1st Bishop's Waltham (St Peter's) Scout Group
Trustees’ Annual Report and Accounts For the financial year 1 April 2020 to 31 March 2021
Registered charity 302205
1
Trustees’ Annual Report
For period 01/04/2020 to 31/03/2021
SecGon A – Reference and AdministraGon details
| Charity name | 1st Bishop's Waltham (St Peter's) Scout Group |
|---|---|
| Also known as | Bishop's Waltham Scout Group |
| Registered charity number | 302205 |
| Scout HQ registraGon number |
10012665 |
| Charity's principal address | 19 Edington Close, Bishop's Waltham, Southampton, SO32 1LX |
Names of charity trustees who manage the charity
| Trustee Name | Ofce (if any) | Dates acted if not for whole year | |
|---|---|---|---|
| 1 | Adrian Pashley | Chair | |
| 2 | Nicholas WoolleL |
Group Scout Leader | |
| 3 | Anna Rolfe | Secretary | From 26 September 2020 |
| 4 | Ralph Bolton | Treasurer | From 7 December 2020 |
| 5 | Richard PyecroT | Parent representaUve | |
| 6 | Sean Beech | Maintenance | |
| 7 | Heather Moore | Parent representaUve |
Names and addresses of advisors
| Type of advisor | Name | Address |
|---|---|---|
| Independent Examiner | Colin Outlaw (Chartered Accountant) |
Harvest Barn, Hoe Road, Bishop's Waltham, SO32 1DS |
| Bank | Lloyds Bank | The Square, Bishop's Waltham, SO32 1GS |
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SecGon B – Structure, Governance and Management
DescripGon of the charity’s trusts
Type of governing document
The Group's governing documents are those of the Scout AssociaUon. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the AssociaUon and The Policy, OrganisaUon and Rules of The Scout AssociaUon.
How the charity is consGtuted
The Group is a trust established under its rules which are common to all Scouts.
Trustee selecGon methods
The Trustees are appointed in accordance with the Policy, OrganisaUon and Rules of The Scout AssociaUon.
AddiGonal governance issues
The Group is managed by the Group ExecuUve CommiLee, the members of which are the charity trustees of the Scout Group which is an educaUonal charity. As charity trustees they are responsible for complying with legislaUon applicable to chariUes. This includes the registraUon, keeping proper accounts and making returns to the Charity Commission as appropriate.
The ExecuUve CommiLee consists of 3 independent representaUves (Chair, Treasurer and Secretary), together with the Group Scout Leader, individual secUon leaders (if opted to take on the responsibility) and parents' representaUon. It meets at least three Umes per year (once every school term).
During the global Coronavirus (COVID-19) crisis, meeUngs of the ExecuUve CommiLee were held virtually using meeUng soTware (MicrosoT Teams or Zoom). During these meeUngs, all ExecuUve CommiLee members were able to access the system and parUcipate fully.
Members of the ExecuUve CommiLee complete 'EssenUal InformaUon for ExecuUve CommiLee' training within the first 5 months of joining the CommiLee.
This Group ExecuUve CommiLee exists to support the Group Scout Leader in meeUng the responsibiliUes of the appointments and is responsible for:
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The maintenance of Group property.
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Raising funds and the administraUon of Group finance.
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The insurance of persons, property, and equipment.
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Group public occasions.
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AssisUng in the recruitment of leaders and other adult support.
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AppoinUng any sub-commiLees that may be required.
-
AppoinUng Group Administrators and Advisors other than those who are elected.
All members of the Group ExecuUve CommiLee gave of their Ume freely and received no remuneraUon or expenses for carrying out their duUes as charity trustees in the year. No member of the Group ExecuUve CommiLee received any benefit by way of financial assistance from the Group to pay subscripUons or acUvity fees in the year.
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Risk and Internal Control
The Group ExecuUve CommiLee has idenUfied the major risks to which they believe the Group is exposed, these have been reviewed and systems have been established to miUgate against them.
