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)
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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.
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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 the inclusion of some District facilities in one of the Group development projects
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Supported a review and updating of Explorer Unit partnership agreements and Scout Active Support Unit service agreements 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 Reserves Policy policy on reserves 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: Reserves; 1st LW; HQ Development designations Details of any funds materially in TT equipment funds possibly? deficit (circumstances plus steps to eliminate)
Further financial review details (optional information) You may choose to include Given the current financial climate and very low interest rates, additional information, where the District does not have sufficient funds to invest in longer relevant, about: term investments. The District has therefore adopted a risk • the charity’s principal sources of averse strategy to the investment of its funds. All funds are funds (including any fundraising); held in cash or deposit accounts using only mainstream • how expenditure has supported banks or building societies. the key objectives of the charity; • investment policy and objectives
Section F Other Optional Information Plans for future periods (details of We plan to continue to expand opportunities for young people any significant activities planned to to enjoy the activities of Scouting in Cabot District. This will achieve them) 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
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Cabot Scout District Finance Report Cabot AGM 2019 Patrick O’Brien – District Treasurer
1. Year End Accounts 2018/19
Year start date Year end date
For the year 01/04/2018 To 31/03/2019 from
Receipts and payments 2018/19 2017/18
Restricted Endowment Unrestricte Total funds Total funds Notes funds funds d funds £ £ £ £ £ Receipts Donations, legacies and similar income Membership subscriptions Groups 65,106 - - 65,106 64,345
Membership subscriptions Explorers 6,431 6,431 9,203 2 Less: Membership subscriptions paid on (National/County/Area/District) enter figures with a - 63,180 - 63,384 1 minus sign - - - 63,180 Net membership subscriptions retained 8,357 - - 8,357 10,164
Loan Repayment - - - - -
Legacies - - - - -
Gift Aid - Ten Tors 1,734 - - 1,734 -
Other similar income - - - - 2,000
Sub total 10,090 - - 10,090 12,164
Grants -
Maintenenace grant - - - - -
Other grants - - - - -
Sub total - - - - - Activities
D of E - - - - 1,151
Misc/Admin 1,357 1,357 1,671
First Aid 1,550 1,550
Sectional Activities 7,643 7,643 7,002
1st Lawrence Weston 1,146 1,146
Explorer Activities 10,836 10,836 5,439 2
Ten Tors 12,896 12,896 12,498
Badges - - - - 549
Longleat 8,435 8,435 410
Avon Jamboree - - -
World Jamboree 17,813 - - 17,813 960
Sub total 61,675 - - 61,675 29,679 Investment income
Bank interest - - - - -
Sub total - - - - -
Total Gross Income 71,765 - - 71,765 41,844
Asset and investment sales, etc. - - - - -
Total receipts 71,765 - - 71,765 41,844 Cabot Scout District Finance Report Cabot AGM 2019 Patrick O’Brien – District Treasurer
Year start date Year end date
For the year 01/04/2018 To 31/03/2019 from
Receipts and payments 2018/19 2017/18
Restricted Endowment Unrestricte Total funds Total funds Notes funds funds d funds £ £ £ £ £ Payments Charitable Payments
Sectional Activities 9,100 - - 9,100 10,598
1st Lawrence Weston 2,940 2,940
Misc/Admin 1,846 283 - 2,129 4,175 3 AGM/St George's Day 932 - - 932 222 Adventure Fund - - - - 1,967 Bank Fees - - - - - Explorer Rent 2,200 - - 2,200 1,050 Materials and equipment - - - - Printing and photocopying - - - - - Contribution to camp costs - - - - - Uniforms - - - - - First Aid 2,420 - 2,420 - 3 Longleat 10,456 - - 10,456 - World Jamboree 17,508 - - 17,508 - Ten Tors 14,685 14,685 12,302 D of E - - 3,081 Explorer Activities 8,096 8,096 5,124 Other Donations - - Avon Jamboree - - - - 4,855 Sub total 70,183 283 - 70,466 43,374 Fundraising expenses
Other fundraising costs - - - - - Sub total - - - - -
