1[st] Ockendon Scout Group Annual Report and Accounts (2022/23)
September 2023
## Index
|||Page(s)|
|---|---|---|
|1|Agenda - AGM - 09.09.23|1 - 2|
|2|Group Constitution 2023|3 - 8|
|3|AGM minutesOct 2022|9 - 11|
|4|Published Accounts 2022-23|12 - 15|
|5|Signed Independent Examiner Report 2023|16|
|6|GSL Statement for AGM 10-10-22|17|
|7|Executive Members 2023|18|
|8|Squirrels Leaders Report 2022-23|19|
|9|Beavers Leaders Report 2022-23|20|
|10|Cubs Leaders Report 2022-23|21 - 22|
|11|Scouts Leaders Report 2022-23|23 - 26|
|12|QM Report 2022-23|27|
Headquarters:
Tamarisk Road, South Ockendon, RM15 6HU
## 1st Ockendon Group AGM Agenda 2022/2023
Saturday, 9 September 2023 @ 3pm
1. Welcome and Introduction
2. Apologies for absence
3. Adopt the constitution
4. Dates of the Charity's Financial Year
5. Agree the number of people elected to Trustee Board
6. Agree the quorum of meetings of the Scout Council
7. Agree the quorum of meetings of the Trustee Board and its subcommittees (to be confirmed in the future)
8. To receive and consider the minutes of the 2022 AGM
9. To receive and adopt the Trustees Annual Report for the previous financial year _(2022-2023)_
10. To receive and adopt the Financial Statements for the previous financial year _(2022-2023)_
11. To elect and appoint the Members of the Trustee Board:
## Approval of the Group Scout Leaders nomination for
- Group Chair - Josie Pitt
- To elect the Group Secretary - Heather Mc Fee
- To elect the Group Treasurer - Colin Wheatley (until replacement found)
12. Ockendon Group Leaders expressly indicating to the AGM, that they are willing to sit on the Trustee Board as an Ex-officio member. Moment to Speak about section
Charity Number: 302086
Group Scout Leader: James Ellis Group Secretary: Heather McFee
1
## 13. To approve the Group Scout Leaders nominations to the Group
- a. Executive Committee - See over
14. Independent Examiner for the coming year - (Mr Stuart Ince)
15. Presentation of any awards
16. Guest's address (District attendee and any others)
17. Conclusion and vote of thanks
## 18. Questions
19. Close of meeting
Charity Number: 302086
Group Scout Leader: James Ellis Group Secretary: Heather McFee
2
## **1[st] Ockendon Scout Group Constitution**
1. **The Group Scout Council - membership**
- 1.1 The Group Scout Council is the body which has charity governance responsibility for Scouting in the Group. The Trustee Board is accountable to the Group’s Scout Council.
- 1.2 Membership of the Group Scout Council does not provide membership of the Scout Association.
- 1.3 There are three categories of membership of the Group Scout Council:
- (a) Ex officio;
- (b) Nominated; and
- (c) Right of attendance.
- 1.4 A Secretary must ensure that nominated Group Scout Council members are recorded in the minutes of the Group Scout Council meeting which is normally the Annual General Meeting. Ex officio and nominated Group Scout Council members must not be recorded on The Scout Association’s membership system.
- 1.5 Group Scout Council membership
- (a) The ex officio members of the Group Scout Council are:
- (i) all adult members of the Group - see Group roles listed in the Chapter 16 Roles Table;
- (ii) all Patrol Leaders of the Troop in the Group;
- (iii) parents or carers of Squirrels, Beavers, Cubs and Scouts;
- (iv) the District Commissioner; and
- (v) the District Trustee Board Chair.
- (b) The nominated members of the Group Scout Council are other supporters of the Group appointed by the Group Scout Council on the recommendation of the Group Scout Leader and the Group Trustee Board. The number of nominated members must not exceed the number of ex officio members.
- (c) A nominated member of the Group Scout Council must be appointed for a fixed period not exceeding three years. Subsequent reappointments are permitted.
- 1.6 The County Commissioner has a right of attendance at all Group Scout Council meetings in the County.
- 1.7 Membership of the Group Scout Council ends upon:
- (a) the resignation of the Group Scout Council member;
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- (b) the member no longer qualifying as a member of the Group Scout Council;
- (c) dissolution of the Group Scout Council; and
- (d) the termination of membership by UK Headquarters following a recommendation by the relevant Trustee Board.
2. **Group Scout Council - Annual General Meeting**
- 2.1 Each Group Scout Council must hold an Annual General Meeting within six months of the end of the charity’s financial year.
