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2022-03-31-accounts

ANNUAL REPORT 2021 - 2022

General

Constitution:

https://tadleyscouts.org.uk/constitution

Contents

Contents
General Information 2
Agenda 3
2021 AGM Minutes 4
Group Chair's Report 7
Group Scout Leader's Report 9
Beavers Report 11
Hurricane Cubs Report 13
Spitfire Cubs Report 15
Scouts Report 17
Awards 18
Accounts 19
Scrutineer's Report 22

Executive Committee:

Ex Officio Members:

Louis Soccard - Group Chair Gloria Bailey - Group Scout Leader Lindsay Henry - Group Secretary Naomi Bailey - Group Treasurer Matthew Savill - Beaver Scout Leader Helen Belcher - Cub Scout Leader Robert Thompson - Scout Leader

Elected Members:

Joanne Soccard Sam Lloyd Paul Carruthers Melanie Russell Graham Hutcheson Charles Dix

Other Appointments:

Bankers:

Barclays Bank Plc

Scrutineer:

Ashleigh Bull

  1. Welcome

  2. Apologies for absence

  3. Minutes of last AGM - to be approved

  4. Matters arising

  5. Review of the last year

  6. Adoption of accounts

  7. Executive committee stands down

  8. Appointment of Chair

  9. Adoption of constitution and resolutions

  10. Elections to the executive committee

  11. a. Ex Officio Members

    • i. Treasurer

    • ii. Secretary

    • iii. Beavers

    • iv. Cubs

    • v. Scouts

  12. b. Elected Members

  13. c. Nominated Members

  14. Appointment of independent scrutineer

  15. Any other business

  16. Date of next Group Scout Council meeting (AGM)

  17. Close Meeting

Annual General Meeting

Date: 19th July 2021 Venue: Zoom

Attendees:

Bobbie Evans, Naomi Bailey, Louis Soccard, Gloria Bailey, Matt Savill, Gill Fewell, Joanne Soccard, Paul Carruthers, Tracy Bennett, Sam DrayFord, George Jones (DC), Charles Dix

Apologies:

Helen Belcher, Stuart Pope, Debbie Fullick, Nick Hicks, Tim Gibbons, Sam Lloyd, Mel Russell

The attendance list recorded, and apologies noted.

It was noted there was an omission of the Beavers Bronze awards which were then given in the meeting.

The minutes of the previous Group Scout Council were agreed unanimously to be an accurate record with the amendment of the Bronze awards.

The acceptance of the accounts as a true record was accepted by a unanimous vote, there was no further clarity requested.

The meeting was closed by Bobbie thanking the executive committee for their work and support throughout the year and wished the group all the best in the future.

A welcome and overview of the past year was presented by Bobbie Evans (Group Chair), this year being an exceptional and challenging year with the COVID-19 pandemic, a summary of each section’s activities throughout the year was included in the report.

Gloria Bailey as Group Scout Leader asked the District Chair Sam DrayFord to take over the meeting.

Sam introduced herself and explained how she was only Chair for a further 10 days but still here to support us until Silchester District is closed.

Sam thanked the executive committee members for all their work over the past year and the changes made, Sam commented on how comprehensive our annual report was and how it was good to see what everyone had been doing.

New Committee:

The voting of the committee commenced, Gloria Bailey GSL and Louis Soccard DGSL are automatically on the executive committee.

Treasurer: a proposer and seconder for Naomi Bailey as treasurer Gill Fewell and Matt Savill with a unanimous vote of approval.

Chair and Secretary positions, as there was no one at the present to fill these posts Sam hoped we would get someone.

Sam Lloyd proposed by Louis, Seconded Paul and a unanimous vote of approval.

Paul Carruthers proposed by Gill, Seconded Matt and a unanimous vote of approval.

Graham Hutcheson proposed by Louis, Seconded Paul and a unanimous vote of approval.

There were no nominated members.

Scrutineer: Ashleigh Bull was accepted and approved by all members present, Sam complimented Ashleigh on a very comprehensive report.

Sam asked if there was any other business, George said she had some presentations, Tracey Bennett received her 15 year award along with her Wood Badge and congratulated her on these awards.

