Trustees' Annual Report
For the period
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From (start date) 0 1 0 4 2 3 to end date 3 1 0 3 2 4
Section A Reference and administration details
Charity name 21st Romford Scout Group
Other names the charity is known by
Registered charity number (if any) 1 0 2 4 6 5 2
HQ registration number
Charity’s principal address 18 Cranborne Gardens
Upminster
Essex
Postcode R M 1 4 2 Y T
Names of the charity trustees who manage the charity
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(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)
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 |
Trustee Name | Office (if any) | Dates acted if not for whole year |
|---|---|---|---|
| Ian Salibury | Chairperson | Jan-24 | |
| Matthew Edwards | GroupScout Leader | ||
| James Mortimer | Scout Leader | ||
| Peter Hilton | Treasurer | ||
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
1 LT700001 (27 February 2024)
Section B
Structure, governance and management
Description of the charity’s trusts
Type of governing document
(e.g. trust deed, constitution) How the charity is constituted
(e.g. trust, association, company)
Trustee selection methods
(e.g. appointed by, elected by)
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.
The Group is a trust established under its rules which are common to all Scouts. The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association.
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 Trustee Board, 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 Trustee Board consists of the Chair, Treasurer and 2 Trustees ( and 2 co-opted family representatives) and meets every 3/4 months.
Members of the Trustee Board complete Being a Scouts Trustee learning within the first 6 months of joining the Board.
This Group Trustee Board exists to make sure the charity is well-managed, risks are assessed and mitigated, buildings and equipment are in good working order, and everyone follows legal requirements and the organisation's policies and rules. Their support helps other volunteers run highquality and safe programmes that gives young people skills for life.
2 LT700001 (27 February 2024)
| Section B | Structure, governance and management (continued) |
|---|---|
| Risk and Internal Control The Group Trustee Board 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 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 and fundraising. The group does hold a reserve to ensure the continuity of activities should there be a major reduction in income. The Board 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 4 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. |
3 LT700001 (27 February 2024)
| Section C | Objectives and activities |
|---|---|
| Summary of the objects of the charity set out in its governing document Summary of the main activities in relation to these objects |
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. |
| To ensure that the youngsters are able to learn and develope as an individual and as a team. This was achieved in a variety of ways for example numerous District competitions, through several Camps and Troop nights. |
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 advancement of citizenship or community development headings.
4 LT700001 (27 February 2024)
| Section D | Achievements and performance |
|---|---|
| Summary of the main achievements of the charity during the year |
|
| The Group were and are financially solvent . The Group have upgraded their transport capabilities with the purchase of a newer vehicle using the.'Ulez scrappage scheme'. Many badges and other achievements were attained during the year, with the highlight being three Scouts achieved their Chief Scout Awards. |
|
| Section E | Financial Review |
| Details of any funds materially in deficit (circumstances plus steps to eliminate) Further financial review details (optional information) Youmay chooseto include additional information, where relevant, about: 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.Our Policy is that we do not invest in stocks and shares.All funds are held in cash using only mainstream banks. The Groups unwritten Policy is we do not spend what we don't have. Reserves Policy 21st Romford Scout Group is a small Group whose usual annual turn over is around £10k. The Group's unwritten 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 Trustee Board is informed if the monies go below £1000. Brief statement of the charity’s policy on reserves None • the charity’s principal sources of funds (including any fundraising); |
The Groups unwritten Policy is we do not spend what we don't have. Reserves Policy 21st Romford Scout Group is a small Group whose usual annual turn over is around £10k. The Group's unwritten 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 Trustee Board is informed if the monies go below £1000. |
| None | |
| 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.Our Policy is that we do not invest in stocks and shares.All funds are held in cash using only mainstream banks. |
5 LT700001 (27 February 2024)
• how expenditure has supported the key objectives of the charity;
The Group Trustee Board regularly monitors the levels of bank balances and income from its banking arrangements.
