**TRUSTEES ANNUAL REPORT & ACCOUNTS For the year ended 31[st] December 2021**
Trustees Annual Report Pages 2-11 Independent Examiner’s Report Page 12 Annual Accounts Pages 13-15
Page 1
## **TRUSTEES ANNUAL REPORT**
## **for the year ended 31[st] December 2021**
|**Section A – Reference and Administration Details**|**Section A – Reference and Administration Details**|
|---|---|
|||
|**Charity Name:**|4th Eling Sea Scouts
_(since 01/10/21, previously 4th New Forest North_
_(Eling) Sea Scouts)_|
|**Registered charity number:**|302268|
|**HQ Registration number:**|10013513|
|**Charity’s principal address:**|Testwood Lakes
Off Brunel Road
Totton
Southampton
SO40 3WX|
**Names of the charity trustees who manage the charity, as at 31/12/21:**
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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
Mrs Michelle Moody Secretary Since 29/06/21
Mr Peter Foster Treasurer
Ms Lisa Vail Scout parent rep
Ms Karen Mould Scout parent rep
Mr Alex Moody Since 29/06/21
Mr Craig Challis Beaver parent rep Since 29/06/21
Dr Clare Pollack Scout parent rep Until 29/06/21
Mr Paul Williamson Assistant Treasurer Until 29/06/21
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**Names and addresses of adviser:**
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Type of Adviser Name Address
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|**Type of Adviser**
**Name**
**Address**|**Type of Adviser**
**Name**
**Address**|**Type of Adviser**
**Name**
**Address**|
|---|---|---|
|Independent Examiner|Richard Butler|The Old Stable
Coombe Farm
Coombe Lane
Awbridge, Romsey
SO51 OHN|
Page 2
## **TRUSTEES ANNUAL REPORT**
## **for the year ended 31[st] December 2021**
## **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’ representatives.
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 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.|
|---|---|
Page 3
## **TRUSTEES ANNUAL REPORT**
## **for the year ended 31[st] December 2021**
## **Section B – Structure, Governance and Management**
## **Additional governance issues (continued):**
||Risk management and
Internal Control||The Group Executive Committee 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 concern that have been identified are:
Financial mismanagement.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.
The Covid pandemic.The Group’s Covid Policy is aligned to the
Scout Association’s tiered statuses. Most Scouting activities were
restricted to online sessions and virtual events until the Green
status was announced in mid-2021.
Damage to the building, property and equipment.During 2021 a 2-
metre fence was installed to provide better protection of our
property and equipment. The Group also has buildings and
contents insurance in place to mitigate against permanent loss and
would request the use of buildings, property and equipment from
neighbouring Scout Groups and organisations if required.
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. State grants
received from the local council in 2021 made up for the reduced
fundraising income. The Group also holds a reserve fund to ensure
the continuity of activities for up to 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.|
|---|---|---|---|
Page 4
## **TRUSTEES ANNUAL REPORT**
## **for the year ended 31[st] December 2021**
## **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.|
|---|---|---|
Page 5
**TRUSTEES ANNUAL REPORT**
**for the year ended 31[st] December 2021**
||**Section C – Objectives and Activities**|
|---|---|
|||
|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;
Opportunities are given to represent the Group at Jamborees and
other international events;
Fundraising to facilitate other activities.
Several of these activities could not take place during 2021 due to the
Covid restrictions. No boating could be done until the Green Covid
status in mid-2021.|
|Contribution made by
volunteers|The contribution of volunteers to the Group is both fundamental and
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.|
Page 6
## **TRUSTEES ANNUAL REPORT**
## **for the year ended 31[st] December 2021**
## **Section D – Achievements and Performance**
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Summary of the main Despite the challenges of Covid restrictions, the Group achieved
achievements of the charity a number of highlights to be proud of, in particular:
during the year The name of the Group and charity was changed to
4 [th] Eling Sea Scouts on 01/10/21.
The Group maintained its Royal Navy recognition, as one of
only 105 such Groups across the UK.
Following the drop in membership during the lockdowns,
section numbers are on the increase again, with 103 youth
members in the Group at year-end. All sections are working
towards getting back to full strength again.
All the sections held regular meetings - both online and at
the hut, in line with the Covid status - with a variety of
activities and challenges for members to participate in.
The Scout section competed in the County regatta held at
Testwood Lakes.
Good progress was made in implementing our
Development Plan with c. £33,000 spent on improvements
to our property and equipment. Details of the main projects
are provided below.
Tom Hall Memorial Garden
Great progress was made on the Memorial Garden once the
Covid restrictions were eased. A few additions remain to be
completed in 2022.
Security and fence
A 2-metre fence was erected around our property at a cost of
£9,968 and a hedge was planted along the lakeside boundary.
Our CCTV system was also upgraded at a cost of £1,680 to
provide 360° coverage around our building.
Changing rooms
Improvements included the installation of the benches and
shower curtains in the changing rooms, at a total cost of
£2,041.
