5[th] Christchurch (Highcliffe) Scout Group Annual General Meeting For year End 2020
5[th] Christchurch (Highcliffe) Scout Group
Minutes of the Annual General Meeting 11/06/2020
Meeting held via ZOOM video link at 19:00
Present: Julie Langdown (Group Scout Leader), Phil Stevens (Chairperson), Graham Budd (Secretary), Sarah Carter (Treasurer), Juliet Gregson (District Commissioner), Sue Jones (ADC Beavers), Andy Hewitt (SL/AGSL), Courtney Fereday (CSL), Pip Newman (ACSL), Jim Grant (ASL), Ian Smewing (ASL), Vince Elsey (ABSL), Victoria Tyne, Keryn Hallett, Stephanie Ashdown, Catherine Stevens, Helen Roberts, Gail Grant (ACL), Stephanie Seal, Elliott Ray (Youth Commissioner), Simon Roche (ASL)
The Agenda had been circulated via email to parents and supporters in advance of the AGM.
1.Welcome and Introduction
Group Scout Leader (GSL) Julie Langdown introduced herself and welcomed everyone to the meeting.
2. Apologies: Jackie Dawson, Sue Capernhurst
3. Presentation of Section and Group Awards
Normally presented at the end of the meeting. Due to the format of the meeting it had been decided to move the presentations to item 3 on the agenda.
Beaver Colony Awards
Vincent Elsey Assistant Beaver Scout Leader, read out the citations for each recipient of the Beaver Colony awards.
Kindest Beaver Scout: Logan Tuckey Most helpful Beaver Scout: Caisey Beaver Scout of the Year: Dominic Tyne
Cub Pack Awards
Courtney Fereday Cub Scout Leader (Wolves Pack), read out the citations for each recipient of the Cub Pack awards. Courtney explained that there would be three awards for Tigers Pack, but only one for Wolves Pack as it had only been formed in October 2019.
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Tigers Pack
Do Your Best Award: Keira Tuckey
Team Player Award: Sebastian Mears Cub Scout of the Year: Emily Grant
Wolves Pack
Cub Scout of the Year: Daniel Tomkinson
Scout Troop Awards
Andy Hewitt Scout Leader, read out citations for each recipient of the Scout Troop awards.
Most Improved Scout: Freya Grindrod Scout of the Year: Rebecca Stevens Patrol Leader of the Year: Mathew Roche
Young Leader Award
The GSL, read out the citation for the recipient of the Group Young Leader Award.
Young Leader of the Year: Molly Hindell
Christchurch (Nyeri) Explorer Scout Unit Award
The GSL (on behalf of the Explorer Scout Leader), read out the citation for the recipient of the Explorer Scout of the Year Award.
Explorer Scout of the Year: Lucas McCammon
Exceptional Service Award (awarded to any member of the Scout Group giving exceptional service)
The GSL read out the citation for the recipients of the Exceptional Service Award. Both recipients had put in exceptional time and effort into organising the Group’s main fund-raising event, the annual plant sale, held in very difficult circumstances this year.
Plant Sale Committee members: Victoria Tyne and Marion Birtles
The Rob Mason Award (awarded to any member of the Scout Group doing something a little bit extra for the Group)
The GSL read out the citation for the recipient of the Rob Mason Award.
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Group Secretary: Graham Budd
4. Receipt and Approval of the minutes of the 2019 AGM
The minutes of the 2019 AGM had been circulated via email to parents and supporters in advance of the AGM.
The approval of the minutes of the 2019 AGM were approved. proposed by Stephanie Ashdown. seconded by Sarah Carter.
5. Treasurer’s Report
The accounts for the year ending December 2019 had been circulated via email to parents and supporters in advance of the AGM.
The GSL delivered the treasurers report.
There were no questions asked regarding the accounts for 2019.
The Annual reports and Accounts for year ending 2019 were approved. Proposed by Catherine Stevens Seconded by Vince Elsey
6. Approval of the Annual reports and Accounts for year ending 2019
The Annual reports and Accounts for year ending December 2019 were approved. Proposed by Catherine Stevens Seconded by Vince Elsey
7. Approval of Group Chairperson
The GSL informed the meeting that the current chairperson was willing to stand for another year.
