1[st] Fenstanton & Hilton Scout Group
Trustees’ Annual Report September 2024
Contents
- Introduction - Chair’s Report ......................................................................................................................... 3 2. Group Lead Volunteer’s Report ..................................................................................................................... 4 3. Treasurer’s Report ......................................................................................................................................... 6 4. Beavers Annual Report .................................................................................................................................. 7 5. Cubs Annual Report ....................................................................................................................................... 9 6. Scouts Annual Report .................................................................................................................................. 16 7. Other Information......................................................................................................................................... 18 7.1 Communication ...................................................................................................................................... 18 7.2 Volunteering Opportunities Available ................................................................................................... 19 Appendix A – Accounts for 2023-2024 .......................................................................................................... 20 Appendix B – Accounts scrutineer’s report ................................................................................................... 23
2
1. Introduction - Chair’s Report
The last 12 months have seen the Group Executive Committee move to the Trustee Board. The Board will now focus on governance tasks rather than operational tasks. With this in mind, recent meetings have concentrated on finance, policies, legislation, premises, risks and governance.
I would like to thank all those volunteers that have previously served on the Group Executive Committee for many years and have now decided to stand down and take their place on the support team.
You may be aware I have been your group chair for the last two years however I will be standing down at the annual general meeting.
Therefore, the Group are looking for a volunteer to step forward as chair to lead the Trustee Board by coordinating trustee activity to support the Group Scout Leader (Group Lead Volunteer) in meeting the aims of the charity.
The chair is a rewarding and interest role. Those of you wishing to apply please contact me (chair@cromwellscouts.org.uk) and I can explain what the role entails.
Many thanks
Mike Wenham Chair
The Trustees’ annual report statement for 2024 is separate to this document, in Annex A.
3
2. Group Lead Volunteer’s Report
It's been another fantastic year at 1st Fenstanton and Hilton Scouts! I'm extremely proud of what all our Beavers, Cubs and Scouts have achieved this year, made possible by the dedication of our 20+ strong team of adult volunteers and young leaders. In just the last year, together we have:
earned almost 900 badges covering everything from kayaking and climbing to photography, science, pioneering and navigation
presented 17 Chief Scout's awards, the highest award a Beaver, Cub or Scout can earn - everyone who achieved this should be very proud of themselves!
spent 12 nights away from home where we've slept in tents, hammocks, onboard a battleship and at a zoo
welcomed seven new adult volunteers to the team
supported our local community, for example by carol singing to our elderly neighbours, serving hot chocolates at the Christmas Lights switch on, and contributing to the Fenstanton summer funday with archery sessions, the slippery pole, and singing campfire songs.
A big thank you to all the Beavers, Cubs and Scouts for always being enthusiastic to try new things and get involved with all that we offer; to parents/carers for your ongoing support (and badge sewing!); and to the young leaders, leaders, and other volunteers who make Scouting happen.
Our volunteer team is always growing, and I'm thrilled to have welcomed new volunteers to every section team this year – welcome to Chris, Amy, Gareth and Caitlin! We've also said goodbye to other volunteers who have moved on or stepped back for various reasons, so thank you to Claire, Sarah and Claire for all you've done for Beavers and Cubs, and a special mention and big thank you goes to Jess Jardine (aka Jay), who decided to step down after 10 years as a Beaver leader. We're also very grateful to Marilyn and Becca who have both felt now is the time to step back from their vital behind-the-scenes roles as Treasurer and Secretary, respectively - a big thanks for your support and hard work. However, we were also very pleased to welcome Heather as our new Treasurer!
With our team changing and our waiting list growing, we are in need of more support to ensure the Group continues to thrive and to take the pressure off our current volunteers (many hands make light work). We have tasks that will suit you, your skills and other commitments so please do just reach out - but in particular we need some help with:
-
admin support, e.g. taking notes at meetings, managing membership records, or supporting our section teams with behind-the-scenes tasks
-
maintaining our equipment
-
helping to organise our involvement at community and fundraising events
-
chairing our Trustee Board (one meeting per term)
-
helping oversee the running of the group as a trustee (one meeting per term)
-
organising and running activities for our young people (even if just as a one-off)
-
Maybe you could help us out or know someone who could? We are open to all offers and always happy to chat.
