# **9th Aylesbury Scout Group Annual General Meeting 2024 26th June 7pm at Scout HQ**
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## **9[th] AYLESBURY SCOUT COUNCIL**
## Annual General Meeting
26 June 2024
9[th] Aylesbury Scout HQ, Oakfield Road
## **AGENDA**
## **1. Introduction and welcome**
## **2. Apologies for absence**
## **3. Governance topics**
- a. Approve the minutes of the Annual General Meeting held on 17 July 2023
- b. Note the Group’s financial year
- c. Agree the number of members that may be appointed to the Trustee Board
- d. Agree the quorum for future meetings of the Group Scout Council (excluding this AGM)
## **4.**
## **Review of the previous year**
- a. The Group Lead Volunteer’s review of Scouting in the 9[th] Aylesbury Group
- b. Receive and consider the Annual Report of the Group Trustee Board, including the annual Statement of the Accounts
## **5.**
## **Making appointments**
- a. Appoint the Group Chair, following recommendation from the open selection process initiated by the Group Trustee Board
- b. Appoint the Group Treasurer, following recommendation from the open selection process initiated by the Group Trustee Board
- c. Appoint members of the Group Trustee Board, following recommendations from the open selection process initiated by the Group Trustee Board
- d. Appoint the Scrutineer
## **6.**
## **Closing remarks**
# **Minutes of 9th Aylesbury Scout Group Annual General Meeting**
Held at 9[th] Aylesbury Scout Headquarters
Monday 17 July 2023 at 7.00pm
Present: Kelvin Leaver (GSL) Paul Sypko (Parent Rep.) Parents: Sue Biswell (Administrator) Dave Rayner (Parent Rep.) Ayse Kongur Hunter-Watts Jackie Richards (Treasurer) Dave Yates (Scout Sectional Leader) Hannah Burnett Paul Biswell (Facilities Manager) Abi Bailey (Beaver Sectional Leader) plus other parents Nick Cornwell (Quartermaster) Vicky Dodds (Secretary) Stuart Milward (Parent Rep.) Allyson Leaver (Cub Sectional Leader) Claire Snowden (Cub Leader) Kate Christensen (Training Manager) Murray Dobbie (District Commissioner)
## **Agenda Item**
## **1. Introduction & Welcome**
Sue Biswell (Administrator) welcomed everyone to the meeting and thanked them for their attendance. Sue introduced District Commissioner Murray Dobbie and Training Manager Kate Christensen, and notified all attendees of the fire escape routes. Kelvin Leaver (GSL) confirmed he will be presenting the meeting in the absence of the Chair, and with 25 attendees which fulfilled the required quorate, the meeting commenced.
Kelvin Leaver (GSL) presented a County Commissioners Commendation to Cub Olivia, for her work with the Wombles Group and her fundraising efforts.
## **2. Apologies for absence**
Apologies received from Phil Minett (Chair), George Perry (Scout Leader) and parents Louisa Whidbourne, Yelena Dedjula, Belinda Twissell, Carl Wilson and Chloe Wilson. Kelvin Leaver (GSL) explained that Phil is standing down as the Chair.
## **3. Minutes from 2022 AGM**
The minutes of the AGM held on 30 June 2022 have been reviewed by the Group Executive Committee (and a copy has been circulated in the Annual Report booklet). Sue Biswell (Administrator) proposed that the minutes are taken as read and asked the Group Scout Council to agree that they are a true record of that meeting. Proposal seconded by Nick Cornwell (Quartermaster) and no objections were raised. Minutes approved and no questions raised on the reports contained within the AGM booklet.
## **4. Governance Topics**
Sue Biswell (Administrator) confirmed that the Executive Committee has carried out all the required duties over the past year and members were registered as Trustees. The Scout Association has changed the terminology and going forward the Executive Committee will now be called the Trustee Board.
