Trustees Annual Report for the Period 1 April 2021 to 31 March 2022 Section A – References and Administration Details
Charity Name: East Surrey District Scout Council Registered Charity No: 1032242 Charity’s principal address: C/O District Commissioner Bankers: CAF Bank Ltd, 25 Kings Hill Avenue, Kings Hill, West Malling. ME19 4JQ
Investments: Scouts Association Short Term Investment Service
Names of the Charity Trustees who managed the charity 2021-2022
| Name | Post | Dated Acted |
|---|---|---|
| Nick Hough | District Commissioner | Whole Year |
| Robert Holyoake | District Chair | Whole Year |
| Saif Ahmedi | District Treasurer | Dec 2021 |
| Malcolm Kirk | Executive member & ActingDistrict Secretary | Whole Year |
| Martin Lloyd | Executive Member | Whole Year |
| Karen Rapson | Assistant District Commissioner (Cubs) | Whole Year |
| Amanda Doran | District Explorer Scout Commissioner | Whole Year |
| Luke Capel | District Youth Commissioner | Whole Year |
| Joel Wall | District Youth Commissioner | Whole Year |
| John Freebody | Executive Member | Whole Year |
| Paul Weight | Executive Member | Whole Year |
| Murrae Hume | HonoraryPresident | Whole Year |
Section B – Structure, Governance and Management
East Surrey District formed on the 30[th] January 1915 has its governing documents as those of the Scout Association. They consist of a Royal Charter granted on the 4[th] January 1912, which in turn gives authority to the Bye Laws of the Association and the Policy, Organisation and Rules (POR) September 2021 of the Scout Association. The District 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 (Sept 2021) and the Charity Commissioners Rules and Regulations. The District is managed by the District Executive, the members of which are the Charity Trustees of the District Scout Council, which is an educational charity. As Charity trustees they are responsible for compliance of the legislation applicable to registered charities and POR and accountable to the District Scout Council. That includes keeping appropriate records and accounts and making annual returns to the Charity Commissioners. The District Executive supports the District Commissioner and District Team in meeting their responsibilities in supporting the Scout Groups within the East Surrey District.
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Section C – Objectives and Aims
The aim of the Scout Association is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potential, 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 object of the District is to retain and recruit an adequate number for the District Officers and Team of suitably qualified persons to support the Groups in recruiting and retaining their suitably qualified Leaders and Officers using the up to date Scout Association Adult Training programmes. Also through the District Appointments Advisory Committee and Panel interview and approve all necessary appointments of Leaders and Officers. The aim being to ensure all Leaders guide the development of Young People within the Group and District by providing a wide ranging, enjoyable and attractive programmes, progressing through the aged sections in compliance with POR based upon the Scout Promise and Law.
Section D – Financial Review including Risk and Internal Control
East Surrey District has in place systems of internal management to ensure reasonable control and assurance against material mismanagement or loss; this includes two authorised signatories for all payments made by cheque or banking facilities such as BACS payments, supported by appropriate invoices and payment receipts. The District also has in place suitable Comprehensive Insurance Policies covering the Liability in respect of its buildings and contents, Scout Association Members and Supporters including the public. The Annual Accounts have been drawn up in accordance with POR on the Receipts and Payments basis and is subject to formal Examination by a suitably qualified person in accordance with POR and Charity Commissioners requirements.
At the end of the year 2021/22 total cash held by East Surrey District Amounted to £78,013 with liabilities of £14,598. These figures include funds held by the three district explorer units. Currently the District has a policy of holding sufficient funds and reserves in order to provide a sound financial basis for the development and running of scouting within the District and to vary that level through annual budgeting according to the perceived future needs and risks. In particular, the funds are there to provide support to the Scout Groups in the District in the establishment and improvement of those Groups, to supplement the cost of training Leaders if required, to subsidies where appropriate the annual membership subscriptions by the use of the investment income, to allocate grants to support Scouts attending Worldwide Jamborees, to purchase where thought necessary activity and camping equipment, to ensure the District Team who manage District Activities have financial support when required to provide and pay expenses to cover all and unforeseen costs. The District also has maintained the Scout Headquarters of the now disbanded 1[st] Hurst Green Scout Troop for District Activities and is now being used by 1st Oxted with sections for Hurst Green Beavers, cubs and Scouts. It should be noted District is in the process of handing over the management of Hurst Green HQ to 1st Oxted Scout Group who are currently running the various sections at the HQ. Funds from the disbanded 1st Hurst Green has been used to maintain the HQ. Any funds remaining will and are being used to support the sections now running and future management of the HQ.
