MINUTES OF THE 7[th] DRONFIELD SCOUT GROUP
ANNUAL GENERAL MEETING
HELD ON TUESDAY 13[th] JULY 2021 7:30pm (Via online Zoom)
1. Attendance
Present: Frank Walton, David Hicks (Chair) Jo Green (Sec), David Godwin (District Commissioner), Pat Millington (District President), Nick Marwood (District Chair), Rachel Roberts, Stewart Windle, Mike Bradwell, Kate Brearley, Dawn Chater, Wendy Bungay (at the end)
Apologies: Received from, Donald King, Michael Harrison, David James,
2. Minutes of Last Annual General Meeting.
The Minutes of the 2020 AGM were approved.
Prop. PM Sec . RR
3. Matters Arising.
None.
4. Highlights of the year from all Units
Each unit provided its highlights of the year including reports from Beavers, Cubs, Scouts and Explorers showing how we’ve managed to adapt during the unprecedented Covid times. Dawn presented the Beavers report, Kate summarised Cubs report in the absence of Wendy, Rachel presented the Scouts report and Mike summarised the report for Explorers.
From a Group perspective, a downside of Covid is that much of the residual training has been missed so needs to be addressed going forward, however an upside is that the lockdowns have given us the opportunity to do some significant work on HQ whilst the hut hasn’t been in use and thanks to Rachel Roberts, we’ve become more organised inside the hut too.
5. Financial Report
In David James’s absence, Frank Walton highlighted key points of the accounts:
Reduction of £8000 in subs (income of £2000) due to Covid
Facilities rental dropped considerably by almost £6000
The good news is that we’ve received grants to the sum of £19.6k which has helped us significantly.
Dronfield virtual 10k raised circa £1500
Accounts showed a total income (receipts) of £41,744.51 and outgoings (payments) of £24,158.44 and a balance of £83,553.27 at year end, meaning an added £18k to net position overall showing that we are financially secure.
Accounts were approved in the principle with a view to the Exec finally approving them once all final amendments completed.
Prop. DH Sec . SW
6. Subscriptions
- £1,833.33 received 2020-21 compared with £9,866.76 in the previous year, clearly down to Covid and the pausing of Subs collection whilst not running as normal and not charging full subs.
7. General Fundraising
The two main sources of fundraising for 7[th] are the annual Dronfield 10k race and HQ building hire, both weekly and on a one-off basis. Each year we raise a significant amount from the Dronfield 10k, and this was switched to a virtual race this year due to Covid and this raised circa £1500 after expenses.
Facilities rental has unfortunately dropped by circa £6000 this year due to Covid.
8. Election of Officers
Current executive committee formally stood down and were unanimously re-elected as follows:
-
David Hicks was re-elected at Chair for 2020-21
-
David James was re-elected as Treasurer for 2020-21 (although it was noted that DJ would like to stand down later in the year)
-
Jo Green was re-elected as Secretary for 2020-21
-
Jay Wootton was elected as Subs Secretary for 2020-21
-
Sarah Bond was re-elected as Group Administrator for 2020-21
Prop: FW
Sec: RR
9. Election of Executive Committee
All Section Leaders and GSL were elected onto the Executive Committee, including Frank Walton, Mike Bradwell, Will Rose, Rachel Roberts, Wendy Bungay, Kate Brearley and Dawn Chater
Michael Harrison was re-elected as District Representative and Stewart Windle, Donald King and Nick Kirkwood were re-elected as Exec members.
Prop: DH Sec: JG
10. Appointment of Independent Examiner of Accounts
Peter Villis has been appointed as Independent Examiner of 7th's accounts.
Prop: FW Sec: MB
11. The District Commissioner
The District Commissioner, David Godwin, recognised the challenges that Scouting has come up against throughout Covid and has been blown away by the provision that the leaders and groups have managed to provide so thanked all those involved for their time and effort.
He noted that the Census this year showed a 22% reduction for 7[th] (for Beavers/Cubs/Scouts) but it sounds like this will get back up to strength very soon. David also thanked Frank for overseeing the group and to everyone for ensuring that as a group we were robust and financially secure.
David wished us all well for the forthcoming year and keen to support us in anything we need and a big thank you to all.
12. A.O.B.
It was noted that the Group thanked Jon Beasley immensely for his time and dedication to the group over the many years that he’s been involved with 7[th] Dronfield.
Pat Millington wanted to agree with what David Godwin said and hoped things would get better this year.
Jo Green thanked Rachel & Scout leaders on a personal level, having 2 children in the Scouts section, for ensuring the scouts had weekly activities throughout this whole Covid year whether this was via zoom meetings or face to face when able.