- 2.2 The Annual General Meeting must:
- (a) undertake governance oversight;
- (b) adopt (or re-adopt) the constitution of the charity;
- (c) note the dates of charity’s financial year;
- (d) agree the number of members that may be elected to the Trustee Board;
- (e) agree the quorum for each of:
- (i) meetings of the Group Scout Council;
- (ii) meetings of the Trustee Board; and
- (iii) meetings of any sub-Committees;
- (f) review the previous year;
- (g) receive and consider the Trustees’ Annual Report and the annual statement of accounts prepared by the Trustee Board;
- (h) the accounts must have completed their examination by an appropriate auditor, independent examiner, or scrutineer;
- (i) the Trustees’ Annual Report and Accounts presented to the Group Scout Council must include the formal report prepared by the auditor, independent examiner, or scrutineer;
- (j) make appointments;
- (k) approve the Group Scout Leader’s nomination of the Chair of the Trustee Board;
- (l) approve the Group Scout Leader’s nomination of members of the Trustee Board;
- (m) elect a Secretary to the Trustee Board;
- (n) elect a Treasurer to the Trustee Board;
- (o) elect Trustees to the Trustee Board; and
- (p) appoint (or re-appoint) an auditor, independent examiner or scrutineer as required.
- 2.3 Following each Annual General Meeting, the Secretary must ensure that:
4
- (a) all nominated or elected Trustees are recorded on the membership system, as required by POR Rule 16.1.3;
- (b) the Trustee Annual Report and Accounts are filed as described in POR Rule 5.5; and
- (c) Governance roles must be distinct to help manage conflict of interest. This means that the roles of Chair and Treasurer must not be combined in any way.
## 3. **Trustee Board - purpose**
- 3.1 The Trustee Board is a team of volunteers who work together, as charity Trustees, to make sure the Scout Group is run safely and legally. At the heart of their role is a focus on strategy, performance, and assurance.
- 3.2 Effective Trustee support helps other volunteers run the Scout programme that gives young people skills for life.
- 3.3 The Trustee Board must act in the charity’s best interests, acting with reasonable care and skill and take steps to be confident that the charity is:
- (a) well managed;
- (b) carrying out its purposes for the public benefit;
- (c) complying with the charity’s governing document and the law;
- (d) managing the charity’s resources responsibly;
- (e) the charity is operating compliant with POR, including effective management of the Key Policies listed in chapter 2 - The Equal Opportunities Policy, Privacy and Data Protection Policy, Religious Policy, Safeguarding Policy, Safety Policy, Vetting Policy, Youth Member Anti-bullying Policy;
- (f) young people are meaningfully involved in decision making at all levels;
- (g) there are sufficient resources (funds, people, property and equipment) available to meet the planned work of the Group including delivery of a high quality programme and resource requirements of the training programme (POR Rule 4.2.2); and
- (h) the Scout Group has a positive image in the local community.
- 3.4 The Trustee Board members must themselves collectively:
- (a) develop and maintain a risk register, including putting in place appropriate mitigations;
- (b) ensure that the charity’s finances are properly managed, including development and maintenance of appropriate budgets to support the work of the charity;
- (c) maintain and manage:
- (i) a reserves policy for the charity (including a plan for use of reserves outside the ‘minimum’);
- (ii) an investment policy for the charity; and
- (iii) a public benefit statement for the charity;
5
- (d) ensure that people, property and equipment are appropriately insured, and that any property and equipment owned or used by the charity is properly protected and maintained;
- (e) promote and support the development of Scouting in the local area;
- (f) ensure the appointment and management and operation of any sub-committees, including appointing a Chair to lead the sub-committee;
- (g) ensure that effective administration is in place to support the work of the Trustee Board;
- (h) appoint any Administrators, Advisers, and co-opted members of the Trustee Board;
- (i) ensure transparency of operation, including:
- (i) prepare and approve the Annual Accounts and arrange for their examination by an auditor, independent examiner, or scrutineer as appropriate and as appointed by the Group Scout Council at their Annual General Meeting;
- (ii) prepare and approve the Trustees’ Annual Report (which must include the Annual Accounts);
- (iii) present the approved Trustees’ Annual Report and Annual Accounts to the Group Scout Council at the Annual General Meeting (AGM);
- (iv) following the AGM, ensure that a copy of the Trustee Annual Report and Accounts is sent to the District Trustee Board administration and, if a registered charity, is filed with the appropriate charity regulator;
- (v) take responsibility for adherence to Data Protection Legislation recognising that, dependent on circumstances, it will at different times act as a Data Controller and as a Data Processor;
- (vi) individually and collectively maintain confidentiality regarding appropriate Trustee Board business;
- (vii) where staff are employed:
- (1) act as a responsible employer in accordance with Scouting’s values and relevant legislation;
- (2) ensure that effective line management is in place for each employed staff member and that these are clearly established and communicated; and
- (3) ensure that appropriate specific personnel insurance is in place.
- 3.5 The Trustee Board must also provide any necessary support to the Group Scout Leader, when required, to assist the opening, change, merging or closing of sections in the Group.
- 3.6 A Trustee Board may create sub-committees to manage the work it deems necessary ensuring that:
- (a) the purpose of each sub-committee is clear and has been agreed by the Trustee Board
6
- (b) each sub-committee of the Trustee Board consists of members approved by the Trustee Board
- (c) the Chair of the Trustee Board is an ex officio member of each sub-committee
- (d) the Group Scout Leader is an ex officio member of each sub-committee
- (e) members of sub-committees are not Trustees unless they are members of the Trustee Board
4. **Trustee Board - membership**
- 4.1 Subject to the conflict-of-interest rules (see Chapter 16 and the definition of ‘conflict of interest in the Definitions chapter), a Trustee may be a member of more than one Trustee Board.
