## **Minutes of 5th Newbold GROUP SCOUT COUNCIL** ## **Annual General Meeting** **Date:** 11th November 2023 7:00pm **Venue :** Newbold Scout HQ ## **Present** |Bobby Harris|Chair| |---|---| |Claire Wells|Secretary| |Tony Marsella|Group Scout Leader| |John Laing|Scout Leader| |Pauline Roberts|Cub Scout Leader| |Vicki Hobbs|Beaver Scout Leader| |Sally Finney|Scout Parent| |Jacky Plumb|Beaver Parent| |Rachelle Callen|Explorer Parent| |Poppy Cairney|Under 25 Rep| |Carl Smith|| |Jemma Smith|| |Reece Hanby-Bowes|| |Janet White|| |Jana Smidrovska|| |Dmitrijs Matkovskis|| |Tori White|| |Charlotte Gore|| ||| ## **1. Introduction & welcome** BH welcomed everyone to the meeting and explained that this was the annual AGM ## **2. Apologies for absence** CW tabled apologies from Mike Pearson - District Commissioner Clare Head – Squirrel Leader Sarah Parkin– Squirrel Leader Steve Twynholm – Scout Parent Louise Knee-Rimmer – Cub Parent Tracy Hill -Treasurer ## **3. To approve the Minutes of the Annual General Meeting held on 8th October 2022** BH informed everyone that the minutes have been previously reviewed by the Group Executive Committee at their first meeting after the previous AGM and proposed that the minutes are taken as read and ask the Group Scout Council to agree that they are a true record of that meeting. This motion was seconded by Pauline Roberts and approved by a show of hands. ## **4. Governance topics** BH reminds the Group Scout Council members present that this part of the meeting is a necessary part to make sure that the charity’s foundations are in good order. ## **4a. To adopt the model constitution from Policy, Organisation and Rules Chair:** In line with the recommendation from Scout Headquarters, BH proposed that members adopt the model constitution from Chapter 5 of Policy, Organisation and Rules. A copy of this was available for review and inspection prior to this meeting, and copies are also available at the meeting. This was seconded by Jacky Plumb and approved by a show of hands. ## **4b. Note the Group’s financial year** BH asked Members of the Group Scout Council to note that our charity’s financial year is 1st April to 31st March. ## **4c. Agree the number of members that may be elected to the Trustee Board Chair:** The Group Scout Council must agree at its AGM the number of people that can be elected to the Trustee Board. The recommendation from the outgoing Trustee Board is that 7 people can be elected. BH proposed that the Group Scout Council approves that recommendation. This was seconded by Rachelle Callen and approved by a show of hands. ## **4d. Agree the quorum for each of the Group Scout Council (including this AGM), meetings of the Group Trustee Board, meetings of any sub-committees** The Group Scout Council must agree at its AGM the quorum – the minimum number of Group Scout Council members that must be present at a meeting of the Group Scout Council. The recommendation from the outgoing Trustee Board is that the quorum should be set at 15 persons. BH asked the Group Scout Council to approve that recommendation. This was seconded by John Laing and approved by a show of hands. The Group Scout Council must agree at its AGM the quorum for Trustee Board meetings, and any sub-committee meetings. The Charity Commission statement of good practice is that the Trustee Board quorum should be set at one third of Trustee Board members plus one and that the that the sub-committee quorum should be set at one third of Trustee Board members plus one. The recommendation from the outgoing Trustee Board is that the quorum should be set the Charity Commission good practice statement this will be 7 for our Page 2 of 7 pages 16 members of our trustee board. BH asked the Group Scout Council to approve that recommendation. This was seconded by Charlotte (?) and approved by a show of hands. ## **5.Review of Previous Year** BH reminded Group Scout Council members present that this part of the meeting is the opportunity to reflect on the activities of the past year. ## **5a. Group Scout Leader’s Review of Scouting in the Group and section reports** BH asks GSL to present their Annual Review. ## GSL Report Wow what a