## Trustees Annual Report 2[nd] Chelmsford (Springfield) Scout Group Registered Charity 268683 For the Period 01 April 2023 To 31 March 2024 |Section A|Reference and administration details|Reference and administration details|| |---|---|---|---| ||||| |Principal Address||Scout Centre|| |||Lawn Lane|| |||Chelmsford|| |||Essex|CM1 7PP| Names of the Charity Trustees who manage the charity **----- Start of picture text -----**
Name Trustee Role Type Dates acted if
not for whole
year
1 Christopher Dear Chair Nominated From 10/05/2023
2 Christopher Chapman Group Scout Ex-Officio
Leader
3 Karen Cooper Assistant Group Ex-Officio
Scout Leader
4 Richard Spencer Treasurer Elected
5 Kris Reynolds Elected
6 Paul Wickers Scout Leader Ex-officio
7 Rebecca Puvanendran Beaver Scout Ex-officio
Leader
8 Bruce Knight Explorer Scout Ex-Officio
Leader
9 Alison Hodgson Secretary* Elected 04/04/2023-
12/09/2023
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*The role of Trustee Board Secretary is now provided by a non-Trustee Group Administrator (Sarah White – from 12/09/2023) ## Section B Structure, governance and management Description of the Charity’s trusts Type of 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 of The Scout Association. How the Charity is constituted The Group is a trust established under its rules which are common to all Scouts. Trustee Selection methods  Group Scout Leader (GSL) and Assistant Group Scout Leader are ex-officio as a consequence of their appointments  Section Leaders and the Explorer Scout Leader have an option to be a Trustee and do so on an ex-officio basis. Group Chair is a nomination of the GSL  Group Treasurer is elected at the AGM  Other appointments can either be nominated by the GSL and others are elected by the Group Scout Council.  Co-opted Trustees are appointed by the Group Trustee Board. Additional governance issues - The Group is managed by the Group Trustee Board. 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. -  This Group Trustee Board exists to provide Governance of the charity and is responsible for:o Ensuring Group property is properly maintained and meets relevant Health & Safety requirements; - The raising of funds and the administration of Group finance; o The insurance of persons, property and equipment; o Group public occasions o Appointing any sub committees that may be required; o Appointing Group Administrators and Advisors other than those who are elected. -  All Trustees are subject to vetting processes and undertake training as proscribed by The Scout Association which includes Safety & Safeguarding. Section B Structure, governance and management (continued) Risk and Internal Control The Group 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: 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. - All activities are subject to relevant Risk Assessments as prescribed by the Scout Association  The Group through the annual membership fees contributes to the Scout Associations national Public Liability, accident insurance policy, and has its own personal injury policy with Unity Insurance for non-member adults. - 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 adult volunteers. - 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 adult volunteers 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. Section C Objectives and Activities ## Summary of the objects of the charity set out in its governing document The Purpose of Scouting - Scouting exists to provide young people and young adults with Skills for Life by actively engaging 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. Summary of the main activities in relation to these objects - Each youth section meets weekly during term time with a programme of activities organised by the section team in advance. Each youth section is encouraged to arrange 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. ## 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. ## Section D Summary of the main Objectives and Activities - Our youth membership remains strong which reflects the quality of the programmes being delivered at our weekly section meetings (plus the weekend activities and camping/sleepovers). - We have a good level of reserves available to us which will enable the Group to fund further improvements (the main roof was replaced in 2022). The plans include:- - replacement of the flat roof - replacement doors - external rendering - internal redecoration - improvements to the toilet facilities. - In the meantime we have upgraded our WiFi coverage, installed CCTV and following a matching grant an external Defibrillator. - Our fundraising team do an excellent job and in the past year raised nearly £9,000 through a schedule of 5 events during the year. This is a super contribution to allow us to keep membership fees as reasonable as possible as well as contributing to programme and the premises. - As always Scouting does not happen without the dedication of our adult volunteers and the Trustees express their thanks for the work involved in planning and delivering exciting programmes. |Section E
Financial Review|Section E
Financial Review|urces to
come and
d considers
ths running
nger-term
verse
ld in cash| |---|---|---| |Brief statement of the
charity’s policy on reserves
The Group's policy on reserves is to hold sufcient reso
continue the charitable activities of the group should in
fundraising activities fall short. The Group Trustee Boar
that the group should hold a sum equivalent to 12 mon
costs,circa £20K.||| |Details of any funds materially
in defcit
There are no funds in defcit||| |Investment policy and
objectives|The Group does not have sufcient funds to invest in lo
investments. The Group has therefore adopted a risk a
strategy to the investment of its funds. All funds are he
deposits.|| **----- Start of picture text -----**
Section F Other Information
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|Section F
Other Information|Section F
Other Information|Section F
Other Information| |---|---|---| |Plans for
future
periods|Transformation is a national programme to change the ways in which
together as volunteers. It does not change the delivery of our section
There are implications for Trustee Boards (previously known as Execut
Committees) some of which were implemented during the year and at
September 2023. There are further changes to Trustee Board structure
2024 which will come in to play at our next AGM in September 2024.
