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← Leamington District Scout Council

2025-07-31-accounts

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Leamington District Scout Council

Annual General Meeting Information Pack

2024 - 2025 |

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Ano Scouts Leamington District

7

LEAMINGTON DISTRICT SCOUT COUNCIL

Annual General Meeting

Wednesday 21“ January 2026 7.30om

The Sanctuary Lillington Free Church

Vice Presidents - MrJ Clare, Mr K Etter

AGENDA

1. Introduction and welcome.

A. Review of the previous year

5. Making appointments

6. The County Lead Volunteer’s remarks

a.

Closing remarks.

Leamington District Scout Council

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Reg. Charity No.1060574

LEAMINGTON DISTRICT SCOUT COUNCIL

Draft Minutes of the Annual General Meeting held on Monday 14" October 2024

The Sanctuary, Lillington Free Church

Meeting opened at 7.33pm. There were 19 in attendance.

  1. Introduction and Welcome

Mark Payne welcomed all attendees to the Annual General Meeting, in particular the County Commissioner Paul Wakely, Leamington District Vice-President Kevin Etter.

  1. Apologies for absence

Apologies were received from Liz Richie, Tessa Fulton-Lieuw, Matthew Friar, Olly Bodfish, Bec Thornton.

  1. Governance topics

  2. a) The Minutes of the previous AGM on 9" October 2023 were approved as a true and accurate record. Seconded: Kevin Etter — unanimously approved.

There were no matters arising

Seconded: Harry Robbins - unanimously approved.

4. Review of Previous Year

Mark’s full report was included in the information pack. — In summary.

Mark highlighted that it was great to see the local groups and units fully back into the swing of things with more nights away events and adventurous activities being undertaken.

The program of District events has continued to grow with more sectional events taking place. Andy Law decided to take a step back from scouting to focus on other priorities, the district would like to thank you personally for all is done and delivered for us over the years. Work is underway to recruit new members to the district team to support Beavers and scouts.

For the past 12 months transformation has been a developing topic that is continuing to gather pace and 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 coming our way | would like to acknowledge and thank the members of our trustee board team and some teams for their support and keeping everything running smoothly ensure that we remain safe legal or financially sound in all that we do.

2

Thanks to those on the appointments committee working to ensure we have the right people in the right places. And also, to all section leaders group scout leaders group trustee boards who between them have done and continue to do so much work week in and week out often unnoticed to keep everything going. It's been particularly pleasing to see the progress that we have been continuing to make on recognising the contribution of our volunteers through the good service award scheme where we have said unsuccessfully approved 31 awards in the last year stop.

it remains my privilege to continue to serve you as your district commissioner and | look forward to spending time with you all in the year ahead as we carry on scouting together.

b. Annual Report of the Trustee Board including the Annual Statement of Accounts.

The annual report was included in the information pack which had been drafted and approved by the Trustee Board.

lan Wech (District Treasurer), reviewed the statement of accounts highlighting the overall district surplus in come over receipts was £635.73.

A question was raised regarding the inclusion of climbing wall accounts in the district accounts it was explained there had been no movement over the past year as a climbing wall would not been used the statements have been reviewed by the inspector approved.

The district levy has been reviewed by the board of trustees and was proposed to increase the levy by 12 pence in line with previous years. The result would be the District Levy increases from £5.79 to £5.91,

5. Making Appointments

.

Seconded: Gill Friar - unanimously approved.

Board members were confirmed as

Mark Payne — District Lead Volunteer (Ex-Officio) Ben Steele — District Youth Lead Volunteer (Ex-Officio) lan Welch — Treasurer

Michael Hepburn - Trustee Gordon Ferguson — Trustee Brian Friar - Trustee

The appointment of Presidents and Vice-Presidents is now on an annual basis.

3

It was proposed to re-elect Mr Howard Griffiths, Mr Jack Clare and Mr Kevin Etter as vicepresidents for the coming year.

Proposed: Alistar Galloway — unanimously approved.

6. Closing Remarks

County Lead Volunteer — Paul Wakeley

Paul recalled being drawn back to Leamington through his previous roles at Leamington district, Fenny Compton and Heathcote. 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.

It was great to see the number of awards at all levels ahead of all of the districts in Warwickshire.

While the District delivers so much there is still so much more to do with more people wanting to join scouting. In Warwick district there are over 900 young people on the waiting list.

District Lead Volunteer =,

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.

Meeting Closed at 20:00.

