## **89[th] Birmingham 1[st] Hall Green Executive Committee Meeting** ## **Annual General Meeting Minutes** ## **Thursday 16 December 2021 (Virtual)** Present: Debbie Walker, GSL (DW), Alan Harborne (AH), Mike Lenton (ML), Sue Deeley (SD), Bhupendra Chauhan (BC), Gill Tsintas (GT), Rachel Robinson (Secretary). ML opened the meeting and thanked those attending. 1. **Apologies.** Apologies were received from Shaun Morris and Andy Tsintas. 2. **Approval of Minutes** : It was agreed the previous minutes were to be signed off. 3. **Section Reports** : Both cubs and scouts continued to operate via Zoom during lockdown until face to face sessions resumed at Easter. There are currently 15 cubs, with some beavers expected to move up soon. Scouts are at full capacity with 24 scouts attending. With regards to Beavers, zoom sessions were not appropriate due to the age range, therefore activity/goody bags were put together and delivered by DW/AH. Beavers numbers have picked up and are currently full to capacity. 4. **Financial Reports** : The financial reports were circulated beforehand. As of today’s date there is £20,844 in the bank. It was agreed the accounts were signed off and were to be submitted to the Charities Commission. 5. **GSL Report** : DW confirmed that we were one of the first groups to have provided and passed a COVID risk assessment and extended thanks to the leaders for their hard work in keeping the groups functioning. DW also confirmed that COVID regulations are still in place and safe practice has been provided throughout the year. 6. **Matters Arising** . ML confirmed that he would be stepping down as Chair in the next AGM. DW was hopeful of more parents joining the Executive Committee, GT confirmed scouts would be starting a parent rota after Christmas. 7. **Re-election of Executive Committee** . Chairman, Treasurer and Secretary were re-elected. 8. **AOB** . It was suggested a meeting of the Executive Committee take place late January/early February when we can hopefully meet face to face. 1 ## **89th Birmingham 1st Hall Green Scout Group Accounts Report for the Financial Year 2020- 2021** ## **Balance sheet as of 31st March 2021** ||**2020/21**| |---|---| ||**£**| |Balance brought forward|**20,098.33**| |Account balance FYE|**41,399.60**| |Allocated funds|| |Reserve fund for Roof|**30,000.00**| |Floats/Petty cash|**283.64**| |Payments In (un-cleared)|**0.00**| |Payments Out (un-cleared)|**0.00**| Deficit / Surplus for year **11,683.24** ## **- Income & expenditure account 12 months ending 31st March 2021** ||**2020/21**| |---|---| |**Income**|| ||**£**| |Subscriptions|**4,384.00**| |Rental of the hall|**700.00**| |Fund raising|**688.22**| |Donations|**21,787.07**| |Gift aid|**0.00**| |Scouting activities|**0.00**| |Miscellaneous|**0.00**| |Total income|**27,559.29**| |**Expenditure**|| |Maintenance & housekeeping|**83.98**| |Scouting activities|**3,153.15**| |Utilities|**1,628.42**| |Administration|**1,849.12**| |Miscellaneous|**0.00**| |Total expenditure|**6,714.67**| |Income over Expenditure|**20,844.62**| Page 1 CHARITh REGISTRATION NUMBER: 504249 1st Hall Green Scout Group 89th Binningham Unaudited Financial Statements 31 March 2021 POINTON YOUNG Chartered accountsnts 33 Ludgate Hill Bimiingham 83 1EH 1st Hall Green Scout Group 89th Birmingham Financial Statements Year ended 31 March 2021 Page Trustees, annual report Independent examinerfs reF()rt to the trustees Statement of financial activities Statement of financial position Notes to the financial slalements 1st Hall Green Scout Group 89th Binningham Trustees. Annual Report Year ended 31 March 2021 The trustees preseni their rep)rt and the unaudited financial statements of the Charity for the year ended 31 March 2021. Reference and administratlve details R•glstor•d charlty nam• 1st Hall Green Scout Group 89th BimiiNJham Charlty registratlon number 504249 Principal offic• 45 Shenstone Road IAayFole Bim)ingham B14 4TH The trustses A Lesler A Harbome G Tsintas S Deeley S Lester D Walk8r Independent examinèr S Brown FCA 33 Ludg8te Hill Bimiingham 831EH Slru¢tur•. gov&mane•. and management The Trustees are aware of their r&8ponsibililies for govemance and w711 d￿NelY $88k new memb8rs using a skill-based approach where necessary. No trustees have any beneficial intsresl in th8 company. Obl•ctiv•s and activltiel The Hall Green Scout Group consists of Beavers. Cubs and Sc￿ts for Ihe H811 Green and Yardley Wood area of 8im)ingham. Achievements and perfomiance The Charity helps young people leam lrfe skills 1st Hall Green