Scouts Aylesbury District AYLESBURY DISTRICT SCOUTCOUNCIL ANNUAL REPORT AND ACCOUNTS 2025 - 2026 To be presented to the AnnualGeneral Meeting 13 July 2026 Trustees, Annual Report for the period 111 April 2025 to 31 •1 March 2026 Page 1
AYLESBURY DISTRicf SCOUT COUNCIL Annual General Meeting Monday 13 July 2026- 7.30pm 5th Aylesbury Headquarters AGENDA Introduction and welcome Apologies for absence Governance topics a. Approve the minutes of the Annual General Meeting held on 15 September 2025 b. Adopt the model constitution from Policy, Organisation and Rules (POR) Rule 5.4. c. Note the District's financial year d. Agree the number of members that may be appointed to the Trustee Board (9) Agree the quorum for future meetings of the District Scout Council (excluding this AGM) (19) Review of the previous year The District Lead Volunteer's review of Scouts in the Aylesbury District. b. Receive and consider the Annual Report of the District Trustee Board, including the annual Statement of the Accounts for 2025/2026 Trustee appointments Appoint the Scrutineer- Mr. Anthony Richardson b. Nominate representatives of the District Scout Council to represent the District on the County Scout Council aosing remarks Trustses, Annual Report for the period 111 April 2025 to 3111 March 2026 Page 2
Minutes of the Aylesbury District AGM meeting held on Monday 15th September 2025 Held @ 5th Aylesbury Hq- 7.30pm Present Celia Riordan Chris Harper Sarah Marsh District Chair District Lead Volunteer District Treasurer Representatives of the District Trustee Board, District Team, District Scout Active Support, District Scout Network, District Explorer Scouts and the Groups were also in attendance. Welcome The Chair welcomed all the Leaders, supporters, guests, members of the County. Apologies: lain Stanley, Eris Roberson, Kelvin & Alison Leaver, Paul Sypko and the Town Mayor Cllr Nidhi Mehta Governance Topics Minutes of the Annual General Meeting held on Tuesday 29th October 2024 There were no amendments to the minutes and the Chair asked that they be accepted as a true record. The minutes approved by all present with no objections. Adoption of The Model Constitution under Rule 5.4 of POR'S In line with the recommendation from Scout Headquarters, the District Trustee Board proposes we adopt the model constitution from Chapter 5 of Policy, Organisation and Rules. This was approved by all present with no objections. Note the Financial Year Sarah confirmed the Aylesbury District Scout Council financial year runs from the 1st April to the 31st March. Agree the number of members that may be appointed to the Trustee Board. The outgoing Trustee Boards recommendation to the District Scout Council is to appoint 9 Members to the Trustee Board including Ex-officio members (DLV & DYL) This was approved by all present with no objections. Agree the quorum for future meetlngs of the District Scout Council (excluding this meeting) The outgoing Trustee Boards recommendation to the District Scout Council is the quorum be set at 19 members including Trustee Board members. This was approved by all present with no objections. Trustees, Annual Report for the period 1•t April 2025 to 3111 March 2026 Page 3
Review of the Previous Year The Distrirt Lead Volunteerfs review of Scout in Aylesbury Distrlrt. Chris highlighted his written report, he references the growth of Scouting in the District. This is testament to the dedicated leadership teams within our Scout Groups and Sections. Chris thanked everyone in the District for their time and dedication to Scouting. Approval of the Annual Report and Accounts The Chair invited Sarah Marsh to go through the Accounts who confirmed that there were no anomalies and that they had been approved by the Independent Exarniner. An overview of the Accounts was given. Sarah asked the AGM to approve the annual transfer of monies from the General Fund into the International Fund to support our Young People attending International Experiences such as the World Scout Jamboree. She also explained that an international experience includes events in the UK with an International nature. The figure being requested this year is £3000.00, the same as last year. This was approved by all present with no objections. Chris thanked Sarah for her work as District Treasurer and thanked the Scrutineer Anthony Richardson, for once again reviewing the accounts this year. The Chair commended the report to the meeting, this was approved by all present with no objections. Trustee Appointments Appointment of the District Chair Celia passed the meeting to Chris Harper. Chris explained the Celia will be stepping down to take on the role from the AGM. Chris thanked Celia for his work during his time as District Chair, Chris advised the meeting that Gordon Weston will take over the role and it was approved by all present. This was approved by all present with no objections. Appointment of the Distrirt President Chris advised the meeting that the District had not had a District President for a number of years but was delighted to advise the meeting that Christine Hales had agreed to take on the role. This was approved by all present with no objections. Appolntment of two members of the Trustee Board Chris explained the open selection process agreed by the Trustee Board. Alex Monro and Fiona McParland served the 2 Year term. No nominations had been received so Alex Monro and Fiona McParland be reappointed to the Trustee Board. This was approved by all present with no objections. Trustees, Annual Report for the period 1 It Apnl 2025 to 3111 March 2026 Page 4
