## **SOUTH DEVON DISTRICT SCOUT COUNCIL** ## **ANNUAL GENERAL MEETING** ## **Monday July** 8th **2024 to** be **held at 7.30pm at the District HQ Ivybridge** **AGENDA:** ## 1. Welcome 2. ## Apologies 3. To approve the minutes of the Annual General Meeting held on 17th July 2023 4. Goverance a. To adopt the constitution as shown in POR b. Note the District's financial year c. Agree the number of members that may be elected to the Trustee Board d. Agree the quorum for each of the District Scout Council meetings **Review of the previous year** 5. a . The District Commissioner's report - b. To receive and consider the Report and Accounts submitted on behalf of the District Trustee Board for the year ending 31st March 2023 6. ## `a.` To approve the DC's nomination for Chairman b. To elect a District Secretary and District Treasurer 7. ## **District Trustee Board** a. To elect members of the Board ## b. To approve the DC's nomination members ## **`C.`** To appoint the Scrutineer d. To nominate members to the County Scout Council **8** . ## **Any Other Business** - at the Chairman's discretion ## **Minutes of the Plym District Scout Council Annual General Meeting held on Monday July 17th** ## **2023** The District Commissioner Richard Nankivell welcomed leaders to the District AGM. There were 27 leaders present with 6 apologies. ## Roger Galloway led a few moments of reflection . 1 Minutes - The acceptance of the minutes of the Annual General Meeting 2022 was proposed by Bob Sheldrake and seconded by Terry Cranston . Agreed. Adoption of the **2023** Report **and** Accounts - The District Executive presented the Annual Report and Accounts. Treasurer Terry Hawkins reported on the accounts for 2022/23. He reported that the Accounts were looking healthy . Terry explained the items in the accounts . There were no questions , all were content. The Treasurer proposed the adoption of the report and the accounts . John Willis seconded the proposal. All agreed . **Appointments 2023/24 -** The District Commissioner nominated **John** Holden as District Chairman . John said that he would chair the merging of **the** two Districts for one year . Terry Hawkins was proposed by **the** District Commissioner. Terry **was** thanked for all his work **in** the merger of the two District accounts . Duncan Wadey was thanked for his **work** with the South Hams accounts. Barbara Bowles was asked to continue as District Secretary and said that **she** would continue for one more year. Katrina Day would act as Assistant Secretary . **Members of the District Executive** - The District Commissioner said that for one year **he** would like **a** representative from each Group on **the** Executive. **The** Groups Chairman or a member of the Groups Executive if possible. This would be for one year **only** whilst the merge was taking place . **District Commissioner's Nominations -** Wayne Gould, Janet Murkin, Helen Longdon and Bob Sheldrake **Co- opted** - Terry Cranstone , **Katie** Gould, John **Willis and** Sam **Powell** . **Under 25's Election -** Megan Day and Imogen Day **District Commissioner's Report** - Richard Nankivell thanked Leaders for ensuring that Scouting continued after **the** restrictions of Covid . **Training** modules must be completed including Trustee modules by Group Chairmen, Treasurers and Secretaries . All Executives needed to be compliant or **they** would not be covered by insurance . A District camp was planned for 2024 at Watcombe and Richard hoped that all Groups in the **new District would be there.