## **Annual General Meeting Agenda** ## **Thursday 18 June 2025** ## **1. Welcome & Apologies** ## **2. Approval of 2025 AGM Minutes** ## **3. Group Chair’s Report** ## **4. Group Lead Volunteer’s Report** ## **5. Hunters Explorer Scout Unit Report** ## **6. Group Treasurer’s Report** - a. Approval of 2025 Accounts - b. Approval of 2026 January-March Accounts ## **7. Governance Matters** - It is recommended that the 13[th] Itchen Scout Group: - a) re-adopt the Constitution for a Group Scout Council and Board of Trustees as detailed in Rule 5 of The Scout’s ‘Policy, Organisation and Rules’. - b) set the Group Scout Council Membership as detailed in Rule 5.4.4.2(a) of The Scout’s ‘Policy, Organisation and Rules’. - c) agree the maximum number of Members on the Board of Trustees as twelve. - d) agree a quorum of four members for all meetings of the Board of Trustees. - e) thank Louise Nash for serving as Auditor for the 2025 accounts and to appoint Louise as Auditor for the 2026/7 accounts. ## **8. Appointment of Group President** - Nominations Received: - a) Louise Smith ## **9. Appointment of Ex-Officio Members of the Group’s Board of Trustees** - a) Group Lead Volunteer – Sarah Kinloch - b) Group Chair – Nominations Received: Nil - c) Group Treasurer – Nominations Received: Daniel Cross ## **10. Appointment to the Group’s Board of Trustees** - Nominations Received: - b) Theresa Booth - c) Robert George - d) Helen Jurd - e) Chloe Bishop - f) Lee Harris ## **11. District Representative & Presentations** **13[th] Itchen Scout Group Group Lead Volunteer: Sarah Kinloch Group Chair: Adam Mori Registered Charity Number 275337** **Annual General Meeting Minutes** **Thursday 6 June 2025** ## **1. Welcome & Apologies** Present: Adam Mori (Group Chairman), Sarah Kinloch (GLV), Dan Cross (Treasurer), Andy Johnson (Hunters - ESU), Nicki Fry, Theresa Booth, Juliette Ribi, Dominic Cuncliffe, Amy, Taylor, Ewan Simpson, Dawn Mansfield, James Knowles, Gemma Bone, Mark Watkins, Angela Knight, Kev Clarke (County), Mike Bignell, Andrew Autey, Daniel Stride, James Lutley, Nina Lutley, Tetiana Baklykova, Shaun Ebejer, Paul Huckle, Rhian Huckle, Liz Stubbs, Claire Harris, Anwe Sid-Ahmad, Gary Tidmarsh, Jane Corfe, Ross Webb, Neil Parkes, D Griffiths, C Hooper, David Swain, Daniel Slack, Lee Harris, Tracey Harris, ## **2. Approval of 2024 AGM Minutes** The minutes of the 2024 AGM were agreed as an accurate reflection of the last AGM and were unanimously agreed, proposed by Nina Lutley and seconded by Dan Cross. ## **3. Group Chairman’s Report** Adam, Chair, summarised their report. How the BOT works to take the administration away from the leaders. Itchen district has now merged and a new membership system nationally - both of which have been embedded well. Thanks to all the leaders of the 13th for their continued support. Thanks to the BOT for all their help too. Special thanks to Dan (Treasurer), Clive (QM) and Sarah Kinloch (GSL). Spoke to parents / carers before the meeting started regarding recruitment. No questions. ## **4. Group Scout Leader’s Report** Sarah, Group Scout Leader, summarised their report, reiterating thanks to each of the section leadership teams and the Board of Trustees. A really successful year from an activities point of view. An overview of the section's activities and badge achievements were given. Thank you to all leaders. Thanks to Adam for all his assistance over the last few years. There were no questions. **13[th] Itchen North Scout Group Group Scout Leader: Sarah Kinloch Group Chairman: Adam Mori Registered Charity Number 275337** ## **5. Hunters Explorer Scout Unit Leader’s Report** Andy, Hunters Explorer Scout Leader, summarised their report. A quick overview of how the Explorers fit in within the 13th and how we work together. Lots of activities over the past year. One explorer has joined the County team to participate in expeditions. Another scout is busy preparing for a Malawi trip. Monopoly run completed in March again. 