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Trustees' Annual Report
For the period
From (start date) 0 6 0 4 2 3 to end date 0 5 0 4 2 4
Section A Reference and administration details
Charity name 25th Southampton (Northam) Sea Scouts
Other names the charity is known by
Registered charity number (if any) 3 0 2 3 0 9
HQ registration number
Charity’s principal address Crosshouse Road
Southampton
Hampshire
Postcode S O 1 4 5 G Z
Names of the charity trustees who manage the charity
(These will be published in the annual report of the charity and the Charity Register if reporting for a Registered Charity with a charity regulator)
Dates acted if not for
Trustee Name Office (if any) whole year
1 John Antony Bradley Chair
2 David Simpson Secretary 28/07/2023
3 Kara Congreve Treasurer
4 David Bowers General Scout Leader
5 Kevin Heslop Beaver Section Leader
6 Amber Dadswell Cub Section Leader 19/08/2023
7 Adrian Norton Scout volunteer
Explorer Section
8 Henry Hick Leader
Water Activities
9 Clive Aylett Coordinator
10 Sarah Granger Cub volunteer 19/09/2023
11 Oliver McLaggan Beaver volunteer 19/09/2023
12 Judith Stevens Parent representative 19/09/2023
13
14
15
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Names and addresses of advisers (optional information but encouraged as best practice)
(These will be published in the annual report of the charity)
| Type of advisor | Name | Address |
|---|---|---|
| District Chairman | Veronica Radford | |
| District Commissioner | Joshua Smith | |
| Independent Examiner | Richard Jacob | |
| Architect | Monika Litowska |
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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 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
(e.g. trust deed, constitution) Association.
How the charity is constituted
The Group is a trust established under its rules which are
(e.g. trust, association, company) common to all Scouts.
Trustee selection methods
The Trustees are appointed in accordance with the Policy,
(e.g. appointed by, elected by) Organisation and Rules of The Scout Association.
Additional governance issues (optional information but encouraged as best practice)
The Group is managed by the Group Trustee Board, the
members of which are the ‘Charity Trustees’ of the Scout
Group which is an educational charity. As charity trustees
they are responsible for complying with legislation applicable
to charities. This includes the registration, keeping proper
You may choose to include additional
accounts and making returns to the Charity Commission as
information, where relevant, about:
appropriate.
Policies and procedures adopted for:
a) the induction and training of trustees; The Trustee Board meets every 2 months and consists of
b) trustee' consideration of major risks the Chair, Treasurer and 12 Trustees (including 2 Ex Officio
and the systems and procedures to Trustees, and 2 co-opted Trustees).
manage them
Members of the Trustee Board complete Being a Scouts
Trustee learning within the first 6 months of joining the
Board.
This Group Trustee Board exists to make sure the charity is
well-managed, risks are assessed and mitigated, buildings
and equipment are in good working order, and everyone
follows legal requirements and the organisation's policies
and rules. Their support helps other volunteers run high-
quality and safe programmes that gives young people skills
for life.
Section B Structure, governance and management (continued)
Risk and Internal Control
The Group Trustee Board 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:
Damage to the building, property and equipment. The Group
would request the use of buildings, property and equipment
from neighbouring organisations such as the church,
community centre and other Scout Groups. Similar
i l t i t ith th i ti Th
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reciprocal arrangements exist with these organisations. The Group has sufficient buildings and contents insurance in place to mitigate against permanent loss. Injury to leaders, helpers, supporters and members. The Group through the membership (capitation) fees contributes to the Scout Associations national accident insurance policy. Risk Assessments are undertaken before all activities. Reduced income from fund raising. The Group is primarily reliant upon income from subscriptions and fundraising. The group holds a reserve to ensure the continuity of activities should there be a major reduction in income. The Board 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. 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 18. 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. In the worst case scenario the complete closure of the Group. Internal financial controls are in place which include 2 signatories for all payments whether by cheque or online.
Section C Objectives and activities Summary of the objects of the charity set The Purpose of Scouting out in its governing document 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.
