74[th] Annual General Meeting Tuesday 11[th] May 2021 # 1st Chorleywood Scout Group Do more. Share more. Be more. Agenda Impact of Covid19 Programme Highlights HQ Maintenance & Investment and Future Plans Financial Overview Election of Executive Committee Members Fundraising and Volunteering Questions ? 74[th] Annual General Meeting Tuesday 11th May 2021 ## Impact of Covid19 Impact of Covid 19 on activities: The first ‘Lockdown’ which began in March brought a halt to all face to face meetings. Leaders very quickly adapted to meeting by ‘zoom’ – altering programmes so that they could still cover badge work and introducing guest speakers. All leaders meetings and Exec meetings were moved online, a whole new set of risk assessments were written and leaders mastered running virtual sessions. Sadly all camps and overnight stays had to be cancelled. Subscription rates were halved, in recognition that we were unable to offer a full progamme of activity and to reflect financial pressures on families. Changes were made to HQ to ensure we were ready to “open up” (e.g. One way systems, cleaning etc). We have tried to react as quickly as possible to the changing situation - the Scout Association follows the National Youth Agency Guidelines in terms of the number of young people able to meet 74[th] Annual General Meeting Tuesday 11th May 2021 ## Programme Highlights Despite Covid19, the Leaders produced a fantastic programme of activities, demonstrating huge commitment and creativity. These are some of the highlights: Beavers celebrated the 35 years of Beavers and “The Great Indoors”, they went several hikes including one around Chorleywood to see the Christmas lights as well as fire building at the Campsite and covered topics such as Space and Disability Falcons and Eagles enlisted some local businesses and experts to join their zoom meetings including a sheep dog trainer, Exotic pet handlers, Forensic science and movie making. They also did online cookery sessions, pet shows and made the most of the few weeks of being allowed face to face (incl the Endurance 10K) Falcons cubs won the District Football competition just before lockdown The Chess, Misbourne and Thames took part in Fire and Ice, cooking competitions, night hikes and night bike rides, and visits to local organisations (including St Andrews, Frogmoor Paper Mill) and alongside more traditional outdoor activities (Highropes, archery and caving) organised an online programme that covered OS Map Work, Paper aeroplanes, Escape rooms, Balloon propelled car making. Beavers gained 308 badges between them, including 10 Chief Scout Bronze awards Eagles and Falcons both awarded 3 Silver Scouts Awards in 2020 Misbourne had 2 Gold Award recipients Thames awarded 2 Gold Awards Leaders awards handed out - Wood Badge – Duncan Farnsworth - 40 Years Service Michael Ponsford - 10 Years Service – Sarah Wright - 5 Years Service - Norman Leinster - 5 Years Service – Duncan Farnsworth Commissioners Commendation awards for Sarah Wright, Lise Davies and Liz Hall. 74[th] Annual General Meeting 11[th] May 2021 HQ: COVID 19 Improvements Maintenance Investment Future Plans ## A number of changes were made to HQ to make it ‘Covid Secure’ to enable us to restart face to face activities, including: - Outdoor sinks installed to provide better outdoor handwashing facilities - One way system set up, new side gate fitted and gravel path added - Outdoor lighting installed for all of outdoor area and side path - Hand sanitiser stations installed, additional cleaning kits (for our use and for any Hall Hirers), checklists and ‘deep cleans’ setup and signage improved around the building - New fencing added (and old fencing fixed) to secure the outdoor space - Guttering repaired, overhanging branches trimmed and drainage improved – to ensure that the outdoor space is better for young people to use for their activities ## The Llewellyn Watkins Traverse Wall The traverse wall was installed in March, in memory of our late Chair Llewellyn Watkins. Donations were made to 1[st] Chorleywood Scouts in his memory and the traverse wall is a fitting tribute to him and his sense of adventure. Scouts A taster of some of our fvture plans Replace aging boiler with fuel efficient and reliable boiler for Scouts HQ Paint and smarten up kntchen and replace leaking gas cooker to ensure kitchen is usable HQ safety review to ensure signage and eleclrics are all safe and access to loft is safe Group Activity Weekand Maintenance of Vans and Trailers (nearly completed) Overnight stays Summer camp 4 x fire pits purchased Testing oul the Hammock5 74[th] Annual General Meeting Tuesday 11th May 2021 ## Financial Overview Scouts Hiah level summarv . £l&WI EZi.Ot455 THZ £llmJ EI.717AJJ Et￿ E*n7 Ea7JVJ• LM•'. P•ywi• £2.141 £12.S679 a7874t £4N232 £965272 a(&J72 Pr•Trl tl 878•) .7Fg3J £1.111.9J £IM351 Ea51 ui¢ tJ.185•3 £1 is9 10 £4.rJ) 19 £65Yig £2.LW)1 27 L8S.n&O pCc4ty £271 29 ÉsJ* £311 79 E17A71JF Trl4lPDyirffjn E2.