## **A** nnual **G** eneral **M** eeting of 1st Normandy Scout Group Thursday 15[th] September 2022 at 1[st] Normandy HQ ## **Minutes** ## 1. Chairman's welcome with any apologies for absence David Lowther gave the welcome to the audience of approximately 20. Apologies: Tomas Schaefer, Catriona Ferris, Dot Towner, Alexis Shirtliff, Dominic Howard-Jones, Roger Prime,David Chambers, David Cunningham ## 2. Minutes of last AGM and any matters arising No errors, omissions or matters arising were reported. ## 3. Approval of AGM minutes The minutes of the previous 2021 AGM were approved. Approved by Alan Rice & Jez Phoenix Acceptance was unanimous. ## 4. Section reports ## **Beavers – Jez Phoenix** 2022 AGM Leaders/Helpers Jez Phoenix – Beaver Scout Leader Stephanie Smith – Assistant Beaver Scout Leader Ian Holmes – Occasional Helper – 01/03/2022 Will Phoenix – Otter Beaver – 24/09/2020 Young Leaders James Hurst Thomas Norton Currently, Beavers has 24 young people – 11 boys & 13 girls Waiting List 20 who could join but no spaces available. Area Beavers coming from Guildford, Ash, Fairlands, Wood Street, Seale, Aldershot and of course Normandy. Schools Numbers Autumn 2021 - 15 Spring 2022 - 15 Summer 2022 - 24 Lots of different schools. Great for the development for the youngsters to be making friends and mixing with other young people in their age group outside of their schooling, it is also good for their social skills. AGM Minutes 2022 So what have we been doing in the last 12 months? Activities Autumn 2021 Make Foam Rockets Make a Krazy Kazoo Coke and Mentos Clay Hands Make Aeroplanes, Helicopters and Hoop Gliders Make a Balloon car Junk Modelling Dreamcatcher Sparklers. Make Guy Fawkes Old Games - Skittles, Shove half-penny, etc. Fridge Magnet Go on Owl Walk Make Beaver Mask. Apple bobbing. Learn a phrase in French. Cook a French dis Spring 2022 Make a Thunder Clapper Cool Experiments Burns' Night - 25th Jan. Bag Piper Toilet roll Chinese New Year 01/02. Year of the Tiger Experiment - Making a Volcano Make Pancakes 25th February Make a marble run Make a musical instrument Blow-up Glove Easter Trail Summer 2022 Make and fly a kite Pond Dipping Blindman's Trail Make 2 different sandwiches Visit Adventure Park Make biscuits Women's Euro Football – Make the Trophy Visit the Fire Station Build a den Camp Fire - Marshmallows, chocolate digestives and songs. Make Fruit Salad Hike Away - Puttenham Heath Common Events St.George’s Day parade – 24/04 (last one 2019) Bazzaz – 21/5 Merrist Wood over 2,000 Beaver Scouts (last one 2018) – 17 Beavers Legoland – 25/6 (last one 2017) – 17 Beavers Sleepover (last one 2019) – Wizard Themed - Autumn 2021 – 21 Beavers Sleepover – Jubilee Themed – Summer 2022 – 16 Beavers Badges It’s fantastic to see that there is so much interest in Beaver Scouting in Normandy. The young people love coming down to the Scout Hut every week and experiencing new activities each week. They may be small but they can make a lot of noise! We have a lot of fun! I would like to thank everyone who makes it all happen. All this wouldn’t happen if I didn’t have the support of the parents – thank you. I would also like to thank the other leaders of the group for their help, support, advice and encouragement and also all the other volunteers who work tirelessly behind the scenes so that the young people of our community have the opportunity to experience the wonders of the Scouting movement. It’s brilliant! We are very fortunate to have a Scout hut here in Normandy together with the grounds. ## **Scouts - Skip** Keeping it short and sweet Despite the challenges faced last year as we moved into a post pandemic period ,the troop has continued to meet on a regular basis with our numbers steadily increasing throughout the year. With up to 26 young people, on our books with regular attendance around 20 young people every week. This year we have carried on with a varied and challenging programme of activities both indoors and outdoors activities including camping at least once month at several different locations including here at the HQ , the Chantries , Bentley Corpse , Send and the Forest of Dean. And of course , we have welcomed the return of Scoutabout the country activity event held at Ardingly show ground . We have bivouacked , cooked , hiked , canoed , climbed, performed , help each other, leaned how to map read ,(well sort of) . and had a lot of fun