229th St Aldhelm’s Scout Group AGM - Thursday 28 th September 2023, 6.30pm Attendees: Anne Baines (trustee), Jacob Baines , Joseph Baines, Nick Baines, Gabriel McEvoy, Jon Norman (trustee), Cathy Harding and Jenny Bhambri-Lyte (trustee). ## Item ## Acton 1. Jon N welcomed everyone to the meeting. 2. No apologies. 3. Minutes of the last AGM were discussed. Proposed by Jenny Bhambri-Lyte and seconded by Anne Baines. The minutes were accepted as a true and accurate record. 4. Governance - a. The model constitution from Policy, Organisation and Rules was adopted: proposed by Jon Norman and seconded by Jennifer Bhambri-Lyte. - b. Group’s financial year is 1[st] April to 31[st] March. - c. The number of members to be elected to the Trustee Board was four. Proposed by Jon Norman and seconded by Gabriel McEvoy. - d. A quorum of eight for scout council meetings was proposed by Jon Norman and seconded by Gabriel McEvoy. For trustee meetings, the quorum was proposed by Jon Normand and seconded as Gabriel McEvoy, as three. 5. Review of previous year - a. There are over 200 children in the group; numbers have gone up after pandemic. We continue to do lots of nights away and the leadership team has increased in the scout section. Basic training has been completed and first aid. Fundraising for the trip to Switzerland expedition continues and plans for the 90[th] anniversary are in progress. - b. No current treasurer; Anne being assisted by Tony Rees (district treasurer). Historical problem is being resolved. Moving away from our previous spreadsheet on to OSM accountancy tool. Tony is happy with the accounts so far. Question mark over OSM; is it gross or net? No official treasurer needed, but we need an independent ‘auditor’ to sign off the accounts. We will agree an approach and then return to approve the accounts, formally, at an EGM at a future date. Accounts need to be submitted by December (to be checked). Anne went through current state of play: balance brought forward: £54,506. Income: £65,577, expenditure £77,608, closing balance £47,475. Venue maintenance - £13,00 for the back, £8,000 for internal fire doors, also paid 50% so far, for external fire doors, £6,500? Had to pay for a music licence for this year and last year. Charity donations: if we’re fundraising for another charity (e.g. Cots for Tots all money we gathered, has been paid over), this has to be clear on the accounts. Change of signatories to the group bank account, removing John Maul, Nigel Abrahams and Valerie Abrahams, owing to no longer being involved in group. Making Jenny Bhambri-Lyte and Jon Norman, full signatories and adding Daniel Conroy as new full signatory, via a resolution, signed by Anne. Auditor to be sought. Accounts to be approved at a future EGM. Accounts to be submitted by December. 6. Making appointments - a. We have no president. - b. Anne nominated John to continue as chair. - c. Anne nominated Jenny as secretary - d. No treasurer. - e. The following were nominated as members to the Group Trustee Board: Joseph. The nomination was unanimous. 7. Meeting closed at 7.05pm. - f. No nominations. - g. Auditor yet to be appointed. 229th Brlstol St Aldholm's Bedminster Scouts Group STATEMENT OF ACCOUNT In￿m9 and Exp¢ndiiurn Statement Year: 2022123 INCOME £lnc Bank Interest Donation Events Events- Beavers Events- Cubs Events- Scouts Fundraising - Svthrknd Membership Fees Rent Subscriptk?ns Unifom Ub'litss 0.90 2.113.00 7.346.19 1,902.00 3.561.28 14.289.00 300.54 700.00 4,359.27 27,409.60 3,412.38 183.72 Total Income for the Period 65￿77.88 Ex nditu £ Exwidlture Badges Bank Fees Camping Equipment Donation Events Events- Cubs Events- s￿￿ts Insurance Ltcences Meetings Meetings- Beavers Meetings- Scouts Membership Costs MinibuslTransport Rates TrainiThJ Unifo Utilities Venue Maintenancè 1.145.58 1,836.83 707.44 1,863.¢)0 11,973.50 514.10 7.C(17.53 3.286.53 881.96 2.115.79 74.00 41.59 9.500.00 1.194.41 363.52 4,966.11 3.642.11 21.434.88 Tolal.EXpe￿e for tho porlod 72.608.88 Surplus for year 7,031.00 Page 2 Balan¢e of Funds Opening Balance brought foThvard Totsl Income Sub Total Expenditure 54.506.35 65.577 88 120,084.23 72.608.88 Closing Balance carried foThvard 47,475.35 Signed. Position In Club.....-................................ Date.............. Print Name. onln balance broak down Grou Current Accounl Grou Savin s Account Pe Cash 54.505.35 1.00 54.506.35 Closln balance break down Club Current Account Club Savin s Account Pe Cash 46.054.94 1.42041 0.00 47,475.35 Movement 7,031.00 Page 3 229th Bristol St Aldhelm's Bedminster Scouts Group Independent Examiner's Report 2022-2023 229th Bristol St Ald￿lm'S 8edminster Scouts Group STATEMENT OF ACCOUNT Y••r: 2022123 INCOME £ Incom• Bank Inte￿1 Donation Events Events- Beavers Events- Cubs Events- Scouts Fundraisir#J - S￿tter1￿d M8mber8hlp Fees Rent Subsutption$ Uniform utiirtie8 0.90 2,113.00 7.346.19 1,902.00 3.561.28 14,289.00 300.54 700.00 4.359.27 27.409.60 3,412.38 183.72 Total Incom• for th• P•rfod 65,577.88 £ Exp•ndttur• Badge8 Bank Fees Camping Equlpment Donath)n Events Events- Cubs Events- Scouts Insurance Ltcences Meetings Meetings - Beavers Meetings - Scouts PAembershlp Costs Minibusrrranswt Rates TrainirtrJ Uniform Ulilrties Venue Maintenance 1.145.$8 1.836.83 707.44 1.863.00 11,973.50 514.10 7,007.53 3,288.53 881.96 2.115.79 74.fy) 41.59 9,500.00 1.194.41 363.52 4.966.11 3,642.11 21.434.88 Totsl.Exp•n•• for th• p•rlod 72,608.88 8urplu$ for y•ar 7,031 Page 2 Balance of Funds Opening Balance brought forward Total Income Sub Total Expenditure 54.506.35 65.577.88 120,084.23 72.608 88 Cbsing Balance carried fornard 47,475.35 Signed.. Position In Club.................-.....-.............. Date.............. Pfinl Name... ènln balance break down Grou Current Account Grou Savin s Account Pe Cash 54.505.35 1.00 0.00 54 506.35 Closin balance break down Club Current Account Club Savin s Account Pe Cash 46.054.94 1.420.41 0.00 47.475.35 Movement 7 031.00 Page 3 CHARITY COMMISSION FOR ENGLAND ANO WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of 229th Bristol St Aldhelm's Bedminster Scouts Group On accounts for the year ended 31" March 2023 Charity no lif any} 302186 Set out on pages I report to the trustees on my examination of the accounts of the above charity ('the Trust") for the year ended 31103 12023. Responsibilities and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordance with the requirements of the Charities Act 2011 I'lhe Act"). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5llb) of the Act. I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect". accounting records were not kept in accordance with section 130 of the AGI or the accounts do not accord with the accounting records Independent examiner's statement I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Signed: Date: Name: Scotl Canning MAAT Relevant professional qualificationlsl or body lif any).. Association of Accounting Technicians Address.. 10 Meadow Street, Avonmoulh Bristol BS11 9AR IER October 2018