## Trustees' Annual Report ## For the period |From (start date)|**1**|**0**|**4**|**2**|**0**|**0**|**3**|**1**|**0**|**3**|**2**|**1**| |---|---|---|---|---|---|---|---|---|---|---|---|---| |||||||||||||| |**Section A**||**Reference and administration**|||||**details**|||||| |Charity name
Other names the charity is known by
Registered charity number
HQ registration number
Charity’s principal address||||||||||||| |||**1ST ROWLANDS CASTLE SCOUT GROUP**||||||||||| |||Rowlands Castle Scout and Guide Headquarters||||||||||| |||Uplands Rd||||||||||| |||Rowlands Castle||||||||||| |||Postcode||||P|0|9||6|B|T| Names of the charity trustees who manage the charity |1
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12|**Trustee Name**|**Office (if any)**|**Dates acted if not for whole year**| |---|---|---|---| ||Rita Olive Pethick|GroupScout Leader|| ||Neil Phillips|Chair|| ||Alison Louise Eastman|Secretary|| ||Jacqueline Jones|Treasurer|| ||Brian Thomas William Pethick|SL|| ||Stephen Pethick|CSL|| ||Emma-Claire Patterson||| ||||| ||||| ||||| ||||| ||||| |**Section B**|**Structure, governance and management**| |---|---| |Description of the charity’s trusts
Type of governing document
Policies and procedures adopted for:
How the charity is constituted
You may choose to include
additional information, where
relevant, about:
Trustee selection methods|| ||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 and
by 1 st Rowlnads Castle Scout Group constitution.| ||| ||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 3 independent representatives, Chair, Treasurer and
Secretary together with the Group Scout Leaders, individual section leaders (if opted
to take on the responsibility) and parent’s representation and meets every 3 months.
Members of the Executive Committee complete_'Essential Information for Executive_
_Committee'_training within the first 5 months of joining the committee.
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.| |**Section B**|**Structure, governance and management (continued)**| |---|---| ||**Risk and Internal Control**| ||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:| ||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.| ||Injury to Leaders, Helpers, Supporters and Members. The Group through the| ||capitation fees contributes to the Scout Associations national accident insurance| ||policy and pays for extra cover for non-members. 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 18. 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**| ||The group has in place systems of internal controls that are designed to provide| 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 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 with others and make
friends.
**Th S Mh**| ||**e cout etod**| ## **The Scout Method** |Public benefit statement
Summary of the main activities|**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.| |---|---| ||| ||1st Rowlands Castle Scout Group aims to achieve these objectives by providing an
enjoyable and attractive safe scouting programme giving young people skills for life.
We run weekly term time meetings Beavers Beavers Chipmunk Colony on Mondays
5.45pm-6.45pm, Cubs Harrier pack on Mondays 7pm-8.30pm, Explorers Spitfire Unit
on Tuesday 6.30pm – 8.30pm and Scouts Bader Troop on Fridays 7pm -9pm.| ||| ||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**| |the charity during the year
Summary of the main|| ||Another strange year for us as all, face to face Scouting activities and weekly
meetings for Beavers, Cubs, Scouts and Explorers were on and off during
lockdowns. Leaders ran face to face activities in all sections when safe to do so to
give the young people skills for life with parents providing help and support whether
it’s by being on the exec or helping at meetings which also had to include covid safe
rules and risk assessments.| |**Section E**
