77[th] Annual General Meeting 13th May 2024– 8pm # **1st Chorleywood Scout Group** Do more. Share more. Be more. ## **Agenda** Acceptance of 2022 Annual Accounts and the76th AGM minutes Adopting the New Constitution Moving to Trustee Boards Programme Highlights Group Progress (Exec / Governance) Financial Overview Election of Executive Committee Members Do more. Share more. Be more. The Executive Committee proposes that 1[st] Chorleywood Scouts adopts the model Constitution, created by the Scout Association and as circulated. Scouts Group Progress / Governance Becoming a Trustee Board - In April 2023, the Scout Association renamed Executive Committees and Executive Committee Members, as Trustee Boards and Trustees respectively. Doing this brings us in line with good practice guidance set by charity regulators. It also clarifies purpose. Before the name change, Executive Committee members performed the roles of charity trustees and were responsible for charity governance. Trustee Boards are set up to focus solely on the governance of the charity not charity operations, and the name change makes this focus clearer. The Trustee Board is a team of volunteers who work together, as charity trustees, to make sure Scouts is run safely and legally. At the heart of their role is a focus on strategy, performance and assurance. Trustee Boards, and their sub-teams, need to focus only on good charity governance. This means responsibility for support and operational tasks needs to sit with other teams, like the Group Leadership Team or District / County Support Team. A clear separation of governance and operational tasks might be different to what volunteers who were part of Executive Committees are used to. But it’s important as it means Trustees can focus on governance and do it well. It’ll also be easier to retain volunteers and recruit new ones to Trustee Boards as what’s expected of our Trustees will be clearer. It also means that volunteers who want to focus on operational and support tasks do not need to be a Trustee to do so. For example, the person who's great at managing the hall or running fundraising events can do so as part of the Leadership Team or Support Team. If they don’t have the interest, skill or time to be a Trustee - they don’t have to. ## **Trustee term limits** Trustee Board membership will refresh as of the 2024 AGMs. New term limits won’t include any previous service as a Trustee: current trustees, regardless of how long they have been a member of an Executive Committee already, will start a new term (of up to 9 years) at the next AGM in 2024. Appointed Trustees are appointed for up to three years and can be re-appointed (by the Scout Council at the AGM). Co-opted Trustees are appointed for an initial period of one year (by the Trustee Board). They can stay on longer if agreed by the Trustee Board, but it’s a good idea for co-opted Trustees to move onto being appointed Trustees at the next AGM. Trustees may only be on the same Trustee Board for a maximum of nine years, before taking a break of at least three years. This applies to any role, but not ex officio Trustees (Lead Volunteers or Youth Leads). **Trustee Boards need good administration and organisation.** Trustees are collectively responsible for making sure this is in place. To bring Scouts in line with charity sector good practice, the Trustee role of Secretary as the administrator will cease. At the point of migration to the new system, if still in role, existing Secretaries will be recorded as Trustees and will be expected to continue with Trustee responsibilities and not focus on administration. Ahead of then, Trustee Boards should consider how they arrange their administration support. - **Trustee Board size** Trustee Boards should have a minimum of 5 and a maximum of 12 members. This allows for a variety of viewpoints without making decision-making difficult. It also follows the Charity Governance Code’s recommendation. ## _(from Transitioning to Trustee Boards Webinar)_ Group Structure Section Team Leader