￿ 3>507 LIW a￿k Ilts)C*A Lluyth 8wk 8kithon So¢qty £2.LW*3 4*0n2J É4Sa4372 t11 *W57 t2210trJ E12.T60 É12.07841 £221069 £11*1 42 7• PMI Y•BrS01*8￿k 8•W Athay*#rE￿ VIrf￿c9i￿j1ptsID E7&￿•2 E4 We are very grateful to have received a number of donations and grants over the last 12 months including: Donations in the memory of Llewellyn Watkins (£1095) Thank you! The Co Op through it’s Charity Partner scheme (£1000) Covid19 business grants Gift Aid donations – we have managed to claw back £10,593 by applying retrospectively to claim Gift Aid (from 2016/ 2017 up to present) and continue to encourage parents to sign up so we can claim in the future Money from the Chorleywood Youth committee to purchase a set of hammocks Smaller gifts of equipment, money from individual donors, including parents who did not request refunds from cancelled trips 74[th] Annual General Meeting Tuesday 11th May 2021 Election of Executive Committee Members Thank you to all those who give their time to sit on the Executive Committee and are Trustees for 1[st] Chorleywood Scouts. The following committee members are standing for re election: Ed Hems – Chair Katie Simons - Secretary James Ray – Subscriptions Leann Bowden – Admissions Anne Maria Farnsworth – Administration (DBS) Neil Thomson – Treasurer Alita Davern – Parent Rep Rob Botwright – committee member Michael Ponsford – committee member _NB The Group Scout Leader position within the Executive Committee (David Ponsford) is a requirement of the Scout Association_ _Sarah Wright and Marion Walker attend on behalf of Section Leaders_ 74[th] Annual General Meeting Tuesday 11th May 2021 ## Fundraising and Volunteering ## Fundraising whilst you Shop! If you use Amazon please do select us as your Amazon Smile Charity Or, select us on your EasyFundraising account Do ask if you want help setting either of these up! Put your skills to use and learn new ones. Give young people the skills they need to succeed in life and discover how being a part of the Scouting family can be as rewarding for you as it is for them. We would love to welcome new Leaders and Helpers. We are grateful for the support of Parents each week, on the parent rota. But, if you feel you can commit a bit more time to help out, then we are looking for people to join the Executive Committee, specifically at the moment: - Auditor – for the annual Accounts - Parent Representatives - Admissions (managing waiting lists) - Training Co Ordinator (Inputting Training information into the system) #SkillsForLife scouts.org.uk/join ## A message from our District Commissioner, Julia Pich “I would like to start by thanking everyone involved in the group for the amazing job you have done in the past year. This year has been a real challenge for everyone with the pandemic especially affecting every aspect of our lives. But in addition your group has also suffered the loss of one of your key members - Llewellyn and the ongoing health issues of another key member - David. But your sections have still managed to deliver Scouting to the young people of your group in interesting and challenging ways. The leaders have adapted to the changing regulations, learnt how to run virtual meetings and managed to help many young people achieve their top award. And your Executive Committee have not just sat back and waited for better days. Important work on the HQ and minibuses means that they are ready for the return of face to face Scouting. Well done. Finally I would like to say what an honour it was that Liz Walker (our County Commissioner) was able to present the Meritorious Conduct Badge to Rhys Hanson. The first such award for this District and such a worthy recipient. Thank you must also go to the leaders who supported the Hanson family through their trials and tribulations. Thank you and Well Done”. ## _**Julia Pich**_ District Commissioner Rickmansworth & Chorleywood Scouts Thank you! Any Questions? **1st Chorleywood Scout Group** ## **Payments & Receipts Account as at 31st December 2020 (Audited)** |**Receipts**
