Fenland Scouts Association
(Registered Charity 300724)
Trustees' Annual Report for the year ended 31[st ] March 2021
Charity’s Principal Address: Oldfield Lane, Wisbech PE13 2RJ Correspondent Address: 3 Mills Gardens, March PE15 9FB
– Section A Reference & Administration Details
Names of the Charity Trustees who manage the charity
| Trustee Name | Office (if any) | Dates acted if not for whole year |
Elected unless Otherwise stated |
|---|---|---|---|
| Ian Bullard | District Commissioner (appointed 8th January 2020 |
Ex-Officio | |
| Anne Appleby | From 14thNovember 2020 | ||
| David Driver | From 14thNovember 2020 | ||
| Linda Edwards | Secretary | Ex-Officio | |
| Clinton Elkin | Nominated | ||
| Norman Flatt | From 14thNovember 2020 | Nominated | |
| Andy Fox | District Explorer Scout Commissioner | Ex-Officio | |
| Jonathan Harwood | Chairman | Nominated | |
| John Lattimore | Until 14thNovember 2020 | Nominated | |
| Katie Leach | From 14thNovember 2020 | ||
| Graham Martin | Nominated | ||
| Chris Morcel | Until 14thNovember 2020 | Nominated | |
| Gavin Philpott | Until 14thNovember 2020 | ||
| Godfrey Smith | Treasurer | Ex-Officio | |
| Caroline Spaxman | From 14thNovember 2020 | Nominated | |
| Richard Wingfield | |||
Subsequent to 31[st] March 2021, Grant Barlow was co-opted as a Trustee effective 20[th] May 2021.
Principal Bankers
Barclays Bank PLC – March Branch, Cambridgeshire. Following the closure of the March branch in July 2021, local facilities are now at Wisbech, Cambridgeshire.
Fenland Scouts Association
(Registered Charity 300724)
st Trustees' Annual Report for the year ended 31 March 2021 (continued)
– Section B Structure, Governance & Management
The District is a trust established under its rules which are common to all Scouts. The District'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.
Trustees :
Some Trustees are appointed by the District Commissioner. Others are appointed in accordance with the Policy, Organisation and Rules (“POR”) of The Scout Association.
District Executive Committee
The District is managed by the District Executive Committee, the members of which are the Charity Trustees of the Scout District, 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 District Executive Committee consists of 13 representatives comprising, Chair, Treasurer and Secretary together with nominated, elected, co-opted and ex-officio members and normally meets bi-monthly. The Executive Committee exists to support the District Commissioner in meeting the responsibilities of the appointments and is responsible for:
-
The maintenance of District property;
-
The raising of funds and the administration of the District’s finances;
-
The insurance of persons, property and equipment;
-
District public occasions;
-
Appointing any sub committees that may be required.
Risk and Internal Control
The District Executive Committee has identified the major risks to which they believe the District 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 District would seek the use of buildings, property and equipment from neighbouring organisations. The District has adequate buildings and contents insurance in place to mitigate against permanent loss.
-
Injury to leaders, helpers, supporters and members. The District, through the membership fees, contributes to the Scout Association’s national accident insurance policy. Risk assessments are undertaken before all activities.
-
Reduced income from fund raising. The District is primarily reliant upon income from subscriptions, fundraising and rental income. The District 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 District on an ongoing basis, either temporarily or permanently.
Fenland Scouts Association
(Registered Charity 300724)
Trustees' Annual Report for the year ended 31[st ] March 2021 (continued)
- Reduction in number or loss of leaders. The District is totally reliant upon volunteers to run and administer the activities of the Scout Groups within the District. 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 concerned.
The District 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 policy to ensure that insurable risks are covered.
– Section C Objectives & Activities
The objective of the District is to oversee the Groups and District Explorer Scout Units within the District. The District meets the Charity Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or community development headings.
PURPOSE, VALUES & METHOD from POR
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
Fenland Scouts Association
(Registered Charity 300724)
Trustees' Annual Report for the year ended 31[st ] March 2021 (continued)
Fenland Scouts Association oversees Scouting in Fenland .
The following Scout Groups were active in the District at 31[st ] March 2021:
1[st ] Doddington, 1[st ] March, 1[st ] Whittlesey, 2[nd ] Chatteris, 2[nd ] March, 3[rd ] Wisbech (St Augustine’s), 12[th ] Wisbech (Upwell & Outwell), 14[th ] Wisbech, 15[th ] Wisbech (North Level Parishes) and 47[th] Peterborough, Thorney Abbey.
Explorer Units: Mercian Unit (Whittlesey), Stonecross (March) and Alpha Unit (Wisbech St Mary).
