# **1[st] Rodbourne Cheney Scout Group** # **ANNUAL GENERAL MEETING** **At The Scout Hall, Moredon Road on Wednesday 12[th] July 2023** ## **AGENDA** 1. Welcome to the AGM of 1[st] Rodbourne Cheney Group Scout Council 2. Apologies 3. Approval of the minutes of the last Annual General Meeting 4. Undertake governance oversight - note the dates of charity’s financial year - agree the number of members that may be elected to the Trustee Board - agree the quorum for each of: - meetings of the Scout Council - meetings of the Trustee Board - meetings of any sub-Committees 5. Group Annual Report - a) Chairperson - b) Presentation of Accounts for 2022/2023 - c) Group Scout Leader - d) Adoption of Report 6. Approval of nomination by the Group Scout Leader for Group Chairperson 7. Election of Group Secretary 8. Election of Group Treasurer 9. Election of Trustees to the Group Trustee Board 10. Approval of Nominated members of the Group Trustee Board 11. Approval of Ex-Officio members of the Group Trustee Board 12. Conformation of Section Leaders 13. Appointment of Examiner 13. Formal close of Annual General Meeting - District Commissioner’s response ## **1[st] Rodbourne Cheney Scout Group Annual Review 6th July 2022** ||| |---|---| |1|**Present:**
See attached sign insheet| |2|**Apologies:**
Ian Appleby| |3|**Welcome**
Julian welcomed all to the meeting and ran through a list of updates
made to the building in the last year and confrmed that the building is
now asbestos free.| |4|**Approval of last AGM Minutes**
Proposed: Phil Ricketts
Seconded: Neil Hunt| |5|**Presentation of Annual Statement of Accounts:**
Proposed: Sarah French
Seconded: AthenSims| |6|**Approval of Group Chairman**
Julian Dance has agreed to be Group Chairman.| |7|**Approval of Group Secretary**
Lynn Mayneord has agreed to stand again as Group Secretary
Approved: Jessie James
Seconded: BradDickinson| |8|**Approval of Group Treasurer**
Marlene Blackwell has agreed to stand again as Group Treasurer
Approved: Mark Cooper
Seconded:Jessie James| |9|**Appointment of an Examiner**
Charlotte Teasdale is happy to be our examiner for the forthcoming year.
No objections.| |10|**Confrmation of Leaders as Trustees**
Ian Appleby has discussed this with leaders at the last exec meeting, and
all have agreed to act as trustees for a further year.
Joan Sims – Beaver Leader
Keith Hooker – Cub Leader
Sarah French –Scout Leader| |11|**New Committee Members**
We are still looking for new parents to join the committee. We meet 10
times a year.
Further informationavailablefroma committeemember.| |12|**GSL Report**
Ian sends apologies as he has covid, therefore please read report in the
Annual Review,| |13|**District Representative**
Gold award presented to Matthew Stear presented by Dave Prior
Kelvin as district commissioner thanked all involved getting the units
back out and about.
Trustees keep the buildings going.
Brad Dickinson received his 15 year long service award.
