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2024-03-31-accounts

4[TH] EAST BARNET (SEA SCOUT) COUNCIL

Annual General Meeting

Monday 4[th] November 2024 @ 7.30pm

Discovery Hall, 1 Stevenson Close, New Barnet, EN5 1DR

AGENDA

1. Introduction and welcome

2. Apologies for absence

3. Governance topics

4. Review of the previous year

5.

Making appointments

Closing remarks

4[TH] EAST BARNET (SEA SCOUT) COUNCIL

Annual General Meeting – 4[th] November 2024

Held @ Discovery Hall, 1 Stevenson Close, New Barnet

Minutes (draft)

1. Introduction and welcome

Chair

Welcomed members of the Group Scout Council and guests

Present: DA (ASL), AM (Parent/Team member), SA (GLV & CLV), LP (Team member), RC (Chair), LC (BLV), MS (Parent/Team member), CH (DDC – Barnet), ST (Supporter), AS (DDC-Cubs), RT (Treasurer), IT (SLV), DH (ASL), LG & LG (DESLs), DS (Parent) and JG (ACLV)

2. Apologies for absence

Chair:

Apologies received from Jen P, Nerav P, Jill H, Tracey A for their absence today.

3. Governance topics

Chair:

This part of the meeting is to make sure the charity's foundations are in good order.

3a. Approve the minutes of the Annual General Meeting held on 11[th] October 2023

Chair:

The Group Trustee Board have reviewed the minutes of the previous AGM at their meeting held on 29[th] July 2024 . I put forward these minutes are taken as read and ask the Group Scout Council to agree they’re a true record of that meeting.

Seconded by SA (GLV & CLV), ALL present in favour.

3b. Adopt the model constitution from Policy, Organisation and Rules (POR)

Chair:

In line with the recommendation from Scout Headquarters, the Group Trustee Board proposes we adopt the model constitution from Chapter 5 of Policy, Organisation and Rules. A copy of this was available for review and inspection prior to this meeting, and copies are also available at this meeting.

Seconded by LC (BLV) – ALL Present in favour.

3c. Note the Group’s financial year.

Chair :

Asked the Group Scout Council members to please note our charity’s financial year is [1 April to 31 March].

3d. Approve appointed and community members of the Group Scout Council

Chair noted the Group Scout Council can admit other people to membership. Chair advises that Richard Cubbidge, Chair; Richard Tolfree, Treasurer; Stuart Austin, Group Lead Volunteer; Mark Hailey; Jenny Zourdani; Sarah Hinton-Smith and Nerav Patel are nominated as Group Scout Council members.

These are to be admitted as members of the Group Scout Council as well as the ex officio list in POR Rule 5.4.4

ALL THOSE PRESENT CONFIRMED APPROVAL .

3e. Agree the number of members that may be appointed to the Trustee Board

Chair:

Following good practice recommendations from the Charity Governance Code, POR states Trustee Boards should have a minimum of 5, and no more than 12, Trustees in total. This includes ex officio and co-opted Trustees.

The Group Scout Council must agree the number of people to be appointed to the Trustee Board. The outgoing Trustee Board recommends that 5 people are appointed. I propose the Group Scout Council approves that recommendation.

Seconded by DA (ASLV) / ALL PRESENT CONFIRMED APPROVAL.

3f. Agree the quorum for future meetings of the Group Scout Council (excluding this AGM)

Chair :

The Group Scout Council must agree its quorum – the minimum number of Group Scout Council members that must be present at Group Scout Council meetings. The outgoing Trustee Board recommends the quorum should be set at 5 people. Does the Group Scout Council approve that recommendation?

Seconded by SA (GLV & CLV) / ALL PRESENT CONFIRMED APPROVAL.

4.Review of the previous year

Chair:

Welcomed the Lead Volunteers to reflect on the activities of the past year.

4a. The Group Lead Volunteer’s review of Scouts in the 4[TH] EAST BARNET (SEA SCOUT) GROUP

Chair asked the Group Lead Volunteers to present their Annual Review.