The January 2021 census showed that the number of young people regularly involved in Scouting activities across the District numbered 359 (2020 507).
A subscription is levied for membership which supports Scouting at National, County & District levels. For 2021 the amount has only been levied on youth members (not leaders or adult volunteers) and was £42.00 (2020 - £44.00) of which £Nil (2020 - £4.50) is retained by District. The District owns land and buildings comprising a camp site at Gaul Road, March and its headquarters at Oldfield Lane, Wisbech. Whilst their prime purpose is for Scouting within the District, these properties are available for private hire, the income from which is used to offset the costs associated with the sites’ maintenance and helps to maintain reasonable levels of membership subscriptions.
– Section D Achievements & Performance
Trustees Update
During the year, the Trustees have agreed to amend the District Constitution. This will involve voting on removing the current Constitution and reverting to POR alongside various resolutions. This will be put to the District Scout Council for adoption at the AGM 2021.
Subsequent to the year end, the Trustees created a Fenland Adult Appointment Sub-Committee and recruitment team as a mandated sub-committee of the Executive. The Appointments Sub-Committee has a chair and secretary and it will be able to pro-actively manage the appointments process.
The Trustees have agreed to the creation of a Fenland website and have set aside a small amount of funds to enable an initial site to get set up with the intention of going live before the end of the current financial year.
As part of the ongoing premises review within the District, the Trustees asked an independent Health and Safety professional to be the District Health and Safety adviser. This individual has been helpful with undertaking advice on the state of our current property and is working with the property sub-committee to ensure our premises are safe for use by both Scouting and third parties. As part of this effort, work had to be undertaken at its premises to ensure compliance with various pieces of health & safety legislation. This included placing new warning signs on buildings as well as having our Scouting risk assessments approved by Cambridgeshire Scouts. This was accomplished subsequent to the year end.
A District Development Plan has been started by the District Commissioner. However owing to the lack of face to face meeting time due to the Covid restrictions, this has not formally been reviewed by the Trustees. The intention is to review and adopt a formal District Executive Development Plan by the end of the current financial year.
The Trustees (acting through the District Executive) met twelve times during the year. It sets policies, monitors progress and controls the management of the charity. The Annual General Meeting in respect of the 2019/20 financial and administrative year was held on 14[th] November 2020.
Fenland Scouts Association
(Registered Charity 300724)
Trustees' Annual Report for the year ended 31[st ] March 2021 (continued)
Uniformed Update
Due to the Covid 19 pandemic and subsequent lockdown restrictions, this year has seen significant challenges to Scouting across the whole District. Virtually every aspect of Scouting has had to adapt and adjust to constantly changing situations and regulations.
For a large part of the year the only way to continue program delivery was via digital format, Zoom or Microsoft Teams. This has posed significant challenges to leadership teams particularly due to varied IT knowledge and capabilities with many leaders having to learn a completely new skill/discipline from scratch.
In addition to this leaders have had to completely re-invent program delivery and in many cases content in effect switching from the great outdoors to the great indoors.
This process has been supported by County but in particular by the District team improving communication and support to Groups. GSL and AGSL meetings were held on a regular basis, at times monthly, to provide guidance, support and share ideas.
Most Groups have been able to provide and deliver programs however it must be mentioned some have been unable to do so. In these instances, the Groups have had to suspend all activities until face to face Scouting can return.
Beaver section membership has been particularly hit with some Groups down to only one or two. It is however expected that this section will see a springboard effect as face to face Scouting returns whereupon numbers can recover due to the commencement of the provision of hands on program activities.
As the Scout Association readiness levels changed allowing for differing levels of face to face activity to resume, comprehensive and detailed Covid risk assessment had to be carried out supported by an extensive approval process. As part of this process the District leadership team conducted significant consultation and training with Groups either via GSL/AGSL meetings or individually.
This was heavily supported by the District Executive who facilitated the approval process and supported with feedback and advice to enable risk assessments to be amended accordingly. This process was a truly joint effort between the District Executive and the uniformed leadership team.
Due to reductions in subscriptions many Groups have been significantly impacted financially. District provided financial support in the form of a grant to alleviate the pressure of meeting capitation requirements. In addition to this extensive support has been provided identifying and assisting with individual grant applications to third parties, for example Fenland District Council.
Virtual Camp – During the summer of 2020 the District facilitated a Virtual District camp, organized by Caroline Spaxman. The concept of a virtual camp was a totally alien concept to many.
The camp was very well attended providing all the young people and leaders, who attended, with a weekend of fun activities.
The camp was a resounding success.
