## **4[th] Uckfield (Holy Cross) Scout Group** ## **Charity no: 291658** ## **Minutes of Group AGM at Scout Headquarters, Rocks Park Road, Uckfield On Thursday 17[th] July 2025** ## **Present: Trustee Board members:** Andy Lees (AL) – Chairperson Chris Weller (CW) – Group Lead Volunteer Gill Huxley (GH) – Group Treasurer David Brown (DB) – Phoenix Scouts Claire Howarth (CH) – Kipling Cubs Pat Morgan (PM) – Yukon Beavers/Alpha Scouts Abbie Leigh-Waller (ALW) – Yukon Beavers Angela Hayes (AH) Grant Kerwin-Nye (GKN)– District Lead Volunteer Other members of Group Scout Council (parents and volunteers) 1. **Welcome by Group Lead Volunteer:** **GVL** (CW) welcomed the Members of the Scout Council 2. **Apologies for absence:** Apologies have been received from the following and their names will be included in the minutes of this meeting David Munn (DM) 3. **Appointment of Chairperson: GLV (CW)** nominates Andy Lees as the Group Chair (chair@4thuckfield.org) and asks for a show of hands as approval. There were no other candidates Proposed: CW Seconded: GH Approved by a show of hands ## 4. **Minutes of previous AGM held on 22[nd] September 2024:** - The minutes of the previous AGM were reviewed by the Trustee Board at their first meeting after the previous AGM and Chair (AL) proposed that the minutes are taken as read and ask the Group Scout Council to agree that they are a true record of that meeting Proposed: AL Seconded: CH Approved by a show of hands 5. **Governance Topics: Chair** notes to the Group Scout Council members present that this part of the meeting is a necessary part to make sure that the charity’s foundations are in good order. ## a. **To adopt the model constitution from POR:** **Chair** (AL) **:** In line with the recommendation from Scout Headquarters. I propose that we adopt the model constitution from Chapter 5 of Policy, Organisation and Rules. A copy of this was available for review and inspection prior to this meeting, and copies are also available at the meeting Proposed: AL Seconded: GH Approved by show of hands - b. **Note the Group’s financial year:** **Chair** (AL) **:** Members of the Group Scout Council are asked to note that our charity’s financial year is 1st April to 31st March. - c. **Agree the number of members who may be elected to the Trustee Board:** - **Chair** (AL) **:** The Group Scout Council must agree at its AGM the number of people who can be elected to the Trustee Board. The recommendation from the outgoing Trustee Board is that up to five people can be elected. Proposed that the Group Scout Council approves that recommendation Proposed: AL Seconded: CW Approved by show of hands - d. **Agree the quorum for the AGM and for Trustee Board meetings: Chair** (AL) **:** The Group Scout Council must agree at its AGM the quorum – the minimum number of Group Scout Council members that must be present at a meeting of the Group Scout Council. The recommendation from the outgoing Trustee Board is that the quorum should be set at 8 persons. This can be reviewed annually. The Group Scout Council is asked to approve that recommendation. **Chair** (AL) **:** The Group Scout Council must agree at its AGM the quorum for Trustee Board meetings, The Charity Commission statement of good practice is that the Trustee Board quorum should be set at one third of Trustee Board members plus one and must include Chair and Treasurer. The recommendation from the outgoing Trustee Board is that the quorum should be set in line with the Charity Commission good practice statement. Propose that The Group Scout Council