- Scouts ,
'rf'& 5th Potters Bar,,
2023-2024
ANNUAL REPORT
## FROM THE CHAIRMAN’S DESK
Since taking over as Chair of what was the Executive Committee (and now the Trustee Board), the Group has seen a number of exciting developments and events.
We upgraded one of our minibuses to a very smart, newer ULEZ Compliant vehicle, and we are planning a similar upgrade to the other ‘bus when finances allow.
The Potters Bar Carnival is now a regular event in our summer Calendar and this year was no exception with our Harry Potter themed float entering into the Hertfordshire Film theme of the event. Sadly, there were no prizes this year but everyone involved had a great day. There was a huge effort involved in preparing and building the float with leaders and friends of the Group, which looked very smart in the parade.
Again, in the Summer, we celebrated the Group’s 85th Anniversary with a family camp weekend, with a BBQ on the Saturday evening. Guests from our past and present, and Ian Tycer, County Commissioner were in attendance. A professional singer was on hand, but much young talent within the Group was discovered, as the ‘karaoke’ session of the evening really took off!
The Christmas Fayre and Santa Run in 2023 saw a number of runners (Beavers, Cubs, Scouts, Explorers and parents) running for various charities dressed in their red Santa suits, with a Christmas market once again held in the hut at Furzefield. Look out for details of this year’s Festive activities soon!
We look forward to another year of your support, and as always, we welcome volunteers new and old to help our young people enjoy scouting activities, learning life skills and developing themselves and our Group on their journey. We wholeheartedly thank Chris Brunning for his many years of dedicated service to the Group and wish him well as he steps down from running the Scout Troop after over 30 years.
All that is left is for me to thank everyone involved in the 5th Potters Bar Scouts for all their work, both behind the scenes and front of house, in doing what they do for our members – THANK YOU ALL, you are amazing.
PETE MILES Chairman
## SCOUT TROOP
Scout numbers held steady this year, with 23 enthusiastic members, as a few Cubs proudly moved up to join the Scouts. The year was filled with adventure and camaraderie, as camping activities joyfully returned to normal. We kicked off with an unforgettable Group Camp during the Whitsun half term at Tolmers Campsite in Cuffley. This camp was a fantastic gathering of Beavers, Cubs, and Scouts, all eager to reconnect with nature and each other.
The highlight of the summer was our thrilling joint camp with 1st and 2nd Little Heath Scouts near Maidstone, Kent. The camp was packed with exciting activities, including a challenging two-day hike that tested our endurance and teamwork. We also embarked on a memorable day trip to France, which added an international flair to our adventure. For those seeking a bit of speed and adrenaline, mountain biking was a hit, while the cooking competition brought out everyone’s creative side, with delicious results.
Although the beach trip was cancelled due to unforeseen circumstances and our campfire plans were literally rained out, the mixed weather couldn’t dampen our spirits. Despite the challenges, everyone had a fantastic time, proving once again that it’s not the weather but the company and the experiences that make a camp special.
As autumn rolled in, we participated in the County Green Beret Competition, a true test of physical and mental strength. Our Scouts proudly entered two teams, competing in the assault course, orienteering, and both day and night exercises. Out of 130 teams, we secured impressive 50th and 54th places, a testament to the hard work and determination of our members.
Throughout the year, we continued to engage in a variety of activities that kept the spirit of Scouting alive and thriving. From night hikes under starry skies to wide games that brought out our competitive sides, conservation work at Fir & Pond Wood, and even more orienteering, canoeing, and pioneering, our Scouts were always up for a new challenge.
As we reflect on the year, we are grateful for the resilience and enthusiasm of our Scouts. They have shown that even in the face of unpredictable weather and other obstacles, the joy of Scouting shines through. Here’s to many more adventures and the continued growth of our Troop!
CHRIS BRUNNING Acting GSL/Scout Leader
## CUB PACK
Our Cub Pack is a lively group of around 20 eager Cubs, led by three experienced leaders, who are always ready for an adventure! We’ve had an action-packed year filled with exciting activities, both indoors and outdoors, that have kept the Cubs engaged and growing in confidence and skills.