Scout Group 89th Birmingham Trustees. Annual Report iconATnwdJ Year ended 31 March 2021 The Iruslees. annual reF43rt was approved on 15 March 2022 and sNJned on beha￿ of the board of trustees by". p ajag D Walker Trustse 1 st Hall Green Scout Group 89th Birmingham Independent Examinerfs Report to the Trustees of 1st Hall Green Scout Group 89th Birniingham Year ended 31 March 2021 I report lo the Iruslees on rny examination of the financial stalemenls of 1st Hall G￿n Scout Group 89th Birmingham Iyhe chariv) for the year ended 31 March 2021. R•sponslblllti•s and basls of report As the trustees of the charity, you are reswnsiNe for the prepafation of the financial statements in accordance with the requirements of the Charilies Acl 2011 1.the Acl'l. I report in respect of my examination of the chanvs financial statements carried OLrt under section 145 of the 2011 Act and in cary'ng out my examination I have folk)wed all Ihe applicable Dir8clions given by the Charity Commission under sedv)n 145(511bl of tho Acl. Indep•ndent èxamlnefs statement I have completed my examination. I confimi that no material matters have come to my attention in connection with the examinatton giving me cause to believe that in any material respect.. acu>untsng records were not kept in ￿pect of the charity as required by section 130 of the the financial statements do not accord wifh those reC￿ds.. or the finawal stalements do not compty vthh Ihe appluble requirements conceming the form and content of accounts set out in the Charit*s IAccounts and Reports) Regulations 2008 other than any requirement that the accounts give a 'true and fairf view which is not a matter considered as part of an irKlependent examination. I have no concems and have ¢L￿e ￿0$$ no other matters li con[￿tion ￿th the examination to which attention should te drawn in this report in order to enable a proper understanding of the accoun to be reached. S 8rown BA FCA Independent Examiner 33 Ludgate Hill Bimiingham B31EH 1st Hall Green Scout Group 89th Birrningham Statement of Financial Activities Year ended 31 March 2021 2021 Unrestricted funds Total funds Income and •nd¢>wments Donations and legaues Total In¢om• 27,419 27,419 27.419 27,419 Exp•ndlture Expenditure on charitsble actmlies Total ¢xpendlture 6.125 6,125 6.125 6.125 Net incom• and net movement in funds 21,294 21,294 R•concili•tion of funds Total funds brought forward Total funds Carried t0￿rd 20.389 20.389 41,683 41,683 The staternent of financial actiwties includes all g￿nS and10&8es recognised in the ye8r. All income and expenditure derive fr(xn CLM)linuing activities. The notes on paw 6 to 9 Yomi part of these finan¢lal stst•m&nts. 1st Hall Green Scout Group 89th Birmingham Statement of Financial Position 31 March 2021 2021 Current a￿$t8 Cash al bank an¢J in harrfl 41,683 41,683 Net current assets Totsl a8S8ts1•88 currnnt liabilitl•s 41,683 Fund$ of the ¢harlty Unrestricted funds 41,683 Total ¢harity fvnds 41,883 Thes8 finanual statements were approved by the t#)ard of trustees a￿1 authorised for issue on 15 hAarch 2022, and are signed on bèhalf of the board by". D Walker Trustee Th• nots$ 4)n poge$ 6 to 9 forrn part of thase financial statom•n 1st Hall Green Scout Group 89th Birmingham Notes to the Flnancial Ststements Year ended 31 March 2021 General Infomiatlon The charity is a public benefit entity and a registered chanty in England and Wales 8nd is unincorporated. The address of the principal office L8 45 She￿lOne Road, Maypole. Bimiingh8rn, 814 4TH. Statement ol compllance These financial stsiements have been prepared in compliance wrth FRS 102. The Financial RerK>rting Standard applicable in the UK and the Republic of Ireland., the Statement of R8¢ommended Practice applicable to tharTbes preparing their accounts in 3¢cord8nce with the Financial Reporting Standard appl￿ble in the UK and Republic of Ireland (FRS 1021 Icharities SORP IFRS 10211 and th8 Charities Act 2011. Accounting policies Basls of preparatlon The financial statements have been prepared on the historical cost basis. as modifietj by the revaluation of certain financial assets and liabilrties and investment prope￿"eS measured at fair value through income or expendilure. The financk?I statements are prepared in sterling. which is the functional currency of the entity. Going conurn There are no material uncertainties about the chari￿$ alility lo continue. Judgements and key sourwd of estlmation uncertainty The preparation of the financial slatements requir8$ management lo make judgemonts, esb"mates and assumptk)ns that affect the amounts reported. These esthm8tes and judgements are continually revi8W8d and are based on experience and other factors, Indudiry expectstions of future events that are believed lo be reasonable under the circumstances. Fund accountlng Unrestricted fvnds are 8V8ilable for use * the discreb.on of the ITLL8tees to further any of the charitys wrposes. Designated fvnds are unreslricled funds earmarked by Injslees for particular luture project or commitsnent. Restricted funds are subjected to restrictions on theif expenditu￿ de¢lared by the donor or through the tem)s of an appeal, and fall into one of sub-dasses.. restricted income funds or endowment fvnds. 