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2023-03-31-accounts

Scouts Spelthorne Annual General Meeting 27th June 2023

Scouts Spelthome

ANNUAL GENERAL MEETING OF SPELTHORNE DISTRICT SCOUT COUNCIL

TUESDAY 27[TH ] JUNE 2023 AT 7.30PM

AGENDA

  1. Welcome, Apologies for Absence and Prayer

  2. Minutes of the AGM of Spelthorne District Scout Council held 8[th] June 2022

  3. Matters Arising

  4. Chairs Report and Review

  5. (i) Adoption of the Scout Council Constitution

Resolution – The Spelthorne District Scout Council will adopt the Constitution as per the Scout Association POR

(ii) Agreement of the number of members forming the Trustee Board quorum

Resolution - The Quorum of the Spelthorne District Scouts Trust Board shall be greater than 50% of membership which must include at least ONE elected member and ONE ex-officio member

(iii) Adoption of the change of name from Executive Committee to Trustee Board

Resolution – Spelthorne District Scout Executive Committee agrees to the adoption of the change of name to the Spelthorne District Scout Trustee Board

  1. District Commissioner’s Report

  2. Treasurer’s Report and Adoption of Accounts

  3. District Commissioner’s Nominations for membership of the Trustee Board

  4. (i) District Chair

  5. (ii) Members of the District Scout Council

(iii) Member of the District Scout Council to the County Scout Council

  1. Election of Members to the District Scout Council

  2. (i) Members

  3. (ii) Election of District Secretary

(iii) Election of District Treasurer

  1. Appointment of Independent Examiner

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  1. County Representative – Julia Kielstra

  2. The President of Spelthorne District Scouts, Mrs Suzy Webb

  3. Any other Business

  4. Presentations

  5. Vote of Thanks to Principal Guests

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MINUTES OF THE ANNUAL GENERAL MEETING OF SPELTHORNE DISTRICT SCOUT COUNCIL HELD ON TUESDAY 8[TH] JUNE 2022 AT 7.30PM

1. Welcome and Prayer

Darran Buttigieg opened the meeting with prayer.

The Chairman, Graham Ledger, welcomed our President Suzy Webb, VicePresident Oliver Davies, Tricia Griffin County representative, Leaders, Helpers and all present to our first face to face meeting since the pandemic

2. Apologies

The following sent their apologies; Daniel Benjamin, Diana Brown, Eloise Buttigieg, Roy Clough, Alan Green, Alan Jones, Ian Kirby, Wendy Kislingbury, Bob Knight, Linda Knight, Nick Wood-Dow, Rosalyn Young and Cllr’s Colin Barnard, Malcolm Beecher, Sue Doran (Mayor of Spelthorne), Vivienne Leighton, Robin Sider and Richard Smith-Ainsley

3. Minutes of the AGM of Spelthorne District Scout Council held 29[th] June 2021

Judy Taylor proposed that the minutes be accepted Mike Taylor seconded the proposal and a show of hands indicated that all were in agreement.

4. Matters Arising

There were no matters arising.

5. Annual Report of District Executive Committee

a. District Commissioner’s Report

In addition to his printed report, Roger said that it was good to be back in person and that during Covid, Scouting was the only youth organisation not to close and that we should be letting people know that at AGM’s. He thanked all the volunteers for their efforts over the last year, we have recently attended Bazazz and soon the Scouts will be off to Scoutabout to enjoy getting back to nights away.

Roger offered his thanks to Suzy for her work in the District as our Preseident.

Oliver Davies asked how many youngsters had applied to attend the next Jamboree, Roger advised that in excess of 20 had applied.

b. Treasurer’s Report

Darran presented the report to the meeting.

6. Receive and Consider the Annual Report – see item 7

7. Receive and Consider the Annual Statement of Accounts

The Annual report and Statement of Accounts, for the year ended 31[st] March 2022, was presented to the meeting. The report was approved and this was agreed by a show of hands.

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8. Approval of District Commissioner’s Nomination for District Chairman Roger asked the meeting to approve his nomination of Graham Ledger as District Chairman. The nomination was approved.

9. Nomination and Election of District Secretary

10. Nomination and Election of District Treasurer

Stuart Richardson proposed that Darran Buttigieg be elected as Treasurer Mike Taylor seconded the proposal and a show of hands indicated all were in agreement.

11. Nomination and Election of Members of the District Executive Committee

12. Acceptance of the District Commissioner’s Nominations of Members to the District Executive Committee

Daniel Benjamin, Gill Henry and Andrew Turnbull were nominated by the DC to serve on the District Executive Committee and this was approved by a show of hands.

It was confirmed our President was appointed in 2021 (2[nd] term) and Vice President (1[st] term) for terms of 5 years.

13. Acceptance of Appointment of Scouter to the County Scout Council

The meeting approved by a show of hands the appointment of James Ayling as Scouter to the County Scout Council.

14. Appointment of Independent Examiner

Darran Buttigieg advised that Peter Connolly has agreed to continue as Independent Examiner to the District.

15. Any Other Business

None

16. County Representative

Tricia Griffin thanked everyone for keeping going through Covid, it was great to read about all the activities that the sections had taken part in and that we will soon be adding Squirrels to the District.

Tricia offered her congratulations to those who have been selected for the Jamboree and hoped that they would have a great experience. Tricia also congratulated Elle Austin who had obtained her Queens Scout Award.

Tricia reminded all of the importance of the ongoing learning and DBS’s and advised that a programme roadshow for training was upcoming, this isn’t new this is a restructure emphasising #Better People, Better World and #Skills for Life

Tricia thanked Roger and all that volunteer within the District.

