## **REIGATE DISTRICT SCOUT COUNCIL**
## ANNUAL REPORT AND ACCOUNTS
FOR THE YEAR ENDED 31st MARCH 2022
Including
MINUTES OF THE 2021 ANNUAL GENERAL MEETING and AGM 2022 Agenda
**http://www.reigatescouts.org.uk/**
## **REIGATE DISTRICT SCOUT COUNCIL ANNUAL GENERAL MEETING**
Tuesday 5[th] July 2022 at 7.30 pm Reigate South Park Church
## **AGENDA**
1. Introduction
2. Apologies for absence
3. Agree the Minutes of the 2021 Annual General Meeting
4. Receive and adopt the Annual Report for the year ended 31st March 2022
5. Receive and adopt the Accounts for the year ended 31st March 2022
6. Appoint the District Chair (District Commissioner's nomination)
7. Elections and appointments:
- (a) Elect the District Secretary
- (b) Elect the District Treasurer
- (b) Elect members to the District Executive Committee
- (d) Appoint members to the District Executive Committee
- (District Commissioner's nominations)
- (e) Co-opt members to the District Executive Committee
- (f) Appoint a Group Scouter to the County Scout Council
- (g) Appoint a ‘Young Representative’ to the County Scout Council
- (h) Appoint the Independent Examiner
- 8. Awards
9. Address by the District President, if present
10. Address by the County Representative
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## **Trustees' Annual Report for the year 1 April 2021 to 31 March 2022**
Charity name: **REIGATE DISTRICT SCOUT COUNCIL** Charity's principal address: **Tanfield. Hogspudding Lane, Dorking RH5 5DU** Charity Registration Number: **1140186** Scout District registration number: **15417**
## **Names of the charity trustees who manage the charity District Executive Committee**
All trustees acted for the whole year except where stated
## **Section A Reference and administration details**
||**Trustee name**|**Office**|
|---|---|---|
|**Ex-Officio:**|Eddie Warans|Chair|
||Peter Salisbury|Secretary|
||Graham Hanson|Treasurer|
||Andrew Bolton|D. Commissioner – Programme|
||Tony Brown|D. Commissioner – Strategy|
||Adrian Jackson|D. Commissioner – Adult Support|
||Miles Baker|District Scout Network Leader|
||Marcus Martin-Burns|Youth Commissioner|
||Kama Miller-Gambie|Youth Commissioner|
|**Elected Members:**|Kim Farnes||
||LibbyGreen|Chair, Appointments AdvisoryCommittee|
||Graham Tilford|Scout ShopManager|
||AndyHarwood||
||Kevin Smith||
|**Nominated**
**Members:**|John Van Hoof|Resigned 16th October 2021|
||Danielle Swart|Resigned 12th January2022|
|**Co-Opted Members:**|JudyClark|Public Relations|
||MaryOsborn|Scout Active Support Unit Manager|
||Spencer Mitchell|Warden, Jordan Heights Campsite|
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## **Section B Structure, governance and management**
**Type of governing document** : The District's governing documents are those of The Scout Association. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the Association and The Policy, Organisation and Rules of The Scout Association.
**How the charity is constituted:** The District is a trust established under its rules which are common to all Scouts.
**Trustee selection methods:** The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association.
## **Additional governance issues**
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.
This District Executive Committee exists to support the District Commissioners 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.
## **Risk and Internal Control**
The District has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss; these include two authorisations for all payments and a comprehensive insurance policy to ensure that insurable risks are covered.
## **Section C Objectives and activities**
## **Summary of the objectives of the charity set out in its governing document:**
The objectives of the District are as a unit of the Scout Association. The Aim of The Scout Association is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potentials, as individuals, as responsible citizens and as members of their local, national and international communities. The method of achieving the Aim of the Association is by providing an enjoyable and attractive scheme of progressive training, based on the Scout Promise and Law and guided by adult leadership.
