OpenCharities

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

2021-03-31-accounts

9[th] Aylesbury Scout Group

Annual General Meeting 2021

To be held on Monday 4th October 2021, from 6.30pm at our Scout HQ

Annual Report for period ending 31 March 2021

As a registered charity, we are required to present certain information, hold an Annual General Meeting and elect officers to the 9[th] Aylesbury Scout Group Executive Committee.

Young people are amazing. It’s our role to help them realise this.

Help give our young people the skills they need to succeed in life and discover how being a part of the Scouting family can be as rewarding for you as it is for them!!

Put your skills to use, learn new ones, and contribute to an amazing life-experience for you and your local community.

Volunteering is easier than you think. With full support and training, you can volunteer in a way that suits you.

The only thin g msiisn f rom g out reamsi you .

Puy tous rt slliko usel ,earn new ones and pala yna cvitr eni eloy ouol rcla commutin .y

Vulonteenirge si aeist rhany out nih.k Wtihf s lluuppoa trndrt niniagy ,ouc an vulontee ronelf a ixb elba .sis

Gviey oung peopelt hes t sllikhe yneed tos ucceedi nfil e and dsicove rhow bieng pa trot fhe Scouitngf amc ylian be ar sewardingf oy rou af si ti sor them .

C llau son 07766742750 o remlia 9thaelysburyscoutgroup@gmc.liaom

scout.sorg.ukj/oin #SkslliForLfie

----- Start of picture text -----
Copyirgh t2018 Th eScou tAssoaicoitn Regsitered Chatir ynumber s306101/SC038437 9th Aylesbury
----- End of picture text -----

9[th] Aylesbury Scout Group

2021 Annual General Meeting Information Booklet

For this year’s Annual General Meeting, the following information is provided.

Should there be any questions concerning these, please kindly raise them at the AGM.

Minutes of last year’s AGM held on 9[th] February 2021, via Zoom

Chair Person Report

Group Scout Leader Report

Treasurer’s Report

Receipts & Payments Summary

Assets & Liabilities Summary

Scrutineers Report Trustees Report

Minutes from the previous AGM

Minutes of 9[th] Aylesbury Scout Group Annual General Meeting h eld via Zoom video conference on Tuesday 9 February 2021 at 7.15pm

Present: Mel Quaile (Chair), Kelvin Leaver (GSL), Paul Biswell (Facilities Manager), Sue Biswell (Administrator), Paul Sypko (parent rep), Phil Minett (Quartermaster), Jackie Richards (Treasurer), Vicky Dodds, Ron Murray, plus a further 5 – 10 parents and young members.

Agenda Item

1. Welcome

**1. ** Welcome
MelanieQuaile(Chair)welcomed everyone to the meetingand thanked them for their attendance.
**2. ** Apologies for absence
Apologies received from Stuart Milward (parent rep), Darren Thompson (Cub Sectional Assistant),
Mark Rutland (Deputy County Commissioner / District Commissioner), Jenny Staszewski and one
parent.
**3. ** Minutes from 2019 AGM
The minutes of the AGM held on 26 June 2019 were agreed as a true record. Item 7 of the minutes
regardingtheQuorum was beingaddressed until Item 7 at this meeting.
**4. ** Any questions on the reports contained in the AGM booklet
Noquestions were raised.
**5. ** Chair Address
Melanie advised the meeting that she was standing down as Chair. Melanie thanked Kelvin Leaver for
his work in his role as GSL, Paul Biswell for continuing to look after the headquarters throughout the
pandemic, Sue Biswell for all her assistance, and all the Executive Committee, particularly during the
pandemic which has been a very trying time. Melanie thanked all the leaders, especially for
continuing to provide activities and entertainment online. Melanie thanked the parents for their
support of the group, and the young people for wanting to join and keep going.
The existing Group Executive Committee officially ‘stood down’ from their roles and the running of
the meetingwas taken over byKelvin Leaver(GSL).
**6. ** Elections
Kelvin Leaver thanked Melanie on behalf of all the group, for all she had done over the last 2 – 3
years.
Group Chair:Kelvin Leaver (GSL) stated that he nominated Phil Minett as Chair of the Executive
Committee for the coming year. This was seconded by Allyson Leaver. There being no objections to
this nomination, Phil was duly elected as Chair for the coming year.
Group Treasurer:Jackie Richards said she was willing to stand again as Treasurer and this was
proposed by Sue Biswell and seconded by Phil Minett. There being no other nominations, Jackie was
duly elected as Group Treasurer for the coming year.
Group Secretary:Vicky Dodds had agreed to stand as Group Secretary and this was proposed by
Melanie Quaile and seconded by Paul Sypko. There being no other nominations, Vicky was duly
elected as Group Secretary for the coming year.
Elected Executive Committee Members

