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2023-03-31-accounts

1st Sedgley Scout Group

Annual General Meeting 7pm on Friday 7 July 2023 AGENDA

1. Chairman’s Welcome

2. Special Presentations

3. Apologies

4. Approval of Minutes of the last AGM

5. Governance:

c. Reconfirmation of Resolutions:

6. Annual Report and Accounts:

7. Approval of Group Scout Leader’s nomination of Group Chair

8. Election of Group Secretary

9. Election of Group Treasurer

10. Approval of GLS/Chair nominations for Group Executive Committee

11. Elections to the Group Executive Committee

12. Appointment of Auditors: Nominated as

13. Group Scout Leader’s Report (including Section Leaders’ Reports) See AGM Pack

14. Any Other Business

15. Close of meeting:

Notes: * Scout Association Policy Organisation & Rules (POR) https://www.scouts.org.uk/por/

Minutes of Annual General Meeting

Saturday 7pm Saturday 9 July 2022 – 7.00pm

Attendees:

Ted Batham District Commissioner (DC), Fran Sedgley Deputy District Commissioner (DDC) Richard Powell Group Scout Leader (GSL), Saul Burton Group Chair (GC), David Baugh Deputy Chair (DGC), Leaders, Group Council Members, James McEwan Assistant Explorer Scout Leader (AESL), Invited Guests.

Apologies:

Neil Porter, Aileen Barlow, Rob Barlow, Debra Baugh, Chris Burton, Matt Fellows, Pat Foster, Ian Foster, Linda Foster, Julian Hartland, Emma Hartland, Jade Harris Clark,

Chairman’s Welcome:

The Chair: Welcomed the DC, DDC and AESL and thanked everyone for such a good turnout. Stating that:

the AGM Pack was sent out in advance electronically with hard copies available on seats:

the meeting would be followed by a social evening with live music and BBQ run by the Scout Section.

the meeting would be preceded presentations to allow the DC to attend another event.

HQ Presentations:

The DC made the following presentations, (there are many due to a COVID-19 backlog).

Jon Moss - Assistant Scout Leader, presented with Medal for Merit

Helen Whitehouse - Cub Leader – presented with Chief Scout's Commendation for Good Service & Wood Badge Aileen Barlow (Absent) - Assistant Cub Leader, presented with Wood Badge

David Mitchell - Assistant Scout Leader, presented with Wood Badge

Debra Baugh Absent - Beaver Leader, presented with Wood Badge

Louise Porter – Assistant Beaver Leader, presented with Wood Badge

Mathew Fellows – Ex. Scout Leader, presented with Wood Badge

Alex Baugh - Scout Leader, presented with Queen Scout Award

Kerry Fellows - Assistant Beaver Leader, presented with Chief Scout's 5 years’ Service Award

Paige Morris - Assistant Scout Leader, presented with Chief Scout's 5 years’ Service Award

Robert Woodall – Ex Group Secretary Chief Scout's 5 years’ Service Award

Saul Burton – Executive Committee Chair, presented with Chief Scout's 5 years’ Service Award

Christopher Hayes – Assistant Scout Leader, presented with Chief Scout's 10 years’ Service Award

Louise Porter - Assistant Beaver Leader, presented with Chief Scout's 20 years’ Service Award

Mandy Todd – Ex Group Scout Leader, presented with Scout's 20 years’ Service Award

Rich Powell – Group Scout Leader, presented with Chief Scout's 25 years’ Service Award

Robert Barlow (Absent) - Assistant Cub Leader, presented with Chief Scout's 25 years’ Service Award Annette Mitchell - Chief Scout's 30 years’ Service Award

The DC stated that he wanted to thank those who have awards and everyone that plays a role in the Scout Group. That the awards were highly deserved and emphasised the importance of recognising service. The DC also apologised, that he could not stay behind after the AGM due to other scouting commitments.

Group Presentations:

Retiring presentations of a crystal engraved jug, were made by the GSL for excellent service to the Scout Group. Chris Hayes, Claire Steel, Mandy Todd, Paul Todd, Mat Fellows, Julie Worley, Rob Woodall, Ian Foster, Karen Smalling.

The Chair said that formal part of the AGM is open and would with now follow the agenda with the AGM Pack

The Executive Committee Quorum

The Chair stated that the Group constitution quorum is set at 4 Members including the Chair or Deputy Chair.