- investment policy and objectives;
Investment Policy The Group do not invest monies. All funds are held in cash using only mainstream banks or building societies.
| 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) Full name(s) Date Position (eg Secretary, Chair) |
|||||||
|---|---|---|---|---|---|---|---|
| Matthew Edwards | Peter Hilton | ||||||
| GroupScout Leader | Treasurer | ||||||
6 LT700001 (27 February 2024)
21st Romford Scout Group (Charity no. 1024652) Receipts and payments account
| t Group(Charity no. 1024652) payments account |
t Group(Charity no. 1024652) payments account |
t Group(Charity no. 1024652) payments account |
t Group(Charity no. 1024652) payments account |
|---|---|---|---|
| Year start date Year end date |
|||
| For the year from |
2023 | To | 2024 |
| 2023/24 2022/23 Unrestricted funds Unrestricted funds £ £ |
Receipts and payments
Receipts
| Receipts and payments Receipts |
2023/24 Unrestricted funds £ |
2022/23 Unrestricted funds £ |
|
|---|---|---|---|
| Donations, legacies and similar income | |||
| Membership subscriptions | 4,640 | 3,955 | |
| Donations | **1,492 ** | **1,197 ** | |
| Activities | 4,518 | 3,339 | |
| GiftAid | **692 ** | 676 | |
| Othersimilar income | 976 | 146 | |
| Sub total | 12,318 | 9,313 | |
| Grants | |||
| Maintenenace grant | - | - | |
| Othergrants | - | - | |
| Sub total | - | - | |
| Fundraising events(gross) | |||
| Aldi | - | 500 | |
| Quiz night | - | 265 | |
| Detail3 | - | - | |
| Other fundraising activities | - | - | |
| Sub total | - | 765 | |
| Scout hut income | |||
| Hire ofbuilding | - | - | |
| Hire ofequipment | - | - | |
| OtherScouthutincome | - | - | |
| Sub total | - | - | |
| Investment income | |||
| Bank interest | 2 | - | |
| Building Societyinterest | - | - | |
| The ScoutAssociationShortTerm Investment Service | - | - | |
| Other investmentincome | - | - | |
| Sub total | 2 | - | |
| Total Gross Income Asset and investment sales, etc. Total receipts |
|||
| 10,078 | |||
| - | |||
| 28,320 | 10,078 |
1 of 3
LT700002 (February 2024)
21st Romford Scout Group (Charity no. 1024652) Receipts and payments account
| Year start date | Year start date | Year end date | ||
|---|---|---|---|---|
| For the year from |
2023 | To | 2024 | |
| Receipts and payments | ||||
| Payments | 2023/24 Unrestricted funds £ |
2022/23 Unrestricted funds £ |
||
| Charitable Payments | ||||
| Membership subscriptions paid on(National/County/Area/District) | 1,911 | 2,024 | ||
| Youthprogramme and activities | 1,060 | **857 ** | ||
| Adult support and training | - | - | ||
| Rent+ Insurance | 1,710 | 1,717 | ||
| Waterand Sewerage | - | - | ||
| Electricity and Gas | - | - | ||
| VehicleExpenses | 2,794 | 1,588 | ||
| Repairs andRenewals | - | 200 | ||
| Materials and equipment | 807 | 165 | ||
| Printing and photocopying | - | - | ||
| Contributionto camp+activity costs | 4,697 | 3,980 | ||
| Uniforms/Badges | 35 | 412 | ||
| AGMand trustee expenses | - | - | ||
| Other Expenses | 19 | 100 | ||
| Othercosts detail 2 | - | - | ||
| Other costs detail 3 | - | - | ||
| Sub total | 13,033 | 11,043 | ||
| Fundraising expenses | ||||
| Detail 1 | - | - | ||
| Detail 2 | - | - | ||
| Detail3 | - | - | ||
| Other fundraising costs | - | - | ||
| Sub total | - | - | ||
| Total Gross Expenditure Asset and investment purchases, etc. Total payments Net of receipts/(payments) Cash funds last year end Cash funds this year end |
||||
| 11,043 | ||||
| - | ||||
| 11,043 | ||||
| 1,512 | - 965 | |||
| 3,125 | 5,811 | |||
| 4,637 | 4,846 |
2 of 3
LT700002 (February 2024)
21st Romford Scout Group (Charity no. 1024652) Receipts and payments account
| t Group(Charity no. 1024652) payments account |
t Group(Charity no. 1024652) payments account |
t Group(Charity no. 1024652) payments account |
t Group(Charity no. 1024652) payments account |
|---|---|---|---|
| Year start date Year end date |
|||
| For the year from |
2023 | To | 2024 |
Statement of assets and liabilities at the end of the year
