Oocusiqn Én¥*Pope ID". ￿79Eo1A.g7Ce4E&￿8l￿?F￿3cs0s2jA Reglstered number: 06564642 Charity number.. 1124840 SCIENTIFIC COMMITTEE ON ANTARCTIC RESEARCH (A Company Limited by Guarantee) TRUSTEES. REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2023 .￿￿1929¥ 2024 COMPANIES HOUSE #13 DocJJsiw ErN?kn￿ ID." 2A78E01￿87l￿EGu4G1-1FSC3c5￿IA SCIENTIFIC COMMITTEE ON ANTARCTIC RESEARCH (A Company Limited by Guarantee) CONTENTS Page Reference and Administrative Details of the Company. its Tntstees and Advisers Trustees. Report 2-12 Independent Atsditorg. Report on the Financial Statements 13-16 Statement of Financlal Actl¥lfjes 17 Balan¢e Sheet 18 Statement of Cash Flows 19 Notes to the Financlal Statements 20-35 Oocvsvjn Èn¥elope10" 2A79E01A.97LB4E6A446A-1F5C3C50521A SCIENTIFIC COMMIThEE ON ANTARCTIC RESEARCH IA Company Limited by Guarantee) REFERENCE AND ADMINISTRATIVE DETAILS OF THE COMPANY. ITS TRUSTEES AND ADVISERS FOR THE YEAR ENOEO 31 DECEMBER 2023 Trustees Prof J Simoes Mr T Nakamura (appointed 28 August 2024) Dr Y Kim, P￿SIdent Prof D Karentz Dr M Leppe Cartes Dr 8 Ozsoy Company registered number [￿564642 Charlty registered number 1124840 RegiSter•d office Scott Pdaf Research Instrtute Lensf*ld Ro& Cambridge C82 1ER Company secretsry Dr E¢>jh￿ Griffin Chief executive officer Dr Chandrika Nath Independent auditors Peters E￿lOrthY & Moore Chartered Accounlanls Salisbury House Station Road Cambridge CB12LA Bankers HSBC Cambridge Cambridgeshire CB2 3BZ Investment Managers Ralhbone Investment Marbagemenl Lwnrted 8 Finsbury Circus London EC2M 7AZ Page 1 DouJ5vJn Enwlcpe ID." 2A79EOlA-97(￿4E6A44&4-lF￿￿5[IS21A SCIENTIFIC COMMIThEE ON ANTARCTIC RESEARCH {A Company Lwnited by Guarantee) TRUSTEES. REPORT FOR THE YEAR ENDED 31 DECEMBER 2023 The Trustees present their annual report tcgether wilh the audrted financial statements ol the company for the 1 Janu8ry 2023 10 31 December 2023. The Annual Report serves the purposes of both 8 Trustees, report and a directors, report under company law. The Trustees confirm that the Annual Report anLI financial statements of the Chantab￿ company comply Y￿h the current sLitulory requirements, the requirements of the chari18b companW5 goveming docurr￿n1 and the prov¢sions of the Statement of Recommended PraCt￿e ISORPI applicab￿ to charitses Pfeparing their accounts in acCOrdar￿ wrth the Financial Reporting Standard applicable in the UK and Republic of I￿￿9nd (FRS1021 leff￿l￿e 1 January 20191. Since the corryany qualrfies as Small under section 382 of the Companies Act 2C*)6. the Strategic Report required of medium and large companies under the Compan*s Act 2fyJ6 IStralegi¢ Report and Directors. R8POrtI Regulations 2013 has been omitted. OWECTIVES A140 ACTIVITIES . POLICIES AND 0￿ECTIVEs The Trustee5 have considered the charitys benefft to the public. The Iwstees confim? that they have paid due regard lo the Charity Commission guidance on public benefft when reviewng Ihe chanty'5 aims and objectives as detailed bel(Y4V and in planning future aclivrties. The charity has tsvo main ct•jectNes'. 11 To ajVan￿ and promote ￿lentifiC knovledge, understsrtdirvJ and ed￿tsOn on any aspeet of the Antsrctic region. on the role of the Antsrcb¢ region in the Earth system, and on the effect of gk&al change on the Anlar¢tic region., and 21 To inf(iale, facilitate, co-ordinate and encourage inlemational SC￿ntIr￿ research activty in the Antarclic region, on the role of the Antarctic region in the Earth System, and on the effect of global chaThJe on the Antarctic reghJn. In addrtion the Charity may further the Objects in particuLar but not exclusNety by: lal providing objective and independent saenlific advi￿ to the Parties to the Antarctic Treaty and other organisalions on issues of science and conservatK)n affecting the management of the Antarctic region and the Southern Ocean". Ib) fxilitating free and unresthcted access to scientthc d*a and infonTth"on Tegarding the Antarctic region.. Icl developing scienlrf¢ capacity in the Members of the Charty and Y￿n9 scientists, and to promote the incorporat￿n of Antarcti¢ science in edu¢atv)n al all levels, and Id) communicating scientifK infonnation the AntarctK re9￿￿ to the publK. In setting ofy'ectives and planning for adIvrt￿. the Trustees have given due consideratH)n to general guidance published by the Charty CommLssKJn rekling to publ￿ benefft, including the guidan¢e 'PUbl￿ benefit.. runrbing a charty IP82)' Page 2 Docuslgn Ènb%b)pe ID.. 2APX01A-970&4E&A446A.1FSC3C5f)521A SCIENTIFIC COMPAIThEE ON ANTARCTIC RESEARCH (A Company Limiled by Guarantee) TRUSTEES. REPORT {CONTINUEDI FOR THE YEAR ENDED 31 DECEMBER 2023 OBJECTIVES AND ACTIVITIES (CONTINUEO) b. STRATEGIES AND ACTIVITIES FOR ACHIEVING 08JECTIVES Across 2021 and 2022. SCAR devekped a new Strategic Plan for 2023-2028, lrtled 'Urgent Me5sèges from the South". Antarctic and Southem Ocean Scienee and Polic￿. A near-final version was presented lo the 2022 SCAR Delegates Meeting in Goa, lftdia. rn September 2022, arKI a small Delegate commrttee was t85ked with finalising Ihe Plan. The final version was circulated to all Delegates on January 5th 2023. The new strategy focuses on the climate erisis and the role of SCAR as the leading $c￿nt￿lC organisation on Antarcl￿a. Concurrenlty, SCAR will continue leading. supporting, and encouraging a broaj range of Antarctic and Southem Ocean sc¢ence and research. SCAR strives to establish ils pre5ertce as a forward-k#)king intemalffial scientific organisalion by upholding value$ common lo all member5 and the wider scientific communrty, including the principles of equality. diversrty, and inclusion IEDI). SCAR also commits lo reducing rts Ca￿On footprint in all activrt*s and CC￿perating with rts partners lo minimise enwronmenlal im￿$ on Antarctica and the Southern Ocean. SCAR has in recent years focused its soentffic efforts on its Scientific Research Programmes ISRPS) addressing major tOPiCAI issues of the day. ea¢h of which has a lrfe of 8 years. Three new SRPS were 8pproved in 2020 and.began aclmties in earty 2021". Integrated Science to Inform Antarctic and Southern Ocean Conservation IAnt4CONI will answer fundamental scÈnee questions las identffied by the SCAR Horizon Scan) re￿lIng to the conservalK)n and managemenl of Anlarctta and the SoLrthem o￿an and fc¢us on research to drive and inform inlemational decision-making and policy change_ INStabilities and Thresholds in Antarctica {INSTANT) will •Jdress the first-order question about Antarctica's contribution lo sea level. 11 aims lo quanify the Antarctic ice she￿'S contribution lo past and future gl¢)bal sea-level Change by en￿mPaSSIng geoscience. physical and biological sciences. Near-terrn Variability and Prediction of the Antarctic Climate Syslem (Antclimnowl wll inveslfvJ*e the prediction of near-lerrn condrtions In the Antarctic climate system on timesca￿ of years lo muttiple decades. Taking an integrated approach, rt ￿11 cOns￿er the Antarct￿ enwronment as a whole. Links to indivKlual gfOUP5 and further detai15 are Pffjvkled at." htlps".IAvww.sCar.orglsc￿celsrpI SCAR also supp)rts a vanety of other scientffic &tsvit￿S in wh￿h ¥a￿e 15 added to natKJnal efforts through international cooperab"on. These actNrt￿s a￿ coordinated by three Science Groups {SGs. for respectively Physical Scler￿e5, Geosciences. arKI Lrfe Sciences) and Managed by Action Groups cyeraling for short periods and Expert Groups vthere rn0￿ time is needed lo achieve objectives. The Science Groups were referred lo as 'Standing Scientific Groups" before the 2016 Delegates meeting in Kuala Lumpur. All these group5 are allocated funding by SCAR lo cafry Out their aCtivrt￿S (see https'.IfvAth¥.scar.Or￿aboLrt-Us}, and the reports are made freely avaiLable on the groups webpages ( https'.Ilw4vw.sCaT.orglsc￿nCe). At the 2018 Delegates Meeting. a new Standing Committee for the Humanrties and Social Science5 ISC-HASSI was approved, which reflected the grovrth of the research area and the success of p￿ViouS Expert Groups on History and Humanities and Social Sciences. SCAR'S Standing Commrttee on the AntarctK Treaty s￿tern has worked closety wrth the SGS and the SCAR Executive Committee Ilhe Charity Tru51eesl to bring key 5cienlffic issues lo the attention of the Antarctic Treaty ConsuKalive Meeting and othef bcéies such as the Intergovernmental Panel on Climate Change (IPCCI. These issues have a direct impact on the enwronmental protection of the Antarctic region. In Ofder to improve how data arKI infofmati¢)n are managed and made available. SCAR has developed a Data InfomiatKJn Management Strategy to ￿'lit￿e free and un￿stricted access to scienlrfic dats and information regarding the Antarctic (see https..1lv￿.st3r.orgl$Car-IIbTarylreport$-and-b￿I￿tIn5lsc8r-rep0rtsI2712- $car-ieport-344. In recent Jears efforts have focussed on undetstsnding hrhv researchets search for data and Page 3 Docusyn En¥eicye ID.. 2A79EOIA-970&4E6M￿.lF5c3CsDS21A SCIENTIFIC COMMirtEE ON ANTARCTIC RESEARCH IA Company Limited by Guarantee) TRUSTEES. REPORT ICONTINUEDI FOR THE YEAR ENDED 31 DECEMBER 2023 OBJECTIVES AND ACTIVITIES ICONTINUEDI investigating the possibiliti'es of a federaled searth twl. SCAR has a Capauty Building. Etlucation and Training Implementation plan lhttps.lA￿ scar.orglscar- librarylreports-and*ul￿tlnslsc3r-rerx?rtsf270s-￿ar-repOrt-27fj outlining Ihe stfategy for increasing cap&ity in young and early career scientists {e.g. the SCAR Fellowship Progfammel, countries wrth less well developed Antarctic Pro9rammes a5 well as pro[￿tIng the incorpora￿n of Antarct￿ science in educalion at all levels. In 2021 SCAR estsblished ts Equalty. Diversty and InduS￿n IEDII Action Group. tasked wrth broadty looking at how EDI Issues can be effectively deatt ¥￿th wrthin SCAR and what prath'cal actions are relevant for the organisalion. Folbwing an open call for volunteers initL*ed in 2021. over 150 responses were received and all¢Jwed the leadership structure of the Action Group to be established and Tesponsibilrties a￿ being assigned. Work has alre&ty begun on audrting existing information aboth diversty in leadership posrtions, applications to award schemes, and attendance al methng5 and