RUSHCLIFFE DISTRICT SCOUT ASSOCIATION 15[th] Annual General Meeting Thursday 20th June 2024 at 7.45pm Wightman Hall, West Bridgford
MINUTES
Present:
Tim Kirby – Chairman Helen Holland – District Secretary Clare Deeming – District Treasurer Fiona Burrows – District Commissioner Will Cullen – District Youth Commissioner Peter Gilks – Trustee Alex Newson – Trustee Pat Shepherd – Trustee Alan Hubber – Trustee Ena Scott – DESC
Plus 9 members of the Rushcliffe Scout Association as per the attendee register
1. Chairman’s welcome
The Chairman welcomed everyone to the meeting and noted that in accordance with minute 4(ii) of last year’s minutes, the meeting is quorate.
2. Apologies for absence
Apologies have been received from Hilary Frost, Jock Shaw, Kirsty Falcus, Simon Gillespie, Nigel Nurse, Matt Garrard, Jordan Phillips and Chris Keast
3. Approval of Minutes of previous Annual General Meeting
It was proposed by proposed by Alex Newson and seconded by Peter Gilks that the minutes of the AGM held on 15[th] June 2023 be accepted as a true and accurate record of the meeting. The members agreed unanimously to accept the minutes as a record of the meeting.
4. Adopt (or reconfirm) certain resolutions:
a. Re-confirm the adoption of the constitution of the District Scout Council as outlined in POR Rule 5.5
b. agree the quorum for each of:
- meetings of the District Scout Council
Last year this was set at “any number as long as the meeting was notified in accordance with POR”. The chairman proposed that this be modified in line with the example set by County earlier this week and set the quorum as 15. Those present unanimously agreed to accept this proposal . - meetings of the District Trustee Board 50%+1 of the membership of the Board, for face to face meetings. Resolutions require a simple majority to be passed. Those present
unanimously agreed to accept this resolution.
- meetings of any sub-Committees
50%+1 of the membership of the sub committee for face to face meetings. Resolutions require a simple majority to be passed. Those present unanimously agreed to accept this proposal .
The Chairman explained that there would be 3 sub-committees this year – Finance, Risk and an appointments committee.
Where any Board or sub committees decision is to be made by e mail, 75% of total committee to be in favour to pass any resolution with all correspondence as “reply to all”
In 2022 we also agreed certain protocols which we agreed would be ratified at each AGM.
These were:
If any entitled person wishes to challenge the validity of any aspect of an AGM, SGM or EGM (GMs) there must be a minimum of 10 entitled persons support the complaint in writing for it to be acted upon. Entitled persons must be eligible voting members of the District Scout Council.
GM quorum is 15 persons. 50% +1 as a majority in favour to pass any resolution. If GM cannot legitimately be held face to face due to extenuating circumstances, the Trustee Board is empowered to decide upon alternative arrangements and should do so at least 6 weeks in advance of proposed date.
For Trustee Board meetings, and GMs, a resolution may be proposed by any member, any amendment forms a second or subsequent resolution and all resolutions will be voted upon independently.
In future, these protocols will be reviewed by the last Trustee Board meeting before each AGM and then ratified by those present at the AGM. Those present unanimously agreed to accept these protocols.
c. agree the number of members that may be elected to the District Trustee Board.
For the year 2024 to 2025 the Board has agreed 11 plus 2 ex officio, 13 in total. From the 2025 AGM the total Board will be 12 maximum including ex officio, with each person being on a rolling term of either 1,2 or 3 years. The Board will be: Ex Officio Fiona Burrows and Will Cullen Elected (alphabetically): Clare Deeming - 1year Matt Garrard – 2 years Simon Gillespie – 3 years Helen Holland – 1 year Alan Hubber – 2 years Tim Kirby – 3 years Alen Newson – 1 year Nigel Nurse – 2 years Ena Scott – 3 years
Pat Shepherd – 1 year Dave Snowden – 2 years
The Chairman also wanted to record our enormous thanks to Peter Gilks, Chris Keast and Karl Lewis who are standing down after many years on the District Executive / Trustee Board
5. Receive and consider the Trustees' Annual Report prepared by the District Trustee Board, including the annual statement of accounts Note this is to receive and consider NOT approve. There were no questions about the accounts and they had been accepted byt the Trustee board prior to the AGM.
6. Elect a District Chairman as recommended by the Trustee Board The Trustee board asked that Tim Kirby continue as Chairman.
