## **AXE DISTRICT** ## **EXECUTIVE BOARD OF TRUSTEES** **TRUSTEES ANNUAL REPORT for the year ending 31[st] March 2022** **AXE SCOUT DISTRICT** ## **REFERENCE and ADMINISTRATION DETAILS - for the year ended 31st March 2022** Charity registration number: 305639 Registered Office: None Patron of the Scout Association: Her Majesty the Queen District President: John Crockford-Hawley District Vice-Presidents: Ann Coombes, Jenny Thorn ## **Ex-Officio members** – as per the Constitution of Axe Scout District District Chairman: Paul Westwood (Trustee since 12.11.2015) * District Commissioner(s): Ali Kattana – joint DC (Trustee since 14.05.2015) * Richard Hurst – joint DC (Trustee since 01.01.2018) * District Treasurer: Jackie Simpson (Trustee since 24.09.2020)*. ** District Secretary: _Vacant (01.04.2021 to 10.03.2022)_ Sheena Thomas (Trustee from, and appointed by, District Executive Committee 10.03.2022) Deputy District Commissioners: Kate Lewis – DDC (Programme) (Trustee since 26.08.2021) Graham Meikle – DDC (Training & Compliance) (Trustee since 26.08.21) District Explorer Scout Commissioner: Ian Lamb (Trustee since 16.01.2019, left 5.08.2022) District Scout Network Commissioner: _Vacant (01.04.2021to 16.03.2022)_ Gareth Thomas (Trustee and appointment from 16.03.2022) District Youth Commissioner: Joe Hurst (Trustee appointment from 19. 1.2020) **Elected members** (elected by Axe District Scout Council) Teresa Aldridge (Trustee since 12.09.2017) ** Jeremy Birkett (Trustee since 01.03.2003) *[,] ** Khalil Kattana (Trustee since 01.09.2008) Jeremy Long (Trustee since 22.09.2011) Graham Meikle (Trustee since 11.03.2021 and now ex-officio) Steve Short (Trustee since 10.09.2018) **Nominated members** (nominated by the District Commissioner) Megan Kattana (Trustee since 08.09.2016, Resigned 12.5.22) Paul Thomas (Trustee since 22.09.2021) Sheena Thomas (Trustee since 22.09.2021) N.B. Appointed as District Secretary 10.03.2022 ## **Co-opted Members** (Co-opted by the District Executive) None ## **Independent Examiner of the District’s Accounts** _TaxAssist Accountants_ _96 Drove Road, Weston-super-Mare, BS23 3NW_ ## **The District Executive’s bank accounts are held at:** National Westminster Bank, 89 High St, Weston-super-Mare BS23 1HJ - = Member of Finance sub-Committee - ** = Member of District Appointments Advisory Committee 2 ## **AXE SCOUT DISTRICT - TRUSTEES REPORT** ## **Governing document** The Scout Association exists by authority of Royal Charters; these give authority to the by-laws of the Association, which are approved by her Majesty's Privy Council. The by-laws in turn authorise the making of rules for regulation of the Association's affairs and are known as _Policy, Organisation and Rules of The Scout Association (POR)_ – a core governing document which is revised from time to time (see Notes at foot of this Report). Axe Scout District is a trust established under these rules, which are common to all Scout Districts. ## **Constitution** Axe District Scouts benefits from its own Constitution effective from on 14[th] January 2016. The last amendments to it were approved by Axe District Scout Council on 16[th] September 2020 and came into force immediately as version 4. It is available to view at www.axescouts.org.uk. The constitution is the second core governing document. There are no plans to make further amendments to it at this AGM. The ongoing Covid-19 pandemic has given the trustees a number of challenges. All face-to-face Scout meetings, activities and events have been suspended since Tuesday, 17 March 2020. This suspension applies to young people and adults. But the business of running the Scout District has not stopped. Trustee meetings and Finance sub-Committee meetings and Appointment Panels have moved on-line to be able to continue. ## **The Charity Governance Code** The Board of Trustees is aware of the _Charity Governance Code for smaller charities_ (launched 13th July 2017, refreshed at the end of 2020) and continues to use it as a practical tool to develop and maintain a high standard of governance. ## **Structure** Axe Scout District is led by two District Commissioners who are assisted by two Deputy District Commissioners and supported by a District Team and managed by a District Executive Committee. They are accountable to the District Scout Council for the satisfactory running of the District. ## **Objectives and Activities** The aim of Axe District Scouts is to support and encourage the development of Scouting in the District. The District Executive Board of Trustees exists to support the District Commissioner Team (who lead the District, POR rule 4.22) in meeting the responsibilities of their appointment and to provide for Scout Groups in the District. The Trustees' role is to ensure resources are made available as far as possible to help with a wideranging programme of Scouting activities, and to ensure that the District's administration is of a good standard. ## **The Board of Trustees** The Board usually meets six times each year plus the Annual General Meeting although it remains flexible to call additional meetings if the need arises. It believes that this is sufficient to enable it to be effective. During the pandemic trustee meetings have continued as normal albeit on-line. ## **Appointment of Trustees** The District Executive Board of Trustees consists of ex-officio members, elected members, nominated members and co-opted members. The ratio in each category is managed in accordance with the Constitution. The Scout Council is responsible at the AGM for electing those standing as elected members, approving those nominated by the District Commissioners and approving some ex-officio members. Co-opted members are approved by the Board of Trustees during the year. Every member of the District Executive however approved is a charity trustee and is required to hold a valid disclosure obtained through the Scout Association and issued by the Disclosure and Barring Service. 3 There are currently 15 trustees with a balance of skills, experience, background and knowledge. Three of the elected trustees have more than nine years’ experience: Jeremy Birkett (19) Khalil Kattana (14) and Jeremy Long (11). Their contribution to Axe District Scouts continues to be valued bringing a depth of experience and understanding to the Board at a time when the other trustees have been in place for between one and six years. The Scout Association requires all trustees to undergo a mandatory training programme: One-off modules covering Essential Information, Date Protection and a Trustee Introduction; Safety and Safeguarding modules are renewable every 3 years. All members of the District Executive all trustees hold a complete set of valid certificates. ## **Sub-Committees** The District Executive currently has two operational sub-Committees: 1. **Finance sub-Committee:** There are six members – two are elected and four are ex-officio. It works to Terms of Reference (last updated 23rd June 2016) approved by the District Executive Board of Trustees. It meets one week before each Executive Board of Trustees meeting (to which it then provides an update) plus several times during the production of the District's Annual Accounts. 2. **District Appointments Advisory Committee:** Chaired by Jeremy Birkett (Trustee), secretary Ann Coombes and seven members (one of whom is also a trustee) who between them form Appointment Panels to meet with all new adults seeking appointments within Axe District. Its governing document is The Scout Association's Policy, Organisation and Rules – Chapter 16 Adult Roles. During the year it held 20 on-line appointment panels through which it supported the District Commissioners to meet and approve 62 new adult appointments, approve 28 changes of appointment, approve 5 additional roles, receive 20 five-year appointment reviews and note 68 resignations. The Committee also manages Scouting disclosures for approximately 700 adults (leaders and helpers) in this District. ## **Data Protection** The District takes its data protection responsibilities seriously and with the introduction of the General Data Protection Act (GDPR) on 25th May 2018 as a charity we now have additional requirements to demonstrate our transparency and safeguarding of information as a data processor. The work to ensure compliance is on-going. The District Executive Committee reports that no breaches of the requirements have been advised or reported during the past year. ## **Risk Management** The Trustees regularly review areas of risk. Annual operational budgets are prepared and agreed by the Trustees. The work is undertaken by the Finance sub-Committee whose objective is to ensure that proper financial planning and budgetary control is operated within the District in accordance with the rules of The Scout Association. ## **Membership Subscriptions** Subscriptions are collected by the District at the end of each financial year for onward payment to County and HQ in the first days of the following financial year. This can sometimes distort the balance of monies held as at the end of the financial year – making them look greater than they actually are. As at 31.3.22 almost all Groups and Units had paid their fees to District which must be reported in the end of year figures. Immediately at the start of the new year District then paid-on to County and HQ the total sum of £63,497 (£54,520 in 2021). Last year’s membership subscription totalled £50.00 per young person (HQ £36.00, County £11.50, District £2.50); In 2022 the subscription totalled £54.00 per young person (HQ £34.50, County £12.50, District £7.00). Whilst the District element may seem a steep rise it is still well under the £10.00 levied each year from 2016 to 2020. 4 ## **Loans to Groups within Axe District** No requests for loans have been received during the reporting year and there are no loans outstanding as at 31[st] March 2022. ## **Response to the coronavirus pandemic** The pandemic continued for most of the financial year under report during which the Finance sub-Committee continued to monitor the financial health of all Groups and units with the District keeping the Board of Trustees fully informed. ## **Reserves Policy** Axe District Scout Executive Committee is largely dependent upon receipt of the District element of the youth membership fee to sustain its operational activities. The fees are paid in March annually. In the event of a reduction in youth membership then the District’s fee income would be proportionately reduced putting at risk its ability to operate as planned. Taking into account the purpose of the District’s funds that are held as ‘restricted’ and ‘unrestricted designated’ the Trustees believe that in order to be able to continue to support the District’s youth programme our policy is that the sum equivalent to 50% of the current year’s agreed annual operational budget rounded up to the nearest £1000 should be kept in reserve for use in the following budget year. This will enable core activities to be sustained whilst a recovery programme is put in place. On this basis, the figure to be held in reserve during 2021-2022 was set at £8,000 and will remain at this figure for 2022-2023. This policy is reviewed annually. It will be monitored by the District’s Finance sub-Committee and will be reported upon to the full District Executive Board of Trustees at its bi-monthly meetings. The _Pandemic reserve_ mentioned in last year’s Trustees Report remains in place. It currently stands at £9815. As the pandemic comes to an end these reserves will be gradually reduced with plans to apply them to cover future operational costs in order to reduce the District element of next year’s membership subscription. ## **Our ‘unrestricted designated' funds explained** The Trustees hold money in the following unrestricted but designated funds (see page 8 of the Annual Accounts for the balances): - _World Scout Jamboree_ fund – to contribute towards the cost of supporting individuals attending the next World Jamboree. Provision is made for this on an annual basis. The next is in South Korea in 2023. - _AxeJam fund_ – to help funding and preparation for our District jamboree. The last one took take place in May 2018. - _Hardship fund_ - to enable Groups in our District to support families that have difficulty in affording any aspect of Scouting - _Ski Trip fund_ – monies held in the District’s main account to use for the District's Ski Trip. - _District Scout Network fund_ - to hold initial funds received from Avon County following the change of Network line responsibility. The trustees have recently approved the transfer of remaining funds to a new designated bank account. - _District Explorers fund_ – The separate bank account has been closed. The balance is now held as a designated fund for the time being and is available for use by the District Explorer team - _District Activities fund –_ The separate bank account has been closed. Access to the money remains available via this designated fund - _Axe District Scouts fund_ – The separate bank account was closed by HSBC in 2021. This fund holds the monies that were in that account until a new separate banking facility has been agreed. The Executive Committee continues to look at ways of raising money, whilst making sure funds are available to loan to any Group in need of short-term help. 5 ## **INDEPENDENT EXAMINATION** The trustees are grateful to TaxAssist Accountants in Weston-super-Mare for being able to receive, examine and return the District’s accounts in such good time. ## **DECLARATION** The above Annual Report was approved by the Trustees 31[st] August 2022 and signed on their behalf by: **Richard Hurst Ali Kattana** Joint District Commissioners **Paul Westwood** District Chairman ## **Note:** POR Version control: Revision date At start of the reporting year – 1[st] April 2021 September 2020 Revision 1 which remained valid to the end of the reporting May 2021 year – 31[st] March 2022: Current version valid as at the date of the 2022 AGM April 2022 6 Scouts Axe District AXE DISTRICT EXECUTIVE BOARD OF TRUSTEES TRUSTEES ANNUAL ACCOUNTS for the year ending 31 March 2022 IndeFeThlentexaminerfs reporttothe tharity tnthsof Axe DistfKtSc(xrts tharity Number= 305639 I retM)rt to the trustees on my examinabon of the aco)unts ofthe above chanty fthe Trust") forthe year ended 3151 March 2022 Responsibilities and basis of rep(Yt As the charws trustees, you are responssbk fcrf the preparati{￿ ofthe accwnts in a¢o)rdan￿ with the requirements of the Charites Act 20111.the Acri. l Teport in respect of my examination ol the Trust's a[￿ounts carried out under secb(>n 145 of the 2011 Act and In carrying QLrt my examinabon, I have followed all the applicable Directions given by Ihe Charity Commiss￿￿ under section 14515llbl of the Act. Independent examinerfs ￿atement I have cvrnpleted my examinabon. l (x)nfimi that no material rnattets have come to rny attention in connection with the examination which gives me cause to belTeve that in. any material respect". the accounting ￿CordS were ntst kept in accordanc£ wth Secti￿ 130 of the Charitses Act." or the accounts did not accord the accounting records." or the accounts did not compty applicable requiremetts ¢￿￿MIng the fonn and content of accounts set out in the charib.es (Accounts and Reports) Regulations 2008 other than any requirernent that the attounts give a 'true and lair. view whith is not a matter considered as part ol an independent exarninth"on. I have no concems and have Gorne across no other matters in connection wth the examination to which attention should be drawn in this report in orderto erna￿e a proper understanding of the accounts to be reathed Name.. Catherine S3unders Relevant professional qualification if any.. CTA MAAT A Address." Ta￿SIstAcCQu￿t3nts. 96 Drove Road, Weston super Mare. BS23 3NW Date.. 6th September 2022 Page 2 Axe District Scout Council Receipts and payments accounts summary for the year ended 31st March 2022 Note 31.3.2022 31.3.2021 Total receipts for the year (see page 4} 69,522 82,508 Total payments for the year (see page 5) 60,743 90,755 Nel receiptsllpaymenlsl for the year 8,779 8,247 Cash. bank and similar funds brought forward 163.785 172,032 Cash, bank and similar fvnds held at year end 1&12 172,563 163,785 Represented by: Unrestricted general funds Unrestricted designated funds Total Unrestricted funds Restricted funds Endowmentfunds 54,262 53.709 107.971 64,592 51,263 57.872 109,135 54.650 Total cash funds 172.563 163.785 The above account and accompanying statement of assets and Ikabilrties were approved by the trustees on 13th September 2022 and were signed on their ￿half by- Richard Hurst Ali Kattana Paul Westwood Joint District Commissioners Dislrict Chair Page 3 Axe District Scout Council Receipts for the year ended 31st March 2022 Note 31.3.2022 31.3.2021 Membership subscripb.ons Less.. Paid-on to County and HQ Net membership subscriptions retained 87,017 64,518 22.499 90,954 67,360 23,594 Investment income receNed' Bank interest Building Society interest The Scout Association Short Term Investrnent serV￿e Dividends Grants received Activities 29.660 51,989 Fundraising (gross) 1,180 1,828 Other income linc. donalionsl. 7,618 1.199 Loan repayments recenied from units Sale of Govemment Stock Badge receipts (sales} 8,563 3,892 Total receipts for the year 69,522 82,508 Page 4 Axe District Scout Council Payments for the year ended 31st March 2022 Note 31.3.2022 31.3.2021 Premises Grants made 1,600 Actwities 38.837 79.561 Fundraising expenses 10 1,000 Administralionlestablishments expenses 11 12.798 5,735 Trustee expenses Sundries Purchase of capital equipment Purchase of badges 9,108 2,859 Sundry payments Loans made to units Total payments for the year 60.743 90,755 Page 5 Axe District Scout Council Statement of Assets and Liabilities at 31st March 2022 Nole 31.3.2022 31.3.2021 MONEfARY ASSETS Cash, bank and similar funds Bank current accountls} Bank deFX)Sit account{s) Bank term deFOS(tlsl Building society account(sl The Scout Association Short Tem Investment serV￿e Funds held on Pre-Payment Card Cash in hand 172.563 159,5 4,229 163,785 1&12 172,563 OTHER MONETARY ASSETS Tax claim Debts due (loan to untsl INVESTMENT ASSEtS Government stocks at market value Other quoted securities al market value Other investments Propety hekl for investment purpose5 NON.MONEfARY ASSETS Assets for charivs own use Badge secrelarfs slcck Shop stock Land and buildings Motor vehicles Scouting equipment, fumiture etc_ TOTAL ASSETS 3.660 176.223 163.785 LIABILITIES Those due within one year Accounts not yet paid Expenses incurred not yet inVo￿ed Subscriptions not yel paid Other 3,450 3,450 LIABILITIES Those payable aftef one year