Annual General Meeting of 1st Lightwater Scout Group
1[st] Lightwater Scout Hut. The Avenue Lightwater
Saturday 30[th] September 2023 6pm
2023
Annual General Meeting – Saturday 30[th] September 2023 at 18.00hrs
1[st] Lightwater Scout Headquarters The Avenue Lightwater GU18 5RQ
Agenda
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1) Introduction and Welcome
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a) Apologies for Absence
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b) Chairman’s report
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c) Group Scout Leader’s report
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2) Approval of the minutes of the last AGM held on 28[th] September 2022
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3) Approval of the Annual Report and Accounts as presented by the Group Executive Committee
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4) To Note and approve changes to the Constitution for the Group
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a) To adopt the Constitution as set out in Section 5.4 in Policy Organisation and Rules(POR) – April 2023 (and subsequent amendments)
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b) To note changes to the Group Scout Council
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c) To note that the Executive Council will be replaced by the Trustee Board
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d) To agree the quorum for the meetings of:
- i) the Scout Council ii) the Trustee Board
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e) To agree the maximum number of elected members of the Trustee Board
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f) To agree the maximum number of nominated members of the Trustee Board
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5) Group Scout Leader’s appointment of Group Chairman
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6) Election of Group Secretary
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7) Election of Group Treasurer
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8) Election of independent Examiner
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9) To confirm the appointment of the ex-officio members of the Trustee Board
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a) Group Chair
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b) Group Treasurer
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c) Group Secretary
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d) Group Scout Leader
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e) Assistant Group Scout Leader
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f) Section Leaders who have confirmed their willingness to be an ex-officio member of the Trustee Board
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g) Explorer Leader (as stated in Partnership Agreement) if confirmed their willingness to be an ex-officio member of the Trustee Board
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h) Elected members of the Trustee Board i) Nominated members of the Trustee Board
10) Any Other Business
11) Presentations
1. Introduction by Chairman
a. Chairman’s report
The Chairman’s report will be presented verbally at the meeting.
b. Group Scout Leader’s report
The GSL report will be presented verbally at the meeting.
2. Approval of the Minutes of the last AGM held on 28th September 2022
3. Group Treasurer’s Report
Financial Year 1st April 2022 to 31st March 2023
The 2022-23 financial year saw a welcome return to full, normal, scouting activity, following the Covid restrictions, with sections returning to a packed calendar of activities and camps. We were also able to return to our important, fundraising events, such as bonfire night, jumble sales and fetes.
This year, the Group has made a surplus of £5,805.
Total cash assets at the year-end were £41,732 (2021-22 £35,927; 2020-21 £49,720; 2019-20 £46,816; 2018-19 £41,277) of which £5,000 is held as a Fireworks Reserve, £5,000 as the repair fund for our ageing HQ, £15,000 for a replacement minibus, leaving a positive General Reserve of £16,732.
Total Receipts are made up of £8,846 net membership subscriptions, £15,700 from bonfire night, £5,012 from the May and Jubilee fetes and £2,710 from the two jumble sales. £1,111 was raised from the race night, £2,188 from textiles collections by Christina & Lauren Reynolds and £3,447 from other donations from Co-op, Amazon or from users of scouting equipment and facilities.
Total Expenditure , at £33,227, was higher than in recent years, due to the return to normality. Fundraising expenses included £7,601 for bonfire night and £2,646 for the fetes. There was £3,376 expenditure on providing scouting activities and £612 contribution to camp costs. £6,538 was spent on providing new camping and HQ equipment and £1,806 on maintaining the building and grounds. Utilities were higher than 2021/22 at £2,908 and £2,564 was spent on insurance. Minibus costs were higher than the previous year at £1,502.
As always, we thank Alec Ruffle FCMA, an ex GSL of the Group, who acts as independent examiner of the Annual Accounts & provides excellent advice. Please do note that, as elsewhere in Scouting, all roles are undertaken on a strictly voluntary basis.
We are obliged by Charities Accounting Standards to consider our operating requirements, and therefore we can only rely on income from subs and Gift Aid1. We cannot rely on donations, nor the income from Bonfire Night or other fundraising events each year, since we cannot be certain of the level of income that they can provide. On the other hand, we must consider that in a lean year,
we would also not purchase any new equipment nor consider improvements to HQ. Please see over for the Calculation of Operating Requirement which shows an operating deficit of £1,763 (2021-22 surplus of £1,932; 2020-21 deficit of £1,870)
The Group had 115 Beavers, Cubs and Scouts at the date of the 2023 census (2022: 130; 2021: 117, 2020: 144, 2019: 130, 2018: 137, 2017: 143, 2016: 123). The £688 operating deficit shared among them is £5.11 each per term.
At the 2022 AGM, it was agreed to increase termly subs to £45 per term, from April 2023, which has been deferred to April 2024.
As always, anyone whose financial situation might preclude their child from continuing with Scouting, should talk in confidence to one of the Trustees.