Adult Training – During this year the District carried out a major drive to reduce the number of mandatory training non-compliance instances from 80% to below 8%. The result of this is that mandatory non-compliance now stands at less than 8% which is a major achievement.
Fenland Scouts Association
(Registered Charity 300724)
Trustees' Annual Report for the year ended 31[st ] March 2021 (continued)
Great efforts have been made under exceptionally difficult circumstances to encourage leadership teams across the whole of the District to begin to effectively work together. This is an on-going process which is beginning to show very positive signs with District led activities being pro-actively planned for next year.
During the coming year priority will be focused on recruitment of adults in particular. This should be helped by the creation of the Fenland Website by the small support team, who will also administer it. As mentioned above this should go live by 31[st] March 2022.
Overall, the individual Groups have continued to provide Scouting in their towns and villages albeit as best they can.
Looking forward to the next twelve months, the District will be reviewing its property and governance arrangements. In addition to this we will be aiming to engage further with the ten Scout Groups across the District and will be supporting the District Commissioner and his team to enable Scouting hopefully as we come out of the Covid-19 restrictions.
– Section E Financial Review
Reserves Policy
The District's policy on reserves is to hold sufficient resources to continue the charitable activities of the District should income and fundraising activities fall short. The District’s unrestricted carried forward balance (including debtors for membership fees from Fenland Scout Groups) amounted to approximately £139,000. This has increased from the previous year, due to Covid -19 related grants being received. The Executive believe that whilst approximately £35,000 is considered necessary to be held as a general reserve, the District may have to support Groups to return to normal scouting over the coming years and therefore the current level of reserves is required.
– Section F Other
Nothing to report.
– Section G Declaration
The Trustees declare that they approved this report at the Executive Meeting held on 25[th] August 2021 and authorised the Chairman to sign on its behalf.
Jonathan Harwood – Chairman
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Fenland Scouts Association
(Registered Charity 300724)
| Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association | |||
|---|---|---|---|---|---|---|---|---|---|
| Receipts and Payments Account | |||||||||
| Year start date | Year end date | ||||||||
| For the year from |
01 April 2020 | To | 31 March 2021 | ||||||
| Receipts and payments | |||||||||
| 2020-21 | 2019-20 | ||||||||
| Unrestricted funds |
Restricted funds |
Endowment funds |
Total funds | Total funds | |||||
| £ | £ | £ | £ | £ | |||||
| Receipts | |||||||||
| Donations, legacies and similar income |
|||||||||
| Membership subscriptions 2020 | 11,220 | - | - | 11,220 | 4,574 | ||||
| Membership subscriptions 2021 | 11,508 | 11,508 | 11,716 | ||||||
| Less: Membership subscriptions paid to County 2021 |
(15,078) | - | - | (15,078) | (20,027) | ||||
| Net membership subscriptions retained |
7,650 | - | - | 7,650 | (3,737) | ||||
| Donations | - | - | - | - | - | ||||
| Sale of badges & kit | 49 | - | - | 49 | 502 | ||||
| Campsite & activities | - | - | - | 1,474 | |||||
| District Events | - | - | |||||||
| Othersimilar income | - | - | - | - | - | ||||
| Sub total | 7,699 | - | - | 7,699 | (1,761) | ||||
| Grants | |||||||||
| Network Development | - | - | - | - | - | ||||
| Other grants - Local Authority Covid-19 | 41,416 | - | - | 41,416 | - | ||||
| Sub total | 41,416 | - | - | 41,416 | - | ||||
| Fundraising (gross) | |||||||||
| Other fundraising activities | - | - | - | - | - | ||||
| Sub total | - | - | - | - | - | ||||
| Investment income | |||||||||
| Bank interest | 977 | - | - | 977 | - | ||||
| Building Society interest | - | - | - | - | - | ||||
| The Scout Association Short Term Investment Service |
- | - | - | - | - | ||||
| Property Rent income | 930 | - | - | 930 | 4,072 | ||||
| Other investment income | - | - | - | - | - | ||||