  1. Awards

The following received awards presented by the County Commissioner:

Approved

SIGME.....cocssseisessessnerosensessensssscs HOUR eesesceessene(DC) Date 18/09/2025

Independent Examiner's Report to the Trustees of the

Leamington District Scout Council Registered Charity No 1060574

| report on the accounts of the Leamington District Scout Council for the year ended 31* July 2025

which comprise the Statement of Financial Activities, set out as attached.

Respective responsibilities of Trustees and Examiner The Leamington District Scout Council Committee are responsible 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:

Basis of Independent Examiner'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 Group/District 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 concerning 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 Examiner's statement

in connection with my examination, no matter has come to my attention:

  1. which gives me reasonable cause to believe that in, any material respect, the requirements

  2. ® 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 Charities Act have not been met; or

  3. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Name: Keith Ford

Qualification: FCA . Address: Pointers, Gallows Green, Alton, Staffordshire ST10 4BN Date: 19/12/25 Signed: fied f/ Approved by the Trustees on the Trustees on Trustees on on 21/1/26 and signed on their behalf on their behalf their behalf behalf by: CO ose. Seeeoe...... (ChairmaniG.S.L) 0. FA Wooocence (Treasurer)

Approved by the Trustees on the Trustees on Trustees on on 21/1/26 and signed on their behalf on their behalf their behalf behalf by:

LT700006 (18 February 2017)

Receipts and Payments Account

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Year start date Year end date
For the year from| 04/08/2024 31/07/2025
Payments
2024/25 2023/24
Unrestricted|Funds RestriestrictsdFunds | yhenrunds ? | | Total'Fund
£ £ £ £
es EO
District Campsite |CEs 12,584.80] | E 10,397.77
Campsite Regeneration Project an £ 900.44 £ 6,063.17
ed
fe 25592.90] [3,293.97
District Scouts PT 3526.55] [F 56.90
District Explorers FT 8,862.64] JE 155.16
District Network ee
District Trustee Board hs Ti £ 22.94 £ 34.65
District Lead Volunteer PE 467.78] [EL 148.10
District Leadership Team ee 7.00| | £ 31.39
District Volunteer Development hi Ta aa £ 22.50 £ 15.55
District Equipment es 2
District Training es
pf [£2000] fe 20.00
Events - International i £ 660.00 £ 825.00
Membership Fees PS 54,242.55] | E 44,712.50
Total payments
Cash funds last year end
Cash funds this year end eo————— eo ee 6.4 0 |
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Leamington District Scout District Assets & Libilities

Year start date Year end date For the year from 01/08/2024 31/07/2025

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||||||||||||| |---|---|---|---|---|---|---|---|---|---|---|---| |Statement of Assets and|liabilities|at the end|of the year| |P0245|2023100| |Unrestricted}|Restricted|||Dedicated|Total Fund|Total Fund| |Funds|Funds|Funds| |£|=|£|£| |[DistictCiaraDistrict|Curent|Account|fe|dee]| |Deposit Account|||£|7,605.39|| £|9,738.71|| £|7,200.00||£|24,544.10|£|26,966.49| |Hatton|Campsite Account|BE|1,077.09| =|||7,450.00||é|8,527.09|£|27,099.93| |Hatton Regeneration|Account|ee|eee|£|19,779.17|||£|19,779.17|em || |Other|Total cash funds||[Wein|eae|e|e|e|Rea| |monetary|assets|ia|ee|Se|EE|hee| |a| |[rr|Pe|ee|oe| |useNon monetary assets for charity's own|i| |[icene toNewGiowps|fe|fe|es[| |Hation|Norton|Gabi|ee| |Rags|SC*dS«SC|i|argo]|[to| |a|Of|a| |Liabilities|2 a|ee|es Pie||| |Hatton|Campsite|-|Utilities|Pile|-fe|-fe|=]|£|2,500.00|£|5,000.00| |PoSub|total|

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The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 21st January 2026 and signed on their behalf by:

Signature Print Name

Leamington District Scouts Receipts and Payments Account

Year start date Year end date For the year from| 01/08/2024 31/07/2025

Receipts p202425 «| (2023/24 Unrestricted| Restricted Total Fund Total Fund Funds Funds am £ £ 2 2 CTTCdC ™™~é‘“iSC“‘‘CCCY eeee ee 9 Pe DistrictCTTCubs ™~éidLSCS#$NNN’N.9,074.95 | DistrictdT Scouts SCdESCS~‘“‘;SCW#d+| J £2,71.36 | PT 2,837.079,450.00 DistrictEvents CTTee[™C™~“‘iLLSOO#O#(‘+#ESO™~‘(‘C(C#CO] eee | ee PoE6320.91 | 0 Se | ee Ree am es |desGCC | ee|esRE Ce | pe _ CO pT Td ees || esTF eens aS © RE©

