Trustees Annual Report
For the period:
1[st] April 2023 to 31[st] March 2024
For
2[nd] Malvern Scout Group
Registered Charity Number:
1044413
Address: 2[nd] Malvern Scout Group. Spring Lane, Malvern, Worcestershire. WR14 1AJ.
Website: www.2ndmalvernscouts.org
Trustees: As detailed with the Charity Commission
| Chair: | Peter Reeve |
|---|---|
| Treasurer: | Shaylene Kitchener (Apr – Sept 23), Verena Steventon (Sept – Mar 24) |
| Secretary: | Joanna Reeve |
| Group Lead Volunteer: | Ben Johnstone |
| Property Member: | Mike Wood |
| HQ Bookings: | Marilyn Wood |
| Ex Officio Trustees: Section Leaders | |
| Scouts (Scott Troop): | Luke Bransfield (June 23 – Mar 24) |
| Scouts (Shackleton Troop): | Andy Mitchell |
| Cubs (Raleigh Pack): | Ryan Heath |
| Cubs (Drake Pack): | Jean Allen |
| Beavers: | Rachel Smith |
| Explorers: | Graham Smith (Sept 23 – Mar 24) |
The Annual General Meeting (AGM) for the previous year was conducted on 16[th] September 2023 which detailed the election of Trustees (above) to the Trustees Board of 2[nd] Malvern Scout Group. The constitution of the Scout Association was adopted by the Group and quorums voted on. No other trust deed or articles of association were discussed or voted on. A copy of the AGM minutes is attached to this document.
The AGM for the current year shall proceed on the 10[th] July 2024. During this AGM all Trustees shall be elected, the constitution for the charity shall be re-adopted and the quorum details verified and voted on. The Annual Financial Report shall also be considered, and an independent accounts examiner appointed for the coming year.
2[nd] Malvern Scout Group (Charity Number 1044413)
Page 1 of 6
Trustees Annual Report 2023 - 24
2[nd] Malvern Scout Group is part of the UK Scout Association but is a charity in its own right. We adopt the constitution of the Scout Association and follow the rules of the Association. We have the same aims and principles as those detailed in the Associations “Policy, Organisation & Rules” documentation.
Our main purpose is to actively engage and support young people in their personal development, empowering them to make a positive contribution to society.
Our method of development of young people takes place when the young people, in partnership with adults, work together based on the values of Scouting and:
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enjoy what they are doing and have fun.
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take part in activities indoors and outdoors.
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learn by doing.
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share in spiritual reflection.
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take responsibility and make choices.
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undertake new and challenging activities.
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make and live by their Promise.
As Scouts we are guided by these values :
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Integrity - We act with integrity; we are honest, trustworthy and loyal.
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Respect - We have self-respect and respect for others.
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Care - We support others and take care of the world in which we live.
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Belief - We explore our faiths, beliefs and attitudes.
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Co-operation - We make a positive difference; we co-operate with others and make friends.
The 2[nd] Malvern Scout Group is a well-established Scout Group within “The Malverns” District. The Group is situated in a purpose-built headquarters building within the town of Malvern.
There are currently over 80 young members varying in ages from 6 to 14. The Group also has a partnership agreement with Beacon Explorer unit, who share our premises, who have young people from 14 to 18 years of age.
There are over 30 volunteer leaders and helpers varying in age from 18 to early 70’s.
The Group currently has one Beaver Colony (6 to 8 years), one Cub Pack (8 to 10½ years), two Scout Troops (10½ to 14½ years) and is partnered with Beacon Explorer Unit. For most of the reporting year the Group had two cub packs but due to the lack of adult helpers in this section the two packs had to amalgamate to only one pack.
All the scouting sections are overseen by the Group Lead Volunteer (GLV) who has the responsibility for ensuring that all operational activities (scouting activities) that the adult volunteers deliver are safe and comply with the Scout Association policies and rules.
The Trustee Board oversee the governance of the Scout Group ensuring that the volunteers and young people have the resources that they require, that the facilities that they use are safe and that adequate funding is in place to run the Scout Group.
