## Minutes of the 1st Cowfold Scout Group Executive Committee Meeting Monday 28[th] March 2022 via Zoom
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AGENDA ITEM MINUTES ACTION
POINTS
In Touch Sign In Completed.
Present – Ellen Barker (EB), Angie Bell (AB), Richard Cooper
(RC), Adam Smith (AS), Claire O’Brien (COB), Steve Sims
(SS), Nita Reynolds (NR), Mark Van Lock (MVL), Suzanne
Redford (SR), Caroline King (CK).
Apologies Becky Clark (BC), Joanne Nelson (JN), Ian Jewell (IJ), Steve
Marshall (SM), John Stapleton (JS).
Approval of The minutes from the last Exec meeting were approved.
minutes of last
meeting
Matters arising Bank mandate: there has been a slight change. NWD no
longer to be a signatory. Signatories will be EB, SS, IJ, NR
and SR. IJ requires a copy of these minutes to submit with
the mandate paperwork. AB
Insurance: IJ has made the payment. Completed.
The Fold: ongoing.
Chairperson vacancy: ongoing.
Tree – SS is waiting to catch up with Dave Wilkins. The
issue is likely to become clearer as spring progresses.
Ongoing.
Pathway: AS has tried to contact NWD by email but had no
response. AS requested NWD phone number. EB to EB
provide. Awaiting Parish Council AGM minutes.
Squirrels: running for about 3 months now, 20 attendees.
The first has now moved up to Beavers with another
following shortly. One more permanent leader is required.
Covid-19 Mask wearing for leaders is now optional. If a family
update and member has Covid-19 members are currently asked to
impact stay away until the family is clear. Free testing is ending
later this week and the process going forward is unclear. It
is important to be consistent across the group. The Scout
Association are leaving it to group discretion. Good
ventilation is key. Scouts and Explorers are meeting
outside. The measures required can be activity dependant.
District are not making any allowances for Covid-19 for the
planned cub camp. It is harder to socially distance in the
younger sections.
It was agreed to maintain the current approach with
members notifying the group if there is a case in their
family and staying away until everyone is clear. EB to
notify parents in line with Government date for end of free EB
testing.
Other leaders will also be consulted. It is hard to enforce
any guidance with current Government advice and the end
of free testing.
Finances Accounts: NR was thanked for all her hard work in
balancing the accounts.
A message and associated paperwork regarding
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acceptance of the accounts was circulated before the
meeting. Two historic errors were spotted by Alison Austin
and have been accounted for this year. The accounts were
accepted by the Executive. NR to upload to the Charities NR
Commission. A copy of these minutes need to be uploaded AB
with them. AB to share minutes with NR asap.
The main account balance was £24,993.28 as of 01/03/22.
Capitation is due and IJ has sent this off. There are two
payments – one for Explorers and one for the remaining
sections. NR requires second invoice amount, EB to EB
provide.
NR requested the receipt for the oil purchased in April
2021 and the receipt for a payment to Phoenix Fire EB
Solutions from July 2021.
NR has £22 in £1 coins from a recent section meeting. EB
requested NR transfer amount to main account and keep
the change.
Alison’s help is very much appreciated. A thank you gift is NR
to be arranged.
Fees: SR reported that hopefully nearly there. The next
statement will make the situation clearer. Online banking
will make the process much easier when it is available.
Gift Aid: this has been set up on OSM by EB. A reminder
will be sent out. Once the process is complete a list can be
created and used for a Gift Aid claim.
Fundraising & A change in testing and removal of restrictions gives the
events opportunity to hold events again. It was suggested that
members be encouraged to attend the village Jubilee
picnic in uniform, possibly as a group. There is unlikely to
be a fundraising opportunity at this event.
It looks like the fete is going ahead on the first Saturday of
July, further details awaited. The group have been invited
to book a stall. It would be good to have a presence at the
event and include a fundraising element. One of the
village coffee shops is doing sandwiches etc. Ideas
discussed included a tombola, gift bag tombola, Lego walk
and car wash. It was decided a car wash is not possible
due to the water pressure and metered water supply.
Another idea raised was auctioning off jobs/time e.g.
weeding, car cleaning.
Hosting an indoor event was covered with the idea of a
quiz night or race night in the autumn being settled on.
CK suggested hosting a family fun run from the Scout Hut.
There could be an entrance fee and people could be
encouraged to gather sponsorship. A route could be set
with markers and manned by marshals with water and
medals at the finish line. A BBQ could be offered
afterwards with a bar. CK can hopefully borrow a finish
arch from Henfield Joggers. Entrants could walk or run
their chosen distance category. Prizes could be offered and
fancy dress suggested. A potential date of 15 [th] July was
proposed which gives an opportunity to advertise at the
fete. A licence would need to be obtained for the bar which
needs to be submitted 4 weeks in advance of the event.
