1[st ] Denmead Scout Group
Annual General Meeting Report 2023 - 2024
www.denmeadscouts.com
Registered charity number : 1204450
Contents
| Introduction | 2 |
|---|---|
| The Board of Trustees | 3 |
| Reports | |
| The Group Chair | 4-5 |
| The Group Scout Leader | 6-8 |
| The Group Treasurer | 9-12 |
Introduction
This Annual General Meeting (AGM) report for 1st Denmead Scouts forms part of a compulsory yearly meeting of the Group Scout Council with important legal aspects and key, mandatory business that must be covered.
All charities must have a governing body; and the Group Scout Council is ours in Scouting. For 1st Denmead Scouts it is important to ensure the Elected Trustees (Board of Trustees) are working for the good of the charity.
This document is designed to provide the Group Scout Council members an overview of the activities and events held by the Group over the past year. The Group Leadership will report on Scouting activities that the young people have been involved in, the overall running and governance of the Group providing details to make sure, with reasonable care and skill, that the charity is:
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well managed
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carrying out its purposes for the public benefit
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complying with the charity’s governing document and the law
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managing the charity’s resources responsibly
Page 2
The Board Of Trustees
Trustees & Roles
The Group Scout Leader The Group Chair The Group Secretary The Group Treasurer The Deputy Scout Leader Beaver Leader Rep. Cubs Leader Rep. Scouts Leader Rep. Events Co-Ordinator Fundraising Manager Busy Bees & Cleaner Liaison Scout HQ Bookings Communications Officer Website Manager
Tracy Ramsey Kevin Monk Kim Jordan Pam Allsop-Smith Carolyn Hargreaves Stuart Dickenson Simon Talling Ash Benfield Lisa Scott Angela Harwood Wendy Theobold-Morgan Kirsty Thorpe Ben Kendrick Keith Davis
Non-Executive Support Roles
Cubs Section Treasurer Scouts Section Treasurer Gift Aid
Claire Thompson Emma Newman Henrietta Woodroof
Page 3
Group Chair Report
As we reach the end of another year of Scouting in Denmead, it gives me great pleasure to report back to you all that it has been another fantastic year, one of growth, challenges and change.
As Trustees it has been our collective responsibility to look after the operational running and governance of the Group from events, facilities (Scout HQ), assets (trailers, camping equipment), the Group financials and risk management. The Trustees work supports our leaders and volunteers to run the Scout programme that gives your young people skills for life.
At 1st Denmead we are very lucky to have an amazing group of Trustees, Leaders and volunteers, and I’d like to thank the Trustee team for their support throughout the year as we have navigated a few challenges including; installation of a new fire system and the significate increase in external costs cross almost everything (i.e. utilities/insurance/etc.)
Once again it has been a busy year, strengthening our relationships with the community and I’d like to report back on some of our key activities this past year:
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Dinosaur Derby - our biggest fundraising event of the year was once again a hit, all be it wet one. Despite the rain, in true community spirit with umbrellas and wellies, just over 1,000 people turned out to support the Group with the furthest known attendee coming from over 60 miles away.
New Scout HQ Project - since the last AGM:
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The Group submitted a pre-planning application to Winchester County Council, having two site
- visits with the planning team and receiving positive feedback thus far.
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The Group has engaged with a local architect, drawing up a new design and footprint of the new building.
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Site surveys have been conducted, with the last two planned for approximately October this year.
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Our Group fundraising efforts have gone into full action with a full calendar of events and even a lottery. Thanks to Ange and Lisa for their collective efforts.
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In the near future, our intentions is to have a Group wide open evening to showcase our plans and obtain feedback from all involved with the Group.
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New Scout HQ Lease Agreement - this has been a slow but important process and after nearly 16 months of discussions with Denmead Parish Council to revise and extend our ground lease agreement for our new build project, I’m pleased to say we are close to concluding the matter.
Page 4
Group Chair Report (cont.)
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HQ Building Repairs - this year saw the Group needing to dip into the maintenance budget to replace a fire system and upgrade an intruder alarm which was supported by a welcome grant from Denmead Parish Council. We gave the main hall a new coat of paint with thanks to Wickes for donating all of the materials for free and to Bryan Bush for organising with his friend to do the painting in their own time. Our thanks goes to Dan Bolton and brother-in-law for giving up their time to do some much needed plastering in the main hall. And finally, a thank you to Rob Stark, Chair of Denmead Community Centre, for organising and fitting 6 sound boards in the main hall worth over £4,000, the leaders all agree it has made a big difference.
