229th St Aldhelm’s Scout Group AGM - Friday 15 th October 2021, 6.15pm Attendees: John Maul, Anne Baines, Nick Baines , Joseph Baines, Chris Coath, Tony Rees, John Norman and Jenny Bhambri-Lyte
Apologies: Heather Whiteside-Knott
Item
Acton
-
Anne welcomed everyone to the meeting.
-
Apologies – Heather
-
Minutes of the last AGM were given out. Proposed by John Maul and seconded by Jenny Bhambri-Lyte. The minutes were accepted as a true and accurate record.
a. GSL report – Anne read out a report, commenting on what a year it has been. Loads of badges earned despite the restrictions and we’re back to camping. 185 were on roll, now 205 plus 9 young leaders. Chris asked regarding the numbers, do we need more volunteers? Anne replied that we need to be careful that volunteers are coming for the right reasons; parents are joining, to get their children in, and then leaving a few months down the line. Chris offered to get some more involved and give them a trial run. Anne was disappointed in Pears who were supposed to be supporting us in expanding. They sent someone in, had a meeting with parents, then stated they were going to take over the Wednesday group. They returned, slightly better, agreed a timescale and then pulled the rug out earlier than agreed. There is a risk with volunteers, that there is a hidden agenda. Chris offered to get out some comms via the PTA.
the luggage trailer. There is a question about being able to open both doors when
b. Treasurer’s Report – began the year atg £25,381, finished year with total funds of £37,864, about £8000 up on last year. Receipts £25,853, payments £13,369, net £12,483. Currently with auditor. Tony was concerned that we were holding at the end of March, what the charity commission would class as a large amount of cash. The pandemic has made things difficult, but Tony was concerned that the cash was held at a leader’s house, at risk of loss, through for example, fire. Anne banked the cash in April. We also now have a card reader and can deposit money via cheque. We were given £1000 via a will. Chris asked about property rental income. John M talked of renting out to for example dancing, Anne talked of party hire, police (riot training), polling station, etc. Pre-COVID, sensory sessions in morning, then Bingo, making £120 for that day. That has now ended. Significantly lower receipts than previous year. Grants received of £19.431, including £8000 from council (conduit for government). Used on COVID shelters, hand sanitiser, paper towels. We didn’t pay business rates till July 2021. They were rebated. Tony commented that now might be a good time to create a reserves policy. Ring-fencing a reserve will then legitimise keeping back large amounts. Fire doors need to be done, plus we need an asbestos check. Building was built on the cusp of 1999/2000. Chris offered to get quotation for asbestos survey. Tony pointed out that this would justify keeping back a large reserve. Lighting, fire extinguishers, fire alarms are annual costs to be budgeted for. Boiler needed to be repaired this year; it is 21 years old and needs relighting on occasion. Replace with a heat pump? The floor is absorbing liquid. Chris commented that the floor/roof/boiler would justify the reserve, Tony called it ‘prudent planning’. Brake discs need replacing (£120) as it was parked for so long during the pandemic. Tony asked if children would be in the minibus, when towing
the jockey is retracted. Nick commented that there is there is a window in the roof, hammers on the windows to break glass in case of emergency. 229[th] have just paid out a large fee to the scout camp in Malvern, plus paid for the coach.
-
Nomination for the chair –Jon Norman. Nominated by Anne, seconded by Jenny. Meetings to be as and when. Anne sometimes needs to seek approval for big spends. An extra signatory on the account would be good (there are currently three). We are no longer with HSBC, now with Lloyds.
-
a. Election of Treasurer – John Maul volunteered.
-
b. Group Executive members – Chris Coath volunteered. Heather will no doubt revolunteer. Daniel also. All voted in.
-
Appointment of auditor – John Maul to ask Dave Bull, who was our auditor last year. If not, then we will seek an alternative. Dave approved by meeting members. Charity commission will reinstate charity number once we have five years of accounts.
-
Tony thanked Anne on behalf of the district for her hard work, commitment and the success of the 229[th] .
-
AOB – Joseph proposed that the back be dug up, paved and fire pits (one big, several small) installed flush with the ground, complete with cover. Also, shelters with benches to allow all-weather activities. Perhaps also raised beds. Chris proposed that Cubs spend a meeting designing the back; Anne said it could be part of the Scouts DIY badge. Currently the grass is covered in a membrane to save trailing mud through the building. A good way to use the Restart grant. Tony commented that he looked forward to his invite to the inaugural barbecue. John N asked Joseph if there were any drawings; not as yet. Chris asked if Joseph would be running the project; Joseph accepted the challenge. Chris offered his expertise. Anne volunteered the Scouts to help with the project.
John N to inform Sarah of his appointment as chair.
Anne to inform Heather of appointment. John M to inform Dave of appointment as auditor.
Chris and
Joseph to liase regarding plans for back area.