Enjoy yourscouting.| ## **Chair of Trustees Report 2023** Welcome one and all to the all-new AGM/Annual Review, I would like to thank you all for taking the time to read this report and if you for some strange reason have an advanced copy, I hope you will be in attendance on the evening in question. No doubt many people will be pressing into the Scout hut awaiting a delicious Burger, more of that later. If you are or have been confused about some recent changes to terminology within Scouting, we were previously known as the Executive committee but are now Trustees to bring us in line with other charities, you have probably noticed other title changes within the group, these are to make us all more approachable and easier to use, (my words not the official propaganda). Anyway, our purpose is to manage the less fun side of scouting for the group dotting the I’s and crossing the T’s, making sure everything is Safe, Secure and Paid for. We have recently been continuing out security with steel doors and working parties have been tidying up the outside areas and landscaping a new fire area. Finally, it is very important for everyone to be aware that all the leaders and helpers are giving their time for free, for the love of Scouting. So, thank you all very much, you are doing an Amazing (unpaid) job. Julian M Dance **1[st] Rodbourne Cheney Scout Group** ## **Treasurers Report Financial year 2022-2023** ## **Financial Summary** Overall, the Group had an in-year deficit of £20,146.03 which, in the main, is attributable to the payments for the planned Kandersteg trip (£24,261.79). ## **Receipts** Subscriptions: Nearly all payments for Cubs and Scouts are now made through the Scouts online manager using GoCardless. Of the £7,197 subscriptions received during the year, almost a third of this - £2,244 – was paid as capitation to the Swindon North District Scout Association. Gift Aid: As a charity we can claim Gift Aid on your subscription fees which gives us an extra 25% income; the Trustees have agreed to use such funds for major purchases which benefit all sections. The Group reclaimed £1,150.21 in this fiscal year. If you haven’t already done so, please complete the Gift Aid declaration form, always of course provided that you pay income tax at least equivalent to the value of the gift aid against the membership fee – it doesn’t cost you anything but greatly helps support the Scout Group. Activities: Scout Post saw an increase this year this year giving income of £2,576.17 (2021/22 £1934.54) less associated expenditure of £884.80 (2021/22 £858.42). The Lydiard firework display saw a welcome return this year and raised an impressive £2,45.037 for the group funds. Rent income: £1,060 received during the year from 1[st] Moredon Brownies and Wolf Explorer Pack for use of the premises. ## **Payments** Premises: The cost of ownership of the land and buildings gave combined premises costs for the year of £16,782.30, (£9,072 was spent on replacing some of the fire doors to improve security and safety at the hall – this is part of a rolling programme of such works), up from £12,768.32 in 2021/2022. Activities: Youth programme and activities amounted to £27,304.82 which includes payments in respect of the Kandersteg trip. Admin Expenses: Admin expenses came to £578.29. ## **Reserves** Cash/Bank funds held at year end amounted to £29,670.97; of which £6k is held in respect of forthcoming camps. with £7k committed to the further fitting of new fire doors in the scout hall and store to improve security and safety for members and leaders alike. **Reserves Policy:** The Trustees have set a policy to maintain a balance that equates to twelve months of operational costs and to hold a reasonable level of reserves to provide a sound financial basis for the development and running of scouting within the Group. Marlene Blackwell Treasurer 1st Rodboume Cheney koul Group R•celpts and Payments Accovnt Jl.Alar.23 Receipt5 and poyments 2J221202J rrfethktsdfund 2￿7/2022 MpmOwsfup5vbs lothdrfc* N£1 ￿￿n)b8r5hl Dono￿5 TQJ.L ao Otslnccth A¥ir* 2M.ITr oth Funthdi OttagfFvndRgtsln 14J6D.26 77.35 SublDtd ￿MRc￿t￿re&T 10. 5etsutAssoc￿￿on Plo tyR8NlircLynè 00 i.wtyj C¢) OJ Youth D. A¢lJl* IT￿82 ?.7￿•2 luntsrn5 Incl ￿￿￿band i.agQ95 Y4 511 IGDC(¥410 l*bllareous N4tt*rec*lpts/lpoym•ntsJ C¢rJhfvnth Ihtsy•AT•md 4v817ty) 35.821.4 Isl Rodbourne Cheney Scout Group Re¢elpts and Paymenh Accounl Oi.Aw-32 Statement of ussels and liabilities ul the end ol the yeai 202212023 202112022 onk octDunts .2￿53 47.