Looking forward, every section has an exciting programme planned for the new term, and it promises to be another full and busy year ahead. What's more, we have also set the ball rolling for the youngest members of the Scouts family, Squirrels (age 4-6), to join us soon! We will be holding an open evening on Wednesday 2nd October (5.30pm at Fen Drayton Village Hall) for any potential Squirrels - come along if you have children age 3, 4 or 5, and please help us spread the word!
4
Thank you once again for all your support and here's to another action-packed year of Scouting adventures!
Yours in Scouting,
Jamie Ward Group Lead Volunteer
5
3. Treasurer’s Report
The following report covers the accounts for the 2023-24 financial year (year ending 31st March 2024). Please see appendix A and B of this document for the full breakdown of the accounts and the scrutineer’s report.
Subs continued at £16 per month for the financial year.
The cost of the UK Scout Association membership for the year was £4,266.
Our net of receipts over payments was £10,282.14.
We were able to claim £3,193.65 for 2022/2023 from HMRC for subs and donations . This emphasises the importance of all parents and carers who pay income tax signing up for gift aid to enable us to claim money each year to spend on your children at no cost to you.
Fundraising during the year raised £780 . The highlights were the events we ran at the Big Picnic, Sports Day and Christmas Lights. These events not only raise money but publicise the scouts and aid in recruiting volunteers.
The monies from grants and previous years’ surpluses for potential land costs have been invested in safe savings accounts which have yielded £3,090.50 in interest.
Independent scrutiny of these accounts is complete.
Marilyn Hollingdale Treasurer
6
4. Beavers Annual Report
The Beavers have had brilliant and busy year!
The autumn term always means a change in the weather and darker nights, but we don’t let that stop us. As well as busy evenings at the hall, we had visits to the Norris Museum to learn about mammoths and the ever-popular District Sausage Sizzle at Copley, where we cooked over fires and sang songs by the campfire. We also squeezed in a visit to Cambridge Mosque, where we had a guided tour and learned about Islam.
In the spring, our young leaders ran the Communicator badge. We also did the International badge – learning about and tasting food from New Zealand and there was more food tasting as part of Chinese New Year. The highlight of the term, though, was our sleepover at Shepreth Wildlife Park, with a twilight tour of the park and lots of fun activities run by the rangers.
The summer term is always busy as we try to get out and about most weeks. Beavers hiked and did archery, helped out at the allotments, enjoyed a competitive Sports Day, and visited the Raptor Foundation. There was also the annual Beavers in Tents district camp, which gave us chance to camp, meet children from across the district and take part in lots of fun challenges.
7
Another highlight for Beavers was a visit to Huntingdon Police Station, where we toured the cells, tried on the uniform and set off the sirens in the van!
We end with a ‘thank you’ to all the leaders, who put in way more than ‘just an hour a week’ and to our parents, who continue to support us via the parent rota or who come along and share their specific skills and expertise with our young people. Here’s to another busy year of Beavering in 2024–25!
Emma Waldron-Smythe Beaver Scout Leader
8
5. Cubs Annual Report
Summary
I couldn’t believe it when I was asked to write this year’s annual report: it only felt like yesterday that I wrote the last one. However, then I went through our programme and looked at what we have done. I cannot believe everything we have managed to fit in and all the experiences we have been able to teach and share with our young people since autumn last year.
What comes next in this report could not happen without the team of volunteers we have within our Cub pack, so a big thank you needs to go to Alice McMenamin, Carly Harrison, Claire Greer, Gareth Burrows, Georgia Graveling, Jamie Ward, Julianne Ince and Robin Evans. They give so much week in, week out, outside of the 1.5-hour weekly session and we could not achieve everything we do without them. I feel fortunate we have the leadership we do.
