2020-12-31-accounts - Stockton, Thornaby And District Scout Council

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Annual General Meeting 2021 of Stockton, Thornaby & District Scout Council Registered charity no. 524704

Friday 16[th] April 2021

Accounts for period 1[st] Jan – 31[st] Dec 2020 Reference and Administrative Details

Scout Association Registration No: 15607

Charity Registration No: 524704

Contact Details: Mr S Jones

26 Briardene Court Stockton-On-Tees TS19 8UX

Trustees:

Trustees:
Name	Office (if any)	Dates Served
Alan Atkinson		1stJan 2020 - 31stDec 2020
Pauline Hyam		1stJan 2020 - 31stDec 2020
Diane Jinks		1stJan 2020 - 31stDec 2020
Shaun Jones	District Commissioner	1stJan 2020 - 31stDec 2020
Antony Moody		1stJan 2020 - 31stDec 2020
Margaret North		1stJan 2020 - 31stDec 2020
Neil Scott	District Chair	1stJan 2020 - 31stDec 2020
John Trotter		1stJan 2020 - 31stDec 2020
Nicholas White		1stJan 2020 - 31stDec 2020

Bankers:[Barclays Bank PLC ] 49 High Street Stockton-on-Tees TS18 1AG

[Virgin Money ] 46 High Street Stockton on Tees TS18 1SB

Independent Examiner:[Jane Ascroft ]

Chartered Accountant Enterprise House Harmire Enterprise Park Barnard Castle County Durham DL12 8XT

Trustees Annual Report

Structure and Governance

take responsibility and make choices
undertake new and challenging activities
make and live by their Promise.

Type of governing document:

The District'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 District is a trust established under its rules which are common to all Scouts. Trustee selection methods (e.g. appointed by, elected by):

The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association.

Objectives & Activities

Summary of the objects of the charity set out in its governing document:

Summary of the main activities in relation to these objects:

The COVID-19 pandemic has prevented the District from moving forward with many of its plans. Despite this the trustees have focussed on protecting the resources of the District as best they can so that these plans can be realised in the future and the fun, adventure and challenge of Scouting offered to more young people than ever before.

The young people in our Groups and Units have continued to enjoy a varied programme delivered online, in the safety of their own homes, throughout the year. This is evidenced by the range of awards and badges that have been earnt during this time.

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.

Public benefit statement:

The District meets the Charity Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or community development headings.

The Scout method:

Scouting takes place when young people, in partnership with adults, work together based on the values of Scouting and:

Achievements and Performance

There is no getting away from the fact that 2020 has brought its fair share of challenges.

enjoy what they are doing and have fun
take part in activities indoors and outdoors
learn by doing
share in spiritual reflection

In the early part of the year the trustees opted to invest a portion of the District’s reserves in a large marquee to service the planned Big

Weekend camp and be available to use for events in the future. They also identified opportunities to hire this out to other organisations in order to receive a small but steady return on investment alongside the immediate savings against hiring.

Whilst much of the District’s planned activities for the year were curtailed by the pandemic our groups and units have adapted and still been able to offer Scouting to our young people in a new way. The District team have worked hard to support leaders in doing this, providing updates and support where needed.

The strengthened governance and financial management strategies that have been put into place over the last 10 -12 years have proved their worth in this challenging year. The trustees have continued to meet regularly via video conferencing to discuss matters affecting the District and to react to the ever changing landscape. Cost saving measures were considered and implemented very early in the pandemic and have allowed the trustees the flexibility to purchase the additional cleaning and hygiene supplies required for the return of face to face Scouting and to support Groups in this area too.

The elements of our District which normally generate an income (the shop, communications team and Pybus campsite) have naturally suffered at the hands of the pandemic with income reduced in all areas. Despite the reduced income the respective areas have implemented

cost saving measures and we are confident that they will return to their position as valuable assets to the members of our District once restrictions ease.

Financial Review

Reserves policy:

The trustees have identified the need for the District to hold reserves for a variety of purposes and have reviewed this in light of lessons learned and vulnerabilities identified as a result of the COVID-19 pandemic. The purposes and amount of amount of reserves held is outlined below:

12 months running costs for the District; this is to act as a buffer in times of financial difficulty. Based on the 2021 District budget this amount is equal to £4,891 but the trustees have elected to round this up and hold a fund of £5,000 .
12 months running costs for Pybus Campsite; this again is to act as a buffer in times of financial difficulty or should there be a problem affecting the use of and/or access to the site (such as disease or unusual weather conditions). During the course of the pandemic the trustees have gained a better understanding of the actual running costs of the site whilst it is not used which is considerably lower than the budget for a “normal” year. Despite this, they feel it necessary to hold the full budget amount to act as a buffer. The 2021 campsite budget has been scaled back from that of previous years to help secure successful recovery and is equal to an amount of £7,181 which has again been rounded up to £7,200 .
12 months fixed running costs for the Communications Team; whilst the communications team is self-sufficient and aims to keep 12 months running costs in reserve within its own accounts the trustees feel that it is important to hold funds towards the essential costs of rent and insurance should the team fall into financial difficulty. An amount of £4,000 has been allocated for this purpose.

