1st Magill Scout Group

PARENT SUPPORT GROUP COMMITTEE

ANNUAL GENERAL MEETING

AGENDA

Tuesday 3rd September 2013

1. Welcome 2. Apologies Nick Ashley 3. Minutes of previous Annual General Meeting held 28th August 2012 4. Matters arising from minutes 5. Reports

a. Group Leader Marco Hess b. Scout Leader Martin Gregory c. Cub Leader David McNamara d. Joey Leader Karyn Leicester e. Chairperson Bronwen Atkins f. Treasurer Jillian Ketteridge g. Quartermaster John Frith h. Grants & Fundraising Officer Chrissi Crouch i. BBQ Manager & Fundraising Officer Robert Holliss

6. Positions Declared Vacant 7. Elections

a. Chairperson b. Secretary Nick Ashley restanding in absentia c. Treasurer d. Quartermaster e. Grants & Fundraising Officer f. BBQ Manager & Fundraising Officer

8. Video – Looking Back at Past Year 9. Any Other Business 10. Closure

Supper

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1st Magill Scout Group

PARENT SUPPORT GROUP COMMITTEE

ANNUAL GENERAL MEETING

MINUTES

28TH August 2012 Meeting opened 7:00 pm In Attendance: Philippa Brice (Chair), Jillian Ketteridge (Treasurer), Nick Ashley (Secretary), Chrissi Crouch (Fundraising/Grants Officer), Marco Hess (Group Leader), John Frith (Quartermaster) Apologies: None 1. Minutes

The minutes of the previous AGM of 6 September 2011 were approved. 2. Reports

The following reports (attached) were approved: a. Group Leaders report b. Scout Leaders report c. Cub Leaders report d. Joey Leaders report e. Chairperson report f. Treasurers report g. Grants and Fundraising Officer report h. Quartermasters report

• It was noted that overall scout group numbers were at 85, up from 72 last year. Due to the

current number of leaders there is a hold on the number of scouts and cubs.

• 14 scouts are expected to attend the 2013 Jamboree.

• Better participation of parents is still needed. Ideas for a parent skills list and an opt in parents phone list for lifts etc. were raised.

3. Committee member elections:

a. Chair – Phillipa Brice stepped down as Chair. Bronwyn Atkins approved as new chair. b. Treasurer – Jillian Ketteridge c. Secretary – Nick Ashley d. Fundraising/grants – Chrissie Crouch e. Quartermaster – John Frith

4. Looking back video shown.

5. Meeting closed at 7.30pm for a light supper.

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1st Magill Scout Group

Group Leader Report for 2013

While in previous years Magill Scout Group has seen a steady increase in membership, in 2013 we applied a hold on applicants for the Cub section and total membership is currently very similar to 2012. Membership currently stands at 86 members (adult & youth) from 51 families comprising of 28 Scouts, 30 Cubs, 11 Joeys, 10 leaders and 7 committee members. An interesting statistic is when we look at the membership levels at the 13 different scout groups within our “Adelaide Foothills” district. On number of youth members, Magill Scout Group is regarded as a “middle-of-the-road” group within our district. But when looking at the children to leader ratio, we appear at 3rd place (out of 13) with an average of 6.4 children per leader. A clear indication that the Magill Scout Group leaders are putting in very commendable effort in managing the above average number of youth members under their care. The past year saw a number of major events including the Australian Jamboree in Maryborough Queensland in January. Leading up to that event we saw a great number of fund raising events including garage sales, sausage sizzles at Mitre-10 Glynde in which Scouts (and parents) put in a great effort to raise funds to support their cost of going to the Jamboree. Joeys had their Hoperee camp at Woodhouse and a large number of great district events like an Olympics Night and a district bowling event. Cubs had fun at the Cub Cookoff, Sleepover at Warrawong, District Cub Camp, and a number of hikes including a Night Hike at Morialta. We also saw a number of memorable group level functions over the last 12 months including the Port Hughes Group Camp, the annual Christmas breakup function, and the “Anzac Day Sleepover”. Of the quiet behind the scenes group of people that are our Parent Committee, this year, our Treasurer Jillian Ketteridge was awarded with a “Certificate of Merit” from Scouts Australia for her service as Treasurer to our Scout Group over a number of years. Well deserved and also thank you from all of us at Magill Scout Group. In the past year, the Parent Committee has been paramount in assisting with the various Jamboree Fund Raising events and is now also making inroads in a long standing wish of refurbishing our somewhat dated toilets at the hall. A huge effort has been put in by a number of Committee members and in particular Chrissi Crouch in lobbying the Campbelltown Council & Scouts SA, meeting with builders for quotes, and pulling together a number of possible grants to a point that by recent indications this project might actually come together this year! I would like to sincerely thank Bronwen Atkins for stepping up to the role of Chairperson for the Parent Committee last year when she took over from Philippa. Thank you for your efforts. I am proud to be a part of 1st Magill Scout Group and look forward to another year of great scouting. Marco Hess Group Leader August 2013

