2023-12-31-accounts - 2nd Portishead Scout Group

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Date: Tuesday 30th April 2024 Venue: 2nd Portishead Scout Hut Minutes of AGM

AGM opened at 8.10pm by GSL: Scott and Caroline Welcome:

Trustees: Emma, Rich, Clive, Shaun, Jacqui, James Apologies: Jo

Scott Bryant (SB) standing in for role of Chair:

Introduced Co-District Commissioner Tony Tween (District Lead Volunteer)
The minutes have been previously reviewed by the Group Executive Committee at their first meeting after the previous AGM Thursday 7th September and it was therefore proposed that they were taken as read. The Group Scout Council agreed that they are a true record of that meeting, this was seconded and a show of hands approved.
It was noted to the Group Scout Council members present that this part of the meeting was a necessary part to make sure that the charity’s foundations are in good order.
In line with the recommendations from Scout Headquarters, the Chair (SB) proposed that the model constitution from Chapter 5 of Policy, Organisation and Rules was adopted. A copy of the document was emailed to all section parents prior to the meeting to enable them to review and inspect the document. This was seconded and a show of hands approved.
Members of the Group Scout Council were asked to note that our charity’s financial year is January to December.
Group Scout Council were informed that there had to be an agreement during the AGM of the number of people that can be elected to the Trustee Board. The recommendation from the outgoing Trustee Board is that fifteen people can be elected. It was proposed that the Group Scout Council approved the recommendation and it was duly seconded and a show of hands approved.
The Chair (SB) informed the Group Scout Council that there had to be an agreement during the AGM of the quorum which will be the minimum number of Group Scout Council members that must be present at a meeting of the

Group Scout Council. The recommendations from the outgoing Trustee Board is that the quorum should be set at five. It was proposed that the Group Scout Council approved the recommendation and it was duly seconded and a show of hands approved.

The Chair (SB) informed the Group Scout council that the quorum for Trustee Board meetings and any sub-committee meetings needed to be agreed and that the Charity Commission statement of good practice is that the Trustee Board quorum should be set at one third of the Trustee Board members plus one. It was proposed that the Group Scout Council approved the recommendation and it was duly seconded and a show of hands approved.
The Chair (SB) noted to the Group Scout Council members present that this part of the meeting was the opportunity to reflect on the activities of the past year. The Chair (SB) therefore presented the Chair’s Annual Review and subsequently requested the GSL to present the GSL Review.

Annual Review

GSL Review:

We currently have 6 sections operating: 2 Beavers, 2 Cubs and 2 Scouts
● Chief Scout Awards:
7 Bronze awards - Beaver
17 Silver - Cubs
4 Gold - Scout
Recruitment: successfully recruited new leaders to keep the two beaver sections open, those leaders are still with us
Leader recruitment is always ongoing especially as new children join the group

Chair (SB) :

Scott Bryant standing in for Chair, a position which is currently vacant. Actively searching for a new Chair to lead the Trustee Board and help to continue building the group
For a large group, our Trustee Board is relatively small with a number of leaders serving as members. We would like to recruit new members to support governance of the group
Fundraising has been a key success this year. Jo has worked tirelessly on behalf of the group to apply for grants and funding available to continue the development of our building and minibuses
Molly, our oldest bus, is in great need of replacement and is no longer financially viable. Jo has managed to secure sufficient grants to purchase a replacement which has been actioned in the last two days
Persimmon Homes has also come forward with a grant of £1.5k for funding sound deadening
New event shelter was requested and money secured via donation
Quotes for major overhaul of the car park are the next area for development and sourcing funding
It was now stated that we would now receive and consider the Annual Report of the Group Trustee Board including the Annual Statement of Accounts.
The Treasurer was asked to give their explanation of the Statement of Accounts.

Treasurer:

Incurred legal fees in purchasing the land adjacent to the hut which will benefit the group greatly
Cost of Scout activities has increased during the financial year
Minibus usage and rental has continued to be an area of strength
Minimal purchase of new equipment - benches, BBQ
Finances are in the black
The Group Trustee Board approved the Annual Report and Statement of Accounts and the reports on the accounts are being scrutinised by the Independent Examiner, Emma Brown

GSL:

Position of Chair still vacant
GSL stated that the Group Secretary is an elected appointment and Emma Parish was proposed, seconded and a show of hands approved. Given the size of the group, we are also choosing to appoint the Secretary as a member of the Trustee Board
GSL stated that the Group Treasurer is an elected appointment and Jacqui Acton was proposed, seconded and a show of hands approved.
It was stated that following had been formally proposed and seconded for the Group Trustee Board prior to the meeting and they were then approved by a show of hands:
Richard Drew, James Smith, Clive Madders, Joanna Bradley and Shaun Parker
GSL Scott Bryant and Caroline Hill are also members of the Group Trustee Board
These positions are for a three year term to be reviewed on an annual basis

Closing Remarks:

Caroline publicly thanked Jo via her husband for her work on securing the minibus through fundraising over £30K - gift handed over
Tony Tween (District Lead Volunteer) thanked the parents for being part of the Scouting journey. Tony thanked the volunteer team for driving 2nd Portishead forward and giving young people such an amazing experience on behalf of Gordano District.
Tony presented Scott with the certificate for his Wood badge
GSL closed the AGM at 8.35pm, thanking the council for attending the AGM.

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