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← Leamington District Scout Council

2024-07-31-accounts

Registered Charity Number 1060574

Annual General Meeting Information Pack

2023 - 2024

LEAMINGTON DISTRICT SCOUT COUNCIL

Annual General Meeting

Monday 14[th] October 2023 7.30pm

The Sanctuary Lillington Free Church

Vice Presidents - Mr H Griffiths, Mr J Clare, Mr K Etter

AGENDA

1. Introduction and welcome

2. Apologies for absence

3.

Governance topics

4.

Review of the previous year

5.

Making appointments

6. Closing remarks.

Awards

7.

Reg. Charity No.1060574

LEAMINGTON DISTRICT SCOUT COUNCIL

Draft Minutes of the Annual General Meeting held on Monday 9[th] October 2023 The Sanctuary, Lillington Free Church

Meeting opened at 7.32pm. There were 16 in attendance.

1. Chairman’s welcome and opening remarks

Mark Payne welcomed all attendees to the Annual General Meeting, in particular the County Commissioner Paul Wakely, Leamington District Vice-Presidents Jack Clare and Kevin Etter and guest scouter John Clare supporting our centenarian vice-president.

2. Apologies for absence

Apologies were received from Matthew Drinkhall, Malcolm Doody, Chris Wynne, Tessa Fulton-Lieuw, Peter Schofield, Andrew Law, Paul Buckley, Andrew Buckley, Gill Friar, Matthew Friar, John Godbert, Helen Pollock, Howard Griffiths.

3. Approval of minutes from Thursday 26[th] January 2023 AGM

The Minutes of the previous AGM were approved as a true and accurate record.

Proposed: Graham Howe Seconded: Kevin Etter and followed by a murmur of approval.

There were no matters arising.

4. Reports

a. The District Commissioner

Mark highlighted that much of his year had been taken up supporting groups getting back up to strength as the impact of lockdown has had a long-term impact on groups and their leadership teams. It was pleasing to see 1[st] Sydenham Scout Group restart in November 2022 and continue to grow, supported by neighbouring 1[st] Radford Semele Scout Group. Also rejuvenated Explorers with Trident Explorers starting up in September with a tri partnership with 1[st] /6[th] , Radford Semele and Sydenham.

Many groups had been involved in the celebrations for the Coronation of King Charles III, followed by over 400 young people enjoying District Rejuvenate Camp at Blackwell. Mark wanted to thank those who have been so heavily involved to make it a success from new leaders experiencing camping for the first time and also the events team making it all happen.

District Commissioner District Chairman District Treasurer District Secretary Mark Payne Vacant Ian Welch Brian Friar

2

He thanked the Appointments team for innovating a variety of ways to deal with a significant backlog of Welcome Conversations as well as keeping up with a significant flow of new leaders in the District.

It was also great to see Hatton Campsite being brought back into full use, as ever, the site needs continued support of the team to maintain, manage and improve the site.

In the coming months, we will be transitioning from a District Executive to a Board of Trustees as part of the transformation in Scouting, at which point Mark intends to reshape and refocus the team.

To help determine the direction for the new District Team, he will be holding some half day sessions with representatives from the District to inform the thinking and strategy going forward.

He thanked the District Team for showing great adaptability and commitment to support young people and leaders as well as in training, nights away, events and communications.

Finally, a thank to all the leaders and supporters who week in, week out continue to do so much to make scouting happen in an exciting way all across the District.

To thank end it has been possible to submit and have approved 21 awards across the District in the last year.

Serving as Leamington District DC is still a privilege and he looks forward to continuing to support everyone in the coming year.

b. The District Treasurer

Ian presented the accounts and thanked Keith Ford for conducting an independent examination.

A 12p increase in the District Levy was proposed by Gordon Ferguson and seconded by Graham Howe and there was a murmur of approval.

c. District Secretary - Trustees Report

The District Secretary ’s report is included in the AGM pack circulated to the Scout Council include was a summary of the Appointments activity for the year.

A draft updated constitution was also included in the pack, although this would be honed in the coming months to be adopted at the next AGM.