Kelvin Leaver (GSL) stated this part of the meeting is necessary to make sure that the charity’s foundations are in good order. 4.a. To adopt the model constitution from Policy, Organisation and Rules In line with the recommendation from Scout Headquarters, Sue Biswell (Administrator) proposed that we adopt the model constitution from The Scout Association’s Policy, Organisation and Rules, section 5.4 as our Constitution. Proposal seconded by Dave Rayner (Parent Rep.) and no objections were raised. Constitution therefore formally adopted.
4.b Note the Group’s financial year
The Group’s financial year runs from 1 April to 31 March.
## **Minutes of 9th Aylesbury Scout Group Annual General Meeting**
4.c Agree the number of members that may be elected to the Trustee Board
Kelvin Leaver (GSL) advised the Group Scout Council must agree the number of people that can be elected to the Trustee Board. The recommendation from the outgoing Executive Committee is that 5 (five) people can be elected. Kelvin Leaver (GSL) proposed that the Group Scout Council approves that recommendation. Proposal seconded by Hannah Burnett and no objections were raised. Approved.
4.d Agree the quorum for each of the Group Scout Council (including this AGM), for meetings of the Group Trustee Board and for meetings of any sub-committees
Kelvin Leaver (GSL) advised 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 Executive Committee is that the quorum should be set at 15 persons. Kelvin Leaver (GSL) proposed that the Group Scout Council approves that recommendation. Proposal seconded by Ayse Kongur Hunter-Watts.
Allyson Leaver (Cub Sectional Leader) challenged as to whether the number could be reduced in case we can’t get a minimum of 15 attendees, and made a second proposal that the quorum is 10. Paul Biswell proposed that due to the latest changes from the Scout Association, the quorum stays at 15 and is reviewed again later in the year. Murray Dobbie (District Commissioner) agreed and this second proposal was rejected. No further objections raised and the proposal for a quorum of 15 was approved.
Kelvin Leaver (GSL) advised the Group Scout Council must agree at its AGM the quorum for each meeting of the Trustee Board. The recommendation from the outgoing Executive Committee is that the quorum should be set at 5 (five) members, one of whom must be either the GSL or the Chair. Kelvin Leaver (GSL) proposed that the Group Scout Council approves that recommendation. Proposal seconded by Claire Snowden and no objections were raised. Quorum of 5 (five) was approved.
Kelvin Leaver (GSL) advised the Group Scout Council must agree at its AGM the quorum for each meeting of any sub-committee. The recommendation from the outgoing Executive Committee is that the quorum should be set at 5 (five) members. Kelvin Leaver (GSL) proposed that the Group Scout Council approves that recommendation. Proposal seconded by Allyson Leaver (Cub Sectional Leader) and no objections were raised. Quorum of 5 (five) was approved.
## **5. Review of the previous year**
Kelvin Leaver’s (GSL) review of scouting in the 9[th] Aylesbury Group is in the AGM booklet and shows how much work the leaders do.
The Group Scout Council are to consider the Annual Report of the outgoing Executive Committee including the annual Statement of Accounts.
Kelvin Leaver (GSL) thanked the Executive Committee for their work over the past year, especially to Phil Minett who is standing down as Chair and Vicky Dodds who is standing down as Secretary, and the Committee formally stood down.
## **6. Appointments**
Group Chair: Kelvin Leaver (GSL) seeks approval from the Group Scout Council for his nomination of Paul Sypko as Chair of the Trustee Board for the coming year. There being no objections to this nomination, Paul was duly elected as Chair for the coming year and took over the meeting.
Group Secretary: This role is vacant. Kelvin Leaver (GSL) confirmed the role involves taking minutes of the Trustee Board meetings and dealing with correspondence. No volunteers received so role remains vacant.
## **Minutes of 9th Aylesbury Scout Group Annual General Meeting**
Group Treasurer: Jackie Richards said she was willing to stand again as Treasurer and this was proposed by Paul Sypko and seconded by Sue Biswell. There being no other nominations, Jackie was duly elected as Group Treasurer for the coming year.
## Elections of members to the Group Trustee Board
Kelvin Leaver (GSL) advised this role involves attending Trustee Board meetings to help with the governance of the group in areas such as finance, health & safety, resources etc. The Board is an oversight to ensure as a registered charity we are doing what we should to meet both our scouting objectives and charity objectives. Sue Biswell added that it will be a learning curve for Trustees this year as the focus will be more on governance.