The appointment of chairperson was approved. proposed by Sarah Carter seconded by Stephanie Ashdown
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8. Approval of the Appointments of Secretary, Treasurer and Independent Examiner
The Chairman, Phil Stevens proposed the following appointments for the coming year:
Secretary: Graham Budd Treasurer: Sarah Carter Independent Examiner: Jane Fereday
The appointments were approved en bloc proposed by Helen Roberts seconded by Stephanie Seal
9. Approval of the Elected Members of the Group Executive
The Chairman, Phil Stevens proposed the following appointments as elected members of the Group Executive:
Pip Newman, Jim Grant, Vincent Elsey, Susie Capnerhurst, Helen Roberts, Janine Mears, Wade Hindell, Emma Hindell
The appointments were approved en bloc proposed by Gail Grant seconded by Keryn Hallett
10. Honorary President Nick Geary
The GSL advised the meeting that Nick Geary had not confirmed his willingness to continue as Honorary President at the present time.
11. Year Reviews by Section
The annual section reviews for 2019 had been circulated via email to parents and supporters in advance of the AGM.
12. District Commissioner
The GSL invited the Juliet Gregson DC to speak.
Juliet said that she was disappointed not to have been able to have come to the Highcliffe HQ for the AGM where she had spent 10 years as Cub Leader. However she was pleased that the Group was only the second Group in the District to hold an online AGM. Juliet was full of praise for the Group leadership team pulling together
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and growing the Group. In particular she was delighted that the Group had opened a second Cub Pack in the autumn, which had eased the waiting list of those waiting to join Scouting. Juliet thanked all those involved in making this happen. Juliet also stated that she was pleased to see that all the sections were going from strength to strength in a growing Group.
In the recent challenging times during the Covid-19 crisis Juliet was delighted in the way the Group had responded by adapting to the times, with all sections offering Home Scouting. She was pleased that young people had been able to keep in touch and achieve badges by taking part in activities such as camping in gardens and cooking at home. Juliet thanked everyone involved in the Group.
Closing
The GSL thanked everyone for joining the AGM on the video link.
The meeting was at 7:45.
Graham Budd Group Secretary
13/06/2020
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| 5th Christchurch (Highcliffe) Scout Group Receipts & Payments Account for the year ending 31st December 2020 RECEIPTS Subscriptions Membership Fees Nyeri Explorers Membership Fees Highcliffe Scout Group Less capitaton Investment Income Bank Interest INCOME Hire of Scout Hut Nyeri Grants and Donations Covid Grants Donations Activities Explorer Camps & Activities Camps & Activities Fund Raising Plant Sales Fundraising Other Other Income Loans Gift Aid Uniform sales Total receipts for the year |
2020 2835 18875 -5468.75 16241.25 0 0 240 600 840 11334 1513 12847 2020.67 2020.67 9761.16 9761.16 0 3263.1 323.5 3586.6 |
2019 2164 14325 -4200 |
|---|---|---|
| 12289 | ||
| 0 | ||
| 0 | ||
| 120 600 |
||
| 720 | ||
| 4016.05 | ||
| 4016.05 | ||
| 12058.4 | ||
| 12058.4 | ||
| 12438.28 | ||
| 12438.28 | ||
| 0 4772.46 232 |
||
| 5004.46 | ||
| 45296.68 | 46526.19 |
