Trustees' Annual Report
For the period
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From (start date 0 1 0 4 2 1 to end date 3 1 0 3 2 2
Section A Reference and administration details
Charity name 2nd Chelmsford (Springfield) Scout Group
Other names the charity is known by n/a
Registered charity number (if any) 2 6 8 6 8 3
Charity’s principal address Lawn Lane
Chelmsford
Essex
Postcode C M 1 7 P P
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Names of the charity trustees who manage the charity
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Dates acted if not
Trustee Name Office (if any)
for whole year
1 Rob Jackson Chairman
2 Chris Chapman Group Scout Leader
3 Richard Spencer Treasurer
4 Kris Reynolds Cub Scout Leader
5 Karen Cooper Asst Grp Scout Ldr
6 Victoria Darnell Group Secretary
Fundraising &
7 Samantha Leeder Supporters
8 Paul Wickers Scout Leader
9 Rebecca Puvanendran Beaver Leader
10 Nicholas Ingham
11
12
13
14
15
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1 LT700001 (12July2019)
Section B Structure, governance and management
| Description of the charity’s trusts | |
|---|---|
| Type of governing document (e.g. trust deed, constitution) |
The Group's governing documents are those of The Scout Association. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the Association and The Policy, Organisation and Rules of The Scout Association. |
| How the charity is constituted (e.g. trust, association, company) |
The Group is a trust established under its rules which are common to all Scouts. |
| Trustee selection methods (e.g. appointed by, elected by) |
The Trustees are nominated members of the Group Executive Committee elected by the Group Annual General Meeting |
| Additional governance issues (optional information but encouraged as best practice) | |
| You may choose to include additional information, where relevant, about: Policies and procedures adopted for: a) the induction and training of trustees; b) trustee' consideration of major risks and the systems and procedures to manage them |
The Group is managed by the Group Executive Committee, which include the ‘Charity Trustees’ of the Scout Group which is an educational charity. The charity trustees are responsible for complying with legislation applicable to charities. This includes the registration, keeping proper accounts and making returns to the Charity Commission as appropriate. The Committee consists of 3 independent representatives, Chair, Treasurer and Secretary together with the Group Scout Leaders, individual section/group leaders and parent’s representation and meets every 3 months. This Group Executive Committee 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 who are elected. |
2 LT700001 (12July2019)
Section B Structure, governance and management (continued) Risk and Internal Control The Group Executive Committee has identified the major risks to which they believe the Group is exposed, these have been reviewed and systems have been established to mitigate against them. The main areas of concern that have been identified are: Damage to the building, property and equipment. The Group would request the use of buildings, property and equipment from neighbouring organisations such as the church, community centre and other Scout Groups. Similar reciprocal arrangements exist with these organisations. The Group has sufficient buildings and contents insurance in place to mitigate against permanent loss. Termination of Lease. The land on which the Scout Centre is built is subject to a 15 year lease from Essex County Council. The Group has maintained dialogue with ECC and there is no intention to break this. If the lease were terminated then an alternative base would be sought, as above. Injury to leaders, helpers, supporters and members. The Group through the capitation fees contributes to the Scout Associations national accident insurance policy, and has its own personal injury policy with Unity Insurance. Risk Assessments are undertaken before all activities. Reduced income from fund raising. The Group is primarily reliant upon income from subscriptions and fundraising. 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 ongoing basis, either temporarily or permanently. 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. Risk and Internal Control The Group has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss, these include 2 signatories for all payments and a comprehensive insurance policies to ensure that insurable risks are covered. National Emergency A national emergency such as the current Covid-19 pandemic may mean the group cannot continue normal activities and fundraising. The Group leadership will put an alternative programme in place and make necessary adjustments to expenditure and income.
