Sunderland District « tigi ; 6 7 | > « ; ’ |4 Cn a“ ‘ a \ Scouts > = %& f
_We prepare young people with skills for life_ . Page 1 of 16 i.€ s) yi OS
## **A message from our Chair…**
Dear Colleagues
I am looking forward to this year's ‘All District’ meeting being held on 23 September 2024 at the 25th Sunderland (Castletown) Scout HQ and many thanks to our colleagues for hosting us on this occasion.
Our event comes at a time when we have taken significant steps towards transforming the organisation of Scouting across all areas of our movement and it is heartening to see so much progress being made in Sunderland with so many playing their part.
As we said last year, changing how we are organised and how we work is invariably a challenge and the District Trustees Board has been adept in adjusting to the new arrangements enabling us to maintain a focus on strategic matters – Safety and Risks, Finance, Property and Assets, Governance, Training and Compliance – all to help in supporting our Scout Programme and the growth and development of Scouting across Sunderland district.
One key factor, largely out of our control is meeting the increasing financial costs of what we do. National HQ has announced an increase in its element of the forthcoming membership fee and County is likely to follow suit. In recent years additional funding from the government was available as part of the response to the COVID-19 emergency. We were able to pass that on to groups in order effectively to suppress the annual membership fee however that additional funding is no longer available. Consequently, the District’s ability to grant financial relief will be severely curtailed in the next round of setting the membership fee.
The Trustees have long taken the view that membership fees should not be a disincentive to maintaining and developing membership numbers. At the same time, we must, as part of our brief as Trustees, manage the District’s financial obligations in a responsible and accountable manner - and we will continue to adhere to this requirement. Accordingly, we will look to set a District levy on the basis of “balancing the books” and we will announce the total membership fee for 2025 reflecting National and County charges as well as the resources the District needs to call upon.
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Annual reports tend to be a time for reflection, looking back over the previous twelve months, assessing what has been achieved, what is still work in progress and what can be done better in the year to come. We need to do this in the ever-changing environment which surrounds us – reflecting among other things, rapid technological advancement, social trends and new legislation.
Coincidentally, National HQ has recently launched an online survey -“Have your say on what you think Scouts should look like in 10 years’ time” – They want our thoughts about planning for our future and want to find out what we think the biggest challenges are for Scouts at a local level and in the UK as a whole. Where should we focus our efforts to ensure as a movement that we keep moving forward and stay relevant to what young people need to thrive in the future? The responses will be used to help shape the next strategy for Scouts, as the Skills for Life strategy comes to a close next year.
They reckon the short online survey should take just 10 minutes So, do some crystal ball gazing and give it a go! (complete the online survey by 14 October 2024)
Moving on, you will undoubtedly have seen the announcement that Dwayne Fields, adventurer and TV presenter, is the UK’s new Chief Scout.
Dwayne’s been appointed as our 11th Chief Scout “to lead our half a million young people and adult volunteers for his values, commitment to helping young people and outstanding leadership qualities. During his time as Chief Scout, Dwayne aims to inspire even more young people and adult volunteers to join from all backgrounds” – an ambition I’m sure we all share.
Finally, I want to close by expressing my gratitude to my colleagues on the Trustees Board for their immense contributions in continuing to maintain and improve Scouting in Sunderland, over the past 12 months - and an extra big thank you to those members who may be stepping down or changing their volunteer role.
Yours sincerely and with my best wishes,
## **Keith Lowes**
**Volunteer Chair of Trustees**
**Sunderland Scouts**
Page 3 of 16
## **A Reference and Administration Details**
**Charity Name:** Sunderland District Scout Council _Also known as:_ Sunderland Scouts / Sunderland District Scouts **Charity Number** : 520713
**Scout HQ Registration Number:** 100001701
**Principal Address Charity:** Kayll House, 9 Foyle Street, Sunderland SR1 1LB
**Period this report covers:** 1[st] April 2023 to 31[st] March 2024
## **Charity Trustees**
_Those volunteers responsible for the management of the charity_
**Name Office** Keith Lowes, District Chair Emma Scott District Secretary Fiona Slater District Treasurer (till 27[th] September 2023) Steven Whatt Nominated Member (till 27[th] September 2023) District Treasurer (from 27[th] September 2023) Carlton Gronow District Commissioner _(now known as Lead Volunteer)_ Ben Hudson District Explorer Scout Commissioner Aaron Horton District Scout Network Commissioner James Elliot Elected Member John Cooper Elected Member Andrew Donaldson Elected Member (from 27[th] September 2023) Cameron Hirst Elected Member (from 27[th] September 2023) Lesley Robinson Nominated Member Kris Woods Nominated Member Phil Atkinson Nominated Member Dave Russell Nominated Member
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## **B Structure, Governance and Management**
## **Governing Document**
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 (POR) of the Scout Association.
