**Trustees' Annual Report for the period** |**From**|Period start date
**To**
01
04
2023|Period end date| |---|---|---| |||31
03
2024| ## Reference and administration details **Charity name** 1[st] /4[th] Addlestone (St. Paul’s) Scout Group ## **Other names charity is known by** **Registered charity number (if any)** 279333 **Charity's principal address** Fleur de Lys Scout Centre, Spinney Hill Addlestone Surrey Postcode KT15 1AD ## **Names of the charity trustees who manage the charity** **----- Start of picture text -----**
Trustee Name Office (if any) Dates acted if not for whole year
1 Mr. M. Wilson Group President
2 Mr. G. Kerr Vice President
3 Mr L. Way Group Chairman
4 Mr. P. Reynolds Group Treasurer
5 Mr. S. Barrett-Jolley Scout Leader/Group Scout
Leader
6 Dr. P. Lympany Cub Scout Leader
7 Emily Morris Cub Scout Leader
8 Mr. K. Coombs Beaver Scout Leader
9 Miss V Coombs Beaver Scout Leader
10 Mrs. S. Geere Beaver Scout Leader
11 Mrs. E. Taylor
12
13
14
15
16
17
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## **Names and addresses of advisers (Optional information)** **----- Start of picture text -----**
Type of advisor Name Address
Bankers Lloyds Bank plc Addlestone
The Scout EC4, London
Association Short
Term Investment
Service (COIF)
**----- End of picture text -----**
**Structure, governance and management** ## **Description of the charity’s trusts** The Group's governing documents are those of The Scout Association. Type of governing document They consist of a Royal Charter, which in turn gives authority to the Bye (eg. trust deed, constitution) Laws of the Association and The Policy, Organisation and Rules of The Scout Association. Type of governing document The Group is a trust established under its rules which are common to all Scouts. How the charity is constituted - (eg. trust, association, company) The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association. Trustee selection methods (eg. appointed by, elected by) ## **Additional governance issues (Optional information)** You **may choose** to include additional information, where relevant, about: - Policies and procedures adopted for the induction and training of trustees. - The charity’s organisational structure and any wider network with which the charity works. - Relationship with any related parties. - Trustees’ consideration of major risks and the system and procedures to manage them. 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, individual section leaders and parents' representation and other nominated by the Group Scout Leader. The committee meets every 4 months. This Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of their appointment which are 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. - Present 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. 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 contributes to the Scout Association’s national accident insurance policy through the capitation fees. 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 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 policy to ensure that insurable risks are covered. ## **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 **Summary of the objects of the** young people in achieving their full physical, intellectual, social and **charity set out in its** spiritual potentials, as individuals, as responsible citizens and as **governing document** 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 the immediate running costs of the Group, and these do not unduly restrict membership. **Summary of the main** The Group follows the principle that no one should be excluded because **activities in relation to these** of their inability to pay membership subscriptions or fees charged for **objects** camps or outings. **Additional details of objectives and activities (Optional information)**  Two key principles demonstrate that Scouting’s aims are for the public benefit are that through the Scout method, young people develop towards achieving their full potential and that there is a clear link between the benefits for young people and the purpose of Scouting. The safety 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. ## Achievements and performance For the year 2023/2024 we started with 106 members and a total of 17 Leaders and 4 Young Leaders. This was a reduction in membership compared to the previous year. However, during the year we saw a small increase in membership and ended the year with 108 members and 21 Leaders along with 6 Young Leaders. The decrease in numbers from the previous year was partly due to a number of Scouts moving into the Explorer Units. In all sections all our members continued and have attained many ‘Challenge Badges’ and ‘Activity Badges’ as they work towards the Chief Scout Award for their section. One of our members attained the Silver Chief Scout Award in the Cub Section. ## **Financial review** The Group's policy on reserves is to hold sufficient resources to continue **Brief statement of the charity’s** the charitable activities of the Group should income and fundraising **policy on reserves** activities fall short. The Group Executive Committee considers that the Group should hold a sum equivalent to 24 months running costs, circa £26,000 plus an additional £10,000 to cover emergencies relating to the building (£6000) or equipment (£4,000). **Details of any funds materially in deficit** **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). - How expenditure has supported the key objectives of the charity. - Investment policy and objectives including any ethical investment policy adopted. ## **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, Charities Official Investment Funds 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. ## **Other optional information** ## **Declaration** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** (signed) P. Reynolds **Signature(s)** (signed) S.Barrett-Jolley Mr. P. Reynolds **Full name(s)** S. Barrett-Jolley **Position (e.g. secretary, chair,** Group Scout Leader Group Treasurer **etc) Date** 6[th] September 2024 ## **1st/4th Addlestone (St.Paul's) Scout Group Receipts and Payments Account** **----- Start of picture text -----**
Year start date Year end date
For the year
1st April 2023 To 31st. March2024
from
Receipts and payments
.2023/2024 .2022/2023
Unrestricted funds Unrestricted funds
£ £
Receipts
Donations, legacies and similar income
Group Subs 18865.75 19348.33
Membership subscriptions 0.00 0.00
Less:Membership subscriptions paid on (National/County/District) 5294.25 5203.75
Net membership subscriptions retained 13571.50 14144.58
Donations and grants 878.50 269.47
0.00 0.00
Gift Aid tax refund
2290.82 0.00
0.00 0.00
Sub total 16740.82 14414.05
Youth programme and activities
Explorers 0.00 0.00
Group Activities + Archery 7518.58 8656.49
Beavers/Cubs/Scouts
8639.08 8210.58
Training 0.00 0.00
Uniform Sales
0.00 41.50
Sub total 16157.66 16908.57
Fundraising (gross)
0.00 0.00
Nursery School 13800.00 12000.00
Scout Shop 23.43 0.00
Other fundraising activities 0.00 0.00
Sub total 13823.43 12000.00
Investment income
Bank interest
0.00 0.00
Building Society interest 0.00 0.00
The Scout Association Short Term Investment Service/ COIF
4205.26 1507.56
interest
0.00 0.00
0.00 0.00
Sub total 4205.26 1507.56
Sundry Receipts 0.00 0.00
Total Gross Income 50927.17 44830.18
Asset and investment sales, etc. 0.00 0.00
Total receipts 50927.17 44830.18
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1 LT700002 ## **1st/4th Addlestone (St.Paul's) Scout Group Receipts and Payments Account** **----- Start of picture text -----**
Year start date Year end date
For the year
1st.April 2023 To 31st.March 2024
from
Receipts and payments
.2023/2024 .2022/2023
Unrestricted funds Unrestricted funds
£ £
Payments
Charitable Payments
Youth programme and activities 17023.31 20692.10
Adult support and training 60.00 120.30
Maintenance
3432.80 4576.37
Water and Sewerage
3122.69 0.00
Electricity and Gas
8802.01 4581.90
Insurance
2494.97 2280.53
Materials and Equipment
1965.33 3415.33
Electrical & Gas Certification
470.00 350.00
Refunds on cancelled activities
25.00 55.00
Donations
0.00 50.00
Uniforms ( Scout Shop )
221.95 236.00
Solicitors fees for Nursery School agreement.
0.00 0.00
Telephone/Internet
339.22 449.01
Sundry Payments
693.25 525.41
Purchase of Badges 709.37 638.81
Sub total
39359.90 37970.76
Fundraising expenses
Jumble Sales/Car Boots
0.00 0.00
Waste Paper/Cardboard 0.00 0.00
m
0.00 0.00
Other fundraising costs
0.00 0.00
Sub total
0.00 0.00
Total Gross Expenditure 39359.90 37970.76
Asset and investment purchases, etc.
0.00 0.00
Total payments 39359.90 37970.76
Net of receipts/(payments) 11567.27 6859.42
Cash funds last year end 99060.60 92201.18
Cash funds this year end 110627.87 99060.60
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2 LT700002 ## **Statement of assets and liabilities at the end of the year** **----- Start of picture text -----**
31st.March 2024 31st.March 2023
Unrestricted funds Unrestricted funds
£ £
Cash funds
Bank current account
19830.93 12497.05
Bank deposit account 0.00 0.00
Building Society Account 0.00 0.00
The Scout Association Short Term Investment Service/ COIF 90707.60 86502.34
Cash/Floats
89.34 61.21
Total cash funds 110627.87 99060.60
Other monetary assets
Tax Claim (Estimated) 0.00 0.00
Debts due to group. ( Paper recycling claim) 0.00 0.00
Events Paid for in advance. 0.00 0.00
Sub total 0.00 0.00
Investment assets
Investment property - detail 0.00 0.00
Quoted investments 0.00 0.00
Other investments - detail 0.00 0.00
Sub total 0.00 0.00
Non monetary assets for charity's own use (basis
of valuation)
Badge stock 185.00 246.80
Shop stock 0.00 0.00
Other stock 0.00 0.00
Land and buildings Insurance value 979303.00 957285.00
Motor Vehicles (Ride on Lawnmower) Insurance value 5352.00 5299.00
Scouting equipment, furniture etc Insurance value 75228.00 74483.00
Camping Equipment Insurance value 13032.00 12903.00
Sub total 1073100.00 1050216.80
Liabilities
Accounts not yet paid 0.00 0.00
Expenses incurred but not invoiced 0.00 0.00
Subscriptions not yet paid 0.00 0.00
Loan - detail 0.00 0.00
0.00 0.00
Sub total 0.00 0.00
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## **Contingent liabilities and future obligations** **The above receipts and payments together with the statement of assets and liabilities were approved by the trustees on the 29th.May 2024 (the date of the group trustee meeting at which these were approved) and signed for on their behalf.** Print Name S.Barrett-Jolley Group Scout Leader. (signed) S.Barrett-Jolley (signed) P.Reynolds. P.J.Reynolds Treasurer 3 LT700002 i lil! I, ¢u oo J ÈVI 1311,1 j a5 c"5 0) ,ji11