Meeting closed at 19.15.
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | 229th Bristol St Aldhems Scout Group | |||||
| 2 | RECEIPTS | Actual To 31-Mar-21 |
Actual To 31-Mar-20 |
|||
| 3 | Donations, Legacies and Similar Income Subscriptions gocardless - receipts from members Subs Paid On Donations Legacies GiftAid Other Similar Income SUB TOTAL |
0.00 15,137.44 -9,345.76 0.00 0.00 0.00 0.00 5,792 |
602.00 36,551.07 -6,958.00 -384.70 0.00 0.00 0.00 29,810 |
|||
| 4 | ||||||
| 5 | ||||||
| 6 | ||||||
| 7 | ||||||
| 8 | ||||||
| 9 | ||||||
| 10 | ||||||
| 11 | 5,792 | 29,810 | ||||
| 12 | GRANTS Maintenance Grant Other Grants SUB TOTAL |
0.00 19,431.00 19,431 |
0.00 0.00 - |
|||
| 13 | ||||||
| 14 | ||||||
| 15 | 19,431 | - | ||||
| 16 | FUNDRAISING (GROSS) Fundraising Income Details Asda Fundraising Income Details Sleepover Fundraising Income Details Easter Party Other Fundraising Income SUB TOTAL |
0.00 0.00 0.00 0.00 - |
0.00 0.00 0.00 0.00 - |
|||
| 17 | ||||||
| 18 | ||||||
| 19 | ||||||
| 20 | ||||||
| 21 | - | - | ||||
| 22 | INVESTMENT INCOME Bank Interest Building Society Interest The Scout Assoc Short Term Investment Service Property Rent Income Other Investment Incomes SUB TOTAL TOTAL GROSS INCOME Asset & Investment Sale TOTAL RECEIPTS |
0.00 0.00 0.00 630.00 0.00 630 25,853 0.00 25,853 |
0.00 0.00 0.00 6,664.83 0.00 6,665 36,475 0.00 36,475 |
|||
| 23 | ||||||
| 24 | ||||||
| 25 | ||||||
| 26 | ||||||
| 27 | ||||||
| 28 | ||||||
| 29 | ||||||
| 30 | ||||||
| 31 | ||||||
| 32 | ||||||
| 33 | ||||||
| 34 | ||||||
| 35 | ||||||
| 36 |
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 37 | PAYMENTS | |||||
| 38 | Charitable Payments Youth Programme and Activities Youth Programme & Activities Contributions Camps Camps Contributions Adult Support & Training Rent Water & Sewerage Electricity & Gas Council Tax Insurance Repairs & Renewals Materials & Equipment Printing & Photocopying Uniforms & Badges Contributions to Uniforms & Badges AGM & Trustee Expenses GoCardless App Fee GoCardless Trans Fee Other Cost Details 1 - OSM Other Cost Details 2 - Bins Other Cost Details 3 - Tents Other Cost Details 4 - Van SUB TOTAL FUNDRAISING EXPENSES Fundraising Expenses Detail 1 Fundraising Expenses Detail 2 Fundraising Expenses Detail 3 Other Fundraising Expenses SUB TOTAL Total Gross Expenditure |
-2,382.04 282.00 -444.89 -481.18 0.00 0.00 -294.50 -1,822.96 0.00 -2,170.99 -3,645.58 0.00 0.00 -1,380.71 0.00 0.00 0.00 0.00 0.00 -107.25 -921.40 0.00 - 13,370 |
-9,368.33 1,930.89 -7,074.22 140.00 -217.26 0.00 -324.00 -2,306.76 -715.68 -2,672.11 -3,293.45 -136.05 0.00 -2,661.23 916.00 0.00 0.00 0.00 0.00 -143.00 -1,650.00 -12,699.00 - 40,274 0.00 0.00 0.00 0.00 - - 40,274 |
|||
| 39 | ||||||
| 40 | ||||||
| 41 | ||||||
| 42 | ||||||
| 43 | ||||||
| 44 | ||||||
| 45 | ||||||
| 46 | ||||||
| 47 | ||||||
| 48 | ||||||
| 49 | ||||||
| 50 | ||||||
| 51 | ||||||
| 52 | ||||||
| 53 | ||||||
| 54 | ||||||
| 55 | ||||||
| 56 | ||||||
| 57 | ||||||
| 58 | ||||||
| 59 | ||||||
| 60 | ||||||
| 61 | - 13,370 | - 40,274 | ||||
| 62 | 0.00 0.00 0.00 0.00 - - 13,370 |
|||||
| 63 | ||||||
| 64 | ||||||
| 65 | ||||||
| 66 | ||||||
| 67 | ||||||
| 68 | ||||||
| 69 | ||||||
| 70 | ||||||
| 71 | ||||||
| 72 | ADVANCE PAYMENTS Payments In Advance SUB TOTAL |
0.00 - |
0.00 - |
|||
| 73 | ||||||
| 74 | - | - | ||||
| 75 | PETTY CASH TRANSFERS Transfer Petty Cash to Bank Transfer Bank to Petty Cash SUB TOTAL DEPOSIT ACCOUNTS Transfer To Group Business Manager Acct Transfer From Group Business Manager Acct Transfer to Lloyds Saver Transfer To Scout Troop Acct Transfer From Scout Troop Acct SUB TOTAL Asset and investmentpurchases, etc. |
