# **Trustees' Annual Report for the period** 

**Period start date Period end date** 

**From to 1 April 2020 31 March 2021** 

|Reference and administration details<br>**Charity name**1stChertsey Scout Group<br>~~a~~|Reference and administration details<br>**Charity name**1stChertsey Scout Group<br>~~a~~|Reference and administration details<br>**Charity name**1stChertsey Scout Group<br>~~a~~|Reference and administration details<br>**Charity name**1stChertsey Scout Group<br>~~a~~|Reference and administration details<br>**Charity name**1stChertsey Scout Group<br>~~a~~|
|---|---|---|---|---|
|**Other names charity is known by**<br>**Registered charity number**|**Other names charity is known by**Scout Association Registration No 5829<br>**Registered charity number**1055895<br>~~ee~~||||
|**Charity's principal address**<br>**Postcode**|**Charity's principal address**<br>**Postcode**<br>1stChertsey Scout HQ<br>Staines Lane<br>Chertsey, Surrey<br>KT16 8PS<br>~~<a~~||||
|**Names of the charity trustees who manage the charity**|||||
|**Trustee name**||**Office (if any)**|**Dates acted if not**<br>**for whole year**|**Name of person (or**<br>**body) entitled to**<br>**appoint trustee (ifany)**|
|1Mr David Moore||Group Scout Leader|||
|2Mrs Susan Keane||Treasurer|||
|3Mr Stephen Wasley||Cub Leader (Hunters)|||
|4Mrs Louise Athersuch||Cub Leader (Dons)|||
|5Mrs Katy Valiant||Beaver Leader (Abbey)|||
|6Mr Tim Cane||Scout Leader|||
|7Mrs Yvonne Barnes||Committee Member|||
|8Mr Peter Austin||Committee Member|||
|9Mr Steve Valiant||Cub Leader|||
|10Dr Toby Athersuch||Group Chairman|||
|11Mrs Alexandra Schofield||Beaver Leader (Bourne)|||
|12Mrs Judy Bowden-Black||Secretary|||
|13Dr Brian Perry BEM||Fundraising Lead|||



## **Names and addresses of advisers (Optional information)** 

**Type of advisor Name                  Address** 

1 



**Structure, governance and management** 

## **Description of the charity’s trusts** 

The Group’s governing documents are those of The Scout Association. Type of governing document They consist of a Royal Charter, which in turn gives authority to the Bye (eg. trust deed, constitution) Laws of the Association and The Policy, Organisation and Rules of The Scout Association. 

The Group is a trust established under its rules that are common to all How the charity is constituted Scout Groups. (eg. trust, association, company) 

The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association. 

Trustee selection methods 

(eg. appointed by, elected by) 

## **Additional governance issues (Optional information)** 

You **may choose** to include additional information, where relevant, about: 

- Policies and procedures adopted for the induction and training of trustees. 

- The charity’s organisational structure and any wider network with which the charity works. 

- Relationship with any related parties. 

- Trustees’ consideration of major risks and the system and procedures to manage them. 

The Group is managed by the Group Executive Committee, the members of which are the ‘Charity Trustees’ of the Scout Group, an educational charity. As charity trustees they are responsible for complying with legislation applicable to charities. 

The Committee consists of Chair, Treasurer and Secretary together with the Group Scout Leader, individual Section Leaders (with their specific agreement) and parents' and friends’ representation; the Group Executive Committee meets every month. This Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of the appointment 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 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: 

Injury to leaders, helpers, supporters and members. The Group through the capitation fees contributes to the Scout Association’s national accident insurance policy and the Surrey Scouts’ policy, and separate insurance is in place for non-uniformed helpers. Risk Assessments are undertaken before all activities. 

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. 

The Group has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss; these include two signatories for all payments. 

2 



## **Objectives and activities** 

The objectives of the Group are as a unit of the Scout Association. The Aim of The Scout Association is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potentials, as individuals, as responsible citizens and as members of their local national and international communities. The method of achieving **Summary of the objects of the** the Aim of the Association is by providing an enjoyable and attractive **charity set out in its** scheme of progressive training, based on the Scout Promise and Law **governing document** and guided by adult leadership. Subscriptions are charged for membership to cover the running costs of the Group and these do not unduly restrict membership.  The Group follows the principle that no one should be excluded because of their inability to pay membership subscriptions. Sections have been following the Scouting training programme and have **Summary of the main activities** supported various District and County-led activities. 

**Summary of the main activities** supported various District and County-led activities. **in relation to these objects** The Group meets the Charity Commission’s public benefit criteria under **Public benefit statement** both the advancement of education and the advancement of citizenship or community development headings. 

