East Somerset District Scout Council

Executive Meeting Held at Charlton Musgrove Memorial Hall

21st July 2015

PRESENT: Tim Rutherford (Dist Chairman), John Myers (Dist Secretary), (Dawn Wilson, John Lewis, James Divall [Team DC]), Pam Burch (Treasurer), Rebecca Byrne, Bob Simpson, Michael James, Dave Dunn, Alan Sandall, Ray Marsh, Kally Dunn (minutes Sec).

APOLOGIES: Wes Reed, Adrian Ashford.

1. Chairman’s Welcome

The Chairman welcomed everyone and made a special welcome to Pam Burch as our new Treasurer.

The Executive noted that Ian Vos has resigned from Exec due to family illness and thanked him for his past service to East Somerset and the former Yeovil District. It was agreed to put a thank you note to Ian Vos in the next newsletter and ask for new nominations.

It was noted that Simon Merrett was originally nominated and is willing to be co-opted

2. Minutes of last meeting

Approved.

3. Matters Arising

Bob Simpson stated that his written note to the last meeting was a suggestion to job share the role of D.C., NOT a recommendation to split the district.

John Lewis expressed thanks for all comments regarding the DC role which helped in clarifying minds about a way forward on how to run and manage the new district.

Phillip Bayle’s letter of thanks attached to Agenda

4. DC Team Report

• Compass – improvement in Quality, promised to be delivered in a few months.

• The 2016 Census will be paper based system to run alongside Compass.

• HQ has announced that from next year there will be no charges for adult’s membership subscriptions. County have also confirmed that they will follow the same procedure.

John Lewis proposed that we follow the example of HQ & County and resolve not to charge adult volunteers. AGREED.

APPOINTMENTS TRAINING

All AAC members are encouraged to attend a course on 19th Sept 2015 at High Ham. HQ staff are presenting this Forum and will clarify the recent changes...

AWARDS

Adult Awards. The DC team are liaising with County over nominations for good service awards.

The proposed East Somerset Awards Board has not met so has failed to meet the deadline, which has now been extended.

MANAGEMENT OF GROUPS

How to best manage GSL’s? The DC Team have identified a big weakness in District structure; it is not possible for 30 GSL’s to report to only one person, and GSL’s have not been supported as well as they could have. The concept is to cluster groups together and have a senior scouter to mentor the GSL’s. The job description and role title is being refined. The DC team will have formalised and hopefully co-opted volunteers after the summer holidays. “ADC Group Liaison” is one suggestion for the role title.

If anyone has any suggestions for volunteers, please forward to John Lewis.

5. Treasurers Report

• Pam Burch addressed the meeting, giving copies of the financial records for all to peruse.

• Pam has completed a handover with Sue Hoskin and is in the process of changing the bank account signatories.

• Scout Shop - Further supplies of the new District Neckers are expected.

• Scout Shop has £8973.47. Presumably this is Cash PLUS stock? The cash float should be £3000 so assume this is cash and stock together. Pam will check.

• Membership – we need to decide what our subs will be. Need a Finance subcommittee to calculate District costs, decide budgets and set new subs. Historic financial information will not be helpful as so much has changed. The new subs need to go out to groups ASAP

Proposing: Set up Finance committee. YES all agreed.

Who is on it: Pam Burch, John Lewis, Dave Truelove and Adrian Ashford were nominated.

John L will set a date for first meeting to consider budgets and membership subs.

5.1 Draft Financial Procedure Document (James Divall)

Key is to set up Finances sub-committee.

There are stand-alone Explorer groups, Active Support, Rifle Club, etc. that each have their own bank accounts but must report back to District regularly and at the end of each financial year for accurate record keeping and Financial responsibility.

John Lewis recommended that the Executive leave the document on the table as a working document and agree it as a policy document at a future Dist Exec, following a recommendation from the new Finance sub-committee. All were requested to read and comment back to Pam.

Alan Sandall noted that the – Tedbury signatory is incorrect in the document, The signatory must not be an ASU member. Agreed and amended.

