Trustee's Annual Report scouts be pr•por•d . . . For the period from 01 Aprfl 2022 to 31 March 2023 Section A Reference and Administration Details Charity Name 3 Ballymena Scout Group Charlty Number 103874 Principal Address West Church, Ballymoney Road. Ballymena, BT43 58S The trustees that manage the charity are- Name off ice Dates acted, if not for full year Leslie Carswell Mark McKane Steven Potter Jane Thompson Mark Dick Douglas Ho Amanda Kyle Hilary Caithness Group Scout Leader Chairperson Treasurer Secretary Trustee Trustee Trustee Trustee Resigned 27.09.2022 Sectlon B Structure, Governance and Management Type of Governing Document The Group's governlng documents are those of The Scout Assoclatlon. They consist of a Royal Charter, which in turn glves authority to the Bye Laws of the Association and The Policy, Organisation and Rules of The Scout Association. How the Charlty is Constituted The Group is a trust established under its rules which are common to all Scouts.
Trustee Selection Methods The Trustees are appointed in accordan with the Policy, Organisation and Rules of The Scout Association. Group Exetutive Committee The Group is managed by the Group Executive Committee. 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 accounts and making returns to the Charity Commission as appropriate. The Committee consists of 3 independent representatives, Chair, Treasurer and Secretary together with the Group Scout Leader, and a representative parent from each section of the Group. Additionally, some members are co-opted onto the Committee from time to tlme. The Committee meets at least once every 6 months. The Group Executive Committee exists to support the Group Scout Leader In meetin8the responsibilities of the appointments and is responsible for: The maintenance of Group property and equiprnent The raising of funds and the adrninistration of Group finance The insurance of persons, property and equipment Group public occasions Assisting in the recru itment of leaders and other adult support Appointing any sub committees that may be required Appointing Group Adrninistrators and Advisors other than those who are elected Risk and Internal Control General The group has In place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss. These include 2 signatories for payments and comprehensive insurance policies to ensure that insurable risks are covered. The Group Executive Committee has identified the major risks to which they belleve the Group is exposed. These have been revlewed and systems have been established to mitigate against them. The main areas of concern that have been identified are". Damage to property and equipment The Group would request the use of bulldings, property and equipment from neighbouring organisations such as West Church and other Scout Groups. 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 capitation fees contributes to the Scout Association's national accident insurance policy. Risk A55essment5 are undertaken before and during activities.
Reduced income from fund ralsing The Group is primarily reliant upon income from subscriptions and fundraising. The Group does hold reserves to ensure the continuity of activities should there be a major reduction in income. The Committee could raise the value of subscriptions to increase the income to the group on an ongoing basis, either temporarily or permanently. Reduction or1055 of leaders The group is totally reliant upon volunteers to run and administer the actlvlties 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, consolidatlon or closure of a Section. In the worst-case scenario, this would result in the complete closure of the Group. Reduction or loss of members The Group provides activit5 for all young people aged 4 to 15. If there were 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. this would result in the complete closure of the Group. Section C Objectives and Activities The Purpose of Scouting The purpose of Scouting is to contribute to the development of young people in achieving thelr full physical, intellectual, social and spiritual potentials, as individuals, as responsible citizens and as members of their local. national and international communities. The Values of Scouting As Scouts we are guided by these values: Integrlty- We act with integrity. we are honest, trustworthy and loyal. Respect - We have self-respect and respett for others. Care- We support others and take care of the world in which we live. Belief - We explore our faiths, beliefs and attitudes. Cooperation - We make a positive difference. we cooperate with others and make friends. The Scout Method Scouting takes place when young people, in partnershlp with adults, work tO8ether based on the values of Scouting and: Enjoy what they are doin8 and have fun Take part in activities indoors and outdoors Learn by doing sha in spiritual reflection Take responsibility and make choices Undertake new and challenging activities Make and live by their Promise. The Group meets the Charity Commission's public benefrt criteria under both the advancement of education and the advancement of citizenship or community development headings.
