## **Minutes of the 1[st] Stansted Scout Group Scout Council Annual General Meeting Wednesday 21[st] May 2025 at 8pm**
**Stansted Scout Headquarters, Water Lane, Stansted**
## **1) Welcome by Chair of Trustee Board – Jude Brand**
Jude welcomed everyone to the meeting and thanked them for attending.
- **2) Those present & apologies for absence**
- _**Those Present:**_
Mark Gerber (GLV), Jude Brand (Chair), John Brand (Treasurer), Roger Pettett (DLV), Mark Presland, Angela Madigan, Lynn Higgins, Hazel Crundwell, Liz Gale, Kim Flack, Charlotte Graham, Lindsey Bolus, Chris Mace, Adam Owen, Dave Crawford, Dave Morriseau, Lizi Mitchell.
- _**Apologies for Absence:**_
Mike Byrne, Peter Lambert, Andy Gale, Niamh Madigan, Alfie Madigan
- **3) Governance Topics**
The Chair introduced this section of the meeting to those present and explained that this was
the “legal requirements” section of the meeting which we are under obligation to carry out.
- _**Approve Minutes of the last AGM:**_ the minutes from last year’s AGM (Wednesday 8[th] May 2024) were approved with no changes. Copies were made available for those present to view. _Proposed by Jude Brand & seconded by Mark Presland._
- _**Adopt Constitution:**_ the updated Constitution was approved (using the model from the 2025 version of Scout Association’s Policy Organisation & Rules – section 5). Copies were made available for those present to view.
- _**Note Group’s Financial Year:**_ the Group’s financial year was confirmed as running from 1[st] April 2025 until 31[st] March 2026.
- _**Approve the Appointed & Community Members of the Group Scout Council:**_ We note that the Group Scout Council can admit other people to membership. All of our current leadership & team members are approved as ex-officio Group Scout Council members.
- _**Agree Number of Members That May Be Appointed to Trustee Board:**_ As recommended by the Scout Association, we agreed during the year that Niamh Madigan & Alfie Madigan would join the Board as representatives of the 18-25 age group, along with Andy Gale (being the more experienced member of the then new cub pack). Currently we have a total of nine ex-officio members & two appointed members (Chair & Treasurer). It should be noted that, following the Charity Commission Governance Code, Trustee Boards should have a minimum of 5 and maximum of 12 members **in total** . We are allowed a maximum of 5 elected members but currently have no elected members. _Proposed by Jude Brand & seconded by Hazel Crundwell._
- _**Agree Quorum for Future Meetings of the Group Scout Council (excluding this evening’s AGM):**_ at our 2024 AGM we agreed that:
- 6 must be present for future meetings of the Group Scout Council
- 5 must be present for meetings of the Trustee Board
- 3 must be present for meetings of any sub-committees
_Proposed by Jude Brand & seconded by Angela Madigan._
Page **1** of **2**
## **4) Review of the Previous Year**
The Chair handed over to Mark Gerber (Group Lead Volunteer) to introduce:
- _**Section Reports:**_
Beavers - Angela Madigan Cubs – Huskies – Charlotte Graham Cubs – Bulldogs – Hazel Crundwell Scouts – Anacondas – Mark Presland
Mark Gerber (Group Lead Volunteer) thanked the section leaders for their reports and their dedication to scouting over the past year. He then presented is own report and mentioned the issue of the impending lack of Thursday cubs team volunteers and hoped we would be able to overcome the difficulty. He expressed his gratitude for parents offers of help and thanked the Trustee Board for their support.
**Copies of all section leaders & GLV reports are attached to these minutes.**
|**4) **|**Review of the Previous Year**
The Chair handed over to Mark Gerber (Group Lead Volunteer) to introduce:
• **_Section Reports:_**
Beavers - Angela Madigan
Cubs – Huskies – Charlotte Graham
Cubs – Bulldogs – Hazel Crundwell
Scouts – Anacondas – Mark Presland
Mark Gerber (Group Lead Volunteer) thanked the section leaders for their reports and
their dedication to scouting over the past year. He then presented is own report and
mentioned the issue of the impending lack of Thursday cubs team volunteers and hoped
we would be able to overcome the difficulty. He expressed his gratitude for parents
offers of help and thanked the Trustee Board for their support.
**Copies of all section leaders & GLV reports are attached to these minutes.**|
|---|---|
||The Chair thanked Mark for his report and handed the meeting over to the Treasurer
(John Brand).
