## Trustees' Annual Report ## For the period From (start date) **0 1 0 4 2 3** to end date **3 1 0 3 2 4 Section A Reference and administration details** ## **Section A** Charity name ## **East Dorset District Scout Council** Other names the charity is known by Registered charity number HQ registration number Charity’s principal address |3|0|1|2|3|0|||||||| |---|---|---|---|---|---|---|---|---|---|---|---|---| |||||||||||||| |1|0|0|0|1|3|2|0|||||| |||||||||||||| |35|Davids Lane|||||||||||| |Ringwood||||||||||||| |||||||||||||| ||||Postcode|||B|H|2|4|2|A|W| Names of the charity trustees who manage the charity |1
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12|**Trustee Name**|**Office (if any)**|**Dates acted if not for**
**whole year**| |---|---|---|---| ||Derek Burt|Chair|01/04/2023 - 21/09/2023| ||John Curtis|Chair|21/09/2023 - 31/03/2024| ||LindsayCass|Treasurer|| ||MelissaPoore|Secretary|01/04/2023 - 30/06/2023| ||ClaireMitchell|LeadVolunteer|| ||Trevor Middleton||| ||Robert Easton||| ||Richard Micklefield||| ||Sheenagh Bradford||| ||Jonathan Wragg||| ||Judith Finney||| ||Danny Cordell||| Page 1 of 5 |**Section B**|**Structure, governance and management**| |---|---| |Description of the charity’s trusts
Additional governance issues
Trustee selection methods
How the charity is constituted
Type of governing document|| ||The District's governing documents are those of the 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.| ||| ||The District is a trust established under its rules which are
common to all Scouts.| ||| ||The Trustees are appointed in accordance with the Policy,
Organisation and Rules of The Scout Association.| ||| ||The District is managed by the District Trustee Board, the
members of which are the ‘Charity Trustees’ of the Scout
District 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 8
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 District 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.| Page 2 of 5 ## **Risk and Internal Control** The District Trustee Board has identified the major risks to which they believe the District is exposed, these have been reviewed and systems have been established to mitigate against them. The main areas of concern that have been identified are: 1. Pandemic Coronavirus The District would follow the guidance issued by The Scout Association in relation to faceto-face Scouting, encourage appropriate online Scouting activities and seek financial support from national and local govdernment. 2. Damage to the building, property and equipment. The District would request the use of buildings, property and equipment from neighbouring organisations such as the church, community centre and other Scout Districts. Similar reciprocal arrangements exist with these organisations. The District has sufficient buildings and contents insurance in place to mitigate against permanent loss. 3. Injury to leaders, helpers, supporters and members. The District through the membership fees contributes to the Scout Association's national accident insurance policy. Risk Assessments are undertaken before all activities. 4. Reduced income from fund raising. The District is primarily reliant upon income from subscriptions and fundraising. The District holds a reserve to ensure the continuity of activities should there be a major reduction in income. The Board could raise the value of subscriptions to increase the income to the District, either temporarily or permanently. 5. Reduction or loss of volunteers. The District is totally reliant upon volunteers to run and administer the activities of the District. If there was a reduction in the number of leaders to an unacceptable level in a particular section or the District as a whole then there would have to be a contraction, consolidation or closure of a section. The District has promoted the 'Grow Your Group' initiative to promote the recruitment of volunteers. 6. Reduction or loss of members. The District promotes and provides activities for all young people aged 4 to 18. If there was a reduction in membership in a particular section then there would have to be a contraction, consolidation or closure of a section. Page 3 of 5 |**Section C**|**Objectives and activities**| |---|---| |Summary of the objects of the charity set
out in its governing document
Summary of the main activities in relation
to these objects
Public benefit statement|**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.| ||| ||See Annual Review (attached as Appendix 1)| ||| ||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.| ||| |**Section D**|**Achievements and performance**| |Summary of the main achievements of the
charity during the year|| ||See Annual Review (attached as Appendix 1)| Page 4 of 5 |**Section E**|**Financial Review**| |---|---| |Statement of the charity’s policy on
reserves
Further financial review details|| ||The District held reserves of approximately £66,000 against
this at year end. This is significantly above the level required
for operating expenses. However this can be explained by the
anticipated need to fund future projects such as a District
store, camp site and supporting international events. Included
in the reserves are restricted funds relating to a 1986 bequest
(£33,035) and earmarked funds for international development
(£7,145), and for the Colborne ESU (£350) if it is re-opened.
**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 Ditrict Trustee
Board considers that the District should hold a sum equivalent
to six months running costs, circa £3,000.| ||| ||The District does not have sufficient funds to invest in longer
term investments. The District Trustee Board has therefore
adopted a risk averse strategy to the investment of its funds.