The Quartermaster position is currently vacant. No nominations have been received. Kelvin
Leaver enquired if anyone would like to volunteer for the role. As no one came forward at this
time, the position remains vacant.

Paul Sypko said he was prepared to stand for re-election to the Committee as a parent rep. Paul
was proposed by Sue Biswell and seconded by Melanie Quaile.

Stuart Milward had previously advised that he was prepared to stand for re-election to the
Committee as a parent rep. Stuart was proposed by Phil Minett and seconded by Allyson Leaver.
There were no other nominations and as there were no objections to the above named nominated
people, Paul Sypko and Stuart Milward were duly elected as members of the Group Executive
Committee for the coming year.
Nominations of Executive Committee Members

Kelvin Leaver (GSL) proposed that Paul Biswell (as Facilities Manager) be nominated to the
Committee. This was seconded by Allyson Leaver.

Kelvin Leaver (GSL) also proposed that Sue Biswell (as Administrator) be nominated to the
Committee. This was seconded by Claire Snowdon.
There being no other nominations and no objections to the above two named nominations, Paul
Biswell and Sue Biswell were nominated as members of the Group Executive Committee for the
coming year.
Sue Biswell said if other parents are interested in joining the Committee to please come forward at
any time.
Appointment of independent examiner (Scrutineer) for the accounts
Helen Calcutt had agreed to be Scrutineer for the accounts for the current financial year. As there
were no objections to Helen carryingout this role,her appointment was agreed.
**7. ** Proposed amendment to the Group Scout Council Quorum’s rule
The meeting was asked to accept the following proposal:
‘The definition of a Quorum for the meeting of the Group Scout Council of the 9thAylesbury Scout
Group should be 20 members.’
Sue Biswell said the Group Scout Council is anyone involved in the group, so includes leaders, parents
and young people. At the last held AGM on 26thJune 2019, the figure of “50% + 1” was agreed but as
it is difficult to justify (as the number can vary all the time) it was agreed we needed a set number
rather than a percentage. The Quorum for the Executive Committee is set at 5.
Ron Murray advised that District has a Quorum of 50% + 1 for the Executive Committee, but for Group
all associated supporters are included so if you put a set number in your Quorum then it has to be
met. Ron suggested taking an arbitrary number, not too high - about a quarter, otherwise meetings
will not be valid.
It was confirmed the current meeting will be valid as the Quorum is being clarified then decided.
Paul Sypko queried whether it needs to be an odd or even number. Claire Snowdon suggested an odd
number is better for voting. Sue Biswell added that the Chair does not have a casting vote.
There was a suggestion of 11. Sue Biswell said there are 9 or 10 already with the Committee
members and leaders. Melanie Quaile added that it is better to have a lower number that will be
met.
Phil Minettproposed the number of 15. This was agreed and adopted.
**8. ** Resolution to define the number of ‘Elected Members’ to the Group Executive Committee
The meeting was asked to accept the following proposal:
‘The number of Elected Members that can be voted in at the AGM should be no more than 5’.
Ron Murray asked if this is solely for elected members. It was confirmed it is. Sue Biswell advised
there cannot be more nominated members than elected members.
Ron Murray asked if the proposal would give enough leeway for co-elected members. Sue Biswell
confirmed there would be enough for the Quartermaster and two more parents as well as room for
another three nominated members, therefore still allowing for co-elected members.
Ron Murray advised that there was a push to include a nominated youth representative.
It was resolved to adopt theproposal.
**9. ** Date of next year’s AGM and any questions
The proposal of holding next year’s AGM in June 2021 to bring us back in line with our usual
timeframe was agreed.
Phil Minett wished to thank everyone and reiterate what Melanie Quaile had said.
Ron Murray, on behalf of District, wished to thank all the leaders for all the zoom sessions held, and
Paul Biswell and Sue Biswell for all their hard work. Ron said the Group was a credit to Scouting and
was doing a fantastic job. Ron advised not to worry about attendance numbers or the consensus at
this time. And on behalf of the Explorer Scouts (Matrix) Ron thanked the Group for their continued
support.
Kelvin Leaver thanked Ron Murrayand Phil Minett,and thanked all for attending.
Meetingclosed 8.00pm