As outlined above we intend to continue to improve and maintain our
next fnancial year.|we work
programme.
ive
our AGM in
s coming in
building in the| ## Section G Declaration The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees **----- Start of picture text -----**
Signatures
Names Richard Spencer Chris Dear
Role Treasurer Chair
Date
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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-23 To 31-Mar-24
from
Receipts and payments
2023/24 2022/23
Receipts £ £
Subscriptions & "Scouting" income
Membership subscriptions 9,585.52 8,680.00
Less:Membership subscriptions paid on (National/County/Area/District) -5,148.00 -4,274.50
Net membership subscriptions retained 4,437.52 4,405.50
Gift Aid 1,979.11 1,162.80
Gang Show 140.00 137.00
Youth programme and activities excluding camping 1,821.71 1,594.00
Contribution to camp costs 2,149.25 980.00
Sub total 10,527.59 8,279.30
Donations & Grants
Donations from State Street volunteer time matching scheme 5,094.13 5,266.99
Essex County Scouts (Roof Grant) 5,000.00
Robert Mann Legacy 25,000.00
Other Donations 267.35 75.28
Other Grants - -
Sub total 5,361.48 35,342.27
Fundraising (gross)
Jumble Sale 4,725.25 4,353.91
May Fayre Note 2 1,574.07 -
Christmas Bazaar / Christmas Raffle 2,180.59 1,977.74
September BBQ 96.00 230.65
Social Events 615.88 314.00
Other fundraising activities 40.96 138.35
Sub total 9,232.75 7,014.65
Investment income
Bank interest 82.13 46.67
Income for use of hall 1,420.00 1,445.00
Other investment income - -
Sub total 1,502.13 1,491.67
Total Gross Income 26,623.95 52,127.89
Asset and investment sales, etc. - -
Total receipts 26,623.95 52,127.89
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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-23 To 31-Mar-24
from
Receipts and payments
2023/24 2022/23
Payments £ £
"Scouting" expenses
Youth programme and activities excluding camping 5,453.20 4,664.21
Contribution to camp costs 1,474.09 1,112.96
Gang Show 94.50 201.50
Materials and equipment 948.92 272.72
Adult support and training - -
Uniforms - -
Sub total 7,970.71 6,251.39
Property expenses
Lease payment Note 5 400.00 400.00
Water and Sewerage 109.80 71.96
Electricity and Gas Note 6 2,983.78 1,536.72
Communications 330.65 346.67
Insurance 3,492.36 3,053.48
Repairs and Renewals 2,063.66 1,143.90
Roof Replacement 70,697.52
Sub total 9,380.25 77,250.25
Charity running expenses
AGM and trustee expenses - -
General admin expenses 300.09 311.01
Sub total 300.09 311.01
Fundraising expenses
Jumble Sale & Sundries - 0.17
May Fayre - -
September BBQ 166.56 336.51
Christmas Bazaar 0.12 0.09
Social Events 49.88 32.71
Other fundraising costs - -
Sub total 216.56 369.48
Total Gross Expenditure 17,867.61 84,182.13
- -
Asset and investment purchases, etc.
Total payments 17,867.61 84,182.13
Net of receipts/(payments) 8,756.34 - 32,054.24
Net assets from last year end 62,207.28 68,939.30
Net Assets this year end 70,963.62 36,885.06
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2nd Chelmsford (Sprinqfield) Scout Group Statement of assets and liabilities at the end of the year 31st March 2024 Page3of3 31st March 2023 Cash funds Bank current accoLmt- Santander Note 1 9,895.7 20,940.7 Bank Current ac¢wnl- CAF BardE Note 1 64.733.4 42,275.8 Bank deposit acGowt The Sc*Jut Assooation Short Term Inveslrnent ServK* Group Cash Accour 295. 251.63 Sectm PetyCa5h 1.046.37 1,187.01 Total cash funds 75.771. 64,6552 Other monelary assets Tax claim In$urance dairn Sub totsl Non mongtary assets for charity's own use Land buiklirvjs Scoutiry equiprTErrt, fvrrwtwe etc Nole 3 Noie 4 Sub totsl Liabllltles Experws ￿cUrred t¥Jt Tr)t ￿V￿(*d. Lease pa￿￿entS SATNANDER undea￿￿ (**q Underpaytnent to Octcyus for energy Other liabilrt Note 5 -2,800. -2,40D.O -39.9 48.0 Note 6 -1,967_7 Sub totsl NET ASSETS 70,963.6 62,207.2 The above receipts and payments account and statemert of assets and liabilities were approved by the Trustees on and signed on their behalf by: nature Print Name date l¢•lqkn L oj date le zozy Chns Dear, Chair Richarit spen￿r. T￿aSurer Notes Note 1. A one of Iransfw of£3(X)00 was made from Santath to CAF bank. lo tske athantsge of intefesl payments Note 2. There was no May Fayre in 2022 due to Covtd. l Note 3.. The Group benefits from a lease