Annual General Meeting & Annual Report 2014/2015
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1st Prague (Czech Republic) Scout Group Annual General Meeting Thursday 24th September 2015 Agenda 1. Welcome 2. Chairman’s report 3. Group Scout Leader’s report 4. Group Treasurer’s report and financial statement for 2014/2015. 5. Approve Group Executive Committee Annual Report, including the annual statement of accounts 6. Appointment of Chairman 7. Elect Officers – Treasurer and Secretary 8. Elect Executive Committee Members 9. Appoint an auditor
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Chairman’s Report What do David Beckham, Sir Richard Branson, Hillary Clinton, Queen Elizabeth II, Stephen Spielberg, The Rolling Stones' Keith Richards and the first British woman in space, Helen Sharman, have in common – apart from all being successful, confident and determined? The answer is that they all used to be Scouts or Girl Guides.
Queen Elizabeth (on the right, when Princess Elizabeth) putting a sling on her sister, Princess Margaret)
The Scout movement provides an opportunity for young people to enjoy themselves while trying new things that they would never have the chance to do normally and it’s a great way to make new friends. I was a Brownie, Guide and Ranger for twelve years in the UK and I gained a huge amount from my time in Guiding. It taught me to take responsibility, to be someone others could rely on, it taught me how to work with other people to achieve tasks that didn't always seem possible at the beginning and it also taught me many important life skills. Even today, I always know whether a new friend or colleague at work was a Scout or Guide by how they tie a knot or fold a shirt or whether they can read a compass or make an improvised sling. But more than this, Scouting encourages young people to think about the world beyond what’s immediately around them. Their Leaders provide an example of the importance of giving up their time to help others. As members of the Scout movement, all these famous people learned to work hard, to lead and support others, helping them to develop their talents, self-confidence and self-belief, to take responsibility and become independent from an early age.
5th Bexleyheath Beaver and Scout group with David Beckham and British quadruple gold Paralympian, Ellie Simmonds
It was trying new things, with the help and support of our dedicated volunteer Leaders, that gave me the confidence to believe that I could achieve anything I wanted to. And that confidence, learned at an early age, stays with you for the rest of your life. That is why I want to help this generation of young people experience the benefits I gained as a Guide and I pay tribute to Simon and his team for all their hard work and for making it happen here in Prague. Gina Hearn OBE, Group Scout Chairman, 1st Prague (Czech Republic) Scouts September 2015 Page |3
Group Scout Leader’s Report
Well, how do you start a report for the first year of a Scout Group or of a Scout Group in a new country? I think the answer is easy. Thanks! Without the help of so many people, we could not be where we are today. We started the group on 14th May 2014 and we were overwhelmed by the interest shown by the young people and their parents. It was great to see that Scouting is regarded as highly today as it was over 107 years ago when Scouting was started in 1907 by Robert Baden Powell. We have managed, despite a few challenges with the timing of the meetings, to retain on average 10 members throughout the year and at the time of writing, the new Scouting year will see membership numbers climbing to 15. We are very unusual in Scout Group terms, not only in that we are the only British Scout Group in Eastern Europe, but unlike most Groups, we haven’t split our age ranges because our numbers do not yet make it viable. But this brings with it its own challenges of running an interesting programme for an age group of 6 to 13 years (Beavers, Cubs and Scouts). Although we are part of British Scouting Overseas, we are a totally international group with members from America, Europe and Africa, which provides such a great atmosphere. We are even currently hosting some Cubs whose parents are temporarily here working in the Czech Republic and they will return to their normal group at the end of the year. We have been able to provide some interesting programmes this year, and we hope to provide even more from September. The highlights have to be the hikes and geocaching to Klánovice forest, the first of which included some our new Scout friends from Junák coming along and finding out all about us. The fire station visit was also particularly enjoyed by all those who attended and it was great for everyone to get their hands on some of the equipment. Some of our other outdoor activities also went down well including shelter building, scavenger hunts and of course, fire lighting and sausage sizzling. Because it gets cold here in Prague a lot of our winter activities were indoors, but this did not stop us having fun with activities like cooking, making compasses, first aid and of course, lots of fun and games which even included a pirate evening. In November we were privileged to be able to attend the Remembrance Day commemoration at the Commonwealth War Cemetery in Olšany and afterwards, we were invited to the British Embassy and got to meet the British Ambassador and Czech war veterans and widows. Page |4
Throughout the year, the Scouts learned new skills, which is reflected in all the badges that have been awarded. Badges provide an outward recognition of what they have achieved. From September everyone will be working on the new badge system, with some Scouts hopefully being nearly ready to achieve their Chief Scout’s Award. I also have to mention the Monopoly Run, initially aimed at being a recruitment event for the Scout and Explorer Scout age group, and ending up as a great day for building a partnership with the Czech Scouts. Thanks to all those involved in this event, particularly Miro who unfortunately couldn’t make the event due to work commitments but who organised part of the event from Russia via Skype. The Group was very pleased to have a volunteer come forward to fill one of the key positions, as Chairman, and so we welcomed Gina Hearn to help run the administrative side of the group and I would like to thank her for the work she has put in so far to make things happen. This, of course, starts the thanks that I said was so important at the beginning of my report. I have to thank all those involved in running the programmes this year: Kevin, Aněta, Gina, Nick and of course, my partner Simona, the Beaver Leader, who behind the scenes made sure everything was prepared even if sometimes I wasn’t. To all the people who have been involved in organising the formation of the group or planning its future, especially to everyone at the Riverside School who have been so happy to have us based there and to provide such amazing facilities free of charge. So to Graeme Chisholm and Peter Daish, thank you very much indeed. Thanks also go to Dominik, Nick and Paul who are in the background, poised to help with Explorers and Scouts when we get these going properly. Finally, to the parents, thanks for your support this year, helping when asked and ferrying your kids when required. Oh, but I have missed someone. To Matt Lightfoot goes a massive chunk of thanks. Without Matt, we wouldn’t have a group. He gave his time to plan, meet, motivate, inspire, hike, think and organise almost every part of what happened last year. He was my right hand man, even helping with the Monopoly Run a few days before leaving us. With his recent departure, back to the UK, he will be greatly missed by the Group. Thank you Matt!
