## Trustees’ Annual Report for the year 2020–21 ## **Structure, Governance and Management** The Scout District’s governing documents are those of the Scout Association. They consist of a Royal Charter, which in turn gives authority to the By-Laws of the Association and the _Policy, Organisation and Rules_ of the Scout Association. The Scout District is a trust established under its rules which are common to all Scouts. ## **The District Scout Council** _“The District Scout Council is the electoral body which supports Scouting in the District. It is the body to which the District Executive Committee is accountable.”_ Membership of the District Scout Council is open to Commissioners, Scouters, Administrators, Section Assistants, Skills Instructors, Advisers, Network Scouts, Explorer Scouts, Members and Associate Members of the Movement registered in the Scout District and including members of District Scout Active Support Units, all parents of Explorer Scouts, persons elected and reselected annually by the District Scout Council on the recommendation of the District Commissioner and the District Executive Committee. The County Commissioner and County Chairman are _ex-officio_ members. ## **The District Executive Committee** The Trustees are appointed in accordance with the _Policy, Organisation and Rules_ of the Scout Association. _“The District Executive Committee exists to support the District Commissioner in meeting the responsibilities of the appointment and to provide support for Scout Groups, Explorer Scout Units and any District Scout Network in the District.”_ The District Executive Committee is responsible for: - Promoting the development of Scouting in the District and arranging for harmonious co-operation with other organisations; - The raising of funds and the administration of the District’s finances and property, including the Scout Network and Explorer Scout Units; - Appointing a District Appointments Advisory Committee and an Appointments Chairman and Appointments Secretary; - Appointing other Sub-Committees and their Chairmen as the Committee may require; - Supervising the administration of Groups, particularly in relation to finance and the trusteeship of property; - Attending to District administration including the presentation of an Annual Trustees’ Report and Annual Financial Statement to the Annual General Meeting of the District Scout Council. The District Executive Committee meets formally four times a year and is made up of members elected at the District Annual General Meeting, members nominated by the District Commissioner, _ex-officio_ members, and members co-opted by the District Executive Committee. The County Commissioner and County Chairman have a right of attendance ## **Charity Trust Statements** - The District is a Trust established under its rules, which are common to all Scout Districts. - The Charity is governed by a constitution as laid down by the Scout Association. - The Accounts comply with statutory requirements, the governing document and the Statement of Recommended Practice, Accounting and Reporting by Charities. 4 - Resources Policy – Retained resources are kept at a level adequate to service the activities of the Charity. - Investment Policy – It is the policy of the Charity to hold all reserves in deposits to allow for instant access to funds as required. - Risk Policy – The Trustees regularly review the risks to which the Charity is exposed and have taken appropriate insurance to mitigate these risks. ## **Risks and Internal Control** The District has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss; these include two authorisations for all payments and comprehensive insurance policies to ensure that insurable risks are covered. ## **Objectives** The objectives of the District are as a Unit of the Scout Association. The Purpose of Scouting is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potential, as individuals, as responsible citizens and as members of their local, national and international communities. ## **Method** Scouting