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| 5th Christchurch (Highcliffe) Scout Group Receipts & Payments Account for the year ending 31st December 2020 PAYMENTS Premises Landlord Nyeri Rates Electricity Maintenance Bin collection Insurance Cameras CCTV Activities Explorer Camps & Events Group Events Fundraising Plant Sales Administration Expenses Printing, Postage & Stationery Cleaning 1st aid & supplies Trophies & Engraving Online Scout Manager Website and Internet Go Cardless Paypal fees Bank charge Solicitor MemberShip Fees Equipment Explorer Equipment Highcliffe Equipment Other Expenses Training Motor Gifts /sundry Hardship funding Donations Covid Cost Over payment Errors Badges, Scarves and Uniforms Explorer badges & uniforms Badges Woggles Scarves Uniforms Payments For the Year |
2020 0 600 57 987.9 2161.74 146.32 2481.21 69.94 6504.11 816.3 3828.18 4644.48 5102.24 5102.24 114.71 607.82 0 756.94 618.07 201.52 234.88 54.89 462.8 0 60 3111.63 6152.09 6152.09 18.49 1042.96 158 0 0 213.55 424.26 1857.26 0 419.95 0 0 977.73 1397.68 28769.49 |
2019 0 600 203.28 1194.59 1678.26 473.57 2448.84 0 |
|---|---|---|
| 6598.54 | ||
| 1552.32 14364.89 |
||
| 15917.21 | ||
| 6930.32 | ||
| 6930.32 | ||
| 151.1 429.92 0 216.48 685.9 61.19 259.22 44.09 365 1800 0 |
||
| 4012.9 | ||
| 0 8614.35 |
||
| 8614.35 | ||
| 100 1142.96 236 0 0 0 0 |
||
| 1478.96 | ||
| 0 634.1 0 0 538.62 |
||
| 1172.72 | ||
| 44725 |
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| Receipts & Payments of Accounts Summary for the year ending 3'lst December 31st December 2020 Total receipts for the year Total Payments for the year Net Receipts (Payments) for the year Cash and Bank Balances brought forward Cash and Bank Balances carried forward 5th Christchurch (Highcliffe) Scout Group Statement of Assets and Liabilities as at 31st December 2020 FIXED ASSETSVehicle - Van FG11 XBE 3300.00(Depreciation) CURRENT ASSETS (BANK) CAF Group CAF Explorer CAF Scouts CAF Cubs CAF Beavers Paypal Group CAF savings fundraising 46 CASH IN HAND (PETTY CASH) Group Explorer Scout Cub Beaver Plant Sale Totals for the year ending CURRENT LIABILITIES District Capitation NON-MONETARY ASSETS Equipment valuation for insurance purposes |
2020 45296.68 28769.49 16527.19 16767.43 33294.62 2020 3015 1820.97 3046.22 575.49 490.9 219.83 0 6153.41 20,619.42 386.79 0 0 0 0 0 386.79 2020 30174.62 31132 31132 |
2019 46526.19 44725 1801.19 14966.24 |
|---|---|---|
| 16767.43 | ||
| 2019 3300 1924.24 2168.75 688.8 1310.55 570.79 0 |
||
| 6663.13 | ||
| 6079.54 160.23 95.34 201.18 199.28 68.73 0 |
||
| 724.76 | ||
| 2019 | ||
| 0 | ||
| 0 | ||
| 16767.43 | ||
| 31132 | ||
| 31132 |
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Trustee’s Annual Report For period of
| For period of | ||||
|---|---|---|---|---|
| Start Date | 01 January | 2020 | End Date | 31 December 2020 |
| Charity Name | 5thChristchurch Highcliffe | Scout Group | ||
| Registered Charity Number | 302216 | |||
| Charity Registered Address | Scout Hut | |||
| Chewton Common Road | ||||
| Highcliffe | ||||
| Dorset | ||||
| BH23 5AP | ||||
| Trustees | ||||
| Name | Role | Date of appointment | ||
| Courtney Fereday | Trustee | 01 January 2020 | ||
| Helen Roberts | Trustee | 01 May 2018 | ||
| Sarah Carter | Trustee | 01 December 2020 | ||
| Julie Langdown | Trustee | |||
| Vincent Elsey | Trustee | 01 January 2020 | ||
| Debbie Darby | Trustee | 01 December 2020 | ||
| Pip Newman | Trustee | 20 March 2014 | ||
| Philip Stevens | Chair | 19 May 2017 | ||
| Jim Grant | Trustee | 01 January 2020 |
Structure
Highcliffe Scout group is 1 of 8 groups that belong to the district of Christchurch.