on the way. IN Jun we held a sponsored event based on water activities to raise money for National childhood day . we raised nearly £300 . All of which would not be possible without the leadership team Nick, Dave, David, Roger, ruth and Thomas , thanks for all you have done over the last 12months from both myself and the scouts. It has been challenging and fun., which of course one of our former DC’s said if it is not fun it is not scouting. Thanks, looking forward to the next year . ## 5. Group Scout Leader's Report AGM Minutes 2022 The scout group has had another successful year despite the continued restrictions imposed by the pandemic . We currently have good membership with all section we currently have just around 80 young people regularly attending Beavers Cubs, Scouts and Explorer Scouts every week. Supported but a great team of leaders . The activities as you have heard have been great and varied withal the young people and leaders having a good time. My thanks to all the leaders and parents who help with the running of these activities both face to face and on line without you it would not happen. The highlights of the year I will leave you to choose from what you have seen and heard this evening and what the young people remember and talk about throughout the year. As the GSL it is always pleasing to see the range of activities and opportunities the young people have in all sections from beaver to explorer scouts, and to share in the fun had by all . My thanks to David and the group executive committee for their support throughout the year. Progress with development of the as David has reported has been sporadic but we do intend to get things done this current year . . The HQ and grounds are used throughout the year by groups from both in Guildford and further afield including, Whitton beavers and cubs, Aldershot cubs and beaver and Farnborough cubs and beaver, and guides and brownies from Rydes Hill and Worplesdon , and by Freemantles school who regularly use the grounds for forest school . We are hoping that more use in the future will provide a steady income stream. It has been a very busy and successful year thanks to adult leader teams, and executive committee members. However extra help is always welcome and if anybody is interested in helping in any way please contact me at any time. ## 6. Treasurer's Report & approval of accounts I would to thank my predecessor for leaving the accounts in such a tidy way it’s been easy to pick up from where she left off. Thank you Sammy. This year has seen us trying to get a new bank account so that we can better utilise electronic banking services. All banks seem to have largely closed for new business during Covid. They are now opening up once more, but with additional red tape and checks. We believe that we have now sorted all the obstacles and we will have a new bank account shortly (with Barclays), and be able to close the redundant bank accounts. I would like to thank David, Jonathan and Robert who have run the banking services for the group during the last few months, whilst I haven’t had access to the bank accounts. A big thank you to Robert for administering the Subs records and then chasing down the Gift Aid so the Group can benefit from money back from HMRC. Financially we are in a healthy position, we did manage to get the various Covid grants which have covered the lack of fundraising during the Covid period. Other good news is that we sorted fixed rate energy tariffs before the massive increases that have happened which will save us money (Thank you David). It is now important that we use these resources wisely and that we spend that money on updating the facilities for the benefit of everyone within the Scout Group. Covid provided us with the final push to make all our financial records electronic which has made our “auditor” and my life much easier. Thank you to our leaders and parents who have embraced these changes. Whilst we are in a financially comfortable position it is important that we don’t get complacent, it is important that now that Covid issues have largely gone away that we once again step up our fundraising efforts so that the program of improvements to the Group grounds and building may continue. If anyone would like to take this task on please come and talk to me (or anyone on the Exec), I don’t have the time to lead this but will be here to support you. Jo Hurst