AGM minutes
Annual General Meeting
Date: 10[th] January 2024, 7:30pm
Venue: 1[st] Rayleigh HQ, Kenilworth Gardens, Rayleigh
Minutes
1) Introduction & Welcome
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a) Mark Gibson opened the meeting with a short explanation of the Transformation changes taking place in Scouting with a view to making it teams based, more friendly and less confusing to those outside scouting looking to volunteer and in line with the Charity Commission requirements.
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b) The previous executive committee is being split into a Trustee Board which will look after financial and governance matters, the Leadership team which will look after support and operational tasks such as fundraising, facilities etc and the Section Team which will run the sections.
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c) Parents make up the Group Scout Council and are invited to appoint trustees, and scrutinise accounts and other running of the group.
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d) Andy Austin was welcomed as the representative from the District team.
2) Apologies for Absence
- a) Mark Elliot who is in charge of the maintenance sent his apologies due to work commitments.
3) Minutes of Previous AGM
- a) The previous year’s minutes have been circulated electronically and agreed. Danielle Beaney signed a printed copy and was countersigned by Lisa Smith. Copies are available should anybody wish to receive them.
4) Governance Topics
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a) Danielle explained that we were adopting the model constitution as set out by Scouting.
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b) The groups financial year runs from Apr to March.
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c) The minimum number of trustees is 5 plus the ex-oficio member who is Mark Gibson as the Group Lead Volunteer. The maximum number is 12 and there are currently 6 members. There will be the opportunity for others to join at the next AGM and we will advertise for this.
5) Review of previous year
- a) The Chair, Danielle Beaney, explained that this AGM covers the period where we were returning to face-
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AGM minutes
to-face scouting. We were lucky enough to be in a comfortable financial situation so that we could use the new air con system to heat the premises whilst keeping doors and windows open and purchase items for handwashing etc to help try and keep us safe.
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b) We were also able to subsidise events and families facing financial hardship due to the pandemic.
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c) The highlight was being able to take 20 Scouts and 20 explorers to the Kent international jamboree.
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d) The treasurer, Leanne Hickey, presented the accounts, copies of which are available on request. We are in a strong financial position even though the accounts show a negative balance. This just reflects the situation where we received grants during lockdown in the previous period but spent them in this period as we were able to return to face to face Scouting.
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e) With safety in mind, equipment was purchased so that there was enough for one each and no one had to share and along with handwashing stations etc.
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f) Lighting was installed in the outdoor area to allow for more activities to take place outside and the loft refitted so that only one person needed to go up there at a time.
6) Making Appointments
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a) Mark Gibson as the Group Lead Volunteer explained that now Trustees could choose between 1, 2 or 3 year term and can remain in role for up to 9 consecutive years (with a minimum of a 3 year gap required before returning). He as the ex-oficio member has no time limit in role.
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b) As there had been no one else coming forward for the position, Danielle Beaney was appointed as Chair for a term of 3 years. She was nominated by Mark Gibson and seconded by Tina Baines.
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c) As there had been no one else coming forward for the position, Leanne Hickey was appointed as Treasurer for a term of 3 years. She was nominated by Leah Baines and seconded by Lisa Smith.
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d) Cheryl Gibson was nominated by Noah King and seconded by Rachel Smith.
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e) Tina Baines was nominated by Danielle Beaney and seconded by Donna Lawson
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f) Pete Baines was nominated by Julia Tamlyn and seconded by Leigh Wolfe
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g) Noah King has volunteered to be the youth representative, having been a Beaver, Cub, Scout, Explorer, Young Leader and now Leader at 1[st] Rayleigh.
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h) The reason this AGM was delayed was that there were issues finding someone who had no connections with the group willing to audit the accounts. Paul Sharp was eventually found and has also agreed to be our auditor for next year.
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i) The key message is that the group is in a very strong position with its leadership working very hard to provide opportunities for the young people and to keep costs down.
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j) We are now in a position to be able to fundraise again to help keep subs low and subsidise activities and events. Bag packing has historically been a big source of fundraising income but this opportunity is now reduced.
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k) Donna Lawson is heading up the fundraising team and everyone was encouraged to contact her if they could help out in any way. For those not able to contribute financially, donation of time to help out is just as valuable and important. We are looking for people not just to run fundraising events but also acquire donations from companies, grants etc.
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l) The facilities team, lead by Mark Elliot is also looking for anyone who can help out in any way.