They also assist the Group Lead Volunteer in ensuring that adequate training in Safety, Safeguarding, GDPR and 1[st] Aid is received by adult volunteers, to ensure all activities undertaken by the young people are done in a safe environment.
All members of the Trustees Board must also undertake adequate training to ensure they understand the role of the board and the roles of the individual members.
All the training received is documented by the Scout Association.
2[nd] Malvern Scout Group (Charity Number 1044413)
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Trustees Annual Report 2023 - 24
During this reporting period the Scout Association made further recommendations for changes to the structure of the Scout Group which have begun to be incorporated into the Group. The Trustee Board are now operating under the new rules and guidelines.
During the next year changes to the Group structure will be implemented as we proceed to the new Scout Association digital system.
In the past one of the roles of the Executive Committee (now Trustees Board) had been to identify ways that the facilities available to the adult volunteers and young people can be improved or enhanced. The committee had been discussing a project to erect a metal structure in the grounds to act as an outdoor activity area. The project was initially costed during the Covid crisis and then planning permission was requested and received, however in the time between the initial planning and the updated quotations, costs had increased significantly. The Group has unfortunately been unsuccessful when applying for grants and has had to take the difficult decision the shelve the project until such time as funds become available. The decision was not taken lightly but the financial stability of the Group is paramount.
The Trustee Board monitor the finances of the Group throughout the year with the Treasurer delivering a financial report at each quarterly meeting. The finances of the group are still in a strong position, even with the substantial increases in energy costs. The Board has ensured that adequate funds are maintained and are available as an “emergency fund” to ensure the Group can function in extreme events. The Annual Financial Report may be viewed in a separate document and will also be available in hard copy at the AGM.
The scouting activities are planned and implemented by the dedicated team of adult volunteers, led by the Group Lead Volunteer (GLV). Their professionalism and enthusiasm continue to deliver a fantastic, educational and fun program for the young people of the Group.
The scouting activities undertaken by the Beaver, Cub & Scout sections were many and varied and included summer camps & weekend camps at various locations, sleep overs at the HQ, hikes on the Malvern Hills and surrounding areas, water activities, Jamboree of the Internet, pioneering and many, many more exiting and fun activities. The young people also work hard on scouting and other activities to gain badges and have made their leaders proud by achieving many badges and awards. As a Group we have also got together at our annual campfire and firework display and with other members of the District at the County camp “ShireJam” and the St George’s day parade in Ledbury.
The dedicated team of adult volunteers is also backed up by parents offering to assist with certain outdoor and off-site activities. All occasional helpers must agree to undertake a Scout Association DBS check and going forward will also agree to Safety and Safeguarding training. This help is gratefully received and greatly appreciated by the adult leaders and the Group and a huge thank you goes out to all those who have helped during the past year.
There is, however, always a need for more adult leaders and helpers within the sections and I would encourage any parent, relative or friend to get involved in any way that they can. This also applies to the Trustee Board, and we would welcome new members to apply to the board. By spreading the organisational tasks amongst more adult leaders, we could deliver even bigger and better activities for the young people of the Group. If you feel you would like to get involved in any role just speak to your section leader or contact the Group Lead Volunteer or Chair for more information. Contact details may be found on our website (www.2ndmalvernscouts.org).
As Chair I would like to take this opportunity to thank all the volunteers within the Group, who have given so much of their time and talents to assist in our aim to engage with and support young people in their personal development, empowering them to make a positive contribution to society. Looking at the young members of 2[nd] Malvern Scout Group I feel we are continuing to make a large contribution to this aim.
2[nd] Malvern Scout Group (Charity Number 1044413)
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Trustees Annual Report 2023 - 24
2[nd] Malvern Scout Group
Annual General Meetng Minutes.
