## Ripon & District Scout Council Annual General Meeting 7pm Monday 24th June 2024 (Hillside Scout HQ, Knayton) Page(s) Agenda 2-3 Minutes from the District AGM 2023 4-6 District Chair’s Report 7 District Commissioner’s Report 8 Statement of Accounts 2023-24 9-12 Independent Examiner’s Report 13 Page 1 of 13 **Ripon and District Scout Council** ## RIPON & DISTRICT SCOUT COUNCIL Annual General Meeting 24[TH] JUNE 2024 7PM Hillside Scout HQ, Knayton ## AGENDA ## **1. Introduction and welcome** ## **2. Apologies for absence** **3. Governance topics** - a. Approve the minutes of the Annual General Meeting held on 17[th] July 2023 - b. Adopt the model constitution from Policy, Organisation and Rules (POR) - c. Note the District’s financial year - a. 1st April 2024 to 31st March 2025 - d. Approve appointed and community members of the District Scout Council - e. Agree the number of members that may be appointed to the Trustee Board - a. Proposed: 12 - f. Agree the quorum for future meetings of the District Scout Council (excluding this AGM) - a. Proposed: meetings of the Scout Council: 15 Members - b. Proposed: meetings of any sub-Committees: 3 Members ## **4. Review of the previous year** - a. The District Lead Volunteer’s review of Scouts in Ripon & District - b. Receive and consider the Annual Report of the District Trustee Board, including the annual Statement of the Accounts **5. Making appointments** - a. Appoint the District Chair, following recommendation from the open selection process initiated by the District Trustee Board - a. Position Vacant – Acting Chair - b. Appoint the District Treasurer, following recommendation from the open selection process initiated by the District Trustee Board - a. Position Vacant- Acting Secretary - c. Appoint members of the District Trustee Board, following recommendations from the open selection process initiated by the District Trustee Board Page 2 of 13 - d. (Re-)appoint District President and/or Vice Presidents - a. Honorary President: John McGrath - b. Honorary Vice President; Marjorie McGrath - c. Honorary Vice President; Eric Fell - d. Honorary Vice President; Shirley Fell - e. Honorary Vice President; Tim Jones - e. Appoint Independent Examiner - a. Proposed: Claire Mercer – Calculated Ltd - i. Proposed by Sarah Slade, Seconded by Matt Rea - f. Nominate representatives of the District Scout Council to represent the District on the County Scout Council - a. Ian Bardon: Proposed by Jon Goom, seconded by John Lockwood ## **6. Awards- DC John Lockwood** ## **7. Closing remarks- Chair of the Trustees** Page 3 of 13 ## **Ripon and District Scout Council** ## **Annual General Meeting 2023** 7pm on Monday 17th July 2023 (Hillside Scout HQ, Knayton) ## **Minutes of the AGM** ## **Item 1:** _**Welcome & District Chair’s Opening Remarks.**_ _Chair Matt Rea opened the meeting and welcomed the assembled attendees._ ## **Item 2:** _**Apologies for Absence.**_ Apologies received from; David Forster, Martin Renton, John & Majorie McGrath, Eric Campbell ## **Item 3:** _**Minutes of the Annual General Meeting 2022.**_ Proposed by: Ian Bardon Seconded by: Sarah Slade, Jon Goom and a show of hands ## **Item 4:** _**Undertake governance oversight**_ - _Adopt the constitution of Ripon & District Scout Council_ - The constitution was unanimously agreed - _Agree date of Ripon & District Scout Council financial year: 1st April 2023 to 31st March 2024_ - The date was unanimously agreed - _Agree number of members that may be elected to the Trustee Board: 4-6._ - The number of members was unanimously agreed ## **Item 5:** _**Agreed quorum of members for each:**_ - _meetings of the Scout Council:_ _**15 Members**_ - _meetings of the Trustee Board:_ _**8 Members**_ - _meetings of any sub-Committees:_ _**3 Members**_ - The quorum members were unanimously agreed ## **Item 6:** _**Receive & Consider The District Annual Report & Statement of Accounts for 2022-2023.**_ - -Proposed by Jon Goom - -Seconded by Sarah Slade – no questions all unanimously agreed Page 4 of 13 ## **Item 7:** _**Election and Appointment of Ex-Officio Members to the District Trustee Board for 2023-2024.**_ - _District Chair:_ _**Matt Rea**_ - • _District Commissioner:_ _**John Lockwood**_ • _District Youth Commissioner:_ _**Henry Morley**_ • _District Secretary:_ _**David Forster**_ • _District Treasurer:_ _**Sarah Slade**_ - _District Explorer Scout Commissioner:_ _**Roz Bardon** (Acting)_ - _District Network Commissioner:_ _**Adam Dickson**_ - • _District Badge Secretary:_ _**Andrea Taylor**_ -All Unanimously agreed ## _**Election and Appointment of members to the District Trustee Board for 2023-**_ **Item 8:** _**2024.