/4 Trustee's Annual Report & Statement of Accounts 1st April 2020 to 31st March 2021 1st Downton Scout Group (Registered Charity Number 1183184) Scouts Cowwht 2021. 1st Downton Group. Registered Charity Number 1183184. 1st Downton Trustee's Annual Report & Statement of Accounts Scouts Covering the period 1st April 2020 to 31st March 2021 1st Downton Table of contents Annual Trustee's Report Page Table of contents Reference & administration details Stnjcture, governance and management Objectives & activities Achievements & performance Financial review Scout Hut refvrbishment project Trustee dedaration Annual Statement of Accounts Page Ststement of Accounts Independent examinerfs report on the accounts 10 202L l• Downkn sC￿rt Grw Regthred Charty NLxnber 1183184. Trustee's Annual Report Covering the period Igt April 2020 to 31Jt Marth 2021 Scouts 1st Downton Section A. Reference & administration details Gr0￿harIty namw. Registration detsli s: Registered Charity Number. 1183184 sC￿t Headquarters Registration Number. l(X)14378 Principal Address The Scout Hut Barford La￿ Downton Salisbury SP5 3FY Name of the charity trustees who have managed the charity (rf no dates are shown then the trustee has Ser￿ for the whole period this report covers): Ex-officio Ex-officio Ex-offiao Ex-offiao Mr I S Porter Mr P Ullyatt Mrs S L Hurst Mrs L D Kynaston Grr)up Scout Leader (Acting) Group Chair Group Secretsry Group Treasurer Mrj C Edwards Mr J P Borwell MrKMPHill Section Leader - Beaver Scouts Section Leader- Cub Scouts Section Leader - SC￿Jts Elected member Elected member Elected member Elected member Elected member Mr5 E M Porter Mrs N Caldwell Ms R L Comell Mr R S Arnold Mrs R L Broyd (until 29th September 2020) (until 29th September 2020) (from 29th September 2020) (from 29th September 2020) (from 29th September 2020) Nominated member Nominated member Mr C Tregenza Dancer Dr R J Challis (from 29th September 2020) (from 29th September 2020) The ownership of the building of the Group (and the larKI upon which the building stands) are vested i(L The Scout Association Trust Corporation do The Scout Association Gilwell Park London E4 7QW The Group Executive have appointed the following Independent Examiner. in accordance with Charity Commission regulations: Mr l Henderson Retired Accountsnt Cwigtrt 2021. 10 DoWTrt￿ sC￿rt Grw>. Registered Charity NLKnb&v 1183184. Section B: Strurturei governance and management A description of the charity's trusts. Type of goveming document The Group's governing documents are those of The Scout Association. They consist of a Royal Charter, which in tum gives authority to the Bye Laws of the Association and The Policy, Organisation and Rules of The Scout Association. How the charity is constituted: The Group is a trust established under its rules which are common to all Scouts within the United Kingdom, as laid out within the chapter entitled "The Scout Group" in the Policy, Organisation and Rules of The Scout Association. Trustee selection methods: The Trustees are appointed or elected in accordance with the Policy, Organisation and Rules of The Scout Association. Additional governance information: a) the induction and training of The Group is led by the Group Scout Leader, who is supported by the trustees 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 retums to the Charity Commission as appropriate. The Committee consists of the Chair, Treasurer and Secretary together with the Group Scout Leader, individual section leaders and parent's representation and meets at least three times a year. Members of the Executive Committee complete 'Essential Information for Executive Committee, 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 their appointment 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 occaslons; 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. pg.3 Copyrlght 2021. Irt Downton Scout Group. Reglstered Charity Number 1183184: b) trustee, consideration of major risks Management of Risk and the systems and procedures to The Group Executive Committee has identified the major risks to which manage them they believe the Group is exposed. these have been reviewed and systems have been estsblished to mttigate against them. The main areas of concem 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. 