South Down District Scout Council
Trustees’ Annual Report
The trustee report for the charity for the period 01/4/22 - 31/3/23
Section A Reference and administration
Registered charity name South Down District Scout Council Charity reg. number 103947 Principal office 109 Milltown road, Belfast, BT8 4ST
The trustees
The trustees who served for the period are listed as follows:
Mr. J. Graham (Chair) Mrs. A. Mathers (Secretary) Mrs. S. Smyth (Treasurer)
Mr. S. Leech (Commissioner) resigned 13/05/22
Mr. A. Hale
Mrs. E. McClimonds
Mrs. C. MacCormac Mr. C. McElroy Mr. J. Bradshaw Mr. R. Ferris Mrs. F. Graham Mrs. Y. Patterson
Ms. L. McQuaid
Mrs. E. Cairns
Mr. M. Scott
Mr. M. Ferris
Section B Structure, governance and management
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.
The District is a trust established under its rules which are common to all Scouts.
The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association.
The District is managed by the District Executive Committee, 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 the registration, keeping proper accounts and making returns to the Charity Commission as appropriate.
The Committee consists of 3 independent representatives, Chair, Treasurer and Secretary together with the District Commissioner, Group Scout Leaders, individual section leaders (if opted to take on the responsibility) and parents’ representation and meets every 2 months.
Members of the Executive Committee complete 'Essential Information for
Executive Committee' and ‘trustees’ online training within the first 5 months of joining the committee.
This District Executive Committee exists to support the District Commissioner in meeting the responsibilities of the appointments and is responsible for:
The maintenance of District property (currently none);
The raising of funds and the administration of District finance;
The insurance of persons, property and equipment;
District public occasions;
Assisting in the recruitment of leaders and other adult support;
Appointing any sub committees that may be required;
Appointing District Administrators and Advisors other than those who are elected.
Risk and Internal Control
The District Executive Committee 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 the church, community centre and other Scout Groups. Similar reciprocal arrangements exist with these organisations. The Group 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 Associations national accident insurance policy. Risk Assessments are undertaken before all activities. Reduced income from fund raising.
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 Committee 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 groups. If there was a reduction in the number of leaders to an unacceptable level in a particular section or the group as a whole then there would have to be a contraction, consolidation or closure of a section. In the worst case scenario, the complete closure of the Group.
Reduction or loss of members. The District provides activities for all young people aged 6 to 18. If there was a reduction in membership in a particular section or the group as whole then there would have to be a contraction, consolidation or closure of a section. In the worst case scenario, the complete closure of the Group.
Section C Objectives, activities and Public benefit.
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 co-operate 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.
The main activities in relation to these objects are:
Encourage and develop groups within South Down by ensuring that the rules
and governance of the movement are adhered to.
Support Groups deliver a quality programme.
Be visible, approachable and have an open mindset.
Be open to change and challenge any action which is not in the interests of Scouting.
Provide opportunities for Groups to come together for District events.
Public benefit statement
The Group meets the Charity Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or community development headings.
Section D Achievements and performance
With the continued recovery from Covid, our District now supports 8 groups with 30 sections.
-
7 Squirrel Dreys with 83 young people and 22 adults;
-
8 Beaver Colonies with 111 young people and 21 adults;
-
8 Cub Packs with 129 young people and 20 adults;
-
6 Scout Troops with 81 young people and 16 adults;
-
1 Explorer Unit with 26 young people and 3 adults.
This gives us an overall total of 430 young people, 82 adults and 35 young people on a waiting list.
Our goal going forward is to exceed the 2022 membership count. This will include reviewing the Scouting provision of 1st Drumgooland, which was closed by our former District Commissioner, Simon Leech, without the requisite consensus with this District Executive.
Section E Finance, reserves and investment
The District’s aspiration on reserves is to hold sufficient resources to continue the charitable activities of the District should income and fundraising activities fall short. The District Executive Committee considers that the group should hold a sum equivalent to 12 months’ running costs, circa £2,000-00.
The District held reserves of approximately £2,000-00 against this at year end.
Investment policy
The District’s 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 Executive regularly monitors the levels of bank balances and the interest rates received to ensure the District 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 Executive considers the cash flow requirements.
Section F Declaration
The trustees declare that they have approved the trustees’ report as above.
Signed on behalf of the charity’s trustees.
Susan Smyth
Treasurer and Trustee of South Down District Scout Council Date 31/05/2023