Total Gross Expenditure 70,183 283 - 70,466 43,374
Asset and investment purchases, etc. - - - - -
Total payments 70,183 283 - 70,466 43,374
Net of receipts/(payments) 1,582.43 - 283 - 1,299 - 1,530 Transfers between funds - - - - - Cash funds last year end 78,993 - 78,993 65,239 Cash funds this year end 80,575 - 283 - 80,292 78,993
Cabot Scout District Finance Report Cabot AGM 2019 Patrick O’Brien – District Treasurer
Statement of assets and liabilities at the end of the year 2016/17 2017/18 Unrestricte Restricted Endowment Total funds Total funds Notes d funds funds funds £ £ £ £ £ Cash funds - Bank current account 80,086 - - 80,086 78,710 Explorer Account 206 - - 206 - Loach Fund - - 283 The Scout Association Short Term Investment Service - - - - Cash/Floats - - - - Total cash funds 80,292 - - 80,292 78,993
Other monetary assets - Subscriptions Outstanding from Groups - - - - Debts due from 3rd Loan - - - - Explorer Sectional Balances as at 31/3/2019 - - - 1,550 Sub total - - - - 2,679 Investment assets Investment property - detail - - - - Quoted investments - - - - Other investments - detail - - - - Sub total - - - - - Non monetary assets for charity's own use Badge stock - - 600 Shop stock - - - - Other stock - - - - Land and buildings - - - - Motor vehicles - - - - Scouting equipment, furniture etc - - - - Other - - - - Sub total - - - - 600 Liabilities -
- - - Start up Development funding - - - 2,000
Subscriptions not yet paid - - - -
Other liabilities (Ten Tors) 10,669 - - 10,669 3,003 5 Sub total 10,669 - - 10,669 5,003
Contingent liabilities and future obligations
The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 21st May 2019 and signed on their behalf by Signature Print Name Chair: John Kirwan
Treasurer: Patrick O'Brien
Cabot Scout District Finance Report Cabot AGM 2019 Patrick O’Brien – District Treasurer
Notes to the Auditors:
1. Membership fees associated to receipts £63,384 Paid on 01/04/2019 2. This is just the portion of explorer subs that relate to the annual membership fee in previous years this was all explorer subs. Other explorer subs are now included in explorer activities where there is a year on year increase. 3. In previous years first aid was included in Administration. This has now been split out. 4. Expectation that Ten Tors will break even plus £7,000 commitment to purchase a new Marquee. If the cost of the Marquee is lower any balance of funds will be designated for future equipment purchases.
Notes from the Treasurer:
Cash Balances as at 31/04/2018 where £80,292. In cash terms the District gained £1,299 in the year. However this is largely attributable to favourable balance outstanding on Ten Tors which is expected to break even.
The increase in total membership subscriptions is largely due to growth and the full collection of membership from all members. For example the membership for some young leaders wasn’t collected in 2017/18.
The decrease in Explorer Subscriptions from 17/18 to 18/19 is due to a change in accounting. Money received from explorers is now split between the annual membership elements and payment towards activities.
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.
Nemaste had receipts of £88,274 and Expenditure of £99,274 and has a closing Balance of £4,894. It is the Trustees intention to continue working with the SAS and to incorporate the Nemaste budgets in the overall district accounts for the 2019/20 financial year.
Cabot Scout District Finance Report Cabot AGM 2019 Patrick O’Brien – District Treasurer
The Table below maps out 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.
Funds and Designations as at 31/3/19
Outstanding liabilities TT £ 3,669 TT (Marquee) £ 7,000 Total funds for outstanding liabilities £ 10,669
Restricted funds SAS NN Restricted funds (for local charity contribution) £ - Total restricted funds £ -
Designated funds carried forward to 2019-2020 budget 1LW (plus float) £ 110 Explorer Scouts £ 540 HQ development £ 50,000 Hardship £ - Reserves £ 16,000 Total designated funds carried forward to 2019-2020 £ 66,650
Other funds carried forward to 2019-2020 £ 2,973
Total funds £ 80,292
Current holdings Bank £ 80,086 ES £ 206 Total current holdings £ 80,292
The 2019/20 District budget is shown below.