uses a method which is young people, in partnership with adults, enjoying what they are doing, learning by doing, participating in varied and progressive activities, making choices for themselves, taking responsibility for their own actions, working in groups, taking increasing responsibility for others, taking part in activities outdoors, sharing in prayer and worship, and making and living out their promise. ## **Achievements and Performance** I am happy to report that the District Executive Committee has met its responsibilities as detailed in the _Policy, Organisation and Rules_ of the Scout Association during the 2019–20 financial year. - Scouting in Eastbourne maintained a healthy membership despite the pandemic. - The District finances are in good order. - The Appointments Advisory Committee continued to fulfil its remit. - Sub-committees remained in post. - Ongoing support to Group Executives continues. - The Annual Trustees’ Report and Annual Financial Statement was completed. ## **Reserve Policy** The Trustees undertake to hold sufficient resources to continue the various activities organised by the District, should income and fundraising activities fall short. The Executive will review annually the level of resources necessary and the level at which they should be maintained. ## **Future** The District Executive Committee is aware of the need to continue the District growth and the opportunities Scouting, at all levels, gives to so many young people. With the high levels of young people unable to obtain a place within a Group in the District, it is imperative to continue assisting the District leadership team to recruit adults into Scouting, particularly uniformed Leaders. Bushy Wood is the District’s primary resource, continuing to provide a focus for all Groups and Sections in our District. The Executive are aware that the site continues to require continued large-scale investment, both financially and physically, to ensure it is fit for purpose in the future. ## **Approved by the Trustees,** James L. D. Punchard _(signed) District Chairman_ 5 for the year ending 31st March 2021 ## Financial Statements 6 Eastbourne District Scout Council Staternent of Financial Activitie5 For the year ended 31 March Z021 2021 2020 Unrtstrirted Re￿￿tted Totsl Total Incomlnz resources Incomlng resourcesfrom generatedfvnds Voluntary income Activities for 8enerJting funds Investment income Incomlng resourceslrom charkable aalvkles Totsl incomirbK resources 52.466 9,505 19 26,346 88,327 1.075 53.541 9.505 19 26.824 89,889 33.911 48.905 62 124.406 207,284 478 1,553 Resour¢esexpended Costs o18eneratin8 Funds Fundrai5in8 trading c05t5 Chorltable adlvltles Total resources expended 44 5.686 77,077 82,763 5.686 77,077 82,763 31.690 185,796 217,486 Net Incomlngllouwlng) resources beforetransfeys Gro55 transfer5 b¢tw¢en fund5 5.573 1.553 7.126 110.2021 io Net Incomlnglloutzolng) resource5 beforeothergaln5111055ts1 5,573 1,553 7,126 110,2021 otherrecognlsed Ralnslllossesl Net mov¢m¢ni In fvnds 5.573 1.553 7.126 110.2021 Totsl fvnds brought forward io 183,308 140 183,448 193,650 Totsl fundscaryleilforward io 188,881 1.693 190,574 183.448 Eastbourne District Scout Council Balance Sheet As at the 31 March 2021 2021 Note Unrestrlrted Resirlcted Totsl Total Flxed assets Tangible assets Totsl fflxed assets 120.133 120,133 120,133 120.133 123,313 123.313 Current assets Stock Debtors Cash at bank and In hand Totsl turrent assets 14.962 7,958 114,119 137,039 14.962 7,958 115,812 138,732 16.274 776 110.839 127,889 1,693 1.693 Creditss: 4rnoyntsfallin8 dye within oneyear 68,290 68,290 67.754 Netcurrent assetsllliabllltlesl 68,749 1.693 70,441 60,135 Totsl assets le4s¢yrr¢nt liabilities 188,881 1,693 190,574 183.448 Neta55ets 188.881 1.693 190.574 183.448 Funds ofthe Charfty Unrestricted funds Restrirted income fvnd5 Totsl fund$ 188.881 188.881 1,693 190.574 183.308 140 183.448 1,693 1.693 io 188.881 The financial starements were approved bythe Truttees on and slgned on their behalf by.. J Punchard S Punthard