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2022-03-31-accounts

Group Campfire, BBQ & AGM

19[th] Durham Scouts Campfire, BBQ & AGM

Accounts, Minutes and Trustee Report

3[rd] November 2022

www.19nx.org.uk

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2022 Annual General Meeting agenda

  1. Welcome & update from the Group Scout Leader - verbal

  2. APPROVE the minutes of the 2020/21 Annual General Meeting of the Group Scout Council, as recommended by the Group Executive Committee:

  3. APPROVE the appointment of John Cowey as independent auditor of the Annual Statement of Accounts 2021/22

  4. APPROVE the delegation to the Group Executive Committee of the appointment of an independent auditor for the Annual Statement of Accounts 2022/23

  5. RECEIVE and CONSIDER:

  6. a. Trustees Annual Report 2021/22 – to be taken as read

  7. b. Annual statement of accounts 2021/22 - to be taken as read

Resolutions

  1. ADOPT Resolution 1, as recommended by the Group Executive Committee:

  2. a. That the number of members elected to the Group Executive Committee by the Group Scout Council shall be no more than 3 (three), in addition to the Secretary and Treasurer.

  3. b. That the minimum quorum for a meeting of the Group Executive Committee shall be:

    • i. 50% of members where the meeting has been advertised for no less than 7 calendar days; or

    • ii. 75% of members where the meeting has been advertised for less than 7 calendar days;

    • iii. (i) and (ii) notwithstanding the provisions in POR 3.24(d)(iv) concerning electronic voting

  4. c. That the minimum quorum for a meeting of the Group Scout Council shall be 15 members

  5. d. That all individuals shall have their membership of the Group Executive Committee and their status as a Trustee of 19[th] Durham (Neville’s Cross) Scout Group terminated with effect from today, in accordance with POR The Appointments Process Rule 4(x), unless:

    • i. They have been elected, or nominated and approved, at this Annual General Meeting

    • ii. They are an ex-officio member by virtue of holding the role of Group Scout Leader or Deputy Group Scout Leader

    • iii. They are the holder of a role which is an ex-officio member, but which is required to opt-in if they wish to be a member of the Group Executive Committee, and they have done so at this Annual General Meeting

Appointments

The Chair, or another suitable person, will outline the purpose and methods of the Group Executive Committee, and eligibility for membership.

All appointments to be dated until the next Annual General Meeting of the Group Scout Council

  1. APPROVE the Group Scout Leader’s nomination of the Group Chair 8. ELECT the Group Treasurer

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  1. ELECT the Group Secretary

  2. ELECT members to the Group Executive Committee (subject to the resolution at agenda point 18.a)

  3. APPROVE the Group Scout Leader’s nomination of individuals to the Executive Committee; the quantity of approved nominations not to exceed the number of members elected at agenda points 8 through 10.

  4. NOTE where any rights are being exercised by the below role holders to join the Group Executive Committee in an ex-officio capacity, in accordance with POR 3.24(b)(iii)

  5. a. Beaver Scout Leader

  6. b. Cub Scout Leader

  7. c. Scout Leader

  8. d. Explorer Scout Leader

  9. Close of business

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Minutes of the 2021 Annual General Meeting of the Group Scout Council of 19[th] Durham (Neville’s Cross) Scout Group

Held at 19:45 at on 4[th] November 2021

Held at Moor House Adventure Centre

Chair: David O’Connell (Group Scout Leader)

Minuted by: Darren Melroy (Group Section Assistant)

The Group Scout Leader welcomed attendees. The format of the Annual General Meeting was explained. Methods of voting, and eligible voting, were also explained.

The Trustees’ Annual Report 2019/20, Annual Statement of Accounts 2019/20, Trustees’ Annual Report 2020/21, and Annual Statement of Accounts 2020/21 were RECEIVED and CONSIDERED.

The Group Scout Leader provided a verbal update on the Group’s progress, highlighting his particular thanks for the support of volunteers to allow Scouting to continue during Covid.

