Trustees Annual Report
For the period
From 0 1 0 4 2 2 to 3 1 0 3 2 3
| Section A | Reference and administration details | Reference and administration details | Reference and administration details | Reference and administration details | Reference and administration details | Reference and administration details | Reference and administration details |
|---|---|---|---|---|---|---|---|
| Charity name Registered charity number (if any) Charity’s principal address |
1st Great Ayton Scouts 1 0 2 4 2 3 0 4 FarmGarth Great Ayton North Yorkshire Postcode T S 9 6 E T |
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| 4 FarmGarth | |||||||
| Great Ayton | |||||||
| North Yorkshire | |||||||
| Postcode | T | S | 9 | 6 | E | T |
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 |
Trustee Name | Office (if any) | Office (if any) | Dates acted if not for whole year |
|---|---|---|---|---|
| StirlingElliott | Chair | |||
| Adrian Northey | Secretary | |||
| MarcMason |
Treasurer | |||
| Ben Lambert | ||||
| Alison Dumphy-Brook | ||||
| Danielle Cutler | ||||
| Revd Paul Peverell | ||||
| Section B | Structure, governance and management | |||
| Trustee selection methods How the charity is constituted Type of governing document Description of the charity’s trusts |
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| 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. |
How the charity is constituted Trustee selection methods Additional governance issues
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.
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The Committee consists of 3 independent representatives, Chair, Treasurer and Secretary together with the individual section leaders and parents and meets at least 3 times a year.
The Group Executive Committee acts collectively as charity trustees of the Scout Group, and in the best interests of its members to:
the Group
limited to, supporting recruitment, other adult support and fundraising activities.
appointing Chairs to lead the sub-Committees.
all levels within the Group. necessary.
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 permits the use of its building, property and equipment by organisations such as the Church, local community groups and other Scout Groups. Similar reciprocal arrangements exist with these organisations. The Group ensures itself and the named organisations have sufficient buildings and contents insurance in place to mitigate against damage and permanent loss.
Injury to leaders, helpers, supporters and members. The Group through the capitation fees contributes to the relevant Scout Association's national insurance policies. Separate insurance has been taken out for helpers. Risk Assessments are produced before activities.
Reduced income from fund raising. The Group is primarily reliant upon income from subscriptions, fundraising and grants. The group does hold a reserve to ensure the continuity of activities should there be a major reduction in income. The Committee considers annually whether to 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 there would be the complete closure of the Group. The group actively encourages parents and other adults to volunteer.
Reduction or loss of members. The Group provides activities for young people, boys and girls, aged 6 to 14. If there was a reduction in membership 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 there would be the complete closure of the Group.
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Material losses. The group has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss. These include at least two officers monitoring all expenditure and income and comprehensive insurance policies for the minibus, premises and equipment to ensure that insurable risks are covered. National Emergencies. In the light of the national emergency, such as that caused by the Covid-19 virus, the group has developed online communications between leaders, trustees and, most importantly, young people. Safeguarding issues are considered whenever online communications take place with young people. In addition to maintaining activities, the social and financial implications of a national emergency are now an ongoing concern of trustees.
