## Cabot Scout District Trustees' Annual Report For the period
t From 1.04.20 31.03.21 o
**Section A Reference and administration details** Charity name 169[th] Bristol Scout Group Other names the charity is known by Registered charity number (if any) HQ registration number Charity’s principal address Tranmere Avenue Bristol BS10 7JL
## **Names of the charity trustees who manage the charity**
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Dates acted if not
Trustee Name Office (if any)
for whole year
1
2 Graham Cooper Treasurer and Acting
Chair
3 Kim Milward GSL
4 Antony Milward SL
5
6 Bob Brinn Bookings Secretary
7 Daniella James AGSL
8 Julie Webber BSL
9 Adrian Fry CSL
10 Emma Laird Parent Rep
11 Matt Barrett Parent Rep
12 Christine James Guide Rep
13
14 Kyle Fox Parent Rep
15 Nikki Gregory CSL
16 Lynne Haynes
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Names and addresses of advisers (optional information but encouraged as best practice)
**Type of Address Name advisor** Financial Martin 29 Barleycroft. Bristol BS9 3TG Scrutineer Horton
1
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Section B Structure, governance and management
Description of the charity’s trusts
Type of governing document The Group's governing documents are those of the The
(e.g. trust deed, Scout Association. They consist of a Royal Charter,
constitution) which in turn gives authority to the Bye Laws of the
Association and The Policy, Organisation and Rules of
The Scout Association
How the charity is The Group is a trust established under its rules which
constituted (e.g. trust, are common to all Scouts.
association, company)
Trustee selection The Trustees are appointed in accordance with the
methods (e.g. appointed Policy, Organisation and Rules of The Scout
by, elected by) Association.
Additional governance The Group is managed by the Group Executive
issues (optional Committee, the members of which are the ‘Charity
information but Trustees’ of the Scout Group which is an educational
encouraged as best charity. As charity trustees they are responsible for
practice) complying with legislation applicable to charities. This
You may choose to include includes the registration, keeping proper accounts and
additional information, making returns to the Charity Commission as
where relevant, about: appropriate.
Policies and procedures
adopted for: The Committee consists of 3 independent
a) the induction and training representatives, Chair, Treasurer and Secretary
of trustees; together with the Group Scout Leaders, individual
b) trustee' consideration of section leaders (if opted to take on the responsibility)
major risks and the systems and parent’s representation and meets every 6 weeks.
and procedures to manage
them Members of the Executive Committee complete
'Essential Information for Executive Committee'
training within the first 5 months of joining the
committee.
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 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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## **Risk and 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:
Damage to the building, property and equipment. The Group has sufficient buildings and contents insurance in place to mitigate against permanent loss.
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.
2
Reduced income from fund raising. The Group is primarily reliant upon income from subscriptions and fundraising. The group 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 group on an ongoing basis, either temporarily or permanently.
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 18. 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.
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.
**Section C Objectives and activities Summary of the objects of the charity set out in its governing document 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 thevalues 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.
## **Summary of the main activities in relation to these objects**
A busy programme of camps and activities is undertaken by the group as detailed in the section reports.
**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**
3
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.
## **Section D Achievements and performance**
**Summary of the main achievements of the charity during the year** See separate reports from the sections
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Section E Financial Review
Brief statement of the charity’s Reserves Policy
policy on reserves 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 Executive Committee considers that
the group should hold a sum equivalent to 12 months
running costs, circa £7000.
The Group held reserves of approximately £19,500
against this at year end significantly in excess of our
target of £7000 due entirely to covid related grants.
The Group will be looking at how these funds can be
used for the benefit of our young people.
Further financial review details (optional
information)
You may choose to include Investment Policy (Specimen 1)
additional information, where The Group's Income and Expenditure is modest with
relevant, about: much inward and outward movement and as a
• the charity’s principal consequence does not have sufficient funds to invest
sources of funds (including any in longer-term investments such as stocks and shares.
fundraising); The Group has therefore adopted a low risk strategy
• how expenditure has to the investment of its funds. All funds are held in
supported the key objectives of cash using only a mainstream bank.
the charity;
• investment policy and
objectives
Section F Other Optional Information
Plans for future periods (details The Ten Tors Store was completed early in 2021 and
of any significant activities the next major project following the re-decoration of
planned to achieve them) the hall will be to upgrade the alarm system.
