## **Ely District Scout Council**
## **Trustees Annual Report**
## **For the Year from 1[st] January to 31[st] December 2023**
**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|1stJanuary-14thNovember|
|Ian Weatherall|District Treasurer||
|HarryWakeling|District Scout Network Commissioner|14thNovember-31stDecember|
|Mark Bell|District Explorer Scout Commissioner|1stJanuary-7thJuly|
|Paul Thorneycroft|District Explorer Scout Commissioner|8thJuly-31stDecember|
|Abbie Wells|District Youth Commissioner||
|Darrell Gardiner|District Executive Member||
|Adam Thorpe|District Executive Member||
|Thomas Gardiner|District Executive Member||
|Stuart Cree|District Executive Member||
|Katherine Bond|District Executive Member||
|Bob Groom|District Executive Member||
|Elaine Chamberlain|District Executive Member||
|Louise Smith|District Executive Member||
|John Wells|District Executive Member|1stJanuary-10thJuly|
## **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 2023
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 is managed by the District Trustee Board, the members of which are the ‘Charity Trustees’ of the Scout Group which is an educational charity. As charity trustees they are responsible for complying with legislation applicable to charities. This includes the registration, keeping proper accounts and making returns to the Charity Commission as appropriate.
The Trustee Board consists of the Chair, Treasurer and 10 Trustees (including 3 Ex Officio Trustees, and 2 coopted Trustees) and meets every 3 months.
Members of the Trustee Board complete Being a Scouts Trustee learning within the first 6 months of joining the Board.
This Group Trustee Board exists to make sure the charity is well-managed, risks are assessed and mitigated, buildings and equipment are in good working order, and everyone follows legal requirements and the organisation's policies and rules. Their support helps other volunteers run high-quality and safe programmes that gives young people skills for life.
## **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.
## **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.
Page 2 of 5
Trustees Annual Report 2023
Ely District Scout Council
**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 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.
## **Public Benefit Statement**
The Group 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 2023
Ely District Scout Council
**Section C Objectives & Activities**
## **Summary of the Main Achievements of the Charity During the Year**
## **Message from the District Lead Volunteer**
Each year I look back with nothing but pride at what we’ve achieved together as I am fortunate to see how much hard work and effort is given by our volunteers every week to ensure Scouting is delivered across Ely District. 2023 has seen a great deal of amazing opportunities for our young people and adults.
Ely Scouts recorded a 11% growth in the 2023 Census and is now almost back where we were pre-pandemic, with 527 youth membership and 133 adult members, across 9 Groups and 33 sections.
It is amazing how many years our volunteers continue to give to Scouting and 2023 saw the awarding of long service awards, totalling 215 years of service.
We also awarded 10 Awards for Merit, 10 Chief Scout Commendations and 7 Commissioner Commendations.
In May 2023, Scout volunteers from across the UK and the Commonwealth were nominated to help during the Coronation Day in London and one of our adult volunteers was invited to attend and in recognition was awarded the King’s Coronation Medal.
In August 2023, we saw Scouts from across the world attend the 25th World Scout Jamboree in South Korea. We were lucky enough to see one of our young people attend and despite the hurdles, our Scouts showed incredible adaptability whilst able to explore the cultural heritage of South Korea.
Just 2 years ago, Squirrels (section for 4-6 year-olds) was launched and we now have 4 dreys, with another one due in September 2024.
Throughout the year, our Scouts have engaged in a wide variety of activities that promote personal development, teamwork, and community service. Some of the highlights include:
- Camps: Several successful camps were run where our young people experienced outdoor skills and leadership challenges.
- Community Projects.
- Skill Development: equipping our Scouts with valuable ‘Skills for Life’.
While we have faced challenges, such as adapting to changing health guidelines and ensuring the safety of our members, we have navigated these successfully by:
- Implementing robust Health and Safety protocols.
- Ensuring ongoing support and resources for our Volunteers and members.
As we move forward with the upcoming changes from the Scout Association, we must make changes and our aims/goals include:
- Expanding our membership and reaching more young people in the community.
- Enhancing our program offerings with new and exciting activities.
- Continuing to support and develop our volunteer members.
I would like to thank all our volunteers for all that you do in supporting our young people. Scouting is a Team Game and as we continue with the transformation of our volunteering experience, I know that everyone will play their part in helping more young people gain their ‘Skills for Life’.
