## **Trustees' Annual Report for the period** Period start date Period end date Day Month Year Day Month Year **From** 01 01 2023 **To** 31 12 2023 ## Section A Reference and administration details ST. PAUL’S RUSTHALL 2nd TUNBRIDGE WELLS SCOUT **Charity name** GROUP **Other names charity is known by** N/A **Registered charity number (if any)** 1165139 **Charity's principal address** Sunnyside Hall Rusthall Road Rusthall, Tunbridge Wells **Postcode** TN4 8RA ## **Names of the charity trustees who manage the charity** |1
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20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||Margaret West|Chairperson|From 6thMay2023|| ||Michelle Rule|Treasurer||| ||Kevin Powley|Scout Leader||| ||Gavin Cons|GroupScout Leader||| ||Helen Bigsby|Explorer Leader||| ||Natalie Hyder|Community Rep||| ||Mark Johnson|Beaver Scout
Leader||| ||Louise Johnson|Beaver Scout
Leader||| ||John Burwood|Cub Scout Leader||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| **TAR** March **2012** 1 ## **Names and addresses of advisers (Optional information)** |**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**| |---|---|---| |**Type of adviser**
**Name**
**Address**||| |Scrutineer|Claire Gomez|1 Nellington Road, Rusthall, Tunbridge Wells, TN4 8SH| |||| |||| |||| ## **Name of chief executive or names of senior staff members (Optional information)** ## **Section B Structure, governance and management** ## **Description of the charity’s trusts** The Group's governing documents are those of The Scout Association. Type of governing document They consist of a Royal Charter, which in turn gives authority to the Bylaws of the (eg. Trust deed, constitution) Scout Association and The Policy, Organisation and Rules of The Scout Association. How the charity is constituted The Group is a trust established under its rules which are common to all Scouts. (eg. trust, association, company) Trustee selection methods The Trustees are appointed in accordance with the Policy, Organisation and (eg. appointed by, elected by) Rules of The Scout Association. - (eg. trust, association, company) ## **Additional governance issues (Optional information)** You **may choose** to include additional information, where relevant, about: - policies and procedures adopted for the induction and training of trustees; - the charity’s organisational structure and any wider network with which the charity works; - relationship with any related parties; - trustees’ consideration of major risks and the system and procedures to manage them. The Group is managed by the Trustee Board, in accordance with Scouts POR rule 3.22 & 3.24. The members of which are the Charity trustees. A Wider group formerly know as the “Exec” and including other Leaders and Parent Representatives of Group meet regularly with the Trustees to discuss the status and plans of the Group. The Scout Group 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 Trustee Board consists of up to 3 independent representatives e.g. Chair, Treasurer and a community trustee together with the Group Scout Leader and individual section leaders meets approximately every 3 months. We no longer appoint a secretary and the Chair kindly keeps records. This Trustee Board exists to support the Group Scout Leader in meeting the responsibilities of the appointments and is responsible for: - The maintenance of Group property - The raising of funds and the administration of Group finance - The insurance of persons, property and equipment - Group public occasions - Assisting in the recruitment of leaders and other adult support - Appointing any sub committees that may be required - Appointing Group Administrators and Advisors other than those elected ## **Risk and Internal Control** The Trustee Board has identified the major risks to which they believe the Group is exposed, these have been reviewed and systems have been established to mitigate against them. The main areas of concern that have been identified are: - Reduction or loss of members. The Group provides activities for all young people aged 6 to 14. If there was a reduction in membership in a particular section or the group as whole then there would have to be a **TAR** March **2012** 2 ||contraction, consolidation or closure of a section. In the worst case
scenario the complete closure of the Group.
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Damage to the buildings we use, property and equipment. The Group
would request the use of buildings, property and equipment from
neighbouring organisations such as the church, and other Scout Groups.
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Injury to leaders, helpers, supporters and members. The Group through
the capitation fees contributes to the Scout Associations national accident
insurance policy. Risk Assessments are undertaken before all activities.
Additional personal injury insurance is provided for all leaders and adult
helpers.
