AYLESBURY DISTRICT SCOUT COUNCIL
ANNUAL REPORT AND ACCOUNTS 2020-2021
To be presented to the Annual General Meeting Saturday 25[th] September 2021
Aylesbury District Scout Council Annual General Meeting
Minutes of the meeting held on Monday 21[st] September 2020
SPECIAL NOTE – AGM MINUTES
As we know, it was a huge loss to the District when the District Chairperson - Ian Westgate - died shortly after the above AGM. Ian, unfortunately, had also taken all the notes from the AGM which we have been unable to locate. As such, the minutes below of the AGM from September 21[st] , 2020 have been drawn up from people’s memory and whatever notes other attendees had taken and are as true and accurate as possible of the meeting that took place.
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Present
Mark Rutland Deputy County Commissioner and stand-in for James Palin's DC role Ian Westgate District Chairperson Sarah Marsh District Treasurer And various other District members, guests, and Executive Members
Welcome
Ian Westgate welcomed everyone to the AGM
Apologies : James Palin, Claire and Steve Heasman, Lucy Parker, Fiona McParland
Minutes of the Annual General Meeting held on Monday 8th July 2019
Ian Westgate proposed that they be accepted as a true record. This was seconded by Iain Stanley and approved by all present.
Approval of the Annual Report and Accounts
Ian Westgate presented the Annual Report and proposed that the annual report be accepted. This was seconded by Ed Ryan and approved by all present.
The accounts for the year ending 31 March 2019 were presented and confirmed that the accounts were scrutinized by Mr. Anthony Richardson.
The meeting approved the movement of £1,500.00 from the General Fund into the International Fund.
The accounts for the Matrix Explorer Unit, Cerberus Scout Network and the Scout Active Support were also presented.
It was noted that Lucy Parker is stepping down as the District Exec representative for under 25’s. This role is yet to be fulfilled. Iain Stanley is also stepping down as District Scout Network Commissioner but will be continuing as part of the Development Sub-Group.
Approval of the District Executives nomination of Honorary President
There were no nominations this year
Approval of the District Commissioners nomination of District Chairman
Mark Rutland, as Acting District Commissioner, nominated Ian Westgate as District Chairman. Ian accepted the nomination and it was approved by all present.
Election of District Secretary, District Treasurer and Assistant District Secretary
The role of District Secretary is open, and it was proposed to approve Mark Rutland to act as District Secretary in the interim.
The Chairperson advised that Sarah Marsh was willing to stand again for election as Treasurer and that Mike Wise was willing to stand again as Appointments Secretary.
The three nominations were proposed by Ian Westgate and seconded by Linda Urquhart, Hilary Walker, Chris Ross and Ron Murray. This was approved by all present.
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Election of members of the District Scout Council to the District Executive Committee
Jeanne Wise, Ed Ryan and Pat Hiscock were proposed by Ian Westgate, seconded by Mark Rutland and approved by all present.
Approval of the DC nomination of three members of the District Executive Committee There
being one nomination, Chris Ross with no objections, so was duly appointed.
Approval of co-option of not more than 3 members to the District Executive Committee
The Chairperson proposed that the District Executive retains the ability to co-opt not more than three further members onto the District Executive during the year. In particular to endeavor to co-opt young people so that the Executive has at least two people under the age of 25. There were no objections to the proposal, and it was duly carried.
Election of one Leader and one Explorer Scout to the County Scout Council
The District Commissioner proposed Hilary Walker as the Leader. The Explorer Scout will be appointed after Explorer Elections. There were no other nominations or objections, so both were duly appointed.
Appointment of Independent Examiner for the District Accounts
The Chairman proposed and seconded by Ed Ryan that Mr. Anthony Richardson be appointed as the Accounts Scrutineer. This was approved by all present.
District Exec Quorum
It was proposed by Ian Westgate that quorum should be achieved with 50%+1 of ALL members of the Executive. This was approved by all present. It was also noted that this should be re-proposed every year.
Address by the District Commissioner
In his role as Acting District Commissioner and acting as the County Commissioners Representative on behalf of James Palin, Mark Rutland thanked everyone for their hard work during a challenging year which included restrictions around COVID-19 and for an amazing job in general.
Address by the County Commissioner
See address by District Commissioner above.
