Trustee's Annual Report be preporerf . . . For the period from 01 April 2023 to 31 March 2024 Section A Reference and Administration Details Charity Name 3 Ballymena Scout Group Charity Number 103874 Principal Address West Church, Ballymoney Road, Ballymena, BT43 58S The trustees that manage the charity are- Name '. Office Dates acted, If not for full year Leslie Carswell Mark McKane Steven Potter Jane Thom Mark Dick Douglas Hogg Hilary Caithness Group Scout Leader Chairperson Treasurer Secretary Trustee Trustee Trustee son Retired 26 June 2023 Section B Structure, Governance and Management Type of Governlng Document The Group's governing documents are those of The Scout Association. They consist of a Royal Charter, whlch In turn gives authority to the Bye Laws of the A550ciation and The Policy, Organisation and Rules of The Scout Association. How the Charity 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 accordance with the Policy. Organlsation and Rules of The Scout Association. Group Executive Committee The Group is managed by the Group Executive Comrnittee, the members of which are the 'Charitv Trustees, of the Scout Group which is an educatlonal charity. As Charity Trustees they are responsible for com plying with legislatDn applicable to charities. This includes the reglstration, keeping proper accounts and maklng returns to the Charity Commission as appropriate. The Committee conststs of 3 Independent representatives, Chalr, 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 Commlttee from tlme to time. The Committee meets at least once every 6 months. The Group Executlve Committee exists to support the Group Scout Leader in meetin8 the responsibilities of the appointments and is responsible for: The maintenance of Group property and equlprnent The ralsinE of funds and the adminlstration of Group finance The Insurance of persons, property and equipment Group publlc occasions Assisting in the recruitment of leaders and other adult support Appointing any sub committees that may be required Appointing Group Administrators and Advisors other than those who are elected Rlsk and Internal Control General The group has in place systems of internal controls that are designed to provide reasonable assurance agalnst material mismanagement or loss. These include 2 signatorles for payments and comprehensive insurance policies to ensure that insurable risks are covered. The Group Executive Commlttee has identrfied the major risks to which they believe the Group is exposed, These have been revlewed and systems have been established to mitigate against them. The maln areas of concern that have been identified are: Damage to property and equipment The Group would request the use of bulldln8s, 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 mitlgate against permanent loss. Injury to leaders, helpers, supporters and rnembers The Group through the capitation fees contrlbutes to the Scout Association's national accident insurance policy. Risk Assessments are undertaken before and during activities.
Reduced Income from fund raising The Group is primarily relnt 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 subscrlptlons to increase the income to the group on an ongolng basis, elthertemporarily or permanently. Reduction or loss of leaders The group is totally reliant upon volunteers to run and administer the activitles of the group. If there was a reduction in the number of leaders to an unacceptable level in a partlcular section orthe 8roup as a 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. Reductlon or loss of members The Group provldes activities for all young people aged 4 to IS. If there were a reduction in membershlp in a particular section orthe group as whole then there would have to be a contraction, consolidatlon orclosure of a section. In the worst-case scenario, thls 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 individua15, as responsSble cttizens and as members of thelr local, national and international communities. The Values of Scouting As Scouts we are guided by these values: Integrity- We act with Integrityp 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 Ilve. Belief - We explore our faiths, beliefs and attitudes. Cooperation - We make a positfve difference; we cooperate with other5 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 bytheir Promise. The Group meets the Charty Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or tommunity development headings.
