2023-03-31-accounts - Sudbury District Scout Council

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Annual
General
Meeting
And
Annual
Report
2023
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' Sudbury District Scout Group AGM Thursday 13th. July 2023 7.30 At Bradfield Park Campsite

Charity Registration Number 3065

SUDBURY DISTRICT SCOUT COUNCIL

Annual General Meeting 13/07/2023

Bradfield Park Scout Campsite

Bradfield Combust Scout Campsite

AGENDA

Introduction and welcome

Apologies for absence

It has been a busy year for the campsite, especially for DoE campers.

To approve the minutes of the Annual General Meeting held on 09/09/2022

4. Governance topics

a. Adopt the model constitution from Policy, Organisation and Rules
b. Note the District’s financial year - 1st April to 31st March
c. Agree the number of members that may be elected to the Trustee Board as six
d. Agree the quorum for each of the District Scout Council (including this AGM), meetings of the District Trustee Board, meetings of any subcommittees as 5% of the eligible members or 6 (whichever is the greater) for District Trustee Board meetings or subcommittees and for AGM’s as 5% or 25 (whichever is the greater).

5. Review of the previous year

a. The District Commissioner’s review of Scouting in Sudbury District
b. To receive and consider the Annual Report of the District Trustee Board including the annual Statement of the Accounts

6. Making appointments

a. Re-appoint District President (Bill Hotchkiss) and Vice-Presidents (John Ineson and John Mullan)
b. To note any other supporters who may be admitted to membership of the District Scout Council, by the District Commissioner, the District Trustee Board or the District Scout Council. Youth Commissioner and Network Commissioner required
c. To approve the District Commissioner’s nomination of the District Chair (Vincent Quattrucci)
d. Election of the District Secretary (Jan Jennings)

Earlier in the year saw the completion of the Cresta/sledge run. The caving unit has also been refurbished. We have also added tomahawk throwing to our list of activities. These activities have been very popular with our campers. In March the much needed refurbishment of the toilets in Lunney Lodge were finished thanks to Phil Holland and his team.

Sadly our booking secretary Martin Brooks gave notice that he was stepping down at the end of January. Mitch Laws volunteered to take over the role and has done sterling work updating our booking system. The bookings can now be done on OSM. Arnaud Therin our camp warden also stepped down at the end of January and up until now we have not been able to replace him. Phil Holland, Bill Evans and Peter Thompson are doing a fantastic job looking after the site, however we do need more volunteers to keep the site in good order.

Please do remember that Bradfield Park scout campsite is jointly owned by County, Bury and Sudbury Districts

Jenny Mullan

Bradfield Park Scout Campsite

e. Election of the District Treasurer (John Wiseman and Bryan Mayles to allow a smooth handover process)
f. Elections of members to the District Trustee Board (Jenny Mullan MBE, Richard Cutting, Alan Cummins, Brian Clampin, Graham Smith and Mark Chadwick)
g. To approve the District Commissioner’s nominations to the District Trustee Board
h. To appoint the Scrutineer

District Explorer Scout Commissioner Report AGM

During the last year, we had a summer camp at Hawkhirst Scout Activity Centre with explorers attending from Quay, Bures, and Stour Valley. This was well attended and the various activities on hand included archery, axe throwing, climbing, raft building, team building and paddle boarding to name a few, and not forgetting the trip to Hadrian’s Wall.

There was a slight problem with the minibus, which came back on an AA truck with the trailer behind it. We all can’t thank Tong Waring enough for driving up to collect us with Jo and bringing us back safely.

This year there is a camp at Herringfleet at the end of August for a few days and there are around 16 explorers wishing to attend this.

Currently there is the Explorer Challenge in August, however, the deadline for entries is the end of June. A reminder is being sent out.

We have 8 explorers from within district attending the World Scout Jamboree in South Korea in August and am sure they will all have an amazing time and look forward to hearing about all their experiences upon their return.

This year 53 explorers and leaders from three units took part in the monopoly run in London and we all travelled down on a coach which made the logistics of sourcing minibus drivers etc less of a headache. All the teams did very well, however, the leaders won again!!

The numbers of explorers in the district are ever increasing within all the units, however, we had to make the sad decision to close a unit due to low numbers. Those explorers attending were given the option to attend another unit’s which they have.

Also, I have some ideas for next year that include the monopoly run, jailbreak and camps to name a few, archery and rifles taster sessions and a district archery and riffle competition.