During the year we said goodbye to ten Cubs, most of whom continued their journey into Scouts. With these places available we welcomed 11 new young people into the pack, taking three young people from the waiting list and giving them an introduction to scouting. We also welcomed two new assistant section leaders; however, one has since decided to leave the pack due to other commitments. As always, and similarly with other sections, this means we are looking for more adult helpers to join the team.
This year we have presented eight Cubs with their Chief Scout Silver Award, the highest award a Cub can achieve, and a massive well done and shout out should go to Luke Boyle, Sam Boyle, Daniel Cox, Samuel Hawkins, Joseph Waldron, Alfie Smith, Lucas Parker and Oliver Bevan.
In total this year we awarded a total of 351 badges, an increase of 33% compared to last year’s 263 badges. A huge thank you to our leadership team who continue to work hard to put together a programme that allows our young people to tick these badge elements off and to our families for the work completing elements of badges at home.
Autumn Term 2023
The autumn term normally involves more indoor activities as it gets darker and the weather is not always on our side. Fortunately, we had some really great evenings planned and some visits too. The autumn term started with what is now becoming the tradition of a Copley camp, which saw us to do some backto-basic activities as well as trip to St Ives One Leisure for a spot of bowling. We ended the camp with a hike and a lovely bottle of fizzy Ribena, thankfully donated to us by Nisa in Fenstanton.
9
Phil Boyle, one of our scouting parents came in to demonstrate his drumming skills and ran a fantastic percussion evening that all the Cubs enjoyed. I am not sure the Fen Drayton Village Hall tables could say the same.
We took a trip to the Joinery shop in Bluntisham, thanks to Chil, and worked on our DIY badge, made our own wooden key rings and learned about the process of taking wood and turning it into a door or staircase.
The term ended as it normally does; with us making Christmas cards for a local community, and some carol singing, this time with our cubs visiting Hilton to sing Rudolph the Red Nosed Reindeer and Twelve Days of Christmas. Our Christmas party took a break from the ice rink where we have celebrated the last
10
two years, and instead the Cub pack went for a private session at Clip ‘n Climb to see out the term.
Spring Term 2024
There was another great term of activities planned in the spring of this year. A highlight was our trip with the Beaver colony to the pantomime, “Oh no, it wasn’t” I hear you say? Oh yes it was!!!!
Another highlight for our Cubs this term was the Chip Shop Challenge in St Ives, which saw us try a couple of different chips shops and eat A LOT of chips while walking a couple of miles during the evening. We also held a skills night where the Cubs learned and practiced a variety of skills including making tea and coffee, laying a table, changing a duvet, pumping a bike wheel, sewing, tying shoe laces, peeling vegetables, changing light bulbs and batteries and wiring a plug!!!!!
We ran another knifework evening to allow an opportunity to practice our bushcraft skills, working on safe knife handling and whittling. This was done across two evenings, as we split the pack in two. The other group, when not mastering knives, were working on creating willow fish, which I hope parents appreciated their young people bringing home!
11
We also ran two emergency first aid evenings, covering off Emergency Aid Level 2 badge, and celebrated World Book Day a little bit earlier than the schools, giving everyone, young people and leaders, a chance to dress up as their favourite characters.
Summer Term 2024
Our summer term was jam packed and it was hard when writing this to pick out some highlights. I think young people and leaders would agree that Kip on a Ship was an amazing experience. We were very fortunate to tour and stay on HMS Cavalier as well as go in a Cold War submarine. The Cubs were well behaved throughout the stay.
12
As the evenings are lighter and longer and the weather better, we were able to get out more this term. We are very fortunate and thankful that we have access to Meadow Lodge Farm in Bluntisham, and had a great evening orienteering there.
