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
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## **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
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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.
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- 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
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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
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## **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
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## **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
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## **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|
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## **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|
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## **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
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O Stockton. Thornaby & District Scouts 2021