## **34[th] Reigate (Meadvale) Scout Group** ## **Annual General Meeting** ## **14 May 2024** ## **Group Trustee Board Chair’s Report** 2024 will see some further changes in the way that scouting in Meadvale is overseen. At the instruction of the Scout Association, there will be a separation between the Group Trustee Board, which will be focused on good governance, and the Group Leadership Team, which will focus on operations and support. A key change is that section leaders will no longer be automatically on the Group Trustee Board. This change is not unique to the 34[th] – it is being rolled out across the Scout Association over the year. The change shouldn’t mean much change in the experience of scouting for our Beavers, Cubs, Scouts and Explorers, but it should allow the Group Trustees to focus on longer-term issues – this is particularly important today as the Parish pushes ahead with plans to sell the Meadvale Hall site. Chapter 5 of the most recent March 2024 version of the Scouts’ Association Policy, Organisation and Rules, which lays out the separate role of the board. CAN I HAVE A SECOND? ARE THERE ANY OBJECTIONS? CAN WE HAVE A SHOW OF HANDS TO APPROVE? A second order of business is for Group Scout Council members to note that the Group’s financial year runs from 1 April to 31 March. We will hear from Gill, our treasurer, shortly. A third order of business is to agree the number of members of the Group Trustee Board. The Scout Association’s POR recommends a minimum of 5 people, a maximum of 12. The outgoing board proposes that five people be appointed to the board for the forthcoming year. CAN I HAVE A SECOND? ARE THERE ANY OBJECTIONS? CAN WE HAVE A SHOW OF HANDS TO APPROVE? A fourth order of business is to agree a quorum for future meetings of the Group Scout Council (not including today’s meeting). The outgoing board proposes 20 Group Scout Council members should be present at future meetings. CAN I HAVE A SECOND? ARE THERE ANY OBJECTIONS? CAN WE HAVE A SHOW OF HANDS TO APPROVE? ---------------------------- We’ll take a break now from procedural matters to brief you on the group’s activities. The 34[th] remains a thriving Scout Group, one of the largest and longest-established groups in the district, o�ering wonderful experiences to over 80 boys and girls in the Meadvale area. This is thanks to the extraordinary generosity and dedication of our section leaders and volunteers. Our Beaver section is at close to full strength, with 17 members currently active under the leadership of Ben Cornish, assisted by Philippa Paget (deputy leader) and Paul Rhodes, Steven Duncan and Yas Daudjee (team members). The section will be having a one-night camp in early June at Bentley Copse, and three Beavers – Dylan Betts, Jack Cornish and George Lee – received their Bronze Chief Scout Awards this year. Our Cubs section has had a very active year, including camps in the Summer and August 2023 terms. We have 20 cubs, most of them quite young with 5 moving up from Beavers over the year. Our Bagheera, Robert Walker, is assisted by Paul Corcoran (Baloo) and Paul Crotch-Harvey (Chil). Eleven cubs received their Silver Chief Scout Awards over the year, We have 29 members of the Scouts section, led by Kate Milton with support from four ASLs – Niklas, Phill, Charlie and Nikki - and two young leaders, Evie and Nat. Scouts have had 16 nights of camping over the year, including the weeklong trip to the Netherlands last summer (12 Scouts plus 6 Explorers). 11 scouts took part in the October expedition (for the Gold Award), and 11 Gold Chief Scout Awards were awarded this year. The Scouts have also raised an awesome £2,350 towards the cost of this year’s summer camp through bag-packing. Last but not least, our 15 Explorers have had a very busy year, under the leadership of Mark Warner, who is supported by Pete Martin and Roger Lee, as well as Phill Marks and Robert Walker who have supported Explorers as well as their own sections. Highlights of the year include First Prize in the District quiz, second place (very close) in the District archery, and raising £890 from bagpacking to help finance attendance at this year’s summer camp. Before we hear from Gill Harley, our treasurer, some words of thanks and farewell. First of all, a huge thank you to Gill Harley, who stepped into the breach earlier this year, replacing her successor at short notice. Gill said goodbye to us at last year’s AGM after a stint of more than five years. Her return this year has helped the group out of a tight spot, and we are enormously grateful. We are looking for a deputy treasurer to support Gill over the next few months. Second, we say farewell to Claire Patterson, group secretary for the last three years. Claire has brought structure to our meetings, and has helped us to keep our institutional memory even if our human memories sometimes fail us. She leaves now that her children have moved on from scouting, and we thank her for her contributions. As Claire leaves, we welcome Ewa Townsend as incoming Group Secretary. Ewa brings a wealth of experience in the private and not-for-profit sector to the group, and we are glad to welcome her aboard. We also welcome Leonard Stevens, our head of fundraising who joined the 34[th] in late 2023, picking up from Caroline Richardson. Len is a man of many parts, and he is currently working hard with his team to organise the fete in early July. He is still looking for volunteers, so please don’t be shy about introducing yourselves. unstinting e�orts, and for the warm welcome they have given me in this, my first year as chair. I also want to thank the ASLs, young leaders, and all other volunteers for ensuring that scouting in Meadvale continues to thrive. I would like to thank Jonathan Bradbourne for looking after the scout hut. Finally, I would also like to thank District for their support over the year, particularly Adrian Jackson and Tony Brown. ---------------------------- The Group Trustee Board has approved the Annual Report and Statement of Accounts, and we are waiting to receive the report on the account from Geo� Stearn, the independent examiner. I WILL ASK GILL HARLEY TO EXPLAIN THE STATEMENT OF ACCOUNTS ARE THERE ANY QUESTIONS FROM THE MEETING ABOUT THE ACCOUNTS? FOLLOWING QUESTIONS, THE CHAIR THANKS THE TREASURER – NO VOTE NECESSARY ------------------------------ The next order of business is to appoint a Group Trustee Board to oversee good governance for the charity for the next year. Under the new constitution provided by the Scout Association, Trustees serve for three-year terms, which can be renewed a maximum of two times. CAN I HAND OVER TO JAMES KING OR ALTERNATE TO NOMINATE A CHAIR FOR THE NEW YEAR? NOMINATE, SECOND, SHOW OF HANDS CHAIR THEN NOMINATES GILL HARLEY AS TREASURER AND TRUSTEE – SECOND, SHOW OF HANDS CHAIR THEN NOMINATES EWA TOWNSEND AS SECRETARY AND TRUSTEE – SECOND, SHOW OF HANDS CHAIR THEN NOTES THAT JAMES KING, AS GSL, WILL BE EX EFFICIO A MEMBER OF THE TRUSTEE BOARD CHAIR THEN NOMINATES LEONARD STEVENS AS HEAD OF FUNDRAISING AND TRUSTEE – SECOND, SHOW OF HANDS -------------------- CHAIR INVITES THE TREASURER TO PROPOSE AN EXTERNAL EXAMINER FOR THE ACCOUNTS SECOND, SHOW OF HANDS ANY OTHER BUSINESS, THANKS TO ALL FOR ATTENDING 34th Reigate (Meadvale) Scout Group Receipts and Payments Account For the year from 0110412023 To 3110312024 2023124 2022123 Unrestrlcted funds Endowment funds fvnds Total fund$ Tolal funds Rgcelpts Donations, leg¥GieS and simllar Intorne lembersttlp $ubs&iOians 4928 L￿." Mernbetship subxriptions pa￿ on IN8tiOnaVCountylArealDistr￿l Nei membership Subscripti￿ reta 4928 B.762 .420 4.928 Gift Ald 4928 5,342 Don*ions IGer*Trll 1887 FLndraisirwJ 8081 Uthrfo 8081 6,880 Otsr simi18r Income Sub total 14.841 14,841 14140 Grants M$intenan* gr8nt Otr*r grams Sub totsl Stetion kttvitsos & Camps 5892 