**_ - _Elected Members. Nominations (or self-nominated):_ - _**Ian Bardon** Seconded by John Lockwood_ - _**Aimée Rea** seconded by Jon Goom._ - _**Donna Fleming** seconded by Matt Rea._ - _**John Aubrey de Lavenu** Seconded by John Lockwood._ - _**Tilly Law** Seconded by Martin Renton_ - _**Tessa Danby** Seconded by John Lockwood_ - -All Unanimously agreed _Nominated Members._ _Nominated by the District Commissioner in consultation with the District Chair._ - _**Jon Goom**_ - _**Mike Collins**_ - _**Anne Collins**_ - _**Sarah Rands**_ - -All Unanimously agreed ## **Item 9:** ## _**Appointment of President & Vice Presidents**_ - _Honorary President:_ _**John McGrath**_ - _Honorary Vice President;_ _**Marjorie McGrath**_ - _Honorary Vice President;_ _**Eric Fell**_ - _Honorary Vice President;_ _**Shirley Fell**_ - _Honorary Vice President;_ _**Tim Jones**_ - -All Unanimously agreed ## _**Appointment of an auditor, independent examiner for 2023-2024**_ - _**Clare Mercer:** Proposed by Sarah Slade, Seconded by Matt Rea_ **Item 10:** Page 5 of 13 - This was unanimously agreed ## **Item 11:** _**Election of the Representative to the North Yorkshire County Scout Council for 2023-24.**_ - _**Jon Goom** : Proposed by John Lockwood, seconded by Martin Renton. The council was advised by David Forster that this was no longer required._ ## _**Presentation of David Burnett award.**_ - **Item 12:** Lead by DC John Lockwood. Presented to River Beacon from 6[th] Ripon via Ian Bardon as River was not able to make it to AGM. ## **Item 13:** _**County Representative.**_ No County representative was present ## **Item 14:** _**Closing Remarks.**_ Lead by DC John Lockwood and Chair Matt Rea. General thanks to all present tonight, the Trustee Board, all GSLs and Section Leaders, Volunteers & Helpers and Young People who partake in Scouting in Ripon & District Those present at the AGM: Tilly Law, Jon Goom, Harry Goom, Connor Bryne, Stephen Spencer, Joanne Mays, Oliver Mays, Ian Bardon, Eric Fell, Shirley Fell, Andrea Taylor, John Lockwood, Iris De Wet, Donna Hays, Sarah Rands, Steve Hall, Liz Hall, Mike Colins, Anne Collins, Tessa Danby, Adam Dickson, Jon Aubrey de Lavenu, Brian Hams, Sarah Slade, Matt Rea, Aimée Rea, John Roberts Page 6 of 13 **District Chair’s Report 2024** As another year ends, we can reflect on another full programme of activity across the District. In addition to Group and Section events this year has seen District Activity ranging from both Cub and Scout Camps, a District Beaver Day and a memorable St George’s day event that saw the entire District assemble on Sutton Bank to renew our Scout promises. Events like are not possible without leaders across the District giving up their time to organise and run the events; for which I offer sincere thanks. The District Trustee Board continues to oversee District matters. Many thanks to them all for their time and assistance this year. The board is looking to appoint a new chair, as I will be vacating the position after the AGM, as well as a new secretary so if you are interested in being appointed to either position then please get in touch. Finally; I would once again like to say a big thanks to John Lockwood for continuing to serve as District Commissioner, now known as District Lead Volunteer, as well as the ADC team and all the leaders and DAS members in the district who do a fantastic job of running Scouting in Ripon & District. ## **Matt Rea** ## **District Chair** Page 7 of 13 ## **District Commissioner’s Report** We have seen growth in all our sections from our Squirrel’s to our Explorers with most groups now reporting full sections and waiting lists as well. As a voluntary organisation our appeal to young people is second to none and we meet and deliver a program and activities for the expectations of all our members in this current time. We are in a year of transformation, a lot of changes are occurring both in the full view of all our members and quietly behind the scenes to improve and rejuvenate our organisation. Our young members have been busy gaining their badges and higher awards, we are without a doubt one of the highest achievers of these awards in the county and considering the time it takes to gain some of the awards, its no small achievement. The district came together for our St Georges day celebration above the White Horse in Kilburn where we had a short service and renewed our promises before parading around Sutton bank to the visitors centre. Many thanks to 1[st] Thirsk for organising the event. The leaders have been busy renewing their permits and training for