- Nick Cornwell said he was prepared to stand for re-election to the Board as Quartermaster. Nick was proposed by Sue Biswell and seconded by Paul Biswell.
- Dave Rayner said he was prepared to stand for re-election to the Board as a parent rep. Dave was proposed by Kelvin Leaver and seconded by Vicky Dodds.
- Ayse Konga said she was prepared to stand for election to the Board as a parent rep. Ayse was proposed by Sue Biswell and seconded by Claire Snowdon.
- Stuart Milward had said he was prepared to stand for re-election to the Board as a parent rep. Stuart was proposed by Kelvin Leaver and seconded by Abi Bailey.
There were no other nominations and as there were no objections to the above named nominated people, Nick Cornwell, Ayse Kongur Hunter-Watts, Stuart Milward and Dave Rayner were duly elected as members of the Trustee Board for the coming year. A maximum of 5 (five) Elected Members are allowed.
## Nominated Members to the Trustee Board
- Kelvin Leaver (GSL) proposed that Sue Biswell (as Administrator) be nominated to the Board.
- Kelvin Leaver (GSL) also proposed that Paul Biswell (as Facilities Manager) be nominated to the Board.
Kelvin Leaver (GSL) added that the role of the Administrator is a vital role, and especially will be in the year ahead with all the changes from the Scout Association. And Paul Biswell (Facilities Manager) does an excellent job.
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 Trustee Board for the coming year. A maximum of 5 (five) Nominated Members are allowed.
## 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 carrying out this role, her appointment was agreed.
## **7. Awards**
Kelvin Leaver (GSL) presented Paul Sypko (Chair) with his 5yr Service Award.
Kelvin Leaver (GSL) presented Sue Biswell (Administrator) with her badge for being the home contact for the last group camp.
Meeting closed 7.36pm
## eavas* cubs” s2*
## 9[th] Aylesbury Group Scout Leaders Report
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 when the sections are out & about]. This report covers some of the many sessions, activities & events held over the last year or so for the Beavers (ages 6-8), Cubs (ages 8-10) and the Scout sections (ages 10-14).
## Beavers [Leader Team: Dave + Adrian with Eleanor & Darcie as Young Leaders]
This year at Beavers we have done lots of exciting things inside and outside the Scout HQ. We currently have 24 members (the maximum we are allowed to have). During the year we have had Beavers moving on to Cubs and we have been able to maintain good numbers by recruiting new Beavers from our waiting list.
- This year, we have based the programme on all aspects of the Beaver badges as well as adding in some other exciting activities.
- We have completed many _activity badges_ , including: cook, experiment, international, space, faith…
- We have awarded _stage badges_ , including: emergency aid, community impact, hikes, nights away…
- We have worked on _challenge badges_ , including: adventure, teamwork, skills, outdoors, personal… Some have [proudly] earnt their ‘Nights Away Stage 1 & ‘Navigator Stage 1 badges’ when they attended a sleepover in our HQ recently
- Some of the Beavers have taken part in larger-scale activities including: **The Big O** (County Orienteering event in Wendover Woods), a **District Activity Day** at BraidWood (A Scout camp site near Chesham), the **District Christmas Party** , and the **County Beaveree at Paccar** (A Scout activity centre near Chalfont St Giles)
- Over the year, they have also learnt how to apply the Green Cross Code, followed a trail made of natural materials, planted sunflowers, used some pedal karts, built & flew a kite, took part in a trading game, did some craft & creative activities played games and [hopefully!] made friends, learnt skills, took part in everyday adventures and had fun.
- The Beavers have enjoyed completing and receiving their badges. Some have even been presented with the Chief Scout Bronze Award – the highest award for Beavers – for completing all of their challenge badges.
## Overall, a successful Beaver Colony…
…This is all made possible with the time, resourcefulness & skills of the leader team and the support of the Beaver parents on the parent rota & other events…maybe you too would like to be part of the fun?
