1st BANWELL SCOUT GROUP
TRUSTEES ANNUAL REPORT
and
ACCOUNTS
for the year ending 31[st] March 2022
A. REFERENCE and ADMINISTRATION DETAILS - for the year ended 31st March 2022
Charity registration number: 1005333 Address: 1st Banwell Scout Group Headquarters Public Car Park, Banwell. Somerset BS29 6AA Patron of The Scout Association: Her Majesty the Queen
Group Executive Committee Members 1st April 2021 to 31st March 2022 (All are charity trustees)
Ex-Officio members
Group Chair: Vacant Brian Redden (Appointed 6.1.2016, Resigned 31.1.2022) Group Scout Leader: Jane Gomm (Appointed 19.1.2022) Sonja Hammond (Appointed 4.10.2018, Resigned 31.1.2022) Group Secretary: Jane Watson (Appointed 17.7.2018) Group Treasurer: Michael Young (Appointed 19.12.2021) Lee Williamson (Appointed 21.6.2016, Resigned 31.1.2022)
Elected members (elected by 1[st] Banwell Scout Council)
Kathleen Edwards (trustee since at least 01.09.2003) Elizabeth Henry (trustee since 27.06.2017, resigned 15.3.2022) Brian Peat (trustee since 20.06.2003) Laurence Pole (trustee since 10.06.2018) Helen Shepherd (trustee since 07.07.2019) Lisa Stannard (trustee since 07.07.2019, resigned 16.11.2021)
Nominated members (nominated by the Group Scout Leader and approved by 1[st] Banwell Scout Council)
There were none
Co-opted members (co-opted by 1[st] Banwell Group Executive Committee members)
Fran Ford (trustee since 16.11.2021) Michelle Thomas (trustee since 16.11.2021) Catherine Warren (trustee since 16.11.2021, resigned 28.4.2022)
Independent Examiner
Mr David Jacobs
Bank accounts are held at:
Lloyds Bank Plc. Weston-Super-Mare
1[st] Banwell Scouts AGM Annual Report Year Ending 31/03/22
STRUCTURE, GOVERNANCE and MANAGEMENT
Governing document
The Scout Association exists by authority of Royal Charters; these give authority to the bye-laws of the Association, which are approved by Her Majesty’s Privy Council. The bye-laws in turn authorise the making of rules for regulation of the Association’s affairs and are known as Policy, Organisation and Rules of The Scout Association – a governing document which is revised from time to time. 1[st] Banwell Scout Group Executive Committee is a trust established under these rules, which are common to all Scout Groups.
The Constitution
The Constitution as set out in Rule 3.23 of the Policy, Organisation and Rules of the Scout Association applies as the Constitution of 1st Banwell Scout Group.
The Group Executive Committee
The Group is managed by the Group Executive Committee, all members of which are the ‘charity trustees’ of the Scout Group which is an educational charity. As charity trustees they are responsible for complying with legislation applicable to charities. This includes the registration, keeping of proper accounts and making returns to the Charity Commission as appropriate. The Group Executive Committee meets at least six times each year plus the Annual General Meeting. It believes that this is sufficient to enable it to be effective. It remains flexible to call additional meetings if the need arises. The quorum for this committee is set at 6 as approved at the 1[st] Banwell AGM held on 10[th] June 2018.
Throughout the year the business of running the Scout Group did not stop despite the Covid-19 pandemic. Online meetings of the Group’s Executive Board of Trustees and its Finance sub-Committee became the standard but in 2022 reverted to face-to-face meetings.
Now that the New Scout Hut project has been completed the quorum for decision making and approvals has reverted to the standard 6 trustees (down from 8 trustees during the project)
Appointment of Trustees
Trustees are recruited and appointed by the Group Scout Council annually at the 1[st] Banwell Scout Group AGM, in accordance with the constitution. The officers of the Executive Committee are ex-officio members. There are then usually up to six elected members. There may be additional members nominated by the Group Scout Leader at the AGM and others who are co-opted by the committee during the year, the number of each not to exceed the number of elected members.
During the year the Group Scout Leader, Group Chair and Group Treasurer all resigned for personal reasons and had stayed longer than originally intended in order to see the New Scout Hut project through to its completion. We wish them well as they move to pastures new. The Group welcomed a new Group Scout Leader and Group Treasurer but the role of Group Chair remains unfilled. Until it is, the remaining trustees are taking it in turn to chair Group Executive meetings. We also said farewell to two elected trustees and welcomed two more who were co-opted during the year.
Each trustee is required to hold a valid disclosure obtained through the Scout Association and issued by the Disclosure and Barring Service. There are five mandatory training modules (Scouting Essentials, Trustee Introduction, Data Protection, Safety and Safeguarding) that must be completed and validated by each trustee within 5 months of appointment.
1[st] Banwell Scouts AGM Annual Report Year Ending 31/03/22
Risk Management
The Trustees confirm that no major risks have been identified during the year and that regular consideration is given to risk areas generally. Annual budgets are discussed and agreed by the Trustees. The Risk Assessment for the building and contents is in place and regularly reviewed, action taken and updated.
Sub-committees
-
The Group currently has one operational sub-Committee:
-
The Finance sub-Committee : It works to Terms of Reference approved by the Group Executive Committee. It meets in advance of each Group Executive meeting to which it provides a report.