7. Elect a District Treasurer Clare Deeming is willing to continue in the role and is unopposed, therefore elected
8. Elect two members of the District Scout Council to represent the District on the County Scout Council
There were no nominations however the Trustee Board can nominate someone at a future date.
9. Appoint an auditor, independent examiner or scrutineer as required
- Neil Copeland is willing to continue as honorary auditor.
10. Receive the Report of the District Lead Volunteer.
Over the last 12 months we have got considerably younger as a District! We opened our first Squirrel Drey at 1st/2nd West Bridgford over the 2023 summer term, quickly followed by a second drey at 1st Gotham and we are just setting up our third drey at 1st Meadow Covert. Only another 15 or so dreys to go until every group in the District turns small and red ;) Over the last year as a District we have cont to prepare for Transformation, joined the County Big Weekend camp, attended water activity days at Hoveringham, tramped around on the District night hike, showed our respect at Remembrance Parades around Rushcliffe, and smartened up a bit for St George’s Day Parade. Alongside this we have continued to provide exceptional weekly meetings and a huge number of young people attained their Chief Scout Bronze, Silver and Gold Awards. We also gained 3 Queen Scouts/King Scouts, a Meritorious Conduct Award and a Meritorious Medal who all attended the national St George’s Day Celebration at Windsor. We have continued to grow the number of Young Leader’s across the District some of whom will hopefully become leaders of the future. We ask that Young Leaders do a minimum of Module A however increasing numbers are doing more and one of these Young Leaders has gained their Young Leader Belt Award with several more close to completion.
We have continued to have good success in recruiting new leaders and exec members and getting them through the initial training module which has been keeping the AAC busy and on their toes. A big focus over the last 12 months has been on ensuring we are up to date on training, thank you to all those across the District who have worked to recruit and train our adult
volunteers and to all those who have completed their training. Steve Cumberland has been doing first aid training. As ever we wouldn’t be on top of training quite as well if it wasn’t for Pat Shepherd! Thank you to all involved! We also need to focus on gaining new members to more managerial roles such as ADCs, GSLs and members of the new District team structure. Please help if you find someone who might be willing to take on one of these roles. Thanks to Helen for managing the waiting list for the six West Bridgford groups recruiting new volunteers along the way, I know this can be challenging at times.
Our campsites are busier than ever as we have all got used to spending more time outdoors for meetings as well as the desire to camp more often.
Many congratulations to all those in Rushcliffe who have received Scouting awards over the last 12 months. Before someone can be recommended for an award, they must have been involved for at least 5 years, have completed all training for the relevant wood badge and have all mandatory training in date. Some of the highlights for awards within Rushcliffe include The Award for Merit given to Ben Marsden, Chris Keast, Andrew Saville, Mark Howard, Jeff Turnball, Leigh Woodward, Diane Boddy, Matt Biggs Nigel Bates, Paul Monteney Sean Bown and Karl Lewis, a Bar to the Award for Merit for Matt Garrard. 50 years service for Margaret Nurse, 30 years for Ena Scott and Derrek Ferguson, 25 years for Diane Boddy and Alex Hudson and 20 years for Tom Godfrey and Jeremy Green. We also had 35 recipients of the Chief Scout Commendation
As ever thank you to all my District Trustees including Tim Kirby for his role as District Chair and to Pete Gilks who is stepping down from our Trustee Board. I just want to finish with a huge Thank you to all those who are volunteering within Rushcliffe, young people are having an amazing time learning skills for life thanks to your efforts
11. Closing remarks from the Chairman
Rushcliffe continues to be one of the strongest Districts in the County. I truly believe that our Young People are receiving safe, exciting Scouting with programmes that give them skills for life. We can only continue to do this because of massive dedication by all our volunteers, Leaders and “back room staff”. So on behalf of the District Trustee Board I wish to say an enormous Thank You to each and every volunteer. Scouting in Rushcliffe wouldn’t exist without you.
The Chairman closed the meeting and thanked everyone for attending.