DofE has been running this year within the district with a Bronze taking place already and Silver taking place later in the year.

I would just like that thank all the explorer leaders in the district for all the hard work they are doing. I have a good team around me with Alan and all the explorer leaders and their assistance and support are invaluable.

Julie Penney Sudbury District Explorer Scout Commissioner

Minutes of the District AGM held on Friday 9[th] September 2022 at Great Cornard Scout HQ.

1. Welcome:

Vincent Quattrucci took the Chair and welcomed attendees.

CS read the Statement from Bear Grills with regard the loss of the Queen and we held a minute’s silence.

2. Attendance and Apologies

List attached

3. The Minutes of the AGM on 8[th] October 2021

Were agreed and accepted by a show of hands

4. The District Treasurer presented the annual accounts.

There is a small deficit, expenses are below budget. The next two years will be difficult for Groups and they will need to Plan and budget their finances. He is available to assist Groups.

The number of youngsters in the District are rising. The refund for membership for the past two years has been refunded to Groups. There were no questions from the floor.

He proposed

a) The adoption of Barclays as our bankers
b) That Passmore Weeks and Richardson should be approved as our external examiner. c) This was accepted by all by a show of hands

5. District Commissioners report :

This is contained within the booklet. She commented on the opening of Squirrels and Glemsford Group

6. Section Reports:

All contained within the booklet, There were no other additions to the reports

7. District Commissioners nomination for Chairperson (ex officio)

DC nominated Vincent Quattrucci, who accepted the nomination and would continue in post All in agreement by show of hands

8. Election of:

District Secretary: Jan Jennings (ex officio) to continue in post District Treasurer: John Wiseman (ex officio): to continue in post.

Proposed: Julie Penny Seconded: Alan Cummins. All in agreement

9. Approval of DCs nomination for Executive Committee: ADC Rep: Gordon Edgar SAS Rep: VACANT Young Leaders Rep: Megan Harding-Payne Graham Smith ADC Squirrels: Carolyn Spraggons ADC Special Needs Proposed en bloc by Julie Penny. Seconded by: Alan Cummins. All in agreement

10. Election of Council Members to District Exec:

GSL Rep: VACANT DAAD Chair: Brian Clampin Group Chairperson: Mark Chadwick Parent Rep; VACANT Proposed en bloc All in agreement 11 District Team DC; Charmain Southgate DDC Jenny Mullen, Richard Cutting and Alan Cummins DAS: Paul Remblance DDAC: Brian Clampin DLTM: Steve Challis All in agreement 12. Bradfield Development Committee Representatives: DC, Gordon Edgar, Vincent Quattrucci All in agreement 13. Awards

Charmain presented Wood Beads and Keith Barber from County presented Julie Penny with her beads and she renewed her promise, Service awards were also presented.

Vincent Quattrucci closed the meeting and thanked everyone for attending. He also passed on thanks to Charmain DC for all her hard work within the District, and all members of the Exec Committee for their time and contributions.

Alan Cummins showed a video of Young Leader/Explorer activities and Explorers and the Explorers provided refreshments of burgers/sausages to attendees.

St. Georges Day Annual Sudbury District Parade

& Service.

Sunday 23rd April 2023

Held At

Holy Trinity Church Long Melford

Lead by the

Sudbury District Cubs Annual Report

It’s been a comparatively quiet year for Sudbury District Cubs. As the restrictions from previous years were lifted so many postponed events finally happened and it was hard for our Cub packs to find time to fit everything in. We did hold our district camp at Skreens Park which was attended by 4 packs. The Cubs had a great time; axe throwing, crate stacking, caving in a bus, bouldering and doing a leap of faith. As well as a memorable camp fire, wide games and lots of fun.

In October we ran our “Challenge and Adventure” day at Bradfield park. This time the Cubs had the opportunity to have a go at climbing, first aid, the cresta run, air rifles and lots more getting them all well on the way to completing their Outdoor Challenge.

Sadly, our sleepover at Kelveden Hatch Secret Nuclear Bunker had to be postponed again and will take place later in the year.

We did however, have a very soggy day out paint balling near Thetford. Half a dozen or so cub packs donned their green suits and pelted each other with balls of paint round various courses set out in the woods.

