## 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 Putnoe Scout Group
Other names the charity is known by Putnoe (Bedford North) Scout Group
Registered charity number (if any) 2 7 2 1 1 8
HQ registration number 1 0 0 1 6 9 6 9
Charity’s principal address Putnoe Scout Hut
Putnoe Heights
Putnoe, Bedford, Bedfordshire
Postcode M K 4 1 8 E P
Names of the charity trustees who manage the charity
(These will be published in the annual report of the charity and the Charity Register if reporting for a Registered Charity with a charity regulator)
Dates acted if not for
Trustee Name Office (if any)
whole year
1 Jonathan Marston Chair
2 Nicola Smith Treasurer
3 Lynn Robertson Secretary
4 Michelle Davis GSL (Ex-Officio)
5 Jarred Davis AGSL & ESL (Ex-Officio)
6 Manoj Gupta Trustee (Elected)
7 Leanda Gandy Trustee (Elected)
8 Helen Aston Trustee (Elected)
9 Colin Perkins Trustee (Ex-Officio)
10 Gerry Quigley Trustee (Ex-Officio) 24/10/2022 - 08/05/2023
11 Oliver Lago Trustee (Ex-Officio)
12 Liam Jacklin Trustee (Co-Opted) 20/02/2023 - To date
13
14
15
Names and addresses of advisers (optional information but encouraged as best practice)
(These will be published in the annual report of the charity)
Type of advisor Name Address
Section B Structure, governance and management
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Description of the charity’s trusts Type of governing document 1 LT700001 (3rd December 2018) 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, Organisation and Rules of The Scout Association. (e.g. trust deed, constitution) How the charity is constituted The Group is a trust established under its rules which are common to all Scouts. (e.g. trust, association, company) 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. Additional governance issues (optional information but encouraged as best practice) You may choose to include additional The Group is managed by the Trustee Board (formally the information, where relevant, about: 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: The Committee consists of 3 independent representatives, a) the induction and training of trustees; Chair, Treasurer and Secretary together with the Group Scout b) trustee' consideration of major risks Leaders, individual section leaders (if opted to take on the and the systems and procedures to responsibility) and parent’s representation and meets every 2 manage them months. Members of the Executive Committee complete the _'Essential Information for Executive Committee'_ training within the first 5 months of joining the committee, which consists of _Trustee Introduction, GDPR, Safety, Safeguarding and Module 1 - Essential Information._ The Trustee Board exists to support the Group Scout Leader in meeting the responsibilities of their appointment. Trustees 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 fundraising 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-committee, including appointing a Chair to lead the sub-committee. Ensure that Young People are meaningfully involved in decision making at all levels within the Group. The opening, closure and amalgamation of Sections in the Group as necessary. **Section B** **Structure, governance and management (continued) Risk and Internal Control - Risk** The Group Executive Committee has identified the major risks to hi h th b li th G i d th h b 2 LT700001 (3rd December 2018) 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 rents the land from the Church but owns the Scout Hut building and are solely responsible for the buildings and equipment insurance. The Group has sufficient 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. 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. Reduction or loss of members. The Group provides activities for all young people aged 6 to 18 (4 to 18 with effect from September 2023). 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. **Risk and Internal Control - 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 comprehensive insurance policies with Unity Insurance Services 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 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| 3 LT700001 (3rd December 2018) **p** p ; p 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 As Scouts, we are guided by the values of integrity, respect, care, belief and co-operation. Programmes for the weekly meetings in all Sections (Squirrels, Beavers, Cubs, Scouts and Explorers) are designed to provide a wide variety of activities and bring out the best in the young people, whilst ensuring that they have an enjoyable time. Additional details of the objectives and activities (optional information but encouraged as best practice) |You**may choose**to include further
statements, where relevant, about:
• policy on grantmaking;
• contribution made by volunteers;
• policy on investments.
Public benefit statement|All Sections are run by a team of volunteers who plan and run a
varied and challenging programme of activities in a safe
environment, which includes:- wide variety of team games; log
chews/pack & patrol forums; camp fires; camps; days out;
creative activities; shooting; archery; climbing; water sports;
visting local areas/centres of interest; problem solving; team
work; parades.| |---|---| ||| ||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**|**Achievements and performance**| |Summary of the main achievements of
the charity during the year|| ||We continue to bank with CAF Bank, which enables us to make
payments via electronic transfer, whilst satisying the Charity
Commissions and The Scouts dual signatory requirement. We
are continuing to claim back Gift Aid, using OSM to help us keep
an accurate record of qualifying payments. The number of
adults volunteering with us remains strong, although there are a
couple of Sections where we would appreciate an additional
volunteer to reduce the requirement for parent helpers when out
and about and to protect us should a volunteer be unavailable.
