## Trustees' Annual Report
## For the period
|From (start date)||**1**|**0**|**0**|**9**|**2**|**1**|**1**|**1**|**1**||**1**|**0**|**0**|**9**|**2**|**2**|
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
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|**Section A**||||**Reference and administration details**||||||||||||||
|Charity name
Other names the charity is known by
Registered charity number (if any)
HQ registration number
Charity’s principal address||||Coxheath Scout Group||||||||||||||
|||||||||||||||||||
|||||2
8
2
1
2
3||||||||||||||
|||||||||||||||||||
|||||||||||||||||||
|||||The scout hut||||||||||||||
|||||Westerhill Road||||||||||||||
|||||Coxheath, Maidstone||||||||||||||
|||||Postcode||||||M||E|1|7|4|D|Q|
## Names of the charity trustees who manage the charity
_(These will be published in the annual report of the charity and the Charity Register if reporting for a Registered Charity with a charity regulator)_
|1
2
3
4
5
6
7
8
9
10
11
12
13
14
15|**Trustee Name**|**Office (if any)**|**Dates acted if not**
**for whole year**|
|---|---|---|---|
||Robert Cox|Chair||
||Sharon Mayhew|Treasurer||
||Jodie Crane|Secretary||
||Geoff Cooke|||
||Alex Foster|||
||AndyHughes|||
||Paul Emery|||
||Juliet Hazebroek|||
||JennyStanbury|||
||TrudyMaxted|||
||Sofi Mallon|||
||Rachel Mcara|||
|||||
|||||
|||||
## Names and addresses of advisers (optional information but encouraged as best practice)
_(These will be published in the annual report of the charity)_
Type of advisor Name Address
1 LT700001 (3rd December 2018)
## **Section B**
## **Structure, governance and management**
Description of the charity’s trusts
Type of governing document
The Group 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.
(e.g. trust deed, constitution) How the charity is constituted
(e.g. trust, association, company) Trustee selection methods (e.g. appointed by, elected by)
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.
Additional governance issues (optional information but encouraged as best practice)
You may choose to include additional The Group is managed by the Group Executive Committee, information, where relevant, about: 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. Policies and procedures adopted for: The Committee consists of 3 independent representatives, Chair, Treasurer and Secretary together with the Group a) the induction and training of trustees; Scout Leaders, individual section leaders (if opted to take b) trustee' consideration of major risks on the responsibility) and parent’s representation and and the systems and procedures to meets every # months. manage them 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.
2 LT700001 (3rd December 2018)
|**Section B**
**Structure, governance and management (continued)**|**Section B**
**Structure, governance and management (continued)**|
|---|---|
||**Risk and Internal Control (Specimen 1)**
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. 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 (Specimen 2)**
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.|
3 LT700001 (3rd December 2018)
|**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.
**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.|
Summary of the main activities in relation to these objects
Additional details of the objectives and activities (optional information but encouraged as best practice)
You **may choose** to include further
4 LT700001 (3rd December 2018)
|statements, where relevant, about:
• policy on grantmaking;
• contribution made by volunteers;
• policy on investments.
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.|
|||
|**Section D**|**Achievements and performance**|
|Summary of the main achievements of
the charity during the year||
|||
|**Section E**|**Financial Review**|
|---|---|
|Quantify and explain any designations
Details of any funds materially in deficit
(circumstances plus steps to eliminate)
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 X months running costs,
circa £X.