** **Awards -** Kevin Saunders was presented with his Wood Badge and Sam Powell her DESC Wood Badge. Mike Bates and Ross Drummond were presented with their 15 year awards , Chris Shannon 20 **years** , Judy Sheldrake , Graham Barnes and John Gilding 25 years, Terry Cranstone **30 years** and Bob Sheldrake 50 years. All were thanked for their work over many years . The District Commissioner was thanked for his support and hard work **during the** year . The meeting **closed at 9pm** ## Jehset ## lden ## **South Devon District Report 2023/2024** ## **Chairman** During 2023, the Plym District and the South Hams District were informed by the County Commissioner that we were being required to merge into a new District, to be called South Devon District. I don't think either District were especially thrilled by this prospect, as each felt it had a clear identity as serving a particular area. However, there was no choice, and because we are all committed to making Scouting the best it can be for the young people involved , we set about making the new District work as well as possible . Prior to the launch of the new District, the young people in the Groups were invited to take part in a competition to design the badge for the new District . We had lots of imaginative ideas, and the winning design was selected by a group of Executive Committee members. A new District Executive was set up, meeting for the first time in September 2023, comprising representatives from all the Groups in South Devon . Although this made for a rather large committee, Richard Nankivell (District Commissioner) and I felt it **was** important **that** all Groups **were** represented and had a chance to have their views heard. In practice, the number attending meetings has usually been around 12 - 15, so quite manageable . Major changes in the organisation of Scouting mean **that** the District Executive is being replaced by the District Trustees Board, which will focus on the Governance of the District, ensuring **that it** complies with the requirements of the Charity Commission, and will not deal with day to day operational matters. They will be under **the** control of a separate group, led by the Lead Volunteer , formerly known as the District Commissioner . As I was previously Chair of South Hams District , Richard Nankivell persuaded me to stay on and oversee the merger between the two Districts. I feel that **has** now been achieved, and for a variety of reasons I now feel the time has come to **hand** over the reins to a new Chair. I leave knowing that Scouting in South Devon is in good shape and **in** good hands . **John Holden - Chairman** ## **District Commissioner** Wow our first year as South **Devon** , and no! no **more** merges on the horizon ! Another great year of Scouting locally , and with **the** fabulous memories still **of our** first District camp together! **What** an event it was fabulous, to see all the **young** people's faces **just** running around taking part in **all** the things that make scouting great. To my amazing team for organising **the** event, Alex and Evie Hampton , Sara & Ian Pitchford , Jimmy Edmonds and my crack kitchen team, Cookie, John, Austen **&** Sarah and of **course** to all of you for **giving** up your Bank Holiday weekend to make the event **the** success it was " Thank You" As **the** summer term roles **on** at a pace there are several groups enjoying **the** excellent Kayaking provided by Port of Plymouth at Mount Batten. I managed to get down **there** the other evening and witness 2nd Elburton Scouts on the water **and what fun they** were having. As August approaches **we** have several groups attending Scoutmoor 24 at Westpoint **in** Exeter and I'm sure they will have a great time getting involved **in all the** activities **the** county **has** lined up . Sadly, as I report every year, we remain very low on volunteers and as a result have sadly seen **the** closure (temporarily ) of 1st B&Y although hopefully **along** with Beavers and Cub sections at Wembury I hope to **have** a relaunch in early **Autumn** . **This year's** AGM will also be somebody's last **one** as District Secretary **,** after over 20 years as Secretary **for** Plymstock, Plym and South Devon and 20+ years of service to county before that **Barbabra** Bowles **is finally** sharpening **her** pencil no more. **Barbara** on **behalf of** everyone in South **Devon and all** my predecessors can I say a massive " **Thank** You **"** and I couldn't have done it without you! Barbara however is not disappearing