## **AXE DISTRICT SCOUT COUNCIL** **Registered charity no. 305639** **TRUSTEES ANNUAL REPORT for the year ending 31[st] March 2025** ## **AXE DISTRICT SCOUT COUNCIL REFERENCE and ADMINISTRATION DETAILS - for the year ended 31st March 2025** Registered name: Axe District Scout Council Other names 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 ## **Trustee Board** Ex-Officio trustees: (as per the Constitution of Axe Scout District) District Lead Volunteer(s): Ali Kattana (Appointed 1.1.18, Trustee since 14.5.15) * District Youth Lead: Liz Vennall (Appointed 18. 9.24, Trustee since 29.9.22) Trustees appointed for 1 year from 2024: Jackie Simpson (Trustee and District Treasurer since 24.9.20) * Matt Mellor (Trustee since 9.5.24) Trustees appointed for 2 years from 2024: Jeremy Birkett (District Chair since 14.3.24, Trustee since 1.3.03) * Teresa Aldridge (Trustee since 12.9.17) Vinod Bavabhai (Trustee since 9.5.24) Paul Westwood (Trustee since 12.11.15, resigned 12.7.25) Trustees appointed for 3 years from 2024: Richard Hurst (Trustee since 1.1.2018, also Team Leader 14-24) * Khalil Kattana (Trustee since 01.9.2008) Graham Meikle (Trustee since 26.8.2021, also Lead Volunteer (Volunteering Development & Support)) * Jay Webb (Trustee since 29.9.2022) District Secretary: The trustees are grateful to Duncan Biddulph who has volunteered to take Trustee Board Minutes since May 2024 - in a non-trustee capacity ## **Independent Examiner of the District’s Accounts** NDC Accountancy (formerly TaxAssist) 96 Drove Road, Weston-super-Mare, BS23 3NW ## **The District’s Trustee Board main bank accounts are held at:** National Westminster Bank, 89 High St, Weston-super-Mare BS23 1HJ * = Member of Finance sub-Committee **Axe Scout District** covers the area that includes Weston-super-Mare and its outlying communities and villages within the southern half of North Somerset. 2 **AXE DISTRICT SCOUT COUNCIL - TRUSTEES ANNUAL REPORT** ## **STRUCTURE, GOVERNANCE and MANAGEMENT** ## **Introduction** The District's governing documents are those of The Scout Association. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the Association and The Policy, Organisation and Rules of The Scout Association (POR). POR 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. ## **Constitution** At its AGM on 19[th] September 2024 this charity re-adopted in full the model constitution applicable to Scout Districts. as stated in POR chapter 5. In accordance with best practice members of the District Scout Council will be asked to re-adopt this model constitution. This can be viewed by following the link: Chapter 5: c. Constitutions of Groups, Districts and Counties (except Scotland) | Policy, Organisation and Rules | Scouts ## **Structure** During the year Axe Scout District has been led by one District Lead Volunteer assisted by two Lead Volunteers and supported by a District Team. Recently three resignations have been received, and recruitment of their successors is under consideration. The charity is managed by the District Trustee Board, the members of which are charity trustees. The Trustee Board is responsible for the governance of the charity – ensuring it is well managed, finances are properly managed, risks are assessed and mitigated, buildings and equipment are in good working order, and everyone follows legal requirements and the organisation's policies and rules. It is accountable to the District Scout Council. Trustees meet six times a year plus the AGM. The Board believes that this is sufficient to enable it to be effective whilst remaining flexible to hold additional meetings if the need arises. Effective Trustee support helps other volunteers run the Scout programme that gives young people skills for life. All trustees are volunteers who give their time most generously. The charity does not employ any paid staff. _The Trustee Board started the year with 12 trustees (2 Ex-officio and 10 Appointed) and has ended with 11 following a recent resignation. Two are under the age of 25._ ## **Appointment of Trustees** Trustees are appointed in accordance with POR. At its 2024 AGM the District Scout Council agreed there should be maximum of 12 trustees on the Trustee Board. 2 of these are ex-officio. 