Page 1 of 5
Group Lead Volunteers Report June 2024.docx
## eavas* cubs” s2*
## Cubs
## [Leader Team ‘Birch’: Allyson + Elliot +Matthew]
## [Leader Team ‘Ash’: Catherine + Lee with Harry & Daisy as Young Leaders]
During February of 2023, in order to deal with the level of interest of young people wanting to join the fun & adventure of Scouting, we opened a second Cub Pack (Ash). We now have nearly 60 Cubs over the 2 Packs. Both packs work closely together.
- They have been on some nature rambles, to see changes within seasons, a chip hike to compare chips from different chip shops, firelighting, learnt about disability awareness, done some art / creative activities and worked towards Artist, Athletics, Backwards Cooking, Chef, Gardener, Pioneer and many more badges.. They’ve celebrated the Chinese New Year with different foods, played games, done target shooting, tent pitching, raced pedal karts and completed some team challenges. Some helped out at a local nursing home (and talked to some of the residents about their Scouting adventures)
- The Cubs took part in **The Big O Orienteering** competition at Wendover Woods and the **Endurance 10 event** , walking 10Km from Chesham to Great Missenden. They took part in a **District Cub Camp** at Braidwood (near Chesham), held a **sleepover inside St Mary’s Church** (and rang the church bells and visited the bell tower…) and recently spent **5 nights in Cromer** , Norfolk…playing on the beach, visiting a lifeboat launch, seal watching, a dusk hike along the beach to toast marshmallows and much more!…They’ve taken part in the **Gilwell Funday** , where so many activities (including high ropes, low ropes, rafting, circus skills, firelighting, grass sledging…) were on offer. An afternoon at **College Lake** gave a good insight into some of the natural world around us. **Clip n Climb** was fun.
- Some Chief Scout Silver Awards have also been earnt – these are the highest awards for Cub Section
- A couple of the Cubs have represented the 9[th] at District Youth Squad days, to gather & share activity ideas between the other packs in the area.
## Overall, a couple of successful Cub Packs…
…This is all made possible with the time, resourcefulness & skills of the leader teams and support from the parents on the parent rota & other events. Why not volunteer and join in the fun?
Page 2 of 5
Group Lead Volunteers Report June 2024.docx
## eavas* cubs” s2*
## Scouts [Leader Team: David + George + Jason + Nick]
- Over the last year, the Scout section have: become more proficient with the (proper) use of knives, saws axes, fires… ie, not for anti-social behaviour. They have completed some **Teamwork challenges** (eg, remotely lighting candles, un-ravelling Scouts joined together by rope, bridge building, tent pitching etc). Badges have been earnt, **skills** have been learnt, practised and passed on…not only are these traditional Scouting skills – ie, fires / knife & axe but also ‘skills for life’ including ironing clothes, changing lightbulbs, maintaining cars, cooking etc.
- A team of Scouts also practised for, took part in & completed the **County Endurance 40 event** – walking & navigating 40Km in 14hours around the Chilterns (whilst carrying kit)…
- Some of the Scouts have also recently planned and executed an **Expedition,** _walking from the HQ to BraidWood (near Chesham, a distance of ~20km)_ **,** setting up hammocks & tents under a parachute canopy, then cooking dinner for themselves and their supporting leaders.
- A couple of the Scouts have represented the 9[th] at District Youth Squad days, to gather & share activity ideas between the other Scout Troops in the area.
- Over the next few months we are supporting several of the troop that are looking to earn their Chief Scouts Gold Award
Not bad for a few hours of effort a few times a month …
…This is all made possible with the support, time, resourcefulness & skills of the leader team. (whilst we don’t have a parent rota in Scouts, as it is seen as too embarrassing by the older Young People… if you do want to get involved in any way, please do get in contact)
## Group, i.e. all sections
- A visit to the pantomime – it really should count towards a water activity badge with the amount of water pistols being used [by the Young People & Leaders!]
- The Group was very well represented at the St George’s Day event organised by Aylesbury Town Council.
- Recently a tidy up was carried out of main storage areas within the premises. High on the agenda is a tidy up of the outside compound area, so we can how the area could be more useful to us.