25 explorers currently. Several explorers are Young Leaders with the 13th. Several DofE Gold achievers and several other Bronzes. Thanks to all Explorer leaders. Poland Jamboree in 2027 - brief explanation given to parents. No questions. ## **6. Group Treasurer’s Report & Approval of 2024 Accounts** Accounts have been audited and approved by BOT. Dan gave a brief summary of our Financial health. Adam thanked Dan for all his efforts with claiming back all the Gift Aid that had been missed. Proposed - Adam. Seconded - Dan. All approved ## **7. Governance Matters** As set out in advance of the meeting, the following was agreed unanimously by all. - a) That the 13[th] Itchen North Scout Group re-adopt the Constitution for a Group Scout Council and Board of Trustees as detailed in Rule 5 of The Scout’s ‘Policy, Organisation and Rules’. - b) set the Group Scout Council Membership as detailed in Rule 5.4.4.2(a) of The Scout’s ‘Policy, Organisation and Rules’ - c) That the maximum number of Elected Members on the Board of Trustees be set at twelve. - d) That the quorum be set at four members for all meetings of the Board of Trustees. - e) To thank Louise Nash for serving as Auditor for the 2024 accounts and to appoint Louise as Auditor for the 2025 accounts. Adam - proposed. Sarah - seconded. All approved. ## **8. Election of Ex-Officio Members of the Group’s Board of Trustees** - **a. Group Lead Volunteer -** Sarah Kinloch - **b. Group Chair -** nominations received: Adam Mori - **c. Group Treasurer -** nominations received: Daniel Cross All stood down. All were re-elected following a unanimous vote and no further nominations received. **13[th] Itchen North Scout Group Group Scout Leader: Sarah Kinloch Group Chairman: Adam Mori Registered Charity Number 275337** ## **9. Appointment to Members to the Group’s Board of Trustees** - nominations received: - a. Theresa Booth - b. Robert George - c. Rhian Huckle - d. Helen Jurd - e. Daniel Stride There are also three other people that are in talks with Adam to join the BOT. Following a request for further nominations, the individuals named above were unanimously elected as members of the Board of Trustees. All Proposed and Seconded by Adam Mori and Sarah Kinloch respectively. ## **10. Presentations** None for 2025 ## **11. District Representative** Ken Clarke - thanked all the leaders of the 13th for their continued support. The district has now merged (Itchen North & South) to become Itchen District. New badges to follow shortly. Lots of experiences coming up for young people and encouraged all parents to help their Young Person to get involved. The AGM was completed, and all enjoyed a BBQ **13[th] Itchen North Scout Group Group Scout Leader: Sarah Kinloch Group Chairman: Adam Mori Registered Charity Number 275337** **Group Chair Report** The Board of Trustees role is to ensure that the Group maintains strong governance arrangements which allow our fantastic team of volunteers to deliver an exciting and varied programme. I hope Sarah’s report is an indication that we have succeeded! In the last year, the Board has: - reviewed the Group’s GDPR policy, - reviewed the Group’s risk register, - reviewed the reserves policy and budget for the Group, and - reviewed the annual census return. While I would like to thank all the members of our Board of Trustees for their contributions over the last year getting all the above in place, I would like to specifically thank our Treasurer, Dan Cross. This role takes a lot of time and is essential for a well-run Group, and Dan excels at it. I would also like to thank Clive Gould for continuing his role as our Quartermaster. Whilst not part of the Board of Trustees, this role is essential for ensuring kit is well maintained and safe to use. Perhaps an occasionally unrewarding role but one which truly benefits the Group as a whole and so we are all incredibly appreciative of Clive’s time. I hope it goes without saying that the numerous experiences and achievements the young people in the