CABOT DISTRICTSCOUT COUNCIL

MINUTESOF ANNUAL GENERALMEETING2nd July 2015 at 26th Bristol (Northcote) HQ

1. Welcome and ApologiesGraham Cooper (GC) welcomed everyone and the District President and VicePresidents, and thanked the 26th Bristol for their hospitality. A list of those present isattached, as well as a listof apologies received. GC congratulated ChrisGavriel (CG)on his appointment as the new DC for Cabot. In addition, Isabelle Mills CC'srepresentative, BarrySeward, ACC Activities were welcomed to the meeting.

AOB - GC advised that an update on compass and adult application processingwould be dealt with at the end of the meeting.

2. Minutes of the previous meeting - 2014GC summarised the minutes of the meeting last year, and a copy isattached to theseminutes.Proposed as accepted by Clare WaggettSeconded by Phil Taylor

3. Receive and adopt accountsHelen Hobbs (HH)presented the District accounts and provided an overview details ofwhich are attached to these minutes.Proposed as accepted by Steve WaggettSeconded by Tracy Judge

4. Appointment of Mrs Suzanne Bishop ACCASuzanneBishop(Certified Accountant) agreed to be the Scrutineer for the accounts forthe coming year.Proposed by Graham CooperSeconded by Helen Hobbs

5. Acknowledgement of District President and Vice PresidentsGC welcomed the District President- George Ipesyneski,and the Vice Presidents:TerryBower, PeterShoreMBE,Mike Long, Keith Dawes, David Nicholls.

Cabot District AGM 2015 1

rI

GC acknowledged that fantastic work that the President has been doing in the District,in particular the fund raising work with the 43rd Bristol. Hissupport to Cabot District isappreciated by all our adults and young people.

GC noted that it was with sadness that we lost Doc Grimaldi in September 2014. Docwas a real star in the District, and we mourn his passing and the world has lost anotherspecial person who helped to develop and shape scouting.

6. DC'snomination for DistrictChairCG nominated for the 2015 / 2016 year - Graham Cooper; this will be Graham's finalyear and Chrisrecorded histhanks on behalf the District.

7. Nomination of SallyAttryde as DistrictTreasurerJames Leyland has been undergoing chemo treatment for cancer, and is taking asabbatical at this time. GC explained that during this period Mrs Sally Atrryde hadagreed to be Acting Treasurerfor the District.Nominated by He/en HobbsSeconded by Graham Cooper

S. Nomination of DistrictSecretaryIsabelle Mills (IM) had taken on the role as DistrictSecretary from SueNorman.Nominated by Graham CooperSeconded by Emma Barton

9. Nomination to the DistrictExecutiveThe following people were proposed on group to the District Exec:

a. TerryWrightb. Helen Hobbsc. RonHiggsd. John Gilliarde. Emma Bartonf. BryonyBakerg. Tracey Judge

Nominated by Keith DawesSeconded by Mark Taplin

At this point GC asked for those present to acknowledge the BEMAward to ClareWaggett.

10. Updates

Clare Waggeff - Explorer Leader - Young Leader Unit

Cabot District AGM 2015 2

Clare provided an update on the Young Leader scheme. Cabot YListhriving, 68YLsonrecord.

Rob Laurence - Namaste SAS UnitRob reported in 2014 on the preparations for the trip, and this year we were shown thevideo of the 2014Jungle Jamboree. Thereare plans to return in April 2016 to undertakeleader training, and in 2018another Jungle Jamboree

Ten TorsUnfortunately there was no one available to provide an update on the night so a videopresentation was shown at the end of the meeting.

Shaun Ho/mwood - Duke of Edinburgh SAS UnitShaun gave an overview of the development of DofE in Cabot. There are now twoDofE Unitsin the District (Northcote and Whitehawks). 31 Bronze, 14Silverand 11GoldAwards have been presented. Currently 9 working towards Bronze,2 towards Silverand12currently working towards Gold. 32 participants in Whitehawks.

Steve Waggett & Anna Sutton - Queens ScoutSteve gave an overview of the scheme and the nine awards issued in the lastyear. Anna gave a presentation of her Gold DofE Award. SWis also the County QScoordinator for the County.

11. DC review

• Chris thanked everyone for their support os he started up his new role. Veryhumbled by such overwhelming response from everyone around the District afterthe announcement was made.

• Reminded everyone about a quote from Baden Powel!: "Scouting is a movement,because it moves forward. As soon as it stops moving, it becomes an Organisation,and is no longer Scouting." Chris said how powerful this quote was, and stressedthe importance that Cabot should do their best to always strive to do things thathad an impact on YPand their communities.

