## **Scouts The Malverns** Registered Charity No: 1030019 ## **Trustees Annual Report** **For year 1[st] April 2022 to 31[st] March 2023** ## **Trustees during the year:** ## **Ex Officio** Ryan Heath - District Commissioner (1 April 2022 to1 September 2022) Maureen Heath - District Commissioner (1 April 2022 to1 September 2022) Pauline Richardson - Chair (1 April 2022 to 13 July 2022) David Cashmore - Treasurer Susan Revell - Secretary Adrian Ward - District Explorer Scout Commissioner **Elected** Michael Wood - District Badge Secretary Peter Ashcroft - District Camp Warden Ben Johnstone **Nominated** Susan Page - BP Guild ## **Other Key District Roles during the year:** District Youth Commissioner Vacant Assistant District Commissioner Scouts Vacant Assistant District Commissioner Cub Scouts Debbie Harrisson Assistant District Commissioner Beavers Maureen Heath District Explorer Scout Commissioner Adrian Ward District Scout Network Commissioner Vacant District Youth Commissioner Vacant District Appointments Chair June Etheridge District Appointments Secretary Derek Barnes District Nights Away Advisor Dick Brocklehurst District Badge Secretary Mike Wood District Camp Warden Peter Ashcroft District Local Training Manager Vacant District President Derek Barnes ## **Structure, Governance and Management** The name of the Charity is ‘The Malverns District Scout Council’ also known as ‘Scouts The Malverns’ and is Registered Charity Number 1030019. The Malverns District Scout Council has adopted the standard constitution recommended in Chapter 5 of the Policy, Organisation and Rules (POR) of the Scout Association, established by Royal Charter which was granted 4[th] January 1912. Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society. The method of achieving this is by providing an enjoyable and attractive scheme of progressive training, based on the Scout Promise and Law, guided by adult leadership. Scouts The Malverns Trustees Annual Report 2022/23 Page 1 The key purpose of Scouts The Malverns is to provide: - Leadership, advice, and support the 11 Scout Groups in the District. - Management and leadership of the 6 District Explorer Scout Units, Scout Network and Scout Active Support on the District. - Management and development of the District Camp Site at Warren Oak. - The appointment of all adult volunteers in the District. - District activities for young people. Scout Groups are autonomous charities and provide exciting opportunities for Beaver Scouts (aged 6 to 8 years), Cub Scouts (aged 8 to 10½ years) and Scouts (aged 10½ to 14 years) through the progressive award schemes. Hopefully there will also soon be the provision of Squirrels (aged 4 to 6 years) in some Scout Groups. Explorer Scouts (aged 14 to 18 years) and Scout Network (aged 18 to 25 years) continue this development and award system. Trustees comprise: 3 District Officers (Chair, Secretary & Treasurer), the District Commissioner, the District Youth Commissioner, the District Explorer Scout Commissioner, the District Scout Network Commissioner, up to 4 persons elected by members of the District Scout Council at the Annual General Meeting, up to the same number of persons nominated by the District Commissioner and approved by the District Scout Council and up to the same number of persons that may be co-opted. Proposals are invited prior to the Annual General Meeting for elected Trustees. The District Executive Committee manage the District and generally meet every 2 months. The Executive Committee exists to support the District Commissioner in meeting the responsibilities of the appointment. Members of the Executive Committee act collectively as charity Trustees of the Scout District and in the best interests of its members to: - Comply with the Policy, Organisation and Rules of The Scout Association. - Protect and maintain any property and equipment owned by or used by the District. - Manage the District finances. - Provide insurance for people, property and equipment. - Provide sufficient resources for scouting to operate. - Promote and support the development of scouting in the District. - Manage and Implement the Safety Policy. - Ensure that a positive image of Scouting exists in the local community. - Appoint and manage the operation of any sub-committees including appointing a Chair to lead the sub-committee. - Ensure that Young People are meaningfully involved