Stuart Windle thanked al the leaders also for their efforts and looking forward to getting back to camps
David Godwin questioned Frank Walton’s earlier point about residual training and whether there was an issue but FW confirmed that all would be in hand
Mike Bradwell echoed everyone elses feelings about hopes of getting back to normal.
Kate Brearley noted that it was great to be back with both kids and fellow leaders face to face
Nick Marwood expressed how we were all doing a great job, wished us well for keeping it up and to let us know where they were if any support was needed.
Dawn Chater expressed how her son (and friends) who had recently moved up to Cubs were absolutely loving it so a nod to Wendy and Kate.
David Hicks expressed a massive thanks to everyone throughout a tough year, although there will still be challenges ahead. His boys have both been through most sections, and thanked the work that the Scouting movement and Group have done with them to make them rounded boys.
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7[th] Dronfield Cubs Report
So what can I say…Cubs started back on 20[th] April 2020 with 4 cubs returning, the majority of our cubs had moved up to 7[th] Scouts or transferred to other scout troops within the district. Therefore the majority of our pack is now of a very young age. The make up is as follows:
4 cubs that have returned after Covid lockdown. (1 x girl 3 x boys)
4 ‘off the streets’ (4 x boys)
And 11 were Beavers that moved up. (11 x boys)
And a partridge in a pear tree.
Leaders wise we are all still here, Pete (Baloo) has not been around but we know that he is available should we require him, and will probably need him in the not too distant future, as we continue to meet outside and start to take advantage of the nice weather and activities.
We have started on a high and have only been rained off once, the rest of the meetings we have been completing badge work (naturalist, Physical Recreation) and a number have completed their book reader badge at home ( I sent the requirements on the night we were rained off).
The parents of this particular intake are very much wanting to get involved, last week I had to request assistance due to leader shortage at short notice and had a plethora of responses stating that they would willingly come and assist, the three parents that assisted haven’t been put off and have stated should any further assistance be required then they will be willing. (Need to get DBS’ sorted).
Two cubs that have moved up to scouts will be ready to be awarded their Silver Award which I intend to do one evening at a scout meeting as and when convenient with the scout leaders.
Despite the Lockdown I am hopeful that the cubs that have returned will be able to complete their silver award also by the time they leave us.
It goes almost without saying the thanks to the leaders that we have at 7[th] Cubs, these include Kate (Baggy), Becky (Raksha) and Mike (Shere Khan), who attend at the meetings and know what is needed to be done, before it is apparent to any child or parent. We are an amazing team that have had each others back through good and bad times…exactly what a leaders team should be. I know that should I need help whether through scouting or personal issues my leaders (best mates) will be there for me as I hope they know that I am there for them. I cannot imagine doing cubs or nights out without them, so thank you so much.
That’s all really…other than looking forward to another year of winging it
Lv Akela
7[th] Dronfield Scouts FY21
The Covid Year
I am immensely proud of how the scouts, leaders and parents responded to the pandemic. When we returned to Scouting, we never thought that we would swap our uniforms for hands, face, space.
Since the first date of lockdown, we have just have carried on but in a different format.
We have offered a varied and imaginative program. We have supported each other through everything this strange time has thrown at us. We have not
stopped once despite track and trace apps pinging, self-isolation,
restrictions on toilet rolls and flour, staycations, living in different zones, or health scares.
As leaders, we have worked through system issues, pulled rabbits out of hats, improvised and comprised. Andy has been our IT support, and the "will a teenager find this fun” ? sense checker. Ross has been “adapt and overcome”, turning traditional F2F activities into online, balanced and creative packages – his sock challenge is still my favourite. Kay has been the steady pair of hands, supporting us when we have been F2F.
Within the wider scouting community, we have also pulled together. We have run joint sessions with other groups in other districts, shared ideas through virtual facebook groups, had colleagues run cookery sessions, friends run international nights, and furloughed chefs in surrey help us celebrate Christmas via our favourite medium – food.
Turning to the young people, we should all be very proud. ZOOM hasn't been for all, and they have been very open about that. During remote Scouting they supported, listened and helped each other. When we all got back together, they just accepted that washing hands, hand gelling every hour and wearing a face mask was just the norm and just got on. They have had their worlds turned upside down, but we never heard them complain or fall out. Coming out the other side, we have bucked the national trend, and we have the same troop numbers as when we started with a waiting list. We also have a new statistic to embrace, 7[th] Dronfield is now a 50/50 troop, equally male and female. We have awarded two Chief Scout Gold Awards, and we nearly have another two in the bag. To finish off, Thai’s have a great phrase that sums up this year – same, same but different. We have still carried on Scouting; it's just been a little different.
Rachel Roberts Scout Leader 7[th] Dronfield 9[th] July 2021.
