cabot district scout council minutes of annual … · 2019. 7. 9. · 1 cabot district scout...

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CABOT DISTRICT SCOUT COUNCIL

MINUTES OF ANNUAL GENERAL MEETING 3rd July 2019, BAWA, Southmead Road, Bristol

Introduction At 7.15 pm John Kirwan (District Chair) welcomed approximately 90 people present. The first part

of the evening was for a discussion about District finances, light refreshments and fun competitions

for Groups (the Cabot Cup – organised this year by 26th, last year’s winners) and Explorer Scouts

(the Cabot AGM Explorer Trophy). During the evening Explorer Scout Units displayed posters about

their activities.

District Finances Mixed discussion groups were asked to consider one of two

questions relating to District finances. District Team

members facilitated the discussions and provided written

feedback which is presented in Appendix 5. Explorer Scouts

reviewed their programme as in Appendix 6.

Formal AGM At 8.15 pm John formally convened the Annual General Meeting of Cabot District Scout Council, for

which 85 members had signed in and 25 had sent their apologies (see Appendix 1).

1. The minutes from 2018. These had been circulated and were approved.

2. Receive Trustees’ Report

An Impact Report on Scouting activities on the ground (“Be super proud!”) had been prepared by

Chris Gavriel (District Commissioner), had been circulated (Appendix 2) and would be discussed in

Chris’ address later in the evening. John first thanked all the Trustees for their work, and especially

those members of the Board / Executive who had stood down during the year, or who were standing

down at this AGM, for their contributions (Jaquetta Wallace, Alex Day, Sarah Nugent, Emma Barton

and David Griffin). He thanked especially Terry Wright, for stepping in to manage the District

Appointments Advisory Committee during the year, and Paddy O’Brien, for his work on the accounts.

The District Board of Trustees / Executive Committee’s report had been circulated (Appendix 3) and

John drew attention to several areas of work during the year:

The Board has continued to hold meetings in Group HQs and had invited Group members to

contribute to its meetings, fostering better links with Groups.

All Trustees have completed their training modules, and the Trustees have implemented the

General Data Protection Regulations – though these needed to be kept under review. Trustees’

minutes and papers (except for detailed information about appointments activities) are now

available on the District web site.

The Group Executive / Trustee Forums have continued, concentrating initially on GDPR but more

recently reviewing fundraising issues. Also, Trustees have been able to contribute to development

issues in several Groups during the year, and have supported the transfer of 63rd Bristol and the

Phoenix Explorer Scout Unit (which meets at 63rd HQ) into the District.

A report on the Pears Project involvement at 1st Lawrence Weston, detailing successes and

lessons to be learned, had been prepared by the District Commissioner with support from

Trustees and submitted to County. Developments here remain a challenge.

Trustees have instigated a balanced budget for the current year (2019-20) and Explorer Scout

funding is now fully budgeted on a District wide basis. All financial responsibilities are now

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included in the District accounting process. Dual approval

electronic banking is now in place, and explicit funding

arrangements for District equipment established. A large sum

(£50,000) had been designated for capital development but the

best way to use it is currently being further considered. The

feedback from the earlier discussion session will help with this.

Explorer Unit partnership agreements have been reviewed and

renewed, and the Scout Active Support Unit service agreements

have been reviewed – an exercise that has proved helpful in updating the SAS aims and

objectives.

John and Owen Jones (District Explorer Scout Commissioner) were early signatories on Bristol

Children’s Charter, supporting the City Council and being seen to link to the wider community.

We will be responding to their request for information about how we have been implementing the

principles of the Charter – which are fully in line with the aims of Scouting.

The report was accepted by the meeting.

3. Receive the Accounts

Paddy O’Brien, District Treasurer presented the accounts which had been circulated (Appendix 4).

This is the first year for which he has been fully responsible as Treasurer, and the accounts this year

include all financial areas for which the Trustees are responsible. The accounts are a snapshot of

the financial situation on the day and are subject to variations because some payments are made

and some income received after their due dates and this can sometimes look like a loss or a gain.

Paddy drew attention to the following points:

• There has been an overhaul of the financial processes in Explorers. They have moved from

making a loss in 2017-18 to break-even (when taking into account

timing of the collection of camp fees and payment of expenses).

• First Lawrence Weston has been included in the accounts as the

District is overseeing the Finances. In cash terms 1st Lawrence

Weston made an in-year loss but they were in receipt of a start-up

grant at the end of 2017-18 so in actual terms the group broke even.