Appolntment of Independent Examiner for the Distrlct Accounts Sarah Marsh proposed Mr. Anthony Richardson be appointed, once again, as the Accounts Scrutineer. This was approved by all present with no objections. Nominate RepresentatNes of the Distrirt Scout Council to the County Scout Council The Chair proposed Hilary Walker as the District representatlve to the County Scout Council. This was approved by all present with no objections. County Lead Volunteer James Williamson commented on the great work being done in Aylesbury District. The District goes from strength to strength. James thanked everyone and wished the District well in the coming year. Awards Awards were presented to: Chief Scout's Commendation for Good Service: Kate Christensen District Kyra McParland District Award for Merit: Chris Ross Fiona McParland 5th Aylesbury District Long Service Awards: Mike Wise Adrian Scott Members of the Young Leader Unit presented to the meeting the work involved working in sections in the Groups. Closing Remarks Chris, in closing the meeting, thanked everyone for attending the Annual General Meeting. Meeting closed at 20:12 Trustees, Annual Report for the period 111 April 2025 to 31•1 March 2026 Page 5
Trustees, Annual Re ort For the period: From 15tA (period start date) ri12025 To 31st March 2026 (period end date) Charity Name Aylesbury District Scout Council Charity Registration Number (If registered- leave blank If excepted chanty) HQ Registration Number 300653 S10001127 Objectives and activities Summary of the purpose and objects of the charity as set out in its governing document The objectives of the charity are as a part 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 ofthe world in which we INe Belief - We explore our faiths, beliets and attitudes Coperation - 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 Summary of the main activities in relation to the purpose and objects The Trustee Board continues to support Scouting locally and to provide funds supporting a range of activities for all of the sections within the District. We continue to provide start up grants for new sections and to support youth members taking part in intemational experiences, including the World Scout Jamboree. Statement confimiing the trustees have had regard to the guidance issued by the Charity Commission on ublic benefrt The Trustees confirm that the charity meets the Charity Commission's Public Benefit criteria under both the advancement of education and the advancement of citizenship or community development headings. Trustees, Annual Report for the period 1 April 2025 to 31 •1 March 2026 Page 6
Achlevements and perforniance Summary of the main achievements of the charity during the year identifying the difference and impact the charity's work has made, including on sustainability We have maintalned a steady recruitment of adults and young people into the District Scouts and ensured that we continue to remain relative to the local community. We are looking to expand Scouts into the new communities that are being built in and around Aylesbury and to ensure that young people locally have the opportunity to join a relevant and thriving youth activity. Flnanclal review Review position of the financial The District remains financially viable. Policy on Reserves, why they are held, and the amount of reserves The Trustees have established a policy whereby the unrestricted fvnds 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 £8,121 and £12,181. At the end of 2025126, the General FuRd stood at £47,631.64. The Trustees, therefore, consider this to be adequate and have set the District's budget accordingly. Funds are transferable if the necessity arises. Policy on Investments and investment perfonnance As the District holds no investment assets, investment performance is limited to interest received on bank balances. The Trustees consider this performance satisfactory given the Districfs low-risk investment policy. The Trustee Board regularly monitors the levels of bank balances and the interest rates received to ensure the charity obtains maximum value and income from its banking arrangements. A description of the principal risks The principal risks in the District concern Govemance and ensuring that Groups are compliant with Charity Commission requirements particularly with regard to buildings that they may hold. The District Scout Council does not own any buildings. Structure, governance and management Type of governing document The charity's governing documents are those of The Scout Association. They consist of a Royal Charter, lch in tum gives authority to the Bye Laws of the Association and The Policy Organisation and Rules (POR) of The Scout Association. How the charity is constituted The charity is a trust established under its rules which are common to all Scouts. It Is consts'tuted as an educational charity. Trustees, Annual Report for the perlod 1st April 2025 to 3111 March 2026 Page 7