Attendance Rushcliffe District AGM 20[th] June 2024
| Attendance Rushcliffe District AGM 20thJune 2024 |
Attendance Rushcliffe District AGM 20thJune 2024 |
|---|---|
| Name | Group/Role |
| Mike Cox | Past President |
| Susanne Youngson | DLV Kinoulton |
| Kathryn Wills | County Representative |
| Andrew Peters | DLV Radcliffe on Trent |
| John Green | DLV Bingham |
| Mark Howard | DLV Gotham |
| David Day | ESL Keyworth |
| Steve Cumberland | DLV 1st Shelford and East Bridgford |
| Dave Howard | SASU |
Rushcliffe District Scouts Receipts and Payments Account
| Year start date | Year start date | Year start date | Year start date | Year start date | Year start date | Year end date Mar-24 |
||
|---|---|---|---|---|---|---|---|---|
| For the year from | Apr-23 | To | Mar-24 | |||||
| Receipts and payments | ||||||||
| Receipts | District Hollygate Explorers £ £ £ 78,354 8,863 - 75,452 - 2,754 2,902 - 6,109 - 5 5,472 - 2,036 - - - - - 916 8,000 - - 12,933 5,472 7,025 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 326 - - - - - - - - 326 - - 13,260 5,472 7,025 Unrestricted funds 2023/24 |
£ 87,217 - 78,206 9,011 5,467 2,036 - 916 8,000 25,430 - - - - - - - - - - 326 - - 326 25,757 - 25,757 Total funds |
2022/23 £ Total Funds |
|||||
| Donations, legacies and similar income | ||||||||
| Membership subscriptions | 78,354 | 77,995 | ||||||
| Less:Membership subscriptions paid on ~~(National/County/Area/District)~~ |
- 75,452 | - 71,893 | ||||||
| Net membership subscriptions retained(note 2018 accounts included payment againstmoney collectedin 2017) |
2,902 | 6,102 | ||||||
| Donations / Funds from closed groups | - 5 | 22,015 | ||||||
| Squirrels | 2,036 | |||||||
| Legacies | - | - | ||||||
| Gift Aid | - | - | ||||||
| Other similar income - Repayment of S&EB group loan | 8,000 | - | ||||||
| Sub total | 12,933 | 28,117 | ||||||
| Grants | ||||||||
| Maintenenace grant | - | - | ||||||
| Other grants - NCC for Hollygate Pumping Project | - | 16,085 | ||||||
| Sub total | - | 16,085 | ||||||
| Fundraising (gross) | ||||||||
| Detail 1 | - | - | ||||||
| Detail 2 | - | - | ||||||
| Detail 3 | - | - | ||||||
| Other fundraising activities | - | - | ||||||
| Sub total | - | - | ||||||
| Investment income | ||||||||
| Bank interest | - | - | ||||||
| Building Society interest | - | - | ||||||
| The Scout Association Short Term Investment Service | 326 | 20 | ||||||
| Property Rent income | - | - | ||||||
| Other investment income | - | - | ||||||
| Sub total | 326 | 20 | ||||||
| Total Gross Income Asset and investment sales, etc. Total receipts |
||||||||
| 44,222 | ||||||||
| - | - | - | - | - | ||||
| 13,260 | 5,472 | 7,025 | ||||||
| 13,260 | 5,472 | 7,025 | 25,757 | 44,222 |
1 LT700002 (1st January 2017)
Rushcliffe District Scouts Receipts and Payments Account
| Year start date | Year start date | Year start date | Year start date | Year start date | Year start date | Year end date Mar-24 |
||
|---|---|---|---|---|---|---|---|---|
| For the year from | Apr-23 | To | Mar-24 | |||||
| Receipts and payments | ||||||||
| Payments | District Hollygate Explorers £ £ £ -£ 102 -£ 570 -£ 1,266 £ 1,005 £ - £ - £ 536 £ 1,221 £ 1,960 £ - £ 1,035 £ - £ - £ 800 £ - £ 1,859 £ - £ - £ - £ 855 £ - £ 170 £ 1,004 £ 786 £ 714 £ - £ - £ - £ - £ 871 £ 708 £ - £ 488 £ 940 £ - £ 24 £ - £ 2,036 £ - £ - £ - £ - £ - £ - -£ 100 £ - £ - -£ 1,283 -£ 197 £ - -£ 569 £ - £ - £ 5,912 £ 4,148 £ 2,863 - - - - - - - - - - - - - - - 5,912 4,148 2,863 Unrestricted funds 2023/24 |
£ -£ 1,938 £ 1,005 £ 3,716 £ 1,035 £ 800 £ 1,859 £ 855 £ 1,959 £ 714 £ 871 £ 1,196 £ 964 £ - £ 2,036 £ - £ - -£ 100 -£ 1,480 -£ 569 £ 12,924 - - - - - 12,924 - 12,924 12,833 - 83,766 96,599 Total funds |
