## 1st Dereham Scout Group Annual General Meeting (“AGM”) 9 July 2022 ## Agenda |1.|Welcome and Apologies...........................................................................................3| |---|---| |2.|Approve Minutes from the 2021 AGM.......................................................................3| |3.|Group Executive Chair Report..................................................................................3| |4.|Annual Report and Accounts....................................................................................4| |5.|Section Reports........................................................................................................5| ||5.1.
Beavers..............................................................................................................5| ||5.2.
Cubs...................................................................................................................6| ||5.3.
Scouts................................................................................................................6| |6.|Approval of the Group Scout Leader’s nomination of the Group Chair.....................7| |7.|Election of the Group Secretary...............................................................................7| |8.|Election of the Group Treasurer................................................................................7| |9.|Election of members of the Group Scout Council to the Group Executive Committee| ||7| |10.
Date and Venue of 2023 AGM...............................................................................7|| |11.
Close of meeting...................................................................................................7|| Page 2 of 8 ## **1.Welcome and Apologies** I would like to welcome you all to this, the 2022 AGM for the 1st Dereham Scout Group, and to introduce myself, Alex Arnold, the Chair of our Executive Committee. I would also like to welcome our District Chair, Richard Green. We have received apologies from our Beaver leader, Tracey Bingley and our Cub leader, Mary Lonsdale. For those who may not be aware, this Scout Group is a registered charity and is required to be organised and operated in line with a strict set of guidelines set by the Charity Commission and backed up by the Scouting organisations Policy, Organisation and Rules (“POR”). Our primary purpose is to continue to provide a safe, enjoyable, and inclusive setting for children ages 6 – 14, helping to give them the skills they need for school, college, and university, and of course for their life beyond education. ## **2.Approve Minutes from the 2021 AGM** The minutes from last year’s AGM are available to anyone to review. Otherwise we will take them as read and Claudette can sign them off as she was standing in as Chair for last years AGM. ## **3.Group Executive Chair Report** The Executive Committees in every Group helps to manage the Groups funds and provide the equipment and buildings for our leaders to deliver the best possible scouting. As a Group, we currently have one Beaver, Cub and Scout section down from two of each in years gone by. The fall in numbers is predominantly a result of COVID and we are keen to build the Group back up to our former strength. If you know of children who may be interested in scouting, please tell them about 1[st] Dereham. We are always looking for support of dedicated adult volunteers. You may be interested yourself or might know someone who could help us; in uniform within one of the sections, as a member of our Executive Committee, as an informal volunteer for activities or may be willing and able to pick up a paintbrush or hammer as part of a working party. Please let us know if you would like further information on how you may be able to get involved as your help really makes a difference. London Road Pre-School uses this space from Monday to Friday during term-times, having recently increased from four days a week to cater to demand. The Pre-School is a real asset for the community and provides the Group with a vial revenue stream. This building is Grade 2 Listed and needs continual maintenance and investment. In the last year we have installed a fire alarm system to ensure the building is safe and have replaced the flooring in the girls’ toilets. We are in the process of refreshing the entrance to the building, having repainted the notice board and created raised flower beds. We have a long list of jobs to be completed in the coming years, including; replacing a handful of roof tiles, repairing and ultimately replacing most of the building’s windows, replacing a number of the doors in the building with fire doors and a substantial project of replacing the girls and boys toilets. Page 3 of 8 Today we will present the annual report and accounts for your consideration, elect and nominate members of the Group Committee and will hear what each section has been up to over the last 12 months and has planned for the future. Alex Arnold, Group Executive Chair. ## **4.Annual Report and Accounts** Our Group Treasurer, Linda Barnham will now present a summary of the annual statement of accounts, which are available for review today and will be independently checked by an external party and approved by the Executive Committee. ## **Introduction:** - The 2021/22 tax year has seen 1st Dereham Scout Group make a profit of £13,354.29. Although we have a healthy balance in our bank accounts, a good portion of this