- We are looking to start the journey soon with Squirrels – [a relatively new section, aimed at 4-6 year olds]. We’ve done a couple of taster sessions, to gauge interest – both from young people & team of volunteers – to see if we can move this forward. Still work in progress.
- We currently have ~100 Young People actively Scouting within the Group, and a waiting list [so we all must be doing something right]
- We are looking at organising some events and activities over the next year that will involve all of the Group sections – and hopefully some of the parents!
- We are also looking into moving our membership records & some of our sectional admin fully on line. We will be inviting all parents to sign up to the Parent Portal within On-Line Scout Manager in due course.
Challenges have been set – and accepted. There has been the opportunity to master new skills and try new things. To go on adventures, develop friendships, expand knowledge of the world, make a
Page 3 of 5
Group Lead Volunteers Report June 2024.docx
## eavas* cubs” s2*
difference in the local community…and have fun. Tents have been pitched. 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 and passing on _‘Skills for Life’_ …and not just the Young People.
Some of our volunteers have also been awarded Good Conduct / Long Service Awards as well as carrying out training (involving safety, safeguarding, first aid, program planning, inclusion, gaining adventurous activity permits, etc…) Skills for life as well the CV!
Page 4 of 5
Group Lead Volunteers Report June 2024.docx
THANK YOU to all the _**volunteers**_ – the talented, skilled & resourceful team of Leaders, Young Leaders [aged 14-18] & helpers (who run the weekly Beaver, Cub & Scout sections) to ensure that exciting, fun, safe and adventurous programs can be delivered safely AND the Group Committee [many of whom are Trustee Board Members] that look after our resources, HQ, finances, administration and equipment etc. – and their families (for allowing the time) ; as well as the Young People & their parents / carers, for supporting Scouting.
**Kelvin Leaver Group Scout Leader**
**We would like to strengthen our team of adult volunteers ‘supporting the sectional team members’, to give more opportunities to the Young People taking part in Scouting, and would welcome adults willing to help with : Administration [sectional records & support] Administration [taking minutes from Trustee Board meetings etc] Storing and maintaining equipment Looking after ‘craft’ resources Looking after and marketing ‘pre-owned uniform’ Help at larger events**
**-*-**
Page 5 of 5
Group Lead Volunteers Report June 2024.docx
## **9th Aylesbury Treasurers Report 2023-2024**
Our reserves continue to remain healthy as you will see from our Financial Year End Reports and this is helped by our continuing review of running costs by the Trustee Board and budget accordingly. In addition to the steady growth of Young Persons joining 9[th] Aylesbury Scout Group whose membership subscription payments enable us to support great activity opportunities. We continue to look at improvements within the HQ and review additional and replacement equipment requests as and when necessary.
Annually we apply to the HMRC for Gift Aid against the subscriptions we receive from those of you who have signed up for Gift Aid (which is at NO additional cost to yourselves). This enables us to gain additional income and last year we claimed back £1823, so we would ask if you are willing and able to Gift Aid please consider completing a Gift Aid Declaration (we can email one or provide a hard copy on request)as we would be very grateful. For more information please ask.
On the note of Gift Aid, we do send out requests and reminders and would again be grateful if you could respond to our emails confirming if you are willing and able or wish to decline so we don’t keep chasing unnecessarily.
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 subscription payments.