1st Hall Green Scout Group 89th Birmingham Notes to the Financial Statements iconthw Year ended 31 March 2021 Accountlng policies (eonthu8dJ Incoming rasour¢¢s All incoming resoLTrrces are induded in the ststemeni of financial activrties %then entitlement has passed to the chanty.. rt is probable that the economic benefrts associated with the trans8Ction will flow to the charity and the amount can be teliably measured. The following specrfic policies are applied to parbcular categories of income: income from donatsons or grants is reccgnised when there is evidence of entitlement to the gift, receipt is probable. and its amount can be measured ￿l￿ably. legacy incorne is r8CDgnised when ￿￿pt is probable. and entitlemenl is estsblished. income from donated gc￿S is measured at Ihe fair value of the goods unlass this is impractical to Measure reliably. in which case the value is derived from the cost to the donor or the estsmated resale valug. Donated facilities and servi￿5 are recognised in the accounts when received rf the value can be relrabty measur8d. No amounts are induded for the contribub.on of general volunteers. income from contracts fL¥ the supply of seNices is recognised with the delivery of ihe contracted Se￿iCe. This is classified as unrestricted ftjnds unless there Ls a contractual reqUI￿rnent for it to be spent on 8 Particular pufF￿Se and returr*d rf unspent. in which case it may be regarded as restricted. Resources •xp•nd•d Expenditure is ￿¢th3nISed on an accnjals basis as a liabilty is incurre(l. Expenditure Includes any VAT which cannot be fvlly recovered. and is Classifi￿ under headings of the statement of rinanci81 actwities to which it relates." expenditure on raising fvjntls indudes the costs of all fundraising actwities, events, n4haritsble trading acb"wb"es, ar￿ the sale of donated goods. expenditure on Charitable actMI￿S includes all Casts incurred by a charity in undertaking actNities that further its charitable aims for the benefit of its benefiaaries. including those support costs and costs relating to the govemance of the charity apPo￿oned to charitable a¢tiMbes. other expenditure includes all expenditure that is neither relatetl to raising funds for the charity nor part of its expenditure on charitable aclrvities. AII LYJ5ts are allocated to expenditure categories reflecting the use of the resource. Direct costs attn"butable to a single actwty are allocated directly to that activty- Shared costs are apportioned b8N¥e8n the activtbes they contribule lo on 8 re850nable. justifiable, and consistent basis. 1st Hall Green Scout Group 89th Birmingham Noles to the Financial Slatements (conthits Year ended 31 March 2021 Donatlons and legacles Unrestri¢ted Total Funds Funds 2021 Donations Subscriptions Hall Rental Fundraising Don8ttons 4,244 71N) 4,244 700 688 50 Grnnts Grants 21,737 21,737 27,419 27,419 Exp•nditure on charitable activities by lund type Unr8stn"ct8d T¢tal Funds Funds 2021 Repairs and maintenan Scouting acti￿tieS 1,057 971 2.147 110 1.840 1,057 971 2,147 110 1,840 Stationery and posL8ge Capitation Exp•nditur• on charitable activrtieg by actlvty type AdNities undertaken Totsl funds direcuy 2021 Expenditure per Note 5 6,125 6,125 Staff costs The average head count of employees during the year was Nil. No employee r8ceNed employee benefits of more than £60,000 during the year12020.' Nil). Trustee remuneration and expens No omployges have received remuneration of recewed othèr b8nèfits from employment with the charity or 3 rèlated entity 1st Hall Green Scout Group 89th Blrmingham Notes to the Financial Statements Year ended 31 March 2021 Analysls of charltable funds Unr•$trkted funds At J1 March 202 Al 1 Awil 2020 Income Expendilu General funds 8ank b￿d Floats blfvyd 27.419 {6,1251 21,294 20,099 290 20.099 20.389 27,419 16,1251 41,683 10. Analysls of n•t ass•ts between funds Un￿StriCte