## **Ash Green Scout Group** ## **Trustees' Annual Report** For the Financial Year ending 31[st] March 2023 and covering the period 01/04/2022 to 31/03/2023 ## **1 Reference and Administration Details** Charity Name: **Ash Green Scout Group** Charity Number: **1199314** Principal Address: **New Ash Green Youth Centre, Ash Road, New Ash Green, Longfield, Kent DA3 8JY** Correspondence Address: **133 Knights Croft, New Ash Green, Kent. DA3 8HY** ## **1.1 Trustees** **Louise Banks** Group Chair **Donald Peter Lewis** Group Lead Volunteer **Clare Hambleton** Group Secretary **Gillian Lewis** Group Treasurer **Mark Jennings** Excelsior Explorer Lead Volunteer **Michael Gordon Banks** Deputy Group Lead Volunteer ## **2 Structure, Governance and Management** ## **2.1 Governing Document** ' The Group s governing documents are those of The Scout Association. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the Association and the Policy, Organisation and Rules (POR) of the Scout Association. ## **2.2 Group Scout Council** The Group Scout Council is the electoral body to which the Group Trustee Board is accountable. Membership of the Group Scout Council is open to: - Group Uniformed Volunteers - Group Active Support Managers and members - Skills Instructors - Administrators - Advisers - Patrol Leaders - All Parents of youth members - The District Lead Volunteer and District Chair are ex-officio members of the Group Scout Council. ## **2.3 Constitution** The Group is a trust established under the Policy, Organisation and Rules of the Scout Association. It has a constitution agreed by the Group Scout Council, but which is subservient to its governing documents. ## **2.4 Trustee Selection** The trustees are appointed in accordance with the Policy, Organisation and Rules of the Scout Association. ## **2.5 Group Trustee Board** The Group is led by a Group Lead Volunteer and managed by the Group Trustee Board. They are accountable to the Group Scout Council for the satisfactory running of the Group. The Trustee Board exists to support the Group Lead Volunteer in meeting the responsibilities of their appointment. Members of the Trustee Board must act collectively as Charity Trustees of the Scout Group, and in the best interests of its members to: - Comply with the Policy, Organisation and Rules of The Scout Association - Protect and maintain any property and equipment owned by and/or used by the Group. - Manage the Group finances. - Provide insurance for people, property and equipment. - Provide sufficient resources for Scouting to operate. This includes, but is not limited to, supporting recruitment, other adult support, and fund-raising activities. - Promote and support the development of Scouting in the local area. - Manage and implement the Safety Policy locally. - Ensure that a positive image of Scouting exists in the local community. - Appoint and manage the operation of any sub-Committees, including appointing a Chair to lead the sub-Committees. - Ensure that Young People are meaningfully involved in decision making at all levels within the Group. - The opening, closure and amalgamation of sections as necessary. - And all other duties as set out in Policy, Organisation and Rules. ## **2.6 Risk and Internal Control** The Group Trustee Board has identified the major risks to which they believe the Group is exposed which are: ## **2.6.1 Injury to Volunteer Leaders, Helpers, Supporters or Members** The Group supports compliance with the Safety Policy and ensures appropriate risk assessment; elimination, reduction and control measures are taken to reduce the likelihood of any injuries. In addition, through membership fees, the Group contributes to the Scout Association's national accident insurance policy. ## **2.6.2 Damage to Buildings, Property or Equipment** The Group would request the use of property and equipment from other local Scout Groups and organisations. The Group has sufficient buildings and contents insurance in place to mitigate against permanent loss. ## **2.6.3 Reduced Income from Subscriptions and Fund Raising** The Group is primarily reliant upon income from subscriptions and fund-raising. The Group holds adequate reserves to ensure the continuity of activities should there be a major reduction in income. The committee could also raise the value of subscriptions to increase the Group income either temporarily or permanently. ## **2.6.4 Reduction or Loss of Volunteer Leaders** The Group is totally reliant upon volunteers to run and administer the activities of the Group. If there were a reduction in the number of volunteers to an unacceptable level, then there would have to be a contraction, consolidation or closure of activities or sections. ## **2.6.5 Reduction or Loss of Members** If there were a reduction in membership of a particular section or the Group as a whole, then there would have to be a contraction, consolidation, or closure of a section. ## **3 Objectives and Activities** The primary objective of the Group is that of the Scout Association generally, namely: _'to actively engage and support young people in their personal development, empowering them to make a positive contribution to society.'