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A cycling event was also raised but this would need more
thought as there are not any bridleways accessible from
the Scout Hut.
District News EB advised that District are cancelling warrants if DBS
checks, GDPR training and safeguarding training are not
up to date.
Further details are awaited for the District cub camp.
A separate leaders meeting will be held to discuss the
combined Jamboree, Riverside Walk and St. George’s Day
event.
Go Beavers is taking place on the 12 [th] June. One more
leader is required.
There is a rumour that Colony Capers will be back in
September.
Leaders & Exec One more leader is required for Squirrels, Beavers, Cubs
and Scouts.
Adult to member ratios have changed. EB to circulate. EB
AS commented that he has Cubs that are registered but do
not attend. EB advised that one has notified her that they
will not be returning to Cubs. Inconsistency is attendance
is challenging but tricky to do anything if they have paid
their fees.
Exec vacancies are Chairperson, fundraising
representative and parent representatives from Squirrels,
Beavers and Cubs.
The fete can be used for a recruitment drive.
AOB Storage unit: an Ikea style unit for the lobby area has been
designed in the past. This would be for storing first aid
kits, high vis, t-shirts etc. it would be good to progress this
project. Some of the funds from the Coop are for a storage
unit. Paperwork to be located. AB/EB
Minibuses: RC requires two minibuses for planned trips.
Community groups and other Scout groups have been
approached but with no joy. Any help welcomed.
Bin storage: SR has a single bin storage unit available. SR
to take measurements and send to EB. Leaders were asked SR
to be careful with what is left in the bins indoors. People
were also reminded that recycling needs to be clean and
loose (not bagged).
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Next meeting – Monday 6th June at 8pm (aiming for face to face but TBC)
## **1ST COWFOLD SCOUT GROUP Statement of Financial Activities**
## **Year ended 31 March 2021**
|**INCOME**
Fundraising - balloons
Fundraising - quiz
Fundraising
Donatons / Grants
Income: Badges
Income: Subscriptons - Group / Capitaton
Tax Recovered/Gif Aid
Camp and Trip Receipts plus DoE
Interest received
Uniform/Hut Hire
**EXPENDITURE**
**Direct Charitable Expenditure**
Subscriptons - Group / Capitaton
Scout badges
Scout expenses
Camps and trips
Equipment
Scout supplies - Tshirt design
**Other Expenditure**
Fundraising Costs/Donatons
OEX: Premises costs inc Heat Light&Water
Scout Hut Insurance and Rent
Water Company - business stream
Misc (Cash deposit,last year lef over and
Amazon Refund)|**2021**
205
100|
|---|---|
||305|
||19,982
141
8,491
-
3
-
45|
||28,968|
||5,880
833
2,606
200.00
-
25
19
532
830
106|
|Council Tax
Statonery
Telephone
PPE
Misc
SURPLUS / SHORTFALL FOR YEAR
BALANCES BROUGHT FORWARD
BALANCES CARRIED FORWARD
MOVEMENT
**1ST COWFOLD SCOUT GROUP**
**Balance Sheet**
**Year ended 31 March 2021**
**ACCUMULATED FUNDS**
**CURRENT ASSETS**
Current Accounts
Deposit Accounts
Cash|1,486
132
80
-
239
8
11,491
17,477
18,678
36,155
17,477|
|---|---|
|||
||**2021**
36,155
36,155
28,150
8,005
-|
36,155
## **2020**
44 44
977
-
13,220 -
5,137
21
981
350
20,730
5,886 1,304 3,165
6,474
756
1,090
222
2,685 804 -
3,489
186 -
43
- -
,615
- 1,885 20,563 18,678 - 1,885
## **2020**
18,678 18,678
8,135 10,501 42
18,678
## Alison Austin
## Chartered Accountant (FCA BFP)
## **Independent Examiner’s Report to the Trustees of 1[st] Cowfold Scout Group Council**
I report to the trustees on my examination of the accounts of the 1[st] Cowfold Scout Group for the year ended 31[st] March 2021.
## **Responsibilities and basis of report**
As the charity trustees of the 1[st] Cowfold Scout Group, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (The Act).
I report in respect of my examination of the 1[st] Cowfold Scout Group accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
## **Independent Examiner’s Statement**
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination, giving me cause to believe that in any material respect:
1. Accounting records have not been kept in respect of the 1[st] Cowfold Scout Group as required by section 130 of the Act; or
2. The accounts do not accord with those records.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
Signed:
Alison Austin (BFP FCA)
Date: 23/03/22
**Home Farm House, St. Leonard’s Forest, Horsham, West Sussex, RH13 6PH Telephone number: 07711 314616 Email address: alison.darkover@gmail.com**