## **AXE DISTRICT SCOUT COUNCIL** **Registered charity no. 305639** **TRUSTEES ANNUAL REPORT 2022 - 2023** **AXE DISTRICT SCOUT COUNCIL** **REFERENCE and ADMINISTRATION DETAILS - for the year ended 31st March 2023** Registered name: Axe District Scout Council Other name used: Axe District Scouts, Axe Scout District Charity registration number: 305639 Registered Office: None Joint Presidents of the Scout Association: HRH The Princess of Wales and HRH The Duke of Kent District President: John Crockford-Hawley District Vice-Presidents: Ann Coombes, Barrie Taylor and 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 – DC (Trustee since 14.05.2015) * Richard Hurst – DC until 30.09.2022 (Trustee since 01.01.2018) * District Treasurer: Jackie Simpson (Trustee since 24.09.2020)*. ** District Secretary: Sheena Thomas – (Trustee since 10.03.2022 resigned 09.06.2023) _Currently vacant_ 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: Richard Hurst – appointed 23.09.2022 (Trustee since 01.01.2018) * District Scout Network Commissioner: Gareth Thomas (Trustee and appointment from 16.03.2022) District Youth Commissioner: Joe Hurst (Trustee and appointment from 19. 1.2020) **Elected members** (elected by Axe District Scout Council at its AGM) 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) Steve Short (Trustee since 10.09.2018) Paul Thomas (Trustee since 22.09.2021) **Nominated members** (nominated by the District Commissioner and approved by Axe District Scout Council at its AGM) None **Co-opted Members** (Elected by the District Trustee Board during the reporting year) Jason Belcher (Trustee since 10.11.2022) Elizabeth Vennall (Trustee since 29.09.2022) Jay Webb (Trustee since 29.09.2022) ## **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 DISTRICT SCOUT COUNCIL - TRUSTEES ANNUAL REPORT** ## **STRUCTURE, GOVERNANCE and MANAGEMENT** ## **Introduction** The Scout Association exists by authority of Royal Charters; these give authority to the by-laws of the Association, which are approved by His 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)_ . This is a core document the main purpose of which is to describe how the Scouts is structured, organised, managed and governed - to help us all run Scouting. It is revised from time to time (see Notes at foot of this Report). Axe District Scout Council is a separate unincorporated educational charity within the Scouts’ federated structure established under these rules, which are common to all Scout Districts. It is registered with the charity regulator for England and Wales. ## **Governing document (Constitution)** The charity’s governing document is its Constitution. Whilst POR, for several years, has provided a model constitution within its pages it has also allowed Groups and Districts to agree their own Constitution. On 14[th] January 2016 Axe Scout District adopted its own Constitution (which was last amended on 16[th] September 2020). It broadly follows the template provided within POR but with some local differences. It remains in force and members of the Scout Council will be asked to re-adopt it at the start of the 2023 AGM in order to complete the review of the ‘old’ year. Between November 2023 and February 2024, the Scouting Transformation programme will introduce significant changes to volunteering across Scouting and because of this POR “very strongly encourages” each Group and District to adopt the model constitution that is shown in Chapter 5.4. The Board of Trustees (formerly known as the District Executive) recommends that Axe District complies with this request and at its AGM will seek the Scout Council’s agreement to adopt the Model Constitution as its governing document for the ‘new’ year. A presentation about Scouting Transformation will be delivered at the AGM. ## **Structure** Axe Scout District is led by one District Commissioner (who is currently assisted by two Deputy District Commissioners and supported by a District Team) and managed by the District Trustee Board (POR Chapter 4.10.1.1). They are accountable to the District Scout Council for the satisfactory running of the District. ## **The District Trustee Board** The Trustee Board is a team of volunteers who work together, as charity Trustees, to make sure the Scouting in the District is run safely and legally. At the heart of their role is a focus on strategy, performance and assurance. The Trustee 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. Face-to-face meetings have now resumed. ## **Appointment of Trustees** The District Trustee Board 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 Trustee Board during the year. Every member 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. There are currently 17 trustees with a balance of skills, experience, background and knowledge. Three of the elected trustees have more than twelve years’ experience. Their contribution to Axe District Scouts continues to be valued bringing a depth of experience and understanding to the Board. All other trustees have been in place for between one and eight years. 