Scouts
,w¢: 5th Potters Bar ,
2024-2025
ANNUAL REPORT
## FROM THE CHAIRMAN’S DESK
2024/25 has been a busy year for the Group. In addition to the usual excellent camps and activities - some of the photos in this report show how well attended and enjoyed these have been - there has been lots of progress elsewhere. Renovations of the facilities at the Furzefield Headquarters have begun thanks to grants received. These upgrades will enhance all the washrooms, bringing them up to date and making them more accessible. We also purchased a new modern minibus during this period, ensuring that our transport remains reliable and suitable for future adventures.
A Burns Night was held in February and, by all accounts, was a big success. Sadly, there was no Potters Bar Carnival in 2025 – we hope this will return in 2026 and, as soon as we know, we will start plans to be involved, of course. Unfortunately, Christmas events in 2024 were also curtailed due to very adverse weather conditions on the planned day of our Santa Run. We look forward to releasing details of more Group events soon.
Although outside of the formal reporting period, it should be noted that our Scouts recently enjoyed a very successful trip to the Kent International Jamboree, and our linked Explorer Unit took part in the District expedition to Thailand and Singapore. Many of our leaders were heavily involved in supporting these events, and it would be remiss not to overlook the commitment and hard work that went into making them such a success.
We have had a slightly challenging year with some reasonably large expenses but have still retained comfortable reserves to ensure we remain viable as a Group, including contingency provisions. Our numbers have remained relatively healthy, but leaders (all volunteers) have at times been a little thin on the ground. We would like to appeal to all members to come along and support some events going forward when you can find the time. This could be as a regular helper, an occasional helper, or more formally if you would like to be involved with our Group meetings – please speak to a lead-er for details of how you can get involved. We welcome anyone who would like to help our young people grow and develop their skills for life.
We have also had some good press coverage in the local free press – the Potters Bar Eye and the PB Community News have both kindly supported us at different times, which is great.
We were very sad to learn of the passing of John Rowley, a true stalwart of 5th Potters Bar for several years – decades, in fact. Someone we all know and who could always be relied on to do ‘his thing’ in support of our Group. I remember his efforts at the Anniversary event that we held, curating a fantastic display of historic clippings, photos and other memorabilia documenting the Group’s 85 years. John will be very sadly missed, and he and his family remain in our thoughts.
I shall finish by offering my heartfelt thanks, as I do every year, to everyone involved in 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, you are still amazing!. A particular thank you also goes to Vinny Binoy, our Operations Coordinator, for her invaluable support throughout the year.
PETE MILES Chairman
02
2024-2025 ANNUAL REPORT
## SCOUT TROOP REPORT
This past year has been active for our Scout group, marked by engaging meetings and memorable events. One significant highlight was the Kent International Jamboree Summer Camp, which provided an excellent opportunity for our young Scouts to explore a variety of skills and activities. The experience was enjoyable and invaluable for fostering friendships and personal development.
Additionally, we had exciting activities such as laser tag and crazy golf, which gave the Scouts a chance to enjoy themselves while developing teamwork. Wide games at Tolmers Campsite, along with canoeing, hiking, and cycling adventures, encouraged physical activity and navigation skills. Various badge sessions, including communications and photography, helped Scouts gain new skills while progressing towards their awards. Events like the Pinewood Derby and outdoor fun evenings, including a campfire, allowed the Scouts to bond further in a relaxed environment.
Our regular meetings showcased an array of fun and educational activities. Sessions included activity planning with pizzas, which sparked creativity and teamwork. One particularly meaningful event was the Harvest Bag packing, where Scouts gathered supplies for the local food bank, reinforcing the importance of community service. The Scouts also explored essential skills such as First Aid, Pioneering, and Map Reading.
The group also participated in events that added to their learning experiences. Scarefest provided a thrilling three-day adventure, while the Orienteering and Monopoly Challenges encouraged teamwork and strategic thinking. Our involvement in community events, such as the Church Christingle Service and St George’s Day Parade, allowed the Scouts to contribute positively to the local area and engage with the wider community.
Looking ahead, excitement is building for a fun-packed programme that includes the Green BeretChallenge Camp. This forthcoming event promises to further enrich our Scouts’ experiences, challenging them physically while also promoting teamwork.
As we reflect on the past year, we extend heartfelt thanks to all leaders for their dedication. Your efforts have significantly contributed to the vibrant atmosphere in our Scout group. We also appreciate the energy and enthusiasm from the Scouts, who make each meeting enjoyable, along with the support of parents and volunteers who play an essential role behind the scenes.
With the upcoming year looking bright and filled with opportunities to learn and grow, we are excited to continue this journey together in Scouting.