10 others were duly appointed including the District Chair and District Treasurer. 8 of the 10 were appointed for either a 2- or 3-year term and do not need reappointing in 2025. The roles of District Chair and District Treasurer are included within the limit of 10 appointed trustees. Volunteers to fill these roles must be recommended by the outgoing Trustee Board for appointment approval by the District Scout Council at the AGM. Each trustee is required to: - hold a valid disclosure obtained through the Scout Association and issued by the Disclosure and Barring Service. - make a statutory declaration that they are willing to act as a trustee for this charity and that they are not barred from holding a trustee role. - complete six mandatory training modules (Who we are and what we do in Scouting, Being a Trustee in Scouts, Data Protection in Scouts, Safety, Safeguarding and Creating Inclusion) within 5 months of appointment. The training for all current trustees is complete and up to date. 3 The length of service given by each trustee is to change: - Currently, one trustee has given 22 years’ continuous service, another has given 17 years’ service, and one other has given more than 10 years’ service. Whilst these periods of service provide a balance of skills, experience, background and knowledge, the Scout Association is keen to ensure new people can become trustees bringing with them new skills and experience. - With effect from the 2024 AGM each trustee may elect to be appointed for up to three years. At the end of that three years that trustee can be appointed for a maximum of two further three-year terms after which they must automatically stand-down for at least three years. ## **Sub-Committees** The District Trustee Board currently has one operational sub-Committee: 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 approved by the Trustee 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 including one non-trustee. 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. ## - **A.** The Trustee Board remains keen to establish a Buildings sub-Committee if only volunteers with the right skills come forward and offer their help. ## **CHARITABLE OBJECTS, ACTIVITIES AND PUBLIC BENEFIT** **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. Fulfilling this purpose benefits the public by: - Equipping young people with essential skills like teamwork, communication and leadership - Fostering personal growth and social responsibility - Contribution to a more positive and engaged citizenry. **The purpose of Axe Scout District** is to directly support: - 260+ young people between the ages of 14 and 18 across 7 Explorer Scout Units and a Young Leader Unit. - 350 leaders and 120 trustees across 17 Scout Groups to deliver the Scouting programme locally to a further 1300+ young people between the ages of 4 and 14. Each Group is a separate charity with its own trustee board. - a District-wide Scout Network for young people between the ages of 18 and 24. ## We do this by: - managing the appointment process for the approval of all adult volunteers across the District. - supporting learning and development of all adult volunteers across our District to be able to run the Scout Programme. - providing opportunities for young people between the ages of 14 and 18 to become Young Leaders - managing and delivering a development programme for Young Leaders – many of whom go on to be young adult leaders. - encouraging young people between the ages of 18 and 25 to develop skills by becoming trustees of their local Group trustee board or with the District trustee board. - providing opportunities for young people from our District to participate in developmental activities elsewhere within the United Kingdom, Europe and the rest of the World. - providing grants to enable new Scout Groups and Explorer Units to open (most recently Saxons ESU). - 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 available to loan to any Group in need of short-term help. 4 **The Purpose of the Trustee Board** has moved away from covering operational activity so that it can focus on charity governance and to ensure that the charity is carrying out its purposes for the public benefit. We do this through good charity governance, by: - managing the District’s finances - our Finance sub-Committee provides an update at every Trustee meeting. - identifying and managing risk – the topic is covered at every Trustee meeting - keeping up to date about current and new Safety and Safeguarding policies introduced by The Scout Association - ensuring the District follows the Scouts policies and relevant legislation to keep young people safe. A noncompliance update is provided at each Trustee meeting which covers disclosures, 1[st] Aid, Safety and Safeguarding - understanding all our insurance and licensing requirements – and keeping them up to date. - being confident that the Scouts has a positive image within our community - delivering an AGM ## **CHARITY FINANCES** The Annual Statement of Accounts and a full report will be provided to members of the Scout Council at the AGM - for noting. 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 2024 the combined District, County and Headquarters elements totalled £57 per young person, in 2025 it is £59.50. Of this figure the District element in 2024 was £7.00 which remains unchanged in 2025. This sum is identified during the work undertaken by the Finance sub-Committee to prepare the charity’s annual operational budget. The Trustee Board is pleased that it has remained at £7 for the past 4 years. The combined 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 the available funds look greater than they actually are. ## **Loans to Groups within Axe District** No requests for loans have been received during the reporting year and there are no loans outstanding as of 31[st] March 2025. ## **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 be sustained whilst a recovery programme is put in place. On this basis, the figure to be held in reserve during 2024-2025 remained at £8,000 and will remain at this figure for 2025-2026. This policy is reviewed annually. It is 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. ## **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): - _International Jamboree_ fund – to hold accumulated monies formally committed by District Trustees to support individuals from Axe District who are selected to attend large scale international events – including World Scout Jamborees. - _AxeJam fund_ – to help funding and preparation for District jamborees. 5 - _Hardship fund_ - to enable Groups in our District to support families that have difficulty in affording any aspect of Scouting. - _District Activities fund –_ The separate bank account was also closed in 2018. Access to the money remains available via this designated fund. - _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". - _Gang Show (Meet the Gang) fund -_ Opened September 2023 to hold Axe District's element of the Meet the Gang bank account upon its closure. - _Hildesheim Scout Exchange Project 2025-2026 fund -_ Opened 9.5.24 to hold monies agreed to be made available to support Scouting exchange events with Hildesheim in 2025 and 2026. (Hildesheim to WsM in 2025, vice versa in 2026) - _District Leaders Clothing fund_ - Opened January 2025 with initial £450 from General Funds to manage the spend on District Clothing. An annual top-up will be provided from Operational Budget. ## **INDEPENDENT EXAMINATION** The trustees are grateful to NDC Accountancy (formerly TaxAssist Accountants) in Weston-super-Mare for being able to receive, examine and return the District’s accounts in such good time. ## **RISK MANAGEMENT and COMPLIANCE** ## **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 review areas of risk at each Board meeting. The Trustee Board continues to develop a detailed Risk Register to use as a management tool at Trustee Board meetings. At each trustee meeting the District Lead Volunteer keeps trustees updated with all live and recently closed health, safety and safeguarding issues throughout the District. An Insurances and Licences Register is in place to ensure that trustees understand and can monitor the myriad of insurance and licence requirements necessary to deliver safe Scouting and ensure that premiums are paid up to date. ## **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 on-going. The Board of Trustees is pleased to report that no breaches of the requirements have been advised or reported during the past year. There were no Subject Access Requests received during the reporting year but one has been received subsequently and was responded to within statutory timescales. ## **Compliance** At each trustee meeting the Team Leader (Volunteering Development & Support) keeps the trustee board updated as to leader compliance with completing mandatory learning, people without disclosures and data protection issues. In line with Scout HQ policy this District now operates zero-tolerance for leaders who do not hold valid 1[st] Aid, Safety and Safeguarding certification or who do not hold a valid disclosure. Sadly, this has led to some suspensions and role cancellations. ## **DECLARATION** The District Trustees are satisfied that: - this charity is well managed, carrying out its purposes for the public benefit, complying with the charity’s governing document and the law, and is managing the charity’s resources responsibly - this charity is operating compliant with POR and the Charity Commission 6 - young people are meaningfully involved in decision making - the District has sufficient resources (funds, people, property and equipment) available to meet the planned work of the District This Annual Report was approved by the Trustees on 28[th] August 2025 and signed on their behalf by: **Ali Kattana** District Commissioner **Jeremy Birkett** District Chair POR version control: Revision date |POR version control:
Revision date|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| |Revised - version valid as at the date of the 2023 AGM|July2023(pre-transformation)| |Revised - version valid as at the date of the 2024 AGM|March 2024(updated June 2024)| |Revised|November 2024| |Revised – version valid as at the date of the 2025 AGM|May2025| 7 Scouts Axe District AXE DISTRICT SCOUT COUNCIL Re8lstered charlty no. 305639 ANNUAL STATEMENT OF ACCOUNTS st for the year ending 31 March 2025 Axe Distrirt Independent examlnerfs report to the ¢harlty trustees of Axe Distrlrt Scouts Charlty Number: 305639 I report to the trustees on my examination of the accounts of the above chanty I'the Trusfi for the year ended 31st March 2025 Responslbllltles and basls of report As the charitys trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (°the Acr). I report in respect of my examination ol the Trust's accounts carried out under section 145 of the 2011 Act and in c8rrying out my examination, I have followed all the applicable Dir8cb'ons given by the Charty Commission under section 145{5}{b) of the Act. Independlnt examlner's $tatement I have completed my examination. I confimi that no material matters have come to my attention in connection with the examination which gives me Cause lo believe that in, any material respect.. the accounting records were not kept in accordancè wllh section 130 of the Charit188 Act.. or the accounts did not accord with the accounting re￿rdS., or the a¢¢ounts did not comply with the applicable requirements concemlng the fomi and content of accounts sat out in the Charities (Accounts and Reports) Regulalions 2008 other than any requirement that the accounts give 'true and fair, vléw which 18 not a matter con8idered as part of an independent examinatlon. I have no concern8 and have com8 acr088 no other matters in connection with the examination to whlch attention should be drawn in this ￿port in order to enable a proper und8rstanding of th8 accounts to be reached. Name: Catherlne Saunders Relevant professlonal qualificatlon If any: cfA MAAT Arr Address: NDC Consultancy Ltd, 96 Drove Road, Weston super Mare, 8S23 3NW Date.. 2810812025 Page 2 Axe District Scout Council (Registered Charity no. 305639) RECEIPTS and PAYMENTS ACCOUNT SUMMARY for the period 1 st Apri5 2024 to 31 st March 2025 Asat 31.3.2025 Asat 31.3.2024 Note Total receipts for the year (see page 4) 213,067 183.037 Total payments for the year (see page 5) 191,197 179,752 Nat receiptsl{payments) for the year 21,870 3,285 Cash, bank and similar funds brought fowiard 184,545 181,260 Cash, bank and similar funds held at year end 1&12 206415 184,545 Represented by.. Unrestricted general funds Unrèstricted designated funds Total