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17. The District President – Mrs Suzy Webb

Suzy has been able to attend the cooking competition at 7[th] Ashford and reminded all to invite her as she loves to get out and about with ‘her’ scouts.

Suzy stressed how vital it is that more volunteers come forward so things can continue, Scouting is very important to Suzy and all her family.

She thanked to District for the privilege of being our President.

Suzy presented long service awards to Denise Buttigieg (10 years), Darran Buttigieg (15 years), Graham Ledger (25 years) and Carol Dix (40 years)

18. Vote of Thanks to Principal Guests

Gill Henry thanked our guests the Suzy Webb, Oliver Davies and Tricia Griffin and also the SASU for providing refreshments for the meeting.

Graham declared the meeting closed at 8.20 pm

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Spelthorne District Scout Council AGM, Tuesday 27[th] June 2023

Chair’s Report

Dear Council Members and Guests,

Welcome you to our Annual Report. It has been a remarkable year filled with Growth, achievements and memorable experiences for our members across Spelthorne District.

I want to start with a thank you, a thank you to all of the leaders, helpers, parents across the District and members of the District team, for all they do to help deliver Scouting to over 860 young people every week across Spelthorne. Leading and supporting these amazing young people is an adult volunteer team of over 260 people across the 13 groups & District team who cover a range of roles covering running the weekly program, planning events & activities and providing governance support to ensure that we offer a safe & fun environment for the young people, enabling them to learn #SkilllsForLife.

Our annual census numbers dropped slightly over the period Jan 2022 – Jan 2023, however since then we have seen a steady increase in numbers across the groups and to top it all off, we have been able to open 9[th] Ashford (Noah’s Ark) who are starting with Beavers and looking to grow into Cub & Scout sections over time.

One of the main responsibilities of the District Trustee Board is to ensure that we have a consistent approach to the safety and safeguarding of our young people and leaders across the District. I would like to thank all leaders & members who have taken time out and completed these training courses to help ensure skills & approaches remain up to date ensuring we offer a safe environment for our members.

As I have mentioned in the past, change is constant and this year is no different, we are in the process of changing our ‘Executive Committees’ to be ‘Trustee Boards’ to better reflects the responsibilities of its members and the board overall.

Our biggest constraint to providing Scouting to even more young people across Spelthorne remains having the volunteers to run and support the groups. We receive multiple ‘want to join enquiries’ every week including interest in the Squirrels section. If you know of any adults who might want to support Spelthorne Scouts as a helper, leaders or member of a trustee board, please ask them to get in touch with us at volunteering@spelthornesouts.org.uk or visit our website https://spelthornescouts.org.uk. We offer many opportunities, with many roles being able to be shared and are happy to work in flexible and creative ways to support volunteering in a way that is mutually convenient.

Yours in Scouting Graham Ledger District Chair

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District Commissioners Report

I cannot believe that another year has passed and I writing this report once more. This also means that I am moving into my last year as DC and the search for my successor will begin soon.

It has been another bumper year for Scouting in Spelthorne and one in which we have reaped the benefits of the work done during covid which has allowed us to build back to full speed quickly. We have more and more young people wanting to join and it is a major challenge to find ways to accommodate them. We continue to struggle to find the Adult help needed and it is a constant battle to fill roles as they become vacant. We have several vital roles unfilled and this situation is set to get worse with more choosing to step down soon.

Adam Daniel took on the role of Youth Commissioner at the beginning of March and I am sure those of you who know him will realise what a great asset he will be. A massive thank you to Hannah Peterkin who filled this role during some very strange and difficult times.

Another boost for the district is the formation of a new group. Our first for since the amalgamation of the two former districts. 9[th] Ashford (Noah’s Ark) are starting with Beavers and then looking to open the other sections as they progress.

In a few weeks our four representatives at the World Scout Jamboree will be setting off on their trip of a lifetime and I know they have been working hard over the last year to raise funds and to prepare with their units. I am sure we are all looking forward to hearing of their exploits on their return.

It has been rewarding to see the growth of Explorer Scouts in the district. We have in the region of 100 spread over the two units and the quality of programmes that they enjoy is testament to the leadership, many of whom already have other major roles.

Unfortunately our planned starting of squirrels had to be shelved at the last minute but it is hoped that we may be in a position to start in the not too distant future.

Mike Taylor stepped down as our Active Support Manager a role he has held for a number of years. Many of our district activities could not take place without Active Support and Mike has been at the forefront of most of them.

Every year is tinged with sadness and this last one is no difference. We lost several people who’s commitment to Scouting knew no bounds. Michael McGlynn helped with two cub packs doing all kinds of chores and his happy persona is something all those who knew him will miss greatly.

David Neaves had been treasurer at 1[st] Shepperton for many years and his death was big blow to the group so soon after the retirement of David Fern as GSL.

Moira Hendry and I had been friends for nearly 30 years after meeting when she came to be a Scout leader in the troop I worked with. As I moved roles she followed and supported me as only she could. Our families became almost one and Carole and I were devastated by her death at far too young an age.

Our sympathies go out to all their families.

On a happier note it is always good to see our young people receiving badges and awards and it is always a privilege to be asked to present some of them. It was especially pleasing to see a Scout who began with the Manor Mead School project achieve his Chief Scouts

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Gold Award. There have been many awards also for our adults, just reward for your dedication.

I would like to make a special mention of Trisha Griffin who recently retired as the Deputy County Commissioner and who had responsibility for our district. Her help, support and listening ear were something I could always rely on. Fortunately we now have Julia Kielstra at the helm and she is a good friend to Spelthorne as well!