COVID recovery fund; The trustees have identified that some costs associated with the pandemic may not yet have become clear and may not do so for some time. As such, they feel it necessary to put funds aside to ensure the continued recovery of Scouting in our District. These funds are to be used at the discretion of the trustees for any purpose which is caused by or exacerbated by the pandemic and extends to “return” events designed to generate a buzz around Scouting. An amount of £10,000 has been allocated to this fund.
Groups hardship fund; the trustees acknowledge that whilst the District has no legal obligation to financially support any group which falls into financial difficulty it is in the best interests of the young people within such a group if they have the ability to do so. The trustees have allocated a reserve fund of £15,000 to which any group/unit within the District falling into financial difficulty may apply. Any such application will be carefully assessed by the District Executive Committee before any amount is provided.

The above totals £41,200 of static reserves that are to be spent in times of financial difficulty or challenge.

The trustees have also set aside further reserves for the purposes of improving, furthering and developing the provision on offer within the District as follows and will look to increase the balances held in such funds annually from any surpluses accrued:

Creating and developing new provision; initially established using the closing balance from a former Scout Group the trustees have established a small fund that is for the purpose of starting and developing new Scouting provision. This fund can be used to help with costs of taster events, start-up costs and training for leaders in new groups. A fund of £3,400 has been allocated for this purpose.
Subsidy of District events and activities; The purpose of this fund is to aid the District in providing large-scale whole District events

without having to charge the young people attending the whole amount. This can include a St George’s Day event and any other event identified by the District team and expenditure approved by the District Executive Committee. The amount currently set aside for this purpose is £3,000 , although in the 2020 budget £1,000 of was allocated to support a District event which is now on hold until restrictions allow.

Replacement of District equipment and resources; whilst the District owns a limited amount of equipment and resources (aside from those at Pybus Campsite which are addressed separately below), the trustees acknowledge that nothing lasts forever and wish to set aside funds for the replacement and renewal of equipment and resources as and when the need is identified or arises. The amount currently set aside for this purpose is £2,500. In 2020 the District received a grant of £2,000 towards equipment to be used at the District camp, which has been added to this fund to give a total of £4,500 .
Pybus expansion and improvement; this fund is held for the purposes of expanding and/or creating new facilities at Pybus Campsite. This includes major building projects, new facilities and new equipment. An amount of £56,000 is currently allocated to this fund.
Pybus maintenance and development; this fund is held for the purposes of allowing the District to maintain and develop the existing facilities at Pybus Campsite. This includes the repair and replacement of plant, machinery and equipment as well as larger maintenance works which may fall outside of the scope of the annual budget. An amount equal to £16,500 is currently allocated to this purpose.

Though the designated funds are not counted within the District’s total reserves, the trustees acknowledge, on the advice of the communications team, that the van and equipment they use has a limited useful life and as such funds should be set aside regularly towards the eventual renewal/replacement of these items. An amount of £9,068 is currently

allocated within the District’s designated funds for this purpose.

The total level of allocated reserves therefore equals £124,600 . The actual level of reserves held at 31st December 2020 equals £124,656 .

This policy will be reviewed at least annually however it may also be reviewed at other times should a new risk, need or opportunity be identified by the District Executive Committee.

Investment policy:

The District does not have sufficient funds to invest in longer term investments. The District has therefore adopted a risk averse strategy to the investment of its funds. All funds are held in cash using only mainstream banks or building societies to get as best a return as we can. This then enables us to reduce the overall amount per person that we need to collect by way of the District levy each year and offer the camp site facilities to our District Groups/Units at a preferential rate.

The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees:

N Scott

Neil Scott District Chair

S Jones

Shaun Jones District Commissioner

Independent Examiner’s Report

I report on the accounts of the District for the year ended 31[st] December 2020 which comprise the Statement of Financial Activities, the Balance Sheet and related notes set out on page s 8-11 .

This report is made solely to the trustees in accordance with Section 145 of the Charities Act 2011. My work has been undertaken so that I might state to the charity’s trustees those matters I am required to state to them in an Independent Examiner’s report and for no other purpose. To the fullest extent permitted by law, I do not accept or assume responsibility to anyone other than the charity and the charity’s trustees for my examination work.

Respective responsibilities of Trustees and Examiner

The District’s trustees are responsible for the preparation of the accounts. They consider that an audit is not required for this year (under Section 144 of the Charities Act 2011 (the Charities Act)) and that an independent examination is needed.

It is my responsibility to:

Examine the accounts (under Section 145 of the Charities Act);

To follow the procedures laid down in the General Directions given by the Charity Commissioners (under Section 145(5)(b) of the Charities Act); and

To state whether particular matters have come to my attention.

