Scouts Aylesbury District AYLESBURY DISTRICT SCOUT COUNCIL ANNUAL REPORT AND ACCOUNTS 2022- 2023 To be presented to the Annual General Meetlng Il" July 2023 A lesbur District Scout Council Dlstrirt Trustee Board Annual Report for the year endlng 31 Mar¢h 2023 mIn￿e$ of the Ayte5bury Dlstrl¢t AGM meetln8 held on Tuesday i¥h July 2012 Held Vla Zoom Pfesent Mike Pope Dlstritt Chair Mark Rutland Acting District Commlssloner l Deputy County Cgmmissioner UlrTim Dixon Mayor ofAylesbury Representatives of Team Buck5. District Executive Committee. District Team, District Scout Acrlve Support, District Scout NetworK District Explorer Scouts and the Groups were also in attendance. Welcome Mike Pope welcomed all the Leaders. supporter% guest5. members ofthe County and the Mayor of Ayle5bury, CounclllorTim Dixon. Mike started the meetingwith a thought forthe day around Service, beingthe Platinum Jubilee of Her Malesty. QLteen Elizabeth 11 who is also Patron of the Scout Association. He asked everyone to take moment to reflect on what Service meant to them when thirnking about kouting and all the great work that oui Volunteers perform to ensure the Young People of Aylesbury enjoy their Scouting and develop new skills. Finally. to thank all the Adult Volunteers in Aylesbury fortheir Service to Scouting. Apolo8le5 Tessa Ingram, Claire Heasman, Ed Ryan. Pat & Rob Hiscock. Jayne Littlejohfi. James Palin, Lucy Parker, Hilary Walker and all the District Explorer Leaders Ilt was their usual meet¢ng nightl, laiTh Stanlev. Ron & Heather Murray. Simon Buckland Mlnutes ofthe Annual General Meetlng held on Saturday 25th September 2021 There were no amendments to the minutes and the Chair asked that they be accepted as a true record. This was Proposed by James Williamson seconded by Mark Rutland and approved by all present. Approval of the Annual Report and Accounts The Chair invited Sarah Marsh to go through theAccount5 who confirmed that there were no anomalies and that they had been approved by the Examiner. A brlel explanation of certain elements of the Accounts was then given. Sarah asked theAGM to approve the annual translerof mor*ies frorll the General Fund into the International Fund to support our Young People attending Inrernational Experiences Such as the World Scoutjamboree. The flguFe this year is £3000.00, the same a5 last year. This should be ieviewed an agreed each year. Mike thanked Sarah for her work as DF5trict Treasurer aTMI thanked the Scrutineer- Mr Anthony Richardson, for once agatn reviewing the accounts thi5 year. Mike commellded the report to the meetlng. Linda Urquhart proposed Èhatthe annual report be accepted. Thi5 was seconded by Ed Ryan and approved by all present. Approval of the Distrlrt Executlve5 numlnatlon of Honorary Presldent There were no nominations for Honorary President. Approval of the OistrlctCommi55É0ners Momlnatlon of District ChalrmaTr The Acting District Commissioner nomin*eil Mike Pope as District Chairman. Mike aceepied the nornination and it was approved by all present. Election of Dlstrl¢tSecretary. DlstrlctTYeasurerand Asslthnt Dlstrkt Setretary The Chairman explèined ihat Mr. Andrew Elwin was willing to Stand for election for the role ol Distr4Ct Secretary. The Chèirman advised that Sarah Marsh was wlllSn8 to stand again for electton as Treasurer and that Mike Wise was willing to stand again as Appointments Secretary. The th￿e nominations were proposed by James Willlamson and seconded by Kelvin Leaver and approved by all piesent. Ele¢tlon of membèrs of the Dlstrlct Stout Coundl to the Distrlct Executive Commlttee Jeanne Wise, Pat Hiscock and Ed Ryan were proposed by Mark Rutland. seconded by Chris Beadle and approved by all present. Approval of the D15trlct Comml$sloners nominatlon of three mèmbers of the DIsITlct Executlve Committee TheActing District Commissioners nominations this year ère, Chrls Ross and Murray Dobbie. There were no objecttons, and the nominatlOn5 were du￿ appoi￿ted. Apwoval ofco.optlon of not mole than 