Trustees’ Annual Report for the period
From 01/04/2022 Period start date To 31/03/2023 Period end date
Charity name: BLYTH VALLEY DISTRICT SCOUT COUNCIL
Charity registration number: 1116322
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | 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 |
| Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts. |
Para 1.17 and 1.19 |
The District of Blyth Valley covers and operates over the areas of Blyth, Cramlington and Seaton Valley of Northumberland County and provides services to further the Scout Association’s purpose. These services undertaken by volunteers support the provision to Beaver Scouts (6-8 years), Cub Scouts (8-10 years) and Scouts (10-14 years), through scout groups, within the district and directly by the District to Explorer Scouts (14-18 years) and members of the Scout Network (18-25 years). The services include the provision of a programme of activities for all the young members, the provision of equipment, premises and facilities to support the activities and necessary administrative support. Training for the District adult volunteers and those within the Scout Groups is provided by the district through the provision of the required expertise or a service offered by Northumberland Scout County, to ensure everyone has the required skills and expertise to undertake their roles as defined by The Scout Association. Provision of the services is funded via membership fees, fundraising and |
donations. Statement confirming Para 1.18 whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit
Additional information (optional) You may choose to include further statements where relevant about:
SORP reference Para 1.38 Policy on grant making Para 1.38 Policy on social investment including program related investment Para 1.38 Contribution made by volunteers Other
Achievements and Performance
| SORP reference | ||
|---|---|---|
| Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole. |
Para 1.20 | The District continued funding scouting activities throughout the year. Including sending a number of Scouts on International Camps. A number of training camps were also funded. Investments were made towards the upkeep of District assets such as a new toilet block at the Selby Wood Camp site and new wood burning stove at Spylaw Cottage. Progress was also made towards returning Seghill Hall back to the County Council reducing District liabilities for buildings. |
Additional information (optional)
You may choose to include further statements where relevant about:
Achievements against objectives set |
Para 1.41 |
|
|---|---|---|
| Performance of fundraising activities against objectives set |
Para 1.41 | n/a |
| Investment performance against objectives |
Para 1.41 | n/a |
| Other |
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | The aim is to have at least two years running cost as a reserve in an accessible account. |
| Amount of reserves held | Para 1.22 | £8892 |
| Reasons for holding zero reserves |
Para 1.22 | n/a |
| Details of fund materially in deficit |
Para 1.24 | n/a |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | n/a |
Additional information (optional) You may choose to include further statements where relevant about:
The charity’s principal sources of funds (including any fundraising) |
Para 1.47 |
The Districts main source of funding is through the annual levee. |
|---|---|---|
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | No investment policy at present |
| A description of the principal risks facing the charity |
Para 1.46 | |
| Other |
Structure, Governance and Management
| Description of charity’s trusts: |
||
|---|---|---|
| Type of governing document (trust deed, royal charter) |
Para 1.25 | The organisation operates under the Scout Association Policy Organisation and Rules. (POR September 2021) |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | Trust |
| Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees |
Para 1.25 | Election at District AGM of the Scout Council held in May each year. |
Additional information (optional) You may choose to include further statements where relevant about:
Policies and procedures adopted for the induction and Para 1.51 training of trustees The charity’s organisational structure and any wider Para 1.51 network with which the charity works Relationship with any related Para 1.51 parties Other
Reference and Administrative details
| Charity name | Blyth Valley District Scout Council |
|---|---|
| Other name the charity uses | n/a |
| Registered charity number | 1116322 |
| Charity’s principal address | Walker Hall Edward Street Blyth NE24 1DW |
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 |
Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|---|
| Mica McInnes | District Commissioner |
|||
| Carol Worfell | ADC Beavers | |||
| Paul Kelly | District Explorer Commissioner |
|||
| Jonathon Finlay | Secretary | 01/04/2022 - 01/10/2022 | ||
| Allen Ricalton | Treasurer | 01/04/2024 - 21/09/2022 | ||
| Rachael Cliffton | Treasurer | 10/10/2022 - | ||
| Elaine Wilson | Secretary | 10/10/2022 | ||
| David Mason | ||||
| Shaun Barkley | ||||
| Leanne Scott | Chairman | |||
| Adrian Chamberlain |
||||
– Corporate trustees names of the directors at the date the report was approved
Director name
Name of trustees holding title to property belonging to the charity
Trustee name Dates acted if not for whole year
Funds held as custodian trustees on behalf of others
Description of the assets n/a held in this capacity
Name and objects of the n/ charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for n/a safe custody and segregation of such assets from the charity’s own assets
Additional information (optional)
Names and addresses of advisers (Optional information)
Type of Name Address adviser
Name of chief executive or names of senior staff members (Optional information)
Exemptions from disclosure
Reason for non-disclosure of key personnel details
Other optional information