Adult awards were presented by the Group Scout Leader and the Deputy County Commissioner for Programme (Carlton Gronow):

Resolutions 5a, 5b, 5c, and 5d were APPROVED.

The Group Scout Leader nominated Will Greeves as Group Chair for a period of 1 year. The nomination was APPROVED.

Dawn Brown stood for election as Group Treasurer for a period of 1 year. Dawn Brown was ELECTED.

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No individual stood for election as Group Secretary.

No individual stood for election as Group Executive Member.

The Group Scout Leader nominated Darren Melroy as a Group Executive Member for a period of 1 year. The nomination was APPROVED.

No individuals holding a Beaver Scout Leader, Cub Scout Leader, Scout Leader or Explorer Scout Leader exercised their right to opt-in to membership of the Group Executive Committee.

The Annual General Meeting closed at 20:05

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Appendix – 2021 Annual General Meeting agenda

14. Welcome

  1. ACKNOWLEDGE that the minutes of the 2018/19 Annual General Meeting of the Group Scout Council are not available

  2. RECEIVE and CONSIDER:

  3. a. Trustees Annual Report 2019/20 – to be taken as read

  4. b. Trustees Annual Report 2020/21 – to be taken as read

  5. c. Annual statement of accounts 2019/20 - to be taken as read

  6. d. Annual statement of accounts 2020/21 - verbal update to be provided by the Group Treasurer

  7. Update from the Group Scout Leader

  8. a. Awards

Resolutions

  1. ADOPT the following recommendations from the Group Executive Committee:

  2. a. That the number of members elected to the Group Executive Committee by the Group Scout Council shall be no more than 3 (three), in addition to the Secretary and Treasurer.

  3. b. That the minimum quorum for a meeting of the Group Executive Committee shall be:

    • i. 3 members where the meeting has been advertised for no less than 7 calendar days; or

    • ii. 5 members where the meeting has been advertised for less than 7 calendar days;

    • iii. (i) and (ii) notwithstanding the provisions in POR 3.24(d)(iv) concerning electronic voting

  4. c. That the minimum quorum for a meeting of the Group Scout Council shall be 15 members

  5. d. That all individuals shall have their membership of the Group Executive Committee and their status as a Trustee of 19[th] Durham (Neville’s Cross) Scout Group terminated with effect from today, in accordance with POR The Appointments Process Rule 4(x), unless:

    • i. They have been elected, or nominated and approved, at this Annual General Meeting

    • ii. They are an ex-officio member by virtue of holding the role of Group Scout Leader or Deputy Group Scout Leader

    • iii. They are the holder of a role which is an ex-officio member, but which is required to opt-in if they wish to be a member of the Group Executive Committee, and they have done so at this Annual General Meeting

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Appointments

The Chair, or another suitable person, will outline the purpose and methods of the Group Executive

Committee, and eligibility for membership.

All appointments to be dated until the next Annual General Meeting of the Group Scout Council

  1. APPROVE the Group Scout Leader’s nomination of the Group Chair

  2. ELECT the Group Treasurer -

  3. ELECT the Group Secretary

  4. ELECT members to the Group Executive Committee (subject to the resolution at agenda point 18.a)

  5. APPROVE the Group Scout Leader’s nomination of individuals to the Executive Committee; the quantity of approved nominations not to exceed the number of members elected at agenda points 8 through 10.

  6. NOTE where any rights are being exercised by the below role holders to join the Group Executive Committee in an ex-officio capacity, in accordance with POR 3.24(b)(iii)

  7. a. Beaver Scout Leader

  8. b. Cub Scout Leader

  9. c. Scout Leader

  10. d. Explorer Scout Leader

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Trustees' Annual Report

----- Start of picture text -----
For the period
From (start date) 0 1 0 4 2 1 to end date 3 1 0 3 2 2
Section A Reference and administration details
Charity name 19TH DURHAM (NEVILLE'S CROSS) SCOUT GROUP
Other names the charity is known by
5 1 6 6 8 0
Registered charity number (if any)
HQ registration number
22 Springwood Close
Charity’s principal address
Browney
Durham
D H 7 8 L D
Postcode
Names of the charity trustees who manage the charity
(These will be published in the annual report of the charity and the Charity Register if reporting for a Registered Charity with a charity regulator)
----- End of picture text -----

