Winchester District Scout Council
Annual Report and Accounts of the Trustees 1[st] January 2021 to 31[st] December 2021
Charity No. 302317 Scout Association Registration No. 12033
The Winchester District Scout Council (WDSC), to which this report is addressed, is the charity that supports the operation of the Winchester District of The Scout Association (TSA) (‘the District’).
Names of the Trustees[1] :
| Name | Route to membership (and related roles) | Dates as trustee |
|---|---|---|
| Richard Mendelsohn | Ex-Officio (District Chair – elected at AGM 2020 and 2021) |
1stJan to 31st Dec 2021 |
| James Fraser | Ex-Officio (District Treasurer – elected at AGM 2020 and 2021) (Chair of Finance Sub-committee) |
1stJan to 31st Dec 2021 |
| Robin Cook | Ex-Officio (District Commissioner) | 1stJan to 31st Dec 2021 |
| Bruce Martin | Ex-Officio (District Explorer Scout Commissioner) |
1stJan to 31st Dec 2021 |
| Megan Thompson | Ex-Officio (District Youth Commissioner) | 1stJan to 31st Dec 2021 |
| Chris Welland | Elected at AGM 2020 and 2021 (Group Chair 3rd) |
1stJan to 31st Dec 2021 |
| Claire Sclater | Elected at AGM 2020 and 2021 (Group Chair 6th) |
1stJan to 31st Dec 2021 |
| Sarah Tilley2 | Elected at AGM 2020 and 2021 (Group Chair 7th) |
1stJan to 31st Dec 2021 |
| Garry Cook | Elected at AGM 2020 and 2021 (Treasurer of the Explorer Scouts Sub- Committee) |
1stJan to 31st Dec 2021 |
| John Le Riche | Elected at AGM 2020 and 2021 (Vice President) |
1stJan to 31st Dec 2021 |
| Dawn Inglis | Nominated at AGM 2020 and 2021 (Chair of Appointments Advisory Committee) |
1stJan to 31st Dec 2021 |
1 All members of the District Executive Committee are trustees and all trustees are members of the District Executive Committee.
2 “Sarah Tilley” appears as “Sarah Loch” in the AGM 2020 minutes. “Loch” is her maiden name and she continues to use it professionally but uses her married name in community concerns such as Scouting.
| Name | Route to membership (and related roles) | Dates as trustee |
|---|---|---|
| Ian Johnson | Nominated at AGM 2020 and 2021 (Chair of Pinsent Campsite and Activities Sub-committee) |
1stJan to 31st Dec 2021 |
| Bernard Stebbing | Nominated at AGM 2020 and 2021 (Chair of Growth and Development Sub- committee) |
1stJan to 31st Dec 2021 |
The following roles Executive Committee / Trustee roles are vacant as of 31[st] Dec 2021:
| Route to membership (and related roles) | Dates |
|---|---|
| Ex-Officio (District Secretary) | 1stJan to 31st Dec 2021 |
| Chair of Pinsent New Building Sub-committee | 1stJan to 31st Dec 2021 |
The following persons had a right of attendance at trustees’ meetings:
| Martin Mackey | County Commissioner (Hampshire) | 1stJan to 31st Dec 2021 |
|---|---|---|
| Paul Bell | County Chair (Hampshire) | 1stJan to 31st Dec 2021 |
SECTION A: Reference and administration details
The District has no advisers in terms of the administration of the charity.
SECTION B: Structure, governance and management
As of 31[st] December 2021, the District consisted of:
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a) Twelve Scout Groups (one of which was dormant throughout the year);
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b) Four Explorer Units;
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c) One Scout Network Unit; and
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d) One Scout Active Support Unit
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 (TSA).
The District is created and operated as an educational charity under the rules of TSA. It is an autonomous organisation holding its property and equipment and admitting people to membership of the Scout District subject to the policy and rules of The Scout Association. The District operates in accordance with the constitution provided at Rule 4.25 of the Policy, Organisation and Rules of TSA.
The District is led by the District Commissioner and managed by the District Executive Committee. They are accountable to the District Scout Council for the satisfactory running of the District.
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The District Executive Committee exists to support the District Commissioner in meeting the responsibilities of their appointment, and must act collectively as charity Trustees of the Scout District and in the best interests of its members to:
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Comply with the Policy, Organisation and Rules of the Scout Association.
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Protect and maintain any property and equipment owned by and/or used by the District.
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Manage the District finances.
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Provide insurance for people, property and equipment.
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Provide sufficient resources for Scouting to operate. This includes, but is not limited to, supporting recruitment, other adult support, and fundraising activities.
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Promote and support the development of Scouting in the local area.
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Manage and implement the Safety Policy locally.
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Ensure that a positive image of Scouting exists in the local community.
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Ensure that Young People are meaningfully involved in decision making at all levels within the District.
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Appoint and manage the operation of any sub-Committees, including appointing Chairs to lead the sub-committees.
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The opening, closure and amalgamation of Groups, Explorer Scout Units, Scout Network and Scout Active Support Units in the District as necessary.
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Appoint and manage the operation of an Appointments Advisory Committee, including appointing an Appointments Committee Chair to lead it.
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Supervising the administration of Groups, particularly in relation to finance and the trusteeship of property.
Risk and Internal Controls
The District Executive Committee has identified the major risks to which they believe the District is exposed. These have been reviewed and systems have been established to mitigate them. The main areas of concern identified are:
Injury to leaders, helpers, supporters and members: The District, through the membership fees, contributes to the Scout Association’s national accident insurance policy. In addition, a review has been undertaken to ensure that all adults supporting the District are covered by this or alternative insurance. Risk Assessments are undertaken and appropriate risk reduction measures are put in place before all activities take place in accordance with TSA Policy, Organisation and Rules.
Damage to buildings, property and equipment:
- a) The District has its own property, buildings and equipment at its Pinsent Campsite and Activities Centre. Sufficient insurance is maintained through TSA
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insurance and other commercially sourced insurance to address all third party responsibilities and continuation of service provision in the event of damage;
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b) From time to time the District hires or borrows other buildings and equipment on a commercial or charitable basis. In such transactions, the District ensures that a sufficient level of insurance is in place against damage or loss on a case by case basis.
Reduction or loss of youth members: The District and Groups provide activities for all young people aged 6 to 25. If there was a reduction in membership in a section of a particular Group then there would have to be a contraction, consolidation or closure of that section. In the worst-case scenario, the complete closure of the Group. This reduces the District’s, and its Group’s, ability to fulfil its aims that every young person in the area who wishes to take part in its activities is able to do so and that those activities will be wide ranging and of a high standard and educational value as expected by TSA. This risk is addressed through seeking to provide a wide ranging programme of activities of a high standard and educational value in all sections;
Reduction or loss of leaders: The District relies totally upon volunteers[3] to run and administer the activities in the District. If there was a reduction in the number of leaders to an unacceptable level in a particular section or a Group 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. This reduces the District, and its Groups, ability to fulfil its aims as above. This risk is addressed through seeking to maintain sufficient adult support for every section through continuous attention to recruitment, with Groups assisted by a District Growth and Development Team.
Reduced income from fundraising: The District relies primarily upon income from membership subscriptions and fundraising. The District holds reserves to ensure the continuity of activities should there be a major reduction in income. The Committee could raise the value of its membership subscriptions so as to increase the income to the District on an ongoing basis, either temporarily or permanently.
Improper or uncontrolled expenditure: The District continually monitors its expenditures against its annual budget. Financial controls are in place which are designed to protect against unauthorised expenditure by any individuals who undertake scouting or other related activities on behalf of the District which necessarily incur costs. The District also has in place a system of internal controls
3 The District has one paid member of staff, the District Development Officer who is employed one day a week to address recruitment of young people and adults primarily to the youngest sections.
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which are designed to provide reasonable assurance against material mismanagement or loss, which include two signatories for all payments, and comprehensive insurance policies to ensure that insurable risks are covered.
SECTION C: Objectives and activities
The objectives of the District are as a unit of the Scout Association. Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society. Scouting takes place when young people, in partnership with adults, work together based on the values of Scouting and:
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enjoy what they are doing and have fun
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take part in activities indoors and outdoors
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learn by doing
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share in spiritual reflection
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take responsibility and make choices
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undertake new and challenging activities
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make and live by their Promise.
In addition, the District aims that every young person in the area who wishes to take part in its activities should be able to do so, and that those activities will be wide ranging and of a high standard and educational value as expected by TSA.
The District maintains three charitable funds to support those people who would otherwise be unable to participate in normal scouting activities enjoyed by the majority of members: -
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The RBR Fund for young people in Winchester District who are members of the Scout Association, who want to take part in activities which are appropriate to them but who, through financial circumstances, find themselves unable to take part. It also supports those who need financial assistance to become or to remain members of a Section within the District. Access to the fund is not available to Leaders or other adult supporters.
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The Mike Green Fund for supporting people in training to run adventurous activities but who, through financial circumstances, find themselves unable to partake of appropriate training.
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The International Fund for assisting young people in Scouting to attend international Scouting events.
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.
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SECTION D: Achievements, performance and objectives
Scouting in Winchester continues to thrive and the challenge remains to meet the demand from young people wanting to become Scouts and to increase that demand by providing better activities.
A special congratulations the 12[th] Winchester (Green Jackets) Group as they celebrated their centenary.
Overall the year:
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Started with the gradual restarting of activities that had begun the previous September;
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Improved during the first three quarters of the year with residential events increasing from mid-summer;
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Suffered from the need to re-engage with COVID-19 risk control measures late in the year as the omicron variant took hold.
The census showed that #bounceback was working well but not as well as hoped. At 1250 young members, the January 2022 census was a distinct improvement over the January 2021 census but up to the numbers of the January 2020 census. However, the good news is that the number of Beavers and number of leaders showed increases that would have resulted in overall growth over 2020, if realised across all areas, Plus, being the youngest section at the time, this bodes well for the future.
The Growth and Development team and the District Development Officer have remained active through the year. The high number of leaders recruited during lockdown is testament to this. The Joining List remains high. This represents an unsatisfied demand and is unsatisfactory because those young people on the Joining List will only be young people for a limited time and are missing out. The aim is for a zero Joining List while stimulating more young people to want to join through a wide range of high-quality activities and publicity that encourages others to take part. The key to satisfying the demand and improving activities is to recruit more adults. This has exceeded expectations this year.
In accord with national needs, good progress has been made on the validation of leader competence against the required training modules.. The late completion of induction activities has been addressed but still needs more effort to make late completion a historical issue. Imposing restrictions on attending nights away activities when induction has not been completed on time has proved effective with several completions in the week before a camp. Late Wood Badges was also addressed in October and is now an ongoing activity as Wood Badges become due. This has
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resulted in several leaders having their role reduced from Section Leader or Assistant Section Leader to Section Assistant and several from any role to Group Occasional Helper. Some have declined to renew DBS disclosures and have been removed from the register.
We did not have Squirrel Scouts in 2021 but preparations were well in hand at the end of the year for two dreys to open in early 2022.
Beavers resumed normal operations during the year with a District Camp in September. Cubs didn’t manage a District camp but several Packs did hold camps and other activities. Most Scout Troops also managed camps during the late summer as this became possible again. The Scout Antler Incident Hike Competition and Autumn Walking Expedition to the Breacon Beacons took place.
Explorers were also active. Silver and Gold Duke of Edinburgh expeditions restarted and several joined the Scouts in a joint expedition to the Breacon Beacons. The much needed new Unit did not start during 2021 (It actually started in April 2022).
A new District Scout Network Commissioner was appointed and the university freshers’ fare attended but this hasn’t yet resulted in an active section.
Of the twelve Groups, all had Group Scout Leaders (GSLs) at the end of 2021 although two were Acting GSLs. The 4[th] remained dormant despite attempts to revive it.
Scouting relies on adult volunteers (we have 466 adult volunteers and one paid adult in the District). These volunteers have engaged well with the unusual challenges thrown at them this year by the continuing pandemic and a great deal of gratitude is owed to all of them.
SECTION E: Financial review
Covid restrictions were still in force for much of the year and activity once again at Pinsent was minimal. As a result, our income was comparable with the previous year with a slight reduction of income from £84k the previous year to £83k last year. Once again Government support was available and a £16k grant was received. Our expenditure was at the same low level as the previous year at £62k. However, Pinsent expenditure was up with increased spending on maintenance and projects. Beaver and Cub activity was down. Overall, financially the year 2021 resulted in a surplus of income of £22k which was comparable with 2020 which was £21k.
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As a result of the reduced activity, and the fact that groups had generally reduced their subscriptions, it was decided by the trustees that the District’s membership subscriptions would be reduced by 40% in 2021, and again by a similar reduction in 2022.
Total cash funds at the end of the year were £231k. Of this £198k were allocated funds, which left £33k in general reserves, which is equivalent to just under two years average District general expenditure.
SECTION F: Plans for future period
Our overall plans and priorities set out in our previous report continued unchanged at the start of 2022 apart from the introduction of Squirrel Scouts. Emphasis remains what we had set out in order to grow the District:
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a) Active recruitment of Squirrel and Beaver Scouts and parents;
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b) Further improving the welcome for new adults; and
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c) Continuing engaging and stimulating programmes.
Two Squirrel Scout Dreys have been opened in January and February. More are planned for September and others are being talked about. A new Explorer Unit has been opened in April 2022 and others are under discussion.
A new emphasis has been injected into the new building at Pinsent although this is still discussion with the architect engaged.
Progress is being made with the 18+ programme. A District Scout Network Commissioner has been appointed and is gathering a organising team of Scout Network Members.
Emphasis continues to be placed on maintaining and developing the close relationships with our local communities and with City and Hampshire Councillors and Council Officers. The need for new Scout buildings and land swaps continues to be urgent. These, as ever, will only be achieved with local community and local authority support. The key to funding new building construction remains to be achieved with community use by day - most likely by the very young or elderly.
Scouting in Winchester continues to embrace TSA’s Strategy for 2018-23 with its continued focus on the following four objectives:
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Growth – Scouting changes lives. Youngsters who want a place should have one.
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Inclusivity – we are working to ensure more girls and more additional needs.
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| 21121 | 2024 | ||||
|---|---|---|---|---|---|
| Unrestricted funds | Restricled funds | Totalfunds | Toialfunds | ||
| e | e | ||||
| Receipts | |||||
| Donatlons, legacles | &similarlncome | ||||
| Membffihip sbscriptions | 72,459 | 72,459 | 91,360 | ||
| Less: Memb€rship subscriptionspaidon | 55,458 | ||||
| NetMembeship subsoiptionsretain€d | |||||
| Domtions(other) | 0 | 0 | 0 | 500 | |
| GifrAid | 2,220 | 0 | 2,220 | 4,267 | |
| lnterest | 7 | 0 | 7 | 0 | |
| Other similar in@me | 0 | 0 | 0 | 0 | |
| rr0,669 | |||||
| Grants | |||||
| Covid 19 Grants | 16,573 | 16,573 | 11,3U | ||
| SrUtot"t | 11334 | ||||
| Fundraising(gross) | |||||
| Fundraising- | 0 | 0 | 0 | 0 | |
| Fundraising - Jamborae | BagPac* | 0 | 0 | 0 | 0 |
| Subtotl | |||||
| Youth Programme andActlvltles | |||||
| Adivities | 1,385 | 0 | 't,385 | 2,OU | |
| B€avers | 375 | 0 | 375 | 3,370 | |
| Cubs | 0 | 0 | 0 | 3,254 | |
| 56rrts | 2,008 | 0 | 2,008 | 72 | |
| Network | 0 | 0 | 0 | 3'11 | |
| Explorers | 28,526 | 0 | 28,526 | 't4,264 | |
| Subtotal | 32,294 | 32,294 | 23,309 | ||
| Pinsent Campstte | |||||
| B@kings | 6,527 | 6,527 | 599 | ||
| Otller | 602 | 0 | 602 | 0 | |
| Subtotl | 7,129 | 7.129 | 599 | ||
| OtherDistrlct actlvltles | |||||
| Badges | 5,172 | 0 | 5,172 | 6,63'l | |
| Trainir€/ Training Matsrial | 0 | 0 | 0 | 0 | |
| Oth€r | 0 | 0 | 0 | 1,750 | |
| 8,38't | |||||
| lnvestment income | |||||
| COIF-Winchester District Scout Council | I | 0 | 1 | 50 | |
| COIF - RBR Fund | 0 | 0 | |||
| COIF-Jamboree | 0 | 0 | 0 | ||
| Subtotal | 160 | ||||
| Total Gro6slncome | 83,208 | 83,208 | U,352 |
||
| Asset sales | 00 | ||||
| Total Rocelpts | u,352 |
| Receipts and Payments | ||||
|---|---|---|---|---|
| fr21 | 2020 | |||
| Unrestricted funds | Restricted funds | Totalfunds | Total funds | |
| c | E | cc | ||
| Payments | ||||
| Charitable Payments | ||||
| DistrictCommissioneisexDenses | 9'19 | 0 | 919 | 2A6 |
| Training/Conferences(DistrictTeam/Executiv( | 0 | 0 | 0 | 475 |
| AGIVIand DistriclConferene | 0 | 0 | 0 | 0 |
| Badges | 7,333 | 0 | 7,333 | 4,725 |
| Poppy Wreath | 0 | 0 | 0 | 0 |
| Publicity | 0 | 362 | 4'18 | |
| DistrictResures(incl. Training materials) | 0 | 0 | 0 | 0 |
| District lnsuran@ | 0 | 0 | 0 | 0 |
| StGeorge's Day | 0 | 0 | 0 | 0 |
| New UnitGEnts | 0 | 0 | 0 | 700 |
| District DevelopmentOfilcer | 6,407 | 0 | 6,407 | 7,534 |
| Other | 3,117 | 1'17 | 3,835 | |
| Subtotal | 8,138 | 17,973 | ||
| YouthProgramme andActivities | ||||
| Activities | 15 | 0 | 15 | 24 |
| Activity equipment | 1,436 | 0 | 1,436 | 1,324 |
| Beavers | 442 | 0 | 442 | 5,294 |
| Cubs | 0 | 0 | 0 | 3,909 |
| Souls | 2,379 | 0 | 2,379 | 509 |
| Explorers | 26,229 | 0 | 26,229 | 24,913 |
| Network | 0 | 0 | 0 | 0 |
| Training Activity (Mike Green) | 293 | 0 | 0 | |
| RBR payments | 0 | 685 | 685 | 285 |
| Jamborepayments | 0 | 0 | 00 | |
| Subtotal | 30,794 | 685 | 31,479 | s6,258 |
| Pinsent Campsite | ||||
| Southem Electric | 0 | 179 | ||
| SouthemWater | 0 | 125 | ||
| Insurane | 311 | 0 | 311 | 426 |
| Maintenanc /improvements | 7,016 | 0 | 7,016 | 5,659 |
| Prcjects | 5,154 | 0 | 5,154 | 0 |
| FundGising Costs | 0 | 0 | 0 | 90 |
| Subtotal | 12,673 | |||
| District AdministeredFunds | ||||
| Pm-Act | ||||
| Subtotal | 0 | |||
| TotlGrcssExpendihru | 6r,rw | 6qlo | ||
| Asaet purchaaeg | 0 | 2,010 | ||
| TotlPaymentg | 6't,605 | 62,290 | 82,720 |
|
| Netotrlcelp[3r(payrnentE] | 20,918 | 21,632 | ||
| Tramial€bcttmenfund. | 0 | |||
| Cashfun(trlastyearend | 171,254 | 38,516 | 209,774 | |
| Cashfunds thisyear end |
| Unrestricted funds | Restrided funds | Totalfunds | Total funds | |
|---|---|---|---|---|
| e | E | |||
| Cashfunds | ||||
| CAFA@unt | 71,005 | 0 | 71,005 | 0 |
| COOP bank | 75,528 | o | 75,524 | 171,994 |
| Pinsent Account | 28,499 | 0 | 28,499 | 5,925 |
| Explore6Ac@unt | 32,276 | 0 | 32,276 | 8,470 |
| NetworkA@unt | 311 | 0 | ||
| COIF Arcumulated | 't9,257 | 0 | 19,257 | 19,255 |
| COIF RBRFund | 0 | 3,2U | 3,234 | 3,234 |
| COIF Jamboree | 0 | 581 | 58't | |
| Total cashfunds | 226,477 | 3,815 | 230,692 | 209,774 |
| Other monetary assets | ||||
| Tax claim (gift aid) | 0 | 0 | 0 | 0 |
| Debts due to the District | 0 | 0 | 0 | 0 |
| subtotal | ||||
| Non monetary assetsfor charity'sown | ||||
| use | ||||
| Badge Stock | 4 906 | 0 | 4,906 | 3,770 |
| Pin*ntCampsite - at valuation | 250,000 | 0 | 250,000 | 250,000 |
| Prn*nlBuldjng - Planning & footjngs | 54.881 | 0 | 58,881 | 58,881 |
| Pinsent Site - See asset note pg 5 | 46,736 | 0 | 46,736 | 80,148 |
| Activity Equipment | 34,'131 | 0 | 34,1 31 | 23,735 |
| sub total | 394,654 | 394,654 | 416,534 |
| CO OPBANK | )THERBANK{COIF/CAFI | TOTAL | |
|---|---|---|---|
| € | e | s | |
| IBR | 19_705 | 3.2U | 22.939 |
| Jamboree | 14,312 | 581 | 14.893 |
| rinsentNew Build | 0 | 73,,156 | 73.456 |
| )istrictReserue | 16,772 | '16,806 | 33,578 |
| )istrictAclivities | 10,7/t3 | 0 | 10,743 |
| rinsntCampsite and Activities.OwnAet | 28,49S | 0 | 28,499 |
| :xpltreE-Oiln Accl | 32,276 | 0 | 32,276 |
| \letwork -OwnAcct | 311 | 0 | 311 |
| \llo€tedfunds | 13,997 | 0 | 13,997 |
| fotals | 136,6't5 | $,on | 230,892 |
| District AssetSummary | |||||
|---|---|---|---|---|---|
| Cost | 2021PurchasesBfDeprec2o2lDepreciation CfValue | ||||
| Pinsent Building - Planning &footings Pinsent Site-CampfireCircle Pinsent Site - Roundhouse |
58,881 20,008 l'.1,178 |
00058,881 0 (3,500) 0 (e7e) |
(1,000)15,s08 (sse)9,640 |
||
| PinsentSite- Crate StackStructure & actiityeqpt | 20,649 | 00 | 0 34,131 |
||
| Pinsent Site-ToiletBlock Pinsent Site-StorageContainers PinsentSite-Maintenance Equipment |
32,051 4,778 3,019 |
0 0 o |
(6.945) (3.0e8) (719) |
(6.410)18,696 (478)1,m2 (610)1,690 |
|
| 150,563 | 0 | (15.240) | (e.cs7)139,748 | ||
| DepreciationPolicy | |||||
| Pinsent Building-Planning &footings | Nowrite offuntil building completed | ||||
| Pinsent Campfire Circle& Roundhouse | 20years | ||||
| Pinsentlnterim ToiletBlock | 5years | ||||
| Pinsent Storagecontainers | 10years | ||||
| Pinsent Maintenance Equipment | 2 -5years |
| 2021 | ||
|---|---|---|
| ActivityEquipment | e | |
| Pinsent Activity Equipment | 11,606 | |
| Crate Stack & Pioneering Equipment | 22,525 | |
| 34,131 | ||
| 2021 €€ |
2020 | |
| BadteStock | 4,906 | 3,770 |