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HIGHAM WOOD SCOLrrAND GUIDE GROUP Annual General Meeting Charity Registration No. 267761 IP Oct0t 2024 7.45 for 8pm Tonbridge Methodist Church Minutes of the Meeting Introduction and welcome The Chairman welcomed those present Apologies for absen Apolog5es for absence were recep9 from Stephen Pearson, Jaqui Ktdson. Tory Rudd. .Carolyn Edwards. Ronda Brovm. Louise Fermor Divisional Commissioner Guldes. Virtoria Emerton. District Commissioner Guides Martrn Thompson Distritt Lead Volunteer. Rev. Kirsty McGhee. Sponsoring authorty Gov•mance tows . Approv• th• minut•s of the AnThl Gemral Meeting h•id on 21 Jun• 2023 The minutes of the previous nieeting heid on 21" June 2023 were taken as read, proposed by the Chaimian and seconded by Kathy Mahoney. Approved by a show of hand Re.adopt the constitutson s requlred by Policy. Organis•tion arKI Rules (POR) Prior to adopt'on the Chairman explained the special circumstsnces appertaining to the Scout & Guide Group. ie. Scouts and Guides as equal partners but each with their ovm Policy Organisation and rules. In addition in terms of governance and accountsbitity the 17th Tonbridge Scout & Guide Band also share with us our charitable status and registration. For these reasons the model constibjtion. recommended by Scouts HQ UK had not been adopted this year. The existing constitsrtion had been re-worded and adopted just two years prior and the only changes that were to be made this year were to refiect the change of titles as follows: Group Scout Leader to Group Lead Volunteer Scouts and the Group Guider to Group Lead Volunteer Guides. As the documert had been previously circulated. after asking if there were any questions the Chaimian proposed that the constitution could be tsken as read knowing that the constitution WOU be
subject to further review. This was seconded by Peter Foster and approved by a show of hands. G Note the Group's financial year The Chairman asked the meeting to note that the reporting period for the financial year was 1° April 2023- 3171 March 2024 d. Approve appoirrted and c•)mmuiNty members of the GrP sCt cncil The Chairman advised that our sponsoring authority. Tonbridge Methodist Church, was represented on Group Counci( by the Rev. Kirsty McGhee and that others from outside of the Group could be admitted from time to time vthere it was felt that would be of benefft to the Group. The Chairman advised the meeting that there were no additional nominations at this tim Agree th• number of members thrt may b• •ppoint•d to th• Truste• Following good practice it was eXained that the Trustee board should have a minimum of 5 members and a maximum of 12. The Chairman, following advice of the Trustee Board proposed that the number of members should for this year be set at 9 including ex-officio member& The proposal was seconded by Hazel Foster and approved by a show of hand& f. Agree the quorum fur• m••tings of th• Group Council l•xduding this AGM) The recommendation was that the quorum should be set at 10 person& Helen Kear. present at the meeting. advised that represenL*ion by both the Scouts and Guides was a necessity. A balance of numbers of those representing the Scouts and those representing the Guides was considered but after discussion it was agreed that the quorum would be met as long as there was at least a single representative from either the Scouts or Guides to make a quorum of 10. After agreement this was proposed by the Chaimian. seconded by Alison Rudd and approved by a show of hand& R•view of the previous year a. The Group Lead Volunteer's review of Scouting and Guiding activities in the Higham Wood Scout & Guide Group The past year has again been a buw one for both the Scouts and Guides and au sections have been extremely attive with varied and active programme Over the past year. I" April 2023 _ 31st March 2024. Group numbers have risen slightly to around 200 young members who are supported by a wonderfijl team of leaders On the Guid4ng side we have re-opened "Rainl)ows" for the 6- 8 year old girts and also opened a "Squirrel Dra who