Massive thanks as always to Graham, Denise, Darran and all the District Exec. (last time I can call you that!), to Keith, Stuart and all the district team, to Neil and the AAC and to everyone who works tirelessly to make Spelthorne the district it is. Not forgetting of course my wife Carole who endures everything my job entails and still comes up smiling.

There are changes afoot in Scouting but one thing that definitely will not change is the need to supply quality programmes and activities for our young people. I look forward to what the next year throws our way and hope you will continue to join in the challenge.

Roger Dix District Commissioner

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Spelthorne District Beaver Report

Beavers in Spelthorne continues to thrive . The opening of 9th Ashford brings the number of colonies to 16. By far the biggest challenge remains finding places for all those who wish to join.

All the colonies have a full and varied programme with many badges earned . A particular highlight this year was the return of BAZZAZ which provided many of our colonies with a fun packed day . Several colonies also took part in the county’s overnight experience at Bentley Copse.

Roger Dix

Spelthorne District Cub Report

This year it has been fantastic to really return to a full programme. We started the year with our first ‘real’ district camp at Walton Firs. The theme was ‘Festivals’ and it was a fantastic theme to bring everyone back together. The weekend was full of colour, music and excitement as many of the cubs had never been on camp before so everything was new. It is amazing to realise how much was lost over the last few years due to Covid.

The autumn term saw Hathi’s Hike and the swimming gala. The hike took place around Hampton and Hanworth and saw a change where the teams planned the route in advance, using What3Word markers to do so. It is great to being map skills up to date with technology and a lot of the leaders liked being able to do the planning in the dry! The swimming gala saw a bumper 10 teams taking part. The small pool was very busy this year, reflecting the number of children who have missed swimming lessons and so aren’t yet water confident to do a length. It is good we are able to use the small pool and keep the gala open to all. Our winning team was 1[st] Sunbury.

The spring term saw the quiz return. Now a well established event, with three levels of activity. To begin, a pack quiz then the district quiz. 9 teams battled it out to go onto the third level and represent us at the county level. The winning team was from 1[st] Sunbury who came 5[th] in the county.

As well as these events, packs have been busy running their own successful programmes allowing the cubs to work towards their top award.

To end my report, I am saying ‘goodbye’. After 9 years as ADC (Cubs), and 7 years before as a District Cub Leader, I have decided it is time to have a break. I haven’t yet decided what I am going to do next but feel the time is right to have a change. My 16 years on the district team have been amazing from 2-007 to mark the centenary of Scouting to 2016 and the centenary of Cubs, the long days of Covid, hosting cubs from my garden to returning, carefully, back to face-to-face meetings it has been amazing. I have worked with an amazing team: Richard, Karen, Dorcas and Alfie. Made some amazing friends and ran some events I would never have dreamed of. My family have coped with the yearly pile up of boxes as camp approaches and counting out stacks of stuff so thank you to them. I am sure I will be around from time to time but for now- Thank you to everyone who has been part of the journey and goodbye for now.

Hathi - Stuart Richardson Deputy District Commissioner

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Spelthorne District Scout Report

Our Scouting calendar started in July with the brilliant return of Scoutabout where 280 members attended from Spelthorne with all bar two groups. This saw us in our usual packed field which always brings the Scouts, Explorers and leaders close together. The event started with an excellent firework display, a huge array of new activities on the Saturday, continued into Sunday before pulling 5000 members into the arena for the closing ceremony. An event enjoyed by all. This will next happen in 2024, one year earlier to allow us to get back into a county programme rhythm.

There were plenty of summer camps last year which was brilliant to see after a couple of years of reduced events. Tents were finally dusted off and cooking over fires back on the programme. With so many groups on social media it was clear Scouts had a brilliant time from climbing and canoeing to hill walking and hammocking; slip and slide was popular plus several different ways to cook dinner. All bringing Scouting back alive and working towards the all important Chief Scout Gold Award.

Two international trips took place which saw 3rd Staines and 4th Ashford attend Switzerland for 8 days participating in white water rafting, hikes to the Jungfraujoch and a visit to KISC. 3rd Ashford and 5th Sunbury attended the war graves of Ypres for three days with a visit to Brugge and visiting Passchendaeke Museum.

In February six troops and Scott Unit Explorers attended the District Bivouacking evening which was attended by just shy of 90 members. It was a chilly evening however all troops had enough dry wood to get their fires going and cook everything in a traditional backwards way. It ranges from currys, burgers, hot dogs, jack potatoes and even a stew! After a pause and change in programme timing, this event will be brought back at the earlier time in November and February for those groups wishing to participate.

We've been out and about and visited troops with new leaders in post and presented the Chief Scout Awards to those who've been unable to make the presentation evenings. We also held an event for those now in Explorers who missed the awards evenings and have now moved on from Scouts. These are always proud moments as you see the Scouts and parents smiles after all the work, dedication and effort they have put in.

Chief Scout Gold awards are an important milestone in the Scouting Calendar. This is the highest award to achieve in Scouts and is awarded through a county event throughout the year. Spelthorne had 30 participants attend the ceremonies which is one of the highest districts in the county, an excellent outcome! This is a great achievement which we thank all leaders and Parents for supporting their members through.

As always our thanks go to all our leaders, volunteers and young leaders for continuing to deliver an active and engaging programme to all their members. Here's to another year.

