## **ROMSEY DISTRICT SCOUT COUNCIL** **Trustees’ Annual Report for the year ending 31[st] December 2022** Registered Charity Number: 302287 **District President:** The Lady Alexandra Knatchbull **District Vice President:** Mr David Sutton **ROMSEY DISTRICT SCOUT COUNCIL** **Legal & Administrative Information for the Year Ending 31[st] December 2022** **Membership of the District Executive Committee for the year to 31[st] December 2022** |**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| ||Vacant||Secretary| |**Trustees (Nominated):**|_None_||| |**Trustees (Co-opted):**|Robert Link*||Deputy District Commissioner| ||James Snape*||Deputy District Chair| ||Les Mildon||Appointments Chair| ||Clyde Riggs_(to July 2022)_||Fundraising Co-ordinator| |**Trustees (Elected):**|David Sutton*||District Vice President/DPC Rep| ||Judith Hickman||Guide Liaison| ||Elizabeth Holloway*|Assistant Treasurer/Executive Member|| ||Peter Black||District Active Support Manager| ||John Mason*||Executive Member| ||Darren Reed*||DPC Rep/ Executive Member| |**Invited to attend:**|||| ||Jo-Ann (Joe) Ray (_from October_|_2022_)|ADC (Squirrels)| ||James Child*||ADC (Beavers)| ||Cameron Beale||ADC (Cubs)| ||Tina Elliott||ADC (Scouts - joint)| ||John Heagren||ADC (Scouts - joint)| ADC – Assistant District Commissioner *Indicates registered Charity Commission Trustee The vo ting members are the ex-officio, nominated, co-opted and elected members. NB: The District Commissioner and District Chair are ex-officio members of all subcommittees. **RDSC: Trustees Annual Report for year ending 31[st] December 2022 Page 2** ## **Principal Appointments** David Shill Rob Link Robin Taylor-Milton _Vacant_ Jo-Ann (Joe) Ray ( _from October 2022_ ) James Child Cameron Beale Tina Elliott and John Heagren Phil Coles Ben Merrills John Heagren John Papworth Tomasz Ciuksza Ian Moore Claire Sutton Kate Moore Jason Phelps Cameron Beale District Commissioner Deputy District Commissioner District Explorer Scout Commissioner District Scout Network Leader Assistant District Commissioner (Squirrels) Assistant District Commissioner (Beavers) Assistant District Commissioner (Cubs) Assistant District Commissioner (Scouts) Group Scout Leader: 1[st] Romsey (from July) Group Scout Leader: 3rd Romsey Group Scout Leader: 4th Romsey Group Scout Leader: 6th Romsey Group Scout Leader: 9th Romsey Group Scout Leader: 10th Romsey Acting Group Chair: 11th Romsey Group Scout Leader: 15th Romsey Group Scout Leader: 21st Romsey (to June) Group Scout Leader: 21st Romsey (from June) ## **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: Charities Aid Foundation; TSB Bank. Independent Financial Examiner: Helen Stephenson AAT, 8 Halden Close, Romsey SO51 7TS ## **Custodian Trustees** The Scout Association **RDSC: Trustees Annual Report for year ending 31[st] December 2022 Page 3** ## **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, as summarised in our Constitution. They consist of the Royal Charter; this in turn gives authority to the Bye Laws of the Association and the Policy, Organisation and Rules (POR) 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. **RISK AND INTERNAL CONTROL** **RDSC: Trustees Annual Report for year ending 31[st] December 2022 Page 4** 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. **RDSC: Trustees Annual Report for year ending 31[st] December 2022 Page 5** ## **ABOUT THIS REPORT** The report shows what we aimed to achieve in 2022, whether we achieved it, and how we plan to achieve even more in 2023. ## **HOW WE DID** We identify below the objectives we set for 2022 and how we did; ||_Objective_|_Target_
_Completion_|_How we did_| |---|---|---|---| |1|Finalise and implement a District
Action Plan.|31/12/2022|Consultation took place; first draft
plan produced. This now needs
review (when we have the capacity)
with the intention to complete by
end 2023.| |2|Leadership team reviews: District,
Group and Section wide.|31/12/2022|Many completed but an ongoing task
to update records to reflect this –
carried forward to 2023.| |3|Provision for Scouting achievement:
opportunities for members to gain
the skills to achieve, and the
opportunityfor recognition.|31/12/2022|Restrictions of previous years are
now lifting so carrying forward to
