43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group
Trustees' Annual Report
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for the year ended 31 March 2023
Section A Reference and administration details
Name 43rd Bristol (St Mary Magdalene, 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
Steve Brown Assistant Group Scout Leader
Sarah Elderton Secretary
Scott Whitby-Smith Treasurer
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
Section B Structure, governance and management
Description of the charity’s trust:
Governing The Group's governing documents are those of The Scout Association. They consist of a
document Royal Charter, which in turn gives authority to the Bye Laws of the Association and The
Policy, Organisation and Rules of The Scout Association.
How The Group is a trust established under its rules which are common to all Scouts.
constituted
Trustee The Trustees are appointed in accordance with the Policy, Organisation and Rules of The
selection Scout Association.
Manage- The Group is managed by the Group Executive Committee, with the majority of the
ment members being ‘Charity Trustees’ of the Scout Group. This consists of the Chair, Treasurer
and Secretary together with the Group Scout Leader, Assistant 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.
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43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group
Trustees' Annual Report
for the year ended 31 March 2023
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Section B Structure, governance and management (continued)
Risks and The Group Executive Committee has identified the major risks to which they believe the
Internal Group is exposed. These have been reviewed and systems have been established to
Control mitigate against them. The main areas of concern that have been identified are:
Risks 1. Safeguarding members. The Group gives this a high priority and applies the policies laid
down by the Scout Association. No Serious Incident Report has had to be made to date.
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.
Internal The group has in place systems of internal controls that are designed to provide
Control 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 Scouting exists to actively engage and support young people in their personal
of Scouting development, empowering them to make a positive contribution to society.
The Values As Scouts we are guided by these values:
of Scouting 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 Scouting takes place when young people, in partnership with adults, work together based
Method 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.
Public The Group meets the Charity Commission's public benefit criteria under both the
benefit advancement of education and the advancement of citizenship or community development
statement headings.
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43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group
Trustees' Annual Report
for the year ended 31 March 2023
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Section D Achievements and performance
Summary of Key achievements across the year included:
the main • the delivery through our Section Leaders and Adult Volunteers of a unique mix of innovative weekly
achieve- activities for our Scouts, Cubs and Beavers
• adventure trips away included a visit to Longleat Safari Park with District, a hike around the Four
ments during
Falls in the Brecon Beacons, a Scout camping trip to Woodhouse, Cubs taking part in the District
the year
Camp
• we slightly increased our Section numbers, with children 91 (2022: 84) and adult and young leader
volunteers 47 (2022: 41)
• we successfully recruited a number of Adult Volunteers, within the Cub Section in particular, and
across all sections as Occasional Helpers
• the Group received the Queen’s Award for Voluntary Service as part of Avon County Scouts
• our adult team achieved a combination of awards: wood badges; Chief Scout Commendation for
Good Service; 5 and 10 year Long Service Awards – we thank them each for their effort and service
• continued general maintenance of the Hut and site where necessary
• running successful community events including our Christmas Tree Sale and a Quiz & Curry Night
• achieving over £250k of monies raised or pledged towards our fundraising target for our new Scout
Community Centre
• we were delighted to be sent a personal message of support from Bear Grylls for our fundraising
efforts to-date
• significant energy and effort has been put in over the year by our Hut Delivery Team of volunteers
helping to prepare everything we need for the new build and assisting with fundraising – thank you to
everyone involved
Financial Review
Results for The accounts show a General fund surplus of receipts over payments for the year of
the year £2,097 (2022: £13,374). 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 (2022:
£10,000).
Fundraising during the year was all for the Hut Fund, with net receipts of £25,850 (2022:
£16,088).The Hut Fund reserves at the year end were £224,286 (2022: £180,354), which
is the balance of £224,286 (2022: £196,079) raised to date, less £15,985 (2022: £15,729)
spent to date. In addition a £30,000 grant is promised for when the building work starts.
Reserves To generate by fundraising sufficient funds in the Hut Fund to finance the planned
policy 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.
Investment The Group has adopted a risk averse strategy to the investment of its funds. All funds are
policy held in deposit or current accounts in mainstream banks.
