## Trustees' Annual Report ## For the period From (start date) **0 1 0 4 2 0** to end da **3 1 0 3 2 1** **Section A Reference and administration details** Charity name 6th Staines(Christchurch) Scout Group Other names the charity is known by Registered charity number (if any) 2 6 9 0 9 2 Charity’s principal address Woodbury Base Burges Way Staines Middx TW18 1YA Names of the charity trustees who manage the charity **----- Start of picture text -----**
Dates acted if
Trustee Name Office (if any) not for whole
year
1 Mr Gary Waters Chairman
2 Mrs Rebecca Bashan Secretary
3 Mr Stewart Holmes Treasurer
4 Mr Harvey Hieke GSL
5 John Biggs AGSL
6 Mr Richard Batt SL
7 Mr David Brown ASL
8 Mr Stuart Oborn ACSL
9 Diana Brown BSL
10 Mrs Catherine Batt Scout Rep/Badge Rep
11 Mrs Syreeta Tranfield Cub Representative
12 Mr Marcus Burley Beaver Representative
13 Ms Siobhan O'Neil Media Representative
14 Mrs Sharon Holmes Manor Mead CSL & BL
15 Mr Brian Rosher Floor
16 Miss Carol Belshaw Floor
17 Mrs Joyce Gibson Floor
18 Mrs Beverly Ridler Quartermaster
19 Mrs Chris Pepall OSM Representative
20
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1 LT700001 **Section A Reference and administration details (continued)** Names and addresses of advisers (optional information but encouraged as best practice) **----- Start of picture text -----**
Type of advisor Name Address
Independent Examiner Akash Ruparelia 25 Park Avenue, Staines, Middx.
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 The Scout
Association. They consist of a Royal Charter, which in turn gives
authority to the Bye Laws of the Association and The Policy,
(e.g. trust deed, constitution) Organisation and Rules of The Scout Association.
How the charity is constituted
The Group is a trust established under its rules which are
(e.g. trust, association, company) common to all Scouts.
Trustee selection methods
The Trustees are appointed in accordance with the Policy,
(e.g. appointed by, elected by) Organisation and Rules of The Scout Association.
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Additional governance issues (optional information but encouraged as best practice) You may choose to include additional information, where relevant, about: The Group is managed by the Group Executive Committee, the members of which are the ‘Charity Trustees’ of the Scout Group which 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. Policies and procedures adopted for: a) the induction and training of trustees; The Committee consists of 3 independent representatives, Chair, b) trustee' consideration of major risks Treasurer and Secretary together with the Group Scout Leaders, and the systems and procedures to individual section leaders and parent’s representation and meets manage them every month. 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 |**Section B**
**Structure, governance and management (continued)**|**Section B**
**Structure, governance and management (continued)**| |---|---| ||**Risk and Internal Control**
**Risk and Internal Control**
The Group Executive Committee has identifed 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 identifed 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 sufcient buildings
and contents insurance in place to mitigate against permanent
loss.
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.
Reduced income from fund raising. The Group is primarily reliant
upon income from subscriptions and income from Minitots day
nursery, suplemented by fundraising activities over the year.
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.
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 contraction, consolidation or closure of
a section. In the worst case scenario the complete closure of the
Group.
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.| 3 LT700001 |**Section C**|**Objectives and**|**activities**| |---|---|---| |Summary of the objects of the charity
set out in its governing document
Summary of the main activities in
relation to these objects|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 people in achieving their full physical, intellectual,
social and spiritual potentials, as individuals, as responsible
citizens and as members of their local national and 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.
All sections would normally take part in camping activities with
the exception of Beaver Scouts who undertake a sleepover at
the HQ during the year and Manor Mead Cubs & Beavers who's
activities are school based , however due to Covid restrictions
over the year these have not been possible unfortunately the
Group have been unable to hold , activities such as the Fun Day.
Annual Carol service and Fireworks display, it is hoped that these
events can be provided in 2021/22.
Again due to the restrictions the various programmes of fund
raising across the Group for both the Group itself and local,
national and scouting charities have not been possible. The
sectional leader teams have during the lockdown periods
continued with section meetings via Zoom ensuring that the
section members could continue to work towards badges and
Sout awards.
Subscriptions are charged for membership to cover immediate
running costs of the group and these do not unduly restrict
membership. The group follows the principle that no one should|| |Additional details of the objectives and activities (optional information but encouraged as best practice)
be excluded because of inability to pay membership
subscriptions.||| |statements, where relevant, about:
• policy on grantmaking;
• contribution made by volunteers.