One of the highlights of the year was our Family Camp, where even though the weather wasn’t always on our side, the Cubs had a fantastic time. They enjoyed thrilling activities like kayaking and climbing, which really tested their teamwork and bravery. To cap off the day, we gathered around for an evening BBQ followed by a fun Karaoke session, with Cubs showing off their best singing voices.
Throughout the year, the Cubs worked hard on their badge achievements. They tackled First Aid, developed their creativity with the Artist Badge, and mastered the art of backwoods cooking, learning how to make meals using simple, traditional methods. Team games were also a big focus, helping the Cubs build stronger friendships and develop essential leadership skills.
As the festive season approached, we celebrated with Christmas crafts and a memorable Santa Run, bringing holiday cheer to the group. Indoors, the Cubs experienced a unique camp under a parachute, where they spent the night having fun while learning the basics of camping in a cozy, creative way. We also held a creative cooking challenge, where the Cubs came up with inventive and tasty foods, and even did a Chip Shop survey, where they set out to discover the best local chips! We finished off our year with older Cubs trying their skills and building rafts and floating them on a lake and younger ones enjoying a slip and slide followed by toasting marshmallows around a fire.
Whether indoors or out, rain or shine, the Cub Pack has had an amazing year full of growth, learning, and laughter. We can’t wait to see what adventures the next year will bring!
MICHELE PENDRELL-SMITH Cub Scout Leader
02 2023-2024 ANNUAL REPORT
2023-2024 ANNUAL REPORT 03
## BEAVER COLONY
We are a close-knit section of around 16 enthusiastic Beavers, led by two dedicated leaders. For the past two years, Phil has been at the helm, guiding our adventures. However, as we step into the new term, Phil will be moving on to lead the Scout Troop, and I’ll be stepping up as the new leader of the Beavers. I’m excited to welcome Grace, our new leader, who will be joining me on this journey.
Our meetings are held every Monday from 6pm to 7pm, and we always strive to keep our sessions as diverse and engaging as possible. During the colder winter months, we stay cozy indoors at the hut, where the Beavers immerse themselves in fun activities like crafting, archery, and board games. A standout favourite this year has been indoor climbing! We set up a thick rope on the floor, weaving it under and around tables and chairs, and the Beavers clip onto it, eagerly following the course around the room.
When the weather is kind, we make the most of the great outdoors. Our activities spill into the hut’s charming little garden and extend to the larger Furzefield field and woods. The Beavers have had a blast playing games in the field, roasting marshmallows over bonfires, engaging in thrilling water battles, and trekking through the woods on mini-adventures.
We’ve also ventured beyond our usual spots, taking the Beavers on exciting trips to the Tolmers Activity Centre. They’ve had a go at archery, navigated tunnels, tried their hand at orienteering, and raced around on pedal karts!
To top it all off, we organized a couple of unforgettable overnight camps. The winter camp, held in the cozy hut, was the perfect introduction to staying away from home for the first time. In the summer, the Beavers joined the Group camp at Tolmers, where they not only met members from other sections but also experienced the thrill of sleeping under canvas!
TIM ROCHESTER Beaver Leader
## WE NEED YOUR HELP
**A thriving Group such as ours requires lots of help, whether that is in leadership positions, helping with administration or becoming an occasional helper at activities. We rely on the generosity of our volunteers to make it happen.**
**Please email** hello@5pbscouts.co.uk **if you can spare some time to help deliver our vision!**
Our website includes up-to-date programmes for each section, photos and more!
5PBSCOUTS.CO.UK
## **Annual General Meeting of the 5th Potters Bar Scout Group Council (Charity no. 302560)**
On Friday 13[th] September 2024 @ 7.30pm
Morven Guide HQ, The Causeway, Potters Bar, Herts, EN6 5HA
## **AGENDA**
1. Apologies and welcome
2. Vote to approve the Minutes from last AGM
3. Receive and adopt the Annual Report for the year ending 31st March
2024
4. Receive and adopt the Treasurer’s Report and Annual Accounts for
the year ending 31st March 2024
5. Appoint the Trustee Board’s recommendation for Group Chair
6. Appoint the Trustee Board’s recommendation for Group Secretary
(currently vacant)
7. Appoint the Trustee Board’s recommendation for Group Treasurer
8. Appoint members of the Trustee Board
9. Vote to fully adopt the Group’s Constitution in the model form
(without amendment) provided by The Scout Association at Section
5.4 of the Policy, Organisation and Rules.