• **_Receive & Consider the Annual Report of the Group Trustee Board including the Annual_**
**_Statement of Accounts:_**
The Treasurer (John Brand) presented the Annual Report which was viewed and
approved by those present. Please find it attached at the end of these minutes. The
Trustees’ Annual Report and Accounts presented to the Group Scout Council included the
formal signed report prepared by the scrutineer (Fiona Symonds), a copy of which was
made available for those present to view. Jude thanked John for his report and handed
the meetingback to Mark Gerber for him to appoint the Chair to the Board of Trustees.|
|**5) **|**Make Appointments**
• Jude Brand was recommended as Chair of the Trustee Board by Mark Gerber (Group Lead
Volunteer). She agreed to stand again and this was unanimously agreed by a show of
hands. Mark handed the meeting back to Jude as the re-appointed Chair.
• John Brand was recommended as Treasurer to the Trustee Board by Jude Brand. He also
agreed to stand again and, once again, this was unanimously agreed by a show of hands.
• Jude thanked Mark & the leadership team, team members & trustees for their support
over the year and to John in his role as Treasurer.
• Fiona Symonds was once again appointed as scrutineer (being confirmed as qualified for
the role), having already shown her willingness to stand again. She had been presented
with a gift as a token of our appreciation. Appointment was proposed by John Brand and
unanimouslyagreed bya show of hands.|
|**6) **|**District Representation**
Roger Pettett (District Lead Volunteer) introduced himself and said that, although he was new
to the role, he was pleased to be able to join us for our AGM. He thanked the Group for all that
we do and for our dedication to Scouting; and was looking forward to the future under the new
system andgettingto know the Groups through his role in the District Team.|
|**7) **|**Closing Remarks**
Jude thanked everyone for attendingand invited them tojoin us for refreshments.|
|||
Page **2** of **2**
Page 1 of 4
1[st] Stansted Scouts Income and Expenditure Report 1[st] April 2024 to 31[st] March 2025
## **Scrutineer's Report to the Trustees of the Stansted Scout Group**
I report on the accounts of the Group for the year ended 31[st] March 2025
## **Respective responsibilities of Trustees and Scrutineer**
As the Group's/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 Group's/District's constitution, I have scrutinised the records and the accounts set out on pages 2 to 3.
## **Scrutineer's Statement**
In my opinion the accounts are in accordance with the records produced to me and comply with the constitution.
Signature: _Wet ink signature on file_
Date: 06-May-2025
Name: Fiona Symonds
Address: 77 Springfield, Great Dunmow, CM6 1BS
Treasurer’s Signature: _Wet ink signature on file_
John Brand
Date: 06-May-2025
Page 2 of 4
## 1[st] Stansted Scouts Income and Expenditure Report 1[st] April 2024 to 31[st] March 2025
|**Stansted Scouts a/c's as at 31st March'24b/f**
Current Ac
7,874
Covenant Ac
19,136
Virgin Savings A/c
27,010
27,010
10,940
b/f
**37,950**
**Income & Expenditure Account**
**INCOME**
**2024-2025**
Subs
12,244
HFDS Subs (Capitation)
(6,594.50)
25p:1
Gift Aid Rebate
1,256
Net Subs
6,905
1)
Bank Interest
2)
Rent Received
200
3)
Donations / Grants
30,025
4)
Fundraising IN
0
5)
Camp IN
3,302
5a)
Jambouree
1,260
6)
Outings IN
3,408
7)
Hut activities
160
10)
Uniforms
27
12)
Subs Paid to Wrong A/C
1,308
46,595
**EXPENDITURE**
4)
Fundraising OUT
0
5)
Camp OUT
5,003
5a)
Jamboree Out
1,536
6)
Outings OUT
5,663
7)
Hut activities
1,579
8)
Badges & Books
2,120
9)
Group Equipment
1,339
10)
Uniforms
377
Insurance
981
Anglian Fire
169
Electricity
788
Water
224
11)
**TOTAL**Hut Utilities: -
2,162
Cleaning
969
Hut repairs/maintenance
416
12)
**TOTAL**Hut Maintenance: -
1,385
13)
Stationery
7
14)
Committee expenses
320
21,491|10,628
17,519
20|**2023-24**
2022-3
Correction|
|---|---|---|
||28,167
28,167
10,940
b/f
**39,107**
**2023-2024**
11,598
(5941)
1,089|28,167
10,940|
|||**39,107**|
||1,021
170
492
232|6,746
200
250
1,546
2,247
6,971
821
96
145
204|
|||19,226|
|||307
2,492
7,750
3,454
735
1,285
209
677
1,916
1,181
18
361|
||584
597||
||||
|||20,384|
||||
Page 3 of 4
## 1[st] Stansted Scouts Income and Expenditure Report 1[st] April 2024 to 31[st] March 2025
|**Stansted Scouts a/c's as at today's date c/f**
Current Ac
Covenant Ac
Virgin Savings A/c 1st Apr
Interest Virgin A/C
**63,053.19**|30,734
21,380|Movement
24-25
25,104
52,113
10,940
**63,053**
**c/f**|7,874
19,136|Movement
23-24
(1,157.00)
27,010
10,940
**37,950**
c/f|
|---|---|---|---|---|
||10,940
0||10,940
0||
||0||||
Page 4 of 4
1[st] Stansted Scouts Income and Expenditure Report 1[st] April 2024 to 31[st] March 2025
## Highlights
This section is intended to explain the background to the income and expenses of the group. It does not include all elements and is intended as an overview. Some figures will not be exactly the same as in the official accounts, but this can be explained.