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Damage to the Scout hut, property and equipment - the Group would request the use of buildings, property and equipment from neighbouring organisaUons such as the church, community centre and other Scout Groups. Similar reciprocal arrangements exist with these organisaUons. The Group has sufficient buildings and contents insurance in place to miUgate against permanent loss.
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Injury to leaders, helpers, supporters and members - the Group through the capitaUon fees contributes to the Scout AssociaUon's naUonal accident insurance policy. Risk Assessments are undertaken.
-
Reduced income from fund raising - the Group is primarily reliant upon income from subscripUons and fundraising. The group does hold a reserve to ensure the conUnuity of acUviUes should there be a major reducUon in income. The CommiLee could raise the value of subscripUons to increase the income to the group on an ongoing basis, either temporarily or permanently.
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ReducGon or loss of leaders - the Group is totally reliant upon volunteers to run and administer the acUviUes of the group. If there was a reducUon in the number of leaders to an unacceptable level in a parUcular secUon or the Group as a whole, then there would have to be a contracUon, consolidaUon, or closure of a secUon. In the worst-case scenario, the complete closure of the Group.
-
ReducGon or loss of members - the Group provides acUviUes for all young people aged 6 to 18. If there was a reducUon in membership in a secUon or the Group as a whole, then there would have to be a contracUon, consolidaUon or closure of a secUon. In the worst-case scenario, the complete closure of the Group.
COVID-19 risks
In respect of risks associated with the COVID-19 pandemic:
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The ExecuUve CommiLee ordered the Group to cease all face-to-face acUviUes on 15 March 2020, as instructed by the Scout AssociaUon.
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The Group then followed the Scout AssociaUon's COVID-19 guidance and framework for returning to face-to-face ScouUng.
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A COVID-19 acUon plan (which included detailed risk assessments) was completed by leaders, signed off by the ExecuUve CommiLee and approved by Meon Valley District. This enabled the Group to return to face-to-face meeUngs outdoors in small groups, following the easing of naUonal lockdown restricUons in September 2020. The acUon plan was reviewed prior to returning to face-to-face meeUngs following the easing of further periods of naUonal lockdown.
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The Group introduced a Code of Conduct, which its young people and families were required to agree to as a condiUon of taking part in face-to-face meeUngs outdoors. This included expectaUons on social distancing and other behaviour to reduce the COVID-19 infecUon risk.
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The Group registered for, and displayed at its meeUngs, an official QR code, for NHS Test and Trace purposes.
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SaniUsing and other equipment was purchased, and measures put in place (such as, social distancing, regular handwashing, quaranUning equipment, and spliing secUons into smaller groups ("bubbles") to enable face-to-face meeUngs to take place outdoors as safely as reasonably possible.
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No face-to-face ExecuUve CommiLee or other adult meeUngs were held during the year. The Group held its 2020 Annual General MeeUng virtually using the Zoom meeUng plakorm.
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The risks associated with holding online secUon meeUngs were assessed and reviewed.
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From the outset of the crisis, the ExecuUve CommiLee considered the potenUal impact of suspending face-to-face ScouUng acUviUes on the financial posiUon of the Group. The Group's core ("stand sUll") operaUng costs were assessed and its finances kept under close, regular review.
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The ExecuUve CommiLee reviewed the Group's membership fee structure and introduced increases to ensure that the Group's core costs could be met. COVID-19 grant funding was pursued.
-
Prompt acUon was taken to prepare the Scout Hut for prolonged periods of non-use. Regular inspecUon visits were made to ensure that the Scout Hut conUnued to be safe and secure while unused.
5
SecGon C – ObjecGves and acGviGes
Summary of the objecGves of the charity set out in its governing document
The Purpose of ScouGng
ScouUng exists to acUvely engage and support young people in their personal development, empowering them to make a posiUve contribuUon to society.
The Values of ScouGng
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 aitudes.
Co-operaGon - we make a posiUve difference; we co-operate with others and make friends.