Minutes Of Last AGM:

There were no comments or questions to last year's minutes. The Minutes were agreed as true record.

Annual Report and Accounts:

The Annual Report & accounts for the year ended 31 March 2022 are included in the AGM Pack.

Group Scout Leader’s Appointment of Group Chair

Saul Burton has stated that he was standing down as Chair of the Group Executive Committee and that David Baugh would now be Appointed as Chair by the GSL. Saul Burton would stand for Deputy Chair - Approved

Election of Group Secretary

Election of Group Treasurer

At this point, the Chair commented that we were still urgently seeking a Group Treasurer and urged anyone who could or knew of a potential candidate to contact any of the Leaders or Executive Committee.

Executive Committee Members Nominated by Group Chair & Approved

Group Executive Committee Members by virtue of their other Adult Roles

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Co-opted Group Executive Committee Members - Approved

Executive Committee Members Election from the Group Scout Council: Approved

Appointment of Auditors: Approved

Group Scout Leaders (GSL) Report:

AOB: There were no matters raised

CLOSE OF MEETING: The Chair and the GSL thanked the DC for attending the AGM and closed the meeting.

Notes:

*The terms used above:

Page 3 of 3

1st Sedgley Scout Group Executive Committee - Trustees Annual Report & Accounts for the year ended 31 March 2023

Contents Page 1-3 Trustees Annual Report Page 4 Receipts and Payments Summary for year Page 5 Detailed Receipts for year Page 6 Detailed Payments for year Page 7 Statement of Assets and Liabilities

Welcome and Introduction and Trustees Annual Report: Group Chair - David Baugh

We are pleased to welcome you all and to say that 1[st] Sedgley Scout group is continuing to thrive.

Please take time to read the reports that follow. You can see what we have been doing in the last year. Read about our fantastic adult volunteers, and young leaders who have been outstanding – showing extraordinary determination, generosity, and positivity – we are understandably proud.

Transition from Executive Committee to Trustee Board:

The Executive Committee & Executive Committee Members have become the Trustee Board & Trustees respectively in accordance with the Scout Association Policy, Organisation & Rules (POR).

We have supported the group membership and subsidised activities so that all members can participate in the scouting adventure. We have planned, managed, maintained, and improved our assets upon which the sections rely. We have complied with requirements placed upon us.

Sadly, Richard Powell has stood down as Group Scout Leader (GSL), and Chris Williams has retired from his role as Assistant Treasurer. We all thank Richard for being an inspiring GSL and Chris for helping us get back on track with the hall hire invoicing. Chris Burton is also standing down as Trustee but will join our Support Team. Thank you, Chris.

On very positive notes, Mandy Todd has ‘come back’ as GSL, thank you Mandy. We also had a wonderful volunteer response after last year’s AGM and co-opted new trustees, Bev Wakeman, Rachael Clarke, & Kaliegh Lowe, who are standing again this year.

Accounts:

The financial balance sheet and report is included in the AGM Pack.

Costs have escalated in all areas, we have made changes where possible by changing providers, so that we can continue to support leaders and subsidise activities to reduce the financial burden of scouting.

Fundraising income has continued to recover from the Covid-19 pandemic over the year. We are, year after year, grateful to Louise and Neil Porter for their continued dedication and work in managing our Party Hall Hire bookings and payments, one of our biggest fundraisers.

The Charity Beer Festival recovered spectacularly and will run again this year on 22 & 23 September. Encouragingly, we also resurrected and produced our most successful Bedding Plant Sale in May this year. Thank you to Beacon Explorers Scouts for your additional help with this.

We have set up a Funding Sub Committee that will seek grants especially for the funding for the capital expenditure planned and the HQ extension. Grants are becoming more difficult to access, and there is a lot more competition for the funds available. The backlog of Gift Aid applications is being addressed.

Jubilee Hall HQ and Extension:

We formed a Sub Committee for Capital Projects to address, floor, chairs, door replacements and of course the HQ extension. For the later project Nigel Stone has been co-opted to the subcommittee for his Quantity Surveyor experience. Thank you, Nigel, for your help & advice.

The HQ extension will release up to 20% more floor space in the hall and provide us with outdoor cooking facilities and a bouldering wall. We are grateful for the help of Albrighton Scout Group for providing temporary storage of our bigger items over the last year.

