# **1st Bungay (School) Sea Scout Group** # **ANNUAL REPORT & ACCOUNTS 2024** ## **ANNUAL GENERAL MEETING** Friday 13th September 2024 at 8 pm ## to be held at The boathouse, The Staithe, Bungay Suffolk ## **AGENDA** ||||**See Page**| |---|---|---|---| |**1.**|**Welcome and Safety**||| |**2.**|**Apologies for absence**||| |**3.**|**Governance topics**||| ||**a.**|**To approve the Minutes of the A.G.M. held on 8/09/2023**|**3-5**| ||**b.**|**Adopt the model constitution from Policy, Organisation and Rules**|**12**| ||**c.**|**Note the Group’s financial year (1st April 2024 to 31st March 2025)**|| ||**d**|**Approve appointed and community members of the Group’s Scout Council**|| ||**e.**|**Agree the number of members that may be appointed to the Trustee Board**|| ||**f.**|**Agree the quorum for future meetings of the Group’s Scout Council**|| |**4.**|**Review of the previous year**
||**11**| ||**a.**|**The Group Lead Volunteer’s review of Scouts in the Bungay Scout Group**|| ||**b.**|**Receive and consider the Annual Report of the Group Trustee Board,**|| |||**including the annual Statement of the Accounts**
|**6-10**| |**5.**|**Making appointments**||| ||**a.**|**Appoint the Group’s Chair, following recommendation from the**|**open**| |||**selection process initiated by the Group Trustee Board**|| ||**b.**|**Appoint the Group Treasurer (as above)**|| ||**c.**|**Appoint members of the Group Trustee Board (as above)**|| ||**d**|**Appoint the Auditor**|| |**6.**|**Presentations**||| |**7.**|**Closing remarks**||| **1st Bungay (School) Sea Scout Group** ## **Minutes of the Annual General Meeting held on 8th September 2023** **Welcome:** David Balls (Waveney District Chairman) opened the meeting. **Present:** David Balls, Anne Pritchard, Hilary Prior, Adam Yates, Luke Ramm, Lucy Seary, Andy Garner, Susan Black, Chris Rickards, Andy Symonds, Amanda Heggarty, Lyndon Bertram, Georgina Hirst, Rebekah Allen, Peter Jermy, Gary Fenn, Graham Pritchard **Non-leaders/helpers:** Paul Seary, Owen Seary, Simon Wren, Alex Beveridge, Alaina Ratcliffe, Nigel Ratcliffe, David Smith, Peter Edwards, Rosie Symonds **Apologies:** Robert Cator, Mike Walker, Steve Denton, Jackie Ball **Minutes:** The Minutes of the previous Annual General Meeting held on Monday 3rd November 2022 were read, agreed and signed as a true record. **Matters arising:** There were no matters arising. **Chairman’s Report:** As printed and there was nothing further to add. **Financial & Treasurer’s Report:** The accounts were formally adopted and agreed unanimously. **Secretary’s Report:** Included in the treasurer’s/chairman’s report. **GSL’s Report:** Included in the chairman’s report. **Section reports:** As previously printed. **Nomination of Officers** David took the Chair in place of Hilary Prior (DC) Adam Yates was elected as Treasurer. Anne Pritchard was elected as Secretary. **Trustees:** Previous Trustees were asked if they were willing to continue, all agreed. **Appointment of Scrutineer:** Ms Lesley Alexander has agreed to act as Scrutineer for next year and was duly elected. **District Commissioner’s Closing Remarks:** Hilary thanked everyone for all their hard work. **Presentations:** None. **AOB:** David Smith wished to thank all leaders and the group for their hard work which was much appreciated. Date of the next Annual General Meeting: TBA at the Boathouse, The Staithe, Bungay. Group Volunteer Lead Date 13th September 2024 3 ## **1st Bungay (School) Sea Scout Group Trustees' Annual Report and Accounts for the year ended 31st March 2024** TRUSTEES: _ex-officio_ Group Chairman Hilary Prior (ADC) Group Treasurer Adam Yates Group Secretary Anne Pritchard Group Scout Leader Hilary Prior (ADC) Scout Team Leader Luke Ramm Cub Team Leader Robert Cater Beaver Team Leader Andy Symonds TRUSTEES: _elected_ S Black G Pritchard Peter Jermy Mike Walker Andy Garner Amanda Hegerty David Balls Gary Fenn _Nominated/Co-opted_ Simon Wren Alex Beveridge ## **Structure, governance and management** The Group's governing documents are those of 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 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. 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, Chairman, Treasurer and Secretary together with elected and co-opted/nominated trustees, and meets monthly. 