5th Rayleigh Trustees Annual Report From 1st April 2020 - 31st March 2021 Reference and Administration Details Charity Name: Charity Number: PrincipaL Address: 5th Rayleigh Scout Group 1023573 The Birches Scout Hut, Priory Chase, Rayleigh, Essex, SS6 9NF 1.1 Trustees Lesley Turley Sarah BalkwiLI Joe Locke Group Secretary Group Treasurer Group Scout Leader Group Chair Structure, Governance and Management 2.1 Governing Document The Group's governing documents are those of 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 (POR) of the Scout Association. 2.2 Group Scout Council The Group Scout Council is the eLectoraL body to which the Group Executive Committee is accountabLe. Membership of the Group Scout Council is open to: Scouters Group Active Support Managers and members Colony Pack and Troop Assistants SkiLLs Instructors Administrators Advisers Patrol Leaders ALL Parents of Beavers, Cubs and Scouts Any other supporters, including former Scouts and their parents, admitted by the Group Scout Leader, the Group Executive Committee or the Group Scout Council the District Commissioner and District Chair are ex-officio members of the Group Scout Council. 5th Rayleigh Trustees Annual Report From 1st April 2020 - 31st March 2021 2.3 Constitution The Group is a trust estabLished under the PoLicy, Organisation and Rules of the Scout Association. It has a constitution agreed by the Group Scout Council, but which is subservient to its governing documents. 2.4 Trustee SeLection The trustees are appointed in accordance with the Policy, Organisation and Rules of the Scout Association and the Group's constitution if you have one. 2.5 Group Executive Committee The Group is Led by a Group Scout Leader and managed by a Group Executive Committee. They are accountabLe to the Group Scout Council for the satisfactory running of the Group. The Executive Committee exists to support the Group Scout Leader in meeting the responsibiLities of their appointment. Members of the Executive Committee must act coLLectiveLy as charity Trustees of the Scout Group, and in the best interests of its members to: CompLy with the PoLicy, Organisation and RuLes of The Scout Association Protect and maintain any property and equipment owned by and/or used by the Group Manage the Group finances. Provide insurance for people, property and equipment. Provide sufficient resources for Scouting to operate. This incLudes, but is not Limited to, supporting recruitment, other adult support, and fund-raising activities. Promote and support the development of Scouting in the LocaL area. Manage and implement the Safety Policy LocaLLy Ensure that a positive image of Scouting exists in the Local community. Appoint and manage the operation of any sub-committees, including appointing a Chair to Lead the sub-committees Ensure that Young PeopLe are meaningfuLLy involved in decision making at aLL Levels within the Group The opening, closure and amaLgamation of sections as necessary. And aLL other duties as set out in Policy, Organisation and Rules. 2.6 Risk and Internal Control The Group Executive Committee has identified the major risks to which they believe the Group is exposed which are: 5th Rayleigh Trustees Annual Report From 1st April 2020- 31st March 2021 2.6.1 Injury to Leaders, Helpers, Supporters or Members The Group supports compliance with the Safety Policy and ensures appropriate risk assessment; elimination, reduction and control measures are taken to reduce the Likelihood of any injuries. In addition, through membership fees, the Group contributes to the Scout Association's nationaL accident insurance policy. 2.6.2 Damage to Buildings, Property or Equipment The Group would request the use of buildings, property and equipment from neighbouring organisations. The Group has sufficient buiLdings and contents insurance in pLace to mitigate against permanent Loss. 2.6.3 Reduced Income from Subscriptions and Fund Raising The Group is primariLy reliant upon income from subscriptions and fund-raising. The Group holds adequate reserves to ensure the continuity of activities shouLd there be a major reduction in income. The committee couLd also raise the value of subscriptions to increase the Group income either temporarily or permanently. 2.6.4 Reduction or Loss of Leaders The Group is totaLLy reLiant upon voLunteers to run and administerthe activities of the Group. If there were a reduction in the number of volunteers to an unacceptabLe LeveL, then there wouLd have to be a contraction, consolidation or closure of activities or sections. 