Chair Persons Report

My name is Phil Minett and I am Chair of the 9[th] Aylesbury Scout Group Executive committee. This is a new role for me having taken on the role after our previous Chair, Melanie Quaile stood down at the last AGM. I would like to thank her for all her support and hard work. I have been involved with the group for around 15 years as Beaver, Cub and Scout Leader and latterly as a member of the Exec committee so I know the group well. The current Executive Committee consists of:

I would like to thank them and their families for their time and support and for ensuring that ‘behind the scenes’ our group is run effortlessly, our finances are in order and that the premises are kept in good order and Covid friendly. However, we still have vacancies on the Executive Committee. Ideally we would like (at least) one parent representative from each section (Beavers, Cubs & Scouts). If you would like to be considered for election to the committee, please let Kelvin (or any committee member) know.

I would also like to take this opportunity to thank Kelvin and his team of leaders for all the work and effort that they have put in during the last year. They really have all gone above and beyond with the effort they have put in to keep the sections running using Zoom etc. All the Leader team and the Exec Committee are volunteers and they really do a fantastic job.

We are, however, in need of more Leaders so if you are able to offer any help please let myself, Kelvin or any other Committee member know. Anybody can help. If you are a painter and decorator or keen on DIY you could help with the DIY badge, if you work in IT there is a staged IT badge that you could help us with, Scientist, Chef the list goes on so please get in touch. It really is good fun and rewarding.

I look forward to meeting you at the AGM and to your continued support.

Phil Minett

Group Chair

Group Scout Leader’s Report (Scouting has been different recently : part 2.)

The Beaver, Cub and Scout sections have adapted to the new way of Scouting over the last year – partly remote & partly face-to-face.

Remote Scouting has involved quizzes, playing games, escaping from places, learning about aspects of nature, recycling, global issues, a virtual tour of the local energy from waste factory, learning about disabilities, doing some problem solving & teamwork activities, making ‘armpit rocky road’, cooking, spending an evening with the Royal Navy + much more. Activity packs were also distributed to Beavers & Cubs, to support the program.

The Beavers had the opportunity to take part in a Super Hero virtual camp at home, presented by Bucks Scouts Radio, with a full program of activities.

The Cubs (+ our Cub friends from 1[st] Aylesbury) were able to take part in a virtual activity camp, building dens, building rafts, doing some tracking, learning some first aid, making & cooking their own dinner as well as meeting some reptiles & creepy-crawlies – via video link.

The return to face-to-face Scouting has been welcomed by Leaders, the Young People & their parents, as well as the general public [it is nice to hear positive comments about Young People].

The Beavers, Cubs and Scouts have been ‘out & about’ wherever possible, for example: the Beavers have been on a trail around the area, the Cubs navigated a route from our HQ across public footpaths to Bedgrove Park, and two teams of Scouts set off on a hike from our HQ one evening, destined for the outskirts of Wendover. Over the next few weeks, Cubs and Scouts will do some kayak taster sessions and the Beavers will be at a local Scout activity centre using the low ropes and go karts. Challenges have been set – and accepted. Fires have been lit, food has been cooked & eaten, games have been played, badges and top awards have been earnt.

Everyone has been working hard gaining ‘Skills for Life’…

… you may have noticed that our section evenings still have the same number of young people attending [which is great, having so many people wanting to be part of Scouting], but we are having to split the sections up / deliver the program using multiple zones and adults, in order to comply with covid & social distancing guidelines. If you would like to become a leader / regular helper / occasional helper / share a skill or hobby that you have refined over lockdown, please do get in contact with any of the leader team or Group Executive.

