|**Romsey District Scout Council**|| |---|---| |Annual General Meeting|| |Thursday 25thJune, 8pm at The Dr Peter Centre|| |**Contents of these papers:**|| |AGM Agenda|page 1| |Minutes of 2025 AGM(for FY 2024)|pages 2 - 4| |District ActivityReports for 2025|pages 5 - 13| |Trustees Annual Report|pages 14 -20| |Financial Report|pages 21 - 25| |RomseyDistrict CharityConstitution|pages 26 - 34| |Quora|page 35| ## **AGM Agenda** ## **1. Introduction and welcome** ## **2. Apologies for absence** ## **3. Governance topics** - a. Approve the minutes of the Annual General Meeting held on 19[th] June 2025. - b. Adopt the model constitution from Policy, Organisation and Rules (POR) - c. Note the District’s financial year - d. Approve appointed and community members of the District Scout Council - e. Agree the maximum number of members that may be appointed to the Trustee Board - f. Agree the quorum for future meetings of the District Scout Council (excluding this AGM) ## **4. Review of the previous year** - a. The District Lead Volunteer’s review of Scouts during 2025 - b. The County Lead Volunteer’s remarks - c. Receive and consider the Annual Report of the District Trustee Board, including the - annual Statement of the Accounts ## **5. Making appointments** - a. Appoint the District Chair - b. Appoint the District Treasurer - c. Appoint members of the District Trustee Board - d. (Re-)appoint the District President and Vice President - e. Appoint the Independent Examiner - f. Nominate representatives of the District Scout Council to represent us at the County Scout Council ## **6. The District Supporters’ Club Draw** ## **7. Closing remarks – DLV & Chair** RDSC AGM Papers for FY 2025 Page 1 of 35 ## **Romsey District Scout Council** ## Annual General Meeting Thursday 19[th] June 2025, 8pm at The Dr Peter Centre ## **Introduction and welcome** Claire welcomed everyone to the AGM. Particular welcome was extended to Cllr Gordon Bailey, the new Mayor of TVBC, Paul Bell (Scout CLV) and Douglas Miller (DCC West Cluster). It is noted that this AGM takes the place of the June Trustee Board meeting, all relevant matters of business having already been approved either at the April Board meeting or by email. ## **1. Apologies for absence** Apologies were received from: ## Lady Alexandra Katchbull, Romsey Scouts’ District President - Rev Canon Thomas Wharton, District Chaplain, - Caroline Nokes MP - Cllr Russell Theron, Mayor of Romsey - Rachel Halle, Romsey Guide Division Commissioner ## **2. Governance topics** - a. The minutes of the last Annual General Meeting held on 29[th] June 2024 had been approved by the District Trustee board and were recommended to this meeting: they were duly adopted. - b. Claire explained that the District Charity constitution had been updated during the year to reflect the current role titles (eg DLV not DC) and that our former DESC is now 14-24 Lead. The revised Constitution had been approved by the Trustee board and the AGM agreed to adopt it. - c. District’s financial year was noted (1[st] January – 31[st] December). - d. The appointed and community members of the District Scout Council are those adopted at our last AGM, namely: our MP, our two Mayors (Romsey Town and Test Valley), the Romsey Guide Division Commissioner and our District Scout Chaplain. No other nominations were received and the AGM approved these for another year. - e. The Trustee Board propose not to change the agreed the number of members that may be appointed to the Trustee Board from that approved last year, in line with TSA recommendations, namely between 5 and 12 members. This was agreed by the AGM. - f. The Trustee Board propose not to change the agreed quora for future meetings of the District Scout Council and Trustee Board (as per papers circulated prior to the meeting). This was agreed by the AGM. ## **3. Review of the previous year** - a. The District Commissioner’s review of Scouting in 2024 was circulated by email prior to the meeting. Our new DC/DLV, James Child, had nothing particular to add other than to particularly thank his predecessors, David Shill and Rob Link, for their hard work, to Cameron Beale for his support as Joint Acting DLV, and to all the adult volunteers in the District. - b. The Annual Report of the District Trustee Board, including the annual Statement of the Accounts, for the Financial Year 2024, was circulated by email prior to the meeting, with hard copies available at the AGM for any who wanted them. Fiona highlighted some key RDSC AGM Papers for FY 2025 Page 2 of 35 activities and income during the year. There being no questions, and the Trustee Board having