We were sorry to lose our Lavenham Cub Pack this year. A big thank you must go to Adam Rayner and his team for the all the hard work they have put in to keeping the group going for so long. On a more positive note, we were pleased to welcome a new Cub pack to the district, 1[st] Glemsford. Again, our thanks go to everyone at District and Glemsford who made this possible and welcome Darren, Tom, Courtney and Mary to the District.

We had to say a few goodbyes this year; to Martin Richards, who passed away, who helped teach first aid to so many cubs and leaders both at district events and pack meetings.

To Sharon Eames and Brain Phillips who stood down from 1[st] Kedington Cubs after many years running a very successful programme. We know they haven’t left us permanently and are always about to help out.

Cathy Challis ADC Cubs Cliff Dark ADC Cubs

Colchester Pipes and Drums

We had a very successful boat trip with the Stour Valley trust .The Squirrels also attend Remembrance parade and service, especially after a very successful turn out for Long Melford Group last November. A Christmas party and a visitor in red , also a visit to Steeds meadow, sheltered accommodation, was repeated just before Easter at their request, as they enjoyed meeting the Squirrels so much. A good mix of young and old.

Squirrels have continued to have a varied program, we now have play dough and other activities, lots of books, pom poms for the parachute, filling badge gaps. We celebrated our first year with balloons, cake, balloon modeling and more.

We have regular features in the Long Melford what’s on magazine. Six Squirrels also joined Beavers and visited Duxford on 1[st] April 2023. Squirrels also attended St Georges day parade and got damp with everyone else!

We had awarded one acorn award and awarded 8 more acorn awards at our recent AGM.

We/they have been very lucky with support from our Executive and Management Committee. Who have provided uniform for leaders, and Squirrels. Funding for a flag, (pole courtesy of Vince) badges, neckers and all expenses for the first year. The executive treasurer David and the GSL managing their money and collection of subs.

We have a what’s app group for leaders. A FB closed group for Squirrel parents to join. Both very successful.

We attended the County Trip to Stonham Barns in June 2023.

Unfortunately we do need to recruit some more leaders to continue with our success, for September 2023. Leaders are unable to commit to every week so we need to work out another way forward which doesn’t include the BSL, ADCSS running any weeks.

Sudbury District Chairman Report

2022/2023

I've now been lucky enough to be Sudbury District Chairman for 5 years. It's been an honour getting to know many of the volunteers involved in Scouting and witness the great provisions they provide but, and unfortunately there's always a but, they do need more help as we currently have a need for more adult volunteers to ensure these fantastic provisions are able to continue at the current level or even be improved. It doesn't have to entail a massive time commitment but we do need more help to continue.

I've been lucky enough to visit every Group in District over the last twelve months with 1st Haverhill being the only exception. It's been a fantastic opportunity for me to witness first hand how each Group operates and meet so many people.

If anyone here or knows someone that may be interested in getting more involved with Scouting please see myself, Charmain (DC) or anyone on the District Executive Committee to discuss roles further.

Many thanks to all for a successful 12 months.

Vincent Quattrucci Sudbury District Chairman

On the whole a good and very successful start.

YIS

Carolyn Spraggons ADCSS, BSL, TA

Sudbury District Commissioner Report AGM

Another year in Scouting has flown by and we have increased our numbers of young people in our District, we should however all take a moment to reflect on what we have achieved and to thank all our members for the monumental efforts that everyone has made to keep Sudbury District successful.

We have had much to celebrate over the last 12 months, we celebrated the 1[st] Birthday of Squirrels in Long Melford, Growth of Young People across District, fantastic training and Young Leader training, Overnight experiences, District Activities, successful DOE expeditions, Adventurous Activities opportunities and Top awards in all sections, DOE awards and many congratulations to Helena Read-Luxton for achieving her Queens Scout award

Thank you to everyone who attended this year’s St Georges Day Parade in Long Melford the first one face to face for a number of years, I am sure everyone who attended appreciated being back to some sort of normality, congratulations to those who received Wood Beads and Service awards and to Louisa Wood and Harry Bird this year’s recipients of the Colonel Probert Award.

Unfortunately the weather was not great so fingers crossed for Sunshine in 2024. From the Team and I, we would like to thank every leader, occasional helper, exec member, parent and guardian who helps to keep Scouting well and truly on the map in Sudbury District. Without you all there would be so many adults with 2 hours a week spare on their hands!

