## **Brighouse District Scout Council AGM 2023** **9[th] July 2023** Registered Charity Number 1026831 ## **Brighouse District Scout Council AGM 9th July 2023 Lightcliffe Scout Hall** ## **Agenda** ## **1. Welcome by the District Chairman – David Burge** ## **2. Apologies** ## **3. Minutes of the last meeting and matters arising** ## **4. Governance** - a) Vote to adopt the model constitution in Section 5 Policy, Organisation and Rules (POR). https://www.scouts.org.uk/por - b) To agree the number of members (4) that may be elected to the Trustee Board - c) Resolution to adopt that 1/3 of members must be present to form a quorum, for meetings of the District Trustee Board, and meetings of any subcommittees and that the minimum Scout Council quorum be 15 members - d) District Scout Council to note that the Financial Year is 1st April to 31st March ## **5. Year Review** - a) District Commissioner Report - b) Treasurer’s Report (no vote is required, the District Scout Council only - ‘receives and considers’ the accounts, The District Trustee Board has already approved) ## **6. Dissolution of 2022/2023 Trustee Board** ## **7. Appointments** - a) Installation of District Chairman - b) Passing of Secretary and Treasurer Officers - c) District Scout Council Election of District Trustee Members - d) District Commissioners Nomination of District Trustee Members - e) To approve the re-appointment Independent Examiner for 23/24 - f) To approve the re-appointment of the President Dr Allan Dowson - g) To nominate representatives of the District Scout Council to represent the District on the County Scout Council ## **8. Guest Speaker – County Representative** ## **9. District Commissioner Challenge Shield Presentation** ## **10. Close** ## **MINUTES OF THE BRIGHOUSE DISTRICT SCOUT COUNCIL AGM** **Held Sunday 3[rd] July 2022** ## **Lightcliffe Scout Hut** ## **28 Members + 2 Guests attended.** ## **Chairman’s Welcome** David Burge called the meeting to order at 18:31 and thanked everyone for attending. He welcomed Phil Pearson and Carey Dowson representing The West Yorkshire Scouts’ County Commissioner to the meeting. ## **Apologies** Julie Bramley, Mark Jay, Nick Watson, Mark Bridgeman, Debbie Pullen, Mark Pullen, Joe Quinn, Siobhan Smith, Bradley Midgley, Laurence Dowson, David Manning, Becky Ford, Anthony Ford, Diane Stead. ## **Minutes of the last meeting** Matters Arising - No matters were noted. Proposed by Colin Watson, Seconded by Simon Crosswaite. Accepted by all in attendance. ## **District Commissioner – Andrew Robinson** Andy expressed his thanks and appreciation to the entire district for their support over the last year, he is encouraged by more young people wanting to join the executive, and more roles will be filled by young people by the end of the day. ## **Section Reports** Thanks were extended to the ADCs for submitting their reports as they really do reflect scouting in each section within the Brighouse District. It is expected that Brighouse will have at least one more Squirrel Drey by the end of the year. Copies of the reports were included in the AGM pack. ## **Treasurer’s Report** After a short explanation by the Treasurer for 2021/2022 including noting that Jo the paid bookkeeper will no longer be required next year, the accounts having previously passed by the 2021/2022 executive were proposed by Colin Watson, and seconded by Simon Crosswaite. Accepted by all in attendance. ## **Appointment of Independent Examiner** Mr Barry Smith, of Adam & Co Financial Management, Bradford, was proposed to continue in his voluntary role of independent examiner by Chris Jay, seconded by Brian Reeves, and voted and accepted by all in attendance. 1 ## **Executive** David Burge thanked the previous executive members for their service. ## **The 2021/22 District Executive was dissolved by the chairman.** ## **Election of District Officers & Executive Committee** **Chairman** : The District Commissioner Andrew Robinson nominated David Burge as Chairman **District Secretary** : Chris Jay to continue in his role as District Secretary **District Treasurer** : Margaret Knapton to continue in her role as District Treasurer ## **Election of Executive members** ## **Only four members had requested to be members, so no election was required** Brian Reeves Debbie Pullen Indra Parkinson Bradley Midgley ## **The following were nominated by the District Commissioner onto the District Executive.