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 Section Leaders 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 Administrator and Advisors other than those who are elected. ## **Risk and Internal Control** 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. 4 ## **FINANCIAL REPORT** ## **Objectives and activities** ## **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. 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. ## **Reserves Policy** The Groups' policy on reserves is to hold sufficient resources to continue the charitable activities of the Group should income and fundraising activities fall short. ## **BANKERS** HSBC 3 Newmarket, Beccles NR35 1LL Lloyds Bank PLC Market Place Beccles ## **CHARITY NUMBER:** 1073136 **REPORT COMPILED BY:** Adam Yates, 33a Hillside Road, East, Bungay, Suffolk ## **TREASURER’S REPORT** 5 ## **for the year ended 31st March 2024** As with everyone we too have been affected by the cost-of-living increase. Having said that we managed this year with a lower deficit than last (outside of restricted funds), in part due to generous donations and fund raising. We succeeded in securing several grants this year to upgrade our facilities, replace canoes and help with summer camp. Organising for NorJam 2025 has started and payment plans and deposits have been set up to spread the cost over the calendar year, so are therefore across two financial years. Towards the end of the year, we were very fortunate to be donated £50,000 by Peter Hinsley on his unfortunate passing. This is a restricted fund and has been put into saving accounts, the interest to be used for future income. The next year will see more financial obstacles, having seen more price rises and census charge increases. To cover this, I’m recommending an increase in the subs payments. This will also bring us more in line with other groups in the area. Finaly thank you to Jonny van Dijk for auditing our financials. Adam Yates Group Treasurer ## **CHAIRMAN’S REPORT** The group continues to thrive despite the difficult post pandemic economic conditions. All sections are currently at capacity with long waiting lists. A true testament to the strong and dedicated leadership team that continue to go above and beyond each week to deliver a programme to the local youngsters. Beavers struggled throughout with the lack of leadership support for Andy however he now has Callum on a weekly basis to be able to continue to grow. This year saw activity days taking place at Eaton Vale, Flixton Aviation Museum and Gravity. A joint camp in August 2023 at Herringfleet was a fantastic experience for Scouts and Cubs, giving the Scouts the responsibility of being role models for the cubs. The year also marked the return of the group’s fireworks, which despite being delayed a week due to the perils of the river was fabulous success, both for the group and the local community. Thanks to the diligent security of community funds the group has managed in these testing times to keep subs low, however with inflation vastly increasing our costs 2023/24 sees the group expenses much higher than income. Unfortunately it will be the same story for 2024/25. Thanks to Adam securing various grants this is not as drastic as it could have been. This along with the increase in capitation for next year has led to the necessary decision to increase subs for next year to 11 months at £12 per month. This will bring us in line with the methods and higher subs of the rest of the district. Finally, a big thank you to all at Bungay for your support and welcoming into the role of Group Lead Volunteer. Amanda Hegarty Group Lead Volunteer ## **SECRETARY’S REPORT** 11 Included in Treasurer’s/Chairman’s report ## **CONSTITUTION** The 1st Bungay (School) Sea Scout Group constitution follows the Scout Association’s Policy, Organisation and Rules (POR). The constitution can be found on the Scout Association web site (scouts.org.uk/POR) in section 5. See Rule 5.4 sub sections 5.4.1 – 5.4.9. 