## Group Annual Report ## 2023 (1[st] April 2022 – 31[st] March 2023) Saturday 19[th] August 2023 – 3pm – Kibworth Mead Academy ## **AGENDA** ## **1[st] Kibworth Scout Group Council 2023 AGM** ## **Saturday 19[th] August 2023, 3pm – Kibworth Mead Academy** ## 1. ## 2. ## 3. ## **4.** Introduction and welcome Apologies for absence To approve the minutes of the Annual General Meeting held on 5[th] June 2022 ## **Governance topics** - a. Adopt the model constitution from Policy, Organisation and Rules - b. Note the Group’s financial year - c. Agree the number of members that may be elected to the Trustee Board - d. Agree the quorum for each of the Group Scout Council (including this AGM), meetings of the Group Trustee Board, meetings of any sub-committees ## 5. ## **Review of the previous year** - a. The Group Scout Leader’s review of Scouting - b. To receive and consider the Annual Report of the Group Trustee Board including the annual Statement of the Accounts ## **6.** ## **Making appointments** - a. To note any other supporters who may be admitted to membership of the Group Scout Council, including former Scouts and parents, by the Group Scout Leader, the Group Trustee Board or the Group Scout Council. - b. To approve the Group Scout Leader’s nomination of the Group Chair - c. Election of the Group Secretary - d. Election of the Group Treasurer - e. Elections of members to the Group Trustee Board - f. To approve the Group Scout Leader’s nominations to the Group Trustee Board - g. To appoint the Independent Examiner / Auditor ## 7. - Close the meeting 1 ## **Welcome** Welcome to 1st Kibworth Scout Groups 2023 AGM. It has been yet another incredible year for the young people in Kibworth. Many have overcome fears, tried new things, created lasting memories and formed new friendships. The young people have developed the skills they need for school, for collage, for university, for employment, for the tricky challenge and the big dreams – The skills they need for life. 1[st] Kibworth remains a large and successful group with continued growth, welcoming Squirrel scouts at the start of the new term. A truly amazing and inspiring team of adult volunteers work tirelessly both in leadership roles and behind the scenes to make it all happen. The reports in this document only give a small sample of the achievements of our group, the true scale cannot be summarised. As we enjoy another fantastic village event organised by the Scout Group, the Guides and members of the local community, we hope you will join us afterwards in the scouts and guides tents where you can learn more about scouting in Kibworth. I want to thank all the volunteers at 1st Kibworth for their work and commitment over the last year and I know that they will make this year, and the future equally as amazing! ## _Samuel Arnold, Group Scout Leader_ 2 ## **Minutes of** ## **1[st] Kibworth Scout Group** ## **Annual General Meeting 2021-22** ## **Held at 3pm Sunday 5[th] June 2022** **Present:** Clive Wood, Samuel Arnold, Josie Anderson, Rob white, Martin Pullen, Pete Dunn, Andy Hirst, Leanne Corbishley, A number of members of the public were in attendance. ## **1) Welcome** The Chair Clive Wood read his welcome report as outlined in the group annual report. ## **2) Apologies** Apologies were received from - Debbie Billington, Anna Mousley, Michael Betts, Gordon Macdonald ## **3) Thanks to our volunteers** The Chair extended formal thanks to all volunteers involved in Kibworth scouting, from section leaders, section assistants, the executive committee and all the parent volunteers. Clive read through the minutes of the AGM Held by Zoom, Monday, 14th June 21 at 6:30 pm. It was agreed as accurate by those present. ## **4) Accounts** Michael Betts was thanked for preparing the accounts and for his work as treasurer over the year. And the committee noted his report ## **5) Reports** The report of the trustees was noted and agreed. The Treasurers report was noted and the contents agreed. The independent examiners report on the accounts was noted. Eddie Harmon was thanked for his time in preparing the independent report. Clive Wood Stepped down as Chair of the Group and Derek Catt (District Chair) took the role of acting chair. Clive was thanked for his service over the last two years. Derek confirmed he was willing to undertake the role on a temporary basis until a replacement is found. Those present agreed that when a suitable replacement was found they would immediately take over and the appointment be ratified next year. Clive thanked Derek for taking on the role. 3 Derek assumed Chair of the meeting Following the resignation of Anna Mousley (Secretary) no replacement has come forward at the time of the AGM to undertake the role. Michael Betts (Treasurer) has agreed to continue to his role as treasurer for the group despite his moving to the Scottish highlands. ## **6) Election of Executive Committee Members** The following appointments were proposed and agreed unanimously. Ex-officio Group Scout Leader: Samuel Arnold (appointed by the District Commissioner: Debbie Billington) Chairman: Derek Catt (Acting) Secretary: Treasurer: Michael Betts Elected members Ian Morris Andy Hirst Pete Dunn Phil Kennerdell ## Section leaders Beavers: Gordon Macdonald Cubs: Leanne Corbishley and Josie Anderson Scouts: Rob White GSL Nominated members Martin Pullen James Cufflin Carl Ayres ## **7) Group Scout Leader** Sam then noted extracts from his group scout leaders report for the past year. He thanked all involved in scouting in the village for their tremendous efforts over the past year and was confident that this work empowered young people with skills for life. 4 ## **8) District Comments** Derek then addressed the AGM on behalf of the District. He noted the success of the group over the past couple of years and thanked all those involved. He also noted the challenge of the ever-growing size of the village and its need for new leaders and new space to continue to allow scouting to develop in the communities of Kibworth. The AGM then drew to a close with everyone eager to get onto the field behind to join the Platinum Jubilee Celebration. 5 ## **Trustees' Annual Report** ## **For the period from 01/04/2022 to 31/03/2023** ## **Section A Reference and administration details** **Name of Charity:** 1[st] Kibworth Scout Group **Charity Registration:** Regulated **Meeting Address:** Kibworth Scout & Guides HQ 6 Fleckney Road Kibworth Beauchamp Leicester LE8 0HE ## **Trustees who manage the charity** |||| |---|---|---| |Name|Office (if any)|Dates acted if not the whole year| |[none]|Chair|| |Richard Layne|Secretary|| |Michael Betts|Treasurer|| |Samuel Arnold|Group Scout Leader|| |Ian Morris|Elected Trustee|| |Andrew Hirst|Elected Trustee|| |[none]|Squirrels Leader|| |Amy Mclaren|Beaver Leader|| |Leanne Corbishley|Cub Leader|| |Martin Pullen|Scout Leader|| |Peter Dunn|Nominated Trustee|| |Josie Anderson|Nominated Trustee|| |||| 6 **Section B Structure and Governance** ## **Description of the charity’s trusts** ## **Type of governing document** The Group’s governing documents are those of The Scout Association. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the Association and The Policy, Organisation and Rules of The Scout Association. ## **How the charity is constituted** The Group is a trust established under its rules which are common to all scouts. ## **Trustee selection methods** The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association. ## **Additional governance info** The Group is managed by the Board of Trustees, the members of which are the ‘Charity Trustees’ of the Scout Group which is an educational charity. As charity trustees they are responsible for complying with legislation applicable to charities. This includes the registration, keeping proper accounts and making returns to the Charity Commission as appropriate. The Board of Trustees consists of 3 independent representatives, Chair, Treasurer and Secretary together with the Group Scout Leader, individual section leaders and parents’ representation and meets four times a year. This Board of Trustees exists to support the Group Scout Leader in meeting the responsibilities of the appointments and is responsible for: - The maintenance of Group property; - Providing meeting space for sections; - The raising of funds and the administration of Group finance; - The insurance of persons, property and equipment; - Group public occasions; - Assisting in the recruitment of leaders and other adult support; - Appointing any sub committees that may be required; - Appointing Group Administrators and Advisors other than those who are elected. 7 ## **Risk and Internal Control** The Board of Trustees has identified the major risks to which they believe the Group is exposed, these have been reviewed and systems have been established to mitigate against them. The main areas of concern that have been identified are: ## _Damage to the building, property and equipment._ The Group would request the use of buildings, property and equipment from neighbouring organisations such as the church, community centre and other Scout Groups. The Group is looking to put sufficient contents insurance in place to mitigate against permanent loss. ## _Injury to leaders, helpers, supporters and members._ The Group through the member fees contributes to the Scout Association’s national accident insurance policy. Risk Assessments are undertaken before all activities. ## _Reduced income from fund raising._ The Group is primarily reliant upon income from subscriptions and fundraising. The group does hold a reserve to ensure the continuity of activities should there be a major reduction in income. The Board of Trustees could raise the value of subscriptions to increase the income to the group on an ongoing basis, either temporarily or permanently. ## _Reduction or loss of leaders_ The group is totally reliant upon volunteers to run and administer the activities of the group. If there was a reduction in the number of leaders to an unacceptable level in a particular section or the group as a 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. ## _Reduction or loss of members_ The Group provides activities for all young people aged 4 to 14. If there 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. 