** Nick Watson Julie Bramley Heather Wood Fearne Robinson – Assistant Youth Commissioner The above were confirmed as representatives of the Scout Council onto the District Executive. ## **Ex-officio officers** Andrew Robinson – District Commissioner David Burge – Chair Chris Jay – Secretary Margaret Knapton – Treasurer DESC – Position Vacant Youth Commissioner – Adam Watson Network Commissioner – Mark Jay 2 **County representative** Phil Pearson thanked the executive and section leaders for returning after Covid times, he hoped that that the trend of the young people returning in swarms continues, and hopefully leaders who haven’t returned will follow, he iterated that good program was the key to a successful group. The County Commissioner, Ian Womersley, passes on his best wishes to everyone, Phil continued to say that GSLs should take the step with Squirrels - new leaders will come - it has been proven in all cases, if you go for it. Big changes are under way with roles, renaming many to facilitate new ways of sharing responsibilities, new ways of training and creating easier access to flexible volunteering, reminding the older leaders that there have been many changes over the years, this is a movement after all. The group is what’s important, however leaders should allow the young people to look to the bigger picture - how many are given the opportunity to attend district and county events such as the recent dusk to dawn camp? Please do try and give our young people every opportunity to see beyond the limited view of just their scout group. More opportunities are occurring later in the year, especially with the partnership with Bradford University, with science, health and media days about to be announced, including a young peoples’ conference. ## **Presentations** Margaret Knapton was presented with her 50 years Service award by the county representative, Phil Pearson. Harry Funk was invested as ADC Scouts. District Commissioner's Challenge Shield was awarded to Julie Bramley. However, she was not present on the evening and a suitable time will be arranged to present the award to her for the hard work she has put in at Bailiff Bridge and within the district. David Burge closed the AGM at 18:57 hrs. 3 The following attended / Signed in the AGM David Burge Andy Robinson Chris Jay Brian Reeves Margaret Knapton Helen French David Kingston Connor Michaels Heather Wood Rob Stead Fearne Robinson Diane Jay Adam Watson Julie Santa Harry Funk Colin Watson Simon Crosswaite Peter Eliot Joseph Bramley Phil Pearson Carey Dowson Courtney Goswell Rachel Goswell Richard Goswell Kevin Wood Terry Firth Linda Clegg Indra Parkinson Alan Dowson Colin Knightley 4 ## **DC Report AGM 2023** This year has been a busy time and I can’t believe it has been nearly two years since I took on the DC role. I would like to thank everyone for their support this year, especially the GSLs, and the district members who have given excellent advice and a listening ear when required. I believe we have a strong district team who will go from strength-to-strength moving forward. We do, however, need additional help generally across the district but I will talk about that later. All groups appear to be in a good financial position, and this is very encouraging. Taking a historic view, of the young people in the district. - 2019 = 425. - 2020 = 405. - 2021 = 243 (covid) - 2022 = 359 - 2023 = 364 (1.4% increase) To add to this, we have a new Squirrels Drey and our Explorers have increased from 29 to approaching 40 members which is very positive. I still see opportunities in the district to add Squirrels to their groups and I am sure Heather would give some good advice on this. Some groups have worked very hard to improve the facilities and activities they offer to young people recently. Lightcliffe has improved their outdoor activities and Central has made great use of the outside area recently. The development and refurbishment of Bradley Lodge continues and will ultimately give us a building we can be proud of. We will be adding a new hard standing and shelter to the pod area in the very near future. I plan to hold an award ceremony as soon as we can arrange a suitable date so everyone can see the progress that we have made. The district and county will be introducing new