## **1[st] NORMANDY SCOUT GROUP** Charity Number 305778 Annual Report 2024/25 ## **1[st] NORMANDY SCOUT GROUP** ## Annual General Meeting Thursday 11[th] December 2025 @ 18:30 The Scout HQ – Guildford Road, Normandy ## **AGENDA** ## **1. Introduction and welcome** ## **2. Apologies for absence** ## **3. Governance topics** - a. Approve the minutes of the Annual General Meeting held on 3[rd] Sept 2024 - b. Adopt the model constitution from Policy, Organisation and Rules (POR) - c. Note the Group’s financial year - d. Approve appointed and community members of the Group Scout Council - e. Agreeing the maximum total number of members of the Group Trustee Board - f. Agree the quorum for future meetings of the Group Scout Council (excluding this AGM) ## **4.** ## **Review of the previous year** - a. The Group Scout Leader’s review of last 12 Months - b. Receive and consider the Annual Report of the Group Trustee Board, including the annual Statement of the Accounts ## **5. Making appointments** - a. Appoint the Group Chair - b. Appoint the Group Treasurer - c. Appoint members of the Group Trustee Board - **d.** Appoint the Independent Examiner ## **6. Chairman’s Address** ## **7. District Commissioner (Quentin Vaughan)** ## **8. Closing remarks** Page 2 of 12 pages ## **1[st] NORMANDY SCOUT GROUP** Annual General Meeting ## **Outline / Script for the [2025] AGM** ## **1. Introduction and welcome** Chair welcomes and thanks all the members of the Group Scout Council for attending. In excess of 15 attended including but not limited to Adam Crocker, Alan Rice, Alexis Shirtliff, Carol Shirtliff, David Lowther, Gavin Dunst and Siobhan Dunst, Ian Crocker, Jason Gaskell, Jez Phoenix, Jonathan Gasson, Morgan McCrow, Peter Hurst, Quentin Vaughan, and William Dr ## **2. Apologies for absence** **Chair:** We’ve received apologies from the following persons for their absence today, and their names will be included in the minutes of this meeting. |Ben Holland|Jo Hurst| |---|---| |Alan McCrow|| ||| ||| ||| Page 3 of 12 pages ## **3. Governance topics** We'll use this part of the meeting to make sure the charity's foundations are in good order First a number of votes ## **3a. Approve the minutes of the Annual General Meeting held on** 3[rd] Sept 2024 The Group Trustee Board were emailed the the minutes of the previous AGM before submission to the Charity Commission. I put forward these minutes are taken as read and ask the Group Scout Council to agree they’re a true record of that meeting. Seconder please…Jez Phoenix / Please show your hands to approve _**.**_ ## **3b. Adopt the model constitution from Policy, Organisation and Rules (POR)** In line with the recommendation from Scout Headquarters, the Group Trustee Board proposes we adopt the model constitution from Chapter 5, section 4 of Policy, Organisation and Rules. The current version of POR is the May 2025 Update. We look to follow all amendments as soon as practically possible when they are published. A copy of this was available for review and inspection prior to this meeting, and copies are also available at this meeting. Seconder please … Peter Hurst……. / Please show your hands to approve. ## **3c. Note the Group’s financial year** Can the Group Scout Council members please note our charity’s financial year is [1 April to 31 March]. Page 4 of 12 pages ## **3d. Approve appointed and community members of the Group Scout Council** **Chair** notes the Group Scout Council can consist of **ex officio members** - All adult members of the Group - All Leaders - All Patrol Leaders in the Troop - All Parents of Beavers, Cubs and Scouts - All Explorers as stated in the partnership agreement - All Explorer parents - The District Commissioner - The District Chair To **gether with community members. Chair** advises that [Robert Hatfield and Carol Shirtliff are nominated as Group Scout Council members. These are to be admitted as members of the Group Scout Council as well as the ex officio list in POR Rule 5b.3.2.4. ## **Please show your hands to approve. APPROVED** Please note: These nominations are to the Group Scout Council (the people attending this AGM). They aren’t members of the Group Trustee Board. Please also note, these nominations can be by name or role. Page 5 of 12 pages ## **3e. Agreeing the maximum total number of members