17 Burton Scout Group SCOUT COUNCIL Annual General Meeting Tuesday. I" October 2024. 7.00 p.m. 17th Burton Scout Headquarters AGENDA Introduction and welcome Apologies for absence Governance topics a. Approve the minutes of the Annual General Meeting held on [Edit DD/MMfffYY] b. Adopt the model constitution from Policy. Organisation and Rules (POR) c. Note the Group's financial year d. Approve appointed and community members of the Group Scout Council Agree the number of members that may be appointed to the Trustee Board f. Agree the quorum for future meetings of the Group Scout Council (excluding this AGM) Review of the previous year The Group Lead VoLunteer's review of Scouts in the 17 Burton Scout Group. b. Receive and consider the Annual Report of the Group Trustee Board, including the annual Statement of the Accounts Making appointments [If required] Appoint the Group Chair, following recommendation from the open selection process initiated by the Group Trustee Board b. [If required] Appointthe Group Treasurer, foLLowing recommendation from the open selection process initiated by the Group Trustee Board [If required] Appoint members of the Group Trustee Board, following recommendations from the open selection process initiated by the Group Trustee Board d. [If required] (Re-)appoint Group President and/or Vice Presidents e. Appoint the Scrutineer / Independent Examiner / Auditor LDeLete as appropriaLe] Closing remarks Page 3 of 8 pages Scouts "_ In this document you'll find: Timelj'nes for planning and preparing your AGM - Page 2 AGM agenda template (a summary of everything you should cover atthe meeting) - Page 3 AGM script (a suggestion of phrases you can use to present and fcicilitate the meetsng) Pages 4-8 Document created in February 2024 Version 2 Edited In July 2024 TIMELINES FOR PLANNING AND PREPARING YOUR AGM Here's a suggested tsmeljne to heLp you plan and prepare for your AGM: During the final quarter of the financial year: Agree the date for the AGM.The AGM must be scheduled for no later than six months after the end of the financial year. Share the AGM date with members of the Scout CounciL your community and any other relevant volunteers. Start planning how the Treasurer will complete the annual statement f account£ and when they need to share it with a Scrutineer/lndependent Examiner/Auditor. Three to four months prior to the AGM: Review Trustee Board memberships to identify if anyappointment periods are comingto an end, if any Trustee needs (and wants) to be re-appointed, and if there are any vacancies. Agree on how the Trustee Board will conduct an en Le ion rocess f ointin Trust Please note: appointed and co-opted Trustees (including the Chair and Treasurer) may only be in the same Trustee role on the specific Trustee Board for no more than nine years. You'll find more information on rm ointmen onP Two months prior to the AGM: Make arrangements for the open selection process for appointing Trustees, such as advertising vacancies, running elections, undertaking a search group, or receiving applications. Start preparing the Trustoe Receive the annuaL statement of accounts from the Scrutineer/lndependent Examiner/Auditor and approve it One month prior to the AGM: Send the formal invitation for the AGM to all members of the Scout CounciL together with the agenda,the minutes of the previous AGM, a Link to the POR model constitution, and a copy of the Trustee Annual Report and Accounts. Finalise any required arrangements for the open selection process for appointing Trustees. After the AGM: Within 14 days following from the AGM, send signed copies of the Trustees, approved annual report and accounts to District Treasurer. If the Group is a registered charity. within 10 months of the end of your financial year. send a copy of the annual report and accounts to the appropriate charity regulator. if required. Verify the drafted AGM minutes at the next Trustee Board meeting. annual re ort. Page 2 of 8 pages 17" Burton Scout Group SCOUT COUNCIL Annual General Meeting Outline / Script for the 2024 AGM Chair akes Health & Safety and domests"c announcements. ntroduction and welcome Chair akes opening remarks. Thank the venue for the use of their facilities. Welcome members of the Group Scout Council and guests [If not included here, have a separate List available on the day.] 2. A olo ies for absence [Suggested script] Chair: We've received apologies from Ljll,, nr persons for their absence today, and their names WILL be incLuded in the minutes of this meeting. 