conferences. SCAR'S EDI Aclion Group, approved in 2021, now has over 150 members. A signrficartt theme emerging from ED14hemed sessions and workshops al the 2022 Open Science Conference was the need lo facilrtate safe space discussion groups and ￿entify the most effeclwe plaffoms to do so. In November 2022. the group celebrated the third Internaliorhal Polar Pride Day, along wrth many others. SubJroups a￿ wofking on t¢)PlCS such as devebping a code ol conduct and Surveying diversity across the community and across SCAR'S capacrty-building aclNth'es. More details are availab￿ at hllps".II￿￿V.s¢ar.olgIcapacty-bU11dingIedth0Mel. SCAR has. in addit￿￿. developed a strategy to meet the requirement to communicate scientific infomalion about the Antarct￿ region to the public lhttps'.IA￿￿.xar.QrgIsCar-IIbrarylTep0rtS-and￿I￿IIÈtInS1sCar-reportsr2703. scar-report-251). This plan is In the pr<￿esS of being updaled intemally by the Secretanat. The SRPS are revEwed internalty every hvo years and external￿ at four years. The progress of all groups and the Secretariat against stated ath.on plans is monitored annualty. ACHIEVEMENTS AND PERFORMANCE a. Review of activtties 2023 marked the retum of many in person meetings to the scientfft caleThYar. sevwd delated as a re5uII of COVID 19 restrictions. The Antarctic for a Better Wodd, SCAR Sianding Committee on the Humanitie$ and Scoal Sciences Conference (June 2023, Portugal) covered all disciplinary fields in the S￿￿￿1 sciences. humani(ies and arts Conceming the Antarctic and sUb-Antarcl￿ regM)ns. Southem Ocean in a Changing Wodd, Soulhem Ocean Observing System ISOOSI Symposium {Augusl 2023. Tasmania) assessed progres5 and challenges in deliverirMJ tj.mely and accessible infomation lor the Southern Otsan. See http5."IISOOss￿poS1Urn2o23.•u INSTANT Conference in Trieste, Itaty. 11th-14th Septerrthr 2023 wa5 a h￿h￿-succeSsful 4 day conference with 270 attendees. from 24 countries. The priority f￿u$ was on irnproving kncwledge of the key rate del&miining pr¢xesses, instsbilrties and potential irreversibilit￿$ that affect the mass change of the Antsr¢ti¢ l¢e Sheets and its Contribut￿ to glcbal se*￿V￿ change. . Al the Anlarclic Treaty Consutslwe Meeting IATCM XLV) hehj in Helsinki. Finkind in May 2023. SCAR submitted three Working Papers and fourteen InfomHtion Papers. The specral sesS￿n on climate change aimed to implemenl the SCAR Antarctic Climate Chartge and the Enmronment report re￿MMendatiOns, and resulted in the Helsinki Declar8￿n on Climate Change and the Antarcbc. in vknich the Parties ag￿ed lo.. Page 4 Doc￿￿ Èr￿Ore ID.. 2A79EO1kn97084E6A-84￿IF￿5Os21A SCIENTIFIC COmMI￿EE ON ANTARCTIC RESEARCH (A Company Limited by Guarantee) TRUSTEES, REPORT (CONTINUED FOR THE YEAR ENDED 310ECEM8ER 2023 OWECTIVES AND ACTIVITIES (CONTINUED) 'Invite SCAR to continue to provide annual upJ*es lo its ACCE ￿port and reconfimi our commitment to tske account of the best scientifK and technical ad￿ce available In tsking apprOpr￿e measures to deliver our commitments made in the Protccol on Enwronmental Protect*)n for the comprehensive protection of the Antarctic environment and dependent and assctialed ecosystems... Foll¢)wing the publication of the Soulhem Ocean Action Plan in April 2022 {wvM.sodecade.org), in June 2023 SCAR was approved to coordinate the Decade CollaboratNe Centre for the Soulhem Ocean Region. hltps..Iloceandecade.orglactionsldecadesponsor wrth the InlematKJnal Arctic S￿eft￿ Committee IIASCI of the Association of Polar Earty ca￿er Scientists (APECSI, wtt￿￿ developed under the International Polar Year IIPY). The SCAR Fellowships continue lo attfact many applications. with 33 proposals received for Ihe 2023 round. A total of 5 SCAR Fellowships were awarded from the available funds, including the second Fellowship awarded through the Polaf Inrtiative. The Fellowships are intended lo allv4V eady career researchers to carry out period5 of research in a tounlry different to their own and Provide opportun￿"eS for netsvorking and skill development. The 2023 SCAR cohort was from Brazil. Argentina. the UK 12) and Ukraine. See https'.Ilscar.org15car-newslscar- 2023-felk)wship-awards-annourKed for further details. In 2013. SCAR introduced a r￿ Vtsrting Professor scheme. India and SCAR j¢intly ftsnded this for the inaugural year. The main aim of the scheme was to p￿Ote partnerships that advanee Antarctic research in a country wrth a developing Antarctic programme. In 2018 several changes weve introduced to address a Ixk of dNersty in the appI￿atiOns and lo widen the scope of the Capacily building Proposed by the applicanls. As a result, the scheme was r&launched as the SCAR Visiting Scholarships In 2018. For 2022. 15 applications were re¢eNed wrth 10 of these being female. For the 2023 scheme. the awards was made to an applvnt from Finland (see https.'IlScar.or￿￿ar-newSrdO23- visiling-scholarl. Further delails of this $the￿ are gNen at http$.'IfvAW.scar.orglaward￿v1SIIlng- scholarslovervtewl SCAR is participating in a proiecl lo update and publK%h online a ts)ok on Polar Edu¢alp)n Resources (Ihal was published in 20101 as a legacy of the Inlemalional Polar Year 2007-2008. SCAR is partnering wrth Polar Educators International, the International Arctic Scierte Commrttee (IASCI and the Assochqtion of Poler Early Career Scientists (APECS) to a(fvance the prqect. Aclivits"es of Relevan¢e to Objective 2 Iscientffic research) plus (a) and Ibl (Folicy advi￿ and data access) of the Charity.. SCAR'S mission is to be the leading non-￿￿tal, intematronal fac￿lIat￿ and 8dvc¢ate ol research in and from the Antarctic region, lo provide L*je¢tive and aulhontatNe scienlffic &Jviee to the Anlarctie Treaty and other bodies. and lo bring emergirg issues to the attent￿ of polwnakers. SCAR members participated in the CCAMLR Workshop on Clirnale Chan9e. in New-zealantj and the UK, in September 2023. Participants discussed the expected effects and risks of climate change on Anlarclic marine living resources, spatial management approaches to meet the r*dives of the Convention. arKI developing and Page 5 Docusiw Erwelope ID." 2A7*01U70PAE6A4W-1FSC3C50S21A SCIENTIFIC COMMITTEE ON ANTARCTIC RESEARCH IA Company Limited by Guarantee) TRUSTEES, REPORT (CONTINUEDI FOR THE YEAR ENDED 31 DECEMBER 2023 OWECTIVES AND ACTIVITIES (CONTINUED) integrating mechanisms to 5UPPOrt n￿na9ernent derAsions. The SCAR Wildlife Health Monrtoring ha5 worf(ed cktsely wrth SC-ATS. IAATO and COMNAP to develop adV￿e and practical guidance on the risk of avian infl￿TrZa in Antsrctica. Advice on this wa5 welcomed by the Convention on Environmental Protection {CEPI. and a workshop during the SCAR Biolr%Jy Symposium brought experts together lo further ￿entsty approa¢he$ for Surveillance. reporting and mrtigation of risk in the coming Antarctic field seasons. SCAR part￿IPated in several events at COP28 in Dubai in December 2023. inClud￿g a Uniled NatiMs Framework convent￿ on Climate Change IUNFCCC} side event on sea level rise and mountain freshwater losses and an event in the InternatKbnal Climate and Cryosphere Initiative {ICCI} Cryosphere Pavilion. on climate change threats to Antarctic and Southem Ocean ecosystems. Through rts hosting of the the Antsrctic Environments Portal, SCAR provide5 impartial information based on the best available science 10 5UPPOrt inftymed di5CUS5ton on i55ues relevant to the CEP and whler stakeholdeT5. SCAR'S Dats lnfomi8ts.on and Manageft￿nt Strategy ts available at http5".IfvMw.scar.oWibrarylscar-reports-and- bulletinsls¢ar-reportsf2712-scar-report-341 to ensu￿ free and unreslricled access lo scientific data and information regarding the Antarctic region. The SCAR Data Poly {20221 ts described in SCAR Report 42, published in September 2022 at https:IIw4V4V.scar.orglScar4￿r8ryI￿￿Jrt>and-bumetlnsIsCar-repo￿S797-SCar- report421. Detailed SCAR news for the ￿ can be accessed through back issues of the SCAR Newsletter at https'.Ilwww.scaf.or9lnewslnewslettersl as well as the SCAR News webpaje, Facebc(Jk. Linkedln and Twitter ' srte5. . INVESTMENT POUCY AND PERFORMANCE Through ils investment policy SCAR aims lo prowde capital gr¢Mh lo enable il lo fu￿11 its mission and objectives. In the longer temi it is intended to draw incorre fr¢xn these investments lo support SCAR a¢livrties. SCAR worked wrth a professKJnal Investment Adwsor when initiating the investments portfolio and dwectty with the Investment Manageflsl to generate a risk profile wh￿h mal¢hes the expectslions of the Executive Commrttee wrth regard to inveslmenls. SCAR doe5 not depend on returns from this investing activty to fvnd ils annual expenditure so it is anlicipaled divKlends and PTofts will be re-invested in the portfolio for at ￿ast the first 5 yeafs. The Executive Commrtiee is prepared to lolerale vdatslity in the capital walu8 of the inveslffent porttolfv? but will review and assess the perfom8n¢e annualty a5 ouuined belryw. 