## Trustees' Annual Report
## For the period
|From (start date)|**0**|**1**|**0**|**4**|**2**|**2**|**2**|**2**|**2**|**3**|**1**|**0**|**3**|**2**|**3**|
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|**Section A**|||**Reference and administration**|||||||**details**||||||
|Charity name
Other names the charity is known by
Registered charity number (if any)
HQ registration number
Charity’s principal address||||||||||||||||
||||45th NW Belfast Scoutgroup|||||||||||||
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||||1|0|7|3|5|8||||||||
||||ImmanuelChurchof Ireland|||||||||||||
||||Belfast|||||||||||||
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||||Postcode||||||B|T|1|4|6|Y|H|
## Names of the charity trustees who manage the charity
_(These will be published in the annual report of the charity and the Charity Register if reporting for a Registered Charity with a charity regulator)_
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15|**Trustee Name**|**Office (if any)**|**Dates acted if not for**
**whole year**|
|---|---|---|---|
||Liz Wallace|Chairperson||
||Tracy Clifford|Treasurer||
||Scott Clifford|Trustee||
||WilliamGilliland|Trustee||
||RachelGilliland|Trustee||
||AmandaHarkness|Trustee||
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Names and addresses of advisers (optional information but encouraged as best practice) _(These will be published in the annual report of the charity)_
|Type of advisor|Name|Address|
|---|---|---|
|Examiner|Thomas Scott|8 Dorchester Gardens, Newtownabbey,|
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1 LT700001 (3rd December 2018)
**Structure, governance and management**
## **Section B**
Description of the charity’s trusts
|e.g. trust deed, constitution)
ype of governing document
(e.g. appointed by, elected by)
rustee selection methods
e.g. trust, association, company)
ow the charity is constituted|The Group'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.|
|---|---|
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||The Group is a trust established under its rules which are
common to all Scouts.|
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||The Trustees are appointed in accordance with the Policy,
Organisation and Rules of The Scout Association.|
Type of governing document
(e.g. trust deed, constitution) How the charity is constituted
(e.g. trust, association, company)
Trustee selection methods
Additional governance issues (optional information but encouraged as best practice)
You may choose to include additional information, where relevant, about:
Policies and procedures adopted for: a) the induction and training of trustees; b) trustee' consideration of major risks and the systems and procedures to manage them
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 6 independent representatives, Chair, Treasurer and Secretary together with the Group Scout Leaders, individual section leaders (if opted to take on the responsibility) and parent’s representation and meets every 3 months.
Members of the Executive Committee complete _'Essential Information for Executive Committee'_ training within the first 5 months of joining the committee.
This Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of the appointments and is responsible for: The maintenance of Group property; The raising of funds and the administration of Group finance; The insurance of persons, property and equipment; Group public 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.
2 LT700001 (3rd December 2018)
|**Section B**|**Structure, governance and management (continued)**|
|---|---|
||**Risk and Internal Control**
The Group Executive Committee has identified the major
risks to which they believe the Group is exposed, these have
been reviewed and systems have been established to
mitigate against them. The main areas of concern that have
been identified are:
Damage to the building, property and equipment. The Group
would request the use of buildings, property and equipment
from neighbouring organisations such as the church,
community centre and other Scout Groups. Similar
reciprocal arrangements exist with these organisations. 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
Associations national accident insurance policy. Risk
Assessments are undertaken before all activities.
Reduced income from fund raising. The Group is primarily
reliant upon income from subscriptions, grants 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 the value of
subscriptions to increase the income to the group on an
ongoing basis, either temporarily or permanently.
Reduction or loss of leaders. 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 then there would have to be a contraction,
consolidation or closure of a section. In the worst case
scenario the complete closure of the Group.
Reduction or loss of members. The Group provides activities
for all young people aged 6 to 18. If there was 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 the complete
closure of the Group.
**Risk and Internal Control**
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 all
payments and a comprehensive insurance policies to ensure
that insurable risks are covered. An independant Examiner
reviews the accounts.|
3 LT700001 (3rd December 2018)
|**Section C**|**Objectives and activities**|
|---|---|
|Summary of the objects of the charity set
out in its governing document|**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.
**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 by their Promise.|
Summary of the main activities in relation to these objects
Weekly meeting for groups
Additional details of the objectives and activities (optional information but encouraged as best practice)
You **may choose** to include further statements, where relevant, about:
- policy on grantmaking;
- contribution made by volunteers;
- policy on investments.
Public benefit statement
The Group meets the Charity Commission's public benefit criteria under both the advancement of education and the
4 LT700001 (3rd December 2018)
advancement of citizenship or community development headings.
|**Section D**|**Achievements and performance**|
|---|---|
|Summary of the main achievements of
the charity during the year||
||Ran each section weekly. Enjoyed camping again, outdoor
activities and for the younger groups, enjoyed days out at the
Zoo and W5.|
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|**Section E**|**Financial Review**|
|Quantify and explain any designations
Details of any funds materially in deficit
(circumstances plus steps to eliminate)
Brief statement of the charity’s policy on
reserves|The Group held reserves of approximately £2000 against
this at year end. This is above the level required for
operating expenses. However this can be explained by
..........
**Reserves Policy**
The
Group's
policy
on
reserves
is
to
hold
sufficient
resources 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 equivalent to X months running costs, circa £X.|
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Further financial review details (optional information)
You **may choose** to include additional information, where relevant, about:
5 LT700001 (3rd December 2018)
- the charity’s principal sources of funds (including any fundraising);
- how expenditure has supported the key objectives of the charity;[The Group Executive regularly monitors the levels of bank ] balances and the interest rates received to ensure the group obtains maximum value and income from its banking arrangements. Occasionally this may involve using an account that requires a period of notice before funds may be withdrawn, before doing so the Group Executive considers the cash flow requirements.
- • investment policy and objectives;
**Section F Other Optional Information** Plans for future periods (details of any significant activities planned to achieve them) **Section G Declaration**
The trustees declare that they have approved the trustees’ report above
Signed on behalf of the charity’s trustees
Signature(s) Liz Wallace Full name(s) Elizabeth A Wallace Position (eg Secretary, Chair) Chair Date 0 9 1 1 2 3
6 LT700001 (3rd December 2018)