## **Summary of the main activities in relation to these objects:**
Refer to the report in section D below by the District Commissioner TeamDC.
## **Public Benefit:**
Subscriptions are charged for membership to cover immediate running costs of the District and these do not unduly restrict membership. The District follows the principle that no one should be excluded because of their inability to pay membership subscriptions. Two key principles demonstrate that Scouting's aims are for the public benefit and that through the Scout method young people develop towards their full potential and that there is a clear link between the benefits for young people and the purpose of Scouting. The safety of young people is taken very seriously and the benefits Scouting activities provide far outweigh the risks. Any private benefits from Scouting are incidental, other than to those as a beneficiary.
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## **Section D Achievements and performance**
It seems like only yesterday that I last presented this report, but a lot has happened over the last 12 months. Our emergence, fully, from lockdown was welcomed by everyone – our young people and leaders alike, as we returned back to normal meetings, outdoor activities and perhaps most importantly nights away whether that was a sleepover, expedition, or summer camp. It’s fair to say that this had been what we missed the most.
Our membership numbers have bounced back to pre-covid levels. As at the January 2022 census date we recorded 1496 young people across the District, approximately an 8.5% increase on last year’s numbers.
Some groups are still seeing the impact where leaders left during lockdown but it also encouraging to see a number of new faces. Thank you to all those that have taken on roles over the last year, or taking on new / additional roles. Without our adult volunteers we would not be able to offer the diverse, exciting and engaging programmes.
In August 2023 the World Scout Jamboree takes place in South Korea. A selection process was undertaken earlier this year which saw 34 applicants from our District. Congratulations to the 9 that have that been selected and already started their journey. We look forward to hearing back from them as this journey continues.
- Squirrels – absolutely exciting to see our first Squirrel Drey open at 17[th] Reigate. There was a lot of apprehension when this new section was introduced by the Scout Association last September, but the feedback has been positive. Squirrels provides a fantastic opportunity to introduce the scouting journey to a younger age group whose imagination and awe is inspired by the adventures that await them. We look forward to seeing more Dreys start in the District over the forthcoming year.
- Beavers – we’ve seen most colonies return to their weekly meeting, but some are meeting every other week due to leader availability as some have stepped away from scouting. Camps have started to happen, and we saw a great turnout by most colonies for the Promise Renewal and Activity Day at Gatwick Air Museum. Bazzaz was attended by four colonies in May for a jam-packed day of activities.
- Cubs – great to see Pack meetings back to normal and the return of the District Cub Cooking competition. This saw 3 teams entering with the winners being 34[th] Reigate. It had been hoped to hold the swimming gala, but this did not take place due to Covid risks. A new event, Cross Country, was planned to be held but unfortunately due to some logistical challenges this was not possible. Obviously disappointing but does prove that the Cub section are always keen to try new things. A few Packs returned to camping last year but we are already aware that many more have / are taken place this year.
- Scouts – the range of activities and programmes is once again diverse and far reaching thanks to the creative talents of so many leaders. From the traditional activities such as pioneering, cooking and hikes to the more adventurous such as climbing, caving and flying
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to new activities embracing technology. There hasn’t been the opportunity to reintroduce District Scout events, but these will hopefully return soon. We do, however, have Scoutabout to look forward to in July!
- Explorers – we have 8 active Explorer Units including a new one that has started at 6[th] Reigate. Various competitions have taken place over the last year:
- District Quiz - winners were 30[th] Reigate
- Tomahawk throwing – winners were 17[th] Reigate
- London Challenge – winners were 17[th] Reigate
- Archery – winners were 7[th] Reigate
- The Great Escape – winners were 1[st] /2[nd] Horley
10 Chief Scout Platinum and Diamond Awards have been presented, lots of DofE action and the most pleasing – 3 Queen Scout Awards. Well done to all.
Our Young Leader Unit has been bust with lots of training culminating in 13 Young Leader Awards and another 5 nearing completion.
