89[th] READING (MILESTONE WOOD) SCOUT COUNCIL
Annual General Meeting
Tuesday 11th June at 7:00pm 89[th] Reading HQ, Jefferson Close, RG4 8US
AGENDA
Present: The meeting was attended by 24 people, including Robin Kent (GSL), Roy Gordon (Chair), Bill Foster (Treasurer) and Lesley Chambers (Secretary).
1. Introduction and welcome
Robin Kent (GSL) welcomed members of the Group Scout Council and guests to the meeting.
2. Apologies for absence
Amy Fletcher, Ana Joanes-Cox, David Arnold and Helen Curtis
3. Governance topics
- a. Approve the minutes of the Annual General Meeting held on 07/06/2023
RK stated that the Group Trustee Board had reviewed these on 22[nd] May 2024. He put forward that they were taken as read and were a true record of the meeting. This was seconded by Colin Blount and approved by a show of hands.
- b. Adopt the model constitution from Policy, Organisation and Rules (POR 5.4)
RK told the meeting that in line with recommendations from Scout Headquarters, the Group Trustee Board proposes that we adopt the model constitution from chapter 5 of POR. This was seconded by Lesley Chambers and approved by a show of hands.
This can be viewed at: https://www.scouts.org.uk/por/5-local-governance-and-finance-ofgroups-districts-counties/#5.4
c. Note the Group’s financial year
This was noted as being from 1[st] April – 31[st] March.
- d. Agree the number of members that may be appointed to the Trustee Board
RK explained that the outgoing Trustee Board recommends that a maximum of 12 people are appointed, and the quorum will be 1/3 of the number of trustees plus 1 person. Robin Kent proposed this; Georgie Dixon seconded this, and it was approved by a show of hands.
- e. Agree the quorum for future meetings of the Group Scout Council (excluding this AGM)
Robin Kent stated that the outgoing Trustee Board recommends that the quorum should be set at 15 people. Colin Blount seconded this, and it was approved by a show of hands.
4. Review of the previous year
- a. The Group Lead Volunteer’s review of Scouts at the 89[th] Reading Scout Group.
RK started by saying that our focus is summed up by “Fun, Friendship and Fresh air”. All sections are camping this summer and have been getting outside as much as possible in the summer months.
We have a new Cub pack so currently have 2 Beaver sections, 3 Cubs, 2 Scouts and 1 Explorers. We have 203 young people coming each week and 48 volunteers (around 100 in total across the Group). The waiting list is currently at nearly 200.
We have bought a new mess tent using funds from the Christmas post.
There is potential for a Squirrels drey, but we need someone with Scouting experience to set it up. The main focus, however, is how to open another Scout section, with the possibility of half a troop running on a Tuesday evening. We could use families on the waiting list to build a leadership team.
Cub and Scouts are over the limit at the moment.
Roy Gordon took this opportunity to thank all volunteers at the 89[th] .
- b. Receive and consider the Annual Report of the Group Trustee Board, including the annual Statement of the Accounts
RK noted that the Group Trustee Board had approved the Annual Report and Statement of Accounts and had received the report on the accounts from the Scrutineer at their meeting on 22[nd] May 2024.
Bill Foster thanked leaders for their cooperation.
He told the meeting that revenue over the year 2023-2024 had been £57,000. Emma Lawrence has collected lots of outstanding subs and got lots of gift aid payments from parents.
He reminded the meeting that we can get 10% back from the Scout shop, so people should drop all receipts from there into his tray.
Spending for the year has included several new tents and other equipment, and work on tree cutting on site.
We have had a successful year and have made a profit (which will be ploughed back into the Group). Accounts showed a bank balance of £33,000 at the end of the year.
5.
Making appointments
- a. Appoint the Group Chair, following recommendation from the open selection process initiated by the Group Trustee Board.
Page 2 of 4 pages
RK explained the open selection process agreed by the Trustee Board. He said that the recommendation was that Colin Blount be appointed as Group Chair, and this was approved by a show of hands.
- b. Appoint the Group Treasurer, following recommendation from the open selection process initiated by the Group Trustee Board
RK told the meeting that the Trustee Board had recommended that Bill Foster be appointed as Treasurer. This was approved by a show of hands.
- c. Appoint members of the Group Trustee Board, following recommendations from the open selection process initiated by the Group Trustee Board
Robin Kent presented the recommendations from the Group Trustee Board: Richard Curtis, a parent – new trustee Simon Davies, an independent, new trustee John “Rusty” Wright Julian Rae Nicolas Willenbrock Natalie McCabe These were approved by a show of hands.
He thanked trustees for their work, particularly Lesley Chambers, who is stepping down, and welcomed new trustees.
- d. Appoint the Group President
Robin Kent advised that Roy Gordon is proposed as President for Life in recognition for his services to the 89[th] and to Scouting in general. This was approved by a show of hands.
- e. Appoint the Scrutineer
Bill Foster proposed David Gillingham. This was seconded by Lesley Chambers and approved by a show of hands.