Central District budget for 2019-2020 as at 01/04/2019
Planned 2019-2020 central budget income Annual membership fees (1620 x £5.35) £ 8,667 Balance from marquee purchase £ - Gift Aid estimate (ES) £ 2,000 Total £ 10,667
Planned 2019-2020 central budget expenditure District participation events £ 2,800 Investment in developments £ 2,750 International activities this year £ 1,000 Gift Aid estimate designated for ES use £ 2,000 Running costs and insurance £ 1,100 Total £ 9,650
Planned 2019-2020 budget central income over expenditure £ 1,017 Of which: International activities designated for future use £ 1,000 Balance from marquee puchase designated for future equipment £ -
Cabot Scout District Finance Report Cabot AGM 2019 Patrick O’Brien – District Treasurer
Explorer budget for 2019-2020 as at 01/04/2019
Planned 2019-2020 ES budget income Subscriptions £23,265 Gift Aid contribution from non-ES budget £2,000 Fundraising £2,000 Total £ 27,265
Planned 2019-2020 budget ES expenditure ES Budget general expenditure total £ 25,251 Total £ 25,251
Planned 2019-2020 budget ES income over expenditure £ 2,014 Of which: ES designated equipment funds carried forward £ 1,000 ES designated international funds carried forward £ 1,000
SAS TT District budget for 2019-2020 as at 01/04/2019
Planned SAS TT budget income Income (say) (Including TT gift aid) £ 10,000 Planned SAS TT budget expenditure Expenditure (say) £ 10,000 Planned 2019-2020 budget SAS TT income over expenditure Of which: To fund future years expenditure £ - £ -
Gromit Network report to the Trustees
Since being appointed Network commissioner we have had a busy term with lots going on! We try to do events at least twice a month and have a steady group of around 12 people who attend regularly, but we are always welcoming new members, and I am keen to improve the transition from Explorers to Network over the next year.
Since Christmas highlights have been taking part in Jambowlree: an international bowling competition, going to see the Bristol South Panto, hunting the city for Banksy paintings, cinema nights and celebrating all things welsh by watching the rugby and making welsh cakes. Going forward I am encouraging Network members to plan more of their program, as well as ensuring there is enough going on to keep everyone happy! Gromit also entered two teams to the Rickard Shield event in March where we continued our reign as Golden boot winners!
We have begun establishing links to the Explorer groups within the section, on the 10th April we invited all 17-year-old Explorers to come along to find out a bit more about Network. 4 Explorers came along, with 6 Network members. We competed with an incredibly challenging Easter egg hunt, and pioneering chariots and racing. Response from Explorer leaders was disappointing with only a couple of people acknowledging the emails, but I plan to work on improving links and communication with groups with visits in the summer term, more regular joint events throughout the year, and Network becoming a more visible part of the District.
6 Network members were at the recent district Explorer camp, where much fun was had! – Thank you to Explorers for inviting us. It was a great opportunity for the Explorers and leaders there to find out a bit more about Network.
Recently two of our members were invited to Windsor to receive their Queens Scout awards. Earlier in the year one member was formally given his Explorer Belt award and another member has taken part in the expedition of his Explorer Belt award. Congratulations to them all! Lots of other members have expressed interest in completing more top awards, and I look forward to getting them all on track to completing them!
Coming up we are holding our annual wide games on the downs for Explorers on the 25th June. I am also in talks about supporting a district Scout event, as well as planning lots of summery fun activities for ourselves! Paper F – Ten Tors Marquee Summary May 2018 JK notified by TT Treasurer of demise of TT Marquee and need for replacement. “Currently a modular structure is favoured and a Business case will be submitted once we have investigated the options and costs.” Reported to Trustees on 21st May 2018. September 2018 10 days after September Trustees’ meeting, JK asked by TT Treasurer to give go- ahead for replacement now urgently needed with £3K-£7K estimate. JK supportive but said it would go to Trustees’ meeting in November first. “Surely we can afford up to £7k and not notice it has been spent.” October 2019 TT Treasurer says £14,308 should be available exclusively to TT accumulated according to a mandate from 2008. No record of TT accumulated funds in District accounts in recent years. November 2018 PO’B meets TT Treasurer for discussion. PO’B and JK work to find £7,000 for marquee in current funds and come up with a proposal to put to Trustees. TT Treasurer upset by no record of TT accumulated funds and (at very late notice) wants to discuss at Trustees’ meeting. Reassured that the issue will be addressed when full information is available, but mean time let’s approve marquee spending with no prejudice to other outcomes. Agree in person and by Trustees, and further investigation requested by Trustees. Funding of up to £7,000 made available. At request of TT team, follow up discussions on TT SAS service agreement and financial arrangements deferred until after the TT event in May 2019. JK sets up special Trustees’ meeting in June to consider all SAS service agreements, including TT. December 2018 JK reads minutes and papers from all meetings of Cabot Trustees and all AGM reports and accounts since formation of Cabot District in 2005. No clear mandate was mentioned and no funds had been set aside for TT use. January 2019 TT team informed but told we will continue to review at the service agreement meeting. February 2019 Trustees consider the position at their meeting on 25th February 2019. Will follow up further at TT SAS service agreement review meeting in June. April 2019 Marquee purchased at a cost £4,300.
