AGM 2026

Sunday, 31st May, 2026, 2-4pm

All parents, families  and Trustee Board Members are invited to the Group AGM Barbecue at the Community Garden.

Please respond to the invitation sent out by your section leader.

Agenda

1. Welcome and introductions

2. Section Updates and Chair Report

3. Treasurer Report

4. Election of Chair / Treasurer

5. AOB

May 2026

18th West Lothian (West Calder) Scout Group

Chair of Trustee Board Report

Introduction & Overview:

It has been a busy year for all sections, with some exciting programme ideas taking place.

For example, supported by Education Scotland, the Beaver section has explored coding and green screen recording; the cub section has welcomed a range of community representatives – from bagpipe playing to guide dogs for the blind – taken part in the District Camp and were joint first in the District Sports event. The scouts have moved back to the Community Garden from spring to autumn and continue to offer some first-class outdoor experiences to their members.

A big thank you to the Explorer section, whose young leaders have supported programme activities across the age range.

Many thanks to all members who have supported our Lottery Photobook Project (www.westcalder.uk) , and particularly those who made the Zoo Day such an enjoyable event (despite the rain).

And lastly (but not last) thank you to all the adults – from Trustee Board Members to leaders to parents - who have supported activities.

Financial Review

Duncan will provide the Treasurer Report, and a copy will be posted to the website at www.18thwestlothian.co.uk.

We all recognise that we live in challenging times financially. In terms of the cost of living ‘crisis’ the Group has done its best to keep any increase in subscriptions to a minimum.

The West Kirk is to be commended for the great value-for-money resource that is the church hall. Without the hall, as a Group, we would struggle to keep costs to families to a minimum.

Governance & Structure

The Trustee Board adheres to Scout Association Policies and charity law. Our Trustee Board membership includes section leads and parental representation.

Risk Management

The Board meets three to four times a year, with excellent communication in place between meetings. In line with Scout Association guidance, safeguarding is a standing item on all Trustee Board meetings. Duncan, as treasurer, reports to each board meeting on the state of our finances. It is Group Policy to maintain at least one year of running costs in our current account, allowing us time to manage any financial risks that occur.

Plans for the Future

In the year ahead we will campaign to increase parental representation from all sections on the Board, as well as exploring ways in which we can better represent the views of our members. The scout section is keen to focus on outdoor and camping experiences for its members. The cub section will provide major support to the publication of our Photobook, which should in turn raise the profile of the Group in the village.

Jim Fanning

May 2026

Chair of Trustees

Minutes of 2025 Meeting

18th West Lothian (West Calder) Scout Group

Group AGM / Thursday 13th November 2025, 7.00-7.45pm

Minute Notes

1 Welcome

Note: due to inclement weather and last-minute cancellations, attendance at the AGM was severely restricted.

2. Introductions

JF welcomed those who could attend and introduced members of the Trustee Board who were present.

3. Section updates and Chair Report

JF provided brief highlights of section activities, including funding that had been received from the National Lottery Community Fund for a West Calder photo book project.

4. Treasurer

The Treasurer provided a brief overview of finances; report has been published to the Group website.

5. Election of Chair / Treasurer

JF was nominated for the role of Chair and approved; DB was nominated for the role of Treasurer, and this was approved.

6. AOB

JF was awarded the Silver Wolf by the District Commissioner.

Treasurer Report 2024-2025