## **Charity No.302088** ## **Thursday 20 th June 2024 6.30pm Allott Hall** ## **AGENDA** **1. Introduction and welcome** **2. Apologies for absence** **3. Approve the minutes of the Annual General Meeting held on 24 th June 2023** **4. Adopt the model constitution from Policy, Organisation and Rules (POR)** **5. Note the Group’s financial year** **6. Approve appointed and community members of the Group Scout Council** **7. Agree the number of members that may be appointed to the Trustee Board** **8. Agree the quorum for future meetings of the Group Scout Council (excluding this AGM)** **9. Agree the quorum of the Meetings of the of the Board of Trustees and its subcommittees** **10. Receive and consider the Annual Report of the Group Trustee Board, including the annual statement of the Accounts** **11. Elect the Group Chair, following recommendation from the open selection process initiated by the Group Trustee Board** **12. Elect the Group Secretary, following recommendation from the open selection process initiated by the Group Trustee Board** **13. Appoint the Group Treasurer, following recommendation from the open selection process initiated by the Group Trustee Board** **14. Elect Trustees to the Board of Trustees (Lay)** **15. Elect Trustees to the Board of Trustees (Uniformed)** **16. Confirm members of the Board of Trustees** **17. Approve the appointments of the President and Vice President** **18. Appointment of an Independent Examiner** **19. Guest Speaker** **20. Closing comments** **21. AGM meeting closed** ## **Minutes of the 2023 Annual General Meeting 23 rd June 2023 (Abridged)** Before the start of our AGM we needed to invest our Beaver Scout Leaders. The GSL called the Beaver Scout Leaders to come forward. They were asked if they were happy to be invested as Leah Stafford Beaver Scout Leader, Katie White Assistant Section Leader, Nicola Marshall Assistant Section Leader They all agreed and repeated the Scouts Promise after the GSL. The newly invested Leaders were then presented with the Group Scarfs. Kay Watt District Beaver Scout Leader presented William Enever-Dodd with his Chief Scouts Bronze Award. The AGM then started - 1.The Chair opened the meeting by welcoming all the Young Peoples Parents and Kay Watt, David Tapsell representing the District. - 2.Apologies were received from Bernard Helm and Neil Heasman. - 3.It was proposed to adopt the Constitution of the Group Scout Council as set out in Policy Organisation and Rules (POR) Rule 5.4. this rule changed the Groups Executive Committee to the Groups Board of Trustees. Proposed by John Daines, Seconded by Neil Doherty, ALL AGREED. - 4.The Dates for the Groups Financial Year were noted 1 st January 2023 to 31 st December 2023. - 5.It was proposed that the maximum number of People that can be elected to the Board of Trustees be six. Proposed by John Daines, Seconded by Georgina Gale. ALL AGREED 6. It was proposed that the quorum of the Meetings of the Scout Council be all members present Proposed by John Daines, Seconded by David Tapsell. ALL AGREED 7. It was proposed that the Quorum of the meetings of the Board of Trustees and its sub-committees be 51% of the membership rounded up to a whole number. Proposed by John Daines, Seconded by David Tapsell, ALL AGREED 8. It was proposed that the minutes of the Groups AGM in 2022 were a true representation Proposed by Jacqui Mann, Seconded by Neil Doherty, ALL AGREED 9. The Chair explained that the Accounts for the year ending 31 st December 2022 had not been examined by the Independent Examiner. As soon as the accounts were examined it was requested that the Board of Trustees approve the accounts on behalf of this meeting.ALL AGREED 10. The Acting GSL nominated Geoffrey Harris as the Chair of the Board of Trustees ALL AGREED. 11. The Chair then asked for nominations for the role of Group Secretary. There was only one nomination Bernard Helm, Proposed by John Daines, Seconded by Georgina Gale, ALL AGREED. 12. The Chair then asked for nominations for the role of Group Treasurer. There was only one nomination, Neil Heasman, Proposed by John Daines, Seconded by Georgina Gale, ALL AGREED. 