## **1[ST] YATE SCOUT GROUP** Annual General Meeting **28[th] September 2024 AGM** ## **1. Introduction and welcome** _The Chair of the Trustee Board could not make the meeting due to a recent car accident. The Group Lead Volunteer kindly filled in for the role of Chair._ The Chair welcomed everyone to the meeting and remind all present about fire safety and the fire exits. The Chair then pointed out that it will be a very quick meeting with no tea or coffee. ## **2. Apologies for absence** Chair: Please sign in on the attendance sheet. ## **Present:** Neil Spiteri, Ellen Kirk, Simon Smith, Jen Smith, Martin Butler, Amanda Pratley, Cheryl Whittles, Ian Whittles, Claire Wiltshire, Dave Wiltshire, Jon Wiltshire, Daniel Smith, Jo Sullivan We’ve received apologies from 5 people for their absence today, and their names are included in the minutes of this meeting: Emily Revell, Carly Hatwood, Steve Hanson, Angus Sheppard Hughes, Sam Jefferies ## **3. Governance topics** Chair: We'll use this part of the meeting to make sure the charity's foundations are in good order. ## **3a. Approve the minutes of the Annual General Meeting held on 30[th] September 2023** Chair: The Group Trustee Board have reviewed the minutes of the previous AGM at their meeting held on 14/11/2023. I put forward these minutes are taken as read and ask the Trustee Board to agree they’re a true record of that meeting. Seconded by Ian Whittles. Approved by show of hands. ## **3b. Adopt the model constitution from Policy, Organisation and Rules (POR)** Chair: In line with the recommendation from Scout Headquarters, the Group Trustee Board proposes 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 copies are also available at this meeting. Seconded by Amanda Pratley _**.**_ Approved by show of hands. The following is the model constitution adopted: ## **3c. Note the Group’s fnancial year** Chair: Can the Group Scout Council members please note our charity’s financial year is 1 April to 31 March. ## **3d. Approve appointed and community members of the Group Scout Council** Chair: 1[st] Yate is an inclusive group so allow anyone to join the Scout Council. Approved by show of hands. ## **3e. Agree the number of members that may be appointed to the Trustee Board** Chair: Following good practice recommendations from the Charity Governance Code, POR states Trustee Boards should have a minimum of 5, and no more than 12, Trustees in total. The outgoing Trustee Board recommends that a maximum of 12 people be appointed. I propose the Group Scout Council approves that recommendation. Seconded by Amanda Pratley _**.**_ Approved by show of hands. It was also agreed that the quorum for the Trustee Board must be 5 members, with at least 2 core members (Group Lead Volunteer, Chair or Treasurer). ## **3f. Agree the quorum for future meetings of the Group Scout Council (excluding this AGM)** Chair: The Group Scout Council must agree its quorum – the minimum number of Group Scout Council members that must be present at Group Scout Council meetings. The outgoing Trustee Board recommends the quorum should be set at 5 people. Does the Group Scout Council approve that recommendation? Seconded by Dan Smith _**.**_ Approved by show of hands. Page 2 of 5 pages ## **4. Review of the previous year** Chair: Thank you for attending. We’ll now use this part of the meeting to reflect on the activities of the past year. ## **4a. The Group Lead Volunteer’s review of Scouts in the 1 St Yate Scout Group** _The Chair presented in her Group Lead Volunteer role._ Group Lead Volunteer: The group are in a good place, we have said goodbye to some team members, but welcomed some new ones. Bear Grylls has stepped down as the Chief Scout and the Cotswold Edge Commissioner has also stepped down. There are many changes to come as the Scouting organisation transforms the approach to adult membership. There have also unfortunately been closures of two local Scout groups, Pucklechurch and Raysfield. First Yate have taken many from these groups and now have a young membership of over 200, and around 100 on the waiting list. Fortunately, a new group has started at Mafeking Hall, initially offering Beaver and Cub sections. The adult leadership team has 22 members, which will soon be 23 as a young leader turns 18. The group now have 3 Fencing instructors and two more leaders will be trained to run air rifle courses. I would like to say a huge thank you to all of the adult volunteers. There are 9 trustees. Their role is to cover finances, fund raising and other important activities such as Health and Safety. There are 21 Young Leaders now, who help plan and run evening sessions. They are often thrown in at the deep end and are doing very well. I am proud of First Yate. It has been a tough year, but the group are going from strength to strength. We want to offer great opportunities to our young members, with many camps and weekend events. Ellen has been leading the fund raising efforts towards replacing the roof. The Festive Fiesta will be held again this year and a sponsored exercise bike ride at Tescos is also planned (a virtual cycle ride to Brownsea Island and back). Martin has been working with a Structural Engineer and the Local Authority Building Control, towards the replacement roof. ## **The Group Lead Volunteer Report:** ## **4b. Receive and consider the Annual Report of the Group Trustee Board including the annual Statement of Accounts** _The Group Lead Volunteer changed back to perform the Chair role._ Chair: The Group Trustee Board has approved the Annual Report and Statement of Accounts, and has received the report on the accounts from the Independent Examinator Sophie Rowland. Page 3 of 5 pages The Chair asked the Group Treasurer to give their explanation of the Statement of Accounts. The Treasurer gave the following report. The Treasurer also thanked the auditor for their work. The Chair then thanked the Treasurer and continued with the meeting. ## **5. Making appointments** Chair: We’ll use this part of the meeting to organise the set-up of the charity until the next AGM. We'll appoint a Trustee Board to oversee good governance for the charity over the next year. ## **5a. Appoint the Group Chair, following recommendations from the open selection process initiated by the Group Trustee Board** _The Chair swapped to her Group Lead Volunteer role for this section of the meeting._ Group Lead Volunteer: This year we have not held an open selection as our current Chair has agreed to stay for another year. The proposal was seconded by Dan Smith _**.