Year, as a group we have exponentially exploded in number and before the summer break we topped the 100 members barrier for the first time in our history since we were founded in 1910. And it not every year we can say that we opened a brand new Section Squirrels. In September we recruited 4 new leaders Margaret, Claire, Sarah and Stav. We opened with 14 Squirrels aged 4 & 5 and now have 16 with two to join us in the new year. Squirrels have only been running in the UK for 1 year, so we have been quite quick off the mark and we are the 1[st] dray in Rugby and 6[th] in Warwickshire. We have 116 members on the book 3 on the waiting list not old enough to join as yet. 16 Squirrels, 24 Beavers, 33 Cubs, 24 Scouts and 16 Explorers and some more to join soon. That 42 more than this time last year. They are costing us a fortune in badges too as combined they have earned 708 this year 200 more than last year. These number have resulted in us having to close all sections, to walk ins, other than our waiting list. This is a wonderful problem to have but our future section planning tool forecasts us having 19 explorer in Jan 2025, 26 in Jan 2026 and 33 in Jan 27 topping out on 2030 at 53 Explorers. Then add that to 35 Scouts in Jan 25, 42 in Jan 2026, 45 in Jan 2027 and topping out at 55 in Jan 2028. We could have 80 Scouts and Explorer in the building. Considering that Scouts and Explorer meet on the same night we now have a problem of space. Forward planning we are looking at getting approval from the new Trustee Board to go full steam ahead fundraising vie grants, with an extension that will sit along side this building and be a 12x6 meter room. Sat in what is now the carpark with access via double doors through the old garage door entrance towards the rear of the main hall. We have had our first estimate to give us a guide price and this will be in the range of £180k. We just need more adults by then too. All that said it is purely down to our exceptional leadership team and the fantastic quality of the Programme they deliver every week. Our new venture arMUDgeddon family mud run went really well is our main fundraiser. The expected numbers from within scouts did not materialise in the end and although both the June and September made profit. It’s a lot of work. Thank you to all the parents who Page 3 of 7 pages supported the events this year. We ill be doing the Santa sleigh on 18[th] December and Christmas post has now formally finished too. The building usage is very good. Monday Newbold Rainbows, Guides and Brownies, Tuesday and Wednesday the Groups use, Thursday is Cawston Gamers and Friday Newbold Short mat bowling club. Network rail booked 10 sessions this year that allows us to upkeep the building and improve the electrics, outside lighting. Next year we celebrate our 50[th] Year from our re-opening in 1974. Unfortunately, due to a fire at Gilwell, the UK HQ records office many years ago all records prior to 1970 have been lost. We have evidence of 10[th] Newbold being in existence in 1910, just 3 years after Baden Powell Founded Scouting. Watch out for some special events next year. I would like to thank all parents for your support of the Group over the last year and All the Leaders for the amazing work you do week in week out for our Young People. Tonight, also marks a end of an era with Pauline standing down from Cubs after 41 years of service to the group. Pauline was my cub leader when I was 8 in this very group, then my leader when I started in a leadership role in 1987. I would like to thank Pauline for everything she has done for Newbold Scout Group and the 1000’s of young people she has worked with over the years. BH asked each section to present their report ## **Squirrel Report (TM)** Well, we are the First in Rugby to open our Squirrel dray. Squirrels are for 4 & 5 year olds and run on a Wednesday 5:15-6:15pm We have a brand-new leadership team Margaret who was a cub leader for many years in another group, Sarah who was a Brownie leader, Claire who managed a preschool in Rugby and Stav who has helped with Beavers for some time. We have 16 Squirrels and have found it very rewarding getting used o them and them us. The have settles into a lovely routine and we even awarded the Get Creative badge to them last week. We have a waiting list of two who are not yet old enough, they will join us in January when they turn 4. They look really smart in their red uniform top that go well with our Group Necker. They are looking forward to marching on Remembrance Sunday and have been practicing. ## **Beaver Report (VH),** ## **Members** Currently 24 Beavers on roll. 6 due to move up during this next half term with 2 ready to come up from Squirrels. No young people on the waiting list for Beavers. 