2.6.5 Reduction or Loss of Members If there were a reduction in membership of a particular section or the Group as a whole then there wouLd have to be a contraction, consolidation or closure of a section. Objectives and Activities The primary objective of the Group is that of the Scout Association generaLLy, nameLy: 'to actively engage and support young people in their personal development, empowering them to make a positive contribution to society., The Values of Scoutin 5th Ra￿e{gh Trustees Annual Report From 1st April 2020_ 31st March 2021 As sco.uts Ire ouided bv these value Ir)te.grity - Ive NNith intsgr¥ty. are honesL trustworthy and LoyaL Respect - Ive have self-respect and respect for others. Care - Klle Eupwrt others and take Ca￿ of the Nvortd in wh&ch we tive. Beliet - KKle explo￿ our faith& beliefs and attrtudes Co-operation - We make a positive differefjce: we cooperate wsth others and make friends. Sou.tUEthod Scx)uting takes pla￿ when young people. in partnership WTth adults. work together based on the values of Scouting and: enjoy what they are doing and have fun take part in activities irKJoors and outdoors Leam by doing share in spiritual reflection take responsibility and make choices undertake new and chaLLenging activities make and Live by their Promise. The activities of the Group are: The provision of the Scouting programme for &14 year old members Achievements and Performance Brief summary of key actsvrties of the Group- during this finanaal year the group has faced seve restrictsons as a result of COVID 19, As a resul¢ only limited athvities have tsken place on a virtual basis, using Zoom meetings, across all sections (Beaver& Cubs and Scouts). Fundraising - New sections /group development- the focus of the group has been to try and keep contact and engagementwith its existing members during COVID in orderto keep as many members as possibLe when normal scouting resumes. Building projerts - Having completed the building of the new scout hall in 2019. the focus of the group during this year has been one of maintenance to both tlie intemal and outdoor parts of the site Community engagement- not possible as a result of COVID 19 during this financial year 5th Rayleigh Trustees Annual Report From 1st April 2020- 31st March 2021 4.1 Public benefit statement The Group meets the Charity Commission's pubLic benefit criteria under both the advancement of education and the advancement of citizenship or community deveLopment headings. Financial Review 5.1 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 minimum sum of £3,000 which would sufficiently cover a period of 6-12 months. The Group held reserves of approximateLy £5,000 against this at year end. This is above the Level required for operating expenses. This additionaL surplus can be explained by the fact the group is pLanning additionaL expenditure on the haLL and outside Landscaping. 5.2 Investment Policy The Group's Income and Expenditure is very smaLL and as a consequence, 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 its funds. ALL funds are heLd in cash using only mainstream banks or building societies or The Scout Association's Short Term Investment Service. Group logo Trustees Annual Report From 1st April 2020- 31st March 2021 Declaration The trustees declare that they have approved the trustees report above. Signed on behalf of the charity's trustees: Signature: Date: c.a FULL Name: Joe Locke Position: Group Scout Leader Signature: Date: 6.2.202£. FULL Name= Sarah BaLkwilL Posttion: Group Treasurer Page6of6 ## **5[th] Rayleigh Scout Group Income and Expenditure Account for the Year Ended 31/03/2021** ## **Independent Examiner’s Report** 1. I am satisfied that the entries contained within the annual Treasurer’s Statement reflect the monetary activity during the year 2020-2021. The finances of the 5th Rayleigh Scout Group are in good order. 2. I have examined the accounts for the 5th Rayleigh Scout Group. All bank statements together with all receipts and working papers are in good order. The Treasurer’s working meeting papers reflect the general financial wellbeing of the Group’s funds and associated book entries. 3. I have inspected all the paperwork held by the Group as presented by the Treasurer and can vouch that they truly represent the general workings and financial aspects of the Group. The papers are contained for each financial year in a year folder. 4. I can therefore recommend that the Group members accept the accounts as presented by the Treasurer. Date: 18 May 2021 **Nicole Tomlin Independent Examiner** ## **5[th] Rayleigh Scout Group Income and Expenditure Account for the Year Ended 31/03/2021** ## **Independent Examiner’s Report** 1. I am satisfied that the entries contained within the annual Treasurer’s Statement reflect the monetary activity during the year 2020-2021. The finances of the 5th Rayleigh Scout Group are in good order. 2. I have examined the accounts for the 5th Rayleigh Scout Group. All bank statements together with all receipts and working papers are in good order. The Treasurer’s working meeting papers reflect the general financial wellbeing of the Group’s funds and associated book entries. 3. I have inspected all the paperwork held by the Group as presented by the Treasurer and can vouch that they truly represent the general workings and financial aspects of the Group. The papers are contained for each financial year in a year folder. 4. I can therefore recommend that the Group members accept the accounts as presented by the Treasurer. Date: 18 May 2021 **Nicole Tomlin Independent Examiner**