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2024-03-31-accounts

Annual General Meeting 25[th] June 2024

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Scouts Spelthome

SPELTHORNE DISTRICT SCOUT COUNCIL Annual General Meeting

25[th ] June 2024, 7.30pm

Hengrove Scout Headquarters, Station Crescent, Ashford, TW15 2HN

AGENDA

1. Introduction and welcome

2. Apologies for absence

3. Governance topics

4.

Review of the previous year

5.

Making appointments

6. Closing remarks

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MINUTES OF THE ANNUAL GENERAL MEETING OF SPELTHORNE DISTRICT SCOUT COUNCIL HELD ON TUESDAY 27[TH] JUNE 2023 AT 7.30PM

1. Welcome & Apologies for Absence

The Chairman, Graham Ledger, opened the meeting at 7.35pm and welcomed all of those present including our District President Suzy Webb, Julia Kielstra Surrey Scouts representative and Denise Saliagopoulos the Mayor of Spelthorne.

The following sent their apologies;

James Ayling, Diana Brown, Darran Buttigieg, Roy Clough, Alan Green, Gill Henry, Ian Kirby, Wendy Kislingbury, Bob Knight, Ruth Pearson, Julie Reed, Stuart Richardson, Gary Rixon, Rodney Rogers, Judy Taylor, Michael Taylor, Andy Turnbull and Rosalyn Young.

Spelthorne Borough Councillors Beatty, Beecher, Clarke, Gale, Geraci, Grant, Gyawali, Howkins, Rybinski, and Sexton

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

Stuart Young proposed that the minutes be accepted Neil Gray seconded the proposal and a show of hands indicated that all were in agreement and the minutes were signed by the Chair.

3. Matters Arising

There were no matters arising.

4. Chairs Report and Review

Graham gave a brief overview of the upcoming changes and reasons for the following resolutions. Scouts are a movement and this change is so that we can offer a warmer welcome and a simpler and better way of learning and support to all of us who volunteer.

The following resolutions were proposed and agreed by all present;

(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 exofficio 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

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5. District Commissioner’s Report

In addition to the printed report in the AGM booklet, Roger advised that we currently have 4 GSL vacancies within the District.

He thanked Stuart for his time in the District as he is now stepping back as ADC Cubs and Deputy District Commissioner.

Roger introduced Adam Daniel as the new District Youth Commissioner.

6. Treasurer’s Report and Adoption of Accounts

Denise read the following report on Darran’s behalf, there were no question raised after the report;

Darran sends his apologies but he is unable to join us this evening as he is travelling for business. Here is a brief report that accompanies the accounts in the report document.

The accounts in the report booklet have been prepared under the required financial regulations and policies and have been audited by Peter Connolly. My thanks to Peter for this.

The District finances are healthy and we are in a strong financial position. This year we relooked at our reserves policy and it has been amended to reflect more accurately the true operating costs of the District.

We also reviewed the funds that are available versus those that are allocated and have created a new Maintenance Fund for the HQ building as that is in need of some TLC to make it a pleasant and usable asset for the District.

I would like to thank all the Group Treasurer’s for their continued support throughout the year.

If you have any questions about the accounts Denise will pass these to me and I will let you have a reply if you give her your contact details.

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

(ii) Members of the District Scout Council – Keith Brewer and Neil Gray

(iii) Member of the District Scout Council to the County Scout Council – James Ayling

8. Election of Members to the District Scout Council

(ii) Election of District Secretary – Denise Buttigieg

Proposed by Stuart Young, Seconded by Rikki Rance and agreed by a show of hands.

(iii) Election of District Treasurer – Darran Buttigieg Proposed by Karen Miller, Seconded by Neil Gray and agreed by a show of hands.

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9. Appointment of Independent Examiner

Peter Connolly has agreed to continue as Independent Examiner to the District.

10. County Representative – Julia Kielstra

Julia introduces herself, she is the transformation lead for Surrey Scouts. There are many upcoming changes to the structure of volunteering including changes to the Appointments Committee and also to Compass.

The most important thing is that we are able to give Scouting to the youngsters and give them skills and values for life.

