1st Radstock Scout Group ANNUAL GENERAL MEETING at Radstock HQ
on Friday 14th July 2023 at 7.00pm
AGENDA
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Chairman’s Welcome
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Apologies for absence
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To confirm minutes of the Annual General Meeting held on 23rd September 2022 at 7pm
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Matters Arising
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To approve the Trustees’ Annual Report for the year ended 31st March 2023
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To approve the Trustees’ Accounts for the year ended 31st March 2023
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Chairman’s Address
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To accept the Consitution
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To approve the Group Scout Leader’s nomination for Group Chairman
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To elect a Group Secretary
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To elect a Group Treasurer
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To appoint an Independent Financial Examiner for 2023 - 2024
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The Group Scout Leader’s Address
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The District Representative’s Address
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Any Other Business
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Chairman closes the meeting
The Annual Report of the Trustees of 1st Radstock Scout Group
Registered Charity Number 271154
For the Period 1st April 2022– 31st March 2023
SECTION A - Reference and Administration Details
Charity Name: 1st Radstock Scout Group
Charity’s Principal Address: c/o Mr D Bayliss, 56 Uplands Road, Saltford, Bristol BS31 3HN
Charity Trustees: Charlotte Hutchinson (Chair), Susan Norris (Treasurer), Donna Stelling (Secretary) Dom Williams (Scout Representative), Karen Webster (Beaver Representative), David Turner (Cub Representative), Ian Tucker (Explorer Representative), Janet Turner (Group Scout Leader) and Jim Murtagh
Independent Examiner: Ruth Horler
SECTION B - Structure, Governance and Management
The Scout Groups governing documents are those of The Scout Association. They consist of a Royal Charter, which in turns gives authority to the Bye Laws of the Association and The Policy, Organisation and Rules of the Scout Association.
The 1st Radstock Scout Group is a trust established under its rules which are common to all Scouts. The trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association.
The Group is managed by the Executive Committee, the members of which are the ‘Charity Trustees’ of the Group, which is registered charity number 271154. As charity trustees they are responsible for complying with legislation applicable to charities. This includes the registration, keeping proper accounts and making returns to the Charity Commission as appropriate.
The Committee consists of the Chair, Treasurer, Secretary, plus up to three individuals nominated by the Group Scout Leader and up to three individuals elected from the Group Council. It meets approximately every two months. The Group Scout Leader, Beaver Scout Leader, Cub Leader and Scout Leader are ex-officio members. The leader of Mercury Explorer Scout Unit is a co-opted member.
The Committee exists to support the Group Scout Leader in meeting the responsibilities of her appointment and in so doing provides indirect support for all those involved in Scouting within the Scout Group. The Committee reviews finance and property, ensures compliance with charity legislation, promotes the development of local Scouting, raises funds and recruits adults to fill leader and support roles.
Section A – Objectives and Activities
The objectives of the Scout Group are as a unit of The Scout Association. The Aim of The Scout Association is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potentials, as individuals, as responsible citizens and as members of their local, national and international communities. The method of achieving the Aim of the Association is by providing an enjoyable and attractive scheme of progressive training based on the Scout Promise and Law and guided by adult leadership.
SECTION D – Achievements and Performance
These are detailed in a verbal review by the Group Scout Leader.
SECTION E – Finance
The Group Executive Committee has decided that the accounts shall be kept on a Receipts and Payment basis.
SECTION F – Other Optional Information
None
SECTION G – Declaration
The Trustees declare that they have approved the Trustees’ report above.
Signed on the 12th July on behalf of the Charity’s trustees.
. Charlotte Hutchinson Janet Turner (Group Scout Leader)
(Group Chair)
GROUP CHAIR’S REPORT
The Chair’s report following on from the last AGM where we raised the works that were required following the break ins. The scout hall has undergone many improvements and repairs this year to ensure the safety and security of the building and grounds. Firstly, new doors were installed, security system and electrics installed and fire alarms. Most of the equipment has now been replaced which had either been damaged or stolen. Repair to internal damage has also largely been completed.
Looking to the future we are hoping to complete works at 1st Radstock Scouts to transform facilities to include disabled toilet/shower room, shower facilities, new kitchen, new electric and heating and outside storage facilities. This has been slow progress for which we have been very thankful to receive a number of grants towards this project.
We have also had new cooker and pots/pans for the oven and now have electric in the outside building.
