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Trustees' Annual Report
For the period
From (start date) 0 1 0 4 2 0 to end date 3 1 0 3 2 1 Section A Reference and administration details 1st Warsash Sea Scout Group Charity name 1st Warsash Sea Scouts Other names the charity is known by 1013172 Registered charity number (if any) HQ registration number New Road (off Church Road) Charity’s principal address Warsash Southampton Postcode S O 3 1 9 U H
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 |
Trustee Name | Office (if any) | Dates acted if not for whole year |
|---|---|---|---|
| Alex Rhodes | Chair | ||
| Louise Roberts | Acting Group Scout Leader |
||
| Natalijia Edwards | Treasurer | ||
| Claire O'Neill | Secretary | ||
| Chris Pilling | Assistant Group Scout Leader |
||
| Carol Dawson | Fundraising | ||
| Richard Marrington | Section Leader(Wight) | ||
| Leeann Tanner | Section Leader (Red Oaks) |
1/1/21 - 31/3/21 | |
1 LT700001 (1st February 2017)
Section B Structure, governance and management
Description of the charity’s trusts
Type of governing document The Group's governing documents are those of the The Scout 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. (e.g. trust deed, constitution) How the charity is constituted The Group is a trust established under its rules which are common to all Scouts. (e.g. trust, association, company) 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 (optional information but encouraged as best practice)
| Policies and procedures adopted for: a) the induction and training of trustees; b) trustee' consideration of major risks and the systems and procedures to manage them You may choose to include additional information, where relevant, about: |
The Group is managed by the Group Executive Committee, the 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 proper accounts and making returns to the Charity Commission as appropriate. The Committee consists of 3 independent representatives, Chair, Treasurer and Secretary together with the Group Scout Leaders, individual section leaders (if opted to take on the responsibility), nominated and co-opted members, and parents' representation and meets every 3-4 months. Members of the Executive Committee complete the required 'Getting Started_'_training within the first 5 months of joining the committee. This Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of the appointments and is responsible for: The maintenance of Group property; The raising of funds and the administration of Group finance; The insurance of persons, property and equipment; Group public occasions; Assisting in the recruitment of leaders and other adult support; Appointing any sub committees that may be required; Appointing Group Administrators and Advisors other than those who are elected. |
|---|---|
2 LT700001 (1st February 2017)
Section B Structure, governance and management (continued)
Risk and Internal Control
The Group Executive Committee has identified the major risks to which they believe the Group 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 the building, property and equipment. The Group would request the use of buildings, property and equipment from neighbouring organisations such as the church, community centre and other Scout Groups. Similar reciprocal arrangements exist with these organisations. The Group has sufficient buildings and contents insurance in place to mitigate against permanent loss.
Injury to leaders, helpers, supporters and members. The Group through the capitation fees contributes to the Scout Associations national accident insurance policy. Risk Assessments are undertaken before all activities. Reduced income from fund raising. The Group is primarily reliant upon income from subscriptions and fundraising. The group does hold a reserve to ensure the continuity of activities should there be a major reduction in income. The Committee could raise the value of subscriptions to increase the income to the group on an ongoing basis, either temporarily or permanently. Reduction or loss of leaders. The group is totally reliant upon volunteers to run and administer the activities of the group. If there was a reduction in the number of leaders to an unacceptable level in a particular section or the group 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 Group. Reduction or loss of members. The Group provides activities for all young people aged 6 to 18. If there was a reduction in membership in a particular section or the group 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 Group.
The group 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 payments and a comprehensive insurance policies to ensure that insurable risks are covered.