We ran a den building activity at Hinchingbrooke Park, practicing our knots and pioneering skills building different dens. We put our archery training into practice running archery activities across split evenings with a bike ride.
Jacala created an “I’m a Cub, get me out of here” evening and wow, wow, wow, what a night that was! Our young people, leaders and adult helpers all got involved including the eating of crickets and mealworms.
We represented the pack and the group at the Fenstanton Big Village Fun Day and it was great to see so many families there and the sing-song on stage made us a very proud leadership team.
We had another opportunity for a night away with our camp at Great Wilbraham, which was such an amazing site. A big thank you to Robin Evans for organising that. Archery, knifework and orienteering were back on the menu, along with a barbecue for dinner.
13
Finally, we ended the term with a visit to Little Paxton Aqua Park with the Scouts again, which is always a success and great fun.
In Closing
As I said, we have achieved a lot. I have been proud of everything our team do for our young people and the community. I am also proud and impressed by the behaviour we have seen in our young people so wish to say thank you to our scouting families. It is an absolute pleasure working with your children and seeing them grow and develop.
Finally, I have said it already, but cannot say it enough. A huge thank you to our Cub Scout leadership team. If you do see them and do feel thankful, please let them know as your words and feedback mean a lot to each and every one of them.
14
Here’s to another awesome year and I will aim to keep the Cub report a little briefer for 2025!
Dave Bevan/Akela
P.S. Please feel free to get in touch with me directly if you want to join the team
15
6. Scouts Annual Report
I’m pleased to report a busy and successful year for the Scout Troop in 2023/24.
During the summer break leader Neil and former member of the troop Georgia attended the World Scout Jamboree in South Korea. I’m sure you’ll have heard that there were some challenges along the way, but both enjoyed a unique and unforgettable experience. Leader David and Scouts Finlay and John joined the Cromwell Mountaineering Club on their 40th anniversary trip to Meggernie in Scotland.
Our first activity after the summer break was a weekend camp at our local campsite Copley. A group of the older Scouts spent Saturday training and preparing for their Expedition Challenge Hike, while everyone else took part in activities including building an obstacle course, making a pizza oven and cooking our meals on campfires. On Sunday we struck camp and got ready for the Group Activity Day where the Scout section gave family members a chance to have a go at fire lighting and campfire cooking.
Our autumn term programme included stop-motion animation,
hearing about Neil’s experiences at the Jamboree, a “hunted hike” (where the patrols were chased by leaders), communicator badge (organised by young leader Cameron), campfire cooking, an incident hike, circus skills, a visit to the Cambridge Museum of Technology, supermarket sweep and a control centre incident challenge. We also had a 90th birthday party for leader Poppy, with a huge cake and old-fashioned party games.
In October eight Scouts did their Expedition
Challenge Hike – a two-day hike carrying full kit and navigating through the Suffolk countryside. Despite taking different routes the two teams somehow managed to finish within five minutes of each other! This challenge forms part of the Chief Scout’s Gold Award, the top award Scouts can gain, which Mia, John and Finlay all achieved during the year. Many congratulations!
In December we held our winter indoor camp at Copley. Activities
included a hike, blind-fold cookies, games and swimming, but the highlight was the Christmas party on Saturday evening, with a huge feast and karaoke.
During the spring term we held a troop forum, practised our scouty skills, did some cooking, a Lego-based team challenge, worked on the photographer and air activities badges, and a drop-zone hike. At the troop forum we asked each patrol to plan a meeting for our programme, and during the spring term Cobras patrol organised a pancake evening (cooked on campfires) and Stags
16
ran an evening of wide games. Our end of term activity was the CryptX escape room.
Two teams entered the annual Forward Hike – a 10-mile hike with challenges along the way. Both teams did brilliantly, finishing the course in good time and performing well in the challenges. They gained 3rd and 7th place in the chaperoned category, which is an excellent result for such young teams.