2022/23 £ Total funds |
|||||
| Charitable Payments | ||||||||
| Youth programme and activities (Net less income) | -£ 102 | -£ 570 | -£ 1,266 | - 1,452 | ||||
| Adult support and training | £ 1,005 | £ - | £ - | 64 | ||||
| Rent (garage, campsite and explorers) | £ 536 | £ 1,221 | £ 1,960 | 2,159 | ||||
| Water and Sewerage (at campsite) | £ - | £ 1,035 | £ - | 790 | ||||
| Electricity and Gas (at campsite) | £ - | £ 800 | £ - | 770 | ||||
| Insurance | £ 1,859 | £ - | £ - | 1,918 | ||||
| Repairs and Renewals | £ - | £ 855 | £ - | 417 | ||||
| Materials and equipment | £ 170 | £ 1,004 | £ 786 | 12,340 | ||||
| Printing, photocopying, postage and website | £ 714 | £ - | £ - | 167 | ||||
| Contribution to camp costs | £ - | £ - | £ 871 | - 1,750 | ||||
| Uniforms | £ 708 | £ - | £ 488 | 1,104 | ||||
| AGM and trustee expenses | £ 940 | £ - | £ 24 | 1,340 | ||||
| Trustee Loan to Shelford and East Bridgford Scout Gp | £ - | 20,000 | ||||||
| Squirrel Funds transferred to group (1st/2nd) | £ 2,036 | |||||||
| Jamboree (Net less income) | £ - | £ - | £ - | - | ||||
| St George's Day (Net less income) | £ - | £ - | £ - | 224 | ||||
| Campsites (Net less income) | -£ 100 | £ - | £ - | - 54 | ||||
| Badges (Net less income) | -£ 1,283 | -£ 197 | £ - | - 2,345 | ||||
| Uniform Shop (Net less income) | -£ 569 | £ - | £ - | - 458 | ||||
| Sub total | £ 5,912 | £ 4,148 | £ 2,863 | £ 35,234 | ||||
| Fundraising expenses | ||||||||
| Detail 1 | - | - | - | - | ||||
| Detail 2 | - | - | - | - | ||||
| Detail 3 | - | - | - | - | ||||
| Other fundraising costs | - | - | - | - | ||||
| Sub total | - | - | - | - | ||||
| Total Gross Expenditure Asset and investment purchases, etc. Total payments Net of receipts/(payments) Cash funds last year end Cash funds this year end |
||||||||
| 5,912 | 4,148 | 2,863 | 35,234 | |||||
| - | - | - | - | - | ||||
| 2,863 4,162 7,397 11,560 |
||||||||
| 5,912 | 4,148 | 2,863 | 35,234 | |||||
| 7,347 | 1,324 | 4,162 | 12,833 | 8,988 | ||||
| - | 0 | |||||||
| 71,827 | 4,542 | 7,397 | 83,766 | 74,876 | ||||
| 79,174 | 5,865 | 11,560 | 96,599 | 83,864 |
2 LT700002 (1st January 2017)
Statement of assets and liabilities at the end of the year
31st March 2024
31st March 2023
| 31st March 2024 |
31st March 2024 |
31st March 2024 |
31st March 2024 |
31st March 2024 |
31st March 2023 |
||
|---|---|---|---|---|---|---|---|
| District Hollygate Explorers £ 61,068 - - - 45 5,865 - 11,253 306 9,820 39 8,088 114 - 79,174 5,865 11,560 - - - - - - - - - - - - - - - - - - 12,000 - - 12,000 - - 6,650 - - 2,229 - - - - - 290 93,434 - - 4,278 - 13,424 9,269 25,537 - - - 22,593 106,981 25,537 - - - - - - - - - - - - - - - - - Unrestricted funds |
£ 61,068 - - - 45 5,865 - 11,253 306 9,820 39 8,088 114 - 96,599 - - - - - - 12,000 12,000 6,650 2,229 - 93,724 4,278 48,230 - 155,111 - - - - - - Total funds |
£ Total funds |
|||||
| Cash funds | |||||||
| Bank current account (Co-op - District) | 61,068 | 61,068 | 30,563 | ||||
| Bank deposit account | - | - | - | ||||
| Building society account (Nottingham) | - | - | - | ||||
| The Scout Association Short Term Investment Service | - | - | 25,008 | ||||
| Cash/Floats (District) | 45 | 45 | 47 | ||||
| Hollygate Campsite Account (NATWEST) | 5,865 | 5,865 | 4,542 | ||||
| Hollygate Campsite Cash | - | - | - | ||||
| Explorer Main and Activity (Co-op) | 11,253 | 11,253 | 7,397 | ||||
| Explorer Main and Activity Cash (Refund due from leader) | 306 | 306 | - | ||||
| Badge Account (NatWest) | 9,820 | 9,820 | 8,530 | ||||
| Badge Account Cash | 39 | 39 | 46 | ||||