3 LT700001 (1st February 2017)
Coronavirus. The outbreak of Coronavirus in March 2020 led to the halt of face-to-face Scouting and a change to certain risks for the Group. 1. Reduced income as a result of reduced subscriptions, fewer grants being available and fewer opportunities for fundraising. The Group has been successful in obtaining Covid-19 grants from the Retail, Leisure and Hospitality fund. All expenditure has been reviewed and reduced wherever possible. A variety of scenarios have been budgeted for. Actual income and expenditure will continue to be monitored to ensure that the Group continues to be a going concern for the next financial year. 2. There is a possibility of a reduction in leader numbers but this has not been seen so far. As of March 2021, a small number of leaders have left but more leaders have joined so that leader numbers have increased. 3. There is a possibility of a reduction in the numbers of young people. A small number of young people have not continued with online Scouting in summer 2020 and will not be returning in Autumn 2020. Their places will be filled from the Group waiting lists. As of March 2021, young people numbers have increased. 4. Additional health risks from Coronavirus when face-toface Scouting. The Scout Association has issued a framework to follow which is aligned with Government approved guidance for the youth sector, developed by the National Youth Agency. A new process of risk assessments and approvals around Covid-19 has been put in place that must be followed. The Scout Association will determine when and how face-to-face Scouting is carried out.
| 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. |
4 LT700001 (1st February 2017)
| The Scout Method | ||
|---|---|---|
| Scouting takes place when young people, in partnership with | ||
| adults, work together based on the | ||
| values 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 to these objects |
main activities in relation | The Group’s Beaver/Cub/Scout membership numbers continue to average 160 over the year. All young people work towards the relevant Chief Scout’s Award for their |
| section. | ||
| The programmes offered to Beavers, Cubs and Scouts show | ||
| a wide range of activities, indoors and outdoors, to build | ||
| skills, develop and challenge our young people in a fun and | ||
| exciting way using all aspects of the Scout Method. These | ||
| balanced programmes are underpinned by the values of | ||
| Scouting. As young people move through the sections, they | ||
| are encouraged to become more involved in drawing up their | ||
| Scouting programme. The majority of meetings this year | ||
| have been online, increasingly via Zoom. Only the | ||
| meetings from September - November 2020 were permitted | ||
| to be face-to-face. Leaders became very creative and | ||
| worked together to support each other in learning how to use | ||
| Zoom to enable Scouting to continue during lockdown. | ||
| Badges were adapted and there was a strong emphasis on | ||
| keeping everything simple and fun. | ||
| Many of the activities in the programmes normally take place | ||
| on the water in the summer months, making use of the | ||
| equipment which we have invested in, however this was not | ||
| possible in summer 2020. Time has been spent by the | ||
| leaders in reviewing the equipment which we do have, | ||
| selling surplus kit and investing in new boats following | ||
| successful fundraising. The Scout Group is in a good | ||
| position to resume water activities in summer 2021. | ||
| etails of the objectives and activities (optional information but encouraged as best practice) | ||
| Youmay chooseto include further | Leadership of the Scout Group totals over 40 adult | |
| statements, where relevant, about: | volunteers. All Executive Committee members are also | |
| volunteers. The Group is supported by the parents of the | ||
| • policy on grantmaking; | Beavers/Cubs/Scouts and by other members of the local | |
| • contribution made by volunteers; | community who volunteer to help when needed on many | |
| • policy on investments. | occasions. | |
| The Sea Scout Group has Royal Naval recognition and can | ||
| therefore draw on activities offered by the Royal Navy for | ||
| members of the Scout Association, noting that this has not | ||
| beenpossible for the lastyear under Covid restrictions. |