3. Governance to ics [Suggestod script] Chair: We'LI use this part of the meeting to make sure the charity's foundations are in good order 3a. Approve the minutes of the AnnuaL General Meeting held on [Edit [Suggested script] Chair: The Group Tr tee Board have reviewed the minutes of the previous AGM at their meeting held on [Edil .INI ]. I put forward these minutes are taken as read and ask the Group Scout Council to agree they're a true record of that meeting. Seconder pLease... . / Please show your hands to approve. Page 4 of 8 pages ILAdoO(.th￿RL&O.n , , , [Suggestcd script] n from PoliwQr ation and Ru es PORJ Chair. In ljne with the recommendation from Scout Headquarters, the Group Trustee Board proposes we adopt the model constitution from Chapter 5 of p0￿cY, Organisation and Rules. A copy of this was available for review and insp£rtion prior to this meeting, and copies are also available at this meeting. Seconder please ..-....-....-........ / PLease show your hands to approve. l. Not the Grou 's financial ear [Suggested script] Chair.. Can the Group Scout Council members pLease note our charity's financial year is [1 April to 3 1 March 2024]. 3d.A rove_appointed and communit members of the Grou Scout Council Chair notes the Group Scout Councilcan admit other people to membership. Chair advises that [Edit nanic(s)] are nominated as Group Scout Council members. These are to be admittod as mombers of the Group Scout Council as well as the ex officio list in POR Rule 5.4.4 Please show your hands to approve. Please note: These nominations are to the Group Scout CounciL (the people attending this AGM). They aren't members of the Group Trustee Board. Please aLso note, these nominations can be by name or role. 3e.A ree the number of members that ma bea ointed to the Trustee Board [Suggested script] Chair: Following good practice recommendations from the Charity Governance Code, POR states Trustee Boards should have a minimum of 5, and no more than 12, Trustees in totaL This includes ex officio and co-opted Trustees. The Group Scout Council must agree the number of people to be appointed to the Trustee Board. The outgoing Trustee Board recommends that [Ed 6,iDerl people are appointed. I propose the Group Scout Council approves that recommendation. Seconder please ......................... / Please show your hands to approve. Page 5 of 8 pages hisA [Suggestcd scnpt] Chair. The Group Scout Council must agree its quorum- the minimum number of Group Scout Council mcmbers that must be present at Group Scout Council meetings. The outgoing Trustee Board recommends the quorum should be set at [EdiTriiber] people. Does the Group Scout Council approve that recommendabon? Seconder pLease.. ./ Please show your hand£ to approve. 4. Review of h reviou ear [Suggested script] Chair: We'LL now use this part of the meeting to reflect on the activities of the past year. 4a. The Grou Lead Volunteer's review of Scouts in the 17th Burton Scout Grou Chair asks the Group Lead Volunteer to present their AnnuaL Review. Group Lead Volunteer gives their review. Chair thanks Group Lead Volunteer for their review. 4b. Receive and consider the Annual Re annual Statement of Accounts ort ofthe Grou Trustee Board includin the Chair notes the Group Trustee Board has approved the Annual Report and State Accounts, and has received the report on the accounts from the [E￿I. Exaniinerj. ent of Chair asks ttrie Group Treasurer to give their explanation of the Statement of Accounts. Treasurer explains the Statement of Accounts. Chair invites questions from the floor regarding the Trustee Annual Report, and the Annual Accounts. Chair thanks the Treasurer [Edit name] Please note: No vote is required, the Group Scout Council only 'receives and considers, the report. Page 6 of 8 pages 5. MJkin [Suggested script] Well use this part of the meetsng to organise the set up of the charity until the next AGM. We'll appoint a Trustee Board to oversee good governance for the charity over the next year. re Grou Chair ollowin Lotsion rocess initiated by the Grou recommendatio_ns from the o Trustee Board Chair hands the chairmanship of this meeting over to the Group Lead Volunteer. Group Lead