positive changes to the way we operate in scouting in the near future. As a district we have been chosen to pilot these schemes and this should prepare us for the changes before they are rolled out nationwide. One of the changes will be the review and development of new Trustee boards for both district and individual groups. I have discussed this with some groups but will touch base again in early 2024. ## **- For the district the aim moving forward over the next 12 months must be to:** - Recruit more frontline volunteers - We must be able to demonstrate the benefit of volunteering for The Scouts making the role more attractive - Ensure our volunteer roles are modern, exciting, manageable, and fit for purpose, to suit the individual and the needs of the group - Have an improved joining and learning journey - Have more volunteers from a diverse range of backgrounds that reflect the demographics of society I will be discussing this with groups moving forward as we develop our new recruitment plans. We need to continue the good work we are currently doing, remembering every team member in every group is valuable and important. We need to keep up with training requirements. I know this can be challenging at times but well worth the effort. We will be seeing welcome changes in training and the way it is delivered and implemented in the future. I am looking forward to the coming year as we continue the progress we have made helping young people to gain lots of new skills and experiences, as well as having lots of fun. Thank you all for what you do in your roles across the district and all you achieve as you continue to deliver good quality Scouting to your young people. ## Andy Robinson DC Brighouse Treasurer’s Report for Brighouse District AGM Sunday 9 July 2023 Annual Subscriptions received were £20,266.25, almost double the previous year which is a positive sign towards recovery from the Covid year. We paid £14,360 to County/HQ and passed £718 into the International Fund which now totals £976.50 after contributing £3,000 to 6 members representing our District at the Jamboree later in 2023. With the Bradley Lodge refurbishments almost complete, we can look forward to spending money on enhancements. Bookings have now improved, generating £10,400.20 and leaving a balance of £4,060.43. Section sub-accounts stand at Beavers £653.43, Scouts £236.20 and Explorers £7,114.43. The Badge account stands at £828.37. There is only one more payment outstanding for the World Jamboree (£2,750) and all five participants are on track for me to pay this over to County before the due date. A unanimous decision made by the 1940s weekend fundraisers enabled the District to donate £449 to Emily Goswell who is attending the World Jamboree as part of the International Service Team. In summary, the District is in a good place financially with a surplus of £47,791.22, £32,338.99 in working funds (which is less the Sections, Badge account, International Fund and Bradley Lodge) and £15,452.23 in the 32 day savings account. ## Looking forward to 23/24 Annual Subscriptions to County/HQ will be £15,790.50 and District will receive £21,515.75 with £726 being allocated to the International Fund. Plans for Bradley Lodge are installing/replacing the patio paving and guttering and erecting an external dining shelter. My thanks go to our Scrutineer, Barry Smith, for his help and perseverance in checking our final accounts and I present them here. ## Margaret Knapton Treasurer, Brighouse District Scouts Brighouse District Scouts Receipts and Payments Account For the year from 0110412022 To 3110312023 Receipts and payments 2022123 2021122 Unre•trl¢t•d fvnds Unr•strict•d funds Recei Donations. le acles and slmilar income Memt)erghip subscnpiions frorn Groups Monthly subscnptsons from Explorers Oonations Petty Cash 8adge Stock so￿$18a￿ge5l Thls Year Last Year 20,266 3.488 157 24 2.625 10,503 2.441 59 2.702 Sub total Grants Cowd Grani to Br8<1￿ L HMRC GiftA¢ 1.000 505 1,868 Sub total Fundralsln rossl Funafaising (Explorersl Other fundraisin actswlie5 290 219 Jo Sub total Investment Income Bank Interest Property rent income18radley Lodge) Other Investment Income (Hove Edge Repayrnenll 180 10,440 -00 626 1,300 Sub total Youth Pro ramme & Aetlvi Wor￿4 Jamboree Activities & E¥ents (Oisthcti Aeiiwties & Events (OofEI Actiwties & Events IExplorersl Miscellaneous