*Jd.è2 N￿OOts ¥0&.Is wrantècldm lTrYE¥lMo k￿ly-d￿t￿l oet¢unl 5ubtd 0￿￿$10¢k Londurd bulk Scou u1pmont.fwdb￿01¢ tyL¥J >Jbloltrt nylrcL4Téd￿l notinvixcg¢ 5thsG Iky¢ntsl IX2n-¢lèto r¢) The obov8 recèpts ancjpayments QCCo￿l and5t0t￿nI01 0$3ets rm(11(*￿1￿swer8 upwoved byth Tw51ebson 21si June SIg￿d On t￿1r￿o￿lI by Scouts Independofit Examine¢8 Aoportto th• 7rustw¥ th i"RodbouTh* Ch•noy $coutGvoup I reporton ffte accounts ofthe Gttarity forthe yeareTrJ8d 31￿ March 2023. Rwpectlvo mPDn8lbllltlo6 oftru8tOeg Ind examln•r The charity's trustees 3re re5pon$ible br IhE preparat￿ ofthe s¢counts The tharity's trustee& ¢￿S￿r Ihal an audit Is not required for thi$ year under sL**k)n 144121 of the Ch8rilie5 A¢t 2011 (the 2011 Act) and that an derendenl examination ￿ needed ItLg my iesponsibility to.. eXarr￿n6 the accounts untsr58ctson 145 of Ih&2011 A foilow the prrteduro5 L%id down in the general gwen by th8 Charfty CoTbyniss￿￿ wder 86Gtion 14515llbl ol the 2011 A¢1, 4nd statèwhether parbru￿r m4ttets have (>)mB lo my attenlon. Basts of Indepondent examthq¢$ report My examination was carrigd out in accordance the generdl Dtrections gi￿ by tIE Charity Commis$M)n. An examinalKJn Includes a review of Ihe s¢¢owtiry records kept by the ¢haFity * comparp50n of the accounts fxesenled with those records 11 aLs0 irtludes con$ideraUon of any unusu•l i18n* or ¢6closur&s in the acc￿nts and seekinG oxplan*ons from you a6 IrustSfjS COnCÈming any s￿h mattors. The proctdurès undethen do noi provide 811 the evKlen¢g thaiwould ￿ i*quired in an aLkYIl and con$oquenly no opinp)n b gwen as to whtrtherthe attoullts pr$senl s'trtse and tsirvhwi. alld the ￿p)rt ￿ Ibrited to mattors Sei out In the stat2m8ni behjw. Iiidepend¢nt examinerf$ 8tatemont In Connect￿n with rny examinati￿. no nktter ha5 come to my 8ttenlhM. wh￿h gives me reasonab￿ cause to bel￿¢ th81, In any mateiigl respoct, the r84uirorr*nts'. to kaep ac¢ouDllng record& in 8¢¢t¥dance se¢bon 130 of the 2011 kty, and to preparè accoun& whth accord ¥%ith swunlng And conwty wth the *GGWnli re¢uirements ofihg 2011 Act have not been met.. ( towhich. in rny opinlon. 8ttenbon shouhy be drawn In rKd8rtoenable a prowunderstsThJlny of th8 *wJnts t¢ be reached. Slgne(J Nan £.T64sa4 QU￿1￿CatIOn Addre88 ## **Group Scout Leader Report** Scouting in 1[st] Rodbourne Cheney is fully back after covid restrictions have been fully lifted. With all sections running a full fun packed programme for members to enjoy. As you see from the section reports there have been lots of brilliant activities camps and badges awarded. The group had a slight decrease in numbers mainly down to members moving on to the next section, all sections are now on the increase. Over the last year we have had some significant out goings. This is mainly due to the installation of new fire doors in the main hall and the stores. We also had a new boiler installed for hot water and heating in the kitchen and toilets. On a rainy day the roof was replaced on the Rover den and replaced the cladding on the storage area attached to the main hall. At the moment we are in the process of making a fire pit and shelter. To do this we had to level off the area with a micro digger, both Mark and Isaac enjoyed themselves operating it. We finally headed to Kandersteg in Switzerland for 10 days after being postponed due to covid. Wow, what an experience everyone had. For those who had members attend you would have heard all about it. I still keep getting asked when are we returning. I would like to thank all the members on the executive committee who do a brilliant job behind the scenes. And to all the leaders who without their time, effort, and enthusiasm we would not be able to offer Scouting to our members. ## **Beavers Report** Well..our 1[st] year of almost normality (in Scouting terms, obviously…)..I’ll just reread that line again…talk amongst yourselves….it’s been a while, what with the dreaded lurgi, our own home grown, very sedate, game of thrones, AND changing Scouting protocols…but YES, you read that correctly. It really has been Scouting as we used to know it!! WOW!! Strange times… Lots of activities returning. We re-established our usual cooperative programme with our Scouting neighbours, 17[th] Swindon. Party heavy as one might