## **Ely District Scout Council**
## **Trustees Annual Report**
## **For the Year from 1[st] January to 31[st] December 2022**
## **Section A Reference and Administration Information**
Charity Name Ely District Scout Council Other names the charity is known by Ely & District Scouts Charity Commission registered number 301094 Scout Association Registration number 10001387 Charity’s principal address 1 Hardwicke Close Littleport Ely CB6 1JB
## **Names of the Trustees who Manage the Charity**
|**Trustee Name**|**Office**|**Dates acted if not for wholeyear**|
|---|---|---|
|Alexander Rayner|District Chair||
|Graham Smith|District Commissioner||
|Emma Rayner|District Secretary||
|Ian Weatherall|District Treasurer||
|Bob Groom|District Explorer Scout Commissioner||
||District Scout Network Commissioner||
|Mark Bell|District Explorer Scout Commissioner||
|Abbie Wells|District Youth Commissioner||
|Darrell Gardiner|District Executive Member(Nominated)||
|Adam Thorpe|District Executive Member(Nominated)||
|Thomas Gardiner|District Executive Member(Nominated)|23rdJanuary– 31stDecember|
|Stuart Cree|District Executive Member(Elected)||
|Katherine Bond|District Executive Member(Elected)||
|Paul Bean|District Executive Member(Co-opted)|1stJanuary– 16thMay|
|Elaine Chamberlain|District Executive Member(Co-opted)||
|Louise Smith|District Executive Member(Co-opted)||
|John Wells|District Executive Member(Co-opted)||
## **Names & Addresses of Advisers**
|**Type of Adviser**|**Name**|**Address**|
|---|---|---|
|Independent Examiner|Victoria Cooper of Red Shoes
Accounting Services|Unit 14
E-Space North
181 Wisbech Road
Littleport
ElyCB6 1RA|
Trustees Annual Report 2022
Ely District Scout Council
Page 1 of 5
**Section B Structure, Governance & Management**
## **Description of the Charity’s Trusts**
## **Type of Governing Document**
The District's governing documents are those of The Scout Association. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the Association and The Policy, Organisation and Rules of The Scout Association (POR}.
## **How the Charity is Constituted**
The District is a trust established under its rules which are common to all Scouts.
## **Trustee Selection Methods**
The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association.
## **Additional Governance Issues**
## **The District Scout Council**
Ely Scout District is a constituent part of Cambridgeshire Scout County, which itself is a part of the United Kingdom Scout Association. The District Scout Council is the electoral body that supports Scouting in the District. It is the body to which the District Executive Committee is accountable. Ely District Scout Council is governed by the rules contained in the Policy, Organisation and Rules of The Scout Association (POR).
## **The District Executive Committee**
The Executive Committee exists to support the District Commissioner in meeting the responsibilities of their appointment.
Members of the Executive Committee must act collectively as charity Trustees of the Scout District, and in the best interests of its members to:
- Comply with POR.
- Protect and maintain any property and equipment owned by and/or used by the District.
- Manage the District finances in accordance with Rules 4.59-4.66 of POR.
- Provide insurance for people, property and equipment.
- Provide sufficient resources for Scouting to operate. This includes, but is not limited to, supporting recruitment, other adult support, and fundraising activities. Fundraising will be in accordance with Rules 4.67-4.73 of POR.
- Promote and support the development of Scouting in the local area.
- Manage and implement the Safety Policy locally.
- Ensure that a positive image of Scouting exists in the local community.
- Appoint and manage the operation of any sub-Committees, including appointing a Chair to lead each subCommittee. See paragraph 4 below for additional requirements for sub-Committees.
- Ensure that Young People are meaningfully involved in decision making at all levels within the District. All elected and constitutional bodies within the District should have, as full voting members, at least two young people between the age of 18 and 25 years old.
- Manage the opening, closure and amalgamation of Groups, Explorer Scout Units, Scout Network and Scout Active Support Units in the District as necessary.
- Appoint and manage the operation of an Appointments Advisory Committee, including appointing an Appointments Committee Chair to lead it. See paragraph 6 below for additional requirements for the District Appointments Advisory Committee.
- Supervise the administration of Groups, particularly in relation to finance and the trusteeship of property.
## **Risk & Internal Control**
## **Major Risks**
The District Executive Committee has identified the major risks to which they believe the District is exposed. These have been reviewed and systems have been established to mitigate them.