We all deserve a thank you, but we should not forget the young people, they are the reason we are involved and we will continue to offer the most exciting Scouting opportunities in Sudbury.

Please remember we are all just ordinary people doing extraordinary things. Thank you

Charmain DC

. 1[st] Long Melford Squirrel Scouts report for District (taken from reports given to District and exec over the last year. )

The Squirrel Drey opened on 1[st] April 2022 with 12 members, increasing to 15 after May Half term, has been running to full capacity of 18 since September 2022,when the first 2 Squirrels also moved onto Beavers. We had a very successful launch, visited by DC and Vince. Photos in the local Melford magazine and posted on District web site. Cakes included. Generally we don’t need to advertise, we have had to be strict about our admissions policy which we previously used for Beavers, we cannot accommodate the whole District unfortunately., initial problems with this hopefully have been sorted. We started with two new leaders, this has changed since with more new leaders on board. Initial training modules completed, learning on the job. I myself covered every week the first term, after initial ceremony teaching, investitures, some songs, I have not been leading generally, The SSL over seeing. September 2022 we have two new parent SAs who have been running evenings and filling in where needed on a rota, the down side is they plan to follow their Squirrel Scout through to Beavers, Lynda decided to stay at Squirrels after her son moved to Beavers September. We have since recruited David also, who loves his risk Assessments! He will move up to cubs September. I have helped on rota and filled in at short notice when needed. They also have a parent rota as have a 1:6 inside the building and a 1:4 outside. Definitely needed. Fairly well supported. A clever Beaver Parent cut an oak tree from MDF, it has hooks and is used for named acorn shapes to hang on and Squirrels sign their selves in, another parent cuts these for us. We’ve had two very successful planning meetings and last terms was via emails, as leaders all work. I am still helping with this. All leaders have navigated OSM, badges, POR, learning about Risk assessments, and come up with many and varied ideas between them. The summer term included Squirrels using strikes to light a small fire, as the SSL is forest school trained, making pop corn, smoores ,(the BSL needs to up her game!) they have covered various badges, both inside and out. I especially liked the Den building for their Teddies. We use a parachute for songs and games, acorns and animals on top. We have hoops, carpet squares to sit on. We have been supported by the local library who have donated some books. Squirrels also had a visit and did investitures there. Eight Squirrels joined Beavers on a warm Saturday in June 2022 at the Country park for den building, mini beasts hunt, leaves, trees, and more, and 3 hiked back to HQ with Beavers achieving their hikes 1 badge. The fire appliance visited the HQ at the end of the summer term with a very different wet night. Many photo opportunities.

2023 SJb Distrid Scout Couwil

Sudb District Scout Council Financial for the Year Ended 31 March 2023 General Infornll0n Client Approval Certificate D2tsiled Profit and Lots AccAMmt Ba]anee Sheet Notes to the Financial Sta*ments

Sudb District Scout Council Generdl Inftjrniation for th¢ Year Ended 31 M 2023 PROPRIETOR: Sudbwy Distrid S¢4xrf cour11 ADDRESS: clo Mr J Wiseman IS Meetin8 Field LA)ng Melford Sudbury Slaffolk COIO 9JZ ACCOUNTANTS: Pasynor¢ Weeks & Ri¢hardwn {A Xeinadin Group Comp8ny) Suffolk Court 9 Church Field Road Chilton IThJustri81 Ftstate Sudbury Suffolk COIO 2YA

Un8udite ear Endd 31 In accordance with our term5 of ¢rIge¢t w¢ hiv¢ prerAred for yow tpyovil th¢ financial 51a¢evTr¢nts of sbry Districi S¢oui Council for Ihe yw ended 31 Marth 2023 on pages four SÉX from the accourbtlD8 records wid froni iiiformati¢)n and explanation5 you have 8ivets . This rrport is ma<[¢ solely l(F YOU in 4¢¢(*dance wilh 0r tenns of cngagem¢nt. Our Work has been undertaken solely to Prepar¢ for your approval th¢ fi0cIal statements of sUdry District Scout Councal and $tsie thos¢ matters that wt hav¢ agr¢¢d to statc to you in thi5 Por& Tts the fullest ext11 perniitted by law, we do accept or 85sun reSnSibIlity to at)yon¢ (th¢r than you f our wY>rk or for this rert. You have apprtsvcd the financial staionents for the year ended 31 Nlarch2fy23 and have acknowledged your re5pon5ibiliry for them. for ihe appropriaieTK$5 of th¢ financi8] re[in$ framework adopted and for providing all information Ind ¢xpS8nations necessary for their compilAtion. W¢ have not verified th¢ aT4¢y or wnpletrne55 of the 0nting r¢cords or infomiatioii and ¢xpjan81ic you have givetl us End we do not, therefm ex ony ¢)piTrion on the financial sthtanen Ptort wee & RIch50n (A Xeinaditi Group Cojnpany) Suffolk Couzt 9 Chur¢h Field Road ChiltoTh Industrial £&t¢ Sudbury Suffolk COIO 2YA P88e 2

