2023-03-31-accounts - Blackwater Valley District Scout Council

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Trustees' Annual Report

For the period

From (start date)	0	2e

Section A	Reference and administration details
Charity name Other names the charity is known by Registered charity number (if any) HQ registration number Charity’s principal address
	BLACKWATER VALLEY DISTRICT SCOUT COUNCIL
	3 0 2 1 0 1 10001171
	c/o Mr A Blake
	11 Wisley Gardens
	FARNBOROUGH
	Postcode	GU14 0RS

Names of the charity trustees who manage the charity

(These will be published in the annual report of the charity and the Charity Register if reporting for a Registered Charity with a charity regulator)

Trustee Name	Office (if any)	Dates acted if not for whole year
Michael Hughes	Chairman*
Andrew Blake	Secretary*
Pamela Mikulskis	Treasurer*
Colin Slatter
Emma Buckett	District Comm'r*	Until 31/12/22
Linda Moyle
Adam Spinks	Explorer Comm'r*
AndyElson		Until 29/9/22
Claire Hewitson
Rebecca Rilley	Scout ShopManager
MelodyBaxter
Ellie Williams	Youth Ambassador
Haydn Allen	Youth Comm'r*

	* ex-officio

Names and addresses of advisers (optional information but encouraged as best practice) (These will be published in the annual report of the charity)

Type of advisor Name Address

1 LT700001 (3rd December 2018)

Section B	Structure, governance and management
Description of the charity’s trusts Type of governing document (e.g. trust deed, constitution) How the charity is constituted (e.g. trust, association, company) Trustee selection methods (e.g. appointed by, elected by) Additional governance issues (optional information but encouraged as best practice) 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. The District is a trust established under 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'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.

	The District is a trust established under rules which are common to all Scouts.

	The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association.

Policies and procedures adopted for:
You may choose to include additional
information, where relevant, about:
a) the induction and training of trustees;
b) trustee' consideration of major risks
and the systems and procedures to
manage them

The District is managed by the District Trustee Boad, the members of
which are the The Trustees of the Scout District, an educational
charity. As 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 Board which meets bi-monthly consists of 5 ex-officio members,
up to 4 elected members, an equivalent number of members
nominated by the District Commissioner.
Members of the Board complete 'Essential Information for Executive
Committee' or 'Trustee Induction' training within the first 5 months of
joining the committee together with Safety, Safeguarding and GDPR
training.
This Board exists to support the District Commissioner in meeting the
responsibilities of the appointments and is responsible for:
The maintenance of district assets;
The administration of District finance;
The insurance of persons, property and equipment;
Public occasions;
Assisting in the recruitment of leaders and other adult support;
Appointing any sub committees that may be required;
Appointing District Administrators and Advisors other than those who
are elected.

2 LT700001 (3rd December 2018)

Section B Structure, governance and management (continued)	Section B Structure, governance and management (continued)
	Risk and Internal Control The 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: Damage to the building, property and equipment. The District uses buildings belonging to HCC, other scout groups and other publicly available buildings. The District has sufficient buildings, contents and public liability insurance in place to mitigate against loss. Injury to leaders, helpers, supporters and members. The District through the membership fees, payable by every youth members contribute to the Scout Associations national accident insurance policy. Additional insurance is purchased for Occasional Helpers. Risk Assessments are undertaken before all activities. Reduced income from fund raising. The District is reliant upon income from subscriptions. The District hold a healthy reserves to ensure the continuity of activities should there be a major reduction in income. The Trustees have held its subscription at the same level for several years and in 2023 reduced its levy to assist groups with increased utility costs. If found necessary the Trustees could increase its share of subscriptions to increase the income to the District, either temporarily or permanently. Reduction or loss of leaders. The District is entirely reliant upon volunteers (347 up 8.4%) 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. In the worst case scenario the complete closure of the District. The district is working with the County Growth and Development team to address current shortages to ensure correct leader to young people ratios in several groups. Reduction or loss of members. The District provides activities for all young people of all abilities aged 4 to 18 and we are pleased to report that membership has recovered with 918 young people up 9.2% year on year. During the year two Squirrel units opened for 4-6 year olds. There continues to be strong interest from the 4-8 yearold age group. Should numbers decline in any group, section or the District as whole then there would have to be a contraction, consolidation or closure of a section. In the worst case scenario the complete closure of the District. Risk and Internal Control The District has internal controls designed to provide reasonable assurance against material mismanagement or loss, these include 2 signatories for all payments, comprehensive insurance policies to ensure that insurable risks are covered. A Risk Review is carried out bi-annually as a minimum.

Section B
Structure, governance and management (continued)

Risk and Internal Control
The 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:
Damage to the building, property and equipment.
The District uses buildings belonging to HCC, other scout groups and
other publicly available buildings. The District has sufficient buildings,
contents and public liability insurance in place to mitigate against
loss.
Injury to leaders, helpers, supporters and members.
The District through the membership fees, payable by every youth
members contribute to the Scout Associations national accident
insurance policy. Additional insurance is purchased for Occasional
Helpers. Risk Assessments are undertaken before all activities.
Reduced income from fund raising.
The District is reliant upon income from subscriptions. The District
hold a healthy reserves to ensure the continuity of activities should
there be a major reduction in income. The Trustees have held its
subscription at the same level for several years and in 2023 reduced
its levy to assist groups with increased utility costs. If found
necessary the Trustees could increase its share of subscriptions to
increase the income to the District, either temporarily or permanently.
Reduction or loss of leaders.
The District is entirely reliant upon volunteers (347 up 8.4%) 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. In the worst case scenario the
complete closure of the District. The district is working with the
County Growth and Development team to address current shortages
to ensure correct leader to young people ratios in several groups.
Reduction or loss of members.
The District provides activities for all young people of all abilities
aged 4 to 18 and we are pleased to report that membership has
recovered with 918 young people up 9.2% year on year. During the
year two Squirrel units opened for 4-6 year olds. There continues to
be strong interest from the 4-8 yearold age group. Should numbers
decline in any group, section or the District as whole then there would
have to be a contraction, consolidation or closure of a section. In the
worst case scenario the complete closure of the District.
Risk and Internal Control
The District has internal controls designed to provide reasonable
assurance against material mismanagement or loss, these include 2
signatories for all payments, comprehensive insurance policies to
ensure that insurable risks are covered. A Risk Review is carried out
bi-annually as a minimum.

3 LT700001 (3rd December 2018)

4 LT70000113rd December 20181

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	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.

	The year under review saw the continued recovery from Covid Lockdown. All our 15 groups and two Explorer Units slowly recovered from lockdown and rebuilt numbers. The leadership are to be commended for their ingenuity in continuing to provide activities to their young people. The District participated in St Georges Day Parade and The Civic Thanksgiving Service for King Charles 111 The Board monitored the available grants and ensured that all eligible groups were in receipt of all relevant information to allow them to apply for grants. The Executive continued to meet regularly.

5 LT700001 (3rd December 2018)

Additional details of the objectives and activities (optional information but encouraged as best practice)

statements, where relevant, about: • policy on grant making; • contribution made by volunteers; • policy on investments. Public benefit statement Youmay chooseto include further	The Board did not operates its small grants programme, using £5,000 drawn from reserves prefering to reserve the amount to assist any hardship arisings. The programme will be reinstated for 2023-24. The maximum amount per group is limited to £1500 per group. The Board is still considered investing it's surplus reserves into safe bonds to preserve purchasing power. After investigation into likely return in 21-22 decided not to proceed. As available returns are now increasing further consideration will be given. The contribution of volunteers is never under estimated and there is a
	~~rolling programme of nominations for County and National awards to~~
	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

Section E	Financial Review
Details of any funds materially in deficit (circumstances plus steps to eliminate) Brief statement of the charity’s policy on reserves	Reserves Policy The District held reserves of approximately £80,000 at year end. This is above the level required for operating expenses. This excess is mainly the income from the sale of a property in 2004 with the funds held against the possible development of a campsite or headquarters building in the future. It is planned to invest the majority of the above amount to maintain value.

	N/A

6 LT700001 (3rd December 2018)

Further financial review details (optional information)

information, where relevant, about: • investment policy and objectives; Youmay chooseto include additional • the charity’s principal sources of funds (including any fundraising); • how expenditure has supported the key objectives of the charity;	Investment Policy
	The District's Income and Expenditure is very small and derives from a levy on youth members. All funds are held in cash using only mainstream banks or building societies or The Scout Association's Short Term Investment Service. The District Executive regularly monitors the levels of bank balances and the interest rates received to ensure the District obtains best value 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 Board considers the cash flow requirements. In normal circumstances the annual income from the membership fee and the trading through the Scout Shop meets or exceeds the expenditures incurred. The District considered, during financial year 20/21, investing reserve funds, but concluded that returns were insignificant. The Board will, in 2023, establish an investment policy and review available safe investments. All funds are currently held in cash using only mainstream banks or building societies.

Section F	Other Optional Information
Plans for future periods (details of any significant activities planned to achieve them)	Another group will during 2023-24 open our third Squirrel unit. As more adults are coming forward to help as leaders groups are increasing the numbers of places available for young people which will address some of the longer 'want to join' lists.