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Page 7
## **TRUSTEES ANNUAL REPORT**
**for the year ended 31[st] December 2021**
## **Section D – Achievements and Performance**
## Boating equipment
The Group purchased a new Sedgemoor SB380 dinghy, our first new rowing dinghy in over 10 years, at a cost of £5,005 including the road trailer and accessories. A further £2,900 was spent on replacing older boating equipment, including buoyancy aids, Pico mainsails and rigging.
## Equipment store
Phase 1 of this project was completed, which included the planning approval and initial groundworks. Phase 2 commenced with the ordering of the steel building for delivery in March 2022. Our fundraising drive is on target to be able to complete this project in 2022.
## **Section E – Financial Review**
|Financial highlights|The Group maintained its strong financial position in 2021.
Although our unrestricted funds show a shortfall of £4,503 for
the year, this is solely as a result of the additional loan
instalment of £6,500 that was paid to settle the Group’s loan.
£5,383 of this early payment was covered from the loan reserve
brought forward from previous years’ surpluses. The full loan
was paid off more than a year earlier than due, thereby clearing
our annual liability of £6,500 plus interest that had been
payable each year since 2013.
At the year-end the Group held unrestricted cash reserves of
£19,369 (excluding the section camp surplus), which is
equivalent to 6.5 months of our average operating expenditure.
Although higher than our Financial Policy defines, the excess
reserves have been designated to be spent on the new
equipment store in 2022.|
|---|---|
Page 8
## **TRUSTEES ANNUAL REPORT**
**for the year ended 31[st] December 2021**
## **Section E – Financial Review**
|The charity’s principal
sources of funds|The Group’s principal sources of funds are subscriptions and 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 2021 was £14,621, of which £3,971 was paid out as the
annual membership fee. An additional £5,663 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 2021 this unrestricted income comprised £17,536
from grants and donations, £2,907 from other users of the
Aquativity Centre, £183 from fundraising and £207 from the sale
of uniform and old kit.|
|---|---|
|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 typical
operating expenditure (circa £36,000 per year).
The membership fee of circa £5,300 is due in March 2022 and is
fully covered by the designated subs reserve which ringfences
funds specifically for this commitment.
At the year-end, some of the grants received were held as
restricted funds to be spent in 2022:
A balance of £1,166 is available for the completion of the Tom
Hall Memorial Garden;
£4,040 of grant funding and £4,000 of reserve cash funds is
available for phase 2 of the new equipment store, in addition to
the £6,043 deposit that has already been paid for the building.|
Page 9
## **TRUSTEES ANNUAL REPORT**
## **for the year ended 31[st] December 2021**
## **Section E – Financial Review**
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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 mainstream
banks only.
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|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 mainstream
banks only.|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 mainstream
banks only.|
|---|---|
|||
|How expenditure has supported
the key objectives of the charity|In normal times the Group’s finances are managed and
expenditure is prioritised to support the sections to deliver an
exciting Scouting programme consistent with the objectives
of Section C.
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 our finances permit;
Following a replacement programme for boating and
camping equipment to ensure all equipment is in a fit
condition.
Surplus funds are designated to the Group’s priority
projects, in addition to grants received for these purposes.
Once again our Scouting programme was disrupted due to
the Covid restrictions, which meant that online sessions had
to replace the usual face-to-face activities for the first half of
2021. No section camps were possible and boating could
only recommence in September.|
**Section F – Other Optional Information**
|Plans for future periods|The key projects planned for 2022 are:
Completion of the Tom Hall Memorial Garden;
Completion of the new equipment store;
Upgrading the downstairs lighting;
New external signage with the new Group name;
Commencement of the car park resurfacing, subject to
funding being available.
These projects will be funded in the main by fundraising and
appeals specifically for these improvements.|
|---|---|
Page 10
##
##
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Receipts and Payments Account
For the year from 1st January 2021 to 31st December 2021
Receipts
2021 2020
Unrestricted Funds Restricted Funds Total Total
£ £ £ £
Subscriptions and Gift Aid
Membership subscriptions 14,620.50 14,620.50 13,715.50
Less : Membership subscriptions paid on 2/3/21 -3,971.40 -3,971.40 -5,247.00
Net Membership subscriptions retained 10,649.10 10,649.10 8,468.50
Gift Aid 5,662.94 5,662.94 4,178.01
Sub total 16,312.04 16,312.04 12,646.51
Grants and Donations
New Forest District Council Grants 17,302.57 17,302.57 11,334.00
Royal Navy Grant (dinghy) 2,500.00 2,500.00
The Leslie Sell Trust (fencing) 1,000.00 1,000.00
The Royston Group (Memorial garden) 1,000.00 1,000.00
The Beaulieu Beaufort Foundation (fencing) 1,500.00 1,500.00
Exxon Mobil (fencing) 500.00 500.00
The Co Op Community Fund (store) 1,977.77 1,977.77
The Barker-Mill Foundation (store) 2,000.00 2,000.00
Southern Communications (store) 2,000.00 2,000.00
Bernard Sunley Foundation (store) 4,000.00 4,000.00
Testwood Lakes Sailability (Memorial garden) 550.00 550.00
Arnold Clark Community Fund (benches) 750.00 750.00
Aviva / Crowdfunder Grant (heating) 3,052.36
The MM Wyllie Charitable Trust Grant (fencing) 5,000.00
Anonymous / other donors 233.50 1,630.00 1,863.50 172.00
Sub total 17,536.07 19,407.77 36,943.84 19,558.36
Fund Raising
Donkey Derby 150.00
Crowdfunder Prize Draw (fencing project) 300.00
Hire of Facility/Equipment 2,906.67 2,906.67 2,009.63
Testwood Lakes Sailability (pontoon insurance) 290.00 290.00 280.00
Badges / Uniform 106.50 106.50 11.50
Other fundraising activities 480.68 480.68 257.88
Sub total 3,493.85 290.00 3,783.85 3,009.01
Section Camps and Activities
Beaver section 435.00 435.00 0.00
Cub section 627.26
Scout section 70.00 70.00 0.00
Sub total 505.00 505.00 627.26
Total Gross Income 37,341.96 20,202.77 57,544.73 35,841.14
Sale of Group equipment 100.00 100.00 12.00
Total Receipts 37,441.96 20,202.77 57,644.73 35,853.14
**----- End of picture text -----**
Page 13
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Receipts and Payments Account
For the year from 1st January 2021 to 31st December 2021
Payments
2021 2020
Unrestricted Funds Restricted Funds Total Total
£ £ £ £
Premises
Maintenance 4,546.24 4,546.24 5,237.03
HQ improvements 432.14 432.14 697.64
Cleaning 2,942.40 2,942.40 1,095.05
Health, Safety & PPE 134.55 134.55 208.09
Electricity 1,299.66 1,299.66 1,446.21
Gas 157.77 157.77 126.36
Water 127.19 127.19 0.00
Phone line - internet & alarm 231.84 231.84 407.58
Rent 250.00 250.00 250.00
Buildings and Contents Insurance 1,392.90 1,392.90 1,317.72
HQ Projects
Tom Hall Memorial Garden 1,586.51 1,586.51 991.40
Fence 1,417.90 8,550.00 9,967.90
Changing rooms 41.00 2,000.00 2,041.00
CCTV upgrade 1,680.00 1,680.00
Equipment Store 4,369.22 6,067.99 10,437.21
Heaters 3,052.36
Loan Repayment and Interest
Capital 13,000.00 13,000.00 6,500.00
Interest 181.00 181.00 536.25
Section Camps and Activities
Beaver section 584.77 435.00 1,019.77 570.22
Cub section 744.87 744.87 1,169.18
Scout section 959.60 70.00 1,029.60 805.85
Fund Raising Expenses
Donkey Derby 0.00 220.00
Other Fund Raising 297.65 297.65 0.00
Camping and Boating Equipment
Camping equipment 163.64 163.64 687.90
Boating equipment purchases 3,688.45 4,214.23 7,902.68 408.18
Boating equipment maintenance 597.53 597.53 510.23
Programme Expenses
Badges 185.05 185.05 647.63
Group Scarves, Sweatshirs & T Shirts 0.00 411.16
Adult Leader uniform 24.00 24.00 18.60
Adult Leader training 0.00 99.00
Other Expenses
Administration & Sundry expenses 254.39 254.39 332.60
Professional fees 120.00 120.00 120.00
Marine and Pontoon Insurance 1,995.18 290.00 2,285.18 1,915.30
Accident and medical cover for non members 126.00 126.00 126.00
Total payments 41,944.94 23,213.73 65,158.67 29,907.54
Net of receipts / (payments) -4,502.98 -3,010.96 -7,513.94 8,997.96
Cash funds last year end 24,653.12 8,216.30 32,869.42 23,871.46
Cash funds this year end 20,150.14 5,205.34 25,355.48 32,869.42
**----- End of picture text -----**
Page 14
##
|Statementofassetsandliabilitiesa|ttheendofthe yea|r|||
|---|---|---|---|---|
|||202L||2020|
||UnrestrictedFunds|RestrictedFunds|Total|Total|
||€|€|€|f|
|Cashfunds|||||
|CAFCurrentAccount|4,813.L7|5,205.34|10,078.51|L4,484.87|
|:AFSubscriptionsAccount|8,2AO.72||8,200.72|1L,237.O7|
|\atWestCurrentAccount|7,O70.85||7,070.45|7,747.54|
|Cashin hand|6.00||6.00||
|Totalcashfunds|20,L50.t4|5,205.34|25,355.48|32,869.42|
|Non-monetaryassetsforownuse|||||
|-andandbuildings(seenote1)|375,656|,,nqE|397,75t|17)A))|
|)ontoon|3,018|94,474|93,432|qo/_1l|
|Scouting equipment,furnitureetc(seenote2)|7,797|(qq?|13,349|6,800|
|3oatingequipment|44,685|76,244|60,969|56,665|
|Total otherassets|431,156|t34,346|565,501|523,749|
|=ra-bili1ies:lh-ss-cd-u€,l4tbir--or-cJc.a-r|||||
|3T direct debitforDecember usage|189.30||189.30|93.66|
|Stherlonqterm liabilities -HQ loan(seenote||||13.000.00|
|Total liabilities||||13,093.66|