l)IKtnct I￿￿￿ I',,luntLLY L)l%tnct'l'ri3KUILr Dait P￿97 19 Scouts Spelthome Spelthorne District Scout Council (Charity No.11786851 Receipts and Payments Account f01the￿ar1rorn JXstJdv 2025 2024 Receipts and payments ZQ24115 2GIS 24 frJnth TaLIl Recelpts Membership sUbs￿P1￿￿5 51.585 Less.>JbscriPllOfiS. &Jr**Co￿ntY .020 Netfflembprshipsub5tnOFun5retanEd DDn3tioThs I7.￿1 Gih ¢￿Ir￿rSl i￿￿￿{rants 10> •si avErScoutSECtI Cub 5cuvt serl EXplOrer￿out Sect￿￿ 7AY5 IZ5J95 DistTrct 5toulAiti¥e 5upportVDit Sth*b￿l 4*1 nk Intere5t-CCLAlnVESt￿*nt 74 FP(AF Fixed Int2rESt FU￿181￿[ 12.721 B3dEe531 515 ernbtr5hip5ub51ebatefroffl CoLknIty Hall Usage I JambwEe Le￿I£￿￿tr￿UM￿5 TFRfroffl thStnciSédh￿S (hher￿ndryRe£eiPt5 TtK•Irt¢ryts 199.$16 20 Scouts Spelthome Spelthorne District Scout Council (Charity No.1178685) Receipts and Payments Account FbrthE yearlrthrt 2014 1025 Receipts and payments 2024125 2023124 Trtal lunds T