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signature(s) Full name(s) Allen Ricalton
Position (eg Secretary, Treasurer Chair, etc)
Date 06/04/2024
Blyth Valley Scout District Income and Expenditure Account for the period 1st April 2022 to 31st March 2023
| Expenses £ Capitation 20,186 Premises Seghill 592 Selby Wood 16,803 Spylaw 4,296 Walker Hall 4,559 Other Badges 350 Canoes Garage 648 Interest Leaders Camp 120 Overseas Visits 1,000 Poppy 110 Young Leaders 150 Miscellaneous 262 Deficit for the Year 49,076 Balance Sheet as at the 31st March 2023 £ Assets Outstanding Capitation 2023 Current Account 21,735 Deposit Account 8,892 Walker Hall Account 17 Selby Wood Account 6,027 Less Capitation Due to County Represented by: General Fund brought forward 25,487 Less Paid for Selby Wood 6,648 Less Deficit for the year 8,899 Selby Wood brought forward 8,679 Add Paid by the District 6,648 Less Deficit for the year 9,300 Gang Show Reserve |
Expenses £ 20,186 592 16,803 4,296 4,559 350 648 120 1,000 110 150 262 |
Income Net £ £ 21,988 -1,802 592 7,503 9,300 871 3,425 4,559 150 200 334 -334 648 31 -31 120 1,000 110 150 262 18,199 49,076 £ 1,450 36,671 38,121 20,186 17,935 9,940 6,027 1,968 17,935 |
|---|---|---|
| 49,076 | ||
| 25,487 6,648 8,899 |
||
| 8,679 6,648 9,300 |
||
Blyth Valley Scout District - Charity No.1116322
Analysis of Premises Accounts
| Seghill Electricity Gas Deficit Selby Wood Boiler Donation to Farmer Fire Safety Fuel Insurance Running Expenses Toilet Block Vehicle Insurance Total Expenses Site Fees Deficit |
£ Spylaw 39 Generator 553 Insurance 592 Miscellaneous Stove Total Expenses 280 Site Fees 3,826 Deficit 276 269 892 Walker Hall 634 Electricity 10,145 Gas 479 Insurance 16,801 Legal Fees 7,503 Water 9,298 Deficit |
£ 406 641 50 3,199 |
|---|---|---|
| 4,296 871 |
||
| 3,425 | ||
| 83 1,067 1,223 1,707 479 |
||
| 4,559 |
Notes to the Accounts
Selby Wood – the District transferred £5,000 in total to the separate account, where it was recorded as income to Selby Wood and expenditure to the District. As all monies belong to the District, this treatment was incorrect and an adjustment has been made in the consolidated accounts, so only the actual expenditure is in the Selby Wood account.
Gang Show Reserve – this represents the balance transferred from the closure of the Show’s bank account and held as a separate time limited reserve.
Seghill – this building was handed back to the County Council in June 2023.
Walker Hall – negations for the sale of this property were ongoing at the year end.
Blyth Valley Scout District - Charity No.1116322
Blyth Valley Scout District Independent Examination of the Accounts for the year ended 31[st] March 2023
During the year the accounts were maintained by two different District Treasurers, and as both kept accurate records, all transactions could be verified to invoices and supporting documents. As noted last year, the separate account for Selby Wood has not been subjected to a detailed review, but as required by accounting guidelines, the figures have been consolidated into this year’s accounts.
In accordance with the changes implemented by the Scout Association in April 2023, executive committees are now known as trustee boards. To avoid confusion the new terminology has been used for this report.
Last year’s examiner’s report raised substantial concerns regarding the lack of financial governance, with a recommendation to develop an action plan to address these issues. None of the necessary controls and procedures have been implemented. In minute 100.6 of the Trustees’ meeting on the 11[th] September 2022, it is recorded that, “ The Executive committee have read and taken on board the auditor's report; however, it is to be noted that these are only recommendations and may not be implemented straight away.” The actual recommendation was to create an action plan to implement the mandatory requirements of the Charity Commission.
Due to the failure of the trustees to take action on the Charity Commission’s checklist, all issued raised last year are still outstanding and need to be addressed without further delay. A copy of last year’s examiner’s report is attached for reference. The District Trustee Board should take immediate action to ensure effective governance.
At their meeting on the 6[th] May 2022, the trustee board noted that no accounts had been received for Selby Wood, Spylaw or the Explorers section. While later minutes note that these are available, there is no record of the trustees having reviewed and approved them. Best practice dictates that the trustees should receive written reports and accounts, to be included in the minutes.
The trustees meeting on the 11[th] September 2022 approved a submission to finance the building of a new toilet block at Selby Wood. A suggestion that some of the £8.6k held in the separate bank account might be used, was dismissed as this was to be used for future years. Any significant future spending, and the holding of substantial reserves, should be approved by the trustees.
The discussion of the above matter also included reference to covid restart grants. The trustees appear to have wrongly interpreted the purpose of these grants; in that they linked them to Selby Wood, rather than providing support across the district. The grants were given to charities to help them restart their activities post covid. Linking the grants to sites liable for Business Rates was simply a convenient mechanism.
During the year there were significant events relating to two District properties. However, the trustee board minutes only make occasion reference to the surrender of the Seghill lease and the sale of Walker Hall. It is apparent that the trustees failed to exercise any control over these matters.
The expenditure on Selby Wood and Spylaw represent a significant part of the district’s accounts in the year. The trustees should regularly review these facilities to ensure that the benefit justify the costs.
John Harvey Independent Examiner 31[st] October 2023
Blyth Valley Scout District - Charity No.1116322