The Scout Method
ScouUng takes place when young people, in partnership with adults, work together based on the values of ScouUng and:
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Enjoy what they are doing and have fun.
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Take part in acUviUes indoors and outdoors.
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Learn by doing.
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Share in spiritual reflecUon.
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Take responsibility and make choices.
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Undertake new and challenging acUviUes.
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Make and live by their Promise.
Summary of the main acGviGes in relaGon to these objecGves
The Group promotes the development of young people in achieving their full physical, intellectual, social and spiritual potenUals, as individuals, as responsible ciUzens and as members of their local naUonal and internaUonal communiUes.
The Group operates two Beaver colonies (Hawkeye and Malak), two Cub packs (Diamond and Wolf) and two Scout troops (Gunners and Admirals Own). Usually, secUons meet weekly in the evenings during term Ume, with addiUonal events and acUviUes being run at weekends throughout the year.
However, while COVID-19 naUonal lockdown restricUons were in place, the Group held one weekly online meeUng (via Zoom) for each of the three secUons (Beavers, Cubs and Scouts). These meeUngs conUnued to take place during school holidays for some secUons. Many of our young people took an acUve part in the Scout AssociaUon's "Badges at Home" scheme, and other similar iniUaUves (such as, the Great Indoors).
We provide an enjoyable, balanced programme of acUviUes, based on the Scout Promise and Law, and guided by adult leadership.
6
AddiGonal details of the objecGves and acGviGes
The Group has an informal policy of providing financial assistance to families who struggle to afford either termly subscripUons or extras (such as, fees for aLending camps and other events). Parents and carers are invited to discuss their circumstances (in confidence) with the relevant secUon leader, the Group Scout Leader or Group Chair.
The Group is run enUrely by unpaid volunteers - leaders, ExecuUve CommiLee members and parent helpers.
The Group meets the Charity Commission's public benefit criteria under both the advancement of educaUon and the advancement of ciUzenship or community development headings.
In planning the Group's acUviUes for the year, the ExecuUve CommiLee kept in mind the Charity Commission’s guidance on public benefit.
7
SecGon D - Achievements and performance
Summary of the main achievements of the charity during this year
The COVID-19 pandemic had a profound effect on the Group's acUviUes in 2020/21. As instructed by the Scout AssociaUon, the Group suspended all face-to-face ScouUng acUviUes on 15 March 2020. However, our leaders, young people and parents were resilient and resourceful in rising to the unprecedented challenges created by the pandemic and the series of naUonal lockdowns throughout 2020/21.
In parUcular:
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The Group immediately switched to providing online meeUngs (via Zoom) once a week for all three secUons (Beavers, Cubs and Scouts). These meeUngs were regularly aLended by at least 50% of our young people. AcUviUes included input from guests (such as, a magic show, a repUle expert, and an interacUve session on hearing disability from the Elizabeth FoundaUon), a talent compeUUon, cooking lessons, commemoraUon of important dates (such as VE Day and patron saints' days), socially distanced drive-in movie nights, an escape room and taskmaster challenges.
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Many of our young people were enthusiasUc parUcipants in the Scout AssociaUon's Badges at Home scheme, and other naUonal iniUaUves, such as Camp at Home and Hike to the Moon.
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Our leaders fully embraced the challenge of planning, organising, and running fun, sUmulaUng and educaUonal online meeUngs. They showed great energy, ingenuity, creaUvity, paUence, and adaptability in devising a successful programme of online acUviUes that kept our young people engaged with ScouUng and in contact with their friends on a weekly basis.
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To help keep our young people involved and to support their wellbeing during these difficult Umes, online meeUngs were held throughout school holidays for some secUons.
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The Group followed the Scout AssociaUon's COVID-19 guidance and framework for returning to face-to-face ScouUng, enabling it to obtain approval to a phased return to face-to-face acUviUes as soon as possible when the Scout AssociaUon's readiness level for England changed from red to amber. Parent surveys showed overwhelming support for a return to face-to-face acUviUes.
