Trustees' Annual Report
For the period
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From (start date) 0 1 0 4 2 0 to end date 3 1 0 3 2 1
Section A Reference and administration details
Charity name 1st Mendlesham Scout Group
Other names the charity is known by
Registered charity number (if any) 1 0 3 8 1 5 7
HQ registration number 1 0 0 1 5 2 6 2
Charity’s principal address Scout HQ, Mendlesham Green
Stowmarket
Suffolk
Postcode I P 1 4 5 R W
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Names of the charity trustees who manage the charity
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Dates acted if not
Trustee Name Office (if any)
for whole year
1 Elizabeth Evans Chair
2 Vacant Secretary
3 Rachael White Treasurer
4 Martyn Bryant GSL
5 Tanya Richardson BSL
6 Leeann Steed ASL
7 Jonathan Freeman ESL
8 Fraser Burnett GDPR
9 Jamie Collier
10
11
12
13
14
15
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Names and addresses of advisers (optional information but encouraged as best practice)
Type of advisor Name
Address
1 LT700001 (1st February 2017)
2 LT700001 Ilst February 20171
Section B
Structure, governance and management
Description of the charity’s trusts
Type of governing document
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.
(e.g. trust deed, constitution)
How the charity is constituted
The Group is a trust established under its rules which are common to all Scouts.
(e.g. trust, association, company) Trustee selection methods The Trustees are appointed in accordance with the Policy, (e.g. appointed by, elected by) Organisation and Rules of The Scout Association.
Additional governance issues (optional information but encouraged as best practice)
You may choose to include additional The Group is managed by the Group Executive Committee, information, where relevant, about: 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.
Policies and procedures adopted for:
Policies and procedures adopted for: The Committee consists of 2 independent representatives, Chair and Treasurer together with the Group Scout Leader, a) the induction and training of trustees; individual section leaders (if opted to take on the b) trustee' consideration of major risks responsibility) and parent’s representation and meets every and the systems and procedures to 3 months. manage them Members of the Executive Committee complete 'Essential Information for Executive Committee' , Safety, Safeguarding and GDPR training within the first 5 months of joining the committee.
This Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of the appointments and is responsible for: The maintenance of Group property; The raising of funds and the administration of Group finance; The insurance of persons, property and equipment; Group public occasions; Assisting in the recruitment of leaders and other adult support; Appointing any sub committees that may be required; Appointing Group Administrators and Advisors other than those who are elected.
3 LT700001 (1st February 2017)
| Section B Structure, governance and management (continued) |
Section B Structure, governance and management (continued) |
|---|---|
| Risk and Internal Control The Group Executive Committee has identifed 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 identifed are: 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. 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 Committee 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 6 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. |
4 LT700001 (1st February 2017)
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|Section C|Objectives and activities|
|Summary of the objects of the charity set|The Purpose of Scouting|
|out in its governing document|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.|
|Weekly sectional meetings with a mixture of indoor activities|
|Summary of the main activities in relation|
|at the Mendlesham Community Centre for the Autumn and|
|to these objects|
|Spring terms, outside at the Old HQ in Mendlesham Green|
|with visits and outdoor activities, mainly during Spring and|
|Summer Terms. There are also a number of weekend|
|activity/fun days and camps for each section throughout the|
|year. All sections are offered at least one nights|
|camping/sleepover experience each year, with many more|
|opportunities for the older sections.|
