2023-03-31-accounts

Trustees' Annual Report

For the period

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From (start date) 0 1 0 4 2 2 to end date 3 1 0 3 2 3
Section A Reference and administration details
Charity name 1st Hexham Scout Group
Other names the charity is known by
Registered charity number (if any) 1 0 5 0 2 7 1
HQ registration number
Charity’s principal address Lookwide Centre
Maidens Walk
Hexham
Postcode N E 4 6 1 D R
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Names of the charity trustees who manage the charity

(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
	Chris Payne	Chair
	Emma Howitson-Morley	Treasurer
	Anna Vellinga-Oakes	Secretary
	Stuart Ford	GroupScout Leader
	David Hefferin	Committee Member
	David Newman	Committee Member
	Lee Chambers	Committee Member
	Wayne Allan	Committee Member

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 (3rd December 2018)

Section B	Structure, governance and management
Description of the charity’s trusts Additional governance issues (optional information but encouraged as best practice) 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'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. You may choose to include additional information, where relevant, about: (e.g. appointed by, elected by) The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association. The Group/District/Area/County (delete as appropriate) is a trust established under the rules of th Scout Association which are common to all Scouts and various amendments relating to the governance and management of the Lookwide Centre. The Constitution is available as a stand alone document. Trustee selection methods (e.g. trust, association, company) How the charity is constituted (e.g. trust deed, constitution) Type of governing document The Group is managed by the Group Executive Committee, 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 Committee consists of 3 independent representatives, Chair, Treasurer and Secretary together with the Group Scout Leader, individual section leaders (if opted to take on the responsibility), 2 GSL nominated members, and parent’s representation and meets every 2 months. Members of the Executive Committee complete_'Essential_ _Information for Executive Committee'_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.
	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/District/Area/County (delete as appropriate) is a trust established under the rules of th Scout Association which are common to all Scouts and various amendments relating to the governance and management of the Lookwide Centre. The Constitution is available as a stand alone document.
	The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association.
	The Group is managed by the Group Executive Committee, 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 Committee consists of 3 independent representatives, Chair, Treasurer and Secretary together with the Group Scout Leader, individual section leaders (if opted to take on the responsibility), 2 GSL nominated members, and parent’s representation and meets every 2 months. Members of the Executive Committee complete_'Essential_ _Information for Executive Committee'_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.

2 LT700001 (3rd December 2018)

Section B	Structure, governance and management (continued)
	Risk and Internal Control (Specimen 1) The Group Executive Committee 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 District Executive- Dilston Scout Hut, churches, community centre and other Scout Groups. 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 building rent. The Group is primarily reliant upon income from subscriptions and building rent. 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. Risk and Internal Control (Specimen 2) 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 (3rd December 2018)

Section C	Objectives and activities
Additional details of the objectives and activities (optional information but encouraged as best practice) Youmay chooseto include further statements, where relevant, about: • policy on grantmaking; • contribution made by volunteers; • policy on investments. Public benefit statement Summary of the objects of the charity set out in its governing document 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. We aim to give all young people in Hexham and surrounding areas the opportunity to take part in Scouting and learn our values through weekly programme, weekend activities and residential events including camps abroad. Summary of the main activities in relation to these objects The Trustee Board will consider hardship grants for costs of membership and activities and can advise on options available. Our objectives and activities are only possible through the hard work and dedication of our Trustee Board and Section Volunteers, this contribution cannot be underestimated, without it the group would not be able to exist. We have investments in a savings account to cover loss of income and to put towards replacement of the Group Minibus which is a vital item for the group. 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.	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.
	We aim to give all young people in Hexham and surrounding areas the opportunity to take part in Scouting and learn our values through weekly programme, weekend activities and residential events including camps abroad.
	The Trustee Board will consider hardship grants for costs of membership and activities and can advise on options available. Our objectives and activities are only possible through the hard work and dedication of our Trustee Board and Section Volunteers, this contribution cannot be underestimated, without it the group would not be able to exist. We have investments in a savings account to cover loss of income and to put towards replacement of the Group Minibus which is a vital item for the group.
	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 (3rd December 2018)

Section D	Achievements and performance
Summary of the main achievements of the charity during the year
	The Group had a very succesful camp in the Lech Valley in Austria in August 2022. The Scouts and Explorers attending got to take part in White Water rafting, 2 Mountain Coasters, Cable Car, High Ropes, Water Park, Swimming Pools as well as helping out in the kitchen with the cooking and chores (a most valuable experience!). Our Partner Explorer Scout Unit presented a Bronze Duke of Edinburgh Award and has currently got one group working on Bronze, One working on Silver and will look to start others on Bronze, Silver and Gold after the summer holidays. We have seen a number of Top Awards gained across the sections. We have been succesful in grants applications, saw the Kitchen refurbishment completed and works begin on making a safe space at the rear of the Lookwide Centre for all members and have recently completed our new Campfire Circle area "Heff's Hangout".