5. Appointment of Independent Examiner

Mark thanked Keith Ford for auditing the accounts this year, and it was confirmed that Keith Ford would be the appointed auditor for the coming financial year.

Proposed Hilary Crosby Seconded Ben Steele.

Unanimously Approved at the meeting.

6. District Commissioner’s nomination for District Chairman

The District Commissioner did not have anyone to nominate as District Chair for the meeting, so the position is now vacant until a successor is found and appointed.

3

7. Election of Officers

Proposed: Kevin Etter, Seconded: Graham Howe

Unanimously Approved at the meeting.

Proposed: Hilary Crosby, Seconded: Penny Steele

Unanimously Approved at the meeting.

Proposed: Ben Steele, Seconded: Graham Howe

Unanimously Approved at the meeting.

8. Election of District Executive Committee

a. Ex-Officio Members:

I. District Commissioner Mark Payne II. Deputy District Commissioner (Plan) Michael Hepburn III. Deputy District Commissioner (Program) Andy Law IV. District Chairman Vacant V. District Treasurer Ian Welch VI. District Secretary Brian Friar VII. District Youth Commissioner (Plan) Ben Steele.

b. For Nomination:

– Gordon Ferguson Hatton Campsite Manager

c. For Election:

Group Representatives to the District Executive:

Mandy Hughes – 4th Leamington St Mark’s – Chris Wynne 12th Leamington

No other nominations were received:

Elections were proposed: Graham Howe Seconded: Michael Hepburn

Unanimously Approved at the meeting.

d. AAC

The following Scouters were proposed to continue to serve as the AAC panel for the coming year.

Graham Howe – Chair

4

David Booth Gillian Friar Gordon Ferguson Hilary Crosby Paul Buckley Phil Houghton

It was also confirmed that the District would look to appoint at least two youth members to the AAC and extend the size of the AAC to give more flexibility in the timing and frequency of future AACs

No other Scouters in the meeting wished to be considered for the AAC panel.

The members were elected en bloc

Proposed by: Ben Steele Seconded: Kevin Etter

Unanimously Approved at the meeting.

e. Approval of nomination to Warwickshire County Scout Council

This position is now being fulfilled by each District Chairperson, in the absence of a District Chair and Brian confirmed he was happy to continue in this role until a District Chair is appointed.

9. County Commissioner – Paul Wakeley

Paul gave a short presentation on behalf of the county. He thanked all in Leamington District for continuing their great support of Scouting and the support received by the District Team and encouraged the District to embrace opportunities presented in the transformational changes ahead. He encouraged the development of Squirrel Drey’s in the district where those opportunities became available.

10. Awards

The following received awards presented by the County Commissioner:

11. A word from our vice-president – Jack Clare

It was great to see our longest serving Scouter Jack Clare at nearly 103 has a wealth of knowledge and experience to offer to the District.

While thanking the District for his award, Jack was keen to relate a few of his past experiences, but importantly he wanted to re-enforce the message of the value of Scouting to young people in this day

5

and age and encourage as many as possible to keep engaged and supporting Scouting and a personal wish to see a scouting presence reestablished in Lillington with an offer of support in any way he can.

Thank you to his son John for assisting so that Jack could attend the AGM.

12. Closing Remarks

Thanks were given to all those who turned out for the evening to represent their Groups and the District.

Thanks to Lillington Free church for the provision of a great venue.

Light refreshments were served the at the end of the meeting.

The meeting closed at 8:28pm.

