## **1st Headcorn Scout Group Trustees’ Annual Report** 

## **for the period from 1st January to 31st December 2023** 

## **Section A   Reference and administration details** 

Charity name 1st Headcorn Scout Group Other names the charity is known by Headcorn Scouts Registered charity number 281713 Charity’s principal address Little Maplesden, Stepneyford Lane, Benenden, Cranbrook, Kent, TN17 4BP Group registration number with the Scout Association 29539 

Group registration number with the Scout Association 

## **The charity trustees who manage the charity** 

|_Name_|_Office(if any)_|_Dates acted if notfor wholeyear_|
|---|---|---|
|Philip Harris|Group Scout Leader||
|Daniel Langford|Scout Leader||
|Jennifer Sargent|Cub Scout Leader||
|Raymond Burr|Beaver Scout Leader||
|Ann Carroll|Group Chair||
|Helen Anderson|Group Secretary||
|Sally Harris|Group Treasurer||
|Janet Scaysbrook|||
|Michael Brook-Foster MBE|||
|Martina Cooper||To 13.06.23|
|Susan Spain||To 13.06.23|
|Aoife Cooper||To 13.06.23|
|Jennie Burr|||
|Loughlin 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 and 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 Trustee Board, 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 Board consists of 3 independent trustees (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 bi-monthly. 

The Group Trustees Board 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** 

The Group consists of three sections: Beaver Scouts, Cub Scouts and Scouts.  All three are thriving, with buoyant membership.  Each section carries out its own adventurous programme of activities.  The Group as a whole achieved the following: 

The Group performed a play for three nights during February half-term week.  Entitled “The Case of the Missing Oranges”, it was written by one of the Group’s leaders and many of the boys and girls in the Group took part.  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. 

The Remembrance Sunday observance in our village is always well supported, and the Group was complimented by the Parish Council and others for its excellent turnout and conduct. 

This year’s Christmas project involved spending several evenings collecting a large quantity of food items from our village, for a Kent-based Food Bank who later said that we alone had collected enough for more than 3,500 meals. 

## **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 six months gross expenditure is appropriate, amounting to approximately £16,000.  The actual amount at the year end was £22,568. This excess is currently being spent on long term improvements to the Group’s premises. 

## **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_ ”.  In the thirty-six years it has existed, the fund has given assistance totalling more than £3,600 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** 

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, 24 March 2024 


Philip Harris, Group Scout Leader 


Ann Carroll, Group Chair 

3 



## **1st Headcorn Scout Group Receipts and Payments Account** 

## **for the period from 1[st] January 2023 to 31[st] December 2023** 

||This year<br>unrestricted<br>funds|This year<br>restricted<br>funds|This year<br>total<br>funds|Last year<br>total funds|
|---|---|---|---|---|
||£|£|£|£|
|**Receipts**|||||
|MEMBERSHIP SUBSCRIPTIONS(see note 2)|||||
|Received from members|7,019||7,019|6,469|
|Lesspaid on|-3,366||-3,366|-3,430|
|Net membershipsubscriptions retained|3,653|0|3,653|3,039|
||||||
|DONATIONS AND GRANTS|||||
|Donations|3,581||3,581|1,327|
|Grants|||0|1,360|
|Gift Aid|1,085||1,085|964|
||4,666|0|4,666|3,651|
|ACTIVITIES(gross)|||||
|Camps and expeditions|13,824||13,824|8,227|
|Other activities and outings|1,096||1,096|1,866|
||14,920|0|14,920|10,093|
|FUND RAISING(gross)|||||
|Quizzes|2,222||2,222|2,593|
|Pantomime/play|1,301||1,301|1,293|
|MayFair|698||698|773|
|Other events(under £500 each)|594||594|742|
||4,815|0|4,815|5,401|
|INVESTMENT INCOME RECEIVED|||||
|Interest|14||14|7|
||14|0|14|7|
|OTHER INCOME|||||
|Hire of equipment andpremises|4,347||4,347|4,049|
|Miscellaneous receipts|||0|48|
||4,347|0|4,347|4,097|
||||||
|TOTAL RECEIPTS|32,415|0|32,415|26,288|



4 



## **1st Headcorn Scout Group Receipts and Payments Account** 

## **For the period from 1[st] January 2023 to 31[st] December 2023** 

||This year<br>unrestricted<br>funds|This year<br>restricted<br>funds|This year<br>total<br>funds|Last year<br>total funds|
|---|---|---|---|---|
||£|£|£|£|
|**Payments**|||||
|YOUTH PROGRAMME AND ACTIVITIES|||||
|Camps and expeditions|12,662||12,662|7,733|
|Other activities and outings|1,908||1,908|2,346|
|Contribution towards campingfees|||0|250|
|Purchase of badges,cards and books|701||701|742|
|Trainingaids and materials|1,621||1,621|1,203|
|Wreaths|100||100|125|
||16,992|0|16,992|12,399|
||||||
|PREMISES|||||
|Water and drainage|597||597|571|
|Lighting,heatingand cleaning|4,229||4,229|3,927|
|Licences and Insurance|2,184||2,184|2,062|
|Repairs,renewals and otherpremises costs|3,896||3,896|1,801|
||10,906|0|10,906|8,361|
|MINIBUS EXPENSES|||||
|Licence and insurance|1,021||1,021|999|
|Repairs and maintenance|1,096||1,096|127|
|Diesel and oil|394||394|360|
||2,511|0|2,511|1,486|
|FUND RAISING EXPENSES|||||
|Quiz nights|497||497|783|
|Pantomime/play|29||29|43|
|MayFair|75||75|81|
|Other fundraisingexpenses|||0|117|
||601|0|601|1,024|
|OTHER PAYMENTS|||||
|Equipment renewals|614||614|1,613|
|Insurance|52||52|52|
|Retirementgifts|||0|15|
|Ukraine appeal|||0|500|
|Miscellaneouspayments|351||351|566|
||1,017|0|1,017|2,746|
||||||
|TOTAL GROSS EXPENDITURE|32,027|0|32,027|26,016|
||||||
|ASSET AND INVESTMENT PURCHASES|||||
|Boiler replacement and system alteration|5,400||5,400|0|
|New LED lighting|1,132||1,132|0|
|Acousticpanels|2,124||2,124|0|
|Sound system|779||779|0|
||||||
|TOTAL PAYMENTS|41,462|0|41,462|26,016|



5 



## **1st Headcorn Scout Group** 

## **Receipts and Payments Account for the period from 1st January 2023 to 31st December 2023** 

||This year<br>unrestricted<br>funds|This year<br>restricted<br>funds|This year<br>total funds|Last year<br>total funds|
|---|---|---|---|---|
||£|£|£|£|
|**Summary**|||||
|Receipts lesspayment|-9,047|0|-9,047|272|
|Cash funds lastyear end|31,615|1,617|33,232|32,960|
|Cash funds thisyear end|22,568|1,617|24,185|33,232|



## **1st Headcorn Scout Group Statement of Assets and Liabilities at 31[st] December 2023** 

||31.12.23<br>unrestricted<br>funds|31.12.23<br>restricted<br>funds|31.12.23<br>total funds|31.12.22<br>total funds|
|---|---|---|---|---|
||£|£|||
|**Cash funds**|||||
|Bank accounts|22,568|1,617|24,185|33,232|
||22,568|1,617|24,185|33,232|
|**Other monetary assets**|||||
|Fees and costspaid in advance|549||549|0|
||549|0|549|0|
|**Assets for the charity's own use**|||||
|Meetinghall,at cost|357,663||357,663|357,663|
|Motor vehicle(see note 3)|250||250|250|
|Equipment,furniture,etc.(see note 4)|20,000||20,000|12,000|
||377,913|0|377,913|369,913|
|**Liabilities**|||||
|Fees received in advance|0|0|0|0|
||||||
|**Assets less Liabilities**|401,030|1,617|402,647|403,145|



6 



## **Notes to the Accounts** 

## **1.   Restricted funds** 

Transactions during the year were as follows: 

|**Notes to the Accounts**<br>**1.   Restricted funds**<br>Transactions duringtheyear were as follows:||||
|---|---|---|---|
||"The Paul<br>Walton<br>Memorial<br>Fund"<br>£|This year<br>total<br>£|Last year<br>total<br>£|
|Balance brought forward|1,617|1,617|1,867|
|Amounts received:||||
|Donations|||0|
|Interest|||0|
|Amountspaid:||||
|Contribution towards campingfees|||-250|
|Balance carried forward|1,617|1,617|1,617|



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. 

## **3.  Motor vehicle** 

The Group's vehicle is a 17-seater minibus purchased second-hand in 2015.  At the end of 2023 it was considered to have a value of £250. 

## **4.  Equipment, furniture, etc.** 

The Group owns furniture and equipment with a value of approximately £20,000.  Its replacement value is approximately £29,000. 

**The above receipts and payments account and statement of assets and liabilities with accompanying notes were approved by the Trustees on 24 March 2024 and signed on their behalf by** 


Ann Carroll Group Chair 


Sally Harris Group Treasurer 

7 



CHARITY COMMISSION
FOR ENGLAND AND WALES
Independent examiner's report on the
accounts
Section A
Independent Examiner's Report
R?port to the trustee$
1* Headcorn Scoui Group
On a¢wunts for the year
ended
31 December 2023
Charity no
lif any)
281713
Sèt out on pag•S
One lo seven11 tD 71
I report lo the trustees on my examination of the a¢￿V￿ts of the above
charity 1.the Trust.) ft)r the year ended 31 De￿mber 2023.
R•sponsibiliti95 and
basis of report
As th& charity's trustee5. you are responsible ftsr Ihe preparation ol the
accounts in accordan￿ with the 18quirements of the Charities Act 2011
1.the Act").
I report in respect of tny examination ol the Trusl's accoun15 carried out
under section 145 of th9 2011 Act and in carrying oul my examination, I
have followed all the applicable Diraetions given by the Charity Commi$$ion
under section 1451Sllbl ol the Act.
Independent I hav8 completed rny examination. I confirm that no material matters have
ex8mlner's statement come to my attention in connèction with the examination which givgs rne
cause lo b81ieve thal in, any material ￿Spect.-
Ihe accounting records were not kept in accordan¢9 with section 130
of the Chari1185 Act", or
the accounts did not aecord with the accounting records., or
the accounts did not oomply with the applicable requirements
concerning the form and content of accounts set tsut in ihe Charities
(Accounts and Reports) Regulations 2008 other than any requirernenl
that the accounts give a 'true and fair. wew which is not a matter
considered a5 Part ol an independent examination.
I have no concerns and have come across nc> other matters in connection
with the exarninalion to which attention should be drawn in this rtrport to
enable a proper understanding of the accounts lo b8 reached.
Date..
08.05.2024
Slgned:
Name:
Martin Humphreys
Relevant professional
qualification{sl or body
lif any}:
FCCA
Address..
Bank Chambers, 61 High Street. Cranbrook. Kent, TN17 3EG
Oct 2018
IER

Section B
Disclosure
Only complele if the examiner needs to highlight material matters ol ctsncern
(see CC32, Independent examin81ion of charity accounts.. directions and
guidance for examinersl.
Give here brief dètails of
any items that the
•xaminer wishes to
disclose.
IER
Oct 2018