Derwent and Dove District Scout Council
Annual General Meeting
7.30pm, Wednesday 3[rd] July 2024
15[th] Matlock Scout & Guide Hall, Matlock Green
AGENDA
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Introduction and welcome
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Apologies for Absence
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To approve the minutes of the Annual General Meeting held on 29[th] June 2023
4. Governance Topics
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a. Adopt the model District Constitution from Policy, Organisation and Rules – rule 5.5
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b. Noting the dates of the charity’s financial year
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c. Approving appointed and community members of the District Scout Council
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d. Agreeing the maximum number of members of the District Trustee Board
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e. Agree the quorum for future meetings of the District Scout Council
5. Review of the previous year
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a. The District Commissioner’s review of Scouting in Derwent and Dove District
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b. To receive and consider the Annual Report of the District Trustee Board including the annual Statement of the Accounts, Treasurer’s report and the Chair’s report.
6. Making appointments
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a. Appointment the Chair of the District Trustee Board
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b. Appointment the Treasurer of the District Trustee Board
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c. Appointment other members of the District Trustee Board
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d. Appointment the independent examiner
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e. Appointment of two representatives of the District Scout Council to represent the District Scout Council at meetings of the County Scout Council
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Presentations
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Close
Derwent & Dove District Scout Council Charity Number 520668
District Chair’s Report
I would like to start by welcoming you all to our AGM.
There has been a change of Venue this year to the Scout Headquarters at Matlock Green, as it was felt that we should use Scout owned buildings, so that any financial benefits should remain in the Scouting Family. Visiting Matlock Green is a return to the past for some of us, as this venue was used by the Old Matlock District as a venue for its AGM’s.
It is also very appropriate that this year we are meeting at Matlock Green after the unexpected death of Glyn Beeson which I am sure was a great shock to us all. I think that Mary must have thought at times it was his second home although we all know she has been very involved with Glyn in many of his Scouting involvements.
It was very fitting that so many from the Scouting Movement were present at his service of Thanksgiving which truly was a celebration of his full and active life and it reflected his special relationship with scouting, his Church and of course we must not forget football.
On a personal note over the years as your chairman and as a previous neighbour I got to know Glynn very well and have always respected his sensible advice. He will be greatly missed not only in the Scouting movement, but in the wider Matlock Community.
Last year we welcomed Paul Elliott as our new District Commissioner, and of course Paul is not a stranger to so many in our District, so the change to his new role has been seamless.
Paul has also had to undertake the role of Secretary, which is a matter which does need resolving, so If you feel you or anyone you know would be willing to undertake this role could you let us know so that an approach can be made.
Susanne Lester has continued in her role as Head Warden at the Tansley Activity Centre and our thanks go to her and the members of the Tansley Activity Centre Sub Committee for their plans for improvements to the centre during the coming year.
As with all well run organisations and this one is no exception you need a good and efficient Treasurer. We are very fortunate to have Chris Bunton as our Treasurer who makes sure that our accounts remain in a healthy position.
I would like to thank you all for attending this AGM, and my thanks go to all those who help to make this District function so successfully.
I do not under estimate the amount of hard work that is being done by so many as we step into a new era on how the organisation is to be administered.