Julia expressed her thanks to all of those who volunteer for Scouting, as they are able to shape youngsters for the future.

11. The Mayor of Spelthorne, Mrs Denise Saliagopolos

The Mayor thanked all the volunteers for what they do for the young people of Spelthorne, they are much appreciated by all the Councillors.

This year the Mayor has chosen as her Charities of the year;

The Jasmine Suite at St Peter’s Hospital, this is the Breast Unit at the hospital and she has chosen it in memory of her mother, Mrs Isobel Napper, who was a previous Mayor of Spelthorne.

Daybreak Centre at St Peter’s Church, Staines.

12. The District President – Mrs Suzy Webb

Suzy has been able to attend events within the District including the summer fayre held by the Jamboree contingent to raise funds for their trip.

Suzy thanked Roger, Adam, Graham, Denise, the SASU and all others who volunteer within Scouting in Spelthorne.

Suzy re-iterated that she likes to be invited to events within the District and can support and take part.

13. Any Other Business

None.

14. Presentations

Stuart Richardson - 25 years and Keith Brewer - Bar to the Award of Merit

15. Vote of Thank to Principal Guests

Graham thanked the Mayor, Suzy Webb and Julia Kielstra for attending and Carole Dix for the AGM refreshments.

Graham declared the meeting closed at 8.22 pm

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Spelthorne District Scout Council AGM, Tuesday 25[th] June 2024

Chair’s Report

Dear Council Members and Guests,

Welcome to our Annual Report. It has been another 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 of young people increased slightly over the period Jan 2023 – Jan 2024. I cannot write this report and not to thank the persons who ‘talked’ me into joining the District team and taking on the role of Chair. Thank you, Roger, your time, patience and counsel over the past 5 years has been invaluable. I would also like to thank you for all you have done during your tenure, you are leaving the District in a good place as a result of your commitment, energy and support to young people and volunteers alike.

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 and recognize all our volunteers who have completed training courses over the past year to help ensure skills & approaches remain up to date ensuring we offer a safe environment for our members.

As I have mentioned before, change is constant, and this year is no different. I would like to welcome Stuart as our new District Lead Volunteer, but the changes are not over yet as we will see changes in the next 12 months to how we recruit & welcome new volunteers and structure ourselves, which is all part of a national transformation programme that aims to improve the volunteer experience & culture as well as aligning us with Charity Commission requirements.

Our biggest constraint to providing Scouting to even more young people across Spelthorne remains having enough volunteers to run and support the groups. We receive multiple ‘want to join enquiries’ every week including interest in the Squirrels section, but we lack the volunteers to help us grow further. If you know of any adults who might want to support Spelthorne Scouts, 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 Chair, District Board of Trustees

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District Commissioners Report

My first report as DC started by mentioning the fantastic and dedicated volunteers the district had. Ten years down the line, here at least, nothing has changed. I remain in awe of the work done to ensure nearly 1000 young people receive good quality Scouting week in, week out. The commitment and hard work continues to produce well rounded young people ready to face all the world throws at them and I thank you all for what you do to make this possible.

This has been another busy year for Spelthorne. We have seen our numbers hold firm and one of the biggest issues remains how we can offer Scouting to all those who wish to get involved. The changes that are in the process of being introduced are very much focused on getting more adult volunteers involved and making the process easy and friendlier. It is very encouraging to see that the districts excellent number of Young Leaders are now starting to filter into the sections once they reach 18. These Young Leaders are now under the watchful eye of Kewin Kobyliski a remarkable young man who literally fell into our lap when he moved to Spelthorne from another part of Surrey. Along with Youth Commissioner Adam Daniel we now have key roles in the district filled by two excellent role models.

I always like to mention my highlight of the year and this year it has been an easy choice. The Chief Scouts Gold Awards achieved by Keenan Burley and Tegan Booth lead the way. Both these young people have faced challenges in their lives. Keenan joined Scouting as part of the successful Manor Mead School initiative and progressed to join 6[th] Staines where he flourished. Tegan lost her sight whilst a Cub but with the support of the leaders and young people at 1[st] Stanwell has embraced all that has come her way. Two excellent examples of Scouting’s inclusivity.