Additional details of the objectives and activities (optional information but encouraged as best practice)
5 LT700001 (1st February 2017)
Public benefit statement
The Group 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 |
|
| The Scout Group has reviewed its boats and the equipment in the Boat House during the year following the success in grant applications, making use of the time to dispose of equipment which had no ongoing use for the Scout Group. |
|
| A third Beaver Colony (River) was opened in September 2020. |
|
| An outdoor meeting area has been set up next to the Boat House at the Scout HQ to enable Scouting to continue outside, socially-distanced. Matting has been pegged down and tree-stump seats placed in the area. |
|
| The guttering has been replaced around the whole building and the drains cleared in front of the building. |
|
| The impact of Coronavirus and the end of face-to-face Scouting in March 2020 saw Scouting move online to Zoom meetings and badges at home. The creative and adaptabilityof the leadershipteams is to be commended. |
|
| Section E | Financial Review |
| Quantify and explain any designations Details of any funds materially in deficit (circumstances plus steps to eliminate) Brief statement of the charity’s policy on reserves |
Reserves Policy The Group's policy on reserves is to hold sufficient resources to continue the charitable activities of the group should income and fundraising activities fall short. The Group Executive Committee considers that the group should hold a sum equivalent to 4 months running costs, circa £6.5K. The Group held unrestricted reserves of approximately £8K against this at year end. The Group held a further £35.9K of restricted reserves linked to ring-fenced grants. This includes Covid grants which are not restricted but have been allocated for a specific use. |
| None |
Further financial review details (optional information)
6 LT700001 (1st February 2017)
| Youmay chooseto include additional information, where relevant, about: • investment policy and objectives • the charity’s principal sources of funds (including any fundraising); • how expenditure has supported the key objectives of the charity; |
The Group's Income and Expenditure is very small and as a consequence does not have sufficient funds to invest in longer-term investments such as stocks and shares. The Group has therefore adopted a low risk strategy to the investment of its funds. All funds are held in cash using only mainstream banks or building societies or The Scout Association's Short Term Investment Service. The Group Executive regularly monitors the levels of bank balances and the interest rates received to ensure the group obtains maximum value and income from its banking arrangements. Occasionally this may involve using an account that requires a period of notice before funds may be withdrawn, before doing so the Group Executive considers the cash flow requirements. Investment Policy (Specimen 1) |
|---|---|
| Section F | Other Optional Information |
|---|---|
| Plans for future periods (details of any significant activities planned to achieve them) |
|
| Plans are being drawn up to further improve the Scout HQ. An expression of interest has been submitted to the Scout Association for starting Squirrels, the new section for 4-6 year olds. |
|
| Section G | Declaration |
The trustees declare that they have approved the trustees’ report above
Signed on behalf of the charity’s trustees
| ees | ees | ees | ees | ees | ees | ees | |
|---|---|---|---|---|---|---|---|
| Signature(s) Full name(s) Date Position (eg Secretary, Chair) |
|||||||
| Alex Rhodes | Claire O'Neill | ||||||
| Chair | Secretary | ||||||
| 2 3 0 6 2 1 |
|||||||
| 2 | 3 | 0 | 6 | 2 | 1 |
7 LT700001 (1st February 2017)
1st Warsash Sea Scout Group Receipts and Payments Account
Year start date
Year end date
01-Apr-20 To 31-Mar-21
Receipts and payments
| Receipts and payments | |||
|---|---|---|---|
| Receipts | 2020/21 Unrestricted funds £ 19,450 -7,560 11,890 1,613 0 -3,212 390 8,300 0 0 18,981 32,859 32,859 0 10 10 - - 0 |
2019/20 Unrestricted funds £ |
|
| Donations, legacies and similar income | |||
| Membership subscriptions | 19,450 | 18,565 | |
| Less:Membership subscriptions paid on ~~(National/County/Area/District)~~ |
-7,560 | -7,162 | |
| Net membership subscriptions retained | 11,890 | 11,403 | |
| Donations | 1,613 | 2,248 | |
| Gift Aid | 0 | 0 | |
| Income from Section Activities | -3,212 | 23,732 | |