new permits, the more we can do in this respect the better the experience we can give our young people. A lot more of the leader training is online, but if there is a specific course that will benefit our young people and the district then I encourage leaders to speak to their Group scout leaders or contact me directly. Some of out scouts and explorers have gained their personal water permits and some will be using them towards their Silver DofE expeditions, well done to all of them. We still have a challenging year ahead of us, we need to recruit more uniformed leaders and I hope some of the parents of our young people will help us achieve this along with encouraging others to be more active. We are looking for members for specific roles on the executive, so if you know a parent or person who would like to help please let me know. We have seen new rules come in over this last year especially around governance and new ways of doing things and there are still more, probably, to come, but I am sure we will meet these challenges as we always do. I would like to say a very big THANK YOU to you all for the hard work and dedication that you give to Scouting. Have a great summer and a well earned holiday. Yours in Scouting **John Lockwood.** **District Commissioner** Page 8 of 13 P9lof4 Ripon and Di8trict Scout Councll Year Ending 31st March 2024 NOTES TO THE ACCOUNTS YEAR-ENDING 31.03.24 Overall The resul ol neome less expenditure for the year 18 a t1eftl ol1£2,844.501 Income of £47,934 12023.. £62.5371 and Expenditure ol £50.77912023.' £64.3￿1) NB 2023 Income & expendfture Included £ 16K ￿lated tr) the Jamboree income & expendlknr• DelalW eommenls are In the Notes on Ih&18E tsb Explorern SpStfSre A suiplus ol £1,240.39 for th& year Iw&ase11 thwr funds lo £1,860.68 AA hek1 in ltrdr Q•vn r)gnk 8ccounl Whlte Horne A d6fk* ol1£135.561 for th& year decreased thoir luThJs lo £1.722.90. All th•tr CA￿ bank a￿>￿nI An hlstorfc balance of1£368.481 dellclt wihin the 01stri￿ bank ￿Ount from WH b Dlstrtcai wa$ wrltten off In Ihe y&gr as agreed by Ihg Trustees Fountalns A tsurplus of £327.47 lor the y•8r in¢yèAs8d thèir funds to £417.47 £288.20 in cash by Fountains and £129.27 hèld D￿￿t bank dpa Inetsma & oxpon•• The resul of ncome less expendilurp was a defiril of £432.54 ThB indudes £820 for J¢Jbilee badges issued FOC Badge stock 8athJts stock decreased Irom £3.375 to £3,201 15% i*ueasel The ob8de8cence provision remains at £2.C4)O. To te revpwed ￿xt year ifthe stcKa Wa￿e deueaseB Bank Interest and Charges £1,004.50 interest r¥L*i¥td on thè Skipton BS aL*ount. Thè intèrnsl Taltr". 1.8% (Rale increased lo 5.25% from 12.09.231 £12.35 interosl roceived M Ihe HSBC savi￿$ ac£4)Unt £66.80 bank charges in¢urred with HSBC until Ihe acc￿nI was transleTr&l i) Seplember 2023 to Lkjyds bank and thè HS8C account closed Lloyds bank do not currenlty apply bank charges District Event See attached sheet 5 events held in the ￿al Page 9 of 13 G!n 11 'llf Igiii 00 o?0000 8 88 8888888 88888E￿8 ￿ 8 8 88 8888888 ¥88888888 ￿ 8 18 OJ 8 8iJ 8*88881 a888E8W88 OWOOOO 8¥8 00(ha Page 10 of 13 Ripon ond Di51rid Scout Coun¢ll Pg344 Bglance Shoet a8 at 31.03.24 31￿314 31W23 c￿.F￿￿¥*￿Esu C•iTh.WN•HowESU C4th. SNtr• ESU 2.55224 Sm424 ikydi-vlhli H¢xtsESU 1.722 1.85816 £12127*J10J24 45*1Q 32DL152 3.375 525.2Z 52k22 •*•F*4¥ 1 14264 1•1*th1Twry*lOAw24 2T51V 1.142.64 Jsosts 7¢*$4 3•X Reserves Allocation 31.03.24 3f.ojal Y.65931 7.71è VIwHDwF￿dEgj 1*4È1 1.858A6 S￿•F￿￿Esu 1Hs￿ llfBI &5SJ8A)B e8.3W 5B ReseNes and Desl8nated Funds movement Ji.03.23 RK¢l 31.0&24 7.65531 7.71èt 3@￿177 142 1*7 Dll 7021 WJ 3300ty1 2.5Wi 2*JDI¢J 41mO wrknHDty•F￿E￿j VIMPHDry•F￿4E9j.lL￿W 2.994nO 1.722 1.OB50 41T4T 4793434 Page 11 of 13 Ripon and District Scout Council Pg4014 Explorer unit accounts Period.. 01.04.23-31.03.24 White Horse explorer unit Recapts LESS Payments Deficit for the yèar 2.994.00 3. 129 56 1135.561 Balance broLKJht forward 1.858.46 Balance carried fomard 1.722.90 b￿k statement 31.03.24 Fountains explorer unit Lloyds Bank Iwlhin DiStr￿t xcount} Re0￿pts LESS Payments Surplus for the year 435.00 1395.73 39.27 Baknce broLvJht forward .00 88￿nCe carried loN4ard 129.27 Pety Cash Recapts LESS Payments Surplus lor the year e60.00 371.8D 288.20 Balance browJht forward .00 288.20 Totsl 417.47 Spitfire explorer unlt Recapts LESS Payments Surplus for the year 4,656.50 3,400 05 1.2￿.45 BaLgnce broLYJhl forward 604.23 Bakgnce carried loNard 1.8En 68 b￿k statement 31.03.24 Pety C08h Recapts LESS Payments Deficrt for the year 87.07 1103.131 116.061 BaLgnce broLbJht forward 16.06 .00 Page 12 of 13 Independent Examiners Report 2023/2024 Page 13 of 13