previously approved them, the Accounts were approved by the AGM. ## **4. Making appointments** - a. Appointment of the District Chair. Claire Sutton had made it clear at our 2023 AGM that she would be stepping down this year. In spite of some enquiries, no one has yet been found to replace her so the role is vacant at this time. - b. Fiona West confirmed that she will continue as our Treasurer to the end of this financial year (and perhaps to the next AGM) but that she will step down soon. (As she was appointed for a term of office at our last AGM, her role does not need approving at this time). - c. Appoint members of the District Trustee Board. Claire reminded the meeting that the Trustee Board consists of the following individuals: _Ex-officio members_ , by virtue of their Scouting role: The District Lead Volunteer (District Commissioner), James Child - The District Youth Commissioner, Daniel Hunt - The District 14-24 Lead Volunteer, Robin Taylor Milton The District Active Support Manager, Pete Black _Co-opted members_ : recruited for specific tasks as required, none at present _Appointed members_ : District Chair – now vacant - District Treasurer – Fiona West - Assistant Treasurer/Board member – Liz Holloway - Board member - Rob Link - DPC Rep/Board member – Darren Reed - Board member - Quentin Saloway It is noted that the Appointed members listed above were approved at the last AGM for a term of 3-5 years so do not need re-appointing this year. Claire did ask the AGM to approve two new appointed members, having been previously approved by the Trustee Board: - Rebecca Fouch - Cameron Beale These new appointees were approved by the meeting for a 3-5 year term. - d. The appointments of our District President (Hon Alexandra Knatchbull) and Vice President (David Sutton) were reapproved by the AGM. - e. Appointment of the Independent Examiner: Fiona confirmed that Helen Stephenson, having independently checked our accounts for a number of years now, would not be able to do so again. Not having a replacement identified at this time, the Trustee Board were delegated by the AGM to find one in time for the end of this financial year. Fiona has a gift for Helen that she will present on our behalf. - f. Two volunteers were called for to represent the District on the County Scout Council; Darren Reed volunteered. **5. The County Lead Volunteer (County Commissioner)** Paul thanked Romsey District for the invitation and said how pleased he was to be able to join us. He reminded those present that the new Safety module must be completed by 14th July 2025, this is including the trustees. Paul then presented Claire Sutton with a Silver Acorn and thanked her for her service to Scouting. RDSC AGM Papers for FY 2025 Page 3 of 35 ## **6. Presentation – Romboree video** The District was pleased to be able to share the short video of our recent District Camp at the meeting, made by Joe Biondini, an Explorer Scout. It is available to view on the District website. **7. District Supporters’ Club Draw** With the help of Cllr Bailey and Paul Bell, the numbers were drawn as follows: For May: 1st prize No 63 (Julie Foster) 2nd Prize No 92 (3rd Romsey Scouts) For June’s ‘Super Draw’ 1st Prize No 52 (Alan Wilsher) 2nd Prize No 30 (Alan Clark) **8. Closing remarks** Claire thanked everyone for their time and invited them to stay for refreshments. She thanked Kay Sutton and Liz Holloway for organising the refreshments. The meeting formally closed at 8.32pm. **The Attendees were** (in no particular order): Bex Fouch (new District Trustee) John Heagren (Scout Team Leader) Robin Taylor-Milton (Explorer Team Leader) Darren Reed (Trustee) James Child (DLV) Quentin Saloway (Trustee) David Sutton (Vice-President) Claire Sutton (Outgoing Chair) Jack Sutton (District mascot) Liz Holloway (Asst Treasurer) Cam Beale (GLV 21[st] ) Peter Black (SAS Lead) Fiona West (District Treasurer) Ian Moore (GLV 10[th] ) Stewart Buswell (AGSL) Marcia Buswell (Supporter) Louise Harris-Scott (Adult Training Lead) Graeme Harris-Scott (ASL 21st) Jonathan New (GLV 6[th] ) Zoe Hammerton (District Beaver Team Lead) Kay Sutton (District Badge Secretary) Randall McKay (Chair 21st) Joe Ray (ADC Squirrels) Rob Link (Trustee) John Mason (supporter) ## _Post-meeting note:_ Thanks to Liz Holloway for her assistance in compiling these minutes. RDSC AGM Papers for FY 2025 Page 4 of 35 ## **ROMSEY DISTRICT SCOUT COUNCIL** **Trustees’ Annual Report for the year ending 31[st] December 2025** Registered Charity Number: 302287 **District President:** The Lady Alexandra Knatchbull **District Vice President:** Mr David Sutton **District Chaplain:** The Very Rev. Canon Thomas Wharton RDSC AGM Papers for FY 2025 Page 5 of 35 ## **ROMSEY DISTRICT SCOUT COUNCIL** ## **Legal & Administrative Information for the Year Ending 31[st] December 2025** ## **Membership of the District Trustee Board for the year to 31[st] December 2025** |**Trustees (Ex Officio):**|James Child (from June 2025)*|District Lead Volunteer| |---|---|---| ||Robin Taylor-Milton*|District 14-24 Sections Team Lead| ||Bethan Cowey (from August 2025)|District Youth Commissioner| ||Peter Black|District Active Support Manager| |**Trustees (Co-opted):**|None|| |**Trustees (Elected):**|Claire Sutton* (to June 2025)|Chair| ||Fiona West*|Treasurer| ||Robert Link*|Trustee| ||David Sutton* (to June 2025)|District Vice President/DPC Rep| ||Elizabeth Holloway*|Assistant Treasurer/Trustee| ||Quentin Saloway*|Trustee| ||Darren Reed*|DPC Rep/ Trustee| ||Cameron Beale*|Trustee/ DPC Rep| ||Rebecca Fouch*|Trustee| |**Invited to attend:**|Jo-Ann (Joe) Ray/James Wilson|District Squirrel Section Team Lead| ||Zoe Hammerton|District Beaver Section Team Lead| ||Ryan Orgill|District Cub Section Team Lead| ||John Heagren|District Scout Section Team Lead| *Indicates registered Charity Commission Trustee The voting members are the ex-officio, co-opted and elected members. NB: The District Lead Volunteer and District Chair are ex-officio members of all subcommittees. RDSC AGM Papers for FY 2025 Page 6 of 35 ## **Principal Appointments** James Child (from June 2025) Robin Taylor-Milton Bethan Cowey (from August 2025) Jo-Ann (Joe) Ray (to October 2025) James Wilson (from October 2025) Zoe Hammerton Ryan Orgill John Heagren Phil Coles Ben Kington John Heagren Jon New Tomasz Ciuksza _(to September 2025)/vacant_ Ian Moore _Vacant_ James Child (to June 2025)/ now Team GLV Cameron Beale District Lead Volunteer District 14-24 Sections Team Lead District Youth Commissioner District Squirrel Section Team Lead District Squirrel Section Team Lead District Beaver Section Team Lead District Cub Section Team Lead District Scout Section Team Lead Group Lead Volunteer: 1[st] Romsey Group Lead Volunteer: 3rd Romsey Group Lead Volunteer: 4th Romsey Group Lead Volunteer: 6th Romsey Group Lead Volunteer: 9th Romsey Group Lead Volunteer: 10th Romsey Group Lead Volunteer: 11[th] Romsey Group Lead Volunteer: 15th Romsey Group Lead Volunteer: 21st Romsey ## **District Contact** James Child District Lead Volunteer c/o The Dr Peter Centre Baden Powell Way Romsey SO51 8EA E-mail: dlv@romsey scouts.org Website: www.romseyscouts.org Telephone: 07789 872964 ## **Additional Information** Registered Charity Number: 302287 Scout Association Registration Number: 10001161 Bankers: Charities Aid Foundation; TSB Bank. Independent Financial Examiner: Mrs NJ Turner, 79 Hillside Avenue, Bitterne Park, Southampton SO18 1JZ ## **Custodian Trustees** The Scout Association RDSC AGM Papers for FY 2025 Page 7 of 35 ## **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/ Lead Volunteer, District Explorer Scout Commissioner, District Scout Network Leader and other elected District representatives. The District Trustee Board exists to support the District Commissioner/ Lead Volunteer 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 AGM Papers for FY 2025 Page 8 of 35 ## **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 AGM Papers for FY 2025 Page 9 of 35 ## **ABOUT THIS REPORT** The report shows what we aimed to achieve in 2025, whether we achieved it, and how we plan to achieve even more in 2025. ## **HOW WE DID** No objectives were set for 2025 due to the changes in leadership. _Objective Target How we did Completion_ 1 ## **OUR NEXT STEPS** We identify below the current concerns/needs within the District and the objectives for 2025 to address these; ## **Top current issues/needs in the District and Objectives for 2025** - 1 Review of waiting lists to ensure all "of age" young people have the opportunity to experience Scouting - 2 Review of Leadership Team roles: right people in right roles across the District / Group / Section teams - 3 Training: continue to support and encourage all members to achieve - 4 Growth: understand the conditions behind the numbers, to encourage growth where sensible RDSC AGM Papers for FY 2025 Page 10 of 35 ## **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 Trustee Board 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 AGM Papers for FY 2025 Page 11 of 35 RDSC AGM Papers for FY 2025 Page 12 of 35 RDSC AGM Papers for FY 2025 Page 13 of 35 RDSC AGM Papers for FY 2025 Page 14 of 35 RDSC AGM Papers for FY 2025 Page 15 of 35 _titution updates_ RDSC AGM Papers for FY 2025 Page 16 of 35