All funds are held in cash using only mainstream banks or
building societies with rererves held in an interest paying
account.
**Investment Policy**| ||| |**Section F**|**Other Information**| |Plans for future periods|| ||See Annual Review (attached as Appendix 1)| ||| |**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)
Date
Position|**John Curtis**|**L H Cass**| |---|---|---| |||| ||John Curtis|Lindsay Cass| |||| ||Chair|Treasurer| ||16th August 2024|| ||16th August 2024|| Page 5 of 5 ## **East Dorset District Scout Council** ## **Accounts for the period 1 April 2023 to 31 March 2024 Independantly Examined** |**Expenditure, £**
**Income, £** Notes
Opening Balance on 1 April 2023
92,145.64
Membership fees from Groups and ESUs
2021 fees
2022 fees
2023 fees
701.00
2024 fees
40,545.00
2023 Spanish Trip income from participants
18,976.00
Refund of expenditure on District Camp 2023 from Scout Activities a/c
2,319.94
1
Bank interest
1,483.55
Refund of expenditure on Patrol Leaders weekend from Activities a/c
462.00
2
Refund of expenditure on 2024 Sixers weekend from Cub a/c
650.95
3
Refund of expenditure on Beaver Scout weekend from Activities a/c
224.78
4
Refund of 2022 District Camp deposits from Scout Activities a/c
Scout Activities transactions
Transfer from Barclays Scout Activities a/c
1st Heatherlands
Beaver Scout Christmas Party
**Total Income**
**65,363.22**
Membership fees paid to HQ/DCSC
36,294.00
2023 Spanish Trip
36,813.21
5
District Team expenses
3,837.88
District Camp 2023 expenditure on Equals debit card
2,319.94
6
Hire of storage container for District equipment
1,760.00
7
Equipment Insurance
1,067.73
Transfer of funds to new Scout Activities Lloyds a/c
713.39
8
Cub Scout 2024 Sixers weekend expenditure on Equals ca
650.95
9
1st Heatherlands
550.00
10
Generator
488.97
11
Patrol Leaders weekend expenditure on Equals debit card
453.01
12
Motion Picture Licensing
395.82
13
Transfer of surplus from 2023 Sixers weekend to Cub a/c
380.72
14
Administration
259.00
15
Beaver Scout weekend expenditure on Equals debit card
224.78
16
First Aid kits
240.50
Wimborne St Giles camp site
119.19
17
Bank charges
60.00
Grant to participants on 2023 Spanish Trip
30.00
18
Presentaion evening
4.82
Marquee hire for 2022 District Camp
Beaver Scout Christmas Party
Grant to Scout Network
**Total Expenditure**
**86,663.91**
**Closing Balance on 31 March 2024**
**70,844.95**
Made up from:
A CAF Gold account
65,930.92
CafCash account
4,509.16
Equals FX account and card
404.87
19
70,844.95
A
Includes Restricted funds totalling £40,531.78 for:
- Violet May Abbot bequest (£33,035.75)
- International Fund (£7,145.40)
**2023/24**||2022/23
68,435
470
3,000
41,769
36,920
448
665
3,254
1,271
834
550
274| |---|---|---| |||89,455
36,828
19,291
2,217
1,392
966
284
360
235
84
72
2,160
240
1,144
274
200| |||61,572| |||96,318
66,857
25,098
190| |||92,146| - Colborne ESU (£350.63) 1 ## **Notes to the 2023/24 accounts** _During 2023/24 the District completed the process of moving most of its banking onto the Lloyds Bank online banking platform._ _The Equals FX card (see note 19) set up in February 2023 has been used for purchases related to the Spanish trip, District Camp, Sixers, Patrol Leaders and Beaver weekends, which were processed through the District's main CAF Bank account. This is refered to in notes 5, 6, 9, 12, and 16 below_ - This relates to the transfer of funds from the Scouts Activities account to the District's main CAF Bank - 1 account for expenditure on the Equals debit card for the 2023 District Camp This relates to the transfer of funds from the Scouts Activities account to the District's main CAF Bank - 2 account for expenditure on the Equals debit card for the Patrol Leaders weekend This relates to the transfer of funds from the Scouts Activities account to the District's main CAF Bank - 3 account for expenditure on the Equals debit card for the 2024 Sixers weekend This relates to the transfer of funds from the Scouts Activities account to the District's main CAF Bank - 4 account for expenditure on the Equals debit card for the Beaver Scout weekend This relates to the final payment to School Travel Co (£34,768.32) and supplies/equipment purchased - 5 using the Equals debit card for the 73 person trip to Spain in August 2023 - 6 This relates to the expenditure on the Equals debit card on the 2023 District Camp - 7 This relates to cost of hiring a container from May 23 for the storage of the District's equipment This is the transfer of Scout Activities funds to the new Lloyds account that were held in