Newsletter

1st Wimborne Minster Scout Group

Minutes of the Annual General Meeting held on

27th September 2023

  1. Meeting opened at 18:30 by Sara Keets (GSL) and everyone welcomed.
  2. Apologies for Absence – Rich Smith (Chairman),Sarah Pitcher, Lisa Scott, Mike Hodge, Joanna Milis
  3. Minutes of the 2022 AGM had been emailed out to all members and were agreed as accurate and true.
  4. Our model constitution was adopted, signed and is now displayed on the main noticeboard at the hut.
  5. Nomination of Rich Smith as Chairman seconded Margaret.

Nomination of Wendy Roberts as Treasurer seconded by Katie.

Nomination of Secretary pending and request made for volunteer to take over this role which does not have to be included as a Trustee Member.

Nomination of Camilla Payne as Hall Hire Co-Ordinator seconded by Denise.

Jane Ennis (BSL) confirmed her intention to be an ex-officio Trustee.

  1. Quorum agreed unanimously to be 50% +1 so If there are 8/9 trustee members there must be a minimum of 5 to vote/carry a decision, with 10/11 Trustees this will increase to 6 to vote/carry a decision.

Sub-committees should ideally have at least 4 members and a minimum of 3 to vote/carry a decision but if only 3 then a minimum of 2 to vote/carry a decision.

  1. Five offers to opt in to the Trustee Board were voted on in sufficient numbers per our quorum and agreed in respect of the following elected members:

Camilla Payne

Lisa Scott

Margaret Newton

Denise Roberts

Mike Hodge

One other Cub Parent raised interest in joining and following discussion with the GSL at the end of the meeting will consider further and revert to us.  This takes our group to 9 Trustees with possibly a 10th.

  1. Chairman’s Report – Attached. Read by GSL in his absence. No questions raised.
  2. Treasurer’s Report – Attached. Read by Wendy. Copies of scrutinised accounts were handed out. No questions raised.
  3. GSL report – Attached. Read by Sara and included explanation of increase to subscriptions coming into effect from January 2024 along with payment options. No questions raised.
  4. Beaver Section Report – Attached. Read by Jane. No questions raised.
  5. Cub Section Report – Attached. Read by Katie. No questions raised.
  6. Scout Section Report – Attached. Read by Denise. No questions raised.
  7. Trustee Report – No report available from Mike Hodge who will provide an update at the next Trustee Board meeting and moving forward will be included with trustees annual report from 2024.
  8. District Commissioner – was not in attendance and raised no matters to be addressed prior to the meeting.
  9. Open for questions and Any other business:

Save the Children Christmas Parade float – it was discussed that if we are going to take part there will need to be a sub-committee formed who will organise and plan the theme, decorating of the float on the morning of the event and undressing the float after the parade.  If we are to take part this year the sub-committee needs to meet very soon as the parade usually occurs around 11/12th December and is on a Saturday.  The lorry is usually available from about 8am for decorating and the parade is usually at 2pm.

Cleaning of the Premises – it was confirmed that Sam is currently unable to commit to cleaning 3 times per week plus a monthly deep clean and this situation may not resolve till either Christmas or Easter.  Whilst Leaders are happy to sweep the floors and wash down tables and clean/tidy any equipment they have been using they are not happy to then have to clean the toilets etc.  Everyone present was asked if they knew anyone that would like to take over the cleaning responsibilities and it was accepted that this may incur a higher cost to the group especially if a commercial business is brought in for this purpose.  Margaret will speak to someone she knows and the item will be on the agenda for the next meeting to review further.

No further questions or business raised.

  1. Meeting Closed at 19:15.