Yours in Scouting,
Graham Smith
Lead Volunteer, Ely District
Trustees Annual Report 2023
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) **Alexander Rayner Graham Smith** Position **District Chair District Commissioner** Date 17[th] June 2024
Trustees Annual Report 2023
Ely District Scout Council
Page 5 of 5
## **STATEMENT OF ACCOUNTS**
## **FOR THE YEAR ENDED 31ST DECEMBER 2023**
## **FOR**
## **ELY DISTRICT SCOUT COUNCIL**
**REGISTERED CHARITY NUMBER 301094**
## **ELY DISTRICT SCOUT COUNCIL**
## **STATEMENT OF ACCOUNTS FOR THE YEAR ENDED 31ST DECEMBER 2023**
## **REGISTERED CHARITY NUMBER 301094**
|**RECEIPTS AND PAYMENTS ACCOUNT**|**Receipts**
**Payments**
**Balance**
**Unrestricted**
**Restricted**
**_See_**
**Balance**
**2023**
**2023**
**2023**
**Funds**
**Funds**
**_Note_**
**2022**|**Receipts**
**Payments**
**Balance**
**Unrestricted**
**Restricted**
**_See_**
**Balance**
**2023**
**2023**
**2023**
**Funds**
**Funds**
**_Note_**
**2022**|
|---|---|---|
||£40,817.48
-
£40,817.48
£17,179.68
£23,637.80
_1a_
£631.72
-
£631.72
£631.72
-
_1b_
-
-
-
-
-
£3,909.00
-
£3,909.00
£3,909.00
-
_1d_
£533.00
-
£533.00
£533.00
-
_1e_
-
-
-
-
-
£3,259.79
-
£3,259.79
£148.72
£3,111.07
_1f_
**£49,150.99**
**-**
**£49,150.99**
**£22,402.12**
**£26,748.87**
£20,869.72
(£20,869.72)
(£20,869.72)
-
_1a_
£100.00
(£100.00)
(£100.00)
-
_1c_
-
-
-
-
£943.30
(£943.30)
(£943.30)
-
_1d_
-
-
-
-
£6,363.23
(£6,363.23)
(£148.72)
(£6,214.51)
_1f_
**-**
**£28,276.25**
**(£28,276.25)**
**(£22,061.74)**
**(£6,214.51)**||
|**RECEIPTS**|||
|Charitable Activities||£29,158.59|
|Donations Received||£350.00|
|Grants Received||-|
|Fundraising (Gross)||£537.55|
|Investment Income||£103.55|
|Asset & Investment Sales||-|
|Receipts not counting as District Income||£5,024.90|
|**Total Receipts**||**£35,174.59**|
|**PAYMENTS**
Charitable Activities|||
||||
|||(£30,036.42)|
|Donations Made||(£110.00)|
|Grants Made||-|
|Fundraising Expenses||(£453.49)|
|Asset & Investment Purchases||-|
|Payments not counting as District Payments||(£2,815.14)|
|**Total Payments**||**(£33,415.05)**|
||||
|**BALANCE**||-|
|**Net Income Before Transfers**|**£49,150.99**
**£28,276.25**
**£20,874.74**
**£340.38**
**£20,534.36**
_1g_|**£1,759.54**|
|Gross Transfers between Funds|-
-
-
**£20,874.74**
**£340.38**
**£20,534.36**
_1_
£33,197.23
£26,727.79
£6,469.44
_2_
**£54,071.97**
**-**
**£54,071.97**
**£27,068.17**
**£27,003.80**
_3_|-|
|**Net Income for the Year**||**£1,759.54**|
|Fund Balances at 1st January||£31,437.69|
|**FUND BALANCES AT 31ST DECEMBER**||**£33,197.23**|
|**STATEMENT OF ASSETS & LIABILITIES**
**Balance**
**Unrestricted**
**Restricted**
**_See_**
**Balance**
**2023**
**Funds**
**Funds**
**_Note_**
**2022**|**STATEMENT OF ASSETS & LIABILITIES**
**Balance**
**Unrestricted**
**Restricted**
**_See_**
**Balance**
**2023**
**Funds**
**Funds**
**_Note_**
**2022**|
|---|---|
|**ASSETS**
Cash at Bank and in Hand
£54,071.97
£27,068.17
£27,003.80
_4_
Other Monetary Assets
-
-
-
Investment Assets
-
-
-
Non-Monetary Assets
-
-
-
Stock Value (Badges)
£667.36
£667.36
-
_5_
**Total Assets**
**£54,739.33**
**-**
**£54,739.33**
**£27,735.53**
**£27,003.80**
**LIABILITIES**
Scrutineer's Fee Due
-
-
-
Other
-
-
-
**Total Liabilities**
**-**
**-**
**-**
**-**
**-**
**NET OF ASSETS OVER LIABILITIES**
**£54,739.33**
**-**
**£54,739.33**
**£27,735.53**
**£27,003.80**||
|||