3 The Scout Association requires all trustees to undergo a mandatory training programme: One-off modules covering Essential Information, Data Protection and a Trustee Introduction; Safety and Safeguarding modules are renewable every 3 years. All current trustees hold a complete set of valid certificates. ## **Sub-Committees** The District Trustee Board currently has two operational sub-Committees: 1. **Finance sub-Committee:** To ensure that proper financial planning and budgetary control is operated within the District in accordance with the rules of The Scout Association. It works to Terms of Reference (last updated 23rd June 2016) approved by the Board. An Annual Operational Budget is prepared for agreement by the Trustee Board. This is then monitored throughout the year and progress reports are provided to trustees. There are six members – two are elected and four are ex-officio. It meets one week before each Board meeting (to which it then provides an update) plus several times during the production of the District's Annual Consolidated Accounts. 2. **District Appointments Advisory Committee:** The appointments process is set out in POR Chapter 16 – Adult Roles. Appointments are managed by the District Appointments Advisory Committee chaired by Jeremy Birkett (Trustee). During the year it held 20 appointment panels (some face-to-face and others on-line) through which it supported the District Commissioners to meet and approve 70 new adult appointments, approve 35 changes of appointment, approve 4 additional roles, receive 22 five-year appointment reviews and note 45 resignations. The Committee also manages Scouting disclosures for more than 700 adults (leaders and helpers) in this District. From February 2024 Scouting transformation will mean that appointment panels will cease to be part of the process. It is not yet clear how they will be replaced, or the process managed. The Trustee Board is keen to establish a Buildings sub-Committee if volunteers with the right skills come forward and offer their help. ## **The Charity Governance Code** The Board of Trustees remains aware of the _Charity Governance Code for smaller charities_ (launched 13th July 2017, refreshed at the end of 2020) and uses it as a practical tool to develop and maintain a high standard of governance. ## **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 have observed additional requirements to demonstrate our transparency and safeguarding of information as a data processor. The work to ensure compliance is ongoing. The Board of Trustees is pleased to report that no breaches of the requirements have been advised or reported during the past year. ## **Risk Management** Risk is an everyday part of our charitable activity. The Trustee Board recognises that managing it effectively is essential if we are to achieve our key objectives and safeguard the charity’s funds and assets. The Trustees regularly review areas of risk. The Trustee Board is in the process of developing a more detailed and robust Risk Register which it will use as a management tool at Trustee Board meetings. ## **Paid staff** Axe Scout District does not employ any paid staff. ## **OBJECTIVES and ACTIVITIES** The purpose of the Scouts is to actively engage and support young people in their personal development, empowering them to make a positive contribution to society. By being in Scouts, adults and young people develop skills for life through participation in a programme, underpinned by the Scouting method. Youth membership is open to young people between the ages of 4 and 24 predominantly living within the area known as Axe Scout District. 