dated 29th September 2016 belween Essex County Counol aftd The Scout Asso¢iaton over land to the east of Lawn Lane. Spnngfield. The temi of the kase is b"1129th September 2031. The lease is subject to various restr¥ctNe covenants which essenbalty restnct the value of the lease and buildings theretsn to the Current purpose only. On 17th Oclober 2023 the insured valuè of buil¢Jing5 was £777,(MJ)- this valuè was validated with a new buildings survey through the InsU￿r5 Unty. The Group also ovms the freehold on W￿￿11and at Riffftams, Danbury The woodland is overseen by English Natu￿ aThl subject to resth.ca rts use to the ujrrent purp¢)se only. Therefore no montetary valu is attributed in the accounts and any eypendrture Is mt carmialised. Note 4 The Group holds camping and Olher ￿l11pMent whith the Twstees ca)nsKler ne(￿s8ry to achieve its aims. Due lo the relatsvely s￿¢1811s&d nature of the equipment the Trustees have rt￿ded not to attn'bute any monetsry value in the accounts and any expenditure Is not (apitalised. The equipment Is ojrrenuy inusure(l on a r￿W for okj basis £31,886 Note 5. The annual £400 lease payment due underthe lease has not been invoKEd by the Freeholder but has bgen expensed through thè accounts each year. Note 6. The Group received Ele(*ioty and Gas from Bulb. went into administratvjn during FY2022-23 Payments remained the same, until the account was acquired by Odopus. A catth up payment due during for 2023-24 was levied in April 2024 so is shown as a liabilrty. Independent Examinerfs Report to the Trustees of the CHELMSFORD (SPRINGFIELDI SCOUT GROUP (Charity Number 268683) I report on the accounts of the GroupiDistridlCC￿nfy1Area ts the year eThled 3111 March 2024 whith are sel out on pages 310 6 Thi$ report is made solely to the trustees in accordan￿ V*rth seckn.on 145 of the Charilies Act 2011. My work has been undertaken so that I might stale lo the chanty's trustees those matters l am required to statè lo them In an Independent Examiner's report 8nd for r)0 other purpose. To the fvllesl exlenl pennitted by law. I do not accept or assume responsibility to anyore ¢)ther Ihan the tharity and the ch&ity's trustees for my examinab.on work. Rosp•ctlv• Mponslbllltles of Trnstees and Examlner The Group'slDislrirfs trustees are resp)nsi￿e for the Kyepara￿ of the accounts. They con8ider that an audit is not required for thi$ year lundor SeCt￿n 144 of th8 Charilies Ad 2011 (the Charib'es Act)) and that an independent examination is needed. It is my responsibilty lo.. Examine the accounts {under Se(#ion 145 of the Charities A¢ti,' To follow the procedures laid down in the General 0¢.￿1￿)n$ given by the Charity Commissioner8 (under Section 145151{bl of thè Charities Act)." and To slate whether particular mattws h8ve (xrfne to my attention. Basls of Indepondonl Examlnerfs report My examinabon was carried In accordance the General tmrections gNèn by the Charity Commissioners. An examinat￿ includes a review of the acc(xJnth"rvJ rec(Kds kepl by the Grouplthstn"ct and a comparison of th• aceounls prnsenled those records It also irKludes c￿8•doration of any unu8ual item8 or di￿10$UreS in the aceounl8, and seeklng extyw8llons from you 08 trustees cor￿arning any such matters. The pr￿edUreS undertak8n do not provide all the ewdence that would be required in an audrt. and consequenuy no opinion is given as to wh8lheT thè accounts present a and fairf viow and the rewt 1$ limtsd lo those matters out in the statement Independent Examlnets slalement In connectlon vlth my exwnlnatlon. M matter C(￿ to rny attention.. 1. which gives me rea80nable cause lo believe th* in. ary material respect. the requlremenls to keep accounb.ng records in aC￿danCe Section 130 ofthe Chants"¢s A¢t ',and lo prepare accourrts whith ￿ ¥￿th the accounting records and cornply NMth the accounling requirements of the Charib'es Acl have not been met." or 2. 10 ￿1¢h, in my opini￿. attention should be drawn In order to enable a proper urKlerstanding of the ￿Count$ lo b8 reached. or 3. which gNes me reasonab￿ ￿U80 to believe that in ary matsrfaS respect ￿ accounbng Tules of the Gr Districvs Constituti.￿ have rN)t been met. Name.. Rob Lyon Qualificab'on.. B.Ed (Honsl DipFA AUBF Address.. 72. Fourth Ave Imckford Essex SS11 8RH Date.. 17107r2024 LT700006 {1$¢ February 2017)