1
2
3
4
5
6
7
8
9
10		 Dates acted if not for
whole year
Office (if any)
Chairman
Will Greeves
David O'Connell
Jonathan Tones
Group Scout Leader
Trustee Name
Dawn Brown
Treasurer
Darren Melroy
Group Executive Member
Deputy Group Scout Leader

Names and addresses of advisers (optional information but encouraged as best practice)

(These will be published in the annual report of the charity)

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Type of advisor Name Address
----- End of picture text -----

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Section B Structure, governance and management
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Description of the charity’s trusts

Type of governing document

1 LT700001 (3rd December 2018)

(e.g. trust deed, constitution) The Group's governing documents are those of the The Scout
Association. They consist of a Royal Charter, which in turn gives
authority to the Bye Laws of the Association and The Policy,
Organisation and Rules of The Scout Association.
(e.g. trust, association, company)
How the charity is constituted		 The Group is a trust established under its rules which are common to
all Scouts.
(e.g. appointed by, elected by)
Trustee selection methods		 The Trustees are appointed in accordance with the Policy,
Organisation and Rules of The Scout Association.
Additional governance issues (optional information but encouraged as best practice)
You may choose to include additional
information, where relevant, about:
Policies and procedures adopted for:
a) the induction and training of trustees; b)
trustee' consideration of major risks and
the systems and procedures to manage
them		 The Group is managed by the Group Executive Committee, the
members of which are the ‘Charity Trustees’ of the Scout Group which
is an educational charity. As charity trustees they are responsible for
complying with legislation applicable to charities. This includes the
registration, keeping proper accounts and making returns to the
Charity Commission as appropriate.
The Committee consists of 3 independent representatives, Chair,
Treasurer and Secretary together with the Group Scout Leader,
Deputy Group Scout Leader, individual section leaders (if opted to take
on the responsibility) and other members as elected, nominated, or co-
opted from interested parties.
Members of the Executive Committee complete Essential Information,
Safety, Safeguarding, GDPR & Trustee Induction_'_training within the
first 5 months of taking on the role.
This Group Executive Committee exists to support the Group Scout
Leader in meeting the responsibilities of the appointments and is
responsible for:
The maintenance of Group property;
The raising of funds and the administration of Group finance;
The insurance of persons, property and equipment;
Group public occasions;
Assisting in the recruitment of leaders and other adult support;
Appointing any sub committees that may be required;
Appointing Group Administrators and Advisors other than those who
are elected.

Section B

Structure, governance and management (continued) Risk and Internal Control The Group Executive Committee has identified the major risks to which they believe the Group is exposed, these have been reviewed and systems have been established to mitigate against them. The main areas of concern that have been identified are: Damage to the building, property and equipment. The Group would

h f b ildi d i f

2 LT700001 (3rd December 2018)

request the use of buildings, property and equipment from neighbouring organisations such as the church, community centre and other Scout Groups. Similar reciprocal arrangements exist with these organisations. The Group has sufficient buildings and contents insurance in place to mitigate against permanent loss. Injury to leaders, helpers, supporters and members. The Group through the national membership fee contributes to the Scout Associations national accident insurance policy. Risk Assessments are undertaken before all activities. Reduced income from fund raising. The Group is primarily reliant upon income from subscriptions and fundraising. The group does hold a reserve to ensure the continuity of activities should there be a major reduction in income. The Committee could raise the value of subscriptions to increase the income to the group on an ongoing basis, either temporarily or permanently. Reduction or loss of leaders. The group is totally reliant upon volunteers to run and administer the activities of the group. If there was a reduction in the number of leaders to an unacceptable level in a particular section or the group as a whole then there would have to be a contraction, consolidation or closure of a section. In the worst case scenario this could lead to the complete closure of the Group. Reduction or loss of members. The Group provides activities for all young people aged 6 to 18. If there was a reduction in membership in a particular section or the group as whole then there would have to be a contraction, consolidation or closure of a section. In the worst case scenario this could lead to the complete closure of the Group.