- 4.2 Ex officio, nominated, elected, and co-opted members of the Trustee Board are charity Trustees of the Group.
- 4.3 People invited to attend, or with right of attendance, may be present at the meeting but are not charity Trustees and have no voting rights.
- 4.4 Certain people are disqualified from being charity trustees by virtue of the Charities Acts. (See POR Rule 16.1.1.5).
- 4.5 All Trustees must complete training as specified in Rule 16.2.1 and the Roles Table.
- 4.6 Groups are encouraged to follow good practice that Trustee Boards and any sub-committees should, wherever possible, have as full voting members at least two people aged between their 18th and 25th birthdays.
- 4.7 The ex officio members of a Group Trustee Board are:
- (a) The Group Chair;
- (b) The Group Secretary;
- (c) The Group Treasurer;
- (d) The Group Scout Leader;
- (e) The Deputy Group Scout Leader;
- (f) All persons with a Section Leader role in a Squirrel, Beaver, Cub, or Scout section in the Group, subject to that Section Leader stating to the AGM (in writing or orally at the meeting) that they are willing to be an ex officio member of the Group Trustee Board; and
- (g) Where there are joint role holders (e.g., for Deputy Group Scout Leader), only one of the joint role holders should be an ex officio member of the Trustee Board. This must be decided jointly by the role holders in consultation with the Group Scout Leader and the Group Chair.
The elected members of the Trustee Board are persons elected by the Group Scout Council at the Annual General Meeting. The actual number of persons elected must be the subject of a
7
resolution by the Group Scout Council at their AGM. There must be a maximum of six elected members.
The nominated members of the Trustee Board are persons nominated by the Group Scout Leader, in consultation with the Group Chair. The nominations must be approved at the Annual General Meeting. The number of nominated members must not exceed the actual number of elected members.
The co-opted members of the Trustee Board are persons co-opted annually by the Trustee Board. The number of co-opted members must not exceed the actual number of elected members.
The District Commissioner, the District Chair, and the County Commissioner each have the right of attendance at meetings of each of the Group Trustee Boards in the Districts in the County.
- 4.8 If a Trustee Board Chair, Secretary or Treasurer resigns, then POR rule 16.6.3 must be followed.
5. **Trustee Board - Conduct of meetings**
- 5.1 Only members of a Trustee Board as defined in POR Rule 5.4.5 may vote in meetings of the Trustee Board.
- 5.2 At its Annual General Meeting, the Group Scout Council must make a resolution defining a quorum for meetings of the Group Scout Council and the Trustee Board and its subCommittees.
- 5.3 Decisions are made by a majority of votes cast by those present at the meeting. In the event of an equal number of votes being cast on either side the Chair does not have a casting vote and the matter is taken not to have been carried.
- 5.4 In order to discharge their responsibilities, the Trustee Board may meet by telephone and/or video conference as well as face to face when agreed by the appropriate Chair. This includes ‘hybrid’ meetings, where some members join by telephone or video.
- 5.5 Electronic voting (such as email) is allowed for decision making of the Trustee Board when deemed appropriate by the Chair (for example, where a pressing matter arises between meetings). In such instances at least 75% of its members must approve the decision, and the outcome of the voting must be reported and recorded in the minutes at the next Trustee Board meeting.
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Headquarters: Tamarisk Road, South Ockendon, RM15 6HU
__________________________________________________________________________________________
# 1[st] Ockendon Group
# Annual General Meeting Minutes
# 10 October 2022 at 7:45pm
|Chaired By: Jo Pitt|Chaired By: Jo Pitt|Chaired By: Jo Pitt|Minutes By: Heather McFee|
|---|---|---|---|
|Attendees: James Ellis, Jo Pitt, Anita Jones, Michael Pitt, Heather McFee, Kerry Downes, Colin Wheatley,
Nicky Ovey, Peter Gore. Vicky Freeland, Lyndsey Gosling, Graham Monk, Colin Ward, Bev Fairman,
Simon Dady.||||
|||||
||Item|Subject||
||1|**Welcome:**Jo Pitt opened the meeting by welcoming everybody to the group and Graham
Monk from District||
||2|**Apologies:**Paul Morton Kemp, Malcolm Taylor||
||3|**Approval of previous AGM minutes:**received and agreed||
||4|**Approval for the Annual report for the previous financial year 21/22:**received and agreed||
||5|**Approval for the financial statements for the previous year 21/22:**received and agreed||
Charity Number: 302086 Group Scout Leader: James Ellis Group Secretary: Heather McFee