Annual Reviews were presented by Lynzi Crisp (BLV), Stuart Austin (GLV & CLV) and Ian Thornton (SLV).

The Chair thanked Lynzi Crisp for an amazing report, and it was further noted by our President that the Beaver’s Facebook page was a brilliant medium for the group. Stuart Austin was thanked for a super report too for the Cubs, and it was acknowledged that he does a great deal more work than he says he does – a great deal of stuff not in the report. Another huge Thank You. The Chair also thanked Ian Thornton for his Scout report and was pleased to note he had a new assistant in Daniel join the team.

4b. Receive and consider the Annual Report of the Group Trustee Board including the annual Statement of Accounts

Chair noted the Group Trustee Board has approved the Annual Report and Statement of Accounts and has received the report on the accounts from Ms. C. Heneghan, Independent Examiner.

Chair asks the Group Treasurer to give their explanation of the Statement of Accounts.

Treasurer briefly presented the Statement of Accounts.

Chair invited questions from the floor regarding the Trustee Annual Report, and the Annual Accounts.

Chair thanked the Treasurer Richard Tolfree.

5Making appointments

Chair:

The Chair explained that this part of the meeting is to organise the set-up of the charity until the next AGM, and to appoint a Trustee Board to oversee good governance for the charity over the next year.

5a. [If required] Appoint the Group Chair, following recommendations from the open selection process initiated by the Group Trustee Board

Chair hands the chairmanship of this meeting over to the Group Lead Volunteer.

Group Lead Volunteer explains the open selection process agreed by the Trustee Board. The recommendation to the Group Scout Council is that Richard Cubbidge should be appointed as Group Chair. ALL PRESENT – Agreed.

Group Lead Volunteer hands the chairmanship of this meeting back to Group Chair.

5b. [If required] Appoint the Group Treasurer, following recommendations from the open selection process initiated by the Group Trustee Board

Chair explains the open selection process agreed by the Trustee Board. It was noted at the Meeting that RT wished to step down from this role but would continue until a replacement had been found. The recommendation to the Group Scout Council is that Richard Tolfree should be appointed as Group Treasurer , until a replacement is found. ALL PRESENT Agreed.

5c. [If required] Appoint members of the Group Trustee Board, following recommendations from the open selection process initiated by the Group Trustee Board

Chair explained the open selection process agreed by the Trustee Board. The recommendation to the Group Scout Council is that Stuart Austin, Mark Hailey, Jenny Zourdani, Sarah Hinton-Smith and Nerav Patel should be appointed as members of the Group Trustee Board.

ALL PRESENT – Agreed.

Chair thanked the Trustees for their work during the year and, in particular, those members who are standing down soon (Richard Tolfree) .

- 5d. [If required] (Re )appoint Group President and/or Vice Presidents

Chair notes the Group Scout Council appoints the Group President and/or Vice President.

Chair advised that Clive Hailey is proposed as President.

ALL PRESENT – Agreed.

5e. Appoint the Scrutineer / Independent Examiner / Auditor

Treasurer proposes Ms. Charlotte Heneghan.

Chair confirmed that Ms. Charlotte Heneghan has been proposed, seconded and is qualified for the role, and asks for a show of hands to approve Ms. Heneghan’s nomination.

6.Closing remarks

Chair was pleased to update the Meeting that communications/team meetings and whatsapp channels had improved the productivity overall in contrast to face-to-face meetings. The Chair closed the AGM, thanking everyone for attending and for all of their hard work over the last year.

Meeting closed at 8pm.