Saturday 16[th] September 2023, 6.30pm at 2[nd] Malvern HQ.
| Item | Action | ||
|---|---|---|---|
| 1. | Welcome & introductions. • The Chair welcomed all to the meeting and thanked them for their attendance, He then went on to introduce the members of the Committee. |
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| 2. | Attendees:Graham Smith (GS), Peter Reeve (PR) Chair, Ryan Heath (RH), Ben Johnstone (BJ) GLV, Dave Barnes (DB), Rachel Smith (RS), Christine Warner (CW), Derek Barnes (DeB) District Chair, Jean Allen (JA), Peter Allen (PA), Joanna Reeve (JR) Secretary, Marilyn Wood (MaW) AGLV, Mike Wood (MiW), Luke Branfield (LB). Apologies:Andy Mitchell (AM), Shaylene Kitchener (SK), Graeme Barclay (GB), Alison Oliver,Lorna Davies. |
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| 3. | To approve the minutes of the previous AGM. • The minutes of the previous meeting were approved as a true record and signed bythe Chair. |
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| 4. | To adopt the constitution for the Group. • The 2ndMalvern Group Scout Council resolved to adopt the standard Group Constitution found in The Scout Association’s Policy, Organisation and Rules (POR) with immediate effect. This resolution takes precedence over any previous constitution. • Proposed by MaW. • Seconded by DaB. • Proposalpassed. |
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| 5. | To agree the number of members that may be elected to the Trustee Board. • A figure of up to 4 was agreed. • Proposed by RH. • Seconded by DaB. • Proposalpassed. |
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| 6. | To agree a quorum for the following: Meetings of the Group Scout Council. • 8, to include Group Chair. • Proposed by MaW. • Seconded by JA. • Proposal passed. Meetings of the Trustee Board. • Half of members, to include Chair or GLV. • Proposed by DaB. • Seconded byGS. |
2[nd] Malvern Scout Group (Charity Number 1044413)
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Trustees Annual Report 2023 - 24
| • Proposal passed. Meetings of any sub-committees or support teams. • Half of members, to include Chair of sub-committee or GLV. • Proposed by CW. • Seconded by DaB. • Proposalpassed. |
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|---|---|---|---|
| 7. | To receive and consider the Trustees Annual Report. • PR asked that the meeting approve the report, adding that Trustees had already done so at their last meeting and that it would be added to the Charity Commission’s website shortly. • Proposed by MiW. • Seconded by CW. • Proposalpassed. |
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| 8. | To receive and consider the Financial Report. • PR explained that the accounts had been prepared by SK and examined by Richard Colbourne, who had indicated he would not continue in this role going forward. • PR explained an anomaly regarding the payment of subscriptions to the Scout Association in the past two years. This had resulted in no payment in the accounting period 2021/22 and consequently two payments in the period 2022/23. • He added that subscription payments to the Group were now up to their previous level, following the Covid payment holiday. • Proposed by MaW. • Seconded by PR. • Proposal passed. • PR then handed the meetingover to BJ ahead of Item 9. |
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| 9. | To approve the Group Scout Leader’s nomination for Group Chair. • BJ nominated PR for the role. • PR agreed to the role for the coming year. • BJ handed back the meetingto PR. |
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| 10. | To elect the other Group Officers. Secretary • JR agreed to continue in the role for the coming year. • Proposed by PR. • Seconded by BJ. • JR was re-elected unanimously. Treasurer • SK has informed the Board that she will be standing down, but would continue in the role until a replacement could be found. PR requested that he be informed if a suitable candidate was identified. |
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| 11. | To elect members to the Trustee Board. • There were no nominations prior to the meeting. |
2[nd] Malvern Scout Group (Charity Number 1044413)
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Trustees Annual Report 2023 - 24
12. Group Scout Leader to announce their nominations for the Trustee Board. • BJ nominated MiW with regard to liaison with Mencap and maintenance at the HQ.
• DeB informed the meeting that this was incorrect procedure and that MiW must be elected to the role. (item 11).
• Proposed by BJ. • Seconded by PR. • MiW re-elected unanimously.
13. To formally record those Section Leaders who have opted to be members of the Trustee Board. The following Section Leaders agreed to join the Board: • Jean Allen • Ryan Heath • Rachel Smith • Andrew Mitchell – agreed by email prior to the meeting. • Luke Branfield agreed however DeB informed the meeting that this was incorrect procedure and that Luke must wait until his change of role from Assistant Scout Leader to Section Leader is confirmed.
14. To appoint an independent examiner of the accounts for the coming year. • Lorna Ellis has agreed to the position for the coming year.