13. The chair then asked for nominations for the following; - Beaver Parent Representative Amy Evers - Proposed by Leah Stafford - Seconded by Nicola Marshall - Cub Parent Representative Sarah Thompson - Proposed by Lee Faux - Seconded by Neil Doherty - Scout Parent Representative Michelle Lethby - Proposed by Jacqui Mann - Seconded by Georgina Gall - • ALL AGREED 14. The GSL (Acting) nominated the following people to the Board of Trustees Georgina Gale, Sarah Harris, Neil Doherty, ALL AGREED 15. The Chair confirmed the members of the Board of Trustees. Chair Geoffrey Harris, Secretary Bernard Helm, Treasurer Neil Heasman, Beaver Scout Leader Leah Stafford, Cub Scout Leader Lee Faux, Scout Leader Jacqui Mann, Beaver Parent Rep. Amy Evers, Cub Parent Rep. Sarah Thompson, Scout Parent Rep Michelle Lethby, GSL Nomination Georgina Gale, GSL Nomination Sarah Harris, GSL Nomination Neil Doherty. 16. The Chair asked the meeting to approve the appointmens of : The President John Deighton and the Vice President John Hawkins, ALL AGREED. 17. The Chair asked the meeting to approve the appointment of the Independent Examiner Dave Butcher ALL AGREED. ## 18. Presentations Two Cubs Dylan Gray and James Putnam as part of their Chief Scouts Silver Award had to read out their experience at Cub Camp. There were Chief Scouts Silver Awards to be presented to; Gabriella Fenn- Albert Stanley- Zachary Hurrell – Parker Onslow - Finch Onslow - Dylan Gray - James Putnam Due to a mix up this was unable to happen and the Awards will be presented at a later date. There were three Chief Scouts Service Awards; Lee Faux 10 years Service this was presented to Lee by the District Chair, Shelly Cootes 5 years service (Shelly was unavailable and the Award will be presented at a later date) Julie Thompson 5 years service (Julie was unavailable and the Award will be presented at a later date) There were two Jack Petchy Awards; Roger White. Roger received his certificate, medal and a pen and pencil set. Isaac Creed. Due to a mix up we were unable to present Isaac with his award. This will be done at a later date As there was no further business the meeting closed at 18.40. ## **Section Reports January 2023 to December 2024** ## **GSL Annual Report for 2024** 2 nd Stanford-le-Hope Scout Group is made up of Adult Leaders, Young Leaders, Helpers, Committee members and Friends of the Group, you people are the reason that this Group is so successful and I would like to thank each and every one of youfor the effort you have put in over the last year. The Group has enjoyed a great year with all Sections having had exciting programs and challenging activities, despite one of the sections having a shortage of Leaders. This Leadership shortage in the Group is a major concern and it needs to be addressed so we can continue to deliver high quality Scouting to the young people. Whilst we currently have a fantastic set of Leaders, they are thinly spread in places and it is essential that we recruit more adults to help. As can be seen by the Sections individual reports our young people have had adverse, exciting and fulfilling programme. All through the year each Section has given their Young People the opportunity to enjoy their Scouting to the full. Well done to all the Leaders and their helpers. My thanks go to the Parents of all our Young People who have given us their support, which has enabled us to give their Children the best Scouting experience possible. Finally I must thank all the Young People for their enthusiasm and participation in all of the Group’s activities. Without them there would be no 2nd Stanford-le-Hope Scout Group. Regards John Daines, Group Scout Leader (Acting) ## **Scout Annual report for 2024** Over 2023 our numbers of invested scouts have dropped very slightly with a mix of some leaving and others ageing out. At the end of December we had 36 scouts, 4 young leaders and 3 adult leaders. Weekly activities & other events: During 2023 we continued to run a varied and balanced programme covering both badge work and supporting local and national events. Some of our weekly activities included quartermaster work, water aid with a visit from a local water company to discuss water conservation, writing to our international pen-pals, bootcamp exercise with support from 3 rd monkey fitness group, healthy lifestyle, rifle shooting, farm visit, mothers evening tea, maps and route-cards, camp prep, hikes, site service, community litter pick, naturalist badge, sewing bee, Christingle service & crafts. We also participated in several fun activities including a visit to Grays fire station, scuba diving, swimming, kayaking, paddle-boarding and lazer tag. We had a good turnout for the Renewal of promise service and Remembrance parade and also had a day visit to London including a tour of Parliament. Camps: Our camps for 2023 included our now annual PL / APL