- Network – have continued to meet as and when they can. It’s always a challenge due to work and other Scouting commitments but there is a great core team of Network members with plans to extend their range of activities.
- SASU – as we saw the return of District events, SASU have been busy supporting these. 2 members acted as judges for the Cub Cooking competition, 2 (originally 5 but illness prevented them from all attending) provided the catering at the Great Escape. Sadly they were unable to assist with Bazzaz due to availability but are once again providing refreshments at our AGM and providing support and activities at Scoutabout.
A number of SASU help in other ways such as running the Scout Shop, acting as part of the Appointment Advisory Committee (AAC) and running the Young Leader Scheme.
- Jordan Heights – it’s been wonderful to see people camping again this year and make full use of all the activities on offer. Over the year we’ve seen:
- 613 camping nights (2021 and 2022 to date)
- 31 archery sessions
- 10 shooting sessions
- 20 tomahawk throwing session
- 11 fire lighting / cooking evenings
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And lots more. In addition, in August 2021 we ran two activity days for Reigate & Banstead’s Summer activity programme.
We’ve enhanced the tomahawk throwing range, replaced the archery targets and re-hung the archery netting. With the help of the Probation Service, we’re replacing all the fencing around the site to provide a consistent look. Sadly we’ve experienced a few break ins and trespasses some of which caused considerable damage. This was upsetting, considering the time and effort put into the site by so many.
- Scout Shop – openings times have changed to just Friday evening, and we have seen an increase in usage. However, the challenge has been the supply (nationally) of uniform, scarves and badges. The shop continues to provide a valuable service to all.
- Training – this continues to an area of lots of focus as we still play catch up on 1[st] response skills, mandatory training modules and encouraging leaders to progress their Wood Badge learning. There are regular monthly reports issued to track our progress against other Districts as it is something that both County and Headquarters are keen to see. Although there’s more to do it great to see that Reigate features highly in the progress scores. From 1 January 2021 to 1 June 2022 the number of volunteers that have completed training are:
- First Aid – 121 face-to face sessions (across 6 full courses and 4 practical assessment sessions) and 21 via a First Aid at Work course
- Getting Started
- Module 1 – 49
- Module 2 – 35
- Module 3 – 57
- Safety – 193 (including renewals)
- Safeguarding – 201 (including renewals)
- GDPR – 42
- Trustee – 41 including 26 from a historic outstanding list
- Wood Badges - 40
Sadly we have to report that we’ve lost some leaders who have ‘gone home’.
- Liz Sales
This year we have lost a wonderful Leader, Liz (Woodpecker) after a short and brave battle with breast cancer. She was Beaver Leader with 34th Reigate but was also ADC (Beavers) for a number of years.
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- David Barrell
David has had a long association with Scouting in various roles but fondly remembered as a former District Commissioner and his passion for flying. He amassed 71 years of service and received the Silver Wolf in 1983. For many years he organised flying experiences for Scouts and his vast experience always meant that he was on hand to provide valuable advice and support.
There may be others that I have missed or not aware of so for all those not mentioned we remember them.
A number of awards have been presented over year and congratulations to everyone for achieving these. Particular ones to call out:
- Bar to Silver Acorn – Jim Clark & Judy Clark (30[th] )
- Silver Acorn – Andrew Bolton (District), Robert Walker (34[th] and District)
- Bar to Award for Merit – Nick Clark (30[th] ), Peter Salvage (5[th] )
- Award for Merit – Colin Maddox (2[nd] ), Stephen Pfeil (2[nd] ), Nicola Watkins (2[nd] ), Stephen Parker (2[nd] ), Richard Price (9[th] H), Wendy Gregory (30[th] and District), Toby Wallace (30[th] )
- Chief Scout’s Commendation for Good Service – Rowan Carroll (5[th] ) Jennifer Spinks (5[th] ), Johannes Van Hoof (2[nd] ), Linda Brockwell (15[th] ), Mark Dunn (24[th] ), Rebecca Wood (9[th] H), Mark Warner (34[th] ) Thomas Elwood (30[th] ), Lindsay Thornhill (38[th] )
And a special mention to Margaret who, having been presented her Bar to the Silver Acorn in November 2020, was able to attend the St George’s Day celebrations at Windsor this year. A great honour and well done!
So, it leaves me to express a number of thanks to lots of people for whom the provision of Scouting within the District would not exist.
Thank you to every single leader, helper and volunteer that no matter what role they perform ensure that our young people have the greatest experiences week in, week out.
Thank you to Margaret and her team of training advisors /administrators who ensure, with a little bit of encouragement, that we remain compliant with our training.
Thank you to Libby and the AAC, and Alan who ensure that our new adult volunteers are welcomed into the District.
Thank you to Spencer and the JH team who ensure that we have a great facility that we can use to provide outdoor adventure and experiences.
Thank you to Steve and all those that provide the Young Leader training who ensure that they are equipped with the necessary skills to make a positive contribution in their groups / sections.
Thank you to those in the background who ensure that the support is there – SASU for all being on hand to support events, the Scout Shop for the constant supply of badges, the Exec for keeping us all in order.
As always, the final thank you goes to our young people. To our newest Squirrels, our exploring Beavers, our creative Cubs, our ‘have-a-go’ Scouts, our supportive Explorers and our youthful Network, thank you for continuing to embrace the Scouting adventure, participating in your various meetings and events, and for always bringing a smile.
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The last year saw us re-emerge, the next year will see us flourish and grow. So, from Team DC, a huge thank you to everyone.
## **Tony Brown,** _**District Commissioner (Strategy)**_ **On behalf of TeamDC**
## **Section E: Financial Review**
## **Summary of Financial Performance**
The accounts this year have again been produced on an income and expenditure basis taking into account accruals and prepayments of costs. The 2021/22 period was again impacted by Covid, but also again the District has been fortunate in being applicable for Local/National Covid Grants which have been a significant help to the District in terms of mitigating any impact on the revenue normally expected from the shop and any excess from Jordan Heights.
The Income & Expenditure summary shows a net income of £17,675, which is substantially better than the budgeted level, i.e. the District budgeted for a negative operating income due to the District subsidising Group Subs via a reduction in reserves. However, the District received a further £10,667 (plus an additional £8,097 accrued from last year) of Local/National Covid Grants, which thus resulted in the positive net income.
Similarly to last year, the majority of cost areas were less than the budgeted performance due to curtailed activities, and the only area that exceeded the budgeted level was “equipment costs” mainly relating to agreed costs to improve the District Mobile Display Unit. Despite the Covid impact, the District Shop contributed £2,300 of net income, and Jordan Heights contributed a positive net income even after absorbing maintenance and repair costs.
Because the end of year reconciliation confirmed that District income vs expenditure was significantly better than the budget expectations, due to the impact of the Covid Grants, and that the District reserves remain above the agreed minimum level, the District Executive Committee were again able to approve an end of year rebate to Groups, totalling £6,148, which was allocated as part of the 2022/23 subs collection but included in the 2021/22 accounts. This means that once again the District sub for 2022/23 is net zero, as a result of the rebate (£4.11 per head), which coupled with a net zero increase in HQ/County subs has enabled the District to hold the overall subs required from Groups at the same level as in 2021/22.
The District holds £1,644 as Restricted Funds, which is predominately allocated to the Jack Harwood Fund. In terms of Designated Funds, there is £5,750 allocated to the Jamboree reserve, being the cumulative agreed annual allocation minus in year payment commitments to County, plus £4,248 allocated to the Baden Drive repairs reserve, i.e., the agreed cumulative District annual allocation of £2,000 per year as a Designated Fund to cover small repairs to Baden Drive on an ongoing basis, net of any in year incurred Baden drive costs.
