Edinburgh Southern Orienteering Club Trustees

EDINBURGH SOUTHERN ORIENTEERING CLUB

TRUSTEES ANNUAL REPORT AND ACCOUNTS

Scottish Charity Number: SC049979

Year ended 31 August 2020

Trustees’ Annual Report for the period Period start date Period end date Day Month Year Day Month Year From 24 Feb 2020 To 31 August 2020

Reference and administration details

Charity name Edinburgh Southern Orienteering Club Other names charity is known ESOC by Registered charity number SC049979 Charity’s principal address 50 Lothian Road Edinburgh

Postcode EH3 9WJ

Names of the charity trustees on date of approval of Trustees’ Annual Report

Name of person Dates acted if Trustee name Office (if any) (or body) entitled to not for whole year appoint trustee (if any) 1 President - - 2 Treasurer - - 3 Club Captain - - 4 Secretary From 22 October 2020 - 5 Membership Sec. From 22 October 2020 - 6 Minutes Secretary From 22 October 2020 - 7 8 9 10 11 12 13 14 15 16 17 18 19 20

Reference and administration details

Names of all other charity trustees during the period, if any, (for example, those who resigned part way through the financial period)

Name Dates acted if not for whole year See notes in Appendix one below.

Structure, governance and management

Type of governing document Constitution

Trustee recruitment and appointment Trustees are recruited from amongst the voting membership. Any voting member willing to act (with the exception of members who are employees or are disqualified from acting as a trustee in terms of the Charities and Trustee Investment (Scotland) Act 2005) is eligible for election as a Trustee at the Annual General Meeting. The trustees retire each year, but are eligible for re-election. Any vacancies on the board of trustees may be filled by the board until the Annual General Meeting.

Objectives and activities

Charitable purposes The SCIO’s purpose is to foster, encourage, promote and develop public participation in the sport of orienteering (in all its forms and at all levels of ability), particularly among residents of Edinburgh and the surrounding area, including encouraging the growth of public participation in recreational orienteering and developing the provision of orienteering facilities and activities in these communities.

Summary of the main activities Main objectives are to: in relation to these objects • Promote the sport of orienteering for the long-term sustainability of the club;

• Be a responsible, active, friendly and competitive club;

• Provide regular orienteering opportunities at all levels; and

• Develop pathways to support members to reach their potential.

2 APPENDIX 1

Achievements and performance

Summary of the main achievements of • The SCIO was incorporated a week or so before the lockdown of the charity during the financial period March 2020, so the activities and achievements have been out of the normal course for the sport of orienteering. The trustees have sought to maintain interest in the sport, to encourage members to diversify their physical recreation in other areas of interest to orienteers, and to foster community spirit to keep the organisation active and viable at a time when orienteering as it is normally undertaken has not been possible.

• The club organised a full programme of virtual orienteering, designing and publishing online 47 courses between March 2020 and March 2021 that could be run at a time of the participant’s choice.

• The club also successfully promoted to the general public the use of its permanent orienteering courses for exercise during lockdown.

• At times where restrictions were eased, a Covid Officer was appointed to assist with provision of events in the traditional style. Training on this role was undertaken with the Scottish Orienteering Association. Funds were invested in materials to allow appropriate precautions to be taken.

• In the event, one local event was possible, although restrictions meant that it was not possible to invite non-members to participate, as would be the usual practice. Extra precautions have also allowed some club coaching sessions to run in a socially distanced fashion.

• Maps of five wheelchair friendly area have been created for the club’s All Ability O-Activity project. Funds were received from the Orienteering Federation to assist with this. A number of other new areas have been mapped, and existing maps updated.

• The trustees consider that the community spirit in the club is important to maintaining its future viability. It has been maintained in the unusual circumstances through the great contribution of members who have met online for social activities; kept connected by organising virtual orienteering challenges; encouraged each other to develop new interests in “orienteering adjacent” sports involving running and route planning; and maintained a high quality newsletter by including articles of general interest where orienteering news was lacking;

• During lockdown, the club has developed its social media presence, connections and interactions to heighten awareness of virtual orienteering in Edinburgh and beyond.

Financial review

Brief statement of the charity’s policy The reserves policy seeks to balance spending income raised to further on reserves the purpose and objectives of the club with maintaining the minimum level of reserves to ensure continuity of events for members and provide time to adjust to a change in financial circumstances.

The trustees consider that a target reserve level of £4,000 is assessed as striking an appropriate balance between furthering the role and future of the club and maintaining operational integrity.

This policy will be reviewed by the trustees (in quorate) at least every year in August (prior to year-end financial reporting). If financial performance is materially impacted at any other point during the year, this may necessitate more frequent review by the trustees.

Details of any deficit None

Donated facilities and services (if any) Not applicable

APPENDIX 1

Other optional information

Please note that this is our first (part) year as a registered charity. We were incorporated on 24 February 2020 and all assets of the former unincorporated association were transferred to the SCIO on 14 March 2020. Our financial year runs from 1 September to 31 August in each year.

