MINUTES OF AGM
17[th] September 2023
1[st] North Worle Scout Hut
Attendance:
Richard Piggott, Helen Skillen, Gemma Kattana, Ali kattana, Alexia Brimecome, Barbara Millard, Vikki Corke, Paul Waller, Cher Trowbridge, Rob Simmons, Michelle MacDonald, Jane Booth
-
Apologies for absence Cai Merryweather, Sylvia Brown, Greg Scott.
-
Minutes of last year’s meeting Proposed by Alexia Brimecome, seconded by Gemma Kattana
-
Accept New Constitution. (Adopting the scout constitution). Unanimous.
-
Matters arising from pervious meeting. None. Accounts from last AGM audited and sent In before deadline.
-
Group Chair report. Everyone read at their leisure.
-
Group Scout leader report. Attached and read at leisure.
-
Introduced Richard from Wildcats and Rob from squirrels.
1[st] Noth Worle ACCOUNTS
(copy of the accounts attached)
Jane reported that the accounts were still reasonably healthy, currently in savings £16,089.00 but that this will go down by around £7/£8,000 in February because of the membership fees.
No questions on the accounts.
Jane Proposed, seconded by Ali. ( No objections).
Gemma asked if there was any news on if the membership fees were staying the same or going up?
Ali responded by saying that the county membership had gone up slightly but a decision around the end of the month would give us the final amount that will be charged. They are currently trying to counteract the cost from District rate. Watch this space….. Last year the cost was £55.00 per person. County did compensate from there reserves to cover additional cost on scouts last year.
Agreement on trustee board of a minimum of 12. Everyone agreed 15. No objections.
Agreement on Corom. A minimum of 5 agreed on this. Vicky Proposed, seconded by Alexia Brimecome. Everyone in agreement and no questions.
Appointment of elected trustees.
Treasurer : Jane happy to stand again. Gemma proposed, everyone else in agreement.
Secretary position – currently vacant.
Section Leaders –
Rob ( Squirrels leader) happy to consider and talk with Janine ( other Squirrels leader). (Clair ( Wild dogs leader) has resigned and leaves on the 28/9/23.) Richard (Wildcats leader) Richard happy to be a trustee. (Village pack no leadership team in place at this moment in time.) Sylvia ( Priory pack) happy to stand again. (Cai ( Alpha pack) not wanting to stand again.) Vicky ( Omega pack) Yes happy to stand again.
Gemma proposed all leaders who said yes. Seconded by Alexia Brimecome. Nominated member Barbara.
Gemma proposed, seconded by Michelle.
Gemma explained that Trustees are now called Board of trustees. The role of this is to make sure that alongside the accountant (Jane) we make sure the Money is correct. Make sure that we are sticking to our legal compliance. Safe guarding all and that we are keeping the group running and doing all the right things.
Maintenance is to be a separate meeting but can run after the board of trustees meeting, it needs to be separate though from the Board of trustees meeting so can not run along side the meeting.
Paul commented that all the meetings are the same?
Ali replied that the Board governance the money coming in and out, making sure that it is done correctly.
The operational side do the fund raising and the board of trustees oversea it. After the meeting the board of trustees can become the operational side but they have to be two separate meetings. There is no minimum on the operational meeting but does need parents and non uniform people to run the group.
The Charity commission want the board of trustees separate from the group process. Gemma asked if the fund sub committee meeting should be first and then the board of trustee meeting? Ali said the support meeting should be first and then the board of trustee meeting.
Gemma asked Jane about how she got on with Tax assist? Jane said that they charged £265 inc vat. She said that this year was easier than the last as tax assist know now how we work. Asked if everyone was happy happy to carry on using them? Barbara proposed, Seconded by Gemma. Everyone else happy.
District report from Ali
12 months since the end of the pandemic and figures have fluctuated in various groups. But coming back fantastic.
Numbers are up just below pre pandemic figures bolstered by squirrels. It is great to see Squirrels up and running, there are currently 4 groups across the county. Looking to have more Squirrel dreys.
Regards number of groups camping, the numbers are up but not quiet there yet because a lot of young people are struggling to be away from parents but it is slowly getting there. We are doing better than other districts.
Through the pandemic when leaders were off they have decided that scouting is not for them and not come back.
District are doing different events again, beavers sandcastle competition and the scout rafting competition.
World scout Jamboree
Ali informed us that we had 5 from our district. 5 leaders and 1 explorer leader.
They did not have the experience that they signed up for and the circumstances were not how they should have been. They did not have the full international experience but they did have a full experience. There were no negative responses.
The next Jamboree is in Poland and should be easier. There have been over 40 odd Jamborees and out of those only one has had major issues.
With the Polish Jamboree there are plans for getting all the sections involved. Watch this space.
Ali said thankyou to everyone for sticking with scouting and getting social skills and confidence back up within scouting.
Thank you Gemma for doing what she does an excellent job here.
Regards training we are in top 3 of the county and the report that is produced each month shows we are always in the top 3.
Gemma then announces that there are a few certificates to be handed out. Jane Booth received 10 years volunteering within scouting, also chief scout accommodating certificate for good service awarded.
Gemma said that she will attend the sections and hand out the other certificates as it would be nice for the young people to enjoy the award with them.
Any other business
Vicky and Paul mention about the crumbling tarmac and the fact that it is getting worse.
