43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group
Trustees' Annual Report
| ustees' Annual Report | ustees' Annual Report | |
|---|---|---|
| for the year ended 31 March 2021 | ||
| Section A | Reference and administration details | |
| Name 43rd Bristol(St MaryMagdalene,Stoke Bishop)Scout Group Other names known by 43rd Bristol Scout Group Registered charity number 302159 Principal address Scout Hut,15 - 17 Kewstoke Road,Stoke Bishop,Bristol Names of the Group Executive Committee members, who are the Trustees: Name Office Date Charles Elderton Chair Nicky Woodfield Group Scout Leader Sarah Elderton Secretary Scott Whitby-Smith Treasurer Steve Brown Scout Leader Yvonne Griffiths Cub Leader To 16 June 2020 Jacquie Carn Group Supporter Carolyn Jenkins Fundraising Committee Chair Jon Kennedy Web Master Andy Judd Community Liaison Officer Rev’d Jema Ball Sponsor's Representative From 16 June 2020 |
||
| 43rd Bristol(St MaryMagdalene,Stoke Bishop)Scout Group | ||
| 43rd Bristol Scout Group | ||
| 302159 | ||
| Scout Hut,15 - 17 Kewstoke Road,Stoke Bishop,Bristol | ||
| Charles Elderton Chair Nicky Woodfield Group Scout Leader Sarah Elderton Secretary Scott Whitby-Smith Treasurer Steve Brown Scout Leader Yvonne Griffiths Cub Leader To 16 June 2020 Jacquie Carn Group Supporter Carolyn Jenkins Fundraising Committee Chair Jon Kennedy Web Master Andy Judd Community Liaison Officer Rev’d Jema Ball Sponsor's Representative From 16 June 2020 |
||
| Section B Structure, governance and management |
||
| Description of the charity’s trust: The Group is a trust established under its rules which are common to all Scouts. 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 constituted Trustee selection The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association. Manage- ment The Group is managed by the Group Executive Committee, with the majority of the members being ‘Charity Trustees’ of the Scout Group. This consists of the Chair, Treasurer and Secretary together with the Group Scout Leader and individual Section Leaders and any parent representatives (as required). 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. The Committee meets a minimum of 3 times a year. This Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of the appointments 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 events and 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. |
||
| 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. |
||
| 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. |
||
| The Group is managed by the Group Executive Committee, with the majority of the members being ‘Charity Trustees’ of the Scout Group. This consists of the Chair, Treasurer and Secretary together with the Group Scout Leader and individual Section Leaders and any parent representatives (as required). 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. The Committee meets a minimum of 3 times a year. This Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of the appointments 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 events and 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. |
1
43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group
Trustees' Annual Report
for the year ended 31 March 2021
| Section B Structure, governance and management (continued) |
|
|---|---|
| Risks Risks and Internal Control Internal Control |
|
| 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: 1. Safeguarding members. The Group gives this a high priority and applies the policies laid down by the Scout Association. 2. Injury to leaders, helpers, supporters and members. The Group through the capitation fees contributes to the Scout Association's national accident insurance policy. Risk Assessments are undertaken before all activities. A Risk Assessment of the entire premises and its environs has been undertaken and agreed by the Executive. 3. 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 that Section or the Group. In the worst case scenario the complete closure of the Group. 4. 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 a whole then there would have to be a contraction, consolidation or closure of that Section or the Group. In the worst case scenario the complete closure of the Group. |
|
| 5. Reduced income from fund raising. The Group is primarily reliant upon income from subscriptions and fundraising. The Group does hold reserves to ensure the continuity of activities should there be a major reduction in income. The Committee could then raise the level of subscriptions to increase the income to the Group on an ongoing basis, either temporarily or permanently. 6. Damage to the building, property and equipment. The Group would then request the use of buildings, property and equipment from neighbouring organisations such as the church, community groups and other Scout Groups. The Group has sufficient buildings and contents insurance in place to mitigate against permanent loss. |
|