Kind regards
Jackie Richards
## **Jackie Richards - Group Treasurer**
9th AYLESBURY SCOUT GIIOUP
FINANCIAL STATEMENT AS A T 31 March 2024
Payments
Receipts
Btyt£
Bud9tt £
Totsl Subs To Dsts(fr¥m olx>v¢)
Member Stth to HQ
13131.50
-4154.00
6a$
Ck4rnr9
kefuse Collection
2130 98
214.85
Ek¢tricity
(Jjkfield Rth2d 6round Fl¢nt
Woter Clwges
Buildirs frsumrte
AThrJE mainteNCe Controcts
Cleoriry/Prernis¢s SLpplies
tptsirs and Re1$
Cknkfi¢ld Rwd L¢ttse Ptsre
841.57
3.00
542.84
1664.42
1018.90
188.17
566.11
8977.50
Holl Ht
3524.50
Totol
7467.84
s(¢tIr9 Actiwfi
6647.0)
S¢outirfj Attiviti
Patd To Se¢fior
5663.29
881.00
6544.29
hlISC PAVWS
Bod9es Etc
Unitorms
Adrnin fi¢m$
Equipment
A6M
Bodges Eic
Uniform$
Adrnin It¢n
Equipment
A6M
Cornp¢nsofrO
Sitt Aid
DoroTions
Furdr¢Jisirg
6ranls
683.55
383.08
212.20
615.42
10.50
30.CQ
1823.48
52.50
138.10
TroiTrr4
Sp¢¢ial
Furdroisir9
6r¢nts
260.00
7497
tsc *¢¢¢lpts &1¥ T•trl
2054.58
1% P•>wty TL¥tol
222922
8ank Inltrest
971.21
TOTAL flEIpTs FOR The vert
71714.79
TOTAL PAYMENT5 POR Tlf VEAA
16241.39
Tolol receipt$ fw the ywr
21774.79
Tolol payment$ for the year
16.241.3J
gdnk CLfMrtt Aeerfi)
2168.03
Ntt receipts Ipoyrnentjl for the yur
5.533.44
¢nk A¢¢ilUntli)
5Tr)7.26
Cash. barth and sffiikr fvTrls bwht f4Th*rd
JIYl.85
Cash, bank ONI *mihr fynds carrt¢d famrd
6ts)75.29
Totol gank dccount$/Cash
6OJ75.29
A5UR
SUBSCRIPTIONS
Cubs
Number PayifVJ Subs
um
r alIeij
r payirwj
aves
TOTAL8
GIFT AID
B••v•r8
Cv
um
¥* SVJ
up
mber o
Jm
abo%t s11111o chase
or
TALS
Esiflerer
9th Aylesbury Scout Group (Charity No. 300652)
Receipts and payments account
For the year
from
3110312024
0110412023
Receipts and payments
2022123
2023124
Unrestrlcted funds
Unrestricted funds
Recel ts
Donations le
aties and similar incom9
Membershi
subscri
tions
Donations
Le
acies
Gift Aid
Other similar income
S9
53
Com
n5ation
Sub total
30
Grants
Mainlenenace
Other
rants
rant
Sub total
ross
Fundralsln
Detail 1 Misc
Detsil 2 Seoulin
Activities
Detail 3 Bad
eslscarves Recei
Other fundraisin
activities
Sub totsl
events
150
138
Is
&796
Scout hut incomo
Hire of buildin
Hire ol e
ment
Other Scout hul income
Sub total
Investment Incom•
8ank Interest
Buildin
Societ inleresl
The Scout Association Short Term Investment Service
Other investment income
100
571
Total Gross Income
A588t and Investment saleg, otc.
rotal receipts
LT700002 (February 2024)
t of3
21+
9th Aylesbury Scout Group (Charity No. 300652)
Receipts and payments account
For the year
from
0110412023
3110312024
Receipts and payments
2022123
2023124
Unrestricted funds
Unrestricted funds
rnent8
Charitable Pa
ments
Membershi
subscri
lion5
aid on
Youth
ro
ramme and activities
Adult su
ort and Irainin
Rent
Water and Sewero
EleclTICI
and Gas
Insurance
Re
airs and Renewals
Materials and e
ment
Printin
and hotoco
Contribution lo cam
Unifom15
AGM and Iru818e ex
nses
Other costs detail 1 Bad
es
Other costs detail 2 S
ecial
Other costs detail 3
Nalionavcoun
IArealDistricl
260
300
543
2,973
1.664
1,988
615
212
300
257
2,721
2,166
2.219
1,108
110
costs
110
383
637
684
75
Sub totsl
Fundraisin
Delail 1
Detail 2
Oelail 3
Other fundraisin
ex
ensgs
costs
Sub total
Total Gmss Expenditure
Asset and Investment Durcha8es. etc.