Ex Officio Member were voted on Charlie Dix proposed by Naomi, Seconded Paul and a unanimous vote of approval.

Mel Russel proposed by Matt,

Seconded Louis and a unanimous vote of approval.

Gloria Bailey received her 10 year award and the Chief Scout Medal of Merit. George gave thanks to Gloria for all she has done in Scouting as well as Tadley Scouts.

Louis gave thanks to the district team for all the work they have done over the last year and the support given to Tadley.

AOB: there was no other business.

The date for the next AGM is Wednesday 13th July at 6.30pm.

The next exec meeting is Thursday 4th August 8pm.

Sam closed the meeting at 8.20pm.

Chair's Report

During the last year, I stood down as Deputy Group Scout Leader after a year of helping Gloria in running the group. In that time, we launched brand new digital infrastructure like our website and Microsoft 365 to help bring the group in line with many other local organisations and groups.

Due to the group struggling to fill the role of executive committee chair, I took on the position. For those of you who are not aware, the executive committee, or more commonly the board of trustees, are the group responsible for managing the charity aspects of the Scout group. Whilst Gloria and her leadership team manage the Scouting aspects of the group, the committee are responsible for the governance aspects such as finance, safety, data protection, the building, and more. We are looking for more people to join the committee as trustees to help with these areas of the charity.

Over the past year, we have made many changes to the running of our charity including registering with the Charity Commission.

Having done this, we are now listed on the register of charities with the charity number 1195007. Our motivation behind this was to enable us to apply for more grants and make some administrative processes simpler. It has already proven useful with grants on the horizon thanks to our listing on the official register.

July 2021 saw the dissolution of Silchester district, formed in 1979, with Tadley joining Basingstoke West district. Following some initial concerns, I am pleased to see that our young people are now enjoying a larger variety of activities as they are benefiting from a larger Scouting community. We would like to thank Basingstoke West for the funds they have donated to the group and the warm welcome they gave us.

In December we unveiled the new name for our large hall, the “Brian Spray Hall”. Named after Brian, known to many as Len, who was the Group Chair for Tadley for decades and whose work was instrumental in the acquisition and building of the Diamond Scout Centre. At the ceremony Len was joined by his son and Scouting friends and cakes were provided by the group leadership team. On behalf of the executive committee, I would like to thank Len for all the work he did for Tadley Scout Group, and we hope that this naming will help to continue his legacy within the group.

The committee welcomed Lindsay Henry as our new Group Secretary, a position that had been vacant for quite some time. Her professional experience has enabled her to take on her role immediately, offering many ways to improve the committee’s administration.

The process of distributing paperwork and minutes for our meetings was greatly improved thanks to Lindsay’s dedication and ability to turn things around quickly. I would like to wish Lindsay all the best in her role going forward and I’m sure she’ll have a huge impact on the running of the group behind the scenes.

I would like to thank the committee for their continued support of Tadley Scout Group. Our treasurer Naomi has once again done a fantastic job at keeping track of our finances so I would like to thank her. Gloria and her leadership team have managed to keep Scouting going, even with the uncertainty around the pandemic last year, so I would also like to thank the section leaders and their teams for the immense effort they put into delivering skills for life for the young people of Tadley. It is great to see all the Chief Scout’s Awards being presented and hearing of all the activities the young people have enjoyed in the group. Finally, I would like to thank the parents for their support in enabling the young people to take part in Scouting.

Yours in Scouting Louis Soccard Group Chair

Group Scout Leaders' Report

This last year has been a very testing time for both leaders and the survival of the group as a result of the continuation of COVID restrictions. The leaders had to be very inventive to provide a programme that was interesting and safe both online and face to face outside, for this I thank all our leaders for persevering and thinking of new ways of working for the benefit of the young people.

With the nervousness and limitations of people meeting up, hall hire suffered having an impact on our income used for maintaining the building. Fortunately, with Government and local council grants, we were able to meet our regular outgoings.

Basingstoke Council helped us fund the installation of new push control taps in our toilets, this helps by protecting our local resources and not wasting precious water.