• All restricted funds except for Namaste have now been.

• Nemaste had receipts of £88,274 and Expenditure of £99,274 and has

a closing Balance of £4,894. This year these figures have been

included in the main accounts for the first time.

• Suzanne Bishop, our auditor, was unable to help this year, but is

happy to continue in future years. The Trustees had approved James Fuersteburg (a CIMA

qualified accountant) as auditor and he has undertaken the audit and approved the accounts.

• The accounts were approved by the meeting, and a vote of thanks given to James for his

support.

4. District Commissioner’s nomination of the District Chairman

Chris Gavriel thanked John Kirwan for his work and personal advice and support, and nominated

him to continue for a further year – which John had indicated would be his final year. This was

approved.

5. Election of District Secretary; District Treasurer; Elect Trustees / Members of the District

Executive Committee;

Esther Hollow was proposed as District Secretary by John Kirwan, seconded by Chris Gavriel and

approved by the meeting. Paddy O’Brien was proposed as District Treasurer by John Kirwan,

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seconded by Chris Gavriel and approved by the meeting. Jauetta

Wallace was proposed as re-elected to 2023 by John Kirwan,

seconded by Paddy O’Brien and approved by the meeting. Don

Pritchard was proposed as elected to 2023 by Rob Laurence,

seconded by Marion Collis and approved by the meeting.

6. District Commissioner’s nomination of Trustees

Chris Gavriel nominated Clare Campion-Smith (one of Bristol's

longest-serving councillors who has served on Bristol City Council's

cabinet twice and was a Lord Mayor 2015/16); Maddie Jenkins (an experienced Beaver Scout

Leader and Cub Scout Leader who was ADC Cubs and is now Deputy District Commissioner) and

Carlton Jefferis (Group Chair at 7th Bristol who steered through their latest Group developments).

These were approved.

7. Elect Group Scouters to represent the District on the County Scout Council

Sarah Jenkinson was proposed by Harry Bradbury, seconded by Tim Jenkinson. Charlie Brown was

proposed by Chris Gavriel, seconded by Michael Britton. These were elected.

8. Appoint a scrutineer.

Suzanne Bishop ACA was proposed by Paddy O’Brien, seconded by John Kirwan and approved.

This concluded the formal meeting, which the Chairman closed at 8.30pm

Presentation on Explorer and Network achievements

Owen Jones introduced this short presentation by pointing to the expansion in Explorer Scout

provision, with about 220 current members and with plans for new Explorer Scout Units in hand. A

full year of District based activities had been added to the weekly Explorer programmes, and

included a Camp, the Rickard Shield, working towards the Chief Scout’s Platinum Award and a

record number of teams entered for Ten Tors. Explorer Scouts themselves then reported on their

experiences on the Namaste Nepal trip with sightseeing, a Jungle Jamboree and hikes among the

high mountains. Others told of their preparations and hopes for the World Scout Jamboree in a few

weeks, in which they will be taking part in the USA. They were clearly impressed by the size of the

jamboree site – larger than Bristol!

Rhian Jones (District Network Scout Commissioner) gave a brief run-down on developments in the

Cabot’s ‘Gromit’ Scout Network. Increasing membership and increasing activities include social and

fun events, but also work towards top Scouting awards. Three members have gained their Queen’s

Scout Award and five their Explorer Belt Award – fantastic achievements! Gromit also came first

and second in their section of the Rickard Shield.

The District Commissioner

Chris Gavriel began his address (full text in Appendix 7) by promising to explain why he spends so

much time supporting Scouting, and why he is always larking about while doing so – but not until

the end of his presentation. He went on to illustrate with pictures and reports what a great year of

Scouting there has been in Cabot District. And also what progress we had made towards the national

goals of Vision 2023. Reviewing the contributions of People, Programme and Perception (the ‘three

Ps’) he mentioned particularly new members of the District Team, the success of 22 Nights Away

permits approved and over 50 Wood Badge awards for leader training, the District programme of

sectional activities, the substantial developments in the opportunities for Explorer Scouts, and, with

particular pride as the County Commissioner was present, that of this year’s five Avon County

Queen’s Scouts, three are from Cabot District.

Chris went on to thank all the Leaders and supporters who gave of their time and energy, and are

the people who make all this happen. And to explain why he put in the effort he does, the way he

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does, he told us of his early childhood and how Scouting gave him a family and a thousand friends.