In terms of the Balance Sheet, the District continues to hold funds in a Current account and Gold account at CAF bank, together with separate CAF accounts for the District Scout Shop, Jordan Heights and for Scout Network, as well as funds being held with Shawbrook Bank, the Scout Association Charity Deposit Account and in Schroder Investments. At the year-end these assets amounted to £197,506 (vs £188,346 last year). Other main assets are the value of the Baden Drive HQ (£750,000) and Shop stock (£8,960). The main liabilities are the retained subs (£56,829). Overall therefore, Assets less Liabilities is £897,046 (vs £881,514 last year). The District thus remains in a healthy financial state at the year end.
The Districts policy on reserves is to hold sufficient reserves to continue the charitable activities of the District should income and fundraising activities fall short. The District Executive Committee considers that the District holds sufficient reserves to satisfy this policy, having undertaken during previous years a detailed review of reserves. The review concluded that an appropriate level of reserves to cover contingencies on Baden Drive, Jordan Heights and operating costs was £100,000,
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which remains the current view. Currently unrestricted reserves (net of Baden drive building asset) are circa £147,000 (vs c£131,000 last year), thus still aligning with the approved plan to allow District to redistribute excess reserves back to Groups over a five year period in the form of subs rebates, to allow managing of any future risks, and also to build up from these excess reserves a restricted fund of £2,000 per annum to cover small repairs at Baden Drive.
## **Contingent Liabilities**
The County Executive has noted and approved the agreement between Reigate and East Surrey Scout Councils that, should at some stage in the future the property known as that on Baden Drive, Horley, become unavailable for scouting use and be sold by Reigate District Scout Council, East Surrey District Scout Council may at that time claim an interest of 30/263 of the net sale proceeds. Net sale proceeds to be calculated after allowing for costs incurred by Reigate District Scout Council, from 1 April 2010, to improve the fabric of the buildings and reflected in the state of the asset at the time of disposal, together with the costs of disposal. The costs of improvement will be adjusted to present day value by the increase in RPI between the date of expenditure and the date of disposal.
## **Section F: Investment Policy**
The District adopts a low-risk strategy to the investment of its funds. All funds are held in cash using only mainstream banks and The Scout Association's Charity Deposit Account and Unit Trusts.
The District Executive 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 and before doing so the District Executive considers the cash flow requirements.
## **Section G: Statement of Trustees Responsibilities**
Charity law requires the Trustees to prepare statements of account for each financial year which gives a true and fair view of the state of affairs of the charity and of its incoming resources and application of resources for that period. In preparing those financial statements, the Trustees are required to:
select suitable accounting policies and apply them consistently
observe the methods and principals in the Charities SORP
make judgements and estimates that are reasonable and prudent:
state whether applicable accounting standards have been followed subject to any material departures disclosed and explained in the financial statements
prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operation.
The Trustees are responsible for keeping proper accounting records which disclose, with reasonable accuracy, the financial position of the charity at any time, and to enable them to ensure that the financial statements comply with the Charities Act 2011 and the Charity (Accounts and Reports) Regulations 2008. They are also responsible for safeguarding the assets of the charity and ensuring their proper application in accordance with charity law, and hence for taking reasonable steps for the prevention and detection of error, fraud or other irregularities
