Scouts 1st Burgess Hill 1st Burgess Hill Group SCOUT COUNCIL Annual General Meeting Saturday 12th July at 11 am. Scout HQ, Station Road AGENDA 1. Introductlon and welcome 2. Apologles for absence 3. Governance toplcs Approve the minute3 of the Annual General Meeting held on & September 2024. Adopt the model constitution from Pollcy. Organisation and Rules (POR) Note the Group's financial year- 1. April - 31. March. Approve appointed and community members of the Group Scout Council Agree the number of members that may be appointed to the Trustee Board Agree the quorum for future meetings of the Group Scout Council (excluding this AGM) Revlew of the prevlous year The Group Lead Volunteerfs review of Scouts in the 1• Burgess Hill Scout Group. Receive and consider the Annual Report of the Group Trustee Board, induding the annual Statern6nt of the Accounts Maklng appolntments Appoint Ihe Group Chalr. followlng recommendatlon from the open selectlon process initiated by the Group Trustee Board Appoint the Group Treasurer, followlng recommendation from the open selection prO￿sS initiated by the Group Trustee Board Appoint members of the Group Trustee Board, following recommendations from Ihe open selection process initiated by the Group Trustee Board [If required] (Re-)appoint Group President andlor Vlce Presidents Appoint the Scrutineer I Independent Examiner l Auditor- have agreed to continue in 2025. Dislrict Representative lo say a few wor(Is. Closing remarks Scouts 1st Burgess Hill Reports and Accounts for the Year ended 31. March 2025 l•t Burgess Hill Scout Council President TrUSTEES: Ex-Officio- Appointment Group Lead Volunteer Group Chair Group Treasurer Graham Hodgson Connie Hughes (Appointed 5, Sept 2024) Mar9aret Larcombe TrUSTEES: Elected Name Gemma T¢y4ener Leadershlp Team Team Ledd Ikowallan sco￿$ Team Lead Rowallan Scouts Team Lead Walsh Scouts Team Lead Baden Cubs Team Leod Baden Cubs Team Lead BrowrLsea Cubs Teom Lead Brownseo Cubs Team Lead Ash Beavers Team Lead Ash Beavers Team Lead Willow 8eavers Team Lead Willow 8eavers Name Horwood {resigned 30 July 2024) Andrew Hawksey Scott Wakely (Resigned May 2024) th Liz Pocknell (Appointed 20 March 2025) Connie Hughes {Resi9ned 4 September 2024) Martin Hu9hes Appointed f November 2024) th In9er Paulsen (Resigned 24 April 2025) Mike LoruSSO (Resigned 24 April 2025) BANKERS Barclays 8¢mk PLC CUSTODIAN TrUSTEES (If ary) Group Re9lStration Number with The Scout Association Charity Registration Number Contact Nome and Address Scout Association Trust Corporation 6399 305834 Mar9aret Larcombe 52 Orchard Road Burgess Hill West Sussex HI5 9PL l.Burgess Hill Scout Council Trustees Annual Report for the year ended 31. March 2025 MAJOR AcfMTIES AND ACHIEVEMENTS IN ThE YEAR Treasurers Report 2025 After 25 Years with the Group, 24 of them as Treasurer I have decided to stand down as Treasurer and hand over to the youn9er element of the group. I have had many roles over the last 25 years within the Group and am proud to have been a member of 1st Burgess Hill, f or 25 of my 43 years in Scouting. Now down to my report. I am handin9 over the Accounts with a good healthy balance and with some dedicated Fundraising the Group can achieve the things needed to improve and update the HQ. Havin9 said that, our income has reduced significantly over the lasi year due to the lower amount, of subs coming into the group monthly, This is due to the group having to close one Beaver Colony and other sections reducing numbers due to not having the correct ratio of adult members. In May 2024 we were receivin9 around £2305 per month in subscriptions. this May it was £1373 a drop of nearly £IOOO per month. We rely on the monthly subs to cover the monthly outgoings, and this is no longer happening. Full details of the accounts are included in this annual report. Hall bookings are still going stron9 via