He knows from personal experience that Scouting gives young people the opportunity to develop

skills for life – and often skills they did not know they had.

In closing, Chris thanked everyone for what they contribute to Scouting in Cabot District, and told

them to be proud – be super proud!

The County Commissioner

Graham Brant thanked everyone for inviting him, and for all the work they and their colleagues are

doing to make Scouting in Cabot District so successful. It had been a busy and rewarding year. He

recalled his own attendance at a World Scout Jamboree, many years ago in Canada, and wished

this year’s contingent every success. And while it is great to see young people moving forward, he

too wished to recognise all the hard work done and commitment made by the Leaders and

supporters in the District.

Avon County has now expanded to 11,500 young people and 4,800 adult volunteers in 144 Groups

– but it’s still not enough! There are more than 2,000 young people of Scouting age who are on our

waiting lists. Experience suggests that the best approach to meeting this need is to expand existing

Groups – our limitation here is only our imagination.

The aims of Avon County for the coming year, working through Districts and Groups, is to double

the number of top awards achieved by young people through providing good quality programmes.

Also to complete the updating of Scout branding across the County. National HQ are experimenting

with younger age access to Scouting, and with Scouting linked to Schools. They are also consulting

about uniform, and are developing a revised adult training programme. He encourages members to

send in their views. Graham finished by once again congratulating Chris and the whole District on a

great year of activities.

Competitions and Commendation

Graham Brant presented the Cabot AGM Explorer’s Trophy to Spaniorum Explorer Unit. Graham

presented the Cabot Cup to 90th Bristol Scout Group, who won the picture quiz, together with a

bucket of sweets to share with their Beavers, Cubs and Scouts.

Graham and Chris jointly presented a Commissioners’ Commendation to Paul Jagroop of 7th Bristol

for his sterling support over several years, resulting in the completion of a complete refurbishment

and renewal of the Group HQ.

All these presentations were greeted with loud applause and the evening concluded at 9.30pm.

Appendix 1 – Members who signed in Appendix 2 - 2019 DC Impact Report

Appendix 3 - Trustees Annual Report 2019 Appendix 4 - Cabot accounts 2018-19

Appendix 5 – Summary of discussion report back Appendix 6 – Explorer Scout feedback

Appendix 7 - Text of DC’s address

Signed in:

Mohammed Aidid (BCYC Youth Mayor), Roland Allen (Exp Leader), claire baker (Exp Leader), kara

Baker (Explorer Scout), Paul Baker (Exp Leader), Peter Bateman (7th Leader), Alexander Bell (227th

Leader), Richard Bennett (26th Leader), Tim Bird (Dist Leader Leader), Harry Bradbury (77th Leader),

Graham Brant (CC), Sue Bray (Dist Leader), Emma Butler (1st B Leader), Clare Campion-Smith (Dist

Trustee), Marion Collis (90th Leader), David Drew (62nd Leader), Alison Ellis Ellis (Explorer Scout

Parent), Felicity Ellis (Explorer Scout), Timothy Ellis (Explorer Scout Parent), Mike Evans (63rd

Leader), Kyle Fox (169th Leader), Adam Freeman (90th Leader), Phoebe Freeman (Explorer Scout),

Rachel Freeman (Dist Trustee), Chris Gavriel (DC Leader), Peter Gilbert (26th Trustee), Georgia

Gilvear (Explorer Scout), Wayne Gilvear (Exp Leader), Ben Goree (Explorer Scout), Clive Grant (62nd

Leader), Nicola Gregory (169th Leader), Zoe Hammond (1st L Leader), Mike Harrup (91st Trustee),

Niamh Harvey-Kelly (Explorer Scout), Laura Heal (Exp Leader), Phil Heard (167th Leader), Andy

Hobbs (26th Leader), Shaun Holmwood (SAS), Ian Hunt (Exp Leader), James Hurst (Explorer Scout),

Paul Jagroop (7th Trustee), Daniella James (169th Leader), Martin James (BCC Youth Worker),

Carlton Jefferis (7th Leader), Patrick Jenkinson (77th Leader), Sarah Jenkinson (77th Leader), Tim

Jenkinson (77th Leader), Catrin Jones (62nd Leader), Owen Jones (DSSC Leader), Rhian Jones (DSNC),

John Kirwan (Dist Chair), Rob Laurence (90th Leader), Nigel Lloyd (SAS), ? Morse? (26th Leader),

