## **Third Royal Eltham Scout Group**
## **TRUSTEE’S ANNUAL REPORT**
**For the period 1[st] April 2023 to 31[st] March 2024**
**98 Sparrows Lane New Eltham London SE9 2BT**
**Charity no. 2823362**
## **Names of Charity Trustees* and helpers who manage the Charity**
||||
|---|---|---|
|**Trustee Name**|**Office (if any)**|**Dates acted (if not for**
**whole year)**|
||||
|Kevin Trump*|Chair||
|Tim Lofts*|Deputy Chair||
|Kathy Van de Rijt|Treasurer||
|Amanda Jackson-Downie*|Group Secretary||
|Andy Smith*|Group Scout Leader||
|Dawn Burton*|Squirrel Scout Leader / Hall
Hires||
|Rachel Thorn
Darren Goulston|Beaver Scout Leader||
|Louise Ring*|Cub Scout Leader||
|Sam Whitehead|Assistant Scout Leader||
|Ruth Fancett*|||
|Mark Gately*|||
|Bendy Ashfield|Parent||
|Elspeth Geden|Parent||
|Inga Stamer|Parent||
|Chris Mangar|Parent||
|Debbie Sankey|Parent||
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## **CHAIR’S REPORT**
## Kevin Trump
**Chair Third Royal Eltham Scout Group**
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## **Reference and Administration**
The attached annual accounts for the Group show income above the level that requires external examination. The accounts have been prepared by the Group Treasurer and put before and agreed by the Executive Committee. The accounts are annexed to this report and a scrutinised copy will be lodged with the Charity Commissioner as required.
The land and buildings shown in the accounts are owned by the Group but held in trust for the Group by the Scout Association.
## **Structure, Governance and Management**
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.
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.
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 three independent representatives: Chair, Treasurer and Secretary, together with the Group Scout Leader, individual section Leaders and parent’s representation and meets approximately every three months.
This Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of the new 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.
## **Risk and internal control**
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:
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**Damage to the building, property and equipment.** The Group would request the use of the 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 contribute to the Scout Association’s 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. The review of the subscriptions is undertaken on a yearly basis.
**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 of the Group as a whole, then there would have to be a contraction, consolidation or closure of a section or, 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 4 to 14 years. If there was a reduction in membership in a particular section or the Group as a whole, then there would have to be a contraction, consolidation or closure of a section, or in the worst-case scenario, the complete closure of the Group.
The Group has in place systems of internal control that are designed to provide reasonable assurance against material mismanagement or loss. These include two signatories for all payments.
## **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 young people in achieving their full physical, intellectual, social and spiritual potentials as individuals, as responsible citizens and as 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.
The Group Sections meeting on a regular basis not less than once per week during school term time. In addition, they participate in events run and controlled by the Scout District and Scout County. 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.
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## **Achievements and performance**
The Group Scout Leader acknowledges the time and commitment of the Section Leaders together with the contribution of the Group Executive Committee. Whilst these people commit many hours per year to the Group, it does not go unnoticed the myriad of parents that assist on section events, however small that contribution. Without all those small contributions the Group would not function to the present level of success that it enjoys.
## **General Data Protection Guidelines – GDPR**
We do process data provided in the course of running the Group and carrying out activities. We keep personal data in relation to each family and their child in order to provide a contact database: to collect and manage payments; and to be aware of the medical history and conditions to enable us to keep children safe whilst on activities. As part of the safeguarding requirements of the Scout Association we also collect Criminal Records data for adults involved in activities.
## **Arrowhead Explorers**
For ease of management due to their affiliation to The Third Royal Eltham Scout Group, Arrowhead Explorers are included in our accounts but are governed by the District’s procedures and are registered with a different charity number to the Group.
Arrowhead are an asset to the Group and provide an essential role of support as young leaders to the Group, with many of its current members having progressed from the Group’s Scout section – and indeed, through the Group from Beavers and Cubs. An achievement we are very proud of.
## **Financial Review**
## **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 12 months running costs, reduced pro rata by the fact that lower income is caused by a number of factors, and if that is due to reduced members, this will result in lower running costs.
The Group Executive has reviewed the reserve policy this year and it was agreed to hold a figure at or about the cost of running the building and insurance for a year without the benefit of members or income. The Group Executive’s reserving policy has therefore been calculated on the basis of nil members and the building not being utilised, the reserve is therefore circa £10,000. It is recognised that this figure does not allow for any urgent capital expenditure but it is considered that the risk of nil members and a large urgent capital expenditure is highly unlikely.
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## **Restricted Reserves**
In addition to the general reserve restricted funds are held for each section where monies have been paid for activities that have not yet taken place at the financial year end.
## **Investment Policy**
The Group’s income and expenditure is 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.
## **Declaration**
The Trustees declare that they have approved the Trustee Report above.
Signed on behalf of the Charity Trustees:
Signature: ………………………………………………….. ……………………………………………………….. Name: ………………………………………………….. ……………………………………………………….. Position: ………………………………………………….. ……………………………………………………….. Date: ………………………………………………….. ………………………………………………………..