District Commissioner Report May 2019
People
District / Management Personnel Changes • Tim Bird has been appointed as Assistant District Commissioner (Cub Scouts). • Helen Howard has been appointed District Scouter to support Tim with running events in the Cub Scout section. • David Byatt will be supporting the Young Leader Training from September in the aim to try and get more of them completing their Young Leader Training Missions. • Alex Manning has been trained up to be an extra Nights Away adviser. • Susan Lee has agreed to be the new Group Scout Leader of 3rd Bristol.
63rd Bristol & Phoenix Explorer Unit The handover of this group and Explorer Unit from Brunel to Cabot has now formally taken place. The District welcomes the 200+ young people and 60+ affiliated volunteers to the Cabot family!
Adult Awards Since the last report, the following awards have either been issued or submitted to HQ: Queen’s Scout Award Owen Jones – District Explorer Scout Commissioner
Bar to the Silver Acorn “for Further Specially Distinguished Services to Scouting” Fred Webb – District SAS / County Adviser
Silver Acorn “for Specially Distinguished Services to Scouting” Rob Laurence – GSL 90th Bristol Simon Glover – AGSL 4th Bristol
Bar to the Award for Merit “for Further Outstanding Services to Scouting” Peter Bateman – Group Exec 7th Bristol Clive Grant – SL 62nd Bristol Richard Tilley – QM Ten Tors Hillary Jones – Formerly BSL 167th Bristol
Award for Merit “for Outstanding Services to Scouting” Phil Heard – GSL 167th Bristol Matthew Routledge – ESL Steama
Chief Scout’s Commendation for Good Service “for Good Services to Scouting” Tim Matthews – ASL 90th Bristol Richard Bennett – AGSL 26th Bristol Shelagh Millman – CSL 90th Bristol Phil Osbourne – Chair 62nd Bristol James Bufton – ASL 4th Bristol Tim McGrath – DofE Skills Instructor
Commissioner’s Commendation To acknowledge the actions of a member locally to Scouting George Taylor-Ashby – Scout at the 18th for Support to his Mum after an accident.
Adult Leader Training Update Lots of work has been done ensuring Volunteers in Cabot are completing the necessary training at the appropriate time. Sarah, Chris and David have been using the new compliance reports to see when the 5 month or 3-year deadline is approaching and then speeding TAs and learners up to complete in a timely manner.
Lots of clearing has been done on the Compass database system to ensure information held on volunteers is up to date and correct.
Wood Badge Recommendations The following adults have completed their Adult Training and received their Wood Badges. (The highest amount recorded in such a short period in the history of the District!) Completed Dec-Jan Completed February-April Margaret Postlethwaite - District Scouter Lee White – District Scouter Steve Wiseman – District Scouter Alexis Dando – ADC Scouts Paul Honeychurch* – ASL 1st Bishopson Matthew Bufton – SL 4th Bristol Antony Savill* – ASL 4th Bristol Marline Ma* – ACSL 7th Bristol Steve Popham* – ABSL 7th Bristol Matthew Humberstone* – ASL 18th Bristol Richard Bennett – AGSL 26th Bristol Martin Hargreaves* – ASL 43rd Bristol Nicky Woodfield – GSL 43rd Bristol Phil Gittins - SL 44th Bristol Claire Matthews* – ABSL 62nd Bristol Dan Ebsworth* – ASL 62nd Bristol Rosie Dando* – ASL 62nd Bristol Toby Rice* - ASL 62nd Bristol Tina Stait* – ASL 62nd Bristol Freya Buckley-Stait* – ASL 62nd Bristol Lizzie Howling* - ACSL 77th Bristol George Keenan* – ACSL 77th Bristol Louise Wheeler* - ACSL 90th Bristol Alex Flaharty-Weekes* - ABSL 90th Bristol Tim Matthews* – ASL 90th Bristol Mark Lee* - CSL 91st Bristol Laurence Strong* - ASL 91st Bristol Kathie Auten* – ASL 91st Bristol Alex Tucker* - ASL 91st Bristol Laura Bose* – CSL 126th Bristol Dan Wyatt* - ACSL 126th Bristol Harry Tainton* – Formerly ASL 167th Bristol Roz De Silva – AESL Spitfire
Congratulations to the 12 TAs within the District who helped to train all these adult volunteers! Those who have completed their W/B for the first time are identified with a * Programme Camping Permits 6 camping permits have been granted and authorised since the last Executive meeting (3 Indoor and 3 campsite).