We have been able to move away from covid restrictions allowing meetings to be held in the hall and many activities including the comeback of the district cub camp. Summaries of the camps can be seen within the section reports.
Events have made a big come back over this year which have been very successful including: Christmas events, easter fayre, St Georges celebration and the district cub camp.
We are now part of the Co-op scheme whereby if you are a member, or anyone anywhere in the country is a member they can nominate 1st Radstock as ‘their cause’. The Shops affiliated to the Radstock Co-operative Society do not participate in this but basically you can become a member of the co-op for £1 and then they will donate an amount to a nominated charity based on co-op goods purchased (Great Aunt Agatha in Cumberland can do this and benefit 1st Radstock).
Following today’s meeting we are looking forward to embracing the new constitution in September, if you can give a small amount of time, please do let us know. For a overview of the constitution please see the packs sent out prior to this meeting.
There is an upcoming summer fundraiser on the 30th of September, please keep an eye out for further information.
A big thank you to all the parents that have supported the 1st Radstock Scouts this has been through supporting the fundraising events and giving your time to support the groups with activities.
Lastly, I want to take the opportunity to thank all the exec committee- particularly as it is about to change. Thank you for your continued commitment and support you have given to myself and all the children over the past year.
Please enjoy the meeting and the food/drink available following the closure of this meeting.
Thank you
BEAVER SECTION REPORT
It has been another great year for the Beavers, we are now at capacity with a short waiting list, as well as having a full team of Leaders.
Since our last AGM 259 badges have been awarded, including 6 Chief Scout Bronze Awards and 3 You Shape Awards. We have had 2 sleepovers at the hall and have recently enjoyed our first Beaveree for 4 years, a fantastic experience for our young people who had the chance to make friends with over 100 Beavers from across the District.
We have met away from the hall on at least one occasion each term including litter picks, Radstock Fire Station, Library and Museum, as well as regular visits to Southfield Community Garden, working with Radstock in Bloom and the Town Council to help create a haven for pollinators by building a bug hotel and painting the compost bins.
We are delighted to welcome James to the Colony, but have sadly said goodbye to Alice and Grace, and are about to lose Caitlin and Euan who are off on their next great adventure at university. If you have an older Scout or Explorer Scout looking to work towards their Young Leader award please do send them our way! I would like to take this opportunity to thank the parents for being so supportive, we are very grateful for your help over the past year.
We haven’t quite got to our planning for next year but guarantee it will be just as exciting, if not more so, than the last one.
Karen Webster, BSL
CUB SECTION REPORT
We’ve had so much fun since the last AGM, not least the return to District Camp in June, last held in pre-covid times. The Cubs had a fantastic time as did the adults, well apart from the sleeping (but we won’t talk about that!) Some of the cubs went on a day’s outing to Bath where we tried to solve the Great Caketastrophe whilst dodging infiltrating spies. This involved a ride on a cruiser, stop-off visit at The Egg for icecream, a round of crazy golf and tea at Smashburger with rides on the Park and Ride bus all whilst trying to solve the mission. Exhausted thinking about it!
We’ve had other sleepovers and undertaken many activities which have resulted in lots of badges being awarded. The Musicians badge was an entertaining evening and the chip shop survey in the winter months went down very well with Chip Inn being the overall winner. A shared activity with the Beavers at the cycle track in Bath was very enjoyable and it was great to see the confidence of the young people grow as the evening went on.
We will be introducing a parent rota next term to give us more adult support at the weekly meetings as despite our best plans to swell our leadership team, work took them away at the last minute. Thank you to all those of you who have supported us over the last year. It really is appreciated.
Janet Turner CSL
SCOUT SECTION REPORT
This is a great opportunity to reflect on what we have achieved over the past year! We have awarded almost 200 badges! Including Two Chief Scouts Awards, 23 Challenge Badges, and over 100 Activity Badges. We invested 8 new scouts and hopefully will have seven more over the next few weeks. We successfully completed a combined total of more than 200 “Nights Away”.
Throughout our Friday evening meetings Scouts continue to learn new skills and fine tune existing ones which we put into practice on the various camps and activities. We always welcome lighter evenings of the Summer Term. It’s great to be outdoors, making the best use of the amazing grounds we have, and to have the opportunity to offer Watersports including Kayaking and Sailing as seasonal activities. We are all looking forward to an action packed Summer Camp in Sidmouth in a few weeks time.