8 **Section C Objectives and activities** ## **Summary of the objects of the charity set out in its governing document** The objectives of the group are as a unit of the Scout Association. ## **The Purpose of Scouting** Scouting 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-operation - We make a positive difference; we co-operate 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 and 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. ## **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 headings. ## **Section D Achievements and performance** See Group Scout Leaders Group Report 9 ## **Section E Financial Review** **Charity’s policy on reserves** The Group's policy on reserves is to hold sufficient resources to continue the charitable activities of the group should income and fundraising activities fall short. The Board of trustees considers that the group should hold a sum equivalent to 3 months running costs, circa £3,615. The Group held reserves in excess of £12,000 at year end. The Board of Trustees also hold funds relevant to the projects they are undertaking, and this can depend on the project. **Investment policy & objectives** The Group does not have sufficient funds to invest in longer term investments. The Group has therefore adopted a risk averse strategy to the investment of its funds. All funds are held in cash using only mainstream banks or building societies. ## **Section F Declaration** **The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees** **Signatures** **Full names Samuel Arnold** ## **Michael Betts** **Position** Group Scout Leader Treasurer **Date 1[st]** August 2023 ## **Treasurer’s report** This year we received £14,995 in subscriptions. This was up from the previous year’s subscription fees. Trip income was £1992 and this was spent on organised trips through-out the year, with a very small surplus which was used for group equipment. On the expenses side, Capitation has risen each year and is predicted to do so, along with the rising costs of all necessary purchases and services, a subscription fee increase was agreed by the Board of Trustees for the first time in 10 years. From £12 to £15 per month, this should account for any extra cost increases. Should the Group see a income over what is necessary, plans are to subsidise activities that would normally have a separate cost. Please see below for a full outline of the payments and accounts. _Michael Betts, Group Treasurer_ 10 Recelpts and payments accounts lstAwi 20 A1 2250 &117 •11 ioj 47 ?JJi 2.13$ aésT 20.•Q• 1961 12.Qtt f￿d# b1 C••hfvnd• Jr4* Owl•il D•tailS ¢¥rryn¢ 86 U￿1111* L4altrwlrtE 12 ## **Independent examiner's report on the accounts** ## **Section A Independent Examiner’s Report** **Report to the trustees/** Charity Name **members of** 1[st] Kibworth Scout Group **On accounts for the year** 1[st] April 2023 **Charity no (if any)** 525086 **ended** **Set out on pages** 3 & 4 (remember to include the page numbers of additional sheets) **Respective** The charity's trustees are responsible for the preparation of the accounts. The **responsibilities of** charity’s trustees consider that an audit is not required for this year under section **trustees and examiner** 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed. It is my responsibility to: - examine the accounts under section 145 of the Charities Act, - to follow the procedures laid down in the general Directions given by the Charity Commission (under section 145(5)(b) of the Charities Act, and - to state whether particular matters have come to my attention. - **Basis of independent** My examination was carried out in accordance with general Directions given by the **examiner’s statement** Charity Commission. 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 the 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 is given as to whether the accounts present a ‘true and fair’ view and the report is limited to those matters set out in the statement below. ## **Independent** In connection with my examination, no material matters have come to my attention **examiner's statement** which gives me cause to believe that in, any material respect: - accounting records were not kept in accordance with section 130 of the Charities Act or - the accounts do not accord with the accounting records I 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. ## **Signed:**[E][J][Harman ] **Date:** 16/08/23 **Name:** Eddie Harman **Relevant professional** MAAT **qualification(s) or body : Address:** 7 Coleridge Way, LE16 8FL 13 ## **Group Report** The past year will certainly be one that is remembered in history. We started our year by celebrating the Platinum Jubilee of HM Queen, Elizabeth ll, with a large celebration organised by the scouts and The Well Café, Coach & Horses and other businesses attending, hundreds of locals attended despite the rain and we enjoyed a fantastic afternoon of activities and entertainment. To celebrate the Jubilee, the Lord lieutenant of Leicestershire initiated a special award to recognise just 70 organisations or businesses in the whole of Leicestershire who’s work over the last few years had stood out as exceptional, and we were extremely proud when our team of adult volunteers was chosen for one of the awards. The Glass Trophy was awarded at the scout hut by deputy lieutenant, and also District scout president, Richard Brooks. Later into the term we were approached by the construction company Wilmot Dixon who invited the cubs and scouts to visit the construction site at Kibworth Tip and lead recycling activities for the beavers. The young people had a fantastic time learning about different methods of construction and recycling. 