European Scout Jamboree (Poland 2020) Cabot have the opportunity to take 2 Explorer Scouts to this event next year.
District Events for the Sections • Beaver Campfire took place at the beginning of March at Woodhouse with £198 being raised for a local children’s charity as chosen by the Beaver Scouts who attended. • Cub Swimming Gala took place at Horfield Leisure Centre on Saturday 23rd February. • Scout Kahoutek County Event took place at Woodhouse run by the 2 Bristol SSAGO groups. 4 Troops from Cabot were represented. One won the overall teamwork award • Explorers and Network represented at the County Rickard Shield event in Keynsham. Congratulations to Network Team B for winning the Golden Boot Award (again!) Harry was also formally presented with his Explorer Belt at this event.
Perception GSL Meeting Took place on Thursday 21st February. A good opportunity to get the GSLs to discuss, census, plans for the future and some of the challenges they face in their groups and come up with practical solutions on how to deal with them.
Key Updates from Groups Post Census 1st Lawrence Weston numbers continue to be weak in Beavers with the danger of the Colony being suspended from operating in the Summer as the older Beavers move up to Cubs. PEARS is back supporting the Beaver Colony up until the Summer. 3rd Bristol Cub Pack is now up and running. Susan Lee has agreed to be the GSL and District will continue to support the leaders with their training requirements. 7th Bristol HQ refurbishment started as planned on the 1st April and the group are looking forward to moving back into their modernised home at the beginning of July. 18th & 169th plan to have open up 2nd Troops by September. 2nd 90th Troop opened after Easter.
SAS Service Agreements Various meetings between the DC, DESC, District Chair and members of the various Scout Active Support groups (DofE, Ten Tors & Namaste) to update and amend ensuring all in line with POR and procedures being followed are fair for all across the District. Wider discussions also had about how these groups get the support they need from District.
County Youth Forums Harry and his peers are organising this for Autumn. Sparks to get the youth voice for Beaver and Cubs aged children and Ignite for Scouts and Explorers.
District Beaver campfire Rickard Shield – Gromit Network wins!
DofE Successes – 20 Bronze and 2 Gold! 169th – Winners of District Cub Gala
Top Awards in the 77th Cub Pack
2019 St George’s Day Awardees & Queen Scouts
EverydayAdventure#CabotScouts
DESC report to trustees - May 2019
A short report this time around, as most typing has gone into the other papers produced!
This term we held the first (at least in the memory of most involved!) District Explorer Camp over the beautiful Easter weekend, which saw 19 Explorers, and 6 Network members camping just outside Bath. Activities included a ruthless game of “Bathopoly” in the city, as well as pioneering, many fires, a water fight to cool down, and a film showing by the final campfire.
A good amount of time has been spent on the Phoenix transfer, which has largely gone without trouble, and we look forward to formally investing the members into Cabot. In addition to this, we’ve welcomed two new leaders with Brabazon, and have a number of others taking the initial steps to join us. Following further work on the Young Leader administration have a more accurate count of our membership - 208 Explorers!
The goals over the next coming months are to work on our communications, leading into the development of the idea of a “Friends of Post-14” style group (instead of a Parents’ Committee), as well as the further expansion of our provision - there are currently two main lines of investigation being pursued for the opening of new Units based around Henleaze and Westbury-on-Trym. The “2020 Vision” is still in development, following feedback from the last post-14 meeting, and will centre on the topics of Adventure, Communications, G rowth, and Y outh Shaped.
Owen Jones District Explorer Scout Commissioner
1 Arrangements for the transfer of Phoenix ESU
The transfer officially took place on the 1st of April, with the Unit and it’s leaders now being registered as part of Cabot District. Several discussions have been held with the Unit leadership to discuss the practical arrangements of the transfer; above all, the main aim is for the Unit to continue running with as little possible disruption to the Explorers in it, and to their Scouting experience.