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Charities Commission Application - I’m pleased to report that since the last AGM and as of August 2023 the Group was registered as a charity in its own right. This significant step allows us to apply for a variety of funding streams as the Group moves forward.
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Remembrance Trees - due to Covid and after a significant delay, the Group were able to plant a
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tree of remembrance for Bernie Reid and hold a short but fitting memorial service. Bernie was a well-loved Leader and volunteer for over 30 years and was well known throughout the village.
The Group continues to be in good financial health and Group Treasurer, Pam Allsop-Smith, will shortly take you through the Treasurers report and we will be able to answer any questions you may have.
As I hope you can see and agree with me, the team are doing amazing job and the Group is in a solid position has we head into next year where we will see more changes to the Group structure.
Kevin Monk
Group Chair - Board of Trustees
June 2024
Page 5
Group Scout Leader Report
This report provides an overview of some of the activities and accomplishments of 1[st] Denmead Scout Group.
We currently have 128 youth members across one Squirrels Drey, 3 Beaver Colonies, 2 Cub Packs and 1 Scout Troop.
We have awarded an impressive 833 badges across all 4 sections with 4 Bronze Awards in Beavers and 4 Silver Awards in Cubs. These are the highest awards the young people can achieve in their sections and we are very proud of their achievements.
- Squirrels - our youngest and the newest section at Denmead. The Drey launched in February 24 with 5 new leaders who are all new to Scouting. They are doing amazing job with a full Drey of 16 squirrels. This is a very popular section, if we had more volunteers we could open another drey! The squirrel section has been very busy, doing lots of art, outside walks, games and stories. The squirrels have enjoyed a trip to Marwell Zoo with the rest of the group and a day out at the local Fort Purbrook.
A big thank you to our new volunteers and Hampshire Scouts for their support in bringing this to fruition.
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Beavers - Beavers have had many opportunities to get out and about this year. They have enjoyed a two-night safari themed sleepover on Hayling Island. They have been to see a local pantomime, seen a show at Denmead Memorial Hall, a trip to Portsmouth Historic Dockyard and visited the Marwell zoo but to name a few. The beaver team have made a connection with The Grange care home in Denmead where the beavers have now visited a couple of times and they will be going back in the future. The children really enjoyed their visit and the residents had a great time, especially learning our campfire songs!
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Cubs - Cubs enjoyed a Harry Potter weeklong camp at the Land of Nod. A two night pack holiday at Cricket Camp with caving, cooking and DIY. Visited Marwell Zoo, the cinema, taken to the water Kayaking, hiked a few times, made Christmas decorations and the list goes on…. And on.
Page 6
Group Scout Leader Report (cont.)
- Scouts - our oldest section and historically youth member numbers have fallen in the is section but not this year! The section is going from strength to strength and again, like with Squirrels, if we had more volunteer leaders, we could open another troop. The Scouts enjoyed their annual trip to London for the live monopoly run, unfortunately they did not win this year but it was a great day even if it started a little damp. In October the troop camped out for Jota district camp. April saw a three day survival camp on the Southwick Estate. They have also enjoyed other activities such as; cooking, hiking, designing their own board games, a trip to the cinema and so much more…
None of this is possible without all the leaders, assistant leaders, supporters, and Trustee committee. All these people work hard to provide your children with a varied weekly programme, camps, and days out and I thank them all.
As you may been aware, we spent a lot of time in 2023 supporting our ex-Scouts who are now Explorers with raising funds for their international adventures. One of our ex-Scouts attended the World scout Jamboree in South Korea, which was not quite the adventure they were expecting but they still had a great time and came home much more resilient than when they left.
Project 23 was a 3-week tour of Europe in August. This was run by Hampshire scouts for those who were not selected to go to the World Jamboree. This was a great success, and the youth members had a great time. We are very hopefully that two of these young people will become full leaders this year and they can inspire the next Scouts to take on an international adventure.
We still need to recruit new volunteers for all sections. If you think you might like to give it a try and join the fun, please do speak to me or any of the leaders. We offer flexible volunteering, so you don’t need to commit to every week.
All our leaders must commit to training and on-going learning with safety, safeguarding and first aid completed every three years. Without these modules being in date a leader cannot remain in their role. I hope this offers you as parents’ reassurance that the safety and well-being of you children is our top priority.
Page 7
Group Scout Leader Report (cont.)