children's party bookings With people coming back year af ter year. especially as the Hall accommodates some of the largest Bouncy Castles. We are still looking f or someone to take on the Groups inventory. and keep it updated so thot we have adequate cover for the insurance of group's equipment. As I said last year, I hope that in the coming year more parents will come forward to help in the Sections on the Board of Trustees and help with f undraising. Perhaps we will be able to start the biannual family camps we held pre-covid. but this can only be done with your help. Finally, I would like to say a bi9 thank you to Connie & Graham f or all your help over the years and to all the leaders who have supported me. I am sorry to leave but it is the correct decision for me. Having said that I am not goin9 far and will be continuin9 in my District role. Margaret Larcombe l. Burgess Hill Scout Group Treasurer July 2025 Chair's Report - July 2025 Hello everyone and thank you for attending our Annual General Meeting. It's a pleasure to report on another rewarding and busy year f or 1st 8urgess Hill Scout Group. A Year of Growth and Adventure Over the past 12 months, our young people have enjoyed a wide range of activities that embody the spirit of Scouting. From traditional skills like f ire lighting and camp cooking to exciting. badge work, and community projects. it's been a year f ull of learnin9 and laughter. Volunteer Support Our success relies heavily on the dedication of our volunteer leaders and helpers. fd like to extend sincere thanks to the section leaders, young leaders, and all our volunteers who give their time so 9enerougly. A special thank you also goes to the Executive Committee, who keep the group running behind the scenes, ensuring our f inances are in order. our hall is maintained, and our saf e9uarding responsibilities are met. Finances and Fundraisin9 We've managed our f inances caref ully this year through membership subscriptions. occasional f undraisin9 events. and kind donations. However, we are aware that sustainable f undraisin9 is essential to help us keep costs low f or f amilies and invest in equipment and opportunities for our young people. We would like to establish a small f undraisin9 team to support this ef f ort going f orward. If any parents. carers, or supporters would like to get involved-whether occasionally or on a regular basis-we would be very gratef ul. Please do come and speak to us af ter the meeting or contact the leadership team. Looking Ahead Next year, we plan to continue improving our programme. of f er more outdoor experiences, and work toward improving our facilities and equipment. We are also keen to grow our team of adult volunteers and welcome anyone interes*¢d in 9e**in9 involvcd-cvcn in a 3mall way. Final Thanks Finally, thank you to all the parents and carers f or your continued support. and to the young people who make this group what it is. It's a privilege to support such a positive, energetic, and inclusive community. Here's to another successf ul year of Scouting. Connie Chair, 1st Burgess Hill Scout Group Date: 12th July 2025 Group Lead Volunteer report July 2025 This last year has been a challenging one f or a number of reasons, we have had a f ew changes of Leaders this last 12 months. with a f ew steppin9 down_ l am pleased to say that Liz Pocknell has agreed to take on the leadership of Baden Cubs as a permanent leader also recruited Chris Atkinson as a leader to assist, Liz brings a wealth of scouting experience, and we are very lucky to have her. Unf ortunately, we had to close Ash Beavers last September due to no adult leaders as In9er had to step down for personal reasons. fnger still helps us out when she can. At Easter this year Mike Lorusso stepped down f rom Willow Beavers. although Rebecca Verma and Ben Herbert-During have recently joined and working well with