## Report and Accounts
## of
17th Purley St John’s Old Coulsdon Scout Group
## Year ended 31 December 2023
## Charity number 293899
## **Trustees' Annual Report for the period**
Period start date Period end date **From 01 JAN 2023 31 DEC 2023 To**
## Section A Reference and administration details
**Charity name**[17th Purley St John’s Old Coulsdon Scout Group ]
**Other names charity is known by**[17th Purley Scout Group]
**Registered charity number (if any)** 293899
**Charity's principal address**[54 Downs Road] Coulsdon **Postcode** CR5 1AA
## **Names of the charity trustees who manage the charity**
**----- Start of picture text -----**
Name of person (or body)
Trustee name Office (if any) Dates acted if not for whole year entitled to appoint trustee (if
any)
1 Michael Garlick Chair
2 Simon Jackson Group Scout Leader
3 Malcolm Bulbeck Treasurer
4 Sarah Farooki Secretary
5 Louise Swift
6 Dawn Lockyer
7 Peter Low
8 Jeffrey Locke
9 Anthony Docwra
10 Mark Kingett
11 John Edwards
12 Malcolm Lockyer
13 Jill Waters
14 Paul Roberts Resigned 6 July 2023
15 Philip Bickerstaffe
16 Samantha Kindred
17 Ben Kindred
18 Beth Bickerstaffe
**----- End of picture text -----**
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## **Section B Structure, governance and management**
## **Description of the charity’s trusts**
Type of governing document
(eg. trust deed, constitution)
> [The Group's governing documents are those of the Scout Association. They ] consist of a Royal Charter, which in turn gives authority to the by-laws of the Association and the policy, organisation and rules of the Scout Association.
## How the charity is constituted
- (eg. trust, association, company)
> [The Group is a trust established under its rules which are common to all Scouts. ]
Trustee selection methods
(eg. appointed by, elected by)
> [The Trustees are appointed in accordance with the policy, organisation and rules ] of the Scout Association.
## **Additional governance issues (Optional information)**
You **may choose** to include additional information, where relevant, about:
- policies and procedures adopted for the induction and training of trustees;
- the charity’s organisational structure and any wider network with which the charity works;
- relationship with any related parties;
- trustees’ consideration of major risks and the system and procedures to manage them.
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 core Committee consists of five independent representatives:
- Chair, Treasurer, Secretary and, as a sponsored church group, our local rector together with the Group Scout Leader. Individual section leaders (if they have opted to take on the responsibility) and parents’ representatives are also trustees and may apply at the AGM to join the committee. The Committee aims to meet every two months.
Members of the Executive Committee (excluding members of the Scout Association) complete 'Essential Information for Executive Committee' training within the first five 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.
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 buildings, property and equipment from neighbouring organisations such as the church 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 Association’s national accident insurance policy. Risk assessments are undertaken before all activities. Separate insurance is in place for parent helpers and occasional helpers not covered by the Scout Association insurance.
## **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 were 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, this would lead to the complete closure of the Group.
## **Reduction or loss of members**
The Group provides activities for all young people aged 6 to 14. If there were 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. Again, in the worst-case scenario, this would lead to the complete closure of the Group.
## **Internal controls**
The Group has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss. These include two signatories for all payments and comprehensive insurance policies to ensure that insurable risks are covered.
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## **Section C Objectives and activities**
## **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.
**Summary of the objects of the charity set out in its governing document**
- **Co-operation** - We make a positive difference; we cooperate 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; and
- make and live by their Promise.
Activities for children which are consistent with the aims of the Scout movement:
- Scouting badges and awards (Beavers, Cubs and Scouts);
**Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)**
- Pond Clearing (Friends of Bradmore Pond);
- Delivering the church’s Christmas post;
- Coppice Clearing; and
- Church Parades.
The Trustees have had regard to the guidance issued by the Charity Commission on public benefit. 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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**Additional details of objectives and activities (Optional information)**
You **may choose** to include further statements, where relevant, about:
- policy on grantmaking;
- policy programme related investment;
- contribution made by volunteers.
The input and support from the Leaders and their assistants is vital and invaluable. It is because of them that the Group continues to flourish. The activities and support they show to the young people has gone to make us one of the larger youth Groups in Old Coulsdon. They instil the Scouting values in the young people and make them an asset to the community. Supported further by the tireless work of the professional Executive Committee, those helping behind the scenes have worked hard to ensure we have had sufficient funds and resources available to deliver a full and thorough programme to the young people. The focus on future sustainability will ensure the Group thrives for future young people.
All the parents of 17th Purley are supportive and attend when help is required. They also support the Group financially by attending these events. When an event is organised for a date outside normal meeting times a large percentage of the children and parents will attend.
## Section D Achievements and performance
**Summary of the main achievements of the charity during the year**
As a charity, youth group and community organisation we are active within two key areas: Scouting values and community engagement.
Over the past year we have run five camps, with the highlight once again being a fantastic weekend for the whole group at Frylands once again, where much fun was had by all.