In April we camped at Two Mile Bottom campsite in Thetford forest. The theme was ‘survival’ and we practised fire lighting techniques, built shelters, slept in hammocks and used knives to carve chopsticks to eat dinner with. Other activities included archery and laser tag.
In the summer term we continued our series of patrolled evenings: Lions ran an indoor Olympics, and Eagles organised shelter building with water games. The
patrol-led evenings were each a great success, so congratulations to the patrol leaders and their assistant patrol leaders. We made good use of the light evenings with lots of outdoor sessions: archery, pioneering, a bike ride, wide games, a treasure hunt around Fenstanton (organised by young leader Harry), a campfire cooking competition, an evening of rounders with nettle tea, water park, and finally canoeing and stand-up paddle boarding.
Scouts also have opportunities to join activities and trips organised outside of our group. Lewis, Daniel, Isla R, Robert, Jess S and Finlay R all joined climbing and mountaineering trips run by the Cromwell Mountaineering Club. Isla R also joined a CambsMAT mountaineering trip and the Cygnet sailing trip on the Norfolk Broads. As a result, Isla currently leads the nights-away leaderboard with 40 nights away in Beavers, Cubs and Scouts so far. Before leaving to join Explorers, Finlay R gained his 50-nights-away badge, which is rarely awarded. (He spent more than seven weeks away from home!)
All of this happens thanks to the support of a hard-working team of volunteers. Very many thanks to the leaders Jess, Paul, Neil, Caitlin and Poppy; to the young leaders Greg, Harry and Cameron, to Jamie our GSL and to the board of trustees and other supporters. David and Paul both received their 10 years’ service award, and Jess her 15 years’ service award. Neil received a special award for supporting the county and district as a photographer. The leaders also gained a number of activity permits during the year, enabling us to take Scouts hill walking (David), run archery (David & Jess) and do tomahawk throwing (Neil).
David Riddoch Scout Leader
17
7. Other Information
7.1 Communication
Alongside using OSM (onlinescoutmanager.co.uk) to contact you, we have individual email addresses for our Group, which can be used if you need to contact the sections or members of the executive committee directly. These are as follows:
Beavers - beavers@1st-fenstantonandhilton-scouts.org.uk
Cubs - cubs@1st-fenstantonandhilton-scouts.org.uk
Scouts - scouts@1st-fenstantonandhilton-scouts.org.uk
Treasurer - treasurer@1st-fenstantonandhilton-scouts.org.uk
Secretary - secretary@1st-fenstantonandhilton-scouts.org.uk
Membership - membership@1st-fenstantonandhilton-scouts.org.uk
Communications - comms@1st-fenstantonandhilton-scouts.org.uk
Working with so many different families, we do appreciate that the way we communicate works really well for some families and less well for others, whilst acknowledging that whatever we do (with this or indeed anything else) we are unlikely to please everyone. We use OSM as our primary communication channel. Please make sure all your details are up to date by regularly “checking in” and please do check your email and spam filters to ensure important information about events and activities doesn’t get missed.
If you have any suggestions for consideration (about this or any other topic) please do raise them directly to gsl@1st-fenstantonandhilton-scouts.org.uk
18
7.2 Volunteering Opportunities Available
You look like a role model!
At 1st Fenstanton and Hilton Scouts, we LOVE doing what we do – empowering young people with skills for life, helping them make friends for life and starting them on the adventurous journey through Scouting – which can last for life.
But with more than 50 children waiting to join our Beavers, Cubs and Scouts sections, we need your support. Could you be one of our amazing volunteers who can guide the next generation through their Scouting journey?
With roles to fit around your skills and commitments, volunteering with us is a hugely rewarding experience – and looks great on your CV too!
To find out more about starting or continuing your Scouting journey with us, visit our Facebook page: https://www.facebook.com/1stFenHilScouts, or email us at comms@1st-fenstantonandhiltonscouts.org.uk.