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Our leaders and young people eagerly returned to face-to-face meeUngs outdoors, dealing admirably with the challenges of social distancing, the need to comply with other measures put in place to help prevent the spread of COVID-19 (such as, maintaining "bubbles" of 15, increased saniUzaUon, not sharing equipment and quaranUning equipment aTer use) as well as the vagaries of the BriUsh weather.
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Our parents were instrumental in helping to run outdoor meeUngs and ensuring that supervision raUos were met, while running acUviUes in smaller groups.
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The Group purchased equipment necessary to enable face-to-face meeUngs to be held safely outdoors on a regular basis (such as, gazebos, outdoor lighUng, and cleaning and saniUzing equipment).
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The ExecuUve CommiLee held regular online meeUngs to review the financial health of the Group, to support and scruUnise plans to return to face-to-face ScouUng, to monitor health and safety and safeguarding issues, and to help ensure that the Group could conUnue to funcUon during the pandemic and beyond.
At the January 2021 census, the Group recorded a total of 125 young people (Hawkeye (Beavers): 19; Malak (Beavers): 16; Diamond (Cubs): 30; Wolf (Cubs): 27; Gunners (Scouts): 14; and Admirals (Scouts): 19.
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While this was a reducUon in numbers compared to the 2020 census, this reducUon was significantly less (at around 11%) than the average reducUon for Hampshire Scout Groups during the period (25-30%). The Group has a waiUng list and has experienced a significant increase in its membership since the start of 2021.
Other notable achievements in the year included:
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RecruiUng a new Treasurer (Ralph Bolton) and Secretary (Anne Rolfe).
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Moving to online banking and opening a separate reserve account.
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Introducing a new membership fee structure, to beLer reflect the Group's cost base and meet increases in Scout AssociaUon annual membership.
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Holding a successful virtual Annual General MeeUng and family quiz.
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SecGon E - Financial review
Reserves Policy
As at 31 March 2021, the Group held £26,013 in unrestricted cash funds, of which £20,000 has been set aside in a separate reserve account.
The Group's policy on reserves is to hold sufficient resources to conUnue the charitable acUviUes of the group should income and fundraising acUviUes fall short. The Group ExecuUve CommiLee considers that the Group should hold a sum equivalent to at least six months' running costs (circa £5,000).
Details of any funds materially in deficit
Not applicable.
The Group's main sources of funding during the year were membership subscripUons and grant funding.
In January 2021, having carefully reviewed the Group's finance, the ExecuUve CommiLee introduced a new membership subscripUon structure to help meet the Group's core costs:
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£40 per member per term (increased from £35), with a £10 sibling discount (£30 per sibling).
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Scout AssociaUon annual membership fee payable in respect of leaders' children who are members of the Group (£49.50 in 2021). This was previously subsidised by the Group.
The Group's charitable status enabled it to qualify for business-related COVID-19 grants. It received £19,907 in total from Winchester City Council under the Retail, Hospitality and Leisure Grant, Local RestricUons Support Grant, and Closed Business Lockdown Payment.
These grants have enabled the Group to:
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Purchase addiUonal equipment to run face-to-face meeUngs outdoors.
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Bring forward essenUal maintenance and fire safety work at its headquarters.
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Maintain a level of reserves appropriate to the enhanced risks faced by the Group due to COVID-19 (such as, the potenUal for reduced income should membership decrease).
The Group's income is applied to providing or supporUng the provision of its ScouUng acUviUes for the benefit of the public. Its main costs are the annual contribuUon to the Scout AssociaUon (£6,187), insurance (£1,639), equipment purchases, operaUng and maintaining the Scout Hut, and badge purchases.
The Group's reported expenditure on charitable acUviUes was significantly lower this financial year than last mainly due to the summer camp not being run due to COVID-19 restricUons. Stripping out these costs, the Group's expenditure in delivering its programme was £6,580 in 2020/21 against £7,097 the previous year.