5 leaders (inc Tony) and 2 occasional helpers. We have 2 new leaders Carolyn and Beth and a willing parent who is our new occasional helper. Page 4 of 7 pages 3 young leaders. Two of these are new and one continues after achieving his bronze DofE. Others have attended through the year to help towards their D of E certification. Over the last year, 12 Beavers have moved up to Cubs, either within our group or to other groups where there has been a clash, and 16 young people have joined our Beaver Colony. ## **Section** We opened a fifth lodge in September 2023 to cater for all the children on the waiting list as potentially there were 31 young people in total. This hasn’t been needed for long but it gives more Beavers the change at being a Lodge Leader and being responsible. Since the last AGM we have worked on a number of badges: Challenge Badges – Teamwork, Skills, World, Outdoors, Adventure Activity Badges – Money skills, Faith, Health and fitness, Cook, Creative, Camp craft, Communicator, Safety, Staged Badges – Nautical skills, Air activities, Navigator, Emergency aid We have visited the Fire Station and Rugby Lions Rugby Club, rambled from the Church, had two visits from guide dogs and raised money to support them, celebrated the coronation of King Charles, cooked, created and exercised. Our aim is always to enable the Beavers to achieve their Bronze Chief Scouts award by the time they leave us to move to Cubs. ## **Succession Planning** We will retain our current numbers between 20 and 24 until Summer 2025 with those currently in Squirrels. ## **Cubs Report (PR)** It has been another very busy year. Numbers are increasing all the time. Lots of badges have been gained and a lot ongoing. We had a great visit to the mosque and St Botolph’s church for the faiths badge. We went to camp at Ullesthorpe back in July. This was part of Jackie's training. A good time was had by all, despite the weather. I'd like to say a big thank you to all of my helpers and welcome Tori as a new leader and a big thank you to Tony who keeps us all on our toes. He does a really great job. And lastly, I'd like to hand over my position to Jacky. After 41 years I've decided, due to ill health, to take a back seat, but will always be about in some little way and I will miss you all. ## **Scouts Report (JL)** Scouts are having a wonderful year. We have 24 regular attendees. Carrying out a wide extensive programme adding badges while enjoying themselves. We are also concentrating on the challenge awards which we hope will see a few gold awards this year. I would like to Tony for all his support and ideas we are very fortunate to have such a terrific GSL without his input all sections would struggle at times. I also wish to thank Sean for his help and support over the time he has spent with us. Another huge thanks to Sally who manages to stand in when illness or other commitments prevents attendance. I also wish to ask if anybody would care to become a leader, we require support it is great fun. Lastly, I would like to thank our scouts and explorers in 25 years in this group I have never known such a well mannered, happy and polite group of young people Page 5 of 7 pages ## **Explorers Report (TM)** We have an excellent core of Explorers with 14/15 out of the 16 attending every week. 6 have completed and awarded their Bronze D of E and most are continuing with Silver. Three others are due to finish thei Bronze in the new month or so. We have decided to keep ou explorer mumber where thay are as we need another leader to assist with Explorer as we have lost our two previous leaders this