11th Nuneaton Scout Council Minutes of Annual General Meeting 2023-2024 held on 13[th] July 2024
Attendance
- Andrew Shorter (Chair), Chris Cottrell (GSL), Anne Tallentire (Trustee), Karen Miller (Beavers), Carl Miller (Trustee), Jonathan Miller (Scout Leader), Donna Watkins (Parent), Aston Watkins (Trustee), Ted Horton (Explorer), Andy Horton (Scout), Hezlin Ashraf (Cubs), Tony Frearson (Cubs), Wendy Neale (Parent), Charlotte Horton (Parent), Tim Deakin (Explorers), Matthew Archer (Beavers), Barney Archer (Scout), Dan Showler (Beavers), Beth Showler (Beavers), Bob Sambrook (Cub Leader), Sandra Parker (Trustee), Mick Parker (Active Support), Doug Shorter (Trustee), Myra Shorter (Active Support), Tom Ind (SL/ADC Scouts),
Introduction
- Introduction and welcome including Health & Safety and domestic announcements and overview of Council and Trustee Board. Thanks to venue and all for attending.
Apologies
- Carol Cottrell (Trustee), Ryan Wilson, Helen Rowlson-Wilson, Lindsay Taylor, Steven Haynes (District Commissioner), Carol Ball (Cubs),
Governance Topics
Minutes
- The minutes from the previous meeting were approved by the Trustee Board at their meeting in June. Agreed .
POR
- In line with the recommendation from Scout Headquarters, the Group Trustee Board proposed we adopt the model constitution from Chapter 5 of Policy, Organisation and Rules. A copy is available at scouts.org.uk/POR. Motion proposed by Andrew Shorter, seconded by Bob Sambrook. Agreed .
Financial Year
- It was noted that the charity’s financial year runs 1[st] April to 31[st] March.
Group Scout Council
- Chair notes the Group Scout Council can admit other people to membership. Chair advises that those leaders and helpers formally registered as members of this scout group, as well as named parents of young members are nominated as Group Scout Council members. In reality, the group Scout Council is all adults (and explorers) involved in the group, either as parents, trustees or leaders. These are to be admitted as members of the Group Scout Council as well as the ex officio list in POR Rule 5.4.4. These nominations are to the Group Scout Council, they are not
11[th] Nuneaton (Weddington) Scout Group AGM Minutes 13.07.2024
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members of the Group Trustee Board. These nominations can be by name or role. Seconded by Sandra. Agreed .
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. The Group Scout Council must agree the number of people to be appointed to the Trustee Board. The outgoing Trustee Board recommends that 11 people are appointed. [Chris Cottrell (ex officio), Andrew Shorter (Chair), Carl Miller (treasurer), Anne Tallentire, Hassan Aziz, Aston Watkins, Doug Shorter, Sandra Parker, Helen Cross, Carol Cottrell (all trustees), Adam Aziz (trainee) = 10+1). We are a big group, hence a higher number of trustees. Chair proposes the Group Scout Council approves that recommendation. Seconded by Aston. Agreed .
Quorum
- 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. The outgoing Trustee Board recommends the quorum should be set at 12 people, this is equal to the number of proposed trustees plus one. In addition we would like to propose a quorum for Scout Group Trustee Board meetings (this was set last year at 4 persons, and we would like to continue with this). Seconded by Phil. Agreed .
Review of Previous Year
Annual Report
- The Group Trustee Board has approved the Annual Report and Statement of Accounts.
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Scouting Report
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We have a large waiting list and are working on recruitment for leaders.
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Review from sections:
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Making Appointments
Appoint the Group Chair
- Group Lead Volunteer (Chris Cottrell) explains the open selection process agreed by the Trustee Board. The recommendation to the Group Scout Council is that Andrew Shorter should be appointed as Group Chair. This appointment is made by the GLV.
Appoint the Group Treasurer
- Chair explains the open selection process agreed by the Trustee Board. The recommendation to the Group Scout Council is that Carl Miller should be appointed as Group Treasurer. Agreed .
Appoint the Group Trustee Board
- Chair explains the open selection process agreed by the Trustee Board. The recommendation to the Group Scout Council is that Anne Tallentire, Hassan Aziz, Aston Watkins, Doug Shorter, Sandra Parker, Helen Cross, Carol Cottrell, Adam Aziz should be appointed as members of the Group Trustee Board. Agreed .
Closing
Chair thanks the Trustees for all their work during the year and thanks all for attending this meeting.
Tom Ind, as ADC, passed on the appreciation from District to all involved and special thanks from Steven to Chris.