15. Chair’s closing remarks. • PR gave his thanks to all Leaders who had attended the meeting for their hard work. He asked for this to be conveyed to those who were unable to attend. He pledged his support for any ongoing changes.
• MaW was thanked and presented with gifts on standing down as Scouter-in-Charge. She stated that she was pleased to hand over to BJ.
• DB presented a Scout Association award to PR. Steve Kitchener, Dylan Farrier and Andrew Mitchell were also in receipt but not at the meeting.
16. To close meeting. • The meeting closed at 7pm.
The above Trustees Annual Report was considered and accepted on behalf of the 2[nd] Malvern Scout Council at the Trustee Board meeting on the 26[th] June 2024 and signed to that effect by the above - Peter Reeve (Chair) and Ben Johnstone (Group Lead Volunteer).
2[nd] Malvern Scout Group (Charity Number 1044413)
Page 6 of 6
Trustees Annual Report 2023 - 24
2[nd] MALVERN GROUP SCOUT COUNCIL
Registered Charity Number: 1044413
Receipts and Payments Account
| Receipts and Payments Account | 2024 | Designated | |||||
|---|---|---|---|---|---|---|---|
| Year ended 31 March 2024 | General | Equipment | 2024 | 2023 | |||
| Fund | Fund | Total | Total | ||||
| Receipts-Income | £ | £ | £ | £ | |||
| Receipts | |||||||
| Subscriptions Non Gift-Aid | 0.00 | 0.00 | 0.00 | 0.00 | |||
| Subscriptions Non Gift Subscriptions with Gift-Aid (2023-2024) |
12,077.83 | 0.00 | 12,077.83 | 13,898.00 | |||
| Subscriptions with GiftAid (20232024) Hall Hire |
12,077.83 2,142.00 |
0.00 | 12,077.83 2,142.00 |
13,898.00 1,832.00 |
|||
| Pathway service charge | 2,142.00 10,200.00 |
0.00 | 2,142.00 10,200.00 |
1,832.00 10,250.00 |
|||
| Pathway service charge Sub Total |
10,200.00 24,419.83 |
0.00 | 10,200.00 24,419.83 |
10,250.00 25,980.00 |
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| 24,419.83 | 24,419.83 | 25,980.00 | |||||
| Interest Received (Cash Account) | 56.31 | 0.00 | 56.31 | 149.55 | |||
| Interest Received (Cash Account) Interest Received (Gold Account) |
344.58 | 0.00 | 344.58 | 0.00 | |||
| Interest Received (Gold Account) Gift Aid |
2,512.95 | 0.00 | 2,512.95 | 0.00 | |||
| Grants | 2,512.95 0.00 |
0.00 | 2,512.95 0.00 |
0.00 | |||
| Donations | 5.00 | 0.00 | 5.00 | 362.99 | |||
| Fund Raising | 785.22 | 0.00 | 785.22 | 968.50 | |||
| Fund Raising Camp and Activity Fees |
6,223.19 | 0.00 | 6,223.19 | 5,839.00 | |||
| Camp and Activity Fees Water |
6,223.19 57.73 |
0.00 | 6,223.19 57.73 |
5,839.00 0.00 |
|||
| Sub Total | 9,984.98 | 0.00 | 9,984.98 | 7,320.04 | |||
| Total | 9,984.98 34,404.81 |
0.00 | 9,984.98 34,404.81 |
7,320.04 33,300.04 |
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| 34,404.81 | 34,404.81 | 33,300.04 | |||||
| Outgoings- Pathway | |||||||
| Outgoings Pathway | |||||||
| Rent to MHDC | 250.00 | 0.00 | 250.00 | 250.00 | |||
| Insurance | 3,661.12 | 0.00 | 3,661.12 | 3,574.04 | |||
| Water | 3,661.12 878.13 |
0.00 | 3,661.12 878.13 |
3,574.04 408.98 |
|||
| Electricity | 5,160.79 | 0.00 | 5,160.79 | 2,024.34 | |||
| Electricity Gas |
5,160.79 1,861.52 |
0.00 | 5,160.79 1,861.52 |
2,024.34 2,961.16 |
|||
| Telephone and Broadband | 1,861.52 918.96 |
0.00 | 1,861.52 918.96 |
2,961.16 810.94 |
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| Telephone and Broadband Fire and Building Alarm |
