AGM Minutes 2018

Time: 16:00, Saturday 21st April 2018
Location: 12th Windsor Scout Hut

Present

James Baker (Manager)
Caroline Hicks (Events Coordinator)
Emma Panton (Finance Coordinator)
Graeme Hamilton (Acting UK Commissioner for Programme)
Dan Dupoint (TSA Events Officer)
Mike Barrett
Kathryn Brant
Roger Cook
Kaylee Gault
James Hage
Mark Hassell
Tom Hazeldine
Bethanie Headworth
Michael Hobday
Alex Jenkins
George Johnson
Phillip Jones
David Legge
Andy Loring
Loz Marchant
Ben Martin
Bev Martin
Chris McCandless-Stone
Aimee Mollart
Claire Mollart
Matt Mollart
Karen Newton
Becky Nottingham
Jake Orros
Sarah Paget (Social Media Coordinator)
Heather Porter
Mike Preston
Steve Smith
Nina Sparks
Adam Taylor
Rebecca Watts
Rob Williams
Michael Worthy

Apologies

Tim Kidd (UK Chief Commissioner)
Jess Brown (Membership Coordinator)
Owen Ward (TSA Volunteering Officer)
Adam Barnes
Rebecca Bentley
David Bloomfield
Fi Durrant
Andrew Falconer
Rob Myles
Nicola Parkinson
Alex Richards
Ellissa Roberts
James Stafford
Tracey Louise Stevenson
Gerald Telfer
Nicholas Thompson
Tom Woodworth

Welcome

Graeme Hamilton opened the meeting by thanking everyone for their hard work, and talking about the changes happening in Team UK. Graeme announced that the new Head of Adult Support, who will be the direct line management for the QSWP, will be Giles Wren.

Graeme presented Rhodri Lewis with his 5 year service award.

James Baker read a message from Tim Kidd who apologies for not being able to attend, but wanted to thank everyone in the QSWP for all their hard work: "I am truly grateful for the work, time and commitment of the QSWP and I should be grateful if you would pass this on to your members at the AGM. Do ask all of them to say hello to me during Windsor!"

Approval of Minutes

The AGM Minutes 2017 were proposed by James Hage and seconded by Jake Orros.

Committee Reports

Reports from the members of the committee were presented, and these are available at Annual Report 2018. James Baker (Manager) read the report of Jess Brown (Membership Coordinator) in her absence. Included in the committee reports was a report from Sarah Paget on the social media activites of the QSWP.

Chris McCandless-Stone raised a question about the amount spent/budgeted for postage and stationary (£200). This was answered by Emma Panton and James Baker, who stated that this covers sending out paper reference forms (though this is likely to change in the next year), printing costs, and postage for things like neckers.

The accounts were proposed by Chris McCandless-Stone, and seconded by Steve Smith.

Elections

There were two posts up for nomination this year, the Membership Coordinator following the conclusion of Jess Brown's term of office, and the newly created Social Events Coordinator (a 3-year non-committee position).

Claire Mollart and Mike Preston both put themselves forward for the Membership Coordinator, and each gave a short statement about why they should be elected. A secret ballot was held, and Claire Mollart was elected as the new Membership Coordinator.

Rob Williams put himself forwards for the Social Events Coordinator, and was elected by public vote.

Service Agreement

The latest Service Agreement, which was previously circulated to all members was accepted by members of the QSWP. This is a relatively minor update to the previous Service Agreement, with the following changes:

Minor change in remit from "Promoting the Top Awards" to "Acting as ambassadors for the Top Awards"
Changes to reflect new Team UK structure, and to reflect the support structure currently provided by Gilwell to us
Change in service agreement length from 1 year to 3 year to match that of other NSASUs

James Baker to seek approval for the new Service Agreement with Gilwell, and sign on behalf of the QSWP.

GDPR

James Baker explained that GDPR will shortly be replacing the current Data Protection Act and explained a little about the work that's been going on to ensure we are compliant. He explained that this work is not yet complete, and that more work will be ongoing over the next few weeks.

A number of points were raised regarding whether we need explicit consent to hold some data, particularly with regards to Friends and former members. James will take this away and investigate further. It was suggested that with some relatively small changes to the Portal, consent could be provided through that.

Bank Account

Emma Panton requested that we move the bank account from HSBC to Lloyds Bank in order to make things easier for the committee, and explained the minimal impact this would have on members. No objections were raised, so Emma Panton will action this.

Any Other Business

Weekend Away 2018

This is being organised for 12-14 October 2018 at Scout Adventures Youlbury in Oxfordshire. According to interest expressed via the Portal, we are near to capacity of the lodge we have booked. We will be asking for deposits (or payment) shortly, so that we can confirm numbers and if required look into booking additional accommodation. More details to follow.

75th Anniversary

No one came forward with proposals for this, so it will be organised by the QSWP Committee. A committee meeting was held following the AGM to discuss this further, and more details will follow soon.

Merchandise

We will shortly begin producing QSWP Merchandise to order rather than bulk buying it as we have done in the past. This is possible because Caroline Hicks has agreed to produce it on a per-item basis for us, keeping the prices fixed at the current price. More details to follow.

Flyers

The QSWP have produced a new flyer to promote ourselves to QSA recipients, and this will now be sent out to all new Queen's Scouts by Gilwell when they receive their award