## **Additional details of objectives and activities (Optional information)** 

You **may choose** to include The Group has two Beaver Scout Colonies (6-8 years old), two Cub further statements, where Scout Packs (8-10½ years) and a Scout Troop (10½-14 years).  The total relevant, about: membership of the Group remains over 120 as per previous years. All waiting lists are full.  As above, subscription rates have been maintained • Policy on grant making at a low level to ensure accessibility to the Group is not restricted on • Policy  programme related financial grounds. investment All the adults involved are volunteers without whom the Group could not • Contribution made by   Contribution made by function. 

- Contribution made by   Contribution made by Volunteers 

3 



## Achievements and performance 

The end of the previous reporting period aligned the widespread **Summary of the main** emergence of SARS-CoV-2, and all activities inside and outside of **achievements of the charity** Scouting dominated by the COVID-19 pandemic for the entire year. **during the year** The new HQ facility – completed in 2019 – has unfortunately remained largely unused for its intended purpose; the need and desire to adhere to the guidance from TSA (COVID Code), NYA, UK Government to protect the health of members, and the wider public has been top priority. Indoor meetings have not been possible, and logistical arrangements for other meetings complex.  The Group has implemented and regularly updated the relevant risk assessments, training, hygiene measures, along with lowering group sizes, adherence to social distancing guidance, and appropriate adjustments made for those with an elevated COVID-19 risk. Despite these limitations, provision of Scouting opportunities by the Group has not stopped; the overall programme available to young people was adapted to accommodate the ‘traffic light’ system implemented by NYA, with considerable use of online platforms (e.g. Zoom) to facilitate remote-yet-joint activities. Leaders in the Group have made phenomenal efforts to provide high-quality experiences, which have included weekly Section meetings (Beavers / Cubs / Scouts) as well as participation in UK-wide Scouting initiatives such as ‘#CampAtHome’. Feedback from members has been overwhelmingly positive and has often cited the dedication of all those at 1[st] Chertsey Scout Group. The Executive Committee, chaired by Toby Athersuch has met as needed to oversee Group governance issues, and review the various adjustments required to deliver Scouting during the COVID-19 pandemic. Judy Bowden-Black remains as Group Secretary, and Sue Keane as Treasurer. David Moore remains Group Scout Leader. Subscription fees (covering capitation fees and supporting programme delivery) were reviewed by the Executive Committee and maintained at £12 per month across the Group during the period; those unable to meet these fees on account of COVID-19 (e.g. furlough, job loss) or other reasons (hardship) were addressed individually by the Leaders.  Group finances benefitted from COVID-19 pandemic related local grants/relief (RBC, HYSA), and the outstanding balance of a £40000 loan from Runnymede District Scouts remains on favourable repayment terms on account of suppressed interest rates. 

As during the last reporting period, the Group website and Facebook page continue to detail Group activities, and as Scouting returns to ‘the new normal’ will provide the Group with a platform for interaction with stakeholders and for fundraising. 

## **Financial review** 

The Group’s policy on reserves is to hold sufficient resources to continue **Brief statement of the** the charitable activities of the Group should income and fundraising **charity’s policy on reserves** activities fall short. The Group Executive Committee considers that the Group should hold a sum equivalent to £10,000-£20,000. **Details of any funds materially** None. **in deficit** 

4 



## **Further financial review details (Optional information)** 

You **may choose** to include additional information, where relevant about: 

- The charity’s principal sources of funds (including any fundraising). 

- How expenditure has supported the key objectives of the charity. 

- Investment policy and objectives including any ethical investment policy adopted. 

The Group’s Income & 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, Charities Official Investment Funds or The Scout Association’s Short Term Investment Service. 

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. 

## **Other optional information** ~~i~~ 

## ~~|~~ **Declaration** ~~ee~~ **The trustees declare that they have approved the trustees’ report above.** 

**Signed on behalf of the charity’s trustees** 

> **Signatures** ~~a~~ 

> **Full Names** ~~pO~~ Toby James Athersuch 

> **Position** ~~pO~~ Group Chairman 

> **Date** ~~—————pt~~ 03/09/2021 

5 



1st Chertsey Scout Group
Receipts and Payments Account
For the
year from
01.Apr-20
31-Mar-21
Receipts and payments
2020121
2020121
2020121
2019120
Unre¥tricted
fvnds
Restrlet•d
funds
Total funds
Total funds
Recelpts
Donatlons lega¢les and slrnllar Income
M8mber5hip Sub￿riptIOnS
15,0gB
15.098
17,791
Less'.MBtnLE15hip subscriptions paid on Ilhlationallcounty￿l$iriet)
hfel membetsttip 5ubs¢xiptions r￿ained
Donabon8 and grants
l￿Jac12S
6,380
6.380
S,930
8,718
8,718
11,661
21,789
21,789
GiflAid tax
7,553
7,553
7,559
oihersimilsrincoffle
10D
Sub lotal
36.060
38.1)BO
86.46
Youth programmè and activltles
Group
B$aver *oui Seciio
8,240
258
2,184
Cub SCo￿t Secbon
715
715
Swut SeC￿On
7,277
1,089
q,089
5,631
Sub total
2￿62
2.062
21.332
Fundraislng Igrossl
Total
1.792
1.792
Uniform $81es
24.11f
45
Sub total
1.837
1,837
InvBstrnent Incom8
24,111
Barl< inieresl
Building Society Interest
The ScoulA$sociation Shc11 Term Inv$sknent COIF intEres1
Property Rent Income
Oth$r investment In¢(the
Sub totsl
Totsl Gross Incon7e
41,959
41,959
11t.90B
Assèt and investment salès, etc.
Total rec¢lpts
41.959
41,9S9
111,908
1 LT700W2

1st Chertsey Scout Group
Receipts and Payments Account
For th8
year from
0110412020
3110312021
Receipts and payments
2020121
2020121
2020121
201 9120
Unrfy¥trkted
funds
RÈ#trlctod
furtds
Totsl funds
Totsl funds
Payments
harftable Paymonts
Youth proyratrimeand activiltes
4,024
4.024
17,253
Adull Swwtand Iraining
Renl
450
Water and Sowe
450
Eleclncity Ènd Gas
497
680
sur8nce
1,7BJ
Repsjrs and Renew¥l$
939
939
861
224
Maleri&ls and equipTnenl
Prinbng Bnd phoiocotying
Oonaiions
224
3,073
1,734
220
1,514
Uniftrfflsand bB(*6$
AGM andtrustee &xpBnses
Miniknjs Expa
110
35
1,536
1,536
2,441
156
156
157
OtherExps
280
1.244
TélephorE & 810gdb8n
250
250
596
424
424
Sub total
175
9,773
1.814
Fundraislng expenses
rotsl
11,287
28.68S
1,176
Intsiest e
1,176
8,038
489
459
789
Sub total
1,635
1,635
8,827
Total Gross Expenditure
11,40B
1,514
%2,922
2T,492
Asset and Invgstment purchases, ete.
2,740
2.740
123,189
Total payments
14,148
1,514
15,662
f60,687
Net of recoipts/(paymentsJ
Cash funds last year end
27,81 I
4.333
1.514
26.297
14,333
46.773
10,000
Cash funds this year end
63,106
32.144
8,486
410.630
14,333
2 LT700002

Statement of assets and liabilities at the end of the year
2020121
2020121
2020121
2019120
Unrestrlcted
funds
Restricted
funds
Total funds
Total fund$
Cash ftJnd$
Bank current attounl
61,464
B,486
69,550
48,150
ank deposit
489
Building sorjety account
The SNUI Ats5(KIab￿ Shart Term Inve$lni8nt s&v1￿￿C01F
Ca$hlFloals
191
694
Total cash funds
82,144
Other monetary assets
T¥xclaim
Oebts due 10 GfOUP
surance clai
Sub total
Investment assets
Inve51rneni property- detail
Ouoted investments
Oth¢r investsnenis- datail
Sub total
Non monetary assots for charlty's own u8e Iba515 of
valuation
Badge 61ock lestim8ted value)
Shop stock
2tx)
20Q
0￿erstO¢k
L8nd and buildings linsuBnce Y￿U￿bOTh)
mottyv8hic￿$I2nd hand v¥lu&i
sco￿1￿9 trquipmenl, furniluFe ei¢ (insuran￿ Valuab"(￿)
0th6r
361,340
361.340
2B2,400
10,000
10,000
34196
34,196
33,200
Sub total
405,736
405,738
Liabllltiès
Acwun15 not yet pa
32S,?00
Expenses In￿rred bul not Invoice
Subscriptions fttsi yel pad
Lo8n Irom RDS
30,01
Oth8rliatylits"e8
35,00
Sub total
30,0
30.aOO
3S.000
Contingent liablliti9s and future obllgations
The above reeèipts and payments account and statement of assets and Ilabilltles were
approved by the Tmstges onl Aug 2021 and signed on thelr behalf by
nature
Print Name
Toby Alh&rsu¢h Chairman
Susan Treasurer
3 LT700002

## **Independent Examiner's Report to the Trustees of 1[st] Chertsey Scout Group** 

I report on the accounts of the Group for the year ended 31[st] March 2021. 

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 charity’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 charity and the charity’s trustees for my examination work. 

## **Respective responsibilities of Trustees and Examiner** 

The Group’s trustees are responsible for the preparation of the accounts. They consider that an audit is not required for this year (under Section 144 (2) of the Charities Act 2011 (the 2011 Act)) and that an independent examination is needed. 

It is my responsibility to: 

- Examine the accounts (under Section 145 of the 2011 Act); 

- To follow the procedures laid down in the General Directions given by the Charity Commissioners (under Section 145 (5) (b) of the 2011 Act; and 

- To state whether particular matters have come to my attention. 

## **Basis of 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 Group and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and 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 audit opinion on the view given by the accounts. 

## **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 2011 Act; and 

- ⚫  to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 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. 

## **REBECCA A. RUFFETT F.C.C.A 20/09/21**