We have had a successful year and have grown the troop with 20 Scouts regularly attending meetings, and three new direct entrants hopefully being invested soon!. We realise there is further work to and we will continue to focus on recruitment and retention for the coming year
My personal thanks to all the Leaders, Young Leaders, Scouts, and Parents who encourage, support and take part in Scouting in Radstock, we couldn’t do it without you.
Dom Williams SL
GROUP SCOUT LEADER’S REPORT
The last year has been a much more normal year for the Group in terms of activities, camping, events etc meaning that we have managed to return to the activities that were shelved due to Covid. You will see from the sectional reports that your children have been offered many opportunities to take part in exciting activities whilst also taking part in programmes linked to everyday life. The balanced programme is key in the planning of sectional programmes and is at the core of what we do. Seeing a young person progress through the Group is a great privilege and we don’t have many people that don’t progress from the section they start in through to Explorers, which suggests that we have the balance right.
We try whenever possible to engage with the community and all sections have done this in various ways over the last year. I will say more in my report at the meeting about other aspects of the Group but I would like to thank everyone who has helped us in any way this year and particularly to our section teams who have each individually given up their time to help prepare your children for their future lives.
Janet Turner GSL
1st Radstock Scout Group ANNUAL GENERAL MEETING Friday 23rd September 2022 @ 7pm
Chairperson’s Welcome and address – Charlotte Hutchinson. A 1 minute silence was held to remember HRH Queen Elizabeth II. Charlotte particularly welcomed those guests attending who had made donations to the Group following the recent break ins. She announced that the young people would be entertaining the Meeting during the evening.
Apologies - Several received
The minutes from the 2020 AGM were approved by John Mander and seconded by Carolyn Fraser.
The Trustees report was presented and approved. Proposed by Karen Webster and seconded by Ian Tucker.
The Trustees accounts were presented by Sue Norris (Treasurer),approved by John Mander and seconded by Dom Williams. Current amount held by Group £34,766.70 See Treasurer's Report. There had been quite a lot of problems getting the bank signatories changed and adding on-line accounting but this has now been achieved. This has resulted in some payments appearing in different years therefore not giving a true reflection. £8,000 hospitality grant from B&NES went a long way towards offsetting our running costs, particularly with the lack of fundraising. We are now working on catching up with our gift aid claims and Sue reminded everyone who is a taxpayer about this scheme which is at no cost to themselves.
Chairperson’s report
Charlotte thanked everyone for attending the meeting and commented on how good it was to be able to hold a Face to Face AGM again. She thanked all the Exec and leaders for their support in the last year and for continuing Scouting through the restraints of the pandemic. There is a large push now to get the second part of the building project completed to install accessible toilets and showers. Charlotte also commented on the break-ins which were outside of the financial year being reviewed.
Nomination for Group Chairperson – Janet Turner was happy to announce that Charlotte had agreed to stand again.
Election of Group Secretary – Donna Stelling – Proposed Karen Webster and seconded Stu Farrell
Election of Group Treasurer – Sue Norris has agreed to stand again Proposed Carolyn Fraser and seconded by Janet Turner.
Group Scout leader nominations for Exec committee were Jim Murtagh and 2 free spaces.
Nominations to Group council Currently 3 vacancies
The Meeting agreed that should people be found to fill the 5 spaces above that they could be duly elected to the Committee.
Independent Financial examiner nominated for accounts 2022/2023 was Ruth Horler proposed by Janet Turner and seconded by Sue Norris
Group Scout Leader – Janet expressed her gratitude to everyone involved in the Group for keeping going through quite troublesome times and particularly to the
Leadership Team who have continued to put on interesting and varied activities in the midst of a pandemic. She thanked Carolyn for all her support during her time as Secretary and also Mark and Seth Branson who were leaving the Scout Section due to other commitments for Mark and University for Seth. She also thanked Dave for all his support. She finished her report by thanking the young people who give the leaders a reason to remain ‘young at heart’. She asked that her thanks be taken back to District for the support of the District Team.
District Commissioners Address - John Mander represented the DC. He praised the Group for their continued successes during what had been difficult times. John presented Awards on behalf of the Group to Marley Bugler (Beavers), Maddie Green, Riley Whittaker and Charlie Green (Cubs) and Lauren Hird (Scouts) for their Service over the previous year. John also presented Dave Turner with his 50 year Service Award and Bar to the Silver Acorn which is just one off the highest Award in Scouting.
Charlotte thanked everyone for attending and invited them to stay for refreshments and visit the small selection of fundraising activities. These replaced the previously advertised Fun Afternoon which had been cancelled due to the unfortunate death of the Queen.
