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2020-12-31-accounts

TRUSTEES ANNUAL REPORT & ACCOUNTS For the year ended 31[st] December 2020

Trustees Annual Report Pages 2-10 Independent Examiner’s Report Page 11 Annual Accounts Pages 12-14

Page 1

TRUSTEES ANNUAL REPORT

for the year ended 31[st] December 2020

Section A – Reference and Administration Details

Charity Name: 4th New Forest North (Eling) Sea Scouts
Registered charity number: 302268
HQ Registration number: 10013513
Charity’s principal address: Testwood Lakes
Brunel Road
Totton
Southampton
SO40 3WX

Names of the charity trustees who manage the charity, as at 31/12/20:

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Trustee Name Office (if any) Dates acted if not for the whole year
Mrs Donna Ovenden Group Scout Leader
Mr Paul Bullock Assistant GSL
Ms Jill Doherty Chair Since 14/7/2020
Mr Peter Foster Treasurer
Mr Paul Williamson Assistant Treasurer
Dr Clare Pollack Scout parent rep
Ms Lisa Vail Since 14/7/2020
Ms Karen Mould Since 14/7/2020
Ms Alice Burch Secretary Until 29/1/2020
Mrs Judith Lakin Scout parent rep Until 5/3/2020
Mr Marcus Sly Group Scout Leader Until 7/7/2020
Mrs Victoria Chevis Cub parent rep Until 31/8/2020
Ms Penny Luscombe Fundraising Since 14/7/2020 until 1/9/2020
Mr Simon Walter Since 14/7/2020 until 13/10/2020
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Names and addresses of adviser:

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Type of Adviser Name Address
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Names and addresses of adviser: Names and addresses of adviser: Names and addresses of adviser:
Type of Adviser
Name
Address
Independent Examiner Richard Butler The Old Stable
Coombe Farm
Coombe Lane
Awbridge, Romsey
SO51 OHN

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TRUSTEES ANNUAL REPORT

for the year ended 31[st] December 2020

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
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 in accordance with the
Policy, Organisation and Rules of the Scout Association.
Trustee selection methods The Trustees are appointed or elected in accordance with the
Policy, Organisation and Rules of the Scout Association.

Additional governance issues:

The Group Executive Committee The Group, which is a registered educational charity, is
managed by the Group Executive Committee, of which the
members are the Charity Trustees of the Scout Group. As
Charity Trustees they are responsible for complying with
legislation applicable to charities, including the financial
management, accounting and reporting to the Charity
Commission as required.
The Executive Committee meets every 6 to 8 weeks and
consists of the appointed roles of Chair, Treasurer and
Secretary, together with the Group Scout Leaders, Building
manager, elected members and parents’ representation.
New members complete the_'Essential Information for_
Executive Committee' training within the first 5 months of
joining the committee.
This Group Executive Committee exists primarily to support
the Scout Leaders in meeting the responsibilities of their
appointments and is responsible for:

Raising funds and the administration of Group finance;

The maintenance 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.

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TRUSTEES ANNUAL REPORT

for the year ended 31[st] December 2020

Section B – Structure, Governance and Management

Additional governance issues (continued):

Risk management 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:
The Group has in place systems of internal controls that are
designed to provide reasonable assurance against material
mismanagement or loss, these include two signatories for all
payments and comprehensive insurance policies to ensure that
insurable risks are covered.
The Covid pandemic.In response to the Covid restrictions, the
Scout Association implemented a tiered system for all Scouting
activities. Most Scouting activities during 2020 were restricted to
online sessions and virtual events.
Damage to the building, property and equipment.The Group would
request the use of buildings, property and equipment from
neighbouring organisations such as other Scout Groups. The Group
has sufficient buildings and contents insurance in place to mitigate
against permanent loss.
Injury to leaders, helpers, supporters and members.Through the
capitation fees the Group contributes to the Scout Association’s
national accident insurance policy. Risk Assessments are
undertaken before all activities.
Reduced income from fundraising.The Group is primarily reliant
upon income from subscriptions and fundraising. During 2020 the
lost fundraising income has been covered by grants received from
the local council. The Group also holds a reserve to ensure the
continuity of activities for c. 6 months. 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 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.

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TRUSTEES ANNUAL REPORT

for the year ended 31[st] December 2020

Section B – Structure, Governance and Management

Additional governance issues (continued):

Risk management and Internal
Control (continued)		 Reduction or loss of members.The Group provides activities for
all young people aged 6 to 14. 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, or in the worst-case scenario, the complete closure of
the Group.

Section 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;

share in spiritual reflection;

take responsibility and make choices;

undertake new and challenging activities;

make and live by their Promise.

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TRUSTEES ANNUAL REPORT

for the year ended 31[st] December 2020

Section C – Objectives and Activities

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Summary of the main The main activities that are normally undertaken in relation to the
activities in relation to above objectives are:
these objectives  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;
 Opportunities are given to represent the Group at Jamborees and
other international events;
 Fundraising to facilitate other activities.
Most of these activities could not take place during 2020 due to the
Covid restrictions. No boating activities were possible during the
boating season.
Contribution made by The contribution of volunteers to the Group is both fundamental and
volunteers excellent. Currently the Group has over 30 volunteers working in
Scout leadership, administration and fundraising roles.
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.
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TRUSTEES ANNUAL REPORT

for the year ended 31[st] December 2020

Section D – Achievements and Performance

Summary of the main achievements of the charity during the year

Despite the difficulties that 2020 presented, the Group achieved a number of highlights to be proud of, in particular:

Right:, the new kayak trailer Below: the Tom Hall Memorial Garden

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TRUSTEES ANNUAL REPORT

for the year ended 31[st] December 2020

Section E – Financial Review

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The charity’s principal sources of The Group’s principal sources of funds are subscriptions and
funds non-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 2020
was £13,716, of which £5,247 was paid out as the annual
membership fee. An additional £4,178 was received from
HMRC through the Gift Aid scheme.
Non-subscription income is used to repay the building loan,
improvements to the facility and for the provision of new
equipment. In 2020 this unrestricted income comprised
£11,506 from grants and donations, £2,010 from other users
of the Aquativity Centre, and £258 from fundraising.
Reserves policy The Group’s Financial policy is to hold sufficient reserves to
continue the charitable activities of the Group should income
and fundraising activities fall short. The policy targets a
reserve of unrestricted funds to cover 3 to 6 months of the
Group’s average operating expenditure (circa £42,000 per
year). At the year-end £25,276 was held as general funds,
which is equivalent to 7.2 months of our typical operating
expenditure.
The membership fee of circa £5,346 is due in March 2021,
and is fully covered by unrestricted funds at the year-end,
which have been ringfenced for this purpose. At year-end
£5,383 was ringfenced for our 2021 loan instalment.
At the year-end, some of the grants received were held as
restricted funds to be spent in 2021:
 A balance of £1,306 of boating grants is available
towards the purchase of the new rowing dinghies;
 £987 for the completion of the Tom Hall Memorial
Garden;
 £5,300 for the installation of the new fence.
Investment policy and objectives The Group has a risk-averse strategy to the investment of its
reserve funds. All funds are held in cash using only
mainstream banks.
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TRUSTEES ANNUAL REPORT

for the year ended 31[st] December 2020

How expenditure has supported In normal times the Group’s finances are managed and the key objectives of the charity expenditure is prioritised to support the sections to deliver an exciting Scouting programme consistent with the objectives of Section C.

Our Scouting programme was severely disrupted since due to the Covid restrictions, which meant that online sessions had to replace the usual face-to-face activities, for most of 2020. No boating or camping was possible after March.

Section F – Other Optional Information

These projects will be funded in the main by fundraising and appeals specifically for these improvements.

Page 9

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Receipts and Payments Account
For the year from 1st January 2020 to 31st December 2020
Receipts
2020 2019
Unrestricted Funds Restricted Funds Total Total
£ £ £ £
Subscriptions and Gift Aid
Membership subscriptions 13,715.50 13,715.50 16,036.50
Less : Membership subscriptions paid on 6/3/20 -5,247.00 -5,247.00 -5,658.00
Net Membership subscriptions retained 8,468.50 8,468.50 10,378.50
Gift Aid 4,178.01 4,178.01 3,609.90
Sub total 12,646.51 12,646.51 13,988.40
Grants and Donations
New Forest District Council Grants 11,334.00 11,334.00
Aviva / Crowdfunder Grant (additional heating) 3,052.36 3,052.36
The MM Wyllie Charitable Trust Grant (fencing) 5,000.00 5,000.00
The Royal Navy Admiralty Grant 2,430.00
The Barker-Mill Trust Grant 3,000.00
The Co op Grant 4,047.30
The Beaulieu Beaufort Foundation Grant 1,500.00
Exxon Mobil Grant 500.00
Anonymous / other donors 172.00 172.00 10.00
Sub total 11,506.00 8,052.36 19,558.36 11,487.30
Fund Raising
Donkey Derby 150.00 150.00 13,141.54
Crowdfunder Prize Draw (fencing project) 300.00 300.00
Hire of Facility/Equipment 2,009.63 2,009.63 9,222.46
Testwood Lakes Sailability (pontoon insurance) 280.00 280.00 564.00
Badges / Uniform 11.50 11.50 316.00
Employee matched funding 730.50
Other fundraising activities 257.88 257.88 4,033.66
Sub total 2,429.01 580.00 3,009.01 28,008.16
Section Camps and Activities
Beaver section 0.00 317.00
Cub section 627.26 627.26 2,956.10
Scout section 0.00 3,622.50
Sub total 627.26 627.26 6,895.60
Total Gross Income 26,581.52 9,259.62 35,841.14 60,379.46
Sale of Group equipment 12.00 12.00 280.00
Total Receipts 26,593.52 9,259.62 35,853.14 60,659.46
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Receipts and Payments Account
For the year from 1st January 2020 to 31st December 2020
Payments
2020 2019
Unrestricted Funds Restricted Funds Total Total
£ £ £ £
Premises
Maintenance and Improvements 3,097.31 3,052.36 6,149.67 15,314.62
Cleaning 1,095.05 1,095.05 4,268.59
Health, Safety & PPE 208.09 208.09 0.00
Electricity 1,446.21 1,446.21 2,134.74
Gas 126.36 126.36 104.95
Water 0.00 0.00 23.05
Phone line - internet & alarm 407.58 407.58 668.28
Rent 250.00 250.00 250.00
Buildings and Contents Insurance 1,317.72 1,317.72 1,265.07
Loan Repayment and Interest
Capital 6,500.00 6,500.00 6,500.00
Interest 536.25 536.25 715.00
Section Camps and Activities
Beaver section 570.22 0.00 570.22 1,346.65
Cub section 197.42 971.76 1,169.18 4,183.11
Scout section 805.85 0.00 805.85 3,755.94
Group events 0.00 0.00 321.10
Fund Raising Expenses
Donkey Derby 220.00 220.00 6,488.85
Other Fund Raising 0.00 451.41
Camping and Boating Equipment
Camping equipment 187.90 500.00 687.90 1,446.93
Boating equipment purchases 408.18 408.18 5,966.55
Boating equipment maintenance 510.23 510.23 301.33
Programme Expenses
Badges 647.63 647.63 1,280.96
Group Scarves, Sweatshirs & T Shirts 411.16 411.16 282.55
Adult Leader uniform 18.60 18.60 53.99
Adult Leader training 99.00 99.00 171.62
Other Expenses
Administration & Sundry expenses 332.60 332.60 306.69
Professional fees 120.00 120.00 0.00
Marine and Pontoon Insurance 1,635.30 280.00 1,915.30 1,649.92
Accident and medical cover for non members 126.00 126.00 126.00
Tom Hall Memorial Garden 776.40 776.40 1,462.73
Total payments 21,274.66 5,580.52 26,855.18 60,840.63
Net of receipts / (payments) 5,318.86 3,679.10 8,997.96 -181.17
Transfer of camp surplus to general funds 26.60 -26.60 0.00 0.00
Correction to Tom Hall memorial fund -1,039.90 1,039.90 0.00
Cash funds last year end 20,347.56 3,523.90 23,871.46 24,052.63
Cash funds this year end 24,653.12 8,216.30 32,869.42 23,871.46
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Statemento fassetsandliabilitiesa ttheend oftheyea r
2020 2019
UnrestrictedFunds RestrictedFunds Total Total
f € € E
Cashfunds
CAFCurrent Account rt,268.57 3,216.30 L4,484.87 11,160.32
CAFSubscriptions Account LL,237.O7 7L,237.07 5,324.00
NatwestCurrent Account 2,t47.54 5,000.00 7,L47.54 7,387.L4
Cashinhand
Totalcashfunds 24,653.t2 8,216.30 32,869.42 23,871.46
Non-monetaryassetsfor ownuse
Land and buildings {seenote1) 369,869.08 3,052.83 372,92t.91, 369,869.08
Pontoon 90,413.80 90,413.80 90,413.80
Scouting equipment, furniture etc(seenote2) 3,748.00 3,052.36 6,800.36 3,748.OO
Boating equipment 44,595.00 12,070.00 56,665.00 56,310.00
Totalotherassets 418,212.08 108,588.99 s26,801.07 514,981.88
Liabilities-those duewithinone year
BTdirect debitfor Decemberusage 93.66 93.66 59.88
HQ cleaning services not yet invoiced 37.76
Other longterm liabilities -HQloan(seenote3) 13,000.00 13,000,00 19,500.00
Totalliabilities 13,000.00 13,000.00 26,463.00