## Annual General Meeting of 1st Lightwater Scout Group 1[st] Lightwater Scout Hut The Avenue Lightwater Tuesday 22[nd] October 2024 7.30pm **2024** ## **1st Lightwater Scout Group SCOUT COUNCIL** **Annual General Meeting** Tuesday 22 October 2024 at 7:30pm 1 st Lightwater HQ, The Avenue, Lightwater, GU18 5RQ ## **AGENDA** ## **1. Introduction and welcome** - a. Apologies for absence - b. Chairman’s report - c. Group Scout Leader’s report ## **2. Governance topics** - a. Approve the minutes of the Annual General Meeting held on 30/09/2023 - b. Adopt the model constitution from Policy, Organisation and Rules (POR) - c. Note the Group’s financial year - d. Approve appointed and community members of the Group Scout Council - e. Agree the number of members that may be appointed to the Trustee Board - f. Agree the quorum for future meetings of the Group Scout Council ## **4. Review of the previous year** - a. The Group Lead Volunteer’s review of Scouts in the 1st Lightwater Scout Group - b. Receive and consider the Annual Report of the Group Trustee Board, including the annual Statement of the Accounts ## **5. Making appointments** - a. Appoint the Group Chair, following recommendation from the Group Trustee Board - b. Appoint the Group Treasurer, following recommendation from the Group Trustee Board - c. Appoint members of the Group Trustee Board, following recommendations from the open selection process initiated by the Group Trustee Board ## **6. Appoint the Independent Examiner** ## **7. Closing Remarks** ## **1. Introduction** ## **b. Chairman’s Report** I am pleased to report another successful year for the Group in the terms of activities for our young people membership levels, fund raising, our contribution to the Lightwater community, and financially. Scouting is a youth organisation, rather than a youth club. This means that we have a role to play in the local community, and through events like the Lightwater Bonfire and Lightwater Fete, as well as our Jumble Sales we both generate Group funds and help the wider Lightwater community. It also means that our scouting families have a part to play in the 1st Lightwater community. Being part of the local community means that we get support from individuals, businesses and the parish, borough and county councils. We are thankful for their financial and physical assistance through sponsorship, donations and grants as well as their helping out at our events. A special thanks for the supporters who do so much behind the scenes to make the events happen and be the success they are. They need more parents to join to provide the longevity and succession of the supporters as the children of existing supporters reach the end of their 1st Lightwater scouting journey. As those who take part in these events will know there is a lot of fun whilst helping our fund-raising activities. Without a successful supporters committee running our fund-raising activities we would not have the finances to fund the HQ and activities, requiring increases to subscription rates. As we have highlighted in previous years, after 25 years the HQ is now requiring more extensive maintenance and enhancements to keep it being a durable effective base. Our finances, with reserves earmarked for such works, have enabled these works to be carried out when they were needed without having to raise additional funds. Further works are planned to ensure we meet the relevant building requirements for future years. We are in discussion with Surrey Heath BC regarding the renewal of the Lease on our HQ. This may mean additional costs when the council charges are known. Our finances have enabled us to build up a stock of equipment to enable our young people to get the wide range of activities we provide as well as supporting our fund-raising activities, and are able to add to this stock as a result of our sound financial standing. I am pleased that we are able to help the wider Lightwater and local scouting communities through the use of our HQ, the loan of our minibus, and equipment for their activities. It means that our assets are helping us and others in their activities whilst also