8enthmarks The Investment Advisor and Investment Manager{s) wilt meet at least annually with the Executive Director to rewew the sl*us of the portfolto. The Investment Mana9er(sl performance will be assessed by Ihe Executive Director and Executive Committee annualty wrth referen￿ to benchmarks arKI targets. These have been ini(ialty set al 2% largel grO%￿h for the portfolio per annum. Page 6 Do¢v5ign Ènvet¢Jpe ID.. zA7*01￿970B4E6Aa4￿-IFSGJc5Os21A SCIENTIFIC COMMirrEE ON ANTARCTIC RESEARCH IA Company Limited by Guarantee) TRUSTEES. REPORT {CONTINUEDI FOR THE YEAR ENDED 31 DECEMBER 2023 ICONTINUEO) b. FACTORS RELEVANT TO ACHIEVE OWECTIVES The major faclors relevant lo SCAR achieving its objectives are lil successful planning as envisioned by the SCAR Strategic Plan and lill ensuring adequate resour￿. both financial and human, to carry out the objectives of the Charity- The Strategic PLan was presented at the SCAR Delegates Meeting in September 2022 a)d. following final edits 8pprove(I by a small group of Dele9ates. published fft eaty 2023. SCAR'S wcrt in the next five years will focus on key c4¥'eclives." lal Enhanung scienlifL leadership Ibl Providing scientific adV￿e lo policymake Icl Promoting and facilitating acces5 to data and sharing of samples Idl Expanding capacity building. educat￿n, and training le) Improving communicat￿5 10 Ensuring Equalty. DNersty and Inclusion IEDII values are applied to SCAR'S acliwlies {gl Adopting sustsinability principles These obj'eclives will be delivered through the following explicrt xth)ns. lal Coordinating and facilitating ￿￿nce Ibl Strengthening and expanding partnership5 Icl Ensuring sustainable income and effectNe support of SCAR'S actr￿lieS Idl Producing value-added products lel Ensuring excellence by rigcxous and wular rev With regards to human resources. m 2023. SCAR had the benefft of three ￿11-￿"me staff. an Executive Director. Dr Chandrika Nath. an Executive Offiw. Or Eoghan Griffin and a CommunicatKJns and a Project Officer, Dr Johanna Grabow. There was also a part-time Administrats"ve Officer. Rosemary Nash. Rosemary retired in September 2023 and was replaced by Ha￿eY Westlake. Dr Nath continued to wort * a reduced time capacity following her retum from extended ￿ck leave in 2022. The Charrty is fortunate lo have the support of the Scott Polar Research Inslilute. which kindly prowdes office accommodalion and other facil((ieslamenrt*s for use by the Charity. In relum, the Charity offers copies of routine publicalK)ns for the Inslrtule's library and adwses and assists Inslitute staff whenever possible. Due lo the nature of this fv￿-way airanyemenl. rt ￿ not possTrble for the chaiity lo value the inthind donat￿n within the financial ststements. FINANCIAL REVIEW . REVIEW During 2023 SCAR r￿1Ved grant incoff* of £15.965 12022." £55.950), irKoff* Irom nat￿nal contributions of £591,343, 12022.. £504,057) arKI investment income of £6,582 12022." £4.6751. Expenditure in the year was £725,578 {2022.. £435.165}. The above resulls in net expendrture before investments for the year of £111.688 12022.. net income of £129,517). At the balance sheet date the Charty held reslrided funds of £79,361 {2022'. £122.5361 as detailed in note 12 to the accounts. The Charty abo held unrestricted funds, totalling £782.357 12022. £842.5331 Page 7 DOC￿51￿ Envelupe ID.. 2A79EO1A.970B4É6A-84&4.IF￿2cSDSz1A SCIENTIFIC COMPIJTTEE ON ANTARcnc RESEARCH (A Cornpany Limited by Guarantee) TRUSTEES. REPORT (CONTINUED) FOR THE YEAR ENDED 31 DECEMBER 2023 b. RESERVES POLICY SCAR'S reserve 15 splrt into funds.. {1) A "SCAR Reserve" is a fund to cover routine meetings and admin expense5 for a fijll year which is calculated lo be the total costs of Toutine meeting plus admin costs for the prevKJus year plus 10% and lill A "Contingency Fund. which ccfflprises the additional funds left lo SCAR after commilted funds and the ReseNe have been taken into ￿CoLb￿t. The Trustees aim to retain free reseNes that are at least equal to Ihe cost of routine meetings and adminislrationlsuprK)rt ￿$ts. uplrfied by 100A. For 2023 the SCAR Reserve figure based on its budgeted rr￿etingS and adrnin costs is calculated to be £283.672 IUSD5343.288} and free reserves (being unreslicted funds less tangible fixed assets) per the accounls are £777.75812022: £837.9231. c. PRINCIPAL FUNDING SCAR'S principal source of funding is fr(wn rts member countries. who all pay a self-assessed fee on a scale that in 2023 ranged from $7,CQO to $27,500 w year. At Delegates meeting in 2012. Members a￿pIed an increase in SCAR Membership Fees whth came into force in 2013 and were applicable until 2017. SCAR Delegates agreed in 2016 to a new slwcture for National Contributions from members th* came rnto lofce in 2018. The details for 2023 are as below.. Category Contit)Ut￿n No. Members Total In 2022". SpecRI Contributors Well Developed Progfammes $27.51JQ $55,OCA) Russia, USA $21.200 16 5339.200 Argentina. Australia. Brazil, China, France. Germany, India. Itaty. Japan, Republ¢ of Korea. The Netherlands, New Zealand, Nrjway, South Africa, Initial Stages PrLYJr8mme $12.4CQ 16 5198,400 Belyium. Bulgai?a, Canada, Chile, Czech Republic, Ecuador, Finland, Malaysia. Peru, Poland. Portugal. Sweden, Swrtzerland. Turke , Ukraine, Uru ua Austria. Bdarus, Colombia. Denmark, Iran, Mexico, Mona￿, Pakistan. Romania. Thailand, Venezuela Associate Member Totsl". $7,0(Kl 12 $77,(KlO 1676.600 The charity does not engage in Publ￿ fundraising. During 2023 the Charty dmj M)t engage any extemal professional fvndraiser5. Donathjns in the year lotalled £nil12022." £8.88) Page 8 1kn$￿n Énvelo￿ JD." 2A79E01A.970&4E&4446A-1FSC3CSD521A SCIENTIFIC COMMITTEE ON ANTARCTIC RESEARCH IA Company Llmlted by Guarantael TRUSTEES, REPORT ICONTINUEDI FOR THE YEAR ENDED 31 DECEMBER 2023 d. PLANS FOR FUTURE PERIODS In 2023 the Secretariat continued to transith?n from working primarity rernotely with only occasional use of the offices al the Scott PolaT Research Instrtute. to generally at least 2 days per week in the offices and weekly Secretariat team meeting5 in person. Followng the return lo in-person conferenees and meets.ngs throughout 2023. 2024 will see the first in-person SCAR Open Sa"ence conference Sin￿ 2018. The 11th Open scien￿ Conference IOSCI 'Antarclic Science.. Crossroads for a Hope.: wll be held from 1￿23 August. 2024 in Puc(In. Chile. SCAR'$ biennial OSC enables $C￿ntistS from a V&￿tY of dIs￿p11nes and Countr￿ to n8lwork, share sci8n¢8 and get invdved in SCAR scienee activities. This WIN be blkjwed by the XXXVIII SCAR Oekg*es Meth"ng. hekl from 2&28 August,2024, in Punta Arenas, Chile. Following the SCAR Biology syThp)&um taking place in 2023, this will * as a reset for the usual timeline of SCAR meetings writh the ISAES Symposium for Geoseiences returning in 2025. in Chile. From 2021. the Executive CorrWnrtt￿ ccrtrolled arKI m(￿lI0red eYpendrtU￿ to ensure cashfiow and reseNes were maintsined, refftecting the levd of NalKJnal ContribLrtion income received. These procedures have been maintained through 2022 and 2023. There have been no issues wrth cashfftow or inereasing levels of natsonal contribution arreaTS over the ￿jrse of this arrange￿Ent. Future Developments Throughout 2023 SCAR has been advancing the preparalK)ns for an Inlemational Polar Year {IPYI in 2032-33, with ts Arctic counterpart, the Inlemalional Arctic Scbence Committee. This invofved the development of a concept note artd inviting express￿n$ of intere51 to host a joint SCAR-IASC meetsng in 2030 Ihttps'.Jlscar.orglscar-newsfinlemational-polar-year-20324>inrtial-CWt-note-Cttcl)er-20231. STRUCTURE, GOVERNANCE AND MANAGEMENT . CONSTITUTION The company Is cnnstrtuted under a Memorandum of Assrtiati"on dated 1414r2008 and is a registered charity number 112840. Charity was incorporated in England as a ccrfnpany limited by guarante8 on 14 April 2008 and registered as a chanty on 4 July 2CQ8. Page 9 Docusyn En¥eioFe ID.. 2A79EO1A-97084E6A-846A-1F￿3C5D621A SCIENTIFIC COMMITTEE ON ANTARCTIC RESEARCH (A Company Limited by Guarantee) TRUSTEES. REPORT ICONTINUEDI FOR THE YEAR ENDED 31 DECEMBER 2023 STRUCTURE, GOVERNANCE AND MAP4AGEMENT (CONTINUED) b. METHOD OF APPOINTMENT OR ELEcnoN OF TRUSTEES The management of the Charty is the rewinsibilty of the Tntstees. who are elected and Co￿ted under the tem)s of the Articles of Association. The Trustees vtho seNe(I during the year were as follows: Dr Yeadong Kim. Presidenl Prof J Simoes Dr Deneb Karentz Prol Marcekt Leppe Prof Burcu Ozsoy c. POLICIES ADOPTED FOR THE INDUCTION AND TRAINING OF TRUSTEES When new trustees are apwnted there aro ky(￿lureS in place to ensure that tlw clearly understand their dutEs and responsibilities. d. PAY POLICY FOR SENIOR STAFF At the 2016 SCAR Delegates Meeting the Executive Committee was tasked wrth revpwing the Secretari* Salaries. As a resutt pfoposals were developed and forn￿1￿ agreed by the Executive Committee * their meeting in 8mo, Czech Republic in 2017. The Exectstive Committee Concl￿ that the remuneratKJn of SCAR Secretarial staff was outdated, having not refflected the high INing costs in Ihe Cambridge area. and We￿ below the level paid by similar scientific organyzations based in the same aty. Staff annual salary scales were restnKtured lo the following ranges" Executive Director £57,764 - £73,015," Execuli¥e Officer £34,956 - £46,924., Administrative Assistant {part-time 60%) £27,629- £32.958. Staff salaries were appraised annualty wrthin these pay scale tanges ￿ltIalty. h¢)wever the Executive Committee decided that pay scales limits could be exceeded as required by appraised awards. The Executive Committee has engaged independent consuttants to adwse on an appropriate appraisal and pay award scheme. including the pay policy for senior staff, and will receive their •Jv*e in 2023. after which revised polKies WAI be determined an¢J implemented. . ORGANISATIONAL STRCTURE AND DECISION IAAKING The Charty has an ExecutNe Committee IEXCOM) comprising a President. four VKe Presidents (VP. wtih sponsibililies for li) Finance, lili Edu¢ab"on and Outreach. liiil Science and livl Administrative and Constitutional Affairs) and a Past P￿SIdent all chosen lelectedl from De￿gateS or Aliernate Delegates of Full Members. These members are also the Trustees of the Charity. The Charty is wn on a day lo day basis by an ExecutNe Dir￿t01. an Executive Offi￿1. a part lime Administrative Officer and a part time CommunicatKJns and Informalton Officer. The Executive Officer 1$ responsible for the day to day financial management of the Charity wrth oversight by the Executive Director. The Executive Director, who is a non-votin9 member of the ExecutNe Ccthmiltee. consuts on financ￿1 matters wi(h the Vice-President for Finance_ Page 10 DO￿s19n Ènvelope10 2A79E01M70B4E6A44&4.IFSC3C50521A SCIENTIFIC cOMMI￿EE ON ANTARCTIC RESEARCH IA Company Limiled by Guaranleg) TRUSTEES. REPORT ICONTINUEDI FOR THE YEAR ENDED 31 OECEM8ER 2023 STRUCTURE, GOVERNANCE AND MANAGEMENT ICONTINUED) f. RISK MANAGEMENT The Trustees assess Ihe maiof risks to which the Charty is exp)sed. in particular those related to the operations and finances of the Charity. and are &*isfied that sy3tems and procedures are in place to mitigate exposure lo the major risks. These are re9uLgrly reviewed. at least annualty, and updated as necessary. In 2018 the organizalion established a risk register. Fforn the financral perspective, the Charty has secure income from the