2020-12-31-accounts - Romsey District Scout Council

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Romsey District Scout Council Legal & Administrative Information for the Year Ending 31[st] December 2020

Membership of the District Executive Committee for the year to 31[st] December 2020

Trustees (Ex Officio):	David Shill*		District Commissioner
	Robin Taylor-Milton*	District Explorer Scout Commissioner
	Vacant	District Scout Network Leader
	Vacant		District Youth Commissioner
	Claire Sutton *		Chair
	Fiona West*		Treasurer
	Elizabeth Holloway (to November 2020)		Secretary
	Louise Harris-Scott (from November 2020)		Secretary
Trustees (Nominated):	None
Trustees (Co-opted):	Robert Link*	Deputy District Commissioner
	James Snape*		Deputy District Chair
	Les Mildon		Appointments Chair
	Vacant		Fundraising Co-ordinator
Trustees (Elected):	David Sutton*	District Vice President/DPC Rep
	Judith Hickman		Guide Liaison
	Peter Black	District Active Support Manager
	Harriet Lindsay (to 12thJanuary 2021)		ADC (Beavers)
	James Child*	Exec’ Member (ADC Beavers designate)
	Cameron Beale		ADC (Cubs)
	Tina Elliott		ADC (Scouts - joint)
	John Heagren		ADC (Scouts - joint)
	Jean Beauchamp*		District Cub Scout Leader
	John Mason*		Executive Member
	Darren Reed*		DPC Rep/ Executive Member
	Colin Knight		Honorary Member

ADC – Assistant District Commissioner *Indicates registered Charity Commission Trustee

The voting members are the ex-officio, nominated, co-opted and elected members.

NB: The District Commissioner and District Chairman are ex-officio members of all subcommittees.

Romsey District Scout Council: AGM for FY 2020, reports Page 1 of 6

Principal Appointments

David Shill Robin Taylor-Milton Vacant Harriet Lindsay Cameron Beale Tina Elliott and John Heagren Vacant Ben Merrills John Heagren John Papworth Joe Lindsay Ian Moore Claire Sutton Kate More Randell McKay

District Commissioner District Explorer Scout Commissioner District Scout Network Leader Assistant District Commissioner (Beavers) Assistant District Commissioner (Cubs) Assistant District Commissioner (Scouts) Group Scout Leader: 1st Romsey Group Scout Leader: 3rd Romsey Group Scout Leader: 4th Romsey Group Scout Leader: 6th Romsey Group Chair: 9th Romsey Group Scout Leader: 10th Romsey Acting Group Chair: 11th Romsey Group Scout Leader: 15th Romsey Group Scout Leader: 21st Romsey

District Contact

David Shill District Commissioner c/o The Dr Peter Centre Baden Powell Way Romsey SO51 8EA

E-mail: dc@romsey scouts.org Website: www.romseyscouts.org Telephone: 07814 686 120

Additional Information

Registered Charity Number: 302287 Scout Association Registration Number: 10001161

Bankers: Independent Financial Examiner:

Charities Aid Foundation; TSB Bank. Helen Stephenson AAT, 8 Halden Close, Romsey SO51 7TS

Custodian Trustees

The Scout Association

Romsey District Scout Council: AGM for FY 2020, reports Page 2 of 6

PRINCIPAL OPERATING ACTIVITIES

Romsey Scouting's principle purpose is to support a quality programme of activities, events and expeditions that allow young people to achieve their full potential in a spirit of fun and adventure. In working to achieve this aim its main operating activities fall into the following areas:

District Team
Using monies raised via membership fees and fundraising to provide administrative support to Scouting in Romsey District and to fund the further development of Scouting across the District.
District Activities
Offer financial management and banking services to a range of District events and activities.

STRUCTURE, GOVERNANCE AND MANAGEMENT

The District's governing documents are those of the Scout Association. They consist of the Royal Charter; this 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 Executive Committee, the members of which are the Charity Trustees of the District (wherever possible), which is an educational charity. As Charity Trustees they are responsible for complying with the legislation applicable to charities. This includes registration, keeping proper accounts and making returns to the Charity Commission as appropriate.

The Committee comprises three independent representatives; Chairman, Treasurer and Secretary, together with the District Commissioner, District Explorer Scout Commissioner, District Scout Network Leader and other elected District representatives.

The District Executive Committee exists to support the District Commissioner in meeting the responsibilities of the appointment and is responsible for:

The maintenance of District property (including the District field and the Dr Peter Centre);
The raising of funds and the administration of District Finance;
The insurance of persons, property and equipment;
District public occasions;
Adult Support;
Appointing any sub committees that may be required; and
Appointing District Administrators and Advisors other than those who are elected.

Romsey District Scout Council: AGM for FY 2020, reports Page 3 of 6

RISK AND INTERNAL CONTROL

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 comprehensive insurance policies to ensure that insurable risks are covered.

OBJECTIVES, ACTIVITIES, ACHIEVEMENTS AND PERFORMANCE

The purpose of Scouting is to actively engage and support young people in their personal development, empowering them to make a positive contribution to society.

Scouting uses a method, it 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; and
make and live by their Promise.

Under the Charities Act 2011 Romsey Scout Council is required to demonstrate that our aims are for the public benefit. The Trustees confirm that they have taken account of the Charity Commission's general guidance on public benefit. Our assessment is that we have met the public benefit criteria under both the advancement of education and the advancement of citizenship or community development headings. Two principles demonstrate that Scouting's aims are for the public benefit.

Principle 1a - through the Scout method young people develop towards their full potential
Principle 1b- the clear link between the benefits for young people and the purpose of Scouting
Principle 1c- the safety of young people is taken very seriously and the benefits Scouting activities provide far outweigh the risks.
Principle 2a- the aim of Scouting refers to young people and the beneficiaries, aged between 6 and 25.
Principle 2b- full scouting membership is restricted to young people who are willing to make the Scout Promise.
Principle 2c– Romsey Scout Council does not exclude those in poverty from its benefits. While the Council charges a subscription to members, the benefits of Scouting are not restricted by the ability to pay. Locally there are arrangements to waive subscriptions and other costs for young people who cannot afford to pay. Nationally there are funds available for uniform and activities so that young people are not excluded from activities by virtue of being unable to pay.
Principle 2d- any private benefits from Scouting are incidental, other than to those as a beneficiary.

Romsey District Scout Council: AGM for FY 2020, reports Page 4 of 6

ABOUT THIS REPORT

The report shows what we aimed to achieve in 2019/2020 and whether we achieved it; naturally, many plans were either put on hold (for practical reasons) or stalled as other priorities took over, so you will notice that much of what we plan for 2021 looks familiar.

HOW WE DID

We identify below the objectives we set for 2019/2020 and how we did;

	Objective	Target Completion	How we did
1	Finalise and implement a District Action Plan.	31/12/2019	Consultation took place; first draft plan produced – carried forward to 2021 for completion.
2	Leadership team reviews: District, Group and Section wide.	31/12/2019	Many completed but an ongoing task to update records to reflect this – carried forward to 2021. Many GSL roles were filled late 2019/early2020.
3	Provision for Scouting achievement: opportunities for members to gain the skills to achieve, and the opportunity for recognition.	30/09/2020	The TA team is established with an LTM in 2019 enabling us to have a push on adult training. Training courses are widely advertised and achievement recorded. WBs have been awarded in recognition of achievement.

OUR NEXT STEPS

We identify below the current concerns/needs within the District and the objectives for 2021 to address these;

OUR NEXT STEPS We identify below the current concerns/needs within the District and the objectives for 2021 to address these;	OUR NEXT STEPS We identify below the current concerns/needs within the District and the objectives for 2021 to address these;

Top current issues/needs in the District and Objectives for 2021
1	Recruit to key leadership positions; most GSL roles are now filled so moving on to Group support teams (including Group Chairs).
2	Adult training: continue to encourage/support all members to achieve
3	Finalise and implement the District Action Plan (c/f from 2019)
4	Leadership team reviews: continue District, Group and Section wide (c/f from 2019)

Romsey District Scout Council: AGM for FY 2020, reports Page 5 of 6

STRUCTURE, GOVERNANCE AND MANAGEMENT

Grants Policy

Grants, noted by the Trustees, are issued in line with any restrictions or designations. Their availability and how to apply is regularly advertised in District meetings and email bulletins.