Several areas have been discussed, with the following arrangements proposed:
■ The Unit will continue running as-is for the Summer term, with incremental changes being made; from September the Unit will be run following the same processes as our existing Units.
■ The Unit has provided financial statements to confirm their current standing - they currently have two bank accounts, which Brunel have confirmed have come across to us with the Unit. The balance of these will mostly be run down with spending on this term’s programme, their proposed summer camp, and a subsidy on Unit clothing.
■ The Unit is aware of the need to pay Cabot pro rata subscriptions for 2020, and will set aside this amount (£16.67 per Explorer) to be paid to the District on their membership come August.
■ Young Leaders who are only registered with the Unit so they are “on the books” will be removed, and will need to be registered elsewhere within Brunel. Those YLs who are members of the Unit have been properly registered with the Cabot YL Unit.
■ Equipment currently owned by the Unit will be transferred to the 63rd, and provision will be made in the partnership agreement to reflect this and identify any specialist equipment that is only for the use of the Unit. As the group will take on ownership, the Unit will no longer be responsible for the insurance on the equipment, or the upkeep on it’s storage facilities.
Parents were informed of the District boundary change by email at the start of April, and there is a meeting being held on Monday 13th May with the parents of Explorers in the Unit to address any concerns they have, particularly around the cost of subscriptions. In preparation of this a written Hardship Fund policy has been submitted to the trustees, to confirm what has been discussed previously.
Other areas which are still to be discussed with the Unit, or final arrangements made:
■ The Unit leadership will undergo role reviews from September, to ensure we are giving them the correct support in their roles, particularly where there may be conflicts of interest with roles held elsewhere ■ Partnership agreement with the 63rd - there is an existing agreement, this will need to be reviewed and amended as noted above, and re-agreed with the group. We also need to discuss rent, as currently the Unit pays per person/per term, whilst it would be preferable to pay a flat rate per term, for ease of administration and budgeting.
■ Investiture of Phoenix members into Cabot Explorers - neckers and badges have been put together for this, once the parents and Explorers have had the chance to ask questions and process the change, we will discuss with the Unit leadership the best time and place to re-invest the Unit.
The subject of new leader uniform shirts being paid for out of Explorer funds was raised during the transfer discussions, and also discussed amongst current Cabot ESLs at the last post-14 meeting - the consensus there was that making a contribution towards leaders’ uniform, both in general and in this case (where leaders are taking on roles in a second district), would be acceptable.
Discussion: Do trustees have any comments on the arrangements made so far, or feel there are any areas not yet discussed which need to be addressed?
Request: Confirmation from the trustees that they are happy with the arrangements as they have currently been made.
Hardship Fund Policy
In September 2018 the following decision on the usage of Explorer funds to support those in need was made - “the trustees agreed he [DESC] should have authority to use up to £300 for hardship purposes, decided on individually by OJ and CG together, and reported back anonymously on any overall hardship payments.” - since then there has been one regular usage of this money to cover termly subscriptions, with another starting from this term.
With the continued growth of Cabot Explorers, particularly now with the addition of Phoenix ESU, and with plans for eventual expansion to cover areas such as Southmead and Lawrence Weston, it is felt that having a written hardship fund policy would increase awareness of the availability of these funds to groups and leaders, and clarify what they cover and how those in need can access them.
Cabot District Explorer Hardship Fund
The District recognises there are circumstances when members of the Explorer Scout provision may be unable to meet the requested financial commitments for their membership or needed to attend Scouting events, but where their participation in these would be of benefit. This policy outlines the financial support available from the District to Explorer Scouts, and how to access it.
Getting Support
Requests should be made to the District Explorer Scout Commissioner (DESC) either directly; through the District Explorer Scout Administrator (DESA) or Unit Leader (ESL); or through the Group Scout Leader (GSL) of a Scout moving on to Explorers. Support is always considered on a case-by-case basis.
The DESC and District Commissioner (DC) will discuss the case together with the Explorer’s parents/carers, and will agree on any support to be given. The main consideration will always be the Explorer, and every effort will be taken to ensure those who want to take part in Scouting are able to do so.
Support Available
The support given is dependent on the circumstances; in the case of Events and Camps it may be in the form of a reduction to the total amount, or for larger events the usage of a payment plan to spread the payments over a longer time period. For international events, a separate fund District fund exists to help support those attending if needed.