Trustee selection methods The Trustees are appointed in accordance with the Policy Organisation and Rules of The Scout Association. Policies and procedures for the induction and training of trustees All Trustees complete The Scout Association trustee and mandatory leaming within the first six months of joining the Trustee Board, they also complete other Scout Association mandatory learning periodically as required. Additional governance arrangements The charity is managed by the Trustee Board, the members ofthich are the 'Charity Trustees. As charity trustees they are responsible for complying with legislation applicable to charities. This includes the registration, keeping proper (Iccounts and making retums to the Charity Commission as appropriate. The Trustee Board consists of the Chair, Treasurer and seven Trustees (including two Ex-officio Trustees) and meets six times a year. The Trustee Board exists to support the Leadership Teams in meeting the responsibilities of their appointments and in supporting them to run high-quality and safe programs that give young people skills for life. The Trustee Board maintain appropriate govemance policies and oversight. The Trustee Board is responsible for carrying out its purposes for the public benefit, complying with the charity's governing document and the law, and managing the charity's resources responsibly. The Trustee Board is responsible for ensuring the charity is well managed, risks are assessed and mitigated, buildings and equipment are in good order and everyone follows legal requirements and Scout Association Policy, Organisation & Rules. This includes responsibility for: Promoting a positive image of Scouting in the community, as well as its development; Developing, maintaining and regularly a risk register, inclucfing putting in place appropriate mitigations; Ensuring that the finances are property managed, and there are sufficient resources (and reseNes) to deliver high quality Scouting; Ensuring a system of intemal controls is in place that is designed to provide reasonable assurance against material mismanagement or loss; Ensuring that property is appropriately managed; Maintaining appropriate insurance of persons, property and equipment. Assisting in the recruitment of leaders and other adult support; Having an open and transparent selection process for the recruitment of Trustees. Appointing Advisors as required; Ensuring effective administration is in place to support the Trustee Board; Ensuring compliance with applicable governance and charity regulations, including in respect to safety and safeguarding; Ensuring incidents are appropriately reported in line with regulation and policy; Ensuring applicable policies and regulations are regularly reviewed and changes implemented as appropriate; Ensuring transparency of operations, Including in the preparation of accounts and holding and AGM. Ensuring compliance with Data Protection legislation; Trustees, Annual Report for the perlod 1rt April 2025 to 31 It March 2026 Page 8
Plans for future periods Plans for future Periods We shall continue to open sections within the existing groups and work with developers to establish Scouts in new development areas ofthe town. We shall have a focus on acquiring more adult volunteers to ensure that we can support the growth in Scouts that Aylesbury requires. Reference and administration details Principal Address clo 8 Goosen Green, Aylesbury, HP219BX Names of the charity trustees who manage the charity Gordon Weston Chris Harper Sarah Marsh Oliver Ross Kyra McParland Anders Christensen Alex Munro Jeanne Wise Fiona McParland Chris Ross Office (rf any) Dates acted rf not for whole year Chair Lead Volunteer Treasurer Ex- officio Ex- officio January 2026 - March 2026 April 2025- January 2026 10 12 Name and address of advisors of advisor Independent Examiner l Auditor Name Anthony Richardson Address Available on request Declaration The trustees declare that they have approve Signed on behalf of the charity's trustees he trustees, report above. Signature Full name ordon Weston Sarah Marsh Position held Chair Treasurer Date 11 £y ?• Trustees, Annual Report for the period 18t April 2025 to 311t March 2026 Page 9
Treasurerfs Report 2025126 The following notes accompany the 2025126 accounts: 1. During the year the District was successful in securing a £2,000 start up grant to set up a second Explorer Scout group - Matrix B. The grant was deposited into the Lloyds Deposit Account to ensure it was ringfenced and eam a higher level of interest than the Lloyds Current Account. It was coded to donationslgrants income. Expenditure using the grant can be seen under District Explorer Scout Unit. 2. Nine Explorer Scouts and four leaders are heading to Botswana in 2028 to undertske a wildlife conservation project in conjunction with a well-established company specialising in this - Projects Abroad. The cost of this expedition is expected to be no more than £5,000 per person; this price being largely based on projected costs. Fundraising is also being planned. All income and expenditure for the trip is going through the District account (under Explorer Scouts) with participants paying in monthly instalments. 3. The income received in 2025126 for the Botswana trip, £11.882, is the main contributing factor for the increase in General Fund from 2024125 to 2025126. 4. As in previous years section activities tend to be self-financing, such that income received on the whole covers, expenditure incurred. This is the sarrE for 2025126. 5. To support growth within the District two start up grants have been awarded: £750 to 11th Aylesbury Scout Group being a new Group and £250 to 1st Aylesbury Scout Group to set up their new Squirrels section. This was coded to Grant from Intemational l D&E Fund where D&E relates to the Development and Emergency fund. 6. Resources spend is made up as follows: Description New District website Cardnet joining fee (allows for payments and donations to be paid by card rather than by cash) Website domain fee Amount £276.00 £49.00 £22.07 £347.07 Total 7. Purchase of equipment relates to gazebo weights, for the gazebo bought in 2023124. 8. Miscellaneous expenses a made up as follows: Description Costs associated with the setting up of the Ilth Aylesbury Scout Group. malnly being hall hire, Group scarves and First Aid kits Gifts for our scrutineer covering two years Refreshments whilst manning a promotional stand at Friars Square Flowers for the retirlng District Chalr Amount £1,504.95 £29.75 £20.29 £16.00 £1,570.99 Total Trustees, Annual Report for the perlod 111 April 2025 to 31•t March 2026 Page 10