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## **ACCOUNTS**
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Third Royal Eltham Scout Group 1[st] April 2023 to 31[st] March 2024 C h a r i t y n o . 2 8 2 3 6 2
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## **INCOME AND EXPENDITURE ACCOUNT SUMMARY FOR THE YEAR END 31ST MARCH 2024**
|**Total**
**Funds 2023**
**(‘£)**
**Balances**
55,707
**Total receipts for the year (see page 2)**
89,147
**Total payments for the year (see page 3)**
-33,440
**Net receipts/payments for the year**
42,624
**Cash, bank and similar funds brought forward**
9,185
**Cash, bank and similar funds carried forward**
**REPRESENTED BY**
9,185
**Monetary assets (see page 4)**
9,185|**General Funds**
**2024 (‘£)**
**Restricted Funds**
**2024 (‘£)**
**Total Funds 2024**
**(‘£)**
58,203
9,566
67,769
43,836
6,678
50,514
14,367
2,888
17,255
6,782
2,403
9,185
19,837
3,173
23,010
19,837
3,173
23,010
6,782
2,403
9,185|
|---|---|
## **INCOME FOR THE YEAR ENDED 31ST MARCH 2024**
|**MEMBERSHIP**
Group sections
Arrowhead
**GROUP PREMISES**
Use of headquarters by third parties
Use of minivan
**ACTIVITIES**
Squirrels
Beavers
Cubs
Scouts
Arrowhead
**CAMPS**
Squirrels
Beavers
Cubs
Scouts
Arrowhead
Jamboree & Croatia
**FAMILY EVENTS**
Fireworks
100 years event
Other events
**FUNDRAISING**
General fundraising
Gift Aid
**OTHER INCOME**
Uniforms & badges
Admin, equipment etc.
**TOTAL INCOME**|General
Funds 2024
(‘£)
Restricted
Funds 2024
(‘£)
Total Funds
2024 (‘£)
20,845
20,845
5,016
5,016
20,845
5,016
25,861
2,750
2,750
50
50
2,800
2,800
154
154
719
719
846
846
2,874
2,874
1,281
1,281
4,593
1,281
5,873
45
45
200
200
1,620
1,620
6,225
6,225
3,269
3,269
1,500
9,590
3,269
12,859
3,028
3,028
4,757
4,757
870
870
8,655
8,655
1,756
1,756
5,513
5,513
7,269
7,269
507
507
3,945
3,945
4,452
4,452
58,203
9,566
67,769|
|---|---|
## **EXPENDITURE FOR THE YEAR ENDED 31ST MARCH 2024**
|**MEMBERSHIP**
Group sections
Arrowhead
**GROUP PREMISES**
Cleaning
Venue maintenance
Minibus
Insurance
Utilities and broadband
**ACTIVITIES**
Squirrels
Beavers
Cubs
Scouts
Arrowhead
**CAMPS**
Squirrels
Beavers
Cubs
Scouts
Arrowhead
Jamboree & Croatia
**FAMILY EVENTS**
Fireworks
100 years event
Other events
**OTHER EXPENSES**
Uniforms & badges
Admin, equipment etc.
**TOTAL PAYMENTS**|General
Funds
2024 (‘£)
Restricted
Funds
2024 (‘£)
Total
Funds
2024 (‘£)
9,203
9,203
2,479
2,479
9,203
2,479
11,682
3,194
1,953
1,585
2,201
3,419
3,101
2,332
3,039
12,731
8,094
522
608
1,013
2,776
2,083
695
4,918
2,083
695
3
3
11
11
1,759
1,759
5,012
5,012
2,116
2,116
1,500
1,500
8,284
2,116
10,400
930
930
4,234
4,234
191
191
5,355
5,355
1,913
2,891
1,432
6,992
3,345
3,345
43,836
6,678
50,514|
|---|---|
## **STATEMENT OF ASSETS AT 31ST MARCH 2023**
**----- Start of picture text -----**
General Restricted
Total Funds
Total Funds 2023 (‘£) MONETARY ASSETS Funds 2024 Funds 2024
2024 (‘£)
(‘£) (‘£)
5,755 Barclays current account 19,837 3,173 23,010
0 Cash in hand 0 0 0
3,430 Scout Association Short Term Investment Account 0 0 0
9,185 19,837 3,173 23,010
**----- End of picture text -----**
|**NON-MONETARY ASSETS (held for use**
**by the Charity)**
20,000
Land held in trust by Scout Association Trust Corp.
300,000
Buildings held in trust by Scout Association Trust
Corp.
21,820
Minibus purchase in September 2020
3,530
Equipment furniture and fittings (insurance value)
345,350
**STATEMENT OF RESERVES HELD**
6,782
General reserve in accordance with reserves policy
2,403
Arrowhead reserve
9,185
TOTAL RESERVES|
Value 2023
Additions
2024
Depreciation
2024
Value 2024
20,000
0
0
20,000
300,000
0
0
300,000
21,820
0
?
#VALUE!
Amounts from 2023:
3,530
0
?
#VALUE!
345,350
0
0
345,350
General
Restricted
Total
19,837
0
19,837
0
3,173
3,173
19,837
3,173
23,010|
|---|---|
2,065 2,920
Scrutineer’s Report to the Trustees of the Third Royal Eltham Scout Group
I report on the accounts of the group for the year ended 31[st] March 2024
Respective responsibilities of Trustees and Scrutineer
As the Group’s trustees you are responsible for the preparation of the accounts; you consider that the independent examination of them is required under the Charities Act 2011. It is my responsibility to scrutinise the accounts and report to you.
Basis of Scrutineer’s Statement
In accordance with the directions given in the group’s constitution, I have scrutinised the records and the accounts set out before me.
Scrutineer’s Statement
In my opinion the accounts are in accordance with the records produced to me and comply with the regulations and constitution.
Name: Mr John Sweeney, ACCA
Address: Foreign, Commonwealth & Development Office Lancaster House Stable Yard Cleveland Row London SW1A 1AA
Date : 2[nd] June 2024