at the church. A completely new section and the first in Tonbridge for 4 -6 year old boys and girls. Our Beaver section 6-8 years continue to meet at Woodlands SchooL The Beavers have ali enjoyed learning and tsking part in craft activrties indoors as weil as explorin9 the out of doors. all the time working towards their interest and challenge badges. Our Brownie Unit 8- 10 years continues to enjoy a fiJn programme of activities and the fact that the Brownies are full demonstrates their popularity. The Cubs have been on two residential& one camping and the other indoors sleeping in bunk bed The Cubs have also been hiking .fire lighting. made sweets and have enjoyed an active programme and have gained many badge& The Scouts highlights over the year were their winter camp. thetr Whitsun camp and joining the rest of the Tonbridge District in Operation Founder. an inadent hike which took pla In February. During their meetings the Scouts have also been hiking. cycb'ng. swimming cooking and taken part in Some pioneering and gained badges along the way. The Scouts also once again passed their bi- annual RAF Inspection and celebrated 50 years of Royal Air Fo Recognition. We must mention that two of our Scouty Esther and Phoebe were selerted to attend the World Scout Jamboree during the summer of 2023 and that Chris. our Scout Leader chosen to be a Kent Scouts Contingent leader for the Jamboree. All of them are a credit to Scouting and Gulding at Higham Wood. Our Guide section has had a great programme of actsvlties to enjoy as 1 and last summer they attended and event in Hampshire. A music festival for Guides only called Welb'es and Wristband& This was held a Foxiease. a Guide trainlng centr& It was great fun. Some of our Ranger Guides went on 'Breakaway to Belgium. a fun weekend with activities v4hich were based on the board gam4 Trivial PursuiL Both the Guide Units and the Scouts had a great evening together skating at the Ice Rink at Tunbridge Weiis last December. Finally we would like to thank Tonbridge Methixlist Church for all the support they have given us over the years. We were sad to say goodbye to Sharon but were pleased to welcome Kirsty. who has atready shown huge enthusiasm and we look forward to working with her during the coming year.. We thank her and everyone at the Church for their continued support The success of the 17th Tonbridge Scout Group would not be possible without the hard work and dedication of au our volunteers whether they are uniformed members or part of the Board of Trustees who make sure that all the young people have a chauenging and active programme in a &ife environment We thank them aiL As always we would like to say thank you to Tonbridge Methodist Church for the use of the premises and making us so welcome
Ovw the past 12 to 18 morrths we have seen Guiding grow again at Higham Wood, following a decrease in numbers after the pandemic Current numbers are: 14 Rainbows 24 Brownies 50 Guides lacross 2 units) and 15 Ranger% All these young peop(e are sUPrted and lead by a fantastic team of adult volunteers However. we have seen some challenges especially with Brownies and meeting the correct adultlyoung person ratio for meetings. Parents, please consider. when asked, giving up just an hour and a half to help. It is always very disappointing for both leaders and giTis to have to cancel a meeting and quite often at short notice due to Lack of adult supporL All units. from Rainbows to Ranger& run a very full and varied programme of activities each tenn. Many of these are planned around the Girlguiding Skills Builders and Theme Awards The girls leam at)out themselves find their voice and discover how to use it and. also gain skills and confidence so they know they can do aning. There are 6 themes (Know Myself. Express Myself. Be WeiL Have Adventures Take Action and Skiiis