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 two large fundraising events. The group does hold a reserve to ensure the continuity of activities should there be a major reduction in income. The Executive Committee accept that there's a risk of reduced income from these events - the Cuckoo fair and the Fireworks evening and is currently seeking to maximise income from Gift Aid and the Co-op Local Community Fund. To further mitigate these risks, the Executive Committee could raise the cost 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 whole group, there would have to be a contraction. consolidation or closure of a section. In the worst-case scenario, this could result in 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 may be required. The likelihood of this occurrence is low and is further mitigated by the fact that each section as a waiting list and register of interest Financial Control The group has in place systems of intemal controls that are designed to provide reasonable assurance against material mis-management or loss, these include having 2 signatories for all payments and comprehensive insurance policies to ensure that insurable risks are covered. Payments for expenses and suchlike are approved by either the Group Scout Leader or the Group Chair. before payment pg.4 COp￿ht 2021. Irt Downton Scojt Group. Registered Charity Number 1183184. Section C: Objertives & activities Summary of the objects of the chatity The Purpose of Scouting set out in its governing document Scouting exists to actively engage and support young people in their personal developmenc 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. 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 leam 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 main activities in The Group has active and dynamic Beaver, Cub and Scout settions, catering relation to these objects for young people aged between 5.75 and 14.5 years. The sections have undertaken a wide range of activities in pursuit of the Scout's Top Awards schemes, and in addition to this badgework, the leader teams focus on providing opportunities for the young people to make new friends, have the opportunity to try something new. and also develop qualities such as confidence, resilience and determination skills for life. In addition, the group has the support of several 14 to 17-year olds, in the capacity of young leaders. These young people benefit from membership of the Scouts, are supported at District level. whilst supporting sections in our Group. Public benefit ststement 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. Two key principles demonstrating that Scouting's aims are for the public benefit are tha( through the Scout method, young people develop towards their full potential and that there is a clear link between the benefits for young people and the purpose of Scouting. co￿ght 2021. lal Downton Scout Group. Reglstered Charity Number 1183184. pg.5 Section D: Achievements & perforniance Summary of main achievements The 1st Downton Scout Group provides the opportunity to take part in Scouting and related activities to 80 young people within Downton and the surrounding villages. Beavers run on Thursdays. Cubs on Tuesdays and Scouts on Fridays and each section has an enjoyable and engaging programme. Across the sections, efforts have been made to encourage wider participation in its activities from parents and other family members. Although there is further advances to be made in this area, we have been encouraged to see the recruitment of new members of the leadership team in Beavers and Cubs, and the involvement of parents in themed evenings within the Scout section. and will continue to encourage parents to become involved with the Group Executive Committee and other volunteering roles. Like in all walks of lrfe, this last year's Scouting has been dominated by the Covid pandemic. And despite the enormous restrictions it placed on being able to deliver anything like a near-normal programme of activities, the troop has done a fabulous job. Zoom in our Sections been able to "meet". Online games, challenges and cookery were among the inventive ways we kept things running. Whilst it was a godsend to be able to communicate, I think I speak for all by saying that scouting just isn't the same through Zoom. In the brief spells the Scouts have been able to meet this year. we've generally met at the hut for adventures on foot and on bike around the Downton area. The Scouts have participated in bivouac camps as well as a recent 4-day patrol camp which included activities such as shooting, climbing, Purt)ec walks, sea swimming, archery, Corfe castle. and Swanage railway. The beavers have been building dens and trying their hand at climbing, whilst the Cubs have had a two night camp, and have tested their canoeing skills and braved the heights of the high ropes course. We have programmed in some camps for October and November in the hope that restrictions will not retum. The cubs have a wide range of district based competitions- challenge flag and 6-a-side football to name a few. We really have our fingers crossed as last year saw all our camps cancelled. The Scouts, Pigeon patrol are also looking to complete their expedition and Chief Scouts Gold award by Christmas - good luck guys. I must commend our outstanding team of volunteer Leaders. They have really held this Troop together this year and kept things running. Also, in the background, we have our Executive of volunteer trustees that provides support and governance to the Group. Thank you all. Copyrfight 2021. 