AGM Minutes 2024

Time: 17:00, Saturday 20th April 2024
Location: 12th Windsor Scout Hut

Present

James Baker (Manager)
Jon Harris (Events Coordinator)
Beth Headworth (Events Coordinator)
Nina Sparks (Membership Coordinator)
Chris McCandless-Stone (Treasurer)
Hayley Butterworth (Socials Coordinator)
Sarah Paget (Social Media Coordinator)
Luke Arscott
Louise Azavedo
Alfie Baker
Dan Bathe
Tim Bochard
Aaron Brooks
Mary Cascioli
Ami Chapman
Liam Claris
Rebekah Dowd
Amy England
Andrew Falconer
Lucy Fol
Matthew Fox
Nic Gardiner
James Hage
Siobhan Halliday
Alex Hawkins
David Hawkins
Helen Heenan
Izzy Hooper
Ben Hunter
Eloise Jack
George Leaver
Loz Marchant
Ashley Martin
Barbara Maynard
Ian Maynard
Caroline McCann
Emily Mobberley
Matt Mollart
Karen Newton
Chris Nix
Matthew Plant
Adam Ray
Oliver Rhodes
Catherine Rogers
Sam Rogers
Ethan Rose
Charlie Rounce
Freyja Smith
Emma Smiton
Adam Taylor
Nicholas Thompson
Alex Tosh
Nick Vigar
Tom Weaver
Jack Weston
Matt Wheeler
Tom Wilkinson
Amy Woodland
Michael Worthy

Apologies

Mike Barrett
Cat Carrington
Duncan Ford
Ben Martin
Bev Martin
Jake Orros

Welcome

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

Approval of Minutes

The AGM Minutes 2023 were proposed by James Hage and seconded by Helen Heenan.

Committee Reports

Reports from the members of the committee were presented, and these are available at Annual Report 2024.

Approval of Accounts

The accounts were proposed by Adam Taylor and seconded by James Baker.

Elections

One position was up for election this year, the Membership Coordinator role.

Two people stood for the position; Nina Sparks (the current Membership Coordinator), and Eloise Jack. Both gave a short pitch explaining why they felt they would be good for the role. This was followed by a ballot of members, which was won by Eloise Jack and she was appointed as the new Membership Coordinator. James Baker thanked Nina Sparks for her efforts over the past three years, and presented her with some chocolates as a thank you on behalf of the KSWP.

80th Anniversary Dinner

James Baker shared the details of the 80th Anniversary Dinner, which is taking place on 12th October 2024 at Malmaison Birmingham. Uptake so far has not matched the level expected by the Expression of Interest form that was shared a few months ago, so if you are able to please confirm (via payment) as soon as possible as the venue has different rooms available based on the number we have attending but we need to confirm which room we book (and pay a deposit!) soon. The dinner is open to former members of the KSWP, as well as partners. For more details, please speak to James Baker or Hayley Butterworth.

There were a number of questions from the floor which were answered by James Baker.

Will there be 80th anniversary merchandise (e.g. badges) available?
This is something that hasn't been considered yet, but is definitely something we hope to do. More information will be announced nearer the time.
When will discounted room rates be available?
We can't confirm this with the hotel until we've signed the contract for the booking. And we can't sign the contract until we have an accurate idea on numbers - so everyone needs to pay sooner rather than later! As well as discounted room rates, we have got free use of a nearby Scout hut for anyone happy to sleep on the floor.
Will there be other events happening that weekend?
There won't be any other centrally organised events, but we hope that members organise their own unofficial activities (such as Cadbury World or the Black Country Living Museum) and share these with other members via the Facebook group.

KSWP Manager Succession

James Baker announced that he would be standing down at the end of his current term as manager, which ends April 2025, after 10 years as the QSWP and KSWP Manager. He has no intention of dropping out of the KSWP, but believes it is time for someone else to take the reins and keep driving the KSWP forwards. As it is a national role, it is expected that there will be a formal application and selection process later in the year; but that it is hoped the KSWP membership would have some involvement in that process. However, anyone interested in applying for the role is strongly encouraged to have a chat with James (over a pint) who will be happy to explain the role, what it involves, answer any questions, etc.

KSWP Clothing

James Baker apologised that it had taken so long to make it possible to order KSWP clothing, but this has now been resolved and links will be sent out and put on the Portal in the coming week or two.

There are still a few people who have yet to collect their KSWP clothing that was ordered last year. The number of items remaining is now low enough that it will be possible to send them out, and James Baker will shortly be in touch with people who haven't collected clothing to discuss options for this. People who ordered clothing and want it sent out will need to pay to cover postage and packing.

Any Other Business

NSASU Manager's Meeting

James Baker mentioned that there would be a NSASU meeting at Gilwell the following weekend (27th-28th April) that himself and Jon Harris would be attending. If anyone has anything they would like bought up at this meeting, please let James or Jon know.

Open Floor

KSWP Portal

A question was asked about whether we could update the Portal to stop sending out event notifications to those not eligible for an event. James Baker said this was on his to do list, and that he would look into trying to get it done soon.

There was also a request for it to be easier to match names with faces on the Portal, and again James Baker said he would look into this. There was a general request, seconded by James Baker, for people to upload a photo onto the Portal as this is a really helpful thing at events.

Neckers and Merchandise

There was a question regarding when it would be possible to buy a second KSWP necker. James Baker responded saying that this would happen eventually, but at the moment we're still focussing on making sure that those who attend events are able to receive their first necker. Anyone with a genuine reason for requiring a replacement (i.e. it was eaten by the dog) should contact James Baker.

Caroline McCann also offered to sort out some KSWP branded lanyards, and this is something the committee will consider and discuss.

Meeting Close

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