James Ayling (Acting ADC) Seb Potts (DSL)

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Chief Scout Gold Award Recipients

March 23 Zachary Barnes June 22 6[th] Staines Genevieve Hodge 3[rd] Ashford Keenan Burley Amelia Stoddart Ella Adams Dylan Francis Megan Williams Holly Adams Aoife Grimwood Ryan Geraghty Ryan Hutt 4[th] Ashford Rhiannon Jones Joshua Jones Emily Muckian Luke Jones Oliver Ward 3[rd] Staines November 22 October 22 Aimee Barber 1[st] Charlton 1[st] Laleham Noah Benedict Matthew Williams Tommy Hiley Greg Cade Ben Lambe Ciara Goddard 3[rd] Staines Flynn Porter Harry Hawthorn Emily Byrne Finlay Stewart Stephen Hyman Lewis Hyman Matthew Steers Harry Sexton July 22 Alice Turner Jake Tobias 1[st] Laleham Emily Walles Katie McCummiskey

District Explorer Scout Report

Scott Unit

At the start of March 2022 Scott Unit Explorers had 32 members and 6 leaders. We had around 25 regular weekly attendees which indicated that at this point we had recovered from the numbers drop we saw during the COVID years.

We completed lots of activities during the year. This included learning skills like bushcraft, map reading and first aid. We also had a martial arts instructor train us in the basics of the discipline. The explorers also took part in activities such as climbing, archery, water sports, hiking, pioneering, shooting, tennis coaching, massive bingo, litter picking and many more.

In August 2022 we took 7 Explorers and 7 Leaders to Troll Aktiv Campsite in Norway for our Summer Camp. We had originally planned to take about 25 Explorers on this camp back in 2020. However COVID forced us to push the event back by two years. This meant that we had a large number of Explorers pull out due to increased age and new commitments. We did not let the lower numbers stop us and we all had a fantastic week in a beautiful country. We hiked up a local small mountain, went sightseeing around a city, cruised around the coastline at 80mph on a twin engined RIB, went swimming in the freshwater river on site every day, got soaked doing white water rafting and got covered in mud while off road cycling. The Explorers (and Leaders) all had an amazing time with lots of positive feedback from parents after. It was an experience of a lifetime.

By the end of April 2023 Scott Unit Explorers now had 45 members and 11 leaders. We had around 37 regular weekly attendees. This was the largest the unit had been to date and shows how successful the reintroduction of Explorers in Spelthorne has been.

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I would like to take this opportunity to express my gratitude to my leadership team. Without all the hard work they do we would not be nearly as successful. Thank you all.

Sam Cumber District Explorer Scout Commissioner

Young Leaders Report

We have over 60 young leaders in Spelthorne, across many of our groups. We are now in a position where all, bar new young leaders, have completed their module A training. This is the basic requirement for young leaders as it covers their role, safety and safeguarding elements.

In the autumn term we ran a successful training day looking at the other modules and now have a number of leaders signed off on these, meaning they can work on their missions.

The missions are designed to allow the young leaders to showcase what they have learnt and develop their skills. Each of the four build up the young leader’s skills and confidence in running games, activities and planning a sequence. During the year we have been able to award a number of these, which is great as it shows the training and programme is paying off.

Moving forward, Surrey have some central training so hopefully the unit will be able to access this. We are now in the right position to be able to do this as we have accurate records of who our young leaders are and have caught up on training following Covid.

Stuart Richardson Deputy District Commissioner

Spelthorne Scout Active Support Unit Report

21.05.2022 ran two activities at BAZZAZ. 08.07.2022 District AGM catering. 02.07.2022 ran one activity at Scoutabouit (Saturday only). 09/10.07.2022 ran one activity at Cub Camp. 13.11.2022 assisted with Rememberance Day Parades around the district. 27.11.2022 assisted at the Cubs Swimming Gala. December 2022 Ashford/Stanwell Santa charity collections with Ashford Rotary Club. 31.12.2022 Mike Taylor steps down as SASU manager - huge thanks to him for many years in the role, we are still looking for his replacement.

Ongoing group support with equipment loans and activities/badgework. Ongoing YL and leader training support as required.

SASU sadly lost two members, Moira Hendry and Michael Mcglyn.

Many thanks to all SASU members for your continued support

Keith Brewer Deputy District Commissioner

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Appointments Panel Report

This year all of the appointment meetings have been via Zoom.

This has been working well and seems to be the accepted way to hold this sort of brief meeting. It also helps with making Scouting flexible enough to fit in to the applicant’s day.

The main problem is the max number we can meet with on any given evening is 2. Most meetings last for around 30 minutes. The problem we had with applicants wating for a long time has been cured by asking them NOT to log in early.

During the year 2022/23 we met with:

During the year 2022/23 we met with:
GSL
 0
Section Leaders
 2
Assistant Section Leader 15
Section Assistant 0
Group skills 0
Change of role
 2
Adult reviews 0

Adult Reviews. The Appointment panel have not been asked to consider any Adult Reviews during this year.

Change of Role . Please remember that each change of role creates a new appointment and a new PLP that needs to be completed. If the PLP is not completed, it will delay the leaders progression in Scouting.

Mandatory Training . Safeguarding and Safety training need to be renewed every 3 years. This is available online and needs to be recorded on Compass. The Scout Association have now started to close roles where mandatory training has not been completed.

Thank you . A huge thank you to the committee who supported the interviews and reviews we have completed. We will continue to keep a check on DBS renewals and GRDP validation.

If anybody is interested in joining the AAC then, please contact Roger Dix or Neil Gray. It is not very time consuming, and it gives you the opportunity to meet up with the new leaders.