Finally, a big part of our ethos is to be present in our community were we have run a variety of events including:
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The biggest event in Denmead, Dinosaur Derby, which raises valuable funds for the Group
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All Saints kindly let us use their car park for the Christmas Carols where was raised money for Sailability
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We also organise the village Remembrance parade along with the church and DPC.
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We have also cooked Smores at the Village Summer Fair
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And of course attended many events with the trolley run including the school Summer Fair and Southwick Revival...
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Thanks to the recycling team we are still recycling plastic waste, bras, toothbrushes to name a few, reducing the amount of waste that goes to Landfill.
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Thank you to Lisa and Ange for organising these events and fundraising activities.
Please support us by attending one of our events, Bingo Ben will be back as will the quiz and camel racing nights and who can forget our swishing night where clothes are saved from the bin!
Thank you everyone for your ongoing support. We can only grow and continue to be successful with volunteers so if you think you want to join the adventure, please speak to me or any of the leaders.
Tracy Ramsey
Group Scout Leader/Group Lead Volunteer
June 2024
Page 8
Group Treasurer Report
Firstly, as ever, a shout out to the Section Treasurers – Claire, Emma and Ange – for their hard work during the year and for getting their accounts ready for audit.
The accounts have been finalised and signed off by the Scrutineer. The summarised reports have been distributed, with the full accounts available for inspection.
We have introduced a number of prepaid debit cards for the Leaders to use, removing the need to spend their own funds on Scouting activities and claiming back the cost. The Trustee Board has produced a policy for their use, limiting the value held on each card, to minimise any financial risk. The annual Dinosaur Derby once again took place in September, despite the weather being unkind (after risking sunstroke whilst setting up on the Saturday), the event generated net funds for the group of £4,593. Through careful management of our funds we again achieved an in year surplus enabling us to put aside a further amount towards our new building.
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1. Monetary Assets
Start of the Year: £48,871.93 (£47,033.66 Group and remainder is Subs/Sections) End of the Year: £58,908.25 allocated between funds as follows
| Future large buildingworks | £160.71 |
|---|---|
| General Fund | £9,038.28 |
| International fund | £2,036.92 |
| New BuildingFund | £36,737.09 |
| Recycling | £799.00 |
| Section accounts | £3,310.77 |
| Subscriptions | £6,825.48 |
2. Liabilities
Start of the Year: £0.00 End of the Year: £0.00
3. Income & Expenditure for 2022/23
Total Income: £49,593.68 (£47,254.99 - 2022/23) Total Payments: £39,710.08 (£39,868.04 - 2022/23) Surplus for the Year: £9,883.60 (£ 7,386.95 - 2022/23)
Page 9
Group Treasurer Report (cont.)
Group Expenses for 2023/24
The groups derived its income as follows:
| Current Yr. Income |
Current Yr. Expense |
Current Yr. Proft/Loss |
Prior Yr. Income |
Prior Yr. Expense |
Prior Yr. Proft/Loss |
|
|---|---|---|---|---|---|---|
| GENERAL & ADMIN EXPENSES | ||||||
| 7004 General Event Expenses | - | -£579 | -£579 | - | -£476 | -£476 |
| 7009 Charity donations | - | -£805 | -£805 | - | -£906 | -£906 |
| 7105 Campingequipment | - | -£1,392 | -£1,392 | - | - | - |
| 7110 Other equipment | - | -£329 | -£329 | - | -£829 | -£829 |