Section F Other Optional Information
Plans for the Plans for the future:
future • to continue to offer a broad range of exciting adventure and learning activities across the
Sections
• to increase awareness of our Group and our fundraising activities to the local community
and businesses
• to have increased our fundraising pot to £300k
Section G Declaration
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The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees: 22 May 2023
Name Charles Elderton Position Chair
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43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group
Receipts and Payments Account Summary
| for the year ended 31 March 2023 | ||||
|---|---|---|---|---|
| This year | This year | This year | Previous | |
| General | Hut | Total | Year | |
| Fund | Fund | Total | ||
| £ | £ | £ | £ | |
| Total receipts for the year (page 5) | 11,521 | 32,152 | 43,673 | 42,027 |
| Total payments for the year (page 6) | 9,424 | 6,302 | 15,726 | 13,504 |
| Surplus receipts over payments for the year | 2,097 | 25,850 | 27,947 | 28,523 |
| Transfer to the Hut fund | (2,097) | 2,097 | - | - |
| Net surplus funds for the year | - | 27,947 | 27,947 | 28,523 |
| Cash funds last year end | 10,000 | 180,354 | 190,354 | 161,831 |
| Cash funds this year end | 10,000 | 208,301 | 218,301 | 190,354 |
The receipts and payments account (pages 4 to 6) and the statement of assets and liabilities (page 7) were approved by the Trustees on 22 May 2023 and signed on their behalf by:
Charles Elderton
Scott Whitby-Smith
Chair Treasurer
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43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group
Receipts
| for the year ended 31 March 2023 | ||||
|---|---|---|---|---|
| This year | This year | This year | Previous | |
| General | Hut | Total | Year | |
| Fund | Fund | Total | ||
| £ | £ | £ | £ | |
| Donations, legacies and similar income | ||||
| Membership subscriptions | 10,144 | - | 10,144 | 9,947 |
| Less: Membership sub's paid (National and District) | (4,611) | - | (4,611) | (4,264) |
| Net membership subscriptions retained | 5,533 | - | 5,533 | 5,683 |
| Donation from guides | 200 | - | 200 | - |
| Hire charges | 145 | - | 145 | - |
| Donated services - web site | 325 | - | 325 | 280 |
| Gift Aid (tax claimed on sub’s) | 1,830 | - | 1,830 | 882 |
| 8,033 | - | 8,033 | 6,845 | |
| Grants | ||||
| Retail, Hospitality and Leisure Grant Fund re Covid-19 | - | - | - | 10,667 |
| - | - | - | 10,667 | |
| Activities | ||||
| Scouts | 1,320 | - | 1,320 | 1,112 |
| Cubs | 1,214 | - | 1,214 | 1,053 |
| Beavers 1 (Monday) | 560 | - | 560 | - |
| Beavers 2 (Tuesday) | 392 | - | 392 | - |
| 3,486 | - | 3,486 | 2,355 | |
| Fundraising | ||||
| Christmas tree sale | - | 7,128 | 7,128 | 7,488 |
| Individuals' donations | - | 3,741 | 3,741 | 1,716 |
| Gift Aid (tax recovered on donations) | - | 510 | 510 | 437 |
| Quiz Night | - | 3,435 | 3,435 | - |
| Cafe Cubbachino and Cubs Coffee Afternoon | - | 1,094 | 1,094 | 588 |
| Sales of donated items | - | 2,043 | 2,043 | 1,319 |
| Raffle and Stoke Bishop Open Day | - | 203 | 203 | - |
| Grants from organisations | - | 12,449 | 12,449 | 9,705 |
| - | 30,603 | 30,603 | 21,253 | |
| Investment income | ||||
| Bank interest | - | 1,549 | 1,549 | 907 |
| Interest on gift-aid tax receivable | 2 2 |
- 1,549 |
2 1,551 |
1 907 |
| Total receipts for the year | 11,521 | 32,152 | 43,673 | 42,027 |