completely , and I am delighted to say that she has agreed to take the Honorary Role of District President . I know I've said it a few times in my report this year, but " Thank You " really doesn't seem enough to say to all of you for your continued dedication and service to our fabulous movement , we would be nothing without all your amazing efforts . Stay safe enjoy the summer break and see you all in the Autumn term for another fun filled Scouting year, I'm sure . Richard Nanvikell - District Commissioner ## Foxcove Campsite The site was only used five times in the year, four by local district scout groups, one Plymouth group and one DotE group from a Plymouth school. Expenditure included insurance, fuel for the two diesel generators, water, and general maintenance costs. Again the past winter was not so cold and we did not experience any frost damage, although the water supply had been turned off when the site was closed over the winter period . Grass cutting and site maintenance tasks were conducted throughout the year. During the sites closed period the access track has had some significant maintenance which has considerably improved site accessibility. The roofs of two of the store huts have been replaced and a vast amount of rubbish / clutter was removed with the help of the Army Reserve Centre from Brest Road . Also thanks to Wembury Parish Council for allowing the 16 tonne waste skip to be placed in the community car **park** in Barton Close to accommodate the removed rubbish / clutter . Many thanks to all the volunteers and especially a small team from 1st Plympton who have attended on multiple weekends to tackle the work. Needless to say that getting the campsite into a position that it can be easily accessed and clutter free has impacted on the reserves to the point that it all has been spent and support is being provided by the District . There has been very few enquiries concerning booking the campsite for the 2024 camping season . Consequently there will be very little income. **Regular** visits are being made to the campsite and the local landowner is also keeping watch for any unauthorised access. **Terry Cranstone - Campsite Warden** ## **Cottles Explorer Unit** Over **the** past year, Cottles Explorer Scouts have participated in a wide range of activities . They enjoyed some regular programme favourites, like making pancakes **with** the Friday night scouts, air rifle shooting and the Chip Shop challenge . They revisited a popular activity with a coached evening at the driving range. We had 6 Explorers, and 2 leaders go to the World Scout Jamboree, and although it was not the experience anyone was expecting due to the trouble with the main camp site ultimately lead to the decision by UK Scouting to leave, they still had a brilliant time. They have come back with amazing stories and souvenirs that **they** have shown off at groups and events, inspiring scouts for the next Jamboree in Poland 2027. The merging of South Devon has led to joint activities including a residential camp at Dewerstone Cottage with great outdoor activities. Bonds **with our** neighbouring Explorer groups were further strengthened **with** the district camp with mixed patrols from all Explorer groups in **the** new South Devon District . We **have** lots of plans already **in** place, for more joint activities as we look forward to **a new** era of Explorer Scouts **in** South Devon . **Cottles Explorer Scouts Leaders** South Devon District Scout Council Recoipts and Payments Account For tho yottr Iroin 0110412023 0110412022 Receipts and payments 2023124 Unrestrl¢ted fund 2022123 Unrestrlcted funds Receipls l)on3tions. legatiès and similar intome i?tersT)Ip sUt￿Pb￿s Vus reb81e trDm CouDty ZI,578.