Whilst the accounts (for the year ending 31 August 2020) were tabled and approved at the annual AGM (held on 22 October 2020), this Trustees’ Annual Report has been completed in May 2021. Given that our existing financial year is to 31 August, we have retained this following incorporation as a SCIO, and the accounts are provided for the full year to 31 August 2020. Going forward, the full year accounts will relate solely to the SCIO’s activities.

As part of the process to compile this report, we have tabled, discussed and agreed its content at our trustee meeting on 29 March 2021; and we have tabled, discussed and agreed the reserves policy that is referred to in the section above at our trustee meeting on 25 May 2021. Evidence of this agreement is shown in the minutes from these trustee meetings, which can be provided if required.

The following were trustees from incorporation of the SCIO (on 24 February 2020) until the AGM (on 22 October 2020), at which they retired:

The following trustees were elected into their posts at the AGM (on 22 October 2020) and were therefore party to the approval of the contents of this document.

As part of the AGM for 2021 (our first full year as a SCIO), we will ensure that this Trustees Annual Report is completed in a timely manner and ahead of the AGM.

Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s)

Full name(s)

Position (e.g. Chair) PRESIDENT

Date 28 MAY 2021

Edinburgh Southern Orienteering Club SC 049979 Receipts and payments accounts Period start date Period end date For the period 1 Sept 2019 to 31 Aug 2020 from

Section A Statement of receipts and payments Expendable Permanent Unrestricted Restricted Total funds Total funds last endowment endowment funds funds current period period funds funds

to nearest £ to nearest £ to nearest £ to nearest £ to nearest £ to nearest £

A1 Receipts Subscriptions 1,216 1,216 Grant from Orienteering Foundation 900 900 Receipts from events held: - General Events 9,564 9,564 VHI Event 4,302 4,302 6-day event (2019) 708 708 Closed events 100 100 Map sales for permenant courses 1,089 1,089 Kit sales 591 591 Income from social events held 570 570 A1 Sub total 13,838 5,202 - - 19,040 -

A2 Receipts from asset & investment sales Proceeds from sale of fixed assets - - Proceeds from sale of investments - - A2 Sub total ------

Total receipts 13,838 5,202 - - 19,040 -

A3 Payments

Expenses from events held: - General events 5,171 5,171 VHI 5,052 5,052 Closed event 109 109 Mapping costs 5,050 5,050 Costs associated with maps for permeant courses 260 260 Compass Sport Cup (CSC) 540 540 expenses Kit purchases 614 614 Expenses from social events held 1,100 1,100 Computer software 930 930 Governance costs: - British Orienteering affiliation 70 70 Committee / AGM expenses 153 153 Other: - Newsletter 161 161 Repairs and renewals 350 350 Publicity 30 30 Engraving 257 257 Sundry 456 456 A3 Sub total 20,303 - - - 20,303 -

A4 Payments relating to asset and investment movements Purchases of fixed assets - - Purchase of investments - - A4 Sub total ------

Total payments 20,303 - - - 20,303 -

Net receipts / (payments) (6,465) 5,202 - - (1,263) -

A5 Transfers to / (from) funds -

Surplus / (deficit) for year (6,465) 5,202 - - (1,263) -

Edinburgh Southern Orienteering Club SC 049979 Section B Statement of balances Expendable Permanent Unrestricted Total current Total last Restricted funds endowment endowment funds period period Categories Details funds funds to nearest £ to nearest £ to nearest £ to nearest £ to nearest £ to nearest £ B1 Cash funds Cash and bank balances at start of year 11,734 11,734

Surplus / (deficit) shown on receipts (1,263) (1,263) and payments account -

- Cash and bank balances at end of 10,471 - - - 10,471 - year (Agree balances with receipts and payments account(s)) 5,202 - 5,202 - - - -

Fund to which asset belongs Market valuation Last year Details to nearest £ to nearest £ B2 Investments N/A

Total - -

Current value (if Fund to which asset belongs Cost (if available) Last year Details available) to nearest £ to nearest £ to nearest £ B3 Other assets Equipment Unrestricted 1,174 1,440 Maps Unrestricted 4,747 800 Kit stock Unrestricted 973 935 Cash Unrestricted 20 - Debtors Unrestricted 64 452 Prepaid expenditure Restricted 7,226

Total - 6,978 10,853

Details Fund to which liability relates Amount due Last year to nearest £ to nearest £ B4 Liabilities Creditors Unrestricted 2,043 486 Advanced Income Unrestricted - 9,608

Total 2,043 10,093

Amount due Fund to which liability relates Last year Details (estimate) to nearest £ to nearest £ B5 Contingent liabilities N/A

Total - -

Signed by one or two trustees Date of on behalf of all the trustees Signature Print Name approval

28 May 2021

Notes to the Accounts

Accounting period

Receipts

• In 2020, ESOC applied for a grant from The Orienteering Federation. This is a charity that promotes and supports orienteering to bring all of the benefits that this amazing sport has to offer the people of the UK, and to ensure that our sport is here for the enjoyments of generations to come. The £900 grant that we received was to develop a MapRun series for disabled users. New maps have been produced for suitable parks in Edinburgh and we look forward to running events once current COVID restrictions have been lifted. • The following events were held ahead of the implementation of COVID restrictions:

Date Event 22-Sep-19 SOL / VHI North Pentland Hills 19-Oct-19 Local Event, Bonaly 13-Nov-19 Local Event, Royal High School and Dvdson Mains 18-Jan-20 Local Event, Cammo 02-Feb-20 SOUL, Broxburn and Uphall 23-Feb-20 Corstorphine Hill

14-Mar-20 Local Event, Corstorphine Hill

• In September 2019, the club also held the Veteran Home International event. The income and costs for the event included accommodation for the teams who attended from across the United Kingdom. • Income from the 6-day event represents the clubs share of the income from the Strathearn 2019 6-day event at which the club contributes a significant proportion of volunteers for one of the six days. • One closed event was held during the year for the army at Dreghorn. • Maps sales relating to permanent courses increased on prior years. This was driven by higher-than-normal participation during lockdown because orienteering on permanent courses was one of only a few permitted activities. We look forward to being able to welcome those who have started orienteering during lockdown to one of our ‘BAU’ events in the coming months. • A variety of social events were held throughout the year. Some, including the ten pin bowling and the fun run and pub were specfically planned to attract newer members of the club who are at the start of their orienteering career. These continued on Zoom after lockdown and we were able to run map and orienteering related quizes and activites that appealed to all generations.

Date Event Strategy Score Event ( 02-Sep-19 ) 14-Oct-19 October Social ) 04-Nov-19 Club Champs Social (Swanston Golf Club) 09-Dec-19 Christmas Crooners ) 02-Jan-20 HOTD (Bridgend Farmhouse) 25-Jan-20 Burns Supper ( ) 29-Feb-20 Ten Pin Bowling Fun Run and Pub (Salisbury Arms) - 20-Mar-20 CANCELLED 06-Apr-20 Virtual Social (Fran Daley) 11-May-20 Virtual Social ( ) 29-Jun-20 Virtual Social (Kirks) 02-Aug-20 ESOC Turf Challenge

Payments

• With the help of the grant awarded from the Orienteering Foundation, mapping activity in the period increased significantly. We have created maps for five new areas: o Forester Park and St Augustines High Schools o Hailes Quarry Park o Lochend Park o Saughton Park o Victoria Park • We have also updated the maps for twelve other areas in our portfolio which will allow us to make the sport more accessible to everyone across the region. • Software costs included the purchase of Condes licence which allows electronic course planning (291.86); and a five-year licence for SportIdent to support timing and electronic punching (£638.40). • The costs under CompassSport Cup cover the hire of two minibuses and fuel to take members of the club to the Scottish final of an intra-club competition.

Plans for Future Periods

The Trustees of the Trust Fund with the support of members of the Edinburgh Southern Orienteering Club (ESOC) look forward to the return of orienteering events as lockdown restrictions ease following the COVID pandemic. In addition to the many local and informal events that the club organises, we are looking forward to hosting the Scottish Orienteering Championships and being the main organising club for one day at the Scottish 6-Day Orienteering event in Lochaber (Fort William). Following the publication and printing of suitable maps, we are also looking forward to extending our events to wheelchair users and those with disabilities; and growing the number of maps that we have in our portfolio. This will contribute to our ability to deliver on our visions which is to ‘foster, encourage, promote and develop public participation in the sport of orienteering’.

Independent Examiner’s report to the Trustees of Edinburgh Southern Orienteering Club Scottish Charitable Incorporated Organisation (SCIO) Charity Number SC049979 I report on the accounts of the charity for the year ended 31st August 2020. RESPECTIVE RESPONSIBILITIES OF OFFICE BEARERS AND EXAMINER The charity’s trustees are responsible for the preparation of the accounts in accordance with the terms of the Charities and Trustee Investment (Scotland) Act 2005 and the Charities Accounts (Scotland) Regulations 2006 (as amended). The charity trustees consider that the audit requirement of Regulation 10(1) (d) of the 2006 Accounts Regulations does not apply. It is my responsibility to examine the accounts as required under section 44(1) (c) of the Act and to state whether any particular matters have come to my attention. BASIS OF INDEPENDENT EXAMINER’S STATEMENT My examination is carried out in accordance with Regulation 11 of the 2006 Accounts Regulations. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeks explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently I do not express an audit opinion on the view given by the accounts. INDEPENDENT EXAMINER’S STATEMENT In the course of my examination, no matter has come to my attention: 1. Which gives me reasonable cause to believe that in any material respect the requirements: • to keep accounting records in accordance with Section 44(1) (a) of the 2005 Act and Regulation 4 of the 2006 Accounts Regulations • to prepare accounts which accord with the accounting records and comply with Regulation 9 of the 2006 Accounting Regulations have not been met, or 2. To which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Although I am a member of the charity and pay an Annual Subscription, I am not involved in the management and administration of the charity, nor do I have any close relationship with any of the charity trustees. I believe I have the required skills and experience to carry out a competent examination of the accounts.

[Member of the Chartered Banker Institute]

28th May 2021