Trustees' Annual Report
For the period
----- Start of picture text -----
From (start date 0 1 0 4 2 2 to end date 3 1 0 3 2 3
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
----- End of picture text -----
Names of the charity trustees who manage the charity
----- Start of picture text -----
Dates acted if not
Trustee Name Office (if any)
for whole year
1 Rob Jackson Chairman 1Apr22-31Dec22
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 1Apr22-20Sep22
Fundraising &
7 Samantha Leeder Supporters
8 Paul Wickers Scout Leader
9 Rebecca Puvanendran Beaver Leader
10 Nicholas Ingham
11 Alison Hodgson Group Secretary 20Sep22-31Mar23
12
13
14
15
----- End of picture text -----
1 of 7 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 of 7 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 of 7 LT700001 (12July2019)
| Section C | Objectives and activities |
|---|---|
| Public benefit statement Summary of the main activities in relation to these objects Summary of the objects of the charity set out in its governing document |
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 of 7 LT700001 (12July2019)
| Section D Summary of the main achievements of the charity during the year |
Achievements and performance |
|---|---|
| Scouting has returned to normal following the Covid-19 pandemic, including meetings, camps, participation in District Events and many other activities. Scout numbers are now at a maximum for the sections we have. The project to replace the main roof was completed on time and within budget. The roof has a steel profile incorporating insulation and sound absorption. A new lighting system was installed at the same time. The previous asbestos cement roofing was safely removed. Certified building, electrical, asbestos disposal and fire approvals were obtained. Total cost £72K. In addition to previous fundraising and grants, the Group received a £5K from Essex County Scouts The Group held a family BBQ to celebrate: this will be an annual event. The fund raising team have had a successful year, raising over £7K, a record: well done! Work to repair the mural and redecorate the interior of the Scout Centre has begun. Rob Jackson has stood down as chairman at the end of 2022 and we thank him for his great contribution and hard work, including managing the roof project to success. |
5 of 7 LT700001 (12July2019)
| Section E | Financial Review |
|---|---|
| Investment policy and objectives Details of any funds materially in deficit (circumstances plus steps to eliminate) 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 £64K at year end. This is above the level required for operating expenses. However, the flat roof at the rear of the Scout Centre is now leaking and planning replacing; planning is now in hand, with financial provision necessary. Also, the interior of the Scout Centre needs to be redecorated. There are no funds currently in deficit 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. |
6 of 7 LT700001 (12July2019)
Section F Other Optional Information The Group is implementing -GoCardless" a direct payment system for families. which provides improved visibility and reduced wDrkload for families, section leaders and the treaSUr. subscripts.ons will be increased by £1 per temi to cover the commission. The fiat r(x)f on the rear of the Scout Centre is akIng and needs lo be replxed. Although expensive the Group sbll has gocmy reserves. SC1 numbers have increased to maximum. and provision must be planned to enable pro9$S1On through all sections for the increased numbers. The Transformatson inrtiative wll provide improved engagement wth roles and training tailo to team members, making volunteering easier and more rewarding. The executs.ve committee wll become a trustee board Plan$ for fvture periods Idetails of an significant aclivitses planned lo achieve them} Section G Declaration The trustees declare Ihat Ihey have approved the truslee$' report above Signed on behalF of the chanty's trustses snatUre(SI Full name(sl Rhard S ncer Chns Cha man Positlon (eg Secretary, Chair) Treasurer Grou Scout Leader Date f4UUF4E4 E4KJFAU 7 of 7 LT700001 {12Juty2019)
Page 1 of 3