| Explorers Rents | 390 | 588 | |
| Warsash Wasps recharge | 8,300 | 6,249 | |
| Sailing Fees | 0 | 0 | |
| H0018 Camp | 0 | 0 | |
| Sub total | 18,981 | 44,219 | |
| Grants | |||
| Other grants | 32,859 | 10,450 | |
| Sub total | 32,859 | 10,450 | |
| Fundraising (group) | |||
| Warsash Festival | 0 | 2,757 | |
| Easter Egg Hunt / ruffle | 10 | 135 | |
| 10 | 2,892 | ||
| Investment income | |||
| Bank interest | - | - | |
| Other investment income | - | - | |
| Sub total | 0 | 0 | |
| Total Gross Income Asset and investment sales, etc. Total Receipts |
|||
| 51,851 | 57,561 | ||
| 1,710 | |||
| 4,400 | |||
| 53,561 | 61,961 |
1
1st Warsash Sea Scout Group Receipts and Payments Account
Year start date
Year start date Year end date 01-Apr-20 To 31-Mar-21
Receipts and payments
2020/21 2019/20 Unrestricted funds Unrestricted funds £ £
| Receipts and payments | 2020/21 Unrestricted funds £ |
2020/21 Unrestricted funds £ |
2019/20 Unrestricted funds £ |
|---|---|---|---|
| Payments | |||
| Charitable Payments | |||
| Youth programme and activities | - 3,023 | 30,415 | |
| Adult support and training | 130 | 320 | |
| Ground Lease | 1,598 | 1,462 | |
| Water and Sewerage | 1,090 | 8,293 | |
| Electricity and Oil | 962 | 2,932 | |
| Buildings Insurance | 2,792 | 2,706 | |
| HQ Maintenance, Cleaning, Waste Disposal | 3,334 | 11,042 | |
| Equipment (Boats and Camping) | 5,687 | 2,623 | |
| Donation to Charity | - | 654 | |
| Administrative Expenses | 1,410 | 1,631 | |
| QM, Sundry Payments | 1,695 | 1,668 | |
| Boating (Maintenance, Insurance, Fuel, Sailing Club fees) | 2,148 | 5,168 | |
| Badges & Handbooks | 1,214 | 1,665 | |
| Bank Charges | 69 | 120 | |
| Sub total | 19,107 | 70,700 | |
| Fundraising expenses | |||
| Easter Egg Hunt | - | 397 | |
| Warsash Festival | - | 880 | |
| Sub total | - | 1,276 | |
| Total Gross Expenditure Total payments Net of receipts/(payments) Cash funds last year end **Cash funds this year end ** |
|||
| 19,107 | 71,976 | ||
| 19,107 | |||
| 71,976 | |||
| 34,453 | - 10,015 | ||
| 29,422 | 39,437 | ||
| 63,876 | 29,422 |
2
Statement of assets and liabilities at the end of the year
2020/21 2019/20 Unrestricted funds Unrestricted funds £ £
| Unrestricted funds £ |
Unrestricted funds £ |
||
|---|---|---|---|
| Cash funds | |||
| Bank current account (adjusted) | 63,876 | 29,422 | |
| Bank deposit account | |||
| Building society account | |||
| The Scout Association Short Term Investment Service | |||
| Cash/Floats | - | - | |
| Total cash funds | 63,876 | 29,422 | |
| Other monetary assets | |||
| Tax claim | - | - | |
| Debts due from the County/Area/District/Group | - | - | |
| Insurance claim | - | - | |
| Sub total | - | - | |
| Investment assets | |||
| Investment property - detail | - | - | |
| Quoted investments | - | - | |
| Other investments - detail | - | - | |
| Sub total | - | - | |
| Non monetary assets for charity's own use | |||
| HQ Furniture & Fittings | 20,000 | 9,480 | |
| Land and buildings (revised Insurance Value) | 609,933 | 589,308 | |
| Trailers | 2,500 | 2,500 | |
| Camping Equipment | 15,157 | 15,157 | |
| Boats & Equipment | 64,619 | 60,642 | |
| Sub total | 712,209 | 677,087 | |
| Liabilities | |||
| Accounts not yet paid | - | - | |
| Expenses incurred but not invoiced | - | - | |
| Subscriptions not yet paid | - | - | |
| Loan - detail | - | - | |
| Trinity House Grant | - | - | |
| H007 | - | - | |
| Sub total | - | - |
Contingent liabilities and future obligations
-
Ground Rent : 33% share (Fareham Borough Council) with Warsash Wasps Football Club, payable quarterly.
-
Water Rates : 5% share of Southern Water Services Plc charges with Warsash Wasps Boys Football Club.
3. Land & Buildings : 40% share of headquarters building at the Recreation Ground, New Road, Warsash, Southampton by
3
The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 05/05/2021 (the date of the Executive Committee meeting that approved the accounts) and signed on their behalf by
| The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 05/05/2021 (the date of the Executive Committee meeting that approved the accounts) and signed on their behalf by |
The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 05/05/2021 (the date of the Executive Committee meeting that approved the accounts) and signed on their behalf by |
|---|---|
| Signature Print Name |
|
| Alex Rhodes Chair | |
| Natalija Edwards Treasurer |
4