supporting our finances. Thanks also to all those within the 1st Lightwater community for their help in maintaining our HQ and grounds, whether as part of the cleaning rota, or for the ad-hoc sessions. The many hands that you have provided have eased the load on a small core of individuals who tend to react to, and deal with, what is needed on a day-to-day basis. The last few years have seen changes as far as UK Scouting is concerned. The death of Queen Elizabeth II meant that UK Scouting lost its patron. Royal patronage has been restored with King Charles III becoming the new patron in June 2024. Royal involvement does not stop with the King, with the Princess of Wales and Duke of Kent as Joint Presidents. We are all aware of the Royals’ recent health issues, and they have the Group’s best wishes for their recovery. We also saw Bear Grylls (who has Surrey Heath connections as his father was our MP from 1974 to 1997) standing down as Chief Scout after 15 years in the role. He has been succeeded by Dwayne Fields. We wish Dwayne every success in the role. Last year, we were required to adopt a new constitution introduced by UK Scouts, who have made further changes for this year - a few lessons learned from last year’s changes, and brings it into line with many other charitable institutions in managing ongoing governance and succession. This means that we have to adopt a further new constitution, including changes to the Trustee appointment requirements, which we are addressing in the Trustee appointments this year. I would like to thank all those in the 1st Lightwater community - trustees, supporters, leaders, young people and their families, who have helped over the year. ## **c. Group Scout Leader’s Report** It’s been another busy and successful year none of which would be possible without the team of volunteers that give their time to make scouting at Lightwater what it is. On a personal note, I would like to thank Debbie Jackson for being my deputy, I really couldn’t do this without her help. This year saw us open our new Squirrel’s dray and welcome a number of 4–6-year-olds into the Scouting family, some of which have already moved up to Beavers. We have delivered exciting and varied weekly programme, not forgetting Scoutabout, Scouts in Jersey, Cubs camping in the New Forest and a Beaver sleepover, all of which have allowed the young people to gain skills for life and memories to be cherished. We say a sad farewell to Cheril Anderson who has moved to pastures new, to Simon Goodwin who leaves Seeonee but is still with us as District Treasurer, and to Tim Brooks from Seeonee who has stepped down after an amazing 20 years. We are always on the lookout for additional help so please consider joining us. Congratulations go to; - Alison (Ali) Porter for becoming Borrowers Leader, from Assistant which was long overdue - Karen Harris for becoming Assistant Leader in Coronation from Section Assistant in Cubs - Abbie Dean who is the Leader of Woodland Squirrels - Chris Hegedus for achieving his Wood badge Well done to all those newly invested: - Gill Cole at Woodland Squirrels - Kane Magee, Emma Christian, Stuart Fadden and Ryan Green at Nemo - Melissa Fleming and Rachel Dale at Borrowers - Sab Saroya at Waingunga and Coronation - Jon Cleverly and Kali Mines at Seeonee - Kulj Chawla at Coronation ## **4. Group Treasurer’s Report** ## **b. Financial Year 1st April 2023 to 31st March 2024** The 2023-24 financial year saw another year packed full of scouting activity, camps, and fundraising. This year, the Group has made a surplus of £17,733. Total cash assets at the year-end were £59,465 (2022-23 £41,732 and 2021-22 £35,927). This is held as reserves - £5,000 is held as a Fireworks Reserve, £10,000 as the repair fund for our ageing HQ, increased this year from £5,000, £35,000 is held for the replacement of our minibus, increased from £15,000. We have added a new reserve of £2,000 for financial support, leaving a positive General Reserve of £7,465. **Total Receipts** , £57,320, are made up of £9,045 net membership subscriptions, £18,155 from bonfire night, our biggest fundraising activity of the