14 Once they had finished work on the site they welcomed us back to donate a lifesaving Defibrillator to the group, this is now fitted at the scout hut. As we returned in September, the unexpected and sad news that our patron, HM The Queen has passed away came through. During the national mourning period, Scouts activities continued whilst we reflected on the life of her majesty we thanked her for her service and her dedicated support to our organisation. Moving venues from the working men’s club to the Mead Academy allowed us to expand the cub sections some more to help relieve the waiting lists, our new members were invested in to scouts making their promise, now to The King. The young people continued to enjoy and take part in a number of nights away with a series of outdoor camps for all sections, and a fantastic array of skills and activities were on display, covering lots of the important badges and awards to help them achieve their Chief Scout Awards. 15 With the annual bonfire night being another outstanding success, we also managed to pull off one of the most profitable years for the event catering, with new equipment and strengthened collaboration with the guides, we raised a sizeable portion of money that continues to fund our headquarters building along with a generous donation from the rotary club. In January our adult volunteers were again recognised for their great work and a number of volunteers were awarded commissioner condemnation awards presented by local MP Neil o’Brien Over February and March, all the sections took part in in a project with the help of local our local Coop and charity café The Well. Each young person raised some money at home and brought in what they had collected, the team at the well helped them learn about the value of their money and also about what foods are most wanted and helpful to the foodbank that they operate. On following weeks, they visited the coop who gave them a tour of the store and taught them about the fairtrade products they sell, they then when on a shopping spree instore and put all their items through the tills hopefully staying within budget. All of the items purchased were donated to the foodbank, which were gratefully received. Not stopping there, the young people challenged the day time hirers of our building as well as an inter-section competition to see who could collect the most food items. In total, We filled 6 shopping Trolleys full of food and essentials throughout the project. 16 In May (Slightly past our year dates) it was the Coronation of HM The King and HM The Queen. All of the sections embraced the unique event and held coronation activities and parties. The beavers held coronation themed games and activities, while the Cubs planned a Royal Tea party inviting guests from around the village including parish councillors, coop staff and volunteers from local charities. Meanwhile on the Thursday before the coronation, myself and 4 other leaders from Leicestershire quietly made our way down to Gilwell (UK Scouts HQ), we had been given very little information and told not to share the news with anyone, but had been selected as part of a team of 400 scouts from across the commonwealth. Exactly how we would be involved would become clear when we arrived and after arriving and checking in we be began with briefing on Friday morning where were we found out our full roles and responsibilities. We were stationed along St. James park and The Mall. Having headed into Central London at 5am. Our State duties finished on Sunday and we headed home to prepare for the Big Help out on Monday 8[th] . Whilst Young People from 1[st] Kibworth joined Girlguides at St. Wilfreds Church for a morning of volunteering, Leicestershire Coronation leaders reconvened at the county HQ where we were interviewed for BBC news. 17 Throughout the year membership numbers have continued to rise and more people continue to join the waiting lists too. As always there is a huge debt of gratitude owed to our dedicated team of volunteers who enable all of this to happen, they provide skills for life and memories for life and enrich the lives of young people in our area. Without them we wouldn’t be the team we are and I know like many, it is one of the many reasons I enjoy being part of scouting. _Samuel Arnold, Group Scout Leader_ 18