Samuel Mueller (Explorer Scout), Peter Newbery (7th Trustee), Clare Newbolt, Patrick O'Brien (Dist

Treas), Roger Parker (Exp Leader), Kate Phillips (Explorer Scout), Steve Phillips (63rd Trustee),

Margaret Postlethwaite (Dist Leader Leader), Jelani Pratt (Explorer Scout), Don Pritchard (Exp

Leader), Alexander Punter (7th Leader), Jonathan Rogers (63rd Leader), Matt Routtledge (Exp

Leader), Amanda Schnurr (Explorer Scout Parent), Dan Schnurr (Explorer Scout Parent), Edward

Schnurr (Explorer Scout), Harry Schnurr (Explorer Scout), Barnaby Swonnell (Explorer Scout), Richard

Tilley (SAS), Kat Tucker (BRHCSG Leader), Clare Waggett (Exp Leader), Steven Waggett (SAS), Ewan

Watson (44th Leader), Nicola Watt (Exp Leader), Abby Wellby (1st B Leader), Louise Wheeler (90th

Leader), Fi Whent (7th Leader), Steve Wiseman (Dist Leader Leader), Charis Wood (Exp Leader),

Terence Wright (Dist AAC), Laura Wyatt (1st B Leader).

Apologies from:

Laura Bose, Nick Brierley, Bob Brinn, Charlie Brown , Graham Cooper , Alexis Dando, Dave de Silva,

Russell Fisher, Lucinda Griffiths , Lynne Haynes, Maddie Jenkins, Rachel Marcus, Wayne Massey,

Jackie Pearce, Stuart Shute, Peter Smith, Russell Smith , Richard Taylor, Mary Ulicsak, Paul Webber,

Lee White, Nicky Woodfield , Dan Wyatt, John Wyatt, Sandra Wyatt, ,

Impact Report 2019

Cabot Scout District Impact Report 2019

Writing my impact report seemed a little more daunting than usual this year, as I racked my brains to think what I could share with you that I haven’t already shared in the past – is this just another repeating cycle like the movie Groundhog Day? On the surface it seemed that little had changed. However, when I delved a little deeper and analysed a little more closely, it turned out that some of the most significant and important milestones of my tenure as Cabot’s District Commissioner have taken place in this very short window of time.

People

2018/19 has been a year of consolidation. Our membership in the 2019 Census went down a little (1.5% or 48 young people), but we have a very real expectation that it will grow again next year. Our numbers in the Scout and Explorer sections continue to grow and, even more reassuring, the number of adult volunteers is also growing – showing Scouting is still as popular as ever. Some Groups are already thinking about expanding their provision by opening new sections to ease the pressure on already full and existing sections.

We were delighted to welcome the 63rd Bristol and the Phoenix Explorer Unit who, because of an almost completely overlapping catchment area, transferred from Brunel District earlier in the year. We know that this extremely successful and thriving Group will become an integral part of our District and their Young People will benefit from this minor adjustment to the boundary and meet lots of new friends within Scouting.

I’m also delighted to report we have a full District Team for the first time in many years, all of whom will do their bit to support the wider leadership teams within our Groups. Tim Bird becomes ADC Cubs while Alexis Dando takes on the challenge of ADC Scouts. They will be supported by Helen Howard and Kay Shuttleworth as District Scouters. We also welcome Rhian Jones as our Network Commissioner supporting our 18-25-year olds. With an ever-increasing District membership, we are keen to ensure Groups get the support needed to deliver high quality Scouting, as well the chance to come together to take part in District-wide activities.

In order for high quality programmes to be delivered, Cabot is heavily reliant on a strong and knowledgeable Appointments Advisory Committee. This team has worked hard to move more adult volunteers through the process, making sure everyone is happy and in the right role for them! We are also seeing record numbers of Leaders complete their adult training and gaining their Wood Badge. By the time of our Cabot Celebration evening, over 40 Wood Badges will have been completed since January 2019 – a fantastic achievement in the centenary year of the National Scout Training scheme!

Programme

More adults trained equals more exciting and dynamic programmes being delivered on a weekly basis for our young people. This year has seen some brilliant activities being delivered within Groups! There have been Family Camps organised by 26th Bristol and 62nd Bristol. A sleepover on the HMS Belfast organised by the 18th Bristol Troop - not to mention various Scout and Explorers from around the District completing hikes and expeditions to complete badge work for top awards.

