2[nd] Bognor (St. Mary’s) Sea Scouts GROUP SCOUT COUNCIL
Annual General Meeting
Friday 10[th] January 2025 @ 17:30
St. Mary’s Catholic Primary School, Glamis Street, Bognor Regis, West Sussex, PO21 1DJ
AGENDA
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Introduction and welcome
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Apologies for absence
-
To approve the minutes of the Annual General Meeting held on 12th JAN 2024
4.
Governance topics
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a. Adopt the model constitution from Policy, Organisation and Rules
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b. Note the Group’s financial year
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c. Agree the number of members that may be elected to the Trustee Board
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d. Agree the quorum for each of the Group Scout Council (including this AGM), meetings of the Group Trustee Board, meetings of any sub-committees
5.
Review of the previous year
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a. The Group Scout Leader’s review of Scouting in 2[nd] Bognor (St.Mary’s) Sea Scout Group
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b. To receive and consider the Annual Report of the Group Trustee Board including the annual Statement of the Accounts
6.
Making appointments
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a. To (re-) appoint Group President and/or Vice-Presidents
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b. To note any other supporters who may be admitted to membership of the Group Scout Council, including former Scouts and parents, by the Group Scout Leader, the Group Trustee Board or the Group Scout Council.
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c. To approve the Group Scout Leader’s nomination of the Group Chair
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d. Election of the Group Secretary
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e. Election of the Group Treasurer
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f. Elections of members to the Group Trustee Board
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Close
AGM Planning Considerations and Timeline
NOTES
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Although not an actual part of the AGM, the Group AGM can be used to present Good Service and other Awards.
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Although the AGM will normally take “only” 20 minutes or so, it is an opportunity to have a Group social event, or a Group camp, or to incorporate the actual AGM as part of that evening, day or weekend.
Alternatively, the AGM can be held online (for example using Zoom or Teams).
- It is appropriate to invite the District Commissioner or their representative to say a few words to the meeting.
TIMELINE
| MELINE | |
|---|---|
| During the final quarter of the financial year |
The Group Trustee Board agrees the date of the Group AGM, and makes the date known widely around the Group, plus District Commissioner and District Chair. Note that the AGM must be scheduled to occur no later than 6 months after the end of the financial year. Note also that sufficient time must be allowed for the Group Treasurer to complete the annual statement of accounts and for that to have been reported on by the Scrutineer/Independent Examiner. |
| 3 or 4 months prior to the AGM |
GSL, Group Chair and Group Secretary meet to review the Group Trustee Board membership. How many (if any) vacancies are there? [Charity Governance Code 5.6.1: The Trustee Board has, and regularly considers, the skills, knowledge and experience it needs to govern, lead and deliver the charity’s purposes effectively. It reflects this mix in its trustee appointments, balancing the need for continuity with the need to refresh the board.] |
| 2 months before the AGM |
Group Secretary invites all members of the Group Scout Council to make nominations for membership of the Trustee Board, with a clear closing date for nominations. GSL and Group Chair consider names for nomination as Trustees. Including Chair, Secretary and Treasurer. [Charity Governance Code 5.7.1:There is a formal, rigorous and transparent procedure to appoint new trustees to the Trustee Board, which includes advertising vacancies widely.] [Charity Governance Code 5.7.2: The search for new trustees is carried out, and appointments or nominations for election are made, on merit, against objective criteria and considering the benefits of diversity. The Trustee Board regularly looks at what skills it has and needs, and this affects how new trustees are found.] |
| 1 month before the AGM |
Group Secretary co-ordinates an election process. This can often be most easily achieved using a tool such as Google Forms. Group Secretary emails the ‘formal’ invitation to all members of Group Scout Council, together with the agenda, the minutes of the previous AGM, a link to the POR model constitution, and a copy of the Trustee Annual Report and Accounts. |
Page 2 of 7 pages
2[nd] Bognor (St.Mary’s) Sea Scout GROUP SCOUT COUNCIL – ANNUAL GENERAL MEETING
Guide Lines for the 2025 AGM
Trustee Attendees: Susan Shimell, Elizabeth Bilham, Matthew Tarrant , Claire Tarrant, Mark Wisby, Thomas Weaver, Jackie Chandler, James Davey, Emma Carver, Annie Parks. Maxine Smith from District, Gill Yeates from Bognor Regis Town Council.