_ ## **The Values of Scouting** As Scouts we are guided by these values: - Integrity - We act with integrity; we are honest, trustworthy and loyal. - Respect - We have self-respect and respect for others. - Care - We support others and take care of the world in which we live. - Belief - We explore our faiths, beliefs and attitudes. - Co-operation - We make a positive difference; we cooperate with others and make friends. ## **The Scout Method** Scouting takes place when young people, in partnership with adults, work together based on the values of Scouting and: - enjoy what they are doing and have fun. - take part in activities indoors and outdoors. - • learn by doing. - share in spiritual reflection. - take responsibility and make choices. - undertake new and challenging activities. - make and live by their Promise. The activities of the Group are: - The provision of the Scouting programme for 6 to14 year old members. ## **4 Achievements and Performance** Please see the Annual Review document below. ## **4.1 Public benefit statement** 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. ## **5 Financial Review** ## **5.1 Reserves Policy** The Group's policy on reserves is to hold sufficient resources to continue the charitable activities of the group should income and fundraising activities fall short. The Group Trustee Board considers that the group should hold a sum equivalent to 12 months’ running costs, circa **£20,000.** The Group held reserves of approximately **£43,000** against this at year end. This is above the level required for operating expenses alone. However, this can be explained by the desire to replace the ageing Group Van in the very near future. ## **5.2 Investment Policy** The Group Trustees Board considers that the Group does not have sufficient funds to invest in longer-term investments such as stocks and shares. The Group has therefore adopted a low-risk strategy to the investment of its funds. All funds are held in cash using only mainstream banks or building societies. Currently, our sole Bankers are LloydsTSB, Gravesend, Kent. ## **6 Declaration** The trustees declare that they have approved the trustees report above. Signed on behalf of the charity's trustees: Signature: Full Name: **Peter Lewis** Position: Group Lead Volunteer Date of Signature: 05/11/2023 Signature: Full Name: **Louise Banks** Position: Group Chair Date of Signature: 05/11/2023 ## **Ash Green Scout Group** **Statement of Assets & Liabilities for the Year Ending 31st March 2023** |**Out £**
**In £**
Balance of Gen A/c at 1/4/2022
9,906.03
Gen A/c Expenditure
40,453.49*
Gen A/c Income
37,487.00*
Gen A/c C'Fwd to 2023/24
Balance of Treasurer A/c at 1/4/2022
733.92
Treasurer’s A/c Income
580.85
Treasurer’s A/c Expenditure
959.88
Treasurers' Cash C’fwd to 2023/24
Balance of F/R A/c at 1/4/2022
1,397.83
F/R A/c Expenditure
1,620.00
F/R A/c Income
428.05
Balance of Savings A/c at 1/4/2022
38,412.60
Savings A/c Deposits
7,200.00
Savings A/c Gross Interest received
72.86
Savings A/c Withdrawals
10,000.00
**Totals**
£53,033.37
£ 96,219.14
Freehold Property (Garage)
Equipment at estimated insurance value
Vehicle GF08|**C/fwd to 23/24**
**£6,939.54**
**£354.89**
**£205.88**
**£35,685.46**
**£43,185.77**
£11,500.00
£35,000.00
£ 500.00
**£90,185.77**| |---|---| * Within these amounts are Internal Account Transfers (monies moved between accounts) amounting to a total of £19,120. These transfers artificially inflate the figures shown. ## **INCOME (All sources)** |Member Subscriptions
Excelsior Explorer fees
Uniform & Scarves
Camp receipts
KIJ Camp receipts
Fund Raising/Donations
Activities and Group Outings
Charitable Income/Gift Aid etc.
Internal A/c Transfers
Other Income
Interest (gross) received
**EXPENDITURE (All sources)**
Membership fees
Premises Hire
Premises Expenditure
Group Equipment
Group Outings
Uniformed Section Budgets
Uniformed Section Activities
Camps
Kent International Jamboree
Training & Courses
Uniforms & Badges
First Aid Supplies
Stationery
OSM, Web
AGM/Promotional costs
Miscellaneous expenses
Motor Expenses
Premises & Equipment Insurance
Subs refunds
Internal Accounting Transfers
Less Total Expenditure
Surplus for year|**2022-2023 2021-2022**
£
19,052
£17,728
£
215
£
95
£
8
£
36
£
1,183
£
81
£
2,020
£
1,990
£
558
£
-
£
1,101
£
584
£
2,445
£
2,913
£
19,000
£
8,751
£
114
£
-
£
73

£
45,768
£32,178
**2022-2023**
**2021-2022**
£
5,264
£
5,671
£
3,401
£
2,405
£
3,660
£
12,350
£
7,909
£
1,809
£
149
£
200
£
2,496
£
395
£
649
£
1,060
£
213
£
2,882
£
2,410
£
-
£
1,835
£
454
£
1,915
£
1,591
£
640
£
112
£
91
£
152
£
50
£
56
£
799
£
-
£
47
£
288
£
1,685
£
1,290
£
625
£
540
£
75
£
58
£
33,913
£
31,313
£
19,120
£
7,200
£ 53,033
£38,513
-£7,265
-£ 6,335|**2022-2023 2021-2022**
£
19,052
£17,728
£
215
£
95
£
8
£
36
£
1,183
£
81
£
2,020
£
1,990
£
558
£
-
£
1,101
£
584
£
2,445
£
2,913
£
19,000
£
8,751
£
114
£
-
£
73

£
45,768
£32,178
**2022-2023**
**2021-2022**
£
5,264
£
5,671
£
3,401
£
2,405
£
3,660
£
12,350
£
7,909
£
1,809
£
149
£
200
£
2,496
£
395
£
649
£
1,060
£
213
£
2,882
£
2,410
£
-
£
1,835
£
454