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## **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)|Graham Cooper|
|||
4
|Position (eg Secretary,||
|---|---|
|Chair)|Acting Chair
GSL|
|Date|30.06 . 2020|
5
## **169 Bristol Scout Group Receipts and Payments Account**
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Year start date Year end date
For the year
01.04.20 To 31.03.21
from
Receipts and payments
2020.21 2019.2
Unrestricted funds Unrestricted funds
£ £
Receipts
Donations, legacies and similar income
Membership subscriptions
3,730 11,258
Less:Membership subscriptions paid on (National/County/Area/District) 5,297 5,750
Net membership subscriptions retained
- 1,567 5,508
Donations
268 4,431
misc
456
Gift Aid
4,371 1,255
Activities (Jamboree Refund) - 2,465 13,073
Sub total 608 24,723
Grants
Maintenenace grant - -
Other grants 24,485
Sub total 24,485 -
Fundraising (gross)
Detail 1
57 927
Detail 2
- -
Detail 3
- -
Other fundraising activities - -
Sub total 57 927
Investment income
Bank interest
- -
Building Society interest - -
The Scout Association Short Term Investment Service
- -
Property Rent income 504 5,410
Other investment income
- -
Sub total 504 5,410
Total Gross Income 25,654 31,060
Asset and investment sales, etc. - -
Total receipts 25,654 31,060
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1 LT700002 (1st January 2017)
## **169 Bristol Scout Group Receipts and Payments Account**
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Year start date Year end date
For the year
01.04.2020 To 31.03.2021
from
Receipts and payments
2020.21 2019.20.
Unrestricted funds Unrestricted funds
£ £
Payments
Charitable Payments
Youth programme and activities - 2,323 17,809
Adult support and training 198 150
Transfer charges
93 555
Water and Sewerage
143 488
Electricity and Gas
977 1,548
Insurance
2,059 1,999
Repairs and Renewals
6,181 95
Materials and equipment
- -
Printing and photocopying
- -
Contribution to camp costs
- -
Badges and Uniforms
570 1,967
Equipment
4,528
Hall maintenance and cleaning expenses
1,886 1,620
Telephone and internet
835 598
Misc
134
Sub total
10,621 31,491
Fundraising expenses -
Detail 1
- -
Detail 2
- -
Detail 3
- -
Other fundraising costs
- -
Sub total
- -
Total Gross Expenditure 10,621 31,491
Asset and investment purchases, etc. - -
Total payments 10,621 31,491
Net of receipts/(payments) 15,033 - 431
Cash funds last year end 4,422 -
Cash funds this year end 19,455 - 431
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2 LT700002 (1st January 2017)
## **Statement of assets and liabilities at the end of the year**
## **31.03.21 31.03.20**
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Unrestricted funds Unrestricted funds
£ £
Cash funds
Bank current account
19,455 4,422
Bank deposit account - -
Building society account - -
The Scout Association Short Term Investment Service
- -
Cash/Floats
- -
Total cash funds 19,455 4,422
Other monetary assets
Tax claim
- -
Debts due from the County/Area/District/Group - -
Insurance claim - -
Sub total - -
Investment assets
Investment property - detail - -
Quoted investments - -
Other investments - detail - -
Sub total - -
Non monetary assets for charity's own use
Badge stock - -
Shop stock - -
Other stock - -
Land and buildings 240,000 240,000
Motor vehicles - -
Scouting equipment, furniture etc 18,427 18,427
Other - -
Sub total 258,427 258,427
Liabilities
Accounts not yet paid - -
Expenses incurred but not invoiced - -
Subscriptions not yet paid - -
Loan - detail - -
Other liabilities - -
Sub total - -
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## **Contingent liabilities and future obligations**
**The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on Xth X 200X (the date of the Executive Committee meeting that approved the accounts) and signed on their behalf by**
|Signature
Kim Milward
Group Scout Leader|Print Name
Graham Cooper
Treasurer|
|---|---|
3 LT700002 (1st January 2017)
StrutHieefs RertttstherruSt¢es Uune 20201
Scrutineer's Report to the Trustees of the
169th Bristol Scout Group
I report on the accourts ofthe Groupfor the year ended 31 Marth 2020
As the Group'slDistricVs tNstees you are responsible for the prepar*ion of the accounts: you considerthat neitherthe
audit nor independent examination requirements of the Charittes Act 2011 app. is my responsibilty without
carrying out an aLt or independent examination to scnjtintse the accounts and to IEFrtto you.
In accordance with the directions glven in the Group'sDistrrts conslitjjtion. I have scrutinised the records and the
accounts set OLrt on pages I to 3
In my opinion the accounts are in accordan¢e with the records produced tn me and comply with the ConsOn.
Name:._Martin Horton...
Address'....27 Bartey CrofL.--.
Westbury-on-Trym.....
Bristol..-...
8S9 3TG...
Date:...