||£33,197.23|
||-|
||-|
||-|
||£428.74|
||**£33,625.97**|
|||
|||
||-|
||-|
||**-**|
|||
||**£33,625.97**|
**This Statement of Accounts was approved by the Trustees on 3rd May, 2024**
Signed on the Trustees' behalf by:
Alex Rayner District Chair
Ian Weatherall District Treasurer
Page 2 of 4
Statement of Accounts for the Year Ended 31st December 2023
-- Ely District Scout Council
|**NOTES**
**Receipts**
**Payments**
**Balance**
**Unrestricted**
**Restricted**
**2023**
**2023**
**2023**
**Funds**
**Funds**|**Balance**
**2022**|
|---|---|
|**1) INCOME FOR THE YEAR**
**a) Charitable Activities**
**Membership Subscriptions**
Received from Groups
£27,165.50
£0.00
£27,165.50
£27,165.50
-
- Feespaid on to County& HQ
(£22,315.50)
£0.00
(£22,315.50)
(£22,315.50)
-
**Net Membership Subscriptions**
**£4,850.00**
**-**
**£4,850.00**
**£4,850.00**
**-**
**Youth Programme & Activities**
**District Explorers**
Net Membership Fees
£3,010.00
£1,218.00
£1,792.00
£1,792.00
-
Fundraising
£45.08
-
£45.08
£45.08
-
Venue Hire
-
£1,280.00
(£1,280.00)
(£1,280.00)
-
Resources
-
£532.06
(£532.06)
(£532.06)
-
Young Leaders
-
£233.22
(£233.22)
(£233.22)
-
Activities & Meetings
£626.22
£1,505.81
(£879.59)
(£879.59)
-
District Winter Camp
£495.00
£509.70
(£14.70)
(£14.70)
-
Hillwalking Weekend
£600.00
£592.31
£7.69
£7.69
-
Monopoly Run
£224.00
£446.97
(£222.97)
(£222.97)
-
Narrowboating
-
-
-
-
-
**Net District Explorers**
**£5,000.30**
**£6,318.07**
**(£1,317.77)**
**(£1,317.77)**
**-**
**District Youth Events**
Larch Hill Deposit
-
£1,617.36
(£1,617.36)
(£1,617.36)
-
District Winter Camp
£5,094.29
£3,160.30
£1,933.99
£1,933.99
-
Expedition Challenge
£330.00
£333.50
(£3.50)
(£3.50)
-
Jarman Centre Weekend
-
-
-
-
-
**Net District Youth Events**
**£5,424.29**
**£5,111.16**
**£313.13**
**£313.13**
**-**
**Net Youth Programme & Activities**
**£10,424.59**
**£11,429.23**
**(£1,004.64)**
**(£1,004.64)**
**-**
**St George's Day Event**
**-**
**£697.90**
**(£697.90)**
**(£697.90)**
**-**
**Ely Fireworks Ticket Sales for ECET**
**£23,637.80**
**-**
**£23,637.80**
**-**
**£23,637.80**
**Adult Support & Training**
Activity First Aid Course
£356.00
£521.00
(£165.00)
(£165.00)
-
Mountain Leader Training
-
£562.34
(£562.34)
(£562.34)
-
**Net Adult Support & Training**
**£356.00**
**£1,083.34**
**(£727.34)**
**(£727.34)**
**-**
**Governance Costs**
AGM
-
£75.00
(£75.00)
(£75.00)
-
Banking Costs
-
£217.86
(£217.86)
(£217.86)
-
District Equipment Insurance
-
£526.09
(£526.09)
(£526.09)
-
Non-Member PAME Insurance
-
£52.00
(£52.00)
(£52.00)
-
Trustee Expenses
-
£98.45
(£98.45)
(£98.45)
-
**Total Governance Costs**
**-**
**£969.40**
**(£969.40)**
**(£969.40)**
**-**
**Group Support**
District Badge Shop
£1,129.09
£1,194.12
(£65.03)
(£65.03)
-
MPLC Licence
-
£262.10
(£262.10)
(£262.10)
-
Occasional Badges
-
£700.00
(£700.00)
(£700.00)
-
OSM Licences
£420.00
£1,161.00
(£741.00)
(£741.00)
-
**Net Group Support**
**£1,549.09**
**£3,317.22**
**(£1,768.13)**
**(£1,768.13)**
**-**
**Resources**
Communications
-
£285.60
(£285.60)
(£285.60)
-
Equipment
-
£387.03
(£387.03)
(£387.03)
-
Storage
-
£2,700.00
(£2,700.00)
(£2,700.00)
-
**Total Resources**
**-**
**£3,372.63**
**(£3,372.63)**
**(£3,372.63)**
**-**
**Net Charitable Activities**
**£40,817.48**
**£20,869.72**
**£19,947.76**
**(£3,690.04)**
**£23,637.80**||
|||