The main areas of concern that have been identified are:
- Injury to Leaders, Helpers, Supporters or Members.
- Reduced Income from Fund Raising.
- Reduction or Loss of Volunteers.
- Maladministration.
Page 2 of 5
Trustees Annual Report 2022
Ely District Scout Council
## **Section B**
## **Structure, Governance & Management**
## **Injury to Leaders, Helpers, Supporters or Members**
The District, through the membership fees payable to the County, contributes to the Scout Association’s national accident insurance policy. Risk Assessments are undertaken before all activities are undertaken.
## **Reduced Income from Fund Raising**
The District is primarily reliant upon income from membership fees and fundraising. The District does hold a reserve to ensure the continuity of activities should there be a major reduction in income. The Executive
Committee could raise the value of membership fees to increase the income to the District on an ongoing basis, either temporarily or permanently.
## **Reduction or Loss of Volunteers**
The District is totally reliant upon volunteers to run and administer the activities of the District.
## **Maladministration**
The District has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss. These include two signatories for all payments and insurance policies to ensure that insurable risks are covered. Regular meetings of the Executive committee are held at which updates on finances and administration are provided.
## **Section C**
## **Objectives & Activities**
## **Summary of the Objects of the Charity Set Out in its Governing Document**
## **The Purpose of Scouting**
Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society.
## **The Values of Scouting**
As Scouts we are guided by these values:
**Integrity** - We act with integrity; we are honest, trustworthy and loyal.
**Respect** - We have self-respect and respect for others.
**Care** - We support others and take care of the world in which we live.
**Belief** - We explore our faiths, beliefs and attitudes.
**Co-operation** - We make a positive difference; we co-operate with others and make friends.
## **The Scout Method**
Scouting takes place when young people, in partnership with adults, work together based on the values of Scouting and:
- enjoy what they are doing and have fun
- take part in activities indoors and outdoors
- learn by doing
- share in spiritual reflection
- take responsibility and make choices
- undertake new and challenging activities
- make and live by their Promise.
## **Summary of the Main Activities in Relation to These Objectives**
The District arranges large scale events during the course of the year containing a wide range of activities across all the programme zones of the Scouting programme, to add value to the smaller events organised by Groups.
## **Public Benefit Statement**
The District meets the Charity Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or community development headings.
Page 3 of 5
Trustees Annual Report 2022
Ely District Scout Council
## **Section D**
## **Achievements & Performance**
## **Summary of the Main Achievements of the Charity During the Year**
An extraordinary year with the loss of our Queen, the only Monarch that any of us remember and new beginnings with the new King Charles.
With the return to ‘Normal’ we all enjoyed doing the things we do best:
## _**We camped We had expeditions We had section nights We had visits and adventures We had fun**_
Our membership numbers have started to recover, after experiencing some adult member shortages.
The District Team appreciate how hard every volunteer, helper and parent/carer has been working to maintain the excellent standard of Scouting within every Group and Ely District over the last couple of years.
As a District, we must ensure that we are able to respond in a timely and effective way to changing situations and we will continue to support and improve the delivery of Scouting within the District, supporting our Group Scout Leaders to deliver their roles effectively and efficiently and we plan to do this by:
- Continuing implementation of the District Development Plan.
- Community events, such as Armed Forces Day, Aquafest and Ely Fireworks.
- Squirrels! – Work continues to create new sections for 4 and 5 year olds.
- Updating the District Website, bringing it more ‘on-brand’.
- Continue supporting face-to-face scouting for all sections across the District.
- Encouraging a supportive team culture, we are all there to help each other.
- Celebrating our successes.
For all our adult volunteers we thank you for all the time you give to support our members develop their “skills for life” and for all our youth members we thank you for making Scouting inclusive and supportive.
The last couple of years have been challenging year for us all and not what we expected, but one from which we will all look back on how we adapted and kept Scouting going despite all the odds and so a HUGE WELL DONE AND THANK YOU TEAM ELY!
Graham Smith District Commissioner
Trustees Annual Report 2022
Ely District Scout Council
Page 4 of 5
**Section E**
## **Financial Review**
## **Reserves Policy**
The District's policy on reserves is to hold sufficient resources to continue the charitable activities of the District should income and fundraising activities fall short. The District Executive Committee considers that the District should hold a sum equivalent to at least 12 months running costs, circa £9,000.
