25[th] Doncaster (Conisbrough) Scout Group
Annual General Meeting held at the Lord Conyers, Conisbrough Tuesday 4 July 2023 @ 7pm
1. Introductions and Welcome
The Chair welcomed members of the Group Scout Council to the AGM.
2. Apologies
Apologies were received from Alex Myers, Treasurer.
3. Minutes of the last AGM held 13 September 2023
The Chair proposed that the minutes of the last meeting were agreed as a true record. Julie Njie seconded the minutes.
4. Governance Topics
The Chair informed the Group Scout Council that this part of the meeting was a necessary part to make sure that the charity’s foundations were in good order.
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a) Adopt the model constitution from Policy, Organisation and Rules
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The Chair proposed that in line with the recommendation from Scout Headquarters that this Scout Council adopts the model constitution from Chapter 5 of Policy Organisation and Rules. A copy of this was available on the Scout Association Website and on request from the Group Secretary. This was seconded by Kimberley Warren.
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b) Notes the Groups Financial year – 1 April 2023 to 31 March 2023
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The Chair requested that Members of the Group Scout Council noted the Charity’s financial year was 1 April to 31 March.
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c) Agree the number of members that may be elected to the Trustee Board
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The Chair explained that the Group Scout Council must agree the number of people that can be elected to the Trustee Board. The Chair proposed that it was agreed that 6 people could be elected. This was seconded by Lauren Nixon.
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d) Agree the quorum for each of the following meetings;
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Meeting of the Group Scout Council (including this AGM)
- The Chair proposed that the Group Scout Council agreed the quorum – the minimum number of Group Scout members that must be present at a Group Scout Council meeting be set at 15. This was seconded by Tommy Mee.
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Meetings of the Group Trustee Board – 7
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Meetings of any sub-committees – 5
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The Chair proposed that the Group Scout Council agreed the quorum – the minimum number of attendees at a Group Trustee Board at 7 and any Sub-committees at 5. This was seconded by Tommy Mee.
5. Review of the Previous Year
The Chair explained to the Group Scout Council members present that this part of the meeting was the opportunity to reflect on the activities of the past year.
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a) The Group Scout Leaders review of Scouting in the 25[th] Doncaster Group A copy of the Group Scout Leader’s report had been circulated to members and highlighted the number of camps that had been held, the number of young people attending our Beaver, Cub and Scout Groups. The GSL also recognised the hard work that had gone into achieving the £49k fundraising campaign to send our young people and leaders to the jamboree in South Korea. Refurbishment work had been undertaken at HQ by a company called AMCOGiffen and the group were extremely grateful for what they had completed. An explorer group had also been opened in Conisbrough which catered for 14-18 year olds, and whilst they were not part of our group they would be entering into a partnership agreement with them to use our facilities. Finally, a personal thanks was given to all Leaders and Volunteers who without which the group would not be able to run.
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b) To receive and consider the annual report of the Group Trustee Board including the Annual Statement of Accounts
In the absence of the Treasurer the Chair presented the groups annual statement of accounts and explained that the accounts balanced and it should be noted that even though there was a difference of £9k between income and expenditure this was as a result of jamboree fundraising spreading over 2 financial years.
- c) Independent Examiners Report
The accounts had been independently examined and were found to be in accordance with the records produced and complied with the constitution.
6. Making Appointments
a) To approve the Group Scout Leader’s nomination of the Group Chair The Group Scout Leader nominated Cara Ackroyd as Group Chair and there was a show of hands to approve this.
b) Election of the Group Secretary to the Trustee Board
The Chair explained that the election of Dawn Butterworth as Group Secretary had been proposed and seconded and there was a show of hands to confirm that Dawn be elected.
c) Election of the Group Treasurer to the Trustee Board
The Chair explained that the election of Alex Myers as Group Treasurer had been proposed and elected and there was a show of hands to confirm that Alex be elected.
It was also noted at this point that Stephen Mills had stepped down as Treasurer and the Executive Committee wanted to express it’s gratitude for all the hard work and commitment he had put into his time as Treasurer.
d) Election of members to the Group Trustee Board – 6 maximum
The Group Secretary confirmed that the following people had been proposed and seconded as Group Trustees; Rebecca Stocks, Lauren Nixon, Julie Njie, Joanne Hodges, Lisa Warren and
Jessica Rayfield. The Chair asked for a show of hands to confirm these elections and this was given.
e) To approve of the Group Scout Leader's nomination to the Group Trustee Board – 6 maximum (3 being section leaders)
The Group Scout nominated Mandy Middlebrook, Shaun Love and Hope Hawksworth to the Group Trustee Board.
f) To appoint the independent auditor, examiner or scrutineer This item was deferred to the next meeting of the Group Trustee Board to enable the Treasurer to be present.
7. Close of Annual General Meeting
The Chair thanked everyone for their attendance and closed the meeting.
Income and Expenditure Account summary for year ending 31 March 2023 Incomè Empendlture Subscriptions Beavers Cubs Scouts Go Cardless 205.00 Badges Resources Expenses Scout Manager Electric 822.80 12.00 0.00 6.999.49 0.00 0.00 72.00 7.216.49 219.79 325.97 0.00 763.97 0.00 Fundraislng Events Dgnations HMRC Gift Aid Grants Other 2.105.10 Water Rates Insurance Maintance 695.07 74.61 Capitation Consumables Secfjon Acfjvifjes/Trips Camps/Oay Actr'vities Jamboree Equipment Other 3,857.00 0.00 5.162.68 4,291.27 35,900.10 0.00 Secdon ACvIe5 Carnps/Day Acts'vities jamboree Business RÈserve Interest 3,667.10 28,805.40 36.91 150.90 T¢rtal Income 42.61M).68 Total Expendlture 51,566.48 Bank & Cash Balances A5 of 01 April 2022 Group Activities Account Group Current Account Group Reserve Account Bank & Cash Balances of 31 March 2023 Group Activities Account Group Current Account Group Reserve Account 10,854.68 21,025.60 8,390.15 4,022.41 18,855.16 8,427.06 40.270.43 31.304.63 Balance 82.871.11 Balance 82.871.11 0.00
I report on the accounts of the GrouplDlstrlct for the year ended 31st March 2023. Respectlve responslbllltles of Trustees and Scrutlnear As the Group'slDistrict's trustees you are responsible for the preparatlon of the accounts; you must consider that neither the audit nor independent examination requirements of the Charities Act 2011 apply. It is my responsibility without carrying out an audit or independent examination to scrutinise the accounts and to report to you. Basis of Scrutineer's Statement In accordance with the directions given in the Group'slDistrict's constitution, I have scrutinised the records and the accounts. Scrutineer's Statement In my opinion the accounts are in accordance with the records produced to me arid comply with the constitution. Name Mr G Wilson Address Bestwood. Station Road, Hope Derbyshire S33 6RR Date 20th June 2023