Cabot Scout District Trustees' Annual Report For the period
From 1.04.23 to 31.03.24
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 Names of BS10 7JL the charity trustees who manage the
charity
| Trustee Name | Trustee Name | Trustee Name | Office (if any) | Office (if any) | Dates acted if not for whole year |
|
|---|---|---|---|---|---|---|
| 1 | GRAHAM | COOPER | CHAIR | |||
| 2 | KIM | MILWARD | GSL | |||
| 3 | JO | GREEN | TREASURER | |||
| 4 | MATT | WAITE | SECRETARY | APR 23 –FEB 24 |
||
| 5 | ANTONY | MILWARD | SL | |||
| 6 | DANIELLA | JAMES | AGSL | |||
| 7 | JULIE | WEBBER | BSL | |||
| 8 | ADRIAN | FRY | CSL | |||
| 9 | NICKY | GREGORY | CSL | APR 23- FEB 24 |
||
| 10 | Emma | Laird | Parent Rep | |||
| 11 | Matt | Barrett | Parent Rep | |||
| 12 | Christine | James | Guide Rep | |||
| 13 | Matt | Waite | SL | |||
| 14 | Jess | Gale | Parent Rep | |||
| 15 | Nikki | Gregory | CSL | |||
| 16 | Paul | Webber | IND | |||
| 17 | Kyle Sharon |
Fox Merritt |
Parent Rep Squirrels Lesder |
|||
| Names and addresses of advisers (optional information but encouraged as best practice) Type of advisor Name Address Financial Scrutineer Martin Horton QUALIFIED ACCOUNTANT 29 Barleycroft. Bristol BS9 3TG |
||||||
| Type of advisor | Name | Address | ||||
| Financial Scrutineer |
Martin Horton |
QUALIFIED ACCOUNTANT |
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 The Scout (e.g. trust deed, constitution) 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
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| 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 (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 Group is managed by the Group Executive Committee, 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 is currently vacant. 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. The Transition to the new requirements of POR and to meet the requirements of Charity Commissioners for the appointment of Trustees and operation of the Scout Group will take place following our September AGM. |
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
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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 4 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 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 The Group have successfully applied for a number of grants statements, where relevant, about: Community Resilience Fund for new building • policy on grant making; Youth Investment Fund for refurbishment • contribution made by volunteers; Various grants for Solar panels and battery storage. • policy on investments. It is hoped that most work will be done in 2024.25 Total grants so far in excess of £220,000
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
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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 an average sum equivalent to 12 months running costs, circa £9,000.
| Further financial review details (op Youmay chooseto 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 Following installation of the new alarm system the next major any significant activities planned to projects will be some major maintenance projects for the achieve them) building and the Grounds plus an additional building. In February this year the Group were extremely saddened to loose through death our much loved cub leader Nicky. Her loss has left a massive hole and we acknowledge her huge contribution to the Group and her lasting legacy she in the development of so many young people. Our GSL will speak in more detail at our AGM
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 |
|
|---|---|
| 1.07.22 |
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169th Bristol (Brentry) Scout Group (Charity no. 302179) Receipts and payments account
| Year start date Year end date |
Year start date Year end date |
Year start date Year end date |
||
|---|---|---|---|---|
| For the year from |
01.04.2023 | To | 31.03.2024 | |
| Receipts and payments | ||||
| Receipts | 2023.24 Unrestricted funds £ 14,853 2,149 1,348 2,622 588 21,560 5,379 1,500 6,879 2,911 - - - 2,911 4,143 - - 4,143 - - - - - 35,492 - 35,492 |
2022.23 Unrestricted funds £ |
||
| Donations, legacies and similar income | ||||
| Membershipsubscriptions | 14,853 | 14,095 | ||
| Donations | 2,149 | 2,046 | ||
| Clothing | 1,348 | 1,263 | ||
| Gift Aid(22.23paid June 23) | 2,622 | 1,777 | ||