- 10.Vote to agree the appointment of Roger Moore MBE as the
Independent Examiner of the Group’s Accounts.
- 11.The Group Scout Council notes that the Group’s Financial Year runs
from 1 April to 31 March.
- 12.Vote to determine the Quorum required for meetings of the Trustee
Board and the maximum total number of members.
- 13.Vote to determine the Quorum required for meetings of the Scout
Council.
- 14.Scouting Challenges
- 15.Presentations
- 16.AOB
- 17.BBQ and Entertainment!
Docusign Envelope ID: B282568F-F1A1-4FB6-8608-6EF6E0AD2C0F
## **5TH POTTERS BAR SCOUT GROUP**
## **RECEIPTS & PAYMENTS ACCOUNT SUMMARY FOR THE YEAR ENDED 31ST MARCH 2024**
|Total receipts for the year
Total payments for the year
Surplus/(Deficit) for the year
**RECEIPTS FOR THE YEAR ENDED**
Membership Subscriptions received
Membership Subscriptions refunded
Membership Subscriptions paid
Activities
Camp Acc.
Fundraising
Misc Refund
Insurance claim
Use of Minibus
Donations
Rent
Sundry receipts (t-shirts, sale of old minibuses etc)
RECEIPTS FOR THE YEAR
**PAYMENTS FOR THE YEAR ENDED**
Rent
Letting Commission
Water
Electricity
Broadband
Gas
Insurance
Repairs & Renewals
Donations and Grants
Activities
Camp Acc.
Fundraising Expenses
Misc expenses (website/computer costs/other)
Purchase of Capital Equipment
Minibus expenses
Purchase of Badges & T shirts
PAYMENTS FOR THE YEAR
**STATEMENT OF ASSETS (& LIABILITIES) AT :**
Nat West Bank Account - 13152343
Nat West Bank Account - 13618377
Unpresented cheques
Uncleared cheques/debits
Uncleared credits
TOTAL
Surplus for year
Surplus brought forward
TOTAL|**31/3/2024**
**31/3/2023**
**31/3/2022**
48,778.32
45,319.85
33,867.23
34,481.36
50,948.55
26,117.81|
|---|---|
||
14,296.96
(5,628.70)
7,749.42|
||**31/3/2024**
**31/3/2023**
**31/3/2022**
2,995.54
4,670.11
3,109.27
-
-
-
(2,775.00)
(2,756.00)
(3,009.00)|
||220.54
1,914.11
100.27
732.15
4,056.08
2,615.46
4,830.00
1,078.54
6,991.33
5,967.56
5,213.75
13.67
26.00
29.50
-
-
4,027.72
-
4,539.37
4,087.55
1,536.11
1,291.28
189.32
85.00
27,812.67
21,785.00
19,001.75
583.75
182.28
514.64|
||46,003.32
42,563.85
30,858.23|
||**31/3/2024**
**31/3/2023**
**31/3/2022**
346.16
346.16
346.16
-
3,750.00
-
384.62
347.82
224.98
1,486.30
2,705.09
3,177.21
299.88
299.88
324.87
2,136.05
224.35
-
1,813.78
4,265.46
1,724.18
3,848.13
14,953.20
3,207.39
1,742.08
550.00
75.00
4,096.13
4,571.33
3,446.75
4,436.88
2,610.30
5,027.31
3,845.66
2,106.81
-
824.63
1,060.70
531.92
813.73
629.80
184.84
3,242.80
8,219.11
4,375.20
2,389.53
1,552.54
463.00|
||31,706.36
48,192.55
23,108.81|
||**31/3/2024**
**31/3/2023**
**31/3/2022**
39,428.77
23,595.37
27,556.28
848.12
455.00
1,986.76
(100.32)
(100.32)
(100.32)
(2,065.59)
(136.03)
-
-
-
-|
||38,110.98
23,814.02
29,442.72|
||14,296.96
(5,628.70)
7,749.42
23,814.02
29,442.72
21,693.30|
||38,110.98
23,814.02
29,442.72|
## **Independent examiners report to members of the 5th Potters Bar Scout Group**
I report that I have examined, without carrying out an audit, the books vouchers and records of the 5th Potters Bar Scout Group and that the receipts and payments and particulars of the assets and liabilities as at the 31st March 2024 are in accordance therewith and I have verified the cash and bank balances.