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11th Nuneaton (Weddington) Scout Group Receipts and Payments Account
Year start date Year end date 01/04/2023 To 31/03/2024 |
| 2023/2024 2022/2023 Notes £ £ Receipts Receipts ~~ee~~ |
2023/2024 2022/2023 Notes £ £ Receipts Receipts ~~ee~~ |
2023/2024 2022/2023 Notes £ £ Receipts Receipts ~~ee~~ |
2023/2024 2022/2023 Notes £ £ Receipts Receipts ~~ee~~ |
2023/2024 2022/2023 Notes £ £ Receipts Receipts ~~ee~~ |
2023/2024 2022/2023 Notes £ £ Receipts Receipts ~~ee~~ |
2023/2024 2022/2023 Notes £ £ Receipts Receipts ~~ee~~ |
2023/2024 2022/2023 Notes £ £ Receipts Receipts ~~ee~~ |
2023/2024 2022/2023 Notes £ £ Receipts Receipts ~~ee~~ |
|---|---|---|---|---|---|---|---|---|
| Donations, legacies and similar income | ||||||||
| Membership subscriptions | 20,341.20 | 20,341.20 | 19,772.13 | 19,772.13 | 19,772.13 | |||
| Donations | 73.55 | 73.55 | 592.42 | 592.42 | 592.42 | |||
| Gift Aid | 4,686.67 | 4,686.67 | 2,674.28 | 2,674.28 | 2,674.28 | |||
| Badge, Necker and Uniform Sales | 91.50 | 91.50 | 118.75 | 118.75 | 118.75 | |||
| Camp and Acitvity Income | 14,231.43 | 14,231.43 | 11,746.69 | 11,746.69 | 11,746.69 | |||
| Tuck Shop | 242.80 | 242.80 | ||||||
| Refunds | ||||||||
| Sub total | 39,667.15 | 39,667.15 | 34,904.27 | 34,904.27 | 34,904.27 | |||
| Grants | ||||||||
| Grants | 2,151.00 | 2,151.00 | 5,244.06 | 5,244.06 | 5,244.06 | |||
| Sub total | 2,151.00 | 2,151.00 | 5,244.06 | 5,244.06 | 5,244.06 | |||
| Fundraising (gross) | ||||||||
| Easy Fundraising | ||||||||
| Fundraising - other | 350.00 | 350.00 | 290.21 | 290.21 | 290.21 | 1 | ||
| Fundrasing - charity stall | ||||||||
| Fundraising - commercial awards | ||||||||
| Fundraising - NBBC Lottery | 406.30 | 406.30 | 417.95 | 417.95 | 417.95 | |||
| Sub total | 756.30 | 756.30 | 708.16 | 708.16 | 708.16 | |||
| Investment income | ||||||||
| Property Rent income | 350.00 | 350.00 | 205.00 | 205.00 | 205.00 | |||
| Interest | ||||||||
| Sub total | 350.00 | 350.00 | 205.00 | 205.00 | 205.00 | |||
| **Total Gross Income ** | 42,924.45 | 42,924.45 | 41,061.49 | 41,061.49 | 41,061.49 | |||
| Asset and investment sales, etc. | - a |
- | - | - | - | |||
| Total receipts 42,924.45 a |
41,061.49 | 41,061.49 | 41,061.49 |
LT700002 (1st January 2017)
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11th Nuneaton (Weddington) Scout Group Receipts and Payments Account
Year start date
Year end date
| 01/04/2023 | 01/04/2023 | To | 31/03/2024 | 31/03/2024 | ||||
|---|---|---|---|---|---|---|---|---|
| Payments | ||||||||
| Payments | 2023/2024 £ |
2022/2023 £ |
Notes | |||||
| Charitable Payments | 350.00 | 350.00 | 1 | |||||
| Meeting Expenses | 2,000.35 | 2,000.35 | 2,348.95 | 2,348.95 | ||||
| Adult/Member support and training | ||||||||
| Rates | 229.52 | 229.52 | 396.80 | 396.80 | ||||
| Water and Sewerage | 587.26 | 587.26 | 428.42 | 428.42 | ||||
| Electricity and Gas | 4,752.65 | 4,752.65 | 3,280.77 | 3,280.77 | ||||
| Insurance | 1,070.89 | 1,070.89 | 839.19 | 839.19 | ||||
| Repairs and Renewals | 61.80 | 61.80 | 271.37 | 271.37 | ||||
| Materials and equipment | 4,521.79 | 4,521.79 | 2,368.46 | 2,368.46 | ||||
| Other Direct Expenses | ||||||||
| Badge and Uniform purchases | 2,430.18 | 2,430.18 | 1,906.55 | 1,906.55 | ||||
| Internet fees | 167.77 | 167.77 | 33.50 | 33.50 | ||||
| Charitable Payments | ||||||||
| Uniforms | ||||||||
| AGM and trustee expenses/Stationary | ||||||||
| Administration costs | ||||||||
| District/County Capitation | 7,760.50 | 7,760.50 | 7,356.50 | 7,356.50 | ||||
| Equipment purchased by Sections | ||||||||
| Camp Fees & Activities | 15,498.06 | 15,498.06 | 16,038.66 | 16,038.66 | ||||
| Sub total | 39,430.77 | 39,430.77 | 35,269.17 | 35,269.17 | ||||
| Fundraising expenses | ||||||||
| Fundraising - costs | - | - | - | - | ||||
| Sub total | - | - | - | - | ||||
| Total Gross Expenditure 39,430.77 Depreciation Property 7,563.20 Depreciation Fixture and Fittings 3,278.36 Total payments 50,272.33 —— |
35,269.17 7,563.20 3,278.36 46,110.73 |
35,269.17 7,563.20 3,278.36 46,110.73 |
||||||
