Trustees' Annual Report
For the period
| From (start date) | 01 April 2023 | 31 March 2024 | |
|---|---|---|---|
| Section A | Reference and administration details | ||
| Charity name Other names the charity is known by Registered charity number (if any) Charity’s principal address |
|||
| 2nd New Haw Scout Group | |||
| N o n e | |||
| 2 7 3 3 0 2 | |||
| 2nd New Haw Scout Hut | |||
| Rear of Parkside | |||
| New Haw, Addlestone | |||
| Surrey | KT15 3AR |
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 |
Trustee Name | Office (if any) | Dates acted if not for whole year |
|
|---|---|---|---|---|
| Steve Bassett | 1st July2023 | |||
| Lee Bond | GroupChair | |||
| David Breakwell | GroupScout Leader | |||
| Colin Breakwell | GroupTreasurer | |||
| Katie Griggs | Cub Scout Leader(Panthers) | |||
| Dawn Holmwood | ||||
| Karen Masella | GroupSecretary | |||
| Simon Ratcliffe | Cub Scout Leader(Badgers) | |||
| Jean Samuel | Beaver Scout Leader | |||
| Andrew Selwyn |
1
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 Trustee Board, 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 Trustee Board exists to support the Group Scout Leader in meeting the responsibilities of their appointment. Members of the Trustee Board 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 Trustee Board also: Appoints Administrators, Advisers, and Co-opted members of the Trustee Board. 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 Trustee Board and with the Charity Commission (if appropriate).
Maintain confidentiality with regard to appropriate Trustee Board business.
1
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:
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
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. 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 has continues to run a varied programme of activities and all sections have attended a variety of camps & outdoor activities, including:Beavers - Beaver camp, Water Activities, Theme nights, Beaver Fun Day Cubs - Pack camps, Water Activities, Adventure Courses, Donutting Scouts - Summer Camp, Weekend Expeditions, Water Activities, Night Hikes & MUCH MUCH more!
1
| Section D | Achievements and performance |
|---|---|
| The Group's main fundraising activity continues to be the Mid-Summer Event, which raised £1,570. A growing fund rasing event is the New Haw Christmas Lights switch on which raised £617. A further £900 has been raised across a range of events including stalls at community events and clothes recycling. Thank you to all those volunteers who have given time and effort to make these fundraising activities happen - please continue to do so. |
|
| Section E | Financial Review |
| 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 Trustee Board considers that the Group should hold a sum equivalent to 12 months running costs, circa £18,000. The Group held reserve £42,138 against this at year end (compared to £44,297 March 2023). 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 where increated to £153 (£12.75 per month) for this financial year. The Trustee Board consider subs to be excellent value for money. In January 2021 the Trustee Board decided to move subscription payments from bank standing orders to an OSM subscription. This has significantly reduce administration of subscriptions and increased eligability for 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. |
|
| 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) Date Position (eg Secretary, Chair) |
||
|---|---|---|
| Colin Breakwell | Lee Bond | |
| GroupTreasurer | GroupChair | |
| 05 September 2024 | ||
| 05 September 2024 |
1
2nd New Haw Scout Group Receipts and Payments Account
| For the year from |
For the year from |
01-Apr-23 | To | 31-Mar-24 | |
|---|---|---|---|---|---|
| Receipts and payments | |||||
| Receipts | 2022/23 Unrestricted funds £ |
2023/24 Unrestricted funds £ |
|||
| Donations, legacies and similar income | |||||
| Membership subscriptions | 12,823 | 13,242 | |||
| Less:Membership subscriptions paid on (National/County/District) | 5,063 | 5,294 | |||
| Net membership subscriptions retained | 7,760 | 7,948 | |||
| Donations and grants | 207 | 1,540 | |||
| Legacies | - | - | |||
| Gift Aid tax refund | - | - | |||
| Other similar income | - | - | |||
| Sub total | 7,967 | 9,488 | |||
| Youth programme and activities | |||||
| Beaver Scout Section | 873 | 667 | |||
| Cub Scout Section | 3,241 | 4,382 | |||
| Scout Section | 23,392 | 5,415 | |||
| Other | 129 | 13 | |||