Total payments
Net of r•ceipts/(payments)
Cash fund8 last year end (Total Balance In Bank)
Cash funds this year end
LT700002 (February 20241
2of3
9th Aylesbury Scout Group {Charity No. 300652)
Receipts and payments account
For the year
from
0110412023
3110312024
Statement of assets and liabilities at the end of the year
3110312023
Unrestricted funds
3110312024
Unrestricted funds
Cash funds
Bank current account
Bank de
osil account
Buildin
societ
account
The Seoul Association Short Term Investment Service
CashlFloats
Total cash funds
ree bal8nceg with rec•1
sand
ments account)
ok
ok
Other monets
Tax claim
Debts due from the Coun
Insurance claim
assets
IArealDislricUGrou
Sub totsl
Investment assets
Investment
ro
Quoted investments
Other Investments detail
Sub total
assets for charl
detail
Non moneta
Bad
e stock
Sho
stock
Other stock
Land and buildin
Motor vehicles
Scoulin
Other
's own use
menl, furniture etc
Sub total
Llabllltles
Accounts not el aid
enses incurred bul not invoiced
Subscri
lions not el am
Loan - detail
Other li8bililies
Sub total
Tota5 net assets
The above recelpts and payrnents account and statement of assets and Ilabilitles were approved by the
Trustees on 15th April 2024 (the date of the Trustee Board meetlng that approved the aGcountsl and signed on
thelr behalf by
nature
Prinl Name
REDACTED
REDACTED
Paul Sypko - Chair
Jackie Richards - Treasuror
LT700002 (February 2024)
3of3
+/+
LT700005- Scnrtineerfs Report to the Trustees (July
Template for the scrutineer's report
to the trustees
Scrutineer's Report to the Trustees of the
9 Aylesbury Scout Group Scout Council
I report on the accounts of the GrouplDistrictfor the year ended ......
As the Group'slDistrict's trustee5 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
carrying out an audit or independent examination to scrutinise the accounts and to report to you.
In accordance with the directions given in the Group'slDistrict's constitution, I have 5crutinised the records and the
accounts set out on pages ........... to ...4L.....
In my opinion the accounts are in accordance with the records produced to me and comply with the constitution.
REDACTED
Name:.
Address: ....
REDACTED
Date: ...
## Trustees' Annual Report
## For the period
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|**Section A**|||**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|||||||||||
||||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)_
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15|**Trustee Name**|**Office (if any)**|**Dates acted if not**
**for whole year**|
|---|---|---|---|
||Paul James Sypko|Chair||
||Kelvin Charles Leaver|Group Lead Volunteer||
||Jacqueline Richards|Treasurer||
||Paul Terence Biswell|Facilities Manager||
||David Rayner|||
||Stuart Millward|||
||Ayşe Kongur||17 July 2023 to date|
||Susan Jane Biswell|Administrator||
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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 (27 February 2024)
**Section B Structure, governance and management**
|Description of the charity’s trusts
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
Trustee selection methods
How the charity is constituted||
|---|---|
||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.|
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||The Group is a trust established under its rules which are
common to all Scouts.|
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||The Trustees are appointed in accordance with the Policy,
Organisation and Rules of The Scout Association.|
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||The Group is managed by the Group Trustee Board, 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 current Trustee Board consists of the Group Lead
Volunteer, Chair, Treasurer and 5 Trustees and meets
every few months.
Members of the Trustee Board complete Being a Scouts
Trustee learning within the first 6 months of joining the
Board.
This Group Trustee Board exists to make sure the charity is
well-managed, risks are assessed and mitigated, buildings
and equipment are in good working order, and everyone
follows legal requirements and the organisation's policies
and rules. Their support helps other volunteers run high-
quality and safe programmes that gives young people skills
for life.|
|**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.|
2 LT700001 (27 February 2024)
|**Section C**|**Objectives and activities**|
|---|---|
|Summary of the main activities in relation
to these objects|**The Purpose of Scouting**
Scouting exists to actively engage and support young
people in their personal development,
empowering them to make a positive contribution to society.