## **Section H: Declaration**
**Signature(s)**
**Full Name(s): Edward Warans Position:** _**Chair**_
**Adrian Jackson** _**District Commissioner – Adult Support**_
**Date:** 5/7/2022
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## **REIGATE DISTRICT SCOUT COUNCIL**
## **Income & Expenditure Account for year 1 April 2021 to 31 March 2022**
|**_Income_**|+
**_This Year_**|||**_Last Year_**|||
|---|---|---|---|---|---|---|
||**_Unrestricted_**|**_Restricted_**|**_Total_**|**_Unrestricted_**|**_Restricted_**|**_Total_**|
|**Donations, Legacies & Other Income**|||||||
|Membershipsubscriptions|59,565||59,565|56,621||56,621|
|Lesspaid to National & County|-59,719||-59,719|-56,993||-56,993|
|Net membershipsubs retained|-154||-154|-372||-372|
|Rent received|850||850|800||800|
|Donations|0|50|50|0|50|50|
|District shop-sales|21,038||21,038|2,794||2,794|
||||||||
|Sub Total|21,734|50|21,784|3,222|50|3,272|
||||||||
|**Grants received**|18,764||18,764|12,144||12,144|
||||||||
|Sub Total|18,764|0|18,764|12,144|0|12,144|
||||||||
|**Fundraising income**|||||||
|Section activities|0||0|0||0|
|Adult support & training|65||65|0||0|
|Jordan Heights income|10,651||10,651|381||381|
|Scout Network income|150||150|185||185|
|Jamboree income|1,820||1,820|0||0|
||||||||
|Sub Total|12,686|0|12,686|566|0|566|
||||||||
|**Investment income**|||||||
|Bank interest - current account|3||3|9||9|
|Shawbrook interest re-invested|124||124|217||217|
|Scout CharityDeposit account|47||47|184||184|
|Schroder - interest|455||455|591||591|
||||||||
|Sub Total|629|0|629|1,001|0|1,001|
||||||||
||||||||
|**Total Income**|53,813|50|53,863|16,933|50|16,983|
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|**_Expenditure_**|**_This Year_**|||**_Last Year_**|||
|---|---|---|---|---|---|---|
||**_Unrestricted_**|**_Restricted_**|**_Total_**|**_Unrestricted_**|**_Restricted_**|**_Total_**|
|**Charitable Expenditure**|||||||
|Section activities|398||398|394||394|
|Adult support & training|664||664|16||16|
|Insurance|521||521|507||507|
|Materials & equipmentpurchases|827||827|0||0|
|District team admin expenses|253||253|497||497|
|Trustee expenses|0||0|0||0|
|District shop purchases|18,762||18,762|2,141||2,141|
|District shopexpenses|24||24|7||7|
|District Grants Scheme -grants|0|50|50|0||0|
|Jordan Heights - runningexpenses|5,517||5,517|4,196||4,196|
|Jordan Heights - capital expenses|4,815||4,815|5,670||5,670|
|Scout Network costs|96||96|69||69|
|Jamboree costs|2,250||2,250|0||0|
|Baden Drive HQ- repairs|563||563|2,730||2,730|
||||||||
|Sub Total|34,690|50|34,740|16,227|0|16,227|
||||||||
|**Fundraising Expenses**|||||||
|AGM expenses|0||0|0||0|
|Bank charges|248||248|138||138|
|Sub Total|248|0|248|138|0|138|
||||||||
|**Governance expenses**|||||||
|Professional fees|1,200||1,200|1,170||1,170|
||||||||
|Sub Total|1,200|0|1,200|1,170|0|1,170|
||||||||
|**Total Expenses**|36,138|50|36,188|17,535|0|17,535|
||||||||
|**Net Income/Expenditure**|17,675|0|17,675|-602|50|-552|
## _NB: Use of Designated Funds from the Net Income/Expenditure:_
- _At 1/4/21 there was £6,000 allocated to Jamboree Fund, and a further £2,000 was allocated during 21/22. £2,250 has bee/will be paid to County as a District contribution to the next Jamboree members costs, and then net of other income gives a cumulative total of £5,750 in the Designated Reserve._
- _£2,000 was allocated during the year to the Baden Drive Designated Reserve, so that after in year costs allocated to Baden Drive repairs the cumulative total Reserve is £4,248._
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## **REIGATE DISTRICT SCOUT COUNCIL Balance Sheet at the end of the year 1 April 2021 to 31 March 2022**
The above Income & Expenditure Account and Balance Sheet were approved by the Trustees and signed on their behalf by:-
_**Signature Print Name Date**_
|**Chair**||**Edward Warans**|5/7/2022|
|---|---|---|---|
|**Treasurer**||**Graham Hanson**|5/7/2022|
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## **INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF THE REIGATE DISTRICT SCOUT COUNCIL**
I report to the trustees on my examination of the accounts of the Reigate District Scout Council for the year ended 31[st] March 2022.