PHIL DAY Scout Leader
2024-2025 ANNUAL REPORT
03
## BEAVER COLONY REPORT
This year has been an exciting and rewarding one for our Beaver Colony. After Tim stepped down, Halimah, Grace, and Kerry – supported by a fantastic team of young leaders – took over the running of the section with great energy and enthusiasm. The transition was seamless, and the Colony has thrived under their leadership. We are now proud to have a full group of 20 Beavers, with a waiting list of eager children ready to join, which speaks volumes about the strength and appeal of the programme.
A key focus this year has been linking weekly sessions closely to badge work. This has given the Beavers the chance to achieve a wide variety of badges, providing both a sense of progress and pride in their accomplishments. Alongside this, we packed our calendar with exciting activities – from visiting the fire station and learning about fire safety, to backwoods cooking and pioneering challenges. These opportunities kept sessions fun, engaging, and hands-on, while also building valuable life skills.
A real highlight was our activity day at Phasels Wood, where the Beavers took part in low ropes, rolling rock, archery, and aero ball. For many, it was their first time trying these activities, and it was wonderful to see their confidence grow as they gave each one a go. The excitement didn’t stop there, as we also organised our first solo Beaver summer camp. This overnight adventure was a milestone for the Colony, and the Beavers loved the experience of being away from home with their friends. Staying up late, laughing together, and sharing the spirit of camp was an experience they will never forget.
Throughout the weekend, the children enjoyed a packed programme including caving, spider mountain, the downhill cresta run, and a night walk. Each activity brought its own challenges, but the Beavers approached them with enthusiasm and resilience. By the end of the camp, both leaders and Beavers were thoroughly exhausted, but filled with a sense of achievement and joy.
This year has truly shown the strength, energy, and spirit of our Beaver Colony. With the dedication of leaders and the enthusiasm of the children, we have created countless memories and set the stage for even more adventures to come.
HALIMAH HUSSAIN Beaver Leader
04
2024-2025 ANNUAL REPORT
## CUB PACK REPORT
The Cub Pack continues to thrive, offering our young people a lively and varied programme throughout the year. Weekly meetings have been packed with fun, learning, and teamwork, keeping the Cubs engaged and excited to take part.
We began the year with lively games evenings that set the tone for an energetic programme. Cooking has been a popular focus, with practical sessions building up to a Cooking Competition where the Cubs showcased their creativity and skills. Seasonal activities were also highlights, including Halloween Fright Night, Christmas crafts, and the chance to make thoughtful gifts for Mother’s Day. Themed evenings such as Robot Wars, Star Wars Night, and Faith Night brought a fresh sense of fun and discovery, encouraging the Cubs to explore new ideas and interests.
Outdoor adventure has played an important part in the programme. From the Chip Shop Hike and outdoor cooking to gardening crafts, the Cubs enjoyed plenty of hands-on experiences beyond the hut. Taking part in the St George’s Day Parade also gave the Pack a strong sense of belonging to the wider Scouting family, and it was wonderful to see them represent the Group so proudly.
It has been another successful year for the Cubs, full of learning, laughter, and friendship. With thanks to our dedicated leadership team and supportive parents, the Cubs have created many happy memories and are well placed for more adventures in the year ahead.
MICHELE PENDRELL-SMITH Cub Scout Leader
2024-2025 ANNUAL REPORT
05
## **Annual General Meeting of the 5th Potters Bar Scout Group Council (Charity no. 302560)**
On Friday 3rd October 2025 @ 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
2025
4. Receive and adopt the Treasurer’s Report and Annual Accounts for
the year ending 31st March 2025
5. Appoint the Trustee Board’s recommendation for Group Chair
6. Appoint the Trustee Board’s recommendation for Group Secretary (currently vacant – if interested, please speak to the Chairman)
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 Scout Association’s 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.Review of previous year by Group Lead Volunteer and remarks from
the District Lead Volunteer.
- 15.Presentations
- 16.AOB
- 17.BBQ and Entertainment!
Docusign Envelope ID: 7F434DEB-3981-4B6D-8CEA-196EDF6BD54E
## **5TH POTTERS BAR SCOUT GROUP**
## **RECEIPTS & PAYMENTS ACCOUNT SUMMARY FOR THE YEAR ENDED 31ST MARCH 2025**
|Total receipts for the yea
Total payments for the yea
Surplus/(Deficit) for the yea
**RECEIPTS FOR THE YEAR ENDED**
Membership Subscriptions received
Membership Subscriptions refunded
Membership Subscriptions paid
Activities
Camp Acc.