Eastbourne District Scout Council Notes to the accounts Notè I Basls ot prtparatlon Basis of accounting These accounts have been prepared on the basis ot historic cost leKcept that investments are shown at Market value) in accordance with.. - Accounting and Reporting by Charitie5- Staternent of Recornffjended Prartitr ISORP FRS 1021 and with Accounting Stsndard5 - and wlth the Charltles Act 2011 A¢¢ountln8 pollcle$ In¢omlnÈ resourc•s Recognition of incoming resources These are included in the Statement of Financial Activities ISOFAI when: - the charity becornes entitled to the re50urce5', - the tru5tee5 are virtually certain they will receive the resources,. and - the rnonetary value can bE rnea5ured with su￿1Clent reliability. Membership substriptions Membership 5ubscription5 collected on behalf of other parts of the kout Movement are reported in the SOFA net of any amount paid out. This is because these subscriptlons are In effect held as a8ents before belng paid out. Incoming resources wlth related expenditure Where incom5ng resources have related expendlture las wlth fundralslns or contratt incomel the incoming resources and related expenditure are reported gross in the Statement of Financial Activities. Grants and donations Grants and donations are only induded in the SOFA when the charity has unconditional entitlementto the resource Tax retlalms on donatlons and gifts Incomin8 resources from tax reclalms are Included In the SOFA at the same ilme as the Blft to whlch they relare. Contra¢tual income and performance related grants This is only included in the SOFA on¢ethe related goods or seNces h&ve been delivered. fjlfts In klnd Glfts In klnd are accounted for at a reasonable estlmaie ol thelr value to the charlty or the amount actually realised. Gifts in kind for sale or distribjtion are iThcluded In the accounts as gifts only when sold or distributed by the charity. Gift5 in kind for use by the charity are included in the SOFA a5 incorniTh8 re50urce5 when receivatile. Donated serwces and These a￿ only included in incorning resources Iwith an equivalent arnount in resources expended) where the benefit toihe charity Is reasonably quantlfiable, measurable and material. The value placed on these resour￿$ is the estlmated value to the charity ot the service or facility re￿ived. Volunteer help The value of any voluntary hdp received is not included akhough the reliance placed on this vital resource is referred to in the annual report. Investment income This is included in the accounts when receivable. Investment Balns and losses Thls Includes any gain or loss on the sale of Investments and any8aln or loss resultln8 from revaluing investments to market value at the end of the year. Expenditure and Liabilities Liability ￿COgnItion Liabilities a￿ ￿cOgnised as x>on 0$ t￿re is a legal or ¢on5tru¢iive obligation committing the charity to pay out resources. Grants with performante conditions Wherethe charity gives a grant with conditlons for its payment being a specific level of setvice or output to be provided. such grants are only recognised in the SOFA oncethe recipient of the8rant has provided the speafied service or output. Notes to the accounts {continuedl Note2 countlng pollcles Icomlnuedl Grants payab1ewlt￿ut performance conditions These are Dnly retO8nised inthe attounts when a tommitment hès been made and there are no conditionsto be met relatlnÉ to the Erant which remain in the control of the charitv. Tan8ible fixed assetsfor Use by charitv These are capftalSsed If theycan be used for more than oneyear, and cost at leèst £l.C#)J. They are valued 3t cost or a reasonable value on receipt. In%￿stmentS Investments Quoted on a reco8nlsed stock exchan8e arevalued at market value at the vearend. Qther investment assets are included at trustee5' best e5timHte of market value. Stocks These are ¥al￿d at the lower of cost or net realisablevalue. Note3 Anaty51sof Incom1￿ resource5 2021 2020 Valuntary incorn¢ Membpr5hip 5ub5criptions Less.. Membership subscriptions paid to Natbnal ScoLrt