1st Prague (Czech Republic) Scout Group z.s. SPOLEK ID NUMBER 04755057. Page |1
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1st Prague (Czech Republic) Scout Group z.s. Annual General Meeting - 16th June 2016 Agenda 1. Welcome 2. Minutes of the AGM held on 15.9.2015 and any matters arising. (Appendix A at the back of this report). 3. Chairman’s report. 4. Group Scout Leader’s report. 5. Group Treasurer’s report and Financial Statement for 2015/2016. 6. District Commissioner's statement. 7. Group Executive Committee's Annual Report, including the Statement of Accounts. 8. Appointment of Chairman. 9. Election of Officers – Treasurer and Secretary. 10. Election of Group Executive Committee. 11. Appointment of scrutineer.
Photo taken during photography badge evening
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Group Chairman’s Report It gives me great pleasure to write my second annual report as Chairman of the 1st Prague Scout Group and to look back on what has been a very successful year. Our numbers have increased – a sure sign that we are doing something right – so that more young people are learning skills and, just as importantly, having fun together while doing it and it has been very rewarding to see how our young leaders are developing under the guidance of Simon and his team. It has also been encouraging to see the increased links between the Group and the Junak Czech Scouts, something that can only help to enhance our programme of activities in the future. I was particularly proud of the Group at the annual Remembrance Day ceremony at the British and Commonwealth War Cemetery at Olšany in November. The Explorers were given the very important task of laying the wreath that had been made at the meeting the previous week on the war memorial during the most solemn part of the ceremony and the Scouts, Cubs and Beavers laid crosses on the graves of the soldiers, sailors and airmen who are buried there. Most of the graves have names inscribed on them and the Scouts, Cubs and Beavers paused for a few seconds to say the names to themselves as they stood by each grave. Then after the ceremony, the British Ambassador very kindly invited us all back to the Embassy for the traditional Curry Lunch and it was very nice to be able to enjoy the splendid views of Prague from the Embassy garden, at the foot of Prague Castle. But all these activities don't just happen and I would like to thank Simon and Simona, Allison, Jenny, Alice and Edward for all the hard work they have put in during the year to ensure a rich and varied programme for the Group. Also thank you to the Executive Committee – to Steve Entwistle for his excellent minutes and for all his work with the finances and also to Paul Taylor, who is sadly leaving us to follow his career abroad. And I must also thank all our parents for their support - it has been good to meet many of you during the course of the year. I would particularly like to thank Steve Tennant, one of our parents, for arranging the legal services we required for the Group to be registered as a legal entity under Czech law. Finally, I would like to thank Peter Daish, the Director of Riverside School, who kindly allows us to hold our meetings at the school. Every one of them has played their part in ensuring that 1st Prague Scouts has been able to have another successful year. Gina Hearn OBE Chairman, Group Executive Committee
Remembrance Sunday ceremony at the British and Commonwealth War Cemetery at Olšany
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Group Scout Leader’s Report Wow! We have been providing scouting to international English speaking young people in Prague for 2 years! It has been another fun year with lots of great highlights to report upon. Our programme has been full of great scouting activities including campfires, climbing, sausage sizzles, hikes, pioneering, survival training and lots of craft and skills evenings. We supported charity in the form of END7, a charity that is looking to eradicate the 7 most common diseases. The charity came to visit us and we raised a little money for them. We have also attended special events such as Prague’s Remembrance Sunday commemoration where we proudly represented Scouting. We are also celebrating 100 years of Cub Scouts and 30 years of Beaver Scouts. In addition, we have taken part in joint activities with Junak Czech Scouts, which has enhanced our programme and more importantly, built relationships to support our programme development in the future. In November last year we kicked off young leader training for our Young Leaders and hopefully we will be completing the first modules of adult training later in 2016 for all leaders. We have also been pleased to welcome a number of guests to our meetings this year including our good friend Ondra Pytela, the Prague 6 District Commissioner for Junak Czech Scouts. Ondra and his wife Markéta spent the evening with us and presented 3 Chief Scout's Bronze awards to 3 of our Beaver members. Growth in the group has been very satisfying with numbers increasing at the time of the annual census to 22 young people. Since the census in January we have grown to approximately 30 young people and 5 leaders. I should like to thank all the leaders and young leaders in the group this year: Simona, Allison, Jenny, Alice, Nicholas and Edward. I would also like to thank Aneta who has stepped down as one of our leaders due to work commitments. Thanks must go to Gina, our Group Chairman, and to Steve, our Acting Group Treasurer, and to the other members of the Executive Committee for their help in keeping the admin side of the group going. Although not in the reporting year, I would also like to welcome our new Scout Leader from Malta, Cedric, and Young Leader Ema, It’s great that we are still attracting new people to get involved with our great little group. If you have any time and would like to get involved, please let me know, we would be pleased to have with us. Finally, although Matt Lightfoot left us in May 2015, I would like to congratulate him on being awarded, at the World Jamboree in Japan in July 2015, by the UK Scout Association's International Commissioner, Dan Wood, the Area Commissioner's Commendation for his work in setting up the Group.