|||
|||
|||
|||
||£22,929.00|
||(£18,711.00)|
||**£4,218.00**|
|||
|||
|||
|||
||£2,053.17|
||-|
||(£540.00)|
||(£227.11)|
||(£40.85)|
||(£840.93)|
||-|
||-|
||(£50.39)|
||£23.92|
||**£377.81**|
|||
|||
||-|
||-|
||-|
||£503.64|
||**£503.64**|
|||
||**£881.45**|
|||
||**-**|
|||
||**-**|
|||
|||
||-|
||-|
||**-**|
|||
|||
||-|
||(£162.00)|
||(£780.10)|
||(£52.00)|
||(£118.84)|
||**(£1,112.94)**|
|||
|||
||£263.05|
||(£238.06)|
||(£1,374.95)|
||-|
||**(£1,349.96)**|
|||
|||
||(£290.38)|
||(£524.00)|
||(£2,700.00)|
||**(£3,514.38)**|
|||
||**(£877.83)**|
Page 3 of 4
Statement of Accounts for the Year Ended 31st December 2023
-- Ely District Scout Council
|**NOTES**
**Receipts**
**Payments**
**Balance**
**Unrestricted**
**Restricted**
**2023**
**2023**
**2023**
**Funds**
**Funds**|**NOTES**
**Receipts**
**Payments**
**Balance**
**Unrestricted**
**Restricted**
**2023**
**2023**
**2023**
**Funds**
**Funds**|**NOTES**
**Receipts**
**Payments**
**Balance**
**Unrestricted**
**Restricted**
**2023**
**2023**
**2023**
**Funds**
**Funds**|**Balance**
**2022**|
|---|---|---|---|
|**1) INCOME FOR THE YEAR (cont.)**
**a) Net Charitable Activities**
**£40,817.48**
**£20,869.72**
**£19,947.76**
**(£3,690.04)**
**£23,637.80**
**Donations, Fundraising & Investment**
b) Donations Received for District Funds
£631.72
-
£631.72
£631.72
-
c) Donation made to RBL Poppy Appeal
£100.00
(£100.00)
(£100.00)
-
d) Fundraising Events
– Ely Fireworks Catering
£3,909.00
£554.72
£3,354.28
£3,354.28
-
– Scout Post
-
£388.58
(£388.58)
(£388.58)
-
e) Bank Interest
£533.00
-
£533.00
£533.00
-
**Net Donations, Fundraising & Investment**
**£5,073.72**
**£1,043.30**
**£4,030.42**
**£4,030.42**
**-**
**f) Receipts & Payments not counting as District Income or Payments**
Group Funds held in District Accounts
£3,111.07
£6,214.51
(£3,103.44)
-
(£3,103.44)
Sundry Items Received/Paid On
£148.72
£148.72
-
-
-
**Net Non-District Receipts & Payments**
**£3,259.79**
**£6,363.23**
**(£3,103.44)**
**-**
**(£3,103.44)**||||
|||||
|||||
||||**(£877.83)**|
|||||
|||||
||||£350.00|
||||(£110.00)|
|||||
||||-|
||||£84.06|
||||£103.55|
||||**£427.61**|
|||||
|||||
||Group Funds held in District Accounts||£2,209.76|
||Sundry Items Received/Paid On||-|
||**Net Non-District Receipts & Payments**||**£2,209.76**|
|||||
|**g) Net Income Before Transfers**||**£49,150.99**
**£28,276.25**
**£20,874.74**
**£340.38**
**£20,534.36**|**£1,759.54**|
||Gross Transfers between Funds||-|
||**NET INCOME FOR THE YEAR**||**£1,759.54**|
|||||
|**2) FUNDS AT 1st JANUARY**||||
||Current Accounts||£13,970.32|
||Deposit Accounts||£16,976.35|
||Cash in Hand||£491.02|
||**FUND BALANCES AT 1st JANUARY**||**£31,437.69**|
|||||
|**3) FUNDS AT 31st DECEMBER**||||
||Current Accounts||£5,841.36|
||Deposit Accounts||£26,818.32|
||Cash in Hand||£537.55|
||**FUND BALANCES AT 31st DECEMBER**||**£33,197.23**|
|||||
|||||
||||£11,538.76|
||||£9,000.00|
||||-|
||||£4,252.85|
||||£1,936.18|
||||-|
||||£3,366.00|
||||£3,103.44|
||||**£33,197.23**|
|||||
|||||
||||£369.07|
||||£446.07|
||||(£386.40)|
||||**£428.74**|
Statement of Accounts for the Year Ended 31st December 2023
Page 4 of 4
-- Ely District Scout Council
## **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 2023
## 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: 22 October 2024