4 The purpose of Axe Scout District is to support and encourage the development of the 1400+ young people within the District. We do this by: - supporting and developing adult volunteers (350 leaders and 120 trustees across the 19 Scout Groups and 6 Explorer Units in Axe District) to be able to run the Scout programme. - providing opportunities for young people from the District to participate in developmental activities elsewhere within the United Kingdon, Europe and the rest of the World. - managing and delivering a development programme for Young Leaders – many of whom go on to be young adult leaders. - providing grants to enable a new Scout Group to open (1[st] Burrington Village). - providing grants to help the development of young people inc. hardship grants to ensure no-one is disadvantaged. - organising and delivering District-wide events for our young people. - making funds are available to loan to any Group in need of short-term help. - managing our finances to ensure costs are kept to a minimum enabling us to keep the District element of the annual membership fee lower than it was back in 2012. We remain mindful of the Charity Commission’s guidance on public benefit at our trustee meetings. ## **World Scout Jamboree** For at least the past 24 years the trustees have been proud to support young people from Axe Scout District who are selected to attend the four yearly World Scout Jamboree. Although the one held earlier this year in South Korea did not go to plan the trustees are pleased to have provided grants totalling £5,400 towards the costs of sending 5 young people, one leader and 6 young adults to the event. It is hoped that some of the young people who attended will share their experience with us at the 2023 AGM. ## **FINANCIAL REVIEW** A full report will be provided to members of the Scout Council at the AGM alongside presentation of the Annual Accounts for adoption. The charity’s main source of income is from the District element of the annual membership fees. Occasionally it receives donations and grants but does not proactively seek such income. ## **Membership Fees** An annual membership fee is levied on all young people taking part in Scouting. In 2022 the combined District, County and Headquarters elements totalled £54 per person, in 2023 it is £55.00. Of this figure the District element in 2022 was £7.00 which remains unchanged in 2023. This sum is identified during the work undertaken by the Finance sub-Committee to prepare the charity’s annual operational budget. These fees must be collected by the District at the end of each financial year but the elements for County and HQ are only paid-on in the first days of the following financial year. This regularly distorts the balance of monies held by this charity as at the end of the financial year – making them look greater than they actually are. In the year to 31[st] March 2023 we collected fees totalling £76,562 and then immediately at the start of the new financial year District paid-on to County and HQ the total sum of £65,894 (£63,497 in 2022). The balance of £10,668 was retained by us to go towards funding our operational budget. ## **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 2023. ## **Reserves Policy** 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 5 be sustained whilst a recovery programme is put in place. On this basis, the figure to be held in reserve during 2022-2023 was set at £8,000 and will remain at this figure for 2023-2024. 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 still stands at £9,815. The trustees have agreed that £3000 of this will be used to support our operational budget requirements during 2023. The remainder will be retained for now to enable similar cover in the following year. The aim is to keep the element raised through the membership fees as low as possible. ## **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 District jamborees. - _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_ – was closed during the past year because a new designated bank account has been opened. - _District Explorers fund_ – The separate bank account was closed in 2018. The balance is now held as a designated fund available for use by the District Explorer team. - _District Activities fund –_ The separate bank account was also closed in 2018. Access to the money remains available via this designated fund. - _Axe District Scouts fund_ – was closed during the past year because a new designated bank account has been opened. - _Winscombe Masonic Lodge fund -_ Opened to hold monies gifted to Axe District by Winscombe Masonic Lodge upon its closure in June 2022. The fund is to be put "towards good use of young people in the area". ## **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 8[th] September 2023 and signed on their behalf by: **Ali Kattana** District Commissioner **Jeremy Birkett** Acting District Chair POR version control: Revision date |POR version control:
|Revision date| |---|---| |At start of the reporting year – 1stApril 2022|January 2022| |Revised|October 2022| |Revised and remained valid to the end of the reporting year|January 2023| |– 31stMarch 2023|| |Revised|April 2023| |Version valid as at the date of the 2023 AGM|July2023(pre-transformation)| 6 Scouts Axe District AXE DISTRICT SCOUT COUNCIL ANNUAL STATEMENT ofACCOUNTS for the year ending 31" March 2023 Axe District Ind*p￿deTrt ex•mlMes repmtothe ch¥ltytrusteuoFAxe Dh￿rtS¢0Uts Charfty Number. 305639 I report to the tru8tee8 on my exAMinati￿ ofthe ae¢AMmts oftr* aLxhE chty Cthe Trusn for the year ond•J 31st March 2023 R¢sponablltJes •nd b￿$ af repr*t As the charws tnJ8tees, you are re8pon8I)le for Ihe ofthe acuur)ts in aCt￿r￿an¢t th& r8qulr•monts of the Char￿.e8 Act 20111.the kr). l rnport In respect of my examlnaoon of the Tru8f8 a¢L￿nts ¢arri&J out urknr section 145 ofthe 2011 A¢t and In carr￿rng out rny èxamination, I have follth¥•Y all the aPpI￿￿j￿8 Oi¥eth"ons by the Chprity Cornmi8sion under section 14515llbl ol tho Act. Indepwtht •x¥nkn•rfs statem•nt I hav& complelad my èxaminattti. I CA)nfimi th&t Th) mat•ng1 matters hav• to my In ednr)•ction wlth th xaminab.on which g¢ve$ me cauM to kdiev• that in. any m9terlal re3pect the accounting reco￿& were not kept in •¢cordance wth 1>) oltr* Ch*th8 Art or th• a¢￿Un￿ did not aC¢OTd wth lh• 4ccounbrg rwxd¥.' or the accounts did not compty wth the requir•mth8 e4Mceming fonn and cont•nt of acC￿nts ¥•t out In the Charitses (Account8 anL1 ReFQrtsl Regulath)ns 20J8 other than arry rnqu[r￿nt that th• accounts give a Irue and lairf view whith 18 not • matter cwsidered a3 part of an in¢knTrJenl examInab￿. I havts rn concem8 8nd have com• acr￿1 no ¢thèr mg11•rn In o)nn0cti￿ wrth èxomnation to vthl¢h att•nlicd 8hould be drawn Sn th18 f8Wrt In order to enable a prwr (mderntsndiThJ of th• a￿ount8 to t• reachod. N•m•.' Citherfne Saunders Rdevint professlon•l quallflcatSon If any.. cfA MAAT ATT Address.. TaxAs$15t kcountsnts, 96 Drove Ro•d, WeStr￿ suwr Mare, 8S23 3NW Oate.. 1st September 2023 Pap2 Axe Dlstrict Scout CounGil (Reglstered Charlty no. 3056391 Receipts and payments accounts summary for the year ended 31st March 2023 Asal 312.2023 A5at 31.32022 Totsl rerRipts for the year {see pay 41 140.420 69.522 Total payTnenl8 for the year18ee page S) 131,723 Net receiptsllpayments) for the year 8,897 8.779 Cash, bank and similar fund8 brought foThYdrd 172.563 163.785 Cash, bank and Similar fund8 hokl at year end 1&12 Represented by.. Unrestricted general funds Unre$trthd designated Total Unr8slricted funds Reslricled funds Endowment lund8 82.337 57,789 120,126 61.134 54.262 107,971 84,592 Total ea•h fund• 172 563 The abovo account and ac¢ompanying stat8rnent of a880ts and liabiliti88 wprovéd by the ITUStees on 7th September 2023 arKI Signad ¢)n their beha￿ by.. All K•ttana J•r•my Blrkott Di8thcl Commi88v)ner Trustee Acting DistrKt Cha Trustee Page 3 Axe District Scout Council Recelpts for the year end￿ 31st March 2023 31.3.2023 31.3.2022 Membership subscriptions Less.. Paid-on to County and HQ Net membershlp subscriptr'ons retained 97.325 71,504 25,821 87,017 22,499 Investment income received.. Bank interest Building Society interest The Scout Association Short Tenn Invesknont Sérrfi¢ DivKlends Grants réceived 5,500 Activitie$ 82,684 29,880 Fundraislng (gro88) 4,562 1.180 Othar income linc. donations).. 11,933 7,618 Loan repayments recelved from units Sale of Govemmenl Stock Badge recelpts (sak8) 9,855 8,563 Total rèceipts for the year 140 420 Page 4 Axe District Scout Council Payments for the year ended 31st March 2023 31.3.2023 31.32022 Premlses Grants made Activiti'es 104,619 38,837 Fundraising expense8 10 1,325 Admini8tralonle8tsbli$hments expenses 11 17,433 12,798 Tru8lee eXFense8 Sundries Purchase of capital equipwnent Purcha88 of badge8 8,347 9,108 Sundry paymonts Loan8 made to units Total payments for the year 131 723 60,743 PwJe 5 Axe District Scout Council Ststement of Assets and Liabllities at 31st mS￿h 2023 31J.2023 31.3.2022 MONETARY ASSETS Cash, tonk and simiLar funds Bank cur￿nt accountls} Bank deposrt 8¢¢ount(s) Bank tem depo$itls} Building society account(81 The Scout Asscciation Short Temi Investment sor4￿8 Funds hekl on Pre-Payment Card Cash in hand 181.166 172.563 1812 181,260 OTHER MONETARY ASSETS Tax claim Dèbts due (overdué rKeipts from Groups) 172,563 INVESTMENT ASSETS Government Stocks al market value Other quoted Secunties al market value Other Investments Property held for Investment purpose8 NON-MONETARY ASSETS h3sets for ¢hanVs use Badge secretary's Stock Shop sleck Land and bulldlngs Motor vehicles Scouting equipment. fvmrture etc. TOTAL ASSETS 3,7gN) 176 223 LIABILITIES Those due wthin one year Accounts not yet paid Expenses incurred not yèt Invoud Subscdptsons not yet paid Other LIABILITIES Th080 payabte after one year Loan Hire purchase cwng Leasing payments outstanding other long term liabilities TOTAL LIABILITIES TOTAL ASSETS LESS TOTAL LL4BILIMES 185,297 176223 CONTINGENT LIABIUTIES AND FUTURE 08LIG4TIONS Page 6 Axe Dlgtriet Scout Coundl Notss to th• aceouhts for th• y•ar •nd•d 31•tMarch 2023 31.L*J23 31.12022 la Ca*h, b•nk & 8knlkntfvnd• e•rvl•d foThY•rf- ty lund (th• *•• not• 121 Dlslrfct Bosrf 0fTn￿ta•S SoGlon￿nitt fuT*s Total R••tVkl￿ 61,134.16 81.134.18 84,592 Dtylrfct Board of Tntsiees S8cb'onslUnits T4)tql UnrnMrJ¢i•d D•slgrthl fund• I1.f￿.48 48.128.42 57.788.WJ t8.4 37.301 53,YCS Distnct Board of TruoiwB Soclknn8lUn#& Total Unrn•trlGtsd G•n•rnl fund• 62.&171 62,337.C¢ 84.262 Toiil lund• h•ld ty ¢1• ¢lwrty 181280.12 1.b ¢i•h. banll • •lmlhrfund• lJnv•wd-ImMryl*kn #• 121 DlairiGt Execull¥•l8oaf¢ of TnJ6tO81 138.1> 135,262 172 563 l R•C￿p1*. IA•mb•r•Np •¥b•¢rfplla 97.325 87.017 64.518 a. R•¢•lpt•: Or•nl• 4. R•c•lFts: A¢iivlll•• Dl•lrft* B••¥w Scou Dhldct Cub Sc4u D*lrf¢t SGouts Cliirlcl Scout N•rht AxtrJ4mmer¥ Expedilknn (fen Tor•) •¢etyJr ca￿1n￿￿ ESU Mqnlaxv ESU PIMe8r6 ESU S4rac•ryJ ESU 8partan8 ESV Y•0 ESU Trnlnlng 2010 Worfd Jamb)ro• J*nboreu lèx¢. Wor*1 JaI￿Or•ll P8nlomlme trfp DIEtr*I Skl Tdp Su+)dd W681 M•ndlp W8yW•lk 157 4.449 1.17ti 1.44 32.164 6.475 n1 13.016 8.139 . RK•lpts.. Fundrnl•ln• Fundsr818irwJ for benefft ol￿rf* Fund• rnill•d lo to W p•ty l•.9. St ¢3•ry1 rxy) 1,1 A•G￿p1•.. Oth•r Ino Donatkjni received Le9gdes rece Incom$ T4x roco¥ornd Gll Akl •r#J dwthl Wcrfd Jamb¢ Gothn Woggkry Olhèr IrKom8 Leader 18tA￿ Tralt* SundrioB Fund$ from Grwjnl 219 1,841 574 Badg• AccowTrt 7. Rqc•lpts: Lo•n Mpaym•Thl• ME•l¥•d fY•rn unli• 8. Payn*rts: GAhl• mHd• siart up Grants other grants Axo Di8tr1ct Scout Council Notss to th• accounts to 31st Plarch 2023 Icontlnuod g. Payments.. ActSvlty Expen808 Jammers Distnct Baaver Scouts District Cub Soyjts District Scout8 tliBIri￿ Scout Neth)rk Distrtt Exrelitsons Ilnc Ten Tor81 D￿tr￿t Activrties lJwnboie6s & cisth.ct Ebwtsi Worfd Jombor•e Pantomime Cardinals ESU Maniaxe ESU PKJneers Egu Sar8c8n8 ESU Spartan$ ESU Yeo ESU St. George's Day Celebrntk)n'. co•ts Go￿an WtyJgte8 event Adult SupF*)rt and Trainl New EquiFYn•nt Dlstriet Skn. Trip W•3t Mendip W4y Walk 31.3.2023 31.3.2022 4,207 3.953 517 3.918 2,825 1.182 8,SJ2 10.536 12,844 4.757 11.754 5,61e 39,033 424 3.736 12,270 220 1.5S8 712 38,837 11J. P•ym•nts: Fundrnl•lny •wnM• Ineyrred as a of fvndrnwiry actMts• FuTh#$ raiBed pa&on to 8 3rd Party 1.325 1.325 11. Payments: Adrnlnl•tr•tlonl•*tsbll•hm•nt•wnM• Pglrol, telephOr￿ & postag• Gr￿p Support Group Support- 1•1 Burrirw Vill Lead•r 1•l Ad TrnlnlNJ Ra￿ur Mèeting Costs B•nk eharg•8 and •ccountlNJ 80th¥or• f•• ountancy examinat￿n of 8¢counts In•uran¢ Lictnce8 Recruitsn•nt Tr8n8fer of fvnd$ ch)Bur• of (Wnhl Slor8ge eontain8r Equipm••nt purth•••d Other axpan 1.042 2.672 1,067 1,764 1,887 2.138 170 2,114 785 188 529 2.189 879 755 4,225 2.731 12. Br•akdown ol c••h, bank •knll•r lund• 0￿￿etEx￿u￿w• lun¢ts R•5trKted.. HQ and Cwnty m•mbw¥hlp to P#yqon Re8lrKted." Workl Scc*Jt Jamboree Re8tn'et8d. TSA Grant- Nlghts Away forSquiThelB Restri￿ed. Sc¢th GroLW $UFPOrt Totsl RMtrlct•d 03,497 714 4ts) ,692 81.134 D•signoted' Wortd J8mbor•• D•signated' kn Jarn D•3ignated.' Th'striet Hardship fvr#l De8vJnated.. Di8trict Scout Ne￿k Dg$vJnated.. Oi$trict EJpknr81 Scouis DesK3natsd.. Di8twt Athvit Designated. W5￿CK)mbe Ma9cffj￿ Loyge fw¥J Designated. District S(x)uL* D•8ignated.' Ski Trip fvnd rotsl Unrestrlctsd Deslgnat•d Totsl Unr•8trletsd G•n•rnl lund8 Totsl Dlstrlct Ex•¢utFv• fund• 1,013 5,759 1.013 S.934 278 421 1.823 18,408 64,282 136,282 136.132 Total R••trfcted Fund* Total Unr•8tri¢tod D••lgnaled fund Totsl Thstrict consolidated fvn 37,301 ## **AXE DISTRICT SCOUT COUNCIL** **Registered charity no. 305639** **TRUSTEES ANNUAL REPORT 2022 - 2023** **AXE DISTRICT SCOUT COUNCIL** **REFERENCE and ADMINISTRATION DETAILS - for the year ended 31st March 2023** Registered name: Axe District Scout Council Other name used: Axe District Scouts, Axe Scout District Charity registration number: 305639 Registered Office: None Joint Presidents of the Scout Association: HRH The Princess of Wales and HRH The Duke of Kent District President: John Crockford-Hawley District Vice-Presidents: Ann Coombes, Barrie Taylor and 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 – DC (Trustee since 14.05.2015) * Richard Hurst – DC until 30.09.2022 (Trustee since 01.01.2018) * District Treasurer: Jackie Simpson (Trustee since 24.09.2020)*. ** District Secretary: Sheena Thomas – (Trustee since 10.03.2022 resigned 09.06.2023) _Currently vacant_ 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: Richard Hurst – appointed 23.09.2022 (Trustee since 01.01.2018) * District Scout Network Commissioner: Gareth Thomas (Trustee and appointment from 16.03.2022) District Youth Commissioner: Joe Hurst (Trustee and appointment from 19. 1.2020) **Elected members** (elected by Axe District Scout Council at its AGM) 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) Steve Short (Trustee since 10.09.2018) Paul Thomas (Trustee since 22.09.2021) **Nominated members** (nominated by the District Commissioner and approved by Axe District Scout Council at its AGM) None **Co-opted Members** (Elected by the District Trustee Board during the reporting year) Jason Belcher (Trustee since 10.11.2022) Elizabeth Vennall (Trustee since 29.09.2022) Jay Webb (Trustee since 29.09.2022) ## **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 DISTRICT SCOUT COUNCIL - TRUSTEES ANNUAL REPORT** ## **STRUCTURE, GOVERNANCE and MANAGEMENT** ## **Introduction** The Scout Association exists by authority of Royal Charters; these give authority to the by-laws of the Association, which are approved by His 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)_ . This is a core document the main purpose of which is to describe how the Scouts is structured, organised, managed and governed - to help us all run Scouting. It is revised from time to time (see Notes at foot of this Report). Axe District Scout Council is a separate unincorporated educational charity within the Scouts’ federated structure established under these rules, which are common to all Scout Districts. It is registered with the charity regulator for England and Wales. ## **Governing document (Constitution)** The charity’s governing document is its Constitution. Whilst POR, for several years, has provided a model constitution within its pages it has also allowed Groups and Districts to agree their own Constitution. On 14[th] January 2016 Axe Scout District adopted its own Constitution (which was last amended on 16[th] September 2020). It broadly follows the template provided within POR but with some local differences. It remains in force and members of the Scout Council will be asked to re-adopt it at the start of the 2023 AGM in order to complete the review of the ‘old’ year. Between November 2023 and February 2024, the Scouting Transformation programme will introduce significant changes to volunteering across Scouting and because of this POR “very strongly encourages” each Group and District to adopt the model constitution that is shown in Chapter 5.4. The Board of Trustees (formerly known as the District Executive) recommends that Axe District complies with this request and at its AGM will seek the Scout Council’s agreement to adopt the Model Constitution as its governing document for the ‘new’ year. A presentation about Scouting Transformation will be delivered at the AGM. ## **Structure** Axe Scout District is led by one District Commissioner (who is currently assisted by two Deputy District Commissioners and supported by a District Team) and managed by the District Trustee Board (POR Chapter 4.10.1.1). They are accountable to the District Scout Council for the satisfactory running of the District. ## **The District Trustee Board** The Trustee Board is a team of volunteers who work together, as charity Trustees, to make sure the Scouting in the District is run safely and legally. At the heart of their role is a focus on strategy, performance and assurance. The Trustee 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. Face-to-face meetings have now resumed. ## **Appointment of Trustees** The District Trustee Board 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 Trustee Board during the year. Every member 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. There are currently 17 trustees with a balance of skills, experience, background and knowledge. Three of the elected trustees have more than twelve years’ experience. Their contribution to Axe District Scouts continues to be valued bringing a depth of experience and understanding to the Board. All other trustees have been in place for between one and eight years. 3 The Scout Association requires all trustees to undergo a mandatory training programme: One-off modules covering Essential Information, Data Protection and a Trustee Introduction; Safety and Safeguarding modules are renewable every 3 years. All current trustees hold a complete set of valid certificates. ## **Sub-Committees** The District Trustee Board currently has two operational sub-Committees: 1. **Finance sub-Committee:** To ensure that proper financial planning and budgetary control is operated within the District in accordance with the rules of The Scout Association. It works to Terms of Reference (last updated 23rd June 2016) approved by the Board. An Annual Operational Budget is prepared for agreement by the Trustee Board. This is then monitored throughout the year and progress reports are provided to trustees. There are six members – two are elected and four are ex-officio. It meets one week before each Board meeting (to which it then provides an update) plus several times during the production of the District's Annual Consolidated Accounts. 2. **District Appointments Advisory Committee:** The appointments process is set out in POR Chapter 16 – Adult Roles. Appointments are managed by the District Appointments Advisory Committee chaired by Jeremy Birkett (Trustee). During the year it held 20 appointment panels (some face-to-face and others on-line) through which it supported the District Commissioners to meet and approve 70 new adult appointments, approve 35 changes of appointment, approve 4 additional roles, receive 22 five-year appointment reviews and note 45 resignations. The Committee also manages Scouting disclosures for more than 700 adults (leaders and helpers) in this District. From February 2024 Scouting transformation will mean that appointment panels will cease to be part of the process. It is not yet clear how they will be replaced, or the process managed. The Trustee Board is keen to establish a Buildings sub-Committee if volunteers with the right skills come forward and offer their help. ## **The Charity Governance Code** The Board of Trustees remains aware of the _Charity Governance Code for smaller charities_ (launched 13th July 2017, refreshed at the end of 2020) and uses it as a practical tool to develop and maintain a high standard of governance. ## **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 have observed additional requirements to demonstrate our transparency and safeguarding of information as a data processor. The work to ensure compliance is ongoing. The Board of Trustees is pleased to report that no breaches of the requirements have been advised or reported during the past year. ## **Risk Management** Risk is an everyday part of our charitable activity. The Trustee Board recognises that managing it effectively is essential if we are to achieve our key objectives and safeguard the charity’s funds and assets. The Trustees regularly review areas of risk. The Trustee Board is in the process of developing a more detailed and robust Risk Register which it will use as a management tool at Trustee Board meetings. ## **Paid staff** Axe Scout District does not employ any paid staff. ## **OBJECTIVES and ACTIVITIES** The purpose of the Scouts is to actively engage and support young people in their personal development, empowering them to make a positive contribution to society. By being in Scouts, adults and young people develop skills for life through participation in a programme, underpinned by the Scouting method. Youth membership is open to young people between the ages of 4 and 24 predominantly living within the area known as Axe Scout District. 4 The purpose of Axe Scout District is to support and encourage the development of the 1400+ young people within the District. We do this by: - supporting and developing adult volunteers (350 leaders and 120 trustees across the 19 Scout Groups and 6 Explorer Units in Axe District) to be able to run the Scout programme. - providing opportunities for young people from the District to participate in developmental activities elsewhere within the United Kingdon, Europe and the rest of the World. - managing and delivering a development programme for Young Leaders – many of whom go on to be young adult leaders. - providing grants to enable a new Scout Group to open (1[st] Burrington Village). - providing grants to help the development