## **PENARTH DISTRICT SCOUT COUNCIL** Annual General Meeting 27 April 2025 PADSAC ## **Minutes** ## **1. Introduction and welcome** The Chair Marc welcomed all of the district representatives and parents to the AGM. And Noted that although invited the Area was not represented. ## **2. Apologies for absence** Lucien Boudier, Roger Kingdom, Paul Casey, Tomos Havard, Owain Havard, Kimi Wong ## **3. Governance topics** The Chair mentioned that we, in Penarth, have been a charity for many years, and we try to conduct our affairs in line with Charity Commission recommendations. And proceeded to the governance section of the meeting. - a. Approve the minutes of the last Annual General Meeting. The District Trustee Board have reviewed the minutes of the previous AGM, The Chair put forward that these minutes are taken as read and ask the District Scout Council to agree they’re a true record of that meeting and asked for a show of hands . The Minutes were approved. - b. Adopt the model constitution from Policy, Organisation and Rules (POR) The Chair advised In line with the recommendation from Scout Headquarters, the District Trustee Board proposes we adopt the model constitution from Chapter 5 of Policy, Organisation and Rules. A show of hands was requested as for approval, and was approved. - c. Note the District’s financial year In line with previous years, the Chair advised that the our charity financial year is 1[st] January to 31[st] December. - d. Approve appointed and community members of the District Scout Council The District Scout Council can admit other people to membership. There have been no community member nominations so far. As per the last AGM this will remain under review throughout the year with an option to co-opt members. It was asked for a show of hands and approved. - e. Agree the number of members that may be appointed to the Trustee Board In keeping with the good practice recommendations from the Charity Governance Code and POR, The chair advised that Trustee Boards should have a minimum of 5 and no more than 12 Trustees. In Line with the last AGM The Chair asked that this be continued and proposed the same. This was approved - f. Agree the quorum for future meetings of the District Scout Council (excluding this AGM) The outgoing Trustee Board recommends the quorum should be set at 5 people as was agreed at the last AGM . The Chair asked that the District Scout Council approve that recommendation? This was approved ## **4.** ## **Review of the previous year** - a. The District Lead Volunteer’s review of Scouting in 2024 The Chair then thanked all Leaders in the district for their ongoing commitment to giving their time to make scouting an enjoyable experience for the young people in our district, and then asked that our District Lead Nic Havard update us on the activities during 2024. The Chair then proceeded to thank Nic for her report. And ask if anyone had any questions? - b. Receive and consider the Annual Report of the District Trustee Board, including the annual Statement of the Accounts The Chair then advised that the District Trustee Board has approved the Annual Report and Statement of Accounts, and has received the report on the accounts from the Independent Examiner. He then proceeded to ask the treasurer Claire Nelson to highlight any areas of importance to not and asked if anyone had any questions to ask Claire? The Chair then thanked Claire for her explanation and for her hard work in the preparation of the accounts ## **5. Making appointments** The Chair advised that we were moving to the appointments part of the meeting which allows us to organise the set-up of the charity until the next AGM. We'll appoint a Trustee Board to oversee good governance for the charity over the next year. At which point he handed the meeting to the District Lead Nicola to continue a. Appoint the District Chair, following recommendation from the open selection process initiated by the District Trustee Board Page 2 of 4 pages Nicola recommended that Marc Burge should be appointed as District Chair and asked for a show for hands to approve the proposal. This was approved and Nicola handed the meeting back to Marc as Chair - b. Appoint the District Treasurer, following recommendation from the open selection process initiated by the District Trustee Board The Chair stated that as with the role of District Chair the Trustee Board has asked existing incumbents to remain in post going forward and the recommendation to the District Scout Council is that Clare Nelson should be re-appointed as District Treasurer. However, Claire has advised that she wishes to stand down from the role once a replacement has been found. Therefore, we would all like to thank Claire for all of her hard work over the years, and we appreciate that at times it can be difficult reining in the Trustees' spending. It was