The 5th Christchurch (Highcliffe) Scout Group provides Scouting to young people aged between 6 and 18 years of age. Activities takes place from the headquarters in Chewton Common Road Highcliffe. Young people take part in activities based on the section they belong to and their age. The Group currently have 4 sections within the Group 1 Beaver Colony, 2 Cub Packs, 1 Scout Troop. The group are also in partnership with the District Explorer unit (Nyeri).
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Achievements
The best achievement for the past year was to survive through covid with as little as possible loss of volunteer’s and members.
The leaders were exceptional in providing scouting through out what has been a very difficult period. The group is growing whilst also being cautious.
Objectives
Our main objectives moving forward are to recruit more volunteers. The sections are growing but whilst we keep to a relative number of members per section we are always in need of more volunteers.
We would like to improve the relationship between the local community and aim to incorporate more opportunities to work with the community.
The sections are proactive and often organise beach litter picks. We have now purchased our own litter kit which we also loan to other groups.
Finance
As per the groups accounts Highcliffe scout group are in a good financial position.
We have received a number of government covid grants that are there to help with additional covid costs both during the pandemic and moving forward.
The group have purchased the necessary equipment to help us comply with the covid safety measures. Any funds that remain once we return to normal life will be used for the possible rebuild of a new hut.
The group were able to help support other groups in our district. The trustees voted to deposit £1000 towards a hardship fund to help support other groups in our district who have not received the government covid grants.
Declaration
The trustees declare that they have approved the trustees annual report as above
Signed on Behalf of the trustees
Group Scout Leader
5[th] Christchurch Highcliffe Scout Group
This year has been a tough year for Highcliffe Scout group, with zoom meetings and lockdowns. But we did not let that stop us.
Our leaders got straight to work, and we got zoom meetings up and running as soon as we went into our first lockdown.
All sections had a great attendance for the zoom meetings with many activities across all sections. Some of the activities they ran were Task master, Quizzes, Scavenger hunts, Problem solving, Escape rooms. All our members seemed to adapt very well, and the feedback form parents was very encouraging, and they appreciated some form of normal routine for the members. We also implemented the badges at home, and this allowed members to upload things they had completed at home to the leaders so we could still work on badges. All our members during the summer took part in the Camps at home and we have a couple of scouts reach 100 nights away. They had to complete 1 night under canvas, 1 scout activity and cook a meal.
We celebrated St Georges day at home, and Highcliffe Scout Group had a good turnout of members and leaders who all took part in the clapping on the doorstep to celebrate.
During the summer we returned back to some sort of normality with face-to-face meetings, and I think all the members and leaders were relieved to be outdoors and back to basic scouting even though we needed to implement the social distancing. The members adapted very well to distancing.
Highcliffe Scout Group have awarded in this last year,
2 Chief Scout Gold Awards (more to come on catch up)
7 Chief Scout Silver Awards
4 Chief Scout Bronze awards
The group also handed out a whopping 375 badges across all 5 sections.
We are back to some form of normality, and it is great to see all the members back to doing what we do best. Scouting Outdoors.
I would like to say a huge thank you to all the Highcliffe team. Keryn for posting the badges
The committee for keeping the back office running via zoom
The Young Leaders, for being there to support the leaders and the members
And a HUGE thank you to all the leaders. You have all been amazing during what has been a very exceptional year. You kept the meetings going even when we had work from home, School from home, and anything else that was thrown your way.
You are all an exceptional Team and I enjoy working with you all.
Julie Langdown Group Scout Leader
5[th] Christchurch Highcliffe Scout Group.
Annual Report 2020
Like most people it was a year of two halves for the Beavers, we started the year in the hut as normal with a near full complement of Beavers. We kicked off the year with a couple of weeks of first aid, then Bird feeders followed by the Hobby badge. It was at this point we went into lock-down and entered the world of zoom.