Marrie and Olga. Connie continues to temporarily run kowallen scouts, assisted by Louise Elsey and Mike Cupit, we also welcomed Adom Newman recently. Martin Hughes has now stepped up to run Brownsea Cubs after Connie stepped down, assisted by James Pert and James Grant. Andrew Hawksey, continues to run Walsh scouts. assisted by Patrick Glithro, Julie Patterson and we welcomed Ash Lon9ford back in November. Hopefully we will have another few leaders join us soon and we will be able to reopen Ash Beavers. We also have a f ew younger leaders currently away at University and will lose one or two more from September, having input from thcse younger Icaders is so important for us and the young people in the sections. Because we were unsure if sections would stay open, we paused the waitin9 list and barely took on any new youngsters into the sections. but f rom September we will of f erin9 places as many sections now are low on numbers. We are lucky that we have the f ollowing permits in the 9roup which allow us to provide more activities to our young people. Riff le shootin9 Camping Kayaking Some of these are fairly recently gained so haven't been used os yet. We have our own Archery equipment but cannot use this as we no longer have anyone with a permit and would love to change this. The Scout Association implemented a new data base for managing Scout groups. members records. changing the way in which scouts UK works, part of these changes were some restructuring and names which has taken some getting used to. All leaders have recently had to undergo updated saf ety training, and l am thankful that all have completed this bef ore the deadline. These are some of the activities our young people have taken part in this year. Camps Hikes Camp f ire cooking 60 8cavcrs Monopoly Run in London Climbing Wall Christmas Lantern Parade Christingle Supeta Yacht trip Remembrance Parade Litter picks Rif le shooting DIY badge Wide Games Thank you to all our leaders, parent helpers, f or giving UP their f ree time to provide these activities, without them these would not happen. We are always looking for new leaders and occasional helpers, no previous scouting knowledge required, subject to some background checks and trainin9. so if you have some f ree time. doesn't need to be every week please speak to us. As well as leaders we hove Graham Tavener our Quarter master who has kept our camping equipment in good order as well as help comps. Gemma Tavener our group secretary dnd DBS administrotor Mike Larcombe our premises manager. who oversees the hires and building management. Mar9aret Larcombe, group treasurer, waitin9 list manager and many other jobs that keep the group runnin9. Thank you to all of them. without them all our group wouldn't run. Graham Hodgson Group Lead Volunteer 1$1 Burgess Hill Scout Group firstbur esshill.or A special thanks to all the Scouters and Helpers f or the time they have given to the youngsters over the past year. Also, to Martin for keeping the HQ clean and tidy and Mike Larcombe Premises Manager. The Group is a trust established under its rules, which are common to all Groups/DiStricts. Trustees are appointed in accordance with the Policy. Or9anisation & Rules of The Scout Association The accounts have been drawn up on the accrual's basis, which is consistent with the previous year. Approved by the trustees and signed on their behalf by Margaret Larcombe. Trustee Board Treasurer. Recelpts a PwTrentg Acco￿* sunm 6enerol Actiwties 5,3C¥J￿O 186.66 o.co 1.212L)I 4.150fj7 IIAI 0.03 Generel 6,(X)).QJ Holl Hire o.co o. 5.9)5.Q) O.¢x) I8￿3.￿j o.(x) I￿.cO Ea* Fundraisin9 O.CO Arnazon Smile O.CO Equipment Hire 6,100 109.14 131.T2 O.(L) 6.104J4 o. 18,738A4 0.0) o. o.co 2istrict Rif ￿ Compations I￿.(￿ Amex xo.co aimbing 4iCQ.Oi Activi ties 1,750 Q.LYJ gJ.Q) 375.Q) O.Cx) o.co o.co 140.0) o.c 1.517fjt5 4.163.75 FUNI) RAIS[h￿ EXPENSES O.CM) Generol 0.cii Quiz Ni9ht o.cx) 0.