Neil Gray Appointment Panel Chairman

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Trustees' Annual Report

For the period

From 0 1 0 4 2 2 to 3 1 0 3 2 3

Section A Reference and administration details

Charity name Spelthorne District Scout Council

Other names the charity is known by
Registered charity number (if any)
Charity’s principal address
1
1
7
8
6
8
5
127 Bridge Road
Sarisbury Green
Hampshire
Postcode S O 3 1 7 E N

Names of the charity trustees who manage the charity

Trustee Name Office (if any) Dates acted if not for
whole year
Mr Roger Dix District Commissioner
Mr Keith Brewer DeputyDistrict Commissioner
Mr Stuart Richardson DeputyDistrict Commissioner From May'22
Mr Graham Ledger District Chairman
Mrs Denise Buttigieg District Secretary
Mr Darran Buttigieg District Treasurer
Mr Samuel Cumber District Explorer Scout Commissioner
Miss Hannah Peterkin District Youth Commissioner To June '22
Mr Adam Daniel District Youth Commissioner From March '23
Mr Michael Taylor Scout Active Support Manager
Mr Neil Gray Chair of Appointments Advisory
Committee
Mrs Gill Henry
Mr Daniel Benjamin
Mr Andrew Turnbull From June '22

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Section A Reference and administration details (continued)

Names and addresses of advisers

Type of Name Address
Independent
Examiner		 Mr Peter Connolly 33 Carlyle Road, Staines, TW18 2PU
Bankers CAF Bank Ltd 25 Kings Hill Av.,West Malling,ME19 4JQ
COIF CharityDeposit Fund 85Queen Victoria Street,London EC4V 4ET
National Westminster Bank Plc 67,High Street,Staines TW18 4PU
Lloyds TSB Bank Plc 10 Station Approach,Ashford,TW15 2QN
Barclays Bank Plc 71 High Street,Staines,TW18 4PS
Barclays Bank Plc 39 Church Road,Ashford,TW15 2QF
Virgin MoneyPlc Jubilee House,Gosforth,Newcastle,NE3 4PL
Section B Structure, governance and management
Description of the charity’s trusts
Type of governing document
How the charity is constituted
Trustee selection methods
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 and the Policy, Organization and Rules
of The Scout Association.
The District is a trust established under its rules which are
common to all Scouts.
The Trustees are appointed in accordance with the Policy,
Organization and Rules of The Scout Association.

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Section B Structure, governance and management (continued)
Additional governance issues
The maintenance of the District HQ building and equipment;
The raising of funds and the administration of District finance;
Appointing District Administrators and Advisors other than those
who are elected.
The District is managed by the District Executive Committee, the
members of which are the ‘Charity Trustees’ of the District Scout
Council which is an educational charity. As charity trustees they
are responsible for complying with legislation applicable to
charities. This includes keeping proper accounts and making
returns to the Charity Commission as appropriate.
The Committee consists of 3 independent representatives,
Chairman, Treasurer and Secretary together with the District
Commissioner, 2 Deputy District Commissioners, District Youth
Commissioner, District Explorer Scout Commissioner and a
number of elected, nominated, and co - opted members.
Meetings take place four times a year.
This District Executive Committee exists to support the District
Commissioner in meeting the responsibilities of the
appointment and is responsible for:
Appointing any sub committees that may be required;
The insurance of persons, property and equipment;
District public occasions;
The maintenance of the District HQ building and equipment;

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Section B

Structure, governance and management (continued)

Risk and internal control

The District Executive Committee has identified the major risks to which it believes the District is exposed, these have been reviewed and systems have been established to mitigate against them. The main areas of concern that have been identified are: Damage to property and equipment. The District has sufficient 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 Association's national accident insurance policy. Risk Assessments are undertaken before activities.

Reduced income from fund raising. The District is primarily reliant upon income from subscriptions and fund raising. The District does hold a reserve to ensure the continuity of activities should there be a major reduction in income. The District Executive Committee could raise the value of subscriptions to increase the income to the District on an ongoing basis, either temporarily or permanently. Reduction or loss of Leaders. The District Executive Committee is totally reliant upon volunteers to run and administer the activities of the District. If there was a reduction in the number of Leaders to an unacceptable level in a particular Group or Unit then there would have to be a contraction, consolidation or closure of a Group or Unit. In the worst case scenario the complete closure or amalgamation of the District. Reduction or loss of members. The District supports activities for all young people aged 6 to 18. If there was a reduction in membership in a particular Group or Unit then there would have to be a contraction, consolidation or closure of a Group or Unit. In the worst case scenario the complete closure or amalgamation of the District. The District has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss, these include 2 signatories for all payments and comprehensive insurance policies to ensure that insurable risks are covered.

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Section C Objectives and activities
Summary of the main activities
in relation to these objects
Summary of the objects of the
charity set out in its governing
document
Additional details of the
objectives and activities
All sections take part in regular camping activities, nights away,
and outings. There are various programmes of fund raising across
the Groups for both the Group itself and local and Scouting
charities. The Sectional Leadership teams ensure that balanced
programmes are planned to provide a suitable balance of
activities.
The objective of the District is to support 13 Groups, 2 Explorer
Scout Units, and 1 Scout Active Support Unit with activities that
are in accord with the aims 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.
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.
1. Through the Scout method young people develop towards
their full potential.
2. 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 of Scouting activities provided far outweigh the risks.
The District is not a grant making organisation and therefore has
no such policy. The contribution made by volunteers cannot be
overemphasised. The District relies entirely on volunteer
Leaders and helpers.

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Section D

Summary of the main achievements of the charity during the year

Section E

Brief statement of the charity’s policy on reserves

Achievements and performance

The total membership of the District as at 31st January 2023 was 1,127, an decrease of 43 compared to 2022. Youth numbers are 860 compared to 881 in 2022. The Leaders and helpers involved continue to provide a progressive and challenging programme of events and activities.

Financial review

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 Executive Committee considers that the District should hold a sum equivalent to 24 months operating costs, about £25,000.