Page 1

We have been working hard to advance the extension, but following the digging of trial holes, the findings show adverse ground conditions which have temporally stalled the project. A redesign is in hand for a new planning application.

Changes to Scout Headquarters Rules affecting the Scout Group Organisation.

The Executive Committees and Executive Committee Members become Trustee Boards and Trustees respectively.

Trustee Boards will focus on governance activities.

Support activities (such as fundraising, premises management or administration) previously led by the Executive Committees will move to new operational support teams in the Group.

Separating governance and operational tasks will also help us recruit new volunteers - and retain those who are already part of our teams and subcommittees.

Parents and Guardians -Your Role:

1st Sedgley Scout Group depends on new blood joining us on a voluntary basis, to support young people in Scouting.

Fresh volunteers from parents, guardians, (who are our Group Council), relatives and friends ensure that our Scout Group continues to thrive. This year we have vacancies for:

If you can volunteer (or someone you know), for any of the above, or would like to help on a less formal basis, please contact any Trustee or speak with one of our great leaders or contact me on 07795370712 or email david.baugh@1stsedgleyscouts.org.uk or

mandy.todd@1stsedgleyscouts.org.uk go to our website: www.1stsedgleyscouts.org.uk

Thanks:

As Chair I would like to thank the Trustees for their support, in facilitating the sections, for helping make an extraordinarily positive impact on the lives of all our young members.

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Trustee Board - Current Trustees (Assignment):

Ex-officio members David Baugh (Chair), Mandy Todd (Group Scout Leader), Rob Barlow (Deputy Group Scout Leader) Helen Whitehouse (Cub Scout Leader), Phil Bate (Assistant Scout Leader).

Elected Members: Saul Burton (Deputy Chair), Clare Ford (Group Secretary), Chris Burton (General Duties), Louise Porter ( Hall Hire Manager) Neil Porter (Hall Booking Support)

Co-opted Members: Rachael Clarke, (Funding Sub Committee), Bev Wakelam (Treasurer), Kaliegh Lowe (Projects Sub-Committee)

The Group is a trust established under The Scout Association, Policy Organisation and Rules (POR) which is fundamentally common to all Scout Groups. Trustees are appointed in accordance with the POR. The accounts have been drawn up on the receipts and payments basis, which is consistent with the previous year.

the previous year.
Jubilee Hall (Headquarters) Custodian Trustees: Scout Association Trust Corporation
(SATC)
Bankers Barclays Bank
Custodian Trustees Scout Association Trust Corporation
Group Registration No. with The Scout Association 14268
Charity Registration Number 524621
Contact Name and Address Mr Saul Burton 131 Cotwall End Road
Sedgley Dudley DY3 3YQ

David Baugh, Chair,

on behalf of the Trustees, 04 July 2023:

Page 3

1st SEDGLEY SCOUT GROUP

RECEIPTS & PAYMENTS SUMMARY for the year ended 31 March 2023

General Funds

Total Receipts
Total Payments
Cash/Bank balances b/fwd
Total
Transfers between Funds
Cash/Bank balances c/fwd		 Executive
Building
Beaver
Cub
Committee
Fund
Scouts
Scouts
Scouts
Total
£
£
£
£
£
19,290
3,859
5,635
6,171
34,955
19,654
4,088
4,830
6,095
34,667
(364)
(229)
805
76
288
21,416
5,000
733
2,220
4,293
33,662
21,052
5,000
504
3,025
4,369
33,950
(154)
154
21,052
5,000
504
2,871
4,523
33,950		 Previous
Year
£
24,113
22,277
1,836
31,826
33,662
33,662

The above account and accompanying statements of assets and liabilities were approved by the Trustees on 7th July 2023 and signed on their behalf by :

David Baugh (Chairman)

