## **REIGATE DISTRICT SCOUT COUNCIL** ## ANNUAL REPORT AND ACCOUNTS ## FOR THE YEAR ENDED 31st MARCH 2024 Including MINUTES OF THE 2023 ANNUAL GENERAL MEETING and AGM 2024 Agenda **http://www.reigatescouts.org.uk/** ## **Tuesday 2nd July 2024 at 7.30 for 8.15pm** ## **AGENDA** ## 1. **Introduction and welcome** **2. Apologies for absence** ## **3. Governance Topics** - a. Agree the Minutes of the Annual General Meeting held on 27[th] June 2023 - b. Adopt the revised Constitution - c. Note the District’s financial year - d. Approve appointed and community members of the District Scout Council - e. Agree the number of members that may be appointed to the Trustee Board - f. Agree the quorum for future meetings of the District Scout Council ## **4. Review of the Previous Year** - a. The District Lead Volunteer’s review of the year to 31 March 2024 - b. The District Treasurer’s review of the accounts for the year ended 31[st] March 2024 - c. Receive and consider the Annual Report of the District Trustee Board including the accounts ## **5. Appointments** Following recommendation from the open selection process initiated by the District trustee Board: - a. District Chair - b. District Treasurer - c. District Trustee Board members - d. Group Scouter to the Surrey County Scout Council - e. ‘Young Representative’ to the Surrey County Scout Council - f. District President – Ex officio - g. Independent Examiner ## **6. Presentations and Awards** ## **7. Address by the District President** ## **8. Address by the County Representative** **9. Closing remarks** 2 ## **Trustees' Annual Report for the year 1 April 2023 to 31 March 2024** 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 Trustee Board** All trustees acted for the whole year except where stated ## **Section A Reference and administration details** ||**Trustee name**|**Office**| |---|---|---| |**Appointed:**|Edward Warans|Chair| ||Graham Hanson|Treasurer| |**Ex-Officio:**|Andrew Bolton|D. Commissioner – Programme| ||TonyBrown|D. Commissioner – Strategy| ||Adrian Jackson|D. Commissioner – Adult Support| ||Miles Baker|District Scout Network Leader| ||Thomas Elwood|District Explorer Scout Leader| |**Elected Members:**|Kim Farnes|| ||LibbyGreen|Chair, Appointments AdvisoryCommittee| ||Graham Tilford|Scout ShopManager| ||AndyHarwood|| ||Kevin Smith|| |**Nominated**
**Members:**|Judy Clark|Public Relations| ||MaryOsborn|Scout Active Support Unit Manager| ||Spencer Mitchell|Warden, Jordan Heights Campsite| 3 ## **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 Trustee Board, the members of which are the Charity Trustees of the Scout District which is an educational charity. This District Trustee Board 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. 4 ## **Section D Achievements and performance** Another year passed and another year of amazing adventures! For my report this year, covering the period of April 2023 to March 2024, I’ve framed it around our Scouting motto, Be Prepared. ## _Better Participation_ Our membership numbers continue to show the strong interest and participation of young people. The total recorded on this year’s census is 1536, compared to 1493 last year. It’s great to see this growth and we have already seen a further increase during the first few months of 2024. Scouting will always compete with other sports, clubs, activities, and interest but from the continuous stream of enquiries, we know that parents are keen for their sons and daughters to be in Scouting due to the plethora of activities and opportunities we provide. Of course, we can only sustain this position and continue to grow the numbers if we have the volunteers to support weekly meetings, adhoc events and various camps. This is the challenge that we all face in both retaining and recruiting more help. But that aside our Groups and Sections continue to do amazing things. ## _Busy Programmes_ - Squirrels – we’ve seen a new Drey open at 9[th] Horley, and the wave of bright red sweatshirts continues to grow and has been seen around the District at various events - Beavers – we’ve had a St George’s Day event (Park Farm) and the Christmas carols & craft event. Many colonies have participated in Beavers Go Wild giving them their first night camping under the stars - Cubs – we’ve had Go Karts (won by 5[th] Gibson), Cooking (won by 2nd) and the Carol Service & craft afternoon - Scouts – we’ve had the return of Cowhorn (won by 5th) - Explorers – we’ve had the Annual Quiz (won by 34th), archery (won by 30th), London Challenge (won by 17[th] ) and the Great Escape (won by 6[th] ). Alongside this many Explorers worked towards their Duke of Edinburgh awards and took part in Monopoly Run Live in London. A new Unit has opened at 5[th] Reigate - Network – still small in numbers but with big plans to grow and be more active going forward - SASU – have been present at many events throughout the year; supporting, encouraging, acting as judges, keeping scores, and passing on words of wisdom to all of us - Jordan Heights – continues to be our hidden treasure within the District (and I would encourage everyone to make full use of it). We’ve got a new Committee in place and a new set of helpers to ensure that we make the most of this great asset. There’s been a lot of development taking place to provide new and improved activities ## _Be Brave_ The 25[th] World Scout Jamboree took place in South Korea and it’s fair to say that it will be an experience to remember. Weather challenges and dismal facilities, resulted in the Jamboree being very different but with great support from the Korean people and the emergency provisions put on by Scouting UK, our young people were still able to enjoy and explore what the country had to offer. If nothing else, it demonstrated one of the real values of Scouting that no matter what adversity we are faced with, our resilience, resolve and determination is what really shines. ## _Bold Planning_ A few years ago we shared Team DC’s objectives. As a reminder these are: - Ensure the programme at each level within Reigate District supports the achievement of top awards for Young People. - Deliver a structure that empowers youth shaped, local management of sections, activities, and events. 5 - Build a strong and involved District with key individuals responsible for mentoring and developing smaller Groups (helping them to recruit Leaders and Executive members). - Strengthen and streamline the Appointments Process, building a stronger, diverse AAC and simplifying the process of recruiting new adults into Scouting. - Encourage greater sharing of know-how and best practice at District meetings and events (replacing formal Group or Section reporting) using the skill and experience already in place in Reigate District. - Develop a District Plan that supports growth within the District (through individual Groups) through programme, places, people, and perception These are all still valid and we have seen progress against much of this. The new structure and eventual new digital tools that are coming down the line will support this as well as providing some fresh challenges. ## _Brilliant People_ ## We’ve seen some changes in roles over the last year. Marcus Martin-Burns has moved up to County to become County Youth Commissioner and we wish him well in this new role. Luke Church has taken on the DYC position, and we know that he’s keen to see more youth shaped leadership. Margaret Tilford after many years as ADC (Cubs) has stepped down but continues in her role as Local Training Manager. We thank Margaret for her many years of direction and encouragement for Cubs across the whole District. Training continues to be a key focus for us all. Thanks to Margaret and her team of Training Advisors keeping us all on compliant with the mandatory and supporting Wood Badge training. Over the last year 33 Wood Badges have been awarded. Sadly, we have said farewell to a number of leaders and individuals who have been involved with Scouting locally. In particular please remember Owen Williams, who was part of 2[nd] Reigate but for a great number of years was an active member of SASU. For those that I have missed or not aware of, we remember them. ## _Better Participation (again)_ I touched on, at the beginning, about challenges we all face in attracting, recruiting, and retaining volunteers. This is a responsibility on us all to actively talk to friends, family, parents, work colleagues, those we may meet in the pub, etc to promote the great work that Scouting does and share our own stories and adventures. Although many of us may have stepped forward as a volunteer because our son or daughter joined, something keeps us involved each week so for this a huge thank you. Please continue to do all that you do and