**Group Campfire, BBQ & AGM**
## **19[th] Durham Scouts Campfire, BBQ & AGM**
**Accounts, Minutes and Trustee Report**
**7[th] November 2023**
**www.19nx.org.uk**
**19[th] Durham Scouts**
**P a g e | 1**
## **Group Campfire, BBQ & AGM**
## **Annual General Meeting 2022/23 Agenda**
1. Welcome & update from the Group Scout Leader - verbal
2. APPROVE the minutes of the 2021/22 Annual General Meeting of the Group Scout Council, as recommended by the Group Trustee Board:
3. APPROVE the delegation to the Group Trustee Board of the appointment of an independent auditor for the
Annual Statement of Accounts 2022/23
4. ADOPT the Group Constitution as documented in POR 5.4
5. RECEIVE and CONSIDER:
- a. Trustees Annual Report 2022/23 – to be taken as read
- b. Annual statement of accounts 2022/23 - to be taken as read
## **Resolutions**
6. ADOPT Resolution 1, as recommended by the Group Trustee Board:
- a. That the number of members elected to the Group Trustee Board by the Group Scout Council shall be no
more than 3 (three), in addition to the Secretary and Treasurer.
- 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 5.4.6.5 concerning electronic voting
- c. That the minimum quorum for a meeting of the Group Scout Council shall be 15 members
d. That all individuals shall have their membership of the Group Executive Committee and their status as a Trustee of 19th 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
**19[th] Durham Scouts**
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## **Group Campfire, BBQ & AGM**
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 verbally this Annual General Meeting or in writing to the Group Scout Leader prior to the 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_
7. APPROVE the Group Scout Leader’s nomination of the Group Chair
8. ELECT the Group Treasurer
9. ELECT the Group Secretary
10. ELECT members to the Group Executive Committee (subject to the resolution at agenda point 6)
11. 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.
12. 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)
- a. Beaver Scout Leader
- b. Cub Scout Leader
- c. Scout Leader
13. Close of business
**19[th] Durham Scouts**
**P a g e | 3**
## **Group Campfire, BBQ & AGM**
## **2022 Annual General Meeting minutes**
_Jonathan Tones opened the meeting._
1. Welcome & update from the Group Scout Leader – _verbal_
_Jonathan Tones provided a verbal update on the Group activities over the last year._
_The meeting was chaired by Darren Melroy on behalf of the Group Chair_
_The Chair confirmed that the meeting was quorate through a show of hands from members of the Group Scout Council and explained the purpose of the meeting._
2. APPROVE the minutes of the 2020/21 Annual General Meeting of the Group Scout Council, as recommended by the Group Executive Committee:
_This item was APPROVED through a show of hands._
3. APPROVE the appointment of John Cowey as independent auditor of the Annual Statement of Accounts 2021/22
_This item was APPROVED through a show of hands._
4. APPROVE the delegation to the Group Executive Committee of the appointment of an independent auditor for the Annual Statement of Accounts 2022/23
_This item was APPROVED through a show of hands._
5. RECEIVE and CONSIDER:
- a. Trustees Annual Report 2021/22 _– to be taken as read_
- b. Annual statement of accounts 2021/22 _- to be taken as read_
_This item was RECEIVED and CONSIDERED through a show of hands._
## **Resolutions**
6. ADOPT Resolution 1, as recommended by the Group Executive Committee:
- 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.
- 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
- c. That the minimum quorum for a meeting of the Group Scout Council shall be 15 members
- 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:
**19[th] Durham Scouts**
**P a g e | 4**
## **Group Campfire, BBQ & AGM**
- 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
_This item was ADOPTED through a show of hands._
## **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_
7. APPROVE the Group Scout Leader’s nomination of the Group Chair
_The Group Scout Leader nominated Will Greeves. This nomination was APPROVED through a show of hands._
8. ELECT the Group Treasurer
_Dawn Brown stood for election. Dawn Brown was ELECTED through a show of hands._
9. ELECT the Group Secretary
_No individual stood for election. This post was UNFILLED._
10. ELECT members to the Group Executive Committee (subject to the resolution at agenda point **Error! Reference source not found.** )
_Nicky Hayes and Darren Melroy stood for election. Nicky Hayes and Darren Melroy were ELECTED through a show of hands._
11. 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.
_No individuals were nominated by the Group Scout Leader._
12. NOTE where any rights are being exercised by the below role holders to join the Group Executive Committee in an exofficio capacity, in accordance with POR 3.24(b)(iii)
- a. Beaver Scout Leader
- b. Cub Scout Leader
- c. Scout Leader
- d. Explorer Scout Leader
_Rich Hall as Beaver Scout Leader & Richard Leckenby as Scout Leader exercised their right to opt-in._
13. Close of business
**19[th] Durham Scouts**
**P a g e | 5**
**Group Campfire, BBQ & AGM**
**19[th] Durham Scouts**
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## Trustees' Annual Report
For the period
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|**Section A**|||**Reference and administration details**||||||||||
|Charity name
19TH DURHAM(NEVILLE'S CROSS)SCOUT GROUP
Other names the charity is known by
Registered charity number (if any)
5
1
6
6
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0
HQ registration number
Charity’s principal address
Postcode
D
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6
7
G
R
Names of the charity trustees who manage the charity
36 Claude Road
Merrington Park
Spennymoor|||||||||||||
||||19TH DURHAM(NEVILLE'S CROSS)SCOUT GROUP||||||||||
_(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)_
|1
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4
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10|**Trustee Name**|**Office (if any)**|**Dates acted if not for**
**whole year**|
|---|---|---|---|
||Will Greeves|Chairman||
||Dawn Brown|Treasurer||
||Jonathan Tones|GroupScout Leader||
||Darren Melroy|GroupExecutive Member||
||Richard Leckenby|GroupExecutive Member||
||AmyBeierholm|GroupExecutive Member||
||Richard Hall|GroupExecutive Member||
||NickyHayes|GroupExecutive Member||
|||||
|||||
Names and addresses of advisers (optional information but encouraged as best practice)
_(These will be published in the annual report of the charity)_
Type of advisor Name Address **Section B Structure, governance and management** Description of the charity’s trusts Type of governing document 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 deed, constitution)
How the charity is constituted
1 LT700001 (3rd December 2018)
The Group is a trust established under its rules which are common to all Scouts.
(e.g. trust, association, company) Trustee selection methods (e.g. appointed by, elected by) of The Scout Association. Additional governance issues (optional information but encouraged as best practice)
The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association.
|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
You may choose to include additional
information, where relevant, about:|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 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|
||C
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2 LT700001 (3rd December 2018)
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.
**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.|
Summary of the main activities in relation to these objects
3 LT700001 (3rd December 2018)
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;
• policy on investments.
Public benefit statement|_Intentionally left blank_|
|---|---|
|||
||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**|
|Quantify and explain any designations
Details of any funds materially in deficit
(circumstances plus steps to eliminate)
y
p
y
reserves|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.|
|||
||N/A|
Further financial review details (optional information)
4 LT700001 (3rd December 2018)
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 them)
Additional work is ongoing to identify the level of maintenance and 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.
## **Section G Declaration**
The trustees declare that they have approved the trustees’ report above
Signed on behalf of the charity’s trustees
|Signature(s)
Full name(s)
Date
Position (eg Secretary, Chair)||||||||
|---|---|---|---|---|---|---|---|
|||||||||
||William Harold Greeves||||||Jonathan Tones|
|||||||||
||Chair||||||GroupScout Leader|
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5 LT700001 (3rd December 2018)