Meeting closed at 8:10pm
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1 st Rayleigh Scout Group Independent Examinets Report to the Trustees of 141 Rayleigh Scout Group I rep¢Kt of the acxLwnts of the Gn)up for the ye endwj 3151 Mch 2023 Wh are attrdched. Respectlve resportsibilities of trustees and ex•ninor As the Charites trustees respOr1bIe for the the nts. Y o)nsKler that the audit requirement of Section 43121 of the Charities Ad 1993 (the Act) does mt appty. It is my responsibilty b state, on the basis of proc&Jures specified in the General Dwect9 given by the Charity Commissions undersethon 43{7)Ib} of the whether partKular matters ha lo ry attenton. Bas18 of examlnern Yewt y exaTnination was carrd out in Xc0r wilh the cneI Dwthins given by the Charity CoTnrniysioners. An examination indudes a review of the accounting rordS kept by the charity arKI a comparison of the accounts preSled with those records. It also indudes C(sideran Y unusual items disclosures in the oUnts, d seeking explanations from yrAJ as trustees C(cerning any such matters. The prcc&Jures undertaken do not provKle all the evxlence th* wouky be requ¥1 in w audit. and o)rwuwty l (k) not express an axlit view gNen the nIS Ifbdependent Examiners Statement which give me reasonablg cause to t)elieve in any mateiial rgvct the rwuirWnI to keep accounting records in aLrordance wrth Section 41 the Ad and to prepare acLX)unts whh COrd with the junting records to comptry wrth ts wAJnting requirement ofthe Aci have not been met, or. whh gNes me reason to believe that wi any material aspectthe ac4XMJnting rules crf the Groups. nature Name Date C'l4qrih NL .111811 commtteelbl .co.uk
| 2022-2023 | 2021-2022 | |
|---|---|---|
| Income | ||
| Admin | 0.00 | 120.00 |
| Camp Equipment | 129.50 | 0.00 |
| Donation | 40.06 | 143.63 |
| Donations | 0.00 | 94.96 |
| Events | 66.00 | 0.00 |
| Events - Beavers | 529.00 | 0.00 |
| Events - Cubs | 2,107.00 | 870.83 |
| Events - Scouts | 12,653.80 | 7,939.99 |
| Fundraising | 118.43 | 0.00 |
| Gift Aid | 0.00 | 2,303.43 |
| Grant | 0.00 | 8,000.00 |
| Meetings | 27.30 | 21.98 |
| Membership Fees | 7,307.00 | 3,784.41 |
| Rent | 612.00 | 0.00 |
| Target sports | 1,180.00 | 217.05 |
| Training Course | 0.00 | 210.00 |
| Transfer | 21,412.61 | 496.44 |
| Expense | ||
| Activity Equipment | 151.10 | 918.57 |
| Admin | 3,046.11 | 3,102.51 |
| Badges | 584.75 | 655.38 |
| Camping Equipment | 1,241.61 | 1,690.00 |
| Donations | 0.00 | 25.00 |
| Events | 547.04 | 0.00 |
| Events - Beavers | 475.98 | 0.00 |
| Events - Cubs | 2,481.15 | 20.54 |
| Events - Scouts | 18,662.11 | 4,975.00 |
| Go cardless fees | 62.94 | 37.00 |
| Group | 734.64 | 1,259.33 |
| Insurance | 1,730.89 | 1,684.30 |
| Meetings - Beavers | 125.42 | 505.71 |
| Meetings - Cubs | 333.18 | 1,390.83 |
| Meetings - Scouts | 1,206.74 | 763.39 |
| Membership Costs | 166.15 | 71.50 |
| Membership Fees | 6.50 | 0.00 |
| OSM | 158.50 | 131.21 |
| Rates | 0.00 | 438.79 |
| Target Sports | 707.25 | 5.40 |
| Training | 0.00 | 240.00 |
| Transfer | 15,631.20 | 2,463.29 |
| Utilities | -1,496.86 | 1,881.66 |
| Venue Furniture | 0.00 | 210.18 |
| Venue Maintenance | 4,761.69 | 10,288.01 |
Account balances
| Account balances | ||
|---|---|---|
| Beavers - Old Account | 0.00 | 1,233.01 |
| Cubs | 1,554.14 | 1,835.59 |
| Scouts | 1,546.84 | 2,170.19 |
| Target Sport | 810.32 | 367.57 |
| Group Nat West | 804.47 | 15,808.01 |
| Group Barclays | 9,885.19 | 0.00 |
| Beaver New Account | 1,778.01 | 99.99 |
| Group Petty Cash | 382.35 | 382.35 |
| Summary | ||
| Account balance brought forward | 21,896.71 | 30,451.59 |
| Total income | 46,182.70 | 24,202.72 |
| Total expenditure | 51,318.09 | 32,757.60 |
| Net income | -5,135.39 | -8,554.88 |
| Account balance carried forward | 16,761.32 | 21,896.71 |
1 st Rayleigh Scout Group Independent Examinets Report to the Trustees of 141 Rayleigh Scout Group I rep¢Kt of the acxLwnts of the Gn)up for the ye endwj 3151 Mch 2023 Wh are attrdched. Respectlve resportsibilities of trustees and ex•ninor As the Charites trustees respOr1bIe for the the nts. Y o)nsKler that the audit requirement of Section 43121 of the Charities Ad 1993 (the Act) does mt appty. It is my responsibilty b state, on the basis of proc&Jures specified in the General Dwect9 given by the Charity Commissions undersethon 43{7)Ib} of the whether partKular matters ha lo ry attenton. Bas18 of examlnern Yewt y exaTnination was carrd out in Xc0r wilh the cneI Dwthins given by the Charity CoTnrniysioners. An examination indudes a review of the accounting rordS kept by the charity arKI a comparison of the accounts preSled with those records. It also indudes C(sideran Y unusual items disclosures in the oUnts, d seeking explanations from yrAJ as trustees C(cerning any such matters. The prcc&Jures undertaken do not provKle all the evxlence th* wouky be requ¥1 in w audit. and o)rwuwty l (k) not express an axlit view gNen the nIS Ifbdependent Examiners Statement which give me reasonablg cause to t)elieve in any mateiial rgvct the rwuirWnI to keep accounting records in aLrordance wrth Section 41 the Ad and to prepare acLX)unts whh COrd with the junting records to comptry wrth ts wAJnting requirement ofthe Aci have not been met, or. whh gNes me reason to believe that wi any material aspectthe ac4XMJnting rules crf the Groups. nature Name Date C'l4qrih NL .111811 commtteelbl .co.uk
| 2022-2023 | 2021-2022 | |
|---|---|---|
| Income | ||
| Admin | 0.00 | 120.00 |
| Camp Equipment | 129.50 | 0.00 |
| Donation | 40.06 | 143.63 |
| Donations | 0.00 | 94.96 |
| Events | 66.00 | 0.00 |
| Events - Beavers | 529.00 | 0.00 |
| Events - Cubs | 2,107.00 | 870.83 |
| Events - Scouts | 12,653.80 | 7,939.99 |
| Fundraising | 118.43 | 0.00 |
| Gift Aid | 0.00 | 2,303.43 |
| Grant | 0.00 | 8,000.00 |
| Meetings | 27.30 | 21.98 |
| Membership Fees | 7,307.00 | 3,784.41 |
| Rent | 612.00 | 0.00 |
| Target sports | 1,180.00 | 217.05 |
| Training Course | 0.00 | 210.00 |
| Transfer | 21,412.61 | 496.44 |
| Expense | ||
| Activity Equipment | 151.10 | 918.57 |
| Admin | 3,046.11 | 3,102.51 |
| Badges | 584.75 | 655.38 |
| Camping Equipment | 1,241.61 | 1,690.00 |
| Donations | 0.00 | 25.00 |
| Events | 547.04 | 0.00 |
| Events - Beavers | 475.98 | 0.00 |
| Events - Cubs | 2,481.15 | 20.54 |
| Events - Scouts | 18,662.11 | 4,975.00 |
| Go cardless fees | 62.94 | 37.00 |
| Group | 734.64 | 1,259.33 |
| Insurance | 1,730.89 | 1,684.30 |
| Meetings - Beavers | 125.42 | 505.71 |
| Meetings - Cubs | 333.18 | 1,390.83 |
| Meetings - Scouts | 1,206.74 | 763.39 |
| Membership Costs | 166.15 | 71.50 |
| Membership Fees | 6.50 | 0.00 |
| OSM | 158.50 | 131.21 |
| Rates | 0.00 | 438.79 |
| Target Sports | 707.25 | 5.40 |
| Training | 0.00 | 240.00 |
| Transfer | 15,631.20 | 2,463.29 |
| Utilities | -1,496.86 | 1,881.66 |
| Venue Furniture | 0.00 | 210.18 |
| Venue Maintenance | 4,761.69 | 10,288.01 |
Account balances
| Account balances | ||
|---|---|---|
| Beavers - Old Account | 0.00 | 1,233.01 |
| Cubs | 1,554.14 | 1,835.59 |
| Scouts | 1,546.84 | 2,170.19 |
| Target Sport | 810.32 | 367.57 |
| Group Nat West | 804.47 | 15,808.01 |
| Group Barclays | 9,885.19 | 0.00 |
| Beaver New Account | 1,778.01 | 99.99 |
| Group Petty Cash | 382.35 | 382.35 |
| Summary | ||
| Account balance brought forward | 21,896.71 | 30,451.59 |
| Total income | 46,182.70 | 24,202.72 |
| Total expenditure | 51,318.09 | 32,757.60 |
| Net income | -5,135.39 | -8,554.88 |
| Account balance carried forward | 16,761.32 | 21,896.71 |