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43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group
Payments
for the year ended 31 March 2023
| Payments for the year ended 31 March 2023 |
||||
|---|---|---|---|---|
| This year | This year | This year | Previous | |
| General | Hut | Total | Year | |
| Fund | Fund | Total | ||
| £ | £ | £ | £ | |
| Activities | ||||
| Scouts | 280 | - | 280 | 1,489 |
| Cubs | 1,376 | - | 1,376 | 1,589 |
| Beavers 1 (Monday) | 657 | - | 657 | 563 |
| Beavers 2 (Tuesday) | 1,043 | - | 1,043 | - |
| Other activities and meeting costs | 1,736 | - | 1,736 | 24 |
| 5,092 | - | 5,092 | 3,665 | |
| Premises costs | ||||
| Insurance | 1,226 | - | 1,226 | 722 |
| Light and Heat | 466 | - | 466 | 211 |
| Repairs and cleaning | 98 | - | 98 | 144 |
| Rates | 100 | - | 100 | 87 |
| 1,890 | - | 1,890 | 4,038 | |
| Administration expenses | ||||
| Insurance | 94 | - | 94 | 84 |
| Bank charges and OSM fees | 559 | - | 559 | 542 |
| Web and OSM fees | 460 | - | 460 | 262 |
| 1,113 | - | 1,113 | 888 | |
| Other expenses | ||||
| Books and uniforms | 656 | - | 656 | - |
| Badges and scarves | 226 | - | 226 | 509 |
| Training and recruitment | - | - | - | 60 |
| 882 | - | 882 | 569 | |
| Purchase of capital equipment | ||||
| Equipment | 447 | - | 447 | 118 |
| 447 | - | 447 | 118 | |
| Sundry payments | ||||
| Thank you functions | - | - | - | 89 |
| - | - | - | 89 | |
| Total charitable payments | 9,424 | - | 9,424 | 9,367 |
| Fundraising expenses | ||||
| Christmas tree sale | - | 4,313 | 4,313 | 4,093 |
| Plants sale | - | 463 | 463 | - |
| Quiz Night | - | 1,189 | 1,189 | - |
| Sundry | - | 282 | 282 | 29 |
| Cafe Cubbacino | - | 55 | 55 | 15 |
| - | 6,302 | 6,302 | 4,137 | |
| Total payments for the year | 9,424 | 6,302 | 15,726 | 13,504 |
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43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group
Statement of Assets and Liabilities
| as at 31 March 2023 | ||||
|---|---|---|---|---|
| This year | This year | This year | Previous | |
| General | Hut | Total | Year | |
| Fund | Fund | Total | ||
| £ | £ | £ | £ | |
| Assets | ||||
| Cash funds | ||||
| NatWest Bank Ltd current account | - | 8,029 | 8,029 | 438 |
| CAF Bank Ltd current account | 10,000 | 30,272 | 40,272 | 104,916 |
| Charity Bank Ltd | - | 85,000 | 85,000 | 85,000 |
| Redwood Bank Ltd | - | 85,000 | 85,000 | - |
| Total funds | 10,000 | 208,301 | 218,301 | 190,354 |
| Other monetary assets | ||||
| Bristol City Council’s Community | ||||
| Infrastructure Levy grant | - | 30,000 | 30,000 | 30,000 |
| Gift Aid tax claims re sub’s and donations | 1,830 | 155 | 1,985 | 2,340 |
| 1,830 | 30,155 | 31,985 | 32,340 | |
| Non monetary assets for own use | ||||
| Wooden Scout Hut (insured value) | 310,000 | - | 310,000 | 310,000 |
| Scout Hut fixtures and fittings (insured value) | 5,000 | - | 5,000 | 5,000 |
| Scouting equipment (insured value) | 12,000 | - | 12,000 | 12,000 |
| 327,000 | - | 327,000 | 327,000 | |
| Liabilities | ||||
| - | - | - | - |
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Independent Examiner's Report to the trustees of the
43rd Bristol (St Mary Magdalene, Stoke Bishop) Scout Group
for the year ended 31 March 2023
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 2023.
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
22 May 2023
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