$0 18.413.50 Nlemtership SU￿￿¢￿pts0th$ paid on INatsonaUCountylAre¥lDislrictl -20,492.00 -19.935.00 Ne.. ￿)eM￿l*.,.p 5utsscnpbOn5 retsined 1,08S.50 -1,521.SD Tr3is*-. of iJTri trtyn Fonher SoLth Hams District 14,342.00 0.00 Irapsferoi nd trom 3rd Ivybndge Isoitlyfor PL21 OSLI 7,000.00 0.00 Badge sales 687.10 1T.50 64.00 0.00 Sub totsl Grants 21TrteTherha￿ grant 0.00 O*er grants CoviJ Gr¥nl$ via Plymaulh CC trom UK Go¥ 0.00 Sub total Events income D'stncl Camp In M8y 2024 17,682.OD 0.00 St GeDrges collecLion 0.00 Cub 5 3 side o.oo Sub total Investment income 64.23 0.00 Building SttEty Inlefe51- Skipion 199.15 20.54 MI5ceiianeovs income 0.00 Property Rent Income solely from PL21 OSL 250.00 0.00 Other Investment Income 0.00 Stjb totsl 513.38 20.. Total Gross Income 41.37490 Asset antl investment sales. etc. 0.00 rotal receipts .1J83Aq South D8von Di51ricl Scout Council Annual Accounts Year 202312024 1 of4 South Devon District Scout Council Receipts and Payments Account For Ilio yonr Iroi 011041202J 0110412022 Receipts and paymoiits 202J124 Uiiroslrlctod lund6 2022123 Unr06trStlod lunds Pa ènts Chanlable Payn)oiits 'Ou* tyTh¥ranii?io IKli%ili¢s Dlsincl Caitip Excepled AJV", suk¥w ar￿ kYtseniDDM IllillenDI Reni tor •na Teani nieÈiillQS to Fr8nce 24 Eveni 38.94 76,26 11.4J 216.QO 0.00 Tr5¥ 1.1UU.00 0.00 UTh,ftsrm Name YAPts 501.OQ o.oo 30.00 9.97 408.00 0.00 SraTh*J UnifoTm B*d9os.DIsiri¢L Wortd and Award Batye5 B•dy Compebtron Cè5ts 4n¢ Pnzel 1,460.00 O.OD 122.00 876.94 122.zo MPLC tst*rvJ 0.00 282.70 AGNI and trnstee axpensw Compuier RèpRir D..5blCI Camp In May 2024 Rem•mtY8ne* ¥Vre4th from Bniish Legion J￿tr￿lee 8 M•moriil Bad9•8 Setue 1s1 Plymgiook Debv Empty premists tsn group closure Cwthbvbon 10 WSJ 2023 A Koiea. 256.77 140.00 27.00 1,864.00 0.00 27.so 799.QO 250.00 Di$tnuAward$ Eveni Cos15 3,200.00 447.50 0.00 Contrbu)on 10 corona11￿ Badoès Further Loan ￿ Plymouth Scouls Prowrties Trujl 128.00 0.00 4,000.00 000 Sub total Propery at 10 Longbrook Street, PL7 1NJ CounrJl TaxJRaies lo Plymou￿ City Couwl 34.56 85.12 Souv) West Water 121.98 EDF Energy-Eiectrtc 928.00 484.00 Legal C051 Involved In attempled Sale ol Propety Valuabon, Asbp51os and File Suryey5 8,342.42 0.00 564.00 Insul8n￿ ol Property and Equipment 605.19 636.22 Prop¢ry at Fox¢ove Tiack. CaTpark rEpaiTS and mi5cellaneDU5 Timber rKoiect 5,603.76 Propery at Leonard Road PL21 OSL Broadb8nd Inslallalion and monthly ch8rg8S 71,30 Fire Risk A55essmeniisuNey Fire Proleciion Equiprnenl 240.00 119.06 Fire & SecurilyA18rm SYs￿M 813.10 Secunty Camera. Locks and Keys Cle8ning C051 269.96 36.00 Sub total South Devtsn DislrKI Scout Council Annual Accounts Year 202312024 2of4 Total Gross Expendlture Asset and Inve8trnen¢ purchasès, etc. 0.00 0.00 Tolal payments Nol of re¢elpts/{paymenls) C•¥h funds la¥t year ond Cash funds Ihls year end 18,224.96 27,080.29 South Devon Dislricl Scout Council Annual A¢counl$ Year 202312024 3014 Statement of assets and Ilabilillos at tho ond ol tho yoar 3110311024 J11031202J Unr••trlcted Ivndi Unrtr•idcl¢d Ivnd¥ 1.992.70 5.397 09 9.227 02 12.627 87 >).211.10 5$ 4.761 SO 1.666.SD 0.00 20.ofM) ool 16.000.00 Sub total 0.00 o.ool 0.00 Sub total N¢)n monetary assets frjr charitys own use 245.00 1.320.001 0.00 190.00 0.00 0.00 181.463.00 181.4S3.00 0.00 0.00 100 00 1DO.00 0.00 0.00 Sub to>1 Liabilrbes O.OD 0.00 0.00 o.oo 0.00 O.QD 0.00 o.oo ooo 000 Sub total Contingent liabilities and future obligations The above re the Truste eipts and payments account and ststement of assets and liabilities We￿ appfoved by on 20th May 2024 and signed on their behalf by nalufe Print Natne Chair IcFIARf) kl M .,IcLL TreaSu￿r Sotrth Devon Distsict Scout Counal Annual Accounts Year 202312024 4014 ## **Scrutineer's Report to the Trustees of South Devon District Scout Council** I report on the accounts of the Group/District for the year ended 31[st] March 2024. ## Respective responsibilities of Trustees and Scrutineer As the District'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 carrying 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 District's constitution, I have scrutinised the records and the accounts set out on pages 1 to 3 ## Scrutineer's Statement In my opinion the accounts are in accordance with the records produced to me and comply with the constitution. Name: Duncan James Wadey Address: The Windjammer Raleigh Road Salcombe TQ8 8AY Date: 6[th] September 2024