8 Royal Park

Bristol BS8 3AW

(contact: 0117 9094524, 07974 354370 or pnewbery@gmail.com)

The Treasurer,

Bristol Cabot Scouts

2 November 2018

Dear District Treasurer,

Bridging Loan for 7th Bristol Scout Group

For the reasons set out below, the 7th Bristol Scout Group would like to apply for a bridging loan of £10,000 from the District to enable us to proceed with establishing a second meeting area for scouting within Pavey House. Are you able to help us out with this?

As you probably know the 7th Bristol Scout Group have an opportunity to renovate Pavey House which is their headquarters in Waterloo St. As well as a full range of scouting activities, it is also used one evening a week for by the Guides for Rainbow, Brownies and Guide meetings. The building has not been modernised since Mike Keefe did such a tremendous job of converting an old Mews building into a scouting venue about 40 years ago. There is now quite a lot of work that needs to be done such as removing the “dens” that no longer meet safeguarding requirements but the main cost of the project is the provision of a second meeting space on the ground floor which could accommodate more scouting activities and reducing our waiting lists. As always, good leaders remain key to this but the starting point is having space to meet.

In round terms the project will cost some £130,000. We are fortunate in having an offer from ISG who are large company currently managing a big project at the University to manage and deliver this for us. They will use their in house skills and both time and materials from their contractors worth about £70,000. We have £30,000 put aside from our own reserves for this project and this leaves a shortfall of around £30,000 which are busy trying to raise.

However, the timetable agreed with ISG means that we need to make the decision to proceed at the executive meeting in January 2019 and we can only decide to proceed if the money is in place.

We have every expectation of raising this money but time is short and it may not all be in place by January. As things stand at the moment we have submitted several applications for funding and are working our way through a substantial list of potential donors but as yet have only one firm promise of £5,000 from a parent. We understand that the District might be able to promise a bridging loan of £10,000 to enable us to go ahead with the project. I am not sure of the terms on which you might provide a loan but repayment over 2-3 years would be practical on our side.

If our fund raising from outside sources has not matched our requirement by January, we need to address the possibility that there will be a shortfall and that we may have to rely our income to repay any loan from the District. We have accumulated £30,000 over the years largely through income from the shop and we can work harder at increasing rental income from a renovated (and larger) hall and the new downstairs meeting area. We have discussed additional fund-raising events such as Christmas Bazaar, selling Christmas Trees and a fundraising ‘dinner’ event at Bristol Zoo and have taken advice from a professional fund raiser. I we find leaders and establish new sections we may even have increased subs income from them. As a last resort we could increase our current level of subs which are actually very low compared to other scout groups in Bristol.

I look forward to hearing from you.

Yours faithfully,

Peter Newbery,

Treasurer for 7th Bristol Scout Group

District Commissioner: Chris Gavriel District Chair: Professor John Kirwan http://www.bristolcabotscouts.org.uk

We prepare young people with skills for life

Angela Haymonds Secretary Ibstock Enovert Trust PO Box 3138 Slough SL 9ZH 5th October 2018 Dear Angela, 7th Bristol Scout Headquarters redevelopment I write in support of the grant application from 7th Bristol Scout Group, which is part of Cabot Scout District for which I am the Chair of Trustees. Scouting offers young people (boys and girls aged 6 years to 18 years) a fantastic opportunity to grow and develop as individuals, to be part of diverse teams, and to contribute to their local community. Being a member of Scouts - as a Beaver Scout, Cub Scout, Scout or Explorer Scout – has been increasingly popular amongst young people. Cabot Scout District (which covers North West Bristol) has 19 Scout Groups and increased its youth membership from 1077 ten years ago to 1668 today, but we still cannot keep up with the membership applications we receive from young people. Currently we have over 700 young people who are old enough to join but for whom we do not have a place. Of these, 80 are on the waiting list for 7th Bristol, indicating even greater pressure for places in the Clifton area which they serve. There are two main reasons why we cannot expand our provision more quickly: the availability of volunteers and the availability of meeting space. All adult leaders and supporters in Scouting are volunteers and fit their Scouting roles into busy lives. Our volunteer base has expanded, but still we need more. I am very pleased to say 7th Bristol has a strong volunteer leadership team under the direction of their Group Scout Leader (Fiona Whent), and a strong support structure from parents and others through their Board of Trustees (also called the Executive Committee) and Carlton Jeffris, its chairman. The current challenge to expansion at 7th Bristol is development of their HQ building.

