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:
- **.** 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
- **.** 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:
1. 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
2. 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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