The District held reserves of £9,000 against this at year end.
## **Investment Policy**
The District's Income and Expenditure is very small and, as a consequence, does not have sufficient funds to invest in longer-term investments such as stocks and shares. The District has therefore adopted a low-risk strategy to the investment of its funds. All funds are held in cash using only mainstream banks or CAF Bank.
The District Executive regularly monitors the levels of bank balances and the interest rates received to ensure the group obtains maximum value and income from its banking arrangements. Occasionally this may involve using an account that requires a period of notice before funds may be withdrawn, before doing so the District Executive considers the cash flow requirements.
## **Section F Other Optional Information**
None.
## **Section G**
## **Declaration**
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
|Signature(s)
Full Name(s)
Position
Date|||
|---|---|---|
||||
||**Alexander Rayner**|**Graham Smith**|
||||
||**District Chair**|**District Commissioner**|
||2ndOctober 2023||
||2ndOctober 2023||
Trustees Annual Report 2022
Ely District Scout Council
Page 5 of 5
## **ELY DISTRICT SCOUT COUNCIL**
## **STATEMENT OF ACCOUNTS FOR THE YEAR ENDED 31ST DECEMBER 2022**
|**RECEIPTS AND PAYMENTS ACCOUNT**|**Receipts**
**Payments**
**Balance**
**General**
**Restricted**
**2022**
**2022**
**2022**
**Funds**
**Funds**|**Receipts**
**Payments**
**Balance**
**General**
**Restricted**
**2022**
**2022**
**2022**
**Funds**
**Funds**|
|---|---|---|
|**RECEIPTS**|||
|Charitable Activities
Donations Received
Grants Received
Fundraising (Gross)
Investment Income
Asset & Investment Sales
Receipts not countingas District Income|£29,158.59
£350.00
-
£537.55
£103.55
-
£5,024.90|-
£29,158.59
£10,267.12
£18,891.47
-
£350.00
£350.00
-
-
-
-
-
-
£537.55
£537.55
-
-
£103.55
£103.55
-
-
-
-
-
-
£5,024.90
-
£5,024.90|
|**Total Receipts**|**£35,174.59**|**-**
**£35,174.59**
**£11,258.22**
**£23,916.37**|
|**PAYMENTS**|||
|Charitable Activities
Donations Made
Grants Made
Fundraising Expenses
Asset & Investment Purchases
Payments not countingas District Payments|-
-
-
-
-
-|£30,036.42
(£30,036.42)
(£11,144.95)
(£18,891.47)
£110.00
(£110.00)
(£110.00)
-
-
-
-
-
£453.49
(£453.49)
(£453.49)
-
-
-
-
-
£2,815.14
(£2,815.14)
-
(£2,815.14)|
|**Total Payments**|**-**|**£33,415.05**
**(£33,415.05)**
**(£11,708.44)**
**(£21,706.61)**|
|**BALANCE**|||
|**Net Income Before Transfers**
Gross Transfers between Funds|**£35,174.59**
**£33,415.05**
**£1,759.54**
**(£450.22)**
**£2,209.76**
**-**
**-**
**-**
-
-||
|**Net Income for the Year**
Fund Balances at 1st January|**£35,174.59**
**£33,415.05**
**£1,759.54**
**(£450.22)**
**£2,209.76**
£31,437.69
-
£31,437.69
£27,178.01
£4,259.68||
|**Fund Balances at 31st December**|**£33,197.23**
**-**
**£33,197.23**
**£26,727.79**
**£6,469.44**||
|**STATEMENT OF ASSETS & LIABILITIES**||**Payments**|**Balance**|**General**|**Restricted**|**_See_**|**Balance**|
|---|---|---|---|---|---|---|---|
||**2022**|**2022**|**2022**|**Funds**|**Funds**|**_Note_**|**2021**|
|**ASSETS**||||||||
|Cash at Bank and in Hand|£33,197.23|-|£33,197.23|£26,727.79|£6,469.44|_4_|£31,437.69|
|Other Monetary Assets|-|-|-|-|-||-|
|Investment Assets|-|-|-|-|-||-|
|Non-Monetary Assets|-|-|-|-|-||-|