Section Team Members - **Proposed Structure 1st Chorleywood:** • Chair - • Treasurer - • Group Lead Volunteer(s) - • Governance / Administration - • Training Administration (mandatory training) - • Co Opted Trustees Group Lead Volunteer Group Leadership Team Members Section Team Leaders ## What this looks like in practice Some areas are for trustees **to be confident** that they are being done. Some areas, the core governance tasks, are for trustees **themselves collectively** to do. Operational tasks such as repairing the hut, cutting grass, fundraising and similar are still really important. These will be managed through the Group Leadership Team, or the Support Team in a District or County (or equivalent). These tasks can still be carried out by people who are Trustees, however, they will be managed under the relevant operational team rather than in their Trustee role. **Facilities and Governance – some examples of the work we have been** ## **doing** Ongoing training Village day and late night shopping - fundraising **----- Start of picture text -----**
Recycling of ink
cartridges
**----- End of picture text -----**
Emergency plumbing repairs / Gas leak issues We made a decision to sell one of the 2 vans. _Actually conducted in 2024_ We purchased new equipment including benches and light weight gazebos Hall Hire – CKTS and ad hoc bookings DBS checks Onboarding of new leaders Work on adopting new constitution and Trustee Boards Scouts Programme Highlights NOTE FROM OUR CHAIR Scouts To be added post meeting ## TROOP REPORTS – HIGHLIGHTS – BEAVERS ## **Liz Hall and Duncan Munro and young leaders Maddie, Charlotte and George.** Double checking ending due to the young leaders comments/ In the Spring Term at Beavers we had a great evening doing the musician badge, making good use of our musically talented Young Leaders, George, Maddie and Charlotte. We covered the disability awareness badge with a visit from Guide Dogs for the Blind, and sessions on Sign Language and the Paralympics. We took part in the RSPB birdwatch and had a visit from the Police to learn about Safe Strangers and the Phonetic Alphabet and how to call 999 for out Communication Badge. We visited Ricky Fire Station. We did some bouldering on Llewellyn’s climbing wall twice and celebrated St David’s Day by making Welsh Rarebit. We went on a chip shop hike to Harefield; the incentive of the chips helped us get up the final hill! We practised our basic outdoor first aid skills and built dens in Phillips Hill woods which withstood a watering-can of water! We found out about St Patrick on his day and visited Bracknell Science Discovery Centre for our Experiment badge. We ended the term at HQ playing battleships and sewing our sunflower seeds for another season! Last summer term we started up on the allotment, planting our potatoes and onions. The beavers also met our chickens again, which have become part of every allotment session! We weeded the Chorleywood orchard twice, explored and mapped the Chorleywood House sculptures, cooked again at Chorleywood campsite and hiked around Oxhey Woods Sculpture Trail. We had a great group camp at Paccar, pitching tents, tying knots, stacking crates, playing Laser Quest and driving the Go-karts and we cooked our own lunch on the Saturday on fires. We hiked to Croxley Moor and back, went on a barge at Batchworth and canoed at BLYM before finishing again back at HQ on a rainy evening playing battleships- great for learning coordinates! In the autumn we started at Chorleywood campsite, lighting fires and cooking marshmallows on them. We scrubbed the benches at Chorleywood Orchard – surprisingly popular (!) and walked to the River Chess and made and sailed a paper boat. We harvested potatoes and onions from the allotment and made the YMCA c new and Charlies Angels scarecrows for Chorleywood Orchard for the Chorleywood Scarecrow trail and won a prize! Our Autumn sleepover was Harvest-themed; We cooked our own hot-dog tea at Chorleywood campsite then walked across the Common to HQ where we carved pumpkins and lit candles in them, made bread rolls, had a talk from Watford New Hope Trust about homelessness and slept overnight in our own cardboard shelters at HQ, turning them into tunnels the next morning! We had a pond-dipping session with the Common ranger, did a scavenger hunt hike round Chorleywood and learned all about scouting around the world with a talk from Rosie Hooper about the Jamboree as part of our International badge. We had an agility session and learned about healthy foods. We celebrated St Andrew’s Day, made pizzas and sang at Late-Night shopping. Our Christmas bring-and-buy sale raised £120 for WaterAid which we have been learning about and supporting for our Community Impact Stage 1 badge. As ever we couldn’t do it all without our very supportive group of parents- thanks to all who have helped us out. And our fabulous Young Leaders- Maddie, Charlotte and George. Welcome to Sandra who joined us in January as another Assistant Leader- it’s great to share the load. Liz Hall, Sandra Silva and Duncan Munro. TROOP REPORTS- HIGHLIGHTS- CUBS To be added Scouts ## **TROOP REPORTS – HIGHLIGHTS – MISBOURNE / CHESS/ THAMES** Numbers: 70-75 scouts across 3 troops, varying through the year as usual. ## Troop Programme The programme was reasonably consistent between all 3 troops, something that has been cemented further going into 2024. Some of the individual evenings were: - Various craft nights including balloon cars - Hikes - Assault Course - Paddlesports including stand up paddleboards and kayaks - Local knowledge - Knot board - River Chess conservation project ## Trips Out There were various trips away from Chorleywood with up to 16 nights away available. This included: - A muddy Green Beret weekend at Tolmers - Visiting Gilwell for JOTI/JOTA - A very hot and sunny Group Camp at Paccar - Introduction to the Hills (County led) - Monopoly Run in London - Dorset for a week long Summer Camp - Fire & Ice at Phasels Wood with more mud - Visits to Paccar and Phasels including Cresta Run and Circus Skills - Egg drop challenge - Ukraine evening - Cooking competition - Local campsite evenings A huge thank you to everyone who helped make 2023 a successful year. Tony Barnett finished being a regular leader at the end of 2023 and we owe him a huge vote of thanks for all his efforts over the years. Summer Camp in Numbersl Scouts 1st Chorleywood formula for a successful week of summer camp Scouts Transport 27 £7,500 Scouts & Explorers Camp Budget 800kg 1.3T 12 77 Total Days Volunteered Annual Leave Leaders & Helpers Days 23 2000 Miles Covered 9 Vehicles 3 minibus drivers... I driver broken 10 days before camp (Duncan) I new recruit to cover (Thanks Carl) Total equipment moved... 2.1 Tonnes Cooking 9 Gas stoves used 4 Stoves replaced week before camp 12 gas bottles 6 portable BBQS used >lOO Personal Volunteered 48 Days Company Volunteering Leave days Badges >500 Badge Credits Volunteering Hours For the week Tents 23 pitched 6 dining shelters 6 faulty tents binned 400 (estimated) pegs used , 1620 Planning Camp Far too many Hours Drying and putting kit away TBC and rising 77th Annual General Meeting Scouts Financial Overview 77th Annual General Meeting Scouts 1st chorf•y￿od Sto￿ Gr￿P corn• & ExP•nd1￿rn lor 12 morth• *• 31* D•c•rnb•r 2023 ILk*l> - SubscrwJon5." Ntkw at pip C_ob'mi le￿￿Ls. althouRh 51lll sliAhil%' t1.45963 thbe to Jower tl.fjgl •8 . Gift AXL. I[￿dES clalln 202U23 & )122Q3 . Premi5ts.' Nomajor exy4lits E1.956.37 E318.1 ÉT￿ £4.891.70 IP4COME & WEIIDITUAE 40 [5.￿8 13 ts1.1C6.82 £8.6M.fj4 £19.9)1.37 t11.LW.07 tl9.Q34.r•] Éi olo £3 896 31 15.40a.• ¢1.SQg.95 11.0￿.¢￿) É1 717 INJ £5 749 48 -12 T*x IGfft*Jdl Funth*l tl 16203 £2.fA3 ts.3n.03 £&97962 ¢W'I rn•Jp ￿ 2022 ES T￿.12 [568017 U1.734J7 Toiil R•c•l vth¢ £3.4•).11 £2.1n.e• 122J2.X) £3.870.85 £1252.E6 6553 Ell￿ 21 £1859 75 £S3J4e•) £1.216 11 t1*3 Iy 94 £1 EMI36 £3 752 95 £11 745 4) £2 705 79 E3.1O818 t4.253 E2.049 E2.862 24 £3.38145 È723) £A ?4A 44 £7 24? ?4 E6224 £2.77920 18S89 Furthw Eyrtes Eqk4pm&nt t323.77 t70.781A1 t710.( 14.876.85 r7.6&7.)) £1.032.51 £SSfft l# i28F <1 4J582 £37.323.91 E19.423.Q• £ZS.462.66 £2765 J2 £3 460 40 É14Q.5J t7.4W f i £17 £3 870.65 £5.334 6 --%,- LinfioN nk Br￿k B￿k(IC0 (kn r*•*i fa041.70 £X.382. ÉZ14UI £l1.W05 £ea1813 É43,073 23 1.074Jg £221Q £12 I￿)70 •i&n oon BUIWJ Sthxy Totsi B•r418•knc• rf2 279 71 r1231081 £1220171 Prty Ye4V Tclnl 8N* let &JrFkn l DeliCIl 502 t13￿665 Èlw￿45 £1W XQ 45 £93 9J2 91 tT6 é60 82 £17 242 L £93 91 ts3￿291 É60 616 79 É16 042 03 É76 660 a2 É76 660 a2 t86 5)2 ao t86 ao 77th Annual General Meeting Scouts 1st Chorf•ywood Seout Group kncom• a Ex￿ndW￿rn IDr 12 to 31" O•e•mb•f 20231 IP4DIVIDUAL SECTION SUMMAR Y Chtsj TfOCP £iu•s t47D £14a28 É101. td77 4) É1 8￿￿4 El 459.6J P•Jkn *WY•w É5.3Tr ( t6 9796Z £tt2532 2J) CO £c 24£ £46 45 I￿2• Scouts Elertion 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 Current Committee members David Ponsford – GSL (Lead Volunteer) Ed Hems - Chair Neil Thomson - Treasurer Katie Simons - Secretary (Governance) Marion Walker – District Campsite and Exec member Sarah Wright - Deputy GSL Cubs Punyadip Cheema – parent rep Leann Bowden – Admissions Alita Davern – Training James Ray – Subscriptions Esther Kufrin – Group Administrator AnyQuestions? ## **1st Chorleywood Scout Group** ## **Income & Expenditure for 12 months to 31[st] December 2023 (Draft)** ||**31st December 2023**
**31st December 2022**
**31st December 2021**
**31st December 2020**
**31st December 2019**| |---|---| |**INCOME & EXPENDITURE**
**Receipts**
Subscriptions
Tax Refund (Gift Aid)
Covid-19 Related Grants
Fundraising
Other Income
**Total Receipts**
**Less: Expenditure**
Vehicles
Premises
Utilities
Scout Activities (see below)
Fundraising
Group Expenses
Equipment
**Total Expenditure**
**Net Surplus /Deficit**|£21,106.82
£22,932.72
£19,501.37
£15,408.69
£23,480.23
£8,634.64
-
£11,094.07
£1,589.95
-
-
-
£19,034.00
£11,000.00
-
£3,323.29
£3,122.08
£1,040.32
£1,717.00
£1,462.03
£5,736.32
£5,680.17
£3,896.31
£5,749.48
£2,043.00| ||**£38,801.07**
**£31,734.97**
**£54,566.07**
**£35,465.12**
**£26,985.26**
£3,440.11
£3,655.36
£3,752.95
£3,168.86
£3,383.45
£2,173.61
£13,609.21
£16,745.40
£4,253.65
£8,843.83
£2,232.30
£3,859.75
£2,705.79
£2,049.26
£2,779.20
£3,870.65
£5,334.60
£3,985.16
£2,662.24
£3,185.89
£1,252.96
£1,246.14
£323.77
-
-
£9,892.92
£10,130.84
£7,904.99
£7,026.62
£6,999.00
£2,132.87
£1,299.18
£1,905.92
£262.46
£271.29| ||**£24,995.42**
**£39,135.08**
**£37,323.98**
**£19,423.09**
**£25,462.66**
**£13,805.65**
**£7,400.11**
**£17,242.09**
**£16,042.03**
**£1,522.60**| ||| |**BANK RECONCILIATION**
**Bank Account Balances**
Lloyds Bank (Treasurer's)
Lloyds Bank (100 Club Draw)
Lloyds Bank (Chess)
Lloyds Bank (Subscriptions)
Nationwide B/Soc (Jamboree)
Skipton Building Society
**Total Bank Balance**
**Reconciliation**
Prior Year Total Bank Balance
Calculated Total Bank Balance
Actual Total Bank Balance (per above)
Net Surplus /Deficit(per above)
**Variance (Surplus /Deficit)**|£3,620.60
£8,041.70
£8,008.43
£21,382.88
£2,146.98
-
-
-
-
£3,025.83
-
-
-
-
-
£11,687.85
£66,181.39
£73,683.67
£43,073.23
£41,074.59
_-_
_-_
_-_
_-_
£2,210.69
£85,000.00
£12,279.71
£12,210.81
£12,204.71
£12,160.70| ||**£100,308.45**
**£86,502.80**
**£93,902.91**
**£76,660.82**
**£60,618.79**| ||£86,502.80
£93,902.91
£76,660.82
£60,618.79
£13,805.65
£7,400.11
£17,242.09
£16,042.03
£100,308.45
£86,502.80
£93,902.91
£76,660.82
£100,308.45
£86,502.80
£93,902.91
£76,660.82
**£0.00**
**£0.00**
**£0.00**
**£0.00**| |**SCOUT ACTIVITIES SUMMARY**
**General Expenditure**
Section Meetings at HQ & Locally
Badges
Miscellaneous
Deposit Payments for Future Camps, etc
**Group Camp**
Expenditure
**Summer Camp**
Income
Expenditure
Income (GoCardless)
**Surplus /Deficit**
Income (GoCardless)
**Surplus /Deficit**
**Surplus /Deficit**
**Other Activities, Sleepovers & Camps**
Income (Direct Payments)
Expenditure (Activities at PACCAR, Bury
Expenditure (Sleepovers & Other Camps
**Surplus /Deficit**
**Net Surplus /Deficit**|£1,894.24
£1,459.63
£1,956.37
£1,691.88
£318.09
£252.22
.