_ Leamington District Scouts

Trustees’ ' Annual Report

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For the period
From (stat date) LO} 1] 1} 8] 2] 4 roenaaae [3] +P o] 7] 2] 51
SectionA Reference and administration details
Charity name Leamington District Scouts
Registered charity number (if any) f+ ]of sos] 7|a|
Charity’s principal address Eaton Damgetis
Stoney Lane, Hatton
Warwick, Warwickshire
re
Names of the charity trustees who manage the charity
(These will be published in the annual report of the charity and the Chanty Registerifreporting fora Registered Charity with a charity regulator)
Trustee Name Office (if any) Dateited ifnee not f
whole year
1 District Commissioner |i
2 Ben Steele ae ee eee
3 MichaelHepbum | —— Trustee | Cd
4 lan Welch District Treasurer Les a a |
5| Brian Friar [| Trustee | Cid
6 rdon F CampsiteTrustee Warden/ Hatton a
4a
a C
| i i Pi
: i Pn
- Rn See RES
| a ie
aOOee)MES
fC)
Names and addresses of advisers (optional information but encouraged as best practice)
(These will be published in the annual report of the charity)
----- End of picture text -----

1 LT700001 (14 September 2024)

Section B Structure, governance andmanagement
Description ofthe charity’s trusts
Type of goveming document
The District's goveming documents are those of the The
Scout Association. They consist of
a Royal Charter, which in
tum gives authority to the Bye Laws ofthe Association and
The Policy, Organisation and Rules of The Scout Association.
(e.g. trust deed, constitution)
How
the
charity
i
tituted
—		 The District is a trust established under its rules which are
(e.g. trust, association, company) common to all Scouts.
Trustee selection methods The Trustees are appointed in accordance with the Policy,
(e.g. appointed by, elected by) Organisation and Rules ofThe 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 ofwhich are the ‘Charity Trustees’ ofthe Scout
District which is an educational charity. As charity trustees
they are responsible forcomplying with legislation applicable
to charities. This includes the registration, keeping proper
accounts and making retums to the Charity Commission as
appropriate.
Policies and procedures adopted for:
a) the induction and training oftrustees; b) The Trustee Board consists ofthe Chair (Position Vacant),
trustee’ consideration ofmajor risks and Treasurerand 5 Trustees (including 2 Ex Officio Trustees, and
the systems and procedures to manage 3 co-opted Trustees) and meets once perschool term.
them
Members of the Trustee Board complete Being a Scouts
Trustee leaming within the first
6 monthsofjoining 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. Theirsupport helps othervolunteers run high-quality
andsafeprogrammesthatgivesyoungpeopleskillsforlife.

2 LT700001 (14 September 2024)

SectionB 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 concem 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.

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 administerthe 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 intemal 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.

3 LT700001 (14 September 2024)

Section C Objectives and activities
The Purpose ofScouting
Summary ofthe objects ofthe charity set Scouting exists to actively engage and supportyoung people
out in its governing document in their personal development,
empowering them to makea positive contribution to society.
The Values ofScouting
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 forothers.
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 togetherbased on the
values of Scouting and:
- enjoy what they are doing and have fun
- take part in activities indoors and outdoors
- lear by doing
- share in spiritual reflection
-take responsibility and make choices
- undertake newand challenging activities
- make and live by their Promise.
Summary of the main activities in relation We were anticipating thatwe were lining up formore of a
to these objects standard sort ofyear in 2025. What we hadn't taken into
account ofwas the impact that transformation was going to
have on all of us and the time that was going to be consumed
to ensure that we were able to keep everything running when
key processes such as registration, volunteerdevelopment &
nights away fundamentally changed ovemight.
Itwas always
going to be challenging for the National team to provide
everyone with the support & guidance thatwas needed to
deliversuch a radical change in sucha tight timeframe, so
am really grateful forthe hard work & long hours that our
District
& Countyteams have put in (often in the background)
to plug the gaps that inevitably emerged.
 would also like
thank all ourvolunteers in our groups & units who have
worked constructively & patiently with us to keep things on
track during this period of transition.
While we have been focusing heavily on handling the impact
of transformation, we haven't made the progress thatwe
planned to in terms of recruiting to fill keyvacancies in our
District team, so this continues to be a priority forme in the
yearahead.