year, £5,802 from the village fete and Coronation festival and £3,624 from the two jumble sales. £1,375 was raised from other fundraising activities, such as the textiles collections by Christina & Lauren Reynolds. The scout group was awarded £8,172 in grants, in the year, from Surrey County Council, Windlesham Parish Council and The Scout Association, to support equipment purchases, such as the new cooker and audio equipment, and to support the start-up of the new Coronation scout troop. An additional £7,717 was received from gift aid claims relating to 2020 to 2024, and £2,770 from donations. **Total Expenditure** , at £39,587, was higher than last year (£33,227). Fundraising expenses included £9,478 for bonfire night. There was £1,331 expenditure on providing scouting activities. The cost of utilities increased from £2,908, in 2022-233, to £3,655 and £2,886 was spent on insurance. and £1,806 on maintaining the building and grounds. Minibus costs were higher than the previous year at £2,010. £10,406 was spent on providing new camping and HQ equipment, compared to £6,538 in the previous year. £4,324 was spent on new troop tents and dining shelters, £960 on new gazebos, £710 on the new cooker and £731 on a new projector. £764 was spent on card readers, to use at fundraising events 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 surplus of £2,536 (2022-23 deficit of £1,763; 202122 surplus of £1,932) The Group had 142 Beavers, Cubs and Scouts at the date of the 2024 census (2023: 115; 2022: 130). The £2,536 operating surplus deficit shared among them is £5.95 each per term. Termly subs increased from £40 to £45 per term, from April 2024. Due to the continuing increase in the cost of utilities and maintenance, as well as a planned increase in capitation cost (District and County subs), the subs will remain at £45 per term. As always, anyone whose financial situation might preclude their child from continuing with Scouting, should talk in confidence to one of the Trustees. Group Treasurer's Report 2020-21 ## _**Receipts and Payments Summary**_ |||||||||||||||||| |---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---| ||**_Receipts a_**|||**_nd Payments Summar_**||**_y_**||||||||||| |||||||||||||||||| |||||||||||||||||| |||||**As at:-**|||**Sunday, March 31, 2024**|||||**Friday, March 31, 2023**||||| |||||||||||||||||| |||||**Receipts**|||**£**|**£**|**£**|||**£**|**£**|**£**||| |||||||||||||||||| ||_Operational_|||||||||||||||| |||||Subscriptions|||**15,825**|||||**13,820**||||| |||||less OSM/GC charges|||**-901**|||||**-411**||||| |||||Donations|||**2,770**|||||**5,375**||||| |||||Gift Aid|||**7,717**|||||||||| |||||Other receipts|||**220**|**25,631**|||||**18,783**|||| ||_Fundraising_|||||||||||||||| |||||Jumble Sales|||**3,624**|||||**2,710**||||| |||||Bonfire Night|||**18,155**|||||**15,700**||||| |||||Fetes|||**5,802**|||||**5,012**||||| |||||Other fundraising|||**1,375**|**28,956**||||**1,371**|**24,792**|||| ||_Grants_|||||||||||||||| |||||Coronation Start Up|||**3,500**|||||||||| |||||SurreyCC|||**2,672**|||||||||| |||||Windlesham Parish Council|||**2,000**|**8,172**||||||||| ||_Investment Income_|||||||||||||||| |||||Bank savings interest|||**441**|||||**19**||||| |||||BuildingSocietyInterest||||**441**|||||**19**|||| |||||||||||||||||| |||||**Total receiptsyear to date**|||||**63,199**|||||**43,595**||| |||||||||||||||||| |||||||||||||||||| |||||||||||||||||| |||||||||||||||||| |||||**As at:-**|||**Sunday, March 31, 2024**|||||**Friday, March 31, 2023**||||| |||||||||||||||||| ||||**Expenditure**||||**£**|**£**|**£**|||**£**|**£**|**£**||| |||||||||||||||||| ||_Charitable Payments_|||||||||||||||| |||||Youth Programme & activities|||**1,331**|||||**3,376**||||| |||||District Subs|||**6,781**|||||**4,974**||||| |||||Adult Support & Training||||||||**13**||||| |||||Equipment||||**8,112**|||||**8,362**|||| ||_Premises Expenses_|||||||||||||||| |||||Water & Sewerage|||**348**|||||**298**||||| |||||Electricity& Gas|||**3,307**|||||**2,610**||||| |||||Insurance|||**2,886**|||||**2,564**||||| |||||Repairs|||**3,729**|||||**1,806**||||| |||||Equipment|||**10,406**|**20,676**||||**6,538**|**13,816**|||| ||_Minibus_|||||||||||||||| |||||Licenses,Insurance & MOT|||**1,498**|||||**1,044**||||| |||||Repairs & Servicing|||**428**|||||**372**||||| |||||Petrol & diesel|||**84**|**2,010**||||**86**|**1,502**|||| |||||||||||||||||| ||_Other Group Expenditure_|||||||||||||||| |||||Printing,stationeryetc|||**626**|||||**333**||||| |||||Contribution to campcosts||||||||**612**||||| |||||Uniforms & badges|||**1,480**|||||**2,452**||||| |||||AGM & Trustee expenses|||**544**|||||||||| |||||Sundry|||**588**|**3,237**||||**116**|**3,513**|||| |||||||||||||||||| ||_Fundraising expenses_|||||||||||||||| 12/22/2024 19:45:34 Group Treasurer's Report 2020-21 ||||Bonfire Night|||**9,478**|||||**7,601**||||| |---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---| ||||Jumble Sales|||**37**|||||**32**||||| ||||Fetes|||**1,885**|||||**2,646**||||| ||||Other|||**31**|**11,431**||||**317 **|**10,596**|||| ||||||||||||||||| ||||**Totalpaymentsyear to date**|||||**45,466**|||||**37,789**||| ||||||||||||||||| ||||Net surplus to date|||||**17,733**|||||**5,805**||| ||||||||||||||||| ||||Surplus b/f|||||**41,732**|||||**35,927**||| ||||||||||||||||| ||||||||||||||||| ||||Surplus c/f|||||**59,465**|||||**41,732**||| ||||||||||||||||| ||||||||||||||||| ||~~**Summary**~~||~~**of Balances**~~||||||||||||| ||||||||||||||||| ||||**As at:-**|||**Sunday, March 31, 2024**|||||**Friday, March 31, 2023**||||| ||||||||||||||||| ||||Barclays Current Account||**28,201.76**|||||**19,573.55**|||||| ||||Barclays Savings Account||**51,681.82**|||||**52,262.07**|||||| ||||Britannia BuildingSociety||**10,435.00**|||||**10,435.00**|||||| ||||Explorers' Account||**1,518.95**|||||**856.81**|||||| ||||Gift Aid Receivable||**8,474.00**|||||**2,000.00**|||||| ||||PettyCash Balance||**2,146.75**|||||**3,023.83**|||||| ||||||||||||||||| ||||||||**102,458**|||||**88,151**|||| ||||||||||||||||| ||||||||||||||||| ||||**Refundables balance**||**-42,993**|||||**-43,916**|||||| ||||**Liabilities**||**0**|||||**-2,503**|||||| ||||**Rounding**||**0**|||||**0**|||||| ||||||||**-42,993**|||||**-46,419**|||| ||||||||||||||||| ||||**Balance c/f at end ofperiod**|||||**59,465**|||||**41,732**||| ||||||||||||||||| ||||||||||||||||| ||||Fireworks Reserve|||||**5,000**|||||**5,000**||| ||||HQrepair fund|||||**10,000**|||||**5,000**||| ||||Minibus replacement fund|||||**35,000**|||||**15,000**||| ||||Financial Support|||||**2,000**|||||||| ||||General Reserve|||||**7,465**|||||**16,732**||| ||||||||||||||||| |||||||||**59,465**|||||**41,732**||| ||||||||||||||||| ||||||||||||||||| ||||||||||||||||| ||||||diff|||0||diff|||0||| 12/22/2024 19:45:34 Group Treasurer's Report 2020-21 |||||| |---|---|---|---|---| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |Gross Income||||| |||||| |Gross Income||||| |Gross Income||||| |Gross Income||||| |||||| |Gross Income||||| |Gross Income||||| |Gross Income||||| |Gross Income||||| |||||| |Gross Income||||| |Gross Income||||| |Gross Income||||| |||||| |Gross Income||||| |||||| |||||| |57,320|39,033|Gross Income||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |Gross Expenditure||||| |Gross Income||||| |||||| |||||| |||||| |Gross Expenditure||||| |Gross Expenditure||||| |Gross Expenditure||||| |Gross Expenditure||||| |Gross Expenditure||||| |||||| |Gross Expenditure||||| |Gross Expenditure||||| |Gross Expenditure||||| |||||| |||||| |Gross Expenditure||||| |Gross Expenditure||||| |Gross Expenditure||||| |Gross Expenditure||||| |Gross Expenditure||||| |||||| |||||| 12/22/2024 19:45:34 Group Treasurer's Report 2020-21 |Gross Expenditure|Gross Expenditure|||| |---|---|---|---|---| |Gross Expenditure||||| |Gross Expenditure||||| |Gross Expenditure||||| |||||| |39,587|33,227|Gross Expenditure||| |||||| |17,733|5,805|Net of receipts/(payments)||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| 12/22/2024 19:45:34 ## **1st Lightwater Scout Group Receipts and Payments Account** For the pe **1st April 2023 To** |**Receipts and payments**||| |---|---|---| |
**Receipts**|**2023-24**
**£**
**Unrestricted**
**funds**|| |**Donations, legacies and similar income**||| |Membership subscriptions|**15,825**|| |Less:Membership