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|6|**Nominations for Officers of the Group Executive:**
Nomination for Group Chair: Jo Pitt
Proposed: James Ellis
Seconded: Peter Gore
Nomination for Group Secretary: Heather McFee
Proposed: James Ellis
Seconded: Vicky Freeland
Nomination for Group Treasurer: Colin Wheatley
Proposed: James Ellis
Seconded: Colin Ward|
|---|---|
|7|**Nominations for Executive Committee members:**
Nomination for Group Administrator: Colin Ward
Proposed: James Ellis
Seconded: Michael Pitt
Nomination for Quartermaster: Peter Gore
Proposed: James Ellis
Seconded: Kerry Downes
Nomination for Community Liaison: Vicky Freeland
Proposed: James Ellis
Seconded: Lyndsey Gosling
Nomination for fundraising: Nicky Ovey
Proposed: James Ellis
Seconded: Peter Gore
Nomination for other Exec members:
Anita Jones
Proposed: James Ellis
Seconded: Lyndsey Gosling
Lyndsey Gosling
Proposed: James Ellis
Seconded: Anita Jones|
|8|**Leaders of sections:**
Beavers: Malcolm Taylor
Cubs: Paul Morton Kemp
Scouts: Micheal Pitt
Squirrels: Kerry Downes|
|9|**Independent Examiner**
Mr Stuart Ince has also confirmed to continue as independent examiner. GSL and chair
expressed their thanks for this.|
Charity Number: 302086 Group Scout Leader: James Ellis Group Secretary: Heather McFee
10
|10|**Presentation of awards:**We hit the ground running, two wood badges in the making, nights
away permit granted and lots of Young leaders have joined. Graham Monk presented a 5 year
service award to Nicky Ovey. 10 year service award for Vicky Freeman and a wood badge for
section leader of scouts Michael Pitt.|
|---|---|
|11|**Conclusion and vote of thanks:**Graham Monk stated, Ockendon is the first group to have
squirrels in Thurrock. Two other groups on the district will get squirrels and hope they will
follow this great start. You have strong sections all the way through and all work really well
together. Praise to the GSL, James for keeping it all together and on behalf of all the parents,
thank you, to all the leaders, Exec members and volunteers. I started my role as District
commissioner with going to Kandersteg and will finish my role as going to Kandersteg next
year. Thank you for all what you do.
James added, we have 112 young people on our books, and we went into camping season,
where all sections managed camps. Our squirrels are 1st group in district, the big scout camp
in Kandersteg for next year to look forward to. Our Guide friends, are scarce but the Brownies
are back and hopefully the Rainbows will follow soon. Thank you to you all.
Jo Pitt thanked James for his support. Also Peter Gore, a big thank you for looking after camp
and yes I stayed in a tent! And for Nicky Ovey for her fundraising support, it’s been amazing!
Simon Dady (parent) Said he would like to say 4 words; Effort, Reward, Fun and thank you.
They sum up the things that all the volunteers do for our children, the effort each section gives
to make each session rewarding and fun and a thank you for the sheer effort for keeping this
going.|
|12|**Questions :**No questions were asked.|
|13|**Close of meeting**: Graham Monk said there is a challenge on the horizon.The ownership of this
land the building HQ is on. The freehold of the building district is being offered by Thurrock
Council to Scouts. District will do all the legal work for all 9 properties that are being given in
Thurrock to Scouting and hopefully all go through by April next year.
Next AGM for 2022-2023 will be a funday in May 2023.
Meeting closed at 20.26 pm.|
Charity Number: 302086 Group Scout Leader: James Ellis Group Secretary: Heather McFee
11
## 1st Ockendon Scout Group
## **Receipts & Payments Account summary for the year ended 31st March 2023**
|Total receipts for the year
Total payments for the year
Net receipts (payments) for the year
Cash, bank and similar funds brought forward
Cash, bank and similar funds carried forward|This Year
General
Fund
£
47,205.96
-49,474.31
-2,268.35
57,231.70
£54,963.35|Previous
Year
£
46,433.42
-27,593.11|
|---|---|---|
|||18,840.31
38,391.39|
|||£57,231.70|
The above account and accompanying statement of assets and liabilities were approved by the Trustees
|on ...................................................
5 May 2023|and signed on their behalf by|
|---|---|
||..............................................................................|
12
Page 1
## 1st Ockendon Scout Group
## **Receipts for the year ended 31st March 2023**
|MEMBERSHIP SUBSCRIPTIONS
less: Paid
INCOME RECEIVED
Bank Interest
Explorers Levy
Guiding Levy
Use of HQ
Hardship Fund income
DONATIONS (General)
DONATIONS (Arnold Clark - Cubs Camping)
DONATIONS (Match Funding)
DONATIONS (Paddy's Memory)
GRANT - Government COVID-19
GRANT - Tesco
GRANT - Grays Public Purposes (for HQ Maintenance)
GRANT - Thurrock Council (for garage doors)