## **Responsibilities and basis of report**
As the charity trustees of the District you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).
I report in respect of my examination of the District’s accounts as required under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
## **Independent examiner’s statement**
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
1. Accounting records were not kept in respect of the District as required by section 130 of the Act; or
2. That the accounts do not accord with those records; or
3. That the accounts do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than the requirement that the accounts give a ‘true and fair view’ which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
David Wheeler - Independent Examiner
David Wheeler FCCA Cheeld Wheeler & Co Chartered Certified Accountants Goodman House 13a West Street Reigate Surrey RH2 9BL Dated: 5/7/2022
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**REIGATE DISTRICT SCOUT COUNCIL**
## **MINUTES OF THE ANNUAL GENERAL MEETING HELD ON TUESDAY 15[th] July 2021 USING ZOOM**
Due to the Coronavirus pandemic members were in their own homes and connected via Zoom. Voting was done online, and questions were able to be raised via Zoom.
## **1. Introduction and Welcome**
Members were welcomed to the meeting by the Chair Eddie Warans, saying that it had been a difficult period for all of us over the last year with face to face Scouting suspended. The District Commissioner Team of Andrew Bolton, Tony Brown and Adrian Jackson, who took over during the previous year, had done an outstanding job and had been working hard all year to keep Scouting going.
He was very pleased that the District had such an experienced and dynamic management team taking us forward.
He then introduced the main guests, including:
- The Mayor of Reigate & Banstead Cllr Jill Bray (District President) Joe Rogerson, County Commissioner
- Phil Currie, Deputy County Commissioner
## **2. Apologies for absence**
Apologies had been received from the Crispin Blunt MP, District Vice-President; David Wheeler our Independent Examiner accountant and 6 members from within the District.
## **3. Minutes of the Last AGM**
The minutes of the last Annual General Meeting held on Tuesday 14[th] July 2020 were approved 100% by the meeting and were signed by the Chair.
## **4. To receive and adopt the Annual Report for the year ended 31[st] March 2021**
Adrian Jackson, District Commissioner (Adult Support) gave a brief précis of Section D of the Annual Report which had been produced electronically this year and circulated to members with the invitation to this meeting. (See Appendix 1 at the end of these Minutes). The report was adopted with 100% approval.
There was then a short video presented by all 3 DC’s
The Chair expressed the thanks of the District to Adrian and the Team DC for their focussed and productive work throughout the year.
## **5. To receive and adopt the Accounts for the year ended 31[st] March 2021**
The Treasurer, Graham Hanson, presented the accounts, which had been independently examined, and were contained within the Annual Report. He pointed out various aspects and said that the District would review finances during the year in view of the Coronavirus.
Both the Annual report and Accounts were 100% approved.
The Chair expressed the thanks of the District to Graham Hanson for his diligent work during his year of office
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## **6. To appoint the District Chair**
Adrian Jackson, District Commissioner (Adult Support), re-nominated Eddie Warans and thanked him for the work he had done over the past year and the nomination was 100% approved.
## **7. A To elect the District Secretary**
There was one nomination for Peter Salisbury. As he was the only nomination no election was necessary. The Chair thanked Peter for his service and attention to detail.
## **7. B To elect the District Treasurer**
There was one nomination for Graham Hanson. As he was the only nomination no election was necessary.
## **7. C To elect members to the District Executive**
The Chair reminded the meeting that because the District owns the Baden Drive, Horley Scout premises, used by the Pathfinder Group, it is a registered charity and all members of the Executive Committee are trustees recognised by the Charity Commission.