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|||
|---|---|
|p|,|
|Co-operation -|We make a positive difference; we co-|
|operate with others and make friends.|
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|||
|---|---|
|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.|
|Summary of the main activities in relation|
|to these objects|
|Each Section meets weekly during school term time and|
|sometimes during holidays. The Section Leaders organise|
|age appropriate indoor and outdoor activities so that the|
|young people learn new skills and life lessons all within a fun|
|and safe environment. Badges are earned for specific|
|achievements in all Sections. As a Sea Scout Group,|
|acitivities may be linked to the water particularly in the|
|summer months. This year, including the many and varied|
|water activites (sailing, kayaking, powerboating), the Group|
|have had trips to Portsmouth Dockyard, Paultons Park, Injoy|
|activity centre, Rock Up climbing, Christmas Panto and have|
|been on various camps and taken part in activities such as|
|bonfire night and an archery competition.|
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Additional details of the objectives and activities (optional information but encouraged as best practice)
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||||
|---|---|---|
|You|may choose|to include further|
|statements, where relevant, about:|
|The Group continually strives to provide a challenging,|
|• policy on grantmaking;|
|interesting, safe and fun environment where young people|
|• contribution made by volunteers;|
|can excel. The Group is run on an entirely voluntary basis|
|• policy on investments.|
|and the Section Leaders and helpers give their time and|
|experience to inspire young people to challenge themselves,|
|achieving personal goals by receiving badges whilst also|
|having fun and allowing them to be part of a group where|
|they can grow and take responsibility outside their normal|
|daily life. Other volunteers are also key to the Group's|
|success; the Headquarters and Marine equipment need to|
|be maintained, the funds looked after, meetings organised,|
|future plans made and activities supported. The Trustee|
|Board review current and future requirements of the|
|Headquarters and the marine equipment so that any|
|investment is made as and when required to ensure the|
|safety and future of the Group. Currently the Trustee Board|
|is involved in the redevelopment of the building and the site.|
|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.|
|Section D|Achievements and performance|
|Summary of the main achievements of|
|the charity during the year|
|The main achievement this year has been the continuation|
|of a stable Group environment which has allowed the|
|Sections to flourish and the formation of the Trustee Board|
|with parent representatives. The Section Leaders continued|
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with parent representatives. The Section Leaders continued organising an array of wonderful activities and there was as much time on the water as possible. Several Scouts attended the World Scout Jamboree in South Korea. The site development progressed with planning application approvals,further discussions with the architect and clearing of rubbish from the Headquarters and the site.
| Section E | Financial Review |
|---|---|
| Quantify and explain any designations Details of any funds materially in deficit (circumstances plus steps to eliminate) Further financial review details (optional information) Youmay chooseto include additional information, where relevant, about: NA • the charity’s principal sources of funds (including any fundraising); The Group's Income is predominantly from monthly membership subscriptions and fundraising. The bulk of the fundraising is from supplying a local business with car parking facilities as well as the Group Leaders offering training and water activities to young people outside the Group. Other fundraising is generously given by donations from previous 25th Scouts. The Group adopted a low risk strategy to the investment of its designated funds so all funds are held in cash using only mainstream banks (Lloyds and Cambridge & Counties), building societies (Nationwide) and The Scout Association's Short Term Investment Service until it closed in May 2023. This financial year saw continued high interest rates which led to higher levels of interest as income. Expenditure is predominantly on Scout membership (capitation) fees, insurance and utilities, all of which allow scouting activities to take place. The Scout membership fees cover the national programme and support for the Group. Various insurance policies cover the building, land, contents, marine equipment and personal and accident medical expenses for non members (members are insured under the Scout Association membership fees). Volunteer purchases for activities are refunded and accounted for. Planning application approval means that the site development can progress. The Group had a legacy donation that the Executive Board at the time decided to put towards development of the Headquarters and site. In last year's accounts the Site Development Fund was designated at £220,000. This financial year after consideration of the reserves for running costs and the balance of the Site Development Fund there are additional reserves of £13,434. This is above the level required for operating expenses and will be discussed by the Trustees. 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 Trustee Board considers that the group should hold a sum equivalent to 12 months running costs, circa £20,000. Brief statement of the charity’s policy on reserves |
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| • investment policy and objectives; • how expenditure has supported the key objectives of the charity; |
The Trustees regularly monitor the account balances and the interest rates received to ensure the group obtains the maximum value and income from its banking arrangments. This has meant using accounts that require a period of notice before funds may be withdrawn and therefore monitoring cashflow is required. The large amount of funds has meant it has also been required to follow the Financial Services Compensation Scheme guidelines. RYA training was paid for 3 volunteers across the Sections and this ensures the young people can continue with water based activities. Insurance and maintenance of the Headquarters and marine equipment allows for weekly activities in a safe environment. The purchase of prepaid cards allows Section Leaders to not use their own funds before having expenses reimbursed and also allows for budgeting. Whilst expenditure on camps and events is covered by parent payments, upfront payments are made to suppliers such as campsites and activitiy centres. |
|---|---|
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Section F Other Optional Information
Since receiving the large legacy the plan has always been to
revamp or rebuild the Headquarters. This year the plans
were drawn up by an architect and approved by
Southampton City Council. Following the investment criteria
mentioned earlier, the designated funds will remain invested
to ensure security and accessibility until such time as they
are needed. Smaller investments will always be made in
Plans for future periods (details of any capital equipment to allow the young people to continue
significant activities planned to achieve enjoying being a Sea Scout. The 75th anniversary of the
them) Group will be held in June 2025.