approves that recommendation. Proposed: AL Seconded: GH Approved by show of hands Proposed: AL Seconded: CW Approved by show of hands 6. **The Group Lead Volunteer’s Review of Scouting. GVL** (CW)thanked everyone for attending. Every section has been running full and active programmes, most having done at least some camping, hiking and adventurous activities, taking part in Downsman Hike, Overland Hike, Ashdown 30 Hike and recently Goldbitz 2025. Numbers are slightly down on last year. (GKN advised this was the trend across the District and nationally) Recent stalls at Uckfield Lions Fun Day and Nutley Fete helped to promote scouting in the locality and has resulted in enquiries to join as well as a possible leader. Within the section leadership, Greg Richards is moving on from the Group to take up a District role within West Sussex and was thanked for his support of the Group and wished him well in his new role. Andy Riches has agreed to take over the role of section leader with Alpha Scouts. CW thanked all the leaders for the time and effort they put into the sections. ## 7. **To receive and consider the Annual Report of the Group Trustee Board including the Annual Statement of Accounts.** **Treasurer** (GH) reported: Income for financial year 2024/2025 - £63,454.24 (an increase of £8,207.70 from last year) - Membership fees (subs) £20,707.00 = Group £13,518.00 (£14,411 last year)/Sections £7,189.00 (£7,756.50 last year) – overall a reduction of £1,460.50 on last year) - Hall hire: £8,179.00 (an increase of £1,929 due to a new regular hirer) - Donations and other income: £2,827.22. This included a very generous donation of £500 from Lloyds Bank Foundation for the volunteer hours that a leader puts into the Group and for which we are very grateful along with monies set aside for QM expenditure and other specific expenditure within the Group and Sections. - Income from Gift Aid was slightly down on last year at £4,853.14 against £5,538.53 and we continue to encourage parents to sign up to Gift Aid on the OSM portal if they are taxpayers - Other income to Sections totalled £26,576.88 for camps and activities Expenditure: - £64,200.83 (an increase of £2,769.92 from last year) - Capitation to District once again is the largest expense of £8,855.00; however, this was down on last year (£10,340.00) due to less members in the Group. - As usual, Group expenditure mainly relates to the maintenance and upkeep of the hut and grounds together with the building and personal accident insurances. The main increases are in the cost of utilities – electricity (an increase of over £600), water rates (increase of over £300), bin collection (an increase of £300). A complete tree survey of the grounds has been undertaken, and some remedial works have been identified which will be carried out in the next few months, the cost of which is yet to be estimated - Section expenses came to £38,664.76 and thanks go to the leaders for their continued time and support in planning and organising the many activities and camps they put together for the enjoyment of our young people ## Year-end: Bank account: £14,409.39 (Group £5,610.31; Sections £7,682.02; QM/transfer £1,117.06) Saving account: £11,591.73 The Group accounts and Section ledgers for financial year 2024 to 2025 have been fully audited by an Independent Examiner and submitted to Ashdown District Scout Council. They will be submitted to the Charity Commission with the annual report at the end of the year. **DLV** (GKN) explained that the amount paid for Capitation is proportioned to District, County and