Geoff Stevens MBE
District Chair
Derwent & Dove District Scout Council Charity Number 520668
DERWENT & DOVE DISTRICT SCOUT COUNCIL
Receipts and Payments Account
| DERWENT & DOVE DISTRICT SCOUT COUNCIL | DERWENT & DOVE DISTRICT SCOUT COUNCIL | DERWENT & DOVE DISTRICT SCOUT COUNCIL | DERWENT & DOVE DISTRICT SCOUT COUNCIL | |||
|---|---|---|---|---|---|---|
| Receipts and Payments Accountpts and Payments Accountts and Payments Accountyments Accountments Account | ||||||
| For theyear 1st January 2023 to 31st December 2023 | ||||||
| Note | DDDSC | Leopard ESU | Quantum ESU | 2023 Total Funds |
Prior Year Total Funds |
|
| Receipts | ||||||
| Annual Subscriptions | 32800 | 2250 | 2237 | 37287 | 32033 | |
| less Subspaid to County | -30794 | -920 | -966 | -32680 | -29133 | |
| --------------- | --------------- | --------------- | --------------- | --------------- | ||
| 2006 | 1330 | 1271 | 4607 | 2900 | ||
| Donations/Grants | 1200 | 1230 | 346 | 2776 | 5795 | |
| Bank Interest | 90 | 66 | 0 | 156 | 28 | |
| SA CharityAccount Interest | 107 | 0 | 0 | 107 | 10 | |
| District Badge Sales | 65 | 0 | 0 | 65 | 105 | |
| Net TWSC Income | 3096 | 0 | 0 | 3096 | 2955 | |
| Misc Income(includingClothing) | 3 | 0 | 376 | 379 | 0 | |
| Event/ActivityIncome | 3 | 2573 | 2214 | 1206 | 5993 | 5480 |
| World Scout Jamboree | 12554 | 0 | 555 | 13109 | 19585 | |
| Training | 0 | 0 | 0 | 0 | 0 | |
| --------------- | --------------- | --------------- | --------------- | --------------- | ||
| Total Receipts | 21694 | 4840 | 3754 | 30288 | 36858 | |
| --------------- | --------------- | --------------- | --------------- | --------------- | ||
| Payments | ||||||
| TWSC - Electric | 1155 | 0 | 0 | 1155 | 996 | |
| TWSC - Water | 1042 | 0 | 0 | 1042 | 372 | |
| TWSC - Insurance | 1137 | 0 | 0 | 1137 | 1015 | |
| TWSC - Phone/Internet | 0 | 0 | 0 | 0 | 0 | |
| TWSC - F+F Additions | 0 | 0 | 0 | 0 | 0 | |
| TWSC - SafetySystems Service | 0 | 0 | 0 | 0 | 0 | |
| TWSC - General Repairs/Main't | 238 | 0 | 0 | 238 | 1526 | |
| TWSC - Website | 0 | 0 | 0 | 0 | 0 | |
| --------------- | --------------- | --------------- | --------------- | --------------- | ||
| 3572 | 0 | 0 | 3572 | 3909 | ||
| District Badge Purchases | 0 | 0 | 0 | 0 | 138 | |
| Training | 97 | 580 | 0 | 677 | 256 | |
| Event/ActivityExpenses | 3 | 4763 | 2234 | 1106 | 8103 | 6358 |
| World Scout Jamboree | 15604 | 0 | 7 | 15611 | 18785 | |
| Administration(includingInsurance) | 4 | 528 | 1115 | 0 | 1643 | 1336 |
| Equipment/Materials | 0 | 63 | 921 | 984 | 2250 | |
| Clothing /Uniforms | 0 | 328 | 259 | 587 | 1194 | |
| Misc Expenses | 0 | 1123 | 39 | 1162 | 1231 | |
| Donations | 0 | 1195 | 0 | 1195 | 500 | |
| --------------- | --------------- | --------------- | --------------- | --------------- | ||
| Total Payments | 24564 | 6638 | 2332 | 33534 | 35957 | |
| --------------- | --------------- | --------------- | --------------- | --------------- | ||
| Surplus/ Deficit for Year | -2870 | -1798 | 1422 | -3246 | 901 |
Derwent & Dove District Scout Council Charity Number 520668
| DERWENT & DOVE DISTRICT SCOUT COUNCIL | DERWENT & DOVE DISTRICT SCOUT COUNCIL | DERWENT & DOVE DISTRICT SCOUT COUNCIL | DERWENT & DOVE DISTRICT SCOUT COUNCIL | DERWENT & DOVE DISTRICT SCOUT COUNCIL | |
|---|---|---|---|---|---|
| Statement of Assets & Liabilities at Year End | |||||
| 2023 | 2022 | ||||
| £ | £ | ||||
| Fixed Assets | |||||
| TWSC - Land | 50 | 50 | |||
| TWSC - Buildings(Note 5) | 47555 | 47555 | |||
| TWSC - Fixtures & Fittings | |||||
| Value as at 31/12/2022 | 3276 | 2368 | |||
| Additions duringYear(at cost) | 0 | 908 | |||
| Other Equipment | 43 | 43 | |||
| --------------- | --------------- | ||||
| Total | 50924 | 50924 | |||
| Investments | |||||
| Scout Association CharityAccount(Note 9) | 0 | 5500 | |||
| Current Assets | |||||
| Badge Stock(at cost) | 491 | 515 | |||
| Bank & Cash(Note 6) | 31509 | 30287 | |||
| Current Liabilities | |||||
| Unpresented Cheque@31/12/23 | -39 | -1070 | |||
| --------------- | --------------- | ||||
| Net Assets | 82885 | 86156 | |||
| --------------- | --------------- | ||||
| The Receipts & Payments Account and the Statement of Assets & Liabilities were approved by the District's Trustees on 16th May 2024 and signed on their behalf by: |
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| Geoff Stevens - DDDSC Chair | |||||
| Chris Bunton - DDDSC Treasurer |
Derwent & Dove District Scout Council Charity Number 520668
DERWENT & DOVE DISTRICT SCOUT COUNCIL
Notes to the Accounts
| DERWENT & DOVE DISTRICT SCOUT COUNCIL | DERWENT & DOVE DISTRICT SCOUT COUNCIL | DERWENT & DOVE DISTRICT SCOUT COUNCIL | DERWENT & DOVE DISTRICT SCOUT COUNCIL | DERWENT & DOVE DISTRICT SCOUT COUNCIL | DERWENT & DOVE DISTRICT SCOUT COUNCIL | ||||