Section G Declaration
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The trustees declare that they have approved the trustees’ report above
Signed on behalf of the charity’s trustees
| Signature(s) Full name(s) Date Position (eg Secretary, Chair) |
KJC Kara Jane Congreve Treasurer 1 5 0 6 2 4 |
|---|---|
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25th Southampton (Northam) Sea Scout Group (Charity no. 302309) Receipts and payments account
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Year start date Year end date
For the year
06-Apr-23 To 05-Apr-24
from
Receipts and payments
2023/24 2022/23
Unrestricted funds Unrestricted funds
£ £
Receipts (A1)
Membership
Membership subscriptions (gross) 6,665 5,492
Explorer Partnership Fee 1,062 -
Canoe club rental 2,800 -
Sub total 10,527 5,492
Camps & Events
Camps and events (gross) 4,213 2,909
Sub total 4,213 2,909
HQ income, Donations, Courses
Hire of car park to St James Society 7,280 7,280
Hire of hall - -
Hire of toilet block - -
Hire of equipment - -
Donations 1,045 965
Gift Aid - -
Legacies - -
Grants - -
Training courses and water activities provided to 3rd parties 400 -
Other - 636
Sub total 8,725 8,881
Investment income
Bank interest 3,494 192
Building Society interest 3,065 1,422
Investment income 451 152
Sub total 7,010 1,766
Total Gross Income 30,474 19,047
Asset and investment sales, etc. (A2) -
Total receipts 30,474 19,047
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25th Southampton (Northam) 2023 to 2024 Receipts and Payments.xlsx CC16a
25th Southampton (Northam) Sea Scout Group (Charity no.302309) Receipts and payments account
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Year start date Year end date
For the year
06-Apr-23 To 05-Apr-24
from
Receipts and payments
2023/24 2022/23
Unrestricted funds Unrestricted funds
£ £
Payments (A3)
Operational Running
Membership fees 3,685 3,432
Youth programme and activity 523 -
Uniforms and badges 695 -
Gocardless transaction fees 416 419
Insurance 4,962 1,146
HQ Repairs and Maintenance 1,146 865
Marine Repairs and Maintenance 711 605
Marine fuel 31 -
Stationery and printing 103 -
AGM expenses 23 -
Car park permits 100 100
OSM prepaid cards x 5 50 -
Refunds 41 895
Volunteer expenses - 3,428
Utilities 1,984 1,314
Sub total 14,468 12,204
Camps & Events
Camp & Events 3,493 1,815
Sub total 3,493 1,815
Adult support and training
RYA training 720 -
Sub total 720 -
Site Development 7,973 2,561
Sub total 7,973 2,561
Asset and investment purchases, etc. (A4) -
Total payments 26,654 16,580
Net of receipts/(payments) 3,820 2,467
Cash funds last year end (A6) 248,498 246,031
Prepaid card balance ommitted last year 153
Cash funds this year end 252,471 248,498
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25th Southampton (Northam) Sea Scout Group (Charity no. 302309)
Receipts and payments account
| Year start date | Year end date | |||
|---|---|---|---|---|
| For | the year from |
06-Apr-23 | To | 05-Apr-24 |
25th Southampton (Northam) 2023 to 2024 Receipts and Payments.xlsx CC16a
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Statement of assets and liabilities at the end of the year
2023-2024 2023-2024
Unrestricted funds Unrestricted funds
£ £
Cash funds (B1)
Lloyds Treasurers Account 00475086 18,577 16,243
Lloyds Business Bank Instant 07620812 55,805 101,122
Lloyds Business Bank Instant Online 38410468 400 396
Nationwide Business 95 Day Saver 90120204 90,397 87,332
Cambridge & Counties 95 Day Business Notice 15029536 86,807 -
Scout Short Term Investment Service 07749 - 43,405
OSM Prepaid card balance 485
Total cash funds 252,471 248,498
(agree balances with receipts and payments account) agreement error ok
Other monetary assets (B2)
Debts due from the District Canoe Club 700 2,800
Sub total 700 2,800
Investment assets (B3)
Sub total - -
Non monetary assets for charity's own use (B4)
Boats and marine equipment 60,425 60,425
- -
- -
Sub total 60,425 60,425
Liabilities (B5)
Reserves Policy
12 months running costs - designated funds 20,000 20,000
Site development - designated funds 219,037 220,000
-
- -
- -
Sub total 239,037 240,000
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The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 15th June 2024 and signed on their behalf by
| Signature Tony Bradley KJC |
Print Name JOHN ANTHONY BRADLEY Chair KARA JANE CONGREVE Treasurer |
|---|---|
25th Southampton (Northam) 2023 to 2024 Receipts and Payments.xlsx CC16a
England & Wales