Basis of Independent Examiner's report

My examination was carried out in accordance with the General Directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by the District and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the accounts present a ‘true and fair’ view and the report is limited to those matters set out in the statement below.

Independent Examiner's statement

In connection with my examination, no matter has come to my attention : which gives me reasonable cause to believe that in, any material respect, the requirements to keep accounting records in accordance with Section 130 of the Charities Act ;and

to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charities Act have not been met; or

to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Name: Jane Ascroft

Qualification: Chartered Accountant

Address: Enterprise House Harmire Enterprise Park Barnard Castle County Durham DL12 8XT Date: 23[rd] February 2021

Receipts and payments account summary

Total Receipts Total Payments Receipts less payments Balances brought forward at 01/01/20 Balances carried forward at 31/12/20	TOTAL 2020 £ 37,775 (45,080) (7,305) 164,562 157,257	TOTAL 2019 £ 60,099 (50,939)
		9,159 155,403
		164,562

These accounts were approved by the trustees on 24[th] March 2020 and signed on their behalf by:

N Scott

S Jones

Neil Scott District Chair

Shaun Jones District Commissioner

Receipts summary

Receipts summary
Membership subscriptions Less: Membership subscriptions paid on Investment income Bank interest received Activities Pybus campsite Shop Communications team Fairfield Pirates ESU Egglescliffe Aliens ESU Fairfield Vikings ESU Events Other income Gift Aid claims COVID Support Other receipts TOTAL RECEIPTS	General funds £ 25,834 (21,266) 4,568 418 418 2,131 1,610 - - - - - 3,741 - 11,334 2,150 13,484 22,210	Designated funds £ - - - 7 7 - - 1,920 2,282 2,330 1,594 6,529 14,654 904 - - 904 15,564	TOTAL 2020 £ 25,834 (21,266) 4,568 424 424 2,131 1,610 1,920 2,282 2,330 1,594 6,529 18,395 904 11,334 2,150 14,388 37,775	TOTAL 2019 £ 25,004 (20,341)
				4,663
				649
				649
				10,552 5,962 21,213 8,677 2,969 - 3,161
				52,533
				2,161 - 93
				2,254

				60,099

Payments summary

Activities Pybus Campsite Shop Sectional allowances Communications team Fairfield Pirates ESU Egglescliffe Aliens ESU Fairfield Vikings ESU Events Other activity costs Overheads Printing Postage & stationary Telephone & Internet Insurance Professional fees Travel Room hire Marquee and gazebo Other costs TOTAL PAYMENTS	General funds £ 5,050 2,994 800 - - - - 1,114 - 9,957 - 30 40 110 240 77 130 11,500 456 12,584 22,541	Designated funds £ - - - 10,797 2,174 2,193 1,645 5,729 - 22,539 - - - - - - - - - - 22,539	TOTAL 2020 £ 5,050 2,994 800 10,797 2,174 2,193 1,645 6,843 - 32,496 - 30 40 110 240 77 130 11,500 456 12,584 45,080	TOTAL 2019 £ 8,292 5,682 1,000 19,266 8,823 2,718 - 3,879 -
				49,661
				76 32 315 42 240 104 240 - 230
				1,279

				50,939

Statement of assets and liabilities

Statement of assets and liabilities
Bank and cash funds District current account Pybus current account Shop current account Virgin Money account Communications team current account Communications team savings account Fairfield Pirates ESU current account Fairfield Vikings ESU current account Egglescliffe Aliens ESU current account Stockton Network current account Events current account Other monetary assets Debts due to the District Assets retained for the charities own use Land & Buildings: Campsite1 Contents of buildings2 Brushcutter2 Water filtration system2 Metal container2 Shop stock Radio, PA and Lighting equipment2 Marquee Van & trailers3 Containers2	General funds £ 18,431 21,225 2,495 85,000 - - - - - - - 127,151 - - - - - - - - - - - - -	Designated funds £ - - - - 8,131 9,068 2,807 1,449 5,237 389 3,025 30,106 - - - - - - - - - - - - -	TOTAL 2020 £ 18,431 21,225 2,495 85,000 8,131 9,068 2,807 1,449 5,237 389 3,025 157,257 - - 530,896 25,170 4,896 4,785 3,334 5,000 47,035 11,500 15,050 4,563 652,229	TOTAL 2019 £ 14,395 23,231 3,879 85,000 19,835 7,211 2,700 1,500 4,196 389 2,225
				164,562
				-
				-
				529,837 25,100 4,881 4,771 3,327 5,000 46,000 - 14,762 4,409
				638,087

Liabilities

The District has no liabilities although the communications team holds a balance of £3,000 in rent that is unclaimed by the previous land lord.

1 Warren Cottage (£465,075) / Teesdale Building (£65,821). The figures shown are reinstatement / insured values and not market values as per our Insurance Policy at renewal on 3[rd] February. 2 Insured value

3 Van shown at market value and trailers shown at insured value

O Stockton. Thornaby & District Scouts 2021