Docusign Envelope ID: 9D5696C8-C239-4379-AB59-B415FC41F2AB ``` 1[ST]EASTHAMPSTEAD (ST MICHAEL’S)SCOUT GROUP TRUSTEES’ANNUAL REPORT ``` ``` FOR THE PERIOD FROM ``` ``` 1[ST]APRIL 2023 TO 31[ST]MARCH 2024 ``` Page 1 of 8 Docusign Envelope ID: 9D5696C8-C239-4379-AB59-B415FC41F2AB ## **`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`....................................................................................... 5| |3|`Section C. Objectives and Activities`.................................................................... 6|| ||3.1|`Summary of the objectives of the charity set out in its`| |||`governing document`....................................................................................................... 6| |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|| Page 2 of 8 Docusign Envelope ID: 9D5696C8-C239-4379-AB59-B415FC41F2AB ## 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 Treasurer was: Graham Ruddock ``` ## 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)`|| |`Graham Ruddock`|`Treasurer`|| |**`Elected`**||| |`Kim Papps `|`Cub Section Leader`|| |`Simon Ruddock`|`Scout Section Leader`|| |`Peter Godsell`|`Trustee`|| |`Jeanette Godsell`|`Trustee`|| |`Stuart Lindsey`|`Trustee`|| |`Bob Sartori`|`Trustee`|| |`Jonathan Smith`|`Trustee`|| |`Otito Bankole`|`Trustee`|`From November 2023`| |`Nikki Toogood`|`Beaver Section Leader`|
`To November 2023`| |`Andy Thomas`|`Cub Leader`|`To November 2023`| |`Steve Turner`|`Cub Leader`|`To November 2023`| |`Liz Cox`|`Trustee`|`To November 2023`| |`Dan Turner`|`Scout Leader`|`To November 2023`| |`Alan Papps `|`Trustee`|`To November 2023`| |**`Nominated`**||| |`Georgina Tomkins`|`Trustee`|| |`Jill Ridgeon`|`Trustee`|| Page 3 of 8 Docusign Envelope ID: 9D5696C8-C239-4379-AB59-B415FC41F2AB ## 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 Trustee Board, 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 2 independent representatives, Chair and Treasurer, together with the Group Scout Leader, other leaders (if opted to take on the responsibility), supporters and parent representation and meets at a minimum every quarter. ``` ``` Members of the Trustee Board complete training within their first 3 months of joining the board. ``` ``` The Group Trustee Board 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.` Page 4 of 8 Docusign Envelope ID: 9D5696C8-C239-4379-AB59-B415FC41F2AB ## 2.2 **`Risk and Internal Control`** ``` The Group Trustee Board 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 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. ``` Page 5 of 8 Docusign Envelope ID: 9D5696C8-C239-4379-AB59-B415FC41F2AB ## 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 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 friend ``` Page 6 of 8 Docusign Envelope ID: 9D5696C8-C239-4379-AB59-B415FC41F2AB ``` 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`** ``` Our sections have been actively engaging in an amazingly diverse range of activities, both within and outside the hall, allowing our members to access a raft of activities that they may not be able to access outside of scouting. ``` ``` Group numbers on the census date on January 31st, our group experienced a decline in membership, reaching its lowest count since 2018. Addressing this decline has been a priority, and as a group pleased that our leadership team has been proactive in implementing strategies to boost our numbers. Initiatives such as ‘bring a friend,’ clearing the waiting list, and an upcoming local community outreach through posters and flyers have already shown promising results in increasing our membership, although further efforts are needed to ensure the group’s stability. ``` ## 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 Trustee board 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, the remainder has been held from increased fundraising, increased saving for forecasted increase in running costs and building reserves for spend against things such as the hall due to its age. Also, (£2,000) of the reserve is in a restricted fund for disadvantaged members. ``` Page 7 of 8 Docusign Envelope ID: 9D5696C8-C239-4379-AB59-B415FC41F2AB ``` It should also be noted that the group continues to monitor and plan ahead to ensure