Trustees' Annual Report
For the period
From (start date) 0 1 0 4 2 2 to end date 3 1 0 3 2 3
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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
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Names of the charity trustees who manage the charity
| 1 3 4 6 7 8 9 10 11 12 13 15 |
Trustee Name | Office (if any) | Dates acted if not for whole year |
|---|---|---|---|
| David Ainsley | Chairperson | ||
| Maureen Billinghurst | Treasurer | ||
| Dean Harding | District Commissioner | ||
| Alan Buckett | |||
| Andrew Mendoza | |||
| Gillian Fairclough | |||
| Marion Isaacs | Appointments | ||
| Elizabeth Ainsley | Appointments | ||
| David Lawrence | Appointments | ||
| Barry Sprason | |||
| Robert Gill | |||
Section A Reference and administration details (continued)
Names and addresses of advisers (optional information but encouraged as best practice)
| Type of advisor | Name | Address | |
|---|---|---|---|
| Section B Structure, governance and management |
Description of the charity’s trusts
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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.
Additional governance issues (optional information but encouraged as best practice)
| 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 You may choose to include additional information, where relevant, about: |
Appointing any sub committees that may be required; The administration of District Finances; The insurance of persons, property, and District equipment; 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: |
|---|---|
| Appointing District Administrators and Advisors other than those who are elected. |
|
| 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; 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. |
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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 4 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 document |
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. |
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.
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Section D
Achievements and performance
Summary of the main achievements of Gillingham District Membership has now increased to 815 as Groups are now able to meet face to face again after the COVID the charity during the year pandemic. We have 10 groups and 5 Explorer Units. We also have "Squirrels" a new younger section for 4 year olds. The District Headquarters is now being used more and some income is now coming in from outside sources . We were also fortunate to receive a BBC Children in Need Grant of £34,056 to help with a major upgrade on the HQ for windows, security doors, fencing and storage container at the end of the last financial year. We had a very short time to get contractors in place to cover the criteria set out by Children in Need but we achieved this and the HQ has benefitted from the work carried out. Our other major project is the Wynne-Brookes lodge at Buckmore Park, this is now being used on a regular basis and work parties meet up to keep the building maintained and the area around building tidy. The next World Jamboree in this year 2023 will be in South Korea. We have 6 candidates attending and at the moment fundraising to pay the total of £24,000 for the trip has almost been achieved. Scouting has got back to where we were before COVID with face to face meetings.
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 £19,000. (£10,000 for District and
Quantify and explain any designations
Details of any funds materially in defici (circumstances plus steps to eliminate
Further financial review details (optional information)
You may choose to include additional information, where relevant, about: Investment Policy (Specimen 1) • the charity’s principal sources of fund
The District's Income and Expenditure is small and as a consequence does not have sufficient funds to invest in longerterm 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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• how expenditure has supported the key objectives of the charity; 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 and objectives Investment Policy (Specimen 2) 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.
| 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 | ||||||
| 2 7 0 6 2 3 |
|||||||
| 2 | 7 | 0 | 6 | 2 | 3 |
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Gillingham District Receipts and Payments Account
| For the year from |
1 April 2022 | To | 31 March 2023 | |
|---|---|---|---|---|
| Receipts and payments | ||||
| Receipts | 2022/23 Unrestricted funds £ 62,411 37,479 24,932 4,255 - 6,000 722 1,897 612 - 38,418 - - - 18,542 - - - - - 18,542 - 56,960 56,960 |
2021/22 Unrestricted funds £ |
||
| Donations, legacies and similar income | ||||
| Membership subscriptions | 62,411 | 28,575 | ||
| Less:Membership subscriptions paid on (National/County/District) | 37,479 | 27,213 | ||
| Net membership subscriptions retained | 24,932 | 1,362 | ||
| Rent and Hire of District HQ | 4,255 | 3,305 | ||
| Income on Wynne Brooks Lodge (Buckmore Park) | - | 540 | ||
| Donation | 6,000 | - | ||