review/complete in 2023.| ## **OUR NEXT STEPS** We identify below the current concerns/needs within the District and the objectives for 2023 to address these; |**OUR NEXT STEPS**
We identify below the current concerns/needs within the District and the objectives for 2023 to
address these;|**OUR NEXT STEPS**
We identify below the current concerns/needs within the District and the objectives for 2023 to
address these;| |---|---| |**Top current issues/needs in the District and Objectives for 2023**|| |1|Recruit to key leadership positions (District and Groups)| |2|Adult training: continue to encourage/support all members to achieve| |3|Finalise and implement the District Action Plan| |4|Leadership team reviews: continue District, Group and Section wide| **RDSC: Trustees Annual Report for year ending 31[st] December 2022 Page 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. **RDSC: Trustees Annual Report for year ending 31[st] December 2022 Page 7** Rontsoy District Scout Council Receipts and Payments Account Donatk)fbS, legacies & $knM•rfir￿lmv M•rtw¥lyp wb5crh 40.371 &975 1945 31,359 401 9,912 975 4231 2,97T 8ouhT Cub6 &010 Eiphjrqll 1,124 Ahl Ti*rlr4 ItKIOSII I￿X￿• 11 7.T14 13 351 13 37.5Ti 51.431 13 51 R(xnsey District Scout Council Receipts and Pa￿￿ents Account 8avv OJbs 1.73Z 10.9 10.9 2,102 74 74 912 Dwcl Cwnp SGD 271 13 271 13 1.1* EqL4rwt arnmt• 118 130 141 Ahl T￿ra 122 kiNJwnrk Rurnry¢o &116 8.116 74Y 3.318 151 18 Fundral•kng•xp•r• 8am Darrfx ts P*n oj￿ E￿Ing 710 1m1 164 13,472 41131 icoi Cashknds last end 104818 Romsey Dlstrict Scout Council Receipts and Payments A¢¢ount Forthe ￿8111￿M 1stjaTru￿2O?l 10 31st Decefft￿ 2022 31ai Dx3021 31419 29.233 a761 E¥bJfers 15D7 Z5Z7 714 714 817 104.818 371 P•i•r CAnlT•iTh* F&F Lyiirfa F*hl (c￿￿> 1.332,895 1.245.789 19 20.391 19 1.28T.072 783 2073 ltstr bohdl by SUTTON F. WEST Romsey District Scout Council Receipts and Payments Account BASIS OF PREPARATION Camp (fi￿re) 6.757 5,740 e50 2.759 2,703 147 1.341 SS3 420 13 501 Shwti Internatsord Ftjnd Supwrtern aub. Grth T￿1r￿ ILeader•l 250 $4$ 1.341 Romsty IB 4n l.•J1 -2.421 6,371 250 7.237 27.017 JO,162 1•.107 8.581 3.B19 4,7$1 13.179 43.341 Squhmb FLrd e••v•rn Fwd CL*sS Fund S¢¢*ts{p•t•r [*) S(xwts FvrKI soo 801 1,183 -19 6.010 4.605 192 703 74 1.ni 474 Z.507 Extkns To*Th) ExFaMIOrdeol EX￿￿8 0￿￿Et 18 2.5 6,540 1,407 9.682 1.515 N*t*ts￿ Fthd 2.117 714 925 817 1.M1 12.5Z2 1.11x1 Independent examinerfs report to the trustees of ROMSEY DISTRtCT SCOUT COUNCIL ulr&￿ts ¢￿tr￿ Chth Acl 2011 ftsAL*I. 1 ¥cwnbng *re ncl keFI m r*d Rc4ravy D*trKIS￿rtc￿rte1 88 r•wY•J 130 or HELEth) HEJKksoThJ C HALOE￿ CL t0￿s¥ , Sob17 is 2DlosI23 Rontsoy District Scout Council Receipts and Payments Account Donatk)fbS, legacies & $knM•rfir￿lmv M•rtw¥lyp wb5crh 40.371 &975 1945 31,359 401 9,912 975 4231 2,97T 8ouhT Cub6 &010 Eiphjrqll 1,124 Ahl Ti*rlr4 ItKIOSII I￿X￿• 11 7.T14 13 351 13 37.5Ti 51.431 13 51 R(xnsey District Scout Council Receipts and Pa￿￿ents Account 8avv OJbs 1.73Z 10.9 10.9 2,102 74 74 912 Dwcl Cwnp SGD 271 13 271 13 1.1* EqL4rwt arnmt• 118 130 141 Ahl T￿ra 122 kiNJwnrk Rurnry¢o &116 8.116 74Y 3.318 151 18 Fundral•kng•xp•r• 8am Darrfx ts P*n oj￿ E￿Ing 710 1m1 164 13,472 41131 icoi Cashknds last end 104818 Romsey Dlstrict Scout Council Receipts and Payments A¢¢ount Forthe ￿8111￿M 1stjaTru￿2O?l 10 31st Decefft￿ 2022 31ai Dx3021 31419 29.233 a761 E¥bJfers 15D7 Z5Z7 714 714 817 104.818 371 P•i•r CAnlT•iTh* F&F Lyiirfa F*hl (c￿￿> 1.332,895 1.245.789 19 20.391 19 1.28T.072 783 2073 ltstr bohdl by SUTTON F. WEST Romsey District Scout Council Receipts and Payments Account BASIS OF PREPARATION Camp (fi￿re) 6.757 5,740 e50 2.759 2,703 147 1.341 SS3 420 13 501 Shwti Internatsord Ftjnd Supwrtern aub. Grth T￿1r￿ ILeader•l 250 $4$ 1.341 Romsty IB 4n l.•J1 -2.421 6,371 250 7.237 27.017 JO,162 1•.107 8.581 3.B19 4,7$1 13.179 43.341 Squhmb FLrd e••v•rn Fwd CL*sS Fund S¢¢*ts{p•t•r [*) S(xwts FvrKI soo 801 1,183 -19 6.010 4.605 192 703 74 1.ni 474 Z.507 Extkns To*Th) ExFaMIOrdeol EX￿￿8 0￿￿Et 18 2.5 6,540 1,407 9.682 1.515 N*t*ts￿ Fthd 2.117 714 925 817 1.M1 12.5Z2 1.11x1 Independent examinerfs report to the trustees of ROMSEY DISTRtCT SCOUT COUNCIL ulr&￿ts ¢￿tr￿ Chth Acl 2011 ftsAL*I. 1 ¥cwnbng *re ncl keFI m r*d Rc4ravy D*trKIS￿rtc￿rte1 88 r•wY•J 130 or HELEth) HEJKksoThJ C HALOE￿ CL t0￿s¥ , Sob17 is 2DlosI23