## **Roger Moore MBE**
8th September 2024
The above accounts summary was presented to the Group Scout Council at the AGM held on the 13th September 2024. Approved by the Trustees and signed on their behalf by
**Peter Miles - Chairman**
**David Sanderson - Treasurer**
Docusign Envelope ID: 93034997-97B9-440D-B50C-A07A0DF76C93
## Trustees' Annual Report
## For the period
|From (start date)|**0**|**1**|**0**|**4**|**2**|**3**|**3**|**3**|**1**|**0**|**3**|**2**|**4**|
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
|||||||||||||||
|**Section A**|||**Reference and administration details**|||||||||||
|Charity name
Other names the charity is known by
Registered charity number (if any)
Charity’s principal address|||**5th Potters Bar Scout Group**
3
0
2
5
6
0
124 Moffats Lane
Brookmans Park
Herts
Postcode
AL9 7RW|||||||||||
||||124 Moffats Lane|||||||||||
||||Brookmans Park|||||||||||
||||Herts|||||||||||
||||Postcode||||AL9 7RW|||||||
Names of the charity trustees who manage the charity
|1
2
3
4
5
6
7
8
9
10
11
12
13|**Trustee Name**|**Office (if any)**|**Notes/ Dates acted if not for**
**whole year**|
|---|---|---|---|
||Peter Miles|Chair||
||Alex Miller|Trustee Board member|AM will be resigning at the AGM|
||Chris Brunning|Acting Group Scout
Leader/ Scout Leader||
||David Sanderson|GroupTreasurer||
||Michelle Pendrell-Smith|Assistant Cub Leader||
||James Sanderson|Deputy Group Scout
Leader||
||Mark Trollope|Trustee Board member||
||Phil Day|Trustee Board member|PD will be resigning at the AGM|
||JayPendrell-Smith|Trustee Board member||
||Dapo Konu|Trustee Board member||
||CarlyPanteli|Trustee Board member|CP will be resigning at the AGM|
||Tim Young|Trustee Board member||
|||||
1
Docusign Envelope ID: 93034997-97B9-440D-B50C-A07A0DF76C93
||**Section A**
**Reference and administration details (continued)**|**Section A**
**Reference and administration details (continued)**|**Section A**
**Reference and administration details (continued)**|**Section A**
**Reference and administration details (continued)**|
|---|---|---|---|---|
||Names and addresses of advisers (optional information but encouraged as best practice)||||
||Type of advisor||Name|Address|
||||||
||||||
||||||
||||||
||||||
||**Section B**||**Structure, governance and management**||
||**Description of the charity’s trusts**
Additional governance issues (optional information but encouraged as best practice)
The Group's governing documents are those of the The Scout
Association. They consist of a Royal Charter, which in turn gives
authority to the Bye Laws of The Scout Association and The Policy,
Organisation and Rules of The Scout Association.
The Trustees are appointed in accordance with the Policy,
Organisation and Rules of The Scout Association.
The Group is a trust established under its rules which are common to
all Scout Groups.
