## **5[th] /10[th] Horsham Scout Group Council Annual General Meeting 28 September 2021 5[th] /10[th] Horsham Scout HQ** ## **Present:** Beverley Bell – Chairman Drew Scarborough – Group Scout Leader Liz Ratcliffe – Treasurer Sal Dartnell - District Commissioner Pete Bosman, Caitlin Gill, Mandy Longdon, Coren Moore, Richard Taylor. **Apologies:** Nicola Acres, Ray Mack, Nigel Powling. ## **Minutes of the 2020 Annual General Meeting** The draft Minutes, having been circulated, were taken as read, accepted and were signed as a true record by the Chairman. ## **Chairman’s Report** Beverley thanked new GSL Drew Scarborough for bringing the group back face to face in the COVID-19 pandemic. ## **Group Scout Leader’s Report** Drew said the Group continues to operate at capacity. Waiting lists: Beavers Down from 89 to 47 of which 26 are aged 5 and over Cubs 1 Scouts 0 ## **Chief Scout Awards** 2 Bronze 11 Silver 6 Gold DoE Silver 1 DoE Gold 1 ## **Queens Award** Congratulations to Ellie Ratcliffe. ## **Leadership** Beacon Troop – thank you to Pete and Tim. Urgently need a Scout Leader for Beacon Troop Denne Troop – thank you Nicola for stepping up to the leadership role. Bennetts Pack – thank you to Mandy, Merche and Coren for keeping the pack running whilst the new leadership team of Victoria and Richard was found. Beavers – thank you to Ray for running both colonies. Chennell Colony – thank you to Hayley for joining as BSL. Young Leaders 16 with a waiting list. The DC said there are places in other groups. 31 Leaders, ASLs and SAs, 2 skills instructors. Drew said he had worked with Nigel to remove occasional helpers from Compass who are no longer helping. ## **Camps** Cubs had a summer camp and Scouts will hold their summer camp in autumn term. Beverley said she would like her lasting legacy for the group as outgoing GSL for every member to have the opportunity to visit Brownsea Island. ## **Activities** Jambowlree – did not happen due to COVID Caving - did not happen due to COVID JOTI- did not happen due to COVID JOTT- did not happen due to COVID Swimarathon – the Group did really well at the Swimarathon this year Group Campfire- did not happen due to COVID ## **Treasurer’s Report** - The accounts for 2020/21 show a £20,000 surplus but include international camp payments which have been refunded - The group received the business support grant of £20,000 in 20/21 and £10,000 in 2021/22 and refund of business rates from the government to support the group through the coronavirus. The Chairman thanked the Treasurer for her work as these grants were difficult to claim. - The Treasurer has contacted everyone who stopped paying during the zoom meetings. - Europa have £7,100 in their bank account and 5[th] /10[th] have £71,000. The Group should only have six months of expenditure in their bank account in accordance with Charity Commission guidance. The Treasurer said the money must be spent for the benefit of the members and asked leaders to bring suggestions to the next Executive Committee meeting. - There are two Gift Aid claims outstanding. ## **Approval of Year-End Accounts 01/04/20 – 31/03/21** The draft year-end accounts for financial year 01/04/20 – 31/03/21 were AGREED. ## **Independent Examiner** Liz Ratcliffe reported that the current examiner HG Field & Co are retiring. Two quotations had been sought for a replacement. Liz Ratcliffe proposed that Mulberry and Co be appointed as Independent Examiner for financial year 01/04/21 – 31/03/22, AGREED UNANIMOUSLY. ## **Nominations and Elections** |Chairman|Drew Scarborough|nominated Beverley Bell.|nominated Beverley Bell.| |---|---|---|---| |Treasurer|Beverley Bell proposed that Liz||Ratcliffe be| ||appointed
as|the
Group|Treasurer,| ||UNANIMOUSLY AGREED.||| |Secretary|Liz Ratcliffe proposed Caitlin Gill||be appointed| ||as the Group Secretary, UNANIMOUSLY||| ||AGREED.||| |Quarter Master|It was AGREED to|appoint Mandy Longdon as|| ||Quartermaster.||| |Caretaker|It was AGREED to|appoint Adrian|Bell.| |Executive Committee Members: The
appointment||
of
Coren|Moore
was| ||AGREED.||| |Under rule POR 3.23 iib of POR, it was AGREED|Under rule POR 3.23 iib of POR, it was AGREED|that the following|leaders|leaders| |---|---|---|---|---| |become members of the Group Scout Council and thus Trustees of the charity:||||| |Beavers|Ray Mack|||| |Cubs|Mandy Longdon|||| |Scouts|Nigel Powling, Pete|Bosman||| |Explorers|Luke
Hearnden,|as
the