of the Group Trustee Board** Following good practice recommendations from the Charity Governance Code, POR states Trustee Boards should have a minimum of 5, and no more than 12, Trustees in total. This includes ex officio and co-opted Trustees. In the new version of POR (which we have adopted as our constitution) there is only one ex officio member of the Trustee Board, the Group Lead Volunteer , Jonathan Gasson (Skip). The Trustee Board recommends we have a maximum of 12 members (this includes Skip). I propose the Group Scout Council approves that recommendation. Seconder please …… Jez Phoenix……. / Please show your hands to approve. ## **3f. Agree the quorum for future meetings of the Group Scout Council (excluding this AGM)** The Group Scout Council must agree its quorum – the minimum number of Group Scout Council members that must be present at Group Scout Council meetings. 5c.1.8.4 The quorum for a meeting of a Group Trustee Board is one third of the Trustees (ex officio plus appointed plus co-opted) plus one [round down if necessary]. So, a Trustee Board with 10 members would have a quorum of four. The outgoing Trustee Board recommends the quorum should be set at **6** people. Does the Group Scout Council approve that recommendation? Seconder please …… ………… Jez Phoenix ……. / Please show your hands to approve. Page 6 of 12 pages ## **4. Review of the previous year** We’ll now use this part of the meeting to reflect on the activities of the past year. ## **4a. The Group Scout Leader review of last 12 months** Jez Phoenix gave a detailed presentation of the Beavers, the activities they’d taken part in, and the numbers of members. Peter Hurst gave a similar presentation for the Explorers, and then Jonathan Gasson provided an update for the Cubs and Scout group. The scout group has had another successful year. We have good membership numbers within all section currently we have around 85 young people regularly attending meetings every week across all sections Beavers Cubs, Scouts and Explorer Scouts, supported but a great team of leaders. We also have a waiting list for young people to join beavers The Beaver colony continues to thrive lead by Jez and his team of leaders' parent helpers and explorer scouts/young leaders. The beavers have attended district events and county events such beavers Bazzaz an activity day for 2,500 Beavers and Rainbow Guides held at Merrist Wood. They have had a Roman Themed sleepover the HQ , have visited Farnborough Fire Station , Marwell Zoo , have been out hiking and have a reach for the stars virtual camp , as well as many other activities at their weekly meetings at the HQ all of which have been greatly enjoyed by all the Beavers. The colony is full, and we cannot provide for all on our waiting list, The cub pack is also doing well lead by Alexis and Nicola supported by the cub parents. The pack have a had active programme of activities including hiking around the village as treasure hunt activity, woggle making, indoor highland games. visiting ST Clares Food Banks as part of exploring what community service opportunities and many other weekly activities as well as attending district activities such as the quiz and handicraft competition Blue six won the District Handicraft Competition and attending district camp at Bentley Copse . The scout troop continues to do well although numbers are down due to various factors, meeting weekly lead by Ruth supported by Dave Cunningham with help from young leaders and parents in particular Clark Waring who is a regular member of the leadership team. The scouts attended the county Frost camp event and district camp, as well as running a weekly programme of activities and our annual camp to the Forest of Dean along with the explorer scouts. The scouts have been canoeing, night hiking, camping, cycling, hiking, cooking, survival camping and backwoods cooking as well as many other activities at troop meetings. Leadership wise Ruth and Dave have been running the troop at present with support from parents however as always more support is needed to continue to run an active programme. We have changed the meeting to Thursday evening due primarily to the leaders' other commitments on Friday evenings and weekends, due to changes in his working life Dave is no longer able to commit to attending weekly