Our two Explorer Units have had an amazing last 12 months with numbers soaring and full and active programmes in operation. Both units are run by leaders who have more than one role which makes their success even more impressive. With a trip to the Azores and Explorer belt expeditions in the pipeline there is obviously a lot more to come.

Another successful Cub camp saw Stuart step back from his role as DDC.

This was a huge blow at the time but I for one knew he would be back and I am beyond delighted that he will be taking on my role going forward.

Spelthorne is in his blood and I know you will support him as he takes us into a new era. He is without doubt one of the most committed people I have worked with in Scouting so I know the future is in safe hands.

It has been good to see the large number of nights away experiences happening with all the sections embracing this important aspect of Scouting. I have had the opportunity to visit many of these and the value to our young people is immense.

Sadly we lost two stalwart members over the last 12 months. Rodney Rogers had been around so long that I remember him from when I was a cub! 1[st] Staines through and through he had been Cub Scout Leader, GSL and more recently President of the group and was instrumental in all that they achieved over the last 50 plus years.

Mary Eyers had been Cub Scout Leader at 8[th] Ashford and more recently a member of Scout Fellowship and then Active Support. Always willing to be involved and a constant source of fun and happiness despite her increasing health issues.

The large number of Scouting people at their funerals was testament to the esteem in which they were held.

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I make no apologies for a long list of people to thank from the last 10 years, Firstly Joe, Julia, Trica and all the county team. Keith Brewer has been DDC for all of my tenure and his calm, measured approach to things has been a blessing in keeping my feet firmly on the ground especially when I have had some of my more interesting ideas.

My two chairs have been a constant support, firstly Judy Taylor with whom I have been friends for a good number of years and secondly Graham Ledger whom I only met when he joined our Exec. committee but who I now consider a good and trusted friend. Denise and Darran have continued to work tirelessly for the good of the district despite now living a fair distance away. A quick mention here for Oliver Davies who was a wealth of knowledge and help in my first few years. A big thanks also to all those who have served on the Exec. My predecessor Neil Gray has led the AAC in his normal efficient way and has been supported by a stalwart group of members. He has also kept a close eye on Hengrove and carried out a multitude of jobs there.

The district team has been blessed with some amazing people, Stuart, Richard, Karen, James, Seb, Sharon, Lynn have provided some wonderful experiences for our young people.

Our Active Support Unit has always done exactly what it says on the tin. I apologies if I have missed anyone out, the memory is not what it was!!

My final thanks goes to my wife Carole, it is not easy being married to a workaholic, but her steadfast and unconditional support, sharing the ups and downs, listening, encouraging and telling me when I am wrong has been invaluable. The job would have been impossible without her.

My love of music and particularly the lyrics is no secret so I thought I would end with a bit of Bob Dylan.

“ Come gather round, people, wherever you roam And admit that the waters around you have grown And accept that soon you’ll be drenched to the bone If your time to you is worth saving And you better start swimming or your sink like a stone For the times, they are a changin “

It has been an absolute privilege to be DC.

I wish you all well as you continue to work to bring more Scouting memories and experiences to our young people.

Roger Dix

District Commissioner

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An introduction from our new District Lead Volunteer

Hello!

I am really excited to be taking on the role of District Lead in Spelthorne. I have been involved in the district for over 20 years, in a number of roles, and do feel it is almost my Scouting home (Although my heart will always be back home in Royal Wootton Bassett). I am looking forward to going to events around the district and the energy and excitement felt at them as well as organising a few of my own!

The Scouts are busy bringing in a number of new changes to the way we work really focusing on the idea of ‘teams’. This is the inspiration of our new district strap line; One District, One Team . We are a good-sized district, and we have lots to offer our young people and adult volunteers by working as one team we can make sure we offer these opportunities to everyone. Over the coming years, I hope we can live out this vision so everyone who comes to Spelthorne sees how we work together.

It's not only me taking on a new role. I am bringing a friend! Bentley Richardson, who recently joined the Richardsons, is a 6-month-old miniature poodle, full of mischief, love and cuddles and will be joining me where he can around the district.