Leader Attendees: Jonny Vickers, Ben Vickers, Susan, Holly and Ella Woodruff, Claire Mills, Connor Waller, Patrick Kelly, Faith Edwards, Hayley-May Evans, Kara Ragless, Andrew Newell, Chris Tymon, Phill.
Attendees signed in on the register:
Squirrels - Luke and George Carver, Christine Fisher and Obi Chapman, Oliver Chandler, Lynsey Southerton and Hugo Chapman, Samantha, James and George Miller, Rob, Gina and Thomas Overton.
Beavers - Riley Moore, Jon, Lucy, Hannah and Joshua Dowle, Alisdair and Gabriella Murray, Jamie, Denise and Ryder Ellinor, Bethanie and Daisy Ayres, Sylvan Florescu, Elsa Alvnez, Mark and Asa Berng, Patyyetan and Franek Roezyer-Pillic , Izebta Seby and Gabriella Murray, Konrad and Jan Tacz, Zofia and Jan Tkacz.
Cubs - Paul and Ameila Francis, Caroline, George and Rory Castleton, Dan Gover and Rueben Wingate-Gover, Lyileta Hyrmc and Nathan Vesilieeses, Peter, Archie and Chloe Mills.
Scouts – Rachel and Theo Florescu, Stephanie and Logan Goater, Annie Norman and Izzy Watts, Magda and David Kucharski, Marcin, Anthony and Julia Gwiazdowski.
GSL - Health & Safety and domestic announcements .
- Explanation given that we were currently without a secretary and that Claire Tarrant was stepping in temporarily.
1. Introduction & welcome
Chair:
Opening remarks.
Page 3 of 7 pages
Thanks to the venue for the use of their facilities and for all the fun activities at the start of the evening.
Welcome to Members of the Group Scout Council and Guests especially:
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The Deputy Mayor (Gill Yeates)
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Bognor Regis Assistant District Commissioner (Maxine Smith)
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Penguins Representative (Ben Vickers)
2. Apologies for absence
GSL:
Apologies have been received from:
Ben Hardcastle, Charlotte Tennent, Tom Weaver
3. To approve the Minutes of the Annual General Meeting held on 12th JAN 2024
Chair:
The minutes have been previously reviewed by the Group Board of trustees at their first meeting after the previous AGM and so I propose that the minutes are taken as read and ask the Group Scout Council to agree that they are a true record of that meeting.
Seconder please… Claire Mills, with a show of hands to approve .
4. Governance topics
Chair notes to the Group Scout Council members present that this part of the meeting is a necessary part to make sure that the charity’s foundations are in good order.
4a. To adopt the model constitution from Policy, Organisation and Rules
Chair:
In line with the recommendation from Scout Headquarters. I propose that we adopt the model constitution from Chapter 5 of Policy, Organisation and Rules. A copy of this was available for review and inspection prior to this meeting, and available on our website
Seconder please… Maxine Smith, with a show of hands to approve.
4b. Note the Group’s financial year
Chair:
Members of the Group Scout Council are asked to note that our charity’s financial year is
1st September to 31st August
Page 4 of 7 pages
4c. Agree the number of members that may be elected to the Trustee Board
Chair:
The Group Scout Council must agree at its AGM the number of people that can be elected to the Trustee Board. The recommendation from the outgoing Trustee Board is that 12 people can be elected. I propose that the Group Scout Council approves that recommendation.
Seconder please …Claire Mills, with a show of hands to approve.
4d. Agree the quorum for each of the Group Scout Council (including this AGM), meetings of the Group Trustee Board, meetings of any sub-committees
Chair:
The Group Scout Council must agree at its AGM the quorum – the minimum number of Group Scout Council members that must be present at a meeting of the Group Scout Council. The recommendation from the outgoing Trustee Board is that the quorum should be set at 8 persons. The Group Scout Council is asked to approve that recommendation.
(There was a brief pause and discussion to change this from 15 to 8 by Maxine and Anne)
Seconder please … Sue Woodruff, with a show of hands to approve.
5. Review of the previous year
Chair notes to the Group Scout Council members present that this part of the meeting is the opportunity to reflect on the activities of the past year.
5a. Group Scout Leader’s Review of Scouting in the Group
Chair asks GSL to present their Annual Review.
GSL gives their review.
This included a video by Archie Mills to go towards one of his badges, mention of more trips and days out, having a new trustee board, followed by a round of applause.
Chair thanks GSL for their review.