#SkillsForLife
19
Appendix A – Accounts for 2023-2024
Receipts and payments account for the year from 1[st] April 2023 to 31[st] March 2024
| Receipts and payments | ||
|---|---|---|
| Receipts | 2023/24 £ £16,923.31 £7,451.00 £1,358.08 £3,193.65 £180.00 £899.40 £30,005.44 £0.00 £0.00 £64.92 £331.00 £205.70 £21.00 £197.37 £819.99 £3,090.50 £3,090.50 £33,915.93 £0.00 £33,915.93 |
2022/23 £ |
| Donations, legacies and similar income | ||
| Membership subscriptions + programme extras | £16,923.31 | £13,453.60 |
| Events/Campincome | £7,451.00 | £5,121.15 |
| Donations | £1,358.08 | £497.51 |
| Gift Aid | £3,193.65 | £6,842.34 |
| Uniform income | £180.00 | £0.00 |
| Group income | £0.00 | |
| Sub total | £30,005.44 | £25,914.60 |
| Grants | ||
| Covidgrant | £0.00 | £1,449.00 |
| Sub total | £0.00 | £1,449.00 |
| Fundraising events(gross) | ||
| EasyFundraising | £64.92 | £29.84 |
| BigPicnic | £331.00 | £0.00 |
| Sports Day | £205.70 | £60.50 |
| Badge Sewing | £21.00 | £0.00 |
| Christmas Lights | £191.79 | |
| Sub total | £819.99 | £282.13 |
| Investment income | ||
| Bank interest | £3,090.50 | £0.00 |
| Sub total | £3,090.50 | £0.00 |
| Total Gross Income Asset and investment sales, etc. Total receipts |
||
| £27,645.73 | ||
| £0.00 | ||
| £33,915.93 | £27,645.73 |
20
| Receipts and payments | ||
|---|---|---|
| Payments | 2023/24 £ £4,266.00 £4,290.01 £5,537.70 £1,606.30 £1,293.43 £0.00 £457.01 £0.00 £1,350.45 £3,007.22 £120.00 £995.52 £0.00 £380.49 £218.66 £72.00 £23,594.79 £19.00 £20.00 £39.00 £23,633.79 £0.00 £23,633.79 £10,282.14 £115,059.30 £125,341.44 |
2022/23 £ |
| Charitable Payments | ||
| Membershipsubscriptions | £4,266.00 | £4,171.50 |
| Youthprogramme and activities | £4,290.01 | £2,906.92 |
| Events/camps | £5,537.70 | £8,154.11 |
| Rent | £1,606.30 | £1,419.12 |
| Badges,woggles,neckers | £1,293.43 | £906.63 |
| Land | £0.00 | £240.00 |
| Insurance | £457.01 | £424.41 |
| Repairs and renewals | £0.00 | £0.00 |
| Equipment | £1,350.45 | £510.21 |
| Groupexpenses | £3,007.22 | £364.00 |
| Discretionaryfund | £120.00 | £18.50 |
| Uniforms | £995.52 | £0.00 |
| AGM and trustee expenses | £0.00 | £0.00 |
| Activityday/AGM | £380.49 | £0.00 |
| OSM costs | £218.66 | £180.98 |
| Bank charges | £72.00 | £72.00 |
| Sub total | £23,594.79 | £19,368.38 |
| Fundraising expenses | ||
| BigPicnic | £19.00 | £0.00 |
| Sports Day | £20.00 | £0.00 |
| Sub total | £39.00 | £0.00 |
| Total Gross Expenditure Asset and investment purchases, etc. Total payments Net of receipts/(payments) Cash funds last year end Cash funds this year end |
||
| £19,368.38 | ||
| £0.00 | ||
| £19,368.38 | ||
| £10,282.14 | £8,277.35 | |
| £115,059.30 | £106,781.95 | |
| £125,341.44 | £115,059.30 |
21
| Statement of assets and liabilities at the end of the year | ||
|---|---|---|
| 2023/24 £ £30,341.44 £95,000.00 £289.50 £125,630.94 £125,630.94 |
2022/23 £ |
|
| Cash funds | ||
| Bank current account | £30,341.44 | £30,059.30 |
| Bank deposit account | £95,000.00 | £85,000.00 |
| Cash/Floats | £289.50 | £289.50 |
| Total cash funds | £125,630.94 | £115,348.80 |
| Total net assets | £125,630.94 | £115,348.80 |