meetings. This has left Ruth as the only uniformed leader. Which is not a good position for the troop or the Group. I have supported at weekly meetings when able. This is not a good position, and we now desperately need extra Adult help to step up as leaders to support Ruth, the troop and the group. The troop will be unable to function indefinitely with only one leader. The explorer scouts although technically a district section are very much part of Normandy scout group and it would be remiss of me not to mention the success of the unit and the great activities the explorer scouts and leaders organise throughout the year led by Peter and his leadership team but very much run by the young people. Highlighted by their summer camp each year. Forest of Dean Camp and many other activities led by the young people at their weekly meetings. Page 7 of 12 pages The activities as you have heard have been great and varied with all the young people and leaders having a good time. My thanks to all the leaders and parents who help with the running of all activities without you it would not happen. . .The HQ and grounds are used by Scouts and Guides roughout the year by groups from both in the Guildford area and further afield including, Whitton beavers and cubs, Aldershot and Farnborough cubs and beavers and Bisley Scouts, and guides and brownies from Rydes Hill and Worplesdon. We are hoping that more use in the future will provide a steady income stream. My thanks to David and the trustee’s board for their support throughout the year. I must thank again David who has been on the board so to speak for 20 years first as secretary and latterly as out Chair for 10 years. It has been a great privilege to work with for the benefit of the group. We have known each other many years and I value your friendship and that of your family. Your advice and support are greatly appreciated by me personally and the group. However, it is time to step down and allow others to take up the role. On that point I am sorry to say that we have not as yet found a volunteer to take on the role of Chair of the group Trustee’s board. The is an important role for the group had once again we need an individual to volunteer It has been a very busy and successful year thanks to adult leader teams, and exec committee trustees board members However, help is always needed, and we need new volunteers to take on role of group trustees. if anybody is interested in helping in any way please speak to me, or any one of the section leadership teams. We have great plans and aspiration for the group and the facilities here at Normandy however your support is needed to see the come to fruition. My final thanks go to all the young people across all the section you are the future and what scouting is all about. Skip **Chair** thanks GLV for their review. ## **4b. Receive and consider the Annual Report of the Group Trustee Board including the annual Statement of Accounts** **Chair** notes the Group Trustee Board has approved the Annual Report and Statement of Accounts, and has received the report on the accounts from the [Independent Examiner Ashley Metzner]. **Chair** asks the Group Treasurer to give their explanation of the Statement of Accounts. **Treasurer** explains the Statement of Accounts. In Jo’s absence Peter explained that the Group’s accounts were healthy with: Page 8 of 12 pages Income 24/25: £39,306 Payments 24/25 £17,729 Assets 31/03/25 £74,017 **Chair** invites questions from the floor regarding the Trustee Annual Report, and the Annual Accounts. **Chair** thanks the Treasurer [Jo Hurst] Please note: No vote is required, the Group Scout Council only ‘receives and considers’ the report. Page 9 of 12 pages ## **5. Making appointments** We’ll use this part of the meeting to organise the set up of the charity until the **end of the next AGM** . We'll appoint a Trustee Board to oversee good governance for the charity over the next year. Terms of office can be for 1, 2 or 3 years. We propose whilst we get fully to grips with the new POR we have terms of office of one year (to end after the next AGM). ## **5a. Appoint the Group Chair** I believe that at the last AGM we said that the term of office runs until after the next AGM, it was in the script. So, the handing of the meeting back and forth between Chair & GSL