National levels. Over recent years the amount charged by District has been maintained at the same level however, this will probably have to be increased in the future to help cover expenditure incurred. **Chair** (AL) invited questions from the floor regarding the Trustee Annual report and Annual Accounts. Chair (AL) thanked Treasurer (GH) 8. **Elections to the Group Trustee Board** **Chair** (AL) advised that this part of the meeting sets the charity up to be well led during the period until the next AGM. Particularly the Group Scout Council appoints the Trustee Board to ensure good governance for the charity over the next year. ## a. **Group President:** **Chair** (AL) proposed Les Davies as President – this was approved by a show of hands ## b. **Group Trustee Board Secretary:** **Chair** (AL) advised the ‘Group Secretary’ is an elected appointment. DM has stood down as secretary but will remain on the Trustee Board. Angela Hayes (angelaclair002@icloud.com) agreed to take on the role. Since there were no other nominations by the closing date this was approved by a show of hands ## b. **Group Trustee Board Treasurer:** **Chair** (AL) advised the ‘Group Treasurer’ is an elected appointment and, as required _,_ Gill Huxley (treasurer@4thuckfield.org) has been formally proposed and seconded. Since there were no other nominations by the closing date this was approved by a show of hands ## c. **Election of Group Trustee Board Members:** **Chair** (AL) advised the following have been formally proposed as Group Trustee Members: David Brown – Phoenix Scouts (phoenix@4thuckfield.org) Claire Howarth – Kipling Cubs (kipling@4thuckfield.org) Pat Morgan – Yukon Beavers/Alpha Scouts (yukon@4thuckfield.org) Abbie Leigh-Waller – Yukon Beavers (wigglyboo@hotmail.com) David Munn (david.munn@kent.gov.uk) - d. **To approve the GLV’s nominations to the Trustee Board:** Andy Riches – Alpha scouts (alpha@4thuckfield.org) Emma Radford – Phoenix parent (emmar250@gmail.com) Aimi Brown – Saskatoon parent (gretchin@hotmail.co.uk) All approved by a show of hands **Chair** (AL) thanked the Trustees for their work during the year and to DM during his time as secretary 9. **Appointment of Independent Examiner:** **Treasurer** (GH) **:** proposed Gerald Baker FMAAT **Chair** (AL) **:** Gerald Baker has been proposed and seconded and is qualified for the role and this was approved by a show of hands ## 10. **Awards presented by District Lead Volunteer:** **DLV** (GKN) awarded service awards to David Brown and Gill Huxley and Wood Badge to Russell Batchelor ## 11. **Any other business:** Presentation made to Greg Richards on behalf of Alpha Scouts and Greg presented Andy Riches with the keys to the hut and thanked him for continuing to support Alpha Scouts ## 12. **Date and venue of 2026 AGM:** to be advised **Chair:** thanked everyone for attending and wished all success for the forthcoming year £ ￿3￿.10 866.12 £ 138923 19710 Yukon IA8L50 in8 Mafthn8 Martsets pha ph￿ £ 2h2633 E I031J7 2.328.L¥J 540SO $ 230794 1531n 291. 389￿1 E &85511) 193ffj3 2547SO Haklttirt 1$7.59 64SO 22112 É 25￿01 Group Manrtoba Yuknn Saskatoon 175 5250 Ma¢eknr Mardets Altha p￿eTh TQtalGrft￿O 7L75 137.1 Sed4>Trlrnvrne.sub5 Manitoba-5ub5 Yuknn-ststÉ Saskatoon- wt6 KSpllng-sub5 Mafekillg-yJt6 Mart￿$.9jbS Alpha-5ub5 Pboenix-suts 79UY) Man￿ba.￿ther￿r0￿ YUkDn-Qtheri[￿o[ m79 £ Vii.60 £ 2m099 £ L271m 4A94.94 4.67688 £ 126430 5.633.91 £ lu.