## Agenda Annual General Meeting, Tuesday 22[nd] June 2021 Via Zoom 7.30pm 2nd Thatcham AGM Time: Jun 22, 2021 07:30 PM London Join Zoom Meeting **https://zoom.us/j/96652850100** Meeting ID: 966 5285 0100 Passcode: 0376779758 ## Agenda 1. Welcome & Apologies 2. Approval of 2019-20 AGM Minutes 3. Trustee’s Annual Report for 2020-21 4. Treasurers Report and Accounts for 2020-21 5. Approval of the Trustee’s Annual Report and Statement of Accounts for 2020-21 6. Approval of the Group Scout Leader’s nomination of the Group Chair for 2021-22 7. Election of Group Executive Officers for 2021-22 Group Secretary Group Treasurer 8. Election of Members to the Group Executive for 2021-22 9. Appointment of Independent Examiner for 2021-22 10. 2[nd] Thatcham Scouts Annual Review ## AGM Minutes – 3 November 2020 Zoom Meeting ## **Present** D Danskin B Tichband Maltby Family A Hunter T Bareham N Doe S Bird G Bird A Pritchard A Cole J Parmar C Coopey Apologies from: P Frost, J Payen, A Davis ## **Awards** No awards were given out this year as the AGM was via Zoom ## **Minutes** Minutes of the last AGM (12/07/2019) were distributed via email and approved by a show of hands with 1 change to attendance Trustees Annual Report and Statement of Accounts for 2019-2020, were circulated by email and approved by a show of hands The Treasurers Report and Accounts for 2019-2020 were talked through and approved. ## **Nominations and Elections for 2020-2021** Amanda Cole nominated by District Commissioner and elected as Group Chair Jyoti Parmar continues as Group Treasurer Allison Pritchard continues as Group Secretary. Nigel Doe continues as Quartermaster All the above were thanked for their hard work and support over the last year The following parent reps were elected; Ben Tichband – Forest Beavers Dan Danskin – Great Oak Beavers TBC – Rogers Cubs TBC – Bostock Cubs Dan Danskin – Thor Scouts We have vacancies for Parent Reps if anybody wants to join us please let us know Mark Alderman was appointed as the Independent Examiner ## **2nd Thatcham Scouts Overview** It has been a difficult year with the GSL changing a couple of times, but a successful year for the Young People, who have taken part in various camps, sleepovers, activities and trips. The Scout camp to Jersey was fantastic. ## **District Commissioner** Caroline Coopey thanked all the Leaders, Parents and Exec members for their support of the Group. Commented that we are the largest Group in the District and that that comes from good leadership Very difficult at the moment with COVID to know where we will be over the next few months. Moving forward now, hopefully we will carry on with the sections getting together and doing well over the lockdown. ## **Chairperson** Amanda Cole thanked everyone for coming to possibly the shortest AGM ever! She apologised for the delay to the meeting and that we all missed out on a BBQ but appreciated people joining us at a very different AGM this year. She reiterated that we have a strong group both financially and actively and again thanked everyone involved. It is going to be a challenging year ahead reacting to COVID but with some flexibility and adapting of activities she is looking forward to hearing about all that we do next year. AC thanked those involved with the Hut redecoration it is looking great. ## **Many Thanks** Thanks to all the leaders, helpers, parents and young people Next years AGM – date to be confirmed ## Trustee’s Annual Report ## For the period from 1[st] April 2020 to 31[st] March 2021 ## A. Reference and administration details Charity name: 2[nd] Thatcham Scout Group Charity number: 279878 (England & Wales) Charity’s principal address: Memorial Playing Fields Brownsfield Thatcham RG18 3AG Names of the Charity Trustees who managed the charity during the year (the “2[nd] Thatcham Executive Committee”): |Elected|Amanda Cole|Chairperson| |---|---|---| ||Jyoti Parmar|Treasurer| ||Allison Pritchard|Secretary| ||Caroline Coopey|GSL (stand in)| |||| |Nominated
members||| ||Nigel Doe|Quartermaster| |||| |||| |||| |Co-opted|Ben Tichband|Parent Rep (Forest Beavers)/Fundraising Team| |Members|Dan Danskin|Parent Rep (Great Oak Beavers)/Fundraising Team| ||Vacant|Parent Rep (Rogers Cubs)/Fundraising