**14th BROMLEY SCOUT GROUP** ## **Minutes of the Annual General Meeting** ## **7:45pm, Thursday 30[th] June 2022** Group Executive Committee (GEC) members in attendance: Sarah-Jane Durman Group Scout Leader Bruce Pyle Group Secretary Shelley Falcon Group Treasurer Matthew Lofting Beaver Scout Leader Joe Collier Scout Leader Michael Rayment-Johnson, Cub Scout Leader Paul Musk Explorer Scout Leader David Turner Manager, Sites & Services Other attendees also present: Steve Holman, Group Archivist, Steven Lofting, ASL, Hannah Harvey, ACSL, Dick Eddowes, Occasional Helper. Apologies: Nick Carruthers, Group Quartermaster, Liz Bostock, ACSL, Jeannette Elliott, Occasional Helper. 1. As Chair post is vacant, Group Scout Leader Sarah-Jane Durman acting as Chair convened the meeting and welcomed members of the GEC and guests. Apologies were noted. 2. Approval of the 2021 Annual General Meeting minutes were unanimously approved. 3. Sarah-Jane Durman presented a Chairman report and reviewed the work of all the sections over the last year, updating the attendees of the work of the Group. _Chairman’s Report Appendix (i)._ 4. Shelley Falcon presented the Treasurers report, reviewing group finances for the past year and anticipated future expenditure. The accounts had been previously distributed to and approved by the Group Executive Committee at the Group Executive Committee meeting of 12[th] May 2022. Additional copies of the accounts were available for all attendees at the AGM. The accounts were audited by Mr Peter Eastwood. The Group’s bankers are CAF Bank Ltd. 5. As post of Chair is vacant and there were no nominations for this role GSL Sarah-Jane Durman advised the meeting that the post will remain vacant and attempts to fill this role will continue. 6. To elect Group Secretary for the next year. Bruce Pyle current GS is standing down after this meeting. There were no nominations to take over this role. 7. To elect Group Treasurer. Shelley Falcon proposed for re-election by Paul Musk, seconded Joe Collier, SL, and was unanimously approved. 8. Re-appointment of Peter Eastwood as Group Accounts Auditor for the next year. Proposed Shelley Falcon, seconded David Turner and was unanimously approved. 9. The election of Parent Representatives to the Group Executive Committee. There were no nominees standing. Additional committee appointments. To be considered as required. 10. To approve the Group Scout Leader’s nominations to the Group Executive. Sarah-Jane Durman gave her personal thanks to the Committee for their work over the past year and made her nominations for the Executive Committee. - a. Group Vice Chairman – Vacant - b. Chair of Site & Services Sub Committee – David Turner - c. Quartermaster – Nick Carruthers These nominations were unanimously approved. 11. To confirm those Section Leaders willing to stand on the Group Executive as Trustees - a. Matthew Lofting, Beavers - b. Michael Rayment-Johnson, Cubs - c. Joe Collier, Scouts - d. Paul Musk, Explorers 12. Any other business. Sarah-Jane Durman presented her Group Scout Leaders Annual Report and thanked all the section leaders for their outstanding work with their sections. _Appendix (ii)._ 13. Presentations. Paul Musk, Explorer Scout Leader received his 5 year service award. The meeting congratulated Hannah Harvey, Asst. Cub Leader on receiving her 30 year service award earlier in the year. There was no other business raised. Sarah-Jane Durman thanked those in attendance and concluded the meeting. ## _See Appendices (i) Chairman’s Report and (ii)GSL Report below_ **Appendix (i).** ## **Chairman’s Report Annual General Meeting 30[th] June 2022** ## **Introductory Information** The management of the Group is vested in the Group Executive (Group trustees) Sarah-Jane Durman Group Scout Leader (ex officio) & Acting Chair Shelley Falcon Group Treasurer Bruce Pyle Group Secretary Nick Carruthers Quartermaster David Turner Site and Services Matthew Lofting Beaver Scout Leader Michael Rayment-Johnson Cub Scout Leader Joe Collier Scout Leader Paul Musk Explorer Scout Leader Bankers CAF Bank Auditor Peter Eastwood The report & accounts cover the activities directly controlled by (Charity Number 303551) 14[th] Bromley Scout Group **The membership of the group for the year ending 31[st] January 2022 (Annual Census) Totalled 103, comprising of 78 No young people and 25 leaders / Group Executive/Occasional Helpers.