£
1,915
£
1,591
£
640
£
112
£
91
£
152
£
50
£
56
£
799
£
-
£
47
£
288
£
1,685
£
1,290
£
625
£
540
£
75
£
58
£
33,913
£
31,313
£
19,120
£
7,200
£ 53,033
£38,513
-£7,265
-£ 6,335| |---|---|---| |||
-£ 6,335| **Pie chart representation of Income and Expenditure (All accounts) for the year 2022/2023** Scrutineer's Report to the Trustees of the Ash Green Scout Group I rewrton the accounts ofthe Group forthe year ended 31° March 2023 Re5perkn￿ nspon51btrli¢ie5 of T￿￿te*S and Scrurtir As the Group'5 trustees you are responsible for the preparation of the accounts," you consider that neither the audit nor independent ex3rnir13tlDn requirernents of the Ch3ritie5 2011 apply. It is my responslbillty, without carrwng out an audit or independÈnt Èxarnlnatlon, to strutlnlse the account5 and to reportto you. of krullnwe5 Statwn•rt In K¢ord4ntt with the dirfftions given in the Grovp'5 constitution, I have xrutsni5ed the record5 and the accounts summary¥$ Set outon the attaC￿d documents. kFVtineerfsStatement In rny opinion the 4ccount5 are in accordan￿ with the record5 produced to meand compty wrth the con5titutson. Signed.. Address: Date- ia.H- 23 ## **Ash Green Scout Group Annual Review 2022-2023** ## Another successful year for Ash Green Scouts! Following the return to post-Covid ‘normality’ we have been able to go on more events and camps this year, including attending the Kent International Jamboree which was an amazing experience for all those able to go. All of our young people have had the opportunity to attend camps during the last year. We continue to run exciting, varied and challenging programmes for all of our young people across all age ranges. Overall numbers of young people in the Group were slightly down at 94 at the annual census In January 2023 when compared with last year, but numbers have now recovered (iro. 110) once more and we have a very healthy waiting list. We are still the largest Group and most successful Scout Group in Swanley District by quite a margin, and we undoubtedly continue to benefit from being in a semi-rural community where opportunities for young people to have fun and enjoy themselves collectively are somewhat limited. Scouting is undergoing significant changes in the next couple of years, and we are ready to embrace those changes. ## **Safety, Safeguarding and Adult Volunteer Training** This always remains a key priority for everyone in the Group and we can confidently report that there have been no safety or safeguarding issues over the year. Our Volunteer Leader team also remains fully compliant and up to date with their training and a number of our volunteer team members have received awards and commendations during the year. We are also proud that we have quite a few Volunteer Leaders with specialist skills which enable us to provide activities like archery, climbing, crossbows, fencing and tomahawks for our young people. ## **Group Community Involvement** The Group maintained its community presence at the annual New Ash Green Village Day, successfully running fund-raising activities of Archery and Tomahawks, and a Coconut Shy. The event was a great opportunity for us to maintain our profile as a community-supportive Group and to talk to new people about the benefits of Scouting and of volunteering in the Group. We put on special celebrations for the Coronation of King Charles III, took part in the national Scouts’ Jamboree on the Trail, and also completed additional fundraising for our local foodbank – the Community Cupboard. The younger (Beaver and Cub) Sections also continued to serve our community by street barrier cleaning and litter-picking throughout the village centre. We also supported the national ‘Big HelpOut’ by running a drop-in café for local residents during the month of May. We have continued to raise awareness of our Group wherever we could, and as part of that local awareness the Group paraded with full colours at Remembrance Day at Ash War Memorial and also at the annual St George’s Day event at St Peter and Paul’s Church in the village of Ash. ## **Equipment and Storage** We have maintained a decent and considered reserve budget despite having to replace the flat roof on our freehold storage facility in New Ash Green, and we also benefited from some additional storage, kindly offered by our friends at St Peter and Paul’s Church in Ash village. We equipped that additional storage with a security metal cage so that it was a safe place to store our bigger equipment items. We have spent a significant amount on improving and adding to our equipment – about £7,000 over the year. Our main expenditure has been on Football Zorbs, Crossbows, 4 Resus Annies (to teach/practice CPR) and some additional high quality stainless steel kitchen equipment for camping. We will need to replace our ageing van in the next year and will be looking to purchase a ULEZ compliant vehicle. Finally, a big thank you to our Volunteer Leaders, and members of the Trustee Board, for all that they do to make Ash Green Scouts a great place for our young people – and a big thank you to our parents and supporters for your continued support.