Group|has|a| ||Partnership Agreement with Explorers|||| |District Representative|Luke Hearnden|||| ## **Report from the District Commissioner** District Commissioner Sal Dartnell thanked the Group for their hard work over the last year through zoom and then returning face to face. She said the DIstrict Team has organised one event per section per term and all the details can be found on their website and facebook page. The Young Leader training programme continues and there are spaces at 3[rd] , 4[th] and 6[th] Horsham Scout Groups. 5[th] /10[th] Scouts have expressed an interest in the Jamboree. - The DC presented Mandy Longdon with her Wood Badge for her District Cubs and the Chief Scout’s Commendation for Good Service. She said a wonderful citation had been submitted for Mandy’s award, she has gone above and beyond her responsibilities and is a good role model for young people and adults. - The DC presented Peter Bosman with the Chief Scout’s Commendation for Good Service. She said a glowing citation was submitted for Pete, who sets a really good example to Scouts. - The DC presented Coren Moore with her Wood Badge as Assistant Cub Scout Leader and Chief Scout’s Award for 5 years service. - The DC presented Beverley Bell with the Medal of Merit for her service to the Group over the last 20 years and as GSL over the last nine years. She said her citation ran to a page and half. She explained that this is award is very rare. The DC gave the GSL the following awards for members not present this evening: - Nigel Powling – Wood Badge as Assistant Group Scout Leader - Cliff Cox Chief Scout’s Award for 5 Years Service - Jon Fisher Chief Scout’s Award for 5 Years Service - Mark Thomas Chief Scout’s Award for 10 Years Service - Adrian Bell Chief Scout’s Award for 10 Years Service - Darren Sandle Chief Scout’s Award for 5 Years Service ## **Any Other Business** It was confirmed that the Group has booked for WSIJ ## **Date of Next Executive Committee Meeting** To be arranged 5th110th Horsham Weald Scouts Financial Activities As of March 31. 2021 Total 31.03.21 Unrestricted funds Restricted funds Total 31.03.29 Income Activities Income Activities Income - Beacon All Units Europa Activities Income Higgins Fundraising Total Activities Income 0.00 -84.00 155.15 39.65 59.00 £169.80 -84.00 155.15 39.65 59.00 £169.80 £5,741.13 Admin Grant Income ICOVID-19 grants) Total Admin 20,097.00 £20,097.00 20,097.00 £20,097.00 £252.78 Camp¥ Bgacon Spring Camp 20 Inc Czech 2020 (net deposits refunded} Higgins Easter 20 Inc Higgins Summer Camp 20 Inc Holland 2020 Inc (deposits refunded) Total Camps 48.00 4.600.00 -120.00 360.00 4,525.00 10.933.00 -48.00 -6.600.00 -120.00 360.00 -4,525.00 -£10,933.00 £26,761.87 Donation Recycling Total Donation 6.00 £6.00 6.00 £6.00 £471.38 Glft Ald 5.190.58 £5.190.58 8,958.62 Hut Hire Jo Crombleholme Montessorl 950.00 21,358.90 950.00 21.358.90 Total Hut Hirg £22,308.90 £22,308.90 £21,973.50 Sales of Product Income 0.00 £0.00 48.52 Subs Europa Joining Fee Europa Subs Jolnlng Fee Total Subs 12,602.00 75.00 3.180.00 95.00 £15,952.00 12.602.00 75.00 3,180.00 95.00 £15,952.00 £11,550.48 Unifomi Europa Unlform Total Uniform 335.00 20.00 £355.00 335.00 20.00 £355.00 £1,262.00 Total Income £53,146.28 £53.146.28 £0.00 £89,020.28 5th110th Horsham Weald Scouts Financial Activities As of March 31. 2021 Total 31.03.21 Unrestricted funds Restricted funds Total 31.03.20 Expenditures livities All Unlts Exp Beavers - Chennells Beavers- Brooker Caving Exp Cubs - Bennetts Cubs - Hlgglns Gardening Club Total Activities 0.20 7.10 7.10 400.00 56.60 124.24 19.50 0.20 7.10 7.10 400.00 56.60 124.24 19.50 £614.74 £614.74 £6,031.84 Administration Ac¢ountslAudit Fees Capitation Europa ESU Capitation General Insurance Office Supplies Website Total Adminlstratlon 408.00 7,080.00 1.652.00 1.020.07 141.12 67.48 168.00 £10,536.67 408.00 7,080.00 1,652.00 1.020.07 141.12 67.48 168.00 £10,536.67 £11,274.12 Bank Charges £85.19 £85.19 £1,039.26 Camps Expenses Czech 2020 Exp (travel refund received) Hlggns Xmas 20 Holland 2020 (travel refund received) Spring Camp 20 Exp Total Camps Expenses 4.250.00 0.00 -2,340.00 0.00 -4.250.00 0.00 -2,340.00 -60.00 -£6,650.00 -£6.650.00 £18,533.64 Total Donations £114.50 £114.50 £0.00 Equipment £245.95 £245.95 £1,258.27 Europa Activities £96.34 £96.34 £2,389.95 Europa Equipment £115.50 £115.50 £169.32 Premlses Expenses Cleaning Electrical Works Gardoning Heat and Light Insurance Rates Rant 5.544.09 0.00 120.00 4.605.13 