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
Co￿peration - 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 ne￿SSary 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 rep￿sentatIOn 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 ag￿ed 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 reP￿t tD the trwtee5 on ry eXamIn￿On (rf the aCCo￿ts of the (Xstrkt SC￿¢
for the year wKled 31 March 202&
As the tharlty tnth of A￿e5￿ C*trlct Scout Coundl you are fesponsFbl• for the
eparatlon of the accwrts the requlrements of the Charitles Act 20111*he
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 A￿esbUry Dlstrlct sC￿t C￿￿j1 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

J49
Iiyn
p4
Iw
I1J￿11
aJ-lo<)aoa6
Trustees, Annual Report for the perlod 111 April 2025 to 31 ￿ March 2026
Page 14

J75
17
7)
T• dthi
R:.I
qrJocJ?016
Trustees, Annual Report for the period 1rt April 2025 to 31* March 2026
Page 15

Matrix ESU
FINANCIAL SrATEmE￿r 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 PAym￿s Fcrfl TrE YE￿4
257471S
30￿7.07
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