in decision making at all levels within the District - Appoint and manage the operation of a District Appointments Committee. - Manage and develop the District Camp Site at Warren Oak The Executive Committee also: - Appoint Administrators and Advisors. - Approve the Trustees Annual Report and Annual Accounts after their examination by an appropriate independent examiner or scrutineer. - Present the Trustees Annual Report and Annual Accounts to the District Scout Council at the Annual General Meeting and submit them to the Charity Commission. - Maintain confidentiality with regard to appropriate Executive Committee business. Scouts The Malverns Trustees Annual Report 2022/23 Page 2 ## **Risk and Internal Controls** The District has in place systems of internal controls that are designed to provide good assurance against material mismanagement or loss. These include two independent authorisers for all payments and comprehensive insurance policies to ensure that insurable risks are covered. The District conducts risk assessments for all activities and provides guidance to Groups and Units on how they should do so. ## **Achievements and performance** Scouting in The Malverns was adversely affected by the COVID pandemic and as result shrank from some 1,000 members (adult and young people) to about 800 members between 2020 and 2023. This was even though many sections and units continued to offer programmes and activities online or remotely. The situation has now stabilised and the focus is on attracting adult volunteers (new and former) as there remains good demand for young people’s places across the District. Nevertheless, there remains a concerning level of vacancies to key District and Group roles that are being addressed as a priority and are necessary to re-build the District and all its functions. At the same time, use of our Warren Oak campsite not unexpectantly declined substantially, but for 2023 has it has basically recovered to pre-COVID levels – which is great. We are particularly thankful to our small team of dedicated volunteers who manage and look after Warren Oak including all bookings. In order to satisfy the demand for Scouting in the District, continuing promotion, recruitment and support of adults as leaders, administrators, trustees, and supporters is needed. There exists the opportunity to open new Sections in existing Groups and to strengthen some Groups and existing Sections. The priorities for the coming year are therefore: - Adult Recruitment (for most Groups and the District Team, including a new Team DC) - Support and Development of Warren Oak - Succession Planning (for most roles in the District, including Explorers and key roles in Groups) - Embrace The Scout Association’s ‘Transforming our Volunteer Experience’ change programme. The District appreciates the generosity, time and effort of all our adult volunteers in the District, in Groups and in support teams (including the local branch of the Baden Powell Guild), all of whom impact directly and indirectly on the District's activities. Thank you. The District does not employ any paid workers and Trustees have not received any payments except for small amounts of receipted expenses. ## **Financial Review** ## **Reserves Policy:** The District's policy on reserves is to hold sufficient resources to continue the charitable activities of the District (including Warren Oak) should income and fundraising activities fall short, and to hold funds to support individuals and Groups in times of urgent need. Trustees consider that the District should hold a sum of £30,000 (equivalent to 12 months running costs, excluding subscriptions payable to Headquarters and County) plus £15,000 to meet any immediate needs of members, Groups and Units within the District. The District held total cash funds of approximately £91,500 at the year end, well covering the reserves, but including the Warren Oak funds earmarked for the development of the site. Scouts The Malverns Trustees Annual Report 2022/23 Page 3 ## **Investment Policy:** The District does not have sufficient funds to invest in long term investments. The District has therefore adopted a risk averse strategy to the investment of its funds. All funds are held in cash using only mainstream Banks or Building Societies. ## **Addresses:** ## **Correspondence:** Scouts The Malverns District Secretary, c/o Berrow