take every opportunity to share the amazing stories that we all have. Make sure you read RSN or, better still, contribute towards it. It’s a great way to share all the success and news across the District. ## _Be Proud_ As always, the final thanks goes to all the Leaders, Section Assistants, Young Leaders, Occasional Helpers and adult volunteers within each Group in whatever role they undertake. Please be extremely proud of everything that you do to give our young people great adventures and amazing experiences. ## **Tony Brown,** _**District Commissioner (Strategy) On behalf of TeamDC**_ 6 Ouryear in Numbers Scouts ITgamRelgalp Younz People14 to 18) Volunteers Sertions 1536 3/ 384￿ O/ Youth Awards Young Leaders cubs SCOUTS 21 Acorn- 19 Bronze-66 35 EXPLORERS io Silver 57 cubs SCOUTS 28 Gold-34 Waiting Lists Platinum-19 212 Diamond-13 ModuleA - 35 131 King kout- EhVEI Awaiiing final miss￿Tr - 13 Young Leader Award cubs SCOUTS 140 Bronze-23 Silver - 18 Jordan Heights Artivitie5 Gold-5 Training 2024 2023 41+25YLs Leader milestones 32 56 27 5 ytars 15 Wood badges awarded io 10 years li 33 15 years 20 yÈar5 Nights Away Experiences IAw211o Mar241 Adult Awards 25 y•ars Mèrit 40 years 50 year5 1687 over 179 nights #TeamReigate **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 Income & Expenditure summary shows a net income of £6,905, which was higher than the budgeted amount. The majority of cost areas were less than the budgeted performance, except for an excess to budget spend on training. In particular both the District Shop, and Jordan Heights performed better than budget, despite various agreed maintenance and repair costs for Jordan Heights to improve the site and facilities. The most significant contribution to the better than budgeted net income was the interest received from savings and investments, which were £2,687 better than budget as a result of the decision agreed during the year to close the accounts with Scout Deposit, Schroders and Shawbrook and move funds, including from the CAF Gold Account, to a mix of United Trust Bank and CAF IFSL. Because the end of year reconciliation confirmed that District income vs expenditure was better than the budget expectations, and that the District reserves remain above the agreed minimum level, the District Trustee Board were again able to approve an end of year rebate to Groups. Over the last 4 years District have now funded £22,500 of subs rebates, to mitigate as much as possible the impact on Groups of Covid, and ongoing financial pressures. However, as explained in last year’s Annual Report the District Trustee Board concluded that the higher levels of rebate agreed over the Covid period are not sustainable going forward, such that we will need to revert to the similar levels of rebates prior to Covid, in order to maintain our ability to help groups for as long as possible. The District Executive have thus agreed a subs rebate totalling £2,089 (i.e. £1.36 a head), which was allocated as part of the 2024/25 subs collection, but included in the 2023/24 accounts. Thus, the net subs to District for 2024/25 will be £48 per head (vs £45 in 2023/24), the increase being mainly due to a £2 increase in HQ subs, and a net 50p increase in County subs. The District holds £6,644 as Restricted Funds, which now includes the gift from David Barrell in addition to the Jack Harwood Fund. In terms of Designated Funds, there is £7,545 allocated to the Jamboree reserve, plus £8,248 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. Also, the Designated Reserve for the Expedition Fund remains at £2000; which was an agreed reserve to support specific individual or section activities nominated via the Team Reigate Executive. A specific change during 2023/24 was to re-specify the £750,000 valuation asset of Baden Drive as a “restricted fund”, as agreed with the auditor, on the basis that there are conditions pertaining to the property, in that it is held in trust by the Scout Trust Association and is to remain a venue for Scouting. In terms of the Balance Sheet, the District continues to hold funds in a current account and a small balance in a 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 CAF IFSL and United Trust Bank. At the year-end, these assets amounted to £204,349 (vs £197,594 last year). Other main assets are the value of the Baden Drive HQ (£750,000) and Shop stock (£8,675). The main liabilities are the retained subs (£64,503). Overall therefore, Assets less Liabilities is £897,767 (vs £892,058 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 Trustee Board considers that the District holds sufficient reserves to satisfy this policy, having undertaken during previous years a detailed review of reserves. An updated review of reserves during 2023 concluded that an appropriate level of reserves to cover contingencies on Baden Drive, Jordan Heights and operating costs was £110,000 (compared to the previous agreed figure of £100,000), which was agreed at the January 2024 Trustee Board. Currently unrestricted reserves (net of Baden drive building asset) are circa £122,330 (vs £121,621 last year), thus still aligning with the approved plan to allow District to redistribute excess reserves back to Groups over a 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. 8 ## **Contingent Liabilities** The County Trustee Board 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 a charity savings account with United Trust Bank and investments with CAF IFSL, a charity specific fund. 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 and before doing so the District Trustee Board 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** **----- Start of picture text -----**
Signatures
Full Names: Edward Warans Tony Brown
Chair District Commissioner (Strategy)
**----- End of picture text -----**
9 ## **REIGATE DISTRICT SCOUT COUNCIL** **Income & Expenditure Account for year 1 April 2023 to 31 March 2024** |**_Income_**|**_This Year_**|||**_Last Year_**||| |---|---|---|---|---|---|---| ||**_Unrestricted_**|**_Restricted_**|**_Total_**|**_Unrestricted_**|**_Restricted_**|**_Total_**| |**Donations, Legacies & Other Income**||||||| |Membershipsubscriptions|69,649||69,649|67,659||67,659| |Lesspaid to National & County|-65,319||-65,319|-65,450||-65,450| |Net membershipsubs retained|4,330||4,330|2,209||2,209| |Rent received|1,000||1,000|900||900| |Donations|0|50|50|0|5,050|5,050| |District shop-sales|20,762||20,762|20,761||20,761| |||||||| |Sub Total|26,092|50|26,142|23,870|5,050|28,920| |**Grants received**|0||0|0||0| |||||||| |Sub Total|0|0|0|0|0|0| |**Fundraising income**||||||| |Section activities|648||648|30||30| |Adult support & training|0||0|0||0| |Jordan Heights income|7,652||7,652|5,760||5,760| |Scout Network income|1,000||1,000|0||0| |Jamboree income|4,875||4,875|22,105||22,105| |||||||| |Sub Total|14,175|0|14,175|27,895|0|27,895| |**Investment income**||||||| |Bank interest - current account|218||218|214||214| |United Trust Bank interest|856||856|124||124| |CAF IFSL Invest income accumulated|2,029||2,029|0||0| |Scout Deposit a/c|337||337|58||58| |Schroder - interest|146||146|934||934| |||||||| |Sub Total|3,587|0|3,587|1,330|0|1,330| |||||||| |||||||| |**Total Income**|43,854|50|43,904|53,095|5,050|58,145| 10 |**_Expenditure_**|**_This Year_**|||**_Last Year_**||| |---|---|---|---|---|---|---| ||**_Unrestricted_**|**_Restricted_**|**_Total_**|**_Unrestricted_**|**_Restricted_**|**_Total_**| |**Charitable Expenditure**||||||| |Section activities|1,644||1,644|3,082||3,082| |Adult support & training|1,051||1,051|295||295| |Insurance|483||483|536||536| |Materials & equipmentpurchases|0||0|0||0| |District team admin expenses|666||666|634||634| |Trustee expenses|0||0|0||0| |District shop purchases|17,419||17,419|17,459||17,459| |District shopexpenses|536||536|1,375||1,375| |District Grants Scheme -grants|-50|50|0|0|50|50| |Jordan Heights - runningexpenses|6,634||6,634|6,157||6,157| |Jordan Heights - capital expenses|2,358||2,358|529||529| |Scout Network costs|60||60|112||112| |Jamboree costs|4,455||4,455|26,550||26,550| |Baden Drive HQ- repairs|0||0|0||0| |Expedition Fundgrants|0||0|0||0| |||||||| |Sub Total|35,256|50|35,306|56,729|50|56,779| |||||||| |**Fundraising Expenses**||||||| |AGM expenses|256||256|187||187| |Bank charges|237||237|216||216| |Sub Total|493|0|493|403|0|403| |||||||| |**Governance expenses**||||||| |Professional fees|1,200||1,200|1,200||1,200| |||||||| |Sub Total|1,200|0|1,200|1,200|0|1,200| |||||||| |**Total Expenses**|36,949|50|36,999|58,332|50|58,382| |||||||| |**Net Income/Expenditure**|6,905|0|6,905|-5,237|5,000|-237| ## _NB: Use of Designated Funds from the Net Income/Expenditure:_ - _At 1/4/23 there was £5,545 allocated to Jamboree Fund, and the £4,455 Jamboree costs in 