522.00 | 0.00 | 522.00 | 91.20 | |||
| Fire and Building Alarm Safety or Service Inspections |
214.32 | 0.00 | 214.32 | 0.00 | |||
| Safety or Service Inspections Carpark Maintenance |
0.00 | 0.00 | 0.00 | 0.00 | |||
| Carpark Maintenance PRS, PPL & TV Licence |
330.64 | 0.00 | 330.64 | 1,532.12 | |||
| PRS, PPL & TV Licence Cleaner |
1,431.49 | 0.00 | 1,431.49 | 1,532.12 1,549.00 |
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| Consumables (stationary,cleaning materials & toilet rolls) | 1,431.49 139.26 |
0.00 | 1,431.49 139.26 |
1,549.00 306.56 |
|||
| Consumables (stationary,cleaning materials & toilet rolls) Building Maintenance (light bulbs, paint & repairs) |
1,783.02 | 0.00 | 1,783.02 | 370.26 | |||
| Building Maintenance (light bulbs, paint & repairs) External Maintenance (fuel for mower, tools, site repairs) |
1,783.02 661.49 |
0.00 | 1,783.02 661.49 |
18.06 | |||
| External Maintenance (fuel for mower, tools, site repairs) | 17,812.74 | 0.00 | 17,812.74 | 14,418.06 | |||
| 17,812.74 | 17,812.74 | 14,418.06 | |||||
| Outgoings - 2nd Malvern Scout Group Only | |||||||
| Go Cardless Fees | 737.78 | 0.00 | 737.78 | 763.05 | |||
| Subscriptions to Scout Association | 4,581.60 | 0.00 | 4,581.60 | 9,214.50 | |||
| Subscriptions to Scout Association Badges,Scarves & Uniforms |
4,581.60 247.60 |
0.00 | 4,581.60 247.60 |
9,214.50 961.83 |
|||
| Badges,Scarves & Uniforms Web Page, OSM & IT Fees |
288.68 | 0.00 | 288.68 | 286.06 | |||
| Web Page, OSM & IT Fees Leader Training |
0.00 | 0.00 | 0.00 | 0.00 | |||
| Leader Training Equipment Expenditure |
495.93 | 0.00 | 495.93 | 2,501.26 | |||
| Equipment Expenditure Donations |
5.00 | 0.00 | 5.00 | 2,501.26 0.00 |
|||
| Fundraising Expense | 138.13 | 0.00 | 138.13 | 912.91 | |||
| Fundraising Expense Camp and Activity Expenses |
10,729.12 | 0.00 | 10,729.12 | 5,600.58 | |||
| Camp and Activity Expenses Section Expenses ( requested section funds-running costs) |
10,729.12 386.96 |
0.00 | 10,729.12 386.96 |
5,600.58 2,036.85 |
|||
| Section Expenses ( requested section fundsrunning costs) | 16,873.02 | 0.00 | 16,873.02 | 2,036.85 22,277.04 |
|||
| 16,873.02 | 16,873.02 | 22,277.04 | |||||
| Total Payments ~~a~~ |
34,685.76 ~~a~~ |
~~a~~ | 0.00 | 34,685.76 | 36,695.10 | ||
| Total Payments ~~a~~ |
~~a~~ | ||||||
| 0.00 | |||||||
| Net Receipts / (Payments) for the Year | |||||||
| Balance b/fwd at 1 April 2023 | 42,848.49 | 0.00 | 42,848.49 | 46,243.55 | |||
| Balance b/fwd at 1 April 2023 | 42,848.49 | 42,848.49 | 46,243.55 | ||||
| Balance c/fwd at 31 March 2024 | 42,567.54 | 0.00 | 42,567.54 | 42,848.49 |
Page 1 of 3 2[nd] Malvern Scout Group (Charity Number 1044413)
Annual Accounts Report 2023 - 24
2[nd] MALVERN GROUP SCOUT COUNCIL
Registered Charity Number: 1044413
Receipts and Payments Account
| Assets Retained (Fixed Asset) Summary | Assets Retained (Fixed Asset) Summary | Assets Retained (Fixed Asset) Summary | ||
|---|---|---|---|---|
| HQ Building | ||||
| HQ Building Write Off over remainder of lease-22 years from 1 April 2009 |
||||
| 22 years from 1 April 2009 | 22 years from 1 April 2009 | |||
| Restricted | Unrestricted | Total | ||
| Cost | ||||
| 01 April 2023 | 211,336.07 | 34,080.00 | 245,416.07 | |
| 01 April 2023 Additions |
