2023-12-31-accounts - Romsey District Scout Council

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ROMSEY DISTRICT SCOUT COUNCIL

Trustees’ Annual Report for the year ending 31[st] December 2023

Registered Charity Number: 302287

District President: The Lady Alexandra Knatchbull

District Vice President: Mr David Sutton

Legal & Administrative Information for the Year Ending 31[st] December 2023

ROMSEY DISTRICT SCOUT COUNCIL

Membership of the District Trustee Board (formerly Executive Committee) for the year to 31[st] December 2023

Trustees (Ex Officio):	David Shill*		District Commissioner
	Robin Taylor-Milton*		District Explorer Scout Commissioner
	Vacant		District Scout Network Leader
	Daniel Hunt		District Youth Commissioner
	Claire Sutton *		Chair
	Fiona West*		Treasurer
	Laura Taylor (from Sept 2023)		Secretary
Trustees (Nominated):	None
Trustees (Co-opted):	Robert Link*		Deputy District Commissioner
	Les Mildon_(to June 2023_)		Appointments Chair
Trustees (Elected):	David Sutton*		District Vice President/DPC Rep
	Elaine Urban	Guide Division Commissioner/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		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 2023 Page 2

Principal Appointments

David Shill District Commissioner Rob Link Deputy District Commissioner Robin Taylor-Milton District Explorer Scout Commissioner Vacant District Scout Network Leader Daniel Hunt District Youth Commissioner Jo-Ann (Joe) Ray ( from October 2022 ) Assistant District Commissioner (Squirrels) James Child Assistant District Commissioner (Beavers) Cameron Beale Assistant District Commissioner (Cubs) Tina Elliott and John Heagren Assistant District Commissioner (Scouts) Phil Coles Group Scout Leader: 1[st] Romsey Ben Merrills Group Scout Leader: 3rd Romsey ( to June ) John Heagren Group Scout Leader: 4th Romsey John Papworth Group Scout Leader: 6th Romsey Tomasz Ciuksza Group Scout Leader: 9th Romsey Ian Moore Group Scout Leader: 10th Romsey Claire Sutton Acting Group Chair: 11th Romsey Kate Moore Group Scout Leader: 15th Romsey Cameron Beale 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

RDSC: Trustees Annual Report for year ending 31[st] December 2023 Page 3

PRINCIPAL OPERATING ACTIVITIES

Romsey Scouting's principal 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 (TSA), as summarised in our Constitution, which is based upon TSA 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 and a Charity registered in England. The Trustees are appointed in accordance with our Constitution.

The District is managed by the District Trustee Board, 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 Trustee Board 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 Trustee Board 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, including adult recruitment and training according to TSA rules;
Appointing any sub committees that may be required; and
Appointing District Administrators and Advisors other than those who are elected.

RDSC: Trustees Annual Report for year ending 31[st] December 2023 Page 4

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. We also maintain and regularly review a District Risk Register to help manage risks identified and the potential impact of those risks.

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 2023 Page 5

ABOUT THIS REPORT

The report shows what we aimed to achieve in 2023, whether we achieved it, and how we plan to achieve even more in 2024.

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 for2023to address these;	OUR NEXT STEPS We identify below the current concerns/needs within the District and the objectives for2023to address these;
Top current issues/needs in the District and Objectives for2023
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 2023 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 2023 Page 7

Romsey District Scout Council Receipts and Paymenis Account For the yoar from 1st January 2023 to 31st Decembgr 2023 2023 Tdal funds Totsl fvnds Receipts Donatbons, 10gacl85 & 8lmHar lTrcom• Membersh¥b subsuwlJns Less". M8mbersh+p subscrplKs PaKI Memb8rshp sutMWon$ retsi1 DonatK)r GrftAid tax r8daim (Xher Shnllar irKLyn8 46.8n 41.808 45.6 3B,522 3.876 351 5.139 1.434 Sub tclal 6.148 9.61S 15.764 9.912 Grants Other (>8nts Sub t1 Fundrn181ng Ignwl Mayors QU EvenirYJ Romsey Shr Supportei Club Othar Fund rary, ind. 89Traa Falr Sub totsl 418 418 2.593 402 305 1.428 4.867 1.1(6 2.547 7,867 10,414 8ar Irrterèst 181 181 70 70 8ubtots1 Sauirrel8 88avers Cubs Scouts Scouts IP•t•f OJby) Expk)Tars ExpkN•rs- LOckerY rgrs. Tomoha%b £re. R¢They Tty ExDbrers- Br8m$haw £xolor¢r•. Drnco Netsvork 110 27,on 3,3( 6.010 6.704 153 153 237 237 158 529 128 659 Sub total 41.099 41.093 20.238 Cafol Seryic l Fe&tNe SGD Sub totti Adutt SUPFAIrt and tralnlrvJ Leaders CamDIEwnts 1st ANJ Training SAS l Musketeers Other. ind OSM i1Me 697 697 Sub lotsl 185 Dr Pei8r Cer BookiThJs 24.721 24.721 Other S1 12,194 351 250 Otr ind. Shrx)trg I[uOn suFpJrt Subto 15.WJ 122.X6 138.(69 51.431 15.560 122.509 138.( 51A31

