**1st Headcorn Scout Group Trustees’ Annual Report for the period from 1st January to 31st December 2022** ## **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|| |Jennifer Sargent|Cub Scout Leader|From 14.6.22| |Raymond Burr|Beaver Scout Leader|From 14.622| |Ann Carroll|GroupChairman|| |Helen Anderson|Group Secretary|| |Sally Harris|Group Treasurer|| |Janet Scaysbrook||| |Michael Brook-Foster MBE||| |Martina Cooper||| |Susan Spain||| |Jennifer Sargent||To 14.6.22| |Aoife Cooper||| |Jennie Burr||From 14.6.22| |Loughlin Cooper||From 5.12.22| **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 activities have more or less returned to normal following the worst effects of the coronavirus pandemic. The Group’s play returned in 2022 after a year’s absence, and this year “The Girl in the Tutti Frutti Hat” was performed for three nights in February. Many of the boys and girls in the Group took part, and greatly enjoyed doing so. As well as raising the Group’s profile within the community and earning a significant sum for funds, this kind of activity teaches the value of commitment; is an excellent confidence builder; and provides constructive indoor activity during the coldest and wettest part of the year. This year’s Christmas project involved spending several evenings collecting a large quantity of food items (estimated to total three-quarters of a tonne) from our village, for a local Food Bank. ## **Section E Financial review** ## **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 a sum equivalent to twelve months gross expenditure is appropriate, amounting to approximately £25,766. The actual amount at the year end was £31,615. This excess is currently being spent on unusual premises costs, including painting and decorating and work on improving acoustics. ## **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-five years it has existed, has given assistance totalling more than £3,600 to 22 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** Today’s generation of children have missed a great deal during the coronavirus pandemic, and we intend to continue 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 23[rd] May 2023 Ann Carroll Group Chairman 23[rd] May 2023 3 ## **1st Headcorn Scout Group Receipts and Payments Account** ## **for the period from 1[st] January 2022 to 31[st] December 2022** ||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|6,469||6,469|2,022| |Less paid on|-3,430||-3,430|-2,893| |Net membership subscriptions retained|3,039|0|3,039|-871| |||||| |DONATIONS AND GRANTS||||| |Donations|1,327||1,327|2,159| |Grants|1,360||1,360|16,859| |Gift Aid|964||964|0| ||3,651|0|3,651|19,018| |ACTIVITIES (gross)||||| |Camps and expeditions|8,227||8,227|3,455| |Other activities and outings|1,866||1,866|575| ||10,093|0|10,093|4,030| |FUND RAISING (gross)||||| |Quizzes|2,593||2,593|1,525| |Pantomime/play|1,293||1,293|0| |May Fair|773||773|0| |Other events (under £500 each)|742||742|165| ||5,401|0|5,401|1,690| |INVESTMENT INCOME RECEIVED||||| |Interest|7|0|7|0| ||7|0|7|0| |OTHER INCOME||||| |Hire of equipment and premises|4,049||4,049|2,360| |Miscellaneous receipts|48||48|105| ||4,097|0|4,097|2,465| |||||| |TOTAL RECEIPTS|26,288|0|26,288|26,332| 4 ## **1st Headcorn Scout Group Receipts and Payments Account For the period from 1[st] January 2022 to 31[st] December 2022** ||This year
unrestricted
funds|This year
restricted
funds|This
year
total
funds|Last year
total
funds| |---|---|---|---|---| ||£|£|£|£| |**Payments**||||| |YOUTH PROGRAMME AND ACTIVITIES||||| |Camps and expeditions|7,733||7,733|5,192| |Other activities and outings|2,346||2,346|832| |Contribution towards camping fees||250|250|0| |Purchase of badges, cards and books|742||742|802| |Training aids and materials|1,203||1,203|594| |Personal support|||0|381| |Wreaths|125||125|75| ||12,149|250|12,399|7,876| |PREMISES||||| |Water and drainage|571||571|181| |Lighting, heating and cleaning|3,927||3,927|1,882| |Licences and Insurance|2,062||2,062|1,895| |Repairs, renewals and other premises costs|1,801||1,801|844| ||8,361|0|8,361|4,802| |MINIBUS EXPENSES (see note 3)||||| |Licence and insurance|999||999|817| |Repairs and maintenance|127||127|770| |Diesel and oil|360||360|134| ||1,486|0|1,486|1,721| |FUND RAISING EXPENSES||||| |Quiz nights|783||783|421| |Pantomime/play|43||43|0| |May Fair|81||81|0| |Other fundraising expenses|117||117|175| ||1,024|0|1,024|596| |OTHER PAYMENTS||||| |Equipment renewals|1,613||1,613|542| |Driver training and medical examinations|||0|0| |Insurance|52||52|42| |Retirement gifts|15||15|393| |Ukraine appeal|500||500|0| |Miscellaneous payments|566||566|299| ||2,746|0|2,746|1,276| |||||| |TOTAL GROSS EXPENDITURE|25,766|250|26,016|16,271| |||||| |ASSET AND INVESTMENT PURCHASES||||| |Kitchen water heater|||0|696| |Five lightweight tents|||0|720| |||||| |TOTAL PAYMENTS|25,766|250|26,016|17,687| 5 ## **1st Headcorn Scout Group Receipts and Payments Account for the period from 1st January 2022 to 31st December 2022** ||This year
unrestricted
funds|This year
restricted
funds|This year
total funds|Last year
total funds| |---|---|---|---|---| ||£|£|£|£| |**Summary**||||| |Receipts less payment|522|-250|272|8,645| |Cash funds last year end|31,093|1,867|32,960|24,315| |Cash funds this year end|31,615|1,617|33,232|32,960| ## **1st Headcorn Scout Group Statement of Assets and Liabilities at 31[st] December 2022** ||31.12.22
unrestricted
funds|31.12.22
restricted
funds|31.12.22
total funds|31.12.21
total funds| |---|---|---|---|---| ||£|£||£| |**Cash funds**||||| |Bank accounts|31,615|1,617|33,232|31,468| |National Savings|||0|1,492| |Cash in hand|||0|0| ||31,615|1,617|33,232|32,960| |**Other monetary assets**||||| |Fees and costs paid in advance|||0.00|1,762| ||0.00|0.00|0.00|1,762| |**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|0| ||0|0|0|0| |||||| |**Assets less liabilities**|401,528|1,617|403,145|404,635| 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|1,867| |Amounts received:|||| |Interest||0|0| |Amounts paid:|||| |Contribution towards camping fees|-250|-250|0| |Balance carried forward|1,617|1,617|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 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 2022 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) One trustee is paid approximately the market rate (a total of £1,180 during the year) for cleaning the Group’s premises. Otherwise, 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 23[rd] May 2023 and **signed on their behalf by** Ann Carroll Group Chairman Sally Harris Group Treasurer 7 Indep•ndent Examlnèrfs Report to th8 Trustees of tho 1st Headcom Scout Group I reporton ihe accounts ofthe Group for the yèar ended 31 De￿[￿b￿r 2022 which comprfse the Receipts and Payments Accounts and Slalement ofAssets and knabllloes. Thls report is made sdely lo Ihe trustees in accordarbct wlih Section 14S of the Charities Act 2011. My wotk has been undertaken $0 that I might Stat& lo the charity's trusl88S those matters 18m required lo slate lo them in a Indapendent Examintr's report and for no other purpose. To the fullest exlenl pamllled by law. I do not a¢￿pt or a￿UMe responsibility to anyone otherlhan the charity and the chatsty'$ Iruslees for my examination work. Respectivè responsibilitie5 of Trustees and Examlnor The Group's Iruststs afe responsible for the preparation of th8 attounls. They con$lder that an audit Is not requir for this ye8r (under sacti￿ 144 of th8 Chariiies Act 2011 Ilhe Ch8rSlles Aclll and that an independent ex8minabon is n8edad. 11 Is my responslbility lo.. Examine the a¢¢oJnls (under S8Cbon 145 of the Charitiès Acll,. To fdlow the procedures laid down in the General Dirèctions given by th& Charity Commissioners (under Seciion 14515llbl of the Charities Act)," and To statewhelher parbcular msiters hav8 believe that In. any material raspecl. the requ1￿Man1$ lo keep accounb.ng records in accordan￿ with Se¢llon 130 of the Charflies Acl',arKI lo prepare accounts which accord ￿th the accounting records and ¢omply wilh th& a¢￿unting raqulreymenls of Ihe Charlbes Act hava not been mel., or 2. to which, in my oplnion. attention should be drawn in order lo enable a proper understanding ol the accounts lo ba ￿¥¢hed. Name.. Martin Humphreys Qualification". FCCA Address". Mccabe Ford Williams Bank Chambers. 61 High StrÉél. Cr8nbrook, Kent. TN17 3EG Date.. 6 Juna 2023 LT70000611" February 20171