Prof John Kirwan 19 Wellington Park Clifton Bristol BS8 2UR Telephone: 07794 423232 e-mail: john.kirwan@avonscouts.org.uk

District Commissioner: Chris Gavriel District Chair: Professor John Kirwan http://www.bristolcabotscouts.org.uk

We prepare young people with skills for life

From our broad oversight role as District Trustees we have watched the Leaders, parents and supporters at 7th Bristol take a solid, step-by-step approach to how they can update the very old and disorganised HQ. It will be transformed into a place that can offer Scouting, Girl Guiding (who also use the HQ for meetings) and the local community a modern, accessible and energy efficient building. They have collaborated with a highly competent building company who are prepared to undertake the work at a much reduced price, and who have given support in the way of planning ideas and development suggestions. The plans they now have are ambitious but achievable, and can be done in a relatively short time, starting as soon as the last of the funding is secured. The vast majority of the funds have already been raised, but one last push is needed and this has to be within the deadline available to the company to undertake the work. The new building will transform the opportunities available for Scouting and other activities in Clifton. It will free up space currently committed to storage or unavailable for youth activities. It will double the space available for meetings and allow two youth sections to meet at the same time. We foresee an immediate increase in membership taken from the waiting list. We expect the 7th Bristol to double in size but we also have wider District plans to use the 7th Bristol HQ to establish an Explorer Scout Unit for 14-18 year olds. This can happen within months of the new building being operational. In addition, the Guides and Brownies, who use the HQ for their meetings, will also be able to take advantage of the development. The upgraded building will also be available to local community groups and societies, play groups, etc. to use during the day – which is impossible at the moment because of the state of the interior. These changes will affect hundreds of young people (and of course their families) and will ensure these benefits can stretch long into the future. The location of the building is one which would be impossible for a voluntary youth organisation to acquire today due to property prices and commercial pressures – yet here it is in the heart of a community that would benefit greatly from its development and upgrading. Making a grant to enable this project to happen will mean the presence of the facility is secured as a focus of local community activity, and many young people within and outside Scouting will be able to grow as individuals. I and my fellow District Trustees strongly support this application. Yours sincerely, Professor John Kirwan Chair of Trustees Cabot District Scouts

Budget 2019/20 Full Budget

1

Income Full Explorer Subs [1] £141.00Subs £23,265.00 YL Subs [2] £96.00YL Subs £0.00 Membership Fee [3] £50.00Gift Aid [4] £2,000.00Fundraising [5] £2,000.00 Net Income £13.68Total Expected Income £27,265.00 Total Through Account [6] £54,516.32