year due to moving out of town and work commitments changing. Two of our explorer went the the World Scout Jamboree in South Korea and had an amazing but different experience to the one they expected. Two others went to Kandersteg International Scout Centre with Rugby District in August. Some of them are also planning to go on our International Trip to the USA and Canada in July/August 2025 We are planning to complete the monopoly challenge in March and most are attending and all are working on their IVC’s part of their Chief Scout Award programme. BH thanked all participants for their reports. ## **5b. To receive and consider the Annual Report of the Group Trustee Board including the annual Statement of Accounts** BH informed members that The Group Trustee Board has approved the Annual Report and Statement of Accounts and Accounts, and the report on the accounts has been received from the Scrutineer/Independent Examiner. BH thanked the outgoing Treasurer (Tracy Hill). ## **6. Making Appointments** BH informs the Group Scout Council members present that this part of the meeting sets the charity up to be well-led during the period until the next AGM. Particularly, the Group Scout Council appoints a Trustee Board to ensure good governance for the charity over the next year. ## **6a. To approve the Group Scout Leader’s nomination of the Group Chair** BH now handed the chairmanship of this meeting over to the GSL. GSL nominates BH as Group Chair and asks for a show of hands as approval. Approved ## **6b. To elect the Group Secretary** BH takes over as chair again and informs members that The ‘Group Secretary’ is an elected appointment and, as required, CW has been formally proposed and seconded. Since there were no other nominations by the closing date a show of hands is required to approve Claire’s election. Approved Page 6 of 7 pages ## **6c. To elect the Group Treasurer** BH informs the members that The ‘Group Treasurer’ is an elected appointment and, as required, Anne Hannigan has been formally proposed and seconded. Since there were no other nominations by the closing date a show of hands is required to approve Anne’s election. Approved ## **6d. To elect persons to the Group Trustee Board** CW informs the members that the following have been formally proposed and seconded |Sally Finney|Explorer Parent|Elected|| |---|---|---|---| |Steve Twynholm|Scout Parent|Elected|| |Louise Knee-Rimmer|Cub Parent|Elected|| |Rachelle Callen|Beaver Parent|Elected|| |Reece Hanby-Bowes|Squirrel Parent|Elected|| BH requests a show of hands to approve their election. Approved ## **6e. To approve the Group Scout Leader’s nominations to the Group Trustee Board.** GSL informs members of his nominations to the Group Trustee Board are |Vacant|Explorer Leader (Currently Tony)| |---|---| |John Laing|Scout Leader| |Jacky Plumb|Cub Scout Leader| |Vicki Hobbs|Beaver Scout Leader| |Margaret Hood|Squirrel Leader| BH thanks the Trustees for their work during the year and in particular those members who are standing down – Poppy Cairney and Pauline Roberts. ## **6f. To appoint the Scrutineer / Independent Examiner / Auditor** BH informs members that the Treasurer has proposed Mark Thomas. Mark Thomas has been proposed and seconded and is qualified for the role. Approval is sought by show of hands to approve Mark Thomas’s nomination. Approved. ## **7. Closing Remarks** BH thanked everyone involved in 5[th] Newbold Scouting for their ongoing commitment, he especially thanked TM for his efforts in maintaining and developing the group. A special thank you was extended to PR who is retiring after 41 years service and there was a small presentation of gifts. BH thanked all for attending the meeting. The Group Trustee board will meet on the following dates January 22nd 2024 April 8th 2024 July 8th 2024 The AGM will be held October 2024 Page 7 of 7 pages SthRu Accovni i CharityllwmbÈr 509889 rS12022- 3L5tMarth2023 0peTrlnÉ&lgncelGene￿ Attj Ini BalanCe18￿11dkn1ACtI nin¢ Balan< E¥effjtAul Openlni B*n¢elE¥4¥lorerA#J sh Inhafid Yotsl Ih¢orne 2,201.97 49,475.$6 4233.20 781 78 59.02 55.751.Sa EwfvtPAc Totals 403 00 305.70 t,642.fK> 4.600. 