2023 are already covered by reserve allocations in previous years. A further £2,000 has been allocated from Reserves, so the remaining Jamboree reserve is £7,545._ - _£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 £8,248._ 11 ## **REIGATE DISTRICT SCOUT COUNCIL Balance Sheet at the end of the year 1 April 2023 to 31 March 2024** ||**_This Year_**|||**_Last Year_**||| |---|---|---|---|---|---|---| ||**_Unrestricted_**|**_Restricted_**|**_Total_**|**_Unrestricted_**|**_Restricted_**|**_Total_**| |**Cash funds**||||||| |Current Account - CAF|82,037|6,644|88,681|89,804||89,804| |Gold Account - CAF|144||144|13,664|6,644|20,308| |Shop|12,023||12,023|8,359||8,359| |Jordan Hts|2,516||2,516|5,402||5,402| |Network|713|1,000|1,713|771||771| |Savings A/C - ShawbrookCLOSED|0||0|21,158||21,158| |Scout Deposit a/cCLOSED|0||0|28,093||28,093| |United Trust Bank|72,211||72,211|0||0| |Cash - float at District Shop|32||32|150||150| |Sub Total|169,676|7,644|177,320|167,401|6,644|174,045| |**Investment assets**||||||| |Schroder InvestCLOSED|0||0|23,549||23,549| |CAF IFSL Invest|27,029||27,029|0||0| |Sub Total|27,029|0|27,029|23,549|0|23,549| |**Other assets**||||||| |Costs related to nextyr|27||27|0||0| |Other outstandingincome|0||0|0||0| |Outstandingbadge accounts|2,366||2,366|2,503||2,503| |District Shopstock|8,675||8,675|9,424||9,424| |Land & Buildings|0|750,000|750,000|750,000||750,000| |Sub Total|11,068|750,000|761,068|761,927|0|761,927| |||||||| |**Total Assets**|207,773|757,644|965,417|952,877|6,644|959,521| |**Liabilities**||||||| |Retained subs for nextyr|64,503||64,503|59,310||59,310| |Subs rebate deducted in nextyear|2,089||2,089|3,852||3,852| |Other income related to nextyr|0||0|3,195||3,195| |Shop purchases outstanding|982||982|823||823| |Otherpayments outstanding|77||77|283||283| |Baden Dr repairs outstanding|0||0|0||0| |**Total Liabilities**|67,651|0|67,651|67,463|0|67,463| |||||||| |**Total Assets less Total Liabilities**|140,123|757,644|897,767|885,414|6,644|892,058| |||||||| |**Application of Net Assets**||||||| |Unrestricted excl Designated||122,330|||871,621|| |Baden Drive(Restricted reserve)||750,000|||0|| |Harwood/Barrell funds & other donations||6,644|||6,644|| |Scout Network donation||1,000|||0|| |Baden Drive repairs(Designated reserve)||8,248|||6,248|| |Expedition Fund(Designated reserve)||2,000|||2,000|| |Jamboree(Designated reserve)||7,545|||5,545|| |**Total Net Assets**||897,767|||892,058|| The above Income & Expenditure Account and Balance Sheet were approved by the Trustees and signed on their behalf by:- _**Signature Print Name Date**_ 12 ## **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 2024. ## **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 Redhill Chambers 2d High Street Redhill Surrey RH1 1RJ Dated: 13 ## **REIGATE DISTRICT SCOUT COUNCIL** ## **MINUTES OF THE ANNUAL GENERAL MEETING HELD ON TUESDAY 27[th] June 2023 AT REIGATE PARK CHURCH** Paula Sowton of Reigate Park Church welcomed everyone to the meeting and opened it with a prayer. The meeting was attended by sixty people ## **1. Introduction and Welcome** The Chair welcomed everyone to the meeting and explained that the Annual Report had been widely circulated electronically the week before the meeting. He then introduced the main guests: - Mayor of Reigate and Banstead, Cllr Eddy Humphreys and the Mayoress Joe Rogerson, County Commissioner Phil Currie, Deputy County Commissioner ## **2. Apologies for absence** Apologies were received from fifteen members within the District. ## **3. Minutes of the Previous AGM** The minutes of the 2022 Annual General Meeting 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 2023** Tony Brown, District Commissioner (Strategy) gave a brief précis of Section D of the Annual Report which had been 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. The Chair expressed the thanks of the District to Tony Brown, Andrew Bolton and Adrian Jackson, Team DC, for their outstanding work throughout the year. ## **5. To receive and adopt the Accounts for the year ended 31[st] March 2023** 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 was in an excellent position financially. The Accounts were 100% approved. The Chair expressed the thanks of the District to Graham Hanson for his diligent work and clear reporting during his year of office. 