Team| ||Vacant|Parent Rep (Bostock Cubs)/Fundraising Team| ||Dan Danskin|Parent Rep (Thor Scouts)/Fundraising Team| |||| ||Vacant|Youth Rep| Bankers: Lloyds Bank Thatcham Independent Examiner: Marc Alderman The Scout Association Gilwell Park Chingford London E4 7QW **0345 300 1818 (UK) +44 (0)20 8433 7100 scout.association@scouts.org.u scouts.org.uk** /scoutassociation @UKScouting **Patron:** HM The Queen. **President:** HRH The Duke of Kent. **Founder:** Robert Baden-Powell OM. **Chief Scout:** Lt Cdr (Hon) Bear Grylls RN Registered Charity Numbers 306101 (England and Wales) and SC038437 (Scotland) Incorporated by Royal Charter. B. Structure, governance and management The Group’s governing documents are those of The Scout Association (Registered Charity number 306101). They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the Scout Association and the Policy, Organisation and Rules of The Scout Association. The Group is established under The Scout Association’s rules, which are common to all Scout undertakings in the United Kingdom. ## **B.1 The 2[nd] Thatcham Executive Committee** The 2[nd] Thatcham Scouts are managed by the Group Executive Committee, the members of which are the Charity Trustees of the Scout Group and are appointed in accordance with the rules of The Scout Association. The Committee consists of three independent representatives - Chairman, Treasurer and Secretary - together with any Group Scout Leader(s), and parent representatives. The Executive Committee meets at least 4 times each year and exists to support the Scout Group. Members of the Group Executive Committee must act collectively as the Charity Trustees of the Group, and in the best interests of its members to: - Ensure compliance with all relevant legislation; - Comply with the Policy, Organisation and Rules of The Scout Association; - Protect and maintain any property and equipment owned or used by the Group; - Manage the Group finances; - Provide insurance for people, property and equipment; - Provide sufficient resources for Scouting to operate. This includes, but is not limited to, supporting recruitment, other adult support, and fundraising activities; - Promote and support the development of Scouting in the local area; - Manage and implement the Safety Policy locally; - Ensure that a positive image of Scouting exists in the local community; - Appoint and manage the operation of any other sub-Committees, including appointing Chairmen to lead those sub-Committees; - Ensure that Young People are meaningfully involved in decision making at all levels within the Group; The Group Executive Committee must also: - Appoint Administrators, Advisers, and Co-opted members of the Committee; - Approve the Annual Report and Annual Accounts after their examination by an appropriate auditor, independent examiner or scrutineer; - Present the Annual Report and Annual Accounts to the Group Scout Council at the Annual General Meeting and file a copy with the District Executive Committee; - Maintain confidentiality with regard to appropriate Executive Committee business. ## **B.2 Internal controls** The Group Executive Committee has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss of the Group’s property and money; these include two signatories for all bank payments. C. Objectives and activities The objectives of the Group are achieved by operating in accordance with the Purpose, Values and Method of Scouting and The Scout Association. The Purpose of Scouting is to actively engage and support young people in their personal development, empowering them to make a positive contribution to society. As Scouts we are guided by these values: - **Integrity** – We act with integrity; we are honest, trustworthy and loyal. - **Respect** – We have self-respect and respect for others. - **Care** – We support others and take care of the world in which we live. - **Belief** – We explore our faiths, beliefs and attitudes. - **Co-operation** – We make a positive difference; we co-operate with others and make friends. Scouting uses a Method, which is young people, in partnership with adults: - enjoying what they are doing; - learning by doing; - participating in varied and progressive activities; - making choices for themselves; - taking