The following awards were handed out:
Sarah Marsh (Award for Merit) Iain Stanley (Award for Merit)
Chris Ross (Chief Scouts Commendation)
Aylesbury District Scout Council
District Executive Committee Annual Report for the year ending 31[st] March 2021
Scout Association Registration Number 10615
Charities registration number 300653
List of Trustees
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| Vacant Mr. Ron Murray_Vacant_ |
District Commissioner District Explorer Scouts Commissioner District Scout Network Commissioner |
Ex Officio Ex Officio Ex Officio |
|---|---|---|
| Vacant | District President | Nominated |
| Mr. Michael Pope | District Chairman | Nominated |
| Mr. Andrew Elwin | District Secretary | Elected |
| Mrs. Sarah Marsh | District Treasurer | Elected |
| Mr. Mike Wise | Appointments | Elected |
| Mr. Ed Ryan | Member | Elected |
| Vacant | Member (Under 25 Rep) | Elected |
| Mrs. Jeanne Wise | Member | Elected |
| Mr. Chris Ross | Member | Nominated |
| Mrs. Pat Hiscock | Member | Co-Opted |
The Trustees present their report and the audited financial statements for the year ended 31[st] March 2021.
The District Scout Council co-ordinates the activities of all Scout Groups within the Aylesbury District under the conditions and rules laid down by the Scout Association.
The Scout Council is a Charity established under the rules that are common to all Scouting organisations. Trustees are appointed in accordance with the Policy Organisation and Rules of the Scout Association. The Majority of the Council’s income is obtained from a levy on each Member of the Movement. Additional income is obtained from various grants, from investment income and from receipts from various activities organised by the Scout Council. Full details of all sources of income are given in the attached accounts, which reflect the activities of the Scout Council only, and not those of the underlying Groups. The Accounts have been drawn up on a receipts and payment basis, which is consistent with previous years.
Treasurers Report 2020/21
The following notes accompany the 2020/21 accounts:
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1. The difference in the current account compared to last year is due to timing differences with the membership fees. The invoice to County was paid in the current year (2021/22) and therefore does not appear in the 2020/21 accounts
2. Due to Cobid-19 there has been little activity undertaken by both the sections and the District. Therefore, there has been little expenditure and income compared to last year.
3. The donations and grants is made up of £50 donation to Royal Legion in lieu of poppy wreaths, £100 donation to Air Ambulance in memory of our Chairman who died unexpectantly during the year and £1,000 donation to support the purchase of a Guide and Scout building within the District. Each of these donations were approved by the District Executive
Fund allocation
District monies is split across three funds, with the General Fund being unrestricted and the other two being selfexplanatory – see table below
| **Fund type ** | May 2021 | Year End 2020/21 | Year End 2019/20 |
|---|---|---|---|
| General Fund | £33,269 | £60,872 | £27,217 |
| International Fund | £8,089 | £8,089 | £6,589 |
| Development and EmergencyFund | £11,435 | £11,435 | £11,435 |
| Total | £52,793 | £80,396 | £45,241 |
Reserves Policy
The Trustees have established a policy whereby the unrestricted funds should be maintained at a level sufficient for them to be able to continue the current activities of the District Scout Council in the event of a significant drop in funding. It would obviously be necessary to consider how the funding would be replaced or the level and type of activity changed. The Trustees considered that the level of free reserves required should be equivalent to between 12 and 18 months of the annual budget income, which equates to between £7,802 and £11,703. At the end of 2020/21, the General Fund stood at £60,872 and at May 2021 £33,269 (the decrease mainly due to payment of the County invoice in April 2021). The Trustees, therefore, consider this to be adequate and have set the District’s budget accordingly. Funds are transferable if the necessity arises.
The impact of Covid-19 during 2020/21 caused severe disruption to most Scouting activities and therefore the number of financial transactions during the year was very low. It is expected this will rise during 2021/22 with the return to face to face Scouting.
On this basis a move of £3,000 from the General Fund into the International Fund is recommended by the District Executive for approval at the AGM. Last year, a modest amount of £1,500 was transferred into the International Fund in case funds were required to support Groups because of Covid-19 (but this was not required). That amount being half the amount of the previous year’s transfer. It should be noted that the next Jamboree takes place in 2023 in South Korea but no decision has been taken yet on how many youth members the District will support.
International Fund
Since 1996 an International Fund has been established to assist Young People of Aylesbury District to attend any international Scouting event either at home or abroad. It has primarily been used to send a small number of delegates (as agreed by the District Executive) to each World Jamboree, on the premise that 50% of the cost would be met through delegate fundraising. However, this is not the sole purpose of the International Fund and any member of the District can apply for funding by making a representation to the District Executive, with each case
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determined on its own merits. Fundraising for the Jamboree will be monitored by the District Executive, who will decide how any shortfall will be met.
During 2017/18 the District Executive Committee were made aware of the decision at the 1996 District AGM that 26% of the District Membership fee would be placed into the International Fund annually. Despite not knowing this the Committee had generally on an annual basis allocated money from the General Fund into the International Fund.
