DocuSign Envelope ID: 4D12DC35-5E9B-4E48-9421-E7B6B7D3F3DA ``` GROUP TRUSTEES’ANNUAL REPORT ``` ``` FOR THE PERIOD FROM ``` ``` 1[ST]APRIL 2022 TO 31[ST]MARCH 2023 ``` DocuSign Envelope ID: 4D12DC35-5E9B-4E48-9421-E7B6B7D3F3DA ## **`Contents`** |1|`Section A. Reference and Administration details`.......................................... 3|`Section A. Reference and Administration details`.......................................... 3| |---|---|---| ||1.1|`Names of the charity trustees who manage the charity`...................... 3| |2|`Section B. Structure, governance and management`.......................................... 4|| ||2.1|`Description of the charity’s trusts`............................................................... 4| ||2.1.1|
`Type of governing document`............................................................................ 4| ||2.1.2|
`How is the charity constituted?`................................................................ 4| ||2.1.3|
`Trustee selection methods`............................................................................... 4| ||2.1.4|
`Additional governance issues`........................................................................ 4| ||2.2|`Risk and Internal Control`....................................................................................... 4| |3|`Section C. Objectives and Activities`.................................................................... 5|| ||3.1|`Summary of the objectives of the charity set out in its`| |||`governing document`....................................................................................................... 5| |4|`Section D. Achievements and performance`............................................................. 7|| |5|`Section E. Financial Review`.......................................................................................... 7|| ||5.1|`Statement on the charity’s policy on reserves`....................................... 7| ||5.2|`Details of any fund materially in deficit`................................................. 8| ||5.3|`Investment Policy`.......................................................................................................... 8| |6|`Section G. Declaration`...................................................................................................... 8|| DocuSign Envelope ID: 4D12DC35-5E9B-4E48-9421-E7B6B7D3F3DA ## 1 **`Section A. Reference and Administration details`** ``` Charity name: 1[st ]Easthampstead (St Michael’s) Scout Group ``` ``` Other names the charity is known by colloquially and in this document: 1[st ]Easthampstead ``` ``` Scout Group, “The Group”. ``` ``` Registered charity number: 287924 ``` ``` Scout Association’s Registration Number for the Group: 10013635 ``` ``` Charity’s principal address: The Westwick Hall, Wildridings Road, Bracknell, Berkshire RG12 7WP ``` ``` The Chairperson during the report period was: Simon Ridgeon ``` ``` The Secretary was: Joanna Hollis ``` ``` The Treasurer was: Mark Hollis (until September 2022); Graham Ruddock (from September 2022) ``` ## 1.1 **`Names of the charity trustees who manage the charity`** |**`charity`**||| |---|---|---| |**`TRUSTEENAME`**|**`OFFICEHELD`**|**`DATE ACTED IF NOT FOR WHOLE`**
**`YEAR`**| |**`Ex-officio`**||| |`Simon Ridgeon`|`Chairperson`|| |`Phillip Wood`|`Group Scout Leader`
`(Acting)`|| |`Joanna Hollis`|`Secretary`|| |`Mark Hollis`|`Treasurer`|**`To September 2022`**| |`Graham Ruddock`|`Treasurer`|**`From September 2022`**| |`Niki Toogood`|`Beaver Section Leader`|| |`Kim Papps `|`Cub Section Leader`|| |`Andy Thomas`|`Cub Section Leader`|| |`Simon Ruddock`|`Scout Section Leader`|| |**`Elected`**||| |`Peter Godsell`|`Trustee`|| |`Jeanette Godsell`|`Trustee`|| |`Stuart Lindsey`|`Trustee`|| |`Alan Papps `|`Trustee`|| |`Bob Sartori`|`Trustee`|| |`Tina Vine`|`Trustee`|**`To March 2023`**| |`Graham Ruddock`|`Trustee`|**`To September 2022`**| |`Jonathan Smith`|`Trustee`|| |`Liz Cox`|`Trustee`|| |`Steve Turner`|`Trustee`|| |`Dan Turner`|`Trustee`|| |**`Nominated`**||| |`Georgina Tomkins`|`Trustee`|| |`Jill Ridgeon`|`Trustee`|| DocuSign Envelope ID: 4D12DC35-5E9B-4E48-9421-E7B6B7D3F3DA ## 2 **`Section B. Structure, governance and management`** ## 2.1 **`Description of the charity’s trusts`** ## 2.1.1 **`Type of governing document`** ``` The Group’s governing documents are those of the Scout Association. They consist of a Royal Charter, at which give authority to the Bye Laws of the Association, and the Policy, Organisation and Rules of The Scout Association (POR). ``` ## 2.1.2 **`How is the charity constituted?`** ``` The Group is a trust established under its rules which are common to all Scouts. ``` ## 2.1.3 **`Trustee selection methods`** ``` The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association. ``` ## 2.1.4 **`Additional governance issues`** ``` 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 included the registration and keeping of proper accounts, and making returns to the Charity Commission as appropriate. ``` ``` The Committee consists of 3 independent representatives, Chair, Treasurer and Secretary, together with the Group Scout Leader, individual section leaders, other leaders (if opted to take on the responsibility) and parent representation and meets at a minimum every quarter. ``` ``` Members of the Executive Committee complete training within their first 3 months of joining the committee. ``` ``` The 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 rising of funds and the administration of Group finance;` - `The insurance of property, equipment and Group finance;` - `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.` ## 2.2 **`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 ``` DocuSign Envelope ID: 4D12DC35-5E9B-4E48-9421-E7B6B7D3F3DA ## `been identified are:` - **`Damage to the building, property and equipment -`** `The Group would request the use of buildings and equipment from neighbouring organisations such as the church, community centre and other Scout Groups. Similar reciprocal arrangements arrange with these organisations. The Group has sufficient buildings and contents insurance in place to mitigate against permeant loss.