## _**SOUTH LEEDS AND MORLEY**_ **DISTRICT SCOUT COUNCIL** Annual General Meeting _26 September 2023, 7.30pm Tingley Scout HQ and Online_ ## **AGENDA** 1. Introduction and welcome ## 2. ## 3. Apologies for absence To approve the minutes of the Annual General Meeting held in September 2022 ## **4. Governance topics** - a. Adopt the model constitution from Policy, Organisation and Rules - b. Note the District’s financial year - c. Agree the number of members that may be elected to the Trustee Board - d. Agree the quorum for each of the District Scout Council (including this AGM), meetings of the District Trustee Board, meetings of any sub-committees ## 5. **Review of the previous year** - a. The District Commissioner’s review of Scouting in SLAM District - b. To receive and consider the Annual Report of the District Trustee Board including the annual Statement of the Accounts ## **6.** ## **Making appointments** - a. To note any other supporters who may be admitted to membership of the District Scout Council, by the District Commissioner, the District Trustee Board or the District Scout Council. - b. To approve the District Commissioner’s nomination of the District Chair - c. Election of the District Secretary - d. Election of the District Treasurer - e. Elections of members to the District Trustee Board - f. To approve the District Commissioner’s nominations to the District Trustee Board - g. To appoint the Independent Examiner - h. To nominate representatives of the District Scout Council to represent the District on the County Scout Council Close 7. South Leeds and Morley Scout District Scout Council (charity number 1043976) Receipts and payments account INCOMPLgfE- UNAPPROVED ort e year 0110412022 To 3110312023 Receipts and payments 2021-22 2022-23 Re¢eipts Donation& legaties and similar income Membership subscription5 2023 reretved. including for Coun and National Less Monev Colleew for Cou Membership Fees Recelved Membership fees for revious ears Donations acies Gift Aid 39,590 43.380 and National 33.762 5828 36.309 7071 31 Other similhr income 7E9 Subtotal Grants COVID Grants from LCC Of which received for Phoenix Scoirt Cam (Of Which received for Tin le Scout H Uo d$ Bank Foundation Grants to Seaverr site 21.334 1106671 1106671 500 Other rants Sub ttrtsi Fundraising events (gr0$81 Detail I Detail 2 Detsil 3 Otherfvndraisin 4000 activthes Sub totsl Hlre and ActNti•s Phoenix Hire Tingley Hire 1,774 1,535 19.660 7.642 594 6.844 .'trn[ !XbQilsos. Deposit roturn5 etc. 72.969 lJ,185 1,064 Bad e Sales Sub total Investment ineome Bank interest Buildin Soci irterest The Scout Association Short Tem Investment Service Other investment income Total Gross Income Asset and knvestrnerrt sales, ot¢ LT7CQ002 (July 20211 Total receipts LT7ChXK12 (July 20211 2016 South Leeds and Morley Scout District Scout Council Receipts and payments account or e year 0110412022 To 0310312022 Receipts and payments 2020-21 2022-23 Payments Charitable P Youth ramrne and artwi(ie5 9,077 10.744 Adult sup ort anrj training linc. Zoom suèscri Rentto LCC Phoenix Campsite Online Scout Mana Water Sewera er for Grou Of which Phoenix Can) slte (Of which Tin Scout H Electricity and Gas Of which Phoenix Cam Of which Tin le SCO￿ H Insurance Of which Phoenix Campsite (Of which Scout H Maintainence Iof which Phoenix Cam site Of which Tin ley Scout H Develo ment (Of which Phoenix Campsite (Of which Tin le Scout H usines5 Rates lof which Phoenix Campsite (Of which Tin I Scout H Printin and phot¢)cop Contribution to camp costs 84d es Purchases Development AGM and trustee ex M15c Expense5 ion 545 1,500 1,080 2,760 1,500 1.080 1.105 12633.651 11261 1943.421 1162 4.267 1.5964.66 11698 5.338 1607.411 14730.721 1.719 113501 1369.691 1.838 11459.901 1378.401 2,523 11536.981 19861 1,184 1231.75 19S2.071 4322 132x591 11027.341 16.310 14700.331 111609.311 iio 171.871 137.77 227 1140.81 185.761 337 1.131 enses 569 120 International Imain Accoun 3.372 5.000 1.004 24,601 9.126 Fundralsrng •xpeose$ Uoytys Match Fundin Gildersome Detail 3 Otherfundraisin &tb totsi costs Sub total Total Gross Expenditure Asset and investment purthases, et LT7ChX02 (July 20211 Total payments Net of receipW(paymentsl Cash fvrKls last year end lof which SLAM l Accoun# lof which Tingley Account) lof which Badge Account) lof which Scout Sertion Account) lof which Cub Section Account) lof which 8eavers Accountl 53,163 21.173 72.014 29.364 725 983 1.076 ltsf which Meerkat ESU aecountl lof which MongoosÈ ESU International account) lof which Mon oose ESU accountl Cash funds this year end LT7¢)J002 (July 20211 4of8 South Leeds and Morley Scout District Scout Council Receipts and payments account or the year OV0412022 Statement of assets and liabilities at the end of the year 2021-22 To 0310312022 2022-23 Cash fvnds No l Account No 2 Account Bad e Aceount ScG'dt Seciioii Accounr 72.009 2e.036 983 10.534 74.865 16,544 1,478 37.099 Eeaver5 Soction Accouiit 1.076 1.076 Cash Phoenix Cash Tingle Unpre$ented Cheques Total eash fiJnds 20 1.728 416 1.697 20 Oth•r mon•ts Tax claim Debts due from the Cou Insurance claim assets I4¥e•b￿an￿5 With1•c￿pts alldpayri￿ accou IArealDistricVGrou Subtotal Investment assets Investment ro ertv- detsjl uoted inve5tmetTrts Other investments_ detall Sub b)taJ Non monetary ass•ts for ¢hariVs own use Bad e stock Sho stock Other stock Land and buildin Motorvehicles Scoutin Other uipment furniOther names the charity is known by
Registered charity number (if any)
HQ registration number
Charity’s principal address||||||||||Scout Council
0|||||| ||||South Leeds and MorleyDistrict|||||||Scout Council|||||| ||||||||||||||||| ||||||||||||||||| ||||||||||||||||| ||||1|0|4|3|9|7|6||||||| ||||||||||||||||| ||||1|0|0|0|1|7|6|0|||||| ||||||||||||||||| ||||Correspondence Address: 6 Woodkirk Gardens||||||||||||| ||||Dewsbury||||||||||||| ||||||||||||||||| ||||Postcode||||||W|F|1|2|7|H|Z| ## 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