New joiner requests remained high and due to the increasing
waiting list for all Sections, a note has been put on our website
advising that our Sections are full. The Pterodactyl Explorer Unit
was opened after Easter 2022. The Explorer Unit is for young
people aged 14-18 years. It is held by District but linked to
Putnoe Scout Group and is supported by our adult volunteer
leaders. An agreement between the District and Group has been
agreed. Due to the number of children aged 4-6 on our waiting
list, it was discussed with District and approved by County and
HQ that we would open a Squirrel Drey in September 2023. Our
website(www.putnoescouts.org.uk)has been re-vamped.| **Section E Financial Review** 4 LT700001 (3rd December 2018) |Quantify and explain any designations
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 £15,000 - a figure that will be
reviewed at our next meeting and is expected to be increased to
£20,000.
However, this can be explained by us receiving payments in
installments for both the Group Camp in Kettering and the
Summer Camp at Tolmers prior to year end, but not needing to
paymore than deposits duringthis timeperiod.
The Group held reserves slightly above the level required for
operating expenses in this financial year.| |---|---| ||| ||| Further financial review details (optional information) You **may choose** to include additional information, where relevant, about: • the charity’s principal sources of funds (including any fundraising); The Group's primary source of income is the montly subscription payments received by youth members of the Scout Group. The subs are paid by direct debit on the first of each month via OSM and GoCardless and can be easily monitored by the GSL, Treasurer and Section Leaders. The Trustees regularly review the amount of the subs and they are currently set at £11.95 a month and have been since 1st October 2021. The Scout Group has a hardship policy to support any youth members who are unable to pay, but this is only taken advantage of by a very small percentage of our members. Our Treasurer claims Gift Aid on an annual basis and all members are actively encouraged to sign up to this via OSM. The Group is pro-active in seeking grants and arranging fundraising when high value items are required and a grant has been used this year to cover the cost of a fixed projector and screen. The Group's main fundraising activity was the District Bridge Walk in October 2022 which raised just over £2000 plus Gift Aid. This money was specifically used to purchase new tents for the Group. In November 2022 the Scouts took part in a carboard box sleepout and raised £2033 which was donated to the Bedford Foodbank. The group receives 15% rebate from the Scout Shop for uniform purchased by Putnoe members and agreed to ringfence this money to support young people and adult volunteers attending the World Scout Jamboree. The Group donated £250 to each of the 3 contigents and 4 adult volunteers from the Group attending the 2023 World Scout Jamboree. Also a £600 grant from the Leslie Sell Grant was equally split between the 4 adult volunteers. • how expenditure has supported the key objectives of the charity; The Trustee Board regularly monitors the levels of bank balances and all large expenditure items require the permission of the Executive Committee and the policy of dual signatures is strictly adherred to. • investment policy and objectives; 5 LT700001 (3rd December 2018) 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 using only mainstream banks or building societies. |**Section F**|**Other Optional Information**| |---|---| |Plans for future periods (details of any
significant activities planned to achieve
them)|| ||Due to the increased cost of living the Group will need to
continually review our financial position to determine whether the
amount charged by way of subs need to be increased and what
(if any) fundraising events need to take place.
The Group will also need to take the increased costs into
account when calculating the cost of our Nights Away
experiences, since the amount charged per day for food etc
needs to cover our costs.| ||| |**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)
Date
Position (eg Secretary, Chair)|||||||| |---|---|---|---|---|---|---|---| ||||||||| ||||||||| ||Jonathan||||||Marston| ||||||||| ||||||||| ||D
D
M
M
Y
Y
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. ....G..... dson BSc FCA - For and on behalf of Wright Connections Limited Suzanne `00` Qualification: CHARTERED ACCOUNTANT ANNARD WAY, BEDFORD, MK44 3RZ Address: BEDFORD I-LAB, PRIORY BUSINESS PARK, ST Date: 22 December 23 I I i i ,