Income (Exploffjrsl Income 11,617 1,939 938 792 10 2,885 41D 1.049 550 E>plorpTS Eypbr8rs Ewlorgrs Sub total -00 Asset and Investment 8algs, etr. Total receipts Brighouse District Scouts Receipts and Payments Account For the year from 0110412022 To 3110312023 Receipts and payments 2022123 2021122 Unrostrict funds Unrestrlcte fund8 ments Donations, le acies and SiTnilar ex Membership subscriptions to WYCSC Membership subscriptions to WYCSC (Explorers) Don81ions Honorariums This Year Last Year enses 14.360 1.567 1.817 2SO 9,483 1,354 Expknrnrs Sub total Youth ramme and activities Actiwties & Events IDistii¢ti Actiwties & Events IDofEI Activities & Events (Exploreisl WoNd Jamboree 2,010 1,204 1,429 12,750 BOO 23 1,$47 2,781 Explorèrs Explortrrs Sub totsl Overheads Accounting, Legal and Professional Adult Support and Training (Disiricti Adult Support and Training IExplorersl Advertlsing Badge & Unifom Purtha5es IDistricii Badge & Unifoftn Purchases (Explo￿r$I Badge Stock Purchases (Badgesl Bradley Lodge Repair5 and Renewals Computer Domain & Consumables Hall Hire IExplorersl Insurance Materia15 and Equipment (Explo￿[sI Miscellaneous (Districti Miscellaneous (Explorers) Online Scout Manager PAT lesler Petty Cash returned to cga Regulatory and Entertainrnenl licences Refund (Explorersl 252 91 60 220 83 2S2 S57 -00 -00 418 Exphyer5 195 2,464 11,904 52 1,373 865 43 55 135 2,765 5,447 229 1.318 933 806 191 108 562 71 26 294 -00 Exploro Eyplorers E4JlorefS -00 -00 303 400 Eyplortts Sub total Community Presence and Donations Charitable Donations -00 30 Total Gmss Expenditure Net of receipts/(payments) Cash funds last year end Cash funds this year end 55,650 66,644 Statement of assets and liabilities at the end of the year 3110312023 3110312022 Unr8strict8d funds UnrestriGt8d funds Cash funds Lloyds Bank Treasureis Account L1oyds Bank Online S3ver Bnghouse Tykes EXplo￿r$ Sub Account Lloyds Bank 32 Day Noli¢e Expens8 Cards Petty Cash District Badge Secretsry Account Total cash funds Other moneta assets 5.773 32,284 7,114 15.452 208.09 -00 828 9.612 23.528 6,174 15,342 Explor¢rs 26 968 -00 Sub total Investment assets Other Investment5- Laptops and Printers Sub total assets for chari -00 1,463 Non moneta Badge st￿k 's own use 395 189 Sub total Liabilities Accounts not yet paid Expense5 Incurred but not Invol￿￿ SubscriptlOn5 not yet paid -00 .00 -00 -00 -00 -00 Sub total Contin ent liabilities and future obli ations Sub totsl Total Assets Total Llabllitles Solvency 62,056 4JO 62,056 57,301 57,301 The above recelpts and payments account and statement of assets and liabilities were approved by the Trustees on 28 June 2023 (the date of the Executive Committee meeling that approved the accounts) and signed on their behalf by nature Print Name Davsd R Burge {Chair) Margaret Knapton (Treasurer) CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to tho trustoe81 membors of Bryhouse District Scout Council On accounts lor tha year gndod 31 Mard) 2023 Charity r 111 any) 1028831 Sot out on pago8 I report to the trustses on my examination of the accounts of the above charity (Ihe Tru6f) for year ended 31 March 2023. Responslblllllu •nd ba$1* ol r•port A8 the Charty's trustees, you are responsible for the preparation of the accounts in accordance with tho requirements of the Charities Act 2011 kr). I report In re8pe¢t of rny examlnatlon of the Tru8f¥ accounts carried out under SeCt￿n 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Dire¢tN)n8 given by the Charity Commi88ion under section 145(5){b) of the Act. Independent I have compknted my examination. l ¢onfirn that no material matters have oxamlnerf8 8tatsment come to my attenbon in connection with the examination which gives me cause to believe that in. any material respect: the accounting record8 ￿re not kept in accordance with section 130 of the CharitTre8 Act,. or the accounts did not accord with the accounting record8; or the accounts did not wmply with the appliGable requirements con￿MIng the fonn and content of accounts set out in the Charitie8 (A￿OUnts and Roport8) Regulations 2Crf)8 other than any requiremenl that the accounts gNe a and fairf view vthich is not a matter con8Klered as part of an Ind&pe￿nt examination. I have no concem8 and have wne acrojs r)0 other matters in connection ilh the examination to which attention should be dravffl in this report In