2024-03-31-accounts - 1st Downton Scout Group

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Trustee’s Annual Report & Statement of Accounts

1[st] Downton Scout Group

(Registered Charity Number 1183184)

Covering the period 1[st] April 2023 to 31[st] March 2024

Trustee’s Annual Report

Covering the period 1[st] April 2023 to 31[st] March 2024

Section A: Reference & administration details

Group/Charity name:

1[st] Downton Scout Group

Registration details:

Registered Charity Number: 1183184 Scout Headquarters Registration Number: 10014378

Principal Address: The Scout Hut Barford Lane, Downton Salisbury SP5 3PY

Name of the charity trustees who have managed the charity (if no dates are shown then the trustee has served for the whole period this report covers):

Ex-officio Mr I S Porter Group Scout Leader, Interim Chair Ex-officio Vacant Chair of Trustees Ex-officio Dr M Miller Group Secretary Ex-officio Mrs L D Kynaston Group Treasurer Section leaders Dr S Chalmers Mrs A Ellis Mr K M P Hill Elected member Mrs N Caldwell Nominated member Ms R L Cornell Co-opted member Mr P Ullyatt

The ownership of the building of the Group (and the land upon which the building stands) are vested in:

The Scout Association Trust Corporation c/o The Scout Association Gilwell Park London E4 7QW

pg. 1

Section B: Structure, governance and management

A description of the charity’s trusts.

Type of governing document:

The Group's governing documents are those of 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.

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 trustees

The Group is led by the Group Scout Leader, who is supported 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 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 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.

pg. 2

b) trustee' consideration of major risks and the systems and procedures to manage them

Management of Risk

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. 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 internal 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. 3

Section C: Objectives & 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.

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 main activities in relation to these objects

The Group has active and dynamic Beaver, Cub and Scout sections, catering 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 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. Two key principles demonstrating that Scouting's aims are for the public benefit are that, 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.

pg. 4

Section D: Achievements & performance

Summary of main achievements

The 1[st] 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 here in Downton, the young people have been able to undertake both traditional scouting activities, as well as more adventurous activities at local campsites and commercial activity providers. The opportunity for young people to learn new skills, practice working in teams, whilst having fun in the outdoors remains at the core of Scouting.

I must commend our outstanding team of volunteer Leaders and Assistants. Without these volunteers, the Group would not be able to offer the programme of activities and events that it does – so thank you to each and every volunteer. Also, we mustn’t forget that in the background, we have our volunteer trustees that provides support and governance to the Group.

Thank you all.

Future plans

For 2024, the Scout groups plans remain to

Sustain our leadership teams, across all sections;
work to form 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;
further develop and improve the equipment and facilities at the Scout hut.

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 – estimated as approximately £15k. This has increased due to the increased running costs and cost of living crisis.

Financial performance

This year, the Group has enjoyed continued success with it’s fundraising efforts, particularly the annual Fireworks evening. These funds are used for the upkeep and maintenance of the hut and equipment.

At financial year end, the Group is in a strong position, and over the coming year, the trustees will develop a plan to improve facilities and equipment for the benefit of the Scout Group as a whole.

Investment policy and objectives The Group Trustees’ view is that the Group does not have sufficient funds to

pg. 5

invest in longer term investments, and has made the decision to utilise high street banks and building societies to hold funds and reserves.

Section F: 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 July 2024:

Original signed

Mrs L Kynaston Trustee & Group Treasurer

Mr I S Porter Trustee & Group Scout Leader

pg. 6

For the financial year from

1st Downton Scout Group Receipts and Payments Account

01.04.2023 to 31.03.2024

Receipts

----- Start of picture text -----
2023/24 2022/23
Unrestricted Restricted Endowment Total funds £
£ £ £ £
Subscriptions
Membership subscriptions via OSM 7,585 7,585 8,318
Offline Membership subscriptions 105 105 145
Less Capitation Payment passed through to District - 3,230 - 3,230 - 3,605
Net membership subscriptions retained 4,460 4,460 4,859
Sub total 4,460 - - 4,460 4,859
Grants & donations
Refurbishment Grants - 1,000
Other donations 2,541 2,541 64
Gift Aid from HMRC 726 726 -
Covid-19 Grants - -
Sub total 3,267 - - 3,267 1,064
Operational
Section events 8,167 8,167 5,599
Programme - 472
Hall hire 30 30 25
Fundraising event - Cuckoo Fair 7,154 7,154 7,912
Fundraising event - Fireworks 12,303 12,303 11,765
Sub total 27,654 - - 27,654 25,773
Total Gross Income [ 35,381 ] - - 35,381 31,695
Asset and investment sales, etc. -
Total receipts 35,381 - - 35,381 31,695
Payments
2023/24
Unrestricted Restricted Endowment Total funds
£ £ £ £
Charitable Payments
Youth programme 7,629 7,629 10,871
OSM Subscription 65 65
Hut services
3,275 3,275 1,252
Insurance
1,034 1,034 1,312
Equipment
1,093 1,093 1,551
Section events
4,982 4,982 -
Uniforms & badges 821 821 1,349
AGM and trustee expenses 82 82 -
Fundraising event: Bonfire expenses
4,245 4,245 4,454
Fundraising event: Cuckoo expenses
1,505 1,505 3,191
Repairs and renewal 449 449 1,411
Donation in lieu of hire charges 80 80
OSM expense cards 6,000 6,000
Hut refurbishment 25 25 14,435
Sub total 31,285 - - 31,285 41,307
Total Payments [ 31,285 ] - - 31,285 41,307
Net of receipts less payments 4,096 - - 4,096 - 9,612
Cash funds last year end 36,133 - 36,133 45,745
Cash funds this year end 40,229 - - 40,229 36,133
Statement of assets and liabilities at the end of the year
31.03.2024
Unrestricted Restricted Endowment Total funds 31/03/2023
£ £ £ £ £
Cash funds
Lloyds Bank current account 37,713 37,713 33,617
Santander deposit account 1,533 1,533 1,538
Santander current account 988 988 979
Total cash funds 40,234 - - 40,234 36,133
- 4
----- End of picture text -----

Contingent liabilities and future obligations

The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 18th July 2024 and signed on their behalf by

Ian Porter

Lisa Kynaston

1 LT700003

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of 1 st Downton Scout Group On accounts for the year ended 31 March 2024 Charity no (if any) 1183184 Set out on pages (relember lo Incluoe th" p34e numbers ol gddib'onal sheelsl I report to the trustees on my examination of the accounts of the above charity ('the Trust.) for the year ended 0111:; Responsibililles and As the charity trustees of the Trust. you are responsible for the preparation basis of report of the accounts in accordan with the requirements of the Charities Act 2011 ("the Acr). I report in resped 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 the appliGable Directions given by th8 Charity Commission under section 145(51(b) of the Act. I have completed my examination. I confimi that no material matters have com8 to my attention (olher than that disclosed below ") in connection with th8 8xamination which gives me cause to believe that in. any material respect: accounting records were not kept in accordanca with section 130 of the Act or the accounts do not accord with the accounting records Independent examiner's statement I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable proper understanding of the accounls to be reached. . Please delete the words in the brackets if they do not apply. Signed: Date". 2110112025 Name: Christopher Raymond Savage Relevant professional qualifi&rtion(s) or body (if any): ATh Address: 16 Grdvel Close, Downton. Salisbury, Wills SP5 3LZ IER October 2018

Section B Disclosure Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity acwunts.. dirertions and guidance for examiners). None Give here brief details of any items that the examiner wishes to disclose. IER October 2018