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Youth to Leader Ratio

1st Magill Scout Group

Scout Report for 2013 2012-2012 has been another great year of learning, fun and adventure for the Magill Scout Troop. Of course, the major event this year was our attendance at Jamboree. Jamboree is a scouting event that is hard to imagine if you have not been there - ten to fifteen thousand scouts from all around the country and the world gathered together for two weeks of non-stop adventurous and challenging activities. It is by no means a luxury camp - no matter where it is held, two weeks camping is not an easy thing, and each location brings its own challenges. This year the challenge was the sweltering heat of Queensland summer. The scouts had to put to use all the training and preparation that we had done in the year leading up to make themselves comfortable and do well at the activities. And this they did amazingly well - the leaders were proud of their application and fortitude, and I think that everyone was rewarded by a fantastic experience and lots of tales to tell. Of course Jamboree was not everything, by a long shot. There were plenty of other activities with the whole troop throughout the year, including Branch Hike, Ice Skating, the senior scouts' Adverturer's hike, an evening at Glenelg, Group Camp at Port Hughes... the list goes on. And once again the Scout Troop Report would not be complete without heartfelt thanks to the parents who are doing fantastic behind the scene support work with fundraising, renovations, and ongoing maintenance and organisation. As I said last year, it makes a world of difference to running a good program to have a well organised Q-store, the ability to purchase good stuff to go in it, and nice facilities to operate in. Martin Gregory ‘Eagle’ Scout Leader August 2013

1st Magill Scout Group

Cub Report for 2013 Current number of Cubs – 27 (30 on the book – but this needs adjusting). Current Leaders – 3. Thanks to the fact that Lloyd Ing has now turned 18 and is starting his training. Magill has continued to thrive, with almost all kids staying long term, and Joeys returning as Cubs as well as Cubs coming back as Scouts. Although we HAVE had some enquiries, I am loathed to go beyond the numbers we currently have – except to make space for any of our own Linking Joeys. We consistently have 20+ cubs on a Tuesday Night at the hall, and a dozen or so (OR MORE), at most other (external) activities. We have been involved in many activities away from the hall – including a Day Hike during which 4 of our Cubs hiked about 17Km. We have done a couple of night hikes – including one in light rain, and one into the fog/clouds. Fourth Term last year, included Jota/Joti at Tranmere – which is coming up again soon, and a trip to the Ice Arena. We stared this year with the Senior Cub Camp at Roonka – and then the group camp VERY shortly thereafter. We also had a District Swimming Carnival, a Canoeing Night and a Slot Car Race. Though they were invited to our Pinewood Race the scouts did not join us. BUT, I plan to run this night at the end of first term again next year, invite the more recent Scouts, and do any investitures as well – as the Pinewood Race IS on again for next year. Third term has been busy already. We entered the Cook-Off comp. for the district again – and the kids did quite well – there were only 6 kids which was a little disappointing but they worked well together. We have had a first aid night, weather night, and are about to spend the night propagating seeds. We have the scouts, as well as another Cub group to join us for the night. We also have the Gang Show and Science nights to come (With everyone else). We have a District Camp, a Camp with the scouts for SOME of the elder Cubs, A Cub Day at Woodhouse. AND although we often ask the kids what they want to do at Cubs, I can’t remember directly asking (ALL) the parents of the Cubs if there is anything particular that THEY would like their kids to do in their time in Cubs – so I have sent an E-mail to them all this week and will be interested in anything they reply. We NEED MORE large soft balls – we keep getting them – but they don’t last indefinitely – a $2 rubber cannot be expected to last YEARS – and we can’t use them for games etc., if we don’t have them. David McNamara Cub Leader August 2013