Activities and Volunteers

A summary of the main activities of the District is included in the accompanying annual review. We are very appreciative of the considerable amount of voluntary help that is given to all aspects of Scouting throughout Romsey District.

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 fall short. The District Executive Committee considers that the District should hold the sum equivalent to between 80% and 120% of the average of the last three years routine general fund expenditure of the District.

Investment Policy

The surplus funds of the District are largely represented by sections and activities working capital and by various restricted and designated funds. The Trustees have therefore adopted a policy of low risk to the investment of funds and therefore funds are held in the commercial banks, building societies and charity banks.

Plans for the Future

The District's plans for the future are detailed in 'Our Next Steps' earlier in this report.

STATEMENT OF TRUSTEES' RESPONSIBILITIES

The trustees are responsible for preparing the Trustees' Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).

The law applicable to charities in England & Wales requires the trustees to prepare financial statements for each financial year, which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources of the charity for that period. In preparing these financial statements, the trustees are required to:

select suitable accounting policies and then apply them consistently;
observe the methods and principles in the Charities SORP;
make judgments and estimates that are reasonable and prudent;
state whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statements;
prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in business.

The trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Charities Act 2011, the Charity (Accounts and Reports) Regulations and the provisions of The Royal Charter. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

Romsey District Scout Council: AGM for FY 2020, reports Page 6 of 6

Romsey District Scout Council Receipts and Payments Account F+YtIpygarfmm 1•1 January 2020 to 3181 DO¢•m2020 DoAaVorM, 34314 3I.1C6 3U.9?7 31.027 4,W7 6.427 5M14 7.017 lo.) io.(x 10.156 10.1 79) Fundral¥4ry Bwn 297 255 SLPLet¢ t6 524 5.281 INK8bn•nt Incor c 1.1 21. 1.478 SSD 275 974 Adttpport ind tralrAn9 I¥iAd SAS IIAusk•lw DrP•t4rC•r 227 OthBr 170 9.704 17D Jbt(d•l 23.J17 Qthw Dhtrfct icll¥lll•• 317 Otsr. Ind. 142 Sub 70) Totsl Incon 16.061 20.170 38A11 Toil R•¢•lffjS x.t70

Rom8ey District Scout Council Receipts and Payments Account Forthg >8rlrom 181 January 2020 to 31st DcbIr2020 2019 TX Paymonts Charftab14 Pay Yoyth Pro9f•ThMMO kY¥ld•• io. io. 11 EApIoFBPJ- CtUsthF¥ EAplutBts. RLynysy T<FA 7J ENpiortr. DFll 027 17.918 17.949 Othor DIBtrtGtAcUvlUqq SGO 525 357 1015 319 319 Eqpm?rt SNAG Othw. Ind. &ooOng 14 31 Grnnts Internath FLlldg1&111 1c6 11JS Adutt support and tsilnkng L•Bd8rs C8mplEbvrt$ 111 T[aln9 wryk Runnlw ()Jts 6.1 8.1 4.gt1 9.311 Other 11.rn 11.779 1Q711 Dtrf¢tidndn & wpport InsWe1CanCo 241 1.723 515 2283 SJ27 Futhdr•l¥lny trxpqn Pitn QUIZEIng i rkn 410 Supprnaub Begws Fa 2.470 4.372 S¥bbX 1.315 34112 37.597 53.378 A••4t pur¢h•¥ J4212 N•t of rK¥pWlpaynw•l Tran•low• beiwwn lundl C•ih I•yO10 31.sll 71.972 ILV.$9) •¥h Ihkny9•rd 101.703 .2W2014odAknifromTrll* I¥J193TMl)

Romsoy Dlslrlct Scout Council Receipts and payn Account Forth•Jwfrty 1•tJwts•ry 20x1 10 311 DK•w•r2020 3151 t2019 TLWknJs C•sh fund• 25.743 35.047 cr$ CAF t8 1g.P 34.797 EWor•rniDrxol 1024 2.024 679 11J3,$80 Wth• tXJlrtL 2.295 r Pqtercwfftlnd F&F{H> ICOJII ta)3. 1.177257 19.W) 20.481 19. 17.4lX) 1.195.&)2 1.20J.662 LIA*LlmES 4)1 461 Febwy 2021 and 5bwed on t4Wty DISrnCT CR DISTr¢TTR1REA F. $T