Treasurer The accounts were approved by Alan Rice & Stephanie Smith. ## 7. Chairman's Address AGM Minutes 2022 This is the first year after COVID times and it is great to see some sort of new normal appearing. As you will have heard, and will already know, 1st Normandy Scout’s, offers our Young People new opportunities to explore themselves and helps them to develop as better human beings. The credit for this must be squarely laid at the feet of the Leaders and their assistants that ensure each section has a programme of interesting and varied activities on a weekly basis. While in thanking mode, I must also thank the Executive Committee for ensuring the infrastructure, both physical and financial as maintained to a high standard, Finally, I need thank the DC and the Scout Association behind him for the ecosystem in which our Group operates - after all it would be less fun if there were no other groups to compete against in cookery, quizzes etc. The second part of my address is document the steady progress towards offering better facilities. Looking back over a financial year we have achieved much in terms of preparation - gas meters have been moved and we now have detailed plans for development of a disabled toilet facility in the HQ. We have unfortunately failed to light the blue touchpaper that would send us to orbit. This is not rocket science, I simply need one or two parents to step forward and oversee preparation of final specifications and their execution. If you can help then drop me a line at chairman@1stnormandy.org.uk Finally, life is great fun when looked at in the correct way – for those who have gone to the trouble of attending I give you the last telling of “the gas meter story according to Dave” J It all begins with Oldman….. ## 8. Approval of Group's Annual Report The Group’s Annual report was approved by Peter Hurst, Seconded by Tom and approved by all ## 9. Election of-officers – The following individuals resigned from the Exec at the AGM. It should be noted that their input has been significant over the years and they will be sorely missed. We wish them well: - Carole Gasson - Dominic Howard-Jones The following officers were proposed and duly elected: Group Scout Leaders nomination of Chairman: David Lowther (nominated by Jonathan Gasson) Election of Treasurer: Jo Hurst (nominated Alan Rice, Seconded Peter Hurst) Nominations for Executive Committee all agreed on those nominated Jonathan Gasson GSL David Lowther Chairman Jo Hurst Treasurer TBC Secretary Jeremy Phoenix Beaver Leader Alexis Shirliff Cub Leader Alan Rice Explorer Unit Leader Dorothy Towner Exec AGM Minutes 2022 |Thomas Schaefer|Exec| |---|---| |Catriona Ferris|Exec| |Peter Hurst|Exec| |Carol Shirtliff|Exec| Appointment of-Auditor David Walker ## 10. District Commissioner – Quentin Quentin thanked the Leadership and Exec teams for their commitment to Scouting and issued a number of long service rewards. ## 11. Any other business / any questions AGM Minutes 2022 ## **1st Normandy Scout Group (Charity no. 305778) Receipts and Payments Account** **----- Start of picture text -----**
Year start date Year end date
For the year 1st April 31st March
To
from 2021 2022
Receipts and payments
2020/21
Unrestricted Restricted
Total funds Total funds
funds funds
£ £ £ £
Receipts
Donations, legacies and similar income
Membership subscriptions 9,470 - 9,470 6,340
Donations 17 - 17 1,805
Legacies - - - -
Gift Aid 2,734 - 2,734 -
Other similar income 20 - 20 16
Sub total 12,241 - 12,241 8,160
Grants
Maintenenace grant - - - -
Other grants 10,667 - 10,667 23,310
Sub total 10,667 - 10,667 23,310
Fundraising events (gross)
Youth programme and activities 4,714 - 4,714 78
Fundraising 323 - 323 -
Other fundraising activities - - - -
Sub total 5,037 - 5,037 78
Scout hut income
Hire of building 2,420 - 2,420 2,231
Hire of equipment - - - -
Other Scout hut income - - - -
Sub total 2,420 - 2,420 2,231
Investment income
Bank interest - - - -
Building Society interest - - - -
The Scout Association Short Term
Investment Service - - - -
Other investment income - - - -
Sub total - - - -
Total Gross Income 30,366 - 30,366 33,779
Asset and investment sales, etc. - - - -
Total receipts 30,366 - 30,366 33,779
**----- End of picture text -----**
LT700003 July 2021) 1 of 3 ## **1st Normandy Scout Group (Charity no. 305778) Receipts and Payments Account** **----- Start of picture text -----**
Year start date Year end date