1st Magill Scout Group

Joey Mob Report for 2013 While numbers have been slightly lower than previously, the Mob continues to attract new members. Four Joeys have linked to Cubs during 2013 so far. The Mob continues to participate in a number of District based events and Buddy activities with Athelstone, Stradbroke, College Park and Tranmere Joey Mobs. Joey Leaders strive to provide a varied program including the following:

• Group camp at Port Hughes • SA Police Road Safety Centre night

• Founders Day activity

• Focus on native animals – with Possum, Echidna and Gecko themed nights

• Healthy eating with the support of materials provided by Colgate • Scouts in Action week – with the whole District Joeys supporting Hutt Street

Centre

• Wheelchair Sports at Stradbroke

• Magill Masterchef with Athelstone and Stradbroke

• Campfire night • First Aid

• District Camp in mid-September at Douglas Scrub

• Indoor rock climbing planned for Oct

• Cleland Hike planned for Oct

• Term 4 Sleepover planned • District Joeys Lawn Bowling event planned for Nov

• Discussion and encouragement to plan for the Cuboree/Hoporee “Revolution” in March 2014

As a PLA and Program Adviser I am supporting a wide range of other Joeys Leaders from the newly formed Mob at Pembroke to those in the remote Beadell District. I have attended a Joey Leader Conference and additional Child Safety training this year. Karyn Leicester Joey Scout Leader August 2013

1st Magill Scout Group

Chairperson Report for 2013 I am pleased to report that since the AGM of 2012, the committee has met and discussed matters of the Jamboree, financial records, GST, fundraising, family camp, key register, plans for a working bee (which hasn't eventuated yet!) and also the 1st Magill Scout Group was represented at the group committee forum. As chair, it has been a privilege to work with the dedicated volunteers of the committee. The amount of time and effort that goes into the smooth functioning of the group is significant and much appreciated. A big thank you to Marco Hess, Nick Ashley, Jillian Ketteridge, Chrissi Crouch, John Frith, Annabel Holliss and Robert Holliss for your valued participation. Bronwen Atkins Chairperson August 2013

1st Magill Scout Group

Treasurer Report for 2013 The Group’s accounts and financial records for 2012 were audited by a retired accountant and submitted as exemplary to Scouting Headquarters on 31st January 2013. Attached is a copy of the Compliance Certificate issued by Scouts Australia SA Branch’s Commissioner of Finance. January 2012 Opening Balance $18,568.76 Income $32,061.49 Expenditure $44,319.86 December 2012 Closing Balance $ 6,310.39 During 2012, our Group finalised purchases funded by grants secured the previous year, hence the expenditure being greater than our income for those twelve months. The most expensive items purchased were a Marquee ($2,548), Trailer & Assessories ($3,000), Sporting Equipment ($1,122), 3 Folding Tables ($1,006), Committee Room Ceiling ($1,000), Tents ($855) and Data Projector ($655). All of the Treasurer Reports submitted to the Parents Support Group Committee during August 2012 to July 2013 have been approved and are a matter of public record. Should you wish to view any Minutes from the Parent Support Group Committee, you will find them located at http://magill.myscoutgroup.org/view/ParentSupportGroup . Although I no longer have a child attending our Scout Group, I am seeking re-election as Treasurer for a fifth term of office, as I thoroughly enjoy working with our dedicated team of parents that make up the Parent Support Group Committee. You are encouraged to attend any of our nine meetings held each year, the duration of which is only one hour, but a great deal of organisation and planning occurs during this time and always with humour, enthusiasm, a drink and nibbles. Please speak with any committee member or leader for meeting details, or check out our website. It is a thoroughly rewarding experience and a wonderful place to make new friends. Jillian Ketteridge Treasurer August 2013