for My Future). l am pleased to say there have been Bronze. Silver and Gold Award presented across the sections and more to be awarded later this term too. In addition to these wogramme-based activities. the girls enjoy trips to the anema (Rainl)ows saw WISH and INSIDE 2 at special Girlguiding viewings at the Odeon), Camping: Guides and Rangers attended "Wellies & Wristbands" at Foxiease in Hampshire. which is like a musical festival with Guiding activities. and they also went to the Essex Intemational Jamboree along with around seven thousand othersl The Rangers also joined the "Breakaway to 8elgiurn- trip with Guides & Rangers from across the Region and held their own Christmas weekend residential at Pax Wood. More trips are planned for Brownies Guides and Rangers in the coming months and another trip to the cinema for the Rainbowsl Both Brownies arKI Guides have taken part in the County Water Fundays kindly run by the 14th Tonbridge Sea Scouts on the River Medway in town. Our Brown OWL Victoria and 12th Tonbridge Guide Leader, Hannah. are both on the organising team for these and help ensure the girls have a fun and safe time. The two Guide units have taken part in severaljoint activitses including cooking on open fires. wide games at Dene Park and riding the pedaioes at Dunorian Park in Tunbrid9e Weil& The 13th Guides are always very gratefi to the 12" Unit for inviting them to join them. The two Guide units also Joined with the Scouts to go Ice Skating in Tunbridge Wells at Christmas whilst the Rangers like to go on their own and follow it with a pizza. We said a fond farewell to Rev Sharon and welcomed Kirsty as our new Minister and look fonvard to workin9 alongside her. to help maintain the strong relationship we have had with the church for many year& tk Receive arKI consider the Annual Report of the Group Trustee Board. induding th• annual Statement of the Accounts In doing so it was noted that the Trustees Board had had the opporbjnity to review the annual report statement of accounts and independent examiners
reporL The report had also been arcuiated prior to the meeting. The chair then asked the Group Treasurer to give an explanation of the statement of accourrts. There were no further questions and the chair thanked our Treasurer Flora 8oorman for her hard work and dedication. Making appointmef . Appoint the Gr¢)up Chair The chair handed over the chairmanship of the meeting to Hazel Foster the Group Lead Volunteer Scout& Hazel sL*ed that after io years as Chairman Keith Reynolds would be stepping down and a new chair appointed. The recommendation was that Rachel Murray should be appointed as Group Chair. This was approved by a show of hand b. Appoirt the Group Tr••sur•r Flora Boomian had agreed to continue as Treasurer and the recommendation was that she should again be appointed. This was approved by a show of hand& Appoirt members of th• Group Trustee Board The recommendation was that Rebecca Barday. Amy Bary. Louise Sage. and Ketth ReYnoS should be appointed. With the Chair. Treasurer and 3 ex-officio members being the Group Lead and Assistant Group Lead Volunteer's Scouts and the Group Lead Volunteer Guides this meets the number agreed earlier in the agenda, item 3e. was noted that Karin Grey would be responsible for the minutes of the Trustses Board but would not have Trustee Status. d. Appoint the Indep•ndent Examiner l Auditor It was noted thac moving forward. the Independent Examiner must now be suitably independent from the Group on which the report is to be made. The Treasurer thanked Andy Grey for his previous work in this role and proposed that Peter Ingrams would be a suitable replacement The outgoing chair confirmed that that Peter had been proposed arKI seconded and was qualified for the roie arKI the nomination was approved by a show of hand aosiry remaths The outgoing Chair asked rf the District Chairman present Phil Jesson would like to say a few word& Phil congratulated the Group on its continued succe4 wished Rachel weil In her position as Group chair going foprtard and congratulated au present
