Trustees' Annual Report
For the period
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From (start date) 01 April 2020 to end date 31 March 2021
Section A Reference and administration details
Charity name 2nd New Haw Scout Group
Other names the charity is known by N o n e
Registered charity number (if any) 2 7 3 3 0 2
Charity’s principal address 2nd New Haw Scout Hut
Rear of Parkside
New Haw, Addlestone
Surrey KT15 3AR
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Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 |
Dawn Holmwood Colin Breakwell Group Treasurer Karen Masella Group Secretary Steve Barber Parent Representative Kirstie Slater Cub Scout Leader (Badgers) Katie Griggs Cub Scout Leader (Panthers) Lee Bond Group Chair David Breakwell Group Scout Leader Steve Bassett Jean Samuel Beaver Scout Leader Trustee Name Office (if any) Dates acted if not for whole year |
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Section B
Structure, governance and management
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.
The Group is a trust established under its rules which are common to all Scouts.
The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association.
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.
The Committee consists of Chair, Treasurer and Secretary together with the Group Scout Leader and individual section leaders. The committee meets at least 3 times a year. The Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of their appointment. Members of the Executive Committee 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-Committees, including appointing Chairmen to lead the sub-Committees. Ensure that Young People are meaningfully involved in decision making at all levels within the Group. Open, close and amalgamate Sections in the Group as necessary. The Executive Committee also: Appoints Administrators, Advisers, and Co-opted members of the Executive Committee. Approves the Annual Report and Annual Accounts after their examination by an appropriate auditor, independent examiner or scrutineer. Presents the Annual Report and Annual Accounts to the Scout Council at the Annual General Meeting; files a copy with the District Executive Committee and with the Charity Commission (if appropriate). Maintain confidentiality with regard to appropriate Executive Committee business.
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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: 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 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 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.
| Section C | Objectives and activities |
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| 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. 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 be excluded because of their inability to pay membership subscriptions. Two key principles demonstrate that Scouting's aims are for the public benefit are that through the Scout method young people develop towards their full potential and that there is a clear link between the benefits for young people and the purpose of Scouting. The safely of young people is taken very seriously and the benefits Scouting activities provide far outweigh the risks. Any private benefits from Scouting are incidental, other than those as a beneficiary. During the year the Group's activities have been severely restricted due to the ongoing pandemic and government lockdown rules. When possible the sections have been meeting either online or using the outside space at the group headquaters. No camps have been possible during the year. The objectives of the Group are as a unit of the Scout Association. |
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| Section D | Achievements and performance |
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| The Group's main fundraising activities were cancelled this year due to the ongoing pandemic and lockdown restrictions. A new event was organised called 'bag to School' which rasied an incredible £960. Thank you to all those volunteers who have given time and effort to make this fundraising activity happen - please continue to do so. Runnymede Borough Council have provided significant COVID-19 related grants through a number of government programs. These grants have totaled £20,240.93 in this financial year. |
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| Section E | Financial Review |
| 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 £14,000. The Group held reserve £36,283 against this at year end (compared to £25,729 March 2020). This is above required for operating expenses as the Group continues to building funds in anticipation of the ongoing programme of repairs/improvements to the hut and minibus replacement. Membership Subscriptions continued at £105 (£8.75 per month) for this financial year. The Executive Committee consider subs to be excellent value for money. In January 2021 the Executive Committee deided to move subscription payments from bank standing orders to an OSM subscription. This would significantly reduce administration of subscriptions and gift aid. 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. Reserves Policy |