For the year 1st April 31st March
To
from 2021 2022
Receipts and payments
2020/21
Unrestricted Restricted
Total funds Total funds
funds funds
£ £ £ £
Payments
Charitable Payments
Membership subscriptions paid on 4,182 - 4,182 3,248
(National/County/Area/District)
Youth programme and activities 5,302 - 5,302 575
Refunds - - - 105
Adult support and training 68 - 68 -
Rent
- - - -
Water and Sewerage 312 - 312 83
Electricity and Gas 635 - 635 541
Insurance
866 - 866 778
Alarm, Security & Fire 64 - 64 1,093
HQ Repairs and Renewals 3,127 - 3,127 4,598
Equipment maintenance 821 - 821 -
Equipment
1,102 3,111 4,213 2,418
Stationery and admin costs 43 - 43 -
Uniforms, badges & books 493 - 493 231
Flooring - - - 4,509
Boiler inc. Serv. Contract
84 - 84 2,488
Internet
393 - 393 30
Tents etc
- - - 150
Bank charges 96 - 96 69
Cleaning - - - 286
Misc
- - - -
Sub total 17,587 3,111 20,698 21,202
Fundraising expenses
Detail 1 - - - -
Detail 2 - - - -
Detail 3
- - - -
Other fundraising costs - - - -
Sub total - - - -
Total Gross Expenditure 17,587 3,111 20,698 21,202
Asset and investment purchases, - - - -
Total payments 17,587 3,111 20,698 21,202
Net of receipts/(payments) 12,779 - 3,111 9,668 12,577
Transfers between funds - - - -
Cash funds last year end 48,056 3,111 51,167 38,590
Cash funds this year end 60,835 - 60,835 51,167
**----- End of picture text -----**
LT700003 July 2021) 2 of 3 ## **1st Normandy Scout Group (Charity no. 305778) Receipts and Payments Account** Year start date Year end date **For the year 1st April 31st March To from 2021 2022** ## **Statement of assets and liabilities at the end of the year** **----- Start of picture text -----**
2020/21
Unrestricted Restricted Total funds Total funds
funds funds
£ £ £ £
Cash funds
Bank current account 60,835 - 60,835 51,167
Bank deposit account - - - -
Building society account - - - -
The Scout Association Short Term
Investment Service - - - -
Cash/Floats - - - -
Total cash funds 60,835 - 60,835 51,167
(agree balances with receipts and payments a/c) ok ok ok ok
Other monetary assets
Tax claim - - - -
Debts due from the
County/Area/District/Group - - - -
Insurance claim - - - -
Sub total - - - -
Investment assets
Investment property - detail - - - -
Quoted investments - - - -
Other investments - detail - - - -
Sub total - - - -
Non monetary assets for charity's
Badge stock - - - -
Scouting equipment, furniture etc - - - -
Other - - - -
Sub total - - - -
Liabilities
Accounts not yet paid - - - -
Expenses incurred but not invoiced - - - -
Subscriptions not yet paid - - - -
Loan - detail - - - -
Other liabilities - - - -
Sub total - - - -
Total net assets 60,835 - 60,835 51,167
**----- End of picture text -----**
**The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 28th Aug 2022 and signed on their behalf by:** |Chair
Treasurer
Signature|Print Name
David Lowther
Joanne Hurst| |---|---| LT700003 July 2021) 3 of 3 .England & Wales Template I: Unqualified report for a non-company charity preparing receipts and payments accounts with a gross income of £250,000 or less in the relevant financial year Independent examinerfs report to the trustees of lrt Normandy Scout Group Scout Counal I report to the trustees on my examination of the accounts of the i•Q Norniandy Scout Group for the year ended 31st March 2021 Responsibilities and basis of report As the charity trustees of the 1st Normandy Scout Group you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Art 2011 (Ihe Arf). I report in respect of my examination of the 1st Normandy Scout Group accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act Independent examinerfs statement I have completed my examination. I confirm that no material matters have come to my attention in connection w.th the examination gmng me cause to believe that in any material respect L accounting rec(xds were not kept in respect of the 1st Normandy Scout Group as required by section 130 of the A¢ or 2. the accounts do not acccffd with those records. I have no concerns and have corne across no other matters in connection with the examination to which attention should be drawn In this report in order to enable a proper understsnding of the accounts to be reached. Slgned: Name: David Walker Relevant professional qualification or membershlp of professional bodies (if any): FCCA (retd) Address:22 Sutherland Avenue. Jacobs WelL Guildford. GU$ 7QX Datr. 27th August 2022