Our community work supporting local events continued during the year and included providing BBQ services to the Old Coulsdon Village Fair and the Christmas Light of Old Coulsdon (CLOC) for the turning on of the Christmas lights. We also worked in partnership with other local groups to clear the village pond and tend the woodland in Coulsdon coppice.
We managed to participate once again in the Annual Rotary Christmas Street Collections, which was great fun and raised us a total of £1,433 in the year.
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## **Section E Financial review**
## **Brief statement of 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, as unrestricted reserves, a sum equivalent to a minimum of 6 months’ “normal” expenditure (circa £6,000) and a maximum of 18 months’ “normal” expenditure.
At the year end, the charity held £15,195.
## **Details of any funds materially in deficit**
None.
## **Further financial review details (Optional information)**
You **may choose** to include additional information, where relevant about:
- the charity’s principal sources of funds (including any fundraising);
- how expenditure has supported the key objectives of the charity;
The principal sources of funds for our Group come from fundraising and subscriptions. All of the children have had the opportunity to take part in the activities that the sections have provided and money has been spent keeping equipment and the premises in good working order for the benefit of the whole Group.
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 a mainstream bank.
- investment policy and objectives including any ethical investment policy adopted.
## **Section F Other optional information**
Nothing to report.
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## **Section G Declaration**
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees**
**----- Start of picture text -----**
Signature(s)
Full name(s) Michael Garlick Simon Jackson
Position
Chair Group Scout Leader
Date
25 May 2024 25 May 2024
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## **Independent examiner's report on the accounts**
## **Section A Independent Examiner’s Report**
**Report to the trustees/** 17th Purley St John’s Old Coulsdon Scout Group **members of**
**On accounts for the year** 31 December 2023 **Charity no** 293899 **ended (if any) Set out on pages** 10 - 12
I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31 December 2023.
As the charity trustees, you are responsible for the preparation of the accounts in **Responsibilities and basis of** accordance with the Charities Act 2011 (“the Act”). **report**
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 all 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:
- the accounting records were not kept in accordance with section 130 of the Act; or
- the accounts did not accord with the accounting records; or
- the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
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 order to enable a proper understanding of the accounts to be reached.
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Date:
Slgned:
21Fh N, Zoii
Name:
Mr P R Thomas
Chartered Accountant
Relevant professlonal
quallfl¢atlonls) or body (If
anv):
Address:
40 West Hill
South Croydon
Surrey CR2 OSA
Receipts and payments for the year ended 31 December 2023
|**Receipts from:**
**Membership subscriptions**
**Donations & grants**
Donations for use of hut
Gift Aid
Other donations
**Activities**
Camp fees
Other activities
**Fundraising**
Village fair
Christmas street collections
Other fundraising activities
Sundry income
**Total receipts**|**2023**
**2022**
**£**
**£**
9,631
7,123
7,686
4,565
1,694
3,473
1,240
228|
|---|---|
||10,620
8,266
7,621
10,030
2,167
3,143|
||9,788
13,173
4,018
2,966
1,433
2,676
1,000
2,514|
||6,451
8,156
54
78|
||**36,544**
**36,796**|
10
Receipts and payments for the year ended 31 December 2023
|**Payments for:**
**Premises**
Utilities
Insurance
Repairs and renewals
Fire equipment
Cleaning
**Trailer expenses**
**Activities**
Camp costs
Other activities
**Fundraising activities**
Village fair
Christmas street collections
Other fundraising activities
**Admin/establishment expenses**
Uniform
Donations
Capitation
Other
Bank charges
Training
**Asset and investment purchases**
Hut ceiling renewal
Projector and accessories
Equipment
**Total payments**
**Net receipts / (payments) for year**
Cash funds last year end
**Cash funds this year end**|**2023**
**2022**
**£**
**£**
2,211
2,149
1,656
1,418
863
685
152
155
984
940|
|---|---|
||5,866
5,347
-
100
10,487
10,666
1,664
3,212|
||12,151
13,878
1,862
1,263
26
10
234
521|
||2,122
1,794
1,029
1,441
1,230
320
4,798
4,188
1,378
1,181
73
72
274
565|
||7,767
7,767
-
4,012
30
2,499
1,936
1,958|
||1,966
8,469|
||**30,887**
**37,355**|
|||
||**5,657**
**(559)**|
||9,538
10,097|
||**15,195**
**9,538**|
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Statement of Assets and Liabilities as at 31 December 2023
|**Cash funds**
Bank current account – Unity Bank plc
**Total cash funds**|**2023**
**2022**
**£**
**£**
15,195
9,538|
|---|---|
||**15,195**
**9,538**|
All funds of the Charity are unrestricted.
These Accounts were approved and authorised for issue by the Trustees of 17th Purley St John’s Old Coulsdon Scout Group and signed on their behalf by:
…………………………………………………… Date: 25 May 2024
## **Mike Garlick - Chair**
… ……………… Date: 25 May 2024
**Malcolm Bulbeck - Treasurer**
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