Minutes of the 1st Bisley Scout Group Executive Committee Meeting
Held on 29th November 2004 at 8:30pm
Present: Neil Hampton, Richard Tarry, Sally Hounsham, Rob Simkin, Jonathan Pegg, Nick Ewington, Lynda Jenner, Jill Scotney
1. Apologies for absence
None were received.
2. Acceptance of the Minutes of the Meeting held on 12th May 2004.
It was noted that Jill Scotney had attended this meeting. The minutes were accepted unanimously.
3. Matters Arising
New sports/games equipment has not yet been purchased.
The archery equipment is still pending.
Purchase of additional crockery items is still outstanding.
4. Report from Chairman
Richard Tarry stated that the group had run several very successful events including the best ever Bonfire Night and expressed his thanks to all involved. It was suggested that more ‘flashing’ goods should be ordered next time and perhaps gazebos should be set up and the ‘flashers’ sold from there rather than walking around with them. The gazebos would also be used to offer protection from the elements for the food ticket sellers. There were some difficult customers and parents should be asked to accompany the children as they try and sell things and collect money. It was suggested that each group should have their own area of responsibility. More loose change is needed and the quality of the loud speakers needs to be improved. It was also suggested that we approach local businesses and ask them to help with sponsoring the event.
Richard stated that everything that is voted on is voted on as a group. Nick Ewington pointed out that he has the final say in his role as Group Scout Leader.
5. Report from Group Scout Leader
Nick Ewington reported that there are no plans to increase the numbers at Monday Cubs until Joyce is better. Knaphill have now lost a Cub pack and Nick is receiving requests from Knaphill boys who wish to transfer. Two have been admitted to Monday pack. Rob Simkin said that he could take up to 24 boys with the support of Jonathan and Alistair. Monday Cubs currently have 10 boys and this will be reviewed when Joyce is back sometime in February 2005.
6. Treasurer’s Report
Neil Hampton reported that the Bonfire Night figures have been distributed and the profit was £1,944. There is still over £4,000 on deposit but some direct debits for Scout subscriptions will need to be returned to parents. The group is down about 30 members i.e. £660 per term from last year due to lack of Scouts and Monday Cubs however there are no foreseeable cash problems due to the high level of reserves. Reduced income has reduced the HQ account which may mean we need to increase the contribution to HQ. Jill Scotney will give Neil a current list of Beavers and their joining date. The majority of parents are now gift aiding their subscriptions. The Scout bank account is being moved to Alliance and Leicester due to better interest rates. Neil Hampton gave the units their monies for this term. Neil stated that theoretically there should be an income and expenditure report for each group from 1st April to 31st March.
7. Report from Units
Beavers: Currently there are 24 Beavers which is too many to have in one group. Things have calmed down a bit but it is still very hard work. There have been lots of arts and crafts activities and the Beavers really enjoy doing badges. Currently they have 3 badge nights per term. There are 52 Beavers going on the Santa train at Botany Barns for the Christmas party.
Monday Cubs: No report.
Wednesday Cubs: Rob Simkin handed out a report (additional copies available from Rob). He will give Neil Hampton an invoice for the badges. It was agreed that the Group contribution should be £5 per boy and that badges will be paid for by the Group. It was agreed that Eurojam badges should be purchased for each Cub at a cost of £1 per badge.
The requirement for a Nights Away permit took effect from 1st September and there are no Cub leaders who currently have this permit. The Cubs would like to do a couple of camps this year. Jonathan Pegg has not yet received CRB approval and this situation was discussed in the light of Cub’s football. Leaders receive child protection training but the helpers at football do not. Nick Ewington will clarify the CRB requirement situation at the next District meeting. An audit of who has CRB checks that are still valid or due for renewal needs to be carried out. Neil Hampton asked about insurance for Cub football, if it is not run by a leader then is the insurance invalid.?. Nick Ewington will clarify.
Scouts: No additional leaders have been identified therefore the troop will remain suspended until a leader can be found.
8. Quartermasters Report
Jonathan reported that new fly sheets, poles and an extra large kettle have been purchased. The frying pans were thrown out after Bonfire night. The Rector still has a small stove and gas bottle which needs to be returned and Tony Payne has a work lamp and gas lamp still outstanding. Nick Watson has walkie talkies outstanding. Suggested purchases were a brake rope, cooking trays and equipment i.e. large metal tray dishes and lids. Neil Hampton will get the axes repaired. The bungee rope needs replacing and fly sheet dollies and 2 fly sheets for the patrol tents are also needed. It was agreed not to purchase an extension for the marquee. The kits need to be sorted out i.e. the BBQ shelter. Jonathan will investigate the purchase of outside lights and stands and also a flip chart stand for indoor use. Richard suggested purchasing additional luminous jackets for Bonfire night and other events, 10 vests and 4 jackets, Jonathan will purchase these items. The trailer has a hole in the bottom, Lynda will find somebody to repair this. It was agreed that the trailer should get new mud guards and be brought up to date.
9. Fund Raising and Future Events
The Race Night scheduled for October never took place although all the display equipment is still available. It was suggested that this be held on 12th March. Nick Ewington and Neil Hampton will be in charge of the technical equipment and will confirm that this is all working by the end of February.
A Quiz Night is planned for 24th September. Nick Ewington and Neil Hampton will sort out speakers and a PA system.
10. Any Other Business
None
The date of the next meeting is 14th February 2005 at 8:30 pm. The meeting closed at 22:00pm