Approved

Signed…………………………………………………….. (DC) Dated……………………………………………………………

Independent Examinerfs Report to the Trustees of the Leamlngton District Scout Councll Registered Charity No 1060574 I report on the accounts of the Leamington District Scout Council for the year ended 31st July 2024 which comprise the Statement of Financial Activities. set out as attached. Respectlve responslblllties of Trustees and Examiner The Leamington District Scout Council Committee are ￿spOnSible for the preparation of the accounts. They consider that an audit is not required for this year (under Section 144 of the Charities Act 2011 (the Charities Act)) and that an independent examination is needed. It is my responsibility to: Examine the accounts (under Section 145 of the Charities Act)- To follow the procedures laid down in the General Directions given by the Charity Commissioners (under Section 145{5){b) of the Charities Act),. and To state whether particular matters have come to my attention. Basls of Independent Examlnerfs report My examination was carried out in accordance with the General Directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by the GrouplDistrict and a comparison of the accounts presented wth those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees conceming any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit. and consequently no opinion is given as to whether the accounts present a 'true and fair, view and the report is limited to those matters set out in the statement below. Independent Examlner's statement In connection with my examination, no matter has come to my attention (other than that disclosed below ')- 1. which gives me reasonable cause to believe that in, any material respect, the requirements to keep accounting records in accordance with Section 130 of the Charities Act ',and to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charrties Act have not been met., or 2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. P18asg delete the words in the brnckets rfthey do not apply Name.. .Keith Ford Qualification.. Add￿$$.. ..Pointers, Gallows Green, Alton. StaffordshI￿ ST10 4BN.................................................................. Date.. 10110124... Signed.. Approved by the Trustees on 919124 and signed on their behalf by.. {ChairmanlG.S.L) . LT70000611St February 2017) reasurer)

Leamington District Scout Council Receipts and Payments Account

Registered Charity

eceps an ayme Year start date
s ccoun		 Year start date
s ccoun		 Year end date
31st July 2024		 No 1060574
2022/23
Total funds
Notes
£
-
1
-
2
-
3
-
4
-
5
-
6
8,731.54
7
-
8
239.63
9
-
10
-
11
-
12
46,377.24
13
-
14
10,790.28
15
-
16
-
17
-
18
-
19
-
-
66,138.69
-
66,138.69
Registered Charity
No 1060574
For the year
from		 1st August 2023 31st July 2024
Receipts and payments
Receipts Total funds
£
-
1,220.00
-
-
-
-
12,854.96
-
703.31
-
-
-
50,352.78
-
2,764.60
-
-
-
-
-
-
67,895.65
-
67,895.65
Year end date
31st July 2024
BEAVERS -
CUBS 1,220.00
SCOUTS -
EXPLORERS -
YOUNG LEADERS -
NEW GROUPS -
HATTON 12,854.96
CONSUMABLES/ADMINISTRATION -
BANK INTEREST/CHARGES 703.31
CLIMBING WALL -
FUND RAISING -
DONATIONS -
CAPITATION 50,352.78
LEADER TRAINING/MATERIALS -
DISTRICT EVENTS 2,764.60
INSURANCE -
CLOSURE FUNDS -
INTERNATIONAL FUNDS -
MISCELLANEOUS -
-
-
Total Gross Income 67,895.65
For the year
from		 1st August 2023 31st July 2024

1 LT700003

Receipts and payments

Payments Unrestricted
funds
£
20.50
5,694.04
-
-
435.20
-
11,776.04
1,069.19
-
-
-
20.00
44,712.50
182.61
126.62
2,398.22
-
825.00
-
-
-
67,259.92
-
67,259.92
635.73
-
46,943.54
47,579.27		 Restricted funds
£
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
9,738.71
9,738.71
2023/24		 Total funds
£
20.50
5,694.04
-
-
435.20
-
11,776.04
1,069.19
-
-
-
20.00
44,712.50
182.61
126.62
2,398.22
-
825.00
-
-
-
67,259.92
-
67,259.92
635.73
-
56,682.25
57,317.98		 2022/23
Total funds
Notes
£
42.19
1
144.30
2
-
3
-
4
-
5
-
6
8,225.42
7
1,185.38
8
-
9
-
10
-
11
20.00
12
40,959.00
13
-
14
11,846.18
15
-
16
-
17
800.00
18
-
19
12.70
20
-
63,235.17
-
63,235.17
2,903.52
-
53,778.73
56,682.25
BEAVERS 20.50
CUBS 5,694.04
SCOUTS -
EXPLORERS -
YOUNG LEADERS 435.20
NEW GROUPS -
HATTON 11,776.04
CONSUMABLES/ADMINISTRATION 1,069.19
BANK INTEREST/CHARGES -
CLIMBING WALL -
FUND RAISING -
DONATIONS 20.00
CAPITATION 44,712.50
LEADER TRAINING/MATERIALS 182.61
DISTRICT EVENTS 126.62
INSURANCE 2,398.22
CLOSURE FUNDS -
INTERNATIONAL FUNDS 825.00
MISCELLANEOUS -
BADGES -
-
Total Gross Expenditure 67,259.92
Asset and investment purchases,
etc.
Total payments
Net of receipts/(payments)
Transfers between funds
Cash funds last year end
Cash funds this year end
635.73 - 635.73 2,903.52
- - - -
46,943.54 9,738.71 56,682.25 53,778.73
47,579.27 9,738.71 57,317.98 56,682.25