Section G	Declaration

The trustees declare that they have approved the trustees’ report above

Signed on behalf of the charity’s trustees

Signed Full name Michael John Hughes Position Chairman Date 1 2 0 5 2 3

7 LT700001 (3rd December 2018)

Blackwater Valley District Scout Accounts 22-23

Receipts Notes Membership Ac�vi�es Fundraising Investment Income Sales Total Receipts Subscrip�ons 1 Less: Membership to be paid on Net membership retained Explorer Ac�vi�es and Camps 2 Scouts, Cubs and Beavers 3 District Ac�vi�es 4 Ac�ve Support Unit Archery Club DHQ Bar Training 5 Recruitment inc Youth Involvement Special Camps Funds raised for other chari�es Ac�ve Dona�ons Grant Misc Income Bank/Building Society Interest Bond Interest Gi� Aid STIS Interest Shop Sales Badge Sales	£ 2023 51,496 48,610 2,886 3,557 2,622 0 0 1,718 134 0 1,200 0 26 0 330 0 69 0 0 659 7,347 8,485	£ 2022 46,274 40,522 5,752 2,973 1,480 0 0 1,644 188 0 0 0 0 0 150 700 0 1 0 0 95 7,710 1,308
	£29,032	£22,001

10-Jul-2023

Blackwater Valley District Scout Accounts 22-23

Payments Notes Ac�vi�es and Events Fundraising Costs & Dona�ons Rents, Maintenance and Insurance Establishment Expenses Cost of Goods Bought for Resale Accountancy, Bank and Professional Costs Other Total Payments Net of Receipts/(Payments) District Ac�vi�es and Events 6 Scout, Cub & Beavers Ac�vi�es 7 Explorers Ac�vi�es and Camps 8 Ac�ve Support Unit Archery Club Recruitment inc Youth Involvement iScout Awards Special Camps Dona�ons Ac�ve Support Unit District and Jamboree Patrio�c Events Instructor Training Contribu�ons Grants to Groups Legacy Rent Repairs and Renewals 9 Insurance Equipment 10 Admin inc Postage and Sta�onery 11 Travel Training 12 Badges and Uniform Thank-Yous Bank Charges Licences Cash Adjustment Stock Adjustment	£ 2023 0 1,929 5,191 0 577 0 785 0 0 0 0 0 608 0 330 0 1,452 0 924 1,380 427 91 663 626 0 12,892 758 360 15 0	£ 2022 0 1,802 3,332 0 21 0 817 50 0 0 85 2,400 61 0 0 0 948 0 884 1,185 772 0 100 231 0 12,679 758 0 0 650
	£29,009	£26,774
	£23	-£4,773

10-Jul-2023

Blackwater Valley District Scout Accounts 22-23

Assets Notes Current Assets Other Assets Liabili�es Total Total Assets 2022 Net of Receipt/(Payments) Total Assets 2023 Stock and Work in Progress 13 Bank/ Building Society Balances 14 Scout Associa�on Short Term Investment Cash 15 Loans to Groups Treasury Stock Other Assets 16	£ £ 2023 2022 25,230 22,530 53,460 54,583 57,472 56,813 1,682 1,021 - - 1,000 1,000 - - (2883)
	£138,843 £138,830
	£138,830 £23 £138,853

10-Jul-2023

Independent examiner's report on the accounts

Section A Independent Examiner’s Report

Report to the trustees/ Charity Name members of Blackwater Valley District Scouts On accounts for the year 2023 Charity no 302101 ended (if any) Set out on pages (remember to include the page numbers of additional sheets) I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended DD / MM / YYYY 31/03/2023 . Responsibilities and As the charity's trustees, you are responsible for the preparation of the basis of report accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent [The charity’s gross income exceeded £250,000 and I am qualified to examiner's statement undertake the examination by being a qualified member of [insert name of applicable listed body]]. Delete [ ] if not applicable.

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination (other than that disclosed below *) which gives me cause to believe that in, any material respect:

the accounting records were not kept in accordance with section 130 of the Charities Act; or
the accounts did not accord with the accounting records; or
the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

Please delete the words in the brackets if they do not apply. ~~Vokurkova~~ Digitally signed by Signed: Vlasta Vokurkova VlastaDate: 10-Jul-23 Date: 10/07/2023 Name: Vlasta Vokurkova Relevant professional BA(hons)in Business studies with accounting, qualification(s) or body CIMA Diploma in Management Accounting

Oct 2018

IER

(if any):

Address: 5 The Sycamores, GU17 0EE Blackwater, Hampshire

Section B Disclosure

Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).

Give here brief details of any items that the examiner wishes to disclose .

Oct 2018

IER