4 LT700001 (14 September 2024)

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. Section D Achievements and performance Summary of the main achievements of |See Activities Section above. the charity during the year

Section E Financial Review
Brief statement ofthe charity's policy on
reserves 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 6 months running costs, circa £5,500.
The District held reserves of approximately £5,521 against this
at yearend. This is at the required foroperating expenses.
Quantify and explain any designations None
Details of any funds materially in deficit None
(circumstancesplusstepstoeliminate)

5 LT700001 (14 September 2024)

Further financial review details (optional information)

You may choose to include additional]
information, where relevant, about:		 You may choose to include additional]
information, where relevant, about:		 Investment Policy
+ the charity's principal sources offunds]
(including any fundraising);]		 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 adopteda low risk strategy to the
investment of its funds. All funds are held in cash using only
mainstream banks or building societies.
» how expenditure has supported the key] The District Trustee Board regularly monitors the levels of
objectives ofthe charity;] 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.
Section F Other Optional Information
Plans forfuture periods (details ofany
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

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----- Start of picture text -----
signatures) LeesRR
Full name(s) BR (EOALS
Date [Lt [Slofe ik [ss J-
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6 LT700001 (14 September 2024)

Account Summary for the period from 1st June 2024 to 31st May 2025

Funds as at ist June 2020 E:p E:p
Bank Account = 2114.22
Petty Cash = 0.00
Total = 2114.22 2114.22
Income over Expenditure = 0.00
2114.22
Funds as at 31st May 2021
Bank Account = 2114.22
Petty Cash = 0.00
Total = 2114.22 2114.22
Assets Year to Yearto
31.05;25 31.05.24
MONETARY ASSETS
Bank Current Account 2114.22 2114.22
Outstanding Cheques 0.00 0.00
PettyCash 0.00 0.00
£ 2,114.22 £ 2,114.22
OTHERASSETS
Climbing Wall & associated equipment 130.00 360.00
Associated Equipment 0.00 50.00
£ 130.00 £ 410.00
LIABILITIES Year to Year to
31.05,25 31.05.24
Insurance - Public Liability (estimate) 0.00 0.00
Insurance - Equipment (estimate) 0.00 0.00
Maintenance (estimate) 0.00 0.00
£ - z -

Statement of accounts for the year ending 31st May 2025

RECEIPTS co . f0Pie EXPENDITURE EXPENDITURE
ow
0.00
=
00
0.00
oe
0.00
2 G80
0.00		 WALLHIRE
EQUIPMENT
MAINTENANCE
MILAGE		 0.00
0.00
0.00
0.00		 7
000
000:
Lees 24.00:
000
Income over Expenditure prior yr = €£ -
IncomeoverExpenditurethisyr = ¢€£ -

Signed by two committee members Name of Committee members Date approval on behalf of the committee a |

Annual General Meeting - Wednesday 215 January 2026 District Lead Volunteer’s Report

Scouts at Leemninerton

At our last Annual General Meeting, back in October 2024, it seemed like things were starting to get back to normal and we were heading towards a more ‘business as usual’ approach of supporting our groups & units around the District to develop & grow. The great news is that many of our groups & units have been doing just that - to the point wherea lot of their sections are now running at full capacity. The constraint on further growth continues to be the number of regular volunteers that are available to support our young people in their activities. This is a universal & ongoing challenge and, while we have made some good progress, there is still a lot more to do in this space going forwards.

As stated, we were anticipating that we were lining up for more of a standard sort of year in 2025. What we hadn‘t taken into account of was the impact that transformation was going to have on all of us and the time that was going to be consumed to ensure that we were able to keep everything running when key processes such as registration, volunteer development & nights away fundamentally changed overnight. It was always going to be challenging for the National team to provide everyone with the support & guidance that was needed to deliver such a radical change in such a tight timeframe, so I am really grateful for the hard work & long hours that our District & County teams have put in (often in the background) to plug the gaps that inevitably emerged. I would also like to thank all our volunteers in our groups & units who have worked constructively & patiently with us to keep things on track during this period of transition.

While we have been focusing heavily on handling the impact of transformation, we haven't made the progress that we planned to in terms of recruiting to fill key vacancies in our District team, so this continues to be a priority for me in the year ahead. That said, where we have strong Section level support in place - namely Cubs, Explorers & Network, we have been providing a variety of events to complement & build upon activities that are taking place at a local level. I would also like to acknowledge 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, Volunteer Development, Nights Away & Hatton Campsite. In all that we have done & continue to do, our District team shows great adaptability & commitment to support our young people, their leaders & our young leaders 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 is therefore to all our local volunteers especially our Section Team Leaders, Group Lead Volunteers & 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. It remains my privilege to continue to serve you as your District Lead Volunteer & I look forward to spending time with you all in the year ahead as we carry on Scouting together.

Mark

Mark Payne

District Lead Volunteer - Leamington