Data Protection
The Group takes its data protection responsibilities seriously and with the introduction of the General Data Protection Act on 25th May 2018 (GDPR) as a charity we now have additional requirements to demonstrate our transparency and safeguarding of information as a data processor. The work to ensure compliance is on-going. The Group Executive Committee is updated at each meeting via a standing agenda item. No data protection issues were raised during the year.
Objectives and Activities
The Executive Committee supports the Group Scout Leader and ensures the effective administration of 1[st] Banwell Scout Group. It aims to make sure that the Scout Group has the facilities and resources needed to deliver good Scouting in the Group. This includes: the maintenance of the headquarters, making funds available to leaders for activities, maintenance and management of the Group minibus, provision of equipment for activities and camps, fundraising, the administration of the Group’s finance, the insurance of persons, property and equipment, support of public events and assisting in the recruitment of Leaders and adult support.
New Scout Hut
The new Scout Hut has now been completed and was formally opened on 19[th] September 2021 by current trustees of the Kathleen Jones Family Charity. The ‘New Hut Project’ has been closed. Snagging issues remain and these are being dealt with by the Group trustees.
FUNDING and the impact of COVID-19
Whilst the pandemic seriously knocked out some sources of raising funds to keep the Scout Group viable it is good to report that our usual fundraising activity has now re-started. The trustees continue to keep a close watch on the Group’s finances and remain satisfied that the Group has sufficient funds for the time being to remain stable and provide for core activities.
Jane Watson Group Secretary
1[st] Banwell Scouts AGM Annual Report Year Ending 31/03/22
I" Ban ll Scout Grou Annual Accounts 2021122 I confirn] that I have examined the records of I" Banwell Scout Group; that the accounts are in accordance with these records and that all cash balances shown as being held by the Group's bankers as at 31" March 2022, have been verified. Signed . Name . David Jacobs Date .
Sheeli I" Banwell Scout Group Income & Expenditure I" April 2021- 31" March 2022 Main Account 309184 00869529 Ineome Donatrons Lettings FundrsIng Other Income Hul Build Go Cardless Beavers Totals 2020121 £16,347.00 £914.25 £3,316.73 £0.00 £185.608.01 -£172.?S 2021122 £10.860.94 £869.00 £3.348.58 J £2,376.00.J £0.00 £169.92J £206.013.44 £17,624.44 Expenditure uftliiies l Running Costs MiniBus Hul Build Other Outgoings Totals £2.349.05 £270,00 £188.352.60 £5.164.25 £2,939.70, £940.98 / £3,200.10 £13,587.48 ./ £20.668.26 £196.135.90 Net Galn l Loss £9,877.54 .£3,043.82 MiniBus Account 309184 26309060 Income Mini Bus Hire Dona*ons Tota15 2020121 £945.20 £0.00 2021122 £1,135.12 £0.00 £945.20 £1,135.12 Expenditure Fuel Repwrs Other Oulgoings Totals £339.10 £296.00 £1.029.57 £0.00 £0.00 £1,018.12 1 £1,664.67 £1,018.12 Net Gain l Loss -£719.47 £117.00 Bank Account Reconciliation Main Account 309184 00869529 Openino Bance Net income Clg5ing Balance Balance at bank 31 March 2022 £24.305.46 -13,043.82 £21.261.64 £21,261.64 Mini Bus Account 309184 26309060 Opening Balance Net income Closing Balance Balance at bank 31 Plarch 2022 £1,386.44 ' £117 00 £1.503.44 £1.503.44 Page I
Sheell Investment Account Opening BanCe Interest (plus Adjustmenis) Closing Balance Balance at bank 31 March 2022 £6,593.96 £42.82 £6,636.78 £6.636.78 Business Banking Account 309184 00937001 Opening Balance Net Inoome Closing Balance Balance at bank 31 March 2022 £0.03 £11,575.78 rf £11,575.81 £11,575.81 Beavers Section Account- Managed by Katie Hague Opening Balance £1,561.56 Opening Petty Cash £1.44 Opening Funds £1.563.00 Funds Iri £519.80 Funds Out Net income Petty Cash Closing Balance Balance at bank 31 March 2022 £147.32 £1.44 £1.748.67 £1,747.23 Cubs Section Account- Managed by Stuart Tucker Opening bance £1,976.35 Opening Petty Cash £16.07 Opening Funds £1,992.42 Fund5 In £2,495.00 Funds Out £2,790.17 Nel income -£295.17 Pety Cash £142.07 Closing Balance £1,697.25 Balance at bank 31 March 2022 £1,555.18 Scouts Section Account- Managed by Louise Whitehead Opening Balance (Tieasurer) £1,492 94 Opening Balance (Savings) £1,516.83 Opening Pety Cash £98,71 Fund In £4.257 01 Funds Out -£4,641.31 Net Income -£384.3Q Pety Cash £26.82 Closing Balance £2,724.18 Balance(s) at bank 31 March 2022 Closing Balance {Treasurer) Closing Bdance {Savings) Total at bank 31 March 2022 £1.180.41 £1,516.95 / £2,697.36 All acounts verified by Michael Young Group Treasurer Page 2