7[th] Dronfield Explorers
AGM report
As I’m sure you’re aware, it’s been a challenging year. Covid has not made keeping a unit going easy. Be it Zoom meetings that kids aren’t overly interested in, or the amount of extra work required to now meet outside.
However the biggest issue we faced was in replacing Jon after Christmas. Jon had carried this unit for years, and him stepping down left a huge void to fill. Fortunately after a few conversations Will and myself took the decision to lead it as a pair. And considering the point we were taking over was 2[nd] lockdown and trying to figure out the new rules and restrictions on what we could and couldn’t do. Well I think it’s fair to say if this was left on just one of us to sort, we’d have really struggled and I’m not sure there would be a unit at this point.
What else can be said about this year, except hopefully we don’t have to go through anything like that again!
Lastly, a huge thank you to Will Rose, without whom I’ve no doubt we’d have folded. And also to the Jones brothers. Will and George who have been available at short notice to provide us extra cover.
Mike Bradwell Explorers Leader 7[th] Dronfield
7th Dronfield (Gosforth Valley) Scout Group 2019-2020
Incomings for 12 months ending 31st March 2021
| GENERAL INCOME Membership Subscriptions Received Bank Interest Received Donations SCOUTING ACTIVITIES Income from members for camps & activities (inc.Camp Account 01.04.20-31.03.21) FUNDRAISING Income from local events Income from 2019 10k race Income from 2020 10k race Income from 2021 10k race OTHER INCOME Gift Aid claimed HQ facilities rental Miscellaneous (refunds etc) Grants (covid etc) Business Rates Rebate INCOME TOTALS |
Special 2020-21 2019-20 General Samurai Projects Total Total £ £ £ £ £ £1,833.33 £0.00 £0.00 £1,833.33 £9,866.76 £148.41 £0.00 £0.00 £148.41 £148.00 £0.00 £0.00 £0.00 £0.00 £1,000.00 |
|---|---|
| £1,981.74 £0.00 £0.00 £1,981.74 £11,014.76 |
|
| £2,139.58 £0.00 £0.00 £2,139.58 £2,732.52 |
|
| £2,139.58 £0.00 £0.00 £2,139.58 £2,732.52 |
|
| £0.00 £0.00 £0.00 £0.00 £605.05 £0.00 £0.00 £0.00 £0.00 £15,174.15 £0.00 £0.00 £13,643.24 £13,643.24 £1,600.00 £0.00 £0.00 £0.00 £0.00 £0.00 |
|
| £0.00 £0.00 £13,643.24 £13,643.24 £17,379.20 |
|
| £1,877.30 £0.00 £0.00 £1,877.30 £490.75 £1,305.65 £0.00 £0.00 £1,305.65 £7,052.10 £1,128.00 £0.00 £0.00 £1,128.00 £1,114.18 £9,669.00 £0.00 £0.00 £9,669.00 £0.00 £10,000.00 £0.00 £0.00 £10,000.00 £0.00 |
|
| £23,979.95 £0.00 £0.00 £23,979.95 £8,657.03 |
|
| £28,101.27 £0.00 £13,643.24 £41,744.51 £39,783.51 |
7th Dronfield (Gosforth Valley) Scout Group 2019-2020
Payments for 12 months ending 31 March 2020
| PREMISES Rent & Rates Gas Electricity Water & Sewerage Cleaning Telephone & Internet Repairs, Renewals & Maintenance Miscellaneous (building works, etc) Refuse service SCOUTING ACTIVITIES Unit allowances spent District Levy Transfer to Samurai Cost of running camps & major activities FUNDRAISING EVENTS Payments for 10k 2019 Payments for 10k 2020 Payments for 10k 2021 OTHER PAYMENTS QM Badges Uniform Insurance Bank charges & un-honoured payments Training Miscellaneous TOTAL PAYMENTS FOR THE YEAR |
Special 2020-21 2019-20 General Samurai Projects Total Total £ £ £ £ £ £5.00 £0.00 £0.00 £5.00 £332.64 £396.95 £0.00 £0.00 £396.95 £827.41 £746.35 £0.00 £0.00 £746.35 £945.94 £112.38 £0.00 £0.00 £112.38 £1,147.59 £59.72 £0.00 £0.00 £59.72 £651.82 £677.33 £0.00 £0.00 £677.33 £731.75 £3,916.00 £0.00 £0.00 £3,916.00 £4,075.56 £4,075.00 £0.00 £0.00 £4,075.00 £0.00 £470.38 £0.00 £0.00 £470.38 £0.00 |
|---|---|
| £10,459.11 £0.00 £0.00 £10,459.11 £8,712.71 |
|
| £750.49 £0.00 £0.00 £750.49 £956.25 £4,042.75 £0.00 £0.00 £4,042.75 £3,577.00 £0.00 £0.00 £0.00 £0.00 £397.58 £1,098.95 £0.00 £0.00 £1,098.95 £4,836.47 |