Appendices
Appendix 1. Minutes of the Annual General Meeting held 28[th] September 2022
Appendix 2. Financials from Treasurer’s Report – 2022 - 2023
| 1stApril2022 | To | 31st March 2023 | ||
|---|---|---|---|---|
| Receipts and payments | ||||
| 2022-23 | 2021-22 | |||
| Unrestricted funds | Unrestrictedfunds | |||
| f | f | |||
| Receipts | ||||
| Donations,legaciesand similar income | ||||
| Membership subscriptions | 13,820 | 9,101 | ||
| Less:Membership subscriptionspaidon(National/County/Area/District) | ||||
| -4,974 | -5,623 | |||
| Netmembership subscriptions retained | 8,846 | 1,479 | ||
| Youth programmeandactivities | 160 | |||
| Donations | 5,375 | 504 | ||
| Legacies | ||||
| Gift Aid | ||||
| Other similar income | ||||
| Subtotal | t4,227 | 4,L42 | ||
| Grants | ||||
| Maintenancegrant | 0 | 0 | ||
| Othergrants | 0 | L0,24L | ||
| Subtotal | 0 | L0,241 | ||
| Fundraising (gross) | ||||
| JumbleSales | ||||
| 2,7rO | ||||
| Bonfire Night | ||||
| 15,700 | ||||
| Other Fundraising | ||||
| 6,382 | 1,136 | |||
| Subtotal | 24,792 | 1,136 | ||
| lnvestment income | ||||
| Bankinterest | ||||
| 19 | 1 | |||
| BuildingSocietyinterest | ||||
| 0 | 0 | |||
| The ScoutAssociationShortTerm lnvestmentService | ||||
| 0 | ||||
| PropertyRentincome | 0 | 0 | ||
| Other investment income | ||||
| 0 | 0 | |||
| Subtotal | 19 | t | ||
| TotalGrosslncome | 39,033 | 15,520 | ||
| Assetandinvestmentsales,etc. | 0 | 0 | ||
| Totalreceipts | 39,033 | 15,520 |
| Receipts | and Payments Acco | unt | ||
|---|---|---|---|---|
| 2022-23 | 202L-22 | |||
| Unrestricted funds | Unrestrictedfunds | |||
| f | f | |||
| Payments | ||||
| Charitable Payments | ||||
| Youth programmeandactivities | 3,988 | |||
| Adult supportandtraining | 13 | 0 | ||
| Rent | ||||
| 0 | 0 | |||
| Waterand Sewerage | 298 | 15 | ||
| ElectricityandGas | 2,6t0 | 2,03s | ||
| Insurance | ||||
| 2,564 | 2,297 | |||
| RepairsandRenewals | 1,806 | ?,428 | ||
| Materialsandequipment | 6,538 | 98 | ||
| Printing and photocopying | 722 | |||
| Contributiontocamp costs | ||||
| Uniforms | ||||
| 2,452 | 2,930 | |||
| AGMandtrusteeexpenses | ||||
| Sundry expenses | 860 | 360 | ||
| Minibuscosts | ||||
| L,502 | 1,181 | |||
| Climbing Wall | 0 | t6,249 | ||
| Subtotal | 22,631 | 29,}LA | ||
| Fundraising expenses | ||||
| lumbleSales | 32 | 0 | ||
| Bonfire Night | 7,60L | 0 | ||
| Other fundraisingcosts | 2,963 | 0 | ||
| Subtotal | 10,595 | 0 | ||
| TotalGrossExpenditure | 33,227 | 29,3r4 | ||
| Assetandinvestmentpurchases, etc. | ||||
| 0 | ||||
| Total payments | 33,227 | 29,3t4 | ||
| Net ofrece ipts/(payments) | s,80s | -t3,794 | ||
| Cashfundslastyear end | ?5,926 | 49,720 | ||
| Coshfundsthisyearend | 4t,732 | 3s,92€ |
| 31st March | 2023 | 31st March | 2022 | |||
|---|---|---|---|---|---|---|
| Unrestricted | funds | Unrestricted funds | ||||
| € | E | |||||
| Cashfunds | ||||||
| Barclaysbankaccounts | 49,041 | 49,041 | ||||
| GiftAidreceivable | ||||||
| 2,000 | 2,000 | |||||
| Buildingsocietyaccount | 10,435 | 10,435 | ||||
| Refundableactivitydeposits | -15,242 | -15,195 | ||||
| Cash/Floats | ||||||
| 17 | 17 | |||||
| Total cashfunds | 42,25Q | 46,298 | ||||
| Othermonetary assets | ||||||
| Tax claim | ||||||
| 0 | 0 | |||||
| Debtsdue fromthe County/Area/DistricVGroup | 0 | 0 | ||||
| lnsuranceclaim | ||||||
| 0 | 0 | |||||
| Subtotal | ||||||
| 0 | 0 | |||||
| lnvestmentassets | ||||||
| lnvestmentproperty - detail | ||||||
| 0 | 0 | |||||
| Quoted investments | 0 | 0 | ||||
| Other investments-detail | ||||||
| 0 | 0 | |||||
| Subtotal | ||||||
| 0 | 0 | |||||
| Non monetary assetsfor charity's ownuse | ||||||
| Badgestock | 0 | 0 | ||||
| Shopstock | 0 | 0 | ||||
| Otherstock | ||||||
| 0 | 0 | |||||
| Land and buildings | 375,1 | 03 | 375,1 | 03 | ||
| Motorvehicles | ||||||
| 0 | 0 | |||||
| Scouting equipment, furniture etc | 0 | 0 | ||||
| Other | ||||||
| 0 | 0 | |||||
| Subtotal | 375,1 | 03 | 375,103 | |||
| Liabilities | ||||||
| Accountsnotyet paid | ||||||
| 0 | ||||||
| Expenses incuned butnot invoiced | 10,371 | 10,371 | ||||
| Subscriptionsnot yet paid | 0 | 0 | ||||
| Loan- detail | ||||||
| 0 | 0 | |||||
| Other liabilities | ||||||
| 0 | 0 | |||||
| Subtotal | 10,371 | 10,371 |
A4-L Qvw