Magill Scout Group

Financial Year ended 31st December 2012

Following an Annual Financial Check of the book keeping standards and recording,

reporting and filing of the financial records of the Group I am satisfied that the financial

records and reports of the Group are being maintained in a satisfactory manner.

Compliance Certificate

26/3/2013 John Wilmot

Branch Commissioner Finance

Scouts Australia SA Branch

The Reports may be relied on by the Group to give a reliable record

of the financial status of the Group.

1st Magill Scout Group

Quartermaster Report for 2013

Not a great deal to report from the Q-store this year. The on-going challenge of keeping the shelves in order and gear squared away neatly continues unabated. Apart from a few new rechargeable LED lanterns and a new 3 x 3m portable gazebo, no major equipment acquisitions were made in the past year. Grants were achieved by the great work of Chrissi and Annabel to acquire new shelving in the large trailer room and a new BBQ to replace one that has become unworkable. These purchases will take place soon. John Frith Quartermaster August 2013

1st Magill Scout Group

Grants and Fundraising Report for 2013 Once again, 2012-2013 has been another successful year for the 1st Magill Scout Group. Grants Awarded: We have recently had notification that the Scout Group was successful in applications for the following two grants. My thanks to Annabel Hollis for her help in completing the very large application forms and also to Bobbie Luks at Scout HQ for her never ending support and guidance (and patience – I ask a lot of questions!!). Australian Government – Volunteer Grants 2013: $2,000 for the purchase of shelving in the trailer room, a new BBQ and for large fans to help with the cooling of the hall in the summer months. Government of South Australia, Office for Recreation and Sport – Active Club Program Round 35: $1,500 for first aid training and medical supplies. Fundraising: All funding from the last AGM report (August 2012 until January 2013) helped our Scouts get to the Jamboree in Queensland. A fantastic amount of $7,093.35 was raised for the Jamboree, in total of which $2,932.40 was reported at last year’s AGM. After which $4,160.95 was raised from various events; $663.70 from BBQs at Mitre10, $3,398.40 at garage sales and $98.85 from a Kyton’s Bakery drive at Christmas time. Many thanks to the Scout Leaders who gave up so much of their time to help organize and run these events; to the parents for their support and the scouts of course for their hard work. A great time was had by all at the Jamboree. All funds raised after January 2013 have been put towards general hall repairs. These include a Kyton’s Bakery drive at Easter raising $181.00 and also our Group signing up with Aussie Farmers Fundraising – this is when Aussie Farmer customers link their Aussie Farmer accounts with the 1st Magill Scout Group via their website. Aussie Farmers donate 2% of the total spend to our group, at no further cost to their customers. We have recently received $35.28 from this initiative. Chrissi Crouch Grants & Fundraising Officer August 2013

1st Magill Scout Group

BBQ Manager & Fundraising Report for 2013

25 Aug Mitre 10 Glynde Sales $690.90 Approx 250 sausages, 36 cupcakes, 20 drinks, 30 chocolates Costs $300.90 Banked $390.00 Sausages and cupcakes sold well, slow day for drinks with weather being colder. Stock on hand 233 drinks Forward bookings 12 Oct Goodguys Glynde 2 Nov Mitre 10 Glynde 30 Nov Mitre 10 Glynde 7 Dec Mitre 10 Glynde 21 Dec Mitre 10 Glynde Robert Holliss BBQ Manager & Fundraising Officer August 2013