# **Trustees’ annual report (including Directors’ report) for the period** **From: Period start date 02/08/21 01/08/22** ## **To: Period end date** ## **Charity name: 1[st] Buxted (O’Brien’s Own) Scout Group** ## **Charity registration number: 305838** ## **Company number: n/a** ## **Objectives and activities** **----- Start of picture text -----**
SORP
reference
Summary of the purposes Para 1.17 As an educational charity, the primary object
of the charity as set out of the trust is the instruction of young people
in its governing in the principles of discipline, loyalty and
document good citizenship.
Summary of the main Para 1.17 and The aim of the Scout Association is to
activities in relation to 1.19 promote the development of young people
those purposes for the in achieving their full physical,
public benefit, in intellectual, social and spiritual
particular, the activities, potential, as individuals, as responsible
projects or services citizens and as members of their local,
identified in the national and international
accounts. communities. The method of achieving
the aim of the Scout Association is
translated at the Group level into an
enjoyable and attractive scheme of
progressive training based on the Scout
Promise, Law and Motto, guided by adult
leadership.
Statement confirming Para 1.18
whether the trustees
have had regard to the
guidance issued by the
Charity Commission on
public benefit
Additional information (optional)
You may choose to include further statements where relevant about:
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SORP reference Policy on grant making Para 1.38 Para 1.38 Policy on social investment including program related investment Para 1.38 Contribution made by volunteers Other ## **Achievements and performance** ||Summary of the main
achievements of the
charity, identifying the
diference the charity’s
work has made to the
circumstances of its
benefciaries and any
wider benefts to society
as a whole.|Para 1.20|Annual reports produced by the individual
sections detailing activities and achievements
were produced for scrutiny at the annual
general meeting
**Bonfre night**–Buxted community 2022
**Overland Hike**– 50k Hike for Scouts and
Explorers (Two entered teams taking 1st& 2nd
place)
**Cub/Scout/Beaver camps**– Held
throughout the year at various locations|| |---|---|---|---|---| ## **Additional information (optional)** You may choose to include further statements where relevant about: Para 1.41 Achievements against objectives set Para 1.41 Performance of fundraising activities against objectives set Para 1.41 Investment performance against objectives Other ## **Financial review** **----- Start of picture text -----**
Review of the charity’s Para 1.21 Reserves of £71,608,71 were held at the end
financial position at the of the period, which maintains a comfortable
end of the period amount to secure the on going continuation
of the group.
Statement explaining the Para 1.22 Reserves are held as necessary to ensure its
policy for holding ongoing, day-to-day charitable activities can
reserves stating why they be maintained for a 12 month period.
are held
Amount of reserves held Para 1.22 £71,608.51
Reasons for holding zero Para 1.22 Not applicable
reserves
Details of fund materially Para 1.24 Not applicable
in deficit
Explanation of any Para 1.23 Not applicable
uncertainties about the
charity continuing as a
going concern
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## **Additional information (optional)** You may choose to include further statements where relevant about: ||The charity’s principal
sources of funds
(including any
fundraising)|Para 1.47|Subscriptions paid by Scouts, Cubs &
Beavers.
Fundraising - Firework display, rafe tickets
Periodic donations, grant applications &
legacies|| |---|---|---|---|---| |||||| **----- Start of picture text -----**
Investment policy and Para 1.46
objectives including any
social investment policy
adopted
The Committee is aware of the main areas of
risk. Areas of risk and the means to mitigate
Para 1.46
A description of the them are identified below:
principal risks facing the
charity Risk: General risks involved in the
pursuit of scouting activities
Mitigation: Scouting pursuits naturally
involve exposing adults and young people
to risks; that is the nature of an activity-
based ethos. Whilst it is impossible to
counter every possible risk, it is possible to
ensure that volunteers are adequately
trained for their roles and are capable of
identifying and managing risk in a sensible
fashion. All new volunteers must subscribe to
Disclosure and Barring Service checks and
third party references are taken. The
Ashdown District maintains a training
manager and all Leaders follow a
programme of modular training which
includes risk identification, first aid and the
safeguarding of children. Events are subject
to their own risk assessments. Codes of
Behaviour are used to educate and inform
Leaders. Checks and core safety training are
subject to renewal at regular
Intervals.
Risk: Injury to leaders, supporters and
members Mitigation: In conjunction with
the mitigation applied to the general risks
above, an annual census of the Group is
submitted to the Ashdown District. This
establishes a capitation fee, which is paid to
the Scout Association. The capitation fee
contributes to the Scout Association's
national accident insurance policy, which
provides necessary insurance to mitigate
personal injury risk to Leaders, supporters
and members.
Risk: Damage to the Scout hut building
and or equipment.