The Committee revisited the 1996 decision and agreed a fixed percentage uplift each year to the International Fund was both restrictive and unsustainable, as it is dependent on the accounts making a surplus each year. To ensure availability of funds for International Scouting activities (home and abroad) the District Executive will therefore recommend for AGM approval a figure to be transferred each year from the General Fund into the International Fund, being mindful of the Reserves Policy. A transfer of £1,500 from the General Fund into the International Fund was approved at the September 2020 AGM.
Development and Emergency Fund
As its name suggests the Development and Emergency Fund has been set up to assist the growth and development of Scouting with the Aylesbury District, or to support significant unforeseen (emergency) expenditure. This includes setting up new Groups or expanding existing ones. In recent years there has been no emergency spend from the fund, instead being used, for example, to assist the setup of the 12th Aylesbury and Berryfield Scout Groups.
Use of the Development and Emergency Fund will be at the discretion of the District Executive and its use reported to each AGM. As with the International Fund, any transfer of funds from the General Fund into this fund will be subject to approval at the AGM, being mindful of the Reserves Policy
Responsibilities of the Trustees
The Trustees are required to prepare financial statements for each financial year, which give a true and fair view of the state of affairs of the Scout Council as at the balance sheet date, and of its incoming resources and application of resources, including income and expenditure, for the financial year. In preparing these financial statements the Trustees should:
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Follow best practice and select suitable accounting policies and then apply them consistently.
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Make judgements and estimates that are reasonable and prudent; and
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Prepare financial statements on the going concern basis unless it is inappropriate to assume that the Scout Council will continue on that basis.
The Trustees are responsible for maintaining proper accounting records, which disclose with reasonable accuracy at any time the financial position of the Scout Council and to enable them to ensure that the financial statements meet the requirements of the Charity Commission. The Trustees are also responsible for safeguarding the assets of the Scout Council and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
Scrutineer
Mr. Anthony Richardson has again been good enough to take on the role for this year.
Meetings
The full Executive met 6 times during the year excluding the AGM. The Finance subcommittee met twice.
The Appointments Sub Committee met as required and recommended the appointment of several new Leaders. Members of the District Executive attended the GSL /Chairman’s Meetings on all occasions. Members of the Executive have attended Group and County meetings.
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The following issues were covered during the year:
The formulation and approval of the District budget and the annual levy on Groups.
The approval and monitoring of various expenditures.
The approval of the investment policy for District funds.
Approving and acting on the recommendations of the various Sub Committees. Administrating and recording the appointment of adults within the District. Monitoring the management, development, and the administration of the Groups in the District.
The ongoing monitoring of buildings management, Health and Safety and Insurance of buildings and property. Monitoring the management of the Explorer Scout Section.
Attendance at activities and meetings as required by the County Scout Council.
Future Plans include:
All of the above and:
Continued support of administrators within the District and the Groups. Assisting as required with the development of the Explorer Scout Section.
Working towards ensuring a Scouting presence in the new developments in the North and South of the town. Proactive adult recruitment activities.
The above report has been prepared in accordance with the statements of recommended practice – Accounting and Reporting by Charities.
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Chairman’s Report – 2020 / 2021
Aylesbury District Scout Council AGM – Chairman’s Report 2021
To start this year’s report, I would like to open with a few personal words which I hope will allow me to frame our recent past and the direction we will take going forward.
When Mark Rutland our Acting DC asked if I would consider the role of Chairman of the District Scout Council, I must say it was with some trepidation that I accepted. Following my great friend Ian Westgate in such sad circumstances was daunting. Ian was a great Chair and person. He and I met when he was a helpful parent at the 5th Aylesbury and I was just appointed as the new Group Scout Leader. I asked Ian to be my first Chairman and together we steered the group forward and onwards. We both had a love of the outdoors and sailing and enjoyed both together with other scouting friends. His children were a part of our group for many years and the help and support of Carole his wife was always there. He will be very sadly missed by all who knew him and came into his presence and the strength of this district and the work he put in to ensure that all who wanted to be part of scouting is testament to his great ability to lead and get the best from us all. I will miss my friend and do my best as a scout to continue his great work.
We also remember with great fondness Myra Dobbie who sadly passed away earlier this year. Myra was at the heart of scouting in Aylesbury. Her association with both the 5th and 3rd Aylesbury where she dedicated so much of her time is testament to her commitment to the young people she has shared her skills and passion for both scouting and for life. She will be sorely missed by all her knew and her scouting spirit will remain in the heart of 3rd Aylesbury.