2 LT700003

Statement of assets and liabilities at the end of the year

2022/23

Unrestricted
funds
£
Cash funds
Bank current account
1,241.64
Bank deposit account
17,227.78
Bank deposit account 2 Hatton
27,099.93
Bank deposit account 3 Events
423.33
The Scout Association Short Term
Investment Service
-
STRIPE Expense Account
1,586.59
Total cash funds
47,579.27
Other monetary assets
Tax claim
-
Debts due from the
County/Area/District/Group
-
Insurance claim
-
Sub total
-
Investment assets
Investment property - detail
-
Quoted investments
-
Other investments - detail
-
Sub total
-
Non monetary assets for charity's
own use
Loans to New Groups
-
Hatton - Norton Cabin
125,561.55
50% Climbing Wall and associated
equipment
320.00
50% of 'Leamington & Warwick Climbing
Wall' account as at 31/5/16
1,057.11
Camp Equipment
174.34
Flags
191.56
Mower
193.71
Sub total
127,498.26
Liabilities
Unreconciled Cheques
-
Capitation to HQ & County (estimate)
51,000.00
Hatton - Lease, Electric, Water,
Maintenance(estimate)
12,000.00
Advances/Capitation
-
Insurance (estimate)
3,000.00
MPLC Licence (estimate)
550.00
Sub total
66,550.00		 Unrestricted
funds
£
Cash funds
Bank current account
1,241.64
Bank deposit account
17,227.78
Bank deposit account 2 Hatton
27,099.93
Bank deposit account 3 Events
423.33
The Scout Association Short Term
Investment Service
-
STRIPE Expense Account
1,586.59
Total cash funds
47,579.27
Other monetary assets
Tax claim
-
Debts due from the
County/Area/District/Group
-
Insurance claim
-
Sub total
-
Investment assets
Investment property - detail
-
Quoted investments
-
Other investments - detail
-
Sub total
-
Non monetary assets for charity's
own use
Loans to New Groups
-
Hatton - Norton Cabin
125,561.55
50% Climbing Wall and associated
equipment
320.00
50% of 'Leamington & Warwick Climbing
Wall' account as at 31/5/16
1,057.11
Camp Equipment
174.34
Flags
191.56
Mower
193.71
Sub total
127,498.26
Liabilities
Unreconciled Cheques
-
Capitation to HQ & County (estimate)
51,000.00
Hatton - Lease, Electric, Water,
Maintenance(estimate)
12,000.00
Advances/Capitation
-
Insurance (estimate)
3,000.00
MPLC Licence (estimate)
550.00
Sub total
66,550.00		 Restricted funds
£
-
9,738.71
-
-
-
-
9,738.71
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
2023/24		 Total funds
£
1,241.64
26,966.49
27,099.93
423.33
-
1,586.59
57,317.98
-
-
-
-
-
-
-
-
-
125,561.55
320.00
1,057.11
174.34
191.56
193.71
127,498.26
-
51,000.00
12,000.00
-
3,000.00
550.00
66,550.00		 2022/23
Total funds
£
Cash funds
Bank current account 1,241.64 - 1,241.64 1,743.23
Bank deposit account 17,227.78 9,738.71 26,966.49 50,646.20
Bank deposit account 2 Hatton 27,099.93 - 27,099.93 2,744.97
Bank deposit account 3 Events 423.33 - 423.33 -
The Scout Association Short Term
Investment Service		 - - - 100.48
STRIPE Expense Account 1,586.59 - 1,586.59 1,447.37
Total cash funds 47,579.27 9,738.71 57,317.98 56,682.25
Other monetary assets
Tax claim - - - -
Debts due from the
County/Area/District/Group		 - - - -
Insurance claim - - - -
Sub total - - - -
Investment assets
Investment property - detail - - - -
Quoted investments - - - -
Other investments - detail - - - -
Sub total - - - -
Non monetary assets for charity's
own use
Loans to New Groups - - - -
Hatton - Norton Cabin 125,561.55 - 125,561.55 132,170.05
50% Climbing Wall and associated
equipment		 320.00 - 320.00 320.00
50% of 'Leamington & Warwick Climbing
Wall' account as at 31/5/16		 1,057.11 - 1,057.11 1,057.11
Camp Equipment 174.34 - 174.34 193.71
Flags 191.56 - 191.56 212.84
Mower 193.71 - 193.71 215.23
Sub total 127,498.26 - 127,498.26 134,168.95
Liabilities
Unreconciled Cheques - - - -
Capitation to HQ & County (estimate) 51,000.00 - 51,000.00 47,000.00
Hatton - Lease, Electric, Water,
Maintenance(estimate)		 12,000.00 - 12,000.00 9,350.00
Advances/Capitation - - - 43.56
Insurance (estimate) 3,000.00 - 3,000.00 3,000.00
MPLC Licence (estimate) 550.00 - 550.00 500.00
Sub total 66,550.00 - 66,550.00 59,893.56