Alexia Brimecome mentions a parking issue on a Monday evening as cars from Priory school are parking in the scout carpark and also blocking the path for Beavers and parents to come in. Gemma suggested that we take photos of any vehicles that are causing the issues and let her know and we will monitor the situation.
It was suggested by Paul if we could have letters painted on our side of the parking to say Scout Hut only but this was said to not be a good idea due to cost and also that the land is owned by Priory school and that only the Hut is owned by 1[st] North Worle.
Paul suggested that we put a sign on a post to say scout group parking only. Ali said that this was not wise.
Ali said Priory trust is causing problems for scouting across the board.
Alexia asked if the new lease had been sorted yet? Michele replied with Cai has this in hand that at the moment everything is running smoothly.
Jane brought up about the fact that Biffa had still not emptied the bin. Gemma informed us that Biffa had been having issues with loosing the gate key (they had been sent another key). They had been given a note with the bin lock code on it but that the drivers had not been taking it with them so can’t empty the bin. Biffa are due to empty the bin next week and to take any black bags that are along side the bin.
Paul suggested that we write the code on the actual bin with one number on each side. This idea is being thought about more.
Over the summer Priory put one of their school mini busses next to the main entrance gate which meant that every time we needed to gain access to the hut we have to call someone from Priory at least an hour before to move the vehicle and then to call afterwards to put it back. Though after a few weeks of doing this they did move it to block just the priory school internal gate which meant we did not have the issue anymore.
Rob from Squirrels asked about the support team and if there was anymore information on what to do? Gemma replied Vicky and Paul do most of the maintenance at the moment It would be nice to get a volunteer group that will meet each week or month and to give advice or help on the windows or on general maintenance.
It would be nice to have some of the older generation from the community to come in each week and do the garden maintenance. Have a think on the best way to get that up and running.
A question was asked about if we would need extra insurance to have people come in and do the garden. Gemma replied that our current insurance covers us for additional helpers as long as registered on the group.
Alexia came up with an idea for a social event for the next AGM to get more parents involved. A snail race or family bingo event. Barbara came up with Beetle drive. These ideas are going to be thought about and something will happen for the next AGM. Vicky brought up that Martin (the resident that lives along side the hut) had complained about the trees over hanging onto the footpath.
Everyone agreed that we need to chop bits off over the footpath and trim them down. The best time to do this is Autumn.
Vicky will organise with the company that we have used in the past and let us know of the cost. Martin has offered to contribute towards the cost.
Alexia brought up about a Christmas fundraiser? It was mentioned about the amazon wish list that Vicky had suggested previously. Vicky said that she will have a look and start to make
a list so that we can send out to everyone. Things like cleaning products, stationary, bowls, tea towels, they every day items that add up over time.
Meeting closed.
| 1st North Worle Scout Group | 1st North Worle Scout Group | |
|---|---|---|
| Receipts for the year ended 31st March 2023 | £ | |
| Balance brought forward | 19838.89 | |
| Subscriptions | ||
| Subscriptions | 13472.74 | |
| Bank interest | 32.06 | |
| Donations | 1400.00 | |
| Activities Income | ||
| Activities & camping | 17515.08 | |
| Panto | 809.20 | |
| Lettings of hall | 7460.82 | |
| Sundry Receipts | 839.24 | |
| Total Receipts | 61368.03 | |
| Payments for the year ended 31st March 2023 | ||
| Administration Expenses | ||
| Membershipfees 2023 | 7095.00 | |
| Insurance | 2396.80 | |
| Sundries | ||
| Activity Expenses | ||
| Section Activities/expenses | 24357.92 | |
| Office Admin/expenses | 529.90 | |
| Panto | 1410.00 | |
| Hall Expenses | ||
| Utilities | 3960.95 | |
| Maintenance/cleaners | 4235.51 | |
| North Somerset Council | 380.00 | |
| Lettings refunds | 378.75 | |
| PA Sloan Landscaping | 1692.00 | |
| Balance carried forward | 14931.20 | |
| Total Expenses | 61368.03 | |
| Position Group Date Position Group Date Position Group Date Balances held at 31.3.23 Hall £ 4279.70 Group £10033.17 Sections £ 618.33 Total £14931.20 |
||
| Balances held at 31.3.23 Hall £ 4279.70 Group £10033.17 Sections £ 618.33 Total £14931.20 |
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
| Report to the trustees/ members of On accounts for the year ended Set out on pages Responsibilities and basis of report |
Charity Name 1stNorth Worle Scout Group |
|---|---|
| 31stMarch 2023 Charity no (if any) 1189335 |
|
| 1 & 2 (remember to include the page numbers of additional sheets) |
|
| I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31st March 2023. As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. |
Independent examiner's statement
I am qualified to undertake the examination by being a qualified member of the Chartered Institute of Taxation.
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect:
-
the accounting records were not kept in accordance with section 130 of the Charities Act; or
-
the accounts did not accord with the accounting records; or
-
the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
Signed: Name: Catherine Saunders Relevant professional CTA MAAT ATT qualification(s) or body
Date: 30[th] August 2023
Oct 2018
1
IER
(if any):
Address: TaxAssist Accountants, 96 Drove Road, Weston super Mare,BS22 9RE
Section B Disclosure
Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
Give here brief details of any items that the examiner wishes to None disclose .
Oct 2018
2
IER