|Stock Value(Badges)|£428.74|-|£428.74|£428.74|-|_5_|£369.07|
|**Total Assets**|**£33,625.97**|**-**|**£33,625.97**|**£27,156.53**|**£6,469.44**||**£31,806.76**|
|**LIABILITIES**||||||||
|Scrutineer's Fee Due|-|-|-|-|-||-|
|Other|-|-|-|-|-||-|
|**Total Liabilities**|**-**|**-**|**-**|**-**|**-**||**-**|
|||||||||
|**NET OF ASSETS OVER LIABILITIES**|**£33,625.97**|**-**|**£33,625.97**|**£27,156.53**|**£6,469.44**||**£31,806.76**|
This Statement of Accounts was approved by the Trustees on 20th March 2023
Signed on the Trustees' behalf by:
Alex Rayner District Chair
Ian Weatherall District Treasurer
## **ELY DISTRICT SCOUT COUNCIL**
## **STATEMENT OF ACCOUNTS FOR THE YEAR ENDED 31ST DECEMBER 2022**
||||**Balance**
**2021**|
|---|---|---|---|
||||£14,700.00
(£14,700.00)|
||||-
£1,626.74
(£205.00)
(£192.00)
(£233.94)
(£205.22)
-
(£50.00)
(£202.82)
(£758.77)
£100.95
(£2,700.00)|
||||**(£2,820.06)**|
||||-|
||||-|
||||-
£304.62|
||||**£304.62**|
||||£1.82|
||||£893.68|
|Various External Items|£5,024.90
£2,815.14
£2,209.76
-
£2,209.76|||
|||||
|**NET INCOME BEFORE TRANSFERS**|**£35,174.59**
**£33,415.05**
**£1,759.54**
**(£450.22)**
£2,209.76||**(£1,619.94)**|
||**£35,174.59**
**£33,415.05**
**£1,759.54**
**(£450.22)**
**£2,209.76**
-
-
-
-
-
**£35,174.59**
**£33,415.05**
**£1,759.54**
**(£450.22)**
**£2,209.76**
**£13,970.32**
**£0.00**
£13,970.32
£13,970.32
-
**£16,976.35**
**£0.00**
£16,976.35
£12,716.67
£4,259.68
**£491.02**
**£0.00**
£491.02
£491.02
-
**£31,437.69**
**£27,178.01**
£4,259.68
**£5,841.36**
**£0.00**
£5,841.36
£5,841.36
-
**£26,818.32**
**£0.00**
£26,818.32
£20,348.88
£6,469.44
**£537.55**
**£0.00**
£537.55
£537.55
-
**£33,197.23**
**£26,727.79**
£6,469.44
£369.07
£0.00
£369.07
£369.07
-
£446.07
£0.00
£446.07
£446.07
-
-£386.40
£0.00
(£386.40)
(£386.40)
-
**£428.74**
**£0.00**
**£428.74**
**£428.74**
**-**||**(£1,619.94)**
-|
||||**(£1,619.94)**|
||||£13,818.26
£19,239.37
-|
||||**£33,057.63**|
||||£13,970.32
£16,976.35
£491.02|
||||**£31,437.69**|
|||||
||||£484.50
£534.80
(£650.23)|
|Stock at Start of Year
Purchases
Sales & Depreciation|£369.07
£0.00
£369.07
£369.07
-
£446.07
£0.00
£446.07
£446.07
-
-£386.40
£0.00
(£386.40)
(£386.40)
-|||
|**STOCK VALUE AT 31st DECEMBER**|**£428.74**
**£0.00**
**£428.74**
**£428.74**
**-**||**£369.07**|
District Accounts 2022v1231.xslx
District SoA 22v21
Page 2
## **Scrutineer's Report to the Trustees of the Ely District Scout Council**
I report on the accounts of the Group/District for the year ended 31 December 2022
## Respective responsibilities of Trustees and Scrutineer
As the District's trustees you are responsible for the preparation of the accounts; you consider that neither the audit nor independent examination requirements of the Charities Act 2011 apply. It is my responsibility without carrying out an audit or independent examination to scrutinise the accounts and to report to you.
## Basis of Scrutineer's Statement
In accordance with the directions given in the Group's/District's constitution, I have scrutinised the records and the accounts set out on pages 1 to 9.
## Scrutineer's Statement
In my opinion the accounts are in accordance with the records produced to me and comply with the constitution.
Name: Victoria Cooper
Address: Unit 7 E-space North, 181 Wisbech Road Littleport Cambridgeshire CB6 1RA
Date: 12 October 2023