Contingent liabilities and future obligations

The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 9th January 2024 (the date of the Executive Committee meeting that approved the accounts) and signed on their behalf by

==> picture [147 x 42] intentionally omitted <==

----- Start of picture text -----
Signature
----- End of picture text -----

3 LT700003

NOTES
BEAVERS
1
District Camp
County Fun Day
District Christingle
CUBS
2
Sports Day
Xmas Capers
District Camp
Kenilworth Castle Challenge
Cross Country
Swimming Gala
SCOUTS
3
District Camp
District Soap Box
District Dragon Boat Racing
EXPLORER SCOUTS
4
District Halloween Camp
YOUNG LEADERS
5
Leamington Network Lasertag
HATTON
7
Electric
Grass Cutting
Camp Fees
Lease & Legal Fees
Maintenance/Expenses
Water
Fund Raising/Donations
Rates
New Build
Insurance
Gas
CONSUMABLES/ADMINISTRATION
8
Expenses DC
AGM expenses
Room Hire
Training
Badges
Expenses ADC Scouts
Expenses ADC Cubs
Expenses ADC Beavers
MPLC Licence
Expenses DESC Explorers
BANK INTEREST/CHARGES
9
STIA Interest
Bank Deposit Account Interest
CLIMBING WALL
10
Insurance reimbursments		 Receipts
0.00
0.00
0.00
0.00
0.00
0.00
1220.00
0.00
0.00
0.00
1220.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
338.89
0.00
12317.40
0.00
198.67
0.00
0.00
0.00
0.00
0.00
0.00
12854.96
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
4.04
699.27
703.31
0.00
0.00		 Expenditure
20.50
0.00
0.00
20.50
0.00
2485.00
1864.80
0.00
0.00
1344.24
5694.04
0.00
0.00
0.00
0.00
0.00
0.00
435.20
0.00
435.20
742.19
0.00
188.00
800.00
9950.20
50.05
0.00
14.70
0.00
2398.22
30.90
14174.26
495.15
0.00
20.00
0.00
0.00
0.00
0.00
0.00
537.20
16.84
1069.19
0.00
0.00
0.00
0.00
0.00