money is earmarked for maintenance projects we have planned for 2022/23. - Due primarily to COVID, we did start the year with fewer young people than before, and subs were not collected until May. Even though there our income was down, the utility bills, safety checks for gas, electrical appliances and fire safety equipment still needed to be paid for. There were also new expenses including engaging a cleaner and bank charges. ## **Grants** : - As we own the building as opposed to renting it, we are classed as a business. As such we qualified for a grant of £8,000 from Breckland Council. - The Group was also awarded a grant of £1,850 from Roys of Wroxham to pay for Pioneer poles and to replace the pole store itself, which we plan to do this summer holidays. - The Group also collected coupons from the local newspapers and the group was given £188.09 by Archant. - Central District also gave Scout Groups in the area £25 to go towards buying supplies for expenditure on COVID precautions. ## **Income:** - We receive rent from London Road Preschool, during term time. For several years the preschool has used the hall Tuesday to Friday, making good use of the outdoor space. In January 2022, the preschool began using the hall for 5 days a week – Monday to Friday. - St Nicolas Guides also pays to use the hall for their meetings in term time. - During the Summer holiday of 2021, Scout HQ was used by the government financed HAF scheme. For this, the group received £3,620 for use of the building and providing food and activities, most weeks of the summer school holiday. This money has been used to install a fire alarm system throughout the building. ## **Expenditure:** - In April 2021, it was decided that the unit badge for the necker should be embroidered onto the neckers locally, as the badges that were previously sewn on are now impossible to get hold of. - In November 2021, the Group was notified that there would be a charge of £5 for the bank account, with further charges for cash and cheque transactions. As two Page 4 of 8 signatories are required for Scout accounts, we had no choice but to pay this charge, as other banks do either not support two signatures or charge more. - In January 2022 the Group agreed to rent a Wi-Fi unit from Vodafone to help the Scouts with their badge work. - The charges for water usage were deferred during the lockdown but, from June 2022 payments by direct debit recommenced. - The electricity contract was due for renewal on 24 March and, although we know the cost of electricity will increase considerably in the coming year, we were able to fix for price we pay for gas until the contract is renewed in early 2023. - In March 2022, it was decided to engage a cleaner to do a thorough clean once a week. - The two biggest outgoings are the buildings and contents insurance at £2,007.48 and capitation which, among other things, pays for the personal insurance for the young people and adults in scouting. Capitation cost £2,080 during the 2021/22 tax year (£52 for 40 young people). Members of the Group Executive Committee can answer questions you may have now or after this meeting has concluded. Linda Barnham, Group Treasurer ## **5.Section Reports** We have completed our first post COVID year and the group continues to build itself back up. At present we have one Beaver Colony, one Cub Pack and a Scout Troop, together with a strong Group Committee. The Group had a stand at Dereham Recruitment Day at the Memorial Hall which was very successful and ended up with interest from young people and new joiners to the Group, we are however very short of leaders. The Beavers unit has one leader, with our Treasurer (Linda) helping – my thanks to her, she seems to be a natural with the young people. We do have a Treasurer, Secretary, a Group Chairman but do need more adults to come onto the Committee, only to meet once a month. If interested, please see my afterwards. Whilst on the subject of adults, we are looking for a few people to help with emptying a shed outside on Saturday July 23, for a couple of hours – we are having a new shed built and the old one needs to be taken down, once again please see my afterwards if you can help. In September, one of our Cub leaders, Geoff Shallo, will be returning to the Cub section and, with Mary, our current leader having left by that point. Chris, Tracey and I will be supporting Geoff on rotation. Lastly, I would like to give my thanks to all the leaders who give up their time week in week out. Without them we would not have a Group and indeed, the Group Committee, who keeps us on the straight and narrow. Claudette Webster, Group Scout Leader. Page 5 of 8 ## **5.1.Beavers** Since our last AGM in October 2021, we have seen our numbers decrease from 15 Beavers to 10, with five having gained their bronze award and have moved on to Cubs. We have been doing a lot of badge work including; the safety (first aid) badge, personal challenge, experimentation, and gardening. In November we took part in Dereham’s Remembrance Day Parade, which was well attended and, more recently in April, the St Georges Day Parade in Swaffham, which the Beavers loved, almost as much as the Jubilee coin they received. We also had a sleepover in the hall in April as part of The Norfolk Challenge and for the Platinum Jubilee our Beavers: 1. took part in a hike; 2. planted their own garden, just outside the hall – please feel free to take a look; 3. visited Withburga’s well in the grounds of Dereham church; and 4. had a party for the Queen. In September we are hoping to go to the fire, police, or ambulance station and in November are looking forward to another sleepover. I would like to take a moment to thank Caroline for all her help as my Assistant Leader and I’m sorry to see her leave. Last of all, I would like to thank Linda and Claudette for all their help as, without them, I could not run the Beavers program. Tracey Bingley, Beaver Leader. ## **5.2.Cubs** Over the last year the Cubs have joined many different meetings which have gone towards plenty of badges. Many of these meetings included; sailing, pottery painting, laser tag, face painting, climbing, woggle making and much more. Some of the badges we have covered range from: Athletics, Environmental, Home Help, First Aid, International and many more. As a six the Cubs can earn “sixer points” which get them a treat at the end of term. This teaches them to follow our Code of Conduct and if they break the rules, they lose points. Back in May we had a joint Cub camp with Mattishall Cub pack. The theme was Disney and we took part in many activities including; archery, wood spirits, making slime, camp fire and many more. The young people all enjoyed. We treated them all to a big bag of goodies and a badge for their camp blanket. On our board you can see some photos from the past year. The Cubs have recently just completed their personal challenge award, which included the challenge of no screen time for two weekends. This was the last badge the older ones had to complete before earning their Silver Award. On Monday, we have a litter pick hike which is the last thing they need to complete for their Jubilee Challenge, set by Norfolk scouts. I hope the Cubs have enjoyed their meetings as much as I have. I always try to keep the meetings fun and different to keep the young people interested in earning their badges. Page 6 of 8 ## **5.3.Scouts** The Scout section had a good year. Our numbers have increased and, by September, we should have more than 20 scouts. We had a busy term with The Jubilee Challenge, which we have all completed. You may have also noticed when you came through the carpark, that we have had a makeover with the help of the Scouts and we plan to plant roses in the memorial garden in September/October. Since the last AGM, two Scout leaders have left but we gained a new one and so now have three. I would like to give my thanks to Chris, who is my right hand and puts me right when needed – which is often, and also to our new leader, April, who is learning the ropes. Claudette Webster, Group Scout Leader. Page 7 of 8 ## **6.Approval of the Group Scout Leader’s nomination of the Group Chair** Alex Arnold was nominated last year to hold the role of Group Chair last year and is hereby nominated by the Group Scout Leader to continue in this role. Alex agreed to continue to hold this role and the Committee hereby agrees to elect him. ## **7.Election of the Group Secretary** Rachel Almond has been the Group Secretary since 2019 and has kindly agreed to continue to hold this role. The Chair hereby nominates her to continue in this position and the Committee agree to elect her. ## **8.Election of the Group Treasurer** Linda Barnham has been the Group Treasurer for four years and has kindly agreed to continue to hold this role. The Chair hereby nominates her to continue in this position and the Committee agree to elect her. ## **9.Election of members of the Group Scout Council to the Group Executive Committee** In addition to the Executive Committee roles we have just discussed, Chris Featherstone, Tracey Bingley and Julia Blanchette have each kindly agreed to continue to be members of the Executive Committee. We also understand that a parent of one of our Beavers has expressed her wish to join the Committee. She is unable to be here today and sends her apologies. Before we agree to elect these individuals to be members of the Committee, we should note that, as a registered charity, all Executive Committee members will be listed as trustees. We would also ask if anyone present here today like to volunteer to join the Executive Committee? No volunteers presented themselves. The Chair hereby nominates each of those parties mentioned to be members of the Executive Committee and the Committee agrees to elect them. ## **10. Date and Venue of 2023 AGM** The proposed date of the 2023 AGM is **Saturday 22 July 2023** at the **1[st] Dereham Scout Hall, London Road, Dereham.** ## **11. Close of meeting** The meeting will be followed by refreshments. We welcome the opportunity to speak with you and answer any questions you may have. Page 8 of 8 1ST DEREHAM SCOUT GROUP FINANCIAL 5TATEMENTS- 202V. TAX YEAR PROFIT & LOSS 1ST DEREHAM SCOUT GROUP FINANCIAL STATEMENTS- BALANCE SHE 31 Mar 2022 31 M•r2021 Flxed Assets Premises Equlpment Total Fixed Assets Current Assets Stock Debtors High Interest Atcount Allocated to capital projects Current Account Windows Account Iclosed Nov 20221 Total Current Assets 13,237.31 £ 21,004.00 5,637.53 £ 20,605.35 5,917.97 1.23 £ 26.524.55 £ 39.878.84 Current Llabllities Creditors Isubs to be repaldl Total LlabllltSes 213.56 213.56 213.56 213.56 TOTAL £ 39,665.28 26,310.99 Balance Bought Forward Gain/lLossl for year TOTAL 26.310.99 13,354.29 £ 39.665.28 I rqx)rt0nttE￿(￿ [￿d￿n￿L￿(hu￿d￿￿￿Its￿l133fortt￿￿￿tsI 31° M2rt12021. wlich ¥e I to 4. 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