Volunteer explains the open selection process agreed by the Trustee Board. The recommendation to the Group Scout Council is that [Edi Chair. Please show your hands as approval. (] should be appointed as Group Group Lead Volunteer hands tho chairmar)5hip of this meeting back to Group Chair. Please note; If appointing a new Chair, you should agree prior to the AGM whether the outgoing Chair wiLLcontinue to lead this meeting, orwhetherthe new Chair should take over immediately during the meeting. It's strongly encouraged the new Group Chair takes over after the AGM'S finished- perhaps from midnight following the AGM. 5b. Ifre ion uired oint the Grou Treasurer followin rocess initiate￿d b the GrouLTrustee Board Chair explains the open selection process agreed by the Trustee Board. The recommendation to the Groijp Scout Council is that [Edi sliow your hands as approval. *anTo] should be appointed as Group Treasijrer. Please recommendations from the o en oint members of the Grou en selection Trustee Board followinLrecommendations rocess initiated b the Grou Trustee Board Chair explains the open seLection process agreed by the Trustee Board. The recommendation to the Group Scout Council is that [Edi(s names] should be appointed as members ofthe Group Trustee Board. see Skeek. from the o Please show your hands as approval. PIL'ase note: There can't be more names appointed than were approved at agenda item 3e. The can be fewer than agreed at 3e, but not more. Remember, agenda item 3e is the totaL number of agreed ex officio, appointed and co-opted members. It's very important to arrange the open selection process and its recomMendatic￿S before the AGM. Recruitment needs to be open. organised and in advance. so it's a thoughtful process. It shouldn't be taking place last minute during the AGM. Page 7 of 8 pages are standing down- I,Elwrt Please note: Co-opted members (if any) of the Group Trustee Board are appointed by the Group Trustee Board themseLves at one of their meetsngs, and not at the AGM. ('d'S lertwi G,. Sd. ILLuired re Grou residen and or Vice Presidents Chair notes the Group Scout-council appoints the Group Presid@nt and/or Vice President chair advlses that [Edit name] is proposed asJP Gsrdent and/or [Edit namej as Vice PresidenL Please show your hands to (re-)approve. 5e.A oin the Scrutineer Inde .￿pendent Examiner Auditor [delete as appropriate] Treasurer proposes [Edit ncime] Chair confirms that [Edit name] has been proposed, seconded and is qualified for the role, and asks for a show of hands to approve [Edit Name'sj nomination. Please note: Please find the requirements for whether to appoint a Scrutineer, Independent Examiner or Auditor on: Ac un Audit uire ents f Grou ric Countie Area & Scottish Re ions Please find the template for a Scrutineer or an Independent Examinerto use to report back to the Trustee Board on: Accountin and Re ortin 6. Closin remarks Chair closes the AGM, thanking everyonefor attending and outlines any arrangements for the rest of the event. Page 8 of 8 pages Trustees, Annual Report For the period From (start date) tj end date S•ctlon A Ref•renc• and admlnlstratlon detalls Chanty name 17th Burton[1st Branston] Scout Group Other names the charity Is known by Registered charity number (If any) HQ registr(Ition number ChariWs principal address 37 Main St Branston Burton on Trent Postcode Names of the charity trustees who manage the charity (The8• Mll be published in •nnu•l rgport ol th• ch8nty and tho Chonly Regisler If report,'ng for a Regisler•d Chanty vrft.h • chanty fpgulafof) Trustee Name Office (if any) Dates acted if not for whole year Rob San ster John Bowprin Rob Leadt)eater James Ba worth Chair erson lan Ta lor Liz alter Scindra Ta Treasurer lor 10 fiLL 12 13 14 15 Names and addresses of advisers (optional Information but encouraged as best practice) (These w711 be published In Ihe annual ￿pOrt ol the chanly) Type of advisor Name Address 1 LT700001 (14 September 2024) S•ctlon 8 Structure, governance and management DeScnpI￿ ol the charitys trusts Type ol goveming document he Grou, DistriLI s,Area.