2nd Chelmsford (Springfield) Scout Group Receipts and Payments Account
----- Start of picture text -----
Year start date Year end date
For the year
01-Apr-22 To 31-Mar-23
from
Receipts and payments
2022/23 2021/22
Receipts £ £
Subscriptions & "Scouting" income
Membership subscriptions 8,680.00 7,902.50
Less:Membership subscriptions paid on (National/County/Area/District) -4,274.50 -3,937.50
Net membership subscriptions retained 4,405.50 3,965.00
Gift Aid 1,162.80 1,705.58
Gang Show 137.00 82.00
Youth programme and activities excluding camping 1,594.00 988.00
Contribution to camp costs 980.00 215.00
Sub total 8,279.30 6,955.58
Donations & Grants
Donations from State Street volunteer time matching scheme 5,266.99 -
Donations for Roof Fund - 1,705.28
Chelmsford City Emergency Business Rate Relief Note 1 8,000.00
Essex County Scouts (Roof Grant) 5,000.00 -
ECC Community Initiatives Fund 10,000.00
Walter Farthing (Roof Donation) 12,000.00
Robert Mann Legacy 25,000.00 -
Other Donations 75.28 127.53
Other Grants - -
Sub total 35,342.27 31,832.81
Fundraising (gross)
Jumble Sale 4,353.91 835.38
May Fayre Note 3 - -
Christmas Bazaar / Christmas Raffle Note 3 1,977.74 895.45
September BBQ 230.65
Social Events 314.00 -
Other fundraising activities 138.35 83.16
Sub total 7,014.65 1,813.99
Investment income
Bank interest 46.67 -
Income for use of hall 1,445.00 950.00
Other investment income - -
Sub total 1,491.67 950.00
Total Gross Income 52,127.89 41,552.38
Asset and investment sales, etc. - -
Total receipts 52,127.89 41,552.38
----- End of picture text -----
Page 2 of 3
2nd Chelmsford (Springfield) Scout Group Receipts and Payments Account
----- Start of picture text -----
Year start date Year end date
For the year
01-Apr-22 To 31-Mar-23
from
Receipts and payments
2022/23 2021/22
Payments £ £
"Scouting" expenses
Youth programme and activities excluding camping 4,664.21 3,212.81
Contribution to camp costs 1,112.96 362.00
Gang Show 201.50 -
Materials and equipment 272.72 408.88
Adult support and training - -
Uniforms - -
Sub total 6,251.39 3,983.69
Property expenses
Lease payment Note 6 400.00 400.00
Water and Sewerage 71.96 38.14
Electricity and Gas Note 7 1,536.72 1,536.72
Communications 346.67 487.14
Insurance 3,053.48 3,390.17
Repairs and Renewals 1,143.90 6,136.61
Roof Replacement Note 2 70,697.52 -
Sub total 77,250.25 11,988.78
Charity running expenses
AGM and trustee expenses - -
General admin expenses 311.01 257.69
Sub total 311.01 257.69
Fundraising expenses
Jumble Sale & Sundries 0.17 -
May Fayre - -
September BBQ 336.51 -
Christmas Bazaar 0.09 -
Social Events 32.71 -
Other fundraising costs - -
Sub total 369.48 -
Total Gross Expenditure 84,182.13 16,230.16
- -
Asset and investment purchases, etc.
Total payments 84,182.13 16,230.16
Net of receipts/(payments) -32,054.24 25,322.22
Net assets from last year end 94,261.52 68,939.30
Net Assets this year end 62,207.28 94,261.52
----- End of picture text -----
2nd Chelmsford (Sprinqfield) Scout Group Statement of assets and liabilities at the end of the year 31st March 2023 Page3of3 31st March 2022 Cash funds Bank cJJFrent account- S8ntsThJer 20.910.7 74,811.78 Bank Current actot- CAF Bank 42.27& 21.122.59 Bank deposit account Scout Assoua.C Shcrfl T6rm In¥8strnent Serv Group Cash Atuwnt 251.63 179.02 Sethon Pety Cg8h 1,187.01 615.75 Total ca8h funth 96,729.1 Other monetary assfjts T8x daim Insura Sub total Non monotary assèts for Charlty's own use Lond and buildirvJs Scoubng 89pMent, fumitwe elc Other Sub totsl Liabilitles Expenses InCued Trot knvoK•J. LM•• kWrt8 SATNANDER clared clwws Other -2,000.00 467.6 sub totsl -2.448. -2,467. NET ASSErs 62.207. 