Meeting closed at 8.05pm
| 1.4.22 - 31.3.23 | 1st Radstock Scout Group | ||||||
|---|---|---|---|---|---|---|---|
| INCOME | EXPENDITURE | ||||||
| B/F | 34825.03 | ||||||
| Subscriptons/JF | Subscriptons | ||||||
| Subs | 4970.00 | Census 2023 | 2703.00 | ||||
| 2 YL to Mercury | Q586 | 106.00 | |||||
| 4970.00 | 2809.00 | ||||||
| Donatons | 7892.40 | ||||||
| Group Equipment | Group Equipment | 1707.04 | |||||
| Buildings/Grounds | 9116.98 | Buildings/Grounds | 18614.34 | ||||
| Utlites | Utlites | ||||||
| Water | 673.25 | ||||||
| Electric | 884.00 | ||||||
| 1557.25 | |||||||
| Miscellaneous | Miscellaneous | ||||||
| Poppy Wreath | 21.75 | ||||||
| Fees to Mercury | 200.00 | Fees to Mercury | 200.00 | ||||
| Secondhand Uniform | 5.00 | Badges | 329.70 | ||||
| Sewing | 61.06 | OSM/Easier Scoutng |
158.97 | ||||
| 266.06 | 710.42 | ||||||
| Beavers | Beavers | ||||||
| Activities | Activities | ||||||
| Sleepover July | 225.00 | Sleepover July | 210.98 | ||||
| Sleepover October | 300.00 | Sleepover October |
254.53 | ||||
| Museum(April 23) | 90.00 | Misc | 18.37 | ||||
| 615.00 | 483.88 | ||||||
| Cubs | Cubs | ||||||
| survey | 16.10 | ||||||
| June Sleepover | 140.00 | June Sleepover | 120.69 | ||||
| Pantomine | 48.00 | Pantomine | 48.00 | ||||
| 188.00 | |||||||
| 184.79 | |||||||
| Scouts | Scouts | ||||||
| District Scout Camp | 206.00 | District Scout Camp | 122.00 | ||||
| Pioneering Sleepover | 65.00 | Pioneering | 47.00 |
| Sleepover | Sleepover | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| Summer Camp | 1905.00 | Summer Camp | 1636.78 | ||||||
| Mendip Camp | 200.00 | Mendip Camp | 158.64 | ||||||
| Firework Sleepover | 45.00 | Firework Sleepover | 46.64 | ||||||
| Challenge Night | 30.00 | Challenge Night | 48 | ||||||
| Cooking Sleepover | 70.00 | Cooking Sleepover |
98.74 | ||||||
| Equipment | 128.24 | ||||||||
| 2521.00 | 2286.04 | ||||||||
| Fundraising | Fundraising | ||||||||
| Christmas Fayre 21 | 209.01 | ||||||||
| AGM Fundraiser | 166.24 | AGM Fundraiser | 217.33 | ||||||
| Christmas Fayre 22 | 700.12 | Christmas Fayre 22 | 228.75 | ||||||
| Christmas Post | 192.00 | Christmas Post | 11.60 | ||||||
| Easter (event in April 23) |
5.00 | ||||||||
| 1272.37 | 457.68 | ||||||||
| B/F | 34825.03 | ||||||||
| Total Income | 26841.81 | Total Expenditure | 28826.80 | ||||||
| 61666.84 | |||||||||
| Less expenditure | 28826.80 | ||||||||
| 32840.04 | |||||||||
| Balance at Nat West | 32823.19 | ||||||||
| Cash held 31/3 | 193.76 | ||||||||
| 33016.95 | |||||||||
| Adjustments Below PI310 25/11/22 |
56.27 | Scouts cash 21/22 transaction | |||||||
| BACS 7/11/22 | 128.58 | 21/22 transaction | |||||||
| BACS 5/9/22 | 114.60 | inc in 1051.76 | 21/22 transaction | ||||||
| BACS 21/11 | 100.00 | Scout camp deposit 23/24 transaction |
|||||||
| 12x BACS | 90.00 | Beavers museum 23/24 transaction | |||||||
| FINAL BALANCE £32840.04 |
This is a summary of the overall accounts which are held in more detail on an electronic spread sheet.
I certify that I have examined these accounts and find them to be correct, having checked samples of invoices, withdrawal and transaction history with supporting documentation, statements and cheque book and paying in stubs.