Section D Achievements and Performance Group Scout Leaderfs Review Compared with last year, our great programmes of the previous year were not as badly disrupted by covid. The total group numbers of young person members taken in the January 2023 census showed a total of 46 youth members. Thls represents an increase of 6 members on the January 2022 census but is still smaller than the January 2021 nSu5 figures which was recorded as 55. The good news is that the youn8er sections, Squirrels, and Beavers showed a significant increase over the 2022 figures, numerically 7 extra Squirrels up to 12, Beavers 3 extra up to 13. The Cub section showed a slight reduction, down 2 to 10 and similarly the Scout section down 2 to 11 but an extra 4 who are of Explorer age could be added as they are recorded as the District Explorers in the census. This means the Scout section is really 15 in size. An analysis of the ages in each of the younger sections Shows that the ages of the members is near the upper age for the section. This wlll result in progress In swelling the numbers in each of the Beavers, Cubs and Scouts, and with the increasing number of Squirrels being attracted throughout the year, there is movement towards the pre-pandemic numbers levels and possibly beyond across all sections in the nearfuture. The adult leaders showed a number of changes. In June 2022 the two Cub leaders retired meaning that unless new leaders were found. the section could not functlon. Fortunatelyi one of the Beaver leader4 moved up to become the new Cub Leader and an Asslstant scout leader moved down to the Cub Sectlon such that Cubs would continue with the minimum of two leaders. New leaders, a husband and wife team, were recruited into the Beaver section leader team. This bodes well for the future as it Is the intention of the current Beaver leader to step down at the end of June 2023. In the Scout section we welcomed a new young leader to the team, significantly reduclng the average age of the Scout leader teaml The Cub section moved their meetlng evening to a Friday at the beginning of September 2022. This has resulted in all settions In West Church meeting on the same evening in 3 different locations in the Church with two sections using the maSn hall consecutively. This makes it easier forthe transport situation for parents who have two or more offspring attending different sections. It also makes it easier for leaders from the different sections to meet, exchange ideas, decide on who Is golng up from one section to another etc. We are grateful to our Church forfacilitating this change. 2022 was a significant year for the Troop as it was 100 years from the start of Scouting in West Church. All sections were represented in the Church for a service on 24th April 2022, one day after the centenary of the first official Troop meeting. A centenary summer camp was held in the Same field in Carnlough as the first Troop camp in 1927. Some measure of progress within the Group can be made through examining the number of badges earned and awards gained. The younger sectlons facilitated progress towards bad8es in virtually every night of their meeting particularly through a range of crafts and games. The difficulty In writlng this report which is to focus on the financial year ending 31 March each year 15 that although much progress is being made towards the Chief Scout Awards for each section many a not completed until nearlng the summer of the following year. l am convinced with the current leadership teams. there is much more focus on these awards being Eained in all sections. The number of these awards bein8 gained is increasing each successive year. Well done.
All sections actively participate in their section's District events and more with some of our section5 joining together forjoint activities outside the normal meeting place. These events are spread throughout the year, not just in the later Spring time. Details of events can be seen in the reports for each section. Good use wa5 made of the Education Authority IEA) grant monies for a number of these activities this year and our thanks go to the EA. Finally, our thanks go to our Treasurer, Chair and Secretary and especially to all in the leader teams of each section for their energy. commitment and enthusiasm and further thanks go to those who are moving on and who have tired since April 2022 and are retiring this June for their commltment, progress in facilitating more badges and awards being gained and furthering the"Skills for Life" aims and objectives of The Scout Association. Sectlon E Financial Review Reserves Pollcy The Group's policy on reserves is to hold sufficient resources to continue the charitable actlvities of the group should income and fundraising activities fall short. The Group Executive Committee considers that the Group should hold a sum tn reserve equivalent to 2 years runnln8 Costs, circa £5,000 in reserve. Investment Policy The Group's Income and Expenditure Is small and a5 a consequence does not have sufflcient funds to invest in longer-term investments such as stocks and shares. The Group has therefore adopted a low risk strategy to the investment of its funds. All funds are held in cash using only mainstream banks. Treasurers Statement The attached account statement shows the Group Income and Expenditure details and Bank Account balances as at our financial year end of 31 March 2023 IFY23). The Group and all Sections operate and report on a Cash Accounting basis. Our maln sources of income are normally from subscriptions• gift aid and fund raising. The Group's policy to maintain reserves at approximately £5,000 continues. Reserves at 31 March 2023 were slightly hiEher due to receipt of a £2,OW donation which had not been spent by year end. The £5,000 level of cash reserves is deemed appropriate to cover any cash flow timing issues and also enable the Group to continue to operate for at least two years Should fundin8 such as Gift Aid cease. The Group is also keeping this under review.
Section F Declaration The trustees declare that they have approved the trustees, report above. Signed on behalf of the charity's trustees by- Mr Mark McKane Chairperson & Trustee Date:. 26 June 2023