￿? oJ)o orn IN O.QJ Posrag¢ O.CX) Telephone 5ry).(J) Internet a Wi Fi O.Q) Misc Expenses O.(Xl Stationary/Photocopyin9 o.a) 0,0) o.¢J) 7. 489 48428 PURa4ASE OF CAPITAL EQUIPMENT •RY EXPENSES 4Cn.W UNIFORM 2(i).CK) Misc 10).CQ Resource Matenal 4.IXO.CO Equiprnent O.ii3 AGAI Expl Leave DD 353.70 429.95 414.82 769.33 0.￿) 2.c￿.(0 Section 8ad9es l(Kl.Q) I￿natiOn 6enerol 6.800nO 39700fj0 TOTAL PAyMwfs FOR THE YEAR .24437 20204.44 3,42396 24853A)Z 1ST BURGESS HILL SCOUT COUKfIL Statement of Assets a Liabllltlu for the ended 31gt M￿ch 2025 TN4 Year Thli Y•or 202412025 202312024 AIWARY ASWS 8ank Currenl Account Activities Busness Base Rote Tracker Business Base Rate Tracker (tri￿ Maintenance Fund) Business Premium Linked Account (C¢Jrrent AIQ Pelly Cash Account 4382.03 4295. 68.28 43.Ck) £39.663J3 £34,639JO Invoices Outstandin9 Hall Hire O.(fJ o.co o. £39.663J3 £34.639J6 Scouting equipment . o. o.(J) £o.oJ o.c £o.o) 0.0) LfA8XLrrIES Tkn• kn wllhln •ft• ya OAJO OA IXA8lllTXES Tra•¢ payabl¢ *1lNn am y•or o.(J) 0.0) £OAX) £0 D•yxlallon Not Bc•)k Valu• Acquired sinc¢ 2CQ516 Equipment brought forvMTh4 Tents 13753.15 13753.15 2347.40 161CO.55 o.co la)7.CO 3354.40 17107.55 10)7.CO From 1st April 2CX)8 the &outing Equipment has been depreciated 0￿r o 10 year period to ref kcl weor and tear. The 13t 8urYJess Hill Scout &uncil aLso owns other ossets and the Scout Hall. An i nventory has been prepared f or i nsuronee purposes showi n9 replacement ¥alJes of £945,(YX) • Vat f or the Scout Holl and Garnge 8k)¢k and £S).(LQ f or other Assets. Scouts Independent examiner's report to the trustees of 151 Burgess Hill Scout Group• Scout Council I report to the trustees on my examination of the accounts of the 151 Burgess Hill Scout Group for the year ended 31" March 2025. Responsibilities and basis of report As the charity trustees of the 1st Burgess14ilL Scoul Group you are re5pon5ible for the preparation of the accounts in accordance with the requirements Of the CharitiC5 Act 20111.thc Act'l. l ieport in rcaPQCt of my examination of the IS.. Burgess Hill Scout Group accounts carried out under section 145 of thc 20 1 l Act and in carrying out my examination I have followed all tlic applicablc Diffections given by the Charity Commission undor soction 145151{bl of the Act. Independent examiner's statement I have completo.d my examination. I confirm that no material matters have come to my attention in connccts.on with the examiiialior) giving mo cause to beb.evo that in any material respect.. l. Accounting record5 were not kept in respert of the I. Burgess Hill Scout Gioup as required bv section 130 of the Act.. or 2. The account5 do not accord with those records. I have no concerns and have come across no other mattcr5 in connection with the examination to which attention should be drawn in this report irb order to enablo a proper understanding of the accounts to be reached, Signed: Name: John 8rlmecome Relevant professional qualification or membership of profe55ional bodies= ACCA Address: Highland House. A(bert Drive Burgess Hill. West Sussex, RH15 9TN Date.. 19th June 2025 Scouts 1st Burges$ Hlll 1st Burgess Hill Scout Council Minutes of the Annual General Meetlng Scout HQ, Station Road Thursday 5th September 2024 at 7pm. Introductlon & welcome nln remarks: Margaret Larcombe opened the meeting by welcoming those present. The meeling was brought to order and started at 7:12pm. Attendees.. Margaret Larcombe. Group Treasurer, Connie Hughe5-Group Chalr, Mlke Larcombe. Assistant Deputy Commissloner & Pfemisos MAnager. Graham Tav8ner- am. Inoer P2ulsen- SL Beavars, James Grant- SA Cubs. Mike Lorusso. Andrew Hawksey- SL Scouts, Ashley Longford- ASL Scouis, M8rtin Hughes- SL Cubs, Michael Cupit- Ma￿le Holt- ASL Cubs, Daniel Ferrer- , Gemrna Tavener- Group Secretary Parents: Ashitha Joshith. Joshilh Gangadharan. Aisha