How the charity is constituted
(e.g. trust, association, company)
Trustee selection methods
(e.g. appointed by, elected by)
Type of governing document
(e.g. trust deed, constitution)||||
||||The Group's governing documents are those of the The Scout
Association. They consist of a Royal Charter, which in turn gives
authority to the Bye Laws of The Scout Association and The Policy,
Organisation and Rules of The Scout Association.||
||||||
||||The Group is a trust established under its rules which are common to
all Scout Groups.||
||||||
||||The Trustees are appointed in accordance with the Policy,
Organisation and Rules of The Scout Association.||
|You may choose to include
additional information, where
relevant, about:
Policies and procedures adopted for:
a) the induction and training of trustees;
b) trustee' consideration of major risks and
the systems and procedures to manage
them|The Group is managed by the Trustee Board, members of which are
the ‘Charity Trustees’ of the Scout Group which is an educational
charity. As charity trustees, they are responsible for complying with
legislation applicable to charities. This includes registration, keeping
proper accounts and making returns to the Charity Commission as
appropriate.
The various purposes and duties of the Trustee Board are as set out
by The Scout Association here: https://www.scouts.org.uk/por/5-local-
governance-and-finance-of-groups-districts-counties/546-group-trustee-
board-purpose/
The Trustee Board consists of independent representatives, Chair,
Treasurer and Secretary together with the Group Scout Leaders,
individual section leaders (where they have elected to serve) and
parent representatives and meets every 2 to 3 months.
|
|---|---|
2
Docusign Envelope ID: 93034997-97B9-440D-B50C-A07A0DF76C93
|||||
|---|---|---|---|
|**Section B**|**Structure, governance and management(continued)**|||
||**Reduced income from fund raising and/or Rent**. The Group is reliant
upon income from fundraising and Rent. The Group does hold a
reserve to ensure the continuity of activities should there be a major
reduction
in
income.
The
Committee
could
raise
the
level
of
subscriptions, either temporarily or permanently, if so required.
**Risk and Internal Control**
The Trustee Board has identified the major risks to which they believe
the Group is exposed, these have been reviewed and systems have
been established to mitigate against them. The main areas of concern
that have been identified are:
**Significant reduction or loss of members.** The Group provides
activities for all local young people aged 6 to 18. If there was a
significant reduction in membership in a particular section or the Group
as whole then there would have to be a contraction, consolidation or
closure of a section. In such a situation, the Group would take all
necessary steps to attempt to return the Group to the status quo.
**Damage to the building, property and equipment.** The Group would
request
the
use
of
buildings,
property
and
equipment
from
neighbouring organisations such as local churches, community centres
and other Scout Groups. The Group has sufficient buildings and
contents insurance in place to mitigate against permanent loss.
**Injury to leaders, helpers, supporters and members.**The Group
(through the capitation fees) contributes to the Scout Association's
national personal accident and medical insurance policy. We also
arrange our own Personal Accident Insurance for Leaders and Adults,
and non-member children. Risk Assessments are undertaken before all
activities.
The group has in place systems of**_internal controls_** that are designed
to provide reasonable assurance against material mismanagement or
loss, these include 2 signatories for all payments and comprehensive
insurance policies to ensure that insurable risks are covered.
**Risk and Internal Control**
**Reduction or loss of Leaders**. The Group is completely reliant upon
volunteers to run and administer its activities. If there was a reduction
in the number of leaders to an unacceptable level in a particular
section (or the group as a whole) then there would have to be a
contraction, consolidation or closure of a section. In such a situation,
the Group would take all necessary steps to attempt to return the
Group to the status quo.|||
3
Docusign Envelope ID: 93034997-97B9-440D-B50C-A07A0DF76C93
|**Section C**|**Objectives and activities**|
|---|---|
|Summary of the main activities in relation
to these objects
Summary of the objects of the charity set
out in its governing document||
||**The Purpose of Scouting**
Scouting exists to actively engage and support young people in their personal development,
empowering them to make a positive contribution to society.
**The Values of Scouting**
As Scouts we are guided by these values:
Integrity - We act with integrity; we are honest, trustworthy and loyal.
Respect - We have self-respect and respect for others.
Care - We support others and take care of the world in which we live.
Belief - We explore our faiths, beliefs and attitudes.
Co-operation - We make a positive difference; we co-operate with others and make friends.