| 7204 Stationery | - | -£33 | -£33 | - | - | - |
| 7209 T-shirt costs | - | -£123 | -£123 | - | -£685 | -£685 |
| 7213 IT costs | - | -£413 | -£413 | - | -£199 | -£199 |
| 7221 Adult support and uniform | - | -£1,084 | -£1,084 | - | -£216 | -£216 |
| 7225 Miscellaneous expenses | - | -£951 | -£951 | - | -£1,188 | -£1,188 |
| 7227 AGM & Leader events expenses | - | -£804 | -£804 | - | - | - |
| 7232 Camps | - | -£941 | -£941 | - | -£2,094 | -£2,094 |
| 7237 Member support and programme | - | -£11,241 | -£11,241 | - | -£14,103 | -£14,103 |
| 8001 Repair and Maintenance | - | -£1,196 | -£1,196 | - | -£1,031 | -£1,031 |
| 8002 Electricity | - | -£2,200 | -£2,200 | - | -£2,400 | -£2,400 |
| 8003 Water Rates | - | -£129 | -£129 | - | £271 | £271 |
| 8004 Cleaner wages | - | -£1,491 | -£1,491 | - | -£1,500 | -£1,500 |
| 8005 Cleaning materials | - | -£19 | -£19 | - | -£169 | -£169 |
| 8006 Insurance Costs | - | -£2,826 | -£2,826 | - | -£2,718 | -£2,718 |
| 8012 Fixtures and fttings | - | -£1,790 | -£1,790 | - | - | - |
| 8017 HQmajorprojects | - | -£706 | -£706 | - | - | - |
| 8022 Biffa bins | - | -£1,149 | -£1,149 | - | -£782 | -£782 |
| 8027 Telephone and broadband | - | -£811 | -£811 | - | -£712 | -£712 |
| 8505 Camp expenses | - | -£3,712 | -£3,712 | - | -£3,255 | -£3,255 |
| 8510 Badges | - | -£21 | -£21 | - | -£124 | -£124 |
| 8515 Equipment | - | - | - | - | -£120 | -£120 |
| 8520 Programme expenses | - | -£4,965 | -£4,965 | - | -£3,031 | -£3,031 |
| TOTAL GENERAL & ADMIN EXPENSES | - | -£39,710 | -£39,710 | - | -£36,268 | -£36,268 |
Page 11
Group Treasurer Report Statement of Assets & Liabilities Report Denm•ad Scout Gr(P P•rlod Endlng 314AR.2024 CUrrt Yr Currgnl Yr P.r Yi 8AVIF405 TrIE•nI FiXEO ET9 CASII AT BAIIKAKI111 IIAK• •012S S2861 3T442 8924 .77021 6.824 41 2JT 59 4J•JB 181 128 70 1ts)C6 -117e* IJ2 r2 277 88 OEB TCNl&'tEBTC •012S 'CREDIT¢YIS 171 2.525.76 •.OJa28 fo. 102.52 IOX92 I f¢X$3 N¥w Furwj JS.737 C 691 TJ 1310 77 f.n&33 6.82S48 2JZ ONG.TEIUI LKABIUTIES Page 12
Group Treasurer Report Surplus & Deficit Report 08nMd Scout Group 01 APR.2023 . 3141AR.2024 .2747 TO 177J7) 7.1)6 9S QS1407 ss .iCL¥J 2JJO 1.465 Ji 4•4407 T.2j 10.193 79 A27J 10 J.1gSIXI 725¢ 728C 2WS75 5N)7 ID 140 262441 4J20 95 I •J 2Lb)l 11 21Jd 21M) 451 2.15601 le2S06 262516 4JIO Tthrt TJIY) S21C• 215CQ oc axoc I412 T8JfXI •9• )10 Intw••t s.sss Ji io f# TOTAL OTKR IIKO¥E 415 S) 47& 596 -1 223 7110 1942 27J 4173 72tr4 T44rt ctht* .12288 415C 49S 7213 IT 41J 41IJl .2159 -?T& .Y51 38 fJ77 4D&TT 4rAJ2 Page 12
Group Treasurer Report -11241 J1 .14 10297 . 1•. 102 9T .1.13 -i.LDI 25 -i.ojl 25 .2) .12949 27071 270 71 -1.491 .1 *)0 .T&)oc -1880 -2.125 57 -2Tf7 112 F18• •bJ fil .1.79001 J17 mw woi•c• oc .1.148 .TJ? 48 .7•2 48 oiy) 410 78 .711 54 oc 4712 12 4Yll12 a254 72 .12J4. r2 8510 8• .123 8S1S Ewiw .IT996 .11996 4.905 J5 .IOJO 98 .Jayo 98 .71llC 71U• .X317 56 .XaT.56 SU17.75 41&M15 4T.2 715 Page 12
Group Treasurer Report
Independent Examiners Report
Page 12
Group Treasurer Report
4. Budget
The Board of Trustees is continuing to working to follow its 10 year budget focusing on the following four areas:
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Annual running costs
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10 year Maintenance Plan, covering essential capital expenditure
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Equipment Purchase Plan
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New Building Plan, which is now become the focus of our activities
5. Summary
The Group has seen another successful year, enabling us to invest in our premises and equipment to provide our children with a safe and sustainable environment in which to enjoy their scouting. We look forward to another busy year in 2024/25 with lots of events to raise funds towards our new building.
Pam Allsop-Smith Group Treasurer
May 2024
Page 12