To be honest, it was hard trying to keep the Beaver engaged each week. I am not sure who’s decision it was, but it was decided to have online meeting every two weeks, and it was so much easier having fortnightly meetings. We started the zoom sessions with lots of games, but as we went on, we found that the Beavers were more engaged when we did craft-based activities, cooking was a big hit.
In addition to what was being done online, many of our older Beavers worked towards completing other badges enroute to their bronze award.
A lot of our Beavers swam up to cubs during lockdown and we only welcomed two new members during lockdown, which was very brave of them.
After summer we were able to return to Face2Face, but still had to be outdoors. We welcomed a few new Beavers, but strategically kept our numbers low to fall into the bubble guidelines. (under 16)
Autumn started with a beach clean / litter pick, then a hike, outdoor cooking, putting up tents.. as we tried to maximise the light and weather. We celebrated Halloween and Mother’s day, but were not able to pack in any overnight activities. We finished the year with a virtual Panto for Christmas.
All in all it was an odd year to say the least, but we know from parents that our efforts were appreciated by the Beavers, and that’s why we do it….
Cubs AGM Report 2020
We began this year of Cubs with Tigers (Tuesday) and Wolves (Wednesday) having good numbers in both packs.
Little did we know at that time, the running of a normal programme and covering badges and activities would change so much.
We started the year with both packs coming together for a Scientist Sleepover at the hut in January. In February the Diamond Anniversary District Gang Show was very well supported with Cubs, Scouts, Explorers and Leaders from Highcliffe, making up a quarter of the cast. With a national lockdown looming the annual District Hike in March was our last face 2 face for a while.
With leaders across the sections talking about a way forward we kicked off the summer term via the internet with our very first Zoom meeting.
Zoom meetings were interesting and we were able to cover some different activities during this time. Quizzes and scavenger hunts were well received, and the Cubs enjoyed themed Kahoots we put together.
Many cubs camped at home, creating their own campsite, cooking a meal, and taking part in a scout related activity at home.
September saw a return to face-to-face meetings; we welcomed some new Cubs up from Beavers and were able to resume meetings with a new normal. We maximised our time outdoors, using the school playing field for extra space. Unfortunately, as the virus surged by November, we were forced back to Zoom meetings. Secretly, I think some were pleased as it WAS getting very cold outside!
By now Facebook was screaming with Scout Leaders from all around the world posting and sharing ideas for virtual meeting. We learnt new ways to keep the Cubs interest and enjoyed a social distancing pantomime that someone had made in their garden.
We are looking forward to our first camp since Lockdown next month, and with many activities and adventures planned for the coming weeks and terms.
– Section Report 2020 2021
Well, what can we say, as you all know, last year was unlike any other year!
The year started as normal in January with the Troop of just over 40 scouts attending the regular weekly meetings, covering the usual badge work and activities.
February saw 34 Scouts attending a Hut based camp with an Astro theme and a post Xmas trip to the Ice rink at the BIC. At the Regent Centre, a large number of Highcliffe Cubs, Scouts, Explorers, and Leaders performed along with other groups, to the public in the excellent Diamond Anniversary District Gang Show.
As the month of March progressed, we knew that something called COVID-19 was beginning to feature more in conversations in the UK but such was the ferocity it evolved, little did we know at the time of a navigation hike in Holmsley, that it would be our last face to face meeting for almost 6 months!
After taking stock over Easter of how we could continue to deliver Scouting without being able to hold normal meetings, April’s word of the month (and as it turned out, word of the year) was one that before last year most people had never heard of…..
ZOOM!
As the concept was completely new to us old technophobes and with it harder to plan, we held meetings online every 2 weeks for the rest of the summer term.
It was however during this time that the true spirit of Scouting prevailed, and I think all of the Leaders will agree, that it is only through the help of the UK, and in some cases global, online community of leaders posting ideas and presentations in Facebook groups such as the “Virtual Scout Group” that inspired and helped us greatly during that time.