Page 4

1st SEDGLEY SCOUT GROUP

DETAILED RECEIPTS

for the year ended 31 March 2023

General Funds

Membership Subscriptions
Less Paid
DONATIONS/GRANTS
Donations
Grants
ACTIVITIES
Camps
Other
FUND RAISING
Bedding Plant Sale
May Fayre and others
Beer Festival
SUNDRY RECEIPTS
Hire of Hall
TOTAL RECEIPTS		 Executive
Building
Beaver
Cub
Committee
Fund
Scouts
Scouts
Scouts
Total
£
£
£
£
£
£
4,366
4,273
3,351
2,657
14,647
(4,082)
(994)
(1,051)
(2,321)
(8,448)
284
3,279
2,300
336
6,199
1,456
1,456
-
-
580
3,299
5,835
9,714
36
36
-
221
221
10,491
10,491
6,838
6,838
19,290
-
3,859
5,635
6,171
34,955		 Previous
Year
£
10,285
(6,151)
4,134
327
10,667
2,121
680
-
-
-
6,184
24,113

Page 5

1st SEDGLEY SCOUT GROUP

DETAILED PAYMENTS for the year ended 31 March 2023

General Funds

Executive
Building
Beaver
Cub
Committee
Fund
Scouts
Scouts
Scouts
Total
£
£
£
£
£
£
PREMISES
Rent
21
-
-
-
21
Water Rates
406
-
-
-
406
Light and Heat
4,746
-
-
-
4,746
Insurance
1,906
-
-
-
1,906
Repairs and Renewals
3,204
-
-
-
3,204
Grass Cutting
330
-
-
-
330
Cleaning
2,161
-
-
-
2,161
Fire Extinguishers
171
171
12,945
-
-
-
12,945
DONATIONS/GIFTS
-
ACTIVITIES
Camps & activities
2,135
2,373
2,850
5,287
12,645
Training Courses
306
306
Section Nights
-
1,420
1,445
640
3,505
FUND RAISING
Other
-
ADMIN/ESTABLISHMENT EXPENSES
Books, Stationery etc.
1,361
1,361
AGM Expenses
815
815
Other
362
362
OTHER EXPENSES
Uniform Grants
99
99
CAPITAL EXPENDITURE
Equipment
425
425
Headquarters
1,119
1,119
PURCHASE OF BADGES
87
295
535
168
1,085
TOTAL PAYMENTS
19,654
4,088
4,830
6,095
34,667		 Previous
Year
£
21
86
3,207
2,048
2,587
505
1,467
649
10,570
300
6,444
-
1,490
-
322
-
49
(650)
3,473
279
22,277

Page 6

1st SEDGLEY SCOUT GROUP

STATEMENTS OF ASSETS & LIABILITIES at 31 March 2023

at 31 March 2023
MONETARY ASSETS
Bank Current Accounts
Expense Cards
Cash in Hand		 Executive
Building
Beaver
Cub
Committee
Fund
Scouts
Scouts
Scouts
Total
£
£
£
£
£
£
19,147
5,000
488
2,871
4,523
32,029
1,716
1,716
189
16
-
-
205
21,052
5,000
504
2,871
4,523
33,950
General Funds		 Previous
Year
£
33,552
-
110
33,662

NON-MONETARY ASSETS Land and Buildings Group Headquarters Insured Value £309924 Scouting Equipment ,Furniture Insured Value £22737

CONTINGENT LIABILITIES There are no contingent liabilities.

Page 7

Independent Examiner's Report to the Trustees of the

1st Sedgley Scout Group

I report on the accounts of the Group for the year ended 31 March 2023 which are set out on page 4 to 7.

Respective responsibilities of trustees and examiner

The charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider that,an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.

It is my responsibility to:

  1. examine the accounts under section 145 of the 2011 Act;

  2. to follow the procedures laid down in the general directions given by the Charity Commission under section 145(5)(b) of the 2011 Act; and

  3. to state whether particular matters have come to my attention.

Basis of examiner's report

My examination was carried out in accordance with the General Directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by the charity and a comparison 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 we do not express an audit opinion on the view given by the accounts.

Independent Examiner's statement

In connection with my examination, no matter has come to my attention;

  1. which gives me reasonable cause to believe that in any material respect the requirements

  2. to keep accounting records in accordance with section 130 of the 2011 Act and

  3. to prepare accounts which accord with the accounting records and

  4. to comply with the accounting requirements of the 2011 Act

have not been met, or

  1. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached,

  2. which gives me reasonable cause to believe that in any material respect the accounting rules of the Group's constitution have not been met.

Name: Mrs Kerry Fellows Qualification: FCCA

Address: Neal and Co Business Services Limited Shakespeare Buildings, Cradley Road Cradley Heath B64 6AG

Date: 30 January 2024

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