Section C Objectives and activities
Summary of the objects of the charity set
out in its governing document		 The Purpose of Scouting
Scouting exists to actively engage and support young people in their
personal development,
empowering them to make a positive contribution to society.
The Values of Scouting
As Scouts we are guided by these values:
Integrity -We act with integrity; we are honest, trustworthy and loyal.
Respect -We have self-respect and respect for others.
Care -We support others and take care of the world in which we live.
Belief -We explore our faiths, beliefs and attitudes.
Co-operation -We make a positive difference; we co-operate with
others and make friends.

3 LT700001 (3rd December 2018)

Summary of the main activities in relation to these objects

The Scout Method Scouting takes place when young people, in partnership with adults, work together based on the values of Scouting and: - enjoy what they are doing and have fun - take part in activities indoors and outdoors - learn by doing - share in spiritual reflection - take responsibility and make choices - undertake new and challenging activities - make and live by their Promise. Scouting activities primarily seek to develop young people through learning by doing - and typically sees weekly meetings being led for young people aged 6-8, 8-10.5, and 10.5-14. Through a Partnership Agreement with Durham City & District Scouts, the Group also supports activities for 14-18 year olds.

Additional details of the objectives and activities (optional information but encouraged as best practice)

You may choose to include further statements, where relevant, about: • policy on grantmaking; • contribution made by volunteers; Intentionally left blank • policy on investments. Public benefit statement The Group meets the Charity Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or community development headings. Section D Achievements and performance Summary of the main achievements of the charity during the year The Group has returned to a normal programme, with all sections running successful nights away - including many young people having their first night away from home. All sections have also participated in a rich programme consisting of both locally organised activities, external visits, and District/County events. Young people continue to work towards the top awards in each section, and the Group has welcomed a number of new volunteers. Section E Financial Review Brief statement of the charity’s policy on reserves

4 LT700001 (3rd December 2018)

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The Group's policy on reserves is to hold sufficient resources to
continue the charitable activities of the group should income and
fundraising activities fall short. The Group Executive Committee
considers that the group should hold a sum equivalent to 12 months
running costs, circa f25,000.
Quantify and explain any designations
Details of any funds materially in deficit
(circumstances plus steps to eliminate)
N/A
Further financial review details (optional information)
You may choose to include additional
information, where relevant, about:
• the charity’s principal sources of funds
(including any fundraising);
The Group's funds are held in cash, held with a bank that is a member
of the Financial Services Compensation Scheme. The Group does not
hold any investments.
• how expenditure has supported the key
objectives of the charity;
Income is primarily obtained from membership subscriptions paid by
the parents/guardians of young people who attend the Group.
The Group has benefitted from Covid-19 grants throughout the
pandemic, and benefits from other ad-hoc grants from time-to-time.
• investment policy and objectives;
The Group designates funds each year in the following ways:
Headquarter's Membership Fee ('Capitation'): £4,500
Adult training: £1,500
Hardship fund: £1,500
Section F Other Optional Information
Plans for future periods (details of any
significant activities planned to achieve
Additional work is ongoing to identify the level of maintenance and
them)
capital works required in future with regards to the group's primary
asset, Nelson Hall. This is likely to require significant levels of funding
and as a result, the trustees have no concerns about the current level
of reserves being in excess of annual running costs.
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Section G Declaration

The trustees declare that they have approved the trustees’ report above

Signed on behalf of the charity’s trustees

5 LT700001 (3rd December 2018)

Signature(s)
Full name(s)
Date
Position (eg Secretary, Chair)		 Jonathan Tones
Group Scout Leader
0
2
1
1
2
2

6 LT700001 (3rd December 2018)