## Cabot Scout District Trustees' Annual Report For the period From 1.04.22 to 31.03.23 ## **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) 302179 HQ registration number Charity’s principal address Tranmere Avenue Bristol BS10 7JL ## **Names of the charity trustees who manage the charity** **----- Start of picture text -----**
Dates acted if not for
Trustee Name Office (if any)
whole year
1 Graham Cooper Chair
2 Kim Milward GSL
3 Jo Green Treasurer
4 Matt Waite SL
5 Antony Milward SL
6 APR 22
Bob Brinn Bookings Secretary to DEC
22
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 Jess Gale Parent Rep
15 Nicky Gregory CSL
16 Paul Webber IND
17 Kyle Fox Parent Rep
18 Sharon Merritt Squirrels Leader
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||advisers (optional information but encouraged as best practice)|advisers (optional information but encouraged as best practice)|advisers (optional information but encouraged as best practice)| |---|---|---|---| |**Type of advisor**|**Name**||**Address**| ||||| |Financial
Scrutineer|Martin
Horton||29 Barleycroft. Bristol BS9 3TG| ||||| ||||| **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 Scout (e.g. trust deed, constitution) Association. They consist of a Royal Charter, which in turn 1 **----- Start of picture text -----**
gives authority to the Bye Laws of the Association and The
Policy, Organisation and Rules of The Scout Association
How the charity is constituted The Group is a trust established under its rules which are
(e.g. trust, association, common to all Scouts.
company)
Trustee selection methods The Trustees are appointed in accordance with the Policy,
(e.g. appointed by, elected by) Organisation and Rules of The Scout Association.
Additional governance issues The Group is managed by the Group Executive Committee,
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|gives authority to the Bye Laws of the Association and The
Policy, Organisation and Rules of The Scout Association|gives authority to the Bye Laws of the Association and The
Policy, Organisation and Rules of The Scout Association| |---|---| |**How the charity is constituted**
**(e.g. trust, association,**
**company)**
The Group is a trust established under its rules which are
common to all Scouts.|| |**Trustee selection methods**
**(e.g. appointed by, elected by)**
The Trustees are appointed in accordance with the Policy,
Organisation and Rules of The Scout Association.|| |**Additional governance issues**|The Group is managed by the Group Executive Committee,| |**(optional information but**
**encouraged as best practice)**
You may choose to include
additional information, where
relevant, about:
Policies and procedures
adopted for:
a) the induction and training of
trustees;
b) trustee' consideration of major
risks and the systems and
procedures to manage them|the members of which are the ‘Charity Trustees’ of the Scout
Group 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 Committee consists of 3 independent representatives,
Chair, Treasurer and Secretary together with the
Group Scout Leaders, individual section leaders (if
opted to take on the responsibility) and parent’s
representation and meets every 6/8 weeks. The
Secretary’s position which was vacant was filled on 6th
April 2023
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.| ## **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. 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 2 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. Where the beneficiary is also one of the signatories, an independent second signatory to be used. The Group also has a comprehensive insurance policy 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 choicesundertake 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, expeditions and activities are 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 The Group have embarked on a series of fund-raising statements, where relevant, about: activities and have been applying for grants in relation to its • policy on grantmaking; headquarters building. • contribution made by volunteers; • policy on investments. ## **Public benefit statement** 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 presented and distributed at the AGM ## **Section E Financial Review** 3 **----- Start of picture text -----**
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 £9,000.
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|**Further financial review details (op**
You**may choose**to include
additional information, where
relevant, about:
• the charity’s principal sources of
funds (including any fundraising);
• how expenditure has supported
the key objectives of the charity;
• investment policy and objectives|**tional information)**| |---|---| ||**Investment Policy (Specimen 1)**
The Group's Income and Expenditure is modest with much
inward and outward movement and as a consequence does
not have sufficient funds to invest in longer-term investments
such as stocks and shares. The Group has therefore adopted
a low risk strategy to the investment of its funds. All funds are
held in cash using only a mainstream bank.| ## **Section F Other Optional Information** |Plans for future periods (details of
any significant activities planned to
achieve them)|During the year, the Group undertook an extensive removal
of dead trees in its grounds and are now gradually replacing
| |---|---| ||them with new stock.
