2020-12-31-accounts - 11th Folkestone (St John's) Scout Group

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

Annual Report & Statement of Accounts For the financial year ending 31st December 2020

2nd Virtual AGM-Monday 21st June 2021

Registered charity in England & Wales No. 285558

Annual General Meeting for the financial year 2020

Agenda

Key business

Welcome & Introductions from the Chair
Apologies for absence
Minutes of the previous meeting of the Group Council
Receive & approve the annual report for the 2020/21 year

Members of the Group Executive Committee are available to answer questions on the report.

Appointments and elections

Approval of the Group Scout Leader’s nomination Chair of the Executive Committee
i. Group Treasurer
ii. Group Secretary
Election of members from the Group Scout Council to the Group Executive Committee
Appointment of Independent Examiner for 2021 accounts
Receive & approve any recommendations to changes in governance made by the Executive Committee
Closing remakes from the Group Scout Leader & District Commissioner
Close of business

Reporting on the 1[st] January 2019 to 31[st] December 2019 financial year Meeting held on 12[th] May 2020 via Microsoft Teams from 11[th] Folkestone Scout Centre, Shepway Close

Welcome and introductions from the chair The Chair welcomed everyone to the virtual meeting, including members, leaders and other Group volunteers as well as the trustees for the 2019/20 period.

In a change to normal proceedings, all members and attendees were emailed and asked to vote for each item before the meeting via an online form. All items were explained on the form and were already proposed and seconded. Anyone who wasn’t able to vote beforehand were able to vote during the AGM.

The AGM 2019 wasquorate.
2. Apologies for absence	Apologies were received and accepted from: Abbey Sutton– Trustee
3. Acceptance of the minutes from the previous meeting.	Proposed:Steve Fairfax
	Seconded:Craig Ward
	The motion was carried by majority vote of the Council.
4. Receive & adopt the annual report	Proposed:Steve Fairfax
	Seconded:Craig Ward
	The motion was carried by majority vote of the Council.
5. Receive & adopt the financial report	Proposed:Maïté Last
	Seconded:Steve Fairfax

The motion was carried by majority vote of the Council.

Group Chair and all trustees retired from post at this point. GSL assumed chair.

6. Approval of the GSLs nomination for Group Chair:Steve Fairfax	Nominated:Craig Ward(GroupScout Leader)
	Approved (show of voting slips):Majority of meeting voted in favour. No objections raised.
	The motion was carried by majority vote of the Council.
Group Chair reappointed and resumed chairing of AGM.
7i. Election of Group Officers:Maïté Last (Treasurer)	Proposed:Steve Fairfax
	Seconded:Craig Ward
	The motion was carried by majority vote of the Council.
7ii. Election of Group Officers:Chloé Last (Secretary)	Proposed:Alistair Sutton
	Seconded:Steve Fairfax
	The motion was carried by majority vote of the Council.
8i. Election of Group Trustees: Amanda Sutton Karen Ingelbrecht Sarah Marshall Abbey Sutton Peter Woodsford	Proposed:Craig Ward
	Seconded:Alistair Sutton
	The motion was carried by majority vote of the Council.
8ii. Election of Group Executive Deputy Chair and Chair of the Group Council: Amanda Sutton	Proposed:Craig Ward
	Seconded:Alistair Sutton
	The motion was carried by majority vote of the Council.
8iii. Election of Group Trustees (ex-officio): Section Leaders who have opted in:Ian	Marshall, Catherine Ward

Group Executive Committee 2020/21

12[TH] May 2020 – 21[st] June 2021

Ex-Offcio Members:
Chair	- Steven Fairfax	Centre Manager (AGSL)	- Edward Hogben
Secretary	- Chloé Last
Treasurer	- Maïte Last	Cub Scout Leader	- Ian Marshall
Group Scout Leader	- Craig Ward	Scout Leader	- Catherine Ward
Deputy Group Scout	- Alistair Sutton
Leader
Elected Members:
Group Council	- Sarah Marshall	Group Council	- Abbey Sutton
Group Council	- Karen Ingelbrecht	Group Council	- Pete Woodsford
Group Council	- Amanda Sutton
	(Deputy Chair)
Bankers:	- Barclays Bank	Registered Address:
		The Scouting Centre, Shepway Close, Folkestone
		CT19 5SJ

Group Leadership Team as of 5th June 2021, listed alphabetically by section

Assistant Beaver Scout Leader - Rob Penter Active Support Member - Russ Bell Scout Active Support - Clare Taylor Cub Scout Leader - Ian Marshall Assistant Beaver Scout Leader - Holly Taylor Assistant Cub Scout Leader - Andy Sutton Beaver Scout Leader - Jacqui Ward

Assistant Scout Leader - Beckie Ingelbrecht Explorer Scout Leader - Tara Dunleavy Active Support Member - Jenny Ingelbrecht Explorer Scout Leader - Ben Marshall Assistant Scout Leader - Gregor Lewis Active Support Member - Andrew Sutton Assistant Scout Leader - David Sutton Scout Leader - Catherine Ward Section Assistant - Pete Woodsford

Active Support Coordinator - Peter Ingelbrecht Centre Manager (AGSL) Ted Hogben Active Support Manager - Jane Lambert Deputy Group Scout Leader Alistair Sutton Active Support Member - Chloe Last Group Scout Leader Craig Ward Active Support Member - Kaz Goldsack

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 Leaders, individual section leaders (if opted to take on the responsibility) and members’ representation and meets every 4 months.