Subscriptions
Tax Refund (Gift Aid)
Covid-19 Related Grants
Fundraising
Other Income
Other District Reimbursements
**Total Receipts**
**Less: Payments**
Vehicle Expenses
Premises
Utilities
Repairs & Cleaning
Premises Insurance
Scout Activities
Group Costs
Equipment
**Total Payments**
**Bank Account Balances**
1 – Lloyds Bank (Treasurer's)
2 – Lloyds Bank (100 Club Draw)
3 – Lloyds Bank (Chess)
4 – Lloyds Bank (Subscriptions)
5 – Nationwide B/Soc (Jamboree)
6 – Skipton Building Society
**Total Bank Balance**
**Reconciliation**
Prior Year Total Bank Balance
Calculated Year End Bank Balance
Actual Year End Total Bank Balance
**Net Surplus /Deficit**
Net Surplus /Deficit(as per above)
**Variance (Surplus /Deficit)**|**31st December 2020**
**31st December 2019**
**31st December 2018**
**31st December 2017**
**31st December 2016 Notes (re. 2020)**
£15,408.69
£23,480.23
£21,814.55
£21,370.02
£19,345.67**Checked**
£1,589.95
-
-
-
-
£11,000.00
-
-
-
-
£1,717.00
£1,462.03
£895.54
£1,482.37
£3,993.91
£5,749.48
£2,043.00
£4,360.00
£4,535.00
-
-
-
-
**£35,465.12**
**£26,985.26**
**£27,070.09**
**£27,387.39**
**£23,339.58**
£3,168.86
£3,383.45
£2,144.94
£4,062.32
£2,542.93
£432.48
£1,678.80
£12,596.79
£9,652.72
£885.95 Minimal council tax / business rates paid in 2020
£2,049.26
£2,779.20
£3,787.41
£2,056.72
£2,232.70 Includes refund from past overpayments (£1,579)
£2,963.24
£6,348.61
£1,119.93
£1,983.57
£626.79
**£857.93**
£816.42
£793.28
£1,159.10
£1,198.98
£2,662.24
£3,185.89
£4,730.19
£2,996.67
£3,677.53
£7,026.62
£6,999.00
£6,534.19
£6,894.90
£5,964.70 Capitation (£6,550)
£262.46
£271.29
£2,091.27
£5,338.86
£341.79
**£19,423.09**
**£25,462.66**
**£33,798.00**
**£34,144.86**
**£17,471.37**
**£16,042.03**
**£1,522.60**
**£6,727.91**
**£6,757.47**
**£5,868.21**
£21,382.88
£2,146.98
£4,432.61
£3,335.07
£11,462.56**Confirmed both paper and electronic**
-
£3,025.83
£2,697.83
£2,337.83
£1,977.83
-
-
-
-
-**Confirmed paper statement**
£43,073.23
£41,074.59
£37,548.27
£45,843.72
£44,106.20**Confirmed both paper and electronic**
_-_
£2,210.69
£2,210.69
£2,210.00
£2,206.27Passbook checked and transfer checked
£12,204.71
£12,160.70
£12,076.41
£11,980.57
£11,881.42Checked but only up to Nov 20(Need Dec 20 Statement)
**£76,660.82**
**£60,618.79**
**£58,965.81**
**£65,707.19**
**£71,634.28**
£16,042.03
£60,618.79
£76,660.82
£76,660.82
**£0.00**
**Agreed**
Gift Aid 2016/17-**Really for 16/17?**
COVID-19 grant (£10,000), Co-operative Society
donation (£1,000)Checked 05.05.2020/01.10.2020
Quiz night (£1,317)-Checked Quiz Night
100 Club donations (£328 (100 Club Draw Account)),
interest (£35 (Skipton Account)), local elections hall hire
(£900), Sills Perf. Arts (£2,516), Llewellyn Watkins
funeral donation (£1,095)0Checked Movement
Electrical remedial work (£1,267), gas boiler servicing,
etc. (£362)
**Confirmed paper (saying closed but its not until**
**Janauary 2021)**| |---|---| |PUBLIC| _est. 2004_ Oaklands Accountancy by Unknown Author is **Independent examiner’s report to the trustees of Chorleywood Scout** licensed under **Association Trust.** This is an independent examiners report to the trustees I have independently audited the Treasuers Bank Account Receipts and Payments only, the other bank accounts and Assets and Liabilities of the trust are yet to be examined to comply with the Accounting & Audit Re Districts, Counties/Areas & Scottish Regions Item Code requirements for Group, LT103950 Edition no 2 (1st February 2020) I report to the trustees on my examination of the accounts of the Chorleywood Scouts Association Trust for the year ended 2020. Responsibilities and basis of report as the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. Independent examiner’s statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: 1. accounting records were not kept in respect of the Trust as required by section 130 of the Act; or 2. the accounts do not accord with those records. I have no concerns and have come across no other matters in connection 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: Name: Wendy Donovan (Msc SMA, CGMA, ACMA) Professional Body Number 9196104 Address: 2 Phillipshill Cottages Old Shire Lane Chorleywood WD3 5PN Date: 19[th] of August 2021.