Loan Hire purchase owing Leasing payments outstanding Other long terrn liabilities TOTAL LIABILITIES TOTAL ASSETS LESS TOTAL LIABILITIES 176,223 160,335 CONTINGENT LIABILITIES AND FUTURE OBLIGATIONS Page 6 Axe District Scout Council Notes to the accounts for the year ended 31st March 2022 31.3.2022 31.3.2021 1. Cash, bank & similar funds carried fopward (also see note 121 District Executive Sects'ons 135,262 37,301 172.583 121.363 42.421 163,785 2. Receipts.. Membership subscriptior 87.017 64.518 22.499 90,954 67.360 23,594 Less to CwntyaTh* HQ SeeT[usteeAJ)n￿ RepOrtf￿ more at 3. Receipts: Grdnts 4. Receipts.. Activ￿eS District Beaver Scouts Distrirt Cub Scouts DistnLt Scouts Axe-Jammers Expedition (Ten Tgrsl accoJnt Maniaxe ESU Pioneers ESU SaraTrns ESU Spartans ESU Yeo ESU Training 2015 World Jamboree Jamborees (exc. Worfd Jamtx)reel Pantomime trip District Ski Trip Sundries West Mendip Way Walk 107 10 6,8C 157 4.291 2,265 995 1,1(X) 1.154 6.475 1.452 1.695 6.873 1.001 26.687 1,5 5,7(X) 8.159 3.329 29,660 51,989 5. Receipts= Fundraising Fundsraising Iof benefit of untts Funds raised to pay-on to 3rd paty le.g. St Georges Day} 1.180 828 1.QK)O 1.828 1,180 6. Receipts.. Other Income Donations received Legaoes received Incorne Tax recovered via Gift lon substhptths and donations) World Jamboree Golden Woggle Other Incorne Sundries Fund5 frtsm dosing Grouplunit 219 574 2(X) 4.225 6,658 1.199 Re¢eived from Sections Badge Aco)unt 9SO 7.618 1.199 7. Re¢eipts: Loan repayments received from units 1st Uphill 1st Grove Village 8. Payments: Grants made start up Grants Other grant5 1.600 Page 7 Axe District Scout Council Notes to the accounts to 31st March 2021 {corttinuedl 9. Payments: Ackn"vity Expense5 Axe Jammers District Beaver Scouts District Cub S¢outs DistrKt Scouts Dislrti Ex@itions linc Ten Torsl DistrictActivrties (Jamborees & Dt5trirt Events) Wodd Jarnboree Paniomime ESU Maniaxe ESU Pioneers ESU Sar2t£ns ESU Spartans ESU Yeo St. George's Day Celebration." costs GO￿en Woggles event Sandford Scout Hut Adutt Support and TrainiThJ New Equiptnent District Ski Tr WÉsi Mendip Way Walk 31.32022 313.2021 3.918 2.825 1.182 8.502 838 3.736 2.058 1,633 12.270 28.3C6 187 1.181 342 2.147 176 1.508 109 38.837 79.561 10. Payments= Fundraising expens¢$ InCur￿d as a result of fundr2i8iThJ activibes Funds raised an¢J paid-on to a 3rd Paty 1.000 1,000 11. Payments.. Administrationlestsblishment expenses Petrol, telephone & expenses Group Support Resources Meettng Costs Bank charges and accounbng sofhvare fee Accountancy and examination of accounts Insuran 1.667 2.138 170 355 216 724 518 125 139 766 462 418 Recruitment Transfer of funds upon dosure of Growlunit Sandford Scout Hut demolitson S￿eT￿lIs New storage contsiner Other expen5e5 4.225 895 1.696 5.735 2.731 12.798 12. Breakdown of cash, bank and swnilarfunds Distiyct Executwe fvnds Restncled HQ and County mernbership fees to pay- Restncied World Scout Jamboree Restn¢ted New Scout Group supw)rt Totsl Re51ricted Funds 63,497 695 400 64.592 54.250 54,650 D8signated." World Jamboree Designated.. Axe Jam Designated.. Contingenc Designated Capit21 Expenditure Dèsignated.. District Har(Iship fund Designated. Group DevelopmÈni Designated Distrid Scout Network Designated. District Explorer Seouls Designsted. District Actp￿t*S DeS￿nated.. Scorpions ESU Idosed unit) Designated". 1st Grove Village DeSon81￿.. Ardethe trip Designated." Distnct Scouts Designaied. Ski Trip fund Total Llnrestricled Designated funds Totsl Unrestricted Generdl funds Total District ExÈcuts"ve fvnds 1.013 1.013 5.934 5.959 462 421 421 1.823 3,950 15.450 51.263 121.363 16.408 54,262 135.262 Funds heldby SectiOn￿u￿ Totsl Restricted Funds Total Unrestricted Designated fvnds Totsl Di8trict consolidated funds 37.301 172.563 42.421 163.785 Page 8 ## **Independent examiner’s report to the charity trustees of Axe District Scouts** ## **Charity Number:** 305639 I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31st March 2022 ## **Responsibilities and basis of report** As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. ## **Independent examiner’s statement** I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect: - the accounting records were not kept in accordance with section 130 of the Charities Act; or - the accounts did not accord with the accounting records; or - the accounts did not comply with the applicable requirements concerning the form and content of accounts set - out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. ## Name: Catherine Saunders Relevant professional qualification if any: CTA MAAT ATT Address: TaxAssist Accountants, 96 Drove Road, Weston super Mare, BS23 3NW Date: 6th September 2022 Page 2