GRANT - Thurrock Council (for Street Party / Jubilee / AGM
GRANT - Essex Scouts (for Squirrels start up costs)
CAMPS & ACTIVITIES
Panto
Street Party / Jubilee Day
Fireworks Night
Remembrance Day
FUND RAISING (General)
Christmas Fayre
Sale of marquee
OTHER INCOME
Income Tax recovered (Gift Aid)
SUNDRY RECEIPTS
Uniform & Badge receipts
Loans received
TOTAL RECEIPTS FOR THE YEAR|This Year
£
19,302.00
9,246.00
10,056.00
405.34
579.06
580.00
144.00
1,708.40
946.56
1,000.00
814.42
290.00
800.00
-174.00
3,676.98
19,999.94
2,760.00
80.00
956.55
44.07
23,840.56
3,215.74
1,444.64
4,660.38
3,243.64
3,243.64
20.00
£47,205.96|Previous
Year
£
13,150.00
5,626.35|
|---|---|---|
|||7,523.65
113.05
1,250.00
3,255.00
126.00|
|||4,744.05
1,467.45
11,828.80
1,000.00
1,200.00
5,034.00
500.00
200.00|
|||21,230.25
5,680.45
2,202.00
814.42|
|||8,696.87
662.42
500.00|
|||1,162.42
3,076.18|
|||3,076.18|
|||£46,433.42|
13
Page 2
## 1st Ockendon Scout Group
## **Payments for the year ended 31st March 2023**
|**PREMISES**
Rates
Rent
Water rates
Light and Heat
Insurance
Cleaning
Headquarters Maintenance
Headquarters Maintenance (Grays PP Grant)
Garage Doors (TBC Grant)
Asbestos Survey
Fire Alarm System
Fire extinguisher service & replacements (2 years)
Camping Equipment (including Gas bottles)
Camping EqHardship Fund expenses
Tee Shirts (Tesco Grant)
Equipment (Tesco Grant)
Equipment
CAMPS & ACTIVITIES
Street Party / Jubilee Day
Panto
Fireworks Night
Remembrance Day
FUND RAISING (General)
Christmas Fayre
TRAINING
TRUSTEES EXPENSES
OTHER EXPENSES
GENERAL SECTION EXPENSES
PURCHASE OF UNIFORM & BADGES
Squirrels Start Up Costs
SUNDRY PAYMENTS
TOTAL PAYMENTS FOR THE YEAR|This Year
£
393.60
150.00
1,721.11
1,362.49
375.18
547.43
941.96
5,400.00
390.00
115.46
11,397.23
3,022.47
25.99
1,007.11
1,966.76
6,022.33
23,148.27
275.71
2,100.00
587.43
189.54
26,300.95
389.86
389.86
0.00
225.90
225.90
3,912.82
1,030.64
194.58
5,138.04
£49,474.31|Previous
Year
£
200.92
150.00
1,280.13
1,363.62
362.68
1,148.40
4,543.44
546.00|
|---|---|---|
|||9,595.19
289.00
1,803.73|
|||2,092.73
9,099.03
289.62
1,550.00
521.39|
|||11,460.04
317.75|
|||317.75
0.00
96.49|
|||96.49
2,810.61
1,220.30|
|||4,030.91|
|||£27,593.11|
14
Page 3
## 1st Ockendon Scout Group
## **Statement of Assets & Liabilities for the year ended 31st March 2023**
|**MONETARY ASSETS**
Group Bank Current Accounts
Group Bank Savings Account
Hardship Fund Savings Account (RESTRICTED FUNDS)
Cash In Hand (Paid to Treasurer after Year End)
Cash in hand & bank (with Section Leaders)
**OTHER MONETARY ASSETS**
Tax Claim for Year ending ....................
Debts due to Group / District
**INVESTMENT ASSETS**
Government Stocks at market value
Other quoted securities at market value
Other investments
Property held for investment purposes
**NON-MONETARY ASSETS**Assets for Charity's own use
Badge Secretary's stock
Group/District shop stock
Land and Buildings (under review)
Motor vehicles
Scouting equipment, furniture, etc. (under review)
**LIABILITIES**Those due within one year
Accounts not yet paid
Expenses incurred not yet invoiced
Subscriptions not yet paid
Other
**LIABILITIES**Those due after one year
Loan (with details)
Hire Purchase owing
Leasing payments outstanding
Other long term liabilities|This Year
£
171.83
49,741.22
244.01
0.00
4,806.29
£54,963.35
0.00
0.00
£220,000.00
£20,000.00
£240,000.00
0.00
0.00|Previous
Year
£
590.05
53,193.89
126.00
0.00
3,321.76|
|---|---|---|
|||£57,231.70|
||||
|||0.00|
||||
|||0.00|
|||£220,000.00
£19,000.00|
|||£239,000.00|
||||
|||0.00|
||||
|||0.00|
**LIABILITIES** Those due within one year Accounts not yet paid Expenses incurred not yet invoiced Subscriptions not yet paid Other 0.00 **LIABILITIES** Those due after one year Loan (with details) Hire Purchase owing Leasing payments outstanding Other long term liabilities 0.00 **CONTINGENT LIABILITIES AND FUTURE OBLIGATIONS ........................................................................................ ......................................................................................................................................................................................**
15
Page 4
Indepandent Examinerfs Report to the Trustees of the 1S1 Ockendon Scout Group
I report on the accounts of the GrouplDistn"ct for the year ended 31 March 2023 which comprise the Ststement of
Financi Aclivities, the Balance Sheet and related notes.
This report is made solely to the trustees in accordan Se¢b'ons 43 and 44 of the Charities Act 1993. My work
has been undertaken $0 that I might slate to the charity's trustees those matters l arn required to state to them in an
Independent Examinèrfs report and for no other purwse. To the fullest ex1ent permitted by law, I do not a¢¢ept or
assume responsibilrty to anyone other than the charity and the charty's Iru$tee5 for my examinab.on work.
