Derwent & Dove District Scout Council Annual General Meeting
Thursday 17[th] July 2025, 7:30pm
Venue: Darley Dale Scout Hall, Church Road, Churchtown, Darley Dale
AGENDA
1. Introduction and Welcome
2. Apologies for Absence
3. To approve the minutes of the Annual General Meeting held on 3[rd] July 2024
4. Governance Topics
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a. Adoption of the District Constitution as defined in Policy, Organisation and Rules – rule 5c.2
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b. Note 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. Agreeing the quorum for future meetings of the District Scout Council
5. Review of the previous year
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a. The District Chair’s report
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b. The District Lead Volunteer’s review of Scouting in Derwent & Dove District
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c. To receive and consider the Annual Report of the District Trustee Board including the annual Statement of Accounts, Treasurer’s report and the Chair’s report
6. Making appointments
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a. Appointment of the Chair of the District Trustee Board
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b. Appointment of the Treasurer of the District Trustee Board
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c. Appointment of other members of the District Trustee Board
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d. Appointment of the independent examiner
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e. Appointment of two representatives of the District Scout Council to represent the District Scout Council at meeting of the County Scout Council
7. Presentations
8. Close
Derwent & Dove District Scout Council
Charity Number 520668
Annual Report and Financial Statements of the Derwent & Dove District Scout Council for the year ended 31[st] December 2024
Objectives
The aim of Derwent & District Scout Council is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potentials, as individuals, as responsible citizens and as members of their communities. The method of achieving this aim is by providing an enjoyable scheme of progressive training, based on the scout law & promise and guided by adult leadership.
Trustees
District Lead Volunteer Paul Elliott Chair Geoffrey Stevens MBE Treasurer Christopher Bunton Gyles Wren Deborah Steeples Suzanne Lester Alistair Jones Ewan Godfrey Sarah Stelfox From 03/07/2024 Alison Mlot From 03/07/2024 Nigel Shaw From 03/07/2024
Derwent & Dove District Scout Council
Charity Number 520668
District Chair’s Report
I would like to start by welcoming you all to our AGM.
Last year we met at the Scout Headquarters at Matlock Green, as it was agreed that we should use Scout owned buildings, so that any financial benefits should remain in the Scouting Family.
This year we are visiting Darley Dale as our venue for the AGM and I would like to thank them for their hospitality.
Paul Elliott has continued as our District Lead Volunteer and has continued to undertake the role of Secretary. This is a matter which does need resolving and I would like to thank Paul for the efficient way he deals with this matter. If you feel you or anyone you know would be willing to undertake this role please let us know so that we can approach them.
Improvements continue to be made at the Tansley Activity Centre and our thanks go to everyone who has been involved.
The executors of the Late Sydney Smith of 5[th] Matlock Scouts forwarded us a cheque as requested by Sydney in his will. The sum of his bequest was £2,000 to be used for the refurbishment of the toilet block at the Tansley Activity Centre.
As with all well run organisations and this one is no exception you need a good and efficient Treasurer. I would like to thank Chris Bunton our Treasurer who makes sure that our accounts remain in a healthy position and keeps us all on our toes.
I was privileged on the 12[th] January along with the DLV to attend the centenary service for the 5[th] Matlock Scouts at All Saints Parish Church. Matlock Bank.
I was invited again on the 26[th] April to join them for their Centenary Afternoon Tea and Archive afternoon and to assist with the planting of a commemorative tree in the Church grounds.
These two occasions were very special to me as I belonged to the Group as both a Cub and a Scout.
I would like to thank you all for attending this AGM, and my thanks go to all those who help to make the Derwent and Dove District so successful.
Geoff Stevens MBE District Chair
Derwent & Dove District Scout Council
Charity Number 520668
District Lead Volunteer’s Report
I would like to start by thanking all our volunteers in Derwent & Dove District who deliver Scouting every week and those who support the Groups by fund raising, maintaining assets and managing the operation of the Scout Groups. Without these volunteers Scouting would not happen and as always the Groups and District are searching for more volunteers. At the 2025 census there were 193 adult volunteers I the District which was a reduction of 25 since January 2024. The number of young people in January 2025 was 661, again a fall of 3% since 2024. This is despite there being waiting lists in many of the Groups in the District.
A big opportunity is the launching of a Squirrels section in the District. Several Groups would like to start a Squirrel Drey, but a lack of leaders is hampering the launch. We hope to open at least one Drey in 2025.
The District team is also depleted and therefore not many District events have been possible. In April 2024 the District held it’s St Georges Day event at Carsington Water and in April 2025, over 300 members of the District went to RAF Cosford to renew their Promise. In August 2024 two overseas expeditions took place with Quantum Unit going to Sweden and an expedition to Kandersteg was undertaken by a group consisting of Leopard and Falcon unit members led by our DESC Andy Cross.
Based on the Census the young people in the District gained the following number of awards in 2024:
Duke of Edinburgh Gold Awards = 2 Chief Scout’s Bronze Award = 48 Duke of Edinburgh Silver Awards = 6 Chief Scout’s Silver Award = 37 Duke of Edinburgh Bronze Awards = 18 Chief Scout’s Gold Award = 27 Young Leader Belts = 4 Chief Scout’s Diamond Award = 10 Explorer Belts = 1 Chief Scout’s Platinum Award = 16
No King’s Scout Awards recorded in 2024, perhaps there will be at least 1 in 2025.
Derwent & Dove District Scout Council
Charity Number 520668
Two of our Scout Groups have recently celebrated 100 years of Scouting. These are Crich Scout Group in September 2024 and 5[th] Matlock (All Saints ) in April 2025. Congratulations to you both. As part of the celebrations each Group organised an event to mark the occasion and invited old Scouts to come and reflect on their time in the Groups.
The District’s main asset is Tansley Wood Activity Centre which is used by Scout groups in the District and beyond, Quantum Explorer Unit for their meetings and now also by Tansley School for their Forest School. Loved by many in the District, it only continues to exist due to the volunteers who help with bookings, cleaning and maintenance.
In order to keep it financially secure it is imperative that it is used regularly and costs are contained. Bookings are now being managed in OSM and there is more focus on ensuring bookings are paid on time by securing deposits before events take place.
In September 2024 a working weekend was held with the main objective to replace the roof of the main hall above the kitchen, leaders rooms and shower room. The project was led by Allan Rennie, supported by many trades people with some connection to Scouting. Amazingly the old roof was removed and replaced in one day with the second day spent replacing the guttering and other accessories. Many other tasks were also completed over the weekend including the cutting back of vegetation on the site and on the access road and installation of new doors.
Many thanks to Sue Lester, Graeme Slater and Debbie Steeples who spend many hours at Tansley making sure the site is fit for use.
In November 2024, the Scout Association introduced it’s new Digital Tools and updated the training programme by introducing Growing Roots Learning and also requiring all out volunteers to update their Safety training. As with all new IT systems, there have been some teething problems with the system, but I am pleased to announce that in Derwent & Dove there appears to be an acceptance of the changes and nearly all our volunteers have refreshed their Safety Training.
Again I want to say thankyou to everyone who supports Scouting in Derwent & Dove, whether that is as a helper, Trustee, Team Member or Group Lead volunteer. Without you we would not succeed.
Paul Elliott District Lead Volunteer
Derwent & Dove District Scout Council
Charity Number 520668
Finance Statement Overview 2024
Overall, it was a reasonably quiet year from a financial perspective. However, there are certain elements that require a few words of explanation:
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Money received from the hire of the Tansley Wood Activity Centre (TWAC) has historically constituted the bulk of the District’s receipts. The amount received in 2024 was broadly in line with that in 2023, but the costs associated with the site rose significantly. In the main (but also see below), this reflects a programme of maintenance work that was undertaken during the year. Bookings remain high for 2025, and no further major work is anticipated.
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Early in 2024, a new electricity meter was installed at TWAC. As part of this, it transpired that the District had been overpaying for electricity for a number of years. The outcome was a credit of around £2.5k from EON, which resulted in the negative figure in the Statements.
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We also changed water suppliers during the year, with a new water meter being installed. A series of water leaks led to the new supplier to charge us far more than had historically been the case. Subsequent remedial work on site and negotiations with the supplier reduced the figure and we remain in credit.