**Financial Review**|**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 £1000.| The Group held reserves of approximately £1000 against this at year end. ## **Investment Policy** The Group's Income and Expenditure is very small and as a consequence does not have sufficient funds to invest in longer-term 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. 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. ## **Investment Policy** 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 G Declaration** The trustees declare that they have approved the trustees’ report above Signed on behalf of the charity’s trustees Signature(s) Neil Phillips ~~Rita Olive Pethick~~ Full name(s) Neil Phillips Rita Olive Pethick Role Chair GSL Date 1 8 1 2 2 1 ## **1ST ROWLANDS CASTLE SCOUT GROUP ACCOUNTS 2020-2021** |**INCOME**|| |---|---| |**Subscriptions**|**£1,044.53**| |**Gift Aid**|**£0.00**| |**HQ lettings**|**£546.00**| |**Uniform and other Merchandise**|**£0.00**| |**Group Events**|**£0.00**| |**Fundraising**|**£67.50**| |**Donations**|**£0.00**| |**Grants**|**£24,313.62**| |**Camps and Trips**|**£100.00**| |**Minibus**|**£198.75**| |**EXPENDITURE**|| |**Subscriptions**|**£1,851.07**| |**HQ running cost**|**£3,539.03**| |**HQ maintenance**|**£4,547.49**| |**Uniform and other Merchandise**|**£24.00**| |**Badges**|**£109.28**| |**Insurance**|**£1,053.85**| |**Group Events**|**£0.00**| |**Fundraising**|**£0.00**| |**Grants**|**£4,852.00**| |**Camps and Trips**|**£0.00**| |**Minibus**|**£132.50**| |**I.T. Subscriptions**|**£220.28**| |**Leader Training**|**£112.50**| |**MISC**|**£516.80**| |**Section cost**|**£1,501.56**| |**Equipment**|**£299.94**| |**Income total**|**£26,270.40**| |**Expenditure**|**£18,760.30**| |**income over expenditure**|**£7,510.10**| |Opening blance 1 April 2020|£1,674.63| |---|---| |Closing Blance 31st March 2021|**£9,184.20**| |**Cash funds**|| |Lloyds bank account|£8,849.78| |Barclays Bank account|334.42| |**Non monetary assets for charity's own use**|| |Badge stock|£43.00| |Shop stock|£141.45| |Other stock|£0.00| |Motor vehicles|£5,000.00| |Scouting equipment, furniture etc|£22,000.00| Independent Examinèrfs Report to the Trustees of the 1st ROWLANDS CASTLE SCOUT GROUP I ￿POrt on the ¥c¢ounts ofthe Gn)up for the year ended 21Y20-2021 which comwise the Statement of Financial Advjilm. tr• Baknnc• Sheet and rplaled ￿leS set out on pages......... This report is made solety to the Iwstees in accordance with Se¢lw)n 145 of the Chaiilitrs Ad 2011. has been undertaken so that I mwjht stste to the thartys trnst8es those mattws l am required to state to them in an Indewndonl Examinerf5 report and for no other purpose. To the lullest extent pèmitted by tsw, I do not accept or 8ssum responwbility to anyone other than the thanty and the chanty'$ trustees for eX8￿nation R•8p•etfv• rn•pOrnlbillli￿ of Try¥t¢￿ and Examln•r The Group'slDistricfs trustees are ￿sponSIb￿ for th¢ prepa￿1￿ ofthe accounts. They consfidar that 8n audit is not required for this year (under Secl*Jn 144 of th& Charilies Ad 2011 (the char￿e5 fvdll and thal 8n independent exarnination is needed. It Is nyy rnspon$ibilty to.. Examine the ac£ounts (under Se¢bon 145 ofthe Chaiitss Ad}: To follow the procedLtres laid dovm in the Gerwal 0￿￿￿onS given by the Ch•rty Co￿￿nis510ners {und&r Section 145(5llbl of the Chanbes Act)," and To $tsta whether parbcuLryr rnatte￿ have com8 to ry alt•titiM. Ba•1¥ of Independent Examln•rfs r•port My examination was Ca￿led out in accordan￿ wth lh& General Direclion5 gwen by the Charity Commissiontsrs. An examination indudes a reyiew of the accounting reco(ds kept by Ihè Giovp and 8 cr)mparison of the accounts presenie(I with Ih05e records. It also indudes Conshlefal￿ of any unusual itèms or disdosuTes in the accounts. and $egking *xplanation$ frtyn you as truslees 0)r￿MIng any such matters. The procedurns undertaken do r￿t provide all the èvidence that would be required in an audrt. and c4Jnsequentty no opinKJn is given as to vAwth¢r the a¢¢ounts present a true and visw and the rtport limited to those matters set out in the statement below. Independgnt Examin•rf8 *tat•mert to keep acxountiryJ rec￿d$ ￿ aL￿C￿d￿ with seclic￿ 130 of the Charities kl.and requirements of the Ch•ilies have not been met 2. to vthich. in my op￿1￿. attention sIW￿ld b8 dra￿ in to enable a UThJ8￿￿1TbJ ofthe ac££wJnts to bo reathed. . Please delele Ihe *wds in Ihe lJrad(ets rflh8y t*) rK)t a Name: John Williary Qualifi&￿1￿.. ACA 5 Marks Tey Road, StsJbbIryt￿. Fareham. P014 3LE 27 Odot*r 2021