4[TH] NEW FOREST SOLENT HYTHE SEA SCOUTS TRUSTEE REPORT 2024 ## Contents |**A)**|**Reference and administration details**| |---|---| |**B)**|**Structure, Governance & Management**| |**C)**|**Objectives and activities**| |**D)**|**Achievement and Past Performance**| |**E)**|**Financial Review**| |**F)**|**Other Optional Information**| |**G)**|**Declaration**| ||**Receipts and Payment Accounts**| ## **A) Reference and administration details** Charity Name: 4th Hythe Sea Scouts Registered Charity Number: 302223 Principal Address: Shore Road, Hythe, Southampton, SO45 6DF ## **TRUSTEES WHO MANAGE THE CHARITY** Chris Bench Joint Chairperson Nick Howe Joint Chairperson Duncan Lyle Treasurer Graham Bateson Trustee Roger Janson Trustee Tony White Trustee Mari Wadey Trustee Paul Biddlecombe Trustee ## **ADVISORS TO THE CHARITY** |**Type of advisor**|**Name**|**Address**| |---|---|---| |Bank|Lloyds|Totton,Southampton Branch| ## **B) Structure, Governance & Management** ## **TYPE OF GOVERNING DOCUMENT:** The Group's governing documents are those of the The Scout 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. ## **HOW THE CHARITY IS CONSTITUTED:** The Group is a trust established under its rules which are common to all Scouts. ## **TRUSTEE SELECTION METHODS:** The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association. ## **THE TRUSTEE BOARD:** The Group, which is a registered educational charity, is managed by the Trustees of the Charity. As Charity Trustees they are responsible for complying with legislation applicable to Commission as required. The Trustees are in regular communication, and formally meet when necessary. Trustee meetings consist of the appointed roles of Chair, Treasurer and Trustees, together with the Group and Section Leaders, and youth representatives from the Scout Section. New members complete training set out by The Scout Association. As well as being the primary body responsible under Charity Law, the Trustee Board also exists to support the Scout Leaders in meeting the responsibilities of their appointments and is responsible for: - The maintenance and development of Group property and equipment. - The insurance of persons, property and equipment. - Representing the Group at public events. - Assisting in the recruitment of leaders and other adult support. - Appointing any sub committees that may be required. - Appointing Group Administrators and Advisers other than those who are elected. ## **B)Structure, Governance & Management (cont.)** ## **RISK MANAGEMENT:** The Trustee Board regularly reviews the major risks to which the Group could be exposed. Systems and controls have been established to mitigate these risks where appropriate. The main areas of ## **FINANCIAL MANAGEMENT:** We have internal controls in place to provide reasonable assurance against material mismanagement or loss. These include two signatories for all payments and comprehensive insurance policies to cover the insurable risks. ## **DAMAGE TO THE BUILDING, PROPERTY AND EQUIPMENT:** In recent years the Group has upgraded the physical security of the property. The Trustee Board continues to review the physical security and has also completed upgrades in 2023. This is in addition to buildings and contents insurance in place to mitigate against permanent or major loss. If required, we would seek the use of buildings, property and equipment from neighboring Scout Groups and organisations. ## **INJURY TO LEADERS, HELPERS, SUPPORTERS AND MEMBERS:** Through the capitation fees the Group contributes insurance policy. Risk Assessments are undertaken before all activities. ## **REDUCED INCOME FROM FUNDRAISING:** The Group is primarily reliant upon income from subscriptions and fundraising. We also hold a reserve fund to ensure the continuity of activities for up to 7 months. Subscriptions could be raised to increase the income to the Group, 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, or 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 14. If the membership in a particular section or in the Group as whole were to drop below a viable level then there would have to be a contraction, consolidation or closure of that section, or in the worst-case scenario, the complete closure of the Group. ## **C) Objectives and activities** ## **SUMMARY OF THE OBJECTIVES OF THE CHARITY SET OUT IN ITS GOVERNING DOCUMENT:** The objectives of the Group are as a unit of The Scout Association. ## **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 the values of Scouting and: - enjoy what they are doing and have fun. - take part in activities indoors and outdoors. - learn by doing. ## **C) Objectives and activities (cont.)** ## **SUMMARY OF THE MAIN ACTIVITIES IN RELATION TO THESE OBJECTIVES** The main activities that are normally undertaken in relation to the above objectives are: - Provision of leadership training to facilitate the delivery of excellent Scouting. - Provision of land- and water-based Scouting activities. - A programme of activities aimed at the young people achieving recognition through being awarded badges. - Participation in district and county events and competitions. - Participation in conservation projects and civic events, like the St Georges Day and Remembrance Day parades. - Fundraising to facilitate other activities ## **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. ## **D) Achievement and Past Performance** The Group has achieved another successful year, each section leader has provided a separate report for presentation at the AGM. ## **E) Financial Review** ## **FINANCIAL HIGHLIGHTS** The Group performed well during the year ending March 2024. Whilst the income from membership subscriptions