Provision for Post 14 Scouting (Explorers and Network) has also had an extremely successful year: Ten teams entered the annual Ten Tors weekend in May; The first ever joint Explorer and Network camp took place during the Easter weekend; and our Network and SSAGO members helped to organise the Kohoutek challenge at Woodhouse Park Activity Centre for the County. Impressive, too, is the number of international events that have taken place throughout the year. Our Namaste SAS Unit held yet another exceptional event taking 33 young people and 14 Leaders to Nepal. We have 12 young people preparing themselves to head off soon to the World Scout Jamboree in America. And 5 of our Networkers undertaking their Explorer Belt in Italy, Switzerland and Armenia!

Helping our members achieve Top Awards has been a strong focus for everyone from Beaver age right up to Network. It’s brilliant to see how Leaders are thinking hard about how they can maximise opportunities for youngsters to gain the Bronze, Silver or Gold Chief Scout Awards, and later their Platinum and Diamond Awards.

Specific actions by the District Executive / Board of Trustees:

• Held meetings at Group HQs including members of the host Group • Completed all Trustee training and implemented GDPR • Held Group Executive Forums and made District minutes available on-line • Supported Group developments, especially 1st LW and 3rd Bristol • Wrote a report on the Pears Project at Lawrence Weston • Helped transfer 63rd Bristol and Phoenix ESU into Cabot District • Liaised with and supported Groups developing their HQ buildings • Instigated balanced budgets, Explorer budgeting and full District accounting • Changed our bank, established an Explorer bank account and introduced

dual-approval electronic banking • Identified the need for explicit funding arrangements for District equipment

and redirected funds to purchase a marquee • Reviewed Explorer partnership agreements and SAS service agreements • Implemented Online Scout Manager for all Explorer Scout administration • Supported Namaste Nepal and the World Scout Jamboree • Supported the Bristol Children’s Charter

It is no accident that of the 5 Queen’s Scout’s Award recipients representing Avon County this year at Windsor, 3 came from Cabot! Congratulations to Rosa, Harry and Owen for gaining this much coveted award and their dedication to Scouting. Our Duke of Edinburgh’s Award SAS Unit also continues to deliver a fantastic programme with one celebration evening alone seeing 20 Bronze and 2 Gold Awards being presented!

Perception

Scouting moves forward with the times to ensure that what we are relevant and exciting, and providing important and much-needed Skills for Life. In Cabot we are striving to make our Scouting more youth shaped by listening to the voices of our young people on how they can shape their own Scouting programmes. We are also working hard to build up community links with local charities and businesses and it’s great to say THANK YOU to these special people who have helped Scouting in their local areas.

This year, District have worked with our Scout Active Support Managers and appropriate members of their teams to update their Service Agreements to ensure that the provision they offer continues to flourish. The District is doing all we can to support them in their valuable work towards the wider Scout programme. It’s also an inspiration to see how so many groups and their Executive Committees are working proactively to modernise and update their Scout HQs and the fantastic efforts groups such as the 7th Bristol and the 43rd Bristol have achieved in the last 12 months is really impressive!

Another year to be proud!

As District Commissioner, I am extremely proud of all that has been achieved in the past 12 months and the incredible commitment that has been so freely given by all our fantastic volunteers. We are constantly providing new, life-changing experiences to more than 1,500 young people. Sometimes we forget just what a remarkable job we all do for our local communities! The world would be a much poorer place without the positive influences of Scouting, not just in Cabot but all over the World.

So, if Scouting does have similarities with ‘Groundhog Day’, then I’m all for the cycle NEVER ending!!! The big difference is we do our best to make what we do EVEN BETTER with every passing year! I want to take this opportunity on behalf of the entire District Team to thank you for the incredible voluntary work you all do and the many lives you change for the better.

Be super proud!

Chris Gavriel District Commissioner

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Cabot Scout District Trustees' Annual Report For the period

From 01/04/2018 to 31/03/19

Section A Reference and administration details

Charity name Cabot District Scout Council

Other names the charity is known by N/A

Registered charity number (if any) N/A

HQ registration number 16719

Charity’s principal address 19 Wellington Park Clifton Bristol BS8 2U R

Names of the charity trustees who manage the charity

Trustee Name Office (if any)