Some small fundraising projects that we are running where you can help us are: collecting used postage stamps and using the Easyfundraising website/app when purchasing things online. For a donation, we will sew badges on uniforms and for those who do not want to part with their old uniform, we can make it into a memory bear for a charge. If you need help to set up the Easyfundraising visit our website and under getting started on the finance page click the logo link which will explain further. - https://tadleyscouts.org.uk/getting started/finance/.

With the easing of restrictions, hall hire started to pick up and increase with some new users, this has helped us catch up with our commitments and continue to maintain the property. We now have new outside lights in place down the footpath, along with lots of routine repairs being carried out, we have new bird boxes scattered around the site.

Another way you can help support us is by providing prizes for the Tadley Treacle fair and of course visiting our stall on the day of the event, this in turn helps us keep the subscriptions to a minimum.

Parents have already signed up for Gift Aid which is a great income for the group and allows us to update equipment, new lightweight tables were purchased. We were successful in securing funding through The Good Exchange to fund tents and activity equipment, this is very much appreciated and will benefit the young people in the group.

With the amalgamation of Silchester district into Basingstoke West district we have benefited from more opportunities for the young people to undertake challenging adventurous activities, we have also been provided with help and support along with training opportunities for leaders.

I would also like to thank our local community services for supporting the sections with the programme planning, to parents that have offered their professional knowledge or just their help and time to the sections making it a more interesting session/ programme.

So what next?

We are continuing to look at how our group and building can improve its levels of sustainability and reduce our carbon footprint.

We need your help on the executive committee, you are in the best position to guide the group on how it is managed, what we need to put in place in order to provide the experiences the young people want from Scouting and how we can take the group forward.

Please speak to me or a leader for more information.

Yours in Scouting Gloria Bailey Group Scout Leader

2021 started with the continuation of Zoom meetings but by April we were allowed to meet up face to face again which started off with a welly walk around Silchester Wall. The Beavers were really excited to be out and about again and thoroughly enjoyed experiencing Scouting in real life.

Due to the ongoing COVID risk, we continued the theme of meeting outside with activities of cooking hotdogs and smores, learning how to put up tents, building dens and grass sledging, after the half term we continued the outside earning our cycling badge, visiting the fire station and helping towards our entry to the Tadley's Scarecrow trail.

We also said goodbye to a lot of the Beavers that had been with us throughout the Zoom meetings and welcomed quite a few new Beavers that had never experienced Scouting.

We finished off the term with a good old water fight where the Beavers had a great time soaking the leaders and each other but what the Beavers did not know was the leaders secretly enjoyed this activity more than them. The new school year started off with us finally being able to use the hall again, with a strict routine where the Beavers sanitised their hands on arrival we were able to organise lots more activities, one of which was a Macmillian's coffee evening.

This is a charity that is close to our hearts and was well supported on the evening. We raised a fantastic £189.00 so a big thank you to everyone that came and donated.

The County Beavers Trip to Paultons Park also returned where we joined several other colonies across Basingstoke West on a coach trip there and back. They all had a thoroughly good time experiencing some rides that they had never been on with some of them facing their fears and being extremely brave.

This year unfortunately Tadley Beavers shrunk to one group with Wednesday officially closing due to the lack of leaders, but on the upside we welcomed three more Leaders to our Team, Melanie (Hedgehog) who is moving from parent helper to a uniformed leader, Jamie (Fox) who is new to Scouting, Ryan (Falcon) who used to help with Wednesdays.

We finished off 2021 with lots of Christmas activities, Chips and Christmas tree walk and a return to the Methodist Church Panto.

So far 2022 has been about getting back on track, unfortunately for obvious reasons over the last couple of years our Beavers have not been achieving their Bronze awards which is the highest achievement in this section, so we have been ensuring what we have been doing helps them earn this and several of them are now close and will be invited to an awards ceremony just for them.

Finally a big thankyou to everyone that has supported us with donations support and Help over the last year!!