of young people inc. hardship grants to ensure no-one is disadvantaged. - organising and delivering District-wide events for our young people. - making funds are available to loan to any Group in need of short-term help. - managing our finances to ensure costs are kept to a minimum enabling us to keep the District element of the annual membership fee lower than it was back in 2012. We remain mindful of the Charity Commission’s guidance on public benefit at our trustee meetings. ## **World Scout Jamboree** For at least the past 24 years the trustees have been proud to support young people from Axe Scout District who are selected to attend the four yearly World Scout Jamboree. Although the one held earlier this year in South Korea did not go to plan the trustees are pleased to have provided grants totalling £5,400 towards the costs of sending 5 young people, one leader and 6 young adults to the event. It is hoped that some of the young people who attended will share their experience with us at the 2023 AGM. ## **FINANCIAL REVIEW** A full report will be provided to members of the Scout Council at the AGM alongside presentation of the Annual Accounts for adoption. The charity’s main source of income is from the District element of the annual membership fees. Occasionally it receives donations and grants but does not proactively seek such income. ## **Membership Fees** An annual membership fee is levied on all young people taking part in Scouting. In 2022 the combined District, County and Headquarters elements totalled £54 per person, in 2023 it is £55.00. Of this figure the District element in 2022 was £7.00 which remains unchanged in 2023. This sum is identified during the work undertaken by the Finance sub-Committee to prepare the charity’s annual operational budget. These fees must be collected by the District at the end of each financial year but the elements for County and HQ are only paid-on in the first days of the following financial year. This regularly distorts the balance of monies held by this charity as at the end of the financial year – making them look greater than they actually are. In the year to 31[st] March 2023 we collected fees totalling £76,562 and then immediately at the start of the new financial year District paid-on to County and HQ the total sum of £65,894 (£63,497 in 2022). The balance of £10,668 was retained by us to go towards funding our operational budget. ## **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 2023. ## **Reserves Policy** 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 5 be sustained whilst a recovery programme is put in place. On this basis, the figure to be held in reserve during 2022-2023 was set at £8,000 and will remain at this figure for 2023-2024. 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 still stands at £9,815. The trustees have agreed that £3000 of this will be used to support our operational budget requirements during 2023. The remainder will be retained for now to enable similar cover in the following year. The aim is to keep the element raised through the membership fees as low as possible. ## **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 District jamborees. - _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_ – was closed during the past year because a new designated bank account has been opened. - _District Explorers fund_ – The separate bank account was closed in 2018. The balance is now held as a designated fund available for use by the District Explorer team. - _District Activities fund –_ The separate bank account was also closed in 2018. Access to the money remains available via this designated fund. - _Axe District Scouts fund_ – was closed during the past year because a new designated bank account has been opened. - _Winscombe Masonic Lodge fund -_ Opened to hold monies gifted to Axe District by Winscombe Masonic Lodge upon its closure in June 2022. The fund is to be put "towards good use of young people in the area". ## **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 8[th] September 2023 and signed on their behalf by: **Ali Kattana** District Commissioner **Jeremy Birkett** Acting District Chair POR version control: Revision date |POR version control:
|Revision date| |---|---| |At start of the reporting year – 1stApril 2022|January 2022| |Revised|October 2022| |Revised and remained valid to the end of the reporting year|January 2023| |– 31stMarch 2023|| |Revised|April 2023| |Version valid as at the date of the 2023 AGM|July2023(pre-transformation)| 6