Respectlve responslbilitbes of Trustees and Examlner
The GrcyJp'slDislricfs twstees are responsible for the preparation of the accounts. They consider that an audit is not
required for this year lun(Jer Section 43 {21 of the Charibe5 Act 1993 (the 1993 Actll and that an independent
examination is needed.
It is my responsibility to..
Examine the accounts (under secti 43 (3) lal of the 1993 Act)..
To follow the procedures laid d¢)wn in the General Dirtttion$ given by the Charity Commissioners (under
Section 4317} Ibl of the 1993 Act),. and
To stsle whether particular matters have come to my attention.
Basis of Indepgndent Exarninerfs report
My examination was carried out in aCcOrdae vthh the General Direclions given by the Charity Commissioners. An
examination includes a review of the accounting records kept by the GrouplDistrict and a comparison of the
accounts presented those records. It also includes consideratson of any unusual items OT disclosures in the
accounts, and seeking explanations from you as trustees conceming any such matters. The procedures undertaken
do not provide all the evidence that would be required in an audrt, and consequentty I do not express an audit
opinion on the view given by the accounts.
Indopond•nt Examinerfs statement
In cOnntIon my examination. no matter has come to my attention".
1. which gives me reasonable cause lo believe that in any material respect the requirements
to keep accounting records in accordance vthh Seth"on 41 of the 1993 Act ,"an
lo prepare accounts which accord V•ith the accounting rrdS and compty wth the acwunting
requiremerts of the 1993 A
have not been met". or
2. 10 thich, in my opinion, attention should drawn in order to enale a proper understsnding of the accounts lo
be reached.
Nam8'.
Qualifieats"on".
Address..
Date..
£.l.s.I.7.-33......
16
## **GSL Statement**
Deciding what to include in a GSL annual report is always a difficult task. We made plans to return to form after the covid hiatus and this is exactly what we did. Ockendon is an extremely active group and all sections attend multiple events, camps and expeditions. We have a reputation for being the largest contingent in many of the organised District trips which is well founded. Ockendon have been present at Reineck, Kandersteg, Grosvenor Hall & Renewal of Promise since our last AGM to name a few.
However, it is not only District where the group has a strong presence. Local and community events are synonymous with Ockendon. Remembrance with its associated parade, our annual firework night at Cherrywood, Christmas Fayre, Round Table Santa Sleigh and numerous fundraising events that cannot be counted on both hands. You will hear from the section leaders reports just how busy Ockendon Group has been over the last 12 months which is a testament to the team of dedicated volunteers. Without their efforts and commitment, we would be unable to deliver such a packed program. At this point I would like to send my genuine thanks to all of you for your part in making the group stand out.
Experienced adult volunteers are the keystone of our operation but I would also like to acknowledge the huge impact our newer members and young leaders deliver. I have personally noted a resurgence in young leader numbers and their impact to our program. It is always the hope that the next generation of leaders are able to uphold the high standards we often take for granted. Thank you for being role models to our young people.
It is at this point I would also like to mention the help we get from parents and carers. We have dedicated individuals and friends to Ockendon that make what we do just that little bit easier. However, to be clear it is never enough. Our leaders are stretched and often give more of themselves and their time that I have a right to ask for. None of us are paid for the volunteering we gladly give. If you are a parent or carer that can offer assistance to the group in any way no matter how small please talk to me or any of the leaders today about how you can get involved.
As part of the AGM proceedings, you will also hear with respect to the transformation happening in Scouting. The executive Committee will become a Trustee Board and adopt a constitution to reflect a more modern operating model. This will allow for better transparency and offer improved access to volunteering within the movement. In addition, a digitisation program is rolling out and this time next year the majority of administration, organisation and training will be online. The hope is that access to content and information will allow members to operate in a streamlined way making their volunteer experience easier and more meaningful.
To summarise our scouting experience is evolving to align itself with improved ways of working and delivering Scouting to young people.
Thank you.
James Ellis GSL Ockendon Group
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## **1st Ockendon Group Trustee Board**
|Chair:|Mrs Josie Pitt|Ex Officio|
|---|---|---|
|GSL:|Mr James Ellis|Ex Officio|
|Treasurer:|Mr Colin Wheatley|Ex Officio|
||(until replacement found)||
|Group Secretary:|Mrs Heather McFee|Ex Officio|
|Group Administrator:|Mr Colin Ward|Elected|
|Group Quartermaster:|Mr Peter Gore|Co-Opted|
|Executive Committee Member:|Mrs Vikki Freeland|Elected|
|(Community Liaison)|||
|Executive Committee Member:|Mrs Lyndsey Gosling|Elected|
|Executive Committee Member:|Mrs Anita Jones|Elected|
|Executive Committee Member:|Mrs Nicky Ovey|E**lected**|
|(Fundraising)|||
|S**ection Leaders**|||
|Squirrels:|Mrs Kerry Downes|Ex Officio|
|Beavers:|Mr Malcolm Taylor|Ex Officio|
|Cubs:|Mr Paul Morton-Kemp|Ex Officio|
|Scouts:|Mr Michael Pitt|Ex Officio|
||(Health & Safety)||
Charity Number: 302086
Group Scout Leader: James Ellis Group Secretary: Heather McFee
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## AGM 2023
Squirrels have had a very exciting first year!!! Lots of amazing adventures. In July we said goodbye to some of our first squirrels as the climb up to Beavers.