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Reduced income from fund raising. The Group is primarily reliant upon
income from subscriptions. The group does hold a reserve to ensure the
continuity of activities should there be a major reduction in income. The
Committee could raise the value of subscriptions to increase the income
to the group on an on-going basis, either temporarily or permanently.
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Reduction or loss of leaders. The group is totally reliant upon volunteers
to run and administer the activities of the group. If there was a reduction
in the number of leaders to an unacceptable level in a particular section
or the group as a whole then there would have to be a contraction,
consolidation or closure of a section. In the worst case scenario the
complete closure of the Group.
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The Group has in place systems of internal controls that are designed to
provide reasonable assurance against material mismanagement or loss,
these include 2 authorisers for all payments and a comprehensive
insurance policies to ensure that insurable risks are covered.
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Rent increases and cost of living crisis. The Group has been in dispute
with Sunnyside Hall Trustees regarding its ownership and use of
Sunnyside Hall for a long time. A resolution to the dispute was agreed in
2021 which has involved a substantial increase in rent payments and
further planned increases. The proposed rent increase and increases for
the next 5 years were expected to be affordable as we would slowly
increase subs to address the extra outlay. This has remained
manageable, particularly because we have stopped use of the URC for
the second Scout group. The Group has reserves which it can rely upon
in the short term to bridge any gap but this is not sustainable in the long
term.| |---|---| ## **Section C Objectives and activities** The objectives of the group are as a unit of the Scout Association. The Aim of The Scout Association is to promote the development of young **Summary of the objects of the** people in achieving their full physical, intellectual, social and spiritual potentials, **charity set out in its** as individuals, as responsible citizens and as members of their local national and **governing document** international communities. The method of achieving the Aim of the Association is by providing an enjoyable and attractive scheme of progressive training, based on the Scout Promise and Law and guided by adult leadership. The focus of the Group is to provide opportunities for young people to enable them to meet their potential through activities which include badge work, outings and camps. We welcome all young people regardless of personal background, **Summary of the main** faith or gender. **activities in relation to these objects** 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. ## **Additional details of objectives and activities (Optional information)** **TAR** March **2012** 3 You **may choose** to include further statements, where relevant, about: - policy on grantmaking; - policy programme related investment; - contribution made by volunteers. A great contribution is made by all our volunteers whether they act as Leaders, Assistant Leaders, Section Assistants, members of the Trustee Board or as parent helpers at the weekly meetings. We are grateful for the many hours volunteers have spent to provide the variety of opportunities open to the young people in our group. Without this valuable contribution of time, energy and expertise we would not have been able to achieve so much. Any surplus funds which are not required to pay for activities are placed on deposit to either earn interest or be used for replacement equipment. Small sums are used to provide access to activities for young people who would not otherwise be able to afford to attend some events. The Group holds significant residual funds above and beyond the reserves and the Group (with active encouragement from its treasurer) has sought to deploy these funds for the benefit of the members rather than to sit on the money “for a rainy day.” The Trustee Board regularly discusses options for use of the funds and has continued a full programme of replacement of equipment as well as buying new technology in order to bring the equipment of the Group into the 2020s. ## Section D Achievements and performance **Summary of the main** 2023 we were back to normal Scouting with most sections approaching full. Our **achievements of the