The District (incl. sections) held 'available' reserves of £54,000 against this at the year end. This is sufficient to cover operating costs for approximately 53 months.

Investment policy

The District has investments in the FP CAF Fixed Interest Fund B Income, which aims to provide an income for the District and a small increase in capital. All other funds are held in cash using banks or the COIF Charity Funds.

The District Executive Committee regularly monitors the levels of bank balances and the interest rates received to ensure the District obtains maximum value and income from its banking arrangements. Occasionally this may involve using an account that requires a period of notice before funds may be withdrawn; before doing so the District Executive Committee considers the cash flow requirements.

21

Section F Other optional information
Section G Declaration

The Trustees declare that they have approved the Trustees’ Annual Report above.

Signed on behalf of the charity’s Trustees

Signatures
Full names
Date
Positions		 Roger Dix Roger Dix Roger Dix Roger Dix Roger Dix Roger Dix Darran Buttigieg
Roger Dix Darran Buttigieg, ACMA
District Commissioner District Treasurer
3
1
0
3
2
3
3 1 0 3 2 3

22

Spelthorne District Scout Council Receipts and Payments Account

Year start date Year start date Year start date Year start date Year end date Year end date
For the year
from		 1st April
2022		 To 31st March
2023
Receipts
` Unrestricted
funds
£		 Restricted funds
Endowment
funds
£
£
2022/23		 Total funds
£		 2021/22
Total funds
£
Donations, legacies and similar
income
Subscriptions 41,925 - - 41,925 42,461
Less: Membership subscriptions paid
on to Surrey County		 37,625 - - 37,625 38,106
Net membership subscriptions
retained		 4,300 - - 4,300 4,355
Donations and Grants 50 - - 50 12,575
Other similar income - Grants - - - - -
Sub total 4,350 - - 4,350 16,930
Fundraising (gross)
Santa street collection - - - - -
Sub total - - - - -
Investment income
Bank interest - Virgin Money 74 - - 74 37
FP CAF Fixed Interest Fund B Inc 521 - - 521 447
COIF account interest 66 - - 66 1
Sub total 660 - - 660 485
Program and activities
(as listed onpages 10/11)
District 540 - - 540 -
Beaver Scout Section 0 0 0 - 0
Cub Scout Section 7,663 0 0 7,663 16,492
Scout Section 535 0 0 535 117
Explorer Scout Section 39,767 0 0 39,767 10,048
District Scout Active Support Unit 2,550 0 0 2,550 20
Sub total 51,055 - - 51,055 26,678
Other income
Badge sales 3,065 - - 3,065 2,393
Membership subs rebate 436 - - 436 391
Rental Income - - - - -
Jamboree Levy/ Contributions 8,941 - - 8,941 1,742
Spelthorne Gangshow - - - - -
Sub total 12,441 - - 12,441 4,526
Sundry receipts
Other - - - - -
Sub total - - - - -
**Total receipts **
68,506 48,619

23

Spelthorne District Scout Council Receipts and Payments Account

Year start date Year start date Year start date Year start date Year end date Year end date
For the year
from		 1st April
2022		 To 31st March
2023
Payments
Unrestricted
funds
£		 Restricted funds
Endowment
funds
£
£
2022/23		 Total funds
£		 2021/22
Total funds
£
Premises -
Hengrove Scout HQ
Building insurance 1,791 - - 1,791 1,608
Electricity 180 - - 180 29
Rent 360 - - 360 360
Repairs and maintenance 331 - - 331 217
Sub total 2,663 - - 2,663 2,213
Equipment
Purchase of equipment 425 - - 425 123
Equipment insurance 874 - - 874 763
Sub total 1,299 - 1,299 885
Programme and activities
(as listed onpages 11/12)
District 650 - - 650 0
Beaver Scout Section 0 - - - 0
Cub Scout Section 7,610 - - 7,610 15,559
Scout Section 1,029 - - 1,029 1,198
Explorer Scout Section 31,986 - - 31,986 15,027
District Scout Active Support Unit 2,284 - - 2,284 79
Sub total 43,559 - - 43,559 31,862
Other costs
Badge purchases 2,943 - - 2,943 1,996
Legal Fees - - - - 1,250
Personal accident insurance - - - - 326
Subscription rebate to Groups 436 - - 436 391
Website costs 360 - - 360 472
Jamboree payments to County 11,800 - - 11,800 1,000
Spelthorne Gangshow - - - - -
Sub total 15,539 - - 15,539 5,435
Sundry payments
AGM and admin expenses 80 - - 80 -
Bank Charges 72 - - 72 96
Conference/ Meeting Expense - - - - -
Postage & Stationery - - - - -
Other sundry payments 68 - - 68 35
Sub total 220 - - 220 131
Other
Young Leaders 142 142 85
Sub total 142 - - 142 85
**Total payments **
63,422 40,612

24

Spelthorne District Scout Council Receipts and Payments Account

Year start date
Year end date		 Year start date
Year end date		 Year start date
Year end date
For the year
from		 1st April
2022		 To 31st March
2023

Summary

mmary
Total receipts
Total payments
Net of receipts/(payments)
Transfers between funds
Cash funds last year end
**Cash funds this year end **		 Unrestricted
funds
£
68,506
63,422
5,084
-
87,228
92,312		 Restricted funds
Endowment
funds
£
£
-
-
-
-
-
-
-
-
-
-
-
-
2022/23		 Total funds
£
68,506
63,422
5,084
-
87,228
92,312		 2021/22
Total funds
£
68,506 - 68,506 48,619
63,422 - 63,422 40,612
5,084 - 5,084 8,007
- - - -
87,228 - 87,228 79,221
92,312 - 92,312 87,228