THANK YOU to all the volunteers - the talented & resourceful team of Leaders (who run the Beaver, Cub & Scout sections) & the Group Exec Team (that look after our HQ, finances, administration and equipment etc.) – and their families (for allowing the time) ; as well as the Young People & their parents / carers, for adapting to and supporting, a different way of Scouting.

Kelvin Leaver

Group Scout Leader

9th Aylesbury Treasurers Report 2020-2021

This financial year has seen many challenges with Covid-19 and uncertainty as to how we would progress financially and our Executive Committee made a decision to offer our members the opportunity to suspend their subscriptions for a period of time as many faced potential financial worries.

However, our Executive Committee has also worked hard at looking into and securing various Government Grants and this has been invaluable in order for us to remain in a very secure financial position going forward.

Fortunately we have not had a year of large expenses as we have in previous years, such as a new kitchen and heating system although we do have other financial expenses on the horizon which we will need in time, such as updating our toilet facilities. As always we also do still have every day running costs and utility bills to cover along with insurances, etc. and your membership subscriptions are still very much a crucial part of us running the HQ.

Each year we apply for HMRC Gift Aid against the subscriptions we receive for those of you who have signed up for Gift Aid (which is at no additional costs yourselves). So if you haven’t signed a Gift Aid Declaration and you are able and willing to do so (you must be a UK income tax payer) we can claim back 25 pence for every £1 we receive from your subscriptions and this enables us to claim back on average an extra £1800 a year.

We are also still always looking for new supporters through the Vale Lottery which enables you to support us here at the 9[th] whilst being in with a chance of winning some funding for yourselves! If you would like more information please visit our page on their website: www.valelottery.co.uk/support/9th-aylesbury-scout-group .

We would like to take this opportunity to thank you for your continued support and prompt payments.

Kind regards

Jackie Richards

Jackie Richards - Group Treasurer

9th Aylesbury Scout Group Receipts and Payments Account For the year from 01-Apr-20 To 31-Mar-21 Receipts and payments 2019120 Unrestricted funds 202012021 Unrestricted funds Receipts Donations, legacies and similar income Membership subscriptions 10,305 7,642 /¥. Less: Membership subscriptions paid on (National/County/Area/District) 4,012 3,422 Net membership sUbS￿lptiOnS retsined 6,294 4,220 Donations 258 50 Legacies Gift Aid 1,864 2.097 Other similar income Sub total 8,416 6,367 Grants Maintenenace grant Other grants 21,099 Sub total 21,099 Fundraising (gross) Misc Fundraising 90 131 Scouting Activities 4,982 84 Hall Hire 6,430 210 Badgel Scarf Receipts Sub total 11,502 425 Investment income Bank interest 11 Building Society interest The Scout Association Short Term Investment Service Propety Rent income Other investment income Sub total 11 Total Gross Income 19,928 27,899 Asset and investment sales, etc. Total receipts 19,928 27,899 1 LT700002

9th Aylesbury Scout Group Receipts and Payments Account For the year 01-Apr-20 To 31-Mar-21 Receipts and payments 2019120 Unrestricted funds 202012021 Unrestricted funds Payments Charitable Payments Youth programme and activities (incl. Section Payments) 5,780 146 Adult support and training Rent 300 300 Water and Sewerage 298 364 Electricity and Gas 2,473 2,154 Insuran 1,964 2,051 Repairs and Renewals (incl. maintenan￿ Contracts) 891 929 Materials and equipment 1,918 596 Cleaningmaste Removal 35 Printing and photocopyingladmin supplies Contribution to camp costs Uniforms 26 AGM and trustee expenses 51 Other costs Badgeslscarfs etc 643 243 Other costs Group Exec Dinner 53 Other costs Donations Other Costs Misc (Incl. Oakfield Rd Lease purchase fees) (A 61 n,I"' Sub total 1,835 14,431 8,617 Fundraising expenses Detail 1 35 Detail 2 Detail 3 Other fundraising costs Sub total 35 Total Gross Expenditure 14,466 8,617 Asset and investment purchases, etc. Total payments 14,466 8,617 Net of receipts/(payments) Cash funds last year end Cash funds this year end 5,462 19,282 5,462 19,282 2 LT700002