Outgoings %£ of full

subs (pa)£ of YL

subs (pa)£ of full

subs (pt)£ of YL

subs (pt)District Membership Fee [7] £8,250.00 Covering membership for all Explorers (those in the main Units, and Young Leader Unit) 30.27% £50.00 £50.00 £16.67 £16.67Money directly to units [8] £7,425.00 (See below) 27.25% £45.00 £0.00 £15.00 £0.00Host Group Rent [9] £2,400.00 £150 per term to 5 groups, £50 per term to 1 8.81% £14.55 £0.00 £4.85 £0.00District Camp £1,500.00 Subsidising District all-Explorer camp 5.50% £9.09 £9.09 £3.03 £3.03Equipment Fund £1,000.00 Kit for Units to use - e.g. First Aid Kits, a District Explorer Flag, Tents 3.67% £6.06 £6.06 £2.02 £2.02International Fund Contribution £1,000.00 Accumulating fund for 2023 WSJ 3.67% £6.06 £6.06 £2.02 £2.02Hardship £900.00 £300 per term to cover those with financial difficulties 3.30% £5.45 £5.45 £1.82 £1.82Gilwell 24 £800.00 Subsidising attendance to large national Explorer event 2.94% £4.85 £4.85 £1.62 £1.62New Unit Development [10] £800.00 To cover rent on newly opened Units, events in the first term, Unit equipment etc. 2.94% £4.85 £4.85 £1.62 £1.62OSM Fees [11] £686.32 % on subs payments we take through OSM - events will need to factor this into their own price 2.52% £4.16 £4.16 £1.39 £1.39Top Awards Celebration £600.00 An evening event to present all Explorer Top Awards (Platinum/Diamond/QSA + DofE) 2.20% £3.64 £3.64 £1.21 £1.21Adult Training £500.00 First Aid (£20 per session) + a fund for leaders to obtain permits/advanced training 1.83% £3.03 £3.03 £1.01 £1.01Uniform £500.00 Next batch of Explorer neckers 1.83% £3.03 £3.03 £1.01 £1.01Young Leaders £400.00 YLLs will continue to submit a yearly budget, reflecting their different mode of operation 1.47% £2.42 £2.42 £0.81 £0.81Parent Committee £200.00 To cover refreshments and hire costs for meetings (4 per year?) 0.73% £1.21 £1.21 £0.40 £0.40Adult Recruitment £150.00 To cover printing/incidentials for recruitment advertisements and events 0.55% £0.91 £0.91 £0.30 £0.30Web Infrastructure £90.00 Domain and Hosting - somewhere to put all the information for parents/leaders/Explorers 0.33% £0.55 £0.55 £0.18 £0.18Youth Forum £50.00 Annual forum - feeding back of ideas from Units. To cover refreshments, equipment, and hire. 0.18% £0.30 £0.30 £0.10 £0.10Total Outgoings £27,251.32 True Cost [12] £165.16 £105.61 £55.05 £35.20

% of subs 117.13% 110.01%Per Explorer to Unit (Per term) £15.00Unit # in Unit [13] Per TermBrabazon 30 £450.00Concorde 30 £450.00Pirates 15 £225.00Spaniorum 40 £600.00Spitfire 20 £300.00Steama 30 £450.00YL Only [14] 0Total Full Subs 165 Total Explorers 165 Last Updated 06/11/2018 17:01:47

Budget 2019/20 Distribution per annum (Full Subs)

2

Budget 2019/20 Distribution per annum (YL Subs)

3

Budget 2019/20 Notes

4

[1] Charged termly (£47) to Explorers in one of the main Explorer Units. It was agreed this amount would be reviewed after one full year (September 2019)

[2] Charged termly (£32) to those Explorers who are only in the Young Leaders Unit

[3] Rounded up from the District's membership fee, as we pay membership on the number we have when census is due, and not on how many will have paid in a full year of membership.

[4] Estimate - 20p per £1 (where eligible) on the 2018/19 subs (Autumn/Spring terms only for this year) - Gift Aid for 19/20 would feed into 20/21 budget

[5] Currently no provision for fundraising at a District Explorer level - will be one of the roles of the new parents' committee and this would be a target

[6] Threshold of £50k turnover for our bank account - after this we could potentially incur a monthly fee and percentage on cash deposits depending on how/if Lloyds trigger this

[7] Variable outgoing - will increase linearly with Explorer numbers

[8] Variable outgoing - will increase linearly with Explorer numbers

[9] Could potentially increase as we work through partnership agreements with host groups

[10] This will also be bolstered by money from development in the overall District budget

[11] Variable outgoing - will scale depending on the total amount of subs we collect

[12] How much each Explorer place actually costs (covered by their subs + gift aid + fundraising).

[13] This is assuming current Unit maximums - these may change, we may also have more Units by this point.

[14] We currently have between 17 and 33, albeit these have never been charged previously. The reaction to charging YLs is unknown so income from these has not been included.

Extract from Policy, Organisation and Rules May 2018

Cabot District Appointments Advisory Committee District Executive Report

Date: Wednesday 14th November 2018

David Griffin - Cabot District Appointments Chair

• Since the previous District Executive Meeting held 19th September 2018, there have been 12

further volunteers interviewed and a total of 20 approvals by the Appointments Committee

for their Scouting roles.