94261. The above recelpts and pawnents account and stslement of assets arbd liabilitle8 approvod by the Trustees 2th September 2023 and signod on their behalf by: nature Print Name dat• 1210912023 Chris cha[an Group Scout Leader date 1210912023 RKard spelr, Twsuror Not•8 Note 1". The Group a registered for trJ&ness rates though a exerw from paYnts. Chelm8foTd Cty provided emergency rate relief becausè of the Covid lod(thM, finishing summer 21 Note 2.. The rtxsf repl8(ml proj'ect Was comted 41h Aug1 222 Nol8 3. There was no May Fayre. sooal event or Christrna5 Bazaar In 2021. and May FayTe in 21r22 due to C¢)vhl. Note 4. The Group ben8fits fr(xn 8 Fease dated 29th September 2016 b8t%%en Essex County Counol and The Seout As8oci8tson over land to th8 east ol Lavm Lane. sngfield Th8 term of Ihè lease is ts1129th September 2031 lease 1$ subject to various restrictive co¥enants whh essentialty reStrt the value ol lease and buildings thereon to the current purpose only. On1st August 2022 the Insured value of buildings was £eJ30,686 The Group 3150 OVMS the freehdd on woodland at Riffrwns. Danbury. The wdIaTh1 is ovewn by English NabJ and subject to stn& ts use to the current purpose only. Therefore no montetary value Is attrrirted in the a¢x))unts and any expenditu is not pitalIsed Note 5" The Group holds camping and other equipmert the Twstees COnder e$Sary to athieve its aims. Due lo the relathiety speall8ed natUTe of the equipment the TnJstee5 have r1 to attn"tArte any monetary value in the aowunts and any expenditure is not cAprtalised. equipment is uJrrenty Inusured on a r{ for old basis £26,208 Note 8.. The annual £400 lease payynentdue uTh1er th8 lèase has ncrt been invohxd ty the Frgeh(Ader but h88 been experlryed through the accounts eath year Note 7.. The Group re¢ewed Ewricty and Gas from Bulb. 11 irrto a(ImInistral during the year. Paymènts lamained the sarne, untl the accountwas VIred by Ocl(ffjJus. There is a up p8yTrent due during 20W24
Independent Examinerfs Report to thè Trustees of the 2" CHELMSFORD (SPRINGFIELD) sco1 GROUP (Chanty Numb8r 2686831 I report on the accounts ofthe GrouplDistrictlCountylArea for the year eTrtsJ 31°Mar¢h 2023 which are set out on pages 3 to 6 This rerx)rt is made solely to the trustees in accordance TrIti Secknon 145 of the Charibes Act 2011. My work has b8en undertaken so that I might state lo the tharitys trustees those matters l am required to state to them in an Independent Examinerfs ieivt and for no other purpose. To the fvllest extent perrnitted by law, I do not accept or assume responsibility lo enyone other than the chanty and Ihe charity's Iruslees for my examination wot1(. Re8pe¢tlve rn8ponslbllliks of Tntstees and Examlner The Group'slDistrict's Iruslees are responsit48 for the preparation of the accounts. They consider that an audit is not required for this year (under Secb'on 144 of the Charib'es Aet 2011 Ithe Chanties Act1} and that an independent examination is noeded. 1118 my re8F¥)nsibilty to.. Examine the arminls (under Secllon 145 ofthe Chantie8 Act)., To follow the procedures laid d¢Jvm In the Genttal Olr&Xion8 gi¥en by the Charity Commi88ioner8 lund6r Section 145151(b} of the Charrt$ Ad), and To state whether particjjlar matters have ¢ome to my attent. Bas18 of Indopendent Examlnefs rnport My examination was carried out in accordance the Genefal 'rects.0ns glvèn by tho Chanty Commissioners. An axaminotion indudes 8 rewew of the accountsng recNds kept by the GrOU1$trict and a comparison of the accounts presented th those records. It also indudes eonsiderab'on of any unusual ilems or disclosures in the accounts. and seeking explanabons from you as trustees eonceming any SLKh matters. The procedures undertakèn do not provid8 all Ihg eviden that would bo rgquired in an audft. and consequently no opinion is givon as to whether th8 account8 present a and foif and the rep)rt is limited to se rnatte set out in the statement below. Independent Examlnarfs statemènt In conngction wth my examinatlon, no matter has come to my att8fttic'. 1. which gives me reaSonae Cause to tIeYe that in, material respect, the reqiNr¢ments to keep acuunting records in accordance With Se("on 130 ofthe Chanbes Act ,'and lo prepare accounts accord ¥h Ihg countIng rncords and comply th Ihe accountlng requirements of the Chanties Act have not been met.. or 2. to lCh. in my opinion. attents.on sf#)uld be drknm in order to enable a tffcrf>er undetstanding of thg accounts to be reached, or 3. whlch glva8 mé reasonable ¢ause to boEw trot in any mla1 respect the a¢¢ouniing rules of the Group'slDistrict's titubon have Th)t been mel Name.. Qualificab"on'. AddTess'. Date. .............................. LT70000611" F¢bru¥ry 2017)