## **AGM Minutes of Meeting** |Meeting Date:|**09 July 2025**
Venue:
**Polestar Lodge**| |---|---| |Attendees:|**Members of Nuneaton North Scout Group, Parents/Families, Committee Members,**| ||**Stephen Haynes (District Lead Volunteer) and Nikki Moore (District Beaver Leader)**| |**Item No.**|**Description**| |---|---| |1.0
1.1
1.2
2.0
2.1
2.2
2.3
2.4
2.5|**Welcome and Apologies**
_Clare Hearnden (Chairman) led the Meeting._
Welcome everyone, including Stephen Haynes and Nikki Moore, representing Nuneaton District,
to our 2025 Annual General Meeting. This is the business meeting for our Scout Group, and I’d
like to thank everyone for attending.
Apologies received: Josh Perry and Beverley Mycock
**Governance**
Governance is our framework for authority and accountability in running Nuneaton North and is the
business side to our meeting. For this part of the meeting, I will require a show of hands in
agreement, however if anyone has any questions or disagrees with the proposed statement would
you please stand up, thank you.
So, starting with the acceptance of the minutes from our AGM in 2024. There are copies available
in the room and I put forward these minutes be taken as read, could I have a show of hands in
agreement thank you.
_Hands Raised in agreement from attendees._
We have always had a Group Constitution which details our aims and responsibilities within
scouting, this is set in our Policy Organisation and Rules document from Scouting Headquarters. A
copy can be obtained online at www.scouts.org.uk I put forward that this be accepted for the
coming year, could I have a show of hands in agreement.
_Hands Raised in agreement from attendees._
Our Statement of Accounts will detail our finances later in the meeting but our financial year dates
for the upcoming year need to be agreed. I therefore put forward that our financial year is 1st April
to 31st March, is everyone in agreement.
_Hands Raised in agreement from attendees._
Members of our Group Scout Council are all our Leaders, all parents/carers and guardians of our
young members, the Patrol Leaders in our Scout Troop, our Explorer Scouts, our District Lead
Volunteer and our District Chairman. I must legally inform the meeting of the following appointed
members, our non-uniform adult volunteers, to our Group Scout Council, they are:

Alan Mycock

Beverley Mycock

Nick Hearnden

Clare Hearnden

Michael Hearnden

Melissa Marsden

Kathy Deeming

Carl Smith

Susan Adcock
Our appointed members are part of our Working Committee, it is this Committee that ensures that
the business side of our Group runs smoothly, and Polestar Lodge is maintained. They are also a
main part of our fundraising team. If anyone would like to join this Committee and help out behind
the scenes especially with working on Polestar Lodge, please let me or one of our Leaders know,
you will be very welcomed.| Nuneaton North Scout Group Polestar Lodge Mancetter Road Nuneaton, Warwickshire CV10 0JU Charity no. 700235 |**Item No.**|**Description**| |---|---| |2.6
2.7
3.0
3.1
3.1.1|Nuneaton North Scout Group’s Trustee Board is responsible for ensuring we follow the Charity
Commissions Governance Code. The Trustee Board must consist of a minimum of 5 members but
no more than 12. Our current Trustees are:

Clare Hearnden

Rob Deeming

Sarah Maycock

John-paul Brocklehurst

Alan Mycock

Amy Fennell

Tracy Barnett

Susan Adcock
If anyone is interested in becoming a Trustee let me know. Please can I have a show of hands in
acceptance of our Trustee Board numbers being no more than 12.
_Hands Raised in agreement from attendees._
Finally, the last item under Governance is for the Group Scout Council to agree its quorum which
is the minimum number of members at a meeting.
The Trustee Board recommends the quorum should be set at 3 people, can I have a show of
hands to agree this number.
_Hands Raised in agreement from attendees._
**Reports**
Thank you for your support in our official business, it really is appreciated but now it’s time to move
onto our section reports beginning with Beavers.
_BEAVERS – (read by Sarah Deeming)_
A new leadership team started in April 2024 after the wonderful Tracey and Chloe left to focus on
family and new adventures.
The new team joined Jill, Sarah M and Ewen, who knew the beavers very well and helped with a
smooth transition. Jill started as a parent helper and was a huge support, she stepped away when
her son was too old for Beavers.
The Beaver team now consists of Louise, Jorja, Ewen, Tracy, Myself and two young leaders
Arwen and Charlotte.
We’ve had a steady 18-20 young people for the last year.
Beaver activities are quite focused on learning new things and experiencing some scouting and
adventurous activities, in some cases for the first time. A lot of our activities work towards badges.
This year the Beavers have worked hard to achieve their activity badges in:
-
Creativity badge, through activities such as bell ringing, building machines, string art,
canvas painting and clay modelling.
-
Campcraft badge, through activities such as fire lighting and cooking on fires.
-
Safety badge, by learning about water safety, both in discussions and on water activities
and fire prevention, with a visit to Nuneaton Fire Station.
-
Experiment badge, this year we have done quite a lot of experiments, including lava
lamps, slime, volcanoes, making ice-cream and learning about magnets.
-
Money badge, beavers have taken part in activities that helped them to learn about the
history of money, the value of money and practice making decisions when it came to
spending and saving.
-
Global badge, beavers have spent time learning about the world, they have tried fairtrade
foods, learnt about endangered animals, saving energy and recycling and completed a
water filtration activity.
-
Beavers have also completed their space, cooking, communicator and photography
badge.
They have also been working hard to complete their challenge badges; challenge badges have a
lot more requirements to complete and are worked on throughout a child’s time at Beavers. There| Page 2 of 8 |**Item No.**|**Description**| |---|---| |3.1.2
3.1.3|are 6 challenge badges, if a Beaver completes all their challenge badges, and 4 activity badges,
they will earn their Bronze Beaver Award, which is the highest award a Beaver can achieve.
-
This year to achieve their skills challenge badge they have completed activities in healthy
eating, rolling their neckers and tying shoelaces,
-
They have worked together in tasks and games to achieve their teamwork challenge
badge.
-
My World Challenge badge, taking part in nature walks, planting and learning about
scouts across the world.
-
Outdoor Challenge badge, through activities such as pioneering, bug hotels and wide
games.
-
Adventure Challenge badge, beavers have been bouldering, hiking, orienteering and
canoeing.
(Personal Challenge- complete 2 challenges, one set by self and one set by leader)
Beavers (and other sections) also work towards staged badges, where they can earn badges as
they build up their experience and confidence in different activities, for example, the beavers have
achieved level 1 and 2 in their Time on the water badge and nights away badge.
We try to attend as many District activities as possible; Beavers have taken part in:
-
St George’s Day
-
District Camp 2024, which included canoeing, kayaking, pioneering, tent pitching, games
and an alpaca walk!
-
District Beaver Quiz
-
District Beaver Halloween party
-
Gang Show, where 3 talented beavers from our group bravely took part.
_CUBS – (read by Sarah Maycock)_
The Cubs have faced a lot of changes over the last few weeks. We’ve said a sad goodbye to Chil
who has moved on to other things and we’ve waved farewell, for now, to Akela while she goes off
on maternity leave. Sarah M has taken over from Akela and Sam has taken over from Chil, we
have also had Tabitha start as a young leader with us whilst she is working on her DofE award.
Several badges have been awarded, and more are being worked on. In the last few weeks, the
Cubs have been working on their knotting and pioneering skills, they’ve built some working
flagpoles and designed their own flags to go on them. We have also been getting creative and
made cards and gifts for Mother’s Day. Lots more fun things are on the programme for over the
next few weeks. We are looking forward to the lighter evenings so that we can get outside and
work on our outdoor skills.
_SCOUTS – (read by Sarah Maycock)_
Our lively Scout troop have had another active year, learned new skills and enhancing existing
ones as well as having lots of fun.
Our weekly meetings have consisted of:

Canoeing and kayaking

Problem solving activities; 40 Challenges

Baking

Exploring Hartshill Hayes and the Windmill nature reserve

Climbing

Woodwork

Pancakes

Home help for e.g., using the washing machine and hoover.

Going to London to take part in Live Monopoly

Map reading and compass skills,

Hiking,

Wide games,

Scavenger hunts,| Page 3 of 8 |**Item No.**|**Description**| |---|---| |3.1.4
3.1.5
3.2
3.2.1|
Cooking on fires,

Water games,

Lots of craft towards the Art Exhibition

St George’s day and remembrance parade

Stove safety

Going to watch gang show and much more.
Some of our Scouts had the opportunity to take part in the Scout take over at Gillwell, this was a
week of adventurous activities including high ropes, climbing, rafting, Archery, fencing, a day trip
to London and the Sealife centre, working towards badges, making new friends and much more.
We held a camp at Mancetter Scout HQ in February, some of our older scouts completed their
Expedition Challenge. We also enjoyed nights away at District camp, Family camp and District
ghost hunt.
As well as getting together with the rest of the district to take part in sports evening and the quiz.
We have been working hard towards activity, stage and challenge badges which all go towards the
highest badge for the scout section, the Chief Scout Gold award.
Thank you to all the leaders and parents who have supported the troop throughout the year.
_EXPLORERS – (read by John Paul Brocklehurst)_
Explorers have had another busy year, our weekly meetings have been fun packed for our young
people, helping them develop skills for life.
Activities have included: Pancakes, hiking, baking towards chef’s badge, axe throwing, canoeing,
just dance, badge work, water games, shooting, climbing, wood craft, gang show, ice skating,
international cooking, fires, wide games, going to London to play Live Monopoly and lots and lots
of Art for the exhibition and much more.
Bronze Expeditions in Leicestershire and Silver Expeditions in Derbyshire and the Shropshire Hills
have encouraged some of our young people to work towards the Duke of Edinburgh’s award and
their Chief Scout Platinum and Diamond awards.
We have also taken part in District event as well as St George’s day parade and remembrance
parade. Other night away experiences have included taking part in district camp and family camp.
Thank you to all the leaders and parents who have supported the unit throughout the year.
_NETWORK – (read by Louise Smith)_
At Network, we have 4 regular members. Over the last 12-months, Network have done a range of
activities including a Nerf-Gun fight, Baking and Games Nights. We are looking forward to
welcoming in new members in the future and involving them in future planning nights.
Thank you, it is always good to hear what our younger members have been doing. Now it is time
for our Group Activities, Events and Trustee Board Reports.
_GROUP ACTIVITIES – (read by Rob Deeming)_
Nuneaton North have had another successful year as you have just heard, from the section
leaders. We have enjoyed lots of fun and challenging activities. We have attended many district
events as well as our own group events.
We have seen changes within our leadership team, with Hannah Mills taking a break from cubs to
start her own family. We have also made changes to our group exec to fall in line with Scout
Headquarters directive. We continue to have a trustee board that is in control of the governance of
the group, and a working committee that takes care of our day to day running of the group.
One of our main roles on the committee that has changes is that Alan Mycock, after 27 years as
treasurer, stepped down 12-months ago at the last AGM and handed the books over to Tracy
Barnett.
As a group, we are always looking for new adults, both as leaders and as committee members, so
if anyone is looking to undertake some volunteering, please come and see one of us at any time.
Next, is a bit of sad news. You may have noticed that tonight that the flag is at half mast as we pay
our respects to John Mason. John served as a leader within this group, and within the Atherstone
district over many years. He was one of the volunteers that help fund-raise for the building that we
are in today and helped with the building works. I would like to send his family our respects and
condolences at this time.
I would like to thank all the leadership team for their constant hard work in putting together a
fantastic programme for the youngsters of the group, week in, week out. Some of these leaders| Page 4 of 8 |**Item No.**|**Description**| |---|---| |3.2.2|have multiple roles within the group, spending multiple nights a week at section meetings, district
meetings and committee meetings. On top of this, they attend weekend sleepovers, camps, DofE
expeditions and so much more – so thank you.
I would also like to thank the trustee board and working committee as once again, they have put in
a great deal of time and effort in keeping us on the straight and narrow, alongside keeping the
building in good condition and continually raising funds. I hope you have all noticed that this room
has had new flooring and new windows installed, which were paid for by grants that had been
successfully acquired by Clare, the group chairman. Applying for grants is a long and thankless
take that take hours to complete the paperwork, so thank you Clare.
My last item is to announce that in September, we are going to open a Squirrel Drey group, which
will be open on Monday nights before Scouts. Squirrels is ages 4 to 6 and will be from 5.30 till
6.30pm. Information can be found on the newsletters on the tables this evening, and an email
address is available for enquiring about spaces.
_EVENTS REPORT – (read by Sarah Deeming)_
In the last year we set up a more formal events group to help run a variety of events, with
improvements in marketing and resources/time to set up and clear away after events.
This year we hosted the usual annual:
-
Barn Dance
o
A family fun event, with a professional band and caller who guide us all into
becoming brilliant dancers!
o
We have a licensed bar and sell hot food at our barn dance.
o
Approx. 85 people.
o
Profit of £271
-
Race Night
o
This is an event where we show a set of pre-recorded horse races and guests bet
in multiples of 50p. Half of the money bet on each race goes to the winners and
half goes to the group funds.
o
This year 10 races were sponsored by local businesses or causes.
o
Approx. 60 guests.
o
Premier Puppy Training, All Mana of Games, Hinckley Island, Malt Shovel, Food
Hall, POD, Steve Tizick Plumbing, Bob Ward photography
o
Profit of £800
-
Halloween party and escape room
o
Halloween has a different spooky theme each year, last year’s event was themed
around ‘Day of the Dead’, we set up an escape room in the office, where groups
had to work out a series of clues to find the key to escape. Alongside that we had
activities for children to take part, including a disco, fancy dress competition, and
showing of Coco the film and a lucky dip raffle.
o
Approx. 50 guests
o
5 groups took part in the escape room.
o
Profit of £267
-
Scouts Christmas Chaos
o
Prize bingo, where people play to win food hampers
o
Hot food on sale and a free sherry on entry
o
Beavers entertained with bell ringing
o
Carol singing
o
Profit £118
-
Annual New Year Walk
o
We’ve been runningan annual walkingchallenge since our centenary year in| Page 5 of 8 |**Item No.**|**Description**| |---|---| |3.2.3
3.3
3.3.1|2014, the walk started as a 100-kilometer relay, where groups would walk and run
around a pre-set route of different lengths, until a total of 100k was reached in 24
hours. That walk increases by a kilometer each year. In the last few years, the
walk has developed into a more relaxed walk to get out and about in the new
year, we offered an 11k, 6k, 4k, 1.4k route, where people all walk together and
meet back here for pancakes and hot drinks at the end.
o
58 people joined us this year.
We also hosted our first:
-
Casino Night
o
Ran 5 popular casino games for prizes, guests paid an entrance fee, they had
canapes throughout the night, each games table had a league, where guests
played to earn the most chips to be first place and win a prize. Prizes included
hotel night stays, a back massage, meal vouchers and more. 11 guests. Making a
profit of £255
-
Art Exhibition
o
All sections created a number of art pieces that they displayed all together at a
special exhibition to help them achieve their creative badge.
o
Profit of £131
In addition, we attended 3 local events, one with a tombola stall and one with a cake stall and we
supported the Sheepy Ploughing match with their car park (£516)
We have also continued to run our monthly bingo events. Yearly profit £1798
Total profit over £4k.
_TRUSTEE REPORT – (read by Clare Hearnden)_
Our Trustee Board is a strong team; we have a group of adults working to support the Group and
a good group of leaders providing for our young members.
It has been quite a learning year with many changes in the legal running and business side of the
Scout Group. Our team of Trustees have worked hard to oversee the maintenance of the building,
the finances of the Group and the provision of activities for our young members. This year we
have focused on the maintenance of our HQ and have successfully been awarded grants for new
flooring and new windows. In addition, Amy has liaised with the King’s Trust who have painted our
main hall and toilets.
Our Working Committee have continued to support our Group, helping at many of our fundraising
events, working on our HQ maintenance requirements and producing our newsletter.
This support is so important to us all and very much appreciated.
All roles in Scouting are voluntary but not all roles involve working with our young members. There
are many ways you can help our Group, from just one hour a year, yes really, to a longer more
regular length of time, there are many ways you can be involved. As Group Chairman I’d like to
thank our Trustee Board, our Working Committee and all our Leaders.
Tracy please could you give our Statement of Accounts for 2024/2025, thank you.
TREASUERER REPORT –_(read by Tracy Barnett)_
Please bear with me as I am reporting in a new format for the 2024 to 2025 financial year. This will
allow us to have a comparison year on year in this new format.
You should all be able to see a statement of account on each table. This shows the full accounts
in detail for your review.
As you can see from the accounts, we have a total of £32,160.00 in the account between 2024
and 2025. This has come from the following areas:

Subs

Camping

Clothing

Mini-Bus Hire

Fundraising

Grants| Page 6 of 8 |**Item No.**|**Description**| |---|---| |4.0
4.1
4.2
4.3
4.4
5.0
5.1
5.1.1
5.1.2
5.1.3
5.1.4
5.2
5.2.1
6.0|
Gift Aid and More
From this income, we have paid out £31,683.00 which has been spent on the following:

Sectional Budgets

Camps

Clothing and Badges

Maintenance

Utilities

Grants (the grants we have received this year have been for the floor replacement, new
windows and a new loft access hatch and ladder).
Overall, across the three accounts, we have ended the year with a profit of £477.00
At the end of March 2025, we ended with a balance across all accounts of £11,377.00.
Sarah has spoken about the fundraising events from 2024 to 2025, however one thing to mention
is that we will be looking to do a new/separate fundraiser specifically to raise vital funds for a new
minibus. This will take place in 2025/2026 financial year.
**Appointments**
It is now time for Appointments; I will hand over to Rob for the Chairman election for the next 12-
months.
_Rob_– The recommendation for our chairman is the continuation of Clare Hearnden. Clare, are you
happy to continue the role for this next year? “Yes”. Can I see a show of hands in agreement,
thank you.*_Hands Raised in agreement from attendees._
Rob hands back the presenting to Clare. It is now my job to elect our new Treasurer. The
recommendation of our new Treasurer is Tracy Barnett, are you happy to continue in this role for
the next year? “Yes”. Can I see a show of hands in agreement thank you. *_Hands Raised in_
_agreement from attendees._
The recommendations for our Trustee Boards are:
myself as Chairman, Tracy as Treasurer, Rob as Group Lead Volunteer, Amy Fennell, Sarah
Maycock, Alan Mycock, John-Paul Brocklehurst and Susan Adcock. Please can I have a show of
hands in approval of our Trustee Board members, thank you. *_Hands Raised in agreement from_
_attendees._
A role that no longer requires election but is a vital part of our Group is that of Group Secretary
and I’m very pleased that Mel Marsden is our Group Secretary as well as being a member of our
Working Committee and soon to be a uniformed Leader.
**Presentations / Awards**
And finally, the fun part… it is now presentation time for which I’ll hand back over to Rob to begin
with the Beaver Awards, and joining him will be Nikki, the District Beaver Leader.
Chief Scout Bronze Beaver Award was Awarded to;