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The Group doe5 not have sufficient funds to invest in longer term investments. The Group has therefore adopted a risk averse strategy to the investment of its funds. All funds are held in cash using only mainstream banks. Section F- other optional inforn)ation Plans for future perfod5 {detslb of any SFgnificant activit5 planned to achleve them) Retum to full indoor and outdoor Scouting activities. in accordan wtth scout Association guidance and readiness levels. Opening a new Cub pack and Beaver colony. Recruitment of new leader5. Installation of new heaters and fire dLh)rs in Scout Hut. Re-engagement with local community events. Re-start fundraising activities. Embrace opportunities offered by plans to merge Meon Valley Distrirt. to create a larger District Section G- Declarations The trustees declare that they have approved the trustees. report above Signed on behalf of the charity's trustees First Trustee Second Trustee Signature A 1.9 41•- Full Name Adrian Pashley Chair Ralph Bolton . Treasurer Position Date 8September 2021 . 8 September 2021 11
1st Bishop's Waltham (St Peter's) Scout Group Receipts and Payments Account
| Year start date | Year start date | Year start date | Year end date | |
|---|---|---|---|---|
| For the year from |
1st April 2020 to 31st March 2021 |
2019/2020 | ||
| Receipts and payments | ||||
| 2020/21 Unrestricted funds £ |
2019/20 Unrestricted funds £ |
|||
| Receipts | ||||
| Donations, legacies and similar income | ||||
| Membership subscriptions | 11,729 | 10,774 | ||
| Less: Membership subscriptions paid on (National/County/Area/District) |
6,187 | 6,432 | ||
| Net membership subscriptions retained | 5,542 | 4,342 | ||
| CAF Matched Giving / 200 Club | - 0 | 1,003 | ||
| Donations | 300 | 1,302 | ||
| Gift Aid | - 0 | 634 | ||
| Close unit accounts | 320 | |||
| Events / camps | 8 | 18,760 | ||
| Sub total | 6,170 | 26,041 | ||
| Grants | ||||
| Maintenance grant | - 0 | - | ||
| Other grants | 19,907 | - | ||
| Sub total | 19,907 | - | ||
| Fundraising (gross) | ||||
| Plant sale / Easy Fundraising | 186 | 903 | ||
| Picnic in Park | - 0 | 268 | ||
| Bag Pack | - 0 | 480 | ||
| Fireworks/sundries | - 0 | 1,041 | ||
| Sub total | 186 | 2,692 | ||
| Investment income |
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| Bank interest | - 0 | - | |
|---|---|---|---|
| Building Society interest | - 0 | - | |
| The Scout Association Short Term Investment Service | - 0 | - | |
| Property Rent income | 275 | 315 | |
| Other investment income | - 0 | - | |
| Sub total | 275 | 315 | |
| Total Gross Income | 26,538 | 29,048 | |
| Asset and investment sales, etc. | - 0 | - | |
| Total receipts | 26,538 | 29,048 | |
| Receipts and payments | |||
| 2020/21 Unrestricted funds £ |
2019/20 Unrestricted funds £ |
||
| Payments | |||
| Charitable Payments | |||
| Youth programme and activities | 1,033 | 364 | |
| Adult support and training | - 0 | 130 | |
| Rent | 53 | 13 | |
| Water and Sewerage | - 0 | - | |
| Electricity, Gas, Phones | 914 | 992 | |
| Insurance | 1,639 | 1,959 | |
| Repairs and Renewals | 947 | 379 | |
| Materials and equipment | 843 | 648 | |
| Printing and photocopying | - 0 | - | |
| Contribution to camp costs (refund deposits in 2020) | 1,960 | 18,967 | |
| Uniforms | 809 | 1,227 | |
| AGM and trustee expenses | - 0 | - | |
| Fundraising expenses | - 0 | 568 | |
| Misc including AGM expenses | 11 | 436 | |
| Online Youth Manager / OSM | 331 | 381 |
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| Sub total | 8,540 | 26,064 | |
|---|---|---|---|
| Fundraising expenses | |||
| Other fundraising costs | - 0 | - | |
| Sub total | - 0 | - | |
