**1st Headcorn Scout Group Trustees’ Annual Report for the period from 1st January to 31st December 2021** ## **Section A Reference and administration details** Charity name Other names the charity is known by Registered charity number Charity’s principal address Group registration number with the Scout Association 1st Headcorn Scout Group Headcorn Scouts 281713 Little Maplesden, Stepneyford Lane, Benenden, Cranbrook, Kent, TN17 4BP 29539 ## **The charity trustees who manage the charity** |_Name_|_Office (if any)_|_Dates acted if not for_
_whole year_| |---|---|---| |PhilipHarris|GroupScout Leader|| |Daniel Langford|Scout Leader|| |Sian Walker|Beaver Scout Leader|To 21.1.21| |Joyce Govett|Group Chairman|To 12.3.21| |Ann Carroll|GroupChairman|From 12.3.21| |Helen Anderson|Group Secretary|| |Sally Harris|Group Treasurer|| |Ann Carroll||To 12.3.21| |Janet Scaysbrook||| |Michael Brook-Foster MBE||| |Martina Cooper||| |Susan Spain||| |Rachel Walker||To 21.1.21| |Jennifer Sargent||| |Aoife Cooper||| **The custodian trustees (in whom, as trustees, the charity’s property is vested and who act under the charity trustees’ instruction)** Ann Carroll Kevin Harper Simon Rickett Philip Harris **Independent Examiners** McCabe Ford Williams, Chartered Accountants, Bank Chambers, 61 High Street, Cranbrook, Kent, TN17 3EG **Solicitors** Kingsfords, 5/7 Bank Street, Ashford, Kent, TN23 1BZ **Bankers** NatWest Bank, Ashford, Kent, TN24 8SH 1 ## **Section B Structure, governance and management** ## **Type of governing document** 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_ . ## **How the charity is constituted** The Group is a trust established under its rules which are common to all UK Scout Groups. ## **Trustee selection methods** The trustees are appointed in accordance with _The Policy, Organisation and Rules of The Scout Association._ ## **Additional governance issues** The Scout Group is an educational charity and is managed by the Group Executive Committee, the members of which are the Group’s “charity trustees”. As such, they are responsible for complying with legislation applicable to charities. This includes registration, keeping proper accounts and making returns to the Charity Commission as appropriate. The committee consists of 3 independent members (chair, treasurer and secretary) together with the Group Scout Leader, individual section leaders, other leaders within the Group, supporters and parents’ representatives, and meets approximately monthly. The Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of the appointment, in particular 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. ## **Risk and 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: - Damage to the building, property and equipment. The Group has sufficient buildings and contents insurance in place to mitigate against permanent loss. - Injury to members, leaders, helpers, supporters and third parties. The Group, through the membership fees and the payment of a supplementary premium, is included in the Scout Association’s national accident insurance and public liability policies. Risk Assessments are undertaken before all activities. - Financial irregularity. At least three trustees have online access to view bank transactions and balances. ## **Section C Objectives and activities** **The charity’s objectives as set out in its governing document** The objectives of the Group are as a unit of the Scout Association. Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society. ## **Public benefit statement** 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. 2 ## **Section D Achievements and performance** ## **Group achievements** Our normal activities have continued to be limited as a result of the coronavirus pandemic. Sometimes we have been permitted to meet face to face, but not always. We have attempted to respond positively to changing requirements by providing the best service to our members and our community that we can. Our efforts to do so have been well received and well supported. ## **Section E Financial review** ## **Financial review of 2021** The pandemic continued to have a big impact on the Group’s finances. - Income excluding grants increased from £6,000 to £9,500, but still well below pre-pandemic levels. - Expenditure increased from £15,000 to £17,000, but still less than the normal £20,000 or so. - Government Business Support Grants of £17,000 were received, resulting in an overall increase in the Groups cash reserves from £24,000 to £33,000. ## **The charity’s policy on reserves** The Group’s policy on reserves is to hold sufficient unrestricted funds to continue the charitable activities of the Group should fundraising or other income fall short, or should unforeseen expenditure occur. The trustees consider that, in normal circumstances, a sum equivalent to twelve months gross expenditure is