• Referred to a story (Tadpole's Promise)about how hard it was to keep a promise toothers, and therefore he said he would kept his targets simple which was to:Support the YPand adult volunteers within the district, work closely with GSLsandtheir Executives to keep the provision of Scouting relevant and purposeful to thecommunities they serve and work closely alongside the County team to ensurethat the National Scouting visionof 2018ismet here within the District.

• Very excited to be working alongside everyone and wishes to be anapproachable DC for both the YPand adults.

• Chris ended by saying he was looking forward to working alongside DistrictExecutive, and everyone in Cabot in the months ahead.

12. CC'srepresentative

Cabot District AGM 2015 3

r .

Isabelle gave a report from the CC on the development work within Avon and theplans for 2016:

Work to embrace the new programme; introduce the networks into our Districts:review the way we provide and delivery training in the County; Ensure qualityprogrammes remain within our existing sections and that we strength these groups;utilise projects such as Pearsand Grow your Group; ensure we are inclusive; encourageall youth to have their voice heard; become more visible in our communities.

13. AwardsThe following awards were presented:

• LongService award 15 years: Shaun Holmwood.• LongService award 25 years: Clare Waggett• CG also took the opportunity to congratulate Clare's BEM.• CG also reported about the presentations of SilverAcorns to Sarah Jenkinson CSL

77th Bristoland Julie Webber BSL169th Bristol. Ron Higgs - Exec member of 44thBristolwas present and Chrispresented him with hisSilverAcorn.

• GC made a presentation to IM form the District to thank her for her work as DC.

14. Any Other BusinessBarry Seward - ACC ActivitiesBarryprovided an update on the activities that are available to all young people withinthe County. Further details can be obtained from Barry.

TerryWright - Chair, ACCTerryexplained the interim procedure in Cabot to process adult applications.

Lastly, GC thanked the 26th Bristolfor the use of their premises, and in particular Andyand Helen Hobbs for other matters in preparing for the AGM, and the Cabot SASUnitfor organising the hospitality.

Themeeting closed at 9.30pm after which refreshments were served

Cabot District AGM 2015 4

Trustees' Annual ReportFor the periodFrom (start date) r-1-o"""I-,TI-o"""I-4"""1-~4-. "lhoend date L-3....L_J-0.....l._3..J.._J-5_'..IJ

SectionA Referenceandadministrationdetails

Charity name ICabot District Scout Council IOther names the charity is known by

Registered charity number (if any)

Charity's principal address 12 Downs Cote Avenue

Bristol

Postcode iBiSi9i3iJiX

Names of the charity trustees who manage the charity

123456789

10111213141516171819202122232425

Trustee Name Office (if any) Dates acted if notfor whole year

Graham Cooper ChairIsabelle Mills District CommissionerChris Gavriel Assistant District ComnJames Leyland TreasurerSue Norman SecretaryTracy Judge District Explorer ScoutTerrr.Wright Appointments ChairmaVacant 18-25 RepresentativeJohn GilliardRon HiggsHelen Hobbs DESA

SectionA Referenceandadministrationdetails(continued)

Names and addresses of advisers (optional information but encouraged as best practice)

Type of advisor Name AddressScrutineer Suzanne Bishop 1, Gordano Court

SerbertWayPortisheadBristol, BS20 7FS

1 LT700001

Description of the charity's trusts

Section B Structure, governance and management

Typeof goveming document

Constituticn

How the charity is constituted(e.g. trust, association, company)

Trustee selection methods(e.g.appointedby, electedby)

The District's governing documents are those of the ScoutAssociation. They consist of a Constitution, which in line withPOR and common to all scouts ..

The District is a trust established under its rules which arecommon to all Scouts.

The Trustees are appointed in accordance with the Policy,Or anisation and Rules of The Scout Association.

Additional governance issues (optional information but encouraged as best practice)

You may choose to includeadditional information, whererelevant, about:

Policies and procedures adopted for:a) the induction and training of trustees;b) trustee' consideration of major risksand the systems and procedures tomanage them

2 LT700001

The District is managed by the District Executive Committee,the members of which are the 'Charity Trustees' of the ScoutDistrict which is an educational charity. As charity trusteesthey are responsible for complying with legislation applicableto charities. This includes the registration, keeping properaccounts and making returns to the Charity Commission asappropriate.

The Committee consists of 3 independent representatives,Chair, Treasurer and Secretary together .with the DistrictCommissioner, District Explorer Scout Leader and otherexperienced Scouting representatives. It meets about 4

This Executive Committee exists to support the DistrictCommissioner in meeting the responsibilities of theappointments and is responsible for:

The maintenance of District property;The raising of funds and the administration of District finance;The insurance 'of persons, property and equipment;District public occasions;Assisting in the recruitment of leaders and other adultAppointing any sub committees that may be required;Appointing District Administrators and Advisors other thanthose who are elected.