675.00 0.00 675 |
0.00 0.00 - |
|||
| 76 | ||||||
| 77 | ||||||
| 78 | 675 | - | ||||
| 79 | 0.00 0.00 0.00 0.00 0.00 - |
0.00 0.00 0.00 0.00 0.00 - - |
||||
| 80 | ||||||
| 81 | ||||||
| 82 | ||||||
| 83 | ||||||
| 84 | ||||||
| 85 | - | - | ||||
| 86 | - | |||||
| 87 | - | - |
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 88 | Total payments Net of receipts/(payments) Cash funds last year end Cash funds this year end |
- 13,370 12,483 25,381 37,864 |
- 40,274 - 3,799 29,180 25,381 |
|||
| 89 | ||||||
| 90 | ||||||
| 91 | ||||||
| 92 | ||||||
| 93 | ||||||
| 94 |
| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 95 | Statement of assets and liabilities at the end of the year | |||||
| 96 | 2020/21 2019/20 Unrestricted funds Unrestricted funds £ £ Cash funds Group Current Account 1,116 1,116 Lloyds Account 35,864 22,706 Group Business Account - - Scout Troop Account - - The Scout Association Short Term Investment Service - - Cash/Floats 886 1,561 Total cash funds 37,865 25,382 Other monetary assets Tax claim - - Debts due from the County/Area/District/Group - - Insurance claim - - Sub total - - Investment assets Investment property - detail - - Quoted investments - - Other investments - detail - - Sub total - - Non monetary assets for charity's own use Badge stock - - Shop stock - - Other stock - - Land and buildings - - Motor vehicles - - Scouting equipment, furniture etc - - Other - - Sub total - - Liabilities Accounts not yet paid - - Expenses incurred but not invoiced - - Subscriptions not yet paid - - Loan - detail - - Other liabilities - - Sub total - - Signature Print Name Anne Baines John Maul Contingent liabilities and future obligations The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on / /20 (the date of the Executive Committee meeting that approved the accounts) and signed on their behalf by Group GSL Treasurer |
|||||
| 97 | ||||||
| 98 | ||||||
| 99 | Cash funds | |||||
| 100 | Group Current Account | 1,116 | ||||
| 101 | Lloyds Account | 35,864 | ||||
| 102 | Group Business Account | - | ||||
| 103 | Scout Troop Account | - | ||||
| 104 | The Scout Association Short Term Investment Service | - | ||||
| 105 | Cash/Floats | 886 | ||||
| 106 | Total cash funds | 37,865 | ||||
| 107 | Other monetary assets | |||||
| 108 | Tax claim | - | ||||
| 109 | Debts due from the County/Area/District/Group | - | ||||
| 110 | Insurance claim | - | ||||
| 111 | Sub total | - | ||||
| 112 | Investment assets | |||||
| 113 | Investment property - detail | - | ||||
| 114 | Quoted investments | - | ||||
| 115 | Other investments - detail | - | ||||
| 116 | Sub total | - | ||||
| 117 | Non monetary assets for charity's own use | |||||
| 118 | Badge stock | - | ||||
| 119 | Shop stock | - | ||||
| 120 | Other stock | - | ||||
| 121 | Land and buildings | - | ||||
| 122 | Motor vehicles | - | ||||
| 123 | Scouting equipment, furniture etc | - | ||||
| 124 | Other | - | ||||
| 125 | Sub total | - | ||||
| 126 | Liabilities | |||||
| 127 | Accounts not yet paid | - | ||||
| 128 | Expenses incurred but not invoiced | - | ||||
| 129 | Subscriptions not yet paid | - | ||||
| 130 | Loan - detail | - | ||||
| 131 | Other liabilities | - | ||||
| 132 | - | |||||
| 133 | ||||||
| 134 | ||||||
| 135 | ||||||
| 136 | ||||||
| 137 | ||||||
| 138 | Anne Baines Group GSL |
|||||
| 139 |
John Maul Treasurer |
|||||
| ~~140~~ | ||||||
| 141 |
229[th] Bristol Saint Aldhelms Scout Group
Accounts for the year ending 31[st] March 2021
I confirm that the above accounts have been reviewed, and represent an accurate reflection of the Group’s financial position
David Bull