** ## **The key activities of the Group Executive during the past 12 months: (Up to 31[st] March 2022)** - Maintain a sound financial position for the group. - Ensure the buildings and facilities are in good repair and continuing regular maintenance working parties. - Manage the letting of the halls. - Manage the camping equipment. - Support the Scout Group both financially and with other resources for activities and camps. - Support the Group’s continuing development and indexing of archive material. - Administer the Gift Aid scheme. - Group public occasions. Cont / **Leaders and members of the Executive Committee** It was with the greatest regret that our Group Secretary Bruce Pyle and Parent Rep Helen Tricard both formally stepped down from their roles with the group this year. They have both provided years of service and huge commitment to the group and will be greatly missed in the leadership team. This year Shelley Falcon joined the executive committee as Group Treasurer following the sad death of John Kingsmell in December 2021. John had been Treasurer since 2010 along with many other roles in the Royal Eltham district and is a sad loss to the group and scouting in general. We are incredibly grateful to Shelley for stepping in and taking over this important role and maintaining the strong financial control for the group. This year we have thankfully finally been able to return to normal section meetings following Corona Virus lockdowns. Outstanding work has been carried out by all the Section Leaders running their section meetings and looking forward with great anticipation to summer camps. The group has purchased new tents and other camping equipment to replace old damaged and worn out items. Income from all section subscriptions have returned to previous pre-Covid levels and all existing hall lettings have remained solid plus one new letting taken on in May. The group finances remain strong and have been further buoyed with a financial award from the Jack Petchie scheme presented to our Scout Leader Joe Collier which was used towards purchasing a new marquee. ## **Section reports** These should be with your other papers and will also be emailed out to parents. ## **Sarah-Jane Durman, Group Scout Leader** **Acting Chair for this AGM meeting. 30[th] June 2022** ## **Appendix (ii).** ## **GSL report AGM June 2022** This year has been a relatively normal back to scouting year after the last few Covid lockdown years Sadly, our treasurer John Kingsmell died in December. He had been a stalwart of the group and our treasurer for many years. He will be greatly missed by everyone. Luckily one of our Explorer’s mums Shelley Falcon, has agreed to be our treasurer and has produced this year’s accounts. Our grateful thanks go to her. Bruce Pyle our group secretary has also decided to step down after many years taking minutes, writing letters and sorting utility services. He will be missed but I am sure he will still help out for various activities. I would like to thank him for all his hard work. Nick Carruthers, our able quartermaster, has also decided to step down. He will remain helping the new quartermaster until December, to hand over all his information. Again, he has run the stores for years and been a very valuable resource for us to use to buy our equipment. He has researched the best buys for the group and maintained some of older equipment so it can go on for a few years. Again, thank you for all your hard work. There has been a slight increase in our young people attending for meetings, which they all enjoy due to all the volunteer leaders making very interesting programmes, teaching them important lifelong skills, both scouting and life skills. There has been a beaver sleep over, short cub and scout camps in October half term, explorer overnight camps, visits to the fire Station, bat walks, night hikes plus some very interesting talks from outside speakers. All our young people appear to enjoy themselves and often ask if they can bring their friends to join the group. The group was also asked to represent Bromley scouts in the Queen’s Platinum Jubilee parade through Bromley in June. We were supported by the girl guides, police, army and air force cadets. Their drum corps leading the parade, loudly announcing the parade to the packed high street. The young people who attended all looked very smart and were rewarded with a ‘goodie bag’ of mementoes from Bromley Council. In November we held our annual remembrance service after being unable to hold it for two years. We were actually able to thank and say goodbye to our retiring chairman Dale Martin, and retiring GSL Jeannette Elliott. They were awarded their service awards- Dale his 40 years and Jeanette her 30 years. A lifetime of service and dedication between the. It was lovely to see many of our past leaders and scouts on this occasion. Congratulations to Hannah