| **Net of receipts/(payments) ** | - 7,347.88 | - 7,347.88 | - 5,049.24 | - 5,049.24 |
LT700002 (1st January 2017)
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11th Nuneaton (Weddington) Scout Group
| Statement of assets and liabilities at the end of the year | Statement of assets and liabilities at the end of the year | 2023/2024 | 2022/2023 | Notes | |
|---|---|---|---|---|---|
| Cash funds | |||||
| Bank current account | 51,796.47 | 46,763.85 | |||
| Camping Account | 1,052.08 | 2,449.92 | |||
| Bank accounts held by Sections | 49.73 | 124.58 | |||
| Cash held by Sections | 26.00 | 64.38 | |||
| Group Cash/Floats | 9.35 | 37.22 | |||
| Total cash funds | 52,933.63 | 49,439.95 | |||
| Non monetary assets | |||||
| Land and buildings | 378,160.00 | 363,033.55 | |||
| Land and Building Accumulated Depreciation | - 45,379.25 | - 22,689.60 | |||
| Fixtures and fittings | 42,728.65 | 42,728.65 | |||
| Fixtures and fittings Accumulated Depreciation | - 7,433.99 | - 3,512.36 | |||
| Total | 421,009.04 | 429,000.19 |
The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 21/6/2024 (the date of the Trustee Board meeting that approved the accounts) and signed on their behalf by
| Signature | Print Name | Print Name | |
|---|---|---|---|
| C.Cottrell -Trustee | |||
| C.Miller - Treasurer |
Notes to Accounts
- Wreath making all proceeds to Doorway Charity
LT700002 (1st January 2017)
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Independent Examiner's Report to the Trustees of the 11th Nuneaton (Weddington) ..SCOUT GROUPIDISTRICTICOUNTYIAREA SCOUT COUNCIL I report on the accounts of the GrouplDistricVCountyiArea for the year ended ............. which comprise the Slatement of Financial Adivities, the Balance Sheet and lated noles set out on pages......... This report is made solely to the trustees in accordance with Section 145 of the Charities Act 2011. My work has been undertaken so Ihal I might state to the charivs trustees those matters l am required lo slate to them in an Independent Examiner's report and for no other purpose. To the fullest extent pemiitted by law, I do not accept or assume responsibility to anyone other than the charity and the chaTTty's trustees for my exarnination work. Respectlve responsibilities of Trustèes and Examlner The Group'slDislrict's trustees are responsible for the preparation of the accounts. They consider that an audit is not required for this year (under Section 144 of the Charities Act 2011 (the Charities Act)) and that an independent examination is needed. It is my responsibility to.. Examine the accounts (under Section 145 of the Charities Act). To follow the procedures laid down in the General Directions given by the Charity Commissioners (under Section 145(5)(b) of the Charities Act)- and To state whether particular matters have come to my attention. Basis of Independent Examinerfs report My examination was carried out in accordance with the General Directions given by the Charity Commissioners. An examinalion includes a review of the accounting records kept by the GrouplDistricl and a comparison of the accounts presented with those records. It also includes consideration of any unusual ilems or disclosures in the accounts, and seeking explanations from you as trustees conmIng any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequendy no opinion is given as to whether the accounts present a 'true and fair, view and the report is limited to those matters set out in the statement below. Independent Examlnerfs statement In conne¢tion with my examination. no matter has come to my attention 1. which gives me reasonable cause to believe that in, any material speCt, the requirements lo keep accounting records in accordance with Section 130 of the Charities Act ,'and to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charities Act have not been me(. or 2. to which, in my opinion. attention shcmjld be drawn in order to enable a proper underslanding of the accounts to be reached. Please delete the words in the bracke Ih do not apply Name.. Qualification.. Address". Date.. LT700006 (1st February 2017)