s￿MeT Camp 5892 4302 12605 12606 Sub totsl 11,345 18,497 18,497 15,647 Inveslment Èncomè B8nk Irrtere51 591 591 Bus￿1￿9 S￿￿ty intwest ub total 591 168 Total Gross In¢ome 33.929 33,929 29,960 A￿t and investment 8altS, 8t 1000 1000 Totalreceipts 34g29 34,929 2023124 Endovmient funds 2022123 Unr8strtcted funds Rèstrfcted funds Total fund5 Total fund$ Payments Charitabl& Payments y￿jth prooramme and activitres Adutt supwrtand training 315 Rent 315 278 Coundl Rates W8terand Se￿trage (snared wilh 247 EWrf• Gas 247 410 691 Insur8nc& 69t 1306 618 R8p8ir$ Renewals 618 782 129 hlatedais Snd e4uiprne 129 1975 316 Flnanciry wgts 316 72 207 Contrlbution to ramp costs 207 426 Minibus 91 B*Jge5 91 1594 t293 AGM ttust8eexpen888 1293 919 Unrfonn 88 135 Fundr8i¥iry Expens8s 4598 4Sg8 Sub total 2713 9,55B 11.632 Section Activltles & Camps Sectlon Actlviti88 711S 711S Summer Camp 0126 18989 18969 Sub tot 10,402 26,104 1S,528 rotal Gross Exp•nditure 3$.66 35,662 27.160 Assot and Inv￿lMent purGIw, etc. 150 160 41 Totsl payments 35.812 3S.812 31.264 Net of re¢elpts/{paymentsJ Tran8fers betwè•n funds -1,309 Ca$h funds last year end 68,784 Cash funds this year end 70,093 67,901 67,901 68, Statement of assets and liabilities at the end of the year 31st Mar¢h 2023 31st March 2024 Endowment funds Unr•stricted fun(ts fvnd$ Total funds Total funds Cash funds Cub Attount 2421 2577 S8vings Acry)unt Group Acuurrt 16 50616 50024_5 18.182 Ttstal cash lunds Other mortetary assets 67,901 67,901 Tax cl8lm Debls due from the CoLJntylAr88lDi$thcVGroup Insur￿ clalm Sub total Invgstment assets Investrnent properly- detail QLtDted investrnerrts Otherinvesbnerrts. deta41 Sub total Non mon8tary assets for Charity's own use Badge slo¢k Sfv)p 5 Lsnd arKI buildings 1717 1717 Motorvehi¢les 2,020 es Camplng Equipment 10419 10419 Scrthng e•uipment, fvmNurtr etc 10,399 770 770 855 Sub totsl 12,906 12,906 14,139 Uabilities Ac£outrt5 not yet paid Expenses IT￿￿Thed tArt not invoinl Subscripoons noty&t paid Loan- detail ¢knr liabilities Sub total Contlngont liabllltlfrs and futurn obligatlons The above rgcelpts and payments account and statement of assets and liabi1it1gs were approved by the Trustses on 14th May 202qthe dats of the ArTrnual General Meeting that approved tho a¢¢ountsl and signed on their b•half by ture Print Name Chair SeGrgtary The account5 are p￿pared usingQuickBookswhich uubsesopenbankingto puu in trarisaction5 elecironicty because the 31st March 2024was Easter Sundaysometransactlons pulled through beforetheyappeared onthe bankst*ementswhich led toa dltleience beThYeen tne group account tsalancelnthe aeeounts£14.884and the balance perthe bankstatement£13,648tt*transaction5 rnakn.ng itp thisdifferenceare inciudea è5 income in yle 31 Ma￿h2O24 anuwill be exciu(Jed trom income In yle31 March2025 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 34th Reigate (Meadvale) Scout Council I report to the trustees on my examination of the accounts of the 34th Reigate Imeadvale) Scout Group for the year ended 31 March 2024. Responsibilities and basis of report As the charity trustees of the 34th Reigate (Meadvale) 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 the34th Reigate (Meadvale) Scout Group accounts carried out under settion 145 of the 2011 Act and in carrying otrt my examination I have followed all the applicabLe Directions given by the Charity Commission under sectton 14515)(b) of the ACL Independent examiner's statem 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 accounting records vrfere not kept in respert of the 34th Reigate Imeadvale) Scout Group as required by sectFon 130 of the Ac¢ or 2. the accounts do not accord with those records. I have no concerns and have come across no other matters in connectron 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. Signed: Name: Relevant professional qualification or membership of professional bodies {rf any): Addre5S: G£ LLT Q8/1 /2oi Date: