Trustees Annual Report From 1[st] April 2023– 31[st] March 2024
1 Reference and Administration Details
Charity Name: 5[th] Rayleigh Scout Group Charity Number: 1023573 Principal Address: The Birches Scout Hut, Priory Chase, Rayleigh, Essex, SS6 9NF
1.1 Trustees
Kyla Tosh Team Leader – 5[th] Rayleigh Scout Group Joe Locke Group Chair Lesley Turley Group Secretary Sarah Balkwill Group Treasurer
Jo Garnett Team Leader - Scouts Mike Turley Team Leader – Cubs Brian Tosh Team Leader - Cubs Gary Smith Team Member - Beavers Natasha Hughes Team Member – Cubs Helen Olley Team Member - Beavers Steve Jacobs Team Member – Scouts
Jess O’Rourke Fund raiser Claire Chandler Fund raiser Jo Larkin Fund raiser Charlotte Puncher Fund raiser
2 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
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Trustees Annual Report From 1[st] April 2023– 31[st] March 2024
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Group Active Support Managers and members
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Colony Pack and Troop Assistants
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Skills Instructors
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Administrators
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Advisers
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Patrol Leaders
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All Parents of Beavers, Cubs and Scouts
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Any other supporters, including former Scouts and their parents, admitted by the Group Scout Leader, the Group Executive Committee or the Group Scout Council
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the District Commissioner and District Chair are ex-officio members of the Group Scout Council.
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.
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:
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Comply with the Policy, Organisation and Rules of The Scout Association
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Protect and maintain any property and equipment owned by and/or used by the Group
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Manage the Group finances.
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Provide insurance for people, property and equipment.
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Provide sufficient resources for Scouting to operate. This includes, but is not limited to, supporting recruitment, other adult support, and fund-raising activities.
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Promote and support the development of Scouting in the local area.
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Manage and implement the Safety Policy locally
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Ensure that a positive image of Scouting exists in the local community.
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Appoint and manage the operation of any sub-Committees, including appointing a Chair to lead the sub-Committees
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Trustees Annual Report From 1[st] April 2023– 31[st] March 2024
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Ensure that Young People are meaningfully involved in decision making at all levels within the Group
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The opening, closure and amalgamation of sections as necessary.
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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:
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 administer the 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.
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Trustees Annual Report From 1[st] April 2023– 31[st] March 2024
3 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 Scouting
As Scouts we are guided by these values:
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Integrity - We act with integrity; we are honest, trustworthy and loyal.
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Respect - We have self-respect and respect for others.
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Care - We support others and take care of the world in which we live.
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Belief - We explore our faiths, beliefs and attitudes.
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Co-operation - We make a positive difference; we cooperate 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:
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enjoy what they are doing and have fun
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take part in activities indoors and outdoors
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learn by doing
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share in spiritual reflection
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take responsibility and make choices
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undertake new and challenging activities
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make and live by their Promise.
The activities of the Group are:
- The provision of the Scouting programme for 6–14 year old members
4 Achievements and Performance
Brief summary of key activities of the Group – All sections (Beavers, Cub, Scouts) have delivered full programmes of activities for each term within the year which consisted of numerous meetings at our scout group site and other venues. All sections have also held overnight events/camps, in addition to our annual family camp (which is open to all section members and their families).
Fundraising – Included a sweets stall on meeting nights, bake off competition and curry night
Building projects – Improving the exterior landscape of our site (Priory Chase). We have laid lawn to a wider outdoor area and laid further pathways.
Community engagement –
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Trustees Annual Report From 1[st] April 2023– 31[st] March 2024
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.
5 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 £6,000 against this 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.
6 Declaration
The trustees declare that they have approved the trustees report above. Signed on behalf of the charity’s trustees:
Full Name: Joe Locke
Position: Group Chair
Signature: Date :
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5th Rayleigh Scout Group (Charity no. 1023573) Receipts and payments account
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Year start date Year end date
For the year
1st April 2023 To 31st March 2024
from
Receipts and payments
2023/24 2022/23
Unrestricted funds Unrestricted funds
£ £
Receipts
Donations, legacies and similar income
Membership subscriptions 7,409 7,306
Income from Activities 2,505 1,125
Income from Camps 7,325 8,381
Donations (Company and individual) 1,129 878
Legacies - -
Gift Aid 2,018 1,569
Badges and Uniform 328 -
Other similar income - 343
Sub total 20,714 19,602
Grants -
Maintenenace grant 405 2,747
Other grants - -
Sub total 405 2,747
Fundraising events (gross)
Scouting Fundraising 2,344 1,943
Herd in the City Fundraising 265
DEC Ukrainian Appeal - 55
Other Fundraising - -
Sub total 2,609 1,998
Scout hut income
Hire of building 21,325 21,564
Hire of equipment - -
Other Scout hut income - -
Sub total 21,325 21,564
Investment income
Bank interest - -
Building Society interest - -
The Scout Association Short Term Investment Service - -
Other investment income - -
Sub total - -
Total Gross Income 45,053 45,912
Asset and investment sales, etc. - -
Total receipts 45,053 45,912
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5th Rayleigh Scout Group (Charity no. 1023573) Receipts and payments account
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Year start date Year end date
For the year
1st April 2023 To 31st March 2024
from
Receipts and payments
2023/24 2022/23
Unrestricted funds Unrestricted funds
£ £
Payments
Charitable Payments
Membership subscriptions paid on (Capitation) 3,337 3,204
Youth programme and activities 4,751 2,846
Adult support and training 100 -
Contribution to camp costs 6,698 7,972
AGM and trustee expenses 114 -
Scouting Equipment Costs 2,884 1,355
Badges and Uniform 1,013 1,398
OSM Subscription 140 164
Sundries 166 163
Sub total 19,203 17,102
The Birches Costs
Broadband 227 213
Cleaning 995 976
Consumables 64 65
Electricity 1,966 2,669
Grounds 14 8
Insurance 866 1,062
Music Licence 139 579
Rates 152 80
Rent 1,500 1,500
Development Costs 15,653 11,322
Equipment Costs 2,149 792
Maintenance 468 218
Adjustment - -
Hall Hire 90 -
Payment to District 3,571 2,000
Sub total 27,854 21,484
Fundraising and Donations
DEC Ukrainian Appeal - 55
Herd in the City 265
Vision School 144 144
Rayleigh Town Council Hanging Basket Sponsorship 30 -
Fundraising Expenses 104 479
Other fundraising costs - -
Sub total 543 678
Total Gross Expenditure 47,600 39,264
Asset and investment purchases, etc. - -
Total payments 47,600 39,264
Net of receipts/(payments) - 2,547 6,648
Cash funds last year end 26,330 19,682
Cash funds this year end 23,783 26,330
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5th Rayleigh Scout Group (Charity no. 1023573) Receipts and payments account
Year start date Year end date
For the year 1st April 2023 To 31st March 2024 ee from Statement of assets and liabilities at the end of the year 31/03/2024 31/03/2023 Unrestricted funds Unrestricted funds £ £ Cash funds Bank current account 23,783 26,330 Cash received but not banked - Building society account - The Scout Association Short Term Investment Service - Cash/Floats Total cash funds 23,783 26,330 (agree balances with receipts and payments account) ok ok Other monetary assets Tax claim - Debts due from the County/Area/District/Group - Insurance claim Sub total - - Investment assets Investment property - detail - Quoted investments - Other investments - detail Sub total - - Non monetary assets for charity's own use Badge stock - Shop stock - Other stock - Land and buildings - Motor vehicles - Scouting equipment, furniture etc 4,677 6,235 Other Sub total 4,677 6,235 Liabilities Accounts not yet paid - Expenses incurred but not invoiced - Subscriptions not yet paid - Loan - detail - Other liabilities Sub total - - = ~~:~~ Total net assets 28,460 32,565 i i#£#i=F iE The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on Xth X 200X (the date of the Executive Committee meeting that approved the accounts) and signed on their behalf by Signature Print Name Joe Locke Chair Sarah Balkwill Treasurer —
LT71XKJ06- Indepennt Examinees Report to the Trustees Uuly 2019) Independent examinerfs report to the trustees of 5 Rayleigh Scout Group Scout Counal I reportto the trustees on my examination of the accounts of the 5" Rayleigh Scout Group for the year ended 31" March 2024. Responsibiltties and basis of report As the charty trustees of the S-., Rayleigh Scout Group, you are reswnsible forthe preparation of the accounts in accordan with the requirements of the Charities Act 2011 fthe Act). I report in respect of my examination of the 5" Rayleigh Scout Group accounts caTed out under section 145 of the 2011 Act and in carrying out my examination I have foiLowed aLi the applicable Directions given by the Chartty Commission under section 14515llbl of the Art. Independent examiner's ststement I have completed my examination. I confirm that no material matters have come to my attention in connection wtth the examination giving me cause to believe that in any material respect accounting records were not kept in respect of the 5"." Rayleigh Scout Group as required by section 130 of the ACL. or 2. the accounts do not accord with those records. I have no concems and have come across no other fflatters in connection wth the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Signed= Name.. P D Sharp Relevant professional qualification or membership of professional bodies lif any): Diploma of Management AccountslCIMAI Address: 26 Haffield Road. Rayleigh. Essex. SS6 9AR Date: IO" April 2024