3 members tothe D15trlct Exe¢uilve Commltlee The Chairman proposed that thè Dlstrlct Executlvè feiains the ability to co-opt not more than three further members onto the District Executive during the year. In particular to endeavour to co-opt young people so that the Executive has ai least two people under the age of 25. There were no objections tothe proposal. and It was duty cariied. Electlon of one Leaderand one Undèr25 Reptesentativetothe County Scout Coun¢ll The Chair proposed Hi13ry Walker as the Leadef and Kyra McParland as the under-25 Rep. There werè no other norninations and as there were no objections both were duly appointed. Appolntment of Independent Examinerfor the District Accounts The Chair proposed and seconded by Ed Ryan that Mr. Anthony Richardson be appointed, once again, as the Accounts ScrutineeT. This was approved by all present. Ex-officio Members Mike then explained about the Ex-offlclo member5 of the Oistrict Executive, who have an automatic seat withit) the Exec and who are: Acting District Commissioner- Mark Rutland District Youth Commlssioner- Kyla McParland Distrirt Explorer Commissioner- Ron Murrav District Network Commissioner-Jame5 Williamson Dlstflrt Exec quorum The Executive Commlttee Quorum 15 the nurnber of member5 required for decisions made in the meetin8 to be binding. Mike Proposed that the Quorum should be 51YA +1 of the Dlstrict Executive. as per previous year5. All were In favour. Address by the Actlng Dlstrlct Commls5ioner Mark introduced James Williamson and Murray Dobbie in theii roles as Oeputy Distrlct Cornmissioners. Murray will be looking at speciflc areas such as training. Safety and safeguarding and Jame5 working dirertly with the Groups themselve5 as well as taking on Some ol Mark's Actlng DC work. Mark said th* it had been a good yearfor Aylesbury. with numbers up across all Groups, and we have appointed our first two District Youth Commissioners, with Kyra McParland taking on the DYC role and George Leaver becorning her Deputy. We are delighted to welcome them to the team. The Team continue5 to support Leaders and Groups and orEènising various activitie5 across all the sections. and it is very positive to see the new Cub and Scout sections starting up at the new development of Klnesbrook. Thank5 to the team at 8utkingham Park for getting this off the ground. Several Groups are looking to expaTrd as waiting lists grow. but as alway5, the challenge olrecruiting volunteers is. as ever, a Stumbling block. The district is constantly looking at this along wth provlslon for proposed new Muslim Group *n the Town. But there is still lots of hard work to be done. Mark highllehted that seveTal Volunteers had gained awards this year and congratulated them on their achievement. It 15 importènt that we recognise our volunteers for their dedication to S(outing. Maik è150 thanked all the GSL'S for their hard workio make surè S£ovtin8 happens. He highlighted how difficult the role is and withoutthem, scouting just wouldn't happen. The sarne is tfue of Group Executive Committees as well as Group Occasional Helpers and Admini5trator5. Thanks to all you do for the young people in our District. Mèrk finished by also thanking rhe Distrirt Team and District Executive and hlghlighted that Scouting Ss about togo into a significant time of change and knows that we're in a 8reat place to take Aylesbuiy District fonNard during this period Mayor Mike invired AylesburyTown MayorTim Dixon to say a few words. The Mayor thanked everyone for their hard work in providing scouting to the Young People of Ayle5bury and 8ierton and a150 thanked those who attended the St George's Day Parade in the Town Centre. which he had thoroughly enloyed. Closlng Remarks The Chairmèn. in closing the meeting, thanked everyone for attending the Annual General Meerln8, thanked the Mayor for his support and relterated that the Distritt 15 there to SUPPOrt the Groups In delivering ScouÈsn8 and that they just need to ask fo¥ help if needed. Scout