nat￿n31 contributK*ns of its 46 Member countries in 2023. The number of distinct conth"bulors and Ihe timely payment of contributions by the Members provides secur¢ty for future income. SCAR also continues lo attr* new Members, wrth 7 members having been approved since 2016. The record of increases in contribution levels prowdes Confiden￿ that the burden of increasing cost5 through inflatKJn and salary increases land the burden of payment a￿earS due to a the issues faeed by small minorty of members in making timety pa￿ents. due to their polth.cal circumStan￿s) will not in tl)e long run detract from the ability to spend the majority of income effectively on Science actTVitYas. While the may be diffiCult￿S in paJThent encountered by indNidual members from time to time, the level of national contribution arrears is ck)sely monitored and has fallen in re¢ent years. At the 2022 Delegate5 Meeting a 200 increase in national contributions was proviskywlly approved and final approval from members was confirmed in 2023. The impact of the 105s of administration and salary contributions from the finker-muse Prize after ils wmpletion In 2018 has been offset by the increase in both members and the asswated contributions. There are no conventional "compelrtof organis*KJns to SCAR in lemis of its main cèjectives and ils operations and effectiveness are reviewed both internally and exlemalty. In 2015 an internal Structure Review was undertaken, wrth consuluitson sought from the Antarctic research and policy communiti.es. The results were presented at the 2016 Delegates meeting and several were approved. The exiemal review by the International Science Council in 2016 ￿s￿￿ed in a p05rtive assessment of SCAR activities with recommendations received lo help enhance th￿ work. The b￿geSt cperknonal risk 15 the depefideTh￿ the Charty has on the voluntary V*Drk carned out on its behalf by the Antarctic research and poI￿Y communites. In lemis of leadership and guidan¢e for its Science groups and the evaluatkm of applicatj.ons for rts various awards. Ihese volunteers conb.nue to ensure that SCAR is perceived lo be meeting its objectives for the community. The Chanty wll conlinue to review the way in which it supports these volunteers lo ensure maximum 8ffectNeness. As noted in the seciion on Plans for Future Periods. the SCAR Execulive Committee conlinues lo closely monitoring the receipt of NatK)nal Contributions in 2024 to ensure that expendrture is tailored lo match the level of income received. In this way the risk of delayed or missed contributK)ns wll be mrtigaled. P￿e 11 Docww Envdope ID". 2A79E01A-97C84É￿8lM-lF5cjc5O521A SCIENTIFIC COMhWTTEE ON ANTARCTIC RESEARCH IA Company Limited by Guarnntee) TRUSTEES. REPORT {CONTINUEDI FOR THE YEAR ENDED 31 DECEMBER 2023 STATEMENT OF TRUSTEES, RESPONSIBIUTIES The Trustees (who are also the directors of the Company for the purpose$ of company lawl are responsible for preparing the Trustees. Report and the financral Statements in a￿rdance with applKable law and Unrted Kingdom Accounting Standards (United Kingdom Generalty Accepted Accountsng Practice). Company law requires the Trustees to p￿pare finanual stateff*nts for each fnancial . Under company law, the Trustees must not approve the finan¢ial statements unless they are satisfied that they give a true and fair view of the slate of affairs of the company and of rts incoming ￿$Ou￿S and appl¢cation of ￿sourCes, including rts In￿Me and expenditure. for th* period. In preparing Ihese financial slalemenls. the Trustees are required to. select suitable accL)unling pol¢ies and then apply them consistenttr. observe the methods and principles of the Charities SORP IFRS 1021.. make judgements and accounting estimates that are reasonable and p￿￿ent. st81e whether applieable UK Accounting Standards IFRS 1021 have been followed. subject lo any material departures disclosed and expL4ined in the financial sl*emenls. prepare the financial statements on the going concern basis unles$ rt is I￿ppropriate to presume that the company will contnue in business. The Trustees are resp￿S1b1e f(Y keeping adequate accounting records th* are sufficient lo show and explain the company's transactKJns and disclose with ￿aSOnable accurxy at any ts'me the financial po$rtion of the company and enable them lo ensure that the finanoal stalements compty with the Companies Act 20C6. They are also responsible for safeguarding Ihe assets of the company and hence for takin9 reasonable steps for the prevents.on and deteCt￿Tr of frwjd and other irregulariti.es. Disclosure ol iftlomlation to auditoys Each of the persons who are Tru51ees at the tt.me when this Tru5tees' Report is approved has confirmed that.. so far as that Trustee is aware. there is Tr) relevant aLhJil infomiation of wh￿h the charitys auditors are un8ware, and that Trustee has tsken all the steps that ought lo have b￿￿ taken as a Trustee in order to be aware of any relevant audf( infornation and to establish that the charity$ audrtors are aware of that information. Approved by order of the ￿MberS of Ihe t4)ard of TNstees and soned on their behaw by. Mr T Nakamura Trustee D*e.. 27 September 2024 Page 12 DocuspJn gn* ID". ￿79E01￿97WEGA-8￿6A.lF￿￿5O521A SCIENTIFIC COMmI￿EE ON ANTARCTIC RESEARCH (A Company Limited by Guarantee) INDEPENDENT AUDITORS. REPORT TO THE MEMBERS OF SCIENTIFIC COMmI￿EE ON ANTARCTIC RESEARCH OPINION We have audited the financial ststements of Scien1rf￿ Committee on Anlarctsc Research Ithe 'charilable compan￿> for the year ended 31 t)ecember 2023 which comprise the Statement of Financial Actiwlies, the Balance Sheet. the Ststemenl of Cash Fk)ws and the TeL8led note5, inclLKling a summary of significant accounting polKies. The financial reporting frarrwork that has been appli&J in their preparation is applicab￿ law and United Kingdom Accounting Standards, including Financial ReFQrting Siandard 102 'The Financial Reporting Standard applicable in the UK and Republr of Ireland. (Unrted Ktngdcffn Generally Accepted Accounting Practice). In our opinion the financial stslements". give 8 true and fair vyew of the stale of the charitable companys affairs as al 31 December 2023 and of ils incoming resources and applicalion of resources, including rts income and exrendilure for the year then ended., have been propety prepared in accordan￿ with Untrled Kingdom Generalty Accepted A￿nting Prath"ce.' and have been prepared in accordance with the r&]uirerrtnts of the Companies Act 2006. BASIS FOR OPINION We conducted OUT audit in accOrdar￿e wrth Inlemational Standards on Auditing IUKI IISAS IUKII and applicable law. Our responsibilitÈs under those standards are further described in the Auditors, responsibilrtie5 for the audit of the financial statements section of our report. We are independent ol the charrlable company in accordance with the ethical requirements that are re￿an1 to our audit of ihe finanual statements in the unit￿ Kingdom, induding the Financial Reporting CCMJn￿l'S Ethul Standard. and we have fijlfilled our other ethical responsibilrties in accordance wlh these requirernents. We believe that Ihe audit e¥￿enCe we have obtained is sufficient and appropriate to prowde a basi5 for our opinion. CONCLUSIONS RELATING TO GOING CONCERN In auditing the financial statements, v* have concluded th81 the Tmstees. use of the concern basis of counting in the preparation of the financial slalements is appropriate. Based on the wor1( we have perfom)ed. we have not identified any material uncertaint￿$ relating to events or conditions that, indmdualty or collectwety. may cast signrficant doubt on the charitable companls ability lo continue as a going concem for a perKKI of at least tWe￿e months frc¥n when the financial statements are authofised for issue. Our responsibilrties and the responsib1ht￿ of the Trustees with re5pecl to g(Mng concern are descrthd in the relevant seclions of this re￿l. Page 13 Oocuswjn Erwdope ID.. 2A7gEDIA.970￿E6A-846A-1F%3cSD521A SCIENTIFIC COMMIThEE ON ANTARCTIC RESEARCH (A Company Limited by Guarantee) INDEPENDENT AUDITORS, REPORT TO TrIE MEMBERS OF SCIENTIFIC COMmI￿EE ON ANTARCTIC RESEARCH {CONTINUEDI OTHER INFORMATION The other infomiation ccrfnprises Ihe inf0M￿￿)n rncluded in the Annual Report other than the financial Statements and our Audrtors, Report thereon. The Twstees are responsible for the other infomiation contained wrthin the Annual Report. Our Opin￿ on the financial statements does not cover the other information and, except to the exient otherwise explicitly stated in our rgport. we do not express any form of assurance conclusion Ihereon. Our responsibilrty L% to read the other infomation and, in doing so, con5ideT whether the other information is matenally inconsistent wlh the financial ststemenls or our knOw￿dge obtained in the course of the audit. or otherwise appears lo be malerialty misslaled. If we idenltfy such material inconsistencies or 8pparent m*erial misstatements, we are required to detemiine whether this gwes rise to a material misstatement in the financial staternents themSe￿e$ If, based on the work we have performed, we conclude that there Is a material misstatement ol this other infonmation, are required to report that fact. We have nothing to report in this regard. OPINION ON OTHER MATTERS PRESCRIBED BY THE COMPANIES ACT 2006 In our opinion. based on the work undertaken in course of the audit Ihe infomiation given in the Trustees. Report for the finanual year for which the financial ststemenls are prepared is consistent with the financial statements. the Trustees, Report ha5 been prepared in accordance wrth applicable legal requirements. MATTERS ON WHICH WE ARE REQUIRED TO REPORT BY EXCEPTION In the ligttl of our kncpthedge and understanding of the ¢hantable company and its enwronmenl obtained in the COUf5e of the audit, we have not identtfied Materi￿ misstatements in the Trustees. Report. We have nothing to report in respect of the folk*ring matters in ielat¥)n to which Companies Act 2006 requires us to report to you if. in our opinion". adequate accounting recr￿d3 have not been kept. or returns alequate for our audit have not been re¢ewed bran¢hes not visited by us". or the financial statements are not in agreement ￿￿th the accounting recor¢Js and returns-. or certain disclosure5 of Trustees, remuneration specrfied by law are not made., or we have not wewed all the infomwtKJn an¢J explanations V*e require for our audrt", or the Trustees wefe not entrtled to prepare the financial statements in accL)rdance with the small companies regime and take advantage of the srnall cornpanies. exemptions in p￿ParIng the Trustees, Report and from the requirement to prewe a SlotegK Re￿1. Page 14 Docuswn Énvelope ID.. 2A79E01￿g7WE6A-8I&q.7F￿5o527A SCIENTIFIC COMMITTEE ON ANTARCTIC RESEARCH IA Company Limited by Guarantee) INDEPENDENT AUDITORS. REPORT TO THE MEMBERS OF SCIENTIFIC COMMirrEE ON ANTARCTIC RESEARCH {CONTINUED) RESPONS181LITIES OF TRUSTEES As explained more fully in the Trustees. ReSpOns￿lIrtieS SL*ement, the Trustees (who are also the directors of the charitable cornpany for the purposes of company lawl are responsible for the preparation of the financial statements and for being Satisf￿ that they give a true and fair vivw, and for such intemal wntrol as the Tru51ees determine is necessary lo enable the preparation of financial statements that are free from material misstatement, whether due to fraud or etror. In preparing the finanual statements. the Tru51ees We ￿s￿)nSIble for assessing the charitable comp8nqs ability lo continue as a going concern, disc105ing, as applicable. matters related to going concern and using the going concern basis of accounting Un￿$$ the Trustees erther intend to liquidale the charrtable company or to ￿se oper*ions, or have no ￿alISt￿ aAematNe but to do so. AUDITORS. RESPONSIBIUTIES FOR THE AUDIT OF ThE FIIIANCIAL STATEMENTS Our obje¢tives a￿ to obtsin ￿8$Ofiable assurance ab￿Jt whether the ffinancial slalement$ as a whole are free from material misstatemenl. whether due to fraud or error, and lo Issue an Audrtors, Report that includes our opinion. Reasonable assurance is a hvjh level of assurance. bui is not a guarantee that an audit conducted in a￿OrdanCe with ISAS {UKI wll aK¥ays detect a malefial mi$5tstemenl when it exists. Misstatements Can arise from fraud or error and are Considered material rf. indiwdualty or in the 4gregale. they could ￿0$OnablY be expected to Influence the economi¢ de¢isions of users laken on the basis of these financial ststements. Irregularities. including fraud, are instances of non-compliance with laws and regulations. We design procedures in line with our responsibilrtEs, ¢￿tlined above. to detect material misstatements in respect of i￿egulaTI11es, including fraud. The extent to which our procedures are eapable of detecting irregularities, Including ffaud is detailed belcw.. Ouf approxh lo iderfrfying and assessing the rtsks of material missL*ement in respect of irregularities. ineluding fraud and nonn ￿$tricted funds. The fvJure for sC￿ntIr￿ ACtivit￿S of £274.901 12022.. £260.652} includes expenses such as workshop and event expenses. travel expense5 and co-sponsorships wh￿h are In￿rred in the unrestricted actNily ofthe Charty. Page 25 cx)¢usKJn Én%*lope10.. 2A7*o1A-970B4E&444￿1FSc3C5Ds21A SCIENTIFIC COMMITTEE ON ANTARcnc RESEARCH (A Cornpany Llmtted by Guarantee) NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2023 ANALYSIS OF EXPENDITURE BY ACTIVITIES {CONnNUEOI ANALYSIS OF SVPPORT COSTS Total funds 2023 Total funds 2022 Activities 2023 Staff costs Depreciation Foreign exchange 9ain 135,328 2.942 44,190 135.328 2.942 44.190 108.991 1,360 {99,098) Lili Office costs Secretariat travel Bank fees and Inte￿$t EXCOM travd Boc￿keepin9 feeslgovemance) Accounts preparation Igovemancel Audit fees Igovernancel Professional. legal, and other fees Igovemance) 33,976 16,502 5.082 5,099 3,373 15.204 10.080 (6351 33.976 16,502 5,082 5.099 3.373 15.204 10,080 16351 19,277 6,519 4,181 8.404 9.041 4.315 8,400 130 271,141 271.141 71,520 TOTAL 2022 71,520 71.520 In 2023 and 2022 all SUPFQrt and govemance costs We￿ met from Un￿striCted funds. Governance costs amounted to £28,022 {2022.' £21.8861. AUDITORS. REMUNERATION 2023 2022 Fees payable to the chanws audrtor for the audit of the chamls annual accounts 10.080 8,400 Fees payable in respect of.. Pfeparalion of slalutory financ￿1 ststements Bcokkeepin9 seivices 3.720 2.863 9.042 Page 26 OorAJsTran En*N)Fe ID.. 2A7gE01A.97C64E6A446A.IF5C3C5D521A SCIENTIFIC COMMITTEE ON ANTARCTIC RESEARCH (A Company Limited by Guarnntee) NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2023 STAFF COSTS 2023 2022 Wages and salaries S¢xial security ￿$t$ ContributKJn to defined C￿tr￿Ul￿)n penS￿n schenws 197.184 15.176 5.354 144,893 10.798 4.040 217.714 159,731 The average number of persons empbyed by the company during the year was a5 folbws.. 2023 No. 2022 No. Empbyees No employee received remuneration amounting lo rnre than £60.IXKJ in eilher year. The key management personnel of the Charty comprises the Trustees and the Executsve Director. The Trustees all give their time and expertise wthout any kind of remuneration or other beneffrt in kind {2022." £Nill. The lolal empl￿nent benefits of key management per50nnei were £42,364 12022.. £21,192). Employment benefits inclLKles ern￿OyerS national I￿Urar￿e and employer pensh)n contributions. During the year, four trustees receNed reimbursed travel e￿nSeS amounting lo £14,970 12022." One Irustee. £8.404). Page 27 DoLvsvJn En¥ebw ID.. 2A79E0IA-97wE6A446A-1F￿jcS0s2lA SCIENTIFIC COMMirfEE ON ANTARCTIC RESEARCH (A Company Limited by Guarantee) NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2023 TANGIBLE FIXED ASSETS Computer equipment COST Al 1 January 2023 Additions 24,603 4,378 At 31 Deeember 2023 28,981 DEPRECIATION At l January 2023 Charge forthe year 19.993 2,941 At 31 December 2023 22.934 NET 800K VALUE At 31 December 2023 6.047 At 31 December 2022 4.610 Page 28 DrKUsH￿ Èn%*lope ID." U79E01A.970B4E6U46A-1F5C3C5D521A SCIENTIFIC COMMirrEE ON ANTARCTIC RESEARCH (A Company Llmited by Guarantee) NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2023 FIXED ASSET INVESTMENTS Listed Cash held at investments broke Total VALUATION Al 1 January 2023 Addil•)ns Disposals {prrnds £67,954. ￿lISed gain £12.3451 Revaluabons Movement sn cash bakqnce 224.413 7.676 232,089 66.983 155,6091 {1.4901 2.822 155.609) 11.4901 2,822 AT 31 DECEMBER 2023 234.297 10,498 244.795 NET BOOK VALUE AT 31 DECEMBER 2023 234.297 10.498 244.795 AT 31 OECEMBER 2022 224,413 7,676 232,089 All the fixed asset investments are held in the UK. All investments are carried at their fair value. Investmerrt in equrties and fixed interest securities a￿ all traded in quoted public markets, primarily the London Stock Exehange. Holdings in common investment funds, unil trusts and open*nded investment companies are al the bKY pfice. The basis of fair value for quoted investments is equivalent to the market vajue, using the bKJ price. Asset sales and purchases are recognised at the date of trade at cost {Ihal is their trans￿li0n value). The Charity is operating an investment F4Jlw that provhdes for a degree of diversir￿ation of holdings wrthin different unil trust investments. Potential retums have been sought from a Combination of capital appreciation and income retum. These retums have been sought from a combination of the assets used in Balanced Return, portfolios. bLrt also include a widef range of possible investments that are more vdatile. but provide a higher potential retum. such as investments in sha￿5 or overseas investments. The portfolio is well diversrfied by asset class and rn0￿ weighted towards more secure investments such as British Government securities (Girts) or bonds issued by other secure supranational organisalions such as the European InvestTnenl Bank. It also comprises of other income producing investments, such as eorporale bonds and preference shares but to a lesser extent than nomally associated wrth 'lncome Relum, inveslots. The balance of the portfolm) inCorp￿te5 direct investments into shares of large and m&Jium sized companies. The Charity does not mae use of derivatNe5 as it taes the that inve51menls a￿ hetrj for their longer temi grLWrth and annual income. The Ch￿lty has malerial investrnenl hoklings in markets subject lo exchange controls or trading restrictions. Page 29 DrKJAw En¥ebFe 10.. 2A79EOIM7(B4E&W6k1FSC3C5D521A SCIENTIFIC COMMITTEE ON ANTARCTIC RESEARCH IA Company Limited by Guarant￿) NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2023 10. DEBTORS 2023 2022 DUE ￿THIN ONE YEAR Trade debt￿S Other debtors Prepaymerts and xcrued inecffie 169278 8.370 128.678 4,000 28.509 177.648 161,187 11. CREDITORS.. AMOUNTS FALLING DUE WITHIN ONE YEAR 2023 2022 Trade eredrtors Other taxation and S￿la1 security Other credrtors Accruals and deferred income 26.406 2.618 255 52.126 18,410 2.618 402 33,957 81.405 55,387 Page 30 Dowswjn Én¥elope ID. 2A7SE01A-970B4E6A-846A-1F5C3C5D521A SCIENTIFIC COMIITTEE ON ANTARcnc RESEARCH (A Company Limited by Guarantwl NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 OECEMBER 2023 12. STATEMENT OF FUNDS STATEMENT OF FUNDS - CURRENT YEAR Balance at 31 Gainsl DKember (Lossesl 2023 Balance at 1 January 2023 Income Expenditure UNRESTRICTED FUNDS General Funds- all funds 842,533 597.925 1666.4381 .337 782,357 RESTRICTED FUNDS Antarctic Environments Portal 11.371 55,741 11.081 15.965 124.5951 118.6661 15,967) 19.912) 2.741 37,075 5,114 34,431 PRAMSO W¢*nen in Pdar Sc￿ee The Pdar Initiative 122,$36 15.%5 159.140) 79,361 TOTAL OF FUNDS 965.069 613.890 1725,5781 8.337 861,718 Page 31 DocuswJn En%*lwe10.. 2A79ED1A-97L84E6A-846A-1F5C3CSD521A SCIENTIFIC COMMIThEE ON ANTARCTIC RESEARCH (A Company Limited by Guarantee) NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2023 12. STATEMENT OF FUNDS {CONTINUED STATEMENT OF FUNDS- PRIOR YEAR Balance al 31 December 2022 Balar)ce at 1 January 2022 Transfers inlout Gainsl (Losses) Income Expenditure UNRESTRICTEO FUNDS General Funds- all funds 795.513 508,732 1410,4741 112.257) 138,9811 842,533 RESTRICTED FUNDS Antarctic Enwronments Portal PRAMSO Women in Polar Suen¢e The Polar Initialive 29,185 49.835 (20.9091 3.095 11.371 55.741 14.421 (3,7821 442 11,081 41.529 2,814 44,343 79,020 55,950 124.691) 12.257 122,536 TOTAL OF FUNDS 874,533 564.682 1435.1651 138.9811 965.fK9 Page 32 DoC￿l9n Èn%ebFe ID.. 2A79E01A.97084EeA-846K1Frn5D521A SCIENTIFIC COMMITTEE ON ANTARCTIC RESEARCH IA Company Limited by Guarantee) . NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2023 12. STATEAIEP4T OF FUNDS (CONTINUED) All of the transfers represent administrat￿)n recharges and forevJn exchange drffeiences. Restricted Fun The Antarctic Environments P¢)rtal The Pcrt?l {www.environments.aql continues to provide the Antarctic Treaty Parties wrth easy &¢e5S to rel￿b￿ and UP40￿ale information on a range of issues relevant lo the management of Anlsrctic environments. During the year funds were reeeNed from The Mintstry of Fc*eign AffaiTS- Nelherfands G¢)vemment and the Australian Antarct￿ Division. PRAMSO (Pa*tlinate records from the Antarct￿ Margin arid Southem o￿n) - Support provided akjngside SRP - PAIS {Scientfft Research Programme - Past Antarctic Ice Sheet dynamics) and the Programme Planning Group for INSTANT IINStabilths and Thresholds in ANTarctical. wc￿ in P0￿r scler￿ - This prryect aThs to build a strong of Women working in Polar Science and inspire others to become polar s¢ienti$ts and at present does not have its own in5tilutional base, atthough rt does attract significant fundirvj. SCAR acts to receive and distribute this funding under the directK)n of the prqect leadership. The Pdar Inrtialive- Signed in 2022, the Inrt￿tive partners the Prince Albert11 of Monaco Foundabon with SCAR and the International Arcts"c Suentfft Committee. to address Issues of common interest. Ihrovgh support for b￿nn￿l meelin9$ and funding for dedicated Fell¢)wsh1￿. 13. ANALYSIS OF NET ASSETS BETWEEN FUNDS ANALYSSS OF NET ASSETS BETWEEN FUNDS- CURRENT YEAR Unrostricted Reslrict8d funds funds 2023 2023 Totsl funds 2023 Tangible fixed assets Fixed asset investments Curyenl assets Ciedi(ors due within one year 6.047 244.795 612.920 {81.4051 6.047 244.795 692.281 181.405) 79,361 TOTAL 782.357 79,361 861.718 Page 33 OotyJswaTh En¥eW ID.. 2A79EO1￿97c&4EGA-84&4.lF￿￿soS21A SCIENTIFIC COMMITTEE ON ANTARCTIC RESEARCH IA Company Limited by Guarantso) NOTES TO THE FINAMCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2023 13. ANALYSIS OF NET ASSETS BETWEEN FUNDS ICONTINUEO) ANALYSIS OF NET ASSETS BETWEEN FUNDS- PRIOR YEAR Unreslri¢ted funds 2022 ReslTiCted funds 2022 Total funds 2022 Tangible fixed assets Fixed asset investments Current assets Credrtors due Nwihin one 4,610 234.607 658.703 155,3871 4.610 234.607 781,239 {55,3871 122.536 TOTAL 842,533 122.536 965,C69 14 RECONCILIATION OF NET MOVEMENT IN FUNDS TO NET CASH FLOW FROM OPERATING ACTIVITIES 2023 2022 Net (expendi￿re>lincOme for the year (as per Statement of Financial Activrtiesl {103.351 90,536 ADJUSTMENTS FOR: Depreoation charges IGainslllosses on Investn￿lS Dimdends, interests and rents frc¥n investments Increase in debtors Increase in creditors 2,941 18,3371 16,5821 116.461) 26.018 12.8221 1.360 38,981 (4,6751 181.5181 22.084 3.656 Movement in cash * brctsr NET CASH {USED INVPROVIDED BY OPERATING ACTIVITIES 1108.$94 70,424 15. ANALYSIS OF CASH AND CASH EQUIVALENTS 2023 2022 Cash in hand 514.633 620,052 TOTAL CASH AND CASH EQUIVALENTS 514,633 620,052 Page 34 DocLtsiOn"En¥eloFe ID.. 2A79E01A.97084E64-84&A.1F5C3C50521A SCIENTIFIC COMMIThEE ON ANTARCTIC RESEARCH IA Company Llmited by Guarantee) NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2023 16. ANALYSIS OF CHANGES IN NET DEBT At1 January 2023 Cash flows At31 December 2023 Cash at bank and in hand 620.052 1105.419) 514.633 620,052 {105.419} 514,633 17. PENSION COMMITMENTS The Charity cy8rates a defined contributrons pensM)n schem. The assets of the scheme are ￿ld separately from those of the Charty in an independently adminislered fund. The pension cosl charge represents contributions payabk by the charity to the fund and amounted lo £5.354 12022 £4.0401. Contributions totalling £255 12022 - £402) wefe payable to the fvnd al the tsalan￿ sheet dale and are included in credrtors. RELATED PARTY TRANSACTIONS There were no related party tran&ictions during the current or previous ￿ar$. Page 35 Scientific Committee on Antarctic Research Audit Matters for year ended 31 December 2023 &, <, 1 ## Dear Board of Trustees **Audit Matters for Scientific Committee on Antarctic Research for the year ended 31 December 2023** This report presents the observations arising from the audit that are significant to the responsibility of those charged with governance to oversee the financial reporting process, as required by International Standard on Auditing (UK) 260. Its contents have been discussed with management. As auditor we are responsible for performing the audit, in accordance with International Standards on Auditing (UK), which is directed towards forming and expressing an opinion on the financial statements that have been prepared by management with the oversight of those charged with governance. The audit of the financial statements does not relieve management or those charged with governance of their responsibilities for the preparation of the financial statements. The contents of this report relate only to those matters that came to our attention during the conduct of our normal audit procedures, which are designed for the purpose of expressing our opinion on the financial statements. Our audit is not designed to test all internal controls or identify all areas of control weakness. However, where, as part of our testing, we identify control weaknesses, we will report these to you. Consequently, our work cannot be relied upon to disclose all defalcations or other irregularities, or to include all possible improvements in internal control that a more extensive special examination might identify. This report has been prepared solely for your benefit and should not be quoted in whole or in part without our prior written consent. We do not accept any responsibility for any loss occasioned to any third party acting, or refraining from acting on the basis of the content of this report, as this report was not prepared for, nor intended for, any other purpose. Specific roles and responsibilities are outlined in the terms of engagement agreed in the PEM Engagement Letter dated 14/06/23, which covers the audit of the 2023 accounts and future years’ audits. General terms of engagement may be found on our website www.pem.co.uk. We would like to take this opportunity to record our appreciation for the assistance provided by the finance team and other staff during our audit. Yours faithfully **Kelly Bretherick** For PEM September 2024 2 ## **Contents.** **1** Audit status - **2** Audit risks & our findings - **3** Matters arising from our work - **4** Matters for the attention of the trustees ## **Your team.** **Kelly Bretherick** Responsible Individual kbretherick@pem.co.uk - **5** Internal controls - **6** Internal controls (review of prior year recommendations) - **7** Summary of adjustments - **8** Summary of potential adjustments - **9** Communication of audit matters - **10** Independence - **11** Emerging issues **Bethan Vaghela** Senior Audit Manager bvaghela@pem.co.uk **Andrew Bramley** Audit Senior abramley@pem.co.uk 3 ## **1. Audit status.** ## **Audit opinion** Our audit work is substantially complete and there are currently no matters of which we are aware that would require modification of our audit opinion, subject to the outstanding matters detailed below. - Signed letter of representation and post balance sheet events update to the point of signing. We confirm that our audit has not revealed any matters that will require modifications to our audit report opinion and therefore at this stage we expect that an unqualified audit opinion will be issued for Scientific Committee on Antarctic Research. The original audit report will be signed by Kelly Bretherick, on behalf of Peters Elworthy & Moore. ## **Letter of representation** Before we can complete our audit, we require a letter of representation from you. The letter will provide us with additional evidence in areas where we have relied upon representations from you during the audit. We suggest that you make your own enquiries of staff to verify that you support the representations that have been made. ## **Subsequent events (ISA 560)** We must ensure that all the events up to the reporting date that need to be reported in the financial statements have been identified and accounted for appropriately. For events that come to our attention after the reporting date, but before auditor’s report is issued, we must ensure that events requiring adjustments have been accounted for. We have received confirmation from you that no subsequent events have occurred. 4 ## **2. Audit risks & our findings.** ## **Audit approach** Our audit approach was outlined in our Audit Plan. We have not had to alter our Audit Plan as previously communicated to you on 07/02/24 In accordance with the ISAs there are two presumed significant risks, which we are required to consider for all organisations: the risk of **management override of controls** and the risk of fraud or error in **revenue recognition** . As part of our planning, we also identified a significant risk in relation to **restricted funds** . Our audit findings are set out below. |**Significant risk**|**Our approach and findings**| |---|---| |**Management override of controls**|| |**Assertions – none (presumed risk at financial statement level)**|We tested the design and implementation of controls around journal entries and those relevant to the production of the financial| |Management is typically in a powerful position to perpetrate fraud|statements.| |due to its ability to manipulate accounting records and prepare|We carried out appropriate substantive procedures including:| |fraudulent financial statements by overriding controls that otherwise
appear to be operating effectively.|
review of journal entries to identify and test significant or unusual items;| ||
review of accounting estimates (see section 4); and| ||