……………………………………. Chair

4[th] East Barnet Sea Scout Group

Annual General Meeting – Wednesday 11[th] October 2023 @ 7pm –Held at: Discovery Hall, Stevenson Close

MINUTES

Present: Stuart Austin (GSL & Cub Leader), Tracey Austin (Supporter), David Austin (ASL), Michal Kasczyszyn (ASL), John Kercher (Chairman), Lisa McGinlay (Section Assistant - Cubs), Clive Hailey (D.D.C BBDSC), Gill Hailey (DBSL), Sarah HintonSmith, Nerav Patel, Lynzi Crisp (Beaver Leader), Richard Cubbidge (Exec), Matt King, Richard Tolfree (Treasurer), Daniel Hughes (YL), Libby Hanley (YL), Khush Malde (YL), Jennifer Grocock (ACSL), Ian Thornton (Scout Leader), Pauline Dore Newton (Exec)

Apologies for Absence: Lyn Houghton (Henry), Pauline Newton, Sinead Grace, Louise Khazali, Jenny Zourdani, Magdalene Stetner.

Introduction

John Kercher (Chairman) welcomed all attendees to the AGM for the year ending 31[st] March 2023. The Chairman gave thanks to all the volunteers who are involved in the Group either as Leaders, Assistant Leaders, Young Leaders, the Committee and the Parent volunteers who have given their time freely to the group over the last year. He further confirmed that this meeting was to sign off the Annual Report and to appoint officers to the Committee.

There were no questions from the floor, so the Chairman moved to the vote to agree the Annual Report for the Year end 31[st] March 2023 – All in favour.

Treasurer’s Report

Richard Tolfree (Treasurer) addressed the Meeting to clarify the Insurance Policy cost identified (Page 14) and explained that due to the year of Covid (at a ½ year) the Insurance policy had a significant “jump” and was rolled over to the following year, so overall the Insurance Premium was £4,500.

There were no further questions from the floor, so the Chairman moved to the vote to agree the Annual Accounts for the Year end 31[st] March 2023 – All in favour .

Election of Officers

Nominations had been received for the following:

Group President – Clive Hailey Chairman – Richard Cubbidge Treasurer- Richard Tolfree Secretary- Lyn Houghton (Henry) Trustee Board Members - Mark Hailey, Jenny Zourdani, Sarah Hinton-Smith, Nerav Patel

Hall Bookings Clerk – Jennifer Grocock

The meeting was moved to the vote to agree the nominations – All in favour.

Presentations

Stuart Austin presented to John Kercher his 5 Year Service award and thanked him for his volunteering to the Group.

Clive Hailey as Group President and on behalf as DDC for Barnet Borough gave a precise of how Scouting will change come the transformation date in February 2024.

He was pleased to see after hours of preparation and slow processes this Sunday’s Awards Cream Tea to be held at Stephen’s House there were some 9 or 12 awards for 4[th] East Barnet, which is tremendous, good news. He gave most sincere and grateful thanks on behalf of the Scout Association to all the volunteers.

He gave a special Thank You to John Kercher and a warm Welcome to Richard Cubbidge. He further gave thanks to Richard Tolfree for his 35 years as the Group’s Treasurer.

Clive Hailey then spoke about a Leader who had recently stepped down (January 2022) after having giving 35 years dedicated service to the Group, not only was this former Beaver Leader a wonderful and dedicated volunteer but was a “damn good cook” who, when things went awry, rose to the challenge of preparing food for 300 people attending a County Camp. He noted that the Merit Award was presented in 2013, and the Bar of Merit was awarded in February 2020, and was even recognised with a Civic Award for her excellent long service to the Community. Clive Hailey then asked Tracey Austin to come to the front, and two Beavers came forward to present gifts from the Group. Tracey assured those present, that she will continue as part of the cooking team for our future camps.

AOB

Stuart Austin reminded all that the Quiz (the only fundraiser for the Group) is scheduled for the 18/11/23.

Meeting closed at 8.08pm.