Dates acted if not for whole year

1 Harry Bradbury District Youth Commissioner

2 Clare Campion-Smith

3 Matthew Dyson

4 Rachel Freeman

5 Chris Gavriel District Commissioner

6 David Griffin Appointments Subcommittee Chair

7 Maddie Jenkins 19/09/2018 to 31/03/2019

8 Owen Jones District Explorer Scout Commissioner 21/05/2018 to 31/03/2019

9 John Kirwan Chair

10 Patrick O’Brien Treasurer

11 Jacquetta Wallace

12 Paul Webber

13 Alexandra Day District Network Scout Commissioner 01/04/2018 to 25/09/2018

14 Saran Nugent 04/07/2018 to 25/09/2018

15 Emma Barton 01/04/2018 to 01/12/2018

16 Rhian Jones District Network Scout Commissioner 01/12/2018 to 31/03/2019

17 David De Silva 01/10/2018 to 31/03/2019

Names and addresses of advisers (optional information but encouraged as best practice)

Type of advisor Name Address

Scrutineer TBA TBA

Section B Structure, governance and management Description of the charity’s trusts

Type of governing document (e.g. trust deed, constitution)

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.

How the charity is constituted (e.g. trust, association, company)

The District is a trust established under its rules which are common to all Scouts.

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Trustee selection methods (e.g. appointed by, elected by)

The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association.

Additional governance issues (optional information but encouraged as best practice) You may choose to include additional information, where relevant, about: Policies and procedures adopted for: a) the induction and training of trustees; b) trustee' consideration of major risks and the systems and procedures to manage them

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 Chair, Treasurer and Secretary together with the District Commissioner, District Explorer Scout Commissioner, District Network Scout Commissioner, District Youth Commissioner and other nominated, elected or cooped members and meets 4 times a year with occasional ad hoc meetings.

Members of the Executive Committee complete 'Essential Information for Executive Committee' training and “General Data Protection Regulations” 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 appointment and is responsible for:

The maintenance of District property;

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 District equipment. The District has sufficient insurance in place to mitigate against loss. Injury to leaders, helpers, supporters and members. The District through the annual membership fees contributes to the Scout Association's national accident insurance policy. Risk Assessments are undertaken before all activities. Reduced income. The District receives income from annual membership fees. The Committee could raise the value of these to increase income 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 section. In the worst case scenario the complete closure of the District. Reduction or loss of members. The District provides activities for all young people aged 6 to 24. If there was a reduction in membership in a particular section or the District 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 District. The District has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss these include 2 signatories for all cheque payments and 2 approvals for all electronic payments.

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Section C Objectives and activities

Summary of the objects of the charity set out in its governing document

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 thevalues 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.

Summary of the main activities in relation to these objects

Activities between annual general meetings: 4/7/2018-3/7/2019

Youth members of Cabot Scout District have undertaken a year of Scouting activities mainly within their Scout Groups or Explorer Scout Units or the District Scout Network. These have been promoted and supported by the District Commissioner and District leadership team and are reported in detail in individual Scout Group annual reports and in the Explorer Scout and Scout Network sections of the attached annual report.

Youth members have also been involved in District level activities as detailed in the attached annual report.

Adult Leaders, Managers and Supporters have been recruited, trained and supported in their roles by the District Commissioner and District leadership team, and all new adult members have passed through the appointments process administered by the Appointments Advisory Committee subcommittee of the Board of Trustees / District Executive Committee.

The District leadership team has had some turnover of personnel, and has recently recruited a new District Network Scout Commissioner.

Specific actions by the District Executive Committee / Board of Trustees:

Held Board/Executive meetings at Group headquarters, attended by and including reports from members of the host Group

Completed all Trustee training modules

Addressed and implemented the requirements of the General Data Protection Regulations

Further developed the Group Executive / Trustees Forum

Published District General Meeting minutes and recent Trustee/Executive Committee meeting minutes in a publically available on-line archive

Supported several Group Executive Committees in addressing development issues, acting as Treasurer for 1st Lawrence Weston and supporting the Trustees/Executive Committee of 3rd Bristol.

Supported the production of a report on the Pears Project at Lawrence Weston

Supported the transfer of 63rd Bristol and Phoenix Explorer Scout Unit into Cabot District

Liaised with and supported Groups who are undertaking development work at their headquarters buildings

Instigated a balanced budget strategy, including appropriate Explorer Scout budgeting, with annual expenditure being covered by annual income

Consolidated the District accounting and financial reporting structure to include all District activities

Changed our bank, established an Explorer Scout bank account and introduced dual-approval electronic banking

Identified the need for more explicit funding arrangements for District equipment managed by the Ten Tors Scout Active Support Unit, initiated a review of this issue, and in the meantime redirected funds from the District budget to purchase a marquee principally for Ten Tors use.