| Section C | Objectives and activities |
|---|---|
| Summary of the main activities in relation to these objects Summary of the objects of the charity set out in its governing document |
The objectives of the group are as a unit of the Scout Association. The Aim of The Scout Association is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potentials as individuals, as responsible citizens and as members of their local national and international communities. The method of achieving the Aim of the Association is by providing an enjoyable and attractive scheme of progressive training, based on the Scout Promise and Law and guided by adult leadership. |
| The group had 50 (45) young members recorded at the January 2023 census. This was made up of 16 (14) Beaver Scouts, 22 (24) Cub Scouts and 12 (7) Scouts. Leader numbers have steadied and in January there were 1 (1) leader, 4 (4) Section Assistants and 2 (2) 14-18 helpers. (figures in brackets relate to 2022). However, there are parents who have volunteered to help in the coming year, which is great news . The adult leaders organise a stimulating and innovative range of activities for young members in accordance with the Scouts Association Progressive Training Scheme. These have included both indoor and outdoor activities appropriate to each age group. The inspirational work of the leaders is supplemented by a number of enthusiastic volunteers who help with leadership of the group, financial management, secretarial duties, premises and equipment maintenance. We are slowly rebuilding our numbers of young members and leaders. We have restarted the Beaver colony to provide a new influx of young members, and the number of Beavers is now increasing. |
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| Section D | Achievements and performance |
| Summary of the main achievements of the charity during the year |
|
| Activities during the past year have continued to promote personal development, leadership and service to others. Adult leaders have also developed young members enjoyment and confidence despite the challenging circumstances. The dedicated adult leaders have been essential to the continuing success of the Scout Group, strongly supported by the Executive Committee members. |
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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) Further financial review details Brief statement of the charity’s policy on • the charity’s principal sources of funds (including any fundraising); • investment policy and objectives • how expenditure has supported the key objectives of the charity; You may choose to include additional |
Reserves Policy At the end of the year, income reserves amounted to £18987. It is normally the Trustees’ intention to set aside £2500 each year to enable the minibus to be replaced when necessary. Last year this designated reserve totalled £17500. As the group has spent a significant amount of money on major repairs and an upgrade to the scout hut, there will not be the opportunity to add to this amount in the 2022-23 financial year . |
| None | |
| Investment Policy and Principal Sources of Funds | |
| The Treasurer on behalf of 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. This means we have invested in one year fixed term deposits when funds permit. Before opening such an account the Group Executive consider the cash flow requirements of the Group and the risks involved. Subscriptions still made up the majority of our income and this is supplemented by an annual return we make to HMRC for Gift Aid. Our main fundraising functions over the past year were organised by the Executive Committee. The events included a community bonfire and the annual Duck Race on the River Leven. |
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| Section F | Other Optional Information |
| Plans for future periods (details of any | The Group embraces the Scout Association's Vision by having girls in each section. The Group has had a drive to recruit and train occasional helpers, helpers and leaders and this will continue in the next year. Finally the Group will be fund raising to pay for essential maintenance work required to ensure the scout hut, all our equipment and fittings and the minibus are in a fit state for the coming years.We also intend to fund raise to pay for a new IT facility that can be used by the Group, other scout units and the local community. |
Section G Declaration
The trustees declare that they have approved the trustees’ report above
Signed on behalf of the charity’s trustees
| Signature Full name Date Position |
S.Elliott | S.Elliott | S.Elliott | S.Elliott | S.Elliott | S.Elliott |
|---|---|---|---|---|---|---|
| StirlingElliott | ||||||
| Chair | ||||||
| 2 1 1 1 2 3 |
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| 2 | 1 | 1 | 1 | 2 | 3 |
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1st Great Ayton Scout Group Receipts and Payments Account
| For the year from |
1st April 2022 |
1st April 2022 |
31st March 2023 |
|
|---|---|---|---|---|
| Receipts and payments | ||||
| Receipts | 2021/22 Unrestricted funds |
2022/23 Unrestricted funds £ |
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| Donations, legacies and similar income | ||||