2020 to 2021 has been I feel has been the most challenging year in scouting’s history. We have all had our lives changed by the way the COVID circumstances have been part of our lives, both personally, our work, our families and the things we enjoy such as scouting. What has both impressed and also heartened me is the way in which the scouting family of Aylesbury have kept the flame of the togetherness of scouting alive. Our leaders have been at their best in delivering scouting through remote means, keeping in touch with the young people, giving them skills to help them carry on through what was a dark time for them all. I am proud of all they have achieved and now as we turn the corner and get back to scouting in person we must all work together to ensure they have the means, funding, facilities and encouragement to deliver a scouting programme and experiences to ensure our young people get the best from life going forward.
So, on behalf of the district heartfelt thanks to all the Leaders, helpers and supporters of scouting locally for all your hard work and dedication over the last year and we pledge our support to you to help you achieve more.
Over the last year the District Executive have maintained a remote presence for meetings and have met 6 times. We have ensured through prudent financial management to keep to our budget and will be making plans to use our resources for the development of scouting in the district going forward. My thanks to our Treasurer Sarah Marsh for her work with our finances.
You will read in the Mark’s report later how scouting nationally has declined in membership over the pandemic year. Scouting locally here has seen some falls in numbers, but none that gives any cause for concern and scouting here in Aylesbury feels like it is growing again.
During our AGM this year we want to give something back and thank our leaders, families and supporters for all their work over the last year and also to recognise through our scouting awards those who have given so much of their time and energy supporting scouting over the years. Please join with me and congratulate them on service It will remain a priority of the district to continue its development in the growth of new leaders, adult supporters
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on group executives and help with funding activities, events and groups to further build scouting and deliver to its young people new skills, experiences and fun.
We have worked closely with our scouting development colleagues locally and in the county to further this objective and hope to see the fruits of this great work in the year ahead.
It finally remains for me to say thank you to all my executive for your help, support and council over the last year and for welcoming me to your fold. Thank you
Mike Pope
Chair - Aylesbury District Scout Council
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District Commissioners Reports 2020/2021
As with last years report I guess I have to again start with, "due to the effects of COVID-19..." although at least now things are slowly getting back to some kind of normal. Despite the second lockdown at the start of the year and the inevitable decline in numbers both locally and nationally, everyone managed to carry on with some kind of Scouting via the tried and tested ‘Zoom method’ and now Groups and sections have at least had the opportunity to go back to face-to-face.
We’ve even had some sections manage to get away camping, although not always without incident! Numbers are certainly growing as more young people find their way back to Scouting or want to get involved for the first time. Either way I sure the next year is going to be a successful one for all of us.
At the last AGM, Courtney Stanley stood down as District Secretary after 10 years in the role. Thanks to Courtney for all your hard work and support during that time.
Over the last year a large number of adults gained various awards, including long service and meritorious conduct medals, many of which have been presented today. Congratulations to every one of you, Scouting couldn’t happen without you and it’s important we recognise that dedication.
Very sadly we’ve lost two amazing individuals since the last AGM; Ian Westgate, our District Chair passed away suddenly towards the end of last year; and Myra Dobbie, former GSL at the 3rd, as well as being part of the training team and Active Support Unit, passed away from illness earlier this year.
Ian had been the District Chair for a number of years and did a massive amount of work for the District. He was a pleasure to work with and personally I couldn’t have supported District without his help and advice. Myra on the other hand was an extremely experienced Leader and quite simply ‘a force of nature’. Both will be sadly missed by all who knew them and/or had the pleasure of working with them. Our sympathy goes out to all their family and friends.
At the beginning of the year, Mike Pope agreed to take on the vacant District Chair role for us. Mike was GSL at the 5th Aylesbury for about 25 years so definitely has the experience we need. Thank you to Mike for agreeing to take on the role and for certainly knocking me into shape. I’m certainly a lot more organised!
Our leaders continue to work hard to ensure their training is up to date and that we are as compliant as we can be. We have a particular push on First Aid now that we can get back to face to face although the first part (10A) is available online. As I write this the County First Aid Team are beginning to roll out the second part of the training (10B) which will be run as a drop in session locally. They’re trialling it in High Wycombe first but keep a look out for information from County Office soon regarding sessions near to us.
I’d like to thank each and every one of you for the time and effort you have all put in to making sure that Scouting has continued and that our young people have been able to engage with something they all enjoy. With luck we can continue to deliver Scouting in the traditional way as, whilst Zoom and Online has it’s place, nothing compares to working directly with the young people as well as other adults in Scouting.