4 LT700003

FUND RAISING 11 Group activity

Group activity
DONATIONS
12
Poppy appeal
CAPITATION
13
Group funds passed through
LEADER TRAINING/MATERIALS
14
ADC LTM expenses
DISTRICT EVENTS
15
District Camp/Explorer Camp/ Explorer BBQ
CLOSURE FUNDS
17
Lillington Closure Funds
1st North Leamington allocation
INTERNATIONAL FUNDS
18
Belize Camp
World Scout Jamboree
Explorer Belt Netherlands
MISCELLANEOUS
19
BADGES
20
Stock of District Badges
TOTAL		 0.00
0.00
0.00
0.00
50352.78
50352.78
0.00
0.00
2764.60
2764.60
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
67895.65		 0.00
0.00
20.00
20.00
44712.50
44712.50
182.61
182.61
126.62
126.62
0.00
0.00
0.00
825.00
0.00
0.00
825.00
0.00
0.00
0.00
0.00
67259.92

1 ACCOUNTING POLICIES

a. Charity information

The financial statements reflect the different activities carried out by the Leamington District Scout Council. The principle activities are District Events, oversight of the Groups in the District, and administration for Hatton Camp Site.

b. Basis of preparation

The accounts are prepared on a receipts and payments basis using the historical cost convention. The financial statements have been prepared in accordance with applicable accounting standards and comply with the Statement of Recommended Practice 2005 as it applies to receipts and payments accounting for smaller charities.

c. Nature of Funds

Funds are divided between General Funds and Restricted Funds. General Funds would be designated for day to day running and budgetry purposes. Restricted Funds comprise of amounts set aside to be used for particular purposes.

d. Assets

Current Assets are reflected at historical cost and then written down over their useful life on a reducing balance basis at a rate of 10% per annum.

Land and Buildings are reflected at historical cost and then written down over their useful life on a reducing balance basis at a rate of 5% per annum.

5 LT700003

Independent Examiner's Report to the Trustees of the Leamington & Warwlck Dlstrfct Scouts Climbing Wall I report on the a¢¢ounts of the Leamington and WapNick District S¢outs Climbing Wall for the year ended 31. May 2024 which comprise the Statement of Financial Activities, set out as attached. Respectlve responslblllties of Trustees and Examiner The Leamington and Warwick District Scouts Climbing Wall Committee are responsible for the preparation of the accounts. They consider that an audil is not required for this year (under Section 144 of the Charities Act 2011 (the Charities Act)) and that an independent examination is needed. It is my responsibility to- Examine the accounts (under Section 145 of the Charities Act),. To follow the procedures laid down in the General Directions given by the Charity Commissioners (under Section 14515)(b) of the Charities Act)., and To state whether particular matters have come to my attention. Basls of Independent Examlner's report My examination was carried out in accordance with the General Directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by the GrouplDistrict and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts. and seeking explanations from you as trustees conceming any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the accounts present a 'true and faiff view and the report is limited to those matters set out in the statem@nt below. Independent Examlner's statement In connection with my examination, no matter has come to my attention (other than that disclosed below '): 1. which gives me reasonable cause to believe that in, any material respect, the requirements to keep accounting records in accordance wth Section 130 of the Charities Act ,'and to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charities Act have not been met: or 2. to which, in my opinion, attention should be dravm in order to enable a proper understanding of the accounts to be reached. Please delete the words in the brackets if they do not apply Name.. .Keith Ford........................................................................ Qualification- ..FCA......................................................... Address.. Pointers, Gallows Green, Alton, Stafft)rdshire ST10 48N.............................. Date= 10110124................. Signed: Approved by the Trustees on 91912024 and signed on their behalf by: (ChaimianlG.S.L) . (Treasurer) LT700006 (1st February 2017)

Account Summary for the period from 1st June 2023 to 31st May 2024

Funds as at 1st June 2020
Bank Account
=
Petty Cash
=
Total
=
Income over Expenditure
=
Funds as at 31st May 2021
Bank Account
=
Petty Cash
=
Total
=
Assets
MONETARY ASSETS
Bank Current Account
Outstanding Cheques
Petty Cash
OTHER ASSETS
Climbing Wall & associated equipment
Associated Equipment
LIABILITIES
Insurance - Public Liability (estimate)
Insurance - Equipment (estimate)
Maintenance (estimate)		 £ : p
2114.22
0.00
2114.22		 £ : p
2114.22
0.00
2114.22
0.00
2114.22
Year to
31.05.24
2114.22
0.00
0.00		 2114.22
2114.22
Year to
31.05.23
2114.22
0.00
0.00
2,114.22
£
360.00
0.00
360.00
£
Year to
31.05.24
0.00
0.00
0.00		 2,114.22
£
590.00
50.00
640.00
£
Year to
31.05.23
0.00
0.00
0.00
-
£		 -
£