Gwen

JJ

Ben

Ahmed

Max

Margo
Chief Scout Gold Award is awarded to Cameron
Bronze Duke of Edinburgh Award is awarded to Chloe
Chief Scout Platinum Award is awarded to Tilly
I would like to ask Stephen Haynes our District Lead Volunteer if they would like to say a few
words.
Stephen Haynes_“Thank you all around to all volunteers and adults who help to deliver the_
_fantastic programme here at Nuneaton North. A big thank you to Rob Deeming for continuing to_
_undertake the role of Group Lead Volunteer and for the support given within the wider district.”_
**Closing**| Page 7 of 8 |**Item No.**|**Description**| |---|---| |6.1|If there are no questions, I would like to thank everyone for attending our Annual General Meeting
for 2025 and close the meeting at 20:38.| Page 8 of 8 ## **NUNEATON NORTH SCOUT GROUP** # **UNAUDITED ACCOUNTS** **FOR THE YEAR ENDED 31 MARCH 2025** ## **NUNEATON NORTH SCOUT GROUP** ## **BUSINESS INFORMATION** **Trustee Board** Chairman – Clare Hearnden Treasurer – Tracy Barnett Group Lead Volunteer – Robert Deeming Trustee – Sarah Maycock Trustee – Amy Fennel Trustee – John-Paul Brocklehurst Trustee – Susan Adcock ## **NUNEATON NORTH SCOUT GROUP** ## **CONTENTS** **Page** Profit and loss account 2 Balance sheet 3 ## **NUNEATON NORTH SCOUT GROUP** ## **INCOME AND EXPENDITURE ACCOUNT** ## _**FOR THE YEAR ENDED 31 MARCH 2025**_ |**£**
**Turnover**
Subscriptions
6,314
Camps
3,695
Clothing
185
Minibus
500
Other Income
1,803
Fundraising
6,057
Interest
114
Grants
8,776
Gift Aid
4,716
**Cost of sales**
Sectional Expenses
2,320
Camps
4,004
Clothing
611
Other Expenses
3,322
**Gross (loss)/profit**
**Administrative expenses**
Utilities
9,705
Equipment
102
Minibus Expenditure
538
Fundraising
2,035
Maintenance
392
Grant Expenditure
8,654
**Total (loss)/profit**|**2025**
**£**
32,160
10,257
21,903
21,426
477|**2024**
**£**
**£**
17,437
21,393
(3,956)||**2024**
**£**
17,437| |---|---|---|---|---| |||||| |||||| ||||(3,956)|| - 2 - **NUNEATON NORTH SCOUT GROUP** ## **INCOME AND EXPENDITURE ACCOUNT** _**FOR THE YEAR ENDED 31 MARCH 2025**_ - 2 - ## **NUNEATON NORTH SCOUT GROUP** ## **NOTES TO THE ACCOUNTS** ## _**FOR THE YEAR ENDED 31 MARCH 2025**_ |**Notes**
**Current assets**
Cash at bank – Barclays
Cash at bank – Barclays Savings
Cash at bank – Lloyds
Cash in Hand
**Capital account**
At 1 April 2024
(Loss)/Profit for the year
At 31 March 2025|**2025**
**£**
**£**
3,310
7,638
389
40
10,900
477
11,377|**2024**
**£**
**£**
3,769
6,892
200
40
14,856
(3,956)
10,900| |---|---|---| - 3 - ## **NUNEATON NORTH SCOUT GROUP** # **UNAUDITED ACCOUNTS** **FOR THE YEAR ENDED 31 MARCH 2025** ## **NUNEATON NORTH SCOUT GROUP** ## **BUSINESS INFORMATION** **Trustee Board** Chairman – Clare Hearnden Treasurer – Tracy Barnett Group Lead Volunteer – Robert Deeming Trustee – Sarah Maycock Trustee – Amy Fennel Trustee – John-Paul Brocklehurst Trustee – Susan Adcock ## **NUNEATON NORTH SCOUT GROUP** ## **CONTENTS** **Page** Profit and loss account 2 Balance sheet 3 ## **NUNEATON NORTH SCOUT GROUP** ## **INCOME AND EXPENDITURE ACCOUNT** ## _**FOR THE YEAR ENDED 31 MARCH 2025**_ |**£**
**Turnover**
Subscriptions
6,314
Camps
3,695
Clothing
185
Minibus
500
Other Income
1,803
Fundraising
6,057
Interest
114
Grants
8,776
Gift Aid
4,716
**Cost of sales**
Sectional Expenses
2,320
Camps
4,004
Clothing
611
Other Expenses
3,322
**Gross (loss)/profit**
**Administrative expenses**
Utilities
9,705
Equipment
102
Minibus Expenditure
538
Fundraising
2,035
Maintenance
392
Grant Expenditure
8,654
**Total (loss)/profit**|**2025**
**£**
32,160
10,257
21,903
21,426
477|**2024**
**£**
**£**
17,437
21,393
(3,956)||**2024**
**£**
17,437| |---|---|---|---|---| |||||| |||||| ||||(3,956)|| - 2 - **NUNEATON NORTH SCOUT GROUP** ## **INCOME AND EXPENDITURE ACCOUNT** _**FOR THE YEAR ENDED 31 MARCH 2025**_ - 2 - ## **NUNEATON NORTH SCOUT GROUP** ## **NOTES TO THE ACCOUNTS** ## _**FOR THE YEAR ENDED 31 MARCH 2025**_ |**Notes**
**Current assets**
Cash at bank – Barclays
Cash at bank – Barclays Savings
Cash at bank – Lloyds
Cash in Hand
**Capital account**
At 1 April 2024
(Loss)/Profit for the year
At 31 March 2025|**2025**
**£**
**£**
3,310
7,638
389
40
10,900
477
11,377|**2024**
**£**
**£**
3,769
6,892
200
40
14,856
(3,956)
10,900| |---|---|---| - 3 -