## **STAMFORD AND BOURNE DISTRICT SCOUT COUNCIL** Annual General Meeting
_10[th] October 2024 at 7pm for 7.30pm start At Wake House, Bourne_ **MINUTES**
## **1. Introduction and welcome**
Trevor Watson, as Acting Chair, thanked Wake House for the use of the facility as this year’s venue.
TW welcomed all guests present.
TW thanked Nathan Wakefield for his ongoing diligence in the production of financial reports and management of the District’s financial affairs.
## **2. Apologies for absence**
## **3. Governance topics**
## **3a Approve the minutes of the Annual General Meeting held on 12 July 2023**
The District Trustee Board reviewed the minutes of the previous AGM at their meeting held on 14 October 2023. TW put forward the minutes as taken as read and asked the Scout Council to agree they were a true record of that meeting. Minutes approved.
## **3b Adopt the model constitution from Policy, Organisation and Rules (POR)**
In line with the recommendation from Scout Headquarters, TW proposed that we 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.
Seconder: Chris Mayhew and a show of hands to approve.
## **3c**
## **Note the District’s financial year**
Members of the District Scout Council were asked to note that our charity’s financial year is 1[st] April to 31[st] March, annually.
**3d**
## **Agree the number of members that may be appointed to the Trustee Board**
TW advised that the District 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 **9** people can be elected, Chair proposed that the District Scout Council approves that recommendation,
Seconder: Kevin Whitfield and a show of hands to approve.
## **3e Agree the quorum for future meetings of the District Scout Council (excluding this AGM)**
TW advised that the District Scout Council must agree its quorum – the minimum number of District Scout Council members that must be present at a meeting of the District Scout Council. The recommendation from the outgoing Trustee Board is that the quorum be set at **15** persons. Chair proposed that the District Council approves that recommendation,
Seconder: Chris Mayhew and a show of hands to approve.
## **4. Review of the previous year**
- a. The District Commissioner’s review of Scouting in Stamford & Bourne District was presented.
- b. The Annual Report of the District Trustee Board including the annual Statement of the Accounts was received and presented. TW advised that the District Board has approved the Annual Report and Statement of Accounts and the report on the accounts has been received from the Independent Examiner.
Chair thanked NW for the Annual Accounts.
## **5. Making appointments**
TW advised that this part of the meeting sets the charity up to be well-led during the period until the next AGM. Particularly, the District Scout Council appoints a Trustee Board to ensure good governance for the charity over the next year.
- a. TW noted that the appointments as District President and/ or Vice President are made by the District Scout Council.
TW advised that **Miranda Rock** is proposed as President. A show of hands to approve.
- b. TW noted that the District Scout Council can admit other persons to membership. TW advised that we have not received any nomination to be members of the District Scout Council.
- c. To approve the District Commissioner’s nomination of the District Chair -
Page 2 of 3 pages
TW nominated **Andy Tagg** as District Chair and asked for a show of hands as approval.
- d. TWr advised that the ‘District Secretary’ is an elected appointment and, as required, **Diane Siddle** has been formally proposed and seconded. Since there were no other nominations by the closing date a show of hands was required to approve Diane Siddle’s election.
- e. TWadvised that the ‘District Treasurer’ is an elected appointment and, as required, **Nathan Wakefield** has been formally proposed and seconded. Since there were no other nominations by the closing date a show of hands was required to approve Nathan Wakefield’s election.
- f. Elections of members to the District Trustee Board
Secretary advised that the following have been formally proposed and seconded in writing by the due date:
## **Martin Siddle**
## **Heidi Haxeltine**
## **Michelle Nelson**
Chair requested a show of hands to approve their election.
- g. DC advised that his nominations to the District Trustee Board are:
## **Cathy Herron**
## **Ali Cobbold**
## **Luke Houghton**
Chair thanked the Trustees for their work during the year and in particular those members who are standing down.
- h. Treasurer advised the appointment of the Scrutineer / Independent Examiner / Auditor as **Ray Dennis.**
Chair advised that Ray Dennis has been proposed and seconded and is qualified for the role. Chair requested a show of hands to approve Ray Dennis’ nomination.
- i. Chair advised that we are required to nominate 2 as District representatives to the County Scout Council. **Michelle Nelson** and **Andy Tagg** have been proposed and seconded. Chair requested a show of hands to approve their nominations.
7. Howard Nelson, Deputy County Commissioner thanked all scouters and adult volunteers for their efforts and briefly advised of the changes and Transformation now being implemented.