Romsey District Scout Council Receipts and Payments Account For the yaar from 1st January 2023 to 31st Dec•mbèr 2023 TO1 lur¥Js Total fiJnd8 Squirte Beavers Cubs Scouts Scouts (PeteT Dbjbyl Explorers Explorers- Lttkerfey Explor$. Tc¥nahths Exptorers- Roms8y Turb Exploror5- Bramshaw Ex9t0r9. Ornco 118 118 140 29.221 29.221 5.394 4.605 10.980 192 703 74 837 &37 739 25 2,054 51.4W2 51.492 Di$tn¢# Camp Carol ServKo l FesiMI evenir¥J SGD Badges Equipment Ind81 swport Other. ind. Slthwio 793 495 2,193 271 13 2.193 4,045 Grants Intemation81 gr8nls DUdY Dainton granls Sypportws Gb & Oorts 34S 138 250 4.288 3.64$ Adutt Supwiand tralnh Le&lers CamwE¥ents L•ader Train1rA£1 IrnI15 1st Atya TraiThng SAS l Muskeleer8 57 65 108 230 Sub lotsl Dr P•tsr Cantrg 8uihYing [k RunniNJ $¢$ Maintsnanc I 1rnpro Otr 14.134 4.253 14.134 4.253 1.33 66.415 8.116 592 66.415 Insurance l Lren(Es On-lme 8ub8CriPth)ns IOSM 4 Webs81 management ¢o¥ts & AGM Trustees travel eyr her 314 210 210 2.472 Fundrnblryj ep•n Mayor5 Picnic a Esning 57 T25 n5 18 855 1.995 2,924 Supfftr Club l)Ir r3i51ry. Ind &al5 Fa 179 2.732 3.284 12.583 I.576 135.159 12.583 19n -2.073 121576 135.159 2.073 Cash fuFth la6t)arend 43.341 44245 1L*.340 109.250

Romsey District Scout Council Receipts and Payments Account For the year fyom 1st January 2023 to 31st D8¢omber 2023 3191 Dec 2022 T¢al Tdal fvnd5 ash lurtd$ LloydsffSB a¢>xMJrt ChantS Ald Foundation CAF Dr Petercommunty CerB Explorers (Tomahaw81 orers (Draco) supprs Club 22 fJ42 42,025 40.881 2,112 32.419 33.683 34.490 2.507 2.527 714 106.340 19.822 40.881 2.112 1.492 699 641x16 109250 Debts due to tho DMtrKt Prepaym8Thts 18 323 •ub t¢tsi 2.518 2.871 Non momtary as#et% lor ¢horlty own BadoB Sioc Dr Petgr IrKJ. F&F (hwrnnr vak' Dlstrict Fiola Icc¢tl Eqijipment linsUrnn val) 943.322 1.332.995 21.295 W,617 1,353.385 LBILME8 Accounts not yet p•bJ 763 763 the 18th Awfil 2024 and 8pJrd on tého Sv4naturn DISTRICT CHAIR C. suON DISTRICTTFEASUIIER F. WEST

