## **ANNUAL GENERAL MEETING MEETING MINUTES 21 AUGUST 2025** **Date and Time:** Thursday 21 August 2025, **Next scheduled** Date TBC, May 2026, 8pm, 8pm, Scout Hut **meeting:** Scout Hut |**INITIALS**|**ATTENDEES**|**ROLE**| |---|---|---| |MS|Matthew Seary|Chair| |KS|Katherine Sorrell|Secretary, and Treasurer (Incoming)| |HS|Heather Shepherd|Apache and Pioneers Leader, and Membership| |DM|David Millen|Acting District Commissioner| |JT|Jonathan Tyler|Assistant Leader| |TRS|Tristan & Robin Sorrell|AGM Secretary| |**INITIALS**|**APOLOGIES / DISTRIBUTION**|**ROLE**| |---|---|---| |TS|Trevor Smith|District Deputy Commissioner| |PB|Paul Bell|County Commissioner| |GR|Graham Read|ADC Scouts| |SS|Scott Shepherd|GSL and Adventurers Cub Leader| |AW|Alec Walker|Quartermaster| |LR|Lawrence Roberts|Exec Committee Member| |JM|Jannette McElarney|ADC Cubs| |AS|Andrew Slipper|Beaver Leader| |ES|Elizabeth Slipper|Beaver Leader| |ML|Marcela Ludden|Parent| |NB|Nancy Bassant|Parent| |Dist.|All Parents / Guardians / Exec|Members| ## **Attachments / Enclosures** - Leaders Report - 2024 Accounts - Minutes from 2024 AGM - Nominations form The documents for this meeting were circulated prior to the meeting. Annual General Meeting | 21 August 2025 Page **1** of 4 ## **ANNUAL GENERAL MEETING MEETING MINUTES** ## **21 AUGUST 2025** |**MINUTE**|**ACTION**
**DATE BY**| |---|---| |**1.0**
**OPENING STATEMENT**|| |MS welcomed the meeting attendees and confirmed that the Executive
Committee attendance at the AGM is quorate.
Note|| |**2.0**
**MINUTES FROM PREVIOUS AGM**|| |The minutes for the previous AGM in November 2024 were circulated prior
to this AGM. Comments were requested. None were received. MS
proposed approval of the minutes. KS seconded. All present agreed.
Close out of actions:

KS confirmed with DMcG that she was willing to continue as
Treasurer for 2024 and the first half of 2025 but wishes to step
down at today’s (21/08/25) AGM.

KS discussed with Nick Somerville whether he is willing to continue
as part of the Exec. He declined as he is stepping down from his
Scouting roles. We are appreciative of his support over many years
and wish him all the best.
Note|| |**3.0**
**EXPRESSIONS OF THANKS**|| |MS expressed his gratitude to the Leaders, volunteers and Executive
Committee for their continued hard work and enthusiasm. MS added
special thanks to Diane McGregor for her contribution in the role of
Treasurer for the past 11 years and best wishes for her future endeavours.
Note|| |**4.0**
**2024 REPORT**|| |MS requested and received confirmation that all present had reviewed the
2024 Report. MS proposed to accept the report. All present agreed.
Key points for 2024:

The past year has been one of mixed results. We remain in a very
strong position as a Group with secure and improved premises,
and the blessing of additional income from the letting of the hut.

Our increased range of activities on offer has been well received by
Scouts of ALL ages.

Our major challenges are the lack of sufficient volunteer leaders
and decreased Scouting numbers. Over the last year the burden of
actually delivering all these activities has fallen on the shoulders of
a small and decreasing group. They are doing an unbelievable job
but it is not sustainable. Put simply, if we do not attract more
Leaders then we will have to reduce the number of Sections that
we run.

28th Odiham Scouts are in a good position. With your help we can
make it great position.
Note|| Annual General Meeting | 21 August 2025 Page **2** of 4 ## **ANNUAL GENERAL MEETING MEETING MINUTES 21 AUGUST 2025** |**MINUTE**|**ACTION**
**DATE BY**| |---|---| |**5.0**
**FINANCE REPORT AND ACCOUNTS**|| |The accounts have been audited by Shaw Gibbs free of charge. They
have noted that this will be their last year. A new Auditor will be sought.
Action: Secure new auditor for 2025 accounts – MS to check whether his
accountant would be willing to assist.
MS proposed acceptance of the accounts. KS seconded. All present
agreed.
Key points:

Minor replacement and repair works undertaken.

Utility bills continue high.

Despite the challenging economic times we live in, we are pleased
to confirm that the Group is still well-placed to continue to offer an
excellent programme of events for its members in future years. We
continue to hold a prudent level of reserves should they be needed
for future projects, whether planned or unexpected.
MS
December
2025|| |**6.0**
**GLV REPORT**|| |No further comments made beyond those presented in the 2024 Report.
Note|| |**7.0**
**EXECUTIVE COMMITTEE NOMINATIONS**|| |The following nominations were proposed and ratified:

KS formally nominated MS to be Group Chair. HS seconded the
proposal. No objections raised. Motion carried.

MS formally nominated KS to be Group Secretary. HS seconded
the proposal. No objections raised. Motion carried.