Programme and activities - Receipts

Unrestricted
funds
£
540
540		 Unrestricted
funds
£
540
540		 Restricted funds
Endowment
funds
£
£
-
-
-
-
2022/23		 Restricted funds
Endowment
funds
£
£
-
-
-
-
2022/23		 Restricted funds
Endowment
funds
£
£
-
-
-
-
2022/23		 Restricted funds
Endowment
funds
£
£
-
-
-
-
2022/23		 Total funds
£
540
540		 Total funds
£
540
540		 2021/22
Total funds
£
District
Training courses 540 - - 540 -
Sub total 540 - - 540 -
Beaver Scout Section
Activities - - - - -
Sub total - - - - -
Cub Scout Section
PGL 2022 - - - - 15,100
Camps - Summer/ District 7,096 - - 7,096 1,191
Outing - - - - -
Swimming Gala 300 - - 300 201
Scram - - - - -
Other activities - - - - -
Sundry receipts 267 - - 267 -
Sub total 7,663 - - 7,663 16,492
Scout Section
Scoutabout 140 - - 140 -
Bivouac night 395 - - 395 -
Other activities - - - - 117
Sundry receipts - - - - -
Sub total 535 - - 535 117
Explorer Scout Section
Activities 5,503 - - 5,503 3,692
Camping/Expeditions 23,344 - - 23,344 1,170
Fundraising 623 - - 623 -
Membership subscriptions 6,817 - - 6,817 5,054
Gift Aid 2,580 2,580
Sundry receipts 900 - - 900 132
Sub total 39,767 - - 39,767 10,048

25

Spelthorne District Scout Council Receipts and Payments Account

Year start date Year end date For the year 1st April 31st March To from 2022 2023

Programme and activities - Receipts

2022/23

2021/22

Unrestricted
funds
£		 Unrestricted
funds
£		 Restricted funds
£		 Restricted funds
£		 Endowment
funds
£		 Endowment
funds
£		 Total funds
£		 Total funds
£		 Total funds
£
Scout Active Support Unit
Activities 2,550 - - 2,550 -
Sundry receipts - - - - 20
Sub total 2,550 - - 2,550 20
**Total activity receipts **
51,055 - 26,678

Programme and activities - Payments

2022/23

2021/22

Unrestricted
funds
£		 Unrestricted
funds
£		 Restricted funds
£		 Restricted funds
£		 Endowment
funds
£		 Endowment
funds
£		 Total funds
£		 Total funds
£		 Total funds
£
District
Training resources - - - - -
Training courses 629 - - 629 -
Hike to the Moon Prizes - - - - -
Other 21 - - 21 -
Sub total 650 - - 650 -
Beaver Scout Section
Activities - - - - -
Sub total - - - - -
Cub Scout Section
PGL 2022 - - - - 14,030
Camps - Summer/ District 6,735 - - 6,735 1,233
Outing - - - - -
Swimming Gala 307 - - 307 193
Scram - - - - -
Other activities 58 - - 58 -
Jamboree Contribution 250 - - 250 -
Sundry payments 260 - - 260 103
Sub total 7,610 - - 7,610 15,559
Scout Section
Scoutabout 554 - - 554 -
Bivouac night 475 - - 475 -
Other activities - - - - 114
Equipment - - - - 1,084
Sundry payments - - - - -
Sub total 1,029 - - 1,029 1,198

26

Spelthorne District Scout Council Receipts and Payments Account

Year start date Year end date For the year 1st April 31st March To from 2022 2023 Programme and activities - Payments

Unrestricted
funds
£		 Unrestricted
funds
£		 Restricted funds
Endowment
funds
£
£
2022/23		 Restricted funds
Endowment
funds
£
£
2022/23		 Restricted funds
Endowment
funds
£
£
2022/23		 Restricted funds
Endowment
funds
£
£
2022/23		 Total funds
£		 Total funds
£		 2021/22
Total funds
£
Explorer Scout Section
Activities 7,235 - - 7,235 3,034
Camps/expeditions 18,721 - - 18,721 8,456
Equipment 688 - - 688 -
Fundraising expenses 40 - - 40 -
Subscriptions paid to District 3,147 - - 3,147 2,944
Rent & Minibus - - - - 304
Donations 30 - - 30 -
Sundry payments 2,125 - - 2,125 289
Sub total 31,986 - - 31,986 15,027
Scout Active Support Unit
Activities 193 - - 193 -
Equipment purchase - - - - -
Jamboree Contribution 2,000 - - 2,000 -
Sundry payments 91 - - 91 79
Sub total 2,284 - - 2,284 79
Total activity payments
43,559 31,862

27

Spelthorne District Scout Council Receipts and Payments Account

Additional information

Additional information
Current Account
£		 Deposit Account
Cash in Hand
£
£
31st March
2023		 Total funds
£		 31st March
2022
Total funds
£
Cash funds
Beaver Scout Section 2,247 - 10 2,258 2,258
Cub Scout Section 986 - - 986 933
Scout Section 416 - 416 910
Explorer Scout Section 34,968 1,135 153 36,256 28,475
SASU 4,378 - 72 4,450 4,184
Water Activities - - - - 21
District Executive 17,946 28,000 45,946 48,447
Sub total 60,941 29,135 236 90,312 85,228
COIF Charity funds 2,000 - 2,000 2,000
Total cash funds 60,941 31,135 236 92,312 87,228
2022/23 2021/22
Jamboree account
Balance b/f as at 1st April 9,046 8,304
Add - Contributions from Groups 1,720 1,742
Add - Fundraising and donations 7,221
Less - Grant paid to reps - -
Sub total 17,987 10,046
Less - Payments of fees 11,800 1,000
Balance as at 31st March 6,187 9,046
Designated funds as at
31st March
Mayor's Donation - 2021 12,000 12,000
HQ Maintenance Fund 10,000
Jamboree account 6,187 9,046
Gangshow 1,460 1,460
SASU former deposit account 5,157 5,157
Total 34,804 27,663