2.174.94 297.36 170.00 5,544.09 0.00 120.00 4,605.13 2.174.94 297.36 170.00 5th110th Horsham Weald Scouts Financial Activities As of March 31, 2021 Total 31.03.21 Unrestrided funds Restrided funds Total 3f.03.20 Repairs and Maintenance Telephonellnternet Total Premises Expenses 12,846.91 1.173.13 £26,931.56 12,846.91 1,173.13 £26,931.56 £32,380.05 Subs Refunds £20.00 £20.00 £10.00 Tralnlng £0.00 £0.00 £95.00 Uniforms Badge$- Boacon Badges- Bennetts Badges - Brooker Badges- Denne Badgos - Eury)oa Badges- Higgins Total Uniforms 233.53 7.00 20.47 91.75 12.60 39.25 49.78 £454.38 233.53 7.00 20.47 91.75 12.60 39.25 49.78 £454.38 £2,855.29 Total Expenditures £32,564.83 £32,564.83 0.00 £76,036.74 Net Operating Surplus £20,581.45 £20.581.45 0.00 £12,983.54 Other Income Interest £10.09 £10.09 0.00 18. 14 Net Surplus £20,591.54 £20,591.54 £0.00 £13,001.68 5th110th Horsham Weald Scouts Balance Sheet As of March 31, 2021 At 31.03.21 At 31.03.20 Fixed Asset Tangible assets Fixed Assets Total Tangible assets Total Fixed Asset 1.00 1.00 1.00 1.00 1.00 1.00 Cash at bank and In hand Cash at Bank 5th110th Horsham Weald Scouts Europa ESU Account Savings Account Total Cash at Bank Total Cash at bank and in hand 49.00 4,885.38 6,352.11 51,139.48 62,425.97 62,425.97 49.00 4, 795.55 7,823 28 29, 129.39 £ 41,79T.22 £ 41,797.22 Current Assets Petty Cash Uncategorised Asset Total Current Assets Net current assets 32.12 3.40 35.52 62.461.49 32.12 3.40 35.52 £ 41,832.74 Creditors- amounts falling due within one year Trade Creditors Accounts Payable Total Trade Creditors Total Creditors: amounts falling due within one year 130.93 130.93 93. 72 93. 72 130.93 93. 72 Ngt current assets Iliabilitiesl 62,330.56 £ 41,739.02 Total net assets (liabilities) 62,331.56 £ 41,740.02 Charity funds Investment Shares {restrictedl Capital Resorve {restrictedl Retained Funds BIFwd Irestrictedl Surpluslldeficitl for year {restrictedl Retained Funds BIFwd (unrestricted) Surplus for year lunrestrictedl 200.00 25, 119.56 700.00 0.00 15,720.46 20,591.54 200.00 25, 319.56 700.00 0.00 2,718.78 13,001.68 Total Charity funds 62.331.56 £ 41,740.02 Note to balance sheet The Scout Hut, Higgins Way, Off Bennetls Road, Horsham is occupied by the Group under licence from the Scout Association Trust Corporation. Under the terms of the licence, the Group is responsible for the full maintenance and repairs of the building. The eslimaled building re-inslatemenl value for insurance purposes is £665,000 excluding VAT. Approved by.. On behalf of the Committee Dated CHARITY COMMISSION FOR ENGLAND AND WALES Independent examlnerfs report on the accounts ••+ Section A Independent Examiner's Report Report to the trusteesl members of Charity Name 5th110th Horsham Weald Scout Group On accounts for the year endod 318T MARCH 2021 Charity no (If any) 308951 Set out on pages 1to3 (remember lo includè the page number5 of additional sf*etsi I report to the trustees on my examination of the accounts of the al)ove charity (Ihe Trust.) for the year ended 3110312021 Responslbllities and As the charity trustees of the Trust, you are responsible for the preparation basls of report of the accounts in accordance wilh thè requirem8nts of the Charities Act 2011 {Ihe Acr). I report in respect of my examination of the Trust's account8 carried oui under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. I have completed my examination. I confinn that no material matters have come to my attention (other than that disclosed below ") in connection with the examination which glves me cause to believe that In. any material respecL' accounting records were not kept In accordance with section 130 of the Act or the accounts do not accord viith the accounting records I have no conc&ms and have come across no other matters In connection with the examination to which attention should be drawn in order to enaNe proper und8rstandlng of the accounts to b8 reached. ' Please delele the M)rds in the brackets rfthey do not 8ppty. Independent examlnerfs Statemont Signed: Dats: Name: ADRIAN RODRI .G FIELD & CO) Relevant professlonal quallficatlon(8) or l)ody {tf any): FCA Address: 2 STATION ROAD CHERTSEY SURREY KT16 8BE IER October 2018 Section B Disclosure Only complete rf the &xaminer needs to highlight matters of concern (see CC32. Independent examination of charity accounts.. dlrections and guidance for examiners). Give here brlef detalls of any ltsms that Ihe examlner wlshes to disclose. IER October 2018