**_ Approved by show of hands. _The Group Lead Volunteer swapped back to her Chair role for this section of the meeting._ Page 4 of 5 pages ## **5b. Appoint the Group Treasurer, following recommendations from the open selection process initiated by the Group Trustee Board** Chair: The recommendation to the Group Scout Council is that Jo Sullivan should be appointed as Group Treasurer. Please show your hands as approval. The proposal was seconded by Cheryl Whittles _**.**_ Approved by show of hands. ## **5c. Appoint members of the Group Trustee Board, following recommendations from the open selection process initiated by the Group Trustee Board** Chair: The recommendation to the Group Scout Council is that Simon Smith and Andrew Taylor should be appointed as members of the Group Trustee Board and all other members should be re-elected. The proposal was seconded by Amanda Pratley Approved by show of hands. The Chair thanked the Trustees for their work during the year and those members that are standing down. ## **5d. Independent Examiner** The Treasurer pointed out that an Independent Examiner for the 24/25 Financial Year has not yet been appointed. This will be addressed and minuted, during Trustee Board meetings. ## **6. Closing remarks** The Chair thanked all for attending and stated that the intention is to go back to a larger AGM next year. The Scout Council then thanked the Trustees, Treasurer and Group Lead Volunteer. There was a question to the Treasurer about gift aid. The Treasurer stated that the drive for gift aid signatures was helping. The gift aid claim in 2023 was for £2628, the claim to go in for 2024 should be £3754. The Chair closed the meeting and every sang ‘Happy Birthday’ to Baloo. ## **Reports from sections** Page 5 of 5 pages 1st Yate Scout Group Receipts and Payments Account For the Year from 1st April to 31st March 2023124 2022123 2021122 Recei Membership subscrfptlons less subscription paid on INationallCounty/Districtl Net Membership subscription retained 25424 19617.59 14399.5 9515 9396 7345 15909 10221.59 7054.5 Donations GiftAid Income from Hut Rental Bank Interest Other Grants Necker Sales etc. Fund raising ie amazon smile Camp deposlts Total Gross Income 2659.24 4442.18 2264.50 489.LKI 408.00 408.00 197.55 7.05 0.36 I5￿.c1) 15CO.00 11905.21 1735.70 1472.14 334.47 1947.55 483.99 5.54 8717.25 12388.50 3630.00 331S5.29 30923.45 25602.58 Pa Squirrels New troops for 2022 Beavers Cubs Scouts Badges Scout Camps Cub Camp Beaver Camp Squirrel Camp Groupcamps Adult support and Training Councll Tax Bank Fees Water and Sewerage Electriclty Insurance Cleaner Repairs and fenewals Materlals and equipment GSL and Group Exec Unlforms Relay for life, world Samboree, Tree of Lrfe Hut maintenan Extraordinary item. Write off of historical floats pre2015 Total Gross Expendlture ment5 178.16 500.75 283.43 630.42 325.59 1271.56 591.67 IIC().72 592.18 1141.66 2555.91 2540.86 1747.52 1281.38 1282.09 1299.61 1127.17 925.35 1089.16 901.50 389.49 338.18 449.87 2618.13 8298.75 630. 35.84 71.68 o. 62.54 327.97 251.57 882.48 1835.47 146.34 0.00 1547.39 2339.14 1259.53 1109.88 889.23 299.19 283.82 305.08 1392.43 7314.18 1911.89 221.27 631.63 1237.94 2386.31 2257.21 647.75 397.40 396.￿ 15314.72 1652.19 6CQ.00 18652.88 48108.94 18916.64 826.62 1513 1020 36.59 19 164.07 Net of Re¢eiptsllpaymeTrts) 14502.41 -17185.49 6685.94 Cash funds last year end 13906.85 31092.34 24406.40 Cash funds thi5 year end 28409.26 13906.85 31092.34 Cash Funds Bank Current Account Bank Deposit Account Closed 2022 - transferred to Natsyest Bank deposit account opened 2023 Cash Floats Arcadla £300 Ofympla £300 s¢￿ £300 11010.75 13906.85 27195.33 2997.01 17398.51 900 28409.26 13906.85 31092.34 The above recelpts and payments account were approved by the Trustees on the and signed on thelr behalf bv Slgnature Chair Treasurer Independent examinerfs report to the trustees of I" Yate Scout Group I report to the trustees on my examination of the accounts of the l Yate Scout Group for the year ended 2024. Responsibilities and basis of report As the charty trustees of the l Yate Scout Group you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 20111.the Acy}. I report in respect of my examination of the l Yate 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 glven by the Charity Commission under sertion 14515)Ibl of the Act. Independent examinerfs statement I have completed my examination. I confim that no material matter5 have come to my attention in connection with the examlnation gNin8 me cause to believe that in any material respect: l. accounting records were not kept in respect of the I" Yate Scout Group as reqUI￿d by sectlon 130 of the Act; or 2. the accounts do not accord with those records. I have no concerns and have come across no other matters In connettloft 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. Sign Name: Wt-iie Tre)tsJlJ4¥Jo) Relevant professional qualification or membership of professional bodies lif any): Address.. qcL¥ Date: [11￿ l ao&4