**The Values of Scouting**
As Scouts we are guided by these values:
**Integrity -**We act with integrity; we are honest, trustworthy
and loyal.
**Respect -**We have self-respect and respect for others.
**Care -**We support others and take care of the world in
which we live.
**Belief -**We explore our faiths, beliefs and attitudes.
**Co-operation -**We make a positive difference; we co-
operate with others and make friends.
**The Scout Method**
Scouting takes place when young people, in partnership
with adults, work together based on the
values of Scouting and:
- enjoy what they are doing and have fun
- take part in activities indoors and outdoors
- learn by doing
- share in spiritual reflection
- take responsibility and make choices
- undertake new and challenging activities
- make and live by their Promise.|
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||The 9th Aylesbury Scout Group comprises active sections
for Beavers [6-8year olds], Cubs [8-10.5year olds] & Scouts
[10-14 year olds]. All sections meet on a weekly basis (term
time), where they do a variety of activities (including play
games, arts & crafts, team building, adventurous activitites,
community support projects etc) which work towards either
'activity badges' or 'challenge awards' within Scouting.|
Additional details of the objectives and activities (optional information but encouraged as best practice)
|Public benefit statement|All of our volunteers freely give their time and efforts for the
benefit of Scouting.
All Trustees, Volunteers & supporters work together to
make Scouting (within 9th Aylesbury Scout Group)
accessible to all.|
|---|---|
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||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.|
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|**Section D**|**Achievements and performance**|
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||The Group has fulfilled its obligations within Scouting as
outlined in the objectives of The Scout Association. It has a|
3 LT700001 (27 February 2024)
j
strong financial base, good headquarters and equipment and an enthusiastic leadership team and Trustee Board, who are all volunteers and give their time and skills freely to promote and carry out activities for members of the 9th Aylesbury Scout Group (aged 6-14) in line with The Scout Association guidelines. Some of these activities include:-camps / overnight experiences, visits, craft sessions, games, team-building exercises, adventurous activities and projects supporting other community groups, all of which help to develop 'skills for life'.
|**Section E**|**Financial Review**|
|---|---|
||The Group currently has a very healthy bank balance but
we are still in the process of trying to purchase the freehold
of the premises to ensure scouting can continue in the area
for the future. If sucessful, this will use a large amount of
our finances.
**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 Trustee Board considers that the group should hold
a sum
equivalent to 18 months running costs, circa
£15000.00.|
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||**Investment Policy**
In view of the proposed purchase mentioned above, we feel
we do 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 and all funds
are held in cash using only mainstream banks or building
societies.|
||**Gift Aid Scheme**
The Group operates a Gift Aid Scheme and during this
financial year, applied for and received a total of **£1823 **from
HMRC for the previous financial year. If you belong to this
scheme, we thank you for your support. If you do not but
are a UK tax payer, please consider joining the scheme. To
do so, simply talk to one of the Leaders, the Treasurer or
Trustee Board members, as if you join, our funds can be
increased with no cost toyourselves.|
**Section F Other Optional Information**
4 LT700001 (27 February 2024)
Plans for future periods (details of any significant activities planned to achieve them) The Scout Organisation has introduced another section to the Scouting family. In addition to Beavers, Cubs, Scouts and Explorers, the newest section is called Squirrels. Squirrels are for 4-5 year olds. It is our intention to try to introduce a Squirrel 'Drey' to the 9th Aylesbury Scout Group and as with any volunteer organisation, we are always looking for people who are willing to give a little of their time to help. We intend to re-introduce the Parent Rota to the sections.The rota requires parents / carers to attend the section that their child is in, perhaps once or twice a term. They get to see what their child is involved in,and assist the Leadership team in running the evening. Many parents who have done this find that they get a lot out of the evening as well as giving a very short amount of time to the Leaders of the Group. We look forward to your support with this.
**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~~|
|---|---|---|---|---|---|---|---|---|
|||~~EDACTED~~||||||~~REDACTED~~|
||||||||||
|||Paul James Sypko
Susan Jane Biswell
Chair
Administrator
3
1
0
5
2
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