Minutes of the 1st Bisley Scout Group Executive Committee Meeting
Held on 24th March 2003 at 8:15pm
Present: Pat Earl, Neil Hampton, Richard Tarry, Lynda Jenner, Sally Hounsham, Nick Watson, Nick Ewington, Mike Catto, Myri Fry
1. Apologies for absence
Apologies were received from Sarah Adams, Rob Simkin, Jonathan Pegg, Monday Cubs, Hilary Kent, Tony Payne, Jill Scotney
2. Acceptance of the Minutes of the Meeting held on 26th February 2002.
The minutes were accepted unanimously. Proposed by Neil Hampton and seconded by Lynda Jenner
3. Matters Arising
The relevant grant forms have been completed to apply for grants to purchase archery equipment. The cost will be £700 and the grant should cover £300 the rest will be met from Scout funds. Nick Watson will check who should authorise the form i.e. whether it needs to be a teacher or council member etc. It was agreed that the purchase of this equipment should go ahead.
Neil Hampton confirmed that the marquee is insured against damage when being used for third-party hire. Both the marquee and trailer are insured for £1,000 each.
Lynda Jenner asked about the Karaoke machine. Pat Earl will check what happened about this with Andy Pack.
4. Report from Chairman
Nothing to report.
5. Report from Group Scout Leader
New leaders are required for Beavers as Sarah Adams is standing down after Easter. Pat Earl will send out letters asking for volunteers, the group should be able to run with the help of Mandy Mole and other parents until September.
Subs need to be paid. Neil Hampton gave Pat Earl a cheque for £1,795.
The St Georges Day service will be held at Windlesham church on 27th April.
Neil Hampton agreed to take on the task of looking after the waiting lists from Pat.
A new Group Scout Leader is required when Pat leaves in June. It was agreed that Pat will draw up a “task” list and that in the interim the tasks will be shared out and Nick Ewington will act as a temporary GSL. Lynda Jenner offered to assist with specific roles such as the monthly mail.
There are Cubs waiting to move up to Scouts but there is no space. Nick Watson and Tony Payne have drafted a letter to send to those Cubs on the waiting list advising them that a waiting list is in effect and that new leaders are required. The letter will point out that children of leaders do not have to join the waiting list. The possibility of using ex Scout leaders was discussed as a possible option. Parental help was also considered but this can sometimes be more of a hindrance than help.
6. Treasurer’s Report
Neil Hampton reported that income from subs has increased as a result of gift aid and an increase in numbers. The bank account has been changed which has resulted in increased interest received. Fund raising was up on the previous year which results in a net income of £2,415 over £2,126 in the previous year. Fundraising resulted in income of £2,774. There is currently some £5,000 in the bank of which £4,000 is available to spend.
7. Quartermaster’s Report
Jonathan Pegg sent his apologies. He would like to carry out an inventory of the equipment and Nick Watson agreed to incorporate this into the Scout summer programme. Nick will liaise with Jonathan.
The Church have asked to hire the tents for the Garden Party. It was agreed that these should be hired at a cost of £150. There was some concern about whether the tents would be secure in the absence of a permanent resident at the Rectory. Sally Hounsham will check whether the Church is insured against theft of third-party hire equipment and will advise Richard Tarry.
8. Reports from Units.
Pat Earl reported that Rob Simkin has now been invested as a leader for Wednesday cubs and is supported by Jonathan Pegg. Monday Cubs are going well.
Nick Watson reported that there are currently 17 Scouts and that there is a waiting list. Two Scouts attended Patrol Leader training which was successful. A good range of activities has been covered including ice skating at Christmas which resulted in one scout fracturing his elbow. The relevant accident procedures have been followed. Future plans include the possibility of an expedition challenge, hiking and a long weekend camp.
9. Fund Raising
It was agreed that Bonfire Night should be organised for 8th November. Richard Tarry will notify Rita Stedman and Tony Payne to ensure that there are no conflicts between use of the hut by Guides or Cubs Football. Richard will also advise the Parish Council of this event. Nick Ewington will contact Browns regarding wooden pallets etc. Neil Hampton will organise the fireworks and it was agreed that the budget should be in the region of last year. Neil Hampton and Sally Hounsham will investigate sources for purchasing “glowing” necklaces etc with the aim of selling these at the Bonfire Night celebrations and will let Mike Catto know the outcome.
Other fund raising ideas were discussed and it was agreed that a Barn Dance would be a good idea. Lynda will look into venues and bands etc. This may have to be delayed until next year due to lack of time.
10. Any Other Business
Pat advised the meeting that the Parish Assembly will be held on 30th April. She will attend this event with Neil Hampton.
There is a Safety in Scouting seminar on 29th April. If anyone is interested in attending they should contact Pat.
Nick Watson pointed out that some gas bottles have been left in the hall lately. He stressed that these should be stored outside.
The dates of the next meetings are: Monday 16th June at 8:15pm and Monday 29th September at 8:15 pm.
The meeting closed at 21:40pm