Over this year the kids have had lots of FIRSTS two of which were attending Remembrance Sunday service and District Renewal of Promise. They were all amazing and did 1[st] Ockendon proud! We have had games nights, science experiments, crafts, fitness, bug nights, learnt lots of new things, supported Thurrock food banks and where all crowned when we celebrated the royal coronation. This is only a few of the things we have done!!!!
We had an action-packed summer term ends including first trip to a fire station, mobile animal visit, first trip to Cherrywood’s, Pizza night, Essex Wildlife visit and so much more. We are also had a fun sports day with Rainbows.
We are a perfect group of 12 fantastic Squirrels, with a waiting list of new little squirrels if a space becomes available. We would like to thank Malcolm & Jo for always being there to help support us. Another big thank you goes to our amazing Young Leaders aka The Scooby Gang - Sophie, Anthony, Jay and Abbie who help support the group each week (also being a Squirrel too and joining in with everything). The Squirrels love them!!!
Our Squirrels who climbed up completed all badge work to leave with the Squirrel Scout Acorn award. Which they have all worked hard during meeting and home to cover the requirements.
Over the summer holidays Anita and I have planned another action-packed term for Squirrels. We already have the children confirmed to start in September so will have a full Drey again.
Finally, we would like to thank all at 1[st] Ockendon for supporting us over this last year.
## **Kerry & Anita**
**1st Ockendon Squirrels Leaders**
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## 1[st] Ockendon Beaver Report
I am Malcolm Taylor, the Beaver Leader for 1[st] Ockendon. I have been with Ockendon now for 8 years and it has been a pleasure to have so many Beavers past and present.
Over the last few years we have had covid to deal with, but the Beavers working through this with zoom meetings and working from home with letters sent to them.
During this time, I had the pleasure of giving out fifty-five badges to them.
We have now come back face-to-face, we have grown to 28 Beavers, 4 Section Leaders and 6 Young Leaders.
We have had 15 gain their Bronze Award with more coming at the end of the year. We have taken part in sleepovers, district camps, rainbow challenge, our next one is to build a min camp site.
I am looking at doing a Saturday trip for the Beavers, more information to follow.
Sorry I could not be there but please speak with me at any meeting, and I will answer any questions.
Lastly, I would like to say a big thank you to my team, without them we would not be able to do all the thing we have.
Malcolm Taylor
Beaver Scout Leader
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## **Greetings from 1[st] Ockendon Cubs**
Well once again we have delivered a full year of exciting and meaningful programmes in the Cubs section. We are still seeing the negative effects of the Covid lockdown and how children have missed out on learning, developing and growing with their peers.
We have consistently had around 41 Cubs on roll and attendance is regularly over 35 Cubs– that’s a lot of noise, fun and careful planning to keep them all entertained!!!
The Cub pack attended as many district events as we could and tried our best at each. Well done Cubs. We didn’t win any single events but we had great fun attending them and the Cubs themselves enjoyed themselves – I guess we did win then!!
In the year we invested 32 new Cubs and sent 21 onto Scouts. One of the Cubs leadership team always attend the Scouts link evenings with these older Cubs to give them the best chance of remaining in Scouts and finding their feet.
This year we have had a great programme and worked hard to accommodate loads badges – local knowledge, chef, challenge badges, disability awareness, DIY, sports, world faiths, pioneering, cycle enthusiast to name just a few.
Our programme is really varied and is driven by we listening to what the Cubs themselves want.
Our bi-annual Germany trip was amazing. We took 21 very excited Cubs. As usual the Cubs engaged in really amazing activities. As is the norm, we say take children but bring back young people as they just grow and develop so much and learn so much in such a short space of time.
For us at Ockendon Cubs, running the pack is loads of hard work, dedication and commitment but to be part of young childrens development and growth in which we get to role model for them as they try new activities, make friends and find their feet is a real privilege. We certainly don’t do it for the money. :@)
A parent recently told us that her son attending Cubs has massively helped in developing his confidence and getting him to ‘come out of his shell’. Another parent said her daughter who has severe health issues said Cubs is the only place where he feels her needs are really looked after outside of school Now try and tell me Scouting isn’t making a difference to children and young people’s lives!!
Running the pack takes a huge amount of time and effort (way more behind the scenes than what the Cubs and parents see) and I want to say thank you to my team – we are in this together and we lead together: so my personal thanks to James, Peter, Vicki, Lyndsey, Beth, Jamie, Doreen and our regular young leaders for the year, Myra, James, Sam, Anthony and Sophie.
I could not do it on my own and I don’t need to, as the team turn up week in week out and together we deliver what we think is an ace Cub pack. Team, you are AMAZING!! On a personal level, I’ve now clocked up my 14[th] year of being Akela with the Cubs at Ockendon – where has the time gone?
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As we look forward, yet more exciting activities and events are coming up: our 6[th] Dorset trip, district camp – the first since 2019, a hike and swim as part of the Jott challenge and actors night with a star from the West End running a night for us- how awesome is that? Seriously good fun all round.