5b. To receive and consider the Annual Report of the Group Trustee Board including the annual Statement of Accounts
Chair: The Group Trustee Board has approved the Annual Report and Statement of Accounts and Accounts, and the report on the accounts has been received from the Scrutineer
Chair asks the Group Treasurer, to give their explanation of the Statement of Accounts.
Page 5 of 7 pages
GSL explained that the Group Treasurer was not at the meeting but we have received a breakdown of the accounts. She asked for people to continue to ask questions and we would do our best to answer them, if not now then at a later date.
Treasurer to explain the Statement of Accounts.
Chair invites questions from the floor regarding the Trustee Annual Report, and the Annual Accounts.
The following question was asked by a parent; Can I ask what the designated funds are for?
An answer will follow.
Thanks to Treasurer Benjamin Hardcastle
(NOTE – no vote is required, the Group Scout Council only ‘receives and considers’)
6. Making appointments
Chair notes to the Group Scout Council members present that this part of the meeting sets the charity up to be well-led during the period until the next AGM. Particularly, the Group Scout Council appoints a Trustee Board to ensure good governance for the charity over the next year.
- 6a. To (re )appoint Group President
Chair notes that appointments as Group President are made by the Group Scout Council.
Chair advises that Susan Shimell is proposed as President. Show of hands to (re-)approve.
6c. To approve the Group Scout Leader’s nomination of the Group Chair
Chair: I now hand the chairmanship of this meeting over to the GSL.
GSL It is Mark’s last year as chairman, thank you Mark for all you have done. The lovely lady Annie Parks has volunteered as Group Chair so I would like to nominate Annie Parks as Group Chair and ask for a show of hands as approval.
Note: If there is to be a new Group Chair then there must be an agreement PRIOR to the meeting as to whether the outgoing Chair continues to chair this meeting, or whether the new Group Chair should take over immediately. However, it is strongly encouraged that the new Group Chair starts in role after the AGM is complete.
6d. To elect the Group Secretary
Chair: The ‘Group Secretary’ is an elected, however no person’s has yet been found for the role. We do not have one at the moment and Claire Tarrant is stepping in temporarily.
Page 6 of 7 pages
6e. To elect the Group Treasurer
Chair: The ‘Group Treasurer’ is an elected appointment and, as required, Emma Carver has been formally proposed and seconded. Since there were no other nominations by the closing date a show of hands is required to approve Emma Carver’s election.
6f. To elect persons to the Group Trustee Board
Secretary - the following have been formally proposed and seconded in writing by the due date:-
Sue Shimell Thomas Weaver Claire Tarrant Matthew Tarrant Jackie Chandler James Davey
Chair - requests a show of hands to approve their election.
NOTE that there must not be more names elected than were approved at agenda item 4c. There can be fewer than agreed at 4c, but not more.
NOTE that it is very important to arrange the nominations for election BEFORE the meeting. It is very poor to be heard to be pleading for new members from the Group Scout Council members present at the meeting.
7. Closing Remarks
Chair to close the AGM, thank all for attending and outline any arrangements for the rest of the event.
Its been lovely being the chair. The group is in fine fettle and I will still be around. We have great volunteers and its amazing what the leaders get them doing.