1* Dowrrton Scout Group. Reglstered Charity Number 1183184. Plans for the future This past financial year has seen a retum to Face-to-face Scouting, and another suspensionl This has thawted some of our plans, so notwithstanding the pandemic, over the coming year(s). the Group Executive will continue to: work to fomi an Events support team from the wider Scout Group; work to promote the Scout Group within the local communities of Downton and the surrounding villages: address the need for Scouting provision for those aged 14+. and also address waiting lists in Beavers and Cubs, alongside Salisbury & South Wilts District and the Regional Services Team (Scouts HQ) by attempting to create second sections; further develop and improve the facilities at the Scout hut and explore and exploit opportunities to secure sources of income. Section E: Financial review Reserves policy The Group's policy on reserves is to hold enough 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 12 months running costs, approximately £12.5k. Finanaal performance This year, due to the COVID-19 pandemiG we have not been able to raise fvnds undertaking the usual events and activities. The group has been in receipt of rate relief from Wiltshire Council, and has been able to claim funds in line with local govemment advice during periods of restrictions or lockdowns. At financial year end, the Group is in a strong position with reserves of £12,500. plus £22,090.63 held in general fvnds, and £4011.55 held in designated funds, for the purpose of continued development and refurbishment of the Scout hut and grounds and the Chalk Pit activity/camping site. The group has also been able to undertake the Scout hut refurbishment project and has actively raised funds for this. More information is included in Section F below. Events and activities are run on the basis that each instance is self-funding. except where agreement has been sought from the Group Executive Committee to subsidise. Investment policy and objectives The Group Executive Committee's view is that the Group does not have sufficient funds to invest in longer term investments. and has made the decision to utilise high street banks and building societies to hold funds and reserves. Copyright 2021. 1* Downton Scout Group. Registered Chaiity Number 1183184. Section F: Scout Hut Refurbishment Project Background In January 2021, as Scouting activities were restricted once again, work started on the long awaited kitchen and toilet works at the Scout hut Funding sources were secured and a contractor appointed. Scope of works As well as three new Wcs and new kitchen, we also commissioned the creation of an external kitchen/wash-up area at the far end of the Scout hu( which would be protected by a timber lean-to. This work has been completed, with the exception of some snagging work that's still outstanding. Funding sources The Group executive would like to thank the agencies and organisations that have supported this project. The income received is summarised below. Income Source Downton Parish Counal Redlynch Parish Counal Hale & Woodgreen Parish Counal South Wllts Area Board Wiltshire Counal Bernard Sunley Foundation Landfill Community Fund Co-op Community Fund Persimmon Homes" 2,000.00 500.00 300.00 4,500.00 3,000.00 9.000.00 3,460.00 1,000.00 Persimmon Homes Community Grant was used as a Contributing Third Party Payment in relation to the Landfill Community Fund application, in order to secure the full grant amount. Section G: Declaration The trustees declare that they have approved this Annual Trustee's Report and is signed to indicate approval. on behalf of the charity's Trustees, on 18 September 2021: Mr P Ullyatt Group Chair Mrs S Hurst Group Secretary Mr I Porter Group Scout Leader (Acting) The original signed document will be presented to The Charity Commission. Cwight 2021. 