subscriptions paid on (National/County/Area/District)|**-6,781**|| |Net membership subscriptions retained|**9,045**|| |Youth programme and activities||| |Donations|**2,770**|| |Legacies||| |Gift Aid|**7,717**|| |Other similar income|**220**|| |**Sub total**|**19,751**|| |**Grants**||| |Maintenance grant|**4,672**|| |Other grants|**3,500**|| |**Sub total**|**8,172**|| |**Fundraising (gross)**||| |Jumble Sales|**3,624**|| |Bonfre Night|**18,155**|| |Other Fundraising|**7,177**|| |||| |**Sub total**|**28,956**|| |**Investment income**||| |Bank interest|**441**|| |Building Society interest|**0**|| |The Scout Association Short Term Investment Service|**0**|| |Property Rent income|**0**|| |Other investment income|**0**|| |**Sub total**|**441**|| |**_Total Gross Income_**|**57,320**|| ||**57,320**|| **Asset and investment sales, etc.** **0** 5 LT700002 Total receipts 57,320 6 LT700002 For the pe **1st April 2023 To** |**Receipts and payments**||| |---|---|---| |
**Payments**|**2023-24**
**£**
**Unrestricted**
**funds**|| |**Charitable Payments**||| |Youth programme and activities|**1,331**|| |Adult support and training|**0**|| |Rent|**0**|| |Water and Sewerage|**348**|| |Electricity and Gas|**3,307**|| |Insurance|**2,886**|| |Repairs and Renewals|**3,729**|| |Materials and equipment|**10,406**|| |Printing and photocopying||| |Contribution to camp costs||| |Uniforms|**1,480**|| |AGM and trustee expenses|**544**|| |Sundry expenses|**2,115**|| |Minibus costs|**2,010**|| |Climbing Wall|**0**|| |||| |**Sub total**|**28,156**|| |**Fundraising expenses**||| |Jumble Sales|**37**|| |Bonfre Night|**9,478**|| |Other fundraising costs|**1,916**|| |||| |**Sub total**|**11,431**|| |**_Total Gross Expenditure_**
**Asset and investment purchases, etc.**
**_Total payments_**
**_Net of receipts/(payments)_**
**Cash funds last year end**
**_Cash funds this year end_**|**39,587**
**39,587**
**17,733**
**41,732**
**59,464**|| ||**17,733**|| ||**41,732**|| ||**59,464**|| 7 LT700002 ## **Statement of assets and liabilities at the end of the year** ||**31st March 2024**|**31st March 2024**| |---|---|---| |**Cash funds**||| |Barclays bank accounts|**81,403**|| |Gift Aid receivable|**8,474**|| |Building society account|**10,435**|| |Refundable activity deposits|**-42,993**|| |Cash/Floats|**2,147**|| |**Total cash funds**|**59,465**|| |**Other monetary assets**||| |Tax claim|**0**|| |Debts due from the County/Area/District/Group|**0**|| |Insurance claim|**0**|| |**Sub total**|**0**|| |**Investment assets**||| |Investment property - detail|**0**|| |Quoted investments|**0**|| |Other investments - detail|**0**|| |**Sub total**|**0**|| |**Non monetary assets for charity's own use**||| |Badge stock|**0**|| |Shop stock|**0**|| |Other stock|**0**|| |Land and buildings|**375,103**|| |Motor vehicles|**0**|| |Scouting equipment, furniture etc|**0**|| |Other|**0**|| |**Sub total**|**375,103**|| |**Liabilities**||| |Accounts not yet paid||| |Expenses incurred but not invoiced|**0**|| |Subscriptions not yet paid|**0**|| |Loan - detail|**0**|| |Other liabilities|**0**|| |**Sub total**|**0**|| ## **Contingent liabilities and future obligations** **The above receipts and payments account and statement of assets and liabilities were approved by the signed on their behalf by:-** 8 LT700002 nature Print Name 9 LT700002 riod **31st March 2024** **2022-23 Unrestricted funds £** **13,820 -4,974 8,846 5,375 14,221 0 0 0 2,710 15,700 6,382 24,792 19 0 0 0 0 19 39,033** **0** 10 LT700002 39.033 11 LT700002 riod **31st March 2024** ## **2022-23 Unrestricted funds £** **3,376 13 0 298 2,610 2,564 1,806 6,538 612 2,452 860 1,502 0 22,631 32 7,601 2,963 10,596 33,227 0 33,227 5,805 35,926 41,732** 12 LT700002 ## **31st March 2023** ## **Unrestricted funds** ## **£** **72,692 2,000 10,435 -43,916 3,024 44,236 0 0 0 0 0 0 0 0 0 0 0 375,103 0 0 0 375,103 0 2,503 0 0 0 2,503** **Trustees on 22/10/2024 and** 13 LT700002 Print Name P T Reynolds - Chairman S Leaman - Treasurer 14 LT700002 22/12/2024, 19:47 IMG_6643.jpeg https://mail.google.com/mail/u/0/#search/examiner/FMfcgzQVxlQDpzGjKNMRSdSmxFgvQNNs?projector=1&messagePartId=0.1 1/1