## **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¢sw￿lIty 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 = £1390.91/365*116
Unity Personal Accident and Medical Expenses
£94 for the period 01/2/24 to 31/1/25
305 days prepaid = £94.00/365*305
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 = £1390.91/365*116
Unity Personal Accident and Medical Expenses
£94 for the period 01/2/24 to 31/1/25
305 days prepaid = £94.00/365*305
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 **-**