£726.00
£2,082.40
**£4,894.70**
**£5,486.13**
£5,372.03
£6,979.62
£4,287.19
£6,625.32
**£1,084.84**
**£354.30**
£7,220.00
£7,180.00
£6,248.45
£7,242.24
**£971.55**
**£62.24**
£10,794.61
£5,560.19
£710.00
£525.00
£4,876.65
£2,765.32
£7,660.30
£3,460.40
**£1,032.34**
**£140.53**
**£3,870.65**
**£5,334.60**
L
)
Notes:
- Subscriptions: Now at pre Covid levels, although still slightly
reduced due to lower membership
- Gift Aid: Includes claim for two tax years, 2021/23 & 2022/23
- Premises: No major expenditure
- Group Expenses: Includes Capitation £9,200
- Badges: Increased to £2,000
- Group & Summer Camps: Apparent surplus due to timing of
deposit payments, made in 2022
- Other Activities, etc.: Shortfall balanced by surplus from Section
Meeting (£200 per term per section, £3,600 total)
- Bank Balance: Increased to £100,000 as no major premises or
vehicles expenditure| Information correct as at 11:24:29 18/09/2024 31/10/2024, 13:02 1st Chorleywood Scouts Mail - Sign off - Chorleywood Scouts 2023 **Treasurer Scouts ** ## **Sign off - Chorleywood Scouts 2023** 1 message **Myfanwy Ronchetti** To: "treasurer@chorleywoodscouts.org" 29 October 2024 at 19:44 ## Neil Thank you for the audit pack (referenced in the below email) - it was very clear and easy to follow and made the audit very easy to conduct. I have completed the independent review of the 31st December 2023 accounts for the 1st Chorleywood Scouts and I can confirm that no material ma�ers have come to my a�en�on. Please find a�ached the Independents examiner's report on the accounts Thanks Myfanwy Ronche� **From:** Admin Account (via Google Drive) **Sent:** Wednesday, September 18, 2024 12:46 PM **To:** myfanwyronchetti@gmail.com **Subject:** Folder shared with you: "2023 Audit Pack (1CW)" ## Admin Account shared a folder Admin Account (admin@chorleywoodscouts.org) has invited you to **contribute to** the following shared folder: 2023 Audit Pack (1CW) ## Open If you don't want to receive files from this person, block the sender from Drive Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA You have received this email because admin@chorleywoodscouts.org shared a file or folder located in Google Drive with you. https://mail.google.com/mail/u/3/?ik=05c92a13fc&view=pt&search=all&permthid=thread-f:1814278771056785360%7Cmsg-f:18142787710567853… 1/2 31/10/2024, 13:02 1st Chorleywood Scouts Mail - Sign off - Chorleywood Scouts 2023 ## **Independent_Examiner_s_report_t- Chorleywood Scouts 2023 .doc** 118K https://mail.google.com/mail/u/3/?ik=05c92a13fc&view=pt&search=all&permthid=thread-f:1814278771056785360%7Cmsg-f:18142787710567853… 2/2