sleepout, Country backpack, Cotswold way expedition. District Grosvenor Hall, District jamborama, Docklands, summer camp, group camp, our annual back to basics, and finished the year with a sleepover at Thurrock Nature reserve – for those that attended all camps they were able to gain a whopping 36 nights away. Competitions: The year started with DC challenge in London which one of our teams won, we then had the shooting competition, the camping standards competition was run more as a practice event due to limited troops entering however we were able to bring the trophy back with us. Later in the year both our novice and experienced teams won their respective categories in the night hike and we finished the year winning ready, steady, cook competition – what an amazingly successful year resulting in us retaining the Alf Lowne District Scout competition trophy for a 5 th year! Well done to all the scouts involved. Leadership: Myself and Georgie were joined by Sarah in 2023 as a new adult leader, her input has been amazing, she has definitely brought fresh perspective, ideas and enthusiasm to the troop which was much needed, so that we can continue to provide a varied and fun programme. Our young leader team has continued to work well together and help with running and planning weekly activities as well as helping at camps and events thereby taking the pressure off myself and Georgie who had been running a troop of 30-40 scouts on our own for almost 10 years. We have continued to have support from parents for weekly activities and events when asked, which ensures that these activities run safely so thank you and we look forward to this support continuing throughout 2024. Going forward: We’d like to thank all our scouts for their continued hard work and positive outlook to scouting – it certainly makes all the planning and hard work worth the effort. Thank you again to our parents for supporting the scouts to attend and participate as well as ensuring the safety of everyone within the troop. We would always love to have more adults helping on a more regular base so that we can take on new scouts (at present we have stopped accepting any children from outside 2 nd Stanford to reduce the pressure that we have been under for several years) so please speak to us if you would like to take on a more regular role than just occasional parent helper. Jacqui Scout Leader ## **Cubs Annual report for 2023** Over 2023 our number of invested Cubs has stayed consistent. At the end of December we had 22 Cubs, 2 young leaders and 4 adult leaders. Weekly activities & other events: During 2023 we continued to run a varied and balanced programme covering both badge work and fun new activities for the Cubs. Some examples of weekly activities on Pack nights include - RockUp Lakeside - Chinese Cooking - Ice Skating at Romford - Langdon Hills Hike - Gardening at Billet Lane allotment - Bike ride along the seawall - Blooming Marvels Planters - Orsett Fire Station visit - HSBC Money Skills night - Backwoods Cooking at Condovers - Coalhouse Fort to Tilbury Fort Hike - Paddle-boarding at Stubbers - Spooky Disco - Cubs Annual Fireworks Display (over 100+ attending) - Christmas crafts - Tubing at Brentwood Ski Slope District competition events towards the Alf Lowne Trophy included: Indoor Games, Rifle Shooting and District Quiz (that we won!) Camps & Day trips: Our camps and weekend outings for 2023 included - A sleepover at the Hall - Renewal of Promise - Cherrywood Lodge Sleepover - Grosvenor Hall activity weekend in Kent - Group Camp at Condovers - District Docklands Water Activity Day - Gilwell Funday - Spooky Funday at Thriftwood - Remembrance Parade - Panto at Thameside Theatre Leadership: At the end of 2023 our main leadership team is Lee Faux, Roger White, Neil Doherty and Shelley Cootes. For 2024 Lee has decided to step down as leader due to work commitments and Roger will take over the lead role, assisted by Neil and Shelley. We’d like to take this opportunity to thank Lee for his time as Akela, he has 10+ years volunteering at 2nd Stanford-le-hope. Lee has provided a wealth of experience, mentoring Roger/Neil into the role and his craft skills will be greatly missed. We hope Lee will stay on assisting us at camps etc. in a supporting role. In 2023 we have been grateful for the support of our young leaders who have provided a new energy to games and activities, plus fresh ideas taken from their recent experiences at Scouts. Also thanks to our parent helpers who we rely on for running a safe