Bank, Bromsberrow, Ledbury, Herefordshire HR8 1SG. e-mail: desa.malvern@yahoo.co.uk ## **Websites:** District: www.malvernscouts.org.uk Warren Oak: www.warrenoak.org.uk This Trustees Annual Report was reviewed and approved by the District Trustees on 21[st] June 2023 and signed on their behalf by ## _Derek Barnes_ Dr Derek Barnes Current District Chair Scouts The Malverns Trustees Annual Report 2022/23 Page 4 TOTALS MALVERN & DISTRICT SCOUT COUNCIL Receipts and Payments Account For the year from 01Kb4R2 To 31103123 Receipts and payments 2022123 Unrnstncted funds 2021122 Unrestricted funds Payments Charitable Payments Youth programme and activths 14535 7,638 Adutt supportatK*tr*Dlng 495 R¢rrt 1.882 1.074 Watsrand 87 Gas 521 lllsurance 2.976 2.726 R9pairs and Ren&￿$ 3,625 M•tsriaL8and eqUipM￿t PrintirvJ and P￿￿1n9 138 Conlribuhon ¢•mp ¢(&s 7QO Unmorms ns 290 Bank Charg•s 145 193 Tdttoms.website& Lwnce 660 stGwiw Day Para¢ soo Subtotal 27812 20.1)86 1,025 3339 2,061 jub1￿￿tr•• 166 92 Subtotal a4337 Asset and Investhient purchas￿ e T0talpafrTr￿rts Net of re¢elpW(pawnents) Cash ￿ndS last year end 89,399 91.800 Cash funds this yw end R6gtstèred Charty Number. 1030019 Page 2 TOTALS MALVERN & DISTRICT SCOUT COUNCIL Receipts and Payments Account For Ule year from 01K14122 To 31103123 Receipts and payments 2022123 Unrestricted funds 2021122 Unrestricted funds Receipts Donat(on$. legaclo$ and $knllar Incom• MèmbBrshipsubsCDPtwxis 39,030 27A33 -28.106 49,853 Net m9tnlMship sUbscriFti￿6 rntained lQ.924 -2,420 Donations 66 2.747 Gfft￿d 3,764 Subtotal Grants Maintenance g￿rt Cthgrgrants Subtotal Fundr￿s1￿g Igrossl CAmpFoes 4J74 3.153 Activrfaes 14,69Y 6,991 R9Gycling 3.139 Oth¢rfvndraisiw athitsss & bodges 3.962 4.E62 Subtotal knve$tm¢nt Incon Bank intorest &iildirvJ intsr TheS¢outAsscc*tv)n SfrLvtT¥mi InV￿lMents*￿¢fr Prob*ty Rent incomg Subtotal Total Gross Income Asstt and Investm•rt sabes, etc. Tofalrecapts Regi%tered Charty Number.. 1030019 Page 1 Statement of assets and liabilities at the end of the year 202W23 2021122 UnrestriGted lunds Unrestrkted funds Cash fund$ BaDk¢urr¢nt£￿ 91.SS9 89,054 CreditCard$ Tho ScwtA89rfi•*on ShortT•trn IDVg*Nntsw￿ CashlFWs Total ￿$b lurbjs other monetary assets Tax G￿lM Dèbtsduo Irom Ihe C￿lAr￿￿SIr￿GrouP In5urarwdaim Subtotaj Invesbment assèts Inv9Stmgrt wopèty. dthl Quotéd invetherrts Subtotal Non monetary assets for Charit￿5 own use Badge stwk 2,745 2.391 shops1(￿j1 her 5trKk Land and ￿[[dIre5 385.000 Motorvfjhl¢￿s 8.000 8NOO Scoubng equifftnt.ftKntsè 4,180 4,265 Subtotal LFabilitie$ Accounts notygt Expen595 irKurf•d but nat Invoiced Subscripbms yet Loan-d6taS1 othgr liabHths Subtotsl Contingent liabilitses and future obligatfions None The atrK*ve receipts and payments account and statement of a55ets and liabllltles werè approved by the Tru$t£ès on 21st June 2023 a dsig their behalf nat Print Namè Ch￿r Tr￿urer RègBtered Chaiity Number." 1030019 Pago 3 Scrutlneer's Report to the Trustees of the Malvern & District S¢out Councll I rewt on the accounts of the GroupJDistritX fcf the year ended Marth 31 2023 As the Group'slDistricYs tru51ees you afe responsible for the Fxeparation of the acc4yJnts", you consider that neither the audit nor irKlependent examination requirements of Ihe Charilres Act 2011 apply. M is my resFthsibility without carrying t an audtt or irNJependent examination to scrutinise the accounts and lo reFQrt to you. In accordance with the directions giv￿ in the Group'slDistrÉds constitutic￿, I have scnjtinised rerxjrds and th& accounts. In my opinion the accounts are in accordan￿ with the records prcéuced to me and comply wilh Ihe constitsjtion. Nam8'. Ad(tress.' Date.. Scrutlneer's Report to the Trustees of the Malvern & District S¢out Councll I rewt on the accounts of the GroupJDistritX fcf the year ended Marth 31 2023 As the Group'slDistricYs tru51ees you afe responsible for the Fxeparation of the acc4yJnts", you consider that neither the audit nor irKlependent examination requirements of Ihe Charilres Act 2011 apply. M is my resFthsibility without carrying t an audtt or irNJependent examination to scrutinise the accounts and lo reFQrt to you. In accordance with the directions giv￿ in the Group'slDistrÉds constitutic￿, I have scnjtinised rerxjrds and th& accounts. In my opinion the accounts are in accordan￿ with the records prcéuced to me and comply wilh Ihe constitsjtion. Nam8'. Ad(tress.' Date..