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15|**Trustee Name**|**Office (if any)**|**Dates acted if not**
**for whole year**| |---|---|---|---| ||Gareth Luby|District Commissioner|| ||||| ||Chris Ingham|Trustee|| ||John Fullerton|Trustee|| ||Andrew Hebden|Trustee|| ||Edwin Kirkwood|Chair|| ||Ken Grayson|Trustee|| ||Daniel Wood|Trustee|| ||Trevor Holdsworth|Trustee|| ||Alison Fell|Trustee|| ||Andy Neil|Secretary|| ||||| ||||| ||||| ||||| 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** Description of the charity’s trusts |(e.g. trust deed, constitution)
Type of governing document
(e.g. appointed by, elected by)
Trustee selection methods
(e.g. trust, association, company)
How the charity is constituted|The District's governing documents are those of the 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.| Additional governance issues (optional information but encouraged as best practice) You may choose to include additional information, where relevant, about: Policies and procedures adopted for: a) the induction and training of trustees; b) trustee' consideration of major risks and the systems and procedures to manage them The District is managed by the District Executive Committee, 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. The Committee consists of 3 independent representatives, Chair, Treasurer and Secretary together with the District Commissioner, District Youth Commisioner, District Explorer Scout Commissioner, District Scout Network Commissioner and Elected, Nominated and Coopted members. Members of the Executive Committee complete 'Essential Information for Executive Committee' training within the first 5 months of joining the committee. This District Executive Committee exists to support the District Scout Leader 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)**| |---|---| ||Risk and Internal Control
The District Executive Committee 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 capitation fees contributes to the Scout
Associations national accident insurance policy. Risk
Assessments are undertaken before all activities.
Reduced income from fund raising. The District is primarily
reliant upon income from subscriptions and fundraising. The
District does hold a reserve to ensure the continuity of
activities should there be a major reduction in income. The
Committee could raise the value of subscriptions to increase
the income to the District on an ongoing basis, either
temporarily or permanently.
Reduction or loss of leaders. The District is totally reliant
upon volunteers to run and administer the activities of the
District. If there was a reduction in the number of leaders to
can unacceptable level in a particular section or the District
as a whole then there would have to be a contraction,
consolidation or closure of an area of support provided. In
the worst case scenario the complete closure of the District.
Reduction or loss of members. The District provides
activities for all young people aged 6 to 18. If there was a
reduction in membership in a particular section or the District
as whole then there would have to be a contraction,
consolidation or closure of a section. In the worst case
scenario the complete closure of the District.| 3 LT700001 (3rd December 2018) |**Section C**|**Objectives and activities**| |---|---| |Summary of the objects of the charity set
out in its governing document|**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 by their Promise.| Summary of the main activities in relation to these objects 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|| ||~~2022-23 continued to be a year of development for our~~
District. We are proud of our 4.3% growth in troubling times,
including a 6% growth in the number of adult volunteers.
Thanks to the support of the District Team, County
Development and dedicated group volunteers, we have also
launched new sections in Squirrels and Scouts, making the
opportunities and fun of Scouting more accessible to more
young people across our District. As DC, I have been proud
to see a wonderful assosortment of programme activities
happening every day of the week, alongside active
participation in County events and activities across the
District. Scouts marked with respect and reverance
important ceremony events this year, including the return of
our St George's Day parade and the sad death of our
Patron, HM the Queen. We prepared for the upcoming
celebrations of Scouting in Challenge 23, our first Cub Scout
international as a District. Thank you to the hard work of all
our volunteers.| |**Section E**|**Financial Review**| |---|---| |Quantify and explain any designations
Details of any funds materially in deficit
(circumstances plus steps to eliminate)
Brief statement of the charity’s policy on
reserves|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.
The District held reserves of approximately £55000 against
this at year end. This is above the level required for
operating expenses. However this can be explained by
money reserved for payment on a new lease on the
campsite with LCC, currently ongoing; expected costs
**Reserves Policy**| ||| ||| Further financial review details (optional information) You **may choose** to include additional information, where relevant, about: 5 LT700001 (3rd December 2018) • the charity’s principal sources of funds (including any fundraising); • how expenditure has supported the key objectives of the charity; • investment policy and objectives; **Investment Policy** g invest in longer 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. However, this policy will be reviewed in the 2023-4 financial year. ## **Section F Other Optional Information** Plans for future periods (details of any significant activities planned to achieve them) **Section G Declaration** The trustees declare that they have approved the trustees’ report above Signed on behalf of the charity’s trustees Signature(s) GJLuby Full name(s) Gareth Luby Position (eg Secretary, Chair) District Commissioner Date 2 0 0 9 2 3 6 LT700001 (3rd December 2018)