211,336.07 0.00 |
34,080.00 0.00 |
245,416.07 0.00 |
|
| 31 March 2024 | 211,336.07 | 34,080.00 | 245,416.07 | |
| Depreciation | ||||
| Depreciation 01 April 2023 |
134,349.29 | 21,687.00 | 156,036.29 | |
| 01 April 2023 Charge |
134,349.29 9,606.19 |
21,687.00 1,549.09 |
156,036.29 11,155.28 |
|
| Charge | 9,606.19 | 1,549.09 | 11,155.28 | |
| 31 March 2024 | 143,955.48 | 23,236.09 | 167,191.57 | |
| Written Down Value | 67,380.60 | 10,843.91 | 78,224.50 |
Page 2 of 3 2[nd] Malvern Scout Group (Charity Number 1044413)
Annual Accounts Report 2023 - 24
2[nd] MALVERN GROUP SCOUT COUNCIL
Registered Charity Number: 1044413
Receipts and Payments Account
----- Start of picture text -----
Statement of Assets & Liabilities
As at 31 March 2024
Cash And Bank Accounts £
CAF Gold Account 0009757 - Savings Account 16,056.15
CAF Cash Account 00032605 - Day to day Account 25,749.45
Bank Current Accounts, Sections
Scouts 71235036 0.00 Closed
Scouts (Lloyds - On Line) 82415768 761.94
Cash in hand, Sections and Group 0.00
42,567.54
Assets Retained for the Charity's Own Use
HQ Building at Written Down Value 78,224.50
120,792.04
Represented by:
Funds £
General Fund 42,567.54
Designated Equipment Fund 0.00
42,567.54
HQ Building Restricted Fund 67,380.60
HQ Building Unrestricted Fund 10,843.91
78,224.50
120,792.04
----- End of picture text -----
The above receipts and payments account and statement of assets and liabilities were The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 26th June 2024 and signed on their behalf by: approved by the Trustees on 26th June 2024 and signed on their behalf by:
2nd Malvern Group Treasurer ……………………………… ~~2nd~~ Malvern Group Treasurer .... mangevald ~~rr~~ Se neewreeaameree V. Steventon V. Steventon 2nd Ma ~~2nd~~ lve ~~Malvern~~ rn Group ~~Group~~ Chair ……………………………………. ~~Chair ......... \ at~~ Qipatbirrensacnnenearnenntn P.Ree P.Reeve ve
Page 3 of 3 2[nd] Malvern Scout Group (Charity Number 1044413)
Annual Accounts Report 2023 - 24
Independent examiner's report to the trustees of 2nd Malvern Group Scout Council nd I reporttothe trustees on my examination of the accounts of the 2 Malvern Scout Group forthe year ended 315r March 2024. Responsibilities and basis of report As the charitytrustees of the 2nd Malvern Scout Group you are responsibLe forthe preparation of the accounts in accordance with the requirements of the Charities Act 20111'the Act'}. I report in respect of my examination of the 2 Malvern Scout Group accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have tollowed all the applicable Directions given bythe Charity Commission under section 145(5)(bl of the Act Independent examiner's statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect the accounts to not accord to those records. I have no concerns and have come across no other matters in connection wtth the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. I provide mystatementwithoutacceptance of any responsibilitywhatsoeverand disclaim all liability to you. Any use you wish to make of the information is, therefore, entirely at your own risk. Signed: Name". Sarah Medcalf ACA Registered with the Institute of Chartered Accountsnts in England and Wales Membership No.: 4401682 Address- 19 Warren Close Churchdown Gloucester GL3 IJP Date: 21 June 2024