In the case of termly subscriptions, we can reduce the termly amount, collect it in smaller amounts throughout the term, or if necessary stop the payments for a period
1 Hardship Fund Policy of time. In these cases we would expect to occasionally re-assess the support given, and make adjustments if circumstances have changed.
Confidentiality
Information relating to hardship cases is treated as strictly confidential. Cases are agreed on together by the DC and DESC, and any information regarding the case is kept between them. Any resulting actions to be taken are only passed on to the DESA and Explorer leaders as required. Cases are anonymously reported back to the District Executive, so they are aware of the overall usage of the fund.
Appeals
If parents/carers are unhappy with the support offered in the first instance this should be discussed with the DC and DESC, before being raised with the District Chairperson.
Request: Do trustees agree with the proposed wording of the policy?
Discussion: I n the long term should this fund be handled in a different manner? Currently £300 is set aside a term to cover subs., with the majority presently unused and so remaining in the overall Explorer funds. With the proposed policy also potentially covering other Explorer activities if required, which would make its usage slightly more unpredictable, should we look to ring fence a sum of money each year, and carry over any unused, to ensure its long term availability?
Discussion: Historically I believe the District has accumulated money over several years, to be given to those attending the World Scout Jamboree. With the work being done with Namaste Nepal to potentially grow their involvement with the provision, and with us seeing two Explorers off to the European Jamboree next year, should we look at how this money is used for those attending any international trip, where some extra financial support is needed, rather than automatically going to all Explorers attending the WSJ?
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Explorer Communications
This paper outlines the current state of communications for the Explorer provision, and the future intentions for its development.
Background
Currently, the only methods that exist for communicating with Explorers, their parents, and leaders are:
■ Online Scout Manager: For essential emails from leaders to Explorers/parents regarding regular Unit meetings, and other camps/events - these emails cannot be unsubscribed from, or particularly directed at parents or specific groups
■ An all.esl email mailing list, which sends emails out to every single adult involved in post-14 delivery, using a very outdated and inaccessible platform
■ Individually emailing leaders, or groups of leaders by manually selecting their email addresses
There are several different methods for storing files in use also:
■ Personal Google Drive accounts
■ Avon County OneDrive accounts
■ A DropBox account, used to store Young Leader training materials, which currently has insufficient space
Some post-14 events appear on the District website, but there is no other information about this provision provided.
As we’ve grown, it’s become apparent that these methods of communication and storage are no longer sufficient and alternatives should be sought to serve us more appropriately.
The Future
As a nonprofit charity we are eligible to use “G:Suite for Nonprofits”, a set of Google business-grade products, which are provided for free to charities. These products are widely used elsewhere amongst other nonprofits, educational establishments, and businesses. Proof of our charity status is made by providing either a charity number, or our HMRC Gift Aid claim information.
These products would serve us in the following ways:
1 Explorer Communications
GMail The ability to provide specific email accounts for roles within the provision, as well as provide email address which can either redirect to, or are accessible by, multiple users - so we could have Unit addresses for instance, which forward emails on to the leaders of that Unit, without us having to initially give out leaders’ personal email addresses.
Google Drive Provides GDPR compliant storage for District level Explorer documents and photographs; the ability for us to publish folders of documents to be consumed by parents or leaders (e.g. useful guide books for leaders); and provide secure storage for individual Units, in particular the Young Leader Unit which urgently needs to expand its available space for training material.
Google Groups Provides the ability to run modern email lists, both to provide persistent contact addresses for individual Units and other areas of the post-14 provision, which can also be given out whilst remaining GDPR compliant.
This would also allow us to run a mailing list for the in-development “Friends of Post-14” (FOP14) group - in this case allowing parents to unsubscribe from non-essential emails about the provision in a manner which is GDPR compliant and cannot currently be delivered by OSM.
Google Calendar The ability to create a publicly viewable calendar of Explorer events, such as Young Leader training, Ten Tors/Namaste Nepal information evenings, and other District level events
The products offered by G:Suite are GDPR compliant, and it is believed would align with our current Privacy Policy as-is.
The initial implementation of this platform would be done following discussions with Bryan Parsons, and the findings from this reported to the trustees, to explore if it may be of wider use to the District.
Cabot Explorers Website
One of the biggest areas currently lacking is the ability to provide information in a manner which is publicly accessible to Explorers, their parents, and leaders. Although there is already a District website in existence, this serves a fundamentally different purpose to what is proposed - acting primarily as a landing page for the District as a whole, and serving a wider audience.