%iCountls Idelete as appropriate) governing documents are those of the The Scout AssOc￿tion. They consist of a Royal Charter, which in urn gives authority to the Bye Laws of the Association and The Poli(:y. OrcJ,Inisation and Rules of The Scout Association (e g Irust deed: constitution) How the charity Is constituted The GroiJpiDistricbArea/County (delete as appropriate) Is a trust established under Its rijles which are common to all Scouts, (e g trust, association, company) Trustee selection methods (e (J appointed by, elected by) The Trustees are appointod In accordance with the Policy, Organisation and Rulf4S of The Scout Association. Additional governance Issues (optional information but encouraged as best practice) You ryiay c.hoose to include additional information, where relevant, about. The Group Is managed by the Group Trustee Bodrd. the members of which are the Charity Trustees, of the Scout Groijp which Is an educational charity As charity trustees they are responsible for complwng with legislation applicable to charities. This Includes the registration, keeping proper accounts and making returns to the Charity Commission as appropriclte. Policies dnd 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 Trustee Board consists of the Chair, Treasurer and 6 Trustees (Including 2 Ex Officio Trustees, and 2 CO￿pted Trustees) and meets every # months. Members of the Trustee Board complete Being a Scouts Trustee learning within the first 6 months of Joining the Board. This Group Trustee Board exists to make sure the charity is well-managed, risks are assessed and mitigated, buildings and equipment are in good working order, and everyone follows legal requirements and the organisation's policies and rules Their support helps other volunteers rLJn high- quality and safe programmes that gives young people skills for life. 2 LT700001 (14 September 2024) Sectlon 8 Structurn, governance and management (continued) Risk and Internal Control (Specimen 1) The Group Truslee Board has Identified the major risks to hich they believe the Group is exposed, these have been reviewed and systems have been established to MIt￿at8 against Ihem. The main areas of concern that have been Identified are: Damage to the building, property and equipment. The Group ould request the use of buildings. property and equipment from ne￿hb0Unng 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 Insuran￿ in place to mitigate against permanent loss. Injury to leaders. helpers, supporters and members. The Group through the capitation fees contributes to the Scout Associations national accident insurance policy. Risk Assessments are undertaken before all activities. Reduced income from fund raising The GfOUP is primarily reliant upon income from subscriptions a d fundraising The group does hold a reserve to ensure the continuity of activities should there bg a major redu ion In income. The Board could raise the value of subscri ions to increase the Income to the group on an ongoing b sis, either temporarily or permanently Reduction or loss of leaders. The roup is totally reliant upon volunteers to rury and administer e activities of the group. If there was a reduction in the num er of leaders to an unacceptable level in a particular section or the group as a whole then there would have to a contraction, consolidation or closure of a section. In the worst case scenario the complete closure of the Group. Reduction or loss of members. The Group provides activities for all young people aged 4 to 18. If tnere 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 the complete closure of the Group. Risk and Internal Control (Specimen 2) The group has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss, these Include 2 signatories for all payments and a comprehensive insurance policies to ensure that insurable risks are covered. 4 LT700001 (14 September 2024) S•ctlon C Objectiveg and activit1•• Summary of Ihe objects of Ihe charity sei (YJI goveming d(xumenl The Purpose of Scouting S{￿Ul1ng 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￿peratIon . We make a positive difference, we co- operclte 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 dnd 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 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 The Group meets the Charity Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or community development headin 5 LT700001 (14 September 2024) S•ctlon D Achl•vem•nts and p•rfornianc• Summary of the main arhievements of Ihe charity during the year 6 LT700001 (14 September 2024) S•ctk)n E Financlal R•vl•w 8￿1 sL3lemenl ol the charity'8 pofjcy on Reserves