**The Scout Method**
Scouting takes place when young people, in partnership with adults, work together based on the
values of Scouting and:
- enjoy what they are doing and have fun
- take part in activities indoors and outdoors
- learn by doing
- share in spiritual reflection
- take responsibility and make choices
- undertake new and challenging activities
-make and live by their Promise.|
||Regular weekly meetings during the school term time for Beavers, Cubs
and Scouts, plus plenty of outdoor activities including, camping, hiking,
cooking, canoeing, rafting, climbing, caving, cycling, and sports. All
Leaders and Trustee Board members are unpaid volunteers.|
Additional details of the objectives and activities
Public Benefit Statement The Group meets the Charity Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or community development headings.
4
Docusign Envelope ID: 93034997-97B9-440D-B50C-A07A0DF76C93
|**Section D**|**Achievements and performance**|
|---|---|
|Summary of the main achievements of
the charity during the year||
||Membership levels are reasonable and we continue to offer many
exciting activities and opportunities to our members, including offering
camping and residential experiences to our young people. We
continue to train younger leaders within the Group as many of our
leaders are in their mid 50's and 60's and the Group needs and
continues to plan for the future. The Group is very much encouraged
by the excellent relationship we have with our nursery tenants.|
|||
|**Section E**|**Financial Review**|
|Brief statement of the charity’s policy on
reserves||
||**Reserves Policy**|
||The Group held reserves of approximately £28,000 at year end, which
the Trustee Board considers to be entirely reasonable given the
following matters: current uncertainties arising out of global affairs, the
eventual costly renewal of both minibuses to meet current emissions
standards and inflation.
The Group's policy on reserves is to hold sufficient resources to
continue the charitable activities of the Group should income and
fundraising activities fall short. The Trustee Board considers that the
Group should hold a sum equivalent to 6
months' operating costs,
circa £10,000 as the minimum reserve.|
Quantify and explain any designations Details of any funds materially in deficit (circumstances plus steps to eliminate)
Further financial review details (optional information)
5
Docusign Envelope ID: 93034997-97B9-440D-B50C-A07A0DF76C93
|**Investment Policy**||
|---|---|
|• the charity’s principal sources
of funds (including any
fundraising);|The Group's main sources of income are (i) subscription fees, (ii) rental
income from third party users of our leasehold premises; (iii) vehicle
rentals; and (iii) fundraising on an ad hoc basis. The Group's Income
and Expenditure is relatively small and as a consequence, the Group
does not have sufficient funds to invest in longer-term investments
such as stocks and shares and our reserves are generally earmarked
for future capital expenditure. The Group has therefore adopted a low-
risk strategy to the investment of its funds. All funds are held in cash
usingonlymainstream banks or buildingsocieties.|
|• investment policy and objectives
• how expenditure has supported the key
objectives of the charity;||
||The main expenditure has been on maintaining and repairing our
leasehold premises, where the majority of meetings of the Scout Group
are held. Additionally, the vehicles and trailers owned by the Group
and kep at the premises require regular maintenance. The
Headquarters is also used by two of the local Guide and Brownie Units
and the local Explorer Scout Unit, in addition to other rent-generating
third party users of the premises.|
|||
||The Group does not have sufficient funds to invest in longer term
investments, particularly as reserves are generally earmarked for future
capital expenditure. The Group has therefore adopted a risk averse
strategy to the investment of its funds. All funds are held in cash using
only mainstream banks or building societies.|
|**Section F**|**Other Optional Information**|
|---|---|
|Plans for future periods (details of any
significant activities planned to achieve
them)||
|||
|||
|**Section G**|**Declaration**|
The trustees declare that they have approved the trustees’ report above
Signed on behalf of the charity’s trustees
|Signature(s)
Full name(s)
Position (eg Secretary, Chair)|||
|---|---|---|
||||
||Peter Miles|David Sanderson|
||||
||Chairman|Treasurer|
Date 09 September 2024
6
## **Minutes of the Annual General Meeting of the**
## **5[th ] Potters Bar Scout Group Council**
**(Charity no. 302560)**
Friday 6[th] October 2023 Group Headquarters, Furzefield, Potters Bar
## **1. Apologies for absence, Welcome**
- a. James Sanderson sent apologies.
