## **1st Bishop's Waltham (St Peter's) Scout Group** **Trustees’ Annual Report and Accounts For the financial year 1 April 2023 to 31 March 2024** **Registered charity 302205** 1 ## **Trustees’ Annual Report** **For period** 01/04/2023 to 31/03/2024 ## **SecHon A – Reference and AdministraHon 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 registraHon**
**number**|10012665| |**ChariHes 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|Resigned September 2023| |4|Ralph Bolton|Treasurer|| |5|Richard PyecroQ|Parent representaRve|| |6|Caroline
Brownlie|Parent representaRve|| |7|Hayley
McCallion|Parent representaRve|| ## **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|Hedge End Branch, St John's
Road, Southampton
SO304QU| 2 ## **Property held by custodian trustee** The Group operates from the Scout Hut, Hoe Road RecreaRon Ground, Bishop's Waltham, SO32 1DU. The Group occupies the land on which the Scout Hut is constructed under the terms of a lease with Bishop's Waltham Parish Council. The lease is for a maximum term of 20 years commencing from 3 January 2020. The Scout AssociaRon Trust CorporaRon (a company limited by guarantee and registered charity number 306102) holds the leasehold Rtle as custodian trustee on trust for the Group. 3 ## **SecHon B – Structure, Governance and Management** ## **DescripHon of the charity’s trusts** ## **Type of governing document** The Group's governing documents are those of the Scout AssociaRon. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the AssociaRon and the Policy, OrganisaRon and Rules (POR) of The Scout AssociaRon. ## **How the charity is consHtuted** The Group is a charitable unincorporated associaRon governed by the rules set out in secRon 5.4 of POR which are common to all Scout Groups. These rules provide for: - The Group to be managed and administered by a Trustee Board. - The Trustee Board to be accountable to the Group Scout Council. ## **Trustee selecHon methods** The Trustees are appointed in accordance with POR. ## **AddiHonal governance issues** The Group is managed by a Trustee Board, the members of which are the charity trustees of the Scout Group which is an educaRonal charity. As charity trustees they are responsible for complying with legislaRon applicable to chariRes. This includes the registraRon, keeping proper accounts and making returns to the Charity Commission as appropriate. The Trustee Board consists of a maximum of 12 and a minimum of 5 Trustees: - Group Scout Leader (ex officio). - Group Chair (as approved by the Group Scout Council). - Group Treasurer (as approved by the Group Scout Council). - Appointed Trustees (as appointed by the Group Scout Council). - Co-opted Trustees (as co-opted annually by the Trustee Board) The Denewulf District Commissioner, Denewulf District Chair and Hampshire County Commissioner each have the right to aLend the Trustee Board's meeRngs. The Trustee Board meets at least three Rmes per year (once every school term). The Trustees support the Group's volunteers to run high-qualify and safe programmes that give young people skills for life. All Trustees are required to complete mandatory Scout AssociaRon training (Module 1: EssenRal InformaRon, Safety, Safeguarding and GDPR). The Trustee Board must act collecRvely in the charity’s best interests, acRng with reasonable care and skill and taking steps to be confident that: 4 - The charity is: - well managed; - carrying out its purposes for the public benefit; - complying with the charity’s governing document and the law; - managing the charity’s resources responsibly; and - operaRng in compliance with POR. - Young people are meaningfully involved in decision making at all levels. - There are sufficient resources (funds, people, property and equipment) available to meet the planned work of the Group, including delivery of the high-quality programme and resource requirements of the training programme. - ScouRng has a posiRve image in the local community. All Trustees gave of their Rme freely and received no remuneraRon or expenses for carrying out their duRes as charity trustees during the financial year. No Trustee received any benefit by way of financial assistance from the Group to pay subscripRons or acRvity fees during the financial year. ## **Risk and Internal Control** The Trustee Board has idenRfied the major risks to which they believe the Group is exposed, these have been reviewed and systems have been established to miRgate against them. - **Damage to the Scout Hut, property and equipment** - the Group would request the use of buildings, property and equipment from neighbouring organisaRons such as the church, Parish Council and other Scout Groups. The Trustee Board considers that the Group has sufficient buildings and contents insurance in place to miRgate against permanent loss. Regular safety checks are carried out at the Scout Hut. The fire safety equipment and gas appliances in the Scout Hut are serviced annually. - **Injury to leaders, helpers, supporters and members** - the Group, through the capitaRon fees, contributes to the Scout AssociaRon's naRonal accident insurance policy. All leaders undertake compulsory training and risk assessments are undertaken in respect of the Group's acRviRes. A qualified first aider is present at Group acRviRes. - **Reduced income from fund raising** - the Group is primarily reliant upon income from subscripRons and fundraising. The Group holds a reserve to ensure the conRnuity of acRviRes should there be a major reducRon in income. The Trustee Board could raise the value of subscripRons to increase the income to the Group on an ongoing basis, either temporarily or permanently. - **ReducHon or loss of leaders** - the Group is totally reliant upon volunteers to run and administer the acRviRes of the group. If there was a reducRon in the number of leaders to an unacceptable level in a parRcular secRon or the Group as a whole, then there 5 would have to be a contracRon, consolidaRon, or closure of a secRon. In the worst-case scenario, the complete closure of the Group. - **ReducHon or loss of members** - the Group provides acRviRes for young people aged 6 to 14 years. If there was a reducRon in membership in a secRon or the Group as a whole, then there would have to be a contracRon, consolidaRon, or closure of a secRon. In the worst-case scenario, the complete closure of the Group. 6 ## **SecHon C – ObjecHves and acHviHes** ## **Summary of the objecHves of the charity set out in its governing document** ## **The Purpose of ScouHng** The purpose of ScouRng is to acRvely engage and support young people in their personal development, empowering them to make a posiRve contribuRon to society. ## **The Values of ScouHng** 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-operaHon** - we make a posiRve difference; we co-operate with others and make friends. ## **The Scout Method** ScouRng takes place when young people, in partnership with adults, work together based on the values of ScouRng and: - Enjoy what they are doing and have fun. - Take part in acRviRes indoors and outdoors. - Learn by doing. - Share in spiritual reflecRon. - Take responsibility and make choices. - Undertake new and challenging acRviRes. - Make and live by their Promise. ## **Summary of the main acHviHes in relaHon to these objecHves** The Group promotes the development of young people in achieving their full physical, intellectual, social and spiritual potenRals, as individuals, as responsible ciRzens and as members of their local naRonal and internaRonal communiRes. The Group operates three Beaver colonies (Hawkeye, Malak and Ringtail), two Cub packs (Diamond and Wolf) and two Scout troops (Gunners and Admirals Own). SecRons meet weekly in the evenings during term Rme, with addiRonal events and acRviRes being run at weekends throughout the year. We provide an enjoyable, balanced programme of acRviRes, based on the Scout Promise and Law, and guided by adult leadership. ## **AddiHonal details of the objecHves and acHviHes** The Group has an informal policy of providing financial assistance to families who struggle to afford either termly subscripRons 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 secRon leader, the Group Scout Leader, or Group Chair. The Group is run enRrely by unpaid volunteers - leaders, Trustees and parent helpers. ## The Group advances both educaRon and ciRzenship and community development for the benefit of the public. Our principal beneficiaries are: - Young people aged 6 to 14 years resident in Bishop's Waltham and the surrounding area, who parRcipate in our ScouRng acRviRes. - Adults resident in Bishop's Waltham and the surrounding area, who volunteer for leadership roles within the Group and receive training and support from the ScouRng network. In managing and administraRng the Group's resources, operaRons and acRviRes, the Trustee Board kept in mind the Charity Commission's guidance on public benefit. 8 ## **SecHon D - Achievements and performance** ## **Summary of the main achievements of the charity during this year** 2023/24 was another successful year for the Group. On 8 January 2024, the Group had a total of **177 young people** as members (compared to 180 in January 2023): • 47 Beavers: `o` Hawkeye: 18 `o` Malak: 17 `o` Ringtail: 12 • 67 Cubs: `o` Diamond: 36 `o` Wolf: 31 • 63 Scouts: `o` Gunners: 32 `o` Admirals Own: 31 The Group also operates a waiRng list for places. Alongside its regular weekly term Rme programme, the Group organised or took part in the following key events and acRviRes: - **Scout Summer Camp** , Peak District (12 to 19 August 2023). - **Jamboree on the internet** (JOTI)(20 to 23 October 2023). - **Cubs weekend trip to London** (24 to 26 November 2023). - **Group sleepover** at Winchester Science Centre (13 January 2024) – aLended by 124 young people across all secRons. - **Scout Monopoly Run** in London (2 March 2024) – aLended by 51 Scouts and adults. - **Ferny Cro_s Mud Run** (16 March 2024) – aLended by 30 young people across all secRons. The Group also parRcipated in local community and Denewulf District events, including: - District St George's Day Parade, Fareham (23 April 2023). - Bishop's Waltham CoronaRon Party (7 May 2023). - District Cub Camp (July 2023). - Denewulf District Beavers Fun Day, Lyon's Copse (23 September 2023). - EvereL's Copse Working Day (24 September 2023). - Laying up of Royal BriRsh Legion Standard, Bishop's Waltham (15 October 2023). - Remembrance Day Parade, Bishop's Waltham (12 November 2023). 9 Other notable achievements in the year included: - Leaders awarded Mayor of Winchester’s Community Award 2024 - Beaver and Cub leaders completed nights away permits. - Recruitment of new leaders for Beavers, Cubs and Scout secRons. - Four Scout leaders completed MiDAS training for minibus drivers. - ArRcles published regularly in the Bishop's Waltham Parish Magazine highlighRng the Group's acRviRes and achievements. - A successful Scout Hut maintenance morning (25 June 2023). - Holding the Group's Annual General MeeRng and family quiz (17 September 2023). - Fundraising iniRaRves: - Plant and Cake sale, Red Lion Street (14 May 2023). - Bishop's Waltham Carnival and Country Fayre (10 June 2023). - St Peter's Church Autumn Fair (23 September 2023). - Bishop's Waltham Junior School Community Fireworks (4 November 2023). - Bishop's Waltham Christmas Fayre (7 December 2023). 10 ## **SecHon E - Financial review** ## **Treasurer's report** The Group's financial posiRon at the end of the 2023/24 financial year was robust. In the year to 31 March 2024, income exceeded expenditure by £1,326. This was primarily due to a small surplus being generated by the Scout Summer camp. This was a major logisRcal exercise and was prudently budgeted with a small conRngency reserve. Expenditure was in line with that planned and there was no out-of-budget expenditure. Fund raising was successful, with the Group's successful parRcipaRon in the Bishop's Waltham Christmas Fayre boosRng contribuRons in the year. Going forward, the Group has been noRfied that matched funding from a long-term contributor will no longer be available, with a loss of income of some £700 per annum. An audit of the Group's equipment was carried out in March 2024, which was reflected in the valuaRon for ScouRng equipment shown in the accounts. Following advice from the Group's insurer, the insured/replacement value of the Group's Scout Hut at Hoe Road RecreaRon Ground, Bishop's Waltham has been increased to £566,000. While a significant increase on that previously reported, the value is enRrely noRonal. ## **Reserves Policy** As at 31 March 2024, the Group held £5,550 in unrestricted cash funds, with a further £22,386 allocated to a separate deposit account (to benefit from a higher rate of interest). The Group's policy on reserves is to hold sufficient resources to both: - ConRnue the charitable acRviRes of the group should income and fundraising acRviRes fall short. The ExecuRve CommiLee considers that the Group should hold a sum equivalent to at least six months' running costs (circa £15,000). - Fund significant future Scout Hut maintenance and improvement costs. ## **Details of any funds materially in deficit** None. ## The Group's main sources of funding during the year were membership subscripRons and fundraising. The Group's membership subscripRon increased by £5 to £45 per member with effect from the autumn term 2023 (with a £10 sibling discount). 11 During the year, the Group successfully claimed GiQ Aid on membership subscripRons (£3,555). The Group's income is applied to provide or support the provision of its ScouRng acRviRes for the benefit of the public. Its main costs are the annual contribuRon to Denewulf District, Hampshire Scouts and the Scout AssociaRon (£10,209), insurance (£1,765), equipment purchases (£2,171), operaRng and maintaining the Scout Hut (£2,286), and badge purchases. The Group does not have sufficient funds to invest in longer term financial 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. 12 Section F- Other optional informatlon Plans for future perlods (detalls of any sl£nlficant activitie5 planned to athieve them) Recruit new Trustees, leaders, Group administratof, quartermaster and regular parent helpers {succe55ion planning). Plan and secure funding for acoustic treatment at Scout Hut. Investigate and secure alternative source5 of funding. Complete training for and implement Scout Association Transformation programme requirements (changes to governance. volunteering experience. training, and digital 5trategyl. Sectlon G- Declarations The Trustees declare that they have approved the trustees, report above. Signed on behalf of the charitys Trustees First Trustee Trustee Signature Full Name Position Date Adrian Pashley Chair 8 July 2024 Ralph Iton Secretary 8 July 2024 13 1st Bishops Waltham Scout Group Receipts and Payments Account For 1st April 2023 to 31st March 2024 202212023 from Receipts and payments 2023124 2022123 Unr•8trlct•d Unrostr1¢1•d fvrtds Re￿ip1S tk•nations, I acies and simllar Income MembetrBhip subgcripla￿s Less:Membershl Sub￿ on$ on Nel momb8rshlp subsdplions rgtainad CAF Match&1 Glvkng1200 Club Donatyons Gift Aid Close unit account5 Events l Garnps 18.S14 18.645 8.305 9.060 180 666 3.361 507 3,555 24.148 37.343 18959 30226 Sub lotsl Grants Maintenenace gwl Other grants 25 25 Sub total Fundralsln 2,433 2.433 2,105 2,105 Sub totsi InV￿t￿ent incom• B8fbk intèrest Building Society inleresl The Scout Associab"on Short Temi Investment Ser¥w Propth Rent income other inv¥stmpnt incomo Sub iotal 212 48 320 305 S32 353 Total Grthss Income 40.332 32,684 Asset and Inve8tm•rrt sales. Total ￿ceIpts 40,332 32.684 1st Bishops Waltham Scout Group Staternent of assets and liabilities at the end of the year 31-Mar-24 31-Mar-23 Vnr•¥tri¢t•d fvr vnr•strlCt￿ funds Cash funds Ballk Lurrenl account Bank depo&t acc{￿nI 5,550 7,257 19,216 Thè sC￿t Ass0a31￿ Short Terni Inve5tnwt s￿¢$ CashlFk)ats Total cash funds Other monètary assots Gift Aid I￿oMe not on sta*ment Insurance claim 27.936 26,473 Sub total Invostment assets InvesLmenl property EQuipm￿t 0th8r u)vestments- detail Sub totst Non monetary assets for charitys own use B81*Je stock Shop slock Ottier Stock Land and buildings {at inSur￿j value) Motor vehicles ScouliThJ equipment, fvrnilur8 etc Ibnsured valuel Olhe¥ 56qOOO 418.700 25.150 21.178 Sub total S91,1 $0 439.878 Liabilities Uncashed cPwu8S Expenses incurred but not invoiced Events I camps paid in advanc Loan - detsil Other liabiliti8s 1,SS0 Sub total 1,550 Contingont liabilities and futur• obligations The above receipls and payments account and statement of assets and liabilltles wero approved by the Trustees on 8th July 2024 {the date of tho Executive Committee meetAng that approved the accounts) and signed on their l)ehaif by: nature Print Name Adrian Pashley Ralph Bolton Chair Treasurer CHARITY COMMISSION FOR ENGIAND MD WALES Independent examinerfs report on the accounts eport to thg trustees 1st 8jghop'8 Waliham (St Petefs) Scout Group 31 Mwch 20• Charlty no Irf any) In aGcounts for the y•ar ended 302205 I report io the trustees on ry examination CA the ac£￿Unts of the above charity (the Chanty) for Ihe year ended 31103r2021. As Ihe chwity's tfustees, you are ￿pOnSib￿ for the preparation of the accounts in accordan￿ with the requlrements of the Charilies Ad 2011 (ChA 2011). ponslbllltia and sis of report I report in respect of my examination of the Chanty's a(xounts carried out under seclion 145 of ChA 2011 and in canying out my examinalion, I have f01h￿ed all the applicable Directions given by the Gharity Commission under section 145(5}Ib) of ChA 2011. Independent I have compkted my examination. I confimi Ihat no m*erial matters have xarnineVs statsrnent come to my attention in connection with •he examination which gives me cause io believe ihat in. any material respecl." Ihe accounting recotds were not kept in accordance with section 130 ofChA2011.or the accounts dmj not aco)rd with the accouniing records. I have no cOn￿mS and have come across no other matters in connection wrth the examination to which attention should be drawn in this report in order10 enable a proFer underslandin9 of the accounts to be reached. Signed: I Date: Name: Lolin Oiltlaw i<'ii vtliit iirofessional LI￿rtered Ac4J).Jnlan* '*'.l.i.' at:.Orils) or body (Il ariyj.. %;J(I' Fl.'..¥triJS:. hdii., Hue b:sli.)I,'c [b"'rJlllidiil fr aniptshiie