6. Closing remarks
Tony Phillips, District Commissioner, addressed the meeting. He thanked leaders and the rest of the team and commented that the 89[th] is now the largest Group in the District.
Tony presented a 15-year service award for Mark Tovell.
He told the meeting that transformation was about building teams and commented that the 89th had already started to successfully implement this new teams-based approach.
He thanked RK for his passion and energy.
Page 3 of 4 pages
After the meeting participants were able to view the new access to toilets and showers and the new mess tent.
Page 4 of 4 pages
Template for the scrutineer's report to the trustees Scrutineer's Report to th• Trustéès of the 89th Readsn9 ScoLrts- Mliestone Woods Scout Coundl 4udTrt rKy examinaiKn dthE charl1% Art ?011 aAly. It is T¢swlIty witlKXrt AG4 6NtI I" Ntsy2W24
89th Reading (Milestone Wood) Scout Group
Statement of Assets & Liabilities as at 31st March 2024
| 2023/24 | 2022/23 | ||||
|---|---|---|---|---|---|
| £ | £ | ||||
| Fixed Assets | |||||
| Premises | 740,000 | 375,000 | |||
| Camping Equipment and Premise Contents | 17,024 | 15,823 | |||
| Climbing Equipment | 4,514 | 4,166 | |||
| Fixed Activity | Equipment | 107,836 | 107,712 | ||
| Trailers | 1,500 | 1,500 | |||
| 870,875 | 504,201 | ||||
| Current Assets | |||||
| Bank Accounts | |||||
| 00027869 | Main account |
31,499 | 30,169 | ||
| 00101692 | Gold Sav Acc |
2,001 | - | ||
| - | - | ||||
| 33,500 | 30,169 | ||||
| 904,374 | 534,370 | ||||
| Current Liabilities | |||||
| Accruals | 0 | 0 | |||
| District Loan | 0 | 0 | |||
| Creditor Income in Advance | 0 | 0 | |||
| 0 | 0 | ||||
| TOTAL ASSET VALUE AS | AT 31st MARCH | 904,374 | 534,370 | ||
| Capital Account | |||||
| Proft and Loss account brought forward | 534,204 | 532,014 | |||
| Revaluation Surplus | 365,000 | ||||
| Net proft for the year adj for deprec | 5,171 | 2,356 | |||
| Total funds | 904,374 | 534,370 |
Approved by the Trustee Board 22nd May 2024
89th Reading (Milestone Wood) Scout Gro
Receipts and Payments Summary for the Year Ending 3
| Income Subscriptions Received Donations and grants received Gift Aid Hall/Site rental Neckers Unit Outings Less Capitation paid Total Income |
2023/24 £ 25,400 3,604 6,932 10,447 505 10,254 (9,611) |
|---|---|
| 47,529 |
| Expenses Activities Consumables Activities Health and Safety Activities Jamboree Activities Other Activities Unit Expenditure Admin Bank Charges Admin Insurances Admin Other incl Licences Admin Stationery Admin Website /Broadband Premises Cleaning Premises Electricity Premises Fire/Security Premises First Aid/H & S Premises General Rates Premises Water charges Premises Repairs & Maintenance Premises Telephone Premises Waste Removal Premises Badges & Neckers Premises Equipment Total Expenditure Net proft for the year |
748 1,176 450 1,168 13,001 60 1,485 393 20 594 3,000 4,107 509 136 85 707 9,198 - 460 2,970 - |
|---|---|
| 40,265 | |
| 7,265 |
oup
31st March 2024
2022/23 £ 18,467 611 2,542 13,298 308 4,237
(9,419)
30,044
640 812 - 357 6,108 72 1,021 321 83 339 3,000 1,560 828 248 159 778 5,792 217 456 2,569 -
25,359
4,685
89th Reading (Milestone Wood) Scout Group
Profit Adjustment Summary for the Year Ending 31st Ma
| Proft per P&L Deprec written of Assets Add Back Unity Combined Insurance £1390.91 paid for 26/7/23 to 25/7/24 116 days prepaid = £1390.91/365116 Unity Personal Accident and Medical Expenses £94 for the period 01/2/24 to 31/1/25 305 days prepaid = £94.00/365305 PPLPRS Music Licence £209.56 paid for 18/2/24 to 17/2/25 322 days prepaid = £209.56/365*322 Less Unity Personal Accident and Medical expenses Unity Combined Insurance PPLPRS Music Licence |
2023/24 7,265 (2,260) 442 79 185 Reverse 2022/23 (77) (295) (167) 5,171 |
|---|---|
arch 2024
2022/23 £ 4,685 (2,517) 295 77 167 Reverse 2021/22 (70) (280) - 2,356
89th Reading (Milestone Wood) Scout Group
Bank Summary for the Year Ending 31st March 2024
