Trustees' Annual Report
For the period
From (start date) 0 1 0 4 2 0 to end date 3 1 0 3 2 1
Section A
Reference and administration details
| Charity name GILLINGHAM DISTRICT SCOUT COUNCIL Other names the charity is known by Registered charity number (if any) 3 0 3 3 8 7 Charity’s principal address Postcode Names of the charity trustees who manage the charity |
GILLINGHAM DISTRICT SCOUT COUNCIL | GILLINGHAM DISTRICT SCOUT COUNCIL | GILLINGHAM DISTRICT SCOUT COUNCIL | GILLINGHAM DISTRICT SCOUT COUNCIL | GILLINGHAM DISTRICT SCOUT COUNCIL | GILLINGHAM DISTRICT SCOUT COUNCIL | GILLINGHAM DISTRICT SCOUT COUNCIL |
|---|---|---|---|---|---|---|---|
| 3 0 3 3 8 7 |
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| Postcode |
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 |
Trustee Name | Office (if any) | Dates acted if not for whole year |
|---|---|---|---|
| David Ainsley | Chairperson | ||
| Anthony Fairclough | Secretary | ||
| Maureen Billinghurst | Treasurer | ||
| Dean Harding | District Commissioner | ||
| Stephen Rainsbury | Deputy D. Comm. | ||
| PamelaBurnop | Active Support | ||
| Andrew Mendoza | |||
| Gillian Fairclough | |||
| Marion Isaacs | Appointments | ||
| Elizabeth Ainsley | Appointments | ||
| DavidLawrence | Appointments | ||
| Barry Sprason | |||
| Robert Gill | |||
| Alan Buckett | |||
| Timothy Gilbert |
Section A
Reference and administration details (continued)
Type of advisor Name Address
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Section B Structure, governance and management
The District govening 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.
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.
| You may choose to include additional information, where relevant, about: Policies and procedures adopted for: a) the induction and training of trustees; b) trustee' consideration of major risks and the systems and procedures to manage them |
Supporting all Groups in the District; The District is managed by the District Executive Committee, the members of which are the' Charity Trustees' of the Scout District which is an educational charity. As charity trustees they are responsible for complying with legislation applicable to charities. This includes the registration, keeping proper accounts and making returns to the Charity Commission as appropriate. The Chairperson, Treasurer and Secretary together with Section Leaders and other representatives meet every 2 months. District public occasions; The District Executive Committee exists to support the District in meeting the responsibilities of all Groups and is responsible for: The administration of District Finances; The insurance of persons, property, and District equipment; Appointing any sub committees that may be required; |
|---|---|
| Appointing District Administrators and Advisors other than those who are elected. |
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| Section B | Structure, governance and management (continued) |
| Risk and Internal Control 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 against them. The main areas of concern that have been identified are; |
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With regard to damage to buildings, property and equipment. The District would request the use of any buildings, property and equipment from neighbouring organisations such as the church, community centre and other Scout Groups. Similar reciprocal arrangements exist with these organisations. The District ensures that Groups have sufficient buildings and contents insurance in place to mitigate against permanent loss. Injury to leaders, helpers, supporters and members. The District through the membership fees contrbutes to the Scout Associations national accident insurance policy. Risk Assessments are undertaken before all activities.
The District is primarily reliant upon income from annual membership fees, fundraising, the occassional grant and donations. The District does hold a reserve to ensure the continuity of activities should there be a major reduction in income. Reduction or loss of leaders. The District is totally reliant upon volunteers to run and administer the activities of the District. Reduction or loss of members. The District provides activities for all young people aged 6 to 18. If there was a reduction in membership in a particular section or group as whole then there would have to be a contraction, consolidation or closure of a section. In the worst case scenario the complete closure of that particular Group. Risk and Internal Control (Specimen 2) The group has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss, these include 2 signatories for all payments and a comprehensive insurance policies to ensure that insurable risks are covered.