The Chair announced that nominations were received:
Kim Farnes, Libby Green, (Chair Adults Appointment Committee),
Andy Harwood, Kevin Smith, (Chair, Pathfinders),
Graham Tilford, (Scout Shop Manager),
## **7. D To appoint members to the District Executive Committee**
The following members were nominated by Tony Brown, District Commissioner (Strategy): John Van Hoof, (Chair, 2nd Reigate)
Danielle Swart, (Chair, Jordon Heights Campsite)
## **7. E To co-opt Members to the District Executive** :
The Chair announced the following co-opted members to the Committee:
Judy Clark, (Publicity Officer)
Mary Osborn, (District SASU Chair)
Spencer Mitchell, (Warden, Jordan Heights Campsite)
## **7. F To Appoint a Group Scouter to the County Scout Council**
Adrian Jackson, District Commissioner (Adult Support) was pleased to re-appoint Jim Clark GSL, 30th Reigate, to serve as Group Scouter on the County Scout Council.
## **7. G To Appoint a ‘Young Representative’ to the County Scout Council**
Adrian Jackson, District Commissioner (Adult Support) was pleased to appoint Marcus MartinBurns (Youth Commissioner), to serve as ‘Young Representative’ on the County Scout Council.
## **7. H To Appoint the Independent Examiner**
The Chair said that Braidwood Wheeler & Co of Reigate had agreed to continue as the Independent Examiner of the accounts.
There was one online vote for all items in Item 7 which was 100% approved.
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**8. Presentations:**
The following awards were presented by Adrian Jackson, District Commissioner (Adult Support):
**Jack Harwood Award** Robert Walker - Cub Scout Leader, 34th Reigate & District Cub Scout Leader **District Shield Winners** District Training Team: Margaret Tilford, Local Training Manager Mike Creed, Training Administrator Plus all the Training Advisors
**Helping Hand Award** This was not awarded this year due to the current restrictions.
|**Helping Hand Award** This was not awarded this year due to the current restrictions.|**Helping Hand Award** This was not awarded this year due to the current restrictions.|
|---|---|
|The following Headquarters awards were then made:||
|**Long Service Award 30 years:**|Val Dunstan|
||Derek Hammersley|
||Andy Harwood|
|**Long Service Award 40 years:**|Jackie Churchyard|
|**Long Service Award 50 years:**|David Blackadder|
||Jim Clark|
||Philip Jones|
|**Award of Merit:**|Rob Campbell|
|**Bar to Silver Acorn**|Andrew Bolton|
||Margaret Tilford (presented by Graham Tilford)|
## **9. Address by the Mayor of Reigate & Banstead, Councillor Mrs Jill Bray**
The Mayor said the past year had been challenging for everyone in the UK and around the world, and Scouting in Reigate District was no different. In March 2020 the word “Zoom” had hardly been heard of and it was good to hear how the Scout groups had adapted over the past year She was pleased to hear that face to face meetings are returning.
Reading the annual report, it was interesting to see what a wide range of activities the various sections had been able to carry on with.
The Mayor congratulated all those who received Awards and remarked how nice it was to see that long and outstanding service was acknowledged by headquarters.
Finally, the Mayor thanked the District membership, on behalf of the Borough, for making Scouting so adventurous for young people.
## **10. Address by Joe Rogerson, County Commissioner**
Joe commented on the wonderful annual report and thanked the District for the invitation to the meeting. He said it was an opportunity to thank the leaders who had done a wonderful job under adverse conditions.
Zoom provided an online experience from the start and was an excellent example of young people adapting.
Surrey has outperformed every other district in County for achieving high training results and within the County Reigate is best with 98% complete.
The County Commissioner said that the District was well run with a committed group of leaders, Scout Active Support Unit members and the District Commissioner Team. This only happens with good quality Executives and a good DC team.
Team DC had done a fantastic job since 2020, and Chris Davis did an excellent job in holding things together before that.
Joe said that at County level the perception of Reigate “is off the scale”, an amazing journey.
## **11. Close of Meeting**
The Chair closed the meeting after thanking the Mayor, the County Representative, other guests and members for their continued support and attending the meeting.
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