review for significant transactions that were outside the normal course of business or were otherwise unusual.| ||Our D&I testing did not highlight any significant issues.| ||We identified during our testing that there were instances where journal descriptions weren’t necessarily appropriate for the| ||transactions made. Our control recommendations related to this have been detailed in Section 5.| 5 ## **2. Audit risks & our findings.** ## **Significant Risk** ## **Our approach and findings** ## **Revenue recognition** Under ISA 240, there is a presumed risk of fraud present within revenue recognition. ## **Assertions considered** - **completeness** (whether all the income to which the Charity is entitled has been included) - **occurrence** (whether the income is recorded in the period have really occurred) - **cut-off** (whether the correct amount has been recognised in the accounting period under consideration). We have assessed the inherent risk factors of each assertion and how they affect the susceptibility to misstatement. In addition, we have assessed the likelihood and magnitude of misstatement for each assertion. We have reviewed the controls you have in place but will not be specifically testing the operating effectiveness of controls. We will adopt a substantive approach. Whilst the assertions are relevant to all of the Charity’s income streams, we consider that the significant risk relates to the completeness, occurrence, and cut off of membership contributions, as well as grants and donations, received by the Charity. We have reviewed the design and implementation (D&I) of controls around membership contributions, grants, and donations received. We adopted a substantive testing approach in line with our plan consisting of detailed testing and analytical procedures, to satisfy ourselves that total income for the year was in line with expectation and supporting documentation and accordingly assessed the completeness of the reported revenue balances. As part of our audit procedures to address the significant risk we have: - Reviewed and tested income recognition policies to ensure that they are appropriate for the Charity’s activities and being consistently applied. - We reviewed and tested a sample of transactions to ensure that income is only being recognised when all of the criteria are met (entitlement, probable and measurement). - We performed detailed testing on material revenue streams to assess _**completeness**_ . We have performed a proof in total of membership income by recalculating the contributions of members listed on the website and comparing this to the total recorded in the accounts. We have also obtained agreements for grants present in the year, used these to form an expectation of income recognised, and compared this to the figures recorded in the accounts. In addition, we have: - We performed detailed testing on material debtors related to the above revenue streams to assess _**occurrence**_ . We have traced a sample of income entries recorded in the accounts to appropriate documentation and/or cash received in the year to confirm the income has actually occurred. - We performed detailed testing on material revenue streams around the year end to agree _**cut-off**_ . From our D&I testing, the systems in place over the recording and recognition of income are working as documented. No significant errors or omissions were identified during our testing however we have identified that some outstanding contributions from previous years were also being included on invoices for the current year contributions and therefore were being billed twice. The impact of this double counting is included as a potential adjustment in Section 8 and we have set out a control recommendation in Section 5. 6 ## **2. Audit risks & our findings.** **Significant risk** **Our approach and findings** ## **Restricted funds** ## **Assertions considered** - **Classification** (whether income and expenditure has been received into or paid out of the correct fund) There is a risk that restricted income has not been correctly identified or that restricted expenditure is not in line with the specified purposes. - As part of our audit procedures, we have: - Reviewed the systems in place with regard to the identification of restricted income and the allocation of expenditure to the appropriate restricted funds. - Tested a sample of expenditure items to supporting documentation to ensure they have been applied in line with the terms of the funds. No significant errors or omissions were identified during our testing. 7 ## **3. Matters arising from our work.** ## **Materiality assessment (ISA 320)** Our initial or planning materiality was set out in our audit plan shared with the trustees on 07/02/24. Our planning materiality was set using a benchmark of 2% of turnover based on prior year/management accounts. The final outturn was significantly higher than our initial calculation and as a result we have recalculated materiality based on the final income. The revised figures are set out below. |**Entity**|**Benchmark**|**Planning materiality**|**Final Materiality**|**Final Performance Materiality**|**Clearly trivial**
**threshold**| |---|---|---|---|---|---| |Scientific Committee on Antarctic Research|2% of turnover|£10,800|£12,300|£9,200|£400| 8 ## **4. Matters for the attention of the trustees.** ## **Accounting and internal controls** ## **Your assessment** Management should keep their understanding of internal controls up to date to identify which controls are still operating effectively and which might now show areas of weakness. This regular re-assessment should consider the heightened risk of fraud as a result of such changes in the operational environment. This risk should be considered as part of your Charity’s risk register. Strengthening and maintaining the control could include: - Maintaining segregation of duties as far as possible so that no one individual has too much authority; - With increased remote working, making sure that only the right people are accessing the right systems; and - Increasing cyber awareness is recommended to identify unexpected behaviour. It is the Trustees’ responsibility to satisfy themselves that they have met their financial duties as Trustees by having robust and effective financial controls in place and protecting the business from financial crime. The assessment and evidence of challenge by management and trustees should be clearly documented and regularly reviewed. The trustees should consider Charity Commission guidance, CC8. ## **Our work** We consider management’s assessments of controls as part of our assessment of significant audit risk and we consider the design and implementation of relevant controls around significant audit risks as part of our audit work. We understand from discussion with management that controls are mainly exercised through review of monthly management accounts ## **Recommendations** We have found the Charity’s accounting and internal control systems in relation to the significant audit risks to be designed and implemented as documented. No significant deficiencies have come to our attention during the course of our work. There are, however, a few recommendations that we have made regarding the accounting and internal control systems, which are set out in section 5. We have also revisited the recommendations made in prior years and an update is provided in section 6. 9 ## **4. Matters for the attention of the trustees.** ## **Financial statements** As part of our audit, we have considered and reviewed the Charity’s accounting policies and the disclosures in accordance with UK Generally Accepted Accounting Practice and we have not encountered any material departures. In our opinion the accounting policies selected are appropriate to the circumstances of the Charity. ## **Judgements and estimates (ISA 540)** ISA (UK) 540 ‘Auditing Accounting Estimates and Related Disclosures’ includes number of more prescriptive documentation requirements around risk assessment, linking audit procedures with the assessed risk and judgements related to accounting estimates. There are one area which involved a large degree of judgement and estimation, and which was given increased scrutiny during our audit. This was: - Provision for bad and doubtful debts arising on customer trading balances. 10 ## **4. Matters for the attention of the trustees.** ## **Fraud (ISA 240)** As set out in our audit plan, we are required to consider fraud and the impact that this has on our audit approach. We have updated our risk assessment throughout the audit process and adapt our approach accordingly. We have received your assessment of the risk and effectiveness of the internal controls relating to the processes and procedures that you have in place through your completion of our planning questionnaires. It is the Trustees’ responsibility to satisfy themselves that they have met their financial duties as Trustees by having robust and effective financial controls in place and protecting the business from financial crime. We would recommend that trustees document their procedures to address the risks of fraud to demonstrate that management and trustees understand their role in the prevention of fraud. Regular review of this assessment will help trustees and management identify gaps and implement stronger internal controls as discussed above. We have not been made aware of any incidents in the period and no other issues have been identified during the course of our audit. Our standard letter of representation has one change from previous years. Previously, we obtained representations from you that you acknowledge your responsibilities. This year a representation will be/has been requested that Trustees and management believe that they have appropriately fulfilled these responsibilities. ## **Laws and regulations (ISA 250)** As set out in our audit plan, we have discussed with management the procedures in place for identifying laws and regulations critical to the charity and the procedures you have in place to prevent non-compliance. We recommend that reports on health and safety, safeguarding, GDPR, data Breaches, IT cyber security, insurance and other reports are regularly presented to the board and included in the risk register. You have not informed us of any incidents in the period and no other issues have been identified during the course of our audit. ## **Related parties (ISA 550)** As set our in our audit plan, our audit procedures involved enquiry of management about the identity of related parties, the nature of relationships and the type and purpose of related party transactions. We have received confirmation forms of the related party relationships and transactions from all identified related parties. We have not identified any non-disclosed material related party transactions during the course of our audit work. We note that the disclosures in note 15 to the accounts are consistent with the Trustees register. 11 ## **5. Internal controls.** During our audit work we have identified a number of recommendations that are set out below. We would recommend that high priority recommendations are addressed within the next 3-6 months, medium priority within the next year and that management consider implementing low priority findings by the next audit (or identify other controls which they believe address the risks). Recommendations raised in the prior year which have not been addressed or resolved have been repeated below and are marked prior year for clarity. |**PEM findings**
**Priority**|**Recommendation**
**Your comments**| |---|---| |**Journal descriptions**
Some narrative description was missing on some