appropriate. However, in view of remaining uncertainties about the pandemic, this policy is considered to be too restrictive and has been relaxed until normal and predictable conditions return. ## **The memorial fund** The Paul Walton Memorial Fund was established in 1987 in memory of a member of the Group who died aged 16 in a tragic accident. It is a restricted fund, and exists “ _to provide financial assistance to individual members of the Scout Group to enable them to participate in Scout camps or expeditions_ ”. The fund is administered confidentially and informally by the Group Scout Leader and the Group’s section leaders and, in the thirty-four years it has existed, has given assistance totalling more than £3,400 to 21 boys and girls. ## **Investment policy** All funds are held in cash using only mainstream banks. ## **Section F Plans for future period and other optional information** ## **Future plans** Our plans are to return to providing our full range of activities as quickly as possible – a process that is already well underway. Today’s generation of children have missed a great deal during the past two years, and we intend to play our part in filling some of those gaps. ## **Section G Declaration** **The trustees declare that they have approved the trustees’ report above.** Signed on behalf of the charity’s trustees Philip Harris Group Scout Leader 14[th] June 2022 Ann Carroll Group Chairman 14[th] June 2022 3 ## **1st Headcorn Scout Group Receipts and Payments Account for the period from 1[st] January 2021 to 31[st] December 2021** ||This year
unrestricted
funds|This year
restricted
funds|This
year
total
funds|Last year
total
funds| |---|---|---|---|---| ||£|£|£|£| |**Receipts**||||| |MEMBERSHIP SUBSCRIPTIONS (see note 2)||||| |Received from members|2,022||2,022|1,521| |Less paid on|-2,893||-2,893|-2,648| |Net membership subscriptions retained|-871|0|-871|-1,127| |||||| |DONATIONS AND GRANTS||||| |Donations|2,159||2,159|2,345| |Grants|16,859||16,859|11,334| ||19,018|0|19,018|13,679| |ACTIVITIES (gross)||||| |Camps and expeditions|3,455||3,455|150| |Other activities and outings|575||575|0| ||4,030|0|4,030|150| |FUND RAISING (gross)||||| |Quizzes|1,525||1,525|1,581| |Pantomime/play|||0|1,193| |Other events (under £500 each)|165||165|277| ||1,690|0|1,690|3,051| |INVESTMENT INCOME RECEIVED||||| |Interest|||0|11| ||0|0|0|11| |OTHER INCOME||||| |Hire of equipment and premises|2,360||2,360|1,263| |Miscellaneous receipts|105||105|| ||2,465|0|2,465|1,263| |||||| |TOTAL RECEIPTS|26,332|0|26,332|17,027| 4 ## **1st Headcorn Scout Group Receipts and Payments Account For the period from 1[st] January 2021 to 31[st] December 2021** ||This year
unrestricted
funds|This year
restricted
funds|This
year
total
funds|Last year
total
funds| |---|---|---|---|---| ||£|£|£|£| |**Payments**||||| |YOUTH PROGRAMME AND ACTIVITIES||||| |Camps and expeditions|5,192||5,192|250| |Other activities and outings|832||832|224| |Contribution towards camping fees|||0|235| |Purchase of badges, cards and books|802||802|248| |Training aids and materials|594||594|1,056| |Personal support|381||381|0| |Wreaths|75||75|75| ||7,876|0|7,876|2,088| |PREMISES||||| |Water and drainage|181||181|109| |Lighting, heating and cleaning|1,882||1,882|1,880| |Licences and Insurance|1,895||1,895|1,898| |Repairs, renewals and other premises costs|844||844|482| ||4,802|0|4,802|4,369| |MINIBUS EXPENSES (see note 3)||||| |Licence and insurance|817||817|765| |Repairs and maintenance|770||770|398| |Diesel and oil|134||134|0| ||1,721|0|1,721|1,163| |FUND RAISING EXPENSES||||| |Quiz nights|421||421|296| |Pantomime/play|||0|253| |Other fundraising expenses|175||175|20| ||596|0|596|569| |OTHER PAYMENTS||||| |Equipment renewals|542||542|496| |Driver training and medical examinations|||0|864| |Insurance|42||42|42| |Retirement gifts|393||393|0| |Miscellaneous payments|299||299|354| ||1,276|0|1,276|1,756| |||||| |TOTAL GROSS EXPENDITURE|16,271|0|16,271|9,945| |||||| |ASSET AND INVESTMENT PURCHASES||||| |Kitchen water heater|696||696|0| |Five lightweight tents|720||720|0| |Security compound|||0|5,714| |||||| |TOTAL PAYMENTS|17,687|0|17,687|15,659| 5 ## **1st Headcorn Scout Group Receipts and Payments Account for the period from 1st January 2021 to 31st December 2021** ||This year
unrestricted
funds|This year
restricted
funds|This year
total funds|Last year
total funds| |---|---|---|---|---| ||£|£|£|£| |**Summary**||||| |Receipts less payment|8,645|0|8,645|1,368| |Cash funds last year end|22,448|1,867|24,315|22,947| |Cash funds this year end|31,093|1,867|32,960|24,315| ## **1st Headcorn Scout Group Statement of Assets and Liabilities at 31[st] December 2021** ||31.12.21
unrestricted
funds|31.12.21
restricted
funds|31.12.21
total funds|31.12.20
total funds| |---|---|---|---|---| ||£|£|£|£| |**Cash funds**||||| |Bank accounts|31,093|375|31,468|22,823| |National Savings||1,492|1,492|1,492| |Cash in hand|||0|0| ||31,093|1,867|32,960|24,315| |**Other monetary assets**||||| |Fees and costs paid in advance|1,762||1,762|250| ||1,762|0|1,762|250| |**Assets for the charity's own use**||||| |Meeting hall, at cost|357,663||357,663|357,663| |Motor vehicle (see note 3)|250||250|250| |Equipment, furniture, etc. (see note 4)|12,000||12,000|12,000| ||369,913|0|369,913|369,913| |**Liabilities**||||| |Fees received in advance|||0|150| ||0|0|0|150| |||||| |**Assets less liabilities**|402,768|1,867|404,635|394,328| 6 ## **Notes to the Accounts** ## **1. Restricted funds** Transactions during the year were as follows: |**Notes to the Accounts**
**1. Restricted funds**
Transactions during the year were as follows:|||| |---|---|---|---| ||"The Paul
Walton
Memorial
Fund"
£|This year
total
£|Last year
total
£| |Balance brought forward|1,867|1,867|1,856| |Amounts received:|||| |Interest|0|0|11| |Balance carried forward|1,867|1,867|1,867| The purpose and management of the "Paul Walton Memorial Fund" is described in section E of the trustees' report. ## **2. Membership subscriptions** Subscriptions are collected from members. Part of those subscriptions is paid on in the form of a membership levy to help defray the Scout Association’s costs at District, County and National levels. The amount paid on is shown in the accounts as a deduction from the subscriptions received. For this year and last year, as a result of the Coronavirus pandemic, the levy paid exceeded the subscriptions collected. ## **3. Motor vehicle** The Group's vehicle is a 17-seater minibus purchased in 2015. At the end of 2021 it was considered to have a value of £250. ## **4. Equipment, furniture, etc.** The Group owns furniture and equipment with a value of approximately £12,000. Its replacement value is approximately £17,000. ## **5. Payments to Trustees** - (a) The Group’s trustees are not remunerated. - (b) Payments are sometimes made to trustees to reimburse payments made by them on behalf of the Group. **The above receipts and payments account and statement of assets and liabilities with accompanying notes were approved by the Trustees on 14[th] June 2022 and signed on their behalf by** Ann Carroll Group Chairman Sally Harris Group Treasurer 7 Indepondgnt Examlnerfs Report to the Trustees of thg 1st Hèadcorn Scout Group I reporton aro)unts orth8 Gwup fy the Yeare￿ed 31 t)ecember 2021 whiGh comprise the Re¢elpi$and Paymen15 ArAX)unts and Statemenlof Assets and u0bill￿eS. Th15 rep￿ is tnade sdely ￿ the Iru5tees in accordance wth Secbon 145 01 the charl￿e5 Act 2011. My woth has been undertaken so that I miyhl $tate to the charttys trustees those matters l am required 10 SLgle lo them in sn IDd8pendeni'Examiner's report and for fio other putpost. To the tullest extent permitted by law. I do not a¢¢opi ssume r&spDnwbility 10 anyone olw than the charity and thecharity's trustees for my examIna￿￿ work. Respoctivg ro8POrt91bllltl4s ofTruste•s and Examlner The Gr¢up'¥ trustees are responsible forlhe preparati￿ Df a¢¢ounts. TFÈY consderthal an al￿11 Is DDI requirBd for this year (under S8¢bon 144 of the Charities Acl 2011 (the Charities Adll and thai an Ir￿ependent examinabon 1$ needed 11 Is my res￿￿bIlityto'. Examine iheaccounts lundw sec1￿ 145 01 the ChBritie5 Acll.. To follow the procedures laid down in th8 G8neral Thre¢tion$ g￿en by the Chanty Com[niss￿e[S lund8r tion 14515Xblof Ihtr Charities A¢ll.' a To sla￿ whether parbcular matters have cotne to my att￿l￿)n. Basis of Indownd•nt Examlnor* r¢pcrt y examlnalon was rAmed oul In aC￿rda￿ff with the General Diredons given by the Charity CAynmi$sl￿ers. exatnillat1￿ in¢ludes a rewew ol the accounbng records ktpl by the Gr￿pID1st￿CI and a comparison of the accounts presented with ih05e re￿￿$. 11 also lrtlude5 considerabon ol arry uDusual item$ or disdosure5 In the account$, and seeklng explanati￿S froTh you as iTusleg5 wn¢eming 8ny $L￿h matter5. The procedures undertaken do not provide all ihe evidence that would be required an audit. alld Gon5equ¢nUy no opinion is given as to whether the accoun15 present a'lwe and fairf yie¥v and th¥ report is Ilmiied io those matteFS sel out in the tstaiemenl below. IrKIopondonl Exam1￿￿3 Statement ID COnne¢ty￿ With rny exafflination. rK> matter ha$ my 8ll8nbon whl¢h glves me reasonab￿ ￿USe lo believe thai in, any matedal respect. Ihe requiretnen15 lo keep Bccounbng reoyds in 8¢¢0￿•n¢e wllh Section 130 of the Charibes Ad".and lo prepare accounb which $¢¢ryd wllh the 8ccounting reoxds ¥￿th the a(xounbng requliements ol the Chanlies Act have not mtri." or 2. to which. In rny opinion. attention shDuld btr drawn in 0￿er lo eTh&￿e a proper understanding of a¢¢ounts to be reaGhed. Name." Marbn Humphreys Qyaliflcatlon.. FCCA Address.. mcca￿ Ford William¥ Bank Chamb8rs. 61 High Street. CrAnbrook, Kent TN17 3EG Dats." 10 AugU$I 2022 LT700006I1￿ February 20171