is not necessary. **Chair** hands the chairmanship of this meeting over to the Group Lead Vulounteer **Group Lead Volunteer** explains the open selection process agreed by the Trustee Board. The recommendation to the Group Scout Council is that [. ] should be appointed as Group Chair. Please show your hands as approval. **Group Lead Volunteer** the chairmanship of this meeting back to Group Chair. Please note: If appointing a new Chair, you should agree **prior** to the AGM whether the outgoing Chair will continue to lead this meeting, or whether the new Chair should take over immediately during the meeting. It’s strongly encouraged the new Group Chair takes over after the AGM’s finished – perhaps from midnight following the AGM. ## **5b. Appoint the Group Treasurer** **Chair** explains the open selection process agreed by the Trustee Board. The recommendation to the Group Scout Council is that Lia Campbell should be appointed as Group Treasurer. Please show your hands as approval. Approved by show of hands Page 10 of 12 pages ## **5c. Appoint members of the Group Trustee Board, following recommendations from the open selection process initiated by the Group Trustee Board** **Chair** explains the open selection process agreed by the Trustee Board. The recommendation to the Group Scout Council is that [Edits names] should be appointed as members of the Group Trustee Board. ||Name|Role / Specialisation|Type| |---|---|---|---| |1|To be Identified|Chair|Appointed by Scout Council| |2|Lia Campbell|Treasurer|Appointed by Scout Council| |3|To be Identified|Secretary|Appointed by Scout Council| |4|Jonathan Gasson (Skip)|GLV|Appointed by Scout Council| |5|Jez Phoenix|Beaver Colony LV|Appointed by Scout Council| |6|Alexis Shirtliff|Cub Pack LV|Appointed by Scout Council| |7|Ruth Slaney|Scout Troop LV|Appointed by Scout Council| |8|Peter Hurst|Explorer Scouts LV|Appointed by Scout Council| |9|Robert Hatfield|Gift Aid|Appointed by Scout Council| |10|Ben Holland|Energy|Appointed by Scout Council| |11|Carol Shirtliff||Appointed by Scout Council| |12|To be Identified||Appointed by Scout Council| Please show your hands as approval. ## Please note: - There can’t be more names appointed than were approved at agenda item 3e. There can be fewer than agreed at 3e, but not more. Remember, agenda item 3e is the total number of agreed ex officio, appointed and co-opted members. - It’s very important to arrange the open selection process and its recommendations **before** the AGM. Recruitment needs to be open, organised and in advance, so it’s a thoughtful process. It shouldn’t be taking place last minute during the AGM. **Chair** thanks the Trustees for their work during the year and, in particular, those members who are standing down Thomas Schaefer **Approved** Please note: Co-opted members (if any) of the Group Trustee Board are appointed by the Group Trustee Board themselves at one of their meetings, and not at the AGM. Page 11 of 12 pages ## **5e. Appoint the Independent Examiner** **Treasurer** proposes [Ashley Metzner] **Chair** confirms that [Ashley Metzner] has been proposed, seconded and is qualified for the role, and asks for a show of hands to approve [Ashley Metzner] nomination. ## **Approved** Please note: - Please find the requirements for whether to appoint a Scrutineer, Independent Examiner or Auditor on: Accounting & Audit Requirements for Group Districts, Counties/Areas & Scottish Regions - Please find the template for a Scrutineer or an Independent Examiner to use to report back to the Trustee Board on: Accounting and Reporting ## **6. Chairman’s Address** The Chairman gave a speech about the positive experiences he has had as Chairman for the last decade ## **7. District Commissioner’s Address** ## **Quentin offered thanks for all that volunteers have done for Scouts** ## **8. Closing remarks** **Chair** closes the AGM, thanking everyone for attending and outlines any arrangements for the rest of the event. Page 12 of 12 pages ## **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 2024 2025
Receipts and payments
2023/24
Unrestricted Restricted
Total funds Total funds
funds funds
£ £ £ £
Receipts
Donations, legacies and similar income
Membership subscriptions 10,486 - 10,486 11,000
Donations 7,634 - 7,634 56
Legacies - - - -
Gift Aid 2,778 - 2,778 7,607