8. TW closed the AGM, thanking all for attending.
Page 3 of 3 pages
## **Stamford & Bourne District Scout Council**
## **Statement of Assets and Liabilities for year to 31 March 2024**
||**2023/24**|**2022/23**|
|---|---|---|
||**£**|**£**|
|**Fixed Assets**|||
|Shacklewell1|431,000|431,000|
|District Equipment/Assets|81,909|81,909|
|SASU Gangshow Equipment2|990|905|
||513,899|513,814|
|**Current Assets**
District Current Account
District COIF Deposit Account - General
District COIF Deposit Account - Shacklewell Insurance
District COIF Deposit Account - Jamboree Fund
District Stamcamp Current Account
District Scout Shop Current Account
District Scout Shop COIF Deposit Account
Scout Shop Cash Float
SASU Gangshow Current
SASU Gangshow Cash
SASU (General)
SASU Cash
Unpresented Cheque(s)|74,333
22,501
4,589
4,650
0
264
0
0
3,982
0
3,273
0
0|56,907
20,984
4,280
4,337
0
2,547
56
0
3,776
0
1,216
0
0|
||113,593|94,103|
|**Stock**
Scout Shop Stock
**Debtors**
Membership Fees3|5,006
1,089|8,425
0|
||1,089|0|
|**Current Liabilities**
Membership Fee|0|0|
||0|0|
||||
|**Total of Assets and Liabilities**|633,587|616,342|
Notes:
1. Shacklewell was revalued in 2020/21 following significant improvement works
2. Value of assets was adjusted in 2020/21 to reflect actual ownership
3. Membership owed by 2nd Wittering
The above Receipts and Payments Account and Statement of Assets and Liabilities were approved by the Trustees on 18th July 2024 and signed on their behalf.
|Name
Signed|
|---|
|Howard Nelson - District Chair
Nathan Wakefield - District Treasurer
eee
,
.
\
NIMGA|
## **Stamford & Bourne District Scout Council**
## **Receipts and Payments Account for year to 31 March 2024**
||**2023/24**|**2022/23**|
|---|---|---|
||**£**|**£**|
|**Receipts**|||
|Membership Subscriptions|48,293|42,351|
|Less: Membership subscriptions paid to County|-38,907|-37,177|
|Net Membership Subscription Retained|9,386|5,174|
|Membership Subscriptions - S&K Explorers
Membership Subscriptions - H&B Explorers
Activities (incl Camp Fees) - District
Activities (incl Camp Fees) - S&K Explorers
Activities (incl Camp Fees) - H&B Explorers
Uniform - H&B Explorers
Gift Aid
Interest Received
Fund Raising
Donations - District
Donations - S&K Explorers
Donations - H&B Explorers
Donations - Shacklewell
Donations - Gang Show
Grants - Shacklewell
SASU - Whitewater
SASU - Shacklewell
SASU - General
SASU - Shacklewell Power
Training Income
Miscellaneous
Gang Show Receipts
Scout Shop Receipts|2,380
5,329
18,720
3,761
1,867
314
0
0
0
2,081
0
0
500
0
0
1,782
10,068
3,245
2,165
0
0
2,442
15,467|2,441
1,631
15,519
1,846
600
0
0
0
0
1,888
50
0
575
7
0
1,778
12,761
3,500
0
0
0
3,042
13,374|
|**Total Receipts**|**79,507**|**64,186**|
|**Payments**
Membership Subscriptions - S&K Explorers
Membership Subscriptions - H&B Explorers
Administration Expenses - District
Administration Expenses - SASU
Administration Expenses - S&K Explorers
Administration Expenses - H&B Explorers
Administration Expenses - Young Leaders
Activities - District
Activities - S&K Explorers
Activities - H&B Explorers
Activities - Young Leaders
SASU - Shacklewell Operating Costs
SASU - Whitewater Operating Costs
SASU - General
SASU - Purchase of Assets
SASU - NODA Subscription - Gangshow
SASU - Webhosting - Gangshow
Room Hire - District
Room Hire - H&B Explorers
Room Hire - Young Leaders
Donations - District
Donations - SASU
Gang Show Payments
Scout Shop Payments|1,573
1,513
823
3,261
678
932
6
13,279
2,922
3,845
0
13,938
570
6,115
0
0
0
827
0
0
967
0
2,236
13,597|1,140
798
1,323
5,104
583
564
425
14,490
2,472
660
170
9,083
685
2,630
0
0
0
252
50
148
4,000
897
3,343
11,962|
|Total Payments|**67,081**|**60,779**|
||||
|Surplus for Year|**12,426**|**3,407**|
||||
|Name
Howard Nelson - District Chair
Nathan Wakefield - District Treasurer
a
es|Signed
ie
ne|ee|
## **Independent examiner's report on the accounts**
**Section A Independent Examiner’s Report**
**Report to the trustees/** Stamford & Bourne District Scout Council **members of On accounts for the year** 2024 **Charity no** 522366 **ended (if any) Set out on pages** 3 and 4
I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31/03/2022.
- **Responsibilities and** As the charity trustees of the Trust, you are responsible for the preparation **basis of report** of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).
I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
**Independent** I have completed my examination. I confirm that no material matters have **examiner's statement** come to my attention (other than that disclosed below *) in connection with the examination which gives me cause to believe that in, any material respect:
- accounting records were not kept in accordance with section 130 of the Act or
- the accounts do not accord with the accounting records
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
* _Please delete the words in the brackets if they do not apply._
**Date:** 01/09/2024 **Signed:** ~~a~~ **Name:** Ray Dennis ~~Ps~~ **Relevant professional qualification(s) or body (if any): Address:** 52 Harvey Close Bourne PE10 9Ql
**October 2018**
1
**IER**
## **Section B Disclosure**
Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
**Give here brief details of any items that the examiner wishes to disclose** .
Nothing to Report
**October 2018**
2
**IER**