## **2. Vote to approve Minutes from Last AGM**
- a. Approved by a show of hands. Outgoing chair not present to sign.
## **3. Receive and adopt the Annual Report for the year ending March 2023**
- a. No questions
## **4. Receive and adopt the Treasurer’s Report and Annual Accounts for the year ended 31 March 2023**
- a. No questions
## **5. Vote to agree the Group Scout Leader’s (and others’) nomination for Group Chairperson, Peter**
## **Miles**
- a. Approved by a show of hands
- b. Martin Adams thanked for all his efforts in the past
## **6. Group to elect the Group Secretary (position currently vacant)**
- a. Thanks were given to Dan Thomas for all his work
- b. No volunteers for the role
## **7. Vote to elect/re-elect the Group Treasurer**
- a. Chair proposed David Sanderson who has kindly agreed to serve for another year
- b. Approved by a show of hands
## **8. Acknowledgement of any Group Section Leaders expressly indicating to the AGM that they are willing to sit on the Group Trustee Board as an Ex-officio member**
- a. Michele Pendrell-Smith and Jay Pendrell-Smith have already indicated that they wish to serve on the Trustee Board
## **9. Vote to agree the Acting Group Scout Leader’s nominations to the Group Trustee Board**
- a. Phil Day was nominated and approved by a show of hands
## **10. Vote to elect other members of the Group Scout Council to the Group Trustee Board**
- a. Mark Trollope elected by a show of hands
- b. Alex Miller elected by a show of hands
- c. Tim Young volunteered and was elected by a show of hands
**11. Vote to fully adopt the Group’s Constitution in the model form (without amendment) provided by The Scout Association (Section 5.4 of the Policy, Organisation and Rules (POR))**
- a. Approved by a show of hands
## **12. Vote to agree the appointment of Roger Moore MBE as the Independent Examiner of the**
## **Group’s Accounts – with thanks to Roger for carrying out this duty once again**
- a. Approved by a show of hands
## **13. Vote to change the name of the ‘Executive Committee’ to the ‘Trustee Board’, in line with Scout Association Guidance**
- a. Approved by a show of hands
## **14. Vote to determine the quorum required for meetings of the Trustee Board**
- a. Note: Proposal that 5 Trustees (Trustee Board members) are required to attend Trustee Board meetings (physically present or attending by remote means) for decisions taken at those meetings to be effective.
- b. Approved by a show of hands
## **15. Vote to determine the quorum required for meetings of the Scout Council**
- a. Note: Proposal that 10 members of the Scout Council (which includes Trustees, all Leaders, group member parents and others) be required to attend AGMs etc. for decisions taken to be effective, the population being broad enough that there should always be sufficient present.
- b. Approved by a show of hands
## **16. Scouting challenges**
- a. Chris Brunning led a discussion regarding the current and pressing need for more leaders and volunteers to help with all Group activities, including administration, occasional help (e.g. Carnival and other find raising activities) and to help with running groups, and acting as Leaders. Phil Day is acting Beaver Leader and we need a permanent Leader as a priority. We also need Cub Leaders.
## **17. Presentations**
- a. Gordon Marshall from the District Team gave a brief presentation underlining the volunteering opportunities in scouting, as above, and gave an overview of the District as it stands.
- b. Gordon presented Alan Hunt, ASL, a certificate for 14 years’ service 2008-2022
- c. Gordon presented Chris Brunning a Chief Scout’s Long Service award certificate for 50 Years service.
- d. The chair congratulated both and all joined in a round of applause for these achievements and as thanks for their service.
## **18. Any other business**
- a. Proposed sponsored Santa run on Sunday 10 December was announced
- b. There being no further business to discuss, all proceeded outside for a barbecue – with thanks to all that attended and organised.
WE NEED YOUR HELP Do you have some spare time to help deliver our vision for the Group?
We would love to hear from you. Please email **hello@5pbscouts.co.uk** or visit our website **5pbscouts.co.uk**