## **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**