|
| £5,892.19 £0.00 £0.00 £5,892.19 £9,767.30 |
|
| £0.00 £0.00 £0.00 £0.00 £4,852.83 £0.00 £0.00 £0.00 £0.00 £6,209.41 £0.00 £0.00 £3,356.78 £3,356.78 £0.00 |
|
| £0.00 £0.00 £3,356.78 £3,356.78 £11,062.24 |
|
| £1,013.17 £0.00 £0.00 £1,013.17 £1,768.44 £421.02 £0.00 £0.00 £421.02 £493.64 £0.00 £0.00 £0.00 £0.00 £60.00 £2,406.28 £0.00 £0.00 £2,406.28 £175.84 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £80.00 £609.89 £0.00 £0.00 £609.89 £534.21 |
|
| £4,450.36 £0.00 £0.00 £4,450.36 £3,112.13 |
|
| £20,801.66 £0.00 £3,356.78 £24,158.44 £32,654.38 |
7th Dronfield (Gosforth Valley) Scout Group 2019-2020
Statement of Assets and Liabilities at 31 March 2020
| Unrestricted Funds MONETARY ASSETS (Cash/Bank/Similar Funds) Cash in Hand (Float) HSBC - Camp Account HSBC - Community Current Account HSBC - Money Market Account (5 yr/07.02.17) HSBC - Money Manager Account HSBC - Subscriptions Account HSBC - Samurai Account OTHER MONETARY ASSETS Unpaid Rent Unpaid Subscriptions Unclaimed Gift-Aid NON-MONETARY ASSETS (Estimated Insurance Value) Headquarters Building Trailers x2 Equipment/Fixtures/Fittings TOTAL ASSETS VERIFIED LIABILITIES (Falling Due Within One Year) Badge Fund Unit Fund Payments Outstanding Camp Payments Received in Advance Funds Raised by Scouts Samurai Camp Payments Received in Advance Insurance 10K Cheque Payments Outstanding 99 Year 'Peppercorn Rent' from 1 December 1984 |
31 Mar 2021 31 Mar 2020 £ £ £1,110.99 £138.99 £2,139.58 £0.00 £36,974.68 £20,211.50 £20,000.00 £20,000.00 £20,088.00 £20,080.04 £0.00 £0.00 £3,240.02 £2,296.65 |
|---|---|
| £83,553.27 £62,727.18 | |
| £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 |
|
| £0.00 £0.00 |
|
| £235,357.00 £235,357.00 £624.00 £624.00 £80,292.00 £80,292.00 |
|
| £316,273.00 £316,273.00 | |
| £399,826.27 £379,000.18 | |
| £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £2,210.44 £0.00 £2,760.00 £0.00 £5.00 |
|
7th Dronfield (Gosforth Valley) Scout Group 2019-2020
£0.00 £4,975.44
TOTAL LIABILITIES
RECEIPTS and PAYMENTS, SUMMARY for the 12 months to 31 March 2020
| Special | 2020-21 | 2019-20 | |||
|---|---|---|---|---|---|
| General | Samurai | Projects | Total | Total | |
| £ | £ | £ | £ | £ | |
| Total Receipts for the Year | £28,101.27 | **£0.00 ** | **£13,643.24 ** | **£41,744.51 ** | £39,783.51 |
| Total Payments for the Year | £20,801.66 | **£0.00 ** | **£3,356.78 ** | **£24,158.44 ** | £32,654.38 |
| Net | **£7,299.61 ** | **£3,240.02 ** | **£10,286.46 ** | £17,586.07 | £7,129.13 |
| Cash at Bank and Similar (year start) | **£62,727.18 ** | £54,627.62 | |||
| Cash at Bank and Similar (year end) | **£80,313.25 ** | £62,727.18 |
The above accounts and accompanying statement of assets and liabilities were approved by the trustees on 13th July 2021 and signed on their behalf by:
David Hicks (Chairman)
David James (Treasurer)
Scrutineerfs Report to the Trustees of the th 7 Dronfield Scout Group, Scout Council I report on the accounts of the GrouplDistrict for the year ended 31¥t Marth 2021. As the Group'slDistrict's trustees you are responsible for the preparation of the accounts: you consider that neither the audtt nor independent examination requirements of the Charities Art 2011 appLy. It is my responsibility without carrying out an audit or independent examination to SCTUtinise the accounts and to rewrtto you. In accordance with the directions given in the Group'slDistrict's constItuti. I have scrutinised the records and the accounts set out on pages 2 to 5. In my opinion the accounts are in accordance with the records produced to me and comply with the constitution. Address.. Date.. .."?.*..l..1..1.4x......_-.............................-..