Group benefit from are only made possible due to our leadership teams – thank you all and congratulations to those who achieved wood beads or service awards! Leading this team is Sarah, our Group Lead Volunteer. Sarah has overall responsibility for the entire Group, and her positive influence continues to be immeasurable. After five years as the Group’s Chair, I have taken the decision to step down from this role, as my initial aims have been completed. The Board is in a really good position for the next Chair to take on the role with everything in place – if anyone is interested in finding out more please get in touch. Adam Mori Group Chair 13[th] Itchen Scout Group **Board of Trustees Overview** The Trustee Board is a team of volunteers who work together, as charity Trustees, to make sure that Scouting at the 13[th] Itchen is run safely and legally. At the heart of the role is a focus on strategy, performance, and assurance. Effective Trustee support helps other volunteers run the programmes that gives young people skills for life. The purpose of this document is to set out the Board’s responsibilities as per Policy, Organisation & Rules and to act as a ‘live document’ recording decisions made in relation to the Group’s governance. The Trustee Board must act in the charity’s best interests, acting with reasonable care and skill. The Trustee Board must: - a) develop and maintain a risk register, including putting in place appropriate mitigations. - b) ensure that the charity’s finances are properly managed, including development and maintenance of appropriate budgets to support the work of the charity. - c) maintain and manage a reserves policy for the charity (including a plan for use of reserves outside the ‘minimum’). - d) ensure that people, property, and equipment are appropriately insured, and that any property and equipment owned or used by the charity is properly protected and maintained. - e) promote and support the development of Scouting in the local area. - f) ensure that effective administration is in place to support the work of the Trustee Board. - g) ensure transparency of operation, including: - h) take responsibility for adherence to Data Protection Legislation recognising that, dependent on circumstances, it will at different times act as a Data Controller and as a Data Processor. - i) individually and collectively maintain confidentiality regarding appropriate Trustee Board business. |September|Review GDPR
Review Hunters ESU Partnership Agreement
Review Equipment and Insurance| |---|---| |November|Set Budget
AgreeReservesPolicy| |February|Review Census
Plan AGM (including approving accounts).| |May (AGM)|Approve the Trustees’ Annual Report (which must include the Annual
Audited Accounts) and file these with the Charities Commission.| |June|Review Risk Register| **Group Lead Volunteer’s Report – AGM 2026** It has been another busy year for the 13[th] Itchen Scout Group. Following a fantastic Group Camp at Lyons Copse in Autumn 2025, it is time to look back over the twelve months. There was an excellent turnout for Remembrance Sunday in November. As GLV, it always makes me very proud to see our young people attending this event, and pausing to remember the sacrifice made by others. In October, we enjoyed a hugely successful weekend ‘Round the World’ Group Camp at Lyons Copse. Over ninety members of the 13[th] and Hunter’s ESU camped together. You should have seen the food bill!! Mostly, the weather was on our side, and we were able to make full use of the outside space for all our activities. These included backwoods cooking, campfire, pizza making, different craft activities, Sumo wrestling, an inflatable obstacle course and fake wounds. A few 13[th] Scouts took part in this year’s Roverang – a stage show of local Scouts and Guides at Barton Peveril’s Rose Theatre. A massive well done to them! In February, a number of Cubs, Scouts and Explorers enjoyed a chilly (and sometimes rainy) trip to PGL on the Isle of Wight. A highlight of which was Akela riding a Cub-built go kart! We are very lucky to still have Young Leaders in most sections. These individuals continue to provide a great contribution to the section teams and are developing their leadership skills to hopefully become full adult leaders in due course. Our sections have had an eventful year of activities: ## **Beavers:** - Two Blackfoot Beavers earned their Bronze Awards - The programmes at both colonies have been exciting and varied… - Arapaho enjoyed an Adventure Summer Camp - Celebrating various events such as Pancake Day, plus St George and St Patrick Days - Getting out and about on hikes and doing campfires - Completing challenge badges - Focussing on health and fitness - Blackfoot visited a local Fire Station - 422 badges were awarded across both Colonies ## **Cubs:** - Two Comanche Cubs and One Cheyenne Cub gained their Chief Scout Silver Awards - We welcomed four new Leaders - Dawn and Alice to Cheyenne, and Nathan and Marc to Comanche - Members of both Packs attended the ‘110 years of Cubs’ celebration camp at Foxlease in the New Forest - Cheyenne had visitors in the shape of Morris dancers – there were some amazing and hilarious photos! - Comanche have embraced outdoor activities such as den building and kayaking - Cheyenne enjoyed a visit to the Lifeboat station - 641 badges were awarded across both Packs ## **Scouts:** - Five Zulu Scouts gained their Chief Scout Gold Awards - Zulu and Masai have both enjoyed Troop camps - Both troops will attend the forthcoming District Patrol Camp in June – an event for over Itchen Scouts organised on behalf of the District Commissioner by Ross Blair, one of the Masai Scout Leaders - Zulu raised money by sleeping rough at Cricket Camp as part of the ‘Big Sleep out’ for the Step by Step charity - Food seems to have played a big part in the Scout programme this year, with both troops doing a chip shop hike evening, plus a number of other food based meetings. - Two teams from Zulu completed their Expedition Challenge in the New Forest - The Scout programme has included evenings with archery, knife/axe skills, kayaking, orienteering, caving, Ready, Steady, Cook, murder evenings, water safety, driving range, geocaching… - 223 badges were awarded across both Troops At the 13[th] , we are providing Scouting for 130 young people, and this continues to rise. This is due in no small part to the efforts of the Leader teams, and I would like to express my gratitude and thanks to them for all the time, effort and enthusiasm they bring. I would also like to thank our Board of Trustees, for giving up their time to help run the Group. Lastly, many thanks to you as parents and supporters of the Group, for bringing your young people to all of the activities we run, for rolling up your sleeves and getting stuck in with tent erecting, tent striking, camp cooking, volunteering for parent help on section nights… the list is endless! It’s the people within the Group that make it what it is – a huge, successful team, and I am absolutely delighted to be part of it. Sarah Kinloch Group Lead Volunteer **Hunters ESU Report - AGM 2026** Hunters ESU have enjoyed a quieter but still active and successful year. At the end of June last year, we achieved a first for our unit by spending a night on Brownsea Island. We travelled by train and carried all our kit; it was a fascinating camp at the location of the first ever Scout Camp. A highlight for us was having a photo taken with the statue of Lord Baden Powell wearing our unit necker! We also had one Explorer (Eloise Fulker) take part in an expedition to Malawi over four weeks last summer. This was a Hampshire Scouts led expedition during which the participants built a school including doing the brick lying and making tables and chairs from scratch. We also took part in camps in September at Pinsent, Group camp with the 13[th] in October and an overnight visit to Thorpe Park for Fright Night. This year we have had amazing weekends at a very wet and