| Total Gross Expenditure | 8,540 | 26,064 | |
| Asset and investment purchases, etc. | - 0 | - | |
| Total payments | 8,540 | 26,064 | |
| Net of receipts/(payments) Cash funds last year end Cash funds this year end |
17,998 | 2,984 | |
| 8,015 | 5,032 | ||
| 26,013 | 8,016 | ||
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| Statement of assets and liabilities at the end of the year | Statement of assets and liabilities at the end of the year | Statement of assets and liabilities at the end of the year | Statement of assets and liabilities at the end of the year |
|---|---|---|---|
| 31-Mar-21 Unrestricted funds £ |
31-Mar-20 Unrestricted funds £ |
||
| Cash funds | |||
| Bank current account | 26,013 | 8,015 | |
| Bank deposit account | - | 340 | |
| - | - | ||
| The Scout Association Short Term Investment Service | - | - | |
| Cash/Floats | - | - | |
| Total cash funds | 26,013 | 8,355 | |
| Other monetary assets | |||
| Gift Aid | - | 1,666 | |
| Income not on statement | - | 224 | |
| Insurance claim | - | - | |
| Sub total | - | 1,890 | |
| Investment assets | |||
| Investment property | - | - | |
| Equipment | - | - | |
| Other investments - detail | - | - | |
| Sub total | - | - | |
| Non monetary assets for charity's own use | |||
| Badge stock | - | - | |
| Shop stock | - | - | |
| Other stock | - | - | |
| Land and buildings (at insured value) | 395,000 | 399,686 | |
| Motor vehicles | - | - | |
| Scouting equipment, furniture etc (insured value) | 26,124 | 19,770 | |
| Other | - | - | |
| Sub total | 421,124 | 419,456 | |
| Liabilities | |||
| Uncashed cheques | 40 | 1,071 | |
| Expenses incurred but not invoiced | - | - | |
| Events / camps paid in advance | - | 2,276 | |
| Loan – detail | - | - |
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Sub total 40 3,347 Contlngent liabilities and future obligatlons The above receipts and payments account and statement of assets and liabilities were approved by the Trnstees on 8th June 2021 (the date of the Executive Committee meeting that approved the accounts) and signed on their behalf by Signature Print Name rian Pashley Chair , Botton Treasurer 16
CHARITY COMMISSION FOR ENGLAND AND WALES I Indopendent examlnerfs report on the ', accounts Report lo the trSta•S 1st Bishop's Waltham (St Petefs) Sc(XJt Group On accounts for the year ' 31 March 2021 endod I Chaflty no (rf any) , 302205 I report to the trustees on my examination of the accounls of the above tharity (the Charity) for the year ended 3110312021. Rewnsibiliti05 and basis of report As the charrty's trustees, you are responsible tor the preparation of the accounts in aGcordano with the r8qUtrements of Charities Act 2011 (ChA 2011). I rewrt in respect of my examination of the Charity's accounts carried out under section 145 of ChA 2011 and in carrying out my examinatM)n, I have followed all the applicable Direcb"ons given by the Charity commissh under S8Ction 145(5)(b) of ChA 2011. Independent I have cc#npleled my examination. I confirm that no material matters have oxaminerfs statement come to my attention in connection with the examir7ation which gives me cause to believe Ihat in, any material respect" the accounting records were not kept in accLYdance with section 130 ofChA2011; or the accounts did not aGGLxd with the accounting records. I have no concems and have come acxoss no other matters in connection with the examination to which attention shoutd be drahn in this report in order to enable a proper understanding of the accounts to te reached. Signed: I 4 August 2021 Colin Outtaw Relevant professional I Chartered Accowlant qualification(s> or body lif anyl- I Address: Harvest Bam, Hoe Road, &sl'S Wallham, Hampshtre