The proposed website would provide valuable information about the provision, including our Units and how moving on to Explorers works; updates on the “Friends of Post-14” group and a welcome guide for parents; and information on the Explorer
2 Explorer Communications programme, especially the Top Awards and Young Leader scheme. This public platform would also help to continue improving the awareness and perception of Explorers within the District to our groups and their Scouts who may be moving up in the future.
An initial version of the website demonstrating the concept has already been developed, and can be viewed online at a temporary location - https://explorers.owenjones.net - this is just awaiting content to be added to it.
This initial version of the website collects no data of any kind from visitors, and so is inline with our Privacy Policy. If this would change with any further developments, this would be brought to the trustees first to ensure compliance with our policy, or to amend it as necessary.
It is currently hosted on a virtual private server (VPS) - a low-cost cloud based computer service - which hosts other lightweight content (both Scouting and non-Scouting). For an initial release it is proposed it will remain here at no cost to the District; as development continues it could eventually move to its own VPS if needed - this costs around £5 per month, and this potential cost has already been considered in the Explorer budget.
The website, and G:Suite products would be run under their own domain: cabotexplorers.org.uk, which would be purchased as an initial step in implementation. This would cost approximately $11 (under £10) for a year, and has also been considered in the Explorer budget.
3 Explorer Communications
Timeline
May ■ Purchase of domain name.
May/June ■ Meet with Bryan Parsons to discuss whether the implementation of G:Suite would be of use in other ways to the District.
June ■ Reporting back of G:Suite findings to trustees.
■ Development of website content.
July ■ Development of website content.
August ■ Development of website content.
■ Proposed soft launch of G:Suite products, in particular Google Drive for Young Leader storage, and other Post-14 documentation, as well as Google Groups for Unit and FOP14 mailing lists.
September ■ Initial launch of website to parents/leaders, alongside introduction of FOP14.
■ Continued integration of G:Suite products with post-14.
Going Forward
Request: Trustees agree the purchase of the cabotexplorers.org.uk domain name
Request: Trustees agree to continued development of an Explorer/Post-14 website - the creation of content to go on the website.
Request: Trustees agree to initial investigations into how a G:Suite launch would work, and if this would be of any other use to the District.
Discussion: Do trustees have any other comments on other possible methods of communication that post-14 could make use of?
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Partnership Agreement Status
■ Brabazon - yet to begin discussions
■ Concorde - agreement now in place
■ Phoenix - existing agreement to be looked at as part of the transfer
■ Pirates - agreement now in place
■ Spaniorum - discussions have begun, some points to be brought to trustees
■ Spitfire - discussions have begun
■ Steama - yet to begin discussions
(2 complete, 3 in progress, 2 to be started)
Request/Discussion: 26th Bristol have requested some changes as part of the agreement with them, in particular an increase in rent (from £150 per term to £250), and the addition of the below “exit” clause - do trustees agree with these changes?
“This agreement and the hosting of the Unit by the host Group can be terminated by the provision of 4 months notice by either party to the ESL, GSL, Group and District Chairman.”
1 Cabot District Appointments Advisory Committee District Executive Report 14th May 2019
• Since the previous District Executive Meeting held 25th February 2018, there have been 46 further volunteers approved by the committee. • One action from the previous District Executive meeting was to gather thought on how to best utilise reporting to bring about improvements to the Appointments Process. A meeting between the DC Chris Gavriel, LTM Sarah Jenkinson, Appointments Secretary Jo Savery, Appointments Chair David Griffin began this process and further meetings are scheduled to advance this. An outcome from this meeting was the scheduling of guidance to TA’s and GSL’s on the compliance reports to ensure that the District as a whole meets compliance aims which will be carried out in due course. • Jo’s efforts in the Appointments Secretary role would be best supported by an assistant to distribute the workload. This role would be concerned with the collection of references. Seeking suitable candidates for the role would be appreciated from the District Executive. • Two new committee member approvals sought, both volunteers are able bring a valuable, well balanced Scouting perspective to the work of the committee: o Lizzie Howling is the current University of Bristol Guides and Scouts President and an Assistant Cub Scout Leader within Cabot District. o Mike Evans is the GSL at 63rd Bristol Scout Group and a current member of the Brunel Appointments Advisory Committee.
David Griffin - Cabot District Appointments Chair