that the group remains financially stable without large impacts having to be passed to our members. ``` ## 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 Trustees 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 2024 nothing has yet been acted on. ``` ``` The Group Trustees 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 Trustees will consider the cash flow requirements of the Group. ``` ## 6 **`Section G. Declaration`** ``` The Trustees declare that they have unanimously approved the trustees’ report above on the 21[st] August 2024. ``` ``` Signed for and on behalf of the 1[st ]Easthampstead (St Michael’s) Scout Group Charity Trustees ``` ``` Signature ``` **`Full Name`** Simon Ridgeon Phillip Wood **`Position`** Chair **`Date`** 23/8/2024 Trustee 23/8/2024 Page 8 of 8 Treasurer's Report. 1st Easthampstead Scout Group As at 31 March 2024 Scouts Introduction In 2023124. SLtbscription rates remained unakéred and overall membership numbers also continued much the same as in the year before. However. with Covid restrictions gone. we again undertook more activities. including camps. Apartfrom a féw arÈ•s notsd he￿. both our income and expendibjre grew steadily from 2022123 to 2023124. 1st Easthampstead 2023124 Financial Year Accounts In 23124. the Group's income again benefitted from a hot and hard weekend's Wofk rLEnning an F&8 stall at local school football competition, this time raising over £3,800 after expenses. We also received donations after having helped at the town's half-marathon. the Remembrance Day parade and packing for Chri5tma5 shoppers at Waitros•. An unusual one-off contribution was a compensation payment of £2,300 from a local contractor who had uftintentlonally dyg up the gas main to Westwick Hall. The positive difference betsveen Income and Expenditure of approxlmately £5.000 in 22123 leven if equivalent to the Gift Aid recèipt) is moro typical of pre-covid levèls of nèt fLEnding and allows us to increase our ￿seNe$ for future lar9è tid(èt ttems. Maintenance and running costs of Westwick Hall rose by £2,100 in 23124. The maintenance costs of the MTrnsbu5 also rose by nearly £2,200. However. during the inspection of these accounts, our auditor identified a problem with how minibus deposhts have been handled. Most were later absorbed as part of the payment of our invoice. This results in income showing as £544 more than expenditure. It is unclear if somè deposits remain deposits and our procedures for accounting for these will be improved in future years. With 2000 individual payments received each year, the èstablishèd procèss of triggering most of those from parents wa OSM using Direct Debits via Gocardlèss into our bank a¢count remains a great convenience for both the leaders, myself and probably, most patsnts. We pay small processing fees for these and for our accounting software. Hitherto, Gocardless has not been charging a fee for any failed payments. but wef 1 stApril 2024, they have stsrted charging a fee in such cases. This is something we will monitor in case it becomes significant. Assets and Liabilities 31 Mar 2024 Notes w 31 Mar 2023 VnresLricted Funds Current Hnancial Ass•ts u￿re￿Il(ted Funds Re5trirted funds Funds Cash Funds Cash-in-hand Equals Moneycard Spend Account FESG Investment Bank Account FESG Manager'5 Bank Account Total Ca8h Fund8 69 £ 1.285 £ 34.079 £ 2,000 £ 10,611 £ 46,045 £ 2,000 1,187 £ 30,704 £ 2.000 8.992 £ 40,884 £ 2,ODO Ll•bllltle$ Minibus Deposits 13001 Assets for FESG'S Own Use we￿iCk Hall and Site Hall. Office and Computer Equipment Camping Equipment her Equipment MinibLtS 31 Mar 2024 £ 423,079 7,675 2,345 2.286 £ 10,000 £ 445,385 01 31 Mar 2023 £ 423,079 7.675 2,345 2,286 £ 10.000 £ 445,385 Total Valu• of FESG Assèts Value of FESG Assets based on earlier insurance Teplacement valuations. knessrnent of depraciation is not required. No revalualtott undertaken in 2023124. 