2024-03-31-accounts - Sheffield Hallam District Scout Council

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Sheffield Hallam District Scout Council

Registered charity number 1025483

Trustees Annual Report for the Year Ending 31 March 2024

Objectves and Purpose

The District's governing documents are those of the Scout Association. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the Association and The Policy, Organisation and Rules of The Scout Association.

The District is a trust established under its rules which are common to all Scout Groups. The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association.

Actvites undertaken

The objectives of the District are as a unit of the Scout Association. The Aim of The Scout Association is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potentials, as individuals, as responsible citizens and as members of their local national and international communities.

The method of achieving the Aim of the Association is by providing an enjoyable and attractive scheme of progressive training, based on the Scout Promise and Law and guided by adult leadership.

Chairman’s report

The end of the year was very much the end of an era with Hilary Clayton standing down as District Commissioner, or Lead Volunteer to use the new nomenclature, after being in the role for over five years. Having previously been District Explorer Scout Leader (DESC), Hilary had been a member of the District Executive for a long period. Grateful thanks go to her for many years of service to the Scout Association in a variety of roles along with best wishes for a happy 'retirement'.

That leads to a big 'thank you' to not only all the Leaders who run the various sections on a weekly basis but also those behind the scenes at Groups in supporting roles. Not everyone is willing or suited to being a uniformed leader but all Groups need a Chairman, Treasurer and Secretary. The District provides support on Appointments and Training. People in all these roles help to make Scouting what it is today.

In the absence of a DLV we are fortunate to have a great Programme Team which is running competitions and helping the Groups to run their activities smoothly.

There are ongoing changes to keep Scouting moving with the times and keep up with the needs for welfare and safety necessary in today's society. They started under the name of Basecamp although that banner seems to have been dropped now. Nevertheless, the District Executive has now become the District Trustee Board and members are now known as Trustees. This signifies an alignment with terminology used more widely within Charities and indicates a move in the function of the DTB. It is now more concerned with ensuring regulatory compliance within the District and overseeing the Groups. This includes ensuring that accounts and returns are filed with the Charity Commission where necessary and leases are in order. The DTB is here to help, not wield a big stick! At the time of writing this report, September 2024, not all the planned changes have been implemented and further information is awaited at District level. There is less emphasis on the actual Scouting activities for the DTB - that has become a bigger part of the job for the District Lead Volunteer.

At the 2024 Census in January Hallam District had a total membership of 2477, comprising 1892 Youth Members and 502 Adults. This is down slightly by 3.4% from 2023 when the numbers were 1943 and 534 respectively. However, Hallam is still the biggest District in South Yorkshire and represents about 50% of the total for Sheffield. Although the number of Adults suggests a high ratio to Youth members, many Groups still have problems attracting leaders for some sections so efforts need to be made to recruit more leaders. It is unfortunately not unusual to hear of sections

threatened with closure because of a lack of leaders. Hopefully, the next Census will see a reversal of the reduction in 2024.

Sheffield is a diverse multicultural city. Our data on religion and ethnicity coming from the Census is not overly informative because some of the questions are not mandatory. This results in large numbers of respondents who 'prefer not to say'. This does not help Groups measure how their make up compares with the community in which they are located. Further encouragement is needed to improve this. We are also awaiting any EDI initiatives to come down from HQ via County.

A major success story for the District is Explorers. HQ see Districts as having just one Unit. Hallam could not operate in this way and has eight units across the District. There is also a Network (18 - 25) unit known as Hexnet which is heavily involved in the Duke of Edinburgh Award Scheme. At the other end of the age spectrum, we now have our first Squirrel Dreys, the new section for 4 - 6 year olds. We will be overrun if all 17 Groups open a Squirrel section!

Looking ahead, it is hoped that our numbers will grow supported by the necessary adult members. The strength of the activity programmes being delivered will help this. We must continue to welcome all and maintain the long established Scouting values.

Financial Review

The District's policy on reserves is to hold sufficient resources to continue the charitable activities of the District should income and fundraising activities fall short and to assist with Group development projects. The District Trustee Board considers that the District should hold a balance of around £50,000.

We acknowledged in the previous report that the District General funds balance has been increasing year on year for some time, and noted our intention to release some funds for the benefit of Scouting in the District during 2023-4. The £4 per member subsidy applied to capitation bills this year amounted to £7,568 and helped contribute to a General funds reduction of (£1,089) at year end; if exceptional items (late receipts of 2023 Capitation charges from groups) are excluded the reduction is more significant at (£3,727). We wish to continue with this approach during the next period, and have budgeted a £2 subsidy for 2024-5, which we intend to increase provided the financial position in February 2025 allows.