3 LT700001 (12July2019)
| Section C | Objectives and activities |
|---|---|
| Public benefit statement Summary of the objects of the charity set out in its governing document Summary of the main activities in relation to these objects |
The Purpose of Scouting Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society. The Values of Scouting As Scouts we are guided by these values: Integrity -We act with integrity; we are honest, trustworthy and loyal. Respect -We have self-respect and respect for others. Care -We support others and take care of the world in which we live. Belief -We explore our faiths, beliefs and attitudes. Co-operation -We make a positive difference; we co- operate with others and make friends. The Scout Method Scouting takes place when young people, in partnership with adults, work together based on the values of Scouting and: - enjoy what they are doing and have fun - take part in activities indoors and outdoors - learn by doing - share in spiritual reflection - take responsibility and make choices - undertake new and challenging activities - make and live by their Promise. |
| Each youth section meets weekly during term time with a programme of activities organised by the leaders in advance. Each youth section arranges at least one camp or sleepover per year. Other activities include handicraft, badge work, hikes, visits to museums and public services, and outdoor activities at our Riffhams woodland site. The Group participates in District and County scouting events. |
|
| 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. |
4 LT700001 (12July2019)
| Section D Summary of the main achievements of the charity during the year |
Achievements and performance |
|---|---|
| After a difficult previous year, slowly from April face to face Scouting resumed following social distancing guidelines that throughout the year were relaxed. Numbers of children within the unit are back again to pre-pandemic levels. Outdoor events were key for safety and use of Riffhams campsite this year has been high. Extensive tree work was completed in March to ensure the site stays safe. Scouts were able once again to take part in District events such as the swimming gala and gang show. Limiting the risk, large fundraising events were still on hold but an outdoor jumble and Christmas raffle meant funds could still be brought into the group. Robert Mann, our previous Group Scout Leader who we lost in 2020, and is still greatly missed, kindly left a legacy and a decision will be made as to how the Group can benefit in a tribute to him. |
5 LT700001 (12July2019)
| Section E | Financial Review |
|---|---|
| Details of any funds materially in defic (circumstances plus steps to eliminate • investment policy and objectives The Group does not have sufficient funds to invest in longer- term investments. The Group has therefore adopted a risk averse strategy to the investment of its funds. All funds are held in cash. Brief statement of the charity’s policy on reserves 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 Executive Committee considers that the group should hold a sum equivalent to 12 months running costs, circa £20K. The Group held reserves of approximately £94K at year end. This is above the level required for operating expenses. However, the Group have started the project to replace the roof of the Scout Centre (projected cost above £75K). The project has been covered by fundraising (£5k), and grants from Walter Farthing Trust (£12K), Essex County Scouts (£5K), and Essex Community Initiatives Fund (£10K), with the remainder from reserves. There are no funds currently in deficit |
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Section F Other Opiioiial Inform3tio Normal scting is rthvfiJty tesumed so fac£ trj face lundraising actNftes rthv taka ptace. durirkg the wuslrictions duriro the pandemi The Group r&wed alggw of£25K from Rotért Mann,. the Manwmentteam are planniTrJ on to invtistthis. and eliminate Asbèsts tn the Main Scout Hall Building. The Gfwp wived £8K in fmm Chelmsford C cou1 thryh efflwgerw Business Ratss Relief due to COVID I¢xkdo. The GrrAJP F4ans ts addFiK)nal SwjicS to support more ung pec(Ae. Tre pgrh8tship Guides VAI be extended, and with cdher organisalions. The lease has to all(yw use ofthe centre for other Plans for fijiU per1(ts Idetails of any signrfkant actlvrfies rAanned to athieve them) Section DClaratIO[l Signed on behdfofth8 driS IteeS SignabJrfsJ FUH name(s} 18 Darnell Rob Jackson Ir]Lpywop_J
2nd Chelmsford (Springfield) Scout Group Receipts and Payments Account
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Year start date Year end date
For the year
01-Apr-21 To 31-Mar-22
from
Receipts and payments
2021/22 2020/21
Receipts
£ £
Subscriptions & "Scouting" income
Membership subscriptions 7,902.50 5,280.50
Less:Membership subscriptions paid on (National/County/Area/District) -3,937.50 -4,446.00
Net membership subscriptions retained 3,965.00 834.50
Gift Aid 1,705.58 2,042.28
Gang Show Note 4 82.00
Youth programme and activities excluding camping 988.00 105.00
Contribution to camp costs 215.00 - 985.00
Sub total 6,955.58 1,996.78
Donations & Grants
Donations from State Street volunteer time matching scheme - 760.80
Donations for Roof Fund 1,705.28 3,544.15
Chelmsford City Emergency Business Rate Relief Note 1 8,000.00 21,427.51
ECC Locality Fund - 3,164.85
ECC Community Initiatives Fund Note 2 10,000.00 -
Walter Farthing (Roof Donation) 12,000.00 -
Other Donations 127.53 81.28
Grants - -
Sub total 31,832.81 28,978.59
Fundraising (gross)
Jumble Sale 835.38 70.00
May Fayre Note 3 - -
Christmas Bazaar / Christmas Raffle Note 3 895.45 -
Social Events - 298.30
Other fundraising activities 83.16 -
Sub total 1,813.99 368.30
Investment income
Bank interest - -
Income for use of hall 950.00 180.00
Other investment income - -
Sub total 950.00 180.00
Total Gross Income 41,552.38 31,523.67
Asset and investment sales, etc. - -
Total receipts 41,552.38 31,523.67
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2nd Chelmsford (Springfield) Scout Group Receipts and Payments Account
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Year start date Year end date
For the year
01-Apr-21 To 31-Mar-22
from
Receipts and payments
2021/22 2020/21
Payments
£ £
"Scouting" expenses
Youth programme and activities excluding camping 3,212.81 914.88
Contribution to camp costs 362.00 - 750.00
Gang Show Note 4 - -
Materials and equipment 408.88 1,232.82
Adult support and training - -
Uniforms - -
Sub total 3,983.69 1,397.70
Property expenses
Lease payment Note 7 400.00 400.00
Water and Sewerage 38.14 42.03
Electricity and Gas 1,536.72 1,117.20
Communications 487.14 388.80
Insurance 3,390.17 3,390.17
Repairs and Renewals 6,136.61 3,603.36
Sub total 11,988.78 8,941.56
Charity running expenses
AGM and trustee expenses - -
General admin expenses 257.69 261.99
Sub total 257.69 261.99
Fundraising expenses
Jumble Sale & Sundries - -
May Fayre - -
Christmas Bazaar - -
Social Events - -
Other fundraising costs - -
Sub total - -
Total Gross Expenditure 16,230.16 10,601.25
- -
Asset and investment purchases, etc.
Total payments 16,230.16 10,601.25
Net of receipts/(payments) 25,322.22 20,922.42
Net assets from last year end 68,939.30 48,016.88
Net Assets this year end 94,261.52 68,939.30
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2nd Chelmsford (Springfield) Scout Group Statement of assets and liabilities at the end of the year 31st March 21r22 31st March 2021 Ca8h fvnds Bank rJJwent acth- Sarrtar>Y 41802.0 Bank ¢tynt accwnt. CAF B 21.122. 28.093. Bank depost 8tt¢wJnl Group Cash AccrJnt 1n.O 451.67 Se¢tion Petty Ca•h 615.7 332.02 Total fund• 96.729.1 70,539. Other monetsry ao80ts Tax dalm Insuron¢4 d8im Sub tot1 Non monètary a¥•ets for charitys t> uae LaTrJ and buik1w8 Scwling equipfflenl, fvrthxg olc Other sub total Llabllltle8 Exp8n8e$ Inrred rnt Invi)k•d. Loa6• pa SATNANDER urK4Jwed tyu88 Other liabile$ .1.800.0 467.6 Sub totsl NEf ASSErs 94,261. The above receipts and paymonts accounl and Statement of a•s•ts and Ilabllltlo5 wfjrn approvod by the Trusloe8 0 May 2022 and $lgn¢d on tholr bohaH by: nature Print Name Rob Jacs(, Group Chair Rthard Spen(w. Trea81W Note 1". The Group are rw'sted for tn98S rates 9h we &¥emFrt from paYrTts. Chelmth cty emergen ral& relief because of the Covhj l¢xkdown. finishiThJ surywner 2021 Note 2.. Essex County Council