Policy The Group's policy on reserves Is to hold sufficienl "esources to continue the charitable acti￿ltieS of the group houkd Income and fundraising aCtivit￿S fall short Thp Jroup Trustee Board cons￿er5 Ihat Ihe group should hold A sum equNalent to4* months running costs. circa £ T'he Group held reserves of approximatety £X against this at year end. This Is above the level*fvM- required for operatjng expenses Quantify and explain any designations Details of any funds materially in deficit (circumstances plus steps to eliminate) 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) Investment Policy (Specimen 1) The Group's Income and Expenditure is very small and as a consequence does not have sufficient funds to invest In longer-term Investments such as stocks and shares The Group has therefore adopted a low risk strategy to the Investment of Its funds. All funds are held In cash using only mainstream banks or building societies. how expenditure has supported the key objectives of the charity, The Group Trustee Board regularly monitors the levels of bank balances and the Interest rates received to ensure the group obtains maximum value and Income from its banking arrangements. Occasionally this may involve using an account that requires a period of notice before funds may be withdrawn. before doing so the Group Trustee Board considers the cash flow requirements. Investment policy and objectives; Investment Policy (Specimen 2) The Group. oes not have suffici term Inveiimen The Group averse ytothe est held only socie s to invest in longer as therefo doptedp risk ent of Its funds. Ati sare 8instream banks building cash ies. Sectlon F Other Optlonal Information 7 LT700001 (14 September 2024) Plans for fulure periods (details of any si(Jnificant activities planned to cichieve them) 8 LT700001 (14 September 2024) TlfPlS•ction G Declaratlon The trustecs declare that they have approved the trustees, report above Signed on behalf of the charitls trustees Signature(s) Full name(s) IA J P*i'/tscripi•ons pa￿ on (1dai￿naL County Area D￿t￿l Nei m•mbeflhip subscnojons i•tainod 9324 00 8726 00 Donalionj . I￿lu￿n9 Iransport 289.08 182.00 Easy Fundfaisino 19.81 198.99 Phoiocopying 39.10 Oihor similar Incom• - HQ Hire r9179 50IGIft Aid £1115 02 10,294.52 7,034 00 Sub lolal 19.927.41 16,180.09 Training Subs Iransl•r Camp paymen1￿lIpS 3,424.12 260.00 Sub total 3.424.12 260.00 Fundralsing (gross) Doiail l Bag packing Deidi5 2 . Bingosilayreslevenls 1926.60 Dulail 3 - NcicK!esiWoggles. etc Seclion working expenses 1,410.00 Sub total 3,336.60 Investment Income Bank Inlerest Buildiiig Sociely Inlerest Tho Scoul Association Short Term Inveslment Service Properly Roni Income Grants 11,000.00 Sub total 11,000.00 Total Gross Income 26,688.13 29.818.72 Asset and Investment sales, etc. Total receipts 26,688.13 29,818.72 1 LT700002 Receipts and Payments Account For Ihe year trom 1.4.23 31.3.24 Recelpts and payments 2023 24 Unrestricled lunds 2022,23 Unreslricted lunds Payrnenls ChJriiabl• Paymenls FJ•cty￿ E i p•ns•&Ca￿aI1(￿I I suFy)d •MI TrainiThJ Ti•niFx)n Epp•ns•• (LW• aThJ van) *ag•s,'ffl•i•nAI• 7151.00 5975 00 2.561.73 3.691.20 1.938 98 2.188.31 1590 53 1895,77 1,487.30 1.469.44 Insuf8rf• P•pairi I￿1 R•n•w•iwmal•rialsJ•qu•wwnl 4.381.99 3686 28.24 Piirtin9 and phoiocowng Camp111pwchye payrneiils Adull eypens•• AGV and Iwsie• •xpons•&'Authlor oin•r cogls delail l - SufKJriO5 3,436.48 165.00 165.00 15000 394 48 0lh•l colls d8iail 2 - 8adgps,'wogqies •f cosls doiail 3 - WJsle disposal £656 47, Will £268 60 Sub total 1.442 46 925 07 819.45 25.366 73 18.368.29 Fundralsing expenses Dolail l RallFo and baq packino D8lail 2 - &no0s'fa￿•sl•y8ntS Dolail 3 - Buildiiig Accounl closuro 258.04 80.53 80.53 Sub tolal 258.04 Total Gross Expenditure 25.624.77 18,448 82 Assel and Investment purchases, etc. Total payments 25,624.TT 18,448.82 Net of receipts'(payments) 1,063.36 11,369.90 Cash funds last year end 47,390.38 36.020.48 Cash funds this year end 48,453.74 47,390.38 2 LT700002 Statement of assets and Ilabllltles al the end of the year 2023 24 2022,23 Unrestricled funds Unreslricied funds Cash lunds 30,985 93 30,829 01 14141 97 12,763 44 H5￿ . B•A5ngs AC££￿￿￿ (Pf•vKwsly Posi C*l!ce ACt￿ni) Tp￿ Sc(Kd Assctsats)n SrKx1 T•fm Inv•slrrwl Swv 332584 3,797 93 Tolal cash lunds 48,453.74 47.390 38 Other monelary assels Tal d•m D•txJ du• Ifljn lh• C