District
Fundraising
Misc Refund
Insurance claim
Use of Minibus
Donations
Rent
Sundry receipts (t-shirts, sale of old minibuses etc)
TOTAL RECEIPTS FOR THE YEAR
**PAYMENTS FOR THE YEAR ENDED**
Administration
Rent
Letting Commission
District
Water
Electricity
Broadband
Gas
Insurance
Repairs & Renewals
Donations, Grants and Gifts
Activities
Camp Acc.
Fundraising Expenses
Misc expenses (website/computer costs/other)
Purchase of Capital Equipment (Inc. minibus)
Minibus expenses
Purchase of Badges & T shirts
TOTAL PAYMENTS FOR THE YEAR
**STATEMENT OF ASSETS (& LIABILITIES) AT :**
Nat West Bank Account - 13152343
Nat West Bank Account - 13618377
OSM Expense Account
Unpresented cheques
Uncleared cheques/debits
2023/24 Expenses adjustment
TOTAL
Surplus for year
Surplus brought forward
TOTAL|**31/3/2025**
**31/3/2024**
**31/3/2023**
**31/3/2022**
r
55,177.48
48,778.32
45,319.85
33,867.23
r
84,449.56
34,481.36
50,948.55
26,117.81|
|---|---|
||r
(29,272.08)
14,296.96
(5,628.70)
7,749.42|
||**31/3/2025**
**31/3/2024**
**31/3/2023**
**31/3/2022**
3,543.57
2,995.54
4,670.11
3,109.27
(270.00)
-
-
-
(3,618.00)
(2,775.00)
(2,756.00)
(3,009.00)|
||(344.43)
220.54
1,914.11
100.27
2,517.40
732.15
4,056.08
2,615.46
-
4,830.00
1,078.54
6,991.33
2,505.00
-
-
-
4,231.48
5,967.56
5,213.75
13.67
228.75
26.00
29.50
-
783.35
-
4,027.72
-
8,258.20
4,539.37
4,087.55
1,536.11
425.32
1,291.28
189.32
85.00
27,585.99
27,812.67
21,785.00
19,001.75
5,098.42
583.75
182.28
514.64|
||51,289.48
46,003.32
42,563.85
30,858.23|
||**31/3/2025**
**31/3/2024**
**31/3/2023**
**31/3/2022**
2,069.95
-
-
-
391.16
346.16
346.16
346.16
-
-
3,750.00
-
2,505.00
-
-
-
574.15
384.62
347.82
224.98
1,314.71
1,486.30
2,705.09
3,177.21
299.88
299.88
299.88
324.87
395.06
2,136.05
224.35
-
1,656.71
1,813.78
4,265.46
1,724.18
8,694.92
3,848.13
14,953.20
3,207.39
296.75
1,742.08
550.00
75.00
10,692.72
4,096.13
4,571.33
3,446.75
-
4,436.88
2,610.30
5,027.31
2,865.03
3,845.66
2,106.81
-
767.82
824.63
1,060.70
531.92
31,548.49
813.73
629.80
184.84
15,224.58
3,242.80
8,219.11
4,375.20
1,264.63
2,389.53
1,552.54
463.00|
||80,561.56
31,706.36
48,192.55
23,108.81|
||**31/3/2025**
**31/3/2024**
**31/3/2023**
**31/3/2022**
10,438.64
39,428.77
23,595.37
27,556.28
0.00
848.12
455.00
1,986.76
465.85
-
-
-
-
(100.32)
(100.32)
(100.32)
-
(2,065.59)
(136.03)
-
(2,065.59)
-
-
-|
||8,838.90
38,110.98
23,814.02
29,442.72|
||(29,272.08)
14,296.96
(5,628.70)
7,749.42
38,110.98
23,814.02
29,442.72
21,693.30|
||8,838.90
38,110.98
23,814.02
29,442.72|
## **Independent examiners report to members of the 5th Potters Bar Scout Group**
Please refer to page two.
The above accounts summary was presented to the Group Scout Council at the AGM held on the 3 October 2025. Approved by the Trustees and signed on their behalf by:
** Peter Miles
**----- Start of picture text -----**
David Sanderson
**----- End of picture text -----**
Docusign Envelope ID: 7F434DEB-3981-4B6D-8CEA-196EDF6BD54E
## **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 2025 are in accordance therewith and I have verified the cash and bank balances that were provided to me.
However, I have been informed that in September 2025 the Group uncovered a further GoCardless account in 5th Potters Bar Scouts name which was unknown to the Treasurer and initially not used. GoCardless, the electronic payments platform used by the Group, had withheld funds in this account because verification of the Trustees had not been carried out in accordance with their terms and conditions. Crucially, GoCardless failed to notify the Group that funds were being withheld, issuing only a single email requesting verification, with no follow-up or indication of the withholding.