2023/24 £ Total Receipts for Year 59,140.82 Total Payments for Year 55,810.23 Net Bank movement for the Year 3,330.59 Cash and Bank Balances Brought Forward 30,169.19 Cash and Bank Balances Carried Forward 33,499.78 Balance as statement Curr Acc 31,498.68 Balance as statement Sav Acc 2,001.10 Balance as statement Total 33,499.78
Difference
Template for the scnrtineer's report to the trustees Jlint•e5 R•wttr>the Truste¢5 ¢ftt* 8P Readin9 Scouts- Milestone Woods knjt C¢Mr
89th Reading (Milestone Wood) Scout Group
Statement of Assets & Liabilities as at 31st March 2024
| 2023/24 | 2022/23 | ||||
|---|---|---|---|---|---|
| £ | £ | ||||
| Fixed Assets | |||||
| Premises | 740,000 | 375,000 | |||
| Camping Equipment and Premise Contents | 17,024 | 15,823 | |||
| Climbing Equipment | 4,514 | 4,166 | |||
| Fixed Activity | Equipment | 107,836 | 107,712 | ||
| Trailers | 1,500 | 1,500 | |||
| 870,875 | 504,201 | ||||
| Current Assets | |||||
| Bank Accounts | |||||
| 00027869 | Main account | 31,499 | 30,169 | ||
| 00101692 | Gold Sav Acc | 2,001 | - | ||
| - | - | ||||
| 33,500 | 30,169 | ||||
| 904,374 | 534,370 | ||||
| Current Liabilities | |||||
| Accruals | 0 | 0 | |||
| District Loan | 0 | 0 | |||
| Creditor Income in Advance | 0 | 0 | |||
| 0 | 0 | ||||
| TOTAL ASSET VALUE AS AT | 31st MARCH | 904,374 | 534,370 | ||
| Capital Account | |||||
| Profit and Loss account brought forward | 534,204 | 532,014 | |||
| Revaluation Surplus | 365,000 | ||||
| Net profit for the year adj for deprec | 5,171 | 2,356 | |||
| Total funds | 904,374 | 534,370 |
Approved by the Trustee Board 22nd May 2024
89th Reading (Milestone Wood) Scout Group
Receipts and Payments Summary for the Year Ending 31st March 2024
| Income Subscriptions Received Donations and grants received Gift Aid Hall/Site rental Neckers Unit Outings Less Capitation paid Total Income |
2023/24 £ 25,400 3,604 6,932 10,447 505 10,254 (9,611) 47,529 |
2022/23 £ 18,467 611 2,542 13,298 308 4,237 (9,419) |
|---|---|---|
| 30,044 |
| Expenses Activities Consumables Activities Health and Safety Activities Jamboree Activities Other Activities Unit Expenditure Admin Bank Charges Admin Insurances Admin Other incl Licences Admin Stationery Admin Website /Broadband Premises Cleaning Premises Electricity Premises Fire/Security Premises First Aid/H & S Premises General Rates Premises Water charges Premises Repairs & Maintenance Premises Telephone Premises Waste Removal Premises Badges & Neckers Premises Equipment Total Expenditure Net profit for the year |
748 1,176 450 1,168 13,001 60 1,485 393 20 594 3,000 4,107 509 136 85 707 9,198 - 460 2,970 - 40,265 7,265 |
640 812 - 357 6,108 72 1,021 321 83 339 3,000 1,560 828 248 159 778 5,792 217 456 2,569 - |
|---|---|---|
| 25,359 | ||
| 4,685 |
89th Reading (Milestone Wood) Scout Group
Profit Adjustment Summary for the Year Ending 31st March 2024
| Profit per P&L Deprec written off Assets Add Back Unity Combined Insurance £1390.91 paid for 26/7/23 to 25/7/24 116 days prepaid = £1390.91/365116 Unity Personal Accident and Medical Expenses £94 for the period 01/2/24 to 31/1/25 305 days prepaid = £94.00/365305 PPLPRS Music Licence £209.56 paid for 18/2/24 to 17/2/25 322 days prepaid = £209.56/365*322 Less Unity Personal Accident and Medical expenses Unity Combined Insurance PPLPRS Music Licence |
2023/24 7,265 (2,260) 442 79 185 (77) (295) (167) 5,171 Reverse 2022/23 |
2022/23 £ 4,685 (2,517) 295 77 167 (70) (280) - 2,356 Reverse 2021/22 |
|---|---|---|
89th Reading (Milestone Wood) Scout Group
Bank Summary for the Year Ending 31st March 2024
| Total Receipts for Year Total Payments for Year Net Bank movement for the Year Cash and Bank Balances Brought Forward Cash and Bank Balances Carried Forward Balance as statement Curr Acc Balance as statement Sav Acc Balance as statement Total |
2023/24 £ 59,140.82 55,810.23 |
|---|---|
| 3,330.59 30,169.19 |
|
| 33,499.78 | |
| 31,498.68 2,001.10 |
|
| 33,499.78 |
Difference -