Yours in Scouting

Badger, Woodpecker, Hedgehog, Stag, Otter, Fox and Falcon

Cubs Report

Tadley Hurricanes continue under the leadership of Helen (Akela), Debbie (Raksha), Stuart (Baloo) and Nick (Kaa).

I start this report with the same message as last year. This year has had its challenges, but I would like to thank the parents and carers of the Hurricane Cubs for their support and positivity over the year. Between us, we have managed to continue to deliver some kind of scouting for their young people. We, as a team, certainly could not have done it without you.

The membership of Hurricane Cubs has had a lower than average number of Cubs than we have had in previous years and this is in part due to the mix of Zoom Scouting and the understandable nervousness around coming back together. We have continued to use Zoom when the numbers of Covid cases made us wary. We have continued with the guidance when running pack meetings, keeping masks when necessary and ventilating the main hall.

The main highlights of the past year have been:

Summer 2021

We were able to return to face-to-face Scouting but had to meet outside for as many meetings as we could. Although the weather often had us scuttling inside! We had a

thunderstorm one week! Fabulous to watch but not so much fun getting wet! We had a go at dying socks and printing some wrapping paper to treat a special male in the Cubs’ lives. We learned how to keep ourselves safe through role-play and information gathering, earning our Personal Safety Badge.

We then put some of this into practice as we hiked around the nature reserve at Paices Hill. All this is also added to the Naturalist and Artist badges.

Autumn 2021

September brought us back together in person. We were all nervous and mindful of how different people were managing the relaxation of the lockdown rules. We continued to wear masks, wash hands regularly and ventilate the hall. We had a loyal core of around 10-12 Cubs joining in every week. We made it all the way to Christmas without having to resort back to Zoom, but the last meeting of the Autumn term had to go ‘virtual’ as a just-in-case moment. Highlights of the term were making armpit fudge; yes, you did read that correctly.

The ingredients are ‘cooked’ by the warmth of the cub’s armpits! We also challenged the cubs to make a paper airplane that could fly the furthest, a Lego model that could travel the fastest down a length of a drainpipe. We learned about Remembrance Sunday, made poppies and then walked to the War Memorial at Baughurst. It was interesting to see how many of the surnames are still familiar today.

today. As has become our tradition we went for a Christmas Lights and chips walk. The chips were eagerly demolished on our return to the DSC.

Spring 2022

We started with some camp preparation. The Cubs made their own bag to keep their plates and cutlery in, which they then personalised. Many thanks to the Explorer Scouts who came along to help with the stitching. We celebrated the festivals of other cultures by trying out some Chinese New Year traditions. The Cubs have been working on a Personal challenge, and tried their hands at paper flower making and carving an object out of soap. We have tried our hands at the time honoured Scouting skill of tracking.

Looking forward to the Summer Camp in July 2022.

Yours in Scouting Helen Belcher - Akela Hurricanes

Cubs Report

It is now a whole year since we returned to face-to-face Scouting following Covid restrictions, and it has been so good to actually be with our Cubs and fellow Leaders. It felt very strange meeting some of the Cubs for the first time having only ever seen them on Zoom previously.

Tadley Spitfire Cubs continue to be led by Gill (Akela) and assisted by Joanne (Bagheera) and Paul (Bander-log).

We started the year with a cautious approach with outdoor meetings only for the summer term when we:

Before the Autumn term started, we held an all-day Outdoor Challenge Day for the oldest Cubs who were close to completing their Chief Scout’s Silver Award. They had previously completed the minimum three nights away (albeit at home in their gardens or in dens they had built because of having had no Cub camps due to Covid restrictions).

During the day the Cubs completed all the activities for this badge, and we all had fun and declared it a great success.

The term then started for all, and Cubs:

We had a good term despite resorting to Zoom for a few evenings due to resurgences of Covid.

In the spring term we:

Despite the difficult circumstances of this last year, many badges have been earned by all Cubs. In particular, four Cubs showed commitment and worked hard and achieved their Chief Scout’s Silver Award, the highest award for Cubs, and we are very proud of them.

Thank you to the guests who have presented talks and activities, and finally, thank you to Jo and Paul, especially for all the extra work you have done and for giving me lifts following my surgery.

Yours in Scouting

Gill (Akela), CSL Tadley Spitfire Cubs

Scouts Report

The focus of the last year has been about getting back to actual Scouting following the pandemic. We have had a successful year with growing the Troop numbers slightly and held a very successful get back to Scouting camp for both troops in October 2021.

The idea of this camp was to refresh the Scouts on what Scout camp is all about. The Scouts camped for two nights at a great campsite called Pinsent’s in Winchester and cooked all meals over an open fire. The Scouts were arranged in Patrols and the Patrol Leader and Assistant Patrol leader was responsible for ensuring that everyone in the patrol took an active part in the cooking etc.

The Scouts benefitted from the award of two nights away and also did a hike on the Saturday for another hike away. Twenty Scouts from above both troops attended this camp. Other activities included a number of opportunities to cook on both gas and open fire at the hall, including pancakes and last supper. Wide games in Pamber Forest.

Orienteering and a joint evening hike with Newton. They have also had some opportunities for inter patrol competitions including quizzes and a game called burn the string.

Traditional Scout activities including tent pitching, Map reading, and Axe/saw skills have also been undertaken. They have also had the chance to try rifle shooting.

The next term will be based on preparation for our joint troop summer camp in Bournemouth and we will kick the Term off with a visit to Reading Climbing Centre.

All of this would not be possible without the help of the rest of the leadership team, so our thanks go to Andy Watkins, Charlotte Godfrey, Jade Gibbons, Sam Lloyd, Chrissy Young, Stuart Pope and young leaders Michael Kronfeld, Simon Thompson, Poppy Nicel, Libby Brown and Tom Pilling. We also look forward to welcoming our new sectional Assistant Norman Godfrey.

Yours in Scouting Tim Gibbons - Darwin Rob Thompson - Newton

Awards

Adult Awards

Young People Awards

Chief Scout's Bronze Award

Henry P. Catlin W. James D. Rowan W. Abel M.

Chief Scout's Silver Award

Josh S. Freddie S. Eben C. Frankie L.

Logan D. Jasper M. Amelie J. Harry L.

Chief Scout's Gold Award

Joseph C. Erin B. Poppy N. Edward R.

5 Years Service Award

Charlotte Godfrey

20 Years Service Award

Joanne Dow

Chief Scout's Commendation

for Good Service Award

Robert Thompson Joanne Dow

Award for Merit

Gloria Bailey Andrew Watkins Tim Gibbons Christine Young

tadleyscouts.org.uk | 18

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Scrutineer's Report

This will prevent reliance on memory and will lessen the need for any queries.

Once again the accounts have progressed even further in terms of management and ease of auditing. The cover sheet is a most welcome addition to the paperwork by providing a high level snapshot to each transaction as well as making it clear which area of the group it belongs to. Simultaneously this will also make it easier to categorise all transactions at the source as opposed to an outside agent trying to interpret the reasoning why items were purchased. This will also assist with the enablement of the leadership team and help cut down on email traffic for missing receipts and free people's time up.

In general there has been a vast improvement of people submitting mixed receipts of personal and Scout related. There is still some room for improvement in relation to this as well as a few missing receipts which seem to be more in relation to external people not submitting for expenses. As previously mentioned the new form will make this process easier and quicker for other people as well as providing consistency for all involved. Moving forward it would be good to see all receipts are Scouting procurement related and any personal items are procured seperately.

Furthermore, I was most pleased to see the confirmation of the closure of the external bank accounts. This will make management and accountability easier to trace with everything in a central pot as well as meaning they are all held centrally with one bank. This will provide consistency for policy as well as across all users regardless of which group they are working in. This will allow for a united front for the whole team and prevent any confusion for parents as their children work their way through the sections or for leaders if they work cross-sections.

Overall it has been good to see continued progress from both the Leaders and Treasurer in taking the steps to improve processes and procedures. Over time these will become second nature and be easier for all involved as well as providing a consistent approach for all. I look forward to seeing any further steps taken in the next year.

Ashleigh Bull

© Tadley Scout Group 2022 Registered Charity: 1195007