A5sociatlon Reglstfation Number 10615 Charltles reglstfatlon number 300653 Ilst of Trustees James Williamson Murray Dobbie Ron Murray Ed Goodridge Kyla McParland Vocont District Commissioner District Commi55ioner Oi5trict Explorer Scouts Commiss¢oner District Scout Network Commissioner District Youth Commi55ioner District President Ex Officio IAppt sept 2022IRes March20231 Ex Otficio IAppt Jun 20231 Ex Officio Ex Offlcio IApp¢lAnuary 20231 Ex Officio Nomlnoted Nominated Elected Elected Michael Pope Andrew Elwin Sarah Maish District ChaiTman District Secretary District Treasurer Mike Wise Appointment5 Member Member (Under 25 Repl Member Elected IRe51EllEd Febrnary 20231 Eleciecs Ed Ryan Vocont Jeanne Wise Chris Ross Pat Hiscock Elected Elected Nomlnated Eleited IRes￿N￿d Jartuèry20231 Nominated IRe518Ded lun@ID231 Co-opted IAppt0cto￿[ 20221 Co-opted (Appt March 20231 Member Member Murray Dobbie Mark Rutland Deputy District Commissioner Member Chris Harper Appointment5 The Trustees present their report and the audlted linanclal statements lor the year ended 31" March 2023. The District Scout Council co-ordinates the activitie5 of all Scout Group5 Wlthin the Aylesbury District underthe conditions and rules laid down by the Scout Assoclation. 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 kout Association. The Majortty ol the Council's income is obtalned from a levy on each Member of the Movement. Additional incoffle is obtained Irom various grants, from i¥westment Income and from recelpts from various activities organised by the Scout Council. Full details of all sources ol income are given in the èttached accounts. whlch reflect the activtties of ihe Scout Council only, and not those of the underlying Groups. The Accounts have been drawn up on a reEeipts and payment basis. which is consistentwith prevlous year5. TreasU￿r$ Report 2022123 The following ¥K)tes accompany the 2022123 accounts. 2022123 is the first yearthat the Group's subscriptions fee were paid into the District account the same flnancial year as the Invoice to Headquarters and County wa5 paid out. Previously these strag8led the year end peTlOd. COIF inrerest ha5 8reatly incieased due to the rise in interest rate5 nètfonallv. 3. Section activitles tend to be self-financing, such that income received on the whole tovers expenditure incurred. However. lor 2022123.. Beaver incorne15 greater rhan expenditufe. This is mainly due to the coach for Beaveree trip io Gilwell in the summer was paid at the end of 202V22 and therefore that expenditure does not feature In these accounts. A 51gnificant amount of income has bee¥tr received under Cub Income, rhe majority belng for the ￿StriCt French trip. With the malority of the Cofresponding Cub expenditure also relating to the French trip. 4. jamboree expenditure and inctsrne Ifundralsingl has increased from 2021122 a5 the four participants were chosen in Aprll 2022 and the World Jamboree is taking placeAugu5t 2023 in Korea. Donations/giants relates to the poppy wreathes that are laid on behalf of the Di5trit for Rernembrance Dav. 6. Grant5 from International l D&E (Development and Emergency) Fund relate to.. £1,450 for a Young Person to attend the Grand Tour. This involves travelling through S countrles in 3 weeks staying in Croatia, Slovenia, Ausiiia. Czech Republic and Norway and travelling by plane. Iraln and local tfansport. Fundraising for the Jamboiee includes fundraising for the Grand Tour. £250 donation Igranil to the 3 Aylesbury Scout Group to help them set up a new Squirrel Drey as theywere unsuccessful in obtainin8 HQfundlng. Monies relatin8 to resources are: £720 one off licence fee forthe new District website £734.28 lor Scout logo clothlng and name badges for member5 of the District team Miscellaneous expense5 are expenses relating to the Appointment's Committee Fund allocation Disrritt monies is split across three funds, with the General Fund being unrestrirted and the other two being self-explanatory- see table below. Fund type Year End 2022123 £31.958.65 Yèar End 2021122 General Fund £32.314 Intemational Fund 9,179.75 £10.964 Development an(S Emergencv Fund Total £10,328.10 £11,435 £51.466.