28

Spelthorne District Scout Council Receipts and Payments Account

Statement of assets and liabilities at the end of the year

Unrestricted
funds
£		 Unrestricted
funds
£		 Restricted funds
Endowment
funds
£
£
31st March
2023		 Restricted funds
Endowment
funds
£
£
31st March
2023		 Restricted funds
Endowment
funds
£
£
31st March
2023		 Restricted funds
Endowment
funds
£
£
31st March
2023		 Total funds
£		 Total funds
£		 31st March
2022
Total funds
£
Cash funds
Bank current account 60,941 - 60,941 55,790
Bank deposit account 31,135 - - 31,135 29,130
COIF Charity funds - - - - 2,000
Cash funds 236 - - 236 308
Total cash funds 92,312 - - 92,312 87,228
Other monetary assets
Tax claim - - - - -
Insurance claim - - - - -
Sub total - - - - -
Investment assets
FP CAF Fixed Interest Fund B Inc 12,893 - - 12,893 14,367
Sub total 12,893 - - 12,893 14,367
Non monetary assets for charity's
own use
Badge secretary's stock 3,283 - - 3,283 3,283
Land and buildings - Portacabin 3,562 - - 3,562 3,562
- Container 3,156 - - 3,156 3,156
Land and buildings
- Hengrove Scout HQ		 365,728 - - 365,728 365,728
Scouting equipment, furniture etc. 50,875 - - 50,875 50,875
Sub total 426,604 - - 426,604 426,604
Liabilities
Accounts not yet paid - - - - -
Expenses incurred but not invoiced - - - - -
Subscriptions not yet paid - - - - -
Prepaid by Groups for badges - - - - -
Sub total - - - - -

Contingent liabilities

The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 21st May 2022

account and statement of assets and liabilities were approved by the Trustees on 21st May 2022 account and statement of assets and liabilities were approved by the Trustees on 21st May 2022
(via email) and signed on their behalf by:
Signature
Print Name
Roger Dix Roger Dix - District Commissioner
Darran Buttigieg Darran Buttigieg, ACMA - Treasurer

29

Scouts Spelthome Independent Examiners Report to the Trustees of Spelthorne District Scout Council I report on the ￿tr￿nts of the Grcw ILY ts ye ended 31 Marth 2023 c(Y¢¥ise Ih8 Receipts an PaymÈnls Accwnls and Ihe Stater￿[ olAssels Lots4be5 a5 alixhgd This ¥epon Is made sc4ely lo Ihe trvsiee5 In accord￿ ￿ ￿(￿1$ 145 of tr ChantV8s ArA 2011 My wort( ha5 been undertaken so that I mKJht ate lo th8 chanty's trusiees th)se matters l am reouired lo stale io them In an In(Jependeni E¥aminef'S report and for no ott￿ Pur￿)se To Ihe fullest exleni pemiitted by law. I do not a￿pt or assurne responsityility lo anyone Olher than the chanty and the ¢ffj'S Iwsiees for my ex￿Inat￿)n t¥ R¢spectl¥e responsbbfrlrties ol Trnstees and Examh rtte Dislncl s Irustees are resp)nsl)le ￿ the Prepara1￿ of act(wnts. They ¢￿s￿r thal an audrt 15 mt required for this year (under Sectmin 144 of the Chan￿$ Act 2011 1.the chan￿￿$ Act'll and thai an Independgnt examinatson Is needed 11 Is my reswnsitjlty to. examine the ￿0)Unts lundef SeawM 145 Ch Adl. to fdi¢M Ihe prO￿dU￿$ LaKI d(Mn In the Gewa Lhectms wen by Ihe Chwity CrynmissiCf￿fs (Lmder Secbon 145151 Ibl of the Chanbes Ac11. to state ￿the1her parts￿lIar maite(s have CLnè to my a11wrt￿. Basss ol Independent Examlnefs rewl My examination was camed out In accord￿ tt)6 Gewal gwen by Ihe Chanty Commis%oners An examination Indudes a ￿¥￿W of the records kepl by the thstrKt and a companson of the accounts presented %Mth those rec¢xds 11 also Indudes CCnSKleratKfft of any unusual Items or disclosures In ￿e accounts, and seeking explanations from you as trustees ¢(Mwng any such tnattef5 The procedures undertaken do not provide all the e￿den￿ that woutd be rewired In ￿ a￿1. ar1 U￿seqUen￿Y no vw Is given as 10 whether accounts present a'irue ￿ fairf repm ts Trled to those matters set (Mjt m ihe statemen¢ bg19w. Independent Examlnerfty statement I have completed my examinabon. I r￿nfirrn tt￿t rKJ maiena matters have to my attenbw ￿ (>)nr￿ctiOn the examinabon giving mè cause to believe thal In any rnatenal r85P8L#" accountsrrtJ recortt5 Th)t kepl a5 rerymred by SeLINJ) 130 of lh• Chanls ArA.' I have no concerns and have ccxre arxoss no other matters m Cc￿ne¢1￿￿ *lh the examinatson to which attents.on should bè drawn in thi5 re In to enat4e a Fxoper W￿Stan¢11r0 ol Ihe ￿lunt5 to be reached. Nama". ..PETER CONNOLLY............ Address." 33Cartfv Road. ... Sta￿es, TW18 2PU... 5 June ￿23............ LT700006 30