Simon Burgess Group Scout Leader
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Acting Treasurer’s report to 31st March 2015 Our first year overall in terms of finance has been very good despite low initial estimates of income and expenditure. This uncertainty was due to not knowing how many members we would have during the first few months, but we settled down and were able to collect subscriptions and joining fees reasonably successfully. We spent almost all our income on programmes and activities, uniforms, badges and the initial set-up of the Group, which included some very nice advertising banners. In addition, the single most expensive item, not included in this year’s accounts but budgeted for, is the annual Group membership subscription to the Scout Association, which was paid in April 2015. This item (nearly 13,000 kč) covers membership services to the leaders of the Group and the most important financial aspect of any organisation doing the type of activities we do, insurance cover. We now hold a stock of uniforms for Beavers and Cubs, which will mean that we will not have to pay so much on postage every time we get a new member, although this has tied up some of our funds. We are still working on the registration of the Group as a legal entity in the Czech Republic so that we can open a bank account and stop working in cash. The coming year: Suggested initiatives to follow are:
Bank Account Direct subscription payments
Simon Burgess, Acting Group Treasurer September 2015
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Scrutineer's Report to the Trustees of the 1st Prague (Czech Republic) Scout Group I report on the accounts of the Group for the year ended 31 March 2015 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 with POR.
Signed – 14th September 2015
Anne Wright V Pristavu 1585/12 Holesovice Praha 7 170 00
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1st Prague (Czech Republic) Scout Group Receipts and Payments Account For the period from 14/5/2014 to 31/3/2015 Unrestricted Funds
Kč RECEIPTS Donations,legacies and similar income Membership subscriptions Start-up Grant Sub total
46,700 7,676 54,376
Fundraising Sub total
0
Investment income Sub total
0
Miscellaneous Income Jamboree Badges Sub total Gross Total Income
909 909 55,285
PAYMENTS Charitable Payments Youth programme and activities Scarfs/Woggles Uniforms Badges Scout Flags Publicity Material Stationery Jamboree Badges Sub total
3,335 5,681 12,898 6,853 332 2,752 1,264 1,705 34,819
Total Gross Expenditure Net Receipts
34,819 20,466
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1st Prague (Czech Republic) Scout Group Statement of assets and liabilities at the end of the period 31/03/2015 Unrestricted Funds
Kč Cash Funds Bank Current Account (BSO) Bank Current Account (Czech) Petty Cash Total Cash Funds
7,676 0 12,790 20,466
Other Monetary Assets Sub total Non monetary assets for charity's own use Badge Stock Uniform Sub total
0
3,780 9,435 13,215
Liabilities Sub total
0
Cash fund year end
20,466
The above receipts and payments account and statement of assets and liabilities were approved by the Group Executive committee and signed on their behalf by
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.............................................................. Gina Hearn
Chairman
.............................................................. Simon Burgess
Acting Treasurer
Group Executive Committee Annual Report For the period 1 April 2014 – 31 March 2015 a) Reference and Administration Details Name: Principal Address:
1st Prague (Czech Republic) Scout Group c/o Gina Hearn Svitákova 2730/14 Stodůlky 155-00 Praha 5 Česká republika
Trustees: Name Gina Hearn Vacant Matt Lightfoot Simona Gabrisova Vacant Dominik Fabicki Kevin Power Anne Wright
Office (if any) Dates acted (if not whole year) Chairman Secretary Cub Leader Beaver Leader Scout Leader
Scrutineer
September 2015
b) Structure, Governance and Management The Group's governing documents are those of The Scout Association. They consist of 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 Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association. The Group is managed by the Group Executive Committee, the members of which are the ‘Charity Trustees’ of the Scout Group. 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 Committee consists of 3 independent representatives, Chair, Treasurer and Secretary, together with the Group Scout Leader, individual section leaders and parents’ representation and meets every term or as required. Electronic communication is extensively used for discussion and decision making. This Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of the appointment and is responsible for:
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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. 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 Association is by providing an enjoyable and attractive scheme of progressive training, based on the Scout Promise and Law and guided by adult leadership. d) Future Plans In the coming year we hope to:
Increase membership numbers increase the number of leaders Continue raising the Group’s profile locally Increase the amount of equipment owned by the Group, in order to improve the quality of activities offered Ensure nights away opportunities Improve fund-raising
e) Declaration The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees: Signature
(1)
Full name(s)
(1)
Gina Hearn
(2) Simon Burgess
Position
(1)
Chairman
(2) Acting Treasurer
Date
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(2)