Mitigation: In the event that Group premises
and/or
property become unusable the Group
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would request the use of buildings, property and equipment from neighbouring organisations such as other Scout Groups. The Group has buildings and contents insurance in place to partially mitigate against permanent loss and the Quartermaster conducts an annual audit of the Group assets. The Group insurance is placed through the Scout Association insurance broker. The level of cover reflects as far as possible (within the capacity for meeting the insurance premium) the replacement cost of the refurbished building and its contents in the event of total loss. **Risk: Reduced income from fund raising** Mitigation: The Group is primarily reliant upon income from subscriptions and fundraising. The Group does hold a reserve to ensure the continuity of activities should there be a major reduction in income. The Committee could raise subscriptions to increase income on an on-going basis either temporarily or permanently. **Risk: Reduction or loss of Leaders** Mitigation: 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 there would have to be a closure of a section or in the worst case scenario the complete closure of the Group. Historically the Ashdown District in the Scouting organisation has provided excellent support to the Group during periods when local leaders have been unavailable. The Group would request assistance from Ashdown District in the event of any future difficulties. However, the section leaders have extensive experience of coordinating Group activities and do an excellent job maintaining an appropriate programme of activities. ## **Risk: Financial irregularities** Mitigation: Group finances are controlled by the Group Treasurer, who monitors and controls income and expenditure, which is largely conducted through the section leaders. The Group Treasurer maintains written accounts and produces regular financial updates to the Executive Committee. With regard to disbursements, all bank transfers require three authorised signatures. The Group produces annual accounts which are subject to independent inspection and which are submitted to the Scout District. All funds are held in cash using only mainstream banks or building societies. The land on which the Group hut is situated belongs to a community trust, the lonides Trust. The Trustees have already leased a significant area of the land in their care to a health centre. The objects of the trust also permit the appropriation of part of The land to build a village hall, the Group is in the final stages of entering into a replacement lease to reflect the new BCHT area extending to a term of 125 years. Other ## **Structure, governance and management** **----- Start of picture text -----**
Description of charity’s
trusts:
Type of governing Para 1.25 A Declaration of Trust, dated 1 October 1955
document: for example, by the Boy Scouts Association Trust
trust deed, memorandum Corporation, incorporated under the
and articles of Companies Act 1929 establishes the trust.
association etc The 'Policy, Organisation and Rules' of the
Scout Association guides the establishment
of the Group Executive Committee.
How is the charity Para 1.25 The charity is constituted as a trust and run
constituted? by the Group Executive. Members of the
for example limited Group Executive Committee (the Committee)
company, unincorporated act collectively as the Charity Trustees of the
association, CIO Scout Group. They are responsible for the
day-today management of the Scout Group
and Committee members are legally and
financially responsible for its management.
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Trustee selection Para 1.25 Members of the Committee, having been methods including details subject to the selection criteria of the Policy, of any constitutional Organisation and Rules of the Scout provisions e.g. election to Association are appointed as trustees. post or name of any person or body entitled to appoint one or more trustees ## **Additional information (optional)** You may choose to include further statements where relevant about: Para 1.51 Policies and procedures adopted for the induction and training of trustees Para 1.51 The charity’s organisational structure and any wider network with which the charity works Para 1.51 Relationship with any related parties Other ## **Reference and administrative details** > Charity name **1[st] Buxted (O’Brien’s Own) Scout Group** Other name the charity uses Registered charity **305838** number Charity’s principal The Scout Hut, lonides Memorial Centre, Framfield Road, address Buxted, East Sussex, TN22 4LE ## **Names of the charity trustees who manage the charity** **----- Start of picture text -----**