MS formally nominated KS to be Group Treasurer. HS seconded
the proposal. No objections raised. Motion carried.

MS formally nominated AW to be a Group Executive Committee
member. KS seconded the proposal. No objections raised. Motion
carried.

MS formally nominated LR to be a Group Executive Committee
member. KS seconded the proposal. No objections raised. Motion
carried.
HS confirmed that she is willing to opt in to the Executive Committee as
volunteer (and as Membership Secretary). No other leaders were present
to opt in.
Note|| Annual General Meeting | 21 August 2025 Page **3** of 4 ## **ANNUAL GENERAL MEETING MEETING MINUTES** ## **21 AUGUST 2025** **----- Start of picture text -----**
MINUTE ACTION DATE BY
8.0 NEXT AGM
MS proposed that the next AGM is held in May 2026, potentially linked to a Note
social activity. All present agreed.
9.0 DISTRICT REPRESENTATIVE STATEMENT
DM echoed the Chair’s thanks to the Group volunteers, particularly to HS
and SS given their hard work. He recognised that the they may need
additional support and offered LRs assistance to SSs GLV role.
DM noted that he had received seven expressions of interest for children
to become Squirrels. He noted that this is a key time to involve parents in
volunteering to encourage them to follow their children through the various
Scouting age groups.
DM noted that he would arrange to attend assemblies at Dogmersfield and
Crondall Primary Schools to encourage children’s interest in joining the
28 [th] Odiham Scout Group. He noted that he would arrange for flyers to be
available at these assemblies for children to take home.
DM closed by noting that the future for the 28 [th] looks positive. He looks
forward to seeing it back at full strength and being part of that future.
Action: DM to arrange visits to Dogmersfield and Crondall Primary Schools DM December
and flyer printing. 2025
10.0 CHAIRPERSON’S CLOSING STATEMENT
MS noted that there will be an increased drive this year to recruit Note
volunteers to support existing Leaders / volunteers. Parents need to take
greater responsibility to support and facilitate the running of Scout groups
if this educational and exciting group is to continue.
Thank you to everyone for all that you do!
11.0 NEXT AGM MEETING
Date of next AGM – Date TBC, May 2026. Note
**----- End of picture text -----**
Annual General Meeting | 21 August 2025 Page **4** of 4 2024 12650 c*) 2862.9) $40.tr) 2703 50 250.LbJ 82.4• 1205 105. 1775.35 2870.20 477.ty) 11843.63 1rKo(¥J 170.0) I4￿ 40 1￿.0> 2S5.C*) 24.rL) 214J4AI J724•A• 4701. 1718. 4160.88 70.11 571.SB 450. 321.05 4849.97 2839.95 12095 $241.63 2010.C6 S875.60 1551.1 2528.41 413.07 4787.$5 136B.tX) 8148. 351.50 431.65 1e6.58 43712J3 269ZL4Q 2612A2 *31n212023 42329.86 2512.02 44B41.68 I￿8.95 43170.85 •t3111212ty24 44641.68 42 150 73 1111.46 l.T l. A¢*W k4 Ilb* U••dts *23wu w￿¥•d kn 2024 but•*rnd b•fu• tdngfVt•J, CHARITY COMMISSION FOR ENGLANO ANO WALES Independent examiner's report on the accounts Section A Independent Examlner'8 Report Report to the trusteesl members of 28TH ODIHAM IOOGMERSFIELD AND CRONDALLI SCOUT GROUP 302221 On accounts lor thtr year endèd 31 DECEMBER 2024 Charity no Set tsut on page$ A1 I report lo the trustee5 on my examination of the a¢counls of the above charity I'the Trust") for the year ended 31 Oecember 2024. Responslbilitses and basis of report As the charity's trustees, you are responsible for the preparation of the account5 in aGcordance with the requirefflenls of the Charrties Art 2011 I the Act'l. I report In reswct of my examination of the Tru$t's accounts carried out under section 145 of the 2011 Act and irt carrying out my examination, I have followed 311 the applicable Direclion5 given by the Charity Commission under section 14515llbl of the Act Independènt I have completed my examination I confirm that no matenal Tnatters have Oxaminerfs statement come to my attention in connection with the examination which gives rne cause to believe that In, any material respect.. the a¢counling records were not kept in ac¢ordanc* wth sect50n 130 of the Chanties Act". or the accounts did not accord with the accounting ￿e0rd$, or the accounts did not comply with the applicable requi￿ ment5 oncerning the fomi and ¢ontenl of accounts sel out in the Charities (Accounts and R&portsl Regulations 2008 other than any requirernent that the accounts give a'lrue and fair, view which Is not a fflatter considered a5 part of an independent examination I have no con￿[￿$ and have corne across no other matters in connerAion with the examination to which attention should be drawn In this report in order to enable a proper understanding of the accounts to be reached. Signed- Date.. 1410712025 Name.. M J DICKINSON Relevant professional qualifi¢ationl51 or body lif anyl.. FCA Addres5". 2 FRENSHAM VALE, LOWER BOURNE, FARNHAM, SURREY, GU10 3HN