Pam Burch – District Deposit funds have almost reached the limit for protected funds in one bank. Some funds need to be transferred over to another bank. Pam was asked to investigate and make a proposal for splitting the funds.

5.2 Marketing

After the last Dist Exec a request was sent to HQ for match funding for Development, no response has been received yet. John Myers will ask for response.

James Divall asked about purchasing promotional materials – it was agreed at the last meeting to approve £500 for the purchase of flags, updating the roll-up banners, etc. Agreed to go ahead and spend up to £500. Regardless of any HQ contribution.

Post Meeting: Grants for promotional materials and Set-up Grants for Evercreach Explorers and Network have been approved by HQ and paid.

5.3 Equipment for District Camps

ADCs have asked if they could buy big equipment for District camps instead of paying large amounts to hire them each year. ADCs are to be requested to submit a wish-list in order of priority.

John Myers stated that it is often cheaper in the long run to hire expensive equipment that will only be used occasionally; as it also alleviates problems of storage, insurance, maintenance, management and replacement.

The Exec requested to see inventory lists of all assets that District already owns.

Inventories from the former districts of Old Frome, Camelot & Yeovil were provided at the time of the merger Old Yeovil, Camelot list attached.

6. Safety

No reports received.

7. Website

Work is ongoing towards a beginning of September deadline. James Divall has requested that Social Media streams be up and running now.

8. District Necker and Badge

Neckers – see above

Badge - Bought 4000, free issued 2200 (with money provided by county)

All Scout Shops have badges in stock for sale.

The badge is inspired by 2 similar designs, one from a young person and one from a leader. Both have been presented certificates and a Badge.

9. Awards

Covered in item 4.

10. Location & Date for General Meeting (Not AGM)

John Myers is having difficulty in finding a venue. So it was suggested to tack it on to the Group Admin day on 17 October. Ask Margaret and the group of ASU members to provide a lunch.

11. GSL & Group Admin day

Contents to include:

DBS best practice. Recruitment and retention of both adults and Young People. Resources for Scout Halls from Print Centre.

12. DoE

James Divall requested funding to run 2 training courses of leaders for DoE Supervisor and DoE Assessors. To fill the course 18 people would be needed, 9 Supervisors and 9 Assessors. It is known that Blackdown and Moors & Coastal Districts would be keen to share places and Pam Burch suggested we also link up with Dorset Scout groups to ensure enough people. Exec approved £50 per head to fund this training, provided enough people sign up to make the course viable. Permission will also be needed from County Commissioner.

13. AOB

14. Date and Time of Next Meeting

13 October 2015 at 7.30pm – Venue The Thatched Cottage Shepton Mallet.

East Somerset District Scout Council

Treasurers Report 21st July 2015

Account BalancesCurrent 36922.62Capital Project 3391.42Explorers 2902.90Investment 15843.26 Scout Shop 8973.5Leader Training 408.04Sally Still 2102.99Support 23688.51Total 85259.74

TransactionsReceipt

sPaymen

tsCurrent Account

19/05/15 Caving W/E 121.00 18/05/15 District Team Expenses – J.Divall 58.8002/06/15 Jaws 2731.00 18/05/15 District Team Expenses – S. Hoskin 19.4402/06/15 Jamboree 95.86 28/05/15 Designated Funds- Claire Downs –

Website1000.00

02/06/15 Cubs – Rounders 40.00 28/05/15 Donation – Shelter Box 875.5002/06/15 Cubs – 6-a-side Football 32.00 28/05/15 Donation – Yeovil Football Club 150.0002/06/15 Cubs – Camp 2080.00 02/06/15 District Team Expenses – J.Lewis 46.0302/06/15 Beavers – Sleepover 2196.00 02/06/15 Cubs – Day Out – Fuel – R.Pitts 70.0003/06/15 Scouts – Canoeing 54.00 02/06/15 Cubs – Day Out – Coaches 1975.0005/06/15 County – New District Badges 454.57 02/06/15 Cubs – 6-a-side Football – R.Pitts 48.7005/06/15 Cubs – Camp 200.00 02/06/15 Scouts – Shooting – R.Slade 40.0005/06/15 Beavers – Day Out 10.00 04/06/15 Misc. & Admin – Scout Shop 105.0008/06/15 From Capital Project 1000.00 08/06/15 Equipment – OSM for Explorers –

Online Youth Manager302.40

11/06/15 Shooting – Old Camelot District

19.00

13/06/15 Donation – D.Wilson 102.93 08/06/15 Scouts – Yeovil Hire Centre 72.0023/06/15 Shooting – Receipts Jan-May 142.50 08/06/15 Scouts – J.Lewis 297.9923/06/15 Beavers – Sleepover 283.00 09/06/15 Scouts – Bucklers Mead School 150.0026/06/15 From Sally Still 55.00 11/06/15 Shooting - 1st Castle Carey – Hall Hire 28.5006/07/15 Cub Camp 20.00 13/06/15 District Team Expenses – D.Wilson 200.0713/07/15 Caving W/E 85.00 18/06/15 Misc. & Admin – Hamdon First Aid –

Appointments Committee15.00

13/07/15 Explorers – Big Bash 150.00* 20/07/15 Explorers Account 40.00 18/06/15 Jamboree – King Ina Explorer Unit 500.00

18/06/15 District Team Expenses – Simoney Badges Ltd

67.50

18/06/15 St Andrews Scout Group 15.0018/06/15 Evercreech Explorers 40.0022/06/15 Misc. & Admin – Ensign Badges 492.0026/06/15 District Team Expenses – Sue Hoskin 43.3806/07/15 Scouts – Jaws 2240.0006/07/15 Beaver Sleepover 160.0006/07/15 Cub Camp – Tolley Badges – Camp

Badges268.14

06/07/15 Cub Camp Expenses – R. Pitts 1037.8506/07/15 Cub Camp – Jim LeFeurve – Photos 60.0006/07/15 Cub Camp – Gift to Land Owner – R.

Pitts25.00

09/07/15 Scout Shop – Badges & Certs 8.5013/07/15 Explorers – Big Bash – Canoe Hire 16.0013/07/15 Explorers – Big Bash – Shooting 40.0014/07/15 Cub Camp – Jim LeFeurve – Photos 30.0015/07/15 District Team Expenses – John Myers 103.6120/07/15 Beaver Sleepover – Jim LeFeurve 30.0020/07/15 Beaver Sleepover – Blackdown District 914.7520/07/15 Beaver Sleepover - 1st West Coker 40.0020/07/15 Beaver Sleepover – Heather Pitts 665.81

TOTAL 9911.86 TOTAL 12251.97

* Originally paid from wrong account

Capital Project

08/06/15 Interest 0.59 08/06/15 Transfer to Current Account 1000.00

Explorers

20/5/15 Mendip Subs 80.00 25/05/15 Evercreech Village Hall 90.0029/5/15 Mendip Subs 265.00 20/07/15 East Somerset District Scout Council 40.0010/6/15 Mendip Subs 120.00 TOTAL 130.0014/6/15 Mendip Subs 40.00

TOTAL 605.00

Investment

NO TRANSACTIONS

Leader Training

28/05/15 Other Courses 315.0018/06/15 First Aid Course – Hamdon First Aid 150.0030/06/15 Archery Course & Accommodation –

C.Hooper250.00

14/07/15 Leader Training – Hall booking for October

60.00

TOTAL 775.00

Sally Still

08/06/15 Interest 0.30 26/06/15 Transfer to Current Account 55.00

Support

08/06/15 Interest 3.14

District Events

Beaver & Cub Day Out Profit 2.81

Cub Six-a-side Football Loss 76.70Cub Nine-a-side Rounders Loss 80.00Cub Camp Profit 909.01

Scouts Jamboree Profit 242.26

Explorers Big Bash Profit 93.06

Ten Tors – still awaiting balance sheet

Scouts Jaws – Awaiting final details ? small profit

Beaver Sleepover – Awaiting final details – Approximately £450 profit

Yeovil & District Equipment at Lufton StoreItem Location Qty Total Value

Mess tents Lufton 2 2,400.00Mess tents Lufton 1 800.00Patrol Tent 1 £500Lufton 1 500.00Dining shelter 1 £250Lufton 1 250.00Vaude hike tents 4 £300 eachLufton 4 60.00Vaude hike tents 2 £400 eachLufton 2 80.009man pod tent 2 £300 eachLufton 2 600.006 man tunnel tent 1 £250 EachLufton 1 250.00Toilet tents 6 £60 eachLufton 6 360.00Gas cookers 2 £300 eachLufton 2 600.00Gas boiler 1 £180 Lufton 1 180.00Single gas rings 2 £50 eachLufton 2 100.00Generator 1 £400Lufton 1 400.00Colman lamps (petrol) 2 £125 eachLufton 2 250.00Cooking eqpt various £300 Lufton Various 300.00Toilets 6 £60 eachLufton 6 360.00Cups,plates,dishes,cutlery 25 sets £200Lufton 25 Sets 200.00Tables 18 £70 eachLufton 18 1,260.00Benches 12 £40 eachLufton 12 480.00Sack trucks 1 £50Lufton 1 50.00Large cool box 1 £150Lufton 1 150.00Elec boiler 1 £150Lufton 1 150.00Hand cart 1 £130Lufton 1 130.00Flag Poles 2 £100 eachLufton 2 200.00Hike tents 4 £60 eachLufton 4 240.00C B radio's (hand held) 3 £120 eachLufton 3 360.00C B radio's (mobile ) 3 £70 eachLufton 3 210.00

Not Held at Lufton

Laptop Paul Bentley 1 50.00Projector Sec 1 50.00Screen Sec 1 10.00Copier St Andrews 1 399.00Resus Manakins HFA 2 200.00Defibulator HFA 1 1,000.00Trailer M Read 1 800.00First Aid Kits Sections 3 150.00Archery Equipment Great Lyde Various 2,000.00

Total 15,579.00

Frome Equipment List

All equipment belongs to Tedbury Camp site

No Items

2 Small double burner

1 Large double burner

1 Small hand axe (wooden handle)

2 Hurricane lamps

1 Plastic pool liner

1 Large green tarpaulin

250m of 230v extension cables with 16amp plugs

1 scramble net

3 Orange Survival bags

2 Archery buts

3 Archery but stands.

6 District radios with space batteriesheld by Dave Dunn

1 one set of orienteering punchesheld byRay Marsh got missing

1 computer printer

1 Over Head Projector

40 stacking chairs

5 long tables

No Items size included items

1 Mess tent 34 *14ft poles, pegs24 * 14ft poles, pegs14 * 14ft poles, pegs

2 Patrol tents poles, pegs

Hike tent

2 Wooden mallets

2 Metal Mallets.

No Item size

1 Large hay box (alm)

1 Hay box (alm) 3 gal

1 Cooking boiler (alm) 2gal

2 Large dixies (alm) 4 gal No Lids

1 Two handle dixie (alm) 4 gal

1 Two handle cooking dish 15in round

2 dixe 2 gal

1 oven tray

4 fFying pan 12in

2 Frying pan 9in

1large 2 handle wok / frying pan

3 S/S cooking trays ( 2 Handle)12 * 15in

5large Sq cooking trays with lids

12 * 15in

2Small sq cooking Trays with lids

12 * 12in

1 Large kettle No Lids

1 Large kettle with lid

1 small tea pot

2 Colanders Alm

1 3part billie set (alm)

1 box of cutely

2 Large S/S serving spoons

1 Large peforaded spoon

1 Washing up bowl

2 Plastic Buckets

1 Small plastic bowlNo Items

1 50mm of 25mm sizal rope

1 30m of 12mm rope

2 50m of poly prop rope

10 8mm sizal lashings.

20 6mm sizal lashings

1 400m of 6mm polyprop rope

2 2.5 in pully blocks

10 Scaffolded tubes 5ft

18mm steel bars

16 Road pins.

25 poles 14ft

12 poles 10ft

20 poles 8ft