Trustees' Annual Report

For the period For the period
From (start date) 0 1 1 8 2 3 to end date 3 1 0 7 2 4
Section A Reference and administration details
Charity name Leamington District Scouts
Other names the charity is known by
Registered charity number (if any) 1 0 6 0 5 7 4
HQ registration number 1 0 0 0 1 6 4 0
Charity’s principal address Hatton Campsite
Stoney Lane, Hatton
Warwick, Warwickshire
Postcode C V 3 5 7 H R
Names of the charity trustees who manage the charity
Trustee Name Office (if any) Dates acted if not for
whole year
Mark Payne District Commissioner
Michael Hepburn DDCPlan
AndyLaw DDCProgram toAugust2024
Ian Welch DistrictTreasurer
BenSteel DYC
Brian Friar District Secretary
Gordon Ferguson HattonCampsiteWarden
Mandy Hughes Trustee
ChrisWynne Trustee to June2024
JennyTyreman DNSC from November 2023
OllyBodfish DNSC from November 2024
BecThornton DESC from May2024

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

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Section B

Structure, governance and management

Description of the charity’s trusts

Type of governing document 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. (e.g. trust deed, constitution) How the charity is constituted The District is a trust established under its rules which are common to all Scouts. (e.g. trust, association, company) Trustee selection methods The Trustees are appointed in accordance with the Policy, (e.g. appointed by, elected by) Organisation and Rules of The Scout Association.

Additional governance issues (optional information but encouraged as best practice)

You may choose to include additional The District is managed by the District Trustee Board, the information, where relevant, about: 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. Policies and procedures adopted for: a) the induction and training of trustees; b) The Trustee Board consists of the Chair, Treasurer and 6 trustee' consideration of major risks and Trustees (including 2 Ex Officio Trustees, and 2 co-opted the systems and procedures to manage Trustees) and meets one per school term.. them Members of the Trustee Board complete Being a Scouts Trustee learning within the first 6 months of joining the Board. This District Trustee Board exists to make sure the charity is well-managed, risks are assessed and mitigated, buildings and equipment are in good working order, and everyone follows legal requirements and the organisation's policies and rules. Their support helps other volunteers run high-quality and safe programmes that gives young people skills for life.

Section B
Structure, governance and management (continued)		 Section B
Structure, governance and management (continued)
Risk and Internal Control (Specimen 1)
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
would request the use of buildings, property and equipment
from neighbouring organisations such as the church,
community centre and other Scout Districts. Similar reciprocal
arrangements exist with these organisations. 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.

2 LT700001 (14 September 2024)

ssess e ts a e u de ta e be o e a act t es

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 Board 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 an unacceptable level in a particular section or the District as a 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.

Reduction or loss of members. The District provides activities for all young people aged 4 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.

Risk and Internal Control (Specimen 2) 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 a comprehensive insurance policies to ensure that insurable risks are covered.

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.

3 LT700001 (14 September 2024)

Summary of the main activities in relation to these objects

Over the last year, it’s been great to see our local groups & units getting fully back into the swing of things with more nights away events & adventurous activities being undertaken as our confidence to do so has continued to increase, following on from getting everyone back face-to-face again. We have also seen a number of groups who have grown back to full capacity and who are now limited by the number of regular volunteers that they have available to support them - recruitment therefore continues to be a key focus for us as we aim to enable more people to do more Scouting more often. This return to something closer to business as usual when it comes to day-to-day Scouting has also allowed me to start spending more time with our Group Scout Leaders to understand how we can best support them as a District team as they consider how to move their groups forward.