Following a review in the latter part of the year, the Group
announced increased subscription rates and building hire
fees with effect of April 2023. This was agreed to counter the
effects of rising prices particularly those for the supply of
electricityandgas.| ## **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)
Position (eg Secretary, Chair)
Date|Graham Cooper
Chair
21.07.22|| |---|---|---| |||| |||Kim Milward| |||| |||GSL| |||| ||21.07.22|| 4 ## **169th Bristol (Brentry) Scout Group (Charity no. 302179) Receipts and payments account** **----- Start of picture text -----**
Year start date Year end date
For the year
01.04.2022 To 31.03.2023
from
Receipts and payments
2022.23 2021.22
Unrestricted funds Unrestricted funds
£ £
Receipts
Donations, legacies and similar income
Membership subscriptions 14,095 10,197
Donations 2,046 883
Clothing 1,263 687
Gift Aid (21.22 paid April 22) 1,777 -
Other similar income 147 174
Sub total 19,328 11,941
Grants
Maintenance grant - -
Other grants 2,000 8,000
Sub total 2,000 8,000
Fundraising events (gross)
Detail 1 1,854 114
Detail 2 - -
Detail 3 - -
Other fundraising activities - -
Sub total 1,854 114
Scout hut income
Hire of building 3,106 2,520
Hire of equipment - -
Other Scout hut income - -
Sub total 3,106 2,520
Investment income
Bank interest - -
Building Society interest - -
The Scout Association Short Term Investment Service - -
Other investment income - -
Sub total - -
Total Gross Income 26,288 22,575
Asset and investment sales, etc. - -
Total receipts 26,288 22,575
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00002 (July 2021) 1 of 3 ## **169th Bristol (Brentry) Scout Group (Charity no. 302179) Receipts and payments account** **----- Start of picture text -----**
Year start date Year end date
For the year
01.04.2022 To 31.03.2023
from
Receipts and payments
2022.23 2021.22
Unrestricted funds Unrestricted funds
£ £
Payments
Charitable Payments
Membership subscriptions paid on (National/County/Area/District) 7,314 6,084
Youth programme and activities (Net) 2,784 5,297
Adult support and training 199 -
Transfer Charges - -
Water and Sewerage 224 178
Electricity and Gas 3,097 1,134
Insurance 2,513 2,338
Repairs and Renewals (need to split out hall maint) 5,566 169
Miscellaneous 626 516
New Alarm Installation - 2,758
Equipment 106 3,000
Uniforms and Badges 4,146 2,706
AGM and trustee expenses - -
Hall Maintenance and Cleaning expenses 2,486 2,760
Telephone and Internet 964 823
Go Cardless Fees 807 536
Sub total 30,832 28,299
Fundraising expenses
Detail 1 599 -
Detail 2 - -
Detail 3 - -
Other fundraising costs - -
Sub total 599 -
Total Gross Expenditure 31,431 28,299
Asset and investment purchases, etc. - -
Total payments 31,431 28,299
Net of receipts/(payments) - 5,143 - 5,724
Cash funds last year end 13,731 19,455
Cash funds this year end 8,588 13,731
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00002 (July 2021) 2 of 3 ## **169th Bristol (Brentry) Scout Group (Charity no. 302179) Receipts and payments account** **----- Start of picture text -----**
Year start date Year end date
For the year
01.04.2022 To 31.03.2023
from
Statement of assets and liabilities at the end of the year
2022.23 2021.22
Unrestricted funds Unrestricted funds
£ £
Cash funds
Bank current account 8,588 13,731
Bank deposit account - -
Building society account - -
The Scout Association Short Term Investment Service - -
Cash/Floats - -
Total cash funds 8,588 13,731
(agree balances with receipts and payments account) ok ok
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 (as per insurance valuation) 509,763 458,420
Motor vehicles - -
Scouting equipment, furniture etc (as per insurance
59,046 52,115
valuation)
Other - -
Sub total 568,809 510,535
Liabilities
Accounts not yet paid - -
Expenses incurred but not invoiced - -
Subscriptions not yet paid - -
Loan - detail - -
Other liabilities - -
Sub total - -
Total net assets 577,397 524,266
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**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|Print Name
Chair
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