1.609.33 ,663.38 240.OD 448.20 3N7.93 Subsltherntsers DonationxlFundraSsin Neckei'sl UniForm / Expedivons 7370. 305.70 I,365.￿) 1.905. 1,609.33 1.033.C 277.IXI 2.695.(¥J GIft￿d othei intomel Refunds ndGrants 2,W7.87 33.72 240.01 13.448 20 Armud ddon U47.93 Adual lTrrtyne Irom olherKrer 4rcounrdO￿ balar￿ 3D.33 984.16 5,434.68 4.269.73 IiJOi.36 Totsi Exp + Closin bJr&ba14n￿s incaver eipendituie 102AOg.74 4Z.D05.84 LT71MMJ06- Indepth*nt Exanmr￿s AepNI to the Tru￿￿e$ Uuly 20191 England & Wales 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 examinees report to the truste￿ of P Rugby Newbold Scout Group I report to the trustees on my exanwnation ofthe accLXmts ofthE 5" Rugby Newbold Scouts Group forthÈ yearended 3110312023. Responsibilrties and basi5 of report As the charity trustees ofthe 5th Rugby Newbold Scout Grou￿ you are responsth lor the p￿paratiOn of the accounts in accordance with the requIre￿￿ntS of the Charitie5 Art 20111.the Actl. I repjrt in respectof my examln•tionof the 5th Rugby Newbold Scout Gmup. a¢¢wnts caryied out settion 14S of the 2011 Act and in ¢orryin9 ￿t my examinat￿ I have fdlowed all the ap￿ica￿e Directitins given by the Charity Commission under section 14S(5llbl ol the Act Independent examin•Vs statement I have completed my examination. I confimi that no matrrial matters have cometo my attention in ronnection with tht examtnation 9wing me cause to belleve that in any m•t*rial respecL aCCOUftting T￿OrdS ww•not képt inrwettof the 5th Rugby NewbolrJScoutGroup. as required by strtion 130 of the A¢L' or 2. the accounts dts not accord with tlw fe¢tyd& I have n¢* wncerns and have corne auoss other m•tt•rs in connection wilh the exarnknation to whkh attention should be drawn in thi5 repo in ordw tOena￿e a w¢per olthe acctyjnts to be ¥eached. Signed.. Narne.. MarkThornas Relevant professional qUalffiCat￿ or ￿￿Mb￿shlp of professhjnal bodE5 frfaryl.. ACA Memb*thip 111410763 Address.. 13 Belmont Ave. Londorn N176AU Dote.. SthRu Accovni i CharityllwmbÈr 509889 rS12022- 3L5tMarth2023 0peTrlnÉ&lgncelGene￿ Attj Ini BalanCe18￿11dkn1ACtI nin¢ Balan< E¥effjtAul Openlni B*n¢elE¥4¥lorerA#J sh Inhafid Yotsl Ih¢orne 2,201.97 49,475.$6 4233.20 781 78 59.02 55.751.Sa EwfvtPAc Totals 403 00 305.70 t,642.fK> 4.600. 1.609.33 ,663.38 240.OD 448.20 3N7.93 Subsltherntsers DonationxlFundraSsin Neckei'sl UniForm / Expedivons 7370. 305.70 I,365.￿) 1.905. 1,609.33 1.033.C 277.IXI 2.695.(¥J GIft￿d othei intomel Refunds ndGrants 2,W7.87 33.72 240.01 13.448 20 Armud ddon U47.93 Adual lTrrtyne Irom olherKrer 4rcounrdO￿ balar￿ 3D.33 984.16 5,434.68 4.269.73 IiJOi.36 Totsi Exp + Closin bJr&ba14n￿s incaver eipendituie 102AOg.74 4Z.D05.84 LT71MMJ06- Indepth*nt Exanmr￿s AepNI to the Tru￿￿e$ Uuly 20191 England & Wales 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 examinees report to the truste￿ of P Rugby Newbold Scout Group I report to the trustees on my exanwnation ofthe accLXmts ofthE 5" Rugby Newbold Scouts Group forthÈ yearended 3110312023. Responsibilrties and basi5 of report As the charity trustees ofthe 5th Rugby Newbold Scout Grou￿ you are responsth lor the p￿paratiOn of the accounts in accordance with the requIre￿￿ntS of the Charitie5 Art 20111.the Actl. I repjrt in respectof my examln•tionof the 5th Rugby Newbold Scout Gmup. a¢¢wnts caryied out settion 14S of the 2011 Act and in ¢orryin9 ￿t my examinat￿ I have fdlowed all the ap￿ica￿e Directitins given by the Charity Commission under section 14S(5llbl ol the Act Independent examin•Vs statement I have completed my examination. I confimi that no matrrial matters have cometo my attention in ronnection with tht examtnation 9wing me cause to belleve that in any m•t*rial respecL aCCOUftting T￿OrdS ww•not képt inrwettof the 5th Rugby NewbolrJScoutGroup. as required by strtion 130 of the A¢L' or 2. the accounts dts not accord with tlw fe¢tyd& I have n¢* wncerns and have corne auoss other m•tt•rs in connection wilh the exarnknation to whkh attention should be drawn in thi5 repo in ordw tOena￿e a w¢per olthe acctyjnts to be ¥eached. Signed.. Narne.. MarkThornas Relevant professional qUalffiCat￿ or ￿￿Mb￿shlp of professhjnal bodE5 frfaryl.. ACA Memb*thip 111410763 Address.. 13 Belmont Ave. Londorn N176AU Dote..