| Section C | Objectives and activities |
|---|---|
| Summary of the objects of the charity set out in its governing |
The objectives of the group are as a unit of the Scout Association. The Aim of The Scout Association is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potentials, as individuals, as responsible citizens and as members of their local national and international communities. The method of achieving the Aim of the Association is by providing an enjoyable and attractive scheme of progressive training, based on the Scout Promise and Law and guided by adult leadership. |
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Additional details of the objectives and activities (optional information but encouraged as best practice)
You may choose to include further statements, where relevant, about: • policy on grantmaking; • contribution made by volunteers.
| Section D | Achievements and performance |
|---|---|
| ummary of the main achievements of the charity during the year |
~~Gillih Dii Mbhi h b dd d h~~ |
| ~~ngam strct emersp as een reuce ue to te~~ COVID pandemic as Groups were unable to meet face to face only via zoom. The number of young people has been reduced to 626, a drop of 26%, but should return as lockdown eases. We have 11 groups and 4 Explorer Units. The District Headquarters was being used by two of the Scout Groups in the District, but now face to face scouting is not happening there has been no income. The Government stepped in and announced that Grants would be available, one was applied for and Medway Council paid us £10,000 to cover running costs which was a great help. Our other major project is the Wynne-Brookes lodge at Buckmore Park. This facility has also been shut down and not used. The nine young people fundraising to attend Eurojam20, were very disappointed when the date was moved to 2021 and then completely cancelled as travel was not permitted during this pandemic. All money for Eurojam paid to County was returned to the District, which has been ringfenced for the nine young people to use for another scouting event of their choice in accordance with the Charity Commisssion rules. Hopefully scouting will start face to face shortly and normality wiil be back. |
Section E
Brief statement of the charity’s policy on reserves 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 activities fall short. This has been set by the Executive Committee to be £10,000.
Quantify and explain any designations
Details of any funds materially in defic (circumstances plus steps to eliminate
Further financial review details (optional information)
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| Youmay chooseto include additional information, where relevant, about: • the charity’s principal sources of fun • investment policy and objectives • how expenditure has supported the key objectives of the charity; |
d The District does not have sufficient funds to invest in longer term investments. The District has therefore adopted a risk averse strategy to the investment of its funds. All funds are held in cash using only mainstream banks or building societies. The District Executive regularly looks at the levels of bank balances and the interest rates received to ensure the district obtains maximum value and income from its banking arrangements. Investment Policy (Specimen 2) Investment Policy (Specimen 1) The District's Income and Expenditure is small and as a consequence does not have sufficient funds to invest in longer- term investments such as stocks and shares. The District has therefore adopted a low risk strategy to the investment of its funds. All funds are held in cash using only mainstream banks or building societies. |
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Section F Other Optional Information Plans for future periods (details of any significant activities planned to achieve them) Section G Declaration
The trustees declare that they have approved the trustees’ report above
Signed on behalf of the charity’s trustees
| Signature(s) Full name(s) Date ( g y, Chair) |
David Ainsley | David Ainsley | David Ainsley | David Ainsley | David Ainsley | David Ainsley | Maureen Billinghurst |
|---|---|---|---|---|---|---|---|
| David Ainsley | Maureen Billinghurst | ||||||
| Chairperson | Treasurer | ||||||
| 1 5 0 9 2 1 |
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| 1 | 5 | 0 | 9 | 2 | 1 |
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Gillingham District Receipts and Payments Account
| For the year from |
1 April 2020 | To | 31 March 2021 | |
|---|---|---|---|---|
| Receipts and payments | ||||
| Receipts | 2020/21 Unrestricted funds £ 41,713 35,114 6,599 - - - - 174 3,339 1,464 300 - 11,876 10,000 10,000 - - 660 9,371 - 11 10,042 - - 31,918 31,918 |
2019/20 Unrestricted funds £ |
||
| Donations, legacies and similar income | ||||
| Membership subscriptions | 41,713 | 45,496 | ||
| Less:Membership subscriptions paid on (National/County/District) | 35,114 | 33,891 | ||
| Net membership subscriptions retained | 6,599 | 11,605 | ||
| Rent and Hire of District HQ | - | 4,657 | ||
| Income on Wynne Brooks Lodge (Buckmore Park) | - | 880 | ||
| Donation for WBL building | - | 1,000 | ||
| Donation | - | 30 | ||
| Badge shop/ District Scarves | 174 | 646 | ||
| Gift Aid | 3,339 | 1,283 | ||
| Explorer Funds +GSAS | 1,464 | - | ||
| St Georges Day refund | 300 | - | ||
| Calendars | - | 75 | ||
| Sub total | 11,876 | 20,176 | ||
| Grants | ||||
| MedwayCouncil Covid Grant | 10,000 | - | ||
| Sub total | 10,000 | - | ||
| Fundraising (gross) | ||||
| World Jamboree 2019 | - | 252 | ||
| Activity Equipment | - | 805 | ||
| EUROJAM20 Fundraising | 660 | 12,501 | ||
| EUROJAM refund from County (due to Cancellation) | 9,371 | - | ||
| Wynne Brooks Lodge - sponsored walk | - | 655 | ||
| Other fundraising activities | 11 | - | ||
| Sub total | 10,042 | 14,213 | ||
| Investment income | ||||
| Bank interest | - | |||
| Building Society interest | ||||
| The Scout Association Short Term Investment Service | - | - | ||
| Property Rent income | ||||
| Other investment income | ||||
| Sub total | - | - | ||
| Total Gross Income Asset and investment sales, etc. Total receipts |
||||
| 34,389 | ||||
| 31,918 | 34,389 |
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Gillingham District Receipts and Payments Account
| For the year from |
1 April 2020 | To | 31 March 2021 |
|---|---|---|---|
Receipts and payments
| Receipts and payments | |||
|---|---|---|---|
| Payments | 2020/21 Unrestricted funds £ |
2019/20 Unrestricted funds £ |
|
| Charitable Payments | |||
Youth programme and other activities |
60 | 716 | |
| Explorer Units programme and activities + GSAS | 50 | 609 | |
| World Jamboree 2019 | - | 4,975 | |
| Adult support and training | 29 | 173 | |
| New Buiding Expenditure (Wynne Brooks Lodge) | 154 | 2,854 | |
| Hiring of room for meetings | - | 567 | |
| EUROJAM20 | 6,204 | 8,844 | |
| Insurance | 2,052 | 2019 | |
| District HQ - repayment of loan | - | 12,000 | |
| Water/Elect/Services on New HQ | 834 | 1,827 | |
| Refurbishing District HQ | 858 | 2,734 | |
| Materials and other District equipment | - | - | |
| Expenditure on Activity equipment (repairs and storage etc) | 300 | 379 | |
| Badge shop | - | - | |
| Postage /Printing/photocopying and calendars | 82 | 290 | |
| Media and Development | 229 | 288 | |
| St Georges Day | - | 347 | |
| AGM | - | 108 | |
| 2020 Challenge | - | 339 | |
| Hardship Fund | - | ||
| Sub total | 10,852 | 39,069 | |
| Fundraising expenses | |||
| Lottery Licence | - | - | |
| Big Quiz Refund of Donation to Medway District | - | ||
| Other fundraising costs | |||
| Sub total | - | - | |
| Total Gross Expenditure Asset and investment purchases, etc. Total payments Net of receipts/(payments) Cash funds last year end Funds this year end |
|||
| 39,069 | |||
| 39,069 | |||
| 21,066 | - 4,680 | ||
| 89,985 | 68,919 |
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Statement of assets and liabilities at the end of the year
31 March 2021 31 March 2020