Section D Achievements and Performance Group Scout Leaderfs Review Compared with last year, the total group numbers of young person members taken in the January 2024 census showed a total of 65 youth members (under aged 18). This represents an increase of 21 members on the January 2023 census and finally more than the January 2021 census fi8ures which was recorded as 55, the pre-covid census. (As in previous years. any Scout member over 14 and a half years of age are recorded in the District Explorer Unit and do not appear here.) Since last yearfs census the Squirrel figures showed a modest improvement of I, Beavers 3, Scouts 2, the biggest increase was in the Cubs section which showed an increase of 13. Based purely on numbers, as the Cub numbers increase, it is expected that the Scout census figures will begin to increase in future years. Each of the sections showed the boys still predominated in terms of total numbers although where the genderfigures do change, the number of girls do show a modest upward chan8e. The leaders within the group showed a large change. The Cub Leader and Assistant Cub Leader retired so this presented a problern. Fortunately, one Leader in the Beaver section moved up to becoming the Cub Leader to bejoined by two new Assistant Cub Leaders. With such stabllity and great enthusiasm by the leader group, it Is no surprise that the number of Cubs greatly increased. The Beaver section in terms of leadership also needed attention. The prevlous Beaver leader retired from her role as did the male BeaverAssistant Leader but fortunately she had been able to lead her section towards the highest number of Chief Scout Awards In the Group up to the end of the 8eaver year in June 2023. A new Beaver Leader and at least another Assistant Leader were needed, and a husband and wifejoined the Beaver Leaderteam again with great enthusiasm which ensured stability in numbers. The Squirrel section showed no change in their leaderteam and again lead w5th great enthusiasm. The numbers of thls sectlon we believe are right glven the number of leaders and the very young age of the squirrel members (4 to 6 years of age). The Scout section is very aware of the average age of the leader team and is looking for young leaders to engage with the Scout members for the future but in the meantime underthe existin8 enthusiastic leadership, continues to provide an exciting programme for the Scouts. As I reported last year. some measure of progress within the Group can be made through examinlng the number of badges earned and awards gained, The younger sections facilitated progress towards badges in virtually every ni8ht of thelr meeting particularly throu8h a range of crafts and games. The dlfficulty In writing this report which Is to focus on the financial year endin8 31 March each year is that although much pro8ress is being made towards the Chief Scout Awards for each section many are not completed until nearin8 the summer. l am convinced with the current leadershlp teams durlng the Scoutlng year from September toJune In the followlng year, there is much more continuing focus on these awards being gained in all sections. The number of these awards being gained is increasing each successive year. Well done. This yearsaw the introduction of the Tnjstee Board for the Group. Its role 15 to ensure that the Group follow The Scout Association Policy Organisation and Rules. Many of these are In the process of being updated and I can report that our Group is focusing on these changes. Also, it has a role of Governance hence this includes financial prudence. When largish sums are belng considered by all sections for expenditure, the Trustee Board will consider these given the financial position of Group finances and whether their proposed expenditure falls within the expenditure allowed underthe terms of the grant from the Education Authority. It also has a role in seeing that the Group consider their role in terms of the wider society. It reports to the Group Scout Council and the AGM. 3, Ballymena Scout Group run an efficient Trustee Board.
Finally, our thanks go to our Chair, Secretary and especially to our Treasurer who is retiring at the AGM. He has seNed the Group extremely well over the last 8 years and we thank him for his hard work which often goes Unnotid. Our thanks also go to all in the leader teams of each section for their energy. commitment. enthusiasm and progress in facilitating more badges and awards being gained and furthering the"Skills for Life" aims and objectives of The Scout Association. Settion E Financial Review ReseNe5 Policy The Group's policy on reserves is to hold sufficient resour$ to continue the charitable activities of the group should income and fundraising activities fall short. The Group Executive Committee considers that the Group should hold a sum in reserve equivalent to 2 years running costs, circa £5,000 in reserve. Investment Policy The Group's Income and Expenditure is small and as a Consequen does not have sufficient 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 it5 fund5. All funds are held in cash using only malnstream banks. Treasurers Statement The attached statement of accounts shows the Group Income and Expenditure detalls and Bank Account balances as at ourflnancial year end of 31 March 2024 {FY24}. The Group operates and reports on a Cash Accounting basis. Our main sources of income are normally from subscrlptlons, gift ald and fund raising. The Group's policy to maintain reseries at a minimum of £5,000 contlnues, with reserves at 31 March 2024 being £9,941. 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 funding 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 charitvs trustees by- Mr Mark McKane Chairperson & Trustee Date.. 22" May 2024