Other similar income - - - 22
Sub total 20,898 - 20,898 18,684
Grants
Maintenenace grant - - - -
Other grants - - - -
Sub total - - - -
Fundraising events (gross)
Youth programme and activities 12,564 - 12,564 12,064
Fundraising - - - -
Other fundraising activities - - - -
Sub total 12,564 - 12,564 12,064
Scout hut income
Hire of building 5,845 - 5,845 2,019
Hire of equipment - - - -
Other Scout hut income - - - -
Sub total 5,845 - 5,845 2,019
Investment income
Bank interest - - - 57
Building Society interest - - - -
The Scout Association Short Term
Investment Service - - - -
Other investment income - - - -
Sub total - - - 57
Total Gross Income 39,306 - 39,306 32,824
Asset and investment sales, etc. - - - -
Total receipts 39,306 - 39,306 32,824
**----- End of picture text -----**
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 2024 2025** ## **Receipts and payments** **----- Start of picture text -----**
2023/24
Unrestricted Restricted
Total funds Total funds
funds funds
£ £ £ £
Payments
Charitable Payments
Membership subscriptions paid on 3,905 - 3,905 5,562
(National/County/Area/District)
Youth programme and activities 9,062 - 9,062 14,088
Refunds - - - -
Adult support and training - - - -
Rent - - - -
Water and Sewerage 446 - 446 467
Electricity and Gas 1,470 - 1,470 934
Insurance 1,338 - 1,338 1,163
Alarm, Security & Fire 76 - 76 306
HQ Repairs and Renewals - - - 358
Equipment maintenance - - - 64
Equipment - - - 804
Stationery and admin costs - - - -
Uniforms, badges & books 437 - 437 568
HQ Development 900 - 900 33,288
Boiler inc. Serv. Contract 96 - 96 95
Internet - - - -
Tents etc - - - 900
Bank charges - - - - 40
Cleaning - - - -
Misc - - - -
Sub total 17,729 - 17,729 58,557
Fundraising expenses
Detail 1 - - - -
Detail 2 - - - -
Detail 3
- - - -
Other fundraising costs - - - -
Sub total - - - -
Total Gross Expenditure 17,729 - 17,729 58,557
Asset and investment purchases, - - - -
Total payments 17,729 - 17,729 58,557
Net of receipts/(payments) 21,576 - 21,576 - 25,733
Transfers between funds - - - -
Cash funds last year end 52,440 - 52,440 78,173
Cash funds this year end 74,017 - 74,017 52,440
**----- 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 2024 2025** ## **Statement of assets and liabilities at the end of the year** **----- Start of picture text -----**
2023/24
Unrestricted Restricted Total funds Total funds
funds funds
£ £ £ £
Cash funds
Bank current account 74,017 - 74,017 52,440
Bank deposit account - - - -
Building society account - - - -
The Scout Association Short Term
Investment Service - - - -
Cash/Floats - - - -
Total cash funds 74,017 - 74,017 52,440
(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 74,017 - 74,017 52,440
**----- End of picture text -----**
**The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on xxth yyyyyyy 2025 and signed on their behalf by** **----- Start of picture text -----**
Signature
Chair
Treasurer
**----- End of picture text -----**
**----- Start of picture text -----**
Print Name
David Lowther
Joanne Hurst
**----- End of picture text -----**
LT700003 July 2021) 3 of 3 ## **Independent examiner’s report to the trustees of 1st Normandy Scout Group** **(Charity number: 305778)** I report to the trustees on my examination of the accounts of the 1[st] Normandy Scout Group for the year ended 31[st] March 2025. ## **Responsibilities and basis of report** As the charity trustees of the 1[st] Normandy Scout Group you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’). I report in respect of my examination of the 1[st] 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 examiner’s statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: 1. accounting records were not kept in respect of the 1[st] Normandy Scout Group as required by section 130 of the Act; or 2. the accounts do not accord with those records. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. 20/11/2025 X Ashley Metzner Ashley Metzner Signed by: 1DA3F4237CDF4DE0B01A002E6A005225 Signed: Name: Ashley Metzner Relevant professional qualification or membership of professional bodies (if any): QBE Accountant Address: 2 The Quadrant Ash Vale Surrey GU12 5AQ Date: 20/11/25 ## **LT700006 - Independent Examiner's Report to the Trustees (January 2024)** ## **England & Wales** Template 1: 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