## **Constitution**
The District is a trust established under its rules which are common to all Scouts.
## **Trustee Selection**
The trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association _._
## **The District Scout Council**
The District Scout Council is the electoral body which appoints the District Trustee Board to manage the day to day matters of the charity.
The ex officio members of the District Scout Council are members by virtue of their role in The Scouts:
- all adult members with a role in the District - see District roles in the Chapter 16 Roles Table of The Scout Association’s Policy, Organisation and Rules
- all District Scout Leaders and Deputy District Scout Leaders from the District
- all District Trustee Board Chairs from the District
- all District Trustee Board Treasurers from the District
- all Section Leaders, Assistant Section Leaders from the District
- all District Active Support Managers from the District
- all Explorers (including Young Leaders) in the District
- all members of the Scout Network in the District
- all parents and carers of all Explorers (including Young Leaders)
- a representative of the District Troop Leadership Forum, selected from amongst the membership of the Forum
- the County Commissioner
- the County Chair
For the year 2023-24 the District did not have any appointed or community members of the District Scout Council.
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## **The District Trustee Board**
The District is managed by the District Trustee Board, the members of which are the ‘Charity Trustees’ of the Scout District which is an educational charity. As charity trustees, they are responsible for complying with legislation applicable to charities. This includes registration, keeping proper accounts and making returns to the Charity Commission as appropriate.
The Trustee Board meets every 2 months. Members of the Trustee Board complete ‘Being a Scouts Trustee’ learning within the first 6 months of joining the Board as well as mandatory training for Safety, Safeguarding and GDPR if not completed previously and within 3 years since last completing.
This Trustee Board exists to make sure the charity is well-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. Their support helps other volunteers run high-quality and safe programmes that give young people skills for life.
## **Risk and Internal Control**
The Trustee Board has identified the major risks to which they believe the District is exposed, these have been reviewed and systems have been established to mitigate against them. The main areas of concern that have been identified are:
**Damage to the building, property and equipment.** The District would request the use of buildings, property and equipment from neighbouring organisations such as a church, community centre, Scout Groups or other Scout Districts. Similar reciprocal arrangements exist with these organisations. The District has sufficient buildings and contents insurance in place to mitigate against permanent loss.
**Injury to leaders, helpers, supporters and members.** The District through the capitation fees contributes to The Scout Association’s national accident insurance policy. Risk Assessments are undertaken before all activities.
**Reduced income from fundraising.** The District is primarily reliant upon income from subscriptions and fundraising. The District does hold a reserve to ensure the continuity of activities should there be a major reduction in income. The Board could raise the value of subscriptions to increase the income to the District on an ongoing basis, either temporarily or permanently.
**Reduction or loss of leaders.** The District is totally reliant upon volunteers to run and administer the activities of the District. If there was a reduction in the number of leaders to an unacceptable level in a particular section or the District as a whole then there would have to be a contraction, consolidation or closure of a Group or Unit. In the worst case scenario the complete closure of the District.
Page 6 of 16
**Reduction or loss of members.** The District provides activities for all young people aged 4 to 25. If there was a reduction in membership in a particular Group or Unit or the District as a whole then there would have to be a contraction, consolidation or closure of a Group or Unit. In the worst case scenario, the complete closure of the District.
**Material Mismanagement or Loss** . The District has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss, these include a system of limited delegated authority for expenditure and 2 signatories for all payments and comprehensive insurance policies to ensure that insurable risks are covered.
## **C Objectives and Activities**
## **The Purpose of Scouting**
Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society.
## **The Values of Scouting**
As Scouts we are guided by these values:
- **Integrity** - We act with integrity; we are honest, trustworthy and loyal.
- **Respect** - We have self-respect and respect for others.
- **Care** - We support others and take care of the world in which we live.
- **Belief** - We explore our faiths, beliefs and attitudes.
- **Co-operation** - We make a positive difference; we cooperate with others and make friends.
## **The Scout Method**
Scouting takes place when young people, in partnership with adults, work together based on the values of Scouting and:
- enjoy what they are doing and have fun
- take part in activities indoors and outdoors
- learn by doing
- share in spiritual reflection
- take responsibility and make choices
- undertake new and challenging activities
- make and live by their Promise.