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Additional details of the objectives and activities (optional information but encouraged as best practice)
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|---|---|---|
|You|may choose|to include further Scouting at group level is only possible with the support of|
|statements, where relevant, about:|leaders, supporters and members of the group executive, all|
|of which are voluntary roles that have an important part in|
|• policy on grantmaking;|enabling the group to deliver a fun and challenging|
|programme in a safe environment.|
|• contribution made by volunteers;|
|• policy on investments.|
|Public benefit statement|The Group meets the Charity Commission's public benefit|
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5 LT700001 (1st February 2017)
| criteria under both the advancement of education and the advancement of citizenship or community development headings. |
|
|---|---|
| Section D | Achievements and performance |
| Summary of the main achievements of the charity during the year |
The Group has maintained numbers of Young People in each section at a manageable number, as determined and agreed with each section leader. The overall Census number as at 31st Jan 2021 was 32 Young People and 11 Adult Members who have some form of role within the group), slightly up compared to the previous year but as expected given our cap on section numbers.We have 2 names on our 'under age' Joining List. |
| Section E | Financial Review |
| Brief statement of the charity’s policy on | Reserves Policy |
| reserves | |
| Quantify and explain any designations | The Group's policy on reserves is to hold sufcient 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 sum equivalent to 12 months running costs, circa £3,000. |
| Details of any funds materially in defcit | |
| (circumstances plus steps to eliminate) |
6 LT700001 (1st February 2017)
| Section E | Financial Review (continued) |
|---|---|
| Further fnancial review details (optional information) | |
| Youmay chooseto include additional | |
| information, where relevant, about: • the charity’s principal sources of funds |
Group funding is achieved through a mixture of membership |
| (including any fundraising); • how expenditure has supported the key |
fees and fundraising activities. Expenditure is divided between the ongoing running costs |
| objectives of the charity; | and maintenance of the equipement shed and grounds and |
| • investment policy and objectives | insurance. Capitation costs on a pro-rata basis (payable to The Scout Association, County and District Scouts) and support for section activity resource. Other scout activity/fun days and camping activities are self funding. The Group does not have sufcient funds to invest in longer term investments. The Group has therefore adopted a risk averse strategy to the investment of its funds. All funds are held in cash using only mainstream banks. |
| Section F | Other Optional Information |
| Plans for future periods (details of any | |
| signifcant activities planned to achieve | |
| them) |
7 LT700001 (1st February 2017)
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) Elizabeth Evans Martyn Bryant Position (eg Secretary, Chair) Chair Group Scout Leader Date 3 1 0 3 2 1
8 LT700001 (1st February 2017)
9 LT700001 Ilst February 20171
1st Mendlesham Group Account 2020
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Receipts and Payments
2020-21 2019-20
Unrestricted Unrestricted
Funds Funds
Receipts
Donations, legacies and similar income
Membership Subscriptions from Sections £90.00 £1,860.00
Membership Subscriptions paid on to District £1,432.00 £2,845.25
Net membership subscriptions retained -£1,342.00 -£985.25
Donations £0.00 £505.62
Legacies £0.00 £0.00
Tax Claim (Gift Aid) £0.00 £0.00
Village Support Receipts £0.00 £0.00
Insurance Claim £0.00 £329.99
Float (Returned) £0.00 £350.00
Refunds (Received) £0.00 £0.00
Rebate from District (for Capitation) £19.50 £42.00
Other similar income £542.46 £7.69
Sub-total -£780.04 £250.05
Grants
Maintenance Grant £0.00 £0.00
Other Grants £9,907.43 £0.00
Sub-total £9,907.43 £0.00
Fundraising (gross)
Street Fayre Fundraising £0.00 £1,208.81
Bingo Fundraising £0.00 £201.70
Bonfire Night Fundraising £0.00 £255.23
Other fundraising activities £19.47 £373.62
Total Gross Income £19.47 £2,039.36
Investment income
Bank interest £0.00 £0.00
Building Society interest £0.00 £0.00
The Scout Association Short Term
Investment Service £0.00 £0.00
Property Rent income £0.00 £0.00
Other Investment Income £0.00 £0.00
Sub-total £0.00 £0.00
Total Gross Income £9,146.86 £2,289.41
Asset and investment sales, etc. £0.00 £61.88
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Total receipts
£9,146.86 £2,351.29
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Receipts and Payments
2020-21 2019-20
Unrestricted Unrestricted
Funds Funds
Payments
Charitable Payments
Youth programme and activities £0.00 £0.00
Adult support and training £0.00 £0.00
Rent (Hall Hire) £642.50 £0.00
Water and Sewerage £0.00 £0.00
Electricity and Gas £0.00 £0.00
Insurance £495.54 £392.70
Repairs and Renewals £276.13 £145.00
Materials and Equipment £139.75 £7.95
Printing and Photocopying £0.00 £83.99
Contribution to Camp Costs £0.00 £0.00
Uniform (Badges, Scarves) £22.50 £46.85
AGM and Trustee Expenses £0.00 £21.80
Stationery £6.85 £146.69
Refunds (Paid) £15.00 £0.00
Village Support Expenses £0.00 £5.00
Float (Given out) £0.00 £350.00
Other Costs £406.12 £314.76
£0.00 £0.00
Sub-total £2,004.39 £1,514.74
Fundraising expenses
Street Fayre Expenses £0.00 £430.05
Bingo Expenses £0.00 £53.10
Bonfire Night Expenses £0.00 £130.87
Other fundraising expenses £0.00 £181.88
Sub-total £0.00 £795.90
Total Gross Expenditure £2,004.39 £2,310.64
Asset and investment purchases, etc. £0.00 £0.00
Total payments £2,004.39 £2,310.64
Net of receipts / (payments) £7,142.47 £40.65
Cash funds last year end £98.73 £98.73
Cash funds this year end £91.18 £98.73
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| Statement of assets and liabilities at the end of the year | |||
| 2020-21 | 2019-20 | ||
| Unrestricted Funds |
Unrestricted Funds |
||
| Cash Funds | |||
| Bank current account | £8,951.25 | £301.23 | |
| Bank deposit account | £0.00 | £0.00 | |
| Building society account | £0.00 | £0.00 | |
| The Scout Association Short Term Investment Service |
£0.00 | £0.00 | |
| Cash / Floats | £0.00 | £0.00 | |
| Total cash funds | £8,951.25 | £301.23 | |
| Other Monetary Assets | |||
| Tax Claim (Gift Aid) | £0.00 | £0.00 | |
| Debts due from the District | £0.00 | £0.00 | |
| Insurance Claim | £0.00 | £329.99 | |
| Sub-total | £0.00 | £329.99 | |
| Investment Assets | |||
| Investment property - detail | £0.00 | £0.00 | |
| Quoted investments | £0.00 | £0.00 | |
| Other investments - detail | £0.00 | £0.00 | |
| Sub-total | £0.00 | £0.00 | |
| Non monetary assets for charity's own use |
|||
| Badge stock | £0.00 | £0.00 | |
| Shop stock | £0.00 | £0.00 | |
| Other stock | £0.00 | £0.00 | |
| Land and Buildings | £0.00 | £0.00 | |
| Motor Vehicles | £0.00 | £0.00 | |
| Scouting equipment, furniture etc | £0.00 | £0.00 | |
| Other | £0.00 | £0.00 | |
| Sub-total | £0.00 | £0.00 | |
| Liabilities | |||
| Accounts not yet paid | £0.00 | £0.00 | |
| Expenses incurred but not invoiced | £0.00 | £0.00 | |
| Subscriptions not yet paid | £0.00 | £0.00 | |
| Loan Detail | £0.00 | £0.00 | |
| Other liabilities | £0.00 | £0.00 | |
| Sub-total | £0.00 | £0.00 | |
| Contingent liabilities and future obligations |
|||
Group Main Account 1st April 2020 to 31st March 2021
| CASH | 2020-21 2019-20 |
||
| Cash Funds Last year end | £98.73 | ||
| Receipts | £0.00 | ||
| Payments | -£7.55 | ||
| Cash Funds this year end | £91.18 | ||
| CURRENT ACCOUNT | 2020-21 2019-20 |
||
| Bank Funds Last year end | £301.23 | ||
| Receipts | £12,579.56 | ||
| Payments | -£3,929.54 | ||
| Bank Funds this year end | £8,951.25 | ||
| DEPOSIT ACCOUNT | 2020-21 2019-20 |
||
| Bank Funds Last year end | £0.00 | ||
| Receipts | £0.00 | ||
| Payments | £0.00 | ||
| Bank Funds this year end | £0.00 | ||
| TOTAL FUNDS | 2020-21 2019-20 |
||
| Opening Balance | £399.96 | ||
| Receipts | £12,579.56 | ||
| Payments | £91.18 | ||
| Closing Balance | £13,070.70 | ||
| Cash | £91.18 | ||
| Cash Variance | £0.00 | ||
| Current Account Statement | £10,383.25 | ||
| Cheques not presented for Debit | £1,432.00 | ||
| Cheques not presented for Credit | £0.00 | ||
| Total | £8,951.25 | ||
| Current Account Variance | £0.00 | ||
| Deposit Account Statement | £0.00 | ||
| Deposit Account Variance | £0.00 | ||
| Total | £9,042.43 |
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