23/24 Categorised Statement of Receipts and Payments 1st Easthampstead Scout Group For the year ended 31 March 2024 Cash Basis Scouts 1st Eastharnp5tea FY 2023124 Notes FY 2022123 Activity Income less Directly Related Costs Mèmber Svbs¢Aptlon$ Income from FESG Member Subscriptions Cost of District Capitatron Precept Net Member Subs¢riptlons FESG Actlvltl•s Income for FESG Activities Cost of FESG Activities Cost of Group Badges and Uniforms Income for FESG Investitures Cost of FESG Investitures and Uniforms N•tTotal FESG Actlvhl•s Unwestricted Funds Re5tritt Funds URrestritted Fund5 Funds £ 11.196 £ 15,7471 5,449 £ 11,381 02 £ 15,7541 5,627 £ 13,037 £ 112,1331 £ 11,1511 510 9.326 03 £ 16,9451 04 £ 11.3171 354 11951 £ 1.223 263 NoTrFESG Actlvltses Income for Non-FE5G Scouting Activities Cost of Non-FESG Scouting Activities NetTotal Non-FESG Activlties 567 186 05 £ 11.5211 £ (1.335) 567 Hlrlng FESG Assets Income foi Minibus Use Cost of Minibus Income from Hiring Hall or Equipment NetTotal Hiring FESG A55et5 Fundraising Income from Fundraising Cost of FESG Fundraising NetTotal Fundralslng Gifted Income Income from Gift5 Income from Small Unassigned Gifts Grants and One-off Payments Income from Gift Aid C05t ofGifts Made by FESG NetTotsl Grfted Income 4,538 £ 13,9941 1.446 1,990 1,515 £ 11,8201 1,745 1.440 6,064 £ 12,2171 3.847 06 £ 2.430 06 £ 11.2631 £ 1,167 120 795 2,300 1.211 07 08 £ 297 07 £ 4.848 11511 3.064 £ 6.356 Oth•r Incom• and Costs Interest Received Banking Fees All Other Income 375 {8511 57 £ 18031 214 NetTot•l Other In¢ome 1476) 1532) Totsl A¢tlvity Related Income Total Dlr•ctly R•lat•d Costs Total Adlvlty In¢•m• l•ss Dlr•¢tly R•lated Costs £ 40.948 £126.245) £ 33.563 £119.618) £ 13.946 £ 14,703 FY 2023124 N￿e5 FY 2022123 Unrestritted Funds Asset Sales and Purchases UniesiriLtted Fuftds Fund5 Asset Sales less Asset Purchases Income from Sale of FESG Equipment Cost of FESG Equipment Total A55et Sales less ASS￿ Purchases 09 £ £ 11.9511 £ 11,0651 £ {1.0651 £ {1.951) Cost of Ov•rheads Cost of FESG Administration Cost of Running weS￿lek Hall Cost of Repairs & Maintenance of wes￿Ick Hall Cost of Insurance Cost of Group Leader Training Cost of AGM. Trustee & Leader Mtgs and Workdays £ 13311 Costs and Fee5 for Aecountancy and Auditing £ 11.1471 Costs and Fee5 for Legal and Consultancy Advice All Other Costs 17271 £ 13,1751 £ 11,9741 19371 15811 £ 12,4141 16881 18531 1151 12861 10 £ 11,1351 16871 13491 11871 Totsl Cost of Overheads £ 18.4771 £ {7.009) Total All Income Total All Costs £ 40.948 £(35.787) £ 33.S63 £128.577) Gross Surplus (Lossl 5.161 4.987 Notes: Reporting is based on a Receipts and Payments lor Profit & Lossl statement. E>ut related Income and Expenditure items have been grouped togetherto help understand and compare where rnoney ha5 been collected and 5penL The Charity Commission requires Restricted and un￿$triCEed Fund$ and A$5et Sale5 le55 A55et Purchases to be re orted separately. WÈ have a £2.000 legary that has ￿$trICtl0￿5 on its use. There was no recorded spending re ed to the Restrlrted Fund in 23124. Overhead5 are costs that are mostly unafferted byihe number of Members and the level and cost of Gyoup 8dlvitSes. They approxirn*e to OUT minimurn operatin9 Costs as a local Scout GTOUP. Some codes have changed from 22123 to 23124 to reflect the need to separate heads of income and expenditure. 02.. £5754 passed on to Districtto be members of The Scout Association lour annu81 Membership Fee Iwas Cèpitation}l. These are directly related costs only. Although nearly ￿lee 22123, this omkts £2,900 camp site fee (charged very late in July 241 and several end-of.year expense submissions, which were not paid until April 24 li.e. in 20241251. Badges and investiture item5 are bought In bulk, but distributed as and when required in the same or latsryeèrs. Mostly the refund of cancelled District Camp fee5. Mostly related to F&8 stall at local football competition. Small grfts separated for Grft Aid purposes. No Gift received in 23124, but £2.011 has been received in 24125. 23124 amount exceptional- compensation for gas supply to WWH being cut off. 09.. There were no recorded sales of FESG Equ*prnent in 22123 or 23124. to.. Includes fees in 23124 for accountin9 SOf￿are and Examination of 22123 •¢¢ount5. 05.. 06.. 07.. 08.. The above Statements of Assets and Liabilities and of Receipts and Payments were approved by the Trustees on 21 st Augvst 2024, but were subject to an on The adjusted accounts have been signed on their behalf oing inspection at that date. Signature Name / Role.. Date: ,,k414 a.l) LJL.:L Grnhom Ruddock Treasurer 20th September 2024 ## ##