| Uniform (HSBC) | 8,088 | 8,088 | 7,583 | ||||
| Uniform Cash | 114 | 114 | 50 | ||||
| Uniform Unpaid order | - | - | 98 | ||||
| Total cash funds | 79,174 | 5,865 | 11,560 | 96,599 | 83,864 | ||
| Other monetary assets | |||||||
| Tax claim | - | - | - | - | - | ||
| Debts due from the County/Area/District/Group | - | - | - | - | - | ||
| Insurance claim | - | - | - | - | - | ||
| Sub total | - | - | - | - | - | ||
| Investment assets | |||||||
| Investment property - detail | - | - | - | - | - | ||
| Quoted investments | - | - | - | - | - | ||
| Other investments - S&EB Scout Group Loan | 12,000 | - | - | 12,000 | 20,000 | ||
| Sub total | 12,000 | - | - | 12,000 | 20,000 | ||
| Non monetary assets for charity's own use | |||||||
| Badge stock | 6,650 | - | - | 6,650 | 4,472 | ||
| Shop stock | 2,229 | - | - | 2,229 | 2,765 | ||
| Other stock | - | - | - | - | - | ||
| Land and buildings | 290 | 93,434 | - | 93,724 | 88,715 | ||
| Motor vehicles (Mowers) | - | 4,278 | - | 4,278 | 4,278 | ||
| Scouting equipment, furniture etc | 13,424 | 9,269 | 25,537 | 48,230 | 38,169 | ||
| Other | - | - | - | - | - | ||
| Sub total | 22,593 | 106,981 | 25,537 | 155,111 | 138,399 | ||
| Liabilities | |||||||
| Accounts not yet paid | - | - | - | - | - | ||
| Expenses incurred but not invoiced | - | - | - | - | |||
| Subscriptions not yet paid | - | - | - | - | - | ||
| Loan - detail | - | - | - | - | - | ||
| Other liabilities | - | - | - | - | - | ||
| Sub total | - | - | - | - | - |
Contingent liabilities and future obligations
£20,000 loan paid to Shelford and East Bridgford Scout Group to be paid back no later than Nov 2027
The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 20/06/24 and signed on their behalf by
| T KIRBY C DEEMING Signature |
Print Name |
|---|---|
| T KIRBY | Chair |
| C DEEMING | Treasurer |
3 LT700002 (1st January 2017)
Inde endent Examlners Re ort To The Trusteés of tho Rushcliffe Scout Association I report on Ihe Distnct accounts lor the year 8nded 31. March 2024, which are 88t out on pa9os 1 to 5. R•sp•ctlvo rn8pon8lbllltl•• ol tru•t••s and •xamln•r The charity's trustees are responsible for the preparalion ol the 8ccounis The charity'8 twstees consider that an audit Is not required lor this year Ljnder section 144(21 of the Chanties Act 2011 (tho 2011 Act) and Ihat an Independent examination Is needed 11 is my responsibility to examine the accounts under section 145 of the 2011 Act, to follow the procedures laid down In the general Directions given by the Charity Commission under section 145(5)(bl ol the 2011 Act, and to slate whether particular matters have coma to my 8tl8ntion. Basls of Indep•nd•nt •x•mln•rfs r•port My examination was camed out In accordance with the general Directions givon by the Charity Commission. An examinalion includes a review of the accounting records kèpt by the charity and a companson of the accounts presented with those records. It also Includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion 13 given as to whether the accounts present a 'true and fair view, and the report 18 limited to those matter8 set out In the statement below. Independ•nt •xamln•r'8 stat•m•nt In COnnectn with my examination. no matter has come to my attention. (1) which 9ives me reasonable cause lo believe that In any material re3ped the requir•ments. to keep accounting records in accordance with section 130 of Ihe 2011 Act, and to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act have not been met", or (2) lo which, in my opinion. attention should be drawn In order to enable a propor understanding of reached. N Coupland FC DChA RWB, Chartered Accountants Nottingham