Shirazy, VERNAN pi rove the mlnutes of the Annual General meotln held n19°Au ust 202 Copies of the minutes had been handed out lo all attendees before the meeting commenced. They were proposed by Connie Hughes and seconded by Martin Hughgs. ul08 POR Treasurer,, In Iln8 Wlth the recommendalion from Scout Headquarters, I propose that we adopt the model constilulion from Chapter 5 of Policy. Organisation and Rules. This was seconded by Mike Cupit, Treasurer.. Membors of the Group Scout Council were asked to note that our charty's financial year is 111 April to 31* March. r6 that ma Tr8asuTer". The GTOUP Scovt Council musl aoroe 8t ils AGM Ihe number of people Ihal can be elected to Ih Trustee Board. The recommendation is that 4 people can be elected. Andrew Hawksey and Mike Lorusso have agreed to be Trustee's. Grou In subrfommltt Treasurer". The Group Scout Council fflust agree the quorum al its AGM. The recommendation is that it should be set at 10 persons. The Group Scout Council is asked io approve thls. Seconded by Martin Hughes. ou the Grou REVI W OF THE PREVI Margaret informed the Group Scout Council members that this part of the meeting is the OPPDrtunity to rellect on the activities of the previous year. Grou Scout L lew of Scoutln In the rou The GSL repori was made available on our website to everyone prior lo the meekn'ng. recelvé and conslder the of account rt of th Grou Tru Tdln ludln the an The Group Trustee Board has approved the Annual Report and Ststement of Accounts, the statement of accoLmts has been received from Ihe Independent Examiner. The accounts for Ihe financial year 114J2023 - 311312024 had been handed out prior to the meetlng (x)mmencing showing an increase in the balance from the previous year (after the expense of replacing th8 r￿f and boiler}. This increase was in part due to the rental of the hall to the DVL4 for 13 weeks while their facility was renovaled and partty due to the increase of the subscripbon fees. Ahhough the balance may look healthier this year than last it is importanl lo note Ihal there are still lots of projects that need lo be completed such as decoraling ihe building intemally, redoing the fire circle and replacing the maln gate. There may be a need to increase the subscriplions in the future. Every year we have to pay £60 capilatlon per Scout with the remaSnder needed to cover tho cosl of activilies elc. Group Accounts were approved by Andrew Hawksey. This role is appointed by all of the Group Scout Council. Connse has offered to take on the role. All presenl In agreement. Treasurer Margaret has agreed to remain in the role foranother year. Proposed by Connie Hughes. seconded by And￿W Hawksey. ANY HER BUSINESS Connie appealed to those parents present to consider forming a fundraising committee in order lo raise our presenc8 in the community at events such as Town Days. They would be fundamentally responsible for organising activities such a5 Family Camp which the Chair and other team members would be able lo as5151 them wilh. Connie suggested sending an email to parents explaining the role as il is felt that they may be reluctant lo commit thinking it May involve a lot of work. obviously the more people that form the committee Ihe easier it will be lo spread the work. Connle asked ilthere were any ideas to help increase our adult volunteers withln the group. Margarel Informed all that we havo a waiting list of nearly 100 but do not have enough Leaders (team Members) lo accept more Into the sections. The aim is to have more team members by Christmas in ￿der lo spread the roles [r￿re eventy. Mlke Larcombe sp)ke on behalf of the Districi Lead Volunteer relaying a big Thank You" to the group, We 8r8 one of the more active Scout Groups in the district and he thanked all the leam members and families for all that they do supporting the Group. The meetlng was closed at 7:35p