Section B

Risk and Internal Control

The District Executive Committee has identified the majorrisks to which they believe the District is exposed, these havebeen reviewed and systems have been established tomitigate against them. The main areas of concern that havebeen identified are:

tructure, governance and management (continued)

Injury to leaders, helpers, supporters and members. TheDistrict through the capitation fees contributes to the ScoutAssociations national accident insurance policy. RiskAssessments are undertaken before all activities.

Reduced income from fund raising. The District is primarilyreliant upon income from subscriptions and fundraising. TheDistrict does hold a reserve to ensure the continuity ofactivities should there be a major reduction in income. TheCommittee could raise the value of subscriptions to increasethe income to the District on an ongoing basis, eithertemporarily or permanently.

Reduction or loss of leaders. The District is totally reliantupon volunteers to run and administer the activities of theDistrict. If there was a reduction in the number of leaders toan unacceptable level in a particular section or the District asa whole then there would have to be a contraction,consolidation or closure of a section. In the worst casescenario the complete closure of the District.

Reduction or loss of members. The District provides activitiesfor all young people aged 6 to 18. If there was a reduction inmembership in a particular section or the District as wholethen there would have to be a contraction, consolidalion orclosure of a section. In the worst case scenario the completeclosure of the District.

Risk and Internal Control

The District has in place systems of internal controls that aredesigned to provide reasonable assurance against materialmismanagement or loss, these include 2 signatories forcheques and a comprehensive insurance policies to ensurethat insurable risks are covered.

3 LT700001

Section C Objectives and activities

Summary of the main activities inrelation to these objects

The objectives of the District are as a unit of the ScoutAssociation.The Aim of The Scout Association is to promote thedevelopment of young people in achieving their full physical,intellectual, social and spiritual potentials, as individuals, asresponsible cltizens and as members of their local nationaand intemational communities. The method of achieving theAim of the Assodation is by providing an enjoyable andattractive scheme of progressive training, based on theScout Promise and Law and guided by adult leadership.

The District has provided a support structure within which thegroups can operate and fulfil the requirements of POR in asafe and sound way. Training has been provided forexecutive committees and financial support for leaders toundertake additional instruction in activities to open furtheropportunities to Young people:The District has provided camping experiences with teambuilding, both physical and intellectual challenges.The District has arranged a promise renewal serviceexploring spirituality and what the Scout promise means tothe Young people today.The District has carried out its' responsibility to selectleadership who will further promote the aims of the ScoutAssociation.

Summary of the objects of the charityset out in its goveming document

Additional details of the objectives and activities (optional information but encouraged as best practice)

You may choose to include further The accounts have been drawn up on the receipts andpayments basis, which is consistent with the previous year.The accounts for the year show a small deficit of £329 (2013-

statements, where relevant, about: 14 was a deficit of£16,657).At the end of the year the District's income reservesamounted to £63,625 (2013-14 £63,554).

• policy on grantmaking,

The restricted funds Loach Fun balance at the year end is£4,353. The Loach fund is restricted to young people in theold Bristol West District .

• contribution made by volunteers.

" ..;;.

4 LT700001

Section[I Achievementsandperformance

Cabot District continues to grow in numbers.Most activities in Cabot District are self-funding. The

district supports financially where the Executive Committeefeels that it is most appropriate (e.g. the Adventure Fund,Group subscriptions subsidy and World Jamboreesubsidies). It also uses funds for general administration ofCabot District and to support leader training.

This years Cabot budget was subsidised by 50% usingCabot reserve funds.

A grani of £1500 was paid to the Scouts & Explorersattending Nemaste Nepal trip.

overso young people took part in the Ten Tors training

the" charity during the year which this year was self-funded. . .- A grant of £1500 was received for the Children's HospitalScout Group.

This year for the first time in many years many of ourExplorers achieved both their Queen's Scout Award & Dukeof Edinburgh Gold Award.

£1115 has been made in Adventure fund grants. (AllScout Groups in Cabot can apply for grants of up to £500 percalendar year until the original £25k is used).

Summary of the main achievements of

SectionE

Brief statement of the charity's policy onreserves

Details of any funds materially in deficit(circumstances plus steps to eliminate)

inancialReview

Reserves PolicyThe District's policy on reserves is to hold sufficient resourcesto continue the charitable activities of the District shouldincome and fundraising activities fall short. The DistrictExecutive Committee considers that the District should hold asum equivalent to 6 months running costs, circa £3k.

Further financial review details (optional information)

You may choose to include additionalinformation, where relevant, about Investment Policy

• the charity's principal sources of funds ( The District's Income and Expenditure is very small and as aconsequence does not have sufficient funds to invest inlonger-term investments such as stocks and shares. TheDistrict has therefore adopted a low risk strategy to theinvestment of its funds. All funds are held in cash using onlymainstream banks or building societies or The ScoutAssociation's Short Term Investment Service .

• how expenditure has supported the key The District Executive regularly monitors the levels of bankobjectives of the charity; balances and the interest rates received to ensure the District

obtains maximum value and income from its bankingarrangements. Occasionally this may involve using anaccount that requires a period of notice before funds may bewithdrawn, before doing so the District Executive considersthe cash flow requirements.

SectionF OtherOptional Information

Plans for future periods (details of anysignificant activities planned to achievethem)

5 LTI00001

, " Section G . Declaration . • "

The trustees declare that they have approved the trustees' report above

Signed on behalf of the charily's trustees /"~)f WJ)

I \P!}f-]7"Signature(s)

Full name(s)1\.\' ..Graham_~opper

I fL>e:J20A.~IIHelen Hobbs

Position (e.g. Secretary. Chair) ISecretaryIChair

Date IQI-2;J-ch I \IIS!

6 LT700001

Cabot District Scout CouncilReceipts and Payments Account

For the yearfrom 1 01"p~14 11 To 31-Mar-15

Receipts ,afild,payments , ..~:', ' . , : .2014115 2013114

Unrestrictedfunds

£

Restrictedfunds

£

Endowmentfunds

£

Total funds

£

Total funds

£Receipts

Donations, legacies and similar income

Membership subscriptions from Groups 48,431 48,431 45,168Membership subscriptions from Explorers 9,684 9,684 8,798Less: Explorer subscriptions paid on I to DistJict)

Less: Ten Tors subscriptions paid on (to District)

Less: Membership subscriptions paid on ( to County trom Gmup)(49,472) (48,734)(49,472)

Net membership subscriptions retained 8,643 8,643 5,232District Donations

Loan repayment 298 298

Legacies

Gift Aid - Cabot

Gift Aid - Ten Tors 1,390 1,390 1,540

Sub total 10,331 10,331 6,772

Grants

Maintenenace grant

Other grants 1,500 1,500

Sub total 1,500 1,500

Fundraising (gross)

DoE 876 876

Misc 487 437

Sectional activities 4,649 4,649 3,872

Ten Tors Receipts 9,113 9,113 8,190

Badge Receipts 448 448 293

Jubillee Day

District Camp Receipts

World Jamboree Receipts 8,600 8,600 500

Other 45,431 45,431 10,243

Sub total 69,604 69,604 23,098

Investment income

Bank interest 27 27 27

Building Society interest

CAF-REMAD (Charities Aid)

The Scout Association Short Term Investment Service

Property Rent income

Chqs not cashed 12113 written back into accounts 562 562

Sub total 589 589 27

Total Gross Income! 82,023 I :1[ -11 82,023 I 29,8971Asset and investment sales; etc. -I 1 -11 -11 -11 -I

Totiill receiPts! 82,023 [ -! ! -! [='''H..:::!i!~L..____29,89711 LT700003

Cabot District Scout CouncilReceipts and Payments Account

For the yearfrom To 31-Mar-15

Charitable PaymentsPayments

Unrestrictedfunds

£

Water and Sewerage

Electricity and Gas

Activities (District)

St George's Day

Sectional Activities

District Insurance

Explorer Insurance

Repairs and Renewals

DoE

Materials and equipment (Explorer)

Materials and equipment (Ten Tors)

Printing and photocopying

Nepal

Uniiorms & Badges

AGM andST George's day

Loach Fund donations

Jubilee Day

World Jamboree

Ten Tors

Explorer Expenses

Receipts ~Jjld:'payments" -." . . .' -.- . , - -,

Recruitment

Adventure Fund

Bear Hunt

Adult support and training

Explorer Rent

2014/15 2013/14Restricted

funds£

Endowmentfunds

£

Total funds

£

Total funds

£

4233

- -

4233 4,121

352

1115 2,600

2,250

1,650

2531

47,713 13,415

198

1032

400 400 100

3,400 4,900

9320 7,889

2,690 4,937

1209 2,115

1,500 3,677

400 82,353 46,554

- - -- -

1115

1,650

2531

47773

1032

8,400

9,820

2,690Admin

1209Other Donations

1,500

Sub total

Fundraising expenses81,953

Other fundraising costs

Sub total

Total Gross Expenditu,.~I!...••• 81.;..,95•••••31 L-. 4OOI..•o [:: :J I

L-----.JI ~I ===:11'----------JII==.11'-------,-ITotal payments[ 81,9531 •••l 40••••01 [ ] [ 82,3531 "'( 4••6,••••55...1141

Asset and investment purchases, etc.

Net of receipts/(payments)

Transfers between funds

Cash funds last year end

Cast) lamas this y~alf end2 LTl00003

71

-- 63,554

63,625

82,3531 •.•1 4...;6,_53,.,

(329) (16,657)(400)

84,96468,3074,753

68,30767,9784,353