14 ## **6. To appoint the District Chair** Tony Brown, District Commissioner (Strategy), 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** Peter Salisbury had not seeked re-election this year. The Chair thanked Peter for his many years of diligent service. There were no nominations. The Chair said that the role could be shared and if anyone would like to help then please contact him. ## **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 Rustee Board** The Chair explained that Scout Headquarters were changing the name of the Executive Committee to Trustee Board, so that members more clearly understand the responsibilities of being a trustee. The meeting adopted this change. The Chair announced that nominations were received: - Kim Farnes, Libby Green (Chair AAC), Andy Harwood - Kevin Smith (Chair Pathfinder) Graham Tilford (Scout Shop Manager) ## **7. D To appoint members to the District Trustee Board** - The following members were nominated by Tony Brown, District Commissioner (Strategy): Judy Clark, (Publicity Officer) Mary Osborn (District SASU Chair) - Spencer Mitchell (Warden Jordan Heights) ## **7. E To co-opt Members to the District Trustee Board** : There were no co-options made. ## **7. F To Appoint a Group Scouter to the County Scout Council** Tony Brown, District Commissioner (Strategy) 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** Tony Brown, District Commissioner (Strategy) was pleased to appoint Marcus Martin-Burns (Youth Commissioner), to serve as ‘Young Representative’ on the County Scout Council. ## **7. H To Appoint the Independent Examiner** The Chair said that Cheeld Wheeler & Co of Redhill had agreed to continue as the Independent Examiner of the accounts. _There was one approval for all items in Item 7 which was 100% approved._ ## **8. Constitution** The Chair explained that Scout Headquarters require that all Districts, and Groups have a written Constitution. 15 Graham Hanson had produced a version (attached) from Policy, Organisation and Rules (POR) which had been circulated to all members in the same email as the Annual Report and is attached to these minutes. The Constitution was accepted by the meeting with 100% approval ## **9. Presentations:** The various members of Team DC presented the following awards: ## **Jack Harwood Award** Rob Campbell (24[th] ) ## **District Shield Winners** 6th Reigate ## **Helping Hand Award** ## _Winner_ : Daniel Isard – 17th Reigate Explorer Scout & Young Leader at 5th Reigate Scouts & Squirrels ## _Highly Commended_ : Milo Seals – Explorer & Young Leader – 2nd Reigate Beaver Colony Luca Marcoz – of 6th Reigate Explorer & Young Leader (Cubs) 6th Reigate Hannah Sawyer – of 17th Reigate Explorer & Young Leader at 17th Reigate Beavers Dylan Gazey - Explorer at 2nd Reigate and Young Leader at 2nd Reigate Cubs ## **Other awards** Tony Brown presented Rebecca (Becky) Wood, Scout Leader at 9[th] Horley, with her 15 Year Long Service Award. Margaret Tilford presented Colin Brockwell (15[th] ) with his 20 Year Long Service Award and Award of Merit. The Chair presented a plant and gift with the District’s thanks to Mary and Alan Osborn who between them have devoted 115 years of service to Scouting. They are moving out of the area, and this will be Mary’s final period as Chair of the Scout Active Support Unit and Alan had stepped down from his role as Adult Appointments Secretary. ## **10. Address by the Mayor of Reigate & Banstead, Cllr Eddy Humphreys** The Mayor remarked how interesting it was to see what a wide range of activities had been undertaken in the year. He thanked the volunteers in the District for all their work with the youth of the Borough. The Mayor congratulated all those who received awards. ## **11. Address by Joe Rogerson, County Commissioner** Joe Rogerson, County Commissioner, said it was great to be in Reigate again. It was good that young people be recognised in the awards for the extra mile they put in. Reigate District was the largest district in the County and Joe was pleased to see the leaders and TeamDC working well together. Joe particularly congratulated Margaret Tilford for managing the compliance training so well. He thanked every volunteer for the effort they put in. ## **12. Close of Meeting** The Chair closed the meeting after thanking the Mayor, the County Representatives, other guests, and members for their continued support and SASU for providing the refreshments. 16