session – assisting supervising activities at the hall or when out on hikes etc. Please let us know if any of you would be interested in helping further with camps, maintaining of kit or maybe behind the scenes to prepare future activities. We are always grateful of new ideas or ways we can improve the experience for our young members. Going forward: We have some exciting plans for 2024, trying new activities and sleepovers we haven’t run before. As a leadership team we are trying to learn new skills and gain extra qualifications. Starting with Archery, hopefully later in the year axe throwing or rifle shooting. Two reasons for this, we can run activities autonomously - not relying on external parties but also hopefully in the long term cheaper as not paying instructors. Thanks for your continued support in providing our young people with life experiences and new skills. Roger Cub Leader ## **Beavers Annual report for 2024** The past year has been amazing for both the Beavers and leadership team alike. We have had many progress through Beavers and swim up to Cubs, achieving their Chief Scout Bronze Award on the way. We run to full capacity and have a substantial waiting list. Again we have heavily focused on our community impact and have taken part in many community projects and fundraising ideas, including litter picking, Christmas care packages for the elderly and the upkeep of local gardening areas. We have taken part in many camping events with our troop including Lodge sleepovers, Grosvenor Hall, Hall sleepovers and our 2 nd Stanford le Hope Group camp in the summer. We have also taken part in a number of District events such as the Founders Day event, Quiz, Renewal of Promise, district camp and the Remembrance Parade. We have a great leadership team and a number of exceptional Young Leaders who volunteer their time to make our group what it is…..I would just like to say a huge THANK YOU we couldn’t do it without you! Leah Beaver Leader. 2nd Stanford-le-Hope Scout Group Receipts and Payments Account For the year from OIIOIR3 to To 01101122 to 22 Receipts and payments 2023 Unrestricled 2022 Unrastrictod lundi Paym¢nts AcDMDes 11*75 SM78 CorthbvDtin tt) camp cm 45 11￿3• 952 GoCaTdl•ss cos lJ37 Maintynance olth• Hall IQW7 2125 Watyr and Sewerag• IlJ66 InsurAnc• 2135 I￿• OSM sub*rIp￿0Tr 157 Matyrials and •quipmfrnt iJ49 I￿02 Printsno, swi"onary and photyxopylng RaTOS 71 132 FI￿ & sJfEtyd*c*J Cleaning 8adg8s 910 Waste dlsposNI 479 200 Sub to Fundrnlslng expwM•g Omerfvndraigng costs Total Gross Expendllurn As8th and Investment purch•8W •t Totalpayn*nts Netofrecelptsffjpaymnts) Cash funds last yev end Cash funds this yearend 51176 45243 2 LTIDXQ2 ltst ￿?) 2nd Stanford-le-Hope Scout Group Receipts and Payments Account OUOV23 to 31112ri3 year from To OU0￿22 to 31112122 ReceiDts and Davmen 2023 Unr•stritx•d 2022 Unr•stricted funds Receipts t￿￿•10￿& legxles WKI glmlllr Income M•mb•rshSp subwpbons 13m7 Less.'Membvtship subxryDons paid on {NaOonal￿O￿ThtyIth￿I￿KQ Not merti?rthip wbsthpOon$ ￿WIne￿ 1.712 4,953 8A14 Oonations 07 310 Gwt Ald er Ineom Sub ta Granty 9,734 Grants. J•ck PetheyAwar(ls Sub 2J•7 i￿0 Fundr•I￿ry (gros•) Cther fvndrai*ng acb'vioes s￿ta Swylry In(xxne Car Pathno fees 8ank intyresi nw actiwDes 22JOI 15200 p￿perty Rentin¢o 3JOO 4h59 her sundry inco 77 s￿10 Total Gross hKome Tolal rncelpts l Lf7CKW2 (tst a)17) Statement of assets and liabilities at the end of the year 31st December 2023 Unrestricted 31st December 2022 Unrestricted Cash funds Bank tsJn•ntaccount 51J70 Bank dekM)SiiACQ)unt Building society acetyjnt The ScoutAssoua*On Sl¥)rtT•mi Inv•sbiientSeryic• CashFloats 278 Totsl cash fvnd Other monetary assets Tax el&im Deb¢S due from the COuntylAr*￿l￿i￿fyQ￿p >Jrance daim Sub lOtsI Investment assets otsd I￿￿$￿￿•ntr Cthei inves1￿nts- d•ts'i Sub lolal Non monetary usets for charity'• u Othèi stock Land and building5 SgOJIS 590315 Motor v•hides Scoutirw equipmn¢ ￿mi￿le •t 14371 14371 Other s￿10 Llabilitbes Accounts Trotyeipaid Éxpense5 I[￿rred butnot invo¥c•d SubscripD"ons rKJtyeipaid Oth•r liabilities the Trustees and signed on tt￿•r behaff by P4 cfl G- thir DJ. HCA5ffi 3 LT7CCOf2 ltst 2017) 10, L•on4rd Orlv• RAyl•lih Eysex SS6 9ÉA ND Examlnation of the 2 Stanford Le Ho e Scout Grou Accounts I conflnn I have examlned the accounts as presented, and I can confirm the ntrles have complled wlth Recelpts and Bank Statements provlded. In my oplnlon the Accounts as presented are a true record of the Flnances of 2 stsnford le Hope Scout Group Slgned Date // Jo2