Fund allocation District monies are split across three funds, with the General Fund being unrestricted and the other two being self-explanatory- see table below. Fund type Year End 2025126 £46,881.64 Year End 2024/25 £34,067.24 General Fund International Fund £17,421.01 £15,074.75 Development and Emergency Fund Total £ 9,078.10 £10.078.10 £73,380.75 £59,220.09 The Intemational Fund includes a transfer of £3,000 from the General Fund as agreed at the 15 September 2025 AGM. 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 neSSary 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 £8,121 and £12,181. At the end of 2025126, the General Fund stood at £47,631.64. The Trustees, therefore, consider this to be adequate and have set the District's budget accordingly. Funds are transferable if the necessity arises. International Fund Since 1996 an Intemational Fund has been established to assist Young People of Aylesbury District to attend any intemational Scouting event either at home or abroad. It has primarily been used to send a small number of delegates (as agreed by the District Trustee Board) 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 Intemational Fund, and any member of the District can apply for funding by making a repsentatIOn to the District Trustee Board, with each case determined on its o merits. Fundraising for the Jamboree is monitored by the District Trustee Board, who will decide how any shortfall, should it arise, will be met. During 2017118 the District Executive Committee was made aware of the decision at the 1996 District AGM that 26 % of the District Membership fee would be placed into the Intemational Fund annually. Despite not knowing this the Committee had generally on an annual basis allocated money from the General Fund into the Intemational Fund. The Committee revisited the 1996 decision and aged a fixed percentage uplift each year to the International Fund as both restrictive and unsustainable, as it is dependent on the accounts making a surplus each year. To ensure availability of funds for Intemational Scouting activities (home and abroad) the District Trustee Board will therefore recommend for AGM approval a figure to be transferred each year from the General Fund into the Intemational Fund, being mindful of the Reserves Policy. The cost for the 4 Jamboree participants for the 2023 World Jamboree was £12,700. The participants were expected, collectively, to fundraise 50 % ofthe costs. They raised over £9,000 in total. Poland is to host the 26th World Scout Jamboree in 2027 and the District is sending 3 participants. In addition, District is sending 2 participants on the Bucks Grand Tour. The Grand Tour wll involve 36 Scouts from across Buckinghamshire travelling to Scandinavia and Iceland over 3 weeks taking part in outdoor and cultural activities for both trips the cost per participant is £3,190. Trustees, Annual Report for the period 1 * April 2025 to 31 Sl March 2026 Page 11
A transfer of £3,000 is proposed from the General Fund into the Intemational Fund, being the same as last years. 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. It as used in 2025126 for development in setting up a new Group (11th Aylesbury) and a new Squirrel Drey (1 st Aylesbury) Use of the Development and Emergency Fund will be at the discretion of the District Trustee Board and its use reported to each AGM. As with the Intemational 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. No transfer is proposed. Trustees, Annual Report for the period 181 April 2025 to 31st March 2026 Page 12
I rePt tD the trwtee5 on ry eXamInOn (rf the aCCots of the (Xstrkt SC¢ for the year wKled 31 March 202& As the tharlty tnth of Ae5 Ctrlct Scout Coundl you are fesponsFbl• for the eparatlon of the accwrts the requlrements of the Charitles Act 20111he under Settl 145 of the 2011 Act and In carryfr¥ out my exaMInatk I have folknwed all the applkable Dlrertlons by the Charfty Commlsslon under sectlon 14S(5)(b) of the ACL I have completed my examknatlon. I conflrm that no materlal matters hawé c(xne to my attenuon In crmnectkn wlth the ex3mlnatlon gMn8 me cause to belle that In arry materlal respectr. l. accountlng records were not kept In respect of the AesbUry Dlstrlct sCt Cj1 as requlred section 130 of the ACL. or l tr* a(xounts do not accord wlth those recordL" kh attentkn should be drawn In thls rep(yt In order to enaNe a wopef under of tt ac£ounts to be reathed. (4 Harlow CM17 9QA Trustees, Annual Report for the period 111 April 2025 to 3111 March 2026 Page 13
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Matrix ESU FINANCIAL SrATEmEr AS AT 31 MARCH 2026 4331 o.c Ga2A Gf¢ A* 149 7&93 20L76 IIWgAfj 13Q) 286&21 7x49 U41&75 23&86 30947A)7 TOTAL PAyms Fcrfl TrE YE4 257471S 307.07 25747JS 5199J2 4174S 3746an 4266&04 ri J. H15é Trustees, Annual Report for the period 1 It Aprll 2025 to 318t March 2026 Page 16