Dartmoor Search and Rescue Group Registered Charity: 286680 ## **DARTMOOR SEARCH AND RESCUE GROUP** **Annual General Meeting 29 March 2021 – Remote - 19:30hrs.** _Registered Charity: 286680. Member of PenMaCRA and Mountain Rescue England and Wales_ ## **DRAFT MINUTES FROM MEETING** ## **Attendees** Exec Officers Chairman Alec Collyer MBE (AC) [Ash] Treasurer Richard Thorne MBE (RT) [Plym] Secretary Paula Holbrook (PH) [Ash] Equipment Officer Simon Rhymes (SRy) [Ash] Group Training Officer Steve Rose (SR) [Plym] Group ICT Officer James Grant OBE (JG) [Tavi] ## Members **Ashburton Okehampton Plymouth Tavistock** Shona Fernyhough Gavin Grimsey David Handley Paul Johnson Mickey Reading Dan Truscott Neil Handley MBE Neil Richards Peter Wright Ken Ringwood Paul Hudson MBE (PHu) Neil Parsons Dave Johnson Andy Barton Steve Lang Mark Schofield Rhod Davey (RD) Adrian Wade Emily Woodhouse Apologies Clare Godfrey Ian Bertie Attendees with initials in brackets after their names are mentioned in the minutes below. Page 1 of 5 Dartmoor Search and Rescue Group Registered Charity: 286680 ## **Minutes of last meeting** ## **25 march 2019** - The last meeting was on 25 March 2019. Due to Covid, there was no meeting in 2020 Proposed: Richard Thorne Seconded: James Grant - The Minutes of the last meeting in 2019 were signed off by the Chairman as a true representation of the 2018 AGM. ## **Matters Arising** - None ## **Group Annual Accounts Group Treasurer – Richard Thorne MBE** - Report and copy of accounts are available in the AGM drive; - RT has been a DRG member for 50 years and approx 30 of those years as treasurer - RT thanked all members of the committee past and present as well as the wider membership for their full support. He said It has been an honour and a privilege to have served this organisation which has been such a force for good on Dartmoor in particular and the wider community elsewhere Page 2 of 5 Dartmoor Search and Rescue Group Registered Charity: 286680 - AC asked RT to open a package that had been previously delivered. It contained a signed certificate of life membership, signed by the committee, the Police Crime Commissioner and the Chief Constable of Devon and Cornwall Police. - Item 6, voting of the external examiner, deferred to later in the meeting. ## **Statement of Trustees Responsibilities** Law applicable to Charities in England and Wales requires Trustees to prepare financial statements for each financial year, which give a true and fair view of the Charities activities during the year and of its financial position at the end of the year. In preparing financial statements that give a true and fair view, the Trustees should follow best practice and: - select suitable accounting policies and apply them consistently; - make judgements and estimates that are reasonable and prudent; - state whether applicable Accounting Standards and Statements of Recommended Practice have been followed, subject to any departures disclosed and explained in the financial statements, and - prepare the financial statements on the going concern basis unless it is inappropriate to assume that the charity will be able to continue in operation. The Trustees of the Dartmoor Rescue Group are responsible for safeguarding the assets of the charity, and hence for taking reasonable steps for the protection and detection of error, fraud and other irregularities. They are also responsible for keeping accounting records which disclose, with reasonable accuracy, the financial position of the charity at any time, and which enable them to assess the financial position of the charity and ensure that the financial statements comply with the Charities Act 1993. ## **Officer Reports** ## **Group Chairman’s Report – Alec Collyer MBE** - Report shared ahead of the meeting - Covide has affected all areas of the teams’ work and stretched resources - Shaun Sawyer (Chief Constable) personally asked AC to pass on his thanks all teams - Many thanks to James Grant for his work on the new constitution, which reduce duplication with PenMACRA - On a sad note, may people had lost loved ones and AC wanted to remind members that they belong to the MR family - Richard Thorne has achieved 50 years’ contribution to DRG. AC congratulated and wished him well - AC said the SRG is known throughout the region and we should continue to support it - After a number years as Chair, AC felt it was time to hand on the baton - Martyn Evans (ME) thanked AC for all his hard work and his contribution to MR as a whole. ## **Group Treasurer’s Report – Richard Thorne MBE** - Since the responsibility to claim mileage passed to individual teams, the amount of transactions through the accounts is extremely minor - We receive approximately £3,500 from Just Giving per year - This, along with some estates and donations means that each team has had £12k from DRG this year - Provision to share some further in the near future - RT said ‘over and out’ ## **Group General Secretary – Paula Holbrook** - Report shared ahead of the meeting - PH thanked JG