## **A** nnual **G** eneral **M** eeting ## Thursday 15[th] June 2023 at Normandy HQ 1. Welcome - ➢ David welcomed those present, apologies were noted. 2. **Approve** Minutes of the last AGM held on 15th September 2022 - ➢ Approved 3. **Adopt** the constitution for the Group as the model constitution as set out in POR (see rule 5.3) - ➢ Adopted 4. **Note** the dates of the financial year 1[st] April – 31[st] March - ➢ Noted 5. **Agree** the number of members that may be elected to the Trustee Board - ➢ It was agreed that 6 people can be elected to the Trustee Board 6. **Agree** the quorum for each of: - meetings of the Scout Council ( ~~201~~ 4 people) - ➢ It was agreed that the quorum of meetings of the Scout Council shall be 14 people. - meetings of the Trustee Board (60%) - ➢ It was agreed that the quorum of meetings of the Trustee Board shall be 60% of the positions filled. - meetings of any sub-Committees (60%) - ➢ It was agreed that the quorum of meetings of any sub-committee shall be 60% of the positions filled. 7. **Review** the previous year - Receive and consider the Trustees’ Annual Report; Group, Beavers, Cubs, Scouts & Explorers. - ➢ Reports of the previous year were provided by the Chairman (on the new developments), Treasurer, the various sections and a summary by the Group Scout Leader. - Thanks was expressed to the those who had decided to move on from the Group. - Receive the accounts. - ➢ A paper copy of the accounts was provided to those at the meeting, our financially healthy position was well received. - Receive the formal report prepared by the independent examiner. - ➢ A paper copy of the independent examiner’s report was provided to all those present. 8. Appointments - **approve** the Group Scout Leader’s, nomination of the Chair of the Trustee Board - ➢ Jonathan Gasson, proposed David Lowther continue to be the chair, David agreed and the meeting approved. - **approve** the Group Scout Leader’s nomination of members of the Trustee Board - ➢ Jonathan Gasson, proposed Carol Shirtliff and Robert Hatfield join the Trustee Board, the meeting approved. - **elect** a Secretary to the Trustee Board. - ➢ vacant - **elect** a Treasurer to the Trustee Board - ➢ Jo Hurst was nominated by Roger Prime and seconded by Nick McEvett. Unanimously elected. - **elect** Trustees to the Trustee Board - ➢ Thomas Schaefer, Catriona Ferris and Ben Holland were nominated by Roger Prime and seconded by Thomas Gray. Unanimously elected. - **appoint** an independent examiner - ➢ David Walker was appointed as the independent examiner. - **List** the other ex officio members - ➢ The meeting was reminded that the following people are ex officio members of the Trustee Board: Jonathan Gasson (GSL), Jez Pheonix (Beaver Leader), Alexis Shirtliff (Cub Leader), The Scout Leader position is vacant, Peter Hurst (Explorer Leader) 9. A message from District and Awards (if any) - ➢ Robert Hatfield was awarded his 10 years’ service, and Alan Rice received a Silver Acorn. 10. Close - ➢ The meeting closed at 20:14 ## **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 2022 2023
Receipts and payments
2021/22
Unrestricted Restricted
Total funds Total funds
funds funds
£ £ £ £
Receipts
Donations, legacies and similar income
Membership subscriptions 9,790 - 9,790 9,470
Donations 20,001 - 20,001 17
Legacies - - - -
Gift Aid 2,331 - 2,331 2,734
Other similar income 13 - 13 20
Sub total 32,135 - 32,135 12,241
Grants
Maintenenace grant - - - -
Other grants - - - 10,667
Sub total - - - 10,667
Fundraising events (gross)
Youth programme and activities 15,715 - 15,715 4,714
Fundraising 485 - 485 323
Other fundraising activities - - - -
Sub total 16,200 - 16,200 5,037
Scout hut income
Hire of building 2,239 - 2,239 2,420
Hire of equipment - - - -
Other Scout hut income - - - -
Sub total 2,239 - 2,239 2,420
Investment income
Bank interest 54 - 54 -
Building Society interest - - - -
The Scout Association Short Term
Investment Service - - - -
Other investment income - - - -
Sub total 54 - 54 -
Total Gross Income 50,628 - 50,628 30,366
Asset and investment sales, etc. - - - -
Total receipts 50,628 - 50,628 30,366
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LT700003 July 2021) 1 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 2022 2023** ## **Receipts and payments** **----- Start of picture text -----**
2021/22
Unrestricted Restricted
Total funds Total funds
funds funds
£ £ £ £
Payments
Charitable Payments