order to enable a Fyoper understanding of the account¥ to be reached Slgn•d: Dats: Name: John Bary Smith FCA Relevant profe881onal qualification(sl or body (If any): Institute of Chartered Accountants Addro88: First Floor 1 Edmund Str*t, Bradford Vvest Yorkshire BD5 OBH IER OGt 2018 Section B Disclosure Only complete rf the examiner needs to highlight material matters of conc8m (see CC32. Independent examination of charty accounts.. directions and guidance for exam1r￿rn). Glve horg brfof detall• of any ltsms that the •xamln8r wl•h•• to dl•cloM. IER OGt 2018 ## Trustees' Annual Report ## For the period From (start date) **0 1 0 4 2 2** to end date **3 1 0 3 2 3 Section A Reference and administration details** Charity name BRIGHOUSE DISTRICT SCOUT COUNCIL Other names the charity is known by Brighouse District Scouts Registered charity number (if any) 1026831 HQ registration number 2677 Charity’s principal address 35 Close Lea Rastrick, Brighouse Postcode HD6 3AR ## Names of the charity trustees who manage the charity _(These will be published in the annual report of the charity and the Charity Register if reporting for a Registered Charity with a charity regulator)_ |1
2
3
4
5
6
7
8
9
10
11
12
13
14
15|**Trustee Name**|**Office (if any)**|**Dates acted if not for**
**whole year**| |---|---|---|---| ||David Burge|Chair|| ||Andrew Robinson|District Commissioner|| ||Margaret Knapton|Treasurer|| ||Christopher Jay|Secretary|| ||Adam Watson|Youth Commissioner|| ||Mark Jay|Network Commissioner|| ||Brian Reeves||| ||Debbier Pullen||| ||Indra Parkinson||| ||BradleyMidgley||| ||Nick Watson||| ||Heather Wood||| ||Julie Bramley||| ||Fearn Robinson|Assistant Youth Commissioner|| ||||| Names and addresses of advisers (optional information but encouraged as best practice) _(These will be published in the annual report of the charity)_ Type of advisor Name Address 1 LT700001 (3rd December 2018) **Section B** **Structure, governance and management** 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 Scouts. The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association. The District is managed by the District Trustee Board, the members of which are the ‘Charity Trustees’ of the Scout Group 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. The District consists of 3 independent representatives, Chair, Treasurer and Secretary together with the elected Trustees from the District Scout Council. Members of the Trustee Board complete all Mandatory training modules and the Trustee module within the first 5 months of joining the committee. This District Trustee Board exists to support the District Commissioner in meeting the responsibilities of the appointments and is responsible for: The maintenance of District property; The raising of funds and the administration of District finance; The insurance of persons, property and equipment; District public occasions; 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. 2 LT700001 (3rd December 2018) **Section B Structure, governance and management (continued)** The District Trustee Board has identified the major risks to which they believe the District is exposed, these have been reviewed and systems have been established to mitigate against them. The main areas of concern that have been identified are: Damage to the building, property and equipment. The District has sufficient buildings and contents insurance in place to mitigate against permanent loss. Injury to leaders, helpers, supporters and members. The District through the Membership fees contributes to the Scout Associations national accident insurance policy. Risk Assessments are undertaken before all activities. The District is primarily reliant upon income from subscriptions and rental of property at Bradley Wood. The Board could raise the value of subscriptions to increase the income to the District on an ongoing basis, either temporarily or permanently. The District has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss, these include 2 signatories for all payments and comprehensive insurance policies to ensure that insurable risks are covered. 3 LT700001 (3rd December 2018) |**Section C**|**Objectives and activities**| |---|---| ||**The Purpose of Scouting**
Scouting exists to actively engage and support young people
in their personal development, empowering them to make a
positive contribution to society.