Rich Cubbidge

Chair

4[th] November 2024

4th EAST BARNET ( SEA SCOUT ) GROUP Receipts and Payments Account for the year ending 31 March 2024 Receipts 2023-24 2022-23 Membership subscriptions Hall Hire and Donations Gift Aid Interest Attivities Fundraising Minibus Other Total 7,011 3,045 1,989 325 14,150 2,277 438 3,832 1,122 159 11,037 2,314 1,039 328 29,175 29,236 Payments 2023-24 2022-23 Rates and Waste Collection Water Electricitv Repairs and Renewals Insurances Activities, Equipment, Trainin& Uniforms Minibus {excluding Insurance) Fundraising costs Website and Phone Capitation paid to Distritt Other Total 709 245 522 8,946 2,235 18,245 2,403 1,045 203 3,223 800 182 815 1,534 7,122 16,908 2,850 944 98 3,703 221 35,177 37

4th EAST BARNET ( SEA SCOUT ) GROUP Receipts and Payments Account Sumary for the year ending 31 March 2024 Total Receipts for the year Total Payments for the year Net Receipts/Payments for the year 29236 37866 -8630 Funds Brought Forward Net Receipts/Payments for the year Funds Carried Forward 50383 -8630 41753 Financial Position as at 31 March 2024 Cash Bank Funds Carried Forward 117 41636 41753 Assets as at 31 March 2024 Discovery Hall (rebuild cost) Storage Container Minibus Camping and other Equipment Boats Trailers Total Assets 465,000 1800 4000 42000 7500 7000 527300 The above receipts and payments account and statement of assets were approved by the Trustees and signed on their behalf by Richard Cubbid8e Date Date

Independent Examiners Report to the Trustees of the 4th East Barnet (Sea Scout) Group I report on the accounts of the 4th East Barnet (Sea Scout) Group- Charity number 303479- which comprises the summary of receipts and payments for the year ended 31st March 2024 This report is made solely to the trustees in accordance with the Charities Act 2011. My work has been undertaken so that I might state to the Charity's Trustees those matters l am required to state to thern in an Independent Examiner's report and for no other purpose. To the fullest extent permitted by law, I do not accept or assume responsibility to anyone other than the charity and the Charity's Trustees for my Respectlve responslbllltles of trustees and examlner It is my responsibility to: Examine the accounts (under Section 14511) of the Charities Act 2011} To follow the procedures specified in the General Directions given by the Charity Commissioners {under Section 145{51 (b) of the Charities Act 20111 and To state whether particular matters have come to my attention. Basls of examlner's report My examination was carried out in accordance with the General Directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by the Group and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently I do not express an audit opinion on the view given by the accounts. Independent Examlner's Statement In connection with my examination, no matter has come to my attention: l. which gives me reasonable cause to believe that in any material respect the requirements to keep the accounting records in accordance with section 130 of the 2011 Act; and to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the 2011 Act have not been 2. to which, in my opinion, attention should be drawn in order to enable a proper understandin8 of the accounts to be reached. Signed Date i*l oq ) acav

Independent Examiners Report to the Trustees of the 4th East Barnet (Sea Scout) Group I report on the accounts of the 4th East Barnet (Sea Scout) Group- Charity number 303479 - which comprises the summary of receipts and payments for the year ended 31st March 2024 This report is made solely to the trustees in accordance with the Charities Act 2011. My work has been undertaken so that I might state to the Charity's Trustees those matters l am required to state to them in an Independent Examiner's report and for no other purpose. To the fullest extent permitted by law, I do not accept or assume responsibility to anyone other than the charity and the Charity's Trustees for mv Respertlve responslbllltles of trustees and examlner It is my responsibility to: Exarnine the accounts (under Section 145{1) of the Charities Act 20111 To follow the procedures specified in the General Directions given by the Charity Commissioners (under Section 145{51 (b) of the Charities Act 20111 and To state whether particular matters have come to my attention. Basls of examlner's report My examination was carried out in accordance with the General Directions given by the Charity Comrnissioners. An examination includes a review of the accounting records kept by the Group and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently I do not express an audit opinion on the view given by the accounts. Independent Examlner's Statement In connection with my examination, no matter has come to my attention: l. which gives me reasonable cause to believe that in any material respect the requirements to keep the accounting records in accordance with section 130 of the 2011 Act; and to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the 2011 Act have not been 2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Signed Date i¥1 oq ) a(L