Transitional Executive Meeting North West Cheshire and Widnes Merger

E CHESHIR

SCOUTS

Newsletter No: 2 July 2011

The Transitional Executive met on Tuesday 19th July to progress the mechanics of the merger of the two districts. This newsletter will detail the main outputs of that meeting as well as the projected timelines. If you would like clarification as to any of the items then, as detailed in the first newsletter, these should be directed to you district representatives. If they are unable to answer your questions then please contact John Duley.

A New Name Our thanks to all of you who offered suggestions for the name of the combined District. This was never going to be an easy decision and we recognise that whatever name was agreed it would be unlikely that everybody would consider it appropriate or desirable. It was for this very reason that when we asked for suggestions we detailed the basic considerations we would use when we reflected on the names. As a reminder these were: 1. The name needs to be able to allow some creative design for the District Badge. 2. It should not be too long 3. It should not be too complicated 4. It would need to be as inclusive as possible in relation to the geographic areas the new district will cover One further consideration on the evening arose in that we wanted to avoid any names which could be affected by any changes to local or county boundaries, council names etc.. After some lengthy debate the executive made an unanimous decision and therefore the name of the combined District will be:

Mersey Weaver District This is something of a departure from the names of the other districts within the county but we feel it reflects the desire by both districts to approach the merger on the basis that it will provide new opportunities and that we will look to approach the future with new ideas while still celebrating the success and contribution by all in the existing two Districts.

District Badge Design

There is now an opportunity for the young people within the two districts to become involved in the design of the district badge. We will be looking for a design that reflects the chosen District Name and which will be suitable to be turned into a badge. Therefore some points to consider: 1. There should not be too many colours in the design 2. The design should not be too complicated as it needs to be turned into a badge of relatively small dimensions. (3.5 cm wide by 4.5 cm tall) The transitional executive will consider the designs and submit the agreed design to the County Commissioner for approval. As part of this process the executive may look to combine two or more designs into the final badge. It should also be noted that the design will need to be turned into one which the badge supplier can produce and so may have some differences to the design submitted. The County has agreed to provide a small prize for the person (or persons) whose design is chosen to form the district badge. Designs should be produced in double size, that is within a rectangle 7 cm wide by 9 cm tall. The name, age and group of the young person should be clearly shown. The closing date for the designs is Friday 30th September 2011. The designs should be sent by post to arrive by the closing date to: John Duley, 27 Ravenscroft Close, Middlewich, Cheshire, CW10 9PX We hope that you will encourage as many young people as possible to take part.

The Merger Process The following page will detail the basic timelines and actions which will take place to implement the merger. It is important to recognise that there is a separation of those processes which are required by law and the charity commission, and that will have to be in place at the merger date, to the operational process for the running of the leadership/scouting aspects of the district. John Duley will take on the responsibility for Widnes district before the end of the year and will be discussing the handover process with Val in the next few weeks. There will therefore be a period during which existing structures at district level will progressively be changed. The main consideration will be existing commitments for activities within the two districts and the development of a District Structure which will further enhance the scouting provision currently being offered. Inevitable this will require debates with individuals and agreements as to roles that they will undertake in the future. It is recognised that this can be unsettling and we will take the time necessary so that all can feel valued for their past contribution as well as comfortable in possible changed roles.

Timelines and Merger Processes As detailed on the previous page there will be one DC for the two districts by the end of the year so in effect part of the merger will already be in place. For legal purposes the formal date of merger will be: 1st January 2012 At this point the district executive which will have been established for the combined district will take over the financial and trustee responsibilities for that district. Once the individual district accounts have been examined there will be General meetings in both districts so that the accounts can be formally agreed. Depending on the timing this meeting this may be where the annual awards for 2011 are presented to groups and individuals.

Process to support the Merger The county treasure will meet with the district treasures and the two current DCs to: 1. Review the current financial position 2. Build a budget for the combined district for 2012 3. Propose the combined district’s membership fees for 2012 4. Agree the process to close accounts as at 31st December 2011 so that theses can be transferred to the new district’s accounts. The outcome of these debates will be submitted to the Transitional Executive for approval at their meeting on 4th October 2011. John Duley will appoint a Chairperson designate for the combined district and work with that person to produce a suggested constitution and committee membership size for approval by the Transitional executive at the October meeting.

Census The census at the start of 2012 will be undertaken at the normal time and will be reported separately for the two districts. Once the figures are approved and membership fees paid Gilwell will combine the two district’s membership data under the combined District name. This should take place on the 1st April 2012. More detail as to the payment process to the district will be made nearer the time but both districts will make payment to the accounts established by the new district executive administration.

Suggested Event There has been a suggestion that an early event for the combined district could be a Gang Show. We would be pleased to hear from anybody who has the experience of organising such an event and who would be prepared to organise one for the new district. Please contact John Duley on 01606 831398 in the first instance.

Frequently asked Questions? The following questions were debated at the Transitional Meeting in July and this gives the formal response to them.

Will Explorer Neckerchiefs be changed?

There will be no compulsion to change to a single design. However should the explorer membership wish to develop and agree a new design for all the units within the combined district this would be equally supported.

Will there be one District Explorer Unit?

As required by the scout association the new district will be responsible for Explorer provision, that does not mean that there can only be one unit and therefore the existing units will remain but will be encouraged to interact and share opportunities for events etc.

Will there be a DESC?

It is anticipated that a DESC will be appointed for the new district as part of the merger plans

Will ADCs be spread too thin?

A district structure will be implemented that will provide support for the sections and which will take into account individual preferences of existing district team members. It is hoped that the outcome will be the abilty to supply greater support to the sections and groups.

Has the merger date been put back?

As detailed the effective legal date of merger will be 1st January 2012. The membership database will combine the two districts on 1st April 2012. There will be a progressive change to district teams over the coming months as there will be a common DC for both districts from the autumn.

What Insurance Savings can be made?

Depends on what groups want. We will be meeting with Unity Insurance to discuss possible deals specifically around equipment and some of the additional insurances that are available to supplement the standard cover offered by the scout association.

Contact Details? Lynsey Morris– Widnes Matt Morris—North West Graham Wade—North West Alec Wynne– Widnes John Duley Graham Phillips

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