$0 É54.713 The Internatlonal Fund include5 3 transfer of £3,000 from the General Fund as agreed at the July 2022 AGM. It also ￿fleCtS the difference between thejamboree income for 20221231£7,916.951 andjamboree expenditure lor 20221231£12.7001-being a net loss of £4.784.05. Participants are expected to fundr8i5e 50% of the Jamboree costs, with any shortlall b&ing made up from the District account. The accounis demonstrate this expectat¢on ha5 been exceeded. The following 2022123 costs have been attributed to the Development and EmergeY5cy Fund.. £340 under'Kingsbrook Start Up. is school hall hiie for the 5pringTerm 2022. £516.56 District publicity materials £250 to the 3 Aylesbury lor their Squirrel Drey start up. Totals £1.106.56 Resewve5 PolÉcv The Trustees have e5tabli5hed a policy whereby the unre5tiicted funds should be maintained at a level sufficient for them to be able to continue the current activitie5 of the District Scout Council in the event ol a slenificant drop in funding. It would obviously be necessary to consider how the funding would be placed or the level and type Of attivity changed. The Trustees consldered that the level ol free feseNes ouired should be equivalent to between 12 and 18 monihs of the annual budget income. which equate5 to between £5.332 and £7,998. At the end of 2022123, rhe General Fund stood at £31,956. The Trustees. the￿fOre, consider thisto be adequate and have set the District's budget accordingly. Funds are trènsferable if the necessity aiises. Internatlonal Fund Since 1996 an International Fund has been established to assist Young People of Aylesbury District to attend any inlernational Scouting event either at home or abroad. It has primarlly been used to send a small number of delegates las agreed by the Distritt Executive) to each Worldjamboree, on the premise that SO% of the c05t would be met through delegate fundraising. However. this is not the sole purpose of the International Fund and any member ol the District can apply for funding by making a representation to the Oistrict Executwe, with each case determined on it5 own merits. Fundraising for the Jèmboree Is monitored bythe District ExecLrtive, who will decide how any shortfall will be met. During 2017118 the Dts5tritt Execurive Committee were tnade aware ol the decision atthe J996 District AGM that 26% 91 the District Membership fee would be placed into the International Fund annuallv. Despite not knowing this the Committee had generèlly on an annual ba515 allocated money from the General Fund into the Internatlonal Fund. The Comrnittee revisited the 1996 decision and agreed a fixed pèrcentage uplift each year to the InteTnational Fund was both restrictive and unsustainable. as it is dependent on the accounts maklng a surplus eaih year. To er15UTe availabillty of funds for International Scouting activities (home and abroad) the District Executive will therefore recommend for AGM approval a Flgure to be transferred each year from the General Fund into the International Fund. being mindful of the Reserves Policy. The cost perjamboree particlpant for 2023 is £3.1751£12,700 in totall with the majority of these costs being paid during 2022123 and the remainder in 2023124. Therefore, a transfer of £3,000 is proposed Irom the General Fund into the Internatiorial Fund besng the same as last yeals. It is antiCi￿ted that participants, as a collective, fundwaise 50% of rhe costs. As at the end of March 2023 over £8K had been fundraised, with more expected in 2023124. Developmentand 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 Ayle5bury District, or to 5UPPDrt significant unforeseen lemergenryl expenditure. Thls includes setting up new Groups or expanding existing ones. In recent yea*s there has been nts emergency spend from the fund, instead being used. for e¥ampSe, to assist the S￿￿p