expect-Halloween, New Year, &, more recently the Coronation Bash. Lots of fun & friends & endless hall decorating!! We’re almost ready to be Rent-a-Theme- of-Your- Choice-Hall Plc!! Our year has taken a welcome more regular look & feel. We’ve touched quite a few of our familiar bases. These tend to encompass the social calendar as it enfolds. Crafting Central to mark Mother’s Day (jam jar night lights), Father’s Day (fridge magnets), bonfire Night (sparklers & scratch bookmarks), Easter (chocoholics all round), Pancake Day (sweet shop- on-a pancake) to name the most memorable ..in the cleaning up department, that is.. We’ve also been quite creative in sound & motion. It’s only taken 20 odd years & a pandemic to crack our infamous dragon dance routine as part of our Chinese New Year celebs into a manageable activity. GO US EH??!! We re-enacted a Coronation Pageant, of sorts it has to be said. Somewhat less professional than a more recent similar event that got very wide TV coverage in May this year. We found out that windmills were used to spread local info to local people. Via the position of the sails when static. I know, who knew that eh?? Then there’s the Morris Dancing we almost accomplished,, not overly well, but still fun,fun,fun! Culturally, we’ve also been active. Over the last Scouting Year we’ve had a Jewish Evening; the food goes down well, a Homegrown Evening; where the activities went down better than the food..just saying.. Then our Xmas Production where the kids get that I-could-really-be-a-superstar feeling!! You’re welcome. Luckily our attempts at hand bells didn’t quite make the cut for that Production. Again, you’re welcome. On at traditional note we’ve investigated our local area via a fact finding Parish Walk. We looked at our local flora, fauna & habitats. We engaged in a local community support activity by ‘cleaning’ our local Parish Church, of St, Marys’ on Akers Way. Obviously, the word ‘cleaning’ is used in a very wide sense of it’s usually understood meaning. Returning after the summer break in 2022, felt very strange with the late Queen’s recent demise. For almost all of us this was very new cultural territory. Your children, our Beavers, once more, amazed us with their grip of these times and understanding of these events. Such evenings serve to remind we Leaders just how switched on & in touch our young members can be & often are. To top off this year the annual trip to Gilwell is back on. A veritable feasting of James/Jimima Bonding ALL DAY!!. YAHOOO!!!!! Last, but not least, we, the Leadership Team @ 1[st] R/C Beavers Colony, want to thank all our young members’ parents for your continued support. All being parents ourselves we understand the trust you place in ourselves, our Group & the Scouting Movement when you leave your children in our care. We endeavour to ensure that this trust is never misplaced. And that your Cherubs really do have fun, really do make friends whilst being skilled up. Here's to the next normal..ish year… ## **Cubs Report** We had a great year in Cubs we enjoyed the local area and give the cubs new experiences within the hut. Our numbers have stayed the same around 15 Cubs, but we are working on gain a few more cubs. We have moved back into our programmes of activities, following the Pandemic, and have joined in with District events, including Bowling, the Night hike and Scrap heap challenge which we won, then attending the County event at Potterne, representing Swindon North. We have managed to restart our programme, which has included badge work in and around our local area, including walks, cycling, gardening and experiences with local services, including the fire service, police and St Mary’s Church. We have also started to look at our local environment with our ongoing work on the Cub garden and completion of litter picks in and around Rodbourne Cheney. As a pack, we managed to complete a camp at Pennwood, the weather was great and we shared the site with the Scouts. This included fire lighting, tent erecting, cooking and a Camp Fire including twists, followed by archery and axe throwing on the Sunday, I think the kids had a great time. Good Luck to the Cubs who have moved onto Scouts, including Eloise, Kate, Luke and Aston. All these activities take a lot of organisation and it would not be so much fun for the leaders if we didn’t have such a great team within 