2024-03-31-accounts

43[rd] Oxford Scout Group

Annual General Meeting 2024

6.30pm, Tuesday 18[th] June 2024, Boults Lane HQ

Minutes

Introduction & welcome

Fraser Broadfoot (Chair) opened the meeting and thanked everyone present for attending. The Group Scout Council present comprised the Trustee Board, Group Leadership Committee, Leaders, DC Anthony Morris, District Chair Val Butcher, District Secretary Bill Butcher, parents, carers and Young People.

Apologies for absence

None

Governance Topics

On behalf of the Trustee Board, Fraser proposed that the minutes from the last AGM (20[th] June 2023) be taken as read and this was seconded by Tim Greaves.

On behalf of the Trustee Board, Fraser proposed that the Group adopt the model constitution from Chapter 5 of the POR. This was seconded by Anthony Morris.

Fraser asked all present to note that the Group’s financial year is 1[st] April to 31[st] March.

Fraser advised that Stacey McGowen, Sue Springett and Eva Walters are nominated and are to be admitted as members of the Group Scout Council, sitting on the Group Leadership Committee along with the members of the Trustee Board. James Brown will act as Group Administrator. This was approved by a show of hands.

On the advice of the outgoing Trustee Board, Fraser proposed that five members will be appointed to the Trustee Board. Matthew Kennedy seconded this proposal.

On the advice of the outgoing Trustee Board, Fraser proposed that the quorum for Group Scout Council meetings be set at 5 members. Richard Owen seconded this proposal.

Review of the previous year

Fraser asked Tim Greaves, Group Lead Volunteer, to present the Annual Review. Tim presented reports from Beavers, Cubs and Scouts alongside his own report (appended). Fraser thanked Tim for the review.

Fraser reported that the Trustee Board has approved the Annual Report and Statement of Accounts and has received the report on the accounts from the independent auditor. Fraser invited the Group Treasurer, Bill Khan, to explain the Statement of Accounts (appended). Fraser welcomed questions from the floor and thanked Bill.

Making appointments

Fraser handed chairmanship of the meeting to Tim Greaves, GLV. Tim recommended that Fraser be reappointed as Group Chair and this was approved by a show of hands. Tim handed chairmanship back to Fraser.

Fraser advised Bill Khan be re-appointed as Group Treasurer, This was approved by a show of hands.

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Fraser recommended that Tim Greaves, Matthew Kennedy and Linda Phillips be appointed to the Trustee Board and this was approved by a show of hands.

Fraser thanked the Trustees for their work during the year.

As Treasurer, Bill proposed Asad al Bashir be appointed as auditor. Fraser confirmed and seconded this proposal and the appointment was approved by a show of hands.

Closing remarks

Fraser thanked everyone for attending, invited them to stay for the BBQ and invited DC Anthony Morris to make some closing remarks.

Anthony thanked Leaders, Trustees, helpers, parents and all who support 43[rd] Oxford Scouts. He thanked Linda Phillips for her help with District and noted the successful District Camp. Anthony also thanked Sue Springett for her work as ADC Beavers and noted the all-round positive contribution from 43[rd] Oxford to Spires District.

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2024 AGM Sections Report, 43 Oxford Scout Group EhVEI<S The Beavers section has run an active and diverse programme this year, and currently has 17 beavers enrolled. The young people are from a wide geographic ara around North Oxford, including Risinghurs, Northway, Cumnor, and Headinglon. Seven schools are currently represented across Marston, Barton, Wolvercote, Summertown, and Cuttleslowe. Particular programme highlights this year included a visit from the St Nicholas bell ringers who brought their handbells for the beavers to try, a 'Not the Halloween Party, evening of games and excitement, a visit from our local councillor, and (perhaps the noisiest evening of the year} 'DIY for nature, making Hedgehog houses. The beavers achieved nearly 200 badges between them this year, including four who achieved their Bronze Award, the highest possible award for beavers. Twelve beavers were invested, as well as two renewals, and the colony had our first squirrel joining us from the new youngest section of scouting. A very big THANK YOU is given to the leader team of Sue, Jackie, and Yaz for putting in so much time, effort, fun, and excitement to the colony, and a huge thankyou is due too to the wonderful parents of our beavers who have helped so much running evenings and events over the past year. cubs The Cubs section continues to run a varied programme for around 30 cubs with new members joining from both Beavers and our warting list over the past year. We have also welcomed Matt Arthington as a new leader joining myself, Stacey and Sarah. We also have 3 young leaders,. Hamish, Thomas and Finlay, and a parent rota to enable us to run at full capacity. sin￿ the last AGM we have handed out 380 badges including six Chief Scout Silver Awards and hope to hand out some more by the end of term. As well as spending Friday evenings in the scout hut learning knots, backwoods cooking and making DIY cars powered by elastic bands we have also been on evening walks, been ice skating and had a visit from the fire service. The cubs have also participated in a number of events with members of other scout groups in the district.. in November we attended the Oxford City Remembrance Day parade alongside our Scouts. In March five cubs attended the sixer and seconder camp where they talked about leadership and took part in a number of outdoor activities including planning cooking their own dinners. More recently, we, along with the beavers and scouts attended the Oxford Spires district camp at Youlbury where, amongst other things we zip-wired, crate stacked and learned some circus skills. Thanks to all the Cubs, parents and leaders for all their hard work over the last year, and we are looking forward to what next year brings. Matt Kennedy, CSL