It has also been pleasing to see to our District programme continuing to grow in terms of what we can offer to support local activities & initiatives - well done & thank you to everyone involved in making everything happen! Our Cubs section has continued to lead the way in terms of providing a good range of events and we have been able to ensure that something has been available for every age group to get involved in at some point over the last year. We have also appointed new District teams for Explorers & Network, who are already having a positive impact on the opportunities that we can open up for their sections. Earlier this year, Andy Law decided to take a step back from Scouting to focus on other priorities and I would like to take this opportunity to thank him personally for all he has done & delivered for us over the years. We are currently in the process of recruiting new members to our District team to support Beavers & Scouts which will bring our programme team back up to full strength once more.

For the past 12 months, transformation has been an emerging topic that has been continuing to gather pace & clarity, with significant changes planned for later this autumn. As a District team, an increasing proportion of our time has been spent working through how to get ready for the changes that are coming our way - both at a District & local level - and I would like to acknowledge & thank the members of our Trustee Board team & our sub committees for their support in keeping everything running smoothly and ensuring that we remain safe, legal & financially sound in all that we do, particularly in key areas such as Finance, Appointments & Hatton Campsite. Despite a number of attempts, we have not yet appointed a District Chair, so this remains high up on our to do list to ensure that we can offer the independent oversight to our activities that we will need to going forward. In all that we have done, our District team have continued to show great adaptability & commitment to support our young people & their leaders and our young leaders as well as in training, events, nights away & communication and I would like to thank everyone for ensuring that we have done our best to support everyone over the last year.

As always, throughout the year, it has been my pleasure to spend time with those who are central to everything we do - our young people & their leaders. With this in mind, my final thank you as always is therefore to all our local volunteers especially our Section Leaders, Group Scout Leaders & Group Trustee Boards who between them have done & continue to do so much - week in, week out, often unnoticed - to keep everything going. I really appreciate the hard work that they put in and the passion that they have for what they do. With this in mind, it has therefore been particularly pleasing to see the progress that we have been continuing to

4 LT700001 (14 September 2024)

p eas g to see t e p og ess t at e a e bee co t u g to make on recognising the contribution that our volunteers have made through the Good Service Awards scheme where we have submitted & had successfully approved a further 31 awards in the last year.

It remains my privilege to continue to serve you as your District Commissioner & I look forward to spending time with you all in

Additional details of the objectives and activities (optional information but encouraged as best practice)

Youmay chooseto 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.
Section D Achievements and performance
Summary of the main achievements of
the charity during the year
See Activities Section above.
Section E Financial Review
Quantify and explain any designations
Brief statement of the charity’s policy on
reserves		 The District held reserves of approximately £X against this at
year end. This is above the level/below required for operating
expenses. However this can be explained by ..........
Reserves Policy
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 Trustee
Board considers that the District should hold a sum equivalent
to X months running costs, circa £X.
to 12 months running costs, circa £5K.
The District held reserves of approximately £25K against this
at year end. This is above the level/below required for
operating expenses. However this is help with the cost of
refurbishment of the toilet block.

5 LT700001 (14 September 2024)

Details of any funds materially in deficit (circumstances plus steps to eliminate)

Further financial review details (optional information)

Youmay chooseto include additional
information, where relevant, about:
• the charity’s principal sources of funds
(including any fundraising);
• investment policy and objectives;
• how expenditure has supported the key
objectives of the charity;		 The District does not have sufficient funds to 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.
The District Trustee Board regularly monitors the levels of
bank balances and the interest rates received to ensure the
District obtains maximum value and income from its banking
arrangements. Occasionally this may involve using an account
that requires a period of notice before funds may be
withdrawn, before doing so the District Trustee Board
considers the cash flow requirements.
Investment Policy (Specimen 2)

Investment Policy (Specimen 1)
The District's Income and Expenditure is very small and as a
consequence does not have sufficient funds to invest in
longer-term investments such as stocks and shares. The
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.
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)
Full name(s)
Date
Position (eg Secretary, Chair)
D
D
M
M
Y
Y
D D M M Y Y

6 LT700001 (14 September 2024)