| Sub total | 27,635 | 10,476 | |||
| Fundraising (gross) | |||||
| Jumble Sales | - | - | |||
| Mid-Summer Event | 2,981 | 2,791 | |||
| Christmas Post | - | - | |||
| Other fundraising activities | 2,009 | 1,566 | |||
| Sub total | 4,990 | 4,357 | |||
| Investment income | |||||
| Bank interest | 36 | 100 | |||
| Building Society interest | - | - | |||
| The Scout Association Short Term Investment Service/ COIF interest | - | - | |||
| Property Rent income | 600 | - | |||
| Other investment income | - | - | |||
| 636 | 100 | ||||
| 24,421 | |||||
| 1,237 | |||||
| 25,658 |
Page 5 of 8
1
2nd New Haw Scout Group Receipts and Payments Account
| For the year from |
T o |
01-Apr-23 | To | 31-Mar-24 | |
|---|---|---|---|---|---|
| Receipts and payments | |||||
| Payments | 2022/23 Unrestricted funds £ |
2023/24 Unrestricted funds £ |
|||
| Charitable Payments | |||||
| Youth programme and activities | |||||
| Beaver Scout Section | 1,284 | 1,065 | |||
| Cub Scout Section | 3,909 | 5,058 | |||
| Scout Section | 26,066 | 3,936 | |||
| Other | 754 | 850 | |||
| Adult support and training | 840 | 436 | |||
| Rent | 450 | - | |||
| Water and Sewerage | - | 1,317 | |||
| Electricity and Gas | 1,111 | 1,775 | |||
| Insurance | 8,637 | 4,554 | |||
| Repairs and Renewals | 471 | 4,079 | |||
| Materials and equipment | 2,316 | 1,190 | |||
| Printing and photocopying | - | - | |||
| Donations | - | - | |||
| Uniforms | - | - | |||
| AGM and trustee expenses | - | 77 | |||
| Other costs - Vehicle | 986 | 54 | |||
| Other costs - Badges | 646 | 58 | |||
| Other costs | 322 | 183 | |||
| Sub total | 47,792 | 24,632 | |||
| Fundraising expenses | |||||
| Jumble Sales | - | - | |||
| Mid-Summer Event | 1,344 | 1,236 | |||
| Christmas Post | - | - | |||
| Other fundraising costs | 430 | 70 | |||
| Sub total Total Gross Expenditure Asset and investment purchases, etc. Total payments Net of receipts/(payments) Cash funds last year end Cash funds this year end |
1,774 | 1,306 | |||
| 25,938 | |||||
| 962 | |||||
| 26,900 | |||||
| - 8,379 | - 1,242 | ||||
| 51,741 | 43,362 | ||||
| 43,362 | 42,120 |
Page 6 of 8
1
Unrestricted funds
Statement of assets and liabilities at the end of the year
01-Apr-23 31-Mar-24
Unrestricted funds
| Cash funds Bank current account Bank deposit account Building society account Cash/Floats Total cash funds Other monetary assets Tax claim 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) Shop stock (est) Other stock Land and buildings (insurance value) Motor vehicles (cost) Scouting equipment, furniture etc (insurance value) Other Sub total Liabilities Accounts not yet paid Expenses incurred but not invoiced Subscriptions not yet paid Loan - detail Other liabilities Sub total Debts due to Group (Subs due from current members but not yet received) The Scout Association Short Term Investment Service/ COIF |
£ 34,403 8,127 - - 832 43,362 - - - - - - - - 200 1,600 275,000 6,000 32,394 - 315,194 - - - - - - |
£ |
|---|---|---|
| 34,403 | 33,306 | |
| 8,127 | 8,236 | |
| - | - | |
| - | - | |
| 832 | 596 | |
| 43,362 | 42,138 | |
| - | - | |
| - | - | |
| - | - | |
| - | - | |
| - | - | |
| - | - | |
| - | - | |
| - | - | |
| 200 | - | |
| 1,600 | 1,600 | |
| 275,000 | 329,000 | |
| 6,000 | 6,000 | |
| 32,394 | 35,633 | |
| - | - | |
| 315,194 | 372,233 | |
| - | - | |
| - | - | |
| - | - | |
| - | - | |
| - | - | |
| - | - |
Contingent liabilities and future obligations
The above receipts and payments account and statement of assets and liabilities were approved by the Trustees in Sept 2024 (the date of the Trustee Board meeting that approved the accounts) and signed on their behalf by
Signature
Page 7 of 8
1
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 2024. Raspèctivè r•sponsibilitias of Trustèès and Serutinèèr As the Group's trustees you are responsible for the preparalion ol the accounts., you consider that neither the audit nor independent examination requirements of the Charities Act 2011 apply. 11 is my responsibility without carrying Dut an audit or indeptrndent examination to s¢rutinis& the accounts and to report to you. Basls of Scrutlneerfs Statement In accordance with the directions given in the Group's constitution, I have scrutinised the reeords and the aecounts set OLJt on pages 5 to 7. ScrutSneerfs Statement In my opinion the accounts are in accordance with the records produced to me and comply with tha constitution. Name- L Tanner Addre$$'. Steward House, 14 Commercial Way, Woking, Surrey, GU21 6ET Dats.. 13th Septernber 2024 Page8of8