SCOUTS The Scouts have had another busy year since the last AGM. The Leaders are currently myself, Phil Earp, Max Tucker, Raffael Marth and Hilary Greaves, with Richard Owen moving on to be leading Buzz Explorers instead (although he will still be around for camps and other stuff). We also have Emily and Tom as Young Leaders who are also invaluable. Thanks to them all for their hard work. Since the last AGM we have done lots more activities. These have included ice-skating, Agile Lego, Korean nights, a chip shop survey, cooking, visiting the local war graves, and many other things. We have had a few camps since last year- September hiking camp in the Peak District, joint with 28 Oxford, CPCW camp for the older ones at Horley, and summer camp at Cricket Camp, Southampton with 28 and 10 Oxford, as well as District Camp at Youlbury, which were all great fun. Plus there were a few district events such as some of the PLS and APLS attended PL training day in January and we had the District Cooking Competition, the District Wide Game, and Quest Oxford. We have summer camp coming up where we will be going to Essex Intemational Jamboree with 28th Oxford - with lots of interesting activities plannedl Plus CPCW in October and many other things planned. We had 3 scouts achieve their Chief Scout Gold awards this year with more to hopefully finish them soon. Thanks to all the scouts, parents and leaders for all their hard woth last year, and let's hope the next one is just as good or better. Linda Phillips SL A very big THANK YOU from me as Group Scout Leader l Lead Volunteer to all the sections, to the leadership team, and to all our adult supporters- parents, committees, and all who work quietly behind the s￿ne$ to make the group so good for our young people. Thank you too to all ouryoung people- beavers, cubs, scouts, and young leaders, for coming along each week and supporting each other as you grow together in scouting, having fun, adventures, and building the group together. The group is its people, and we're so fortunate to have you all. Tim Greaves GSL

----- Start of picture text -----
Statement of Accounts: 31-Mar- Statement of Accounts: 31-Mar-
Statement of Financial Position Statement of Financial Position
31-Mar-24 31-Mar-23
Assets Assets
NS&I £2,380.91 NS&I £2,380.91
Liabilties Liabilties
None £0.00 None £0.00
Balance £2,380.91 Balance £2,380.91
Statement of Income and Expenditur Statement of Income and Expenditur
Balance Brought Forward £9,142.10 Balance Brought Forward £13,726.23
Income £27,531.31 Income £16,275.43
Less Expenditure £32,583.46 Less Expenditure £20,859.56
Profit/Loss -£5,052.15 Profit/Loss -£4,584.13
Balance Brought Down £4,089.95 Balance Brought Down £9,142.10
----- End of picture text -----

	43rd Oxford Scount Group	43rd Oxford Scount Group	43rd Oxford Scount Group
	Statement of Accounts: 31-Mar-2023
	Statement of Financial Position 31-Mar-24 Assets NS&I £2,380.91 Bank £4,089.95 Liabilties None -£2,380.91 Balance** £4,089.95
		£4,089.95
	Statement of Income and Expenditure Balance Brought Forward £9,142.10 Income £27,531.31 Less Expenditure £32,583.46 Proft/Loss -£5,052.15 Balance Brought Down £4,089.95
	Balance Brought Forward Income Less Expenditure Proft/Loss Balance Brought Down
		-£5,052.15
		£4,089.95

*We have created a Provision for this balance in the Statement of Financial Position as

s at 31st March 2024.