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**How the District seeks to achieve these objectives:**
## **Sectional Support**
Whilst the Scout programme from 4 to 14 is delivered in the Scout Groups we support. The District is responsible for EXPLORERS directly operating out 14 to 24 provision. Ensuring suitable network leadership, resources and finances are in place to support young people achieve their Top Awards. **Adventurous Activities** We encourage all sections to run adventurous activities for young people and adults and support the acquisition and renewal of activity permits, including Nights Away permits that allow our leaders to take young people on overnight camps and other residential activities. **Growth & Transformation** Liaising with the Regional Growth and Communities Team to identify local Growth and Development projects to grow AVjwahe Scouting. Whether opening new Groups, new Sections or ReTransformation energising a Group which may have less numbers. We are a ©: [ si also supporting groups to transition to new digital system, new way of team based working, new roles and structures and introducing a new training scheme. **Events** We run a number of District Events through the year or support Groups in participating in County Events. The purpose of ~ Sian District of these is to supplement the Scout programme where scale i me senile re wae or access to certain activities may be limited, sometimes these are competitive, and sometimes just for fun – but always allowing our young members the opportunity to understand that they are part of a worldwide family.
**Facilities & Resources** We manage 2 buildings, Kayll House our District HQ and Scout Resource Centre ensuring our members have access to uniform and badges. Dene Lane, currently an unused site. An archive covering the events of Sunderland Scouts since 1908! Lots of activity and camping equipment and a box trailer that Groups can use to transport their equipment.
Page 8 of 16
**Grants & Fundraising** We make a financial contributions to those who wish to apply for grant funding whether to access Scouting when affordability becomes a challenge, to support international experiences such as World Scout Jamborees and to support the costs of adult volunteers who wish to undertake adventurous activity training with a National Governing Bodies. We gratefully receive grants from benefactors who support our work with young people, which often need to be administered carefully and reported back to the initial funder. **District Support** Scout Programme is deliverd in Scout Halls as section meetings – as a District we strive to provide additional support to leaders whether that be human, financial or capital resource directly, indirectly or perhaps with the support of subject matter experts to provide advice or a more hands on approach with our Scout Active Support Unit. We also provide technical tools to help with Youth Membership & Programme Administration (OSM) and Risk Assesment Management. **Welcoming and Supporting New Volunteers** Whilst new volunteers are always welcome, it is important that we screen applicants to ensure their suitability to work with young people. We have robust processes that we implement in the District such as DBS checks, reference checks and welcome conversations. **Links & Community Impact** Maintaining links between our District and our neighbours, be they other Scouting Districts and Areas or external bodies, is essential. We encourage and support giving young people the opportunity to take part in high quality social action as part of the Scouting Movement.
Page 9 of 16
## **Volunteer Training**
Ensuring all our adult volunteers, whatever their role are appropriately trained or re-trained in a timely manner. All adults are required to undertake mandatory training in Safety, Safeguarding and GDPR within 6 months of their appointment, with additional ‘Wood Badge’ training for those that volunteers that work with young people or those that manage and support adults. There is also other opportunities for adult volunteers to develop skills and achieve fully assessed ‘permits’ to provide adventurous activity experiences and nights away.
## **Youth Shaped**
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Youth Shaped Scouting isn't a new concept. Lord Baden Powell’s aim was to create a movement suited to and shaped by the young people involved. The idea of a Youth Shaped movement is part of the fundamental values of Scouting, and has always been important. Youth shaped scouting is all about you the leaders working with the young people of your section to shape their scouting experience around what they want to do. We are a movement, so we need to keep moving. It's vital to find out what young people want from Scouting so we can continue to deliver an exciting and relevant programme.
## **Recognition**
Ensuring that we shout about our successes and recognise those who help us achieve them! Whether the badges our young people earn, with trophies and certificates for competition winners, or awards and medals to recognise the good and long service of our adult volunteers.
## **Public benefit statement**
The District meets the Charity Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or community development headings.
Page 10 of 16
Membership & Growth
Census of Membership in Sunderfand
Forth¢rendi 31Janu•ry 2024
23
24
2424 2023
F*n
f. Pr•fvrMt
To
If.