Harvey on achieving 30 years in scouting, Paul Musk a 5- year award and Joe Collier on a Jack Petchey leader award which has been used to buy a new marquee. Two of our Beavers, Hari Hughes and Henry Livingstone have also achieved their Chief Scout Bronze awards. Two scouts achieved Jack Petchey Awards have gone to Jack Lindsey and George Zelenov. They have yet to decide how to spend their grants. We applied for more grants but were unsuccessful in our bids. We are hoping to recruit another secretary, a chairman and a quartermaster from our various parents or supporters to join our jolly team. My thanks should go to all the sectional leaders and young leaders as well as the other valuable volunteers who contribute their time, energy and skills to the group. The buildings and grounds need continually maintaining so regular maintenance days are held, the stores need sorting and new equipment bought, so that camps and evenings using items from the stores can be run successfully. Our important archives are kept well catalogued and kept in pristine condition by Steve Holman and his Archive team. We also have to maintain our lettings as these raise valuable income for the troop. We have welcomed some new occasional helpers and some new sectional leaders this year. Hopefully the next year will see regular camps, hikes and lots of other the scout activities that we all enjoy and what make scouting such a valuable life long adventure. Sarah-Jane Durman Group Scout Leader. ## **14th Bromley Scout Group Receipts & Payments Accounts** ||||Year start date
**01-Apr-21**|Year start date
**01-Apr-21**|Year end date
**31-Mar-22**|Year end date
**31-Mar-22**|| |---|---|---|---|---|---|---|---| ||**For the year**
**from**||**01-Apr-21**||||| ||||||||| |**Receipts**|||||||| |**Membership, activities and other**
**income**|**Unrestricted**
**funds**
**£**
**9,100**
**3,272**
**5,828**
**440**
**935**
**4,160**
**-**||**Restricted**
**funds**
**£**
**-**
**-**
**-**
**-**
**-**
**-**||**Total funds**
**£**
**9,100**
**3,272**
**5,828**
**440**
**935**
**4,160**
**-**||**2020-21**
**Total funds**
**£**| |Membership subscriptions|**9,100**||**-**||**9,100**||**4,387**| |Less : Membership subscriptions paid on
to District / County/ HQ|**3,272**||**-**||**3,272**||**2,926**| |**Net membership subscriptions retained**
**by Group**|**5,828**||**-**||**5,828**||**1,461**| |Donations|**440**||||**440**||**-**| |Gift Aid|**935**||**-**||**935**||**2,135**| |Activity Income|**4,160**||**-**||**4,160**||**1,465**| |Group Centenary Events|**-**||**-**||**-**||**-**| |**Sub total**|**11,363**||**-**||**11,363**||**5,061**| |**Grants**|**9,100**||**-**||**9,100**
**-**||| |Govt - Covid 19 - Hospitality Sector|**9,100**||||**9,100**||**14,000**| |Govt - Lockdown Grants|||**-**||**-**||**6,193**| |**Sub total**|**9,100**||**-**||**9,100**||**20,193**| |**Fundraising (gross)**|**-**
**-**||**-**
**-**||**-**
**-**||| |Fundraising for Group / Others|**-**||**-**||**-**||**-**| ||**-**||**-**||**-**||**-**| |**Sub total**|**-**||**-**||**-**||**-**| |**Other Income**|**-**
**14,388**||**-**
**-**||**-**
**-**
**14,388**||| |Bank interest|**-**||**-**||**-**||**-**| |Hall Rentals|**14,388**||**-**||**14,388**||**8,593**| |**Sub total**|**14,388**||**-**||**14,388**||**8,593**| |**_Total Receipts_ **|**34,850.56**||**-**||||| ||||||**34,851**||**33,847**| ||||||||| **----- Start of picture text -----**
t
For the year 01-Apr-21 o 31-Mar-22
from
**----- End of picture text -----**
## **Payments** **2020-21** |**Payments**|||||||**2020-21**| |---|---|---|---|---|---|---|---| ||**Unrestricted**
**funds**
**£**
**8,434**
**4,357**
**37**||**Restricted**
**funds**
**£**
**-**
**-**
**-**||**Total funds**
**£**
**8,434**
**4,357**
**-**
**37**
**-**
**12,829**
**249**
**417**
**3,389**
**730**
**5,854**
**2,485**
**2,803**
**25**
**15,952**
**286**
**-**
**-**||**Total funds**
**£**| |Youth programme and activities|**8,434**||||**8,434**||**1,199**| |Scouting equipment|**4,357**||||**4,357**||**-**| ||||**-**||**-**||**-**| |Uniforms (inc Scarves, Polos etc)|**37**||**-**||**37**||**569**| |Group Centenary Events|||**-**||**-**||**-**| |**Sub total**|**12,829**||**-**||**12,829**||**1,768**| |**Headquarters running costs**|**249**
**417**
**3,389**
**730**
**5,854**
**2,485**
**2,803**
**25**||**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**||||| |Rates|**249**||**-**||**249**||**-**| |Water and Sewerage|**417**||**-**||**417**||**185**| |Gas, Electricity|**3,389**||**-**||**3,389**||**3,028**| |Telephone, Broadband|**730**||**-**||**730**||**751**| |Insurance|**5,854**||**-**||**5,854**||**5,629**| |Maintenance|**2,485**||**-**||**2,485**||**3,808**| |Cleaning|**2,803**||**-**||**2,803**||**2,868**| |Hall administration|**25**||**-**||**25**||**-**| |**Sub total**|**15,952**||**-**||**15,952**||**16,269**| |**Administration**|**286**||**-**
**-**
**-**||||| |Printing, postage,AGM expenses,
presentations,etc|**286**||**-**||**286**||**69**| |Donations|||**-**||**-**||**-**| |Sundries|||**-**||**-**||**-**| |**Sub total**|**286**||**-**||**286**||**69**| |**Fundraising expenses**|||||||| |Fundraising costs|||||**-**||**-**| |**Sub total**|**-**||**-**||**-**||**-**| |**_Total Gross Expenditure_ **