Page 7 of 7 pages
2nd Bognor (St Mary's) Sea Scout Group
Receipts - 1 September 2023 to 31 August 2024
| £ 2023/24 |
£ 2023/24 |
£ 2023/24 |
£ 2023/24 |
£ 2022/23 |
|---|---|---|---|---|
| Unrestricted Funds |
Restricted Funds |
Total Funds |
Total Funds |
|
| Membership Fees Squirrels Beavers Cubs Scouts |
2,295.00 3,960.00 3,600.00 2,070.00 |
- - - - |
2,295.00 3,960.00 3,600.00 2,070.00 |
1,485.00 3,515.00 3,290.00 2,407.50 |
| Activities Events Camps Summer Camp |
2,880.00 - 11,920.30 |
- - - |
2,880.00 - 11,920.30 |
6,144.50 1,064.00 13,752.50 |
| A&P Expenses | - | - | - | 64.73 |
| Donations | 1,110.78 | - | 1,110.78 | 694.52 |
| Fundraising | 271.54 | - | 271.54 | 254.49 |
| Gift Aid | 3,494.25 | - | 3,494.25 | - |
| Grants Received | - | - | - | 1,000.00 |
| Interest | 432.27 | - | 432.27 | 203.13 |
| Tsunami ESU Expenses | 783.93 | - | 783.93 | - |
| Uniform | 2,941.00 | - | 2,941.00 | 2,504.00 |
| Total Receipts | 35,759.07 | - | 35,759.07 | 36,379.37 |
2nd Bognor (St Mary's) Sea Scout Group
Payments - 1 September 2023 to 31 August 2024
| £ 2023/24 |
£ 2023/24 |
£ 2023/24 |
£ 2023/24 |
£ 2022/23 |
|---|---|---|---|---|
| Unrestricted Funds |
Restricted Funds |
Total Funds |
Total Funds |
|
| Section Activity Expenses Squirrels Beavers Cubs Scouts Badges |
615.50 831.37 934.18 720.42 395.05 |
- - - - - |
615.50 831.37 934.18 720.42 395.05 |
474.49 867.16 822.12 1,165.35 748.58 |
| MembershipFees | 4,998.00 | - | 4,998.00 | 4,218.00 |
| Activities Events Camps Summer Camp |
3,018.87 - 9,472.55 |
- - - |
3,018.87 - 9,472.55 |
5,153.75 1,190.30 17,877.52 |
| AGM | 98.13 | - | 98.13 | 188.70 |
| Business Rates | 26.82 | - | 26.82 | 41.09 |
| Donations | - | - | - | 28.98 |
| Equipment | 1,883.02 | - | 1,883.02 | 334.45 |
| Fundraising | - | - | - | 78.72 |
| General GroupExpenses | 334.39 | - | 334.39 | - |
| GoCardless | 386.29 | - | 386.29 | 320.79 |
| Hall Hire | 880.00 | - | 880.00 | - |
| Insurance | 281.72 | - | 281.72 | 256.28 |
| Maintenance | 65.04 | - | 65.04 | 204.67 |
| Training | - | - | - | 19.60 |
| Trustee Expenses | 82.20 | - | 82.20 | 82.77 |
| Tsunami Expenses | - | - | - | 570.47 |
| Uniform | 3,203.16 | - | 3,203.16 | 3,185.56 |
| Website | 180.00 | - | 180.00 | 176.00 |
| Total Payments | 28,406.71 | - | 28,406.71 | 38,005.35 |
| Surplus/(Deficit) | 7,352.36 | - | 7,352.36 | (1,625.98) |
| Transfers between funds | 321.50 | (321.50) | - | - |
| Balance Bought Forward | 15,073.68 | 964.00 | 16,037.68 | 17,663.66 |
| Balance Forward | 22,747.54 | 642.50 | 23,390.04 | 16,037.68 |
2nd Bognor (St Mary's) Sea Scout Group
Bank Reconciliation and Budgets
| Date | Info | Receipt | Payment | Balance |
|---|---|---|---|---|
| 01/09/2023 01/09/2023 01/09/2023 31/08/2024 31/08/2024 31/08/2024 31/08/2024 31/08/2024 31/08/2024 **31/08/2024 ** |
Balance - Current Account Balance - Deposit Accounts Balance Carried Forward Receipts Payments Balance Forward Balance - Current Account Balance - Deposit Accounts Total at Bank Total Reserved Funds Total Designated Funds Total General Funds Target Reserves |
591.91 £ 15,445.77 £ 35,759.07 £ 1,510.00 £ 21,880.04 £ |
(28,406.71) £ |
591.91 £ 15,445.77 £ 16,037.68 £ 23,390.04 £ 1,510.00 £ 21,880.04 £ 23,390.04 £ 642.50 £ 15,994.16 £ 6,753.38 £ 5,000.00 £ |
LT700006 - Independent Examiner's Report to the Trustees (January 2024)
Independent examiner’s report to the trustees of 2[nd] Bognor (St.Marys) Sea Scout Group
I report to the trustees on my examination of the accounts of the 2[nd] Bognor (St.Marys) Sea Scout Group for the year ended 31/08/2023
Responsibilities and basis of report
As the charity trustees of the 2[nd] Bognor (St.Marys) Sea Scout Group 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 2[nd] Bognor (St.Marys) Sea Scout Group 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 have completed my examination. 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:
-
accounting records were not kept in respect of the 2[nd] Bognor (St.Marys) Sea Scout Group as required by section 130 of the Act; or
-
the accounts do not accord with those records.
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: A. Ragless
Name: Mrs Annette Ragless
Address: 54 Hawthorn Road, Bognor Regis, Wet Sussex, PO21 2DD
Date: 11/01/2024