Romsey District Scout Council Recelpts and Payments Account For the year fr¢Kn 1st January 2023 to 31st Denber 2023 BASIS OF PREPARATIO The accounts for 2023 are prod on bas. lh8 2022 acojunts. UNRESTRICTED FUNDS: MOVEMENTS IN THE YEAR BalaN at 1 Jan 2023 Tranthrs BaL4nc at 31 D8c 2023 De51gnated Fun0 Camp Ilutur81 Equiprne Shooti Intemation Fund Supporters Club- Grants ActNrty Pemiits l Leader TwnrvJ Marketing & DMlopm8n Oc's prforil Romsey Sh¢)w Mayors PIC1 oth8r Events Dtstri¢te8te I bU•no1 6.757 5.740 8.$57 4.363 65 609 3.029 1.966 953 620 500 500 250 9.337 185 2.193 2.759 1.150 327 23 200 -239 418 -2.057 418 4.610 250 7.337 30 162 5.459 10.101 3.794 31.340 •n•MI Fu8 13.179 43.341 -5.867 12.905 The Cry I1{8> fund has b1 desw¢d tythe truthos I0rfirt C• EquipTrnt fund h8s desvJTrated by th? trustees for th& pur¢hB80 of dislrKI ¢qu1wrI And p•ts fortr8Wprc48LlOf. Tho ShOng fvnd has ¢Jesnled by th• lor shC(ryJ ¥ThJ eypeTrarture. Tho Intom•tional Fund and Supportern Ck. Gr8nls bJTrJs ha¥0 been d¢wnat•J by the Int•S to enablg grnnt• io btr m•d¢ lo IndfvbJua15 to ndp them alignd major scoutlThJ wenis aTrJ grnnts be mad? kn group5 the dMtn¢t for itwns The AciNty Pemiits l Ler TrniniTrJ fwKI has te¢n d¢SYrled to prrN#le fortt pomths lo $upport aOrtrain1rvJ In the 01s4nc The DLqtrKt estate I building lurnl ha8 been deawalod to aet 8J9 lo I10>VJ1Ur9 kn thIB 4rt• Th• MaTk•ting lund hag been desbjrwted by tl to enllblo b• to prM)ots hokn with reuuknient of m¢mbar¥ and leJw¥ At the end cl Oath )ar ar• 881 at aw•thl lobl• thè b81W I to fv G•woifurKI RESTRICTED FUNDS: MOVEMENT3 IN THEYEAR 8818nce at 1 Jan 2ffj R•8our TwsfewB BBl&nL at 31 DOG 2023 Squirr815 Fur#J 8aavers FuThJ Cubs Fund Scouts (Peter D(qbyl Scou15 Fund Explorefs ILorknrfeyl Explorw5 ffrmah8•At$l Explorers IRoms8y TyAml Explorers IBr¥msh•v) EXplor$ (Dra) Explorers Th'stsid SAS l Musk8teers FuF¥J Fund Training (First A) Dainton Fund Supporters Club Fund Supwjrt Dr Peter C8rth 110 118 140 492 662 1.183 153 6.704 1.149 939 5.750 705 2.112 1.416 2.553 1,492 3.014 1.407 204 128 2.072 699 925 40,881 .005 474 2.507 837 -177 1.938 2.527 1.477 955 33 7.753 11.674 1.407 128 2.117 714 345 1.441 34.4 74.268 69.769 1,893 2.073 The varJus seclion5 fvrvjs (SquirTels. Bewtss. Cth. sCjts. EApkys. &AS and re[eSer fiJTrJs rn¢ed lor these actNiknes. The Training first fuThl was Set up to surwjrt first bwnN¥J in th8 If1¥. The Supporters Club FuThJ wa5 set up to ratse bJnd5 for Ihe dtslKI. The Ind$ Sttrwifijnd to rleS ¥*cfrAIty for ltis sxwe. All f4ures roued to the nearest £

Independent examiner's report to the trustees of ROMSEY DISTRICT SCOLff COUNCIL I report to the trustees on my eYallal1n oftr ¥¢ounts of Di5tr•X Scout CourKI forthe year ended 31st DécombeT 2023 as set out on 08ues 14 Re8Donsibllllles and basis ol report As the Chanty trustees ot the Ronwy bcout Lrmjnu y)U Tesponsth loriho pryal)n ot Ihe m &rd8nce with Ihe rg]uKements of the h£t 2011 Ad). I report in respect of exam11an of the RO Dtslrrt Scout Coijncl lnts carrd out under sectK)n 145 oftha 20, Act and h) ¢arryng out my ex2miiaknn I fokn¥ed afl the DeCtnS gAen bylhe Chwty Commisshjn under sectDn f4SI5)Ib} ofthe Act. Independ•nl oumln•rf8 ¥tstement I cornpt my examnatKm. l ¢onltrm Ihat no materHI malters ha¥t cfyne ID my attenknn kn conneclb)n w#h tha eyAminatK)n whh m8 cause to that any r1th1 res.. 1 coUn9 records werg not kept in xcordartce wih swXA)n 130 olthe44LL 2 the ants do not aw>rd wlh the xcounkng rwds. I haw no con¢ems and ha com• ¥ross no other mailers kn connXknn wmh the examinat k) ¥thth attenth)n 8houkl be drawn in ordw to enabkn a propw undwslding ofthe %counts to bg rgh&l. Slgn•A 171051L Nam•'. ELEfvJ sfEPI4Éjsotsj Reknnt profesBk)nal qualif£knn or of wof8ssknn bod. fhAT Address" l*ft L- CLOSÉ LoMSEy Sosi IT5