| Unrestricted funds £ Cash funds Bank current account (District,Badge,Explorer units and G.S.A.S) 87,870 Bank deposit account Building society account 858 The Scout Association Short Term Investment Service - Cash/Floats 1,257 Total cash funds 89,985 Other monetary assets Tax claim Debts due from the Groups - Insurance claim Sub total - Investment assets Investment property - detail Quoted investments Other investments - detail Sub total Non monetary assets for charity's own use Badge stock + District Scarves 948 Shop stock Other stock (Clothing with District Logo) - Land and buildings 270,000 Motor vehicles Scouting equipment, furniture etc 17,000 Other Sub total 287,948 Liabilities Accounts not yet paid Expenses incurred but not invoiced Subscriptions not yet paid Loan - detail Other liabilities Sub total |
Unrestricted funds £ Cash funds Bank current account (District,Badge,Explorer units and G.S.A.S) 87,870 Bank deposit account Building society account 858 The Scout Association Short Term Investment Service - Cash/Floats 1,257 Total cash funds 89,985 Other monetary assets Tax claim Debts due from the Groups - Insurance claim Sub total - Investment assets Investment property - detail Quoted investments Other investments - detail Sub total Non monetary assets for charity's own use Badge stock + District Scarves 948 Shop stock Other stock (Clothing with District Logo) - Land and buildings 270,000 Motor vehicles Scouting equipment, furniture etc 17,000 Other Sub total 287,948 Liabilities Accounts not yet paid Expenses incurred but not invoiced Subscriptions not yet paid Loan - detail Other liabilities Sub total |
Unrestricted funds £ |
|---|---|---|
| Cash funds | ||
| Bank current account (District,Badge,Explorer units and G.S.A.S) | 87,870 | 66,486 |
| Bank deposit account | ||
| Building society account | 858 | 858 |
| The Scout Association Short Term Investment Service | - | - |
| Cash/Floats | 1,257 | 1,575 |
| Total cash funds | 89,985 | 68,919 |
| Other monetary assets | ||
| Tax claim | ||
| Debts due from the Groups | - | - |
| Insurance claim | ||
| Sub total | - | - |
| Investment assets | ||
| Investment property - detail | ||
| Quoted investments | ||
| Other investments - detail | ||
| Sub total | ||
| Non monetary assets for charity's own use | ||
| Badge stock + District Scarves | 948 | 970 |
| Shop stock | ||
| Other stock (Clothing with District Logo) | - | - |
| Land and buildings | 270,000 | 270,000 |
| Motor vehicles | ||
| Scouting equipment, furniture etc | 17,000 | 17,000 |
| Other | ||
| Sub total | 287,948 | 287,970 |
| Liabilities | ||
| Accounts not yet paid | ||
| Expenses incurred but not invoiced | ||
| Subscriptions not yet paid | ||
| Loan - detail | ||
| Other liabilities | ||
| Sub total |
Contingent liabilities and future obligations
The above receipts and payments account and statement of assets and liabilities were approvedby the Trustees of the District Executive Committee 15th September 2021
| Signature | Print Name |
|---|---|
| MR DAVID AINSLEY Chairperson | |
| MRS MAUREEN BILLINGHURST Treasurer |
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LT700005- Scnrtineerfs Reporttothe Trustees ljuly 20191 Scrutineer's Report to the Trustees of the Gillingham District Scout Council I report on the accounts of the Group/District for the year ended .......dLsb 2011............... As the Group'slDistrict's trustees you are responsible for the preparation of the accounts.. you consider that neither the audit nor independent examination requirements of the Charities Act 2011 apply. It is my responsibility without carrying out an audit or independent examination to scrutinise the accounts and to report to you. In accordance with the directions given in the Group's/District's constitution, I have scrutinised the records and the accounts set on pages............ to............ In my opinion the accounts are in accordan with the records produced to me and comply with the corTrstitution. Name.. Address: .................................-.......................................................-....... Date..