## Group Income and Expenses
|**Item**|**Income £**|**Expenditure £**|**Explanation**|
|---|---|---|---|
|Income to subs account|12244||Includes approximately £300 for outings and camps
paid to the wrongaccount|
|Subs paid to current
(general)account|1308|||
|Capitation Fees to Hatfield
Forest District||6595||
|Donations and Grants|30025||This was a generous legacy left by the late Malcolm
Treacher MBE.|
|Rent from the brownies|200|||
|Hut utilities (electricity,
water,insurance)||2162||
|Hut cleaning and
maintenance, equipment
maintenance||1385|Mostly cleaning costs. Floor sanding and sealing cost
approximately £300.|
|Group Equipment||1339|Seven new tents, new gas fridge, fold up trolly for use
at camps, gas refills,first aid kit etc|
|Committee Costs||320|Includes donations to St Mary’s for ROP service and
Remembrance Day poppywreath.|
|Uniforms||377|Mostlynew scout scarves|
|Badges and Books||2120|Uniform badges, award certificates, on-line leader
information,maps and books.|
## Hut Evenings, Camps and Outings
|**Item**|**Income £**|**Expenditure £**|**Explanation**|
|---|---|---|---|
|Jamboree|1260|1536|Small overspend on food. Some day visitor changes of
mind.|
|Camps|3302|5003|Megacamp bill (£1600) paid in 2024-5 year. Income in
2025-6.|
|Outings|3408|5663|Includes £1700 forgroupawaydayto Skreens Park|
|Hut Activities|150|1579|Cost of miscellaneous items used to section meeting
activities. Income from sleepovers.|
## Overall Funds
On 31[st] March 2025 the group held funds totalling £63053, an increase of £25104 from March 2024. Some of these funds are to be spent on a new building to house a new trailer and storage and to repair the scout hut roof. Kitchen improvements are also being planned.
Page 1 of 4
1[st] Stansted Scouts Income and Expenditure Report 1[st] April 2024 to 31[st] March 2025
## **Scrutineer's Report to the Trustees of the Stansted Scout Group**
I report on the accounts of the Group for the year ended 31[st] March 2025
## **Respective responsibilities of Trustees and Scrutineer**
As the Group's/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 Group's/District's constitution, I have scrutinised the records and the accounts set out on pages 2 to 3.
## **Scrutineer's Statement**
In my opinion the accounts are in accordance with the records produced to me and comply with the constitution.