And finally a thanks to all our parents who support us in the pack by committing their time and money to their children who learn, enjoy and develop as pleasant and responsible Cub Scouts.
Thanks
Paul Morton-Kemp (Akela)
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## **Scouts**
## Another great year!
Since October 2022 we have utilised a very strong programme for our Scouts, this included all the core subjects like map reading, tracking, bivi building, outdoors cooking, and some woodcraft all done at HQ. We have had evenings of fun and indoor wide games but did manage to do some outside activities in a 3.5km hike and fund raising for the rotary club.
All scouts attended the Remembrance Sunday Parade and again did us all proud by staying in step, formation and not talking whilst walking, a well done was issued after the walk back to HQ.
We had a couple of district events we entered towards the end of 2022 but sadly did not have teams in place for ready steady cook or the district night hike, they are in planning for dates in November and December 2023.
Following the Christmas break and outside of scouting for the whole troop we began plans for fund raising for the Kandersteg 100 trip at the end of summer.
This was achieved by enlisting all the parents of the five Scouts, eight explorer scouts (attached to us as young leaders) to form a fund-raising group, the four leaders took an active role in the fundraising where they could and were also rewarded with pocket money for the trip.
This group (Kandersteg Kids) was headed up by Kerry Downes and Jo Pitt following a vote by all at the first meeting.
All participants had the opportunity to have input and ideas, this great act of teamwork and kindness from James Ellis raised a staggering £6,000 from February 2023 to August 2023, every scout/young leader and leader who attended each planned event earnt funds deducted at the end based on their attendance and contribution from the total so all went to Kandersteg with some decent pocket money, I will say right now What a brilliant effort and achievement, well done to all the families involved. Thank you.
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We were involved in this year’s DC challenge and had three teams entered. one team came third from last one team came 16[th] and one team came a respectable 4[th] place from 30 plus teams.
During the spring term we managed to get a couple of days down at cherrywood for putting the skills learnt in the autumn 22 which was fun, and we also managed an expedition practice camp for our five scouts who will be moving on soon, they learned to set up and break/pack tents and cook dinner and breakfast on gas tangiers. They even managed to put up a dinning shelter/awning to sit under and had an evening campfire.
Our Scouts attended the District adventure weekend at Grosvenor Hall activity centre where the scouts were given over to realising their potential, this was the same weekend as the coronation so that was shown for all during the day in the breakout hall. Lots of football was played and new friends were made with other sections.
Following this weekend District organised the Jamborama camp at Condovers where our scouts put in a brilliant performance on the Sedan chair races and on the Tug of war winning this for Ockendon again, two years running!
We carried on with our planed programme for the remainder of the term at HQ and managed a night hike and an evening hike as well as a sports evening organised and executed by our young leaders. Great job team..
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As this term closed as we normally do we had an evening out bowling where one of our scouts was awarded his gold award (first time in a bowling alley for Terry Mead) and we capped it all off with an end of term Western theme party where almost everyone dressed up and we had snack food and games.
Our last expedition before a well earned rest was taking five Scouts and seven young leaders(explorer scouts) and the leadership team of four to join up with 33 other young people and 13 other leaders to go to Kandersteg in Switzerland for the Kander 100 celebrations in all 62 persons. All the young people had fun hiking in the mountains, mountain climbing, swimming, mountain biking, exploring celebrating 100 years of scouting in Kandersteg and campfire.. It was fantastic and highly recommended.
As is a constant, we have some of our scouts moving on, we have consistently increased our numbers through Cubs swimming up and a few new joiners through the door. We continue to be actively maintaining Scouting at 1[st] Ockendon with a total of 40 Scouts and two new joiners and two new cubs (pre-investiture). We are to lose five scouts in the coming months.
I would like again to thank my co-leaders Gordon, Angela and Michael for their support and would like to push on from this awesome year in Scouting for all of us. We wouldn't be able to do what we do without the
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support and help of our Young Leaders, so thank you to all of them, Abbie, Jay, Anthony, Louie, Lewis and Brandon.
I would also like to thank the Exec Committee on behalf of all the leaders for their patience, understanding and assistance in helping us to grow our Scouting in this past year.
Lastly, I'd like to thank all the young people for being brilliant and enjoying what they do.
## **Mike Pitt**
## **on behalf of the Scouts Leadership Team**
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## **QM Report**
Had a very busy start to the year, as I said in my last report, our equipment did not fair well being all locked up in the store for nearly two years due to Covid.
With the help of our Young QMs from the Scouts Section we undertook all the needed repairs.
The Group was awarded a coupe of small grants which enabled our long serving wooden ladders to go into retirement to be replaced with nice new up-to-date ladders. We were also able to buy wood to make new storage/transport boxes for the cooking griddles.
I get great enjoyment from seeing all our Sections being able to enjoy camps using our equipment, some of our equipment even went to Kandersteg in Switzerland with the Scouts and Young Leaders.
Our next even for the equipment is our annual Bonfire Night, which going on previous years will be a great night. I am looking forward to assisting all our Sections with their equipment requirements in the coming season.
Peter Gore
QM 1[st] Ockendon Group
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