We currently have over 900 youth members and over 100 adult team members so are a district who by working together can achieve all sorts of things. I am excited about the journey and where Spelthorne will go over the coming years. If you are not yet a member of Spelthorne why not join us. We are One District, One Team!

Stuart Richardson Lead Volunteer

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Youth Commissioner’s Report

This has been my first full year as Youth Commissioner for Spelthorne, and I’m glad to say that has largely been a good one. I supported Spelthorne District Cub Camp, my first district event in the role, and over the summer I represented the district at the World Scout Jamboree in Korea as part of the international service team. This usefully put me in contact with other Youth Commissioners across Surrey and West Sussex as well as county administrators involved delivering the centralised elements of the Young Leader training programme.

In September, I started trialling the first Youth Shaped sessions in the District with 8[th] Ashford Cubs, and received useful feedback from Cubs and leaders. I also came up with a plan to deliver our first Youth Forum in a number of years here at Hengrove HQ, to be held in January 2024. Unfortunately we didn’t get much of a response from groups and the event didn’t go ahead as planned, but I was able to repurpose the resources I had made to improve the introductory Youth Shaped sessions. Over the spring term, I rolled these sessions out more widely across 3[rd] Ashford, 8[th] Ashford, and Drake unit Explorers Through these sessions, I heard some great ideas from our young people about how we might make their experiences even better – from little day-to-day changes up to the biggest thinking imaginable!

The main objective of these sessions, and one of the main jobs of a Youth Commissioner, is to introduce leaders and young people to the YouShape award. This award was introduced quietly in 2021 amidst the turbulence of COVID-19 and digital Scouting, but it has the potential to change how young people see their role as members of Scouts, and can be really rewarding to work towards. I think it embodies a lot of what modern Scouting should be about, and it’s a great way to help members develop Skills for Life through all the sections.

Although I’ve spent a big chunk of the term-time this year away from the district at university, I’ve really enjoyed getting the YouShape initiative off the ground in Spelthorne over the year whenever I’ve been able. I’m pleased to be able to say that we are likely to be awarding our first YouShape awards before long, and that we now have resources available that can support our groups and leaders to implement the principles of Youth Shaped Scouting and encourage young people to take the lead in their weekly meetings. I’m grateful to the leadership teams at 3[rd] Ashford, 8[th] Ashford and Drake Unit for being so receptive and cooperating with me while I’ve been getting to grips with how best to approach the award. It’s heartwarming to see so many committed leaders willing to jump into a new award structure and entirely embrace its guiding principles.

Lastly, I want to say a big thank you to the District Commissioner who brought me into the Spelthorne team in the first place. Roger first approached me about the role at the beginning of 2023, and has been a source of unwavering encouragement right from the start. Like many of us, I wouldn’t be here today doing this role if it weren’t for the initial push from Roger, and I wouldn’t have it any other way.

As we move into a period of transformation at the national level and at the District level, I feel very privileged to be in this role, and I’m excited to see what we can accomplish as a team over the coming year and beyond.

Adam Daniel Youth Commissioner

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Spelthorne Section Reports

Beavers

Our Beaver colonies continue to thrive and the biggest challenge is finding room for all those who wish to join. A good number of colonies are running at capacity and those that are not are working towards this. We have been fortunate to enlist some excellent new leaders and there has been good cooperation between colonies to ensure that full active programmes are available to all.

There has been an increase in leaders gaining their Nights away permits which means that the ever popular sleepovers are available to all. Most colonies have participated in the County’s organised events with Beavers go wild a particular favourite.

Cubs

Cubs within the district remain extremely popular with most packs full. Programmes remain exciting and challenging. Prior to stepping down as ADC Stuart provided his normal quality district events with the Walton Firs Camp a highlight. The quiz and Hike events also proved popular. Several packs joined forces to provide two weekends at PGL in Swindon.

Scouts

Numbers in Scouts are holding up well with several troops having 35 plus. It is noticeable that there has been more and more younger people taking on leadership roles. This I am sure is partly down to the number of young leaders we now have. The extremely popular Bivi night remains a big hit particularly now it has changed to a slighter warmer time of year. Camping remains high on troops agendas with most getting away to a variety of venues.