inbty
Fqm
Id•ty
uirrel Scouts
8ewerScDUts
CubS(outs
Scout5
+2
+6
o*
85
105
73
26
95
81
92
-31b
30
30
37
+10
+L3*
426V4
435VJ
*1401b
*21
92
NotwtsM
TOTAL YCYJTH MEMBL95HIP
22
38
+8
197
J7•
4U8
+1
+71
Sertion Loaders
Asslitl Seciion Le>l•i
Section Assis¢Jnt5
TOTAL ADULTPROGPANMEOELWEFNROLES
Young LE0d•'
TOTAL PROGRIMMEDELNERyR£s
20
22
39
+5
o*
453V4
4131h
+1911
16
io
45
16
19
29
+12
+3
+is
18
19
Grojp Scout Leae
DisinctExplor¥S(oJtCommission¢rs
DiStThctS(OutNetwo COM1110nl
DiSthttC¢mml*slonirn
TOTAL LINE MAPiAGERRQLES
+75*
o*
.IOOVJ
o*
+2
+2
425
440V4
433*
.20*
+71b
Grojp Secr*ary
GioJpTreasuier
Group Ex(%U1*Mtmbers
TOTAL GROUPGOVERPiANCERQLES
17
Jo
+2
DisinclSo(rot
o*
o*
o*
ox
o*
+6
DisinctExecuii¥eMew
TOTALDISTRrfGoVERNANCEES
TOTAL GoVERNAMROLE5
14
17
14
J4
+2
Doputvsroup ScouiL•pdw5
4100
o*
OtherGrvupAdults
TOTALGRoupsuppoRfROLES
-4Llb
15
IJ
li
16
DoputyDiJtdctCDmnws1ion•
Distnrtyouth CornThsiiono
DeputyOlitrlctYouihCoTrMi55tsy1
o*
o*
ox
ox
DiStriCtAdmifii*tr410tX-
OthDTDI5trirtpp0[0l•I
TOTALDISTRThSUPPORTEs
ScoJiActlve Support
TOTAL SUPPOATRtéES
.20
-29*
19
li
+11
+1
Tow meth11pdu0tQPIVthepUW15 Methr$hlp&j¢Pl10n ITot4ofYouth M•thrnhiptx(luding Scout NthO
Squifrel Scout D
BewerSEDUtColDnies
CubS(oUtPkS
SEDutTroops
Explorer kouiunits. jfflcluding LUn
io
io
io
io
SEOUtActlveSupport UnltS
GpJu
io
io
Page 11 of 16
Financial Review
Sundertand Dl8trict Scout Council
Recefjpts and Paymgnts A¢¢ount
tth• ymrfrnm
01 2023
31 IAarth 2024
Receipts and Payiments
2023124
2S.742.
21.293.SJ
2,7W.
166.50
DCNIIO
R•nl from K•yll HoLA• w p¥k
Sub total
1,(W.(Q
25.1W.
4,CMXI.CX
PAkn iOt•l
Fur•drni**•dr (gro)
1.723.
2,028.50
knp
161.
4,811.
218.CV
4.789.CV
b tot•1
1422ZI
I2.07
Irknr•
749_
tsb t41
74
Tot41 Inca
44,817.
t3Q.47
ox
Total R•c•
44917.
4I130A7
Page 12 of 16
Sunderland District Scout Council
Recelpts and Payments Account
For th8 year from
01 Awil 2023
To
31 March 2024
Receipts and Payments
2023r24
Unrostrictod fund•
2022123
Unrnstrictod funds
Pa
mènts
Membership fees paid to cnty
Youth programme and xtivibes
21.522.C(I
1.930.64
5.455.39
17,654.00
1.762.08
4,316.20
306.49
Netsrk
397.KJ
Adull sUprt training
RefundslRebates
502.56
0.00
256.(K)
130.50
Grant made
720.CM)
300.00
Rales (Kayll House)
Waler ar¥J sewerage (Kayll House)
Electricity and gas (Kayll House)
Maintenance and cleaning (Kayll H(xtse)
TeleptrK)ne. alarm and broadband (Kayll House)
Rent arKI rates (Dene Lane)
Waler arNJ sewerage (DeTre Lane)
Insurance
120.15
227.84
285.55
170.60
1,736.30
2,225.84
0.00
94.56
68.52
241.01
172.71
1.231.49
1,130.88
100.00
AGM and trustee expenses
Shop purchases fcx resale
Legal etc. Fees
Bank charges
Audil fee
1LKI.LX)
7.118.79
4,674.53
0.00
166.53
50.10
75.00
Miscellaneous
3,779.74
161.84
Sub total
45.612.0
33,621.69
Total Gross ExpwKlitu
45.612.0
33,621.69
Asset and Inveslmwt purchases, 8tc.
0.00
Total paymon
45,612.0
33,621.69
PJurplusllDeficlt) generated In the y
(694.59
8.508.72
Page 13 of 16
Sunderland District Scout Councll
Receipts and Payments Account
For the yoar frnm
01 2023
31 March 21r24
Statement of cash balances at the end of the year
2023r24
2022123
unr1ed fwKl• Unr••trf¢t¢d funthi
I, C••h fufids
5.119.7
75.749.
,492.93
o.(N)
Soldo acrUr
992.76
50728
Equals MofW f£Col
Cash Floai
194.41
75.
75.fxl
Total ¢a•h IWKIB
81.371
82.067.97
InvHlTh•nl ••s•t•
Slx)p *ock
Land and tAlldng•
S.922.32
75.CQO.
75.(W.C¥J
Trnifer
Scxyjting equiYn•nt. thJrr¥lur•, •
Total fton4aBh
1.$00.CK)
84,868.3
81922.32
Ll•bllftl
AcccAmts not paid
AclivAy D•trAty•
Shc4) Debt(YJ
13.
o.
Low . d•ts
(ith•r IKqbilth•
o.cM)
o.
Tolal Ilablllll
Tolal n•1 Msels
167,185.
1M99029
Th• abov• r•c•lpt8 and paymentg account and statomffit af a•••t8 and Mabllltl•• wern 4>prov•d by
th• Trustees on 2310712Q24 and signed m th•ir behall by:
819nl•
Nam•
sIgnal•
Nam•
Page 14 of 16
Sundarfand Dlstrkt Scout Assodatlon
Independent Eumlnerfs R•port
Independent rnport to the trustees oASwthrlond 01strktScout Group
I rewt on the accounts of the Tnt5t for the y¢¥r ended 31 Marth 2024.
The charltys trustees are respon51ble for the weparatlon of the •¢counts. The tharttvs trustees
cmsider that an audlt Is nol required lor this year urKler section 14412) of the Charities Act 2Qll It
2011 Art) bul that an Indendent examinatl¢n15 needed, In accordance wllh the flnancl•l fules of
the charlty.
tt Is my respMslblllty to:
• examlne the account5 under sectk)n 145 of 2011 Act
. to follow the plocedures lahl down in the genefal Dlrectknis 8lven by tlw COMTrssIOn undef
sectlon 14515llb) ol the 2011 Act. and
. to state whether p•rtlc¥lar matters have cixne to my attentlon.
8osls ollndependent exoffllnee$ report
My eMamln¥llon was c•ffled out In attordance wlth the Keneral Dlfectlons Elven by the Chiftty
Commlsslon. An examSnat6on Irbdude5 a revlew of the ac(ountin8 records kept by the charlty and
compaftson of the accounts Pfesented wfth those re¢ld$. It also Includes consldefat11 of any
unusual Ittrns or dlsclosures In the accounts, aThl 5eeklni expl•lwllo fr¢)m you a5 trustees
concunlne ary matterk The piocedures undertaken do not provlde al the edence thal would
be r•qulred In an audlt and consequently opinlon15 8lven as to whether ihe xcounts present a
'tNe and falf VI Ind the report ts IlmSted to those ma¢ters sot out in the next StatemenL
In connectlon wlth my examlnitbDn. no m•tt•r has come to my attentlon:
(l) whkh 8lves me rea50rnable cause to belleve that in any maleflal respect the requlrements:
• to keep accovntlnB In accordance s•¢tlon 130 01 the 2011 Att and
. to pfepare accounts whlch accord wlth the accountlry records I1 cornpfy wlth the accountl
requlrements of the 2011 Act
• have not been mtt of
(2) to whl¢h. In my oplnlon. attentlon should be drawn In tyder to enable a proptr
the accounts to be reached.
John Edwards
2 Rose Cotta8es
Windlass Line
Washlngton
Tyne and Wear
NE37 IBD
May 2 2024
Page 15 of 16
## **Reserves Policy**
The District’s policy on reserves is to hold sufficient resources to continue the charitable activities of the District should income and fundraising activities fall short. The District Trustee Board considers that the District should hold a sum equivalent to 6 months of running costs, circa £4000
## **Investment Policy**
The District Income and Expenditure is very small and as a consequence does not have sufficient funds to invest in longer-term investments such as stocks and shares. The District has therefore adopted a low-risk strategy to the investment of its funds. All funds are held in cash using only mainstream banks or building societies or The Scout Association's Short-Term Investment Service.
The District Trustee Board regularly monitors the levels of bank balances and the interest rates received to ensure the group obtains maximum value and income from its banking arrangements. Occasionally this may involve using an account that requires a period of notice before funds may be withdrawn, before doing so the District Trustee Board considers the cash flow requirements.
## **G Declaration**
The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees:
**Signature:** Aeath Loewe **Full Name: Keith Lowes Position: Volunteer Chair of Trustees - Sunderland Scouts Date: 20/09/2024**
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