The Group held reserves of approximately £X against this
at year end. This is above the level/below required for
operating expenses. However this can be explained
by ..........|
|||
|||
5 LT700001 (3rd December 2018)
Further financial review details (optional information)
You **may choose** to include additional information, where relevant, about: **Investment Policy (Specimen 1)** • the charity’s principal sources of funds (including any fundraising); 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. • how expenditure has supported the key objectives of the charity; 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 and objectives; **Investment Policy (Specimen 2)** 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 F Other Optional Information** Plans for future periods (details of any significant activities planned to achieve them)
## **Section G Declaration**
The trustees declare that they have approved the trustees’ report above
Signed on behalf of the charity’s trustees
|Signature(s)
Full name(s)
Position (eg Secretary, Chair)
Date|G D Cooke|G D Cooke|G D Cooke|G D Cooke|G D Cooke|G D Cooke||
|---|---|---|---|---|---|---|---|
|||||||||
||Geoff Cooke|||||||
|||||||||
||GroupScout Leader|||||||
||2
1
0
4
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||2|1|0|4|2|3||
6 LT700001 (3rd December 2018)
Coxheath Scout Group Profit and Loss Account Year ended 31/03/2022
|||2021/22|||2020/21|
|---|---|---|---|---|---|
|**Income**||||||
|Subscriptions||14,189|||9,652|
|Contribution to capitation||50|||371|
|Scout Hall Hire||4,682|||3,301|
|Fundraising||2,189|||5,947|
|Donations||589|||-|
|Grants||10,667|||28,051|
|_Misc_||||||
|Minibus Hire and contribution to petrol|198||-|||
|Other group activities|185||-|||
|||383|||0|
|**Total Income**||**£32,749**|||**£47,322**|
|**Expenditure**||||||
|_Scout Hall Costs_||||||
|Cleaner and Cleaning Materials|507||131|||
|Land Rental|25||25|||
|General Repairs and Maintenance|1,563||314|||
|New cooker and kitchen work|1,002||-|||
|Redecoration of exterior|-||800|||
|New roof|-||11,929|||
|Insurance|895||871|||
|_Utilities_|||_-_|||
|Light and Heat|1,104||588|||
|Water|239||266|||
|||5,335|||14,924|
|_Scouting expenditure_||||||
|Beaver|313||20|||
|Cubs|339||-|||
|Scouts|552||192|||
|Camps|636||715|||
|New camping equipment|7,905||-|||
|Other group activities|-||55|||
|Capitation|3,975||3,713|||
|PPE and coronavirus related expenditure|137||1,017|||
|Outdoor activities equipment|117||-|||
|Roundhouse|96||-|||
|Badges|1,267||542|||
|Misc|58||10|||
|Donations|1,323||2,200|||
|Xmas bowling|470||-|||
|Gifts|515||322|||
|Group uniform|37||156|||
|Training|(200)||40|||
|Poppy wreaths - Rememberance Sunday|20||20|||
|||17,560|||9,002|
|_Minibus expenditure_||||||
|Tax, permits and insurance|1,580||(111)|||
|Repairs and MOT|1,109||-|||
|Fuel|239||-|||
|Parking area|216||-|||
|Profit on disposal of minibus|-267||-|||
|Depreciation|1,620||-|||
|||4,497|||(111)|
|_Administrative costs_||||||
|PPS||89|||73|
|**Total Expenditure**||**27,481**|||**23,888**|
|**Profit for the year**||**£5,268**||**£**|**23,434**
|
Independent examiner's report to the trustees of the
Coxheath Scout Troop
I report to the trustees on my examination of the accounts of the Coxheath Scout Troop
for the year ended 31st March 2022
Responsibilities and basis of report
As the charity trustees of the Coxheath Scout Troop you are responsible for the
preparation of the accounts in accordance with the requirements of the Charities Act
2011 I'the Act'}.
I report in respect of my examination of the Coxheath Scout Troop accounts carried out
under section 145 of the 2011 Act and in carrying out my examination I have foLLowed
aLL the applicable Directions given bythe Charity Commission under section 14515llbl of
the Act
Independent examiner's statement
I have completed my examination. I confirm that no materiaL matters have come to my
attention in connecbon with the examination giving me cause to believe that in any
material respect.
l. accounting records were not kept in respect of the Coxheath Scout Troop as
required by section 130 of the ACL. or
2. the accounts do not accord with those records.
I have no concerns and have come across no other matters in connection with the
examination to which attention should be drawn in this report in orderto enabLe a proper
understanding of the accounts to be reached.
Signed:
Name: I
aLL FCA
Fellow of the Institute of Chartered Accountants in England & Wales
Address:
Springfield House
Sandling Road
Maidstone
Kent
ME14 2LP
Date: 1st September 2022