Held a designated capital sum to support District development projects

Supported a review and updating of Explorer Unit partnership agreements and Scout Active Support Unit service agreements

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Implemented Online Scout Manager as the administrative tool for all Explorer Scouts

Supported two international activities (Namaste Nepal and World Scout Jamboree)

Supported the Bristol Children’s Charter

Additional details of the objectives and activities (optional information but encouraged as best practice)

You may choose to include further statements, where relevant, about: • policy on grantmaking; • contribution made by volunteers; • policy on investments.

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.

Section D Achievements and performance

Summary of the main achievements of the charity during the year

See annual report for July 2018 to July 2019 attached.

Section E Financial Review

Brief statement of the charity’s policy on reserves

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 held reserves of approximately £16,000 against this at year end.

Quantify and explain any designations

Details of any funds materially in deficit (circumstances plus steps to eliminate)

Further financial review details (optional information)

You may choose to include additional information, where relevant, about: • the charity’s principal sources of funds (including any fundraising); • how expenditure has supported the key objectives of the charity; • investment policy and objectives

Given the current financial climate and very low interest rates, the District does not have sufficient funds to invest in longer term investments. The District has therefore adopted a risk averse strategy to the investment of its funds. All funds are held in cash or deposit accounts using only mainstream banks or building societies.

Section F Other Optional Information

Plans for future periods (details of any significant activities planned to achieve them)

We plan to continue to expand opportunities for young people to enjoy the activities of Scouting in Cabot District. This will involve expansion of existing Scout Groups and the development of new provision. We will also support Scout Groups seeking to establish secure meeting places. Our ambition is to further increase Explorer Scout provision, to continue to contribute to effective Trustee / Executive support in Scout Groups, and to engage in a variety of ways with the wider community.

Section G Declaration The trustees declare that they have approved the trustees’ report above Signed on behalf of the charity’s trustees

Signature(s) John Kirwan

Patrick O’Brien Full name(s) John Richard Kirwan Patrick O’Brien

Position (eg Secretary, Chair) Chair Treasurer

Date 14th May 2019 14th May 2019

Cabot Scout District Finance Report Cabot AGM 2019 Patrick O’Brien – District Treasurer

1. Year End Accounts 2018/19


Notes to the Auditors:

1. Explorer subscriptions consist of the termly subscription that each explorer pays. Further monies collected and used for specific activities are reported in the Explorer activities section of receipts.

2. In previous years first aid was included in Administration. This has now been split out. 3. Duke of Edinburgh (Whitehawk) figures have previously not been included in the main

accounts. 4. Nemaste figures have previously not been included in the main accounts. 5. Nemaste prior year cash funds were not actually recorded in the 17/18 accounts but is

shown here for completeness. 6. Duke of Edinburgh (Whitehawk) prior year cash funds were not actually recorded in the

17/18 accounts but is shown here for completeness. 7. There is an expectation that Ten Tors will break even. There is also a £7,000 liability included

for the purchase of a new Marquee. Notes from the Treasurer:

There has been an overhaul of the financial processes in Explorers this year. Explorers have moved

from making a loss in 2017/18 to a small surplus in 2019/20 (in cash terms). When income is

matched to expenditure Explorers broke even (due to there being timing difference in the collection

of summer camp fees and payment of related expenses.)

First Lawrence Weston has been included in the accounts as the District is overseeing the Finances

while a permanent treasurer is found. In cash terms 1st Lawrence Weston made a loss in year

however they were in receipt of a start-up grant at the end of 2017/18 so in actual terms the group

broke even.

All restricted funds have now been spent with the exception of Nemaste.

Nemaste had receipts of £88,274 and Expenditure of £99,274 and has a closing Balance of £4,894.

This year these figures have been included in the main accounts for the first time.


2. Current Funds and Designations

The Table below shows Funds and their designation as at 31/03/2019. Due to reduced expenditure

in several areas in 2018/19 the District has been able to reinstate a more appropriate level of

reserves.


3. 2019/20 District Budgets

The 2019/20 District budgets are shown in the tables below.


4. Estimated District Turnover

The Districts Turnover is expected to be circa £56,000 in 2019/20 and is shown below.

cabot district scout council minutes of annual … · 2019. 7. 9. · 1 cabot district scout...

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