Statement of assets and liabilities at the end of the year 01-Apr-20 Unrestricted funds 31-Mar-21 Unrestricted funds Cash funds Bank current account Bank deposit account Building society account 1,817 22,675 1,562 42,212 The Scout Association Short Term Investment Service CashlFloats Total cash funds 24,492 43,774 Other monetary assets Tax daim (Estimated) 1,800 1,200 Debts due from the County/ArealDistricUGroup Insuran￿ claim Sub total 1,800 1,200 Investment assets Investment propety - detail Quoted investments Other investrnents - detail Sub total Non monetary assets for charity's own use Badge stock Shop stock Other stock Land and buildings Motor vehicles Scouting equipment, fumiture etc Other Sub total Liabilities Accounts not yet paid Expenses incurred but not invoiced Subscriptions not yet paid Grant to be f￿1Ved Other liabilities Sub totsl Contingent liabilities and future obligations Signature Print Name Jackie Richards Treasurer Kelvin Leaver GSL 3 LT700002

Scrutineer's Report to the Trustees of the th 9 AYLESBURY SCOUT GROUP I report on the accounts of the Group for the year ended . 1021 Respective responsibilities of Trustees and Scrutineer As the Group's trustees you are responsible for the preparation of the accounts; you consider that neither the audit nor independent examination requirements of the Charities Act 2011 apply. It is my responsibility without carying out an audit or independent examination to scrutinise the accounts and to report to you. Basis of Scrutineer's Statement In accordance with the directions given in the Group's constitution, I have scrutinised the records and the accounts set out on pages . to. Scrutineer's Statement In my opinion the accounts are in accordance with the records produced to me and comply with the constitution. Address: .... . Date: . LT700005 (1" February 2017)

Trustees' Annual Report

For the period

From (start date) 0 1 0 4 2 0 to end date 3 1 0 3 2 1

Section A Reference and administration details Reference and administration details Reference and administration details Reference and administration details Reference and administration details Reference and administration details Reference and administration details Reference and administration details
Charity name
Other names the charity is known by
Registered charity number (if any)
HQ registration number
Charity’s principal address		 NINTH AYLESBURY SCOUT GROUP
9th AYLESBURY SCOUT GROUP
3
0
0
6
5
2
2
8
4
9
5
Mrs J Richards
8 Hastoe Park
Aylesbury
Postcode H P 2 0 2 A D

Names of the charity trustees who manage the charity

(These will be published in the annual report of the charity and the Charity Register if reporting for a Registered Charity with a charity regulator)

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15		 Trustee Name Office (if any) Dates acted if not
for whole year
PhilipAllen Minett Chair 09 February2021
Kelvin Charles Leaver GroupScout Leader
Jackie Richards Treasurer
Susan Jane Biswell Administrator
Paul Terence Biswell Facilities Manager
Paul James Sypko Parent Representative
Stuart Millward Parent Representative
VickyDodds Secretary 09 February2021

Names and addresses of advisers (optional information but encouraged as best practice) (These will be published in the annual report of the charity)

Type of advisor Name Address

1 LT700001 (3rd December 2018)

Section B Structure, governance and management
You may choose to include additional
information, where relevant, about:
(e.g. appointed by, elected by)
Trustee selection methods
(e.g. trust, association, company)
How the charity is constituted
(e.g. trust deed, constitution)
Type of governing document
Policies and procedures adopted for:
a) the induction and training of trustees;
b) trustee' consideration of major risks
and the systems and procedures to
manage them		 The Group's governing documents are those of the The
Scout Association. They consist of a Royal Charter, which
in turn gives authority to the Bye Laws of the Association
and The Policy, Organisation and Rules of The Scout
Association. We also have a 'Terms of Reference'
document
The Group is a trust established under its rules which are
common to all Scouts.
The Trustees are appointed in accordance with the Policy,
Organisation and Rules of The Scout Association.
The Group is managed by the Group Executive Committee,
the members of which are the ‘Charity Trustees’ of the
Scout Group which is an educational charity. As charity
trustees they are responsible for complying with legislation
applicable to charities. This includes the registration,
keeping proper accounts and making returns to the Charity
Commission as appropriate.
The Committee consists of a Chair, Treasurer and
Secretary together with the Group Scout Leader, parent’s
representation and other nominated members and meets on
a regular basis.
This Group Executive Committee exists to support the
Group Scout Leader in meeting the responsibilities of the
appointments and is responsible for:
The maintenance of Group property;
The raising of funds and the administration of Group
finance;
The insurance of persons, property and equipment;
Group public occasions;
Assisting in the recruitment of leaders and other adult
support;
Appointing any sub committees that may be required;
Appointing Group Administrators and Advisors other than
those who are elected.
Section B Structure, governance and management (continued)
Risk and Internal Control
The group has in place systems of internal controls that are
designed to provide reasonable assurance against material
mismanagement or loss, these include 2 signatories for all
payments and a comprehensive insurance policies to
ensure that insurable risks are covered.
Section C Objectives and activities
Summary of the objects of the charity set
out in its governing document		 The objectives of the group are as a unit of the Scout
Association.
The Aim of The Scout Association is to promote the
development of young people in achieving their full physical,
intellectual, social and spiritual potentials as individuals, as
responsible citizens and as members of their local national
and international communities. The method of achieving
the Aim of the Association is by providing an enjoyable and
attractive scheme of progressive training, based on the
Scout Promise and Law and guided by adult leadership.