Signature: _Wet ink signature on file_
Date: 06-May-2025
Name: Fiona Symonds
Address: 77 Springfield, Great Dunmow, CM6 1BS
Treasurer’s Signature: _Wet ink signature on file_
John Brand
Date: 06-May-2025
Page 2 of 4
## 1[st] Stansted Scouts Income and Expenditure Report 1[st] April 2024 to 31[st] March 2025
|**Stansted Scouts a/c's as at 31st March'24b/f**
Current Ac
7,874
Covenant Ac
19,136
Virgin Savings A/c
27,010
27,010
10,940
b/f
**37,950**
**Income & Expenditure Account**
**INCOME**
**2024-2025**
Subs
12,244
HFDS Subs (Capitation)
(6,594.50)
25p:1
Gift Aid Rebate
1,256
Net Subs
6,905
1)
Bank Interest
2)
Rent Received
200
3)
Donations / Grants
30,025
4)
Fundraising IN
0
5)
Camp IN
3,302
5a)
Jambouree
1,260
6)
Outings IN
3,408
7)
Hut activities
160
10)
Uniforms
27
12)
Subs Paid to Wrong A/C
1,308
46,595
**EXPENDITURE**
4)
Fundraising OUT
0
5)
Camp OUT
5,003
5a)
Jamboree Out
1,536
6)
Outings OUT
5,663
7)
Hut activities
1,579
8)
Badges & Books
2,120
9)
Group Equipment
1,339
10)
Uniforms
377
Insurance
981
Anglian Fire
169
Electricity
788
Water
224
11)
**TOTAL**Hut Utilities: -
2,162
Cleaning
969
Hut repairs/maintenance
416
12)
**TOTAL**Hut Maintenance: -
1,385
13)
Stationery
7
14)
Committee expenses
320
21,491|10,628
17,519
20|**2023-24**
2022-3
Correction|
|---|---|---|
||28,167
28,167
10,940
b/f
**39,107**
**2023-2024**
11,598
(5941)
1,089|28,167
10,940|
|||**39,107**|
||1,021
170
492
232|6,746
200
250
1,546
2,247
6,971
821
96
145
204|
|||19,226|
|||307
2,492
7,750
3,454
735
1,285
209
677
1,916
1,181
18
361|
||584
597||
||||
|||20,384|
||||
Page 3 of 4
## 1[st] Stansted Scouts Income and Expenditure Report 1[st] April 2024 to 31[st] March 2025
|**Stansted Scouts a/c's as at today's date c/f**
Current Ac
Covenant Ac
Virgin Savings A/c 1st Apr
Interest Virgin A/C
**63,053.19**|30,734
21,380|Movement
24-25
25,104
52,113
10,940
**63,053**
**c/f**|7,874
19,136|Movement
23-24
(1,157.00)
27,010
10,940
**37,950**
c/f|
|---|---|---|---|---|
||10,940
0||10,940
0||
||0||||
Page 4 of 4
1[st] Stansted Scouts Income and Expenditure Report 1[st] April 2024 to 31[st] March 2025
## Highlights
This section is intended to explain the background to the income and expenses of the group. It does not include all elements and is intended as an overview. Some figures will not be exactly the same as in the official accounts, but this can be explained.
## Group Income and Expenses
|**Item**|**Income £**|**Expenditure £**|**Explanation**|
|---|---|---|---|
|Income to subs account|12244||Includes approximately £300 for outings and camps
paid to the wrongaccount|
|Subs paid to current
(general)account|1308|||
|Capitation Fees to Hatfield
Forest District||6595||
|Donations and Grants|30025||This was a generous legacy left by the late Malcolm
Treacher MBE.|
|Rent from the brownies|200|||
|Hut utilities (electricity,
water,insurance)||2162||
|Hut cleaning and
maintenance, equipment
maintenance||1385|Mostly cleaning costs. Floor sanding and sealing cost
approximately £300.|
|Group Equipment||1339|Seven new tents, new gas fridge, fold up trolly for use
at camps, gas refills,first aid kit etc|
|Committee Costs||320|Includes donations to St Mary’s for ROP service and
Remembrance Day poppywreath.|
|Uniforms||377|Mostlynew scout scarves|
|Badges and Books||2120|Uniform badges, award certificates, on-line leader
information,maps and books.|
## Hut Evenings, Camps and Outings
|**Item**|**Income £**|**Expenditure £**|**Explanation**|
|---|---|---|---|
|Jamboree|1260|1536|Small overspend on food. Some day visitor changes of
mind.|
|Camps|3302|5003|Megacamp bill (£1600) paid in 2024-5 year. Income in
2025-6.|
|Outings|3408|5663|Includes £1700 forgroupawaydayto Skreens Park|
|Hut Activities|150|1579|Cost of miscellaneous items used to section meeting
activities. Income from sleepovers.|
## Overall Funds
On 31[st] March 2025 the group held funds totalling £63053, an increase of £25104 from March 2024. Some of these funds are to be spent on a new building to house a new trailer and storage and to repair the scout hut roof. Kitchen improvements are also being planned.