asked for a show of hands to approve this, and was approved. - c. Appoint members of the District Trustee Board, following recommendations from the open selection process initiated by the District Trustee Board The Chair recommended to the District Scout Council that that the existing team should be appointed en-block. And asked for a show of hands for approval. This was approved The Chair thanked the Trustees for their work over the year. - d. [If required] (Re-)appoint District President and/or Vice Presidents The Chair advised that unfortunately there were no nominations for the role . - e. Appoint the Independent Examiner The Chair passed the meeting to the Treasurer Claire who proposed that Peter Chapman & Co Accountants be appointed as the independent examiner. The Chair confirmed that Peter has been proposed and seconded and is qualified for the role, and asks for a show of hands to approve Peter’s nomination. The nomination was approved. ## **6. Closing remarks** The Chair closed the AGM, thanking everyone for attending. He also thanked all of the leaders, helpers and parents without whom Scouting in Penarth would not exist. Annex 1 Attendance Page 3 of 4 pages Ieuan Havard Bethan Havard Nicola Havard Nick Phillips Tom Dyer Ivor Davies Jill Harvey Ian Harvey Claire Nelson Marc Burge Mark Taylor Lucy Da Silva Helen Morgan Peter Chapman Page 4 of 4 pages ## **Penarth and District Accounts 1[st] January 2024-31[st] December 2024** ## **Overview of District Accounts** |**Account**|**Opening**|**Income**|**Expenditure**|**Balance as of**| |---|---|---|---|---| ||**Balance as of**|**(£)**|**(£)**|**31/12/2024**| ||**01/01/2024**|||**(£)**| ||**(£)**|||| |||||6,52| ||||33,042.19|0.26| |General Penarth District Scout Council|7,222.37|32,340.08||| |PADSAC|||11,559.58|| |(Penarth and District Scouting Activity Centre)|508.23|12,218.00||1,166.65| ||||**44,601.77**|| |**Total**|**7,730.60**|**44,558.08**||**7,686.91**| ## **Overview of (Les Pugh) Explorers Accounts** |**Account**|**Opening**|**Income**|**Expenditur**|**Balance at**| |---|---|---|---|---| ||**Balance as of**|**(£)**|**e (£)**|**31/12/2024**| ||**01/01/2024**|||**(£)**| ||**(£)**|||| |Les Pugh (804)|1381.07|4,400.50|4,506.26|1,275.31| |Minibus & Van (953)|448.62|2833.06|2364.72|916.96| |Summer Camp (628)|1151.45|7864.00|7214.83|1800.62| |**Total**|**2,981.14**|**15,097.56**|**14,085.81**|**3,992.89**| ## **General Penarth District Scout Council Account** - Capitation fees £22,187.40 + discounted disputed capitation fees £116 = £22,303.40 - Bell boat Storage (Taylor Made Marina) had reduced from last year’s £1950 to £1050 - Income from Bell boats £1105 so covered direct bell boat costs but not associated van costs - Transfer to PADSAC to cover bills £4000 - Transfer to Minibus account for Minibus Insurance £833.16 - Solicitors for 15[th] Penarth £900 Thank you to John Tweedley for his donation to cover the costs of the Elfed Avenue premises. ## **PADSAC account** Highest expenditure - Energy supply £5684.48 - Insurance £2907.61 - Welsh Water £644.28 (reduced by 89p a month since April) - TalkTalk £462.60 (increased of £30 a month since April) - Capital Fire Protect £171.30 - Waverley Fire and Security costs paid in 2025 Income from Hall hire £5860 ## **Vehicles (953)** Expenditure - Minibus Insurance £833.16 1 - Van Insurance £662.80 - Van Tax £335 - Brakes repair £500/533.76 ## **Income** Minibus: £859.90 Van: £496 Income does not cover the expenditure for the vehicles. 2 England & Wales Template I: 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 examiner's report to the trustees of Penarth and District Scout Council I report to the trustees on my examination of the accounts of the Penarth and District Scout CounciL for the year ended 31" December 2024. Responsibilities and basis of report As the charity trustees of the Penarth and ljistrict Scout Council you are responsibLe for the preparation of the accounts in accordance with the requirements of the Charities Act 20111.the Act'l. I report in respert of my examination of the Penarth and District Scout Council accounts carried out under section 145 of the 2011 Art and in carrying out my examination I have folLowed aLL the appLicable Directions given by the Charity Commission under section 14515llbl of the Act. Independent examiner's statement 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 were not kept in respect of the Penarth and District Scout CounciL as required by section 130 of the Act,. or the accounts do not accord with those records. I have no concerns and have come across no other matters in connection 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: Peter Chapman ACMA CGMA Relevant professional quaLification or membership of professional bodies lif any).. Chartered Management Accountant Address.. 31 CoLeridge Avenue, Penarth. CF64 2SQ Date: 26 ApriL 2025