the District's - 8 main CAF Bank account since the previous Barclays account was closed - 9 This relates to the expenditure on the Equals debit card on the 2024 Sixers weekend - 10 This relates to the transfer of funds to the 1st Heatherlands bank account 11 This is expenditure on the purchase of a mobile generator, fuel can and oil for use at District events 12 This relates to the expenditure on the Equals debit card on the Patrol Leaders weekend 13 This is the cost of the licence that permits District and Groups to play motion pictures at their meetings 14[This is the surplus generated by the 2023 Sixer weekend held in the main CAF Bank account being ] transferred to the Cub Scout Lloyds Bank account - 15[This relates to the cost of hosting the District's website and hall hire for a Transformation briefing session ] for Leaders - 16 This relates to the expenditure on the Equals debit card on the Beaver Scout weekend 17 This relates to rent and water charges for the District camp site at Wimborne St Giles - 18 This relates to a £30 grant to support an additional person attending the Spanish Trip in August 2023 The Equals FX account gives the District Commissioner access to funds using a ‘top-up’ debit card, rather - 19 than using her own money and claiming it back from the District. The total value of transactions was £4,105.11 ## **East Dorset District Scout Council Accounts for the period 1 April 2023 to 31 March 2024 Independantly Examined** ## **District funds not administered by the District Treasurer** ||**31/03/2023**|**31/03/2023**||||**01/04/2023 - 31/03/2024**|**01/04/2023 - 31/03/2024**|**01/04/2023 - 31/03/2024**||| |---|---|---|---|---|---|---|---|---|---|---| ||Stock, £|Bank
Cash
Balance,£|||Income, £|Expenditure, £|Bank
Cash
Balance 31/03/24,£||Stock
31/03/24,£|_Administered by:_| |Scout Shop|Not available|5,678.45|144.56||9,808.42|10,853.79|4,633.08|221.06|Not available|_Richard Micklefield_| |Scouts||3,929.24|35.20||0.00|0.00|3,964.44|||_Jon Wragg_| |Cubs||2,939.87|||1,655.00|675.95|3,918.92|||_Sally Palmer_| |Badges|8,746.30|2,733.54|||6,101.79|4,736.95|4,098.38||8,294.31|_Helen Lynch_| |Activities||713.39|||22,950.00|19,290.30|4,373.09|||_Andy Thornton_| |Beavers||810.97|8.72||0.00|0.00|810.97|8.72||_Sheenagh Bradford_| |Scout Network||219.07|9.00||0.00|0.00|228.07|||_Claire Mitchell_| |Explorers||642.58|||0.00|0.00|642.58|||_Claire Mitchell_| |Corfe Mullen||2,430.29|||1,838.54|1,747.64|2,521.19|||_Trevor Middleton_| |Ferndown||364.27|||0.00|0.00|364.27|||_Claire Mitchell_| |Verwood||138.80|||280.00|271.50|147.30|||_Charlie Dixon_| |Woodcutts||442.66|||1,930.06|2,081.66|291.06|||_Anthony Brown_| |1st Heatherlands||109.15|||550.00|0.00|659.15|||_Lindsay Cass_| |**Totals**||**21,152.28**|**197.48**||**45,113.81**|**39,657.79**|**26,652.50**|**229.78**||| 2 ## **Consolidated Income and Expenditure for the period 1 April 2023 to 31 March 2024** ||**Income, £**|**Expenditure, £**| |---|---|---| |Main accounts|65,363.22|86,663.91| |District funds not administered by the DT|45,113.81|39,657.79| |**Totals**|**110,477.03**|**126,321.70**| |Totals less HQ/DCSC (agency) payment|**74,183.03**|**90,027.70**| CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent ExamlnoV• Report Report to the trusteesl members of On accounts for the year ended $7 li M4(trf fa094 Charity no (if any) Set out on pages i*?. I report to the Iruslees on my examination of the accounts of the above harily I'the Trust") for the year ended Responsibilitles and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts In accordance with the requiremènts of the Charities Act 2011 1 the Act") I report In respect of my examination of the Trust's accounts carried out nder section 145 of the 2011 Act and In carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 14515llbl of the Act. I have completed my examination. I confinn that no material matters have come lo my attention ') in connectiors with the examination which gives me ¢ause to believe that in. any material respect.. accounting records were not kept in accordance wilh section 130 of the Act or the accounts do not accord with the accounting records I have no concems and have come across no other matters in connection with the examination to which allenlion should be drawn in order to enable a proper understanding of the accounts lo be reached. Please deletg the words in the brackets if they do nol apply. Date: Independent examiner's Statement Signed: Name: Relevant professlonal gualificationls) or body {If any): Addrèss: (f e4eb IiQ&7 &la) a)sZ IER October 2018