1* Downton sc￿ Group. Registered Charity Nurnber 1183184. Statement of Accounts Receipts & Payments Account covering the period l•t April 2020 to 31rt March 2021 Y1• 31 March 2021 Y1• 31 March 2020 Unrestricted funds Unrestricted funds Scouts 1st Downton R•celpts Bonfirp Income Cub5 progr•mme camp Cubs programme trlp Cuckoo F•lr Income 2019 Ch•rltable Don•tlon Covld grant Gfft Akl Hut hlre OSM Income Subs Capltation Tot￿ net Recelpts Nots 5,142.05 432.20 337.31 5,910.28 11.27 23.760.48 20,532.00 3,060.09 35.00 6,005.02 267.50 (3,915,00) 49,745.09 85.00 12.740.87 481.00 13.995.00) 21.144.98 Paym•nts - G•n•rnl AGM expense Badges and unlforms Bonfire expense Cuckoo Falr expense 2019 Cuckoo Falr expense 2020 Insurnnce M•t•rlals and equiwient OSM subscrfiptlon Totsl General payments Explanatory notes l. Capitation are fees paid to Salisbury & South Wilts District Scout Coundl, and onwards to UK Scouts HQ as membershlp of The sC￿j (437.541 (445.91) (4,726.94) (2.801.44) 1174.00) 1855.24) (450.00) (91.71) (9.982.78) (269.00) 2. No Income or expenses were incurred during 2020r21 owing to the abandoment of the the Cuckoo Falr as consquence of the Covld 19 epldemlL (996.66) 140.00) 150.00) (1,355.66) 3. Indudes lrnprovements to the kltthen, Wcs and outside wash~up area at the Scout hut The works have been funded entirely by charitable contributions. grants. gift aid and from other extemal sources. These are restricted fvnds. A majorlty of costs for thls project are represented In the 2020r21 financl•l year. Some costs were Incurred In Aprll 2021 whkh will show In 2021122. Beav•r programme expense Beaver progrnmme trlp Total Beaver payments (107.81) (140.971 1546.50) 1687.47) (107.81) Cubs programme camp Cubs programme expense Cubs progr•mme trlp Matlerals •nd equipment Total Cubs payments (50.00) {1.192.66) (4.683.40) (1.478.89) 1866.51) (20.00> (7.048.80) 4. Covld-19 grant shows the total Income resulting from the local restrlctions grants •vailable to ch•rltles and other organslations. from the UK governmen( admlnistered by Wiltshlre Councll. (1,242.66) 5. Durlng Pf2020f21. the group has been able to reclaim the past four yeats of Gift-Ald subscrfptThs payments from HMRC. The group wlll now claim this annually. P•ym•nts - Scout Progrnmm• Moterlals and equlpment Scout pro9rnmme camp Scout progr•mme expense Scout progrnmme trlp Totsl Scout payments (47.00) (1,313.51) (102.28) 1375.00) (1.837.79) {326.81) (326.811 D•daratlon This receipts and payments acount and statement of •ssets and Ilabilities were aproved by the Trustees on 18th September 2021 and slgned. to Indicate approval. on their behalf by. sC￿rt Hut refurtAshment Electrl£?ty Internrtlmthle Repalr8 and renewals W•ter and sewerage Totsl Scout Hut payments (19.748.45) (648.00) (272.12) 1905.31) 161.50) (2 1.635.381 1806.00) 1246.001 15.128.74) (44.00) (6.224.74) Totsl payff*nts (24.668.32) 125.781.58) Mr P Ullyatt Group Chalr Net of receIp￿{PaYMents) Cash fvnds last year Cash fvnds thls year end 25.076.77 13.525.41 38.602.18 14,636.60) 18.162.01 13.525.41 Mrs L Kynaston Group Treasur•r Cash fvnds S•ntander current account cknslng balance Santander deposit account closlng balanc Uoyds bank account closlng balance Total c•sh funds 968.67 1,557.55 36.075.96 38,602.18 968.67 1.557.55 10,999.19 13.525.41 Copyright 2021. 1" Downton sC￿rt Gr￿p. Registered Charity Number 118318 CHARITY COMMISSION Independent examiner's report on the FOR ENGLAND AND WALES accounts Section A Independent Examiner's Report Report to the trustsesl members of 1st Downton Scout Group On accounts for the year ended Charlty no (If any) 31st March 2021 1183184 Set out on pages I report to the trustees on my examination of the accounts of the above charity ("the Trust.) for the year ended 3110312021. Responsibilities and basls of report As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ('Ihe Act"). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. Independent examiner's I have completed my examination. I confimi that no material matters have come to ststement my attention in connection with the examination (other than that disclosed below ') which gives me cause to believe that in, any material respect: the accounting records were not kept in accordance with section 130 of the Charities Act; or the accounts did not accord with the accounting records; or the accounts did not comply with the applicable requirements conceming the fomi and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a 'true and fair, view which is not a matter considered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Please delete the words in the brackets if they do not apply. Signed: Date: Name: lan C Henderson Relevant professional qualification(s) or body (If any): Retired Accountant Address: 13 Maple Close, Sandford. DorseL BH20 7QD pg. 10 yright Downton Scout Group. Registered Charity Number 1183184. Section B Disclosure Only complete if the examiner needs to highlight material matters of con￿rn (see CC32, Independent examination of charty accounts. directions and guidance for examiners). Give here brlef details of any items that the examiner wishes to disclose. IER October 2018 pg. 11 Copyright 2021. ilt Downton Scout Group. Registered Charity Number 1183184.