AGM Minutes 2025

Time: 15:30, Saturday 26th April 2025
Location: 12th Windsor Scout Hut

Present

James Baker (Manager)
Freyja Smith (incoming Manager)
Jon Harris (Events Coordinator)
Beth Headworth (Events Coordinator)
Eloise Wheeler (Membership Coordinator)
Chris McCandless-Stone (Treasurer)
Hayley Butterworth (Socials Coordinator)
Sarah Paget (Social Media Coordinator)
Mike Barrett
Hannah Beckett
Lauren Bird
Aaron Brooks
Mary Cascioli
Ami Chapman
David Cowin
Mark Eastman
Andrew Falconer
Malcolm Fillingham
Kaylee Gault
James Hage
Siobhan Halliday
David Hawkins
Helen Heenan
Izzy Hooper
Georgie Horwich
Ben Hunter
Ashley Hyde
Kira Jarvis
Steven Jenkins
Phil Jones
Michael Kiley
George Leaver
Kathryn Loft
Barbara Maynard
Ian Maynard
Caroline McCann
Emily Mobberley
Matt Mollart
Karen Newton
Ed Phillips
Matthew Plant
Jonny Reeks
Asher Smith
Adam Taylor
Alex Taylor-Brown
Nick Thompson
Alex Tosh
Joseph Vowles
Katie Welling
Matt Wheeler
Caleb Williams
Tom Woodworth

Apologies

Luke Arscott
James Bell-Winfrow
Jessica Brown
Ben Edwards
Bev Edwards
Loz Marchant

Welcome

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

Approval of Minutes

The AGM Minutes 2024 were proposed by Chris McCandless-Stone and seconded by Helen Heenan.

Committee Reports

Reports from the members of the committee were presented, and these are available at Annual Report 2025.

Approval of Accounts

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

Social Media Accounts

As part of her report, Sarah Paget (Social Media Coodinator) raised the question about whether the KSWP continues to maintain an account on X/Twitter. She explained that many organisations (such as Scouts Cymru) had left the platform, but that other (such as UK Scouts) continue to be active on it. Sarah hasn't posted much onto it over the past 2 years, and we haven't seen a significant drop in engagement as other platforms remain active.

After some discussion and an informal vote, it was agreed that we would "mothball" our KSWP account and keep hold of it but not actively use it.

Elections

Two positions were up for election this year, the Finance Coordinator role and the Social Events Coordinator role.

Caleb Williams stood for the Finance Coordinator role, and Matthew Wheeler stood for the Social Events Coordinator role. Both gave a short pitch outlining why they should be elected, and both were voted in by show of hands.

KSWP Manager Handover

Freyja Smith (incoming KSWP Team Leader) gave a short introduction to herself, and thanked James Baker for his efforts over the past few years.

Digital Coordinator Role

It was announced that a new committee position - the Digital Coordinator - would be created, to look after the KSWP Portal, website and other digital tools (such as the Google Workspace account used by the committee). This was previously covered by the KSWP Manager role for convenience, but will be a separate role going forwards.

The position will initially be held by James Baker for a period of 1 year, to allow time to get the KSWP's digital assets into a state where they could be handed over, and to minimise disruption resulting from the new KSWP Manager. The position will go up for election at the 2026 AGM. Anyone applying for this role will need sufficient technical skills to fulfill the duties of this role.

Any Other Business

Thank Yous

James Baker presented Chris McCandless-Stone (Finance Coordinator) and Hayley Butterworth (Socials Coordinator) with a small gift to say thank you for their hard work over the past few years.

Open Floor

Event Attendance

Phil Jones asked whether the current rule that members should attend two events a year could be changed to be day based rather than event based (i.e. supporting 4 days a year, rather than 2 events a year) to account for the different level of commitment required for events (e.g. an evening presentation vs a week-long Jamboree). Jon Harris (Events Coordinator) said this had been discussed in the past, and that there are pros and cons to both approaches. This is something the new committee will look into.

Status as a SASU

Helen Heenan asked for clarification about what the KSWP is now that Scout Active Support Units (SASUs) are no longer a thing. The answer was given that SASUs do still exist at a national level, and it is at regional levels down they have been disbanded. The KSWP therefore continues to be a SASU, and is a sub-team of the national Programme Team.

Meeting Close

James Baker closed the meeting after 34 minutes, which was followed by a Windsor staff briefing and a pizza social.