of the journals tested.
**Medium**|Individual journals should have appropriate narrative
description summarising what the journal is for to
ensure a full audit trail is maintained.| |**Member contributions**
Some member contributions from previous years
were being included on current year contribution
invoices, meaning that the fees were essentially
being invoiced twice.
**Medium**|Ensure that the original invoice is reversed if a new
invoice is issued and still contains arrears from previous
years.| |**Prior year recommendation**
**Policies and procedures**
The policies, as published on the website, are
dated January 2017 with the exception of the
Privacy Policy which is dated June 2018.
**Medium**|We recommend that these policies are reviewed and
updated as appropriate over the coming year.
The Fundraising policy has now been updated and the
other policies are in progress and need addressing.| 12 ## **6. Internal controls (review of prior year recommendations).** During our audit work we have reviewed the implementation of actions against prior year recommendations. Where a matter has been addressed and closed we have noted that in the update this year column. Where the risk identified in the finding has still not been addressed that matter has been repeated in section 5 for ease of ongoing monitoring. |**PEM findings**|**Recommendation and your comment**|**Update this year**|**Outcome**| |---|---|---|---| |**Risk assessment**
A risk register is maintained and a policy in place for
review by the Trustees. New auditing standards
place further emphasis on Trustees to carry out their
own risk assessments in the areas of internal
control and Fraud.|In line with current regulations, we have provided further
guidance, and pro-forma inserts to be considered and
tailored to the charity to supplement the existing risk
register. These will add to your risk assessment and
governance procedures.|This has now been received.|CLOSED| |**Trustee details with the Charity Commission**|||| |The list of Trustees is not up to date for resignations
and appointments made during the year.|Details are updated online with the Charity Commission.|This has been updated and is in line with our
understanding.|CLOSED| |**Policies and procedures for expenses**
Currently there is no written policy for the
authorisation of expenditure. We have not noted any
issues with the actual authorisation of costs.|A policy is prepared and approved to form part of the
policies and procedures documents. We understand that
this is to be expanded to include Trustee expenses.|We have received the new policy.|CLOSED| |**Employment contracts**|That this is reviewed over the coming year. We are aware||| |From our review we noted that there was no formal
contract for a part time member of staff.|that contact has been made with the HR advisors as to
how to best proceed with this matter.|The employee who this related to now has a new
contract which has been accepted.|CLOSED| 13 ## **6. Internal controls (review of prior year recommendations).** During our audit work we have reviewed the implementation of actions against prior year recommendations. Where a matter has been addressed and closed we have noted that in the update this year column. Where the risk identified in the finding has still not been addressed that matter has been repeated in section 5 for ease of ongoing monitoring. |**PEM findings**|**Recommendation and your comment**|**Update this year**|**Outcome**| |---|---|---|---| |**Afterdate expenses not accrued**|||| |There were a number of expenses that were
identified as post year end expenses that related to
the year ended 31 December 2022, that had not
been accrued. These expenses totalled £17,053
and after discussion with management, these have|We recommend that a thorough review of post year end
expenses is carried out for at least one month after the
year end, to identify any expenses that relate to the prior
financial year and should be accrued.|Not applicable – the matter was resolved|CLOSED| |been fully adjusted for.|||| |**Policies and procedures**
The policies, as published on the website, are dated
January 2017 with the exception of the Privacy
Policy which is dated June 2018.|That these policies are reviewed and updated as
appropriate over the coming year.|The Fundraising policy has now been updated and
the other policies are in progress and need
addressing.|INCLUDED IN
SECTION 5 FOR
ONGOING
MONITORING| 14 ## **8. Summary of adjustments.** We are required to inform you of any significant adjustments made to the financial statements presented for audit that have been identified during the course of our audit, following discussions with you and your staff. You should review these adjustments in order to satisfy yourselves that they have been properly made. Confirmation that you have done so should be communicated to us within the letter of representation. ||**Total**| |---|---| ||**£**| |**Profit/(loss) per draft accounts**|**-61,196**| |Correcting general reserves brought forward|**3**| |Depreciation adjustment on plant and machinery|**-45**| |Adjustment to various accruals|**13,813**| |Adjustment to provisions for unrealised currency gains, debtors and national contributions|**24,495**| |Reversal of accrued income|**-28,509**| |Movements in investments|**10,187**| |Reclassification of restricted fund|**-44,343**| |Late client adjustments|**-15,051**| |Under accrual of accrued fellowship award|**-1,448**| |**Profit/(loss) per draft accounts**|**-103,351**| 15 ## **8. Summary of potential adjustments.** In addition, a number of non-trivial potential adjustments were identified during the course of our audit and we would request that you review these potential adjustments and consider amending the financial statements accordingly. If you decide not to amend the financial statements, then your reasons for doing so should be communicated to us within the letter or representation. ||**Total**| |---|---| ||**£**| |**Profit/(loss) per draft accounts**|**-103,351**| |Reduction in trade debtors|**-11,813**| |**Profit/(loss) per draft accounts, if adjusted**|**-115,164**| 16 ## **9. Communication of audit matters.** |**9. Communication of audit matters.**||| |---|---|---| |**International Standard on Auditing (ISA)(UK and Ireland) 260, as well as other ISAs (UK and Ireland), prescribe matters which we are required to**|**Audit**|**Audit**| |**communicate with those charged with governance, and which we set out below**|**Plan**|**Matters**| |Respective responsibilities of auditor and management/those charged with governance||| |Overview of the planned scope and timing of the audit, form, timing and expected general content of communications||| |Views about the qualitative aspects of your accounting and financial reporting practices, significant matters and issues arising during the audit and written representations that
have been sought||| |Confirmation of objectivity and independence||| |A statement that we have complied with relevant ethical requirements regarding independence, relationships and other matters that might be thought to bear on independence.
Details of non-audit work performed by us together with details of safeguards applied to threats to independence||| |Material weaknesses in internal control identified during the audit||| |Identification or suspicion of fraud involving management and/or which results in material misstatement of the financial statements||| |Non-compliance with laws and regulations||| |Expected modifications to the auditors’ report, or emphasis of matter||| |Unadjusted misstatements and material disclosure omissions||| |Significant matters arising in connection with related parties||| |Significant matters in relation to going concern||| |||| **----- Start of picture text -----**

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17 ## **10. Independence.** ## **Independence** In line with ISA 260 and the Auditing Practices Board (APB) Ethical Standard, we communicate to those charged with governance our independence and any other relevant factors. We are required to write to you to give you full and fair disclosure of any matters that may relate to our independence, or the perception of our independence, as your auditors. We considered our objectivity and independence before commencing planning our audit and communicated with you regarding these matters in our Audit Plan. We have reconsidered the relationship between you and our firm and have not identified any additional factors that have an impact on our ability to maintain our objectivity and independence. **We confirm we are independent and able to express an objective opinion on the financial statements.** # **. Your future, our focus** 01223 728222 pem@pem.co.uk Salisbury House, Station Road, Cambridge, CB1 2LA