￿.72 5.CWJ4.40 £W76 KI￿￿E-0th￿incOry* MafEknnE. ot1￿1n[[xr* 4.W4S Apha.otl*rincome PhowrA-otherirKorne oint¢vknts 3J15fjJ 9.17339 CAFCu¢fEtstAtttyJrtOIJM24 CAF60￿ AccwntOL0424 Totsl £ J33Z £ IL59U3 Toial OLOL24 £ 3.389 92D25 56925 1.910.77 Iw*l¥ 10)Ilif £ 5MOJI 56154 615S6 34315 n859 £ L54026 E L124.01 £ IlfiaS5 2.270.77 £ u)42.ll £ I4￿.30 L79625 £ L403.99 7EOX Dm GdlHu￿ty.￿￿T￿￿Surtr Yuk¢D 1317X T*xai Icl'12> Scouts 4 Uckfield Group Accounts l April 2024 to 31" March 2025 Income Membership fees- Group Hall Hire Donations. etc to Group Grft Aid Membership fees- Sertions other income-sections 13518.(K) 8.179.lJ) 2327.22 4.853.14 7.189.(K) 26.576 Group expenses Section expenses 25.536.07 38,664.76 Interest - Current account Interest- Gold Account 40.18 270.82 Total iTrccbme Current Account- 01.04.24 Gold Account- 01.04.24 63N54a4 Totsl expenditure 64,200.83 15,426AI Current Account- 31.03.25 14,409.39 11.320.91 Gold Account- 31.03.25 11,591.73 £ ￿)201￿5 £ 90201.95 I have examined the above Income and E￿nditU￿ account and Balance Sheet forthe 4 Uckfield Scout Group and find them in accordan￿ with the suwxJrt¥ng paper5 and vouthet5 given to me which are to the best of my knowledge authorised transaction I certify that these accounts are Tn accordan￿ with the supporting pape￿ and present a true record of the Group's finances at forthe searended 31 March 2025 Independent Reviewer_ Gerald Baker FMAAT Date: lo- Independent Examinerfs report to the Trustees of 4th Uckfield (Holy Cross) Group Scout Council I report to the Trustees on my examination of the accounts of the 4th Ud ¥S IA21 2A Date: 2023 £ ￿3￿.10 866.12 £ 138923 19710 Yukon IA8L50 in8 Mafthn8 Martsets pha ph￿ £ 2h2633 E I031J7 2.328.L¥J 540SO $ 230794 1531n 291. 389￿1 E &85511) 193ffj3 2547SO Haklttirt 1$7.59 64SO 22112 É 25￿01 Group Manrtoba Yuknn Saskatoon 175 5250 Ma¢eknr Mardets Altha p￿eTh TQtalGrft￿O 7L75 137.1 Sed4>Trlrnvrne.sub5 Manitoba-5ub5 Yuknn-ststÉ Saskatoon- wt6 KSpllng-sub5 Mafekillg-yJt6 Mart￿$.9jbS Alpha-5ub5 Pboenix-suts 79UY) Man￿ba.￿ther￿r0￿ YUkDn-Qtheri[￿o[ m79 £ Vii.60 £ 2m099 £ L271m 4A94.94 4.67688 £ 126430 5.633.91 £ lu.￿.72 5.CWJ4.40 £W76 KI￿￿E-0th￿incOry* MafEknnE. ot1￿1n[[xr* 4.W4S Apha.otl*rincome PhowrA-otherirKorne oint¢vknts 3J15fjJ 9.17339 CAFCu¢fEtstAtttyJrtOIJM24 CAF60￿ AccwntOL0424 Totsl £ J33Z £ IL59U3 Toial OLOL24 £ 3.389 92D25 56925 1.910.77 Iw*l¥ 10)Ilif £ 5MOJI 56154 615S6 34315 n859 £ L54026 E L124.01 £ IlfiaS5 2.270.77 £ u)42.ll £ I4￿.30 L79625 £ L403.99 7EOX Dm GdlHu￿ty.￿￿T￿￿Surtr Yuk¢D 1317X T*xai Icl'12> Scouts 4 Uckfield Group Accounts l April 2024 to 31" March 2025 Income Membership fees- Group Hall Hire Donations. etc to Group Grft Aid Membership fees- Sertions other income-sections 13518.(K) 8.179.lJ) 2327.22 4.853.14 7.189.(K) 26.576 Group expenses Section expenses 25.536.07 38,664.76 Interest - Current account Interest- Gold Account 40.18 270.82 Total iTrccbme Current Account- 01.04.24 Gold Account- 01.04.24 63N54a4 Totsl expenditure 64,200.83 15,426AI Current Account- 31.03.25 14,409.39 11.320.91 Gold Account- 31.03.25 11,591.73 £ ￿)201￿5 £ 90201.95 I have examined the above Income and E￿nditU￿ account and Balance Sheet forthe 4 Uckfield Scout Group and find them in accordan￿ with the suwxJrt¥ng paper5 and vouthet5 given to me which are to the best of my knowledge authorised transaction I certify that these accounts are Tn accordan￿ with the supporting pape￿ and present a true record of the Group's finances at forthe searended 31 March 2025 Independent Reviewer_ Gerald Baker FMAAT Date: lo- Independent Examinerfs report to the Trustees of 4th Uckfield (Holy Cross) Group Scout Council I report to the Trustees on my examination of the accounts of the 4th Ud ¥S IA21 2A Date: 2023