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| Section F | Other Optional Information |
| 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) Colin Breakwell Lee Bond Group Treasurer Group Chair Date 19 September 2021 Position (eg Secretary, Chair) |
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2nd New Haw Scout Group Receipts and Payments Account
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For the T
01-Apr-20 31-Mar-21
year from o
Receipts and payments
2019/20 2020/21
Unrestricted funds Unrestricted funds
£ £
Receipts
Donations, legacies and similar income
Membership subscriptions 10,593 9,121
Less:Membership subscriptions paid on (National/County/District) 5,487 5,430
Net membership subscriptions retained 5,106 3,691
Donations and grants 2,397 20,088
Legacies - -
Gift Aid tax refund - -
Other similar income - -
Sub total 7,503 23,779
Youth programme and activities
Beaver Scout Section 280 -
Cub Scout Section 5,062 105
Scout Section 11,775 672
Other 75 -
Sub total 17,193 777
Fundraising (gross)
Jumble Sales 1,875 -
Mid-Summer Event 3,661 -
Christmas Post - -
Other fundraising activities 3,583 1,247
Sub total 9,120 1,247
Investment income
Bank interest 20 3
Building Society interest - -
The Scout Association Short Term Investment Service/ COIF interest - -
Property Rent income 700 150
Other investment income - -
Sub total 720 153
Total Gross Income 34,536 25,956
Asset and investment sales, etc. 1,762 376
Total receipts 36,298 26,332
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2nd New Haw Scout Group Receipts and Payments Account
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For the T
01-Apr-20 31-Mar-21
year from o
Receipts and payments
2019/20 2020/21
Unrestricted funds Unrestricted funds
£ £
Payments
Charitable Payments
Youth programme and activities
Beaver Scout Section 416 159
Cub Scout Section 5,107 1,380
Scout Section 8,523 3,119
Other 123 -
Adult support and training 253 -
Rent 450 450
Water and Sewerage 500 225
Electricity and Gas 668 806
Insurance 3,602 3,936
Repairs and Renewals 1,552 725
Materials and equipment 436 2,310
Printing and photocopying - -
Donations - 50
Uniforms - -
AGM and trustee expenses - -
Other costs - Vehicle 2,178 1,092
Other costs - Badges 522 17
Other costs 172 76
Sub total
24,501 14,344
Fundraising expenses
Jumble Sales 6 -
Mid-Summer Event 1,740 -
Christmas Post - -
Other fundraising costs 1,002 -
Sub total 2,748 -
Total Gross Expenditure 27,249 14,344
Asset and investment purchases, etc. 6,368 1,462
Total payments 33,617 15,806
Net of receipts/(payments) 2,681 10,525
Cash funds last year end 23,048 25,729
Cash funds this year end 25,729 36,254
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Statement of assets and liabilities at the end of the year
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01-Apr-20 31-Mar-21
Unrestricted funds Unrestricted funds
£ £
Cash funds
Bank current account 14,508 28,156
Bank deposit account 8,087 8,090
Building society account - -
The Scout Association Short Term Investment Service/ COIF - -
Cash/Floats 3,133 39
Total cash funds 25,729 36,286
Other monetary assets
Tax claim - -
Debts due to Group (Subs due from current members but not yet received) - -
Insurance claim - -
Sub total - -
Investment assets
Investment property - detail - -
Quoted investments - -
Other investments - detail - -
Sub total - -
Non monetary assets for charity's own use (basis
of valuation)
Badge stock (est) 200 200
Shop stock (est) 1,773 1,500
Other stock
Land and buildings (insurance value) 157,360 161,294
Motor vehicles (cost) 10,500 10,500
Scouting equipment, furniture etc (insurance value) 28,030 28,730
Other - -
Sub total 197,863 202,224
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 approved by the Trustees on 6 September 2018 (the date of the Executive Committee meeting that approved the accounts) and signed on their behalf by
Signature Colin Breakwell Group Treasurer Lee Bond Group Chair
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Scrutineer's Report to the Trustees of 2nd New Haw Scout Group
I report on the accounts of the Trust for the year ended 31 March 2021.
Respective responsibilities of Trustees and Scrutineer
As the Group's trustees you are responsible for the preparation of the accounts; you consider that neither the audit nor independent examination requirements of the Charities Act 2011 apply. It is my responsibility without carrying out an audit or independent examination to scrutinise the accounts and to report to you.
Basis of Scrutineer's Statement
In accordance with the directions given in the Group's constitution, I have scrutinised the records and the accounts set out on pages 5 to 7.
Scrutineer's Statement
In my opinion the accounts are in accordance with the records produced to me and comply with the constitution.
Name:
Address:
Date:
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