Headquarters Net mernbership subscriptions retained Grants and donatSons Total voluntary intome 55.034 19.654 137,9341 17.IIKJ 36,441 53.541 19,654 14,257 33,911 Actlvhlesfof 8eTheratl lund$ Badges Shop & fundrèisin8 Total actiwties forgeneratingfvnds 1,573 47,332 48,905 9.505 9,505 Irwesbnem Income Bank & thort term Investment Interest 19 62 Intomin8 resourcesfrom charltab1eact1￿tle5 Youth pr£8ramme and artivfties 26.824 124.406 Note4 Anatysls of tesourtes expended 2021 2020 Cost of 8eneratin8 voluntary income Bad8es Shop 1.092 30,598 31,690 5,686 5.686 Ch3ritable Artivities Youth programme and artivities Govemance Adult training Other actwitie5 76.445 372 260 183,794 216 1,786 77,077 185,796 Expefises tses Trustee5 expense5 The total amount of payments or ￿miXIrSement of out of potkèt Èxpènses madè to trustees er to third parties for expenses Sncurred by trustees was asfollows.. 2021 2020 Numberof trusteeswho were paid expenses Total arnount paid 10 Notes to the accounts Icontinued) Note 5 Exptnsesand fees Icontlnutdl External examlnerlee5 The followin8 fee5 were paidforthe statutory external xrutiny of a£counts and other services provided by the external examlner.. 2021 2020 372 216 Note 6 Pald employees 2021 2020 Grosswa8es, salarfes and on-costs 25.165 21,226 Average nurnberof fullvtime equivalent ernploye¢$ in the ye¥ 2021 2020 Employees- charitable arti*ities No employee emduments exceeded £60,OCQ during theyear Note 7 TanBible fixed a55ets Band Instrutnent5 1st Aid E4uiprnent 19,544 Costor valuatio Balance brought forward Addition5 Disposals Balance carried forward Lbnd IiO,OLX) Total 148,583 4,WO 15,039 iio,o 4,CX)D 15,039 19,544 148,583 A¢¢umulated depre¢laiiw or Impalrments 5% StraSght Not depreciated Straight line 4,mD Straight line 11,785 2.428 Balance brought forward Addftions Disposa15 Balance carried forward 9,485 752 25,270 3,180 4,LKIO 10,237 14.213 28,450 Nrt bookvalue As at 31 March 2020 iio,o 5,554 7.759 123,313 5 at 31 March 2021 iio,000 4,802 5,331 120,133 Note 8 Debtors 2021 2020 Trade debtors 7,958 776 Note 9 edltors 2021 2020 Trade creditors Accruals and deferred incorne Loans 3,083 52,644 12,564 68,290 2,252 52,938 12,564 67,754 Deferred income arises on membership income which relatesto the folbwing period. Balance brought forward Released in year Relatingto the foll¢)win$ period Balance carried forward 52.938 152,9381 52.272 52,272 Notes to the accounts {continuedl Nott 10 Fund anaty$l$ The chairty held the following funds atthe year end.. (General Fund- GE, De￿gnated Fund- D, Rettricted Fund- Rl Restrlrt¢d Funds 1st Aid Team Bushy Wood Ex￿orers¢0uts Movoffl¢nt of malor fvnd5 Purpose and Re5tr1rt1on 5peciflcgrènt for purchase of equlpment Specific grant for renovation of buildingfor use by Girl Guides Specific Grant for purchasin8tents Fund balance5 brought forward 139,076 30,198 10.420 1,059 4.252 11,6971 183,308 Fund balantts tarried forward 141,188 24,994 10,746 Incomin8 resourtrs Out8oin8 resourtrs Fund name General Fund 1st Aid Tearn Band Distrirt Shop Ex￿orerS Bushy Wood Sub total 8eneral funds Type GE GE GE GE GE GE Transfers 16,253 4,745 1.722 114,1411 19,9491 11,3961 11,0591 538 78,115 101,373 17131 169,6(K)I 195,7991 4.077 7,877 188,881 1,059 1st Aid Tearn Ex￿orerS¢0uts Sub total restricted funds 1,075 478 1,553 1,075 618 140 140 1,693 Total funds 183.448 102,925 95,799 I￿,574 m￿ement of malor fund5 (wlor perlod 10 31103/zozoi Fund balances brought forward 141.093 30,052 10.833 3,568 3,027 12,0321 186,541 Fund balances carried forward 139,076 30,198 10,420 1,059 4,252 11,6971 183,308 Incorning resour￿5 OutgoinB resour￿5 Fund name General Fund 1st Aid Tearn Band District Shop Ex￿orerS Bushy Wood Sub totsl general funds Type GE GE GE Tran5fer5 65,723 27,109 4,473 1,372 14,560 87,772 201,(N)9 158,3751 126,9631 14,8861 11,4181 113,3351 199,2651 1204,2421 19.3651 GE GE GE 12,4631 11,828 1st Aid Tearn EX￿OrerSC0UtS Sub total restricted funds 3.5LKI 3,609 7.109 13,5LK)I 19,7441 113,2441 6,275 6,275 140 140 Total funds 193,650 207,284 1217,4861 183,448 12