Members of the Executive Committee complete 'Essential Information for Executive Committee' training along with regular refreshers in Safety and Safeguarding.

This Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of their appointment 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

major risks to which they believe the Group is exposed, these have been reviewed and systems have been established to mitigate against them.

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 membership fees payable annually, contributes to the Scout Associations national accident insurance policy. Risk Assessments are undertaken and approved by the Group Scout Leader on behalf of the District Commissioner before all activities.

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.







       

         





   





  

  

  

    



  








           

   

 

  
 
 
 



     

 

          



   

           

   

 

  



   

      

          

            

 
   
 
 

 
   
 

   

     

11th Folkestone

Awards Gala

For all members of the Group and their parents Tuesday 7th September

Keep the date free and join us to celebrate all the amazing Scouting that’s been going on over the past 18 months.



					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
	
				
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					
					

  8





           

                               







   	   
                           

    	  

 

		
		
		
		
		
		





   Signed & dated on fle Signed & dated on fle	 Steve Fairfax(Chair) Maite Last(Treasurer)	 10/05/2021
		10/05/2021

Amanda Campbell Bookkeeping Services

11[th] Folkestone Scouts The Scouting Centre Shepway Close Folkestone Kent CT19 5SJ

Independent examiner’s report to the trustees of 11[th] Folkestone (St Johns) Scout Group.

I report on the accounts of the Trust for the year ended 31 December 2020. The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees have requested an independent examination of the accounts.

It is my responsibility to:

Examine the accounts under section 145 of the 2011 Act
To follow the procedures laid down in the general Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act
To state whether particular matters have come to my attention.

My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a ‘true and fair view’ and the report is limited to those matters set out in the statement below.

In connection with my examination, no matter has come to my attention:

(1)Which gives me reasonable cause to believe that in any material respect the requirements:

to keep accounting records in accordance with section 130 of the 2011 Act
to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act.
have not been met.

Amanda Campbell MICB PM Dip

9 Charles Crescent, Folkestone, Kent CT19 4NF

14 June 2021

Proprietor: Mrs Amanda Campbell MICB PM.Dip 9 Charles Crescent, Folkestone Kent CT19 4NF

Tele: 01303 647674 Email: amanda@acbookkeepingsvcs.co.uk www.acbookkeepingsvcs.co.uk

Licensed and regulated by the Institute of Certified Bookkeepers (ICB),

and supervised under the Money Laundering Regulations 2007

Registered Practice

13055

Group Scout Leader’s Report

2020 was quite obviously a year of firsts and a year to remember, but not necessarily for the reasons you might think. While events in the world were terrible, our little pocket of Scouting thrived as young people jumped into a new type of Scouting and taught many of our leaders a thing or two about the virtual world.

I was (and am!) incredibly proud of the way everyone in the Group adapted to virtual Scouting – the range of different activities that we all tried, the level of communication outside of the usual section evenings we saw and the huge increase in badges being achieved by young people during the lockdown period was phenomenal. It has also been a delight to get to know parents and families throughout the Group a little more than I usually would and must admit, I did look forward to penning my weekly email update and even more so to the responses I always got from different families. Your kind and generous words were a constant source of support and I thank everyone for that. It has been a pleasure and privilege to steer this Group through new waters, supported as always by the great team of volunteers we are lucky to have at 11[th] Folkestone.

Congratulations and thank you to all our young people, their families and our volunteers for persevering and excelling over our move to online. Well done everyone.

With the arrival of September we were able to get back to some form of face to face Scouting and even though it was still very different with bubbles and being outside all the time, everyone once again adapted well and got on with just making it a work. Thank you again to the leaders that waded through the copious paperwork, preparing return risk assessments, updating training with new ways of working and making sure everyone was as safe as possible. While a mammoth task, I’m sure leaders would agree it was worth every minute once we were back with the young people.

The ever changing situation didn’t phase the team or young people when once again we headed into lockdown after the October break, with the team making an early decision to provide certainty with the decision not to try to go back to face to face for the few sessions we were allowed before the Christmas holidays, a decision that was hard to make, but I still firmly believe was right – especially with the benefit of hindsight and the continued lockdown after the festive holidays.

As a Group, we provided online sessions for all sections, supported transition as best we could and managed to keep almost all our members entertained and engaged with a very different kind of Scouting programme.

That said, we were all very happy and relieved to get back to a more normal programme of activities in and out (although still mostly out) of the centre after Easter. It’s great being out and about with the young people and even better with the strong numbers that returned and massive intake of new members we’ve seen this last term. As of today, we’re actually back up to pre-covid numbers in the Group and as I write this, another three joining requests have just popped up on my screen!

I am also pleased to report that several of the parents that helped and joined in with online activities enjoyed themselves so much, they have been spotted helping out now we’re back to face to face and continue to enjoy themselves. Welcome to you all!

I’m keeping it very short and sweet this year, I’ll end with a heartfelt thank you to each and every one of the fantastic team we have here at 11[th] Folkestone Scouts who give up their time so freely to support Scouting. It is fun most of the time (promise!) and seeing the young people and Group as a whole achieve so much is so rewarding. Thank you.

Craig Ward Group Scout Leader