You**may choose**to include further|The Group is not a grant making organisation and therefore has
no such policy.
The contribution made by volunteers cannot be over
emphasised. The Group relies entirely on volunteer leaders and
helpers, in running a successful programme for all the young
people.|| 4 LT700001 **Section D Achievements and performance** Summary of the main achievements of The total membership of the Group as at 31st January 2021 the charity during the year was 74, 60 children and 14 Leaders . The Volunteer Leaders and Helpers involved continue to provide progressive and challenging programme of events and activities. , Limited Face to Face Scouting over the last year has meant the Group needed to change to Zoom meetings. This approach was completed to ensure that all members remained in Scouting and continued to participate in Scouting activities, albeit online. The online attendance has been fantastic, with activities being run every week and badges being awarded. Even through the challenges presented by the pandemic, 6th Staines Scout Group has awarded 333 badges to it's members, including 6 top awards across all three sections. **Section E Financial Review** 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 6 months running costs, circa £8000 Quantify and explain any designations Details of any funds materially in deficit (circumstances plus steps to eliminate) NONE Further financial review details (optional information) ## You **may choose** to include additional information, where relevant, about: **Investment Policy** - the charity’s principal sources of funds The Group's Income and Expenditure is small and as a consequence does not have sufficient funds to invest in longerterm 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 or The Scout Association's Short Term Investment Service. - how expenditure has supported the key objectives of the charity; The Group Executive regularly monitors the levels of bank balances and the interest rates received to ensure the group obtains maximum value and income from its banking arrangements. Occasionally this may involve using an account that requires a period of notice before funds may be withdrawn, before doing so the Group Executive considers the cash flow requirements. 5 LT700001 - investment policy and objectives The Group have received the Grants provided by Spelthorne C.C for COVID lockdown, these totaled £17335 and have been set aside to protect the Group from reduced income over the coming months with the closure of Minitots Nursery. 6 LT700001 |**Section F**|**Other Optional Information**| |---|---| |Plans for future periods (details of any|Our aspirations over the next 6-12 months and when face
to face Scouting is back to normal, is to hold a Group wide| |signifcant activities planned to achieve|'Return to Scouting' Celebration, to show our appreciation| |them)|for their continue support. All members, family and
friends will be welcome to take part in all the exceptional
activities 6th Staines Scout Group has to ofer.| ## **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)
Gary Waters
Harvey Hieke
Position (eg Secretary, Chair)
Chairman
GSL
Date||| |---|---|---| 7 LT700001 ## **6th Staines (Christchurch)Scout Group Receipts and Payments Account** Year start date **For the year from** **1st April 2020 To** **----- Start of picture text -----**
Receipts and payments
2019/20
Unrestricted
funds
£
Receipts
Donations, legacies and similar income
Membership subscriptions 8,421
Less:Membership subscriptions paid on (National/County/Area/District) 3,305
Net membership subscriptions retained 5,116
Donations 500
Legacies -
Gift Aid 1,382
Other Income 103
Sub total 7,101
Grants
COVID Spelthorne CC
Sub total -
Fundraising (gross)
Group Fireworks 1,176
Activity Day 182
Group Skittles and Other Group Activities 469
Christmas Carol Concert -
Rotary Christmas Float
Sub total 1,826
Investment income
Bank interest -
Building Society interest -
The Scout Association Short Term Investment Service 46
Property Rent income 16,883
Other investment income -
Sub total 16,929
Youth Programme and Activites
Camps 4,829
Sub total 4,829
Total Gross Income 30,685
Asset and investment sales, etc. -
Total receipts 30,685
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## **6th Staines (Christchurch)Scout Group Receipts and Payments Account** Year start date **----- Start of picture text -----**
For the year
1st April 2020 To
from
Receipts and payments
2019/20
Unrestricted
funds
£
Payments
Charitable Payments
Youth programme and activities incl Group 4,100
Adult support and training 15
Rent - Surrey County Council
3,784
Water and Sewerage
1,344
Electricity and Gas
2,174
Insurance
2,188
Repairs and Renewals
3,066
Materials and equipment
1,644
Printing and photocopying
140
Contribution to camp costs
5,005
Uniforms
443
Transfer Subs (Explorer Scouts)
140
AGM and trustee expenses 1
Admin Costs
Group Expenditrue
6,180
Waste Removal
1,639
Sub total
31,862
Fundraising expenses
Group Fireworks 980
Group Skittles and other Activities 154
Donations
Other Expenses
50
Sub total
1,184
Total Gross Expenditure 33,046
