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Cabot Scout District Trustees' Annual Report for the Period from 01/04/201 to 31/03/19

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Cabot Scout District Trustees' Annual Report for the Period from 01/04/201 to 31/03/19 Cabot Scout District Trustees' Annual Report For the period From 01/04/201 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 Dates acted if not for whole Trustee Name Office (if any) 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 Dave 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 The District's governing documents are those of the Scout (e.g. trust deed, constitution) 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 The District is a trust established under its rules which are (e.g. trust, association, common to all Scouts. company) 1 Trustee selection methods The Trustees are appointed in accordance with the Policy, (e.g. appointed by, elected by) Organisation and Rules of The Scout Association. Additional governance issues The District is managed by the District Executive Committee, (optional information but the members of which are the ‘Charity Trustees’ of the Scout encouraged as best practice) District which is an educational charity. As charity trustees they You may choose to include are responsible for complying with legislation applicable to additional information, where charities. This includes the registration, keeping proper relevant, about: accounts and making returns to the Charity Commission as Policies and procedures appropriate. adopted for: a) the induction and training of The Committee consists of Chair, Treasurer and Secretary trustees; together with the District Commissioner, District Explorer Scout b) trustee' consideration of major Commissioner, District Network Scout Commissioner, District risks and the systems and Youth Commissioner and other nominated, elected or cooped procedures to manage them 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. 2 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 the inclusion of some District facilities in one of the Group development projects 3 Supported a review and updating of Explorer Unit partnership agreements and Scout Active Support Unit service agreements Implemented Online
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