| Badge shop+District Scarves | 722 | 815 | ||
| Gift Aid | 1,897 | 433 | ||
| Youth Funds | 612 | 2,189 | ||
| Sale of activity equipment | - | 2,600 | ||
| Sub total | 38,418 | 11,244 | ||
| Grants | ||||
| BBC/Children in Need Grant | - | 34,146 | ||
| MedwayCouncil Grants | - | 12,842 | ||
| Sub total | - | 46,988 | ||
| Fundraising (gross) | ||||
| World Jamboree 2023 | 18,542 | 3,445 | ||
| Activity Equipment | - | 270 | ||
| EUROJAM20 Fundraising | - | - | ||
| EUROJAM refund from County (due to Cancellation) | - | 406 | ||
| Wynne Brooks Lodge - sponsored walk | - | - | ||
| Other fundraising activities | - | - | ||
| Sub total | 18,542 | 4,121 | ||
| 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 |
||||
| 62,353 | ||||
| 56,960 | 62,353 |
Gillingham District Receipts and Payments Account
| For the year from |
1 April 2022 | To | 31 March 2023 |
|---|---|---|---|
| Receipts and payments | ||
|---|---|---|
| Payments | 2022/23 Unrestricted funds £ - 2,729 18,250 159 535 13,986 340 58 1,274 - 2,080 1,550 1,497 375 - 109 192 416 91 43,641 - - 43,641 43,641 13,319 117,573 130,892 |
2021/22 Unrestricted funds £ |
| Charitable Payments | ||
Youth programme and other activities |
- | 811 |
| Explorer Units programme and activities + GSAS | 2,729 | - |
| World Jamboree 2023 | 18,250 | 2,483 |
| Adult support and training | 159 | - |
| Wynne Brooks Lodge Expenditure | 535 | 2,197 |
| District HQ ungrading from BBC / CIN grant | 13,986 | 20,951 |
| Hiring of room for meetings | 340 | 210 |
| Fun Day | 58 | 0 |
| Insurance | 1,274 | 1,793 |
| Recruitment Campaign | - | 1,278 |
| Water/Elect/Services on New HQ | 2,080 | 1,446 |
| Refurbishing District HQ | 1,550 | 2,135 |
| Materials and other District equipment | 1,497 | - |
| Expenditure on Activity equipment (repairs and storage etc) | 375 | 435 |
| District Scarves | - | 634 |
| Postage /Printing/photocopying | 109 | 83 |
| Media and Development | 192 | 168 |
| St Georges Day | 416 | 29 |
| AGM | 91 | 112 |
| Hardship Fund | - | |
| Sub total | 43,641 | 34,765 |
| Fundraising expenses | ||
| Lottery Licence | - | - |
| 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 |
||
| 34,765 | ||
| 34,765 | ||
| 13,319 | 27,588 | |
| 117,573 | 89,985 | |
| 130,892 | 117,573 |
Statement of assets and liabilities at the end of the year
31 March 2023 31 March 2022
Unrestricted funds Unrestricted funds
| £ Cash funds Bank current account (District,Badge,Explorer units and G.S.A.S) 130,421 Bank deposit account Building society account - The Scout Association Short Term Investment Service - Cash/Floats 471 130,892 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 742 Shop stock Other stock (Clothing with District Logo) - Land and buildings 270,000 Motor vehicles Scouting equipment, furniture etc 12,000 Other Sub total 282,742 Liabilities Accounts not yet paid Expenses incurred but not invoiced Subscriptions not yet paid Loan - detail Other liabilities Sub total Total cash funds |
£ Cash funds Bank current account (District,Badge,Explorer units and G.S.A.S) 130,421 Bank deposit account Building society account - The Scout Association Short Term Investment Service - Cash/Floats 471 130,892 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 742 Shop stock Other stock (Clothing with District Logo) - Land and buildings 270,000 Motor vehicles Scouting equipment, furniture etc 12,000 Other Sub total 282,742 Liabilities Accounts not yet paid Expenses incurred but not invoiced Subscriptions not yet paid Loan - detail Other liabilities Sub total Total cash funds |
£ |
|---|---|---|
| Cash funds | ||
| Bank current account (District,Badge,Explorer units and G.S.A.S) | 130,421 | 116,887 |
| Bank deposit account | ||
| Building society account | - | - |
| The Scout Association Short Term Investment Service | - | - |
| Cash/Floats | 471 | 686 |
| Total cash funds | 130,892 | 117,573 |
| 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 | 742 | 1,231 |
| Shop stock | ||
| Other stock (Clothing with District Logo) | - | - |
| Land and buildings | 270,000 | 270,000 |
| Motor vehicles | ||
| Scouting equipment, furniture etc | 12,000 | 14,000 |
| Other | ||
| Sub total | 282,742 | 285,231 |
| 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 approved by the Trustees of the District Executive Committee on 27th June 2023
| Signature David Ainsley Maureen Billinghurst |
Print Name |
|---|---|
| David Ainsley | MR DAVID AINSLEY Chairperson |
| Maureen Billinghurst | MRS MAUREEN BILLINGHURST Treasurer |
LT7¢K5- ScrUtis Rep¢xt tD the Trustees Vuly 20191 Scrutineerfs Report to the Trustees of the Gillingham District Scout Council I report on the aCtt•unts of tt ["StrIct for the year ended_ As the Gr5•lDistricVs trustecs you arc respongQJle forthe prepwiw of the xcrxmt&' you consider that neither the audst nor independent examtr•ation requirements of the Charities Att 2011 appty. It is my responsibility without carying out an audit or Ile[enth examination to s(nrtinise the actomts and to report to yoi In accordance with the directicns gNen in the Group'slDistrKVs cOtu I have Scrut5 the records and the accounts set out on pages.._. In my opinion the COUnts are in acc¢ydan the fecords 0dd to me comply ryth the ry)nstitut. ¢>) Jo- Q