We did activities for VE Day, held quizzes via PowerPoints and Kahoot!, left houses turned upside down with scavenger hunts and tried Virtual Escape Rooms. We did Baking with excellent Nailed It challenge entries and learnt how to Drum simple beats. When restrictions eased a bit, we even managed a physical Scavenger Hunt outside individually as family units with the WhatsApp group going crazy with photos!
After a lot of hard work preparing COVID Risk Assessments from Andy, Julie and Phil during the summer break, Sept started with what we all been waiting so long for…a return to Face to Face Scouting. We hiked, learnt knots and lashings, cooked over open fires, and generally had fun together again.
Unfortunately, this only lasted for the first half of Autumn term as Nov bought Lockdown 2. Back to Zoom with a repeat of similar activities that were successful first time around.
We made the decision to keep with Zoom during the uncertainty of what Dec would bring and as you well know, the continual spread of the pandemic over Xmas meant this was to be the way we continued into the New Year.
With Spring Term starting we decided to use some excellent third-party providers who taught us Taekwondo, Stargazing and how to serve up a delicious pre Mother’s Day Dinner and Dessert.
After Easter, Face to Face Scouting again saw a very healthy troop of 37 Scouts return. We had lost a few members during Lockdowns but gained a few new cubs moving up as well.
We also lost 3 invaluable Leaders along the way and would like to thank Andy, Ian and Simon for the great time and effort they put in over the years to help make Highcliffe Scouts such a successful troop.
Nyeri Section Report 2020
The last 12 month period for Nyeri has been far from the norm – some would say challenging! The COVID-19 pandemic has somewhat limited what Nyeri could do and how activities were planned, but the leaders, and importantly the Explorers have remained committed, been resilient, and found new ways to continue to be involved and thrive in scouting.
The leadership team has remained stable in the last 12mths with Richard and Debbie Darby, Phil Stevens, Rob Neal, and Julie Langdown continuing to support the everyday running of the unit.
During the last 12 months we have regularly had 12-16 young people attending each meeting. By following the guidance provided by the Scout association, we have continued to meet virtually or in person weekly where possible. Zoom meetings in the early part of COVID-19 were focussed on bringing the unit together participating for quizzes, virtual navigation training/exercises and generally keeping in touch. As soon as restrictions were lifted from red to amber (meaning some form of face-to-face meetings were allowed with - social distancing and other measures in place), with the support of Julie Langdown and Highcliffe Scout Group, we were able to get back outside and do some adventurous activities in person. It was a pleasure (and a relief) to get back to face-to-face meetings. Nyeri made the most of this in the summer meeting multiple times in the forest for navigation, tracking and wide game activities. And at the beach for sandcastle building. We are now back to offering a business-as-usual programme for the unit.
Just before the March 2020 lockdown the Nyeri team took on a new Project. With the purchase of an old car. This project was intended to teach Nyeri Unit car mechanics and day to day maintenance of cars. Unfortunately, as you can guess this was put on hold during the pandemic and was left sitting in the garage at the scout hut for 18 Months.
Fast forward to 2021 and one of the key achievements in the last year or so is the progress made on our car project. Several explorers, with the assistance of Richard Darby and his team of mechanic friends have spent a couple of weekends restoring and modifying a Ford Escort. The Explorers have named the car Ian….
Moving forwards the group of Explorer’s who are keen to work on the car will meet on weekends to start putting the car back together, this will include removing/filling dents in the bodywork, reconnecting the internal wiring, refitting the light clusters, reinstalling the seats, dashboard and internal panels and lining.
This project has given the explorers the opportunity to do something they would not necessarily have had the chance to do, and we are aware of at least one of them that is now exploring a career in mechanics/engineering as a result of this.
The leadership team would like to thank the Explorers for their continued commitment to Nyeri Explorer Scout unit. We look forward to what we hope will be a more ‘normal’ year of scouting and are excited to be able to run a well-balanced programme of fun and exciting activities.
Many thanks to the Leadership team for their perseverance and commitment through what has been one of the most extraordinary years in scouting.
Rob Neal, Assistance Explorer Leader, Nyeri ESU.
PUBLIC