Uneudi*d Financial Statements ftir the Ye#r Ended 31 March 2023 Sudbu District SCO Council In a¢¢ordanv with the tern of engagement of P&wnore Weeks & Richardson, l approve the financial statements for the Y ended 31 March 2023 which comprise the Profit and t A¢wmL the Balance Shed and the related notes. acknowledge my re5p)nsibility for the financi statemort¥ including the #Fyropriateness of the accounting basis as set out in note I, and for providin8 Passmore Weeks & RiChardn with ail inforniation and eXplAn10n$ nec¢ss8ry for their cornpilation. J Wiseman

out Detsiled Profit and Loss Acco for the Year Ended 31 March 2023 31.3.23 31.322 Membership fees Memb¢rship refi(&- County Cubs actÉvities Scout a¢tiYiti¢s Ik>nation5 Badge$ Distrirt events Explorer a¢¢ivities 41048 412 4J50 36.168 348 473 45 i¢)0 265 138 365 30 47,343 37,459 Other imcome Gift aid Closed group fitnds Deposit 8CCOUllt inter&%i 505 7J41 55233 37,461 Expelldlture 75 431 120 405 145 55 190 261 85 73 1.6(K> 33,743 Insuran¢¢ Postage Station¢ry Mileage Bad8es Training Si Georges day Donation5 paid Subs to HQ- prev year Subs refvnds Cubs activities Distri(x a¢iivities Explorer activities IT, admin and me¢tings Depreciation of tangible fixed tsseL8 Plant and machinery Dis¢rirt AGM expenses 188 448 203 169 125 38.368 744 4.063 955 243 88 850 295 654 763 30 NET PROFITI([) 722

Sudbu District Scout C urKil Balance 31.3.23 31.3.22 FIXED ASSETS Tangibl¢ &ssets 3.869 3,613 CURRENT ASSETS Trade debtors Bank- Explorers Bank- Cubs Bank- Scouts Bank. Barelays Curth A¢Unt B3nk- Beav¢rs Bank- Barclays premium Account Bank- Jatnboree Bank- Reserved Funds 748 7(M) 3J49 452 3,843 1.509 8548 4,401 701 3258 453 4.401 lJ12 8566 4.411 NET ASSETS 27.163 FINANCED BY RESERVES AND FUNDS R¢s¢rv¢s Restrictcd rr¢S 27.171 27,163

Sudbu District Scout Coun¢il Notes t e Financial St8tements for the Year Ended 31 March 2023 ACCOU[lNG POLICIES B8Sis of preparing the fiADcil sttemnts The finan¢ial statements have tren compiled on a basis which enables pofits to t cai¢ul*ed in accordance with 8encrdlly accepted atIng iYa¢ti¢¢ and which rffovides thient arml relevant informtition to enable the ¢ompletion of a tax retUnL TANGIBLE FIXED A&SETS Plant and mh]nery COST At l April 2022 Additions 4,014 618 At 31 March 2tr23 DEPRECIATION At l April 2022 Ch8r8e for year 401 362 Al 31 March 21Y23 763 NET BOOK VALUE At 31 Mareh 2023 At 31 March 2022 DISTRIcf FUNDS For District S¢c4ion Activiti¢S Other Fund5 For District Runnin8 Cl% Reserves 6,068 11,569 4,258 8.566 Totsl in Bank 30.460 RESERVES At l April 2022 ProfiLI{loss) for the year Prior year adjustme 27,163 6,765 401 At 31 Mah 2023

2023 SJb Distrid Scout Couwil

Sudb District Scout Council Financial for the Year Ended 31 March 2023 General Infornll0n Client Approval Certificate D2tsiled Profit and Lots AccAMmt Ba]anee Sheet Notes to the Financial Sta*ments