AGM Minutes 2023

Time: 16:00, Saturday 22nd April 2023
Location: 12th Windsor Scout Hut

Present

James Baker (Manager)
Matthew Fox (Events Coordinator)
Nina Sparks (Membership Coordinator)
Chris McCandless-Stone (Treasurer)
Hayley Butterworth (Socials Coordinator)
Sarah Paget (Social Media Coordinator)
Lewis Dangerfield (UK Commissioner for Programme)
Stephen Avis
Louise Azavedo
Alfie Baker
Gee Barlow
Hannah Beckett
James Bell-Winfrow
David Bloomfield
Tim Bochard
Kathryn Brant
Callum Bridge
Aaron Brooks
Hayley Butterworth
Mary Cascioli
Stuart Cutler
Andrew Falconer
James Hage
Robert Harm
Mark Hassall
Bethanie Headworth
Helen Heenan
Michael Hobday
Ben Hunter
Eloise Jack
Hamish Jack
Kira Jarvis
Steven Jenkins
Phillip Jones
Claire Legge
David Legge
Ben Martin
Bev Martin
Caroline McCann
Jake Orros
Nicola Parkinson
Sam Rogers
Ethan Rose
Charles Rounce
Freyja Smith
Emma Smiton
Adam Taylor
Tom Weaver
Matt Wheeler
Lauren Whittaker
Michael Worthy

Apologies

Jess Brown
Graham Carrington
Nic Claypole
George Johnson
Sam Ley
Karen Newton
Alex Tosh
Cat Tyler

Welcome

James Baker (Manager) welcomed everyone to the meeting, and thanked them for attending.

Approval of Minutes

The AGM Minutes 2022 were proposed by Andrew Falconer and seconded by James Hage.

Committee Reports

Reports from the members of the committee were presented, and these are available at Annual Report 2023.

Approval of Accounts

The accounts were proposed by Phillip Jones and seconded by Adam Taylor.

Elections

Two positions were up for election this year, the Events Coordinator and Social Media Coordinator roles.

There were two applications for Events Coordinator - Jon Harris and Bethanie Headworth put in a joint bid, and Jade McCarthy also expressed an interest. Bethanie Headworth, as the only applicant present, delivered a short pitch. Jon Harris and Bethanie Headworth were then elected into the position of Events Coordinator by secret ballot.

Sarah Paget stood again for Social Coordinator, and was elected into the position by show of hands.

Lewis Dangerfield, UK Commissioner for Programme

Lewis Dangerfield started by thanking all members of the QSWP for their time and effort. He talked about the changes over the past 12 months, and introduced the new KSWP service agreement which will have an increased focus on being champions of the top awards and on supporting additional high profile events (as Scouting more generally gets asked to support more of these).

Lewis announced that two assistant UK commissioners had been appointed to be lead volunteers for large national events, which would help increase continuity and support for many of the events that the QSWP volunteers at.

Service Agreement

James Baker presented the new service agreement, which has been agreed with Lewis Dangerfield. The agreement is broadly the same as previous service agreements, with a slightly renewed focus on supporting national events and the required changes from QSWP to KSWP.

James Baker asked all those in favour of accepting the new service agreement to raise their hand, and the new service agreement was accepted (to come into force on 6th May 2023).

KSWP Update

James Baker provided an update on plans for the transition from QSWP to KSWP on 6 May. These are progressing well, although it should be expected that there will be a period as things change over where the Portal, e-mails and/or the website aren't working as expected.

Key points from the update are as follows:

Everyone will receive a KSWP necker and nametape at their first event after 6th May. These will not be sent out to people who have not attended a KSWP event.
QSWP clothing can be worn for the next 2 years, but everyone should make an effort to move to KSWP clothing as soon as possible.
An initial bulk KSWP clothing order has been placed. The committee will look at the best way to manage clothing orders going forwards and review suppliers to ensure we're still getting the best deal.
Flags, banners and other promotional materials are being prepared at the moment, and we will get these to events as soon as we can.

Any Other Business

Thank Yous

James Baker thanked Matthew Fox and Sarah Paget for their time on the committee and Matthew and Sarah were presented with thank you gifts on behalf of the QSWP.

James Baker thanked Caroline McCann for her hardwork on the new KSWP rebrand, and her continued support in doing artwork for clothing, promotional material, and more. A thank you gift was presented to Caroline on behalf of the QSWP.

Awards

James Baker presented the following long service awards:

Adam Taylor (10 years)

The following long service awards were read out, but as the recipient wasn't present these will instead be posted:

Stephen Brockbank (20 years)
Alex Knapp (5 years)
Rhodri Lewis (10 years)
Karen Newton (40 years)
Claire Stephens (10 years)

Clothing Order

James Baker reminded everyone that the deadline for ordering KSWP clothing at a reduced price is 18:00 on Thursday 27th April.

Essex International Jamboree

James Baker explained the premise behind the zone that the KSWP will be running at Essex International Jamboree (EIJ) 2024, and asked that anyone interested in helping sign up on the Portal sooner rather than later as we would like as many KSWP members to form the zone team as possible before we open it up wider. Anyone interested in taking on a management role within the zone should speak to James Baker.

Open Floor

Reunion Pub Name

Chris McCandless-Stone highlighted that the name of the pub at Gilwell Reunion will be changing from the Queen's Squiffy Woggle Pub to the King's Squiffy Woggle Pub. As such, the old slogan of "Quality Spirits, Wines and Pints" no longer has the correct initials, and we will need a new one. Chris asked for any suggestions for a new slogan that has the initials KSWP to be passed to him.

Geocaching

Bev Martin provided an update on the QSWP geocaches. As of 22nd April 2023,

QSWP 1 had travelled 1,807 km and was last seen in North Wales (now assumed lost)
QSWP 2 had travelled 43,676 km but has been missing since 2014
QSWP 3 had travelled 30,715 km and was last seen at the end of March in Copenhagen
QSWP 4 had travelled 26,122 km and was last seen in North West England in 2019

It was suggested that some new KSWP trackables could be started to celebrate our new name, and that Michael Worthy (as our most prolific geocacher) might be a good person to start these off.

Social Media Platforms

David Legge asked what social media platforms we operate on. Sarah Paget confirmed Facebook, Instagram and Twitter were active.

Service Agreement

David Legge asked whether the NSASU manager role referenced in the service agreement was a new level of oversight for the Q/KSWP, or if it was a rebrand of an existing service provision of management. It was confirmed by James Baker and Lewis Dangerfield that there were no changes to the existing management structure, and any new titles were just new names for existing positions.

Meeting Close

James Baker closed the meeting, which was followed by a Windsor Briefing, and a pizza social.