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Section E – Investments Policy
The District’s income and expenditure is relatively small and as a consequence adopts a low risk strategy of investing its surplus only in The Scout Association’s Short Term Investment Service. The CAF Bank accounts are only for the day to day management of the District as agreed and approved by the District Executive and managed by the District Treasurer or agreed member of the Executive.
Section F – Achievements and Performance
The Report sets out what the District has achieved in the past year lead by the District Commissioner and Section Leaders. There is a continual developing plan in place to take the District forward in the coming years including the establishment of a new Hurst Green Group and to provide support to all Groups within East Surrey District. It should be noted that whilst the Covid Pandemic had an adverse effect on the running of Scouting as a whole including the District and its Groups during parts of the last financial year, scouting is returning to normal as lockdown restrictions are slowly lifting. Though grants were received through Tandridge District Council to help offset the financial effects.
Section G – Annual Accounts.
The Annual Accounts were approved by the District Executive and following agreement by the District Executive on 07/03/2022 they were signed on behalf of the District Executive by the District Chair – Robert Holyoake and the District Treasurer – Saif Ahmedi.
Robert Holyoake Saif Ahmedi District Chair District Treasurer
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EAST SURREY DISTRICT SCOUTS
ACCOUNTS FOR PERIOD APRIL 2021 to MARCH 2022
| Section A Receipts and payments A1 Receipts Membership subscriptions Less: Membership subscriptions paid on Net membership subscriptions retained Donations Activities (refund) Gift aid Legacies Grants Fundraising General St. George's Day Jamboree Eurojam Colditz Shop income Misc (EDF Refund) Investment income Sub total A2 Asset and investment sales, etc. Total receipts A3 Payments Activities Gift aid transfer to Explorers Jamboree Eurojam Training Fundraising expenses Administration Rent Utilities Insurance Repairs and renewals Materials and equipment Printing, post and stationary Licences and Subscriptions AGM and trustee expenses Uniform & Badges Donations Misc Finance costs Sub total A4 Asset and investment purchases, etc. Total payments Net of receipts/(payments) A5 Transfers between funds Transfers in Transfers out Net transfers A6 Cash funds last period end Cash funds this period end |
Resticted funds Unrestricted General funds Unrestricted designated (Mill Lane) 2021/22 2020/21 (£'s) (£'s) (£'s) (£'s) (£'s) - 42,985 - 42,985 32,031 - -23,208 - - 23,208 -24,786 |
|---|---|
| - 19,777 - 19,777 7,245 - 886 - 886 150 - 5,847 - 5,847 40 - 390 - 390 827 - - - - - - 1,000 10,667 11,667 10,000 - 2,523 - 2,523 - - - - - - - - - - - 1,500 - - 1,500 - - - - - 464 - - - - - - - - - - - 557 557 - - 36 - 36 142 1,500 30,459 11,224 43,183 18,868 - - - 1,500 30,459 11,224 43,183 18,868 - 9,696 - 9,696 4,434 - - - - - 750 - - 750 - - - - - 108 - 33 - 33 41 - 1,159 - 1,159 - - - - - - - - - - - - - 1,017 1,017 1,664 - 26 - 26 1,895 - - 379 379 711 - 58 - 58 109 - - - - - - 160 - 160 407 - 87 - 87 - - 1,547 - 1,547 - - 8,000 8,000 36 250 - 250 - - 335 - 335 95 750 13,351 9,396 23,497 9,500 -- - - - 750 13,351 9,396 23,497 9,500 750 17,108 1,828 19,686 9,368 - - - - - - - - - - - - - - - - - 51,681 6,646 58,327 48,959 750 68,789 8,474 78,013 58,327 |
1032242 - East Surrey District Scout Council
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Section B Statement of assets and liabilities at the end of the year
| econ aemen o asses an aes a e en o e year - - 2021/22 Restricted funds (Jamboree) Unrestricted designated funds Unrestricted designated (Mill Lane) Total funds (£'s) (£'s) (£'s) (£'s) B1 Cash funds - CAF Account - General - 31,834 8,474 40,308 Lloyds Account - Oxted Explorers 750 10,739 - 11,489 Lloyds Account - Lingfield Explorers - 2,347 - 2,347 Tatsfield Explorers - 2,155 - 2,155 The Scout Association Short Term Investment Service - 21,714 - 21,714 Cash in hand - - - - Total cash funds 750 68,789 8,474 78,013 B2 Other monetary assets - Debts due to District - 976 976 Gift Aid claim - - - Deposits - 300 300 Payments on account 750 - 750 Sub total 750 1,276 2,026 - B3 Investment Assets - - - - B4 Assets retained for charity's own use Land and buildings Mill Lane HQ (Buildings Ins Value) - - - - East Surrey District's share of the ex Horley District HQ - 85,551 - 85,551 Scouting equipment, furniture etc Mill Lane HQ (Contents Ins Value) - - - 11,194 Sub total - 85,551 - 85,551 - B5 Liabilities - Accounts not yet paid 3,543 - 3,543 Expenses incurred but not invoiced - - - Receipts In advance 11,355 11,355 Sub total 14,898 - 14,898 Signed by one or two trustees on behalf of all the trustees Signature Robert Holyoake District Chairman Saif Ahmedi District Treasurer ____ ______ |
