## **1[st] South Ascot Group Scout Council Annual General Meeting** 

**Thursday 30[th ] June 2022 – 8pm** 

## **Swinley Public House** 

## **Attendees** 

|Fiona Jones (**Acting Chair** and Group ScoutLeader)|PaulaHarrage (Parent)|
|---|---|
|ChrisAdkins (Assistant Group ScoutLeader)|KevinJones (Treasurer)|
|JamesBrown(BeaversLeader)|Ceri Richardson(Scout Leader)|
|ThierryCatheya(Scout Leader)|JennySmyth(Cub leader)|
|Milan Fiala (CubLeader)|Lucy Spooner(Parent)|
|Caroline Goss(Cub Leader)|Sonia Swaine (CubAssistant)|
|Lauren Harrage(Explorer)||



- 1) The Chair introduced all attendees and welcomed everyone to the 2022 AGM. 

- 2) Apologies for absence: Steve Richards (District Commissioner), Carly Anderson (Beavers Leader). 

- 3) The Group Scout Leader (GSL) took us through a review of Scouting in the Group for the past year: 

   - Thanks to all Leaders another successful year despite Covid 

   - Applications to join the Group outnumber places available, mostly refused as waiting lists already long 

   - Hut and garden looking good, thanks to Sonia Swaine for renovating garden 

   - A few rentals in place for the hut 

   - Regretfully Nicky Jones (Cubs Leader) left Cubs but very pleased that Caroline Goss has taken her place.  Sonia Swaine joined Cubs and Ashleigh Fiala joined Beavers.  5 Leaders are leaving Beavers and Cubs, new Leaders have been agreed and will be appointed in their place. **Action: FJ** to circulate new list 

   - There are 41 children on waiting list.  Places are allocated according to length of time on the list 

   - The GSL has been requested by County to set up a Squirrel unit (“Drey”), there is a County grant of £1k available.  Of those on the Beavers waiting list 16 are age 4-6yrs and would be eligible to join. This would mean 3 groups of five, with 3 or 4 adults and 1 or 2 young leaders.  Lauren Harrage (Explorer for 10 years), has volunteered to set this up.  LH and the GSL visited a Squirrels unit in Bracknell to gain insight.  Suggested holding an open day for parents and children.  FJ will message all parents with details, emphasising that it can’t open without leaders/volunteers and commitment from parents.  Proposed Monday 4pm-5pm, tba.  It was agreed to trial from September. **Action: FJ/LH** 

   - There are currently 24 Beavers, 28 Cubs, 19 Scouts and 7 Explorers 

   - No Group camp this year hopefully will be organised for 2023 

   - 31 are attending the Kent International Jamboree in July 

   - 49 are attending the Parent/Child camp in September 

   - Thanks to Executive Committee, especially Kevin Jones (Treasurer) 

   - Look forward to more fundraising 

- 4) The Treasurer presented the Group’s latest statement of accounts (full copy on request) for the financial year ending 31st March 2022: 

   - Opened last Financial Year on nearly £14,000, earned £26,500 and spent £24,000 

   - Indication of funds available to Groups – income of £40 per term per child (subs), but 3% deducted for “Go Cardless” = £116 per young person per year.  It was debated whether to stop the Go Cardless but this would make admin more demanding; better to add 3%/5% to subs 



   - Annual capitation to District of £51.30 per Scout 

   - Last year’s income - Beavers (27) - £1,746; Cubs (26) - £1,682; Scouts (19) £1,229 

   - Other expenditure – insurance, maintenance, equipment, utilities totalling £2,628.  Stopped gas c. 8 months ago and changed to just electric with British Gas, haven’t had a utility bill yet.  Taking that away from income the annual amount (without fundraising) is Beavers - £580; Cubs - £600; Scouts - £355 pa 

   - £11,882.62 in bank account as of today, some monies due still outstanding. Closing balance on 31[st] March was £16,000.  Since 1st April 2022 income is £1,950 and expenditure £9,451.  Main items of expenditure: Kent Jamboree £3,900; Legoland - £2,720; 50% share of hut hire income to All Souls Church - £1,150; hut roof repair - £483; gas-powered water boiler (for camping) - £252.  The first three items relate to income that came in last FY. 

   - Subs income:  Beavers - £766; Cubs - £1,226; Scouts - £542; Explorers - £542 

   - Review of hut contents needed both to organise contents and assess if anything can be sold to raise funds.  Agreed FJ and CA will co-ordinate.  Date agreed - 23[rd] July at the hut. **Action: FJ** will put note out to parents asking for help.  Leaders to attend if possible 

   - Fundraising – two fundraisers planned – golf day in September and quiz planned for Nov/Dec, JB will organise. **Action:  JB** .  Agreed more needed. **Action** : **all** to try and think of fundraising ideas and each Group to come up with one fundraising activity 

- 5) Election of the Group Chair: James Brown 

   - All in attendance, by a show of hands, approved the nomination of James Brown as the Group Chair. Thanks to Ailsa Yeo. 

- 6) Election of the Group Secretary: Sonia Swaine 

   - All in attendance, by a show of hands, approved the nomination of Sonia Swaine as the Group Secretary.  Thanks to Ashleigh Fiala. 

- 7) Election of the Group Treasurer: Kevin Jones 

   - All in attendance, by a show of hands, approved the nomination of Kevin Jones as the Group Treasurer. 

- 8) Admission of other supporters to the Group Scout Council: None 

- 9) Election of additional members to the Group Executive Committee:  Lucy Spooner (parent) 

   - All in attendance, by a show of hands, approved the nomination of Lucy Spooner as a member of the Group Executive Committee 

   - Quartermaster needed – after 23[rd] July invite Hannah Ashcroft and other Explorers to take on this role 

- 10) Group Scout Leader’s nominations to the Group Executive Committee:  None 

- 11) Appointment of Scrutineer/Independent Examiner/Auditor: Jenny Smyth 

   - All in attendance, by a show of hands, approved the appointment of Jenny Smyth as independent examiner for the Group. 

- 12) Presentations 

   - Each of the Leaders provided a brief update on activity in their respective areas across 2021: 

## **i. Beavers – James Brown** 

- 303 badges; 8 bronze with 1 pending, commitment remains strong 

- Attendance excellent, back to pre-lockdown 

- Activities included community, visits from police and fire service, litter pick, money skills 

- Legoland camp big success 

- Cycling proficiency tests completed 

- Meeting next week to co-ordinate term plan 

- More help needed – consider parent rota 



## **ii. Cubs – Caroline Goss** 

- Attendance 83% 

- Cubs who are ready to move up stop attending all sessions.  As there is a wait list it was agreed to introduce a ban if they don’t come 3 weeks in a row or 4 in a term. **Actions: FJ** will communicate to parents then **Leaders** to facilitate 

- Behaviour issues – agreed to implement yellow/red card system – 2 yellow then red, flagging to parents when a yellow card issued. **Action: Leaders** 

- There are 5 leaders 1 young leader.  FJ said there is a Young Leader Programme if they would like to participate – CG to let her know 

- 21 badges awarded in the winter session, 29 in summer 

- Forum held with Cubs to reflect on past term and plan future activities 

- Reintroduced grand howl, flag, values, responsibilities 

- Activities included climbing, fencing, falconry, laser tag 

- Establishing common leadership to spread responsibilities 

- Improvements made in communicating plans 

- Improvements to be made – engagement with local community, involvement with county, District, other sections 

- Introduction of “Ambassador” role for older Cubs very successful 

## **iii. Scouts – Thierry Catheya** 

- 19 Scouts, 3 moving to Explorers 

- Teamwork activities including First Aid, Escape room, map reading, exercise session with personal trainer, paddleboarding 

- Community work – helped to tidy Earlywood 

- Had a few discipline issues but now improving 

- Reinforcing traditions such as flag up and down 

## **iv. Explorers – Chris Adkins** 

- 7 Explorers 

- 90% attendance 

- Activities included kayaking, paddleboarding, night hike/navigation, scavenger hunt, ice skating 

- Global issues badge attained 

- Created arch for camp 

- Trying to achieve 1 badge per term 

All agreed it is key to organise a parent rota. **Action: all** Groups 

- 13) Comments by District Commissioner. None provided (absent) 

- 14) Closing Remarks 

The Group Scout Leader thanked everyone for attending the meeting and looks forward to building on the success of the last year. 

## **Next AGM meeting:  tbc 2023** 

## **Next Executive Committee meeting: 29[th] September 2022 venue to be arranged.** 



7,859.08 

## **1st South Ascot Scouts 2021-22 Financial Year** 

## **Summary** 


**----- Start of picture text -----**<br>
2021/22 2020/21 2019/20 2018/19 2017/18 NOTES<br>Opening balance 13,949.27 6,689.91 5,420.79 7,114.91 12,184.36<br>Income - Beaver Activities 452.91 77.64 1,646.10 1,140.10 758.48<br>Income - Beaver Activity Refund 0.00 140.00 0.00 0.00 0.00<br>Income - Beaver Uniform/Investiture 427.89 101.71 122.42 105.00 160.16<br>Income - Beaver Subscriptions 2,696.62 1,633.90 2,770.87 1,894.00 1,682.17<br>Income - COVID Allowance 2,600.00 0.00 0.00 0.00 0.00<br>Income - Cub Activities 966.98 74.31 595.12 293.00 237.69<br>Income - Cub Uniform / Investiture 126.00 0.00 29.12 0.00 0.00<br>Income - Cub Subscriptions 2,586.68 2,120.37 2,204.82 1,254.00 1,758.55<br>Income - Explorers Activities 227.65 0.00 0.00 0.00 0.00<br>Income - Explorers Grant 1,000.00 0.00 0.00 0.00 0.00<br>Income - Explorer Subscriptions 515.20 0.00 0.00 0.00 0.00<br>Income - Explorer Uniform 259.20 0.00 0.00 0.00 0.00<br>Income - GiftAid 1,161.34 438.59 0.00 0.00 0.00<br>Income - Grants / Fundraising 3,742.14 37,228.69 2,775.74 1,393.00 0.00<br>Income - Group Activity 5,138.51 0.00 803.63 1,545.00 145.00<br>Income - Other / Hut Hire 2,523.50 136.00 48.00 0.00 0.00 NOTE: 50% paid to All Souls Church in April 22<br>Income - Scout Activities 76.00 421.65 40.00 105.00 462.21<br>Income - Scout Subscriptions 2,060.58 1,361.60 958.32 735.00 883.22<br>Income - Uniform Sales 0.00 246.50 385.05 451.50 0.00<br>Total Income 26,561.20 43,980.96 12,379.19 8,915.60 6,087.48<br>Expenditure - Beaver Activities 988.88 -224.38 -1,270.12 -1,807.98 -538.25<br>Expenditure - Beaver Activity Refunds 0.00 -105.00 0.00 0.00 0.00<br>Expenditure - Beaver Badges & Uniform 257.81 -471.32 -225.43 -522.73 -657.18<br>Expenditure - Capitation 3,693.60 -3,393.80 -3,267.20 -2,141.40 -4,159.00<br>Expenditure - Cub Activities 1,489.30 -120.00 -611.55 -150.57 -152.85<br>Expenditure - Cub Activities Refund 33.97 0.00 0.00 0.00 0.00<br>Expenditure - Cub Badges & Uniform 260.74 -729.68 -772.82 -630.58 -57.00<br>Expenditure - Equipment 1,460.44 -43.56 -768.40 -1,587.22 0.00<br>Expenditure - Explorer Activities 828.84 0.00 0.00 0.00 0.00<br>Expenditure - Explorer Badges & Uniform 328.65 0.00 0.00 0.00 0.00<br>Expenditure - GoCardless Fees 0.00 0.00 0.00 -146.36 0.00 Where 0.00 fees already deducted from income<br>Expenditure - Group Activities 1,441.60 -364.75 -1,763.52 -1,520.54 -830.00<br>Expenditure - Group Badges 45.00 0.00 0.00 0.00 0.00<br>Expenditure - Group Uniform 62.84 0.00 0.00 0.00 0.00<br>Expenditure - Hut General Maint. 486.46 0.00 0.00 0.00 0.00<br>Expenditure - Hut Renovation 9,544.76 -28,592.27 -261.77 -1,234.00 -3,240.16<br>Expenditure - Hut Insurance 600.00 -1,200.00 0.00 0.00 0.00<br>Expenditure - Just Giving 0.00 -144.00 0.00 0.00 0.00 Just Giving Subscription now cancelled<br>Expenditure - OSM Fees 124.00 -260.23 0.00 0.00 0.00<br>Expenditure - Other 40.00 -240.21 -574.80 0.00 0.00 Training, Christmas Presents, PPE, Poppies<br>Expenditure - Scout Activities 1,837.90 0.00 -736.48 -629.70 -1,096.89<br>Expenditure - Scout Badges & Uniform 358.27 -229.40 -387.61 0.00 0.00<br>Expenditure - Subs Refunds 0.00 0.00 0.00 -89.00 0.00<br>Expenditure - Uniform - Staf 435.86 -66.14 -99.78 0.00 0.00<br>Expenditure - Utilities 81.41 -536.86 -370.91 -354.09 -368.62 Gas supply now disconnected<br>Total Expenditure -24,400.33 -36,721.60 -11,110.39 -10,814.17 -11,156.95<br>Closing Balance 16,110.12 13,949.27 6,689.91 5,420.79 7,114.91<br>**----- End of picture text -----**<br>




Scouts
1st South Ascot Scout Group
clo 3 Elizabeth Gardens
Ascot SL5 9BJ
171h November 2022
To whom this may concem
Ref. 14t South Ascot Scout Gr
Annual Account 202112022
This letter is to confinn that the reported annual accounts for 1st South Ascot Scout
Group (1st S Ascot Scout Group Accounts 2021-2022) are a true and correct report
of the financial statement for the Scout Group in the 2021-2022 financial year.
Yours faithfully
Fiona Jones
Group Scout Leader
1 stSouthAscotScoutGroup@gmail.com
07939 490475
P)EhVERS
cubs
Scouts
Registered Charity Number.. 1186681