• A change in the collection process of referee contact details to partly utilise Compass

ensures that data is only requested once, and at the appropriate time when a volunteer is

applying for a role. This change has been supported with documentation provided to GSL’s,

A copy of the document is provided alongside this report for reference.

This process will also support line managers in being able to view the progress a volunteer is

making throughout the appointments process for all roles.

• To support progression of provisional roles to full within the District, completion of the

GDPR getting started module is being encouraged before attending the appointments

interview.

• One new committee member approval sought:

o Adam Biddlestone is the local Methodist Circuit Engagement Officer

Cabot Scout District Appointments Advisory Committee – Role Approval Revision 2 - 12/10/2018

User Guide: Pre-Provisional and Provisional Roles

Process overview: This process allows users to view a member’s role and its progression through the Appointment Process (Pre-Provisional -> Provisional -> Full) on Compass. Process: Viewing the status of a role Ensure you have selected the correct role from the ‘My roles’ selector at the top of the page. (This will be the role that gives you the appropriate access rights to complete this process.) 1 Hover over the magnifying glass icon at the top right of the homepage

2 Type the membership number of the member you wish to view into the ‘Go to member’ box, then click the magnifying glass next to the box. If you do not know the membership number, you can use the basic or advanced search options instead by clicking ‘Find Member(s). (Please see separate Compass user guides for using the ‘Basic search’ or ‘Advanced search’.)

Cabot Scout District Appointments Advisory Committee – Role Approval Revision 2 - 12/10/2018

3 On the member’s profile page there will be a row of headings going across the page underneath the member name and membership number. Click the ‘Roles’ heading

4 On the ‘Roles’ page you will find a list of the member’s roles going down the page. At the right hand side of the page, each role will have an ‘Edit’ or ‘View’ button under the ‘Options’ column. Click ‘Edit’ or ‘View’ next to the role.

Cabot Scout District Appointments Advisory Committee – Role Approval Revision 2 - 12/10/2018

5 A popup window will appear titled ‘Edit member role’ or ‘View member role’, which shows the member’s name and membership number underneath. Along the left hand side of the window there will be a menu containing the headings for each of the different section pages within the process (e.g. Approval) Clicking on the headings will take you to that page.

6 Click ‘Next’ at the bottom right to move on to the ‘Approval’ page. This page is split in to three sections. The first section, ‘Approval Process’ shows the status of the role, the line manager’s name and the review date if applicable.

Cabot Scout District Appointments Advisory Committee – Role Approval Revision 2 - 12/10/2018

7 The next section of the page, under the ‘Approval’ heading, contains information such as the CE Check (Confidential Enquiry Check against Headquarters approval records), DBS, references if required and the relevant Commissioner’s approval for the role. The information contained on this screen lists each approval checks needed and will vary depending on the role that you are viewing. If any of the approval checks are not completed the role will be listed as Pre-Provisional.

8 Some roles have training requirements which need completing before the role becomes full, at the point the approval checks are complete in (7) the role status is then listed as provisional. Once the provisional training modules are validated the role status is then updated to full. Please Note: Some roles do not have provisional training requirements to become full, further details on the requirements are detailed in the Appointments Table in Policy Organisation and Rules under the column titled ‘Getting Started requirement for full appointment’. If the role has any provisional training requirements the final section on the Compass Approval page will show the relevant ‘Getting started modules’. Please Note: Updating a member’s training progress can only be completed by those who hold a Training Manager or Training Administrator role.

Cabot Scout District Appointments Advisory Committee – Role Approval Revision 2 - 12/10/2018

9 The approval of references could be viewed on the Approval page. Where a member’s references are still outstanding further information can be viewed on the Referees page. Referee contact details are added to this page when a member is added onto compass using the Adult Information Form (Applicable role permissions are required to do this). The Appointments Secretary will use each saved referee’s contact information to directly send out an email with the Reference Form (Not via the automated compass system). The ‘Response Received’ state of the references will be updated by the Appointments Secretary accordingly.

10 When you are ready to save any edits you have made click ‘Next’ and then the ‘Save ‘button at the bottom right of the page.

For more information on Pre-Provisional and Provisional roles please take a look at The Appointments Process in Policy Organisation and Rules https://scouts.org.uk/por

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