Trustee name Office (if any) Dates acted if Name of person
not for whole (or body) entitled
year to appoint trustee
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(if any)
Fraser Eastwood Group Chair
Dave Roberts Group Secretary
Rebecca Turner Group Treasurer
Simon Morley Group Scout
Leader
Duncan Riley Scout Leader
Kerry Woolley Beaver Leader
Emma Baggaly Parent
Representative
Andy Paterson Parent
Representative
Rachel Parent
Brocklebank Representative
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Corporate trustees – names of the directors at the date the report was approved **Director name** Name of trustees holding title to property belonging to the charity **Trustee name Dates acted if not for whole year** ## **Funds held as custodian trustees on behalf of others** Description of the assets held in this capacity Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for safe custody and segregation of such assets from the charity’s own assets ## **Additional information (optional)** ## **Names and addresses of advisers (optional information)** ## **Type of Name Address adviser** **Name of chief executive or names of senior staff members (optional information)** ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details ## **Other optional information** ## **Declarations** **The company has taken advantage of the small companies’ exemption in preparing the report above.** **The trustees declare that they have approved the trustees’ report (including directors’ report) above.** **Signed on behalf of the charity’s trustees/directors** **Signature(s)** **Full name(s)** Fraser Eastwood **Position (for example** Chairman **Secretary, Chair, etc)** **Date** 03/04/2023 ## **1st Buxted O'Briens Own Scout Group STATEMENT OF RECEIPTS AND PAYMENTS For the year to date from 2nd Augustl 2021 to 1st Aug 2022** |||**1st Buxted O'Briens Own Scout Group**
**STATEMENT OF RECEIPTS AND PAYMENTS**
**For the year to date from 2nd Augustl 2021 to 1st Aug**|**2022**|**2022**||| |---|---|---|---|---|---|---| ||||**2021/2022**||**2020/2021**|| |Code||**Receipts**||||| ||1|Subscriptions h/d beavers|£|2,135.56
|£|746.90
| |1a||Subscriptions Buxted Beavers|£|2,339.10
|£|1,593.30
| |1b||Subscriptions h/d cubs|£|-
|£|1,167.11
| |1c||Subscriptions Buxted Cubs Wednesday|£|2,134.44
|£|1,508.38
| |1d||Subscriptions Buxted Cubs Thursday|£|2,236.00
|£|1,152.60
| |1e||Subscriptions Scouts Tuesday/both added together|£|4,486.98
|£|4,002.40
| |1f||Subscriptions Scouts Wednesday||||| ||2|Gift Aid Refund|£|4,318.58
|£|4,001.22
| |2a||Capitation h/d beavers|£|1,065.24
||| |2b||Capitation Buxted Beavers|£|1,113.66
|£|532.62
| |2f||Capitation h/d cubs|£|-
|£|581.04
| |2c||Capitation Buxted Cubs Wednesday|£|871.56
|£|774.72
| |2d||Capitattion Buxted Cubs Thursday|£|1,549.44
||| |2e||Capitation Scouts Tuesday/both added together|£|1,888.38
|£|1,873.86
| ||3|Donations/sponshorship/Grants|£|1,768.38
|£|22,907.81
| ||4|cub activities|£|-
|£|97.50
| ||5|Cub Camps|£|1,898.02
|£|919.98
| ||6|bonfire night income|£|8,980.81
||| ||7|other fundraising|£|5,984.95
|£|7,612.97
| ||8|Beaver Camps|£|1,144.12
||| ||9|beaver activities|£|-
|£|677.95
| ||10|hall/equipment hire|£|480.00
|£|140.00
| ||11|h/d cub activities|£|-
|£|48.75
| ||12|Badges/Scarves/Tshirts|£|-
|£|25.00
| ||13|scout camps|£|12,931.48
|£|2,046.78
| ||14|scout activities|£|4,115.12
|£|261.21
| ||15|Group Camp|£|-
||| |||Total Receipts|£|61,441.82
|£|52,672.10
| |||**Payments**||||| ||20|Capitation|£|8,062.00
|£|5,800.00
| ||21|Hut Maintenance|£|107.54
||| ||22|Hut Running Expenses|£|4,802.87
|£|3,380.98
| ||23|Equipment Bought/Repaired|£|686.46
|£|180.13
| ||24|hd beaver activities|£|-
|£|272.00
| ||25|Beaver activities|£|1,089.65
|£|656.90
| ||26|beaver camps|£|562.00
|£|-
| ||27|Section Materials|£|520.90
|£|1,245.33
| ||28|Family camp|£|-
||| ||29|Leaders Uniforms/Training|£|482.05
|£|142.00
| ||30|cub activities|£|-
|£|267.08
| ||31|cub camps|£|1,023.09
|£|1,299.78
| ||32|Badge Scarves Tshirts|£|778.89
|£|755.58
| ||33|Bonfire Night costs|£|3,425.52
||| ||34|Other Fundraising Costs/grant outgoings|£|2,878.46
|£|5,298.28
| ||35|Exceptional Costs|£|1,585.87
|£|2,120.22
| ||36|scout camps|£|15,402.00
|£|1,818.51
| ||37|scout activities|£|2,281.86
|£|2,747.32
| |||Total Payments|£|43,689.16
|£|25,984.11
| Surplus/Deficit for the year £ 17,752.66 £ 26,687.99 **BALANCE SHEET** Opening Reserves £ 53,855.85 £ 27,167.86 Surplus/Deficit for the Year £ 17,752.66 £ 26,687.99 Reserves to Carry Forward £ 71,608.51 £ 53,855.85 Represented by: Online Account 2017 onwards £ 71,608.51 £ 53,855.85 **£ 71,608.51 £ 53,855.85** Independent examinerfs report to the tnthes of 1st Buxtsd {¢YBrlen