District Explorer Scout Reports

Explorers have had a very successful year so far. Our numbers continue to grow across both units. Scott unit currently has 55 Explorers and 12 leaders and Drake Unit has 29 Explorers and 4 leaders. This shows that both units are still going strong and the young people of Spelthorne are being catered for.

Drake Unit attended the 14th Haarlem Jamboree last year. This was a fantastic opportunity for the Explorers to experience the Netherlands in a unique way and make memories that would last a lifetime. Drake Unit took 19 young people on this trip and they all had a fantastic time.

Scott Unit is taking their Explorers to the Azores in July this year. There has been a large amount of planning and fundraising (£50k) to get all 53 Explorers on this trip. They will see sights and make memories that will last a life time.

Drake unit has awarded 3 Platinum awards amongst a plethora of other badges. Scott unit has awarded 14 Platinum and 3 Diamond awards this year.

Explorers in Spelthorne is thriving and continuing to deliver exciting and educational

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programmes to its young members. This would not be possible without all the hard work and dedication from all the Explorer Leaders. I thank you all for the effort you put in and achieving so much for you members

Sam Cumber District Explorer Scout Commissioner

Drake Unit (Tracy Adams GSL 3[rd] Ashford)

Drake Unit is still in its’ infancy, having only started in recent years 8 members made up of members from both 3[rd] & 7[th] Ashford units as a joint venture. Since then it has continued to transform and grow – now having 29 members for 2024.

Last Summer, 19 Explorers travelled to the Haarlem Jamborette in Holland for a week of activities alongside many other international units.

Over this year, we have had the privilege of welcoming Adam Daniel (Youth Commissioner) and Kewin Kobylski (Spelthorne Young Leader Advisor) to come and talk to our Explorers. We have also had a lot of support from Andrew Carvell (ACC Explorers) talking to the older Explorers about the Kings Scout Award.

Our Explorers have volunteered with Surplus for Supper in Sunbury who are an amazing charity helping to divert excess food waste back into the local community and also supported the Rotary Club with their Classic Car event.

Over this Summer, 13 Explorers are off to the New Forest for a week of adventure and then in mid August 4 of our Explorers are undertaking the Explorer Belt challenge in Sweden along with other members from Surrey County. This will be a huge undertaking for them, travelling 15k per day over 10 days while competing various projects along the route.

We joined Surrey County Scout Rifle Club in May and September, which gave the Explorers the chance to fire various types of rifles and pistols and also travelled into London to take part in the annual Monopoly Run along with 8000 other Scouts/Explorers from across the country.

Our young people are an amazing bunch, who are willing to take on any challenge and support our local community where they can. We feel very lucky to have the opportunity to help them in these endeavours.

We also have amazing team of volunteers made up from 3[rd] & 7[th] Ashford and we thank them as we could not continue to offer these opportunities without their help.

Chief Scout Platinum Award Recipients

Holly Adams Harry Lines Ryan Geragthy Calum Deegan Dominic Longley Nathan Cook Ella Adams Alex Saunders

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Spelthorne Scout Active Support Unit Report

District Events

Cub Camp, Far Eastern themed games base. Remembrance Sunday, marshalling at Ashford and Staines. Santa collections for charity with the Ash ford Rotary Club.

St. Georges Day / Promise Renewal event, marshalling, setting up and dismantling P.A.

Other events

Penrose Day.

District Support

Continued support for all sections in all groups and units as and when requested. Sadly Mary Eyres, a long standing SASU member, passed away. We continue to look for new unit members.

Keith Brewer Deputy District Commissioner

Appointments Panel Report

All the appointment meetings this year have again 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 into 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 2023/24 we met with:

GSL 0

Leaders & Assistant leaders 13

Change of roles 5

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 leader’s 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 will close roles where this mandatory training has not been completed.

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

With the transition to a different way of making appointments and meeting new leaders, I feel that this is the time for me to stand down from the AAC. I have been involved with the appointment team for at least 15 years, both before and since my term as DC ended in 2014.