did not cover the general running costs of the Group, this was subsidised by alternative income from use of the Scout Hut by community clubs and activities. The income from donations and fundraising for the year enabled investment in new camping and radio equipment and improvements to the property and left a surplus of £10,500 to fund further investment into the site and boat storage. A review of the membership subscriptions towards the end of the financial year identified a need to raise the subscription level, unchanged for the last 20 years, to cover the ever increasing running costs for the Group and to ensure the continued high quality activities the Group provides. At the year-end the Group held cash reserves of £14,625 (excluding money held from fundraising), which is equivalent to approximately 9 months of our average operating expenditure. ## **S PRINCIPAL SOURCES OF FUNDS** -subscription income (grants, donations and fundraising). The income from subscriptions is used solely for the provision of the Scouting programme, including the membership (capitation) fee, activities, training, and other costs to run the facility, such as the lease, maintenance, utilities and insurance. Gross subscription income in 2024 was £13,215, of which £6,612 was paid out as the annual membership fee. Non-subscription income is used to cover improvements to the facility and for the provision of new equipment. In 2024 this income comprised £14,069 from fundraising, £3,410 from donations, £5,443 from other users of the Scout Hut and £1,571 from other sources of income. ## **INVESTMENT POLICY AND OBJECTIVES** Although the Group's total net income is significant for the year this is short-term as the monies will be spent primarily on updating the Scout Hut and facilities. As a consequence, the Group 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 mainstream banks or building societies. The Group Executive regularly monitors the levels of bank balances and the interest rates received to ensure the group obtains maximum value and income from its banking arrangements. Occasionally this may involve using an account that requires a period of notice before funds may be withdrawn, before doing so the Group Executive considers the cash flow requirements. ## **RESERVES POLICY** 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 held reserves of approximately £14,600 against this at year end, which is equivalent to approximately 9 months operating expenses (including Scout Association fees). ## **E.Financial Review (Cont.)** ## **HOW EXPENDITURE HAS SUPPORTED THE KEY OBJECTIVES OF THE CHARITY:** deliver an exciting Scouting programme consistent with the objectives of the report. - Funds made available to sections for spending on their programme and activities. - Support is provided to leaders to attend training courses and to purchase uniform. - Maintaining the facility in good condition, and making improvements as and when permit. - Following a replacement programme for boating and camping equipment to ensure - received for these purposes. ## **E) Other Optional Information** The Group is embarking on upgrading facilities in line with an expanding Scout section. The Trustees wish it to be noted for future reference that the lease is due for renewal in 2036 and the documentation for this is currently held by Tony White, a Trustee of the Group. ## **F) Declaration** 4th September 2024, and this report is signed on behalf of the charity trustees by: Chris Bench Chairperson ________________________________ Nick Howe Chairperson ________________________________ APPENDICIES Trustee Report 2024 Page 13of 16 Receipts and Payment Accounts Trustee Report 2024 Page 14of 16 2023-2024 Income Bank Interest Donation Events Events - Beavers Events- Cubs Events - Explorers Events - Scouts 240.05 3,410.IK) 11,451.1)0 I,IiO.(M) 180.00 570.00 1,186.IK) 285.00 Events Squirrels Fundraising Group shop Meetin89 Member..hip Fee: 14,069.28 1.331.16 5,443.IK) 13,215.00 Expense Activity Equipment Admin Badges Bank Fees Boating - Equipment Boating - Fuel Equipment Events 3.180.97 264.97 938.31 752.36 1.255.80 141.76 2,183.65 13,746.55 860.00 885.00 Events- Beavers Events - Explorers Events - Scouts 120.00 Events- Squirrels Fundraisin8 Insuratice 75.00 650.09 5.386.72 6.612.(M) 200.00 498.20 679.78 Me¥nbership Cost5 Rent Trainin8 Uniform 341.05 Venue Maintenante 4,160.23 Account balances Tre3511rers Account 2,007.16 14,213.45 990.27 12,617.90 Fundraising Account Equals ReSe￿e Account Summary Account balance brought fotward Total income Total expenditure Net income Account balance carried forward 20.270.73 52,490.49 42,932.44 9,558.05 29.828.781 Trustee Report 2024 Page 15of 16 Scrutineer's report to the trustees scrutinee￿s Re 4" Hyt ort to the Trustees of e Sea Scouts I report on the accounts of the GrouplDistrict for the yearended 31 March 2024 As the Grwp'*Digtrict's trustees you are responsible for the preparation of the a¢cotsnts,' yau consider that neither the audrt nor independent exatninaton requirements olthe cha￿￿e5 Art 2011 apply. It is my responsibibty wtthout Carrying out an auditor Inde￿ndent exarninatian to scrutinisethe accounts and to reportto you. In atturdance with the directions given inthe Group'slDistrid's constitut￿n. I have 5crutinised the records and the accaunts for the year ended 31 March 2024. In my opinion the accourrts are in accordance wth the rec(Kd5 produ£edto me and comply with the cofistitution. NatTre'. .lan Briant................................................................................................_.. Address'..8 Talbot Road, Dibden Purlieu, Southamptan, S045 4PP........ Trustee Report 2024 Page 16of 16