**Premises Improvements**
**_Total payments_**
**_Net of receipts/(payments)_**
**_Funds as at 1 April 2021_**
**_Funds as at 31 March 2022_**|||||||| ||||||**29,067**||**18,106**| ||||||**-**
**-**||| ||
**-**||||**-**||**-**| ||**29,067**||**-**||||| ||||||**29,067**||**18,106**| ||||||||| ||**5,784**||**-**||**5,784**||**15,741**| ||**29,295**||**- 2,506**||**26,789**||| ||**29,295**||**- 2,506**||**26,789**||**11,048**| ||**35,079**||||**35,079**||**26,789**| ## **Statement of assets and liabilities at 31 March 2022** |**Cash funds**|**Unrestricted**
**funds**
**£**
**30,252**
**668**
**30,920**
**- 2,415**
**5,155**
**- 996**
**32,664**
**667,358**
**31,485**
**-**
**698,843**|**Restricted**
**funds**
**£**
**2,415**
**-**
**-**
**2,415**
**-**
**-**
**-**
**2,415**
**-**
**-**
**-**
**-**|**Total funds**
**£**|**Total funds**
**£**|**31-Mar-21**
**Total funds**
**£**| |---|---|---|---|---|---| |Bank current account|**30,252**||**32,667**||**28,761**| |Bank deposit account|||**-**||**-**| |Cash/Floats|**668**||**668**||**534**| |**Other monetary assets**|**30,920**||**33,335**||**29,295**| ||||**- 2,415**
**5,155**
**- 996**
**-**
**35,079**
**-**||| |Monies prepaid by members for future
activities (net)|**- 2,415**||||**- 1,611**| |Accrued Income receievd in April|**5,155**||||| |Accrued Costs|**- 996**||||**- 895**| |**_Funds available for Group_**
**_use_**
**Other Assets**|||||**-**| ||||||**26,789**| ||||||| |Land and buildings at insurance declared
valuation|**667,358**||**667,358**||**611,378**| |Equipment, furniture etc at insurance
declared valuation|**31,485**||**31,485**||**47,767**| |Other|**-**||**-**||**-**| |**Sub total**|**698,843**||**698,843**||**659,145**| ||||||| **The above Receipts and Payments Account and the Statement of Assets and Liabilities were approved by the trustees on 12 May 2022 and signed on their behalf by** |**S-J Durman**|**Acting Chairman**| |---|---| |**S. I Falcon**|**Treasurer**| Independent examiner's report on the accounts Report to the trustees 14 Bromley Scout Group On accounts for the year 1 April 2021 to 31 March 2022 Charity no 303551 Set out on pages 1to3 Iirmember to Indud* the page nuTnbe(s addiiiofjal 5lieelr￿ J Respective The chanty's trustees are responsible for the preparation of the accounts. responsibilities of The charily's trustees consider that an audit is not required for this year trustees and examiner under the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to-. examine the accounts under section 145 of the 2011 Act, lo follow the procedures laid d¢)wn in the general Directions given by the Charity Commission (under section 145 (51(b} of the 2011 Act, and to state whether particular matters have come to my attention. Basls of Independent My examination was carried out in accordance with general Directions given 8xamIne￿S statement by the Charity Commission. An examination includes a review of Ihe accounting records kept by the chanty and a comparison of the accounts presented with those records. 11 also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from the trustees conceming any such matters. The procedures undertaken do not provide all the eviden￿ that would be required in an audit, and consequently no opinion is given as to whether the accounls present a 'lrue and fair, view and the report is limited to those matters set out in the statement below. Independent In connection V￿th my examination. no matter has come to rny attention '. examiner's statement 1. which gives me reasonable cause to believe that in. any material respect, the requirements.. to keep accounting records in accordance with section 130 of the 2011 Act,. and to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act have not been met '. or 2. to vthi¢h, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Signed: Date: June 2022 Name: Peter Easlwood Address: 1 Sidewood Road New Eltham London SE9 2EZ Section B Disclosure Only complete if the examiner needs to highlight material problems. Give here brief details of any items that the examiner wlshes to disclose.