|---|---|---|---|---|---|---|---|---|---|
| Notes to the Accounts | |||||||||
| 1 | Accounting Policies | ||||||||
| The accounts have beenprepared on a cash basis. | |||||||||
| Followingthe change of accounting policyagreed bythe Trustees in January2014,depreciation is no longer charged. | |||||||||
| 2 | Leopard andQuantum Explorer Scout Units | ||||||||
| Both Leopard andQuantun ESUs maintain their own set of accounts,includingindividual bank accounts. | |||||||||
| Their accounts are consolidated into the District accounts as,unlike other ESUs within the District, | |||||||||
| neither is affiliated to a specific Group. | |||||||||
| 3 | DDDSC Events/ Activities | ||||||||
| Receipts | Payments | Surplus/Deficit | |||||||
| ChillyChallenge | 613 | 594 | 19 | ||||||
| CountyCookingCompetition | 0 | 10 | -10 | ||||||
| Sweden Trip | 0 | 760 | -760 | ||||||
| Kandersteg2024 Deposit | 0 | 1341 | -1341 | ||||||
| Gullivers Kingdom Sleepover | 1960 | 2058 | -98 | ||||||
| --------------- | --------------- | --------------- | |||||||
| Totals | 2573 | 4763 | -2190 | ||||||
| 4 | DDDSC Administration Expenses | ||||||||
| Venue Hire | 156 | ||||||||
| Personal Accident Insurance | 52 | ||||||||
| District MPLC Licence | 320 | ||||||||
| --------------- | |||||||||
| Total | 528 | ||||||||
| 5 | Tansley Wood Scout Centre - Buildings | ||||||||
| The Trustees haveplaced a value on thepropertyof £47555. | |||||||||
| This value is the brought forward figure at the beginningof 2018(£30615) plus the costs of the major refurbishment of the | |||||||||
| toilet block(£16940)undertaken in 2018. | |||||||||
| The value of the other assets is maintained byaprogramme of annual maintenance. | |||||||||
| 6 | Bank & Cash Funds at Year End | ||||||||
| DDDSC Current Account | 5392 | ||||||||
| DDDSC Deposit Account | 17060 | ||||||||
| Leopard ESU Current Account | 4152 | ||||||||
| Quantum ESU Current Account | 4905 | ||||||||
| --------------- | |||||||||
| 31509 | |||||||||
| 7 | Restricted Funds | ||||||||
| The District holds Restricted Funds,which consist of the following: | |||||||||
| New BuildingFund | 1000 | ||||||||
| 2nd Hulland | 276 | ||||||||
| Derbyshire CountySC Explorer Scouts | 153 | ||||||||
| --------------- | |||||||||
| Total | 1429 | ||||||||
| 8 | DDDSC Current Account Cash Reconciliation at 31st December 2023 | ||||||||
| Balance B/fwd@01/01/23 | 13883 | ||||||||
| Prior Year Cheques Cashed | -1070 | ||||||||
| Current Year Unpresented Cheques | 39 | ||||||||
| Current Year Deficit | -2960 | ||||||||
| Transfer to Deposit Account | -10000 | ||||||||
| SA CharityDeposit Account Refund | 5500 | ||||||||
| --------------- | |||||||||
| Balance C/fwd@31/12/23 | 5392 | ||||||||
| NB: The £90 difference between the Current Year Deficit Figure above of -£2960 and the figure in the Receipts & Payments | |||||||||
| section of -£2870 is the interest received on the Deposit Bank Account. | |||||||||
| 9 | Scout Association Charity Account | ||||||||
| In April 2023,the Scout Association announced that it was closingits interest-bearingCharityDeposit Account and would be | |||||||||
| refundingall balances held in this account. DDDSC received the original deposit of £5500, plus interest accrued,in | |||||||||
| August 2023. |
Derwent & Dove District Scout Council Charity Number 520668
DERWENT & DOVE DISTRICT SCOUT COUNCIL
Scrutineer's Report to the Trustees of Derwent & Dove District Scout Council
I report on the accounts of the Derwent & Dove District Scout Council for the year ended 31st December 2023. Respective responsibilities of the Trustees and Scrutineer As the District's Trustees, you are responsible for the preparation of the accounts. You consider that neither the audit nor independent examination requirements of the Charities Act 2011 apply. It is my responsibility, without carrying out an audit nor independent examination, to scrutinise the accounts and report to you. Basis of Scrutineer's Statement In accordance with the directions given in the District's constitution, I have scrutinised the records and the Receipts & Payments Account and the Statement of Assets and Liabilities. Scrutineer's Statement
| In myopinion,the accounts are in accordance with the recordsproduced to me and complywith the constitution. | In myopinion,the accounts are in accordance with the recordsproduced to me and complywith the constitution. | In myopinion,the accounts are in accordance with the recordsproduced to me and complywith the constitution. | In myopinion,the accounts are in accordance with the recordsproduced to me and complywith the constitution. | In myopinion,the accounts are in accordance with the recordsproduced to me and complywith the constitution. | In myopinion,the accounts are in accordance with the recordsproduced to me and complywith the constitution. | In myopinion,the accounts are in accordance with the recordsproduced to me and complywith the constitution. | In myopinion,the accounts are in accordance with the recordsproduced to me and complywith the constitution. | In myopinion,the accounts are in accordance with the recordsproduced to me and complywith the constitution. | In myopinion,the accounts are in accordance with the recordsproduced to me and complywith the constitution. | In myopinion,the accounts are in accordance with the recordsproduced to me and complywith the constitution. |
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| Name: | Michael J. L. Percival | Michael J. L. Percival | ||||||||
| Address: | 4 Ednaston Court | |||||||||
| Ednaston | ||||||||||
| Ashbourne | ||||||||||
| Derbyshire | ||||||||||
| DE6 3BA. | ||||||||||
| Date: | 15th May2024 |
Derwent & Dove District Scout Council Charity Number 520668
District Treasurer’s Report
In April 2023, the Scout Association announced that it was closing its interest-bearing Charity Deposit Account and would be refunding all balances held therein. For a number of years, the District had held £5500 in the account, receiving interest twice a year. The interest payments were automatically paid into the District’s Current Account and were treated as additional income. The District received the original deposit, plus interest accrued to that date, in August 2023.The refund is reflected in the Statement of Assets & Liabilities at Year End and in Notes 8 and 9 of the Financial Statements. It should be noted that the refund has been transferred to the District’s Reserve Account, which is also interest-bearing.
Other elements from the Financial Statements that I would like to highlight are:
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Money received from the hire of the Tansley Wood Scout Centre (TWSC) has historically constituted the bulk of the District’s receipts. The amount received in 2023 was broadly in line with that in 2022, while the costs associated with the site (insurance, utilities, repairs and maintenance) fell slightly. There is significant work ongoing at the site and so it is not anticipated that a surplus will be recorded in 2024, despite the high level of bookings.
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As noted at last year’s AGM, the financial position regarding the 2023 World Scout Jamboree resolved itself during the year to the satisfaction of all parties.
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The big event in 2024 for the District is a trip to Kandersteg. The initial deposit was required in 2023, although the bulk of the costs – plus the money to cover these costs from the young people and leaders – will be recorded in the 2024 Financial Statements.
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Travel insurance for the trip to Sweden was initially paid by the District. Due to an oversight, the re-imbursement of this did not take place until early in 2024.
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I would like to thank all the Groups for their prompt payment to ensure that the annual Membership Fees were paid over to the County Treasurer by the specified date.
Group Accounts
It is a requirement of the Scout Association rules that each Group provides a copy of their signed off accounts to the District Treasurer. On that basis, I would be grateful if the Lead Volunteer for each Group within the District could ensure that a copy is sent to me once these accounts have been formally approved at the Group’s AGM.
Derwent & Dove District Scout Council Charity Number 520668
Scrutiny of 2023 Financial Statements
The 2023 Financial Statements are attached to this report. Mike Percival again undertook the role of Independent Scrutineer of the Financial Statements, and the District Trustee Board would like to thank him for his detailed and thorough work. Following resolution of a small number of queries, he formally signed off the Financial Statements on 15[th] May 2024. These scrutinised documents were then formally approved by the District Trustee Board at its meeting on 16[th] May 2024; Geoff Stevens and I physically signed them off on behalf of the District Trustee Board on 13[th] June 2024.
I am also pleased to report that Mike has agreed to undertake the role of the Independent Scrutineer for the 2024 Financial Statements.
Conclusion
The District remains in a good financial position and retains a healthy cash balance.
Chris Bunton
DDDSC Treasurer
Derwent & Dove District Scout Council Charity Number 520668