1[st] Rodbourne Cheney, so a big thanks to Phil, Kim, Nelly, Ian, Molly and Lizzie. ## **Scouts Report** We started the year with a joint camp with the Cubs at Penwood. It was great to be back camping after a break due to covid. Activities the scouts took part in included archery, tomahawk throwing and frisbee golf. They also cooked all there food on wood fires, the first for most of them. Jott is a annual hike with scouts from all over the world hiking on the same day, this year it was extremely warm. We completed a circular walk starting from Silbury hill to Windmill hill. The Scouts had a visit to the Warhammer shop in town where they learnt how to play and have some games. They was also given models which we then painted on the next troop night. The long awaited trip to Kandersteg finally happened and was enjoyed by everyone. For the Scouts Christmas party we played a round of ‘golf’ at the golfing hole. The scouts had great fun whilst the leaders got very competitive. We then walked them back top the Scout hall for a hot chocolate, snacks and a dvd before bedtime. The following morning the scouts then went out and delivered cards whilst Sarah cooked us all a full English. I think the leaders missed this more than the Scouts. Other activities throughout the year has included cooking, hiking, bike rides, wide games, joti, pioneering, fashion show and a little bit of craft thrown into the programme. This would not happen without the great team we have, thanks to Athen, Amelia, Brad, Eloise, Isaac and Sarah. Ist Rodboume Cheney Scoul Group Recelpts ond Payments Accovnt 01.Aw al*￿r-28 Receipts and pcJymen15 202212023 202112022 nd th￿1￿¢￿rTh* ets Les%kiqm ¢Iy5 LLW IAI&Y4 1.IWT OIF I pasl ioJy. ACIMII oirwFvrfe 71.JS t4 Sts Lb) R￿1 IrKo i.OW.40 Y¢wl mmvonda¢rMki AdWIIu Mtsnd •] andR•n•wrfb .Pdn lod 051wllfMird 9.74Y. lun OonU￿A$ zo70,?4 si?.Th) *r•llan•kYA Scwlp￿t 42 (¥J 4P.DW C4sblvnthihlsyw•nd 49fj17.fy) 35.4Z2.4B Ist Rodboume Cheney Seoul Group Receipts and Poyments Account Porlh• ai.Mar-23 SIcFlemenl trl assel"& (TrTrd liabililie5 Ot the en(1 ol th& yeai 20211202t 05bfvn& ErtO¢¢owts Cc¢hifts15 5L* Q¢¢￿￿￿ $L￿h 1orGh oe 5rouln oiw .fvrrthvm•i¢ 5vbto ccrwn15D LthJn-d4T¢II 01hW*J r*t¢ Th•¢bO￿ mC•Wian¢p￿ffl￿￿aEcokr1￿¢thrn•ntoI05S•15 ondNcèlH￿5 wer•apwtsved try 11 Trtryt•eson 2151knfr2o23andi￿3m￿0n *￿t)•￿(Al Scouts Independent Exarnlner's Report to th• Tru¥teo8 of I" Rodboume Chènoy Scout Group I report on the accounts of the tharity for the year ended 31￿ March 2023. Respè¢tivo responslblllties of trustges and •xamin*r The charity's trustees are responsible for the preparation ol the acci)unts. The charity's trustees consider that an 8udtt 1$ not required for this year under secb'on 144{2) of th$ Charities Act 2011 (the 2011 Act) and that an independent &xaminalton is needed. It is my responsibility to.. examine the accounts under section 145 of the 2011 Act.. follow the procedures laid down in the general Dire¢lions given by the Charity Commission under sectton 145(51(bl ol the 2011 Act., and state whether particular matters have come lo my attenllon. Basis ot independent examin*$ report My examination was carrielt out in ac£ordance with the 9eneral Di￿tionS given by the Charity Commission. An examination inclltdes a review of the accounting records kept by the charity and a ￿Mparis0n of the accounts presented with those re¢ords 11 also includes consideration of any UnLtsual items or disclosures in the accounts and seeking explanations from you 83 trustees concerning any such matters. The pmGedures undertaken do not provide all the evidence that would be requlred in an audit and consequently no opinion is given as to whether the a￿ount$ present a "truè and lair viev/' and the report is limited to those matters set out in the Stalgmenl below. Independent examiner's 8tatem•nt In conftection with my examination, no matter has come to my attèntion." which gives me reasonable cause to believe thal. in any material respÈct. thg requiremènts: lo keep accounting records in aGwrdance with section 130 of the 2011 Act,. and to prepare accounts which accord with tha ¥ccountin9 ￿CordS and ¢gmply wlth the accounting requirements of the 2011 A¢1 have not been mel,. or trj which, in my opinion. attention should be drawn in ord&r to enab￿ a proper understsnding of the accounts to be reached. Slgned Nam• . Te7soAL Qualiflcatlon Address I SoL)rH Zoo