| Membership subscriptions | 3580 | 4961 | ||
| Less refunds on Subscriptions | 0 | 0 | ||
| Less:Membership subscriptions paid on (National/County/Area/District) | 2294 | 2550 | ||
| Net membership subscriptions retained | 1286 | 2411 | ||
| Donations received | 1500 | 520 | ||
| Grants | 2687 | 12000 | ||
| Other income | 0 | 16 | ||
| Sale of neckers | 5 | 5 | ||
| Gift Aid | 347 | 763 | ||
| Sub total | 5825 | 15715 | ||
| Activities | ||||
| Camp | 160 | 1850 | ||
| Pack and Group Activities | 0 | 0 | ||
| Sub total | 160 | 1850 | ||
| Fundraising (gross) | ||||
| Amazon Smile | 5 | 5 | ||
| Bonfire | 5532 | 5100 | ||
| Donations for Use of Marquee | 200 | 100 | ||
| Duck Race | 0 | 0 | ||
| Premises Rent | 85 | 40 | ||
| Sub total Investment income |
5822 | 5245 | ||
| Bank and Building Society interest | 122 | 234 | ||
| Sub total | 122 | 234 | ||
| Total Gross Income Asset and investment sales, etc. Total Receipts 1 |
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| 11929 | 23044 | |||
| 0 | 0 | |||
| 11929 | 23044 |
1st Great Ayton Scout Group Receipts and Payments Account
| For the year from |
1st April 2022 |
1st April 2022 |
31st March 2023 |
|
|---|---|---|---|---|
| Receipts and payments | ||||
| Payments | 2021/22 Unrestricted funds |
2022/23 Unrestricted funds £ |
||
| Activities and Materials | ||||
| Camp | 50 | 1852 | ||
| Pack and Group | 154 | 1043 | ||
| Sub total | 204 | 2895 | ||
| Premises | ||||
| Cleaning | 660 | 660 | ||
| Electricity | 327 | 428 | ||
| Insurance | 412 | 416 | ||
| Payments to PCC | 1 | 1 | ||
| Rates/ Rents | 99 | 58 | ||
| Repairs and Renewals | 18893 | 18471 | ||
| Sub total | 20393 | 20033 | ||
| Fundraising expenses | ||||
| AGM | 0 | 0 | ||
| Bonfire | 1681 | 2307 | ||
| Duck Race | 0 | 0 | ||
| Lottery licence | 0 | 40 | ||
| Sub total | 1681 | 2347 | ||
| Other expenses | ||||
| Admin and establishment | 0 | 10 | ||
| Donations made | 25 | 28 | ||
| Motor expenses | 1282 | 1077 | ||
| Neckers | 0 | 0 | ||
| Purchase of badges | 392 | 367 | ||
| Sundry payments | 0 | 0 | ||
| Training | 0 | 0 | ||
| Sub total | 1699 | 1482 | ||
| Total Gross Expenditure | ||||
| 23977 | 26756 |
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Asset and investment purchases, etc.
Total Payments
Net of Receipts Cash funds this year end
| 23976.68 | 26756 | |
|---|---|---|
| 11928.99 | 23044 | |
| -12047.69 | -3712 |
Statement of assets and liabilities at the end of the year
| 2021/22 Unrestricted funds |
2021/22 Unrestricted funds |
2022/23 Unrestricted funds |
|
|---|---|---|---|
| Cash funds | |||
| Bank current account | 2650 | 3704 | |
| Bank High Interest Account | 7855 | 7930 | |
| Building society account: | 12194 | 7354 | |
| Minibus | 0 | 0 | |
| Main | 0 | 0 | |
| Training | 0 | 0 | |
| Cash/Floats | 0 | 0 | |
| Total cash funds | 22700 | 18987 | |
| Non-Monetary Assets | 0 | 0 | |
| Motor Vehicle | |||
| At Cost | 16500 | 16500 | |
| Depreciation (4 years straight line) | 16500 | 16500 | |
| Net Book Value | 0 | 0 | |
| Liabilities | |||
| Accounts not yet paid | 0 | 0 | |
| 0 | 0 |
The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on November 21st 2023 (the date of the Executive Committee meeting that approved the accounts) and signed on their behalf by
Signatures
Stirling Elliott Marc Mason
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Independent Examiner’s Report to the Trustees of the 1[st] Great Ayton Scout Group
I report on the accounts of the Group for the year ended 31[st] March 2023 which comprises the Statement of Financial Activities, the balance Sheet and related notes.
Respective responsibilities of Trustees and Examiner
The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under Section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to:
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Examine the accounts (under Section 145 of the 2011 Act;
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Follow the procedures laid down in the General Directions given by the Charity Commissioners under Section 145(5)(b) of the 2011 Act; and
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State whether particular matters have come to my attention.
Basis of Independent Examiner’s Report
My examination was carried out in accordance with the general directions given by the Charity Commission. 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 seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether these accounts present a “true and fair view” and the report is limited to those matters set out I the statement below.
Independent Examiner’s Statement
In connection with my examination, no matter has come to my attention:
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1 which gives me reasonable cause to believe that in any material respect the requirements
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to keep accounting records in accordance with Section 130 of the 2011 Act and
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to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act
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.
Signed:
R D Kirk FCA ATII Chartered Accountant 03.06 2023 Rosehill Great Ayton North Yorkshire