Romey Dlstrlct S¢out Council Receipts and Payments A¢¢ount Forthtr ygarfrorn l¥t J•nu•ry 2020 to 31st Doc0m 2020 ASIS OF PREPARATIOW Thp arcLWllts tur2020 prud1 cffi4 Txqlpt8 7,257 4,925 EqulDme 5hoatiry irtematiand Fun 14 Jt6 ILe8dwbl Athbity p¢imiL% 1.341 1.341 1.103 Dci Romgty Sn(AY 2¥J 250 956 Olh¢i E11$ 21.456 J. 24.987 10.120 18.51$ 3J12 21,420 31.577 46.387 AttwYPemi1lThY has)• O•sn•ledtytr¢os to 9wrdnB RESTRICTED FLWW3: IKIVEMENTS WTHE YEAR at21 Dec 2020 B¢avWS Fund CLO Sco9 FL Sc4ulS (Peiw DWI Swi¥ 111314 1.1 1U.59 -19 rrL¥Tthvk•l EWty¢rnicruJthJErg1 -124 1.897 2.024 oret8lDracol thsti 2.175 818 1.$91 -184 642 SAS Nètwor Funa IFifsiA oy Oanion FuThl SuppM8rafJthFw S.N.A G 1.591 2DI 1f6 815 lsj e93 925 34.797 71.972 20.170 34.212 ThÈ Swpurtqt8Club [jILy U¢hSb 11 fillutqstLwrwjj >th

Independent Examinerfs Report to the Trustees of ROMSEY DISTRICT SCOUT COUNCIL I report on the accounts ofthe Ihe year eThknJ 31 D8cemtH 2020 set crt on pages 14. I might state io the charty's trustees those Matter5 1 am wuifed to state to Ihern in an Iependent Exami$ pOrt and for no other purpose To the fulS[eXtent pwrnitted by Law. I do not W or assw resp£lbty to anyone olher Ihan the tharity and the charity, trustees formy eXamMn Resp•cti¥e responsibililiBS of Trusth•8 and Examlntr The Distrv$ trustees are reswns1b for Ihe Weparalion of ¥)nts. They that an alit i8 not required for thi5 year lundeT Section 144 of th8 Charates ALI 2011 {ts Charthe5A#}l arwj that an ir#J4Endent examinaiw)n needed. It B my re5ponsibtlty to." Examine the ac¢yJJnts luThrsedb)n 145 01 chale5). To fdlrywthe pr(KEdures dr1 wi Cnefal Th"re(on5 gi¥en tty the Charity Cwmssion luThler se¢k)n 14515llbl of the Charthes ktl. and To stste vknetherparbIa[ matters have to my attention. Basos of IndepÈndetstExarninerf8 stalenrt My examinab.on was carwl out M acC¥Jrdan G8neral gi by ts Charty Crffimissth&s. examinatson indudes a review of the accounbrrfj rOrdS kept by Ihe aThl a compartson of the acn)unts presental Ihose records. It a150 includes COllSKlerab"on of any unual items or dreS in the accounts. arKI seeking expLqnations frotn you as trustees Conrning any such matters. TIE prrr£dures urnlertaken do not ptt)vwJe all the evlen that wouK1 te wuiied in an audrt. and consequenUy no opsftK)n is gwen as to arrAnts eSenta tn ar¥J and the rewrt 15 lThiteil to those matters Set out in the statetnent be>x. Indeppndent Examine¢$ $latennt In connethon with rny examination. no matter has (yxne to my akn1". 1. whh gives me reasonabk (ause to bel trt in. any maten te5FEcL the wulrerrts.. to keep ac(x)unts"ThJ reoxds in attorl1an vMlh Se(ts)n 1NJ of the Chair5 Art to prepa accounts whi¢h accord wilh the acCti[1g re¢oEds ar¥J cornpty Twth the arxounb"NJ requirements of ihe CharitEs Act have not been me¢ or 2. to whth. M rny opin. attention thkl t dra*7t in ortsto erb a prwrUThSSIaTrYTrVj tsfthe alOun1$ to I rwathed Signed." Nam8'. .. QualtfiL3tK)n MAAT. ............................... Ad$s......