**The Values of Scouting**
As Scouts we are guided by these values:
**Integrity -**We act with integrity; we are honest, trustworthy
and loyal.
**Respect -**We have self-respect and respect for others.
**Care -**We support others and take care of the world in which
we live.
**Belief -**We explore our faiths, beliefs and attitudes.
**Co-operation -**We make a positive difference; we co-
operate with others and make friends.
**The Scout Method**
Scouting takes place when young people, in partnership with
adults, work together based on the
values of Scouting and:
- enjoy what they are doing and have fun
- take part in activities indoors and outdoors
- learn by doing
- share in spiritual reflection
- take responsibility and make choices
- undertake new and challenging activities
- make and live bytheir Promise.| Additional details of the objectives and activities (optional information but encouraged as best practice) You **may choose** to include further statements, where relevant, about: - policy on grantmaking; - contribution made by volunteers; - policy on investments. Public benefit statement The District meets the Charity Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or community development headings. 4 LT700001 (3rd December 2018) **Section D Achievements and performance** |Summary of the main achievements of
the charity during the year|Annual Subscriptions received were £20,266.25, almost
double the previous year which is a positive sign towards
recovery from the Covid year. We paid £14,360 to County/HQ
and passed £718 into the International Fund which now totals
£976.50 after contributing £3,000 to 6 members representing
our District at the Jamboree later in 2023.
With the Bradley Lodge refurbishments almost complete, we
can look forward to spending money on enhancements.
Bookings have now improved, generating £10,400.20 and
leaving a balance of £4,060.43.In summary, the District is in a
good place financially with a surplus of £47,791.22,
£32,338.99 in working funds (which is less the Sections,
Badge account, International Fund and Bradley Lodge) and
£15,452.23 in the 32 day savings account.| |---|---| |**Section E**|**Financial Review**| |---|---| ||**Reserves Policy**
The District's policy on reserves is to hold sufficient resources
to continue the charitable activities of the District should
income fall short.
Approx £15K| ||| ||The District's Income and Expenditure is very small and as a
consequence does not have sufficient funds to invest in
stocks and shares.
District has therefore adopted a low risk strategy to the
investment of its funds. All funds are held in cash using only
mainstream banks or building societies.
**Investment Policy**| 5 LT700001 (3rd December 2018) Section F Other Optional Information Plans for fvture periods Idetalls of any significant actiwlies planned to ach￿Ve them) Annual Subscriptons to CountylHQ wll b8 £15,790.50 and Oistrict will recwve £21.515.75 wth £726 being allcoted to the Internati￿81 Fund. PLqn8 ft>r Bradley Lodge in the financ￿1 year are installinglrep*ing the patr'o pawng and guttering and erecting an external dining shelter. Section G Declaration The Iru8tees declare that they have approve(J tho trustees, report above Signed on behalf of the chanty's trustees SunatUTe(s) Full name(s) ChrL8topher J 'on (ty s8￿tary, Chair) Secreta 71 6 LT700CK11 (3rd De￿rnber 2018)