22
Scouts Appendix B- Accounts scrutineerfs report Template for the scrutineer's report to the trustees Scrutlneees Report to the Trustees of 1st Fenstanton & Hilton Scouts As ihe Gioup'sK)iSirid'S trustees yvu ¥• T•¥Se fty wewotK>n ofthe Kr¢x¥rts.' you (w4dr th•t lIh •n •udit or Indw>eTr•rt •xaff¥rwtion to xrubrNse tht and to rewtlo you. acc(wts setfxrt on p•ges...... ...... K¢ith WNI•.. 49 Fltheld Cl¢x¢ FenslKrton..-.- -.PE28 9FE. Ootv....-......06 Autyot 2024. 23
Trustees' Annual Report
For the period
| From (start date) | 0 | 1 | 0 | 4 | 2 | 3 | 3 | 3 | 1 | 0 | 3 | 2 | 4 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Section A | Reference and administration | details | |||||||||||
| Charity name Other names the charity is known by Registered charity number (if any) HQ registration number Charity’s principal address |
|||||||||||||
| 1st Fenstanton and Hilton Scout Group | |||||||||||||
| Ashcroft,The Fen | |||||||||||||
| Fenstanton | |||||||||||||
| Huntingdon | |||||||||||||
| Postcode | P | E | 2 | 8 | 9 | J | T |
Names of the charity trustees who manage the charity
(These will be published in the annual report of the charity and the Charity Register if reporting for a Registered Charity with a charity regulator)
| 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 |
|---|---|---|---|
| Mike Wenham | Chair | ||
| Becca Graveling | Secretary | ||
| Marilyn Hollingdale | Treasurer | ||
| Jamie Ward | GroupLead Volunteer | ||
| CathyFewtrell | Trustee | ||
| Ian Hucklesby | Trustee | ||
Names and addresses of advisers (optional information but encouraged as best practice) (These will be published in the annual report of the charity)
Type of advisor Name Address
Section B
Structure, governance and management
1 LT700001 (27 February 2024)
Description of the charity’s trusts
Type of governing document
(e.g. trust deed, constitution) How the charity is constituted (e.g. trust, association, company) Trustee selection methods (e.g. appointed by, elected by)
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.
The Group is a trust established under its rules which are common to all Scouts. The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association.
Additional governance issues (optional information but encouraged as best practice)
You may choose to include additional information, where relevant, about:
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
The Group is managed by the Group Trustee Board, 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 Trustee Board consists of the Chair, Treasurer and 4 Trustees (including 1 Ex Officio Trustees) and meets every 3 months.
Members of the Trustee Board complete Being a Scouts Trustee learning within the first 6 months of joining the Board.
This Group Trustee Board exists to make sure the charity is well-managed, risks are assessed and mitigated, buildings and equipment are in good working order, and everyone follows legal requirements and the organisation's policies and rules. Their support helps other volunteers run highquality and safe programmes that gives young people skills for life.