Despite this reduction in General funds, overall balances held increased this year by just over £8,000. There were a number of exceptional items outside of General funds which help explain this. Firstly the significant donation of £2,355 to 1st Sheffield from 2nd Uxbridge (which will effectively fully fund the group for a number of years), and secondly the inclusion this period of the accounts for Porter and Stannington Explorer units, which alone have increased the reported funds held by £4,123. There were incremental increases in the net balances held by HEXNET and Hillsborough Explorers; but as noted most years, the reported balances are higher than the funds typically held by these units month on month due to the timing of expedition receipts with respect to the reporting year.

Whilst it is important to hold sufficient contingency to underwrite potential liabilities incurred by any groups in the District which experience financial distress, the District Trustee Board’s view is that the current balances are more than sufficient for the short to medium term. During the next period, the intention is therefore to continue to provide financial support for the benefit of Scouting in the District. This will be delivered through a combination of Capitation subsidy and provision of funds for District-wide events, ceremonies and volunteer training opportunities.

Structure, Governance and Management

The District is managed by the District Trustee Board, the members of which are the ‘Charity Trustees’ of the Scout District which is an educational charity. As charity trustees they are responsible for complying with legislation applicable to charities. This includes the registration, keeping proper accounts and making returns to the Charity Commission as appropriate.

For the period covered by this report, the District Trustee Board consists of

Up to seven ex officio members:
The District Chair
The District Commissioner
The District Youth Commissioner
The District Secretary (if appointed as a Trustee)
The District Treasurer
The District Explorer Scout Commissioner
The District Scout Network Commissioner
Up to six elected members who are persons elected at the District Annual General Meeting as subject of a resolution by the District Scout Council at their AGM.
Nominated members who are persons nominated by the District Commissioner, in consultation with the District Chair and approved at the District Annual General Meeting. The number of nominated members must not exceed the actual number of elected members.
Co-opted members who are persons co-opted annually by the District Trustee Board. The number of co-opted members must not exceed the actual number of elected members.

This District Trustee Board exists to support the District Commissioner and their team in meeting the responsibilities of their appointments and is responsible for:

The raising of funds and the administration of District finance;
District public occasions and youth activities;
Assisting in the recruitment of leaders and other adult support;
Appointing any sub committees that may be required;
Appointing District Administrators and Advisors other than those who are elected.

Reference and Administratve details

The trustees in post for the period of this report were:

Name	Ofce	Member	Dates
		type
Stephen James Culmer	District Chair	Ex ofcio	All
HilaryJayne Clayton	District Commissioner	Ex ofcio	To 31-March
Benjamin Edward Curren	District Treasurer	Ex ofcio	All
Hannah Grace Litle	District Explorer Scout	Ex ofcio	All
	Commissioner
Luke Paul Oldham		Elected	All
Michael Davidson		Elected	All
Iain Fraser Scruby		Elected	All
James John Szymczak		Co-Opted	14-March onwards
JeremyStuart Holmes		Co-Opted	14-March onwards

The Charity’s principle address is 74 Stothard Road, SHEFFIELD, S10 1RE.

SHEFFIELD HALLAM Sheffield Hallam District Scout Council Reglstered charity number 1025483 Annual accounts for the year ended 31 March 2024

Scrutineer's Report to the Trustees of the Sheffield Hallam District Scout Council I report on the accounts of Sheffield Hallam District Scout Council for the year ended 31 March 2024 Respectlve responsibilities of Trustees and Scrutineer As the District's trustees you are responsible for the preparation of the accounts; you consider that neither the audit nor independent examination requirements of the Charities Act 2011 apply. It is my responsibility without carrying out an audit or independent examination to scrutinise the accounts and to report to you. Basis of Scrutineer's Statement In accordance with the directions given in the District's constitution, I have scrutinised the records and the accounts set out on pages 3 to 5. Scrutlneer's Statement In my opinion the account5 are in accordance with the records produced to me and comply with the constitution. Signed: Name". Stuart Cole Address: Date: a 4.,k Page 2