Neil Gray Appointment Panel Chairman

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Trustees' Annual Report

For the period

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

Section A Reference and administration details

Charity name
Other names the charity is known by
Registered charity number (if any)
Charity’s principal address		 Spelthorne District Scout Council Spelthorne District Scout Council Spelthorne District Scout Council Spelthorne District Scout Council Spelthorne District Scout Council Spelthorne District Scout Council Spelthorne District Scout Council Spelthorne District Scout Council Spelthorne District Scout Council
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 To June '23
Mr Graham Ledger District Chairman
Mrs Denise Buttigieg District Secretary
Mr Darran Buttigieg District Treasurer
Mr Samuel Cumber District Explorer Scout Commissioner
Mr Adam Daniel District Youth Commissioner
Mr Neil Gray Chair of Appointments Advisory
Committee
Mrs Gill Henry
Mr Daniel Benjamin
Mr Andrew Turnbull

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Section B Structure, governance and management (continued)
Additional governance issues
The District is managed by the District Trustee Board, 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 Trustee Board consists of 3 independent representatives,
Chairman, Treasurer and Secretary together with the District
Commissioner, 1 Deputy District Commissioner, 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 Trustee Board exists to make sure the charity is well-
managed, risks are assessed and mitigated, buildings and
equipment are in good working order, and everyone follows
legal requirements and the organisation's policies and rules.
Their support helps other volunteers run high-quality and safe
programes that give young people skills for life.

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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,
Organisation and Rules of The Scout Association.

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Structure, governance and management (continued)

Section B

Risk and internal control

The District Trustee Board 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 Trustee Board could raise the value of subscriptions to increase the income to the District on an ongoing basis, either temporarily or permanently.

Reduction or loss of Leaders. The District Trustee Board 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 objects of the
charity set out in its governing
document
Summary of the main activities
in relation to these objects
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 Purpose of Scouting
Scouting exists to actively engage and support young people in
their personal development,
empowering them to make a positive contribution to society.
The Values of Scouting
As Scouts we are guided by these values:
Integrity - We act with integrity; we are honest, trustworthy and
loyal.
Respect - We have self-respect and respect for others.
Care - We support others and take care of the world in which we
live.
Belief - We explore our faiths, beliefs and attitudes.
Co-operation - We make a positive difference; we co-operate
with others and make friends.
The Scout Method
Scouting takes place when young people, in partnership with
adults, work together based on the
values of Scouting and:
- enjoy what they are doing and have fun
- take part in activities indoors and outdoors
- learn by doing
- share in spiritual reflection
- take responsibility and make choices
- undertake new and challenging activities
- make and live by their Promise.
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.
Additional details of the
objectives and activities		 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 Achievements and performance
Summary of the main
achievements of the charity
during the year
The total membership of the District as at 31st January 2024 was
1,150, an increase of 23 compared to 2023. Youth numbers are
863 compared to 860 in 2023. The Leaders and helpers involved
continue to provide a progressive and challenging programme of
events and activities.
Section E Financial review
Brief statement of the charity’s
policy on reserves
The District (incl. sections) held 'available' reserves of £50,000
against this at the year end. This is sufficient to cover operating
costs for approximately 46 months.
Reserves policy
The District's policy on reserves is to hold sufficient resources to
continue the charitable activities of the District should income
and fundraising activities fall short. The District Trustee Board
considers that the District should hold a sum equivalent to 24
months operating costs, about £25,000.
Investment policy
The District had an investment in a FP CAF Fixed Interest Fund B
Income account which aimed to provide an income for the
District and a small increase in capital. This fund was closed by
the provider during the year with funds transferred to the
District bank account. A full investment review will be
undertaken by the new Trustee Board.
All other funds are held in cash using banks or the COIF Charity
Funds.
The District Trustee Board regularly monitors the levels of bank
balances and the interest rates received to ensure the District
obtains maximum value and income from its banking
arrangements. Occasionally this may involve using an account
that requires a period of notice before funds may be withdrawn;
before doing so the District Trustee Board considers the cash
flow requirements.
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
4
3 1 0 3 2 4

21

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