2 LT700001 (27 February 2024)
| Section B | Structure, governance and management (continued) |
|---|---|
| Risk and Internal Control (Specimen 1) The Group Trustee Board 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 does not own any property and rents meeting spaces for section meetings from third-parties (local village hall and local school). These meeting places are covered by independent insurance held by the third parties. The Group has sufficient contents insurance in place to mitigate against permanent loss, and is covered by the Public Liability insurance of the Scout Association. 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 fundraising. The Group is primarily reliant upon income from subscriptions, Gift Aid, and fundraising. The group holds sufficient reserves to ensure the continuity of activities should there be a major reduction in income. The Board could raise the value of subscriptions to increase the income to the group on an ongoing basis, either temporarily or permanently, if required. 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 14. 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. Risk and Internal Control (Specimen 2) 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 (27 February 2024)
| Section C | Objectives and activities |
|---|---|
| Summary of the objects of the charity set out in its governing document Summary of the main activities in relation to these objects |
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. |
| The Group delivers a programme of fun, challenging and adventurous activities through weekly section meetings, day trips, and nights away, which are all run in accordance with the Policies, Organisation and Rules (POR) of the Scout Association. The programme is delivered by adult volunteers and is shaped by young people through their input of ideas and age-appropriate peer leadership roles. |
Additional details of the objectives and activities (optional information but encouraged as best practice)
You may choose to include further statements, where relevant, about: • policy on grantmaking; • contribution made by volunteers; • policy on investments.
Public benefit statement
The Group meets the Charity Commission's public benefit criteria under both the advancement of education and the
4 LT700001 (27 February 2024)
advancement of citizenship or community development headings.
| Section D | Achievements and performance |
|---|---|
| Summary of the main achievements of the charity during the year |
|
| Continued to run successful Beavers, Cubs and Scouts sections, maintaining a healthy youth membership of 75 young people (as of Scout Census in January 2024) (2023: 78 youth members). The Group has also recruited and retained a strong team of adult volunteers who have successfully worked together to deliver the programme in a safe and sustainable manner (2024: 23 adult volunteers. 2023: 23 adult volunteers). |
| Section E | Financial Review |
|---|---|
| Quantify and explain any designations Details of any funds materially in deficit (circumstances plus steps to eliminate) Further financial review details (optional information) The Group held reserves of approximately £5000 against this at year end. This is at the level required to cover operating expenses in the event of a shortfall in income. The Group also has significant additional funds ringfenced for other purposes to secure the long-term future of the group (see Section F below). 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 Trustee Board considers that the group should hold a sum equivalent to 3 months running costs, circa £5000. Brief statement of the charity’s policy on reserves N/A |
The Group held reserves of approximately £5000 against this at year end. This is at the level required to cover operating expenses in the event of a shortfall in income. The Group also has significant additional funds ringfenced for other purposes to secure the long-term future of the group (see Section F below). 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 Trustee Board considers that the group should hold a sum equivalent to 3 months running costs, circa £5000. |
| N/A |
You may choose to include additional information, where relevant, about: Investment Policy (Specimen 1) • the charity’s principal sources of funds (including any fundraising); 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.
5 LT700001 (27 February 2024)
• how expenditure has supported the key The Group Trustee Board regularly monitors the levels of objectives of the charity; 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 Trustee Board considers the cash flow requirements. • investment policy and objectives; Investment Policy (Specimen 2) The Group does not have sufficient funds to invest in longer term investments. The Group has therefore adopted a risk averse strategy to the investment of its funds. All funds are held in cash using only mainstream banks or building societies.
| Section F | Other Optional Information |
|---|---|
| Plans for future periods (details of any significant activities planned to achieve them) |
|
| A significant proportion of the Group's capital funds are ringfenced for the potential development of a Scout Hut on land which is due to be leased to the Group from the Parish Council (subject to securing the lease agreement). These funds were raised through a generous grant following the closure and disposal of the former Literary Institute in Fenstanton. |
|
| Section G | Declaration |
The trustees declare that they have approved the trustees’ report above
Signed on behalf of the charity’s trustees
| Signature(s) Full name(s) Date Position (eg Secretary, Chair) |
M Wenham | M Wenham | M Wenham | M Wenham | M Wenham | M Wenham | |
|---|---|---|---|---|---|---|---|
| M Wenham | |||||||
| Chair | |||||||
| 0 1 0 9 2 4 |
|||||||
| 0 | 1 | 0 | 9 | 2 | 4 |
6 LT700001 (27 February 2024)