| The group has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss, these include requiring two signatories/ authorisations for all payments and comprehensive insurance policies to ensure that insurable risks are covered. |
|
| Section C Objectives and activities |
|
| The Purpose of Scouting The Values of Scouting The Scout Method Public benefit statement |
|
Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society. 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. |
|
| 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 meets the Charity Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or community development headings. |
2
43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group
Trustees' Annual Report
for the year ended 31 March 2021
| Section D Achievements and performance |
|
|---|---|
| Summary of the main achieve- ments during the year |
|
Key achievements across the year included: • the continued delivery through our Section Leaders and helpers of a unique mix of innovative weekly on-line activities via Zoom across the year. This included a virtual Camp. • maintaining similar numbers across the different Sections despite the challenging times, both children (2021: 81, 2020: 78) and volunteers (2021: 34, 2020: 31) Increasing the number of Young Leaders working across the sections for DoE Awards and improving their formal and informal training • ensuring the Group applied for and received any Covid-19 funding that was available • continued maintenance of the Hut and site where necessary, including new fire doors and wooden steps • preparation of a 10 year Tree Management Plan of the site. Essential tree works were completed in March 2021 to remove unsafe trees and to pollard others where high risk of trees or large branches falling down and causing damage • reaching £191,000 (2020 £167,000) of fundraising for our new Scout Community Centre • 1 of our volunteers received a 20-year Long Service Award • all Group events had to be cancelled due to the pandemic apart from our Annual Tree Sale which was held 3 days after lockdown was lifted in early December 2021. We set up an on-line pre-ordering click and collect service, along with a paid-for door-to-door delivery service. This proved to be one of our most successful tree sales ever! • a busy Hut Build Project Sub-Committee that has prepared a simpler and more cost effective re- design of the building, revisited pre-planning and completed a CCTV survey of a main Wessex Water sewer running across the site. |
|
| Section E Financial Review |
|
| Results for the year Reserves policy Investment policy |
|
| The accounts show a General fund surplus of receipts over payments for the year of £16,086 (2020 £2,393). This surplus was designated or transferred from the General Fund to the Hut Fund. The General Fund reserves at the year end were £10,000 (2020 £10,000). Fundraising during the year was all for the Hut Fund, with net receipts of £9,802 (2020 £15,663).The Hut Fund reserves at the year end were £151,831 (2020 £125,942), which is the balance of £164,682 raised to date, less £12,851 spent to date. |
|
| By fundraising to raise sufficient funds for the Hut Fund to finance the planned rebuilding of the Scout Hut. To hold sufficient resources in the General Fund to continue the charitable activities of the group should income and fundraising activities fall short. The Group Executive Committee consider that a sum equivalent to 12 months running costs should be held, circa £10,000. To transfer any excess above and beyond that needed for the General Fund into the Hut Fund. |
|
| The Group has adopted a risk averse strategy to the investment of its funds. All funds are held in deposit or current accounts in mainstream banks. |
|
| Section F Other Optional Information |
|
| Plans for the future |
|
Plans for the future: • final reports and preparations to be completed before we make a full planning application for our new Scout Community Centre later in 2021 • to continue with our fundraising in a more co-ordinated and focussed way once we have planning permission confirmed • to continue to operate as best we can as an active and well run Scout Group in light of the restrictions imposed by the Covid19 pandemic. |
|
| Section G Declaration |
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees: 10 May 2021
Name Charles Elderton Position Chair
3
43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group
Receipts and Payments Account Summary
for the year ended 31 March 2021
| Surplus receipts over payments for the year Transfer to the Hut fund Net surplus funds for the year Cash funds last year end Cash funds this year end Total receipts for the year (page 5) Total payments for the year (page 6) |
This year General Fund £ 21,951 5,863 16,088 (16,088) - 10,000 10,000 |
This year Hut Fund £ 15,245 5,444 9,801 16,088 25,889 125,942 **151,831 ** |
This year Total £ 37,196 11,307 25,889 - 25,889 135,942 **161,831 ** |
Previous Year Total £ 33,251 15,195 |
|---|---|---|---|---|
| 18,056 - |
||||
| 18,056 117,886 |
||||
| 135,942 |