Simon Burgess Group Scout Leader
Joint Activity with Prague 8 Czech Scouts, 24 Sever (North).
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Acting Group Treasurer’s report to 31st March 2016 Our finances in our first full year of operation have worked pretty well and the predicted and actual income and spending were about right. Our biggest expenditure by far was the annual capitation fee we have to pay to British Scouting Overseas to cover us, for example, for insurance. Unfortunately this year we ended up paying last year’s capitation in arrears as well as the current year’s. As a result, our annual surplus was smaller than hoped for. The increased numbers in the group will bring in more subscriptions in the coming year but capitation will increase proportionately. The Group Executive recently considered the size of monthly subscriptions and agreed that it should stay as currently in order to generate funds. The small surplus for the year supports this decision. The creation of a separate Scout troop in September will bring new challenges and we hope to buy camping equipment soon. Now that the group has a legal identity in the Czech Republic, and once a Treasurer is formally elected at the AGM, it will be possible to open a bank account and then, among other things, parents will be able to pay subscriptions directly, even by standing order. This should make life easier for everyone.
Steve Entwistle Acting Treasurer 30 May 2016
District Commissioner 1st Prague Scout Group has had a really positive year. One of the youngest groups in the Northern Europe District of British Scouting Overseas, it is distinguishing itself by the thorough and prudent approach being taken to establish itself. It is very satisfying to see such an enthusiastic and careful executive committee in place and an equally dedicated leadership team providing great scouting experiences to the members.
A local scout group does not work in isolation. The UK Scout Association places a very high standard on safeguarding, adult training and governance. This annual report is a key element in demonstrating the transparent operating model of the group, and enables you, the stakeholders, to check and influence its direction. If you are looking for an extracurricular activity for your children that complements what they learn at school and at home, you have come to the right place!
Dominic Afriat District Commissioner - Northern Europe British Scouting Overseas The Scout Association Bouldering
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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 March 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 – 14th June 2016
Anne Wright V Pristavu 1585/12 Holesovice Praha 7 170 00
Photo Treasure hunt
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1st Prague (Czech Republic) Scout Group z.s. Receipts and Payments Account For the period from 1/4/15 to 31/3/16 Unrestricted Funds CZK
RECEIPTS 2015/16
2014/15
70,800 0
46,700 7,676
Sub total
70,800
54,376
Sub total
0
0
Investment income Sub total
0
0
0 1,800 1,500 4,500
909 0 0 0
7,800
909
78,600
55,285
Youth programme and activities Uniform, scarves, woggles, badges Flags Publicity material Stationery Jamboree badges Online Scout Manager
10,527 26,716 0 0 76 0 3,581
3,335 25,431 332 2,752 1,264 1,705 0
Capitation
35,178
0
76,078
34,819
76,078 2,522
34,819 20,466
Donations, legacies and similar income Membership subscriptions Start Up Grant
Fundraising
Miscellaneous income Jamboree Badges Pottery evening Uniform and scarves 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 31/03/2016 31/03/2015 Unrestricted Funds CZK
Cash Funds Bank Current Account (BSO) Bank Current account (Czech) Petty cash
0 0 22,988
7,676 0 12,790
Total cash Funds
22,988
20,466
Other monetary assets Sub total
0
Non monetary assets for charity's own use Badge stock Uniform
4,200 6,679
3,780 9,435
Sub total
10,879
13,215
Liabilities Sub total
0
0
22,988
20,466
Cash fund year end
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
............................................................... Chairman
............................................................... Acting Treasurer
Owls at the end hike to Karlštejn
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Group Executive Committee Annual Report For the period 1 April 2015 – 31 March 2016 a) Reference and Administration Details
Name: Czech Association (Spolek) ID Number: Principal Address: Address Trustees:
1st Prague (Czech Republic) Scout Group z.s. 04755057 Gina Hearn Svitákova 2730/14, Stodůlky, 155-00 Praha 5, Česká republika
Name
Office (if any)
Gina Hearn Steve Entwistle Steve Entwistle Simon Burgess vacant Simona Gabrisova vacant Paul Taylor Dominik Fabicki vacant
Chairman (nominated) Acting Treasurer (co-opted) Acting Secretary (co-opted) Group Scout Leader (ex officio) Cub Leader (ex officio) Beaver Leader (ex officio) Scout Leader (ex officio) Member (elected) Member (elected) Youth member 18-25 years (elected)
Scrutineer:
Anne Wright (elected)
Dates acted (if not whole year)
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.
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
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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. 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 association committee report above. Signed on behalf of the association committee: Signature
(1)
Full name(s)
(1)
Gina Hearn
(2) Steve Entwistle
Position
(1)
Chairman
(2) Acting Treasurer
Date
Young leader training
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(2)
Appendix A
Minutes of the Annual Meeting of the 1st Prague (Czech Republic) Scout Group held on 15th September 2015, at Riverside School, Prague, Czech Republic. Present: Gina Hearn, Simon Burgess, Simona Gabrišová, Aneta Adamková, Allison Foster and 10 parent members of the Group Council. Welcome Simon Burgess, as Group Scout Leader (GSL), welcomed everyone to the meeting and explained the structure of the Group. There is a small Executive Committee, but all parents and leaders are part of the Group Council, which meets annually at the Annual General Meeting and may vote at the meeting. Apologies for absence: none had been received, Presentation of the Annual Report Chairman's Report The Chairman welcomed everyone to the first Annual Meeting of the 1st Prague (Czech Republic) Scout Group and was particularly pleased to see so many parents at the meeting. She re-called her own days as a Brownie, Girl Guide and Ranger in the UK and was delighted to be involved in scouting again, this time in Prague, where her Czech father had been a Scout before the Second World War. She had great pleasure in presenting the Annual Report to the meeting, which had been prepared by Simon Burgess as Group Scout Leader. Simon had achieved great things since the Group's inception in May 2014 and the 16 young people at the meeting were a testament to the fact that even with all the competing demands on young people's time, there was still a place for scouting. She thanked Simon, Matt and Simona Gabrišová for all the hard work they had put into founding and developing the Group and said that everyone should be very proud of what they had all achieved in such a short time. Group Scout Leader's Report The GSL gave an overview of all the activities that the Beavers, Cubs and Scouts had taken part in during the year and showed a presentation of some of the many photographs that had been taken. He thanked everyone who had supported him during the past twelve months, enabling the membership to grow to 15. Thanks was given to those involved in the group since its formation in May 2014, in particular to Matt Lightfoot who returned to the UK in May 2015. Group Treasurer's Report GSL, as Acting Group Treasurer, presented the Group's financial report for 2014/15. Because of the delays experienced in establishing the Group as a Spolek under Czech Law, it had not yet been possible to open a bank account, but he hoped to be able to do this soon. It was pointed out that the largest expenditure item was the annual membership fee to the UK Scout Association, which covers items such as support and insurance. All income received was from membership subscriptions. GSL thanked Anne Wright for scrutinising the accounts.
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Group Executive Committee's Annual Report 2014/15 The Chairman called for someone to propose that the Group Council adopt the Group Executive Committee's Annual Report for 2014/15, including the annual statement of accounts, be formally approved. Steve Entwistle proposed the motion, which was carried unanimously. Appointment of Executive Committee Members Chairman for 2015/2016 - Gina Hearn OBE was nominated as Chairman of the Executive Committee by the Group Scout Leader (GSL). Agreed unanimously. The Chairman called for nominations for: Group Secretary – no nominations Group Treasurer – no nominations Executive Committee Paul Taylor and Dominik Fabicki had both been Scout Leaders in the UK and were proposed as members of the Executive Committee by Simona Gabrišová. Carried unanimously. The GSL asked anyone else who might be interested in joining the Executive Committee, particularly as Secretary or Treasurer, to speak to him after the formal business of the meeting and he would be happy to explain what was involved. The Chairman thanked everyone who had put themselves forward for election and said that she was looking forward to working with them to support GSL and his team during the coming year. Appointment of Scrutineer The Chairman proposed that Anne Wright be re-appointed as scrutineer for 2015/2016. Carried unanimously.
Gina Hearn OBE Chairman, Group Executive Committee 1st Prague (Czech Republic) Scout Group
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