12 **Registered Charity Number: 1073136** ## **REPORT OF THE TRUSTEES AND UNAUDITED FINANCIAL STATEMENTS** ## **FOR THE YEAR ENDED 31 MARCH 2024** ## **FOR** **FIRST BUNGAY ( SCHOOL ) SEA SCOUT GROUP** ## **INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF FIRST BUNGAY ( SCHOOL ) SEA SCOUT GROUP Charity Number: 1073136** I report on the accounts of the First Bungay (School) Sea Scout Group for the year to 31 March 2024 which are set out on pages 2 and 3. ## **Responsibilities and basis of report** The Charity's trustees are responsible for the preparation of the accounts. The Charity's trustees 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 procedure laid down in the general Directions given by the Charity Commission under section 145(5)(b) of the Charities Act - to state whether particular matters have come to my attention My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity 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 no opinion is given as to whether the accounts present a "true and fair view" and the 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 which gives me cause to believe that, in any material respect: - the accounting records were not kept in accordance with section 130 of the Charities Act; or - the accounts did not accord with the accounting records; or - the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a "true and fair" view which is not a matter considered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. J van Dijk FMAAT van Dijk Accountants Limited 11 Trinity Street Bungay Suffolk NR35 1EH 13 August 2024 1 **FIRST BUNGAY ( SCHOOL ) SEA SCOUT GROUP Charity Number: 1073136** ## **RECEIPTS AND PAYMENTS ACCOUNT For the year to 31 March 2024** |**Receipts**
Events
Membership fees
Donations
Fundraising
Interest received
Total Receipts
**Payments**
Activities
Badges
Camping equipment
Event expenses
Meeting expenses
Membership costs
Admin
Room hire
Utilities
Boathouse maintenance
Bank charges
Accountancy fee
Scouting equipment
Total Payments
**Surplus/(deficit) for the year**|**£**
**£**
**£**
**Unrestricted**
**Restricted**
**Total funds**
3,485
3,485
6,196
6,196
6,097
50,000
56,097
2,414
2,414
64
64
18,256
50,000
68,256
1,507
1,507
560
560
95
95
5,618
5,618
703
703
2,842
2,842
3,673
3,673
550
550
1,623
1,623
862
862
60
60
-
-
3,207
112
3,319
21,300
112
21,412
(3,044)
49,888
46,844
**2024**|**2023**
**£**
**Last year**
2,706
4,525
1,078
62
-
8,371
5,370
-
2,733
-
-
2,688
1,663
1,374
1,024
296
72
100
-
15,320
(6,949)| |---|---|---| 2 **FIRST BUNGAY ( SCHOOL ) SEA SCOUT GROUP Charity Number: 1073136** ## **CASH FUNDS At 31 March 2024** |**Cash funds**
Lloyds Account
Lloyds Account Instant savers
HSBC Account
Stripe
Lloyds Account Fixed term
Cash in hand
**Balance carried forward**
**Movement During Year**
HSBC Account
Lloyds Account
Lloyds Account Instant savers
Stripe
Lloyds Account Fixed term
Cash in hand
**Net Movement**
**Summary movement**
Cash b/f
Net movement in year
Cash c/f|**£**
**£**
**£**
**Unrestricted**
**Restricted**
**Total funds**
2,234
10,638
12,872
13,064
13,064
-
-
1,120
1,120
40,000
40,000
-
-
16,418
50,638
67,056
**Unrestricted**
**Restricted**
**Total funds**
(20,054)
(20,054)
2,984
9,888
12,872
13,064
13,064
1,120
1,120
40,000
40,000
(158)
(158)
(3044)
49,888
46,844
**Cash funds**
20,212
46,844
67,056
**2024**|**2023**
**£**
**Last year**
-
-
20,054
-
-
158
20,212
**Last year**
(6,786)
-
-
-
-
(163)
(6,949)| |---|---|---| 3 **FIRST BUNGAY ( SCHOOL ) SEA SCOUT GROUP Charity Number: 1073136** ## **STATEMENT OF NON CASH ASSETS AND LIABILITIES At 31 March 2024** |**£**
**£**
**£**
**Closing Assets and liabilities**
**Unrestricted**
**Restricted**
**Total funds**
Scouting equipment
5,665
5,665
Additions
3,319
3,319
Boathouse improvements
**Note 1**
35,398
35,398
Stock
**Note 2**
675
675
Accruals
**Note 3**
(420)
(420)
**Balance carried forward**
44,637
-
44,637
**Restricted funds**
**Total funds**
Canoe training and equipment
638
Equipment and building maintenance
50,000
50,638
**2024**|**2023**
**£**
**Last year**
5,665
-
36,904
675
-
43,244
**Last year**
750
750| |---|---| ## **Note 1 Boathouse improvements** Boathouse improvements are being depreciated over the life of the lease which expires in 2048 and amounts to £1,506 per year. ## **Note 2 Stock** Stock represents badges, scarves etc at cost. ## **Note 3 Accruals** Accruals reflects the annual accountancy charge for independent review The financial statements were approved by the trustees and signed on its behalf by: A Yates Treasurer 13 August 2024 5 September 2024 4