The receipts and payments account (pages 4 to 6) and the statement of assets and liabilities (page 7) were approved by the Trustees on 10 May 2021 and signed on their behalf by:
Charles Elderton
Chair
Scott Whitby-Smith
Treasurer
4
43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group
Receipts
| for the year ended 31 March 2021 This year General Fund £ Donations, legacies and similar income Membership subscriptions 4,279 Less: Membership sub's paid (National and District) (4,120) Net membership subscriptions retained 159 Donated services - web site 380 Gift Aid (tax recovered on sub’s) 1,980 2,519 Grants Retail, Hospitality-and Leisure Grant Fund re Covid-19 19,431 19,431 Activities Scouts - Cubs - Beavers - - Fundraising Christmas tree sale - Individuals' donations - Gift Aid (tax recovered on donations) - Quiz Night - Cafe Cubbachino and Cubs Coffee Afternoon - Cubs’ games - Sales of donated items - Raffle - Corporate donations - Grants from organisations - - Investment income Bank interest - Interest on gift-aid tax receivable 1 1 Total receipts for the year **21,951 ** |
This year Hut Fund £ - - - - - - - - - - - 6,758 2,236 564 - - - 922 - - 3,098 13,578 1,667 - 1,667 15,245 |
This year Total £ 4,279 (4,120) 159 380 1,980 2,519 19,431 19,431 - - - - 6,758 2,236 564 - - - 922 - - 3,098 13,578 1,667 1 1,668 37,196 |
Previous Year Total £ 9,584 (3,542) |
|---|---|---|---|
| 6,042 188 1,970 |
|||
| 8,200 | |||
| - | |||
| - | |||
| 1,095 741 322 |
|||
| 2,158 | |||
| 5,599 3,650 344 2,398 1,532 323 1,341 1,383 3,158 2,019 |
|||
| 21,747 | |||
| 1,137 9 |
|||
| 1,146 | |||
| 33,251 |
5
43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group Payments
for the year ended 31 March 2021
| Activities Scouts Cubs Beavers Other activities and meeting costs Premises costs Insurance Light and Heat Repairs and cleaning Rates Hut rebuilding project costs Administration expenses Insurance Bank charges and OSM fees Sundry Other expenses Books and uniforms Badges and scarves Training and recruitment Purchase of capital equipment Equipment Sundry payments Thankyou functions Total charitable payments Fundraising expenses Christmas tree sale Plants sale Quiz Night Hut fund Raffle Total payments for the year |
This year General Fund £ 154 90 275 169 688 707 275 2,678 63 - 3,723 84 324 267 675 27 620 - 647 130 130 - - 5,863 - - - - - - 5,863 |
This year Hut Fund £ - - - - - - - - - 1,315 1,315 - - - - - - - - - - - - 1,315 4,055 - 20 54 - 4,129 5,444 |
This year Total £ 154 90 275 169 688 707 275 2,678 63 1,315 5,038 84 324 267 675 27 620 - 647 130 130 - - 7,178 4,055 - 20 54 - 4,129 11,307 |
Previous Year Total £ 1,613 911 471 224 |
|---|---|---|---|---|
| 3,219 | ||||
| 652 381 1,930 146 2,154 |
||||
| 5,263 | ||||
| 177 402 260 |
||||
| 839 | ||||
| 85 401 193 |
||||
| 679 | ||||
| 90 | ||||
| 90 | ||||
| 38 | ||||
| 38 | ||||
| 10,128 3,511 578 908 - 70 |
||||
| 5,067 | ||||
| 15,195 |
6
43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group
Statement of Assets and Liabilities
| as at 31 March 2021 Assets Cash funds NatWest Bank current account NatWest Bank deposit account CAF Bank current account Shawbrook Bank Ltd deposit account PayPal Total funds Other monetary assets Gift Aid tax claims re sub’s and donations Non monetary assets for own use Wooden Scout Hut (insured value) Scout Hut fixtures and fittings (insured value) Scouting equipment (insured value) Liabilities Bristol City Council’s Community Infrastructure Levy grant |
This year General Fund £ - - 10,000 - - 10,000 - 822 822 310,000 5,000 12,000 327,000 - |
This year Hut Fund £ 7,998 - 13,833 85,000 - 151,831 30,000 437 30,437 - - - - - |
This year Total £ 7,998 - 23,833 85,000 - 161,831 30,000 1,259 31,259 310,000 5,000 12,000 327,000 - |
Previous Year Total £ 26,723 17,091 7,030 85,000 98 |
|---|---|---|---|---|
| 135,942 | ||||
| 30,000 2,519 |
||||
| 32,519 | ||||
| 310,000 5,000 12,000 |
||||
| 327,000 | ||||
| - |
7
Independent Examiner's Report to the trustees of the
43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group
for the year ended 31 March 2021
I report to the trustees on my examination of the accounts of the 43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group for the year ended 31 March 2021.
Responsibilities and basis of report
As the charity trustees of the 43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).
I report in respect of my examination of the 43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group 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 Statement
I have completed my examination. I confirm that no material matters have come to my attention in
connection with the examination giving me cause to believe that in any material respect: - accounting records were not kept in respect of the 43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group as required by section 130 of the Act; or - the accounts do not accord with those records.
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.
Martin Horton
Independent Examiner Westbury-on-Tym, Bristol
10 May 2021
8