A special thanks also to the GSLs for all that you've all done in ensuring that Scouting continues to happen in your Groups and that your Leaders are all up to date with their training. The GSL role is one which does go a little unnoticed but without them Groups just wouldn’t function. The same is true of Group Executive Committees as well as Group Occasional Helpers and Administrators. Thanks to all you do for the young people in our District.
I'd also like to take this opportunity to personally thank the District Team and the District Executive Committee for everything you've done over the last year as well as to personally thank Murray Dobbie, Ed Ryan and Fiona
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McParland for all the work they did on behalf of the District Exec in getting all the Covid Risk Assessments signed off allowing Groups and Sections to get back to Scouting safely.
As Acting DC, I'm fortunate to work with an amazing team of people who have all given up their time to make things happen, whilst also trying to deal with what is happening within their own families, work, etc. so thank you for everything you are doing and continue to do. As we start to getting back to face-to-face Scouting and the challenges that brings I'm sure that soon it will be business as usual for most of us.
Stay safe.
Mark Rutland
Acting District Commissioner and Deputy County Commissioner
Matrix ESU Report for 2021
Thank you to all the Matrix ES Leader Team for supporting the Unit throughout this very challenging year. Managing meetings, mainly by zoom, more recently outside with all the appropriate social distancing requirements in place. Well done to all the Explorer Scouts for sticking with us during what has been so very difficult for everyone, especially as all the young people have been online for their school lessons too.
Thankfully we are now meeting face to face, outside mainly, managing to achieve a more usual programme. Welcome to the new members who joined us recently.
Looking forward to the opportunity for enjoying some nights away & an exciting programme over the next few months. Thanks very much to everyone, Leaders, Explorer Scouts & Parents for all the support.
Ron Murray DESC
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Buckinghamshire Scouts
Recipients of Good Service Awards from The Scouts
Silver Acorn (2019)
Hilary Walker Aylesbury
Bar to the Award for Merit (2020)
Skye Elwin Aylesbury Andrew Elwin Aylesbury
Award for Merit (2020)
Sue Biswell Aylesbury Rhod Broad Aylesbury Tarun Patel Aylesbury Ian Stanley Aylesbury Chief Scout’s Commendation for Good Service (2020-2021)
Christopher Vaughan Aylesbury Donald MacDonald Aylesbury
’ - County Commissioner s Commendation (2020 2021)
Iain Stanley Aylesbury Isaac Eddy Aylesbury Denise James Aylesbury Wendy Redding Aylesbury Harry Scutchings Aylesbury Teresa Thomas Aylesbury
Long Service Awards
5 Years
Abigail Kempson 15 Years Claire Snowdon Adrian Scott David Saunders Fiona Scott Emily Hydland Mike Wise Emily Weimar Terry Scutchings Gail Frazer Helen Bhrara 20 Years Karl Devitt Alex Winwright Lorna Elwin Celia Riordan Michelle Pointer David Yates
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Philip Drye Neil Murray Katherine Christensen Rob Stark Stuart Dobbie Andrew Gray Alison Hall Bethany Leaver Denise James Vicky Horlock
25 Years Cathy Foster Jayne Littlejohn Lorna Pope Michael Pope Andrew Elwin
30 Years 10 Years Heather Murray Chris Ross Ian Pronger David Hodges Julia Parker-Summers 40 Years Julian Cochran Murray Dobbie Keith Carter Pat Hiscock Courtney Stanley Rob Hiscock Josh Sampson Gordon Weston
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Accounts Approved by the Tvustses of the AYLESBURY DisfRicf SCOLrr COUNaL Forthe year ended 31 March 2021 which are set on the previous pages and signed on their behalf $9n Print Distrirt Chairman Distrirt Treasurer r+rt8H District Secretsry A.L31 Page 14 of 19
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AYLESBURY DISTRICT SCOUT ACMVE SUPPORT Income & Expendlture Accountfor the year ended 31st March 2021 COME Orlenieering M¢5C [th4t15 TOTALINCOME EXPENDIIURE S Nd¥ Miic TDTAL&XPENTuflE ui Incom• •xrt• 1c Al lit W 2020 F4u ixc•ts itom Xt •xp•rdluM 41Jn .aoA 1211.01 Madup •$ l•ll•ws Unw•swiod ChgW•• Iziim I certifytttatthese Kcounts#retrue represéntbtioth tfve t•SalAyuty5ttrjl5cOut1¢Ifve SuFwi 19 * 31tt 2021 I hwe eN•minedthe$etyjnts0nwnfImIt41Q b) ¥x0rdan with theb(KsofAylwthry StAve Support CC•5t Page 19 of 19