2 LT700001 (3rd December 2018)

Public benefit statement 2020 has been a very difficult year for everyone and the
Leaders have worked very hard to offer Scouting to all
sections of Beavers, Cubs and Scouts via Zoom or
otherwise.
The Group kindly acknowledges the contribution of all those
that give their time, especially the leaders. Many parents
and others have contributed to the Group in some form or
other and their support is much appreciated.
The Group meets the Charity Commission's public benefit
criteria under both the advancement of education and the
advancement of citizenship or community development
headings.
Section D Achievements andperformance
Summary of the main achievements of
the charity during the year		 The Group has fulfilled its obligations within Scouting as
outlined in the objectives of the Scout Association. It has a
strong financial base, good headquarters and equipment
and an enthusiastic leadership team and executive,
However, we are always actively looking for additional
support for the Group, either as a Leader in one of the
sections or for the Executive Committee.This help is crucial
to our goals of continuous improvement for the group for the
benefit of our members. The Trustees would like to thank
all the Leaders for their efforts during this very difficult year
and for the parents for helping their children with Zoom
meetings, etc. The Executive Committee has agreed to
pursue the opportunity to try to purchase the freehold of the
land on which the HQ stands. Currently, we lease the land
and obtaining the freehold would secure the future of
scouting in our community. Negotiations are continuing. Due
to the pandemic, income has been reduced but we have
taken advantage of the offer of business grants which have
been made available to us. We are very grateful for these.
Section E Financial Review
Details of any funds materially in deficit
(circumstances plus steps to eliminate)		 Reserves Policy
The
Group's
policy
on
reserves
is
to
hold
sufficient
resources to continue the charitable activities of the group
should income and fundraising activities fall short. The
Group
Executive
Committee
considers
that
the
group
should hold a sum equivalent to 12-18
months running
costs, circa £12000.00. .
The Group operates a Gift Aid Scheme and during this
financial year applied for and received a total of £2097.05
for theprevious financialyear
The Group does not have sufficient funds to invest in longer
term investments. The Group has therefore adopted a risk
averse strategy to the investment of its funds. All funds are
held in cash using only mainstream banks or building
societies.
Investment Policy

3 LT700001 (3rd December 2018)

Section F Other Optional Information
Plans for future periods (details of any
significant activities planned to achieve
them)		 Any organisation which is supported by volunteers needs to
constantly 'renew' its voluntary resource. Although we have
a strong leadership team, we are pleased to receive any
offers of assistance from prospective additional leaders and
helpers. We are alweays willing to listen to new ideas from
our young people, parents/guardians etc. and believe that
everyone has something to offer however great or small.
Section G Declaration

The trustees declare that they have approved the trustees’ report above Signed on behalf of the charity’s trustees


Signature(s)
Full name(s)
Date
Position (eg Secretary, Chair)
REDACTED
REDACTED
REDACTED
REDACTED
REDACTED
REDACTED		 REDACTED
PhilipMinett Kelvin Charles Leaver
Chair GroupScout Leader
1
4
0
6
2
1
1 4 0 6 2 1

4 LT700001 (3rd December 2018)