Sh•ffiold Hallam DiBtiict Scout Coun¢ll R•cgW •nd P•ym•nts Account Forth• y••rfrom 01-Aprv23 To 314hr44 2023124 Explov•r & HexNeT 2022123 G•Mrnl fvnd• l•t8h•fflold R••trl¢tsd fund Rlfi• T•am Totsl fund• Tot•1 fvnd• R•c•lpts t)onRtlon•, gael•• and •lmllar In¢om• rkntérship subicnpbons r6cved from rou in Hall8m Di$irict Lgss.. $ub$cnthon8 pai(J on NationdKoun IAr•alDiitn"ci 94,400 99.192 11JO376 } 100.2761 99.0931 5.1761 5,1761 Qu•rt•rtylteThly wbwption• frorn 12,629 12,029 L•88.' M•mbornhip SubpbOn$ paid to 3.9291 3,9291 2J231 0,726 2.366 9,281 8.237 3AIIO uoo Oth•r MIlar incLm• Sub tol•l 4.250 2.355 0.001 1S,506 14,107 Youth A¢trlllg• Camp lrtom• 0.160 1,178 DOE •Nwdlth)n•- In¢om•l{r•fun¢Yl 1.7 1,799 AcM'b8B in¢¢x) 3,620 1.990 6,618 Sub totsl 3,620 16,947 20,467 10,7116 Fundrhlng1gro••l Ev•nt Ineorn• 407 182 Tr8iniNJ Other luTrJr4i8ing activitB sub totsl 487 487 182 In¥••tsn•nt Inco Bank and other intere•t Shelfield So)ut ReSourL Charity Short T•mi 1n¥b8nt Serw 706 17 Prcyrty Rant incryne Bank Tran*fern Sub tot•1 790 627 2,366 26,335 37.260 26,780 Totsl rnulpts 26,330 37,250 25,780 Page 3

Sh•ffidd H•ll•m trIct SCO Councll R•c•W •nd P•yrn•nts Account For th• y•ar OIApr43 314A• 2023124 Explor•r¥ & R8•trictod HEXNEr lund• 2022123 Gonornl fund• 1•t Sh•ffl•ld Rlll• T•m TotAI fund• Totsl lund• Ch¥rltsbl• P•ymgnt¥ Youlh prcsrammo afid actt 4A07 470 0,191 11.067 0,678 Admini8tr4bon 203 78 1,109 12 12 R•nt 1,623 1.920 1.270 Chf Award Nighls 21$ Unrfom8 and b•06 52 1,334 1,446 Mcrf Plctur• UCnc•ets •it• TrniftiThJ Gfwts & &)n•ts'oN mad• sub totsl ¢024 11,113 17.747 9,816 Cany wpn¢JibJr• 140 4.062 4,192 1,433 DOE o>¥edth"on8 0.674 8,874 7,941 8ub To¢•1 140 12.726 12,886 9,374 Fundrnl•lng •xp•nH• Bart Charg•• Bar& Transfer ChlhJr•rn Howltsl 3ub totsl Toil E¥p•ndlturn 8.164 610 23.839 30.612 1g,ZJ9 A•••t and In¥••lm•nt purc1. •te. Tof•lwyffl•nl• 6.164 610 23,139 30.612 19.239 P4•tof rn¢trfp•ym•nt•J 2,396 1,746 6.138 6.621 3,4841 4,906 1.422 Ca•h fd• l••t ywr 41,184 17,348 10.863 Cash fund• 2283 24,780 08,923 60,863 Page 4

Striiement of assets and liabililie5 as at 3110312024 2023124 2022123 G•n•rnl fund• l•t 8ffld Explor•rn & HEXNET Restrlctsd fund Rlll• Turn rotsl fvnd• Total fund• Cuh lun Bank curront account 2303 24.136 1.794 31,29B ank deposit ae¢LJunt EQ Ca 461 sffi9k Scoul R•ourc•8 Charity Short knv•sim•nt S•Nic 37.011 J7.011 30.07 Ca5hFh)ats 153 163 Tgtsl ca•h lund 2,283 24,751 68,923 60M3 Oth•r mon•lary T•x clrn Debt• dye from th• CountylArewDi•th'¢UGroup O¥•rdu• 2022 Mwnbw¥hip oub0criponO, 1.772 8ub totsl 1.772 InTrt•kn•nt ••••t• Ifwe8trneTrt property. delBiI Oth•r invwtsnents- dgtsil Sub totsl llon rnon•fAry u••ts Iw chiilty'• own Land and building• S¢cAJtiry equiprnent. furnrture e Sub totAI LblIN1 ExFenw8 inr)Jrred but not invtyL Sub8crplorw not yfjt pats Loan. tjotsil OtMr liabilit 8ub tt)tsl Contlnwt and lutur• oblWllon• Nots1 Accounte lor Stsnntnglon EWor•rs ore included in th• rwrt forh firnt b'mg this Feriod. Th• wning ts•lanc• of Sl•nnirWn Explorerg b•nk •ccount11,4221 rerded 8$ • ryedit ¥9oin$t B•nk Trnnjfern. The rec•lpts a¢eount and •lat•m•nl of 4•ut• and Il•blllll•• wr• •ppro¥•d by th• ¢Jn I •1gft•d on th•lr b•h•lf by ] 2024 and S*nabJr• Print Nam• Stephen Culmgr Chair Ben Curren Trurer Page 5

SHEFFIELD HALLAM Sheffield Hallam District Scout Council Reglstered charity number 1025483 Annual accounts for the year ended 31 March 2024