The Group had previously verified the GoCardless account they were aware of—one that had been paying into their bank account regularly—and reasonably assumed that all necessary steps had been taken to ensure continuity of payments. The issue only came to light when the Trustees noticed that recent subscription payments were not being credited and that receivables were lower than expected. The Treasurer acted promptly to investigate and identified the existence of the second account.
The credit amount was £15,760.83 which appears to have accrued from part subscriptions and part camp fees extending back over a number of years but also includes monies received for 2025/26. How this unknown account accrued funds is currently being investigated by the Treasurer, but in his view, it is unlikely that it can be properly allocated to specific accounts in preceding years.
The Group is in the process of submitting a formal complaint to GoCardless regarding their handling of the matter.
After discussions with the committee and Reporting accountant it has been decided to exclude this amount from the 2024/25 accounts and not to adjust earlier reported numbers. For the 2025/26 accounts this amount will be treated as an exceptional credit item unless full information can be gained for all the entries to allow reallocations. I have been assured that the committee will be taking steps to reduce the risk of similar situations occurring, including regularly monitoring both GoCardless accounts for withheld funds.
-
**Roger Moore MBE**
Docusign Envelope ID: 9B5AC915-8A7D-43F6-82DD-D30C9BEC6AEC
## Trustees' Annual Report
## For the period
|From (start date)|**0**|**1**|**0**|**4**|**2**|**4**|**4**|**3**|**1**|**0**|**3**|**2**|**5**|
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
|||||||||||||||
|**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 MoffatsLane
BrookmansPark
Herts
Postcode
AL9 7RW|||||||||||
||||124 MoffatsLane|||||||||||
||||BrookmansPark|||||||||||
||||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||
||Chris Brunning|Joint Group Lead
Volunteer||
||James Sanderson|Joint Group Lead
Volunteer||
||David Sanderson|Treasurer||
||Michelle Pendrell-Smith|Trustee Board member||
||Mark Trollope|Trustee Board member||
||JayPendrell-Smith|Trustee Board member||
||Dapo Konu|Trustee Board member||
||Tim Young|Trustee Board member||
|||||
|||||
|||||
|||||
1
Docusign Envelope ID: 9B5AC915-8A7D-43F6-82DD-D30C9BEC6AEC
||**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|
||Independent Examiner|Roger Moore MBE||Redacted|
||||||
||||||
||||||
||||||
||**Section B**||**Structure, governance and management**||
||**Description of the charity’s trusts**
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.||
Additional governance issues (optional information but encouraged as best practice)
|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.
This Group Trustee Board exists to make sure the charity is well-
managed, risks are assessed and mitigated, buildings and equipment
are in good working order, and everyone follows legal requirements
and the organisation's policies and rules. Their support helps other
volunteers run high-quality and safe programmes that give young
The Trustee Board consists of the Chair, Treasurer and other Trustees
as set out above and meets every 2-3 months. Members of the Trustee
Board complete Being a Scouts Trustee learning within the first 6
months of joining the Board.
|
|---|---|
2
Docusign Envelope ID: 9B5AC915-8A7D-43F6-82DD-D30C9BEC6AEC
|||||
|---|---|---|---|
|**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 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: 9B5AC915-8A7D-43F6-82DD-D30C9BEC6AEC
|**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: 9B5AC915-8A7D-43F6-82DD-D30C9BEC6AEC
|**Section D**|**Achievements and performance**|
|---|---|
|Summary of the main achievements of
the charity during the year||
||Membership levels are good 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 part of our planning for the future.
The Group is very much encouraged by the excellent relationship we
have with our nursery tenants.|
|||
|**Section E**|**Financial Review**|
|Quantify and explain any designations
Details of any funds materially in deficit
(circumstances plus steps to eliminate)
Further financial review details (optional inf
Brief statement of the charity’s policy on
reserves||
||**Reserves Policy**|
||The Group held reserves of approximately £10,000 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.|
|||
|||
|||
|||
||ormation)|
||**Please refer to the Independent Examiner’s Report which highlights
an issue with a previously unknown GoCardless account holding
£15,760.83 of Group funds. The balance, arising from subscription and
camp payments over several years, was withheld without adequate
notification to the Group. The Trustees have submitted a formal
complaint to GoCardless and will treat the balance as an exceptional
item in 2025/26 while implementing additional monitoring controls to
prevent recurrence.|
5
Docusign Envelope ID: 9B5AC915-8A7D-43F6-82DD-D30C9BEC6AEC
|**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 kept 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)
Peter Miles
David Sanderson
Chairman
Treasurer
Date
Position (eg Secretary, Chair)
01 October 2025|||
|---|---|---|
||||
||Peter Miles|David Sanderson|
||||
||Chairman|Treasurer|
6
# **Minutes of the Annual General Meeting of the 5th Potters Bar Scout Group Council (Charity no. 302560)**
## Friday 13[th] September 2024 @ 7.30pm
Morven Guide HQ, The Causeway, Potters Bar, Herts, EN6 5HA
## **1. Apologies and welcome**
- a. No apologies received.