presl0n$ were made to the Treasurer and outgoing chair by those present The meeting closed in prayer.
| RECEIPTSfortheyearended | 31March2024 | 31March2024 | ||
|---|---|---|---|---|
| ThisYear | ThisYear | ThisYear | Previous | |
| General | Restricted | Total | Year | |
| Funds | Funds | Total | ||
| 2023 | ||||
| £ | £ | £ | £ | |
| MembershipSubscriptions | 23,768 | 0 |
23,768 |
18,130 |
| Less:Paid~Capitation | 9,850 | 0 |
9,850 |
8,232 |
| ------------- | ------ | --------- | ||
| 13,918 | 0 |
13,918 |
9,898 | |
| ----------- | ------------- | ---------- | ||
| InterestReceived | ||||
| Bank | 104 | 0 |
104 |
28 |
| Deposits(fromHMRC) | 0 | 0 |
0 |
202 |
| 104 | 0 |
104 |
230 | |
| Donations_I_Grants | ||||
| GiftAid | 1,510 | 0 |
1,510 |
8,796 |
| Other | 3,255 | 0 |
3,255 |
1,556 |
| 4,765 | 0 |
4}65 |
||
| Activities | ||||
| Camps | 0 | 13,416 |
13,416 |
20,963 |
| Outings | 0 | 9,832 |
9,832 |
5,123 |
| Other | 0 | 6,342 |
6,342 |
7,595 |
| 0 | 29,590 | 33,681 | ||
| FundRaising(gross) | 250 | 0 |
250 |
380 |
| SundryReceipts | 747 | 0 |
747 |
292 |
| Uniform&BadgeSales | 1,298 | 0 |
1,298 |
1,318 |
| 2,045 | 0 |
2,045 |
1,610 | |
| TOTALRECEIPTS | 21,082 | 29,590 | 50,672 | 56,151 |
| EXPENDITUREfor the year | ended31March2024 | ended31March2024 | ||
|---|---|---|---|---|
| ThisYear | ThisYear | ThisYear | Previous | |
| General | Restricted | Total | Year | |
| Funds | Funds | Total | ||
| 2023 | ||||
| £ | £ | £ | £ | |
| PREMISES | ||||
| Rent | 4,429 | 0 |
4,429 |
6,147 |
| Insurances | 1,206 | 0 |
1,206 |
1,181 |
| ------------ | ------------- | ------------ | ||
| 5,635 | 0 |
5,635 |
7,328 | |
| ------------- | ---------------- | --------------- | ||
| DONATIONS | ||||
| Church | 1,896 | 0 |
1,896 |
1,656 |
| Others | 0 | 0 |
0 |
0 |
| -------------- | ------------ | ------- | ||
| 1,896 | 0 |
1,896 |
1,656 | |
| ACTIVITIES | ||||
| Camps | 0 | 16,343 |
16,343 |
20,796 |
| Outings | 0 | 13,644 |
13,644 |
9,618 |
| GeneralBanding | 4,539 | 0 |
4,539 |
6,147 |
| Other | 1,922 | 0 |
1,922 |
516 |
| 6,461 | 29,987 | 36,448 |
37,077 | |
| FUNDRAISINGEXPENSES | 0 |
25 |
25 |
50 |
| ADMINEXPENSESincl.OSM | 579 | 0 |
579 |
533 |
| OTHEREXPENSES | ||||
| Repairs | 580 | 0 |
580 |
638 |
| Equipment-general | 1,270 | 0 |
1,270 |
3148 |
| Badges&Uniform | 3,029 | 0 |
3,029 |
3,322 |
| LeaderTraining | 0 | 0 |
0 |
0 |
| Sundries | 3,637 | 0 | 3,637 |
2,545 |
| 8,516 | 0 |
8,516 |
9,653 | |
| ------------- | --------------- | ------------ | ||
| EQUIPMENTPURCHASES | 0 | 0 |
0 | |
| TOTALEXPENDITURE | 23,087 | 30,012 | 53,099 | 56,297 |
| STATEMENT OF FINANCIAL | ACTIVITIES for the year ended31March 2024 | ACTIVITIES for the year ended31March 2024 | ACTIVITIES for the year ended31March 2024 | ACTIVITIES for the year ended31March 2024 | |
|---|---|---|---|---|---|
| This Year | This Year | This Year | Previous | ||
| General | Restricted | Total | Year | ||
| Funds | Funds | Total | |||
| 2023 | |||||
| £ | £ | £ | £ | ||
| TOTAL RECEIPTS | 21,082 | 29,590 |
50,672 | 56,151 | |
| TOTAL EXPENDITURE | 23,087 | 30,012 |
53,099 | 56,297 | |
| - - - - - - - - - - - - - | - - - - - - - - - - - - - | - - - | - - - - . • - - - ■- |
------------ | |
| (2,005) | (422) |
(2,427) | (146) | ||
| TRANSFERS BETWEEN | 0 | 0 |
0 | 0 | |
| FUNDS NET INCOMING |
----------- (2,005) |
--------- (422) |
------------- (2A27) |
--------- (146) |
|
| (OUTGOING) | |||||
| FUND BALANCES | |||||
| BROUGHT FORWARD | 34,985 | 35,131 | |||
| ------ | -- | -- | --- -- | ||
| FUND BALANCES CARRIED | (2,005) |
(422) |
32,558 | 34,985 | |
| FORWARD | --------- --------- |
--------- --------- |
--------- --------- |
--------- --------- |
|
| REPRESENTED BY | |||||
| Current Bank Accounts | 28,394 | 3,678 |
32,072 | 34,694 | |
| Cash in Hand | 486 | 0 |
486 | 291 | |
| 28,880 | 3,678 | 32,558 | 34,985 |
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