muddy Ferny Fest in Feb and a beautifully sunny Reef Camp in May. In March we competed in the National Monopoly Run competition in London where our teams had to navigate around the real-life locations on the Monopoly board. Departing early at 0630 from Hedge End and arriving back around 2030, this was a tremendously fun, long and tiring day for all involved. Our two teams had a fantastic time and enjoyed their time in London. Our membership currently stands at 22 Explorers and have several involved as Young Leaders within the Leadership teams of the sections in the 13[th] Itchen North Scout Group. To perform this role, they have to do an extensive training schedule which gives them the skills to be able to support the younger sections. We have had several Explorers complete their Duke Of Edinburgh awards at Bronze and Silver levels and several achieve the Chief Scouts Award at Platinum and Diamond level – the highest that they can achieve in Explorers. We are very happy that one of our unit, Alex Kinloch has been selected to attend the Hampshire led Project 27 expedition to the USA. We wish him the best of luck with his training weekends. One of our leaders, Ang Knight has been selected to attend the Swiss Adventure expedition next summer and I have been selected as a unit leader for the Hampshire & IOW unit that is attending the 26[th] World Scout Jamboree which is being held in Poland in the summer of 2027. This highlights some of the amazing opportunities that are on offer for Explorer Scouts. We are very proud of all our Explorers’ achievements and the commitment that they show to making Hunters a successful unit. My thanks go to my fellow leaders of Chris Bone, Rob Felstead, Mike Bignell, Mike Veater and Angela Knight, and to the Hunters Explorers without whom none of the above would have been possible. Andy Johnson Team Leader Hunters Explorer Scout Unit ## **13th Itchen Scout Group Balance Sheet** ## **Income Expenditure** |**Opening Bank Balances as at 01 January 2025**
Lloyds Current Account
£15,133.46
CCLA Deposit Fund
£149.68
Prepaid card balance
£2,247.20
Cricket Camp
£230.00
Lloyds Saving
£0.00
Activities
Admin
Badge/Necker/Woggle
Fees
Insurance
QM
Rent
Training
Cricket Camp Expense
Prepaid Cards
CCLA Interest
Go Cardless
HMRC Gift Aid
Subs
Savings interest (Lloyds)
Grant|**£17,760.34**
£1,134.50
£8,531.08
£51.73
£108.12
£25.00
£7,137.00
£620.16
£43.89
£3,334.50
£0.00
£230.00
£12,986.71
£6.27
£35,614.18
£3,903.97
£104.00
£31.71| |---|---| |**Closing Balances as at 31.12.2025**|| |Lloyds Current Account
£11,353.36
CCLA Deposit Fund
£149.68
Prepaid card balance
£3,310.49
Cricket Camp
£750.00
Lloyds Saving
£10,026.71|**£25,590.24**| ||£58,606.70
£58,606.70| LT7QtyX6- lThd*pthdtAt EK&*Mr'sR*porttoth¢Trult*•sV￿￿irylaZ4> England & Wales Unqualified report for o non-company charify preparing receipts and payments accounts with a oross income of £250.000 or le￿ in the relevant h"nancial year IndRpkndont QXaminef5 roporttotho tru5toqs of ILY hchon SCO￿ Group, Listrictl ond•d13'11112025I As tkn uf tho I.. WJU prnpllr￿ oft •llCOuMs requirernent50ftheChirits5ActZOII I'tr*Actl. I report ifi teipettoF ' t. e- ic¢0￿￿15 EifTlEd￿l wder **Expenditure**| |---|---|---| |**Opening Bank Balances as at 01 January 2026**
Lloyds Current Account
£11,353.36
CCLA Deposit Fund
£149.68
Prepaid card balance
£3,310.49
Cricket Camp
£750.00
Lloyds Saving
£10,026.71
Activities
Admin
Badges
Fees
Insurance
QM
Rent
Training
Cricket Camp
Prepaid Cards
CCLA Interest
Go Cardless
HMRC Gift Aid
Misc
Grant
Interest||**£25,590.24**
£314.00
£6,194.80
£162.06
£75.00
£7,936.00
£1,111.50
£42.00
£3,229.40
£1.38
£7,129.01
£1,193.50
£700.00
£13.46| |**Closing Balances as at 31.03.2026**||| |Lloyds Current Account
CCLA Deposit Fund
Prepaid card balance
Cricket Camp
Lloyds Saving
GO cardless confirmed|3636.01|**£16,514.95**| ||£149.68
4,581.09
£108.00
8040.17|| |||£35,103.65
£35,103.65| England & Wales Unquaitfied report for a rK)nW•lth*4L 13001 ￿ ACL. N•mtr. L￿lSE NA9 Date. 9- JU￿ ￿2fj