Communrty InatiVeS Furn1 made a grarttcy•rards ts r(M)ffeplanI prrX. Th18 must spent by 31st Mar¢th 2023 otlHwsè it will be repaKI Note 3.. There was no May F8yre. socaal event or Chn'5tmas Baaiar n 21Y21 to Covbj. A Chrislrnas Raffle vras held instead. Note 4". Gang Show money was receNed in FY2tr21.22 tmrt spt in Ff21Y22-23 Note S". The Group benefits from a lease dated 29th September 2016 Essex cjnty cjnu1 and The So)ut Association ovèr land to the east of Lawn Lane, Spn'rKJfld. The term of lease is b'N 2Sth September 2031. The lease18 subject to various 5th.l¥e covenants whK essen reslricl the vaue ofthe lease and IlIdIjS Ihereon to ihe current purpose onty. On 25th May 2021 The insured value of tildiJS VAS £589.427. The Group a150 owns the freehold on wcxx118nd 81 Riflhams. Danbury. The w)odLgnd overseen by Engh"sh Nattjre and 8ubiert to restrict its use to the cuuent purpose onty. Thertrfore no rrnIetary value is attributed In the acxywnts aThJ ewenditLKe 18 not capitalj'sed. Notè 6". Thè Group holds camping and other equiprrthtwhth the Trustees Ije necessary to achieve its aims. Due to the relats.vdy specialised nature ol the equipment the Tnjsiees have ¢Je(ided not lo aith"Ixrte any monetary value in the accounts and any eypenditure is not c2prtali8ed. The equiprnent is rreTrty inLrsured LM) a nv4vfDr obj basi$ £28.208 Note 7.. The annual £4 lfrase paent due urKlerthe 8e has r)t been invoK£d by tr FreefK)kkn but h88 Lw expensed through Ihe accounts ¢¥h year. Note 8.. The groL4) has sel up an ele( ftjnds paYt fa(xlty thrh CAF. subj110 dua aulhorisation by trustees.
Independent Examinerfs Report to the Trustees of the 2- CHELMSFORD (SPRINGFIELD) sco GROUP 36FJ). I report on the accounts of the GroupiDistricL1nty1Area the year ended 31'Marth 2022 which are sel out on page8 3 to 6 This report is made solely to the trustees in c0[a Vlith Secliort 145 of the Chaiities Act 2011. My wort has been und8rtaken so that I might state to the chanty's tnjstees those matters l am required to Stste lo them In an Independent Examinels report WKI for no other purpose. To the frJlle$t extent permrtted by law, I do not 8c¢opt or assume $4)nSIbl1ty to anyone other than the thanty and the chanty's trustees for my examinabon wc¥k. Ro8P8Ctlve respolbIlItIOX of Tru#t•es and Exmlnor The Group'slDistrict'$ trustees are responsible f¢X the preparats'c of the lunts. They consider that an audit is not required for this yaar lundgr Section 144 of the Charities Act 2011 lthe Charities Act}1 and that an independent examination Is needèd. It18 my respsi.1ty to.. Examine the ac¢ounts {urthr SXlon 145 of Chaiities Act). To follow the procedures 18ld down In the General Directlc)s glven by Charity Corrffiissioners (under Section 14515llb) of the Charities Acll.. and To 81818 whether Pa'¢u1¥r mattern have to my atter)IkJn. Ba81• of Ind•pondent Examln•f• r•port My examination was led out in accordarKe wrth the Genernl Dlro¢tiffis given by the Chanty Commissioners. An examination Indudes a of Ihe accounts.ng records by the GrOuDiStrict and a ¢ompari8on of the acctyjnts presented wth tho¥e record$. It 81$0 indudes comderation of unu$ual items or di8cIo8ure8 in the accounts, and seeking explanatoons frryn you as trustees cc¥Keming any Such matters. The pr(Kedure8 uThJertaken do not provide all the 8wderKe that vK)uld be required in an audlt. ¢onsequ8nlly no opinion is glven a8 to whether the accoun18 present a Irue and view Ihe 1$ limited to ttN)8e matter8 Sat out in the stem•nl Indép•ndont Examln•rfs ¥tatem In connectlon wlth ry exsminatth. no mattar <>Th to my attenti.. 1. whkh glves me rèaxffiatye causo to bglieve that . any ntsrial resrt the requirements to keep accounting records in secdan sodi 130 of the Chariti"o$ Ad,'and lo prepare accounts vthlch a)rd with the unti wwds and ¢¢mply lth the accountlng requirem8nts of the Charibes Act have not been mgt.. or 2. to which. In ry opinion, attention ¥hwkl bg dr in order to en8 a proFW understanth'rKJ of ts •¢wunts to be reached, 3. whl¢h givos me reasona Group'sll)istrKVs con cau8e to believe that in maten'al resp&X the acCjnting rules of Ihe on have been m8L Name.. o - Qualificth"on'. Address.. LT71X100611" February 2017)