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The big event in 2024 for the District was a trip to Kandersteg. The seeming difference between receipts and payments is accounted for by the payment in 2023 of the initial deposit. A small refund (included in the payments figure) was provided to all participants.
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Reimbursement to the District of the travel insurance premium for the 2023 trip to Sweden was received in January 2024.
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During their season, various Groups undertake litter picking at the Darley Moor race circuit. For administrative convenience, the circuit send a single payment to the District bank account. From there, the balances are distributed to the participating Groups. The payments in 2024 included certain balances relating to 2023.
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As in previous years, prompt payment from Groups to the District ensured that the annual Membership Fees were paid over to the County Treasurer by the specified date.
Derwent & Dove District Scout Council
Charity Number 520668
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.
Scrutiny of 2024 Financial Statements
The 2024 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. Mike formally signed off the Financial Statements on 16[th] April 2025. These scrutinised documents were then formally presented to, and approved by, the District Trustee Board at its meeting on 5[th] June 2025; Geoff Stevens and I physically signed them off on behalf of the District Trustee Board on that date.
I am also pleased to report that Mike has agreed to undertake the role of the Independent Scrutineer for the 2025 Financial Statements.
Conclusion
The District remains in a good financial position and retains a healthy cash balance.
Chris Bunton DDDSC Treasurer 15[th] July 2025.
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 | |||
|---|---|---|---|---|---|---|
| Receipts and Payments Account | ||||||
| For theyear 1st January 2024 to 31st December 2024 | ||||||
| Note | DDDSC | Leopard ESU | Quantum ESU | 2024 Total Funds |
Prior Year Total Funds |
|
| Receipts | ||||||
| Annual Subscriptions | 32592 | 2340 | 2777 | 37709 | 37287 | |
| less Subspaid to County | -31667 | -1200 | -1056 | -33923 | -32680 | |
| --------------- | --------------- | --------------- | --------------- | --------------- | ||
| 925 | 1140 | 1721 | 3786 | 4607 | ||
| Donations/Grants/Gift Aid | 1200 | 2231 | 5678 | 9109 | 2776 | |
| Bank Interest | 246 | 88 | 0 | 334 | 156 | |
| SA CharityAccount Interest | 9 | 0 | 0 | 0 | 0 | 107 |
| District Badge Sales | 47 | 0 | 0 | 47 | 65 | |
| Net TWAC Income | 3043 | 0 | 0 | 3043 | 3096 | |
| Misc Income(includingClothing) | 0 | 0 | 642 | 642 | 379 | |
| Event/ActivityIncome | 3 | 20230 | 8492 | 977 | 29699 | 5993 |
| World Scout Jamboree | 0 | 0 | 0 | 0 | 13109 | |
| Training | 0 | 0 | 0 | 0 | 0 | |
| --------------- | --------------- | --------------- | --------------- | --------------- | ||
| Total Receipts | 25691 | 11951 | 9018 | 46660 | 30288 | |
| --------------- | --------------- | --------------- | --------------- | --------------- | ||
| Payments | ||||||
| TWAC - Electric | -1051 | 0 | 0 | -1051 | 1155 | |
| TWAC - Water | 3543 | 0 | 0 | 3543 | 1042 | |
| TWAC - Insurance | 909 | 0 | 0 | 909 | 1137 | |
| TWAC - Phone/Internet TWAC - F+F Additions |
0 0 |
0 0 |
0 0 |
0 0 |
0 0 |
|
| TWAC - SafetySystems | 354 | 0 | 0 | 354 | 0 | |
| TWAC - RunningCosts(incl Main't) | 5501 | 0 | 0 | 5501 | 238 | |
| TWAC - Website | 0 | 0 | 0 | 0 | 0 | |
| --------------- | --------------- | --------------- | --------------- | --------------- | ||
| 9256 | 0 | 0 | 9256 | 3572 | ||
| District Badge Purchases | 0 | 0 | 0 | 0 | 0 | |
| Training | 1143 | 357 | 0 | 1500 | 677 | |
| Event/ActivityExpenses | 3 | 18141 | 8639 | 1208 | 27988 | 8103 |
| World Scout Jamboree | 0 | 0 | 0 | 0 | 15611 | |
| Administration(includingInsurance) | 4 | 448 | 666 | 0 | 1114 | 1643 |
| Equipment/Materials | 0 | 0 | 5325 | 5325 | 984 | |
| Clothing /Uniforms | 0 | 323 | 924 | 1247 | 587 | |
| Misc Expenses | 0 | 1070 | 91 | 1161 | 1162 | |
| Donations | 1800 | 0 | 1800 | 1195 | ||
| --------------- | --------------- | --------------- | --------------- | --------------- | ||
| Total Payments | 30788 | 11055 | 7548 | 49391 | 33534 | |
| --------------- | --------------- | --------------- | --------------- | --------------- | ||
| Surplus/ Deficit for Year | -5097 | 896 | 1470 | -2731 | -3246 |
Derwent & Dove District Scout Council
Charity Number 520668
DERWENT & DOVE DISTRICT SCOUT COUNCIL
Statement of Assets & Liabilities at Year End
| 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 | ||||||
| 2024 | 2023 | |||||
| £ | £ | |||||
| Fixed Assets | ||||||
| TWAC - Land | 50 | 50 | ||||
| TWAC - Buildings(Note 5) | 47555 | 47555 | ||||
| TWAC - Fixtures & Fittings | ||||||
| Value as at 31/12/2023 | 3276 | 3276 | ||||
| Additions duringYear(at cost) | 0 | 0 | ||||
| Other Equipment | 43 | 43 | ||||
| --------------- | --------------- | |||||
| Total | 50924 | 50924 | ||||
| Investments | ||||||
| Scout Association CharityAccount(Note 9) | 0 | 0 | ||||
| Current Assets | ||||||
| Badge Stock(at cost) | 454 | 491 | ||||
| Bank & Cash(Note 6) | 28779 | 31509 | ||||
| Current Liabilities | ||||||
| Unpresented Cheques | 0 | -39 | ||||
| --------------- | --------------- | |||||
| Net Assets | 80157 | 82885 | ||||
| --------------- | --------------- | |||||
| The Receipts & Payments Account and the Statement of Assets & Liabilities were approved by the District | ||||||
| on 15th May 2025 and signed on their behalf by: |
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 | 0 | 28 | -28 | ||||||
| Sweden Trip2023 | 760 | 0 | 760 | ||||||
| Kandersteg2024 | 19470 | 18113 | 1357 | ||||||
| --------------- | --------------- | --------------- | |||||||
| Totals | 20230 | 18141 | 2089 | ||||||
| 4 | DDDSC Administration Expenses | ||||||||
| Venue Hire | 45 | ||||||||
| Personal Accident Insurance | 52 | ||||||||
| District MPLC Licence | 351 | ||||||||
| --------------- | |||||||||
| Total | 448 | ||||||||
| 5 | Tansley Wood Activity 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 | 2049 | ||||||||
| DDDSC Deposit Account | 15306 | ||||||||
| Leopard ESU Current Account | 5049 | ||||||||
| Quantum ESU Current Account | 5533 | ||||||||
| Quantum ESU Cash in Hand | 842 | ||||||||
| --------------- | |||||||||
| 28779 | |||||||||
| 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 2024 | ||||||||
| Balance B/fwd@01/01/24 | 5392 | ||||||||
| Prior Year Cheques Cashed | 0 | ||||||||
| Current Year Unpresented Cheques | 0 | ||||||||
| Current Year Deficit | -5343 | ||||||||
| Transfer from Deposit Account | 2000 | ||||||||
| --------------- | |||||||||
| Balance C/fwd@31/12/24 | 2049 | ||||||||
| NB: The £246 difference between the Current Year Deficit Figure above of -£5343 and the figure in the Receipts & Payments | |||||||||
| section of -£5097 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 2024.
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 my opinion, the accounts are in accordance with the records produced to me and comply with the constitution.
Name: Michael J. L. Percival Address: 4 Ednaston Court Ednaston Ashbourne Derbyshire DE6 3BA. Date: 10th April 2025 Signature:
Derwent & Dove District Scout Council
Charity Number 520668