| 31st Mar 2024 Unrestricted funds £ Cash funds Bankcurrent account 4,622 Bankdeposit account - Building society account - The ScoutAssociationShortTerm Investment Service - Cash/Floats 15 Total cash funds 4,637 (agree balances with receipts andpayments account) (agreement error) Other monetary assets Taxclaim - Debts duefromthe County/Area/District/Group - Insurance claim - Sub total - Investment assets Investment property-detail - Quotedinvestments - Other investments - detail - Sub total - Non monetary assets for charity's own use Badge stock - Shop stock - Otherstock - Land and buildings - Motor vehicles 13,000 Scouting equipment,furniture etc 10,000 Other - Sub total 23,000 Liabilities Accountsnot yet paid - Expensesincurred butnotinvoiced - Subscriptionsnot yet paid - Loan -detail - Other liabilities - Sub total - |
31st Mar 2024 Unrestricted funds £ Cash funds Bankcurrent account 4,622 Bankdeposit account - Building society account - The ScoutAssociationShortTerm Investment Service - Cash/Floats 15 Total cash funds 4,637 (agree balances with receipts andpayments account) (agreement error) Other monetary assets Taxclaim - Debts duefromthe County/Area/District/Group - Insurance claim - Sub total - Investment assets Investment property-detail - Quotedinvestments - Other investments - detail - Sub total - Non monetary assets for charity's own use Badge stock - Shop stock - Otherstock - Land and buildings - Motor vehicles 13,000 Scouting equipment,furniture etc 10,000 Other - Sub total 23,000 Liabilities Accountsnot yet paid - Expensesincurred butnotinvoiced - Subscriptionsnot yet paid - Loan -detail - Other liabilities - Sub total - |
31st Mar 2024 Unrestricted funds £ Cash funds Bankcurrent account 4,622 Bankdeposit account - Building society account - The ScoutAssociationShortTerm Investment Service - Cash/Floats 15 Total cash funds 4,637 (agree balances with receipts andpayments account) (agreement error) Other monetary assets Taxclaim - Debts duefromthe County/Area/District/Group - Insurance claim - Sub total - Investment assets Investment property-detail - Quotedinvestments - Other investments - detail - Sub total - Non monetary assets for charity's own use Badge stock - Shop stock - Otherstock - Land and buildings - Motor vehicles 13,000 Scouting equipment,furniture etc 10,000 Other - Sub total 23,000 Liabilities Accountsnot yet paid - Expensesincurred butnotinvoiced - Subscriptionsnot yet paid - Loan -detail - Other liabilities - Sub total - |
1st April 2023 Unrestricted funds £ |
|---|---|---|---|
| 3,110 | |||
| - | |||
| - | |||
| - | |||
| 15 | |||
| 3,125 | |||
| (agreement error) | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| 8,000 | |||
| 10,000 | |||
| - | |||
| 18,000 | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| Total net assets | 27,637 | 21,125 |
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 Trustee Board meeting that approved the accounts) and signed on their behalf by
| Signature | Print Name |
|---|---|
| Matthew EDWARDS GSL | |
| Peter HILTON Treasurer |
3 of 3
LT700002 (February 2024)
Independent examiner’s report to the trustees of 21[st] Romford Scout Group
I report to the trustees on my examination of the accounts of the 21[st] Romford Scout Group for the year ended 31[st] March 2024.
Responsibilities and basis of report
As the charity trustees of the 21[st] Romford Scout Group you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).
I report in respect of my examination of the 21[st] |Romford Scout Group accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent examiner’s statement
connection with the examination giving me cause to believe that in any material respect:
-
accounting records were not kept in respect of the 21[st] Romford Scout Group as required by section 130 of the Act; or
-
the accounts do not accord with those records.
I have no concerns and have come across no other matters in connection with 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:
Address:
Date: