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1st Prague (Czech Republic) Scout Group z.s. Annual General Meeting - 8th June 2017 Agenda 1. Welcome 2. Minutes of the last AGM, held on 16 June 2016 3. Chairman’s report 4. Group Scout Leader’s report 5. Group Treasurer’s report and financial statement for 2016 6. District Commissioner’s statement 7. Approve Group Executive Committee’s Annual Report, including the Annual Statement of Accounts 8. Appointment of Chairman 9. Election of Officers – Treasurer and Secretary 10. Election of Executive Committee Members 11. Appointment of Scrutineer
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Group Chairman’s Report Welcome to the Annual Meeting of the 1st Prague Scout Group, which is an opportunity to look back on another successful year and to thank all those who have made it possible. Simon and his leaders and young leaders have done an excellent job throughout the year and they have shown that there is a great interest in Prague in the sort of activities offered by Scouting. I would like to thank them for all the work they put into not only the regular meetings, but also all the planning that needs to take place behind the scenes to enable all the activities to take place. And I know that Simon is very grateful for all the encouragement he receives from parents. As Chairman of the Executive Committee, I would like to thank the other members of the Committee, especially Steve Entwistle for taking the minutes and finally, we should all thank very warmly Peter Daish, the Director of Riverside School, for allowing us to hold our meetings at the school. But while it has been encouraging to see the number of young people joining the Group and learning many new skills, in order to be able to run more age-relevant activities, we also need more adults to help Simon and his team. So if you would like to become more involved in the Group, we would be delighted to provide the training and support to enable you to do so. Or, if you are not free to help with the weekly meetings, but could help by taking on the role of Treasurer, we would be delighted to welcome you onto the Executive Committee. Simon has been doing a great job, keeping the books in order as well as running the Group, but we would very much like to be able to open a bank account, which would make the financial administration much easier to manage and to do this, we need a Treasurer. So if you think you might be able to help, please speak to Simon, who would be more than happy to explain what is entailed.
Gina Hearn OBE Chairman Group Executive Committee
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Group Scout Leader’s Report 2016 was another good year for Scouting in Prague. Highlights included hikes, sleepovers as well as visits from a number of international visitors, entering and winning a number of categories in the British Scouting Overseas photo competition, our Christmas Party, Remembrance Sunday and for the Scouts, Intercamp. We have increased numbers, which offers more exciting opportunities for the young people to have more fun, but it also highlights the need for more help. We have tried to ensure sections get age specific activities as much as possible this year. This aspiration has worked in part but without additional leaders we won’t be able to do it properly. We would like to separate the scout troop soon but unfortunately, these plans have not yet worked out. We have provided adult training to all of our leaders now and they have started on way to obtain their woodbadges, an award you get when you have completed the Scout Association’s training programme. I would like to thank all my leaders, young leaders and committee members this year - without you the group would not be possible. Also I would like to thank all the scouts for their enthusiasm over the last year. Simon Burgess Group Scout Leader
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Acting Group Treasurer’s report to 31st December 2016 A good year for the group financially. With the group increasing in number we have been able to ensure that we have had a positive cash flow all year and there are sufficient funds for our needs without retaining too much in reserve. We would like to thank those who have been involved with the finances this year: my Chairman, Gina Hearn, Ann Wright and our Scrutineer, Helena Vodrážková, who has helped to ensure that we submitted our first tax return. We still are looking for a Group Treasurer to take the task on from me so if anyone would like the job, please let me know. It’s not hard or too time consuming so it would suit most people who understand figures and who have a little time to spare. Simon Burgess Acting Treasurer June 2017
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Scrutineer's Report to the Trustees of the 1st Prague (Czech Republic) Scout Group z.s. I report on the accounts of the Group for the year ended 31 December 2016 Respective responsibilities of Trustees and Scrutineer As the Group's trustees you are responsible for the preparation of the accounts; It is my responsibility, without carrying out an audit or independent examination, to scrutinise the accounts and to report to you. Basis of Scrutineer's Statement In accordance with the directions given in Policy Organisation and Rules, I have scrutinised the records and the accounts set out on pages below. Scrutineer's Statement In my opinion the accounts are in accordance with the records produced to me and comply. Signed
Helena Vodrážková Scrutineer
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Receipts and Payments Account Unrestricted Funds CZK
RECEIPTS 2016
2015
Donations, legacies and similar income Membership subscriptions Start Up Grant
116,350
54,800
116,350
54,800
Fundraising Sub total
0
0
Investment income Sub total
0
0
2,650 0
0 2,400
8,000 1,500
0 4,500
12,150
6,900
128,500
61,700
Youth programme and activities Uniform, scarves, woggles, badges Group Camp Camping equipment Stationery Intercamp Online Scout Manager
17,086 48,302
4,790 17,664
6,275 9,005 1,663 6,079 2,301
0 0 76 0 3,581
Capitation
22,185
12,993
112,897
39,103
112,897 15,603
39,103 22,597
Sub total
Miscellaneous income Miscellaneous income Uniform and scarves Group Camp Intercamp
Sub total Gross total income PAYMENTS Charitable Payments
Sub total Total Gross Expenditure Net receipts
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1st Prague (Czech Republic) Scout Group z.s. Statement of assets and liabilities at the end of the period For the period from 1/1/16 to 31/12/16
31/12/2016
31/12/2015
Unrestricted Funds CZK
Cash Funds Bank Current account Petty cash
0 47,379
0 31,776
Total cash Funds
47,379
31,776
0
0
4,200 13,155 11,897
4,200 6,679 0
Sub total
29,252
10,879
Sub total
0
0
47,379
31,776
Other monetary assets Sub total Non monetary assets for charity's own use Badge stock Uniform Misc Equip
Liabilities
Cash fund year end
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Group Executive Committee Annual Report For the period 1 January 2016 – 31 December 2016 a) Reference and Administration Details
Name: Czech Association (Spolek) ID Number: Principal:
1st Prague (Czech Republic) Scout Group z.s. 04755057 Gina Hearn (Chairman)
Trustees: Name
Office (if any)
Gina Hearn Simon Burgess Steve Entwistle Simon Burgess
Chairman (nominated) Acting Treasurer Group Secretary (elected) Group Scout Leader (ex officio)
Paul Taylor
Member (elected) left post June 2016
b) Structure, Governance and Management
The Group's governing documents are those of The Scout Association and of the Czech Republic’s Association (Spolek). They consist of a legal Spolek (association document) and 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. The Group is a trust established under its rules which are common to all Scouts. It has a constitution, drawn up in accordance with the Policy, Organisation and Rules of The Scout Association, Czech law and UK Charity Commission guidance. The association committee members/trustees are appointed in accordance with the rules governing a Czech Republic Spolek (association) and Policy, Organisation and Rules of The Scout Association. The group is managed by the Association Committee/Group Executive Committee, the members of which are the effectively ‘Charity Trustees’ of the Scout Group (as defined in UK law). As charity trustees they are responsible for complying with legislation applicable to charities. This includes registration, keeping proper accounts and making returns as appropriate. The association committee/group executive committee consists of 3 independent representatives, Chairman, Treasurer and Secretary, together with the Group Scout Leader, individual section leaders and parents’ representation and meets every regularly as required. Electronic communication is extensively used for discussion and decision making. This association committee/Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of the appointment and is responsible for: o The maintenance of Group property; o The raising of funds and the administration of Group finance, including advising on and setting budgets for sections to follow; o The insurance of persons, property and equipment; o Group public occasions; o Assisting in the recruitment of leaders and other adult support; o Appointing any sub committees that may be required; o Appointing Group Administrators and Advisors other than those who are elected.
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c) Objectives and Activities
The objectives of the group are as a unit of The Scout Association. The Aim of The Scout Association is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potentials, as individuals, as responsible citizens and as members of their local, national and international communities. The method of achieving the Aim of the UK Scout Association is by providing an enjoyable and attractive scheme of progressive training, based on the Scout Promise and Law and guided by adult leadership. The trustees declare that they have approved the association committee report above. Signed on behalf of the association committee: Signature
(1)
Full name(s)
(1)
Gina Hearn
(2)
Simon Burgess
Position
(1)
Chairman
(2)
Acting Treasurer
Date
8 June 2017
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(2)
Appendix A Minutes of the Annual Meeting of the 1st Prague (Czech Republic) Scout Group, held on 16th June 2016, on the riverbank near Riverside School, Prague, Czech Republic. Present: Gina Hearn (GH), Simon Burgess (SB), Steve Entwistle (SE), Allison Forster (AF), Cedric Farrugia (CF), Edward Entwistle, Alice Shingler-Forster and 10 parent members of the Group Council. 1. Welcome: GH welcomed everyone, introduced herself and explained the purpose of the AGM. The annual report (attached at annex) was circulated. GH congratulated SB on the birth of his daughter the previous evening and thanked him for attending. 2. Apologies for absence: Apologies had been received from Simona Gabrišová, who was in hospital with her and Simon’s baby, and from Anne Wright. 3. Minutes of 2015 AGM: The minutes of last year’s AGM, on 15 September 2015, were approved with no matters arising. 4. Chairman’s Report: The Group Chairman’s report (in the Annual Report) was noted. She thanked SB for all his work and said how especially proud she had been of the members of the Group who had attended the Remembrance Ceremony last year. She reported that the British Ambassador had commented favourably on the Group’s participation in the ceremony. 5. GSL’s Report: SB presented his report and thanked the Chairman for her support. He also thanked the members of the Executive Committee and of course, the parents. He explained how the Group was working to achieve a wider range of activities and pointed out how much the Group had done over the year including joint activities with Czech Scouts, hikes and climbing; that lots of badges had been awarded and that a lot of fun had been had all round. He thanked the members (ie the Beavers, Cubs, Scouts and Explorers). He had particular thanks for Steve Tennant who had not only worked extremely hard in the process of achieving legal status for the Group but had also paid the associated expenses. 6. Treasurer’s Report and Financial Statement 2015/16: The outgoing Treasurer (SE) presented the financial report (included in the Annual Report), which was approved. He asked parents to kindly try to ensure that subscriptions were paid promptly. 7. District Commissioner’s statement: The DC’s very positive statement (included in the Annual Report) was duly noted. 8. Group Executive Committee’s Annual Report: The Group Executive Committee’s Annual Report (also included in the Annual Report) was noted. 9. Election of Chairman: Gina Hearn (Gina Marie Hearn, Svitáková 2730/14, Stodůlky, Prague 5, 155 00. Date of Birth 16.10.1956) was re-elected Chairman. P a g e | 11
10. Election of Officers – Treasurer and Secretary Anne Wright, was elected Treasurer. Stephen Entwistle, was elected Secretary. 11. Election of Group Executive Committee: In addition to the above and ex-officio members – Cedric Farrugia was also elected to membership of the Group Executive Committee. 12. Election of Scrutineer: Helena Vodrážková, Business & Operations Manager of the English College in Prague, was elected Scrutineer. Signed ……………………………………….. Date ………………………………………. Name ………………………………………… Place ………………………………………
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