2010 AGM

MINUTES OF THE ANNUAL GENERAL MEETING

Held on Monday 10 May 2010

THOSE PRESENT: 

APOLOGIES: 

The meeting started at 7.40 pm.

Ian opened the meeting by welcoming those present and thanking them for taking the time to attend.

APPROVAL OF AGM MINUTES FROM LAST YEAR:  ALL AGREED

Fund raising committee is still an action outstanding on parents.

We have over the last year explored various sites for a large storage container within the immediate area but to no avail.  This is still on-going.

GROUP ANNUAL REPORT

Ian presented highlights from a written report, commenting on how successful this year had been. 

As always, there have been leadership challenges but this year they are particularly acute at the 2^nd scout (school) troop.  This formed about three and half years ago, under the leadership of a young and enthusiastic group of leaders, who joined as a team even though none lived on our doorstep.  We have always known that they would ultimately look to move on, and probably do so together, and that time has come – they will leave us this summer.  We very much appreciate all their efforts and the contribution they’ve made to make this scout troop so successful but now need to find replacement leaders to take over from September (at a pinch, we might be able to muddle through until Christmas, running on the goodwill of other leaders, but this would not be a sustainable situation).

Last year’s AGM was unusually well-attended, probably because of the constraints we had financially and the suggestion we needed to raise subs.  These were increased, and coupled with reductions in spending (both planned and unplanned) have resulted in a sound financial position for the year, and this has enabled us to earmark a significant sum to be spent on additional/replacement equipment over the next couple of months (this weekend’s camp gave us the opportunity to take stock of what we need).

Ian formally expressed thanks to all the Leaders, and helpers, for the time and energy they had given to running the Group’s sections over the past year, and also to members of the Executive Committee for their behind-the-scenes support.

GSLs report: Paul highlighted the numbers involved within this group; 130 young people and 20 Adult Leaders which is excellent with lots of camps, badges, awards, certificates etc. 

Paul echoed Ian’s comments the regards to the goodwill of our current leaders, we can manage, but we could not continue to run for long when we will be so short of warranted leaders. It really would not be fair to ask more of the current leaders.

Scouts Troop OSR:  It is a stable group with an active programme. 24 children, with 3 leaders and 2 adult helpers regularly.

School Scout Troop:  16 boys and 4 girls with a very active programme

Monday Cubs: 15 members; Numbers will climb over the coming months when new Beavers will come through.  Active programme.

Tuesday Cubs: Currently running at 21.  This is lower than usual because we have been trying to control and balance the structure.  This group faces challenges on the leadership front.

Beavers: The decision was made to merge the 2 Beaver colonies in September 09, in order to ensure that there was an adequately strong leadership team.  This is strictly a temporary move, but there is currently no view of when they might separate.  The merger helped us financially, as we don’t incur the room hire charges for the second colony.  Whilst there were some concern at just how well things would work out with 35 children (31 boys and 4 girls), it has worked out surprisingly well.  All 4 girls move on over the coming months, and the Group has decided to actively seek to replace them.

Explorer Unit:  Although it is not part of our group we have strong links with them as they are a destination for many of our scouts and Chris Smith (one of our leaders) is very heavily involved.  The unit has been running for three years and are very active.

TREASURER’S REPORT:

Keith reported a much better financial position (£1600 better shape) than last year, due to the combination of increased income, reduced running costs, and a decision not to invest in new equipment last year.  Our accounts have been audited.  Significant points made in the financial report were as follows;

Spend on consumables is down about a third and activities down by about a quarter on what we had expected.  It was noted that where it seems appropriate, parents are asked to make a small contribution for certain activities, and this does help our funds stretch further – thank you parents.

This year, all the BBQ profits were our own (compared to last year, where we shared them with the Explorers, who had provided much of the manpower at one event).

Regarding income, we have done well on Gift Aid, thanks to Paul (though it will be less in the coming year due to changes in the relevant tax rates).  Subs are down a little due to numbers dropping, but helped by the increases in subs applied last Autumn (a £1 per term increase will apply from this Sept, to reflect inflation etc).

BBQ profits were down overall because of the bad weather, and our inability to secure a £-for-£ match.  We hope to do better this year and are already discussing a possible £-for-£ match.  The financial importance of BBQs was highlighted (without them, we’d have quite a hole in the budget) and it was emphasised that we remain keen to get parents involved in fundraising efforts in general.

Claire pointed out that when we decide to split the Beavers into two groups again we could apply for a start-up grant.  She noted that Development Grants are also available from Scout HQ.

APPOINTMENT OF CHAIR OF EXECUTIVE COMMITTEE:

The position is at the ‘gift’ of the GSL, rather than being elected, and Paul had asked Ian to stand again.  Ian will continue as Chair for the year ahead.

ELECTION OF TREASURER OF EXECUTIVE COMMITTEE:

Keith has reluctantly had to stand down after four years but his efforts have been very much appreciated.  Thank you Keith.  He was presented with a bottle of wine as a parting gift.

Sue Gibbs has kindly agreed to become Treasurer, and was elected unopposed. Thank you Sue.

ELECTION OF SECRETARY OF EXECUTIVE COMMITTEE:

Julie Windows has agreed to stay on for another year.  She was re-elected unopposed.  Thank you Julie.

ELECTION OF OTHER EXECTUIVE MEMBERS:

Nigel Cutland, Gillian Spicer, Marie Jefferies, Jo Creese

COMMENTS BY DISTRICT REPRESENTATIVE:

Claire thanked everyone for inviting her to the meeting.  She observed that everything was very visibly ‘in order’, and was very impressed with the thriving and active groups.  She thanked everyone for all their hard work, time and commitment.

Clare also suggested looking at the ‘Buddy Badge’ and making it exclusive to girls only already in Beavers, if necessary. Sue is going to look into this.

On our lack of Storage, Clare suggested since we have just had a local election maybe contacting the new local councillors?

ANY OTHER BUSINESS:

Chris noted that the waiting list had been reopened after a major refresh.  The point was made that it will need careful management if we are to sustain a sensible age profile across the group, without which the long term health of the Group unavoidably suffers.  Ian explained to Claire the Group’s criteria for admissions from the waiting list.  Paul has produced a spreadsheet allowing us to better understand when and where there will be progression within the Group, and this helps us better manage the flow.

The Next AGM will be sometime May 2011, but the next Exec Meeting will be held mid/late June.  The meeting closed at 8.20 pm