2020/21 Total funds (£'s) 23,610 7,575 3,085 2,380 21,677 - 58,327 2,138 - 700 - 2,838 - - 435,485 85,551 10,661 531,697 2,171 - - 2,171 Date of approval 7th March 2023 |
|---|---|
| 7th March 2023 | |
1032242 - East Surrey District Scout Council
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East Surrey District Scout Council
Notes to the accounts for the year ending 31 March 2022
1 Designated Funds
The trustee's have set aside monies under their stewardship inherited from the former 1[st] Hurst Green Scout group in a designated fund. These funds, shown separately on the face of the accounts, are for the purposes of maintaining the Mill Lane Scout Hall until such time that the hall is once again occupied by a scout group, at which time responsibility for maintenance of the hall and control of any designated funds remaining will be passed to the new group.
2 Restricted Funds
The following amounts represent monies raised for a specific purpose through fundraising activities. (i.e. Jamboree and St George's Day)
3 Unrestricted Funds
The accounts include receipts of £18,197 and payments of £15,246 relating to the three Explorer units in the District
4 Significant Non-Monetary Resources
a Mill Lane Scout Hall
The district has control of the Mill Lane Scout Hall. As of April 2022, the scout hut will go back in control of the 1st Oxted group who will oversee the reinstatement of the Hurst Green group
Location of Hall;
Scout Hall Mill Lane Hurst Green Surrey
b Horley Scout HQ
On the closure of Horley Scout District, the ownership of the District HQ located at Baden Drive Horley was transferred to Reigate District Scout Council. The Surrey County Scout Executive Committee noted and approved the agreement that if at some stage in the future the property is sold by Reigate District Scout Council this district (East Surrey) will at that time claim 30/263 of the net proceeds. Valuation by Woodward Associates in January 2011
Location of Hall; Pathfinder Scout HQ Baden Drive Horley Surrey RH6 8SD
4 Contingent Liabilities and Commitments
The district had no contingent liabilities or commitments at 31 March 2022
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Independent Examiner's Report to the Trustees of
EAST SURREY DISTRICT SCOUT COUNCIL
( Registered Charity No. 1032242 )
I report on the accounts of East Surrey District Scout Council for the year ended 31 March 2022, which comprise the Receipts and Payments Account and the Statement of Assets and Liabilities and related notes set out on pages 1 to 3.
This report is made solely to the trustees in accordance with section 145 of the Charities Act 2011. My work has been undertaken so that I might state to the District's trustees those matters I am required to state to them in an Independent Examiner's report and for no other purpose. To the fullest extent permitted by law, I do not accept or assume responsibility to anyone other than the District's trustees for my examination work.
Respective responsibilities of Trustees and Examiner
The District's trustees are responsible for the preparation of the accounts. They consider that an audit is not required for this year (under Section 144 of the Charities Act 2011 (the Charities 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 Charities Act)
-
. to follow the procedures laid down in the General Directions given by the Charity Commissioners (under Section 145(5)(b) of the Charities Act); and
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. to state whether particular matters have come to my attention.
Basis of the Independent Examiner's report
My examination was carried out in accordance with the General Directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by the District and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, 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 I do not express an opinion on whether the accounts present a 'true and fair' view and my report is limited to those matters set out in the statement below.
Independent Examiner's statement
In connection with my examination, no matter has come to my attention:
- which gives me reasonable cause to believe that in any material respect the requirements to keep accounting records in accordance with Section 130 of the Charities Act and to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charities Act have not been met;
or
- to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Name: Relevant professional qualification: Address:
Janet MacKinnon Chartered Accountant 4 Woodlands Drive, South Godstone, Surrey RH9 8HU
- 7 March 2023
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