charity** relationship with the Explorer Group is still strong, with the Explorers now large **during the year** enough to be considering the need for a bigger meeting place. The Group had a full calendar of activities but missed out of SGD due to bad weather. The Group arranged another family camp and a series of section camps. The Explorer unit is financially independent of the Group and has a formal partnership with the Group. One of our Explorers went to the ill-fated S Korean World Jamboree but was not phased and is now fundraising with another explorer for a further spectacular trip to the Artic. The focus of much of the activity remains on badge work. Our Group has worked with District to ensure all mandatory training is up to date and now has a robust process for maintain DBS checks. Our Facebook profile is regularly updated. Our financial position remained healthy at the end of 2023, and we added to our reserves following receipt of a number of grants and the Group making a small profit on some activities. Our Gift Aid claim stabilised year on year. The Committee reviews the level of subs in relation to a budget each year and agrees the appropriate level of subs and allocation of meeting budgets for each section, as well as larger expenditure plans. Our Trustee Board has been working with representatives of Sunnyside Community Hall Limited (another registered charity) in relation to settling and documenting both parties shared ownership of the land where Sunnyside Community Hall and the store are located and agreed the terms for the preparation of legal documentation in 2023. The legal work began in 2022 but stalled because Sunnyside Hall received legal advice not to enter into the lease. Despite our attempts, no compromise solution has been found and both sides are in the status quo without final affirmative resolution. The Trustee Board agreed to approach the Charity Commission directly if no negotiated way forward could be achieved. That work shall progress in 2024. **TAR** March **2012** 4 ## Section D Achievements and erformance p ## **Section E Financial review** The Group's policy on reserves is to hold sufficient resources to continue the **Brief statement of the** charitable activities of the group should income and fundraising activities fall **charity’s policy on reserves** short. The Group Trustee Board considers that the group should hold a sum equivalent to 12 months running costs, circa £8,500 on an income basis. The Group held reserves of more than £28,000 against this at year end. This is above the level required for operating expenses and represents a c£2,000 increase from 2022. The high level of reserves is explained by fund raising in prior years to finance the expansion of Sunnyside hall (which is part owned by the Group) to allow it to be used by the Beavers and Cubs as well as the Scouts. The budgeting process was undertaken for 2023. **Details of any funds materially** None **in deficit Further financial review details (Optional information)** The Group's Income and Expenditure is very small and as a consequence does You **may choose** to include not have sufficient funds to invest in longer term investments such as stocks and additional information, where shares. The Group has therefore adopted a low risk strategy to the investment of relevant about: its funds. All funds are held in cash using our CAF account. - the charity’s principal sources of funds (including any fundraising); The Group Executive regularly monitors the levels of bank balances and the sources of funds (including interest rates received to ensure the group obtains maximum value and income any fundraising); from its banking arrangements. The CAF banking arrangements includes a • how expenditure has “Gold” interest bearing account, and as such, the Group have split their funds supported the key objectives across both the current and the Gold accounts. No period of notice is needed to of the charity; transfer funds. The interest rate on the Gold account is comparable to the Scout Charity Deposit Service. - investment policy and objectives including any ethical investment policy adopted. **TAR** March **2012** 5 **Section F Other optional information** - In 2024 the Group intends to “just keep Scouting.” ## **Section G Declaration** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **Signature(s) Full name(s)** Meg West Gavin Cons **Position (eg Secretary, Chair, etc)**[Chairperson ] Group Scout Leader **Date** 4th May 2024 **TAR** March **2012** 6 LT71PXWS- llep0rttot￿ TTU5tep5 dQ Scrutineerfs Report to the Trustees of the Rusthall Scout Council I report on the accounts of the Grout4District forthe year ended 2023 As the Group'slDistrict's trustees you are responsible for the preparation of the accounts: you consider that neither the audit nor independent examinats.on requirernents of the char￿e5 Act 2011 apply. It is my responsibility wrthout carrying out an audit or independent examination to scrutini5e the accounts and to report to you. In accordance with the directions given in the Group'slDi5trict's constitution. I have suutinised the records and the accounts In my opinion the accounts are in accordance with the records produced to me and comply with the con5ts"tuts'on. Name.. Claire Gomez Address.. l Nellington Road, Rusthall, Tunbridge WelLg, TN4 8SH Date". 1810312024 Id4 St Paul's Rusthall Scout Group Receipts and Payments Account Forthe year from 1st January 2023 31st December 2023 Receipts and payments 2023 Unrestsict8d FuTrJs 2022 Unrethcted Funds Recerpts Donations, legacies and similar incom Membership subscriptioris Less.. M8Fnbership subscriptions paid on INaI￿naVc0UntyjthaIDlsINa1 Not membership subscriptions rets1[￿J Donations, legacies and simitar income Legacre5 Gift Aid Other similar income- Unifomi Commissiord&les Sub total 13 843.25 6 300.21 10 057.75 5 679.00 4 378.75 103.45 1873.00 2 186.02 482.00 12 084.06 2 033.44 893.50 7 409.14 Grants Maintenance Other grants S*Jb t(rtal Fundralslng (Gros5) 381.5 395.68 Activitiès Misc Other fundraisin 18 725.50 45.51 20 491.50 17.00 Sub total Investmenl income Bank Interest Building Society interest The Scout Ass(Kiation Short Term Investment Semce prO￿rty Rent income Other Investment income 19 152.59 20 904.18 301.61 66.37 b totsl 301.61 66.37 rolal Gross Inco 31 538.26 28 379.69 A5sett and investment sabs. etc 31538.26 28 79.69 T￿ abob* rgc•lpts and accou￿ and statomwrt of aB8•ts and Ilabllities wern approv•d by th• Trust•o5 on 2024 and slgned on their b•half by foylof9- St Paul's Rusthall Scout Group Receipts and Payments Account Forthe 1s1 JarKJary ￿23 31st DeL¥mb8r 2023 Receipts and pa ments 2023 ilnr•thcted FUTh 2022 Unresthcted FurK15 Payrnents Chantable Pa￿￿￿ntS Youth progrdmmè and 8¢tivrt Adult supptsrt and trainift9 Rent 21.156.96 22,666.10 1,930.00 W8terand S8w*rage Electricity and Ga5 Insuranc Repav5 and R8n•wdls Kla18rials and 8quipm$nt Printing and Pl￿t<￿p￿n9 Contribution to cafflp (xjsts Uniforms AGM and tNst88 8xpenses Chnslmas Flares Fund Raising Expens•s MisC8118n￿lu9 3,050.00 Sub total 29,378.82 29,766.46 AJ%•tt and In¥Mtrn•nt pur¢haa••. •tG 29,378.82 29,766.46 2,159.44 Cash fund8 la81 y*arend 1,386.77 28.653.97 26,494.53 Th• abo¥• r•celpts and pa￿6￿￿ *¢cwnt and of ass•t8 aowj li￿1￿185 w•r* aPFxo¥*d by the Trustsas on 2024 •nd signed on thèlr behalf by EX￿￿th Chairpersc Hon. Treawr8r Statement of Assets and Liabilities at the end of the year 31st D￿lber 2023 LknreStrict￿j FUTh 31st DeC￿ber 2022 Unr8Strict8d Funds Ca8h Funds Bank Currant ArLount BaAk DetK)sst Acc¢xsnl Buikying Sctiety Ac(x)unt Th8 S¢c¥Jt As*￿lat￿ Smrt T8rn￿ Inv8stm8nt Serv C8shlSgctM)n Fk>ats 28.653.97 26.494.53 28,653.97 26,494.53 Tax Claitn Dèb& duè from Countylkn*Di8trict1Gr￿P Insuranee Clwm Sub totsl Inv•8trnent Asséts Investm&Tht prcrorty- dètail Quoted Inve8tm8nts Othèr irbvestmèntg- detail Sub Iclal Non monètary assets h)r chariti•s own Badg8 Stock Shop stock Oth8r stock Land and buildings Motor vo1th8 Scouti￿j ￿U1pM￿nI. ftJmKurt eic Other 50.00 50.00 12.712.68 13,818.13 12,349.54 12,976.28 &Jb lotar 25,112.22 Llabllltl•8 Accounts r￿t yet paid- Hall hi Expens8s incurred but not paK1 Subscriptsor￿ not yet 26,844.41 0￿r Irdts'lit Sub lotal Contingent Ilablllties and futur• obllgitlo p&¥ ## **Scrutineer's Report to the Trustees of the Rusthall Scout Council** I report on the accounts of the Group/District for the year ended 2023 ## Respective responsibilities of Trustees and Scrutineer As the Group's/District's trustees you are responsible for the preparation of the accounts; you consider that neither the audit nor independent examination requirements of the Charities Act 2011 apply. It is my responsibility without carrying out an audit or independent examination to scrutinise the accounts and to report to you. ## Basis of Scrutineer's Statement In accordance with the directions given in the Group's/District's constitution, I have scrutinised the records and the accounts ## Scrutineer's Statement In my opinion the accounts are in accordance with the records produced to me and comply with the constitution. Name: Claire Gomez Address: 1 Nellington Road, Rusthall, Tunbridge Wells, TN4 8SH Date: 18/03/2024