` - **`Injury to leaders, helpers, supporters and members –`** `The Group through the membership fees contributes to The Scout Association’s national accident insurance policy, an additional policy has been taken out to cover those parents or helpers who do not fall under the main Scout Association national accidence insurance policy. Risk Assessments are undertaken before all activities.` - **`Reduced income from fund raising –`** `The Group is primarily reliant on income from subscriptions and fundraising. The Group does hold a reserve to ensure that 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 numbers 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 member –`** `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 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.` ``` 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 bank payments and comprehensive insurance policies to ensure that insurable risks are covered. ``` ## 3 **`Section C. Objectives and Activities`** ## 3.1 **`Summary of the objectives 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 ``` DocuSign Envelope ID: 4D12DC35-5E9B-4E48-9421-E7B6B7D3F3DA ## `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. ``` DocuSign Envelope ID: 4D12DC35-5E9B-4E48-9421-E7B6B7D3F3DA ``` The Scouting 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.` ## **`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. ``` ## 4 **`Section D. Achievements and performance`** ``` The group has come out of the pandemic in a strong place, with sections being healthy in the evenings and activities that they have been undertaking. ``` ``` With a relaxation of the Covid Rules for overnight stays in March 2022 all sections were able to undertake nights away events, be it a Camp or Sleepover in the Hall. ``` ``` The group does need to look at its numbers in sections as the group has not yet returned to its pre Covid numbers. Work is underway to look at the sections, the groups waiting list and any recruitment work that may need to be done. ``` ## 5 **`Section E. Financial Review`** ## 5.1 **`Statement on the charity’s policy on reserves`** ``` 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 cost in reserves, circa £10,000. ``` ``` The Group held reserves of approximately £40,000 against this end at year. This is above the level required for operating expenses; however, this can be explained by the group holding (c. £25,000 - £30,000) due to the risk of repairs to the scout hall roof which is still being looked at, £8,000 being made up of remaining government Covid grants that have the spend due in 2023 and increased underspend in utilities due to the hall being out of use during the Pandemic. Also, (£2,000) of the reserve is in a restricted fund for disadvantaged members. ``` DocuSign Envelope ID: 4D12DC35-5E9B-4E48-9421-E7B6B7D3F3DA ``` It should also be noted that the group continued to review and monitor the impact of the pandemic on the groups finances and actions were commenced to ensure that the group remained financially stable during the period of the pandemic, this included the reduction in utility costs, a reduction in insurance, we were also able to obtain a number of Government grants to support the group. As we have been able to more freely meet following restrictions being removed from March 2022 we have also been able to increase the usage of our hall and minibus by other groups which has provided additional income to cover their costs that would have come out of general funds otherwise. ``` ## 5.2 **`Details of any fund materially in deficit`** ``` The Group does not have any funds in a deficit position. ``` ## 5.3 **`Investment Policy`** ``` 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. Due to the increase in the Group’s reserves, the Executive have begun to look at possible options for more effective “storage” of funds to best make use of increasing interest rates, however as of the 31[st] March 2023 nothing has yet been acted on. ``` ``` The Group Executive Committee regularly monitors the levels of bank balances and the interest rates received to ensure the Group obtains maximum value and income from its balancing 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 will consider the cash flow requirements of the Group. ``` ## 6 **`Section G. Declaration`** ``` The Trustees declare that they have approved the trustees’ report above. ``` ``` Signed for and on behalf of the 1[st ]Easthampstead (St Michael’s) Scout Group Charity Trustees ``` ``` Signature ``` **`Full Name`** Phillip Wood Simon Ridgeon **`Position`** Group Scout Leader / Trustee Chair **`Date`** 27/9/2023 | 6:46 PM BST 28/9/2023 | 11:51 AM PDT DocuSign Envelope ID: 4D12DC35-5E9B-4E48-9421-E7B6B7D3F3DA 0000 r44 W (br 0000 t4 ai r£ c go 14 Il 13111 U>oC ¢4 000 oooooo OC>0 rA w ooo ooo t44 W ocooc*o p<0 41 ILU ooootsoooo tQroOCJOO- Lo Illl c o o o o o o o o o o o u8uuuouu< ¢Li tyi th O o e* O O r) **1ST EASTHAMPSTEAD (ST. MICHAEL’S) SCOUT GROUP INDEPENDENT EXAMINERS REPORT TO THE TRUSTEES OF 1ST EASTHAMPSTEAD (ST. MICHAEL’S) SCOUT GROUP** I report to the trustees on my examination of the accounts of 1st Easthampstead (St. Michael’s) Scout Group (“the Charity”) for the year ended 31st March 2023. ## **Responsibilities and basis of report** As the charity trustees of the Trust, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. ## **Independent examiner's statement** I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect: - accounting records were not kept in accordance with section 130 of the Act or Act; or - the accounts do not accord with the accounting records I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached Siobhan Glenister, ACA For and on behalf of David Howard Chartered Accountants 5 The Square Bagshot Surrey GU19 5AX Date: 15/09/2023