Unrestricted funds Restricted funds Endowment funds 61,662 57,564 126,345 80,070 118,775 65,770 Total ca8h fund8 206,415 184,545 The above account and accompanying Statement of a88ets and liabilities were approved by the Trustees on 28th August 2025 and were signed on their behalf by: All Kattana Jor• y Blrkott District Lead Volunteer Trustee Chair District Board of Trustees Page 3 Axe District Scout Council RECEIPTS for the year ended 31st March 2025 Note 31.3.2025 31.3.2024 M8mbership subscriptions Lass." Paid-on to County and HQ Net membership subscriptions retained 129,809 87,704 42,106 106,807 79,541 27,266 Investment income received.. Bank interest Building Society interest The Scout Association Short Term Investment Service Dividends 405 249 405 249 Grants received Activities 140,193 113,961 Fundraising (gross) 4,304 6,909 Other income (Inc. donations).. 15,833 26,034 Loan repayments received from units Sale of Government Stock Badge receipts (sales) 10,227 8,618 Total receipts for the year 213,067 183 037 Page 4 Axe District Scout Council PAYMENTS for the year ended 31st March 2025 Nots 31.3.2025 31.3.2024 Premises Grants made 1,000 1,181 Activities 164,242 137,441 Fundraising expenses 10 434 4,688 Administrationlestablishments expenses 11 17,415 27,793 Trustee expenses Sundries Purchase of capital equipment Purchase of badges 8,106 8,650 Sundry payments Loans made to units Total payments for the year 191,197 179,752 Page 5 Axe District Scout Councll STATEMENT of ASSETS and LIABILITIES for the year endlng 31st March 2025 Note 31.3.2025 31.3.2024 MONETARY ASSETS Cash, bank and similar funds Bank current account(s) Bank deposit account(s) Bank term deposit{s) Building society account(s) The Scout Association Short Term Investment SeNice Funds held on Pre-Payment Card Cash in hand 205,962 184,447 451 97 184,545 1&12 20e,415 OTHER MONETARY ASSETS Tax claim Debts due (overdue receipts from Groups) 140 INVESTMENT ASSETS Government Stocks at market value Other quoted securities at market value Other investments Property held for investment purposes NON-MONETARY ASSETS Assets for charity's own usa Badge secretary's stock Shop stock Land and buildings Motor vehicles Scouting equipment, furniture etc. TOTAL ASSETS 2,727 4,104 209,282.27 188,649 LIABILITIES Those due within one year Accounts not yet paid Expenses incurred not yet invoiced Subscriptions not yet paid Other 451 451 LIABILITIES Those payable after one year Loan Hire purchase owing Leasing payments outstsnding Other long term liabilities TOTAL LIABILITIES TOTAL ASSETS LESS TOTAL LIABILITIES 208,832 188,649 CONTINGENT LIABILITIES AND FUTURE OBLIGATIONS Page 6 Axe Distrlcl Scout Councll Notes to the accounts for tho year ended 318t March 2025 31.3.2025 31.3.2024 1.a Ca8h, bank & ¥lmllar funds carrfed forward- by fund (also 890 not• 121 R￿triCt*d funds District Board of Truste88 Secb"onslUnits fvnds T¢)tal Restrfctad fund• 80,070 65,770 80.070 65,770 Unr•strlct•dD•JlgnatodFunds District Board ofTNslees soctions￿nIts Total Unr•strl¢tsd Dg8lgnat•d lundB 16,518 13,375 64,683 61.211 Unrestrlcted G•n8rn1 Funds Di$lrict Board of Tru¥tseB SeGtionslUnits Total Unrmtrlctsd G•n•ral fund• 81.882 57,564 61,862 57,564 Total funds h•ld by th• Charlty 206415 1.b Ca•h, bank & •lmllarfundB carrlod lorn•rd- 3urnmary Iil•o note 121 Distdet Exe¢ulivelBo8rd of Tru8te88 S8¢Oon8lUnlt8 158,250 136,709 206415 2. R•e•lpt•: M•mb•rnhlp •ub•¢rlptlon• 129,809 87,704 1C6,807 79 541 27.266 L￿1.. Pl1d￿nI¢ county HQ 3. R•c•lpts.' Grnnts 4. R•c•lpts.' A¢tfvitl•• Di8trict Beavw S¢outs DS8trfcl Cub D18fficl Scouts D181rict Explorgr Scouts Dlslricl Scout Ngtsvork Exped￿an (Ten Tor81 a¢Gounl Cardin818 ESU M•niaxe ESU Plon8er8 ESU S8r8w& ESU Saxons ESV Spartans ESU Y80 ESU Tralnlng Wortd J8rnbor8e Jamborees18xc. World JamboM•l Pantornimg trip District Ski Trip Sundrie Gang Shw In A Day 2.777 6,479 2,933 48,028 10 9,813 745 1,24S 2.670 2,520 3,967 2,826 456 8,678 805 820 2,697 3,571 2,352 52,982 530 9,355 84.748 2,860 9,400 8.811 321 429 113961 140 193 6. R•e•lpts.- Fvndr•l•5ng Fund$r8i$ing tor banafil of units Funds rfjlg•d to pay•on to 3rd p8rty le.g. St G¥or9￿ Dayl 3,870 434 6. R•c•lpt•: Oth•r Incom• tlonation8 r•cèived Lffjades received Income Tax recov8re