of the Kingsbrook Scour Group and a Squirrel Dray at the 3rd Aylesbury during 2022123. Use of the Development and Emergency Fund will be at the dikretion of the District Executive and its use ¥eported to each AGM. As with the Internatlonal Fund, any tiansfer of fund5 from the General Fund into this fund will be subject to approval at the AGM. being mindful of the Reserves Policy. Respon51blllties of the Trustee5 The Trustees ale reguired to prepare financial statements for eaih financial year, which eive a true and fair view of the state of affalts of the Scout Council as at the balance sheet date, and of its Sncoming resources and application of resouices, Including income and expenditure, for the financial year. In preparing these financial statetnents the Trustee5 should.. Folpow best praitice and select suFtable accounting policies and then apply them consi5tentFy. Make judgements and estimates that are reasonable and prudent; and Prepare financial statement5 on thegoing concern basi5 unles5 It is inappropriate to assume that the Scout Council will conrinue on that basis. The Trustees are responsible for maintaining proper accountln8 records, which disclose with reasonable accuracy at any time the fJnanEial position of the Scout Council and to enable them to ensure that the rinancial statements meet the requilements of the Charity Commission. The Trustees ale also responsible for safeguardingthe assets of the Scout Council and hence for taking reasonable steps for the PTevention and det￿tIOn of fr&ud and other irregularities. Scruilneer Mr. Anthony Richardson has again been 8ood enough to take on the role for thls year. Meetlngs The full Trustee Board met 5 times during the yearexcluding the AGM (Junloct 2022, Jan/Mar/May 20231 The Finance subcommittee met twice. The Appointments Sub Commlttee met as required and recommended the appointment of several new Leader5. Member5 of the Distrirt Trustee Board attended the GSL IChairman'5 Meetin8s on all occaslons. Members of the Trustee Board have attended Group and County meet¢ngs. The followlng Issues were covered durinzthe year.. The formulation and approval ol the District budget and the annual levy on Groups. The approval and monltoring of various expenditures. The approval of the investment policy for District lund5. Approvin8 and actinB on the recommendations of the various Sub Commlttee5. Admtnistrating and recording the appointment of adult5 Wlthin the District. mo￿ltoring the rnanagement. development, and the administration ol the Group5 in the Distiict. The ongoing monitoring ol buildings management, Health and Safety and Insurance of buildings and property. Monitoring the management of rhe Explorer Scout Sertion. Attendance at activitie5 and meeiinBS as reouired by the County Scout Council. Future Plans Include: All ol the above and- Continued support of adFninistrators withtn the District and the Groups. Asslsting as required with the development of the Explorer Scout Section. Worklng towards ensuring a Scouting presence In the new developments in the town. Proactive adult re/ Matrix ESU FINANCIAL STA TEMEMT AS A T 31 MARCH 2023 Riceipts *rE Pttymentg ete 5524.50 .JQB&50 ilÈThF*rahipSthi¢o.￿nrt I￿R93 l3Q6847 9561 Otktr Vd*￿t¢ry E¢( E%Epw¢fii/SLW Ol￿rIot 831( T• TQTALPAV NT$F￿ ThEVEAR 119147] t5 fc¢t T￿￿P*￿nISfVthÉY¢ ITéO JJ 3521264 5CWTINEER STATFMETrIT I ￿￿￿tI￿￿ed conlirthyheyore irtirwdoNcewith therecards 202J 16 AYLESBURY DISTRICT SCOUT ACTIVE SUPPORT Incom & Expenditur8 Account for the yearènded 31st Mareh 2023 INCOME QtienteeTlnE scDonations o.oo TOTPIINCOME SAS Nuhts 120.70 0.0 TOTPIEXPENDITURE 120.70 IUS•XPBndlurn overliGo -120.70 8aL4nc4 at Isl Aprf 2022 117009 -120 70 1049.39 WeupastD11ow5 8t 31slMath 2023 UnrAgsgnt¢d Ch¢qug$ ptU$ ¢86h 41 bènd 104D.51 o.oo 1049 39 I cert1fythattheEeacc￿nt51t01￿[U￿fQplQsenlatlon0IlhPbo0*5O1Ayl8Sbury5c0U￿Siau￿At1lVe Support as at31sl 2023 Jean￿wI￿-T￿rer I havÈeK*hin￿thlseaC¢tsL￿tSa￿JtOh￿l￿thtyare1rtx¢o11antÈ￿ththÈbOo￿S4lAvl¥￿Ury 5ityrtktivÈ5uppvrt 17