responsibility for their own actions; - working in groups; - taking increasing responsibility for others; - taking part in activities outdoors; - sharing in prayer and worship; - making and living out their Promise. This Method is delivered mainly at Group level, through a weekly training programme and regular camps and activities for each age group (or “Section”). The Group supports this delivery mainly by providing programme advice and guidance for Section leaders; together with management advice and guidance for Group Scout Leaders and Group administrators. The Group also provides camps, activities and fundraising opportunities for all members of the 2[nd] Thatcham Scout’s and contributes to the district activities. ## D. Achievements and performance ## **D.1 Activities** Since March 2020 the Group have been carrying on with Scouting on zoom with just a few weeks in the autumn when we were able to meet in smaller groups face to face for a short time, before we had another lockdown. Beavers and Cubs have managed to run at home sleepovers for their sections and in October half term last year we ran a joint sleepover for all Beavers and Cubs in the Group. It was a great success and we had almost one hundred of your young people attend with their siblings and families. We are looking forward to returning to Scouting face to face after, when weather permits, we will be spending most of our meetings outside. We are all looking forward to meeting our young people again as it feels like a long time since we have seen them and some members we have only ever met on zoom. Throughout our time on zoom we have taken new young people in all sections and moved them up into their next sections. All our members have worked on many badges throughout our zoom meetings and also they have worked on badges at home. The young people have also completed their top awards in each section, this is thanks to the all the Leaders supporting them with great program ideas. One of our Scouts has work so hard that they have been presented with their Chief Scout Gold Award. We would like to say a big well done to Alex Turner. All the Leaders are very proud of what our young people have achieved. We should say a big thank you to all the Leaders in the Group who have all worked tirelessly throughout lockdown to create a program online either weekly or fortnightly for the past year. Well done to you all. ## **D.2 Membership numbers** Considering that we have been on zoom for the last year, we have kept most of the young people, and of those who did not want to join in on zoom, most have returned with face to face meetings. |Beavers:||Cubs:||Scouts:||| |---|---|---|---|---|---|---| |Forest|24|Bostock|21|Thor|33|| |Great Oak|21|Rogers|38||All Leaders|24| ## **D.3 Group fund raising** Due to COVID-19 restrictions, 2[nd] Thatcham Group were unable do any group fundraising during our Financial Year 2020-2021. We are hopeful that we may be able to have a few activities in the coming year. ## E. Financial Review The annual accounts for 2nd Thatcham Scouts Group are attached. They have been prepared by Jyoti Parmar - Group Treasurer and approved by the Executive Committee. An audit has been carried out by our Independent Examiner, Marc Alderman. The group’s principle source of funds is from member’s subscriptions, fundraising activities and gift aid with some additional income from rent and other minor sources. We have reduced our Terms Subscriptions for 2020-2021 to £26.00 due to COVID-19 restrictions and UK Lockdown. We have been able to collect the majority of our termly subscriptions via the GoCardless online system and we are grateful for your full cooperation and your support during this unprecedented time. Kind reminder for all parents to sign up to the gift aid scheme. We have been unable to do any fundraising, but we have received Grants of £20,240.93 from West Berkshire Council in support of local Charities & Businesses. We have received donation of £400.00 from Gamma Telecom in October 2020. The Group account shows a balance of £9,540.20 at the end of this financial year. This year we have refurbished the Scout Hut which has increased the overall costs. A new oven has been fitted in the kitchen and new lights in the Hut, refreshed the walls and ceilings with paint. We have installed a container in the Hut grounds. Overall costs for 2[nd] Thatcham Scout was of £18,594, which includes the Hut maintenance & refurbishment of £10,176K. The Colourful Caterpillar Pre-School has started renting the Hut in term time during the days from January 2021. We have collected the rent from TCC for 1[st] term but none from other sublets. We have refunded around £5.3K this year for all cancelled activities. (WINGS, Camps). We have been keeping separate funds accounts for capitation costs (money we pay for each child to the District every year), a hardship fund and a HQ maintenance fund for few years. The separation of those accounts ensures better management of group accounts. At the end of each financial year any monies held in the section accounts over £500 is transferred back to the group account. Any monies in the accounts held for forthcoming events will be left in the section accounts. We now run a budget system on the individual troop accounts where each section receives an amount per child at the end of a term determined on the number of subscriptions paid. This also enables us to keep a third towards group costs and a third towards capitation costs. This new system ensures that all group costs are covered and that we are not spending more than our income, ensuring the financial stability of 2nd Thatcham Scouts Group. ## **E.1 Reserves policy** The Group’s policy is to hold sufficient financial reserves to continue the charitable activities of the Group should income and fundraising activities fall short and also to deal with any exceptional expenses. Operating expenses at 2[nd] Thatcham Scout group were approximately £8,400 in the last financial year not including the District fees. The group currently holds £10,017.11 in the Scouts Association Account, which the executive committee believes to be a suitable sum to hold as a reserve. ## F. Plans for future period and other information At the time of this report, we have just started to meet the young people face to face and we hope that this will carry on through the summer term and into the autumn. At this time, we cannot run any camps or sleepovers, some of the sections are waiting for the go ahead so they can run some camps in the autumn term. Moving into the new school year we all want to run trips, camps and sleepovers and we are looking forward to that. We are also hoping to organize a Group camp next year. G. Declaration Agreed by the charity’s trustees at the 2[nd] Thatcham Group Executive Committee meeting held on June ?? 2021 and signed on their behalf Amanda Cole, Chairman June ??[, ] 2021 Jyoti Parmar, Treasurer June ??, 2021 Independent examiner's report to the tru5tee5 of 2ry1 Thatrham Scout Group I report to the trustees on my exarnination of the Kcounts of the 2 Thatcham Scout Group forthe year ended 31 March 2021 Responsibilities and basis of report As the charity trustees of 2- Thatcham Scout Group you are respOr￿￿b1e forthe preparation of the accounts In accordance with the requirements of the Charities Act 20111.the Act'l. I report in respect of rny examination of the 2nd Thatcham ScoLrt Group accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the •plicable Directions gtven by the Charty Comrnission under section 14515llbl of the Act Independent examiner's statement I have cornpleted my examination. I confwrn that no material matter5 have come to my attention Iri Comection with the examination giving me cause to believe that in any material respect accounting records were not kept in respect of the 2ThJ Thattham Scout Group a5 reqUI￿d by 5ertion 130 of the Art 2. the accounts do not accord wrth those record& I have no concems and have come across no other rnatters in Connett￿)n wrth the exarninatson to which attention shoukl be drawn in this report in order to enable a propef LtndefStandiNJ of the aC￿Urbts to be r•acW. Signed.. Name: Marc Alderrnan Relevant professional qualrfication or membership of prolessional bodies lrfaryl- Address.. 50 Grenadkr Gardens Thathcam RG19 4PN Date.. 02106121 2nd THATCHAM SCOUT GROUP i5tered Char No 279878 BALANCE SHEEf 202012021 alan inh nd1 r 2020 Balance In hand Group Atxounl 15011. G￿p Account 9540.20 Scouts Account Cub Account Beavers Account 2458.92 2943.92 1104.84 Swls A¢couni Cub Account Beavers Account 2712.23 1666.02 446.73 S¢out Jersey Camp 2929.34 so￿1 Jersey Camp 2929.34 Long Tem) Investment 10017.11 LorKJ Temi Investment 10017.11 Hardship Fund HQ maintenan￿ Fund Capitation Fund 864.00 1658 33 7954.47 Hardship Fund HQ Maintenance Fund Capilalion Fund 864.00 2358.33 12742.47 TOTAL 44942.49 TOTAL 43276.43 Cash Lloyds Bank Lloyds Bank - Savlngs Prepayment Card Scout Assn Account 408 89 18196.82 15849.71 469.96 1711 44942.49 Cash Lloyds Bank Uoyds Bank - Savings Prepayment Card Scout Assn Account 408.89 7298.60 23455,00 2096.83 17.11 43276.43 I c¢itify th8t these #ccounts rei%Ètsnt a in* ind￿1￿￿ td thè fmar*ial Wbjn attording 10 thè docum8nts SUppl￿d to m. and that the of The Sojul and the r8quirèm8nta The Ch•rty kts concerNrg fin•nc¢ hm fol¥y**d. Signed ..1. IINDEPEN NT EXAMINER) Signed ICHAIRMANI 21 /c6/zi Signed ITREASU 116 ACCOUNT 'FUNDRAISING SUBS TO GROUP JOWING FEES £000 £6.988 00 £oc £000 £0.00 £000 tooo £4.205.00 t1,5￿.00 £000 to.00 £000 £816 43 £102.00 £4￿ 00 £20.240.93 £529 -FUNDRA￿Nts &Jto. fransterstoieoxffl• EQUIPMENT & STQRES £0 CK) £6,410 £1,650.CK) Group 1ST THATCWMI GUIDES 3RD THATCHA¥I BROWPIIES 6TH TNATCWAM BROWNIES T¢¢ PRE-SCHOOL- RÈNT TCC PRE4CHOOL DEPOSIT HIRINGS G1FT AIO Groupsprthig Cw WINGS202Q G￿1 DONATIONS Gmnli t•t••i UN*ORM -GROUP EXPE>4SES GRVNOON CISTRICT FÈES HQ KiAINTEIUICE Gwswffjg V•fjNG2020 G*h•l £o.cK) £2,723.20 £458 20 £8,422.23 E6,005.20 £4,105.00 £264.00 £000 £1,387.76 £1.5(Kl.g0 £564.10 £718.80 £1.566 00 £584.88 £000 £15598 £41992 £375 86 £150.Iy) £1.283 2S £483.73 £o.cx) RATES RENT INSURANCE WAIER OIL LEG￿ FEE ELECTA TrAINING CLFANING TOCOPIER OSMCHARGE$ REP4T REFVNO SW4RE OF NUASÉIIY PR￿17 CCTV- TRUST 'Ml Trwthr¥JP•tyc•¥h £20,895 84 £oc Tr4Ml•i topety Clih Tr•ns101 Iforn Tr•rof•ifv¢rn £20,396.84 TOTAL £54,653A9 TOTAL £80,124.88 TOTAL INCOME TOTAL EXPENDITURE EXCE83 OF INCOMÈ OVER EXPENDITURE £54.653.49 -£5.471 36 ACCOUNT STATUS on 31.03.2021 4SA71.36 BAlanc• bought forward Irom 2019-2020 £16,011.88 £9 216 TACC NT INCOME Carried forward from 201912020 £2.458.92 Subsulptions ACTIVITIES Unifomi Scout District Watersport Scaref88t 2019 Bowling District Shc¥JtirrfJ Freezer Camp Scut)a Dragon 808tR8ce Ice Skating £423.10 £79 10 £0.00 £0.00 £72.97 £8.00 £0.00 £108.00 £20.00 £75.00 £1CQ. Totsl Income £886.17 EXPENDITURE ACTIVITIES BADGES s￿￿1 DislrKI WglerSp)rl Scarelesl 2019 8owlin9 Oi$inct Shts)ting Freezer Camp Scub8 Dragon B08tRèce Ice Skatin9 £39.24 £233.52 £350.00 £10.10 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 Total Expendllur• £632.86 ACCOUNT STATUS on 31.03.2021 £2.712.23 ok 316 INCOME Carried fO￿ard from 201912￿20 £2.943.92 SUBS ACTIVITIES uniform Dislrict Cub Camp 2020 lfly BasIng￿0k- Bostock £618.50 £0. £D.(xI to. £20 O) £0 IXJ £D.IJ) £o.o) Mi8¢ Total Incom• £638.50 EXPENDITURE ACTIVITIES BADGES District Cub Camp 2020 lfly Bowngclok- Bosltxk £848.01 £860 39 £210.00 £0.00 £0.00 £0.00 £0.00 Mis¢ Totsl Exp•ndlturn £1.916.40 ACCOUNT STATUS on 31.03.2021 £1,866.02 416 BEAVER ACC NT AVER INCOME Carried forward from 201912020 £1.104.84 SUBS ACTIVITIES Uniform 8eavers Dislrid Watersport Baavws WINGS20 in a Day Great Oak Seasido Wèek End 2020 £1.070.C() £518.15 £0. £o.Lty) £o.c £o.tM) Misc Inc¢)m• £1,588.115 EXPENDITURE ACTIVITIES BADGES £1.253 38 £844.88 £160.CQ £108.C4J £80, £o.c £o.c Beavers District WaterSp￿t Beavers WINGS20 in a Day Great Oak Seaside Week End 2020 Tot*1 Expondltur• £2.246.26 ACCOUNT STATUS t)n 31.03.2021 £446.73 Total Income Less expenditwe DeficiVExcEss of ino)me over expendriure 8alance in hand 114r2019 £700.LXJ £o.cxJ £700. £1.656 33 ACCOUNT STATUS on 31.03.2021 £2,358.33 INCOME Balance in hand 114r2019 In(xJme Camp Fee Fundrais￿9 £2,929.34 £0 cyj £0. £o.cx) £2.929 34 Total incirfr Expendlturo £oc ACCOUNT STATUS on 31.03.2021 £2,929.34 HIPF Tolal Incorne Le$$ expenditijrè O&fi¢illExcess of income over expw)dfiur• Balance in hand 11412019 ND £0 £0.00 £000 £864.(M) ACCOUNT STATUS on 31.03.2021 £884.00 Total Income Less èxpenditur& DeficAtIExcess ol income over expenditure Balance In hand 11412019 £4.788. £Q.LX) £4,788.CXJ £7,954.47 ACCOUNT STATUS on 31.03.2021 £12.74147 616