Signed R Horler (11.7.22) Signed 12.7.22
| 1.4.22 - 31.3.23 | 1st Radstock Scout Group | ||||||
|---|---|---|---|---|---|---|---|
| INCOME | EXPENDITURE | ||||||
| B/F | 34825.03 | ||||||
| Subscriptons/JF | Subscriptons | ||||||
| Subs | 4970.00 | Census 2023 | 2703.00 | ||||
| 2 YL to Mercury | Q586 | 106.00 | |||||
| 4970.00 | 2809.00 | ||||||
| Donatons | 7892.40 | ||||||
| Group Equipment | Group Equipment | 1707.04 | |||||
| Buildings/Grounds | 9116.98 | Buildings/Grounds | 18614.34 | ||||
| Utlites | Utlites | ||||||
| Water | 673.25 | ||||||
| Electric | 884.00 | ||||||
| 1557.25 | |||||||
| Miscellaneous | Miscellaneous | ||||||
| Poppy Wreath | 21.75 | ||||||
| Fees to Mercury | 200.00 | Fees to Mercury | 200.00 | ||||
| Secondhand Uniform | 5.00 | Badges | 329.70 | ||||
| Sewing | 61.06 | OSM/Easier Scoutng |
158.97 | ||||
| 266.06 | 710.42 | ||||||
| Beavers | Beavers | ||||||
| Activities | Activities | ||||||
| Sleepover July | 225.00 | Sleepover July | 210.98 | ||||
| Sleepover October | 300.00 | Sleepover October |
254.53 | ||||
| Museum(April 23) | 90.00 | Misc | 18.37 | ||||
| 615.00 | 483.88 | ||||||
| Cubs | Cubs | ||||||
| survey | 16.10 | ||||||
| June Sleepover | 140.00 | June Sleepover | 120.69 | ||||
| Pantomine | 48.00 | Pantomine | 48.00 | ||||
| 188.00 | |||||||
| 184.79 | |||||||
| Scouts | Scouts | ||||||
| District Scout Camp | 206.00 | District Scout Camp | 122.00 | ||||
| Pioneering Sleepover | 65.00 | Pioneering | 47.00 |
| Sleepover | Sleepover | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| Summer Camp | 1905.00 | Summer Camp | 1636.78 | ||||||
| Mendip Camp | 200.00 | Mendip Camp | 158.64 | ||||||
| Firework Sleepover | 45.00 | Firework Sleepover | 46.64 | ||||||
| Challenge Night | 30.00 | Challenge Night | 48 | ||||||
| Cooking Sleepover | 70.00 | Cooking Sleepover |
98.74 | ||||||
| Equipment | 128.24 | ||||||||
| 2521.00 | 2286.04 | ||||||||
| Fundraising | Fundraising | ||||||||
| Christmas Fayre 21 | 209.01 | ||||||||
| AGM Fundraiser | 166.24 | AGM Fundraiser | 217.33 | ||||||
| Christmas Fayre 22 | 700.12 | Christmas Fayre 22 | 228.75 | ||||||
| Christmas Post | 192.00 | Christmas Post | 11.60 | ||||||
| Easter (event in April 23) |
5.00 | ||||||||
| 1272.37 | 457.68 | ||||||||
| B/F | 34825.03 | ||||||||
| Total Income | 26841.81 | Total Expenditure | 28826.80 | ||||||
| 61666.84 | |||||||||
| Less expenditure | 28826.80 | ||||||||
| 32840.04 | |||||||||
| Balance at Nat West | 32823.19 | ||||||||
| Cash held 31/3 | 193.76 | ||||||||
| 33016.95 | |||||||||
| Adjustments Below PI310 25/11/22 |
56.27 | Scouts cash 21/22 transaction | |||||||
| BACS 7/11/22 | 128.58 | 21/22 transaction | |||||||
| BACS 5/9/22 | 114.60 | inc in 1051.76 | 21/22 transaction | ||||||
| BACS 21/11 | 100.00 | Scout camp deposit 23/24 transaction |
|||||||
| 12x BACS | 90.00 | Beavers museum 23/24 transaction | |||||||
| FINAL BALANCE £32840.04 |
This is a summary of the overall accounts which are held in more detail on an electronic spread sheet.
I certify that I have examined these accounts and find them to be correct, having checked samples of invoices, withdrawal and transaction history with supporting documentation, statements and cheque book and paying in stubs.
Signed R Horler (11.7.22) Signed 12.7.22