Membership subscriptions paid on 4,234 - 4,234 4,182
(National/County/Area/District)
Youth programme and activities 19,325 - 19,325 5,302
Refunds - - - -
Adult support and training 82 - 82 68
Rent - - - -
Water and Sewerage 319 - 319 312
Electricity and Gas 795 - 795 635
Insurance 1,022 - 1,022 866
Alarm, Security & Fire 250 - 250 64
HQ Repairs and Renewals 2,979 - 2,979 3,127
Equipment maintenance 214 - 214 821
Equipment 656 - 656 4,213
Stationery and admin costs - - - 43
Uniforms, badges & books 814 - 814 493
HQ Development 1,705 - 1,705 -
Boiler inc. Serv. Contract 84 - 84 84
Internet 360 - 360 393
Tents etc - - - -
Bank charges 72 - 72 96
Cleaning - - - -
Misc - - - -
Sub total 32,910 - 32,910 20,698
Fundraising expenses
Bonfire drinks 379 - 379 -
Detail 2 - - - -
Detail 3
- - - -
Other fundraising costs - - - -
Sub total 379 - 379 -
Total Gross Expenditure 33,289 - 33,289 20,698
Asset and investment purchases, - - - -
Total payments 33,289 - 33,289 20,698
Net of receipts/(payments) 17,338 - 17,338 9,668
Transfers between funds - - - -
Cash funds last year end 60,835 - 60,835 51,167
Cash funds this year end 78,173 - 78,173 60,835
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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 2022 2023** ## **Statement of assets and liabilities at the end of the year** **----- Start of picture text -----**
2021/22
Unrestricted Restricted Total funds Total funds
funds funds
£ £ £ £
Cash funds
Bank current account 78,173 - 78,173 60,835
Bank deposit account - - - -
Building society account - - - -
The Scout Association Short Term
Investment Service - - - -
Cash/Floats - - - -
Total cash funds 78,173 - 78,173 60,835
(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 78,173 - 78,173 60,835
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**The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on Xth X 200X (the date of the Executive Committee meeting that approved the accounts) and signed on their behalf by** **----- Start of picture text -----**
Signature
Chair
**----- End of picture text -----**
Print Name David Lowther Joanne Hurst Treasurer LT700003 July 2021) 3 of 3 I" N¢Ymandy Scout Group Report to the Trusts•s on the In¢ome and Expendlture Ststement 2022123 I have reviewed the accounts of the group in accordance with the requirements of the Charities Art 2011, the attached report records that, in my opinion there are no material matters that I need to draw to your attentlon. I would like to thank Peter Hurst and all others involved, for the considerable effort they have made in maintainin8 the hi8h quality of the recordkeeping and the 5UPPOrtlng inforniation. The result this year is a very transparent set of accounts. All involved should be congratulated on thls achievernent. As last year the only area that l ask you to consldef last year Is the level Is the cash reserves that are being held by the group. The cash balance as at 31# March 2021 was £51.167, this had Increased to £78,173 at 31 March 2023 thls increase malnly as a result of the generous donation from an individual. The trustees have prevlously considered the poslts'on and have declded to Invest further In the dlsabled facllltles wsthln the new hut. This prolect has been in pro8re55 for some tlme now and is now ready for implementatlon. The bud8et for thls work Is clrca £IOk.This will leave a slgnlflcant balance whlch the tfustees should agree a way fO￿ard for. It should be noted that conslderable work has been undertaken to ratlonalise the bank ac¢ount5, thls has been a challen8ln8 projert whlth wlll brln8 beneffts In future years. As the 8roup is r￿W banking With a commercial high street bank it would be worth lookin8 into the Interest rates that may be posslble by placln8 excess funds In separate accounts. The changed to the bank accounts, has resulted in a lack of available bank statements, so my checks have not included checkln8 of detalled transartlons and have concentrated on verlflcatlon of the balances. I have brought to the attentlon of Peter Hurst that refunds of camp fees should be shown as a reduction In income as opposed to expenditure. This year both are overstated by £642 whlch I do not thlnk needs to be adjusted for. One further mlnor Issue I have noted Is that for some suppllers (Kendall Cars for example) payments are bein8 made based both on invoices and monthly statements. This leaves a risk of duplicate payments being made. Davld Walk•r