| Other similar income | 588 | 147 | ||
| Sub total | 21,560 | 19,328 | ||
| Grants | ||||
| Maintenancegrant(BuildingWorks) | 5,379 | - | ||
| Othergrants(Roof Repair) | 1,500 | 2,000 | ||
| Sub total | 6,879 | 2,000 | ||
| Fundraising events(gross) | ||||
| Detail 1 | 2,911 | 1,854 | ||
| Detail 2 | - | - | ||
| Detail 3 | - | - | ||
| Other fundraisingactivities | - | - | ||
| Sub total | 2,911 | 1,854 | ||
| Scout hut income | ||||
| Hire of building | 4,143 | 3,106 | ||
| Hire of equipment | - | - | ||
| Other Scout hut income | - | - | ||
| Sub total | 4,143 | 3,106 | ||
| Investment income | ||||
| Bank interest | - | - | ||
| BuildingSocietyinterest | - | - | ||
| The Scout Association Short Term Investment Service | - | - | ||
| Other investment income | - | - | ||
| Sub total | - | - | ||
| Total Gross Income Asset and investment sales, etc. Total receipts |
||||
| 26,288 | ||||
| - | ||||
| 35,492 | 26,288 |
169th Bristol (Brentry) Scout Group (Charity no. 302179) Receipts and payments account
| Year start date Year end date |
Year start date Year end date |
Year start date Year end date |
||
|---|---|---|---|---|
| For the year from |
01.04.2023 | To | 31.03.2024 | |
| Receipts and payments | ||||
| Payments | 2023.24 Unrestricted funds £ 7,535 2,220 - 3,196 387 2,602 2,891 2,644 456 - - 2,992 - 1,976 756 758 28,413 504 - - - 504 28,916 - 28,916 6,576 8,588 15,164 |
2022.23 Unrestricted funds £ |
||
| Charitable Payments | ||||
| Membershipsubscriptionspaid on(National/County/Area/District) | 7,535 | 7,314 | ||
| Youthprogramme & activities(Net)(Exp£8897.88/Inc £6677.6) | 2,220 | 2,784 | ||
| Adult support and training | - | 199 | ||
| Buildings Work(from Grants) | 3,196 | - | ||
| Water and Sewerage | 387 | 224 | ||
| Electricityand Gas | 2,602 | 3,097 | ||
| Insurance | 2,891 | 2,513 | ||
| Repairs and Renewals(need to split out hall maint) | 2,644 | 5,566 | ||
| Miscellaneous | 456 | 626 | ||
| New Alarm Installation | - | - | ||
| Equipment | - | 106 | ||
| Uniforms and Badges | 2,992 | 4,146 | ||
| AGM and trustee expenses | - | - | ||
| Hall Maintenance and Cleaningexpenses | 1,976 | 2,486 | ||
| Telephone and Internet | 756 | 964 | ||
| Go Cardless Fees | 758 | 807 | ||
| Sub total | 28,413 | 30,832 | ||
| Fundraising expenses | ||||
| Detail 1 | 504 | 599 | ||
| Detail 2 | - | - | ||
| Detail 3 | - | - | ||
| Other fundraisingcosts | - | - | ||
| Sub total | 504 | 599 | ||
| Total Gross Expenditure Asset and investment purchases, etc. Total payments Net of receipts/(payments) Cash funds last year end Cash funds this year end |
||||
| 31,431 | ||||
| - | ||||
| 31,431 | ||||
| 6,576 | - 5,143 | |||
| 8,588 | 13,731 | |||
| 15,164 | 8,588 |
169th Bristol (Brentry) Scout Group (Charity no. 302179) Receipts and payments account
Year start date Year end date For the year 01.04.2023 To 31.03.2024 from
| Statement of assets and liabilities at the end of the year | Statement of assets and liabilities at the end of the year | |
|---|---|---|
| 2023.24 Unrestricted funds £ Cash funds Bank current account 15,164 Bank deposit account - Buildingsocietyaccount - The Scout Association Short Term Investment Service - Cash/Floats - 15,164 (agree balances with receipts andpayments account) ok Other monetary assets Tax claim - Debts due from the County/Area/District/Group - Insurance claim - Sub total - Investment assets Investmentproperty- detail - Quoted investments - Other investments - detail - Sub total - Non monetary assets for charity's own use Badge stock - Shopstock - Other stock - Land and buildings(asper insurance valuation) 541,368 Motor vehicles - 63,061 Other - Sub total 604,429 Liabilities Accounts notyetpaid - Expenses incurred but not invoiced - Subscriptions notyetpaid - Loan - detail - Other liabilities - Sub total - Total net assets 619,593 Total cash funds Scouting equipment, furniture etc (as per insurance valuation) |
2022.23 Unrestricted funds £ |
|
| 8,588 | ||
| - | ||
| - | ||
| - | ||
| - | ||
| 8,588 | ||
| ok | ||
| - | ||
| - | ||
| - | ||
| - | ||
| - | ||
| - | ||
| - | ||
| - | ||
| - | ||
| - | ||
| - | ||
| 509,763 | ||
| - | ||
| 59,046 | ||
| - | ||
| 568,809 | ||
| - | ||
| - | ||
| - | ||
| - | ||
| - | ||
| - | ||
| Total net assets | 619,593 | 577,397 |
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 | |
| Treasurer |
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