for his work pulling together the new constitution Page 3 of 5 Dartmoor Search and Rescue Group Registered Charity: 286680 - Work had continued despite the lockdown and meetings had continued - PH is willing to stand again. ## **Group Equipment Officer – Simon Rhymes** - DRG only holds some repeaters, all other equipment owned by the teams - Nationally communication is with the region and not DRG - Guidance from MREW about decontamination of kit COVID - ME asked why MREW does not recognise DRG? Do they not recognise Cornwall/Exmoor? SRy said it is the individual teams that are recognised. PHu clarified that regions and teams only are recognised. Also, he had raised contamination at least 3 times and also for 18 months for central support. ## **Group ICT Officer – James Grant went next** - Report shared ahead of the meeting - Despite Covid, some progress has been made with fixed repeaters at Brentor Church, Stoke Hill and Caradon - Enquiries have been initiated about repeaters at Hangingstone Hill and Gunnislake. ## **Group Training Officer - Steve Rose** - Report shared ahead of the meeting - Liaising with the TO of PenMACRA - Much training stopped and will come back online as things ease - Helo online training important to keep on top of and keeping the list up to date. - Cascare cancelled. ## **Press Media Officer – apologies** ## **Dartmoor National Park Authority – apologies** ## **Devon & Cornwall Police** - None ## **Vote for New Constitution** - An online vote was held to adopt the new constitution - There were 48 attendees at the meeting, 97.5% were in favour, remainder (1 vote) abstained - AC signed the new constitution. PHo to counter sign it as the witness - JG said that we have not changed any clauses that require Charity Commission approval, so we will just need to inform them - It was agreed to adopt the new constitution. ## **Independent examiner 100%** - AB Accounting were unanimously appointed as external examiners ## **Election of Executive Officers** The Group Exec officers for the year to the next AGM are as listed below: |**Post**|**Candidate**|**Proposer**|**Seconder**|**Result**| |---|---|---|---|---| |Chairman|James Grant|Paul Hudson|Andy Wrayfords|Elected
unopposed| |Treasurer|Alec Collyer|Richard Thorne|Paula Holbrook|Elected
unopposed| |Secretary|Paula Holbrook|Shona|Simon Rhymes|Elected| Page 4 of 5 |Dartmoor Search and Rescue Group
Registered Charity: 286680|Dartmoor Search and Rescue Group
Registered Charity: 286680|Dartmoor Search and Rescue Group
Registered Charity: 286680|Dartmoor Search and Rescue Group
Registered Charity: 286680|Dartmoor Search and Rescue Group
Registered Charity: 286680|Dartmoor Search and Rescue Group
Registered Charity: 286680| |---|---|---|---|---|---| |||Fernyhough||
unopposed|| |ICT Officer|J Grant|Not required|Not required||| ## **Election of Team Reps** - Teams were waiting for AGMs and committees to meet before nominating reps. ## **Update on CIO** - RD reported that there has been good progress - A pack is being put together for teams - Aiming for an EGM for each team about May/June time. ## **Any Other Business** - PH - individuals are members of DRG and not teams, so we need to update a team list annually. RD said there is a mandate in the CIO to make sure every team provides it in good time for the Group Secretary to call the AGM and send papers out each year - RT thanked AC and the committee for his certificate, saying it was very generous, ## The meeting concluded at 20.28 Minutes Signed-off as being a true representation of this meeting: Chairman’s Signature:………………………………………………………… Date: ………………………………………………………… **DoNM** 7 June 19:30 – online. Thereafter 6 September and 7 February 2022, online. Next AGM: 28 March 2022 at the Two Bridges Hotel Page 5 of 5 DARTMOOR RESCUE GROUP CENTRAL FUND ACCOUNT Statement of Accounts 1 st January 2020 to 31 st December 2020 enditure Income 2019 Jane Dunn Devon Community Evans Wiseman Yelverton GC Refinitiv Cunis £38,750.00 £4,000.00 £1,000.00 £781.05 £616.20 £550.00 £200.00 OFCOM , Account Charge Rado Equipment £225.00 £141.49 £73.00 1002 Vigin Money Giving £3,520.85 16000 Disbursements £48,000.00 14-, 36n-, £49 418.10 17429 £48 439.49 148()1, Balance at 1 st Jan 2020 £7,414.70 Balan￿ at 31 st Dec 2020 £8,393.31 8414 £56,832.80 Presented by Richard Thorne MBE Honorary Treasurer £56,832.80 Independently Examined by z&-&"-21 28 June 2021 BOOKKEEP1NG Richard Thome MBE Dartmoor Rescue Group Fordhams Station Road Mary Tavy Tavistock Devon PL19 9PQ AS Bookkeeping 5 Market Street Tavistock Devon PL19 ODA 01822 615631 vbth.. 07851265315 angus@angusstewartl plLJS.com www.asbookkeepingsw.co.uk Dear Sirs, Re: Dartmoor Rescue Group- Central Fund Account$ 2020 I have examined the accounting records of the Dartmoor Rescue Group Central Fund for the 2020 calendar year. The Statement of Accounts. as prepared by Richard Thorne, are fully in accordance with vour bank records, involces, receipts, letters and further explanations by your Honorary Treasurer. Yours sincerely, Angus Stewart Proprietor