## **2. Vote to approve the Minutes from last AGM**
- a. Approved by a show of hands.
- b. Chair signed a copy for records.
## **3. Receive and adopt the Annual Report for the year ending March 2024**
- a. No questions, Annual Report adopted.
**4. Receive and adopt the Treasurer’s Report and Annual Accounts for the year ending 31st March 2024**
- a. No questions, Treasurer’s Report & Annual Accounts adopted.
## **5. Appoint the Trustee Board’s recommendation for Group Chair, Peter Miles**
- a. Approved by a show of hands.
## **6. Group to elect the Group Secretary (position vacant)**
- a. No volunteers for the role.
- b. Chair invited volunteers to come forward at any point after the meeting
## **7. Appoint the Trustee Board’s recommendation for Group Treasurer**
- a. Chair advised the Trustees recommend the appointment of David Sanderson who has kindly agreed to serve for another year.
- b. Approved by a show of hands.
## **8. Appoint members of the Group Scout Council to the Trustee Board**
- a. The individuals below were reappointed by a show of hands. Chair also encouraged more parents to join the Trustee Board:
|_James_
_Sanderson_|_Group Scout Leader_
_(role share)/Trustee_|_Appointed by Group Council (only one_
_GSL can be ex-officio)_|_8_|
|---|---|---|---|
|_Michele_
_Pendrell-Smith_|_Trustee_|_Appointed by Group Council_|_8_|
|_Jay Pendrell-_
_Smith_|_Trustee_|_Appointed by Group Council_|_8_|
|_Mark Trollope _|_Trustee_|_Appointed by Group Council_|_8_|
|_Dapo Konu_|_Trustee_|_Appointed by Group Council_|_8_|
|_Tim Young_|_Trustee_|_Appointed by Group Council_|_8_|
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.
- a. Chair explained that this is a requirement to adopt at each AGM.
- b. Approved by a show of hands.
## **10. Vote to agree the appointment of Roger Moore MBE as the Independent Examiner of the Group’s Accounts.**
- a. Approved by a show of hands.
- b. Chair thanked Roger for examining the accounts again
**11. The Group Scout Council notes that the Group’s Financial Year runs from 1 April to 31 March.**
- a. Chair mentioned the dates of our financial year as above.
**12. Vote to determine the Quorum required for meetings of the Trustee Board and the maximum total number of members.**
- a. Quorum for the Trustee Board is now set out in POR (Policy Organisation and Rules). This is a recent change.
## **13. Vote to determine the Quorum required for meetings of the Scout Council.**
- a. Chair explained proposal that 10 members of the Scout Council (including members, parents, leaders, etc) required in attendance at an AGM for decisions taken to be effective.
- b. Approved by a show of hands.
## **14. Scouting Challenges**
- a. Chris/Chair mentioned that we have an urgent need for more leaders and help with administration etc. and invited anyone interested to speak to a member of the Team at any stage after the meeting.
## **15. Presentations**
- a. A presentation by a young member was given to Chris Brunning to mark his retirement as a Leader and to thank him for his many years of dedicated service.
- b. Gordon Marshall from the District Team presented service certificates to:
- i. David Sanderson (5 years’ service)
- ii. Phil Day: 2 awards for his dedicated service.
- iii. We congratulate both on their achievements.
## **16. Any Other Business**
- a. Dapo Konu (Trustee Board) mentioned the upcoming Christmas Santa Run Event 7 December at the Furzefield Hut
- b. There being no further business to discuss, all proceeded outside for a very well attended BBQ, with drinks and desserts, and games for members to enjoy.
- c. Thank you to all that attended and organised.
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**5th Potter sBa r**
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…to ou ramazin volunteer sa t g 5th Potter sBa r
## WE NEED YOUR HELP
A thriving Group such as ours requires lots of help, whether that is in leadership positions, helping with adminstration or becoming an occasional helper at activities.
We rely on the generosity of our volunteers to make it happen.
Our website includes up-to-date programmes for each section, photos and more!
5PBSCOUTS.CO.UK