Annual General Meeting 2015
Minutes of the Meeting
1st Fenstanton and Hilton Scout Group
Hilton Village Hall, Sunday 20th September 2015
Martin Wallis opened the meeting, thanked all for attending and introduced officers attending.
Apologies for absence were received from Elaine and Chris Ward, Jessica Jardine, Susannah Collison, Alison Carrington and the Hillam family.
Approval of minutes – the minutes from the last AGM were approved at the first Executive meeting of the new year in September 2014.
Group Scout Leader and Section Report
Louise Clover took the opportunity to thank all the section leadership teams for their dedication, enthusiasm and hard work over the year and for providing such a varied, challenging and enjoyable programme for our Beaver, Cubs and Scouts. She drew the attention of those present to the annual report that was circulated to all families earlier in the week and encouraged everyone to read it and share with families as a way of appreciating what has gone on within the Group all year.
We have had another excellent year that included an international camp for our Scout Troop in the summer and a new leader’s camp in November 2014. This was an excellent opportunity for leaders to meet together to socialise and receive training and support away from the group night forum. It is hoped that this will become an annual event.
Louise also thanked the Exec committee for all their hard work in supporting the Group throughout the year and for their successful contributions to the year’s fundraising events.
Louise invited all to view the photo posters, photographs and slide show from the Cubs, Scouts and Beaver year on the wall in the big hall.
Helen reported that this was her first year in the role of Treasurer. It has taken a number of months to set up appropriate access to the group’s bank accounts so for this reason the detailed financial report cannot be presented as some data is still being verified. It is hoped a full report can be circulated once the year end has been completed. An independent accountant has been identified to sign off the accounts once complete. The Exec are looking to secure a software package that will enable us to run more efficient accounts, and thanks go to Ryan Clover for helping with the process.
Helen informed the meeting that the group takes £4000 -£5000 per year to run, including insurance, rent, membership fees etc. This is on top of the section led activities and camps delivered as part of the group programme, many of which are subsidised from section funds. Costs are continuing to rise.
Fundraising this year has been targeted mainly at individual member’s camp funds rather than group funds, reflecting the changing focus of fundraising activities within the group.
Gift Aid application is in process for the last year.
Subs have remained unchanged for the last few years, but will need to be reviewed this year. The Group Exec will meet to discuss in September 2015. Any increases will take effect from 01.01.16 and any existing member who still pay into their standing order into the RBS account will be asked at this point to switch to the Unity account.
Martin thanked all the current members for their commitment and enthusiasm. He outlined all the fund raising events run this year and drew everyone’s attention to the successful photo day that ran last Autumn. The Big Breakfast did not take place this year but a presence was had at the Fenstanton Sports day in July. Martin reported a good income alongside an invitation from the committee to come along again next year. The bag packing session raised a lot of funds for individual group member’s personal camping funds and the Christmas lights stall was well run by the Cub pack’s Sixers and Seconders and the Exec, good feedback was received and all survived the vile weather. Martin thanked all parents and relatives who attended and supported these events.
Martin drew everyone’s attention to the Group’s Easy fundraising account that is set up online and facilitates donated fundraising every time you shop at specific retailers online. Last year we received £257.97. All were encouraged to sign up.
The next camp specific fundraiser will be the CubJam family bingo/bangers and mash evening on 17th October.
Appointment of officers
At this point Martin formally resigned as Chairman. Appointments:
Chair – Martin Wallis nominated by Louise Clover, Seconded by Poppy Gowler.
Treasurer – Helen Rodriquez nominated by Poppy Gowler, seconded by Jo Hitchens
Secretary – Nicola Halls nominated by Ami Bailey, seconded by Rachel Allen.
Other Exec members – Poppy Gowler, Elaine Ward, Jess Lockwood, Connell Bell, Rebecca Cumbers, Cathy Fewtrell nominated by Paul Bingham and seconded by Gavin Bailey.
New Exec members –No new members were elected, Louse encouraged those present to consider whether they could offer any time to help the group. There are lots of opportunities.
District. – Unfortunately no member of the district team were able to attend this year. Martin thanked everyone for attending and drew the formal meeting to a close.
Presentations were made by Louise Clover and Lynne Radbone:
Jack Dady awards were presented to:
- Alice Fewtrell (Beaver),
- Adam Bell (Cubs),
- Lauren Bailey (Scouts),
- Jamie Ward (Young Leader)
Special certificated awards went to Charlie Carrington for his contribution to the District Cub Handicraft Competition and to Jamie Marsh for the contribution he has made throughout his transition through the sections and in recognition of the role model he has become within the Cub section.
Lynne Radbone 01.10.15