Asset and investment purchases, etc. -
Total payments 33,046
Net of receipts/(payments) - 2,361
Cash funds last year end 27,738
Cash funds this year end 25,377
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## **Statement of assets and liabilities at the end of the year** **2019-2020** **----- Start of picture text -----**
Unrestricted funds
£
Cash funds
Bank current account 16,798
Bank deposit account -
Building society account -
The Scout Association Short Term Investment Service 7,223
Cash/Floats 1,356
Total cash funds 25,377
Other monetary assets
Tax claim -
Debts due from the County/Area/District/Group -
Insurance claim -
Sub total -
Investment assets
Investment property - detail -
Quoted investments -
Other investments - detail -
Sub total -
Non monetary assets for charity's own use
Badge stock -
Shop stock -
Other stock -
Land and buildings 558,939
Motor vehicles -
Scouting equipment, furniture etc 50,000
Other -
Sub total 608,939
Liabilities
Accounts not yet paid -
Expenses incurred but not invoiced -
Subscriptions not yet paid -
Loan - detail -
Other liabilities -
Sub total -
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## **Contingent liabilities and future obligations** **The above receipts and payments account and statement of assets and liabilities were a Trustees on Xth X 200X (the date of the Executive Committee meeting that approved th signed on their behalf by** **----- Start of picture text -----**
Signature Print Name
Gary W
Harvey
Stewart H
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## Year end date ## **31st March 2021** ## **2020/21** ## **Unrestricted funds** ## **£** **6,932 2,937 3,995 - - 1,548 57 5,600 17,335 - 17,335 800 800 - - 46 14,700 - 14,746 105 105 38,586 - 38,586** ## Year end date ## **31st March 2021** ## **2020/21** ## **Unrestricted funds** ## **£** **686 2,838 1,376 2,021 2,346 3,625 684 114 136 5,374 1,667 20,867 50 50 20,917 - 20,917 17,669 25,377 43,046** ## **2020-2021** ## **Unrestricted funds** **£** **34,467 7,223 1,356 43,046 - - - - - - - - - 565,646 50,000 - 615,646 - - - - - -** ## **approved by the e accounts) and** Waters Chair Hieke GSL olmes Treasurer ## **Independent Examiner's Report to the Trustees of the** 6[th] STAINES (CHRISTCHURCH) SCOUT GROUP, SPELTHORNE DISTRICT, SURREY COUNTY I report on the accounts for the year ended 31[st] March 2021 of the Group 6[th] STAINES (CHRISTCHURCH) which comprise the Statement of Financial Activities, the Balance Sheet and related notes. This report is made solely to the trustees in accordance with Section 145 of the Charities Act 2011. My work has been undertaken so that I might state to the charity’s trustees those matters I am required to state to them in an Independent Examiner’s report and for no other purpose. To the fullest extent permitted by law, I do not accept or assume responsibility to anyone other than the charity and the charity’s trustees for my examination work. ## **Respective responsibilities of Trustees and Examiner** The Group’s trustees are responsible for the preparation of the accounts. They consider that an audit is not required for this year (under Section 144 of the Charities Act 2011 (the Charities Act)) and that an independent examination is needed. It is my responsibility to: - Examine the accounts (under Section 145 of the Charities Act); - To follow the procedures laid down in the General Directions given by the Charity Commissioners (under Section 145(5)(b) of the Charities Act); and - To state whether particular matters have come to my attention. ## **Basis of Independent Examiner's report** My examination was carried out in accordance with the General Directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by the Group/District and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the accounts present a ‘true and fair’ view and the report is limited to those matters set out in the statement below. ## **Independent Examiner's statement** In connection with my examination, no matter has come to my attention (other than that disclosed below *): 1. which gives me reasonable cause to believe that in, any material respect, the requirements - to keep accounting records in accordance with Section 130 of the Charities Act ;and - to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charities Act have not been met; or 2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. - _Please delete the words in the brackets if they do not apply_ Name: ..........Akash Ruparelia............................................................................................. Qualification: ....Chartered Certified Accountant ......................................................................................... **LT700006 (1[st] February 2017)** Address: ....25 Park Avenue, Staines, Surrey TW18 2EF.............................................................................................. ................................................................................................................... Date: .........................................................................................................