5 LT700001 (3rd December 2018)

Section E	Financial Review
Quantify and explain any designations Details of any funds materially in deficit (circumstances plus steps to eliminate) Brief statement of the charity’s policy on reserves	The Group held reserves of approximately £X against this at year end. This is above the level/below required for operating expenses. However this can be explained by .......... Reserves Policy The Group's 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 Executive Committee considers that the group should hold a sum equivalent to 6 months running costs, circa £10,000.

Further financial review details (optional information)

Youmay chooseto include additional information, where relevant, about: • the charity’s principal sources of funds (including any fundraising); • investment policy and objectives; • how expenditure has supported the key objectives of the charity;	The Group does not have sufficient 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 or building societies. The Group Executive regularly monitors the levels of bank balances and the interest rates received to ensure the group obtains maximum value and income from its banking arrangements. Occasionally this may involve using an account that requires a period of notice before funds may be withdrawn, before doing so the Group Executive considers the cash flow requirements. Investment Policy (Specimen 2) Investment Policy (Specimen 1) 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. The Group has therefore adopted a low risk strategy to the investment of its funds. All funds are held in cash using only mainstream banks or building societies or The Scout Association's Short Term Investment Service.
Section F	Other Optional Information

6 LT700001 (3rd December 2018)

Plans for future periods (details of any significant activities planned to achieve them)

We are currently planning for a trip abroad in 2024 and are looking to complete the work behind the Lookwide Centre in the coming months. We have been getting ideas from across the sections how we can make the space better for nature.

We are continually looking for new volunteers to help us provide activities for our youth members as well as to help out around the centre with maintenance etc. Anyone interested should speak to any of the Trustees or Section Volunteers.

~~eee~~ 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) ~~rs~~ Christopher Payne Position (eg Secretary, Chair) ~~|~~ Chair Date ~~LTT~~ 1 1 0 ~~TT~~ 7 2 ~~tT)~~ 3

7 LT700001 (3rd December 2018)

	2022-2023	2021-2022
Income
Activity Equipment	44.00	36.93
Bank Interest	29.34	2.50
Donation	1,486.33	2,910.00
Events	710.65	0.00
Events - Beavers	0.00	276.46
Events - Explorers	679.56	0.00
Events - Scouts	25,714.85	9,966.31
Fundraising	784.63	743.29
Gift Aid	0.00	237.62
Grants	2,011.00	17,460.00
Membership Fees	10,425.40	9,891.96
Projects	13,288.87	1,000.00
Rent	10,450.00	6,775.00
Training	0.00	573.07
Total Income	65,624.63	49,873.14
Expense
Activity Equipment	1,030.29	1,432.90
Admin	391.72	304.78
Badges	926.87	778.13
Bank Fees	2.97	0.00
Camping Equipment	1,213.29	0.00
Events	546.98	0.00
Events - Explorers	463.88	0.00
Events - Scouts	37,221.60	2,549.35
Fundraising	100.83	0.00
Grants	1,962.70	0.00
Insurance	927.88	803.81
Meetings - Beavers	53.87	154.25
Meetings - Cubs	0.00	63.45
Meetings - Explorers	63.75	0.00
Meetings - Scouts	220.76	521.61
Membership Costs	5,545.72	4,659.50
Minibus	2,146.27	1,407.01
Projects	26,712.65	18,086.67
Training	225.00	1,740.77
Uniform	0.00	133.96
Utilities	3,821.00	2,098.35
Venue Maintenance	2,637.03	1,941.87
Total Expenditure	86,215.06	36,676.41
Account balances
Troop Current Account	558.17	8,068.04
Group Current Account	5,164.63	11,437.92
Group Savings Account	9,949.69	17,209.61
Expense Account	385.71	0.00

Lookwide Explorers	66.94	0.00
Summary
Account balance brought forward	36,715.57	23,518.84
Total income	65,624.63	49,873.14
Total expenditure	86,215.06	36,676.41
Net income	-20,590.43	13,196.73
Account balance carried forward	16,125.14	36,715.57

LT700006- Independent Examinerf$ Reportto the Trustees IFebru3ry 20241 Independent examiner's report to the trustees of I" Hexham Scout Group Scout Council I report to the trustees on my examination of the accounts of the 1st Hexham Scout Group for the year ended 31" March 2023. Responsibilities and basis of report A5 the charity trustees of the I, Hexham Scout Group ytyJ are responsible for the p￿paratIOn of the accounts in accordance with the requirements of the Charitie5 Act 20111'the Act'l. I report in respect of my examination of the I" Hexham Scout Group accounts carried out Under section 145 of the 2011 Act and in carrying out my examination I have followed allthe applicable Dirertions given by the Charity Commission under Section 14515llbl of the Act Independent examiner's ststement 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 bolieve that in any m8.eriaL respect.. accounting records were not kept in respect of the I" Hexham Scout Group as required by section 130 of the Act.. or 2. the accounts do not accord with those records. I have no concerns and have come across no other matters in connection with the e¥amination to which attention Should be drawn in this rèport in order to enable a proper understanding of the accounts to be reached. Signed.. Name.. Relevant professional qualification or membership of professional bodies lif anyl.. C IM /ti i- 1 & 9 Address.. Date.. L51LI 7+