From: Billaal Khan To: Afzal-Khan Mohammed B - NPCC HQ Subject: Fwd: 43rd Oxford - Accounts provision Date: 31 January 2025 22:29:32

Sent from my phone

Begin forwarded message:

From: Ian Tingley [e-mail] Date: 31 January 2025 at 22:28:23 GMT To: Billaal Khan [e-mail] Subject: Fwd: 43rd Oxford - Accounts provision

Begin forwarded message:

From: [e-mail] [e-mail] Subject: Re: 43rd Oxford - Accounts provision Date: 31 January 2025 at 22:14:30 GMT To: "[e-mail]" [e-mail]

Dear Bill,

Having reviewed the transactions and seen evidence of the bank balance I am assured that the Accounts reflect the financial position as at 31st March 2024.

The inclusion if a provision for the NS&I account relets the fact that the 43rd Oxford Scout Group may not have control over the account and cannot substantiate the balance.

Best regards,

Ian Tingley

On 31 Jan 2025, at 19:03, [e-mail] wrote:

Dear Ian,

Please find included:

• 1) Record of Provision made

• 2) Trustee approval

• 3) Updated Financial statements

Best, Bill

From: Billaal Khan [e-mail] Sent: 30 January 2025 22:20 To: Afzal-Khan Mohammed B - NPCC HQ [e-mail] Subject: Fwd: 43rd Oxford - Accounts provision

Sent from my phone

Begin forwarded message:

From: Linda Phillips [e-mail] Date: 30 January 2025 at 22:16:32 GMT To: [e-mail], Tim Greaves [e-mail] Cc: [e-mail], [e-mail], [e-mail] Subject: Re: 43rd Oxford - Accounts provision Reply-To: Linda Phillips [e-mail]

Fine with me.

Linda

Yahoo Mail: Search, organise, conquer

On Thu, 30 Jan 2025 at 22:10, Matthew Kennedy [e-mail] wrote:

Fine with me > On 30 Jan 2025, at 22:08, Tim Greaves [e-mail] wrote: > > Hi Linda, Matt, Fraser, > > Same formula as yesterday in terms of request for

trustee approval - this time for the NS&I account > and again with some urgency in view of the іmpending > charity commission deadline! > > Please could you read through the statement from Bill > below, and if you're happy to do so, reply to this > thread approving the proposal in your trustee role? > > For the record - I approve this proposal. > > Thanks and best wishes, > > Tim > > Billaal Khan wrote: >> Dear All, >> >> As discussed, with respect to the NS&I balance that we have discovered under the name of 43rd Oxford (St Nicholas) Scout Group, I would like to submit the statement detailed below to our selected Examiner/Auditor.

-.>> >> We, the Trustees of the 43rd Oxford (St Nicholas) Scout Group (henceforth to be referred to as 43rd Oxford) would like to make a collective declaration to our appointed Examiner/Auditor, Mr Ian Tingley, with respect to the recorded balance with National Savings and Investments (NS&I) shown in the 43rd Oxford’s accounts for the 202324 financial year.

The aforementioned balance is an artefact discovered by the Trustees a number of years ago. It has been included in the financial statements as a matter of completeness and with the intention providing transparency to all those who hold an interest in the activities of the charity. >>

It is with regret that we must in addition submit the caveat that, due to the antiquated condition and the nature of the investment, we, as Trustees and hence 43rd Oxford, do not have any access or control to the aforementioned funds. The original investment is documented and recorded under the names of previous historic trustees and our former Treasurer determined that, following the discovery, it was right and necessary to disclose ownership. >>

With this in mind, we are pursuing avenues to rectify this with NS&I and enable us as a charity to utilise the benefits of this investment. However, there is no guarantee that it will become a resource controlled by this enterprise as a result of past events and from which future economic benefits are expected to flow to this enterprise. >>

It is corollary with these facts that we are unable to provide sufficient evidence for the definitive existence of the funds. >>

Therefore, we have created a provision for this balance in the form of recognising a liability against it in the Statement of Financial Position as at 31st March 2024. Correspondingly, an adjustment has also been made in the Statement of Profit and Loss. >>

-.-

I would be grateful if you would be kind enough to approve this proposal. >>

Best, >> Bill >> Sent from my phone

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