| Sub total | 1,907 | - | - | 1,907 | 4,072 | ||||
| **Total Gross Income ** | 51,022 | - | - | 51,022 | 2,311 | ||||
| Asset and investment sales, etc. | - | - | - | - | |||||
| Total receipts | 51,022 | - | - | 51,022 | 2,311 | ||||
Fenland Scouts Association
(Registered Charity 300724)
| Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association | |||
|---|---|---|---|---|---|---|---|---|
| Receipts and Payments Account | ||||||||
| Year start date | Year end date | |||||||
| For the year from |
01 April 2020 | To | 31 March 2021 | |||||
| Receipts and payments | ||||||||
| 2020-21 | 2019-20 | |||||||
| Unrestricted funds |
Restricted funds |
Endowment funds |
Total funds | Total funds | ||||
| £ | £ | £ | £ | £ | ||||
| Payments | ||||||||
| Charitable Payments | ||||||||
| Grants to Scout Groups within District | 4,137 | - | 4,137 | |||||
| Youth programme and activities | - | 1,857 | ||||||
| Campsite expenditure | 677 | - | 677 | 344 | ||||
| Tennant rent refund | 520 | - | 520 | - | ||||
| Caretaker at Headquarters | 1,946 | - | 1,946 | 2,455 | ||||
| Headquarters running expenses | 4,158 | - | 4,158 | 2,100 | ||||
| Imrpovements to headquarters | - | - | - | 915 | ||||
| Insurance | 1,158 | - | 1,158 | 1,143 | ||||
| Equipment purchases | - | - | 189 | |||||
| Purchase of badges | - | - | 441 | |||||
| Training | - | - | 200 | |||||
| District Events | - | - | - | |||||
| Miscellaneous | 260 | - | 260 | 323 | ||||
| Sub total | 12,856 | - | - | 12,856 | 9,967 | |||
| Fundraising expenses | ||||||||
| Other fundraising costs | - | - | - | - | - | |||
| Sub total | - | - | - | - | - | |||
| **Total Gross Expenditure ** | 12,856 | - | - | 12,856 | 9,967 | |||
| Asset and investment purchases, etc. |
- | - | - | - | - | |||
| Totalpayments | 12,856 | - | - | 12,856 | 9,967 | |||
| Net of receipts/(payments) | 38,166 | - | - | 38,166 | (7,656) | |||
| Transfers between funds | - | - | - | |||||
| Cash funds last year end | 98,386 | 15,505 | - | 113,891 | 121,547 | |||
| Cash funds this year end | 136,552 | 15,505 | - | 152,057 | 113,891 | |||
Fenland Scouts Association
(Registered Charity 300724)
| Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association | Fenland Scouts Association |
|---|---|---|---|---|---|---|---|---|---|
| Statement of assets and liabilities at the end of the year | |||||||||
| 31 March 2021 | 31 March 2020 | ||||||||
| Unrestricted funds |
Restricted funds |
Endowment funds |
Total funds | Total funds | |||||
| £ | £ | £ | £ | £ | |||||
| Cash funds | |||||||||
| Bank current account | 65,519 | 15,505 | - | 81,024 | 43,782 | ||||
| Bank deposit account | - | - | - | - | |||||
| Building society account | - | - | - | - | |||||
| Fixed Term deposit with Shawbrook Bank |
70,977 | - | - | 70,977 | 70,000 | ||||
| Cash/Floats | 56 | - | - | 56 | 109 | ||||
| Total cash funds | 136,552 | 15,505 | - | 152,057 | 113,891 | ||||
| Other monetary assets | |||||||||
| Rent | - | - | - | - | 200 | ||||
| Debts due from the County/Area/District/Group |
3,570 | - | - | 3,570 | 11,220 | ||||
| Insurance claim | - | - | - | - | - | ||||
| Sub total | 3,570 | - | - | 3,570 | 11,420 | ||||
| Investment assets | |||||||||
| Investment property - detail | - | - | - | - | - | ||||
| Quoted investments | - | - | - | - | - | ||||
| Other investments - detail | - | - | - | - | - | ||||
| Sub total | - | - | - | - | - | ||||
| Non monetary assets for charity's own use |
|||||||||
| Land & Buildings | |||||||||
| Oldfield Lane, Wisbech | Unrestricted | - | - | Unrestricted | Unrestricted | ||||
| Gaul Road, March | Unrestricted | - | - | Unrestricted | Unrestricted | ||||
| Other - Rent | - | - | |||||||
| Sub total | - | - | - | - | - | ||||
| Liabilities | |||||||||
| Accounts not yet paid | 1,327 | - | - | 1,327 | - | ||||
| Expenses incurred but not invoiced | - | - | - | - | - | ||||
| Subscriptions prepaid | - | - | - | - | - | ||||
| Loan - detail | - | - | - | - | - | ||||
| Other liabilities | - | - | - | - | - | ||||
| Sub total | 1,327 | - | - | 1,327 | - | ||||
| Contingent liabilities and future obligations | |||||||||
| None | |||||||||
| The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on28th July 2021 and signed on their behalf by |
|||||||||
| Jonathan Harwood Chairman | |||||||||
| Godfrey Smith Treasurer | |||||||||