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2024-02-29-accounts

Docusign Envelope ID: C260E64F-0AF8-4239-9154-69E5141939B9

Trustees' Annual Report

For the period

From (start date) 0 1 0 3 2 3 3 2 9 0 2 2 4
Section A Reference and administration details
Charity name
Other names the charity is known by
Registered charity number (if any)
HQ registration number
Charity’s principal address		 1st Sunningdale Scout Group
1st Sunningdale BoyScout Group
3
0
0
5
1
4
Scout Association
SandlyLane
Sunningdale
Ascot
Postcode		 S L 5 0 N D

Names of the charity trustees who manage the charity

(These will be published in the annual report of the charity and the Charity Register if reporting for a Registered Charity with a charity regulator)

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15		 Trustee Name Office (if any) Dates acted if not for
whole year
Michael Justin King Chair
LadyHilaryCrofton Trustee
Emma Marie Read Treasurer 12th December 2023
Andrea Williamson Trustee 3rd July2022

Names and addresses of advisers (optional information but encouraged as best practice)

(These will be published in the annual report of the charity)

Type of advisor Name Address

1 LT700001 (27 February 2024)

Docusign Envelope ID: C260E64F-0AF8-4239-9154-69E5141939B9

Section B Structure, governance and management
Description of the charity’s trusts
Additional governance issues (optional information but encouraged as best practice)
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 includes the registration, keeping proper
accounts and making returns to the Charity Commission as
appropriate.
The Trustee Board consists of the Chair, Treasurer and 2
Trustees and meets every 3 months.
Members of the Trustee Board complete Being a Scouts
Trustee learning within the first 6 months of joining the Board.
This Group Trustee Board exists to make sure the charity is
well-managed, risks are assessed and mitigated, buildings
and equipment are in good working order, and everyone
follows legal requirements and the organisation's policies and
rules. Their support helps other volunteers run high-quality
and safe programmes that gives young people skills for life.
The Trustees are appointed in accordance with the Policy,
Organisation and Rules of The Scout Association.
The Group is a trust established under its rules which are
common to all Scouts.
Trustee selection methods
(e.g. trust, association, company)
How the charity is constituted
Policies and procedures adopted for:
a) the induction and training of trustees;
b) trustee' consideration of major risks
and the systems and procedures to
manage them
The Group's governing documents are those of the 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.
You may choose to include additional
information, where relevant, about:
(e.g. appointed by, elected by)
(e.g. trust deed, constitution)
Type of governing document
The Group's governing documents are those of the 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 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 includes the registration, keeping proper
accounts and making returns to the Charity Commission as
appropriate.
The Trustee Board consists of the Chair, Treasurer and 2
Trustees and meets every 3 months.
Members of the Trustee Board complete Being a Scouts
Trustee learning within the first 6 months of joining the Board.
This Group Trustee Board exists to make sure the charity is
well-managed, risks are assessed and mitigated, buildings
and equipment are in good working order, and everyone
follows legal requirements and the organisation's policies and
rules. Their support helps other volunteers run high-quality
and safe programmes that gives young people skills for life.

2 LT700001 (27 February 2024)

Docusign Envelope ID: C260E64F-0AF8-4239-9154-69E5141939B9

Section B Structure, governance and management (continued)

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. Risks with score 9 or above are detailed:

ID#11 (Score 9) - Places for YP - Insufficient;

Loss of opportunity for YP. Long waiting lists may lead to complaints and disinterest in Scouting; Waiting Lists and non attendance in each section regularly reviewed. Moving up meetings held termly with a leader from each section to review spaces. Where no space available, YP are offered a term out and made a priority ASAP. Section capacities are reviewed and where there are sufficient, trained leaders and with agreement from the DLV numbers are increased. Max limit of 30 regardless.

ID# 12 (Score 9) - Injury and/or reputation damage;

Accident log in kitchen. First Aid kits monitored and checked to ensure well stocked. Some leaders carry a First Aid qualification. All activites to involve a risk assessment before they are carried out. Activity and Nights away system followed; Accident / injury and near miss log to be reviewed at Trustee Board meetings

ID#13 (Score 9) - Injury and/or reputation damage;

All kit inspected when used and damage/faults reported to the QM. If unusable, put to one side until fixed/replaced. All gas appliances checked to comply with manufacturers warranty; Add gas equipment etc to the annual 1st Sunningdale check list to make sure it happens.

ID#14 (Score 9) - Loss of equipment (e.g. minibus, camping equipment etc); Hut locked and key stored away in key safe when not in use. Minibus has a pedal and wheel security system. CCTV signage in place with cameras as deterrent. Fencing around property monitored for condition. Insurance; Ensure monitoring of who is using the minibus or hut. Reporting suspicious behaviour. ID#23 (Score 9) - Vulnerable YP Ensure all leaders are up to date with mandatory & Scouting training. Ensure all leaders have current DBS's plus a yellow and purple card. Ensure all adults/GOH's have current DBS's and a yellow card; Using reports from Compass to check and confirm and follow up in a timely manner when necessary to ensure full compliance

ID#25 (Score 9) - Vulnerable YP Safeguarding incident; 3 LT700001 (27 February 2024)

Docusign Envelope ID: C260E64F-0AF8-4239-9154-69E5141939B9

ID#25 (Score 9) Vulnerable YP. Safeguarding incident;

WApp groups are reviewed termly as YP move sections. OSM and Teams are regularly reviewed to make sure only current leaders have access;

Risk and Internal Control - Finance and Insurance

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 payments and a comprehensive insurance policies to ensure that insurable risks are covered.

Section C Objectives and activities
Summary of the objects of the charity set
out in its governing document
Summary of the main activities in relation
to these objects		 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 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
- make and live by their Promise.
The objectives of Scout are delivered through structured and
planned sessions across the four sections (Squirrels,
Beavers, Cubs, Scouts, Explorers) on a weekly basis through
term time. This regular sessions are supplemented with
additional activites, such as camping events, to provide great
opportunity for the growth of the Young People.

4 LT700001 (27 February 2024)

Docusign Envelope ID: C260E64F-0AF8-4239-9154-69E5141939B9

Additional details of the objectives and activities (optional information but encouraged as best practice)

Youmay chooseto include further
statements, where relevant, about:
• policy on grantmaking;
• contribution made by volunteers;
• policy on investments.
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.
Section D Achievements and performance
Summary of the main achievements of
the charity during the year
Maintained focus on the new hut building efforts to both fund
raising and engagement with Parish Council.
Section E Financial Review
Quantify and explain any designations
Details of any funds materially in deficit
(circumstances plus steps to eliminate)
Brief statement of the charity’s policy on
reserves		 The Group held reserves of approximately £13,900 against
this at year end. This is approximately the level required for
operating expenses.
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
Trustee Board considers that the group should hold a sum
equivalent to 12 months running costs, circa £14,000.

5 LT700001 (27 February 2024)

Docusign Envelope ID: C260E64F-0AF8-4239-9154-69E5141939B9

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Further financial review details (optional information)

Youmay chooseto include additional
information, where relevant, about:
• investment policy and objectives;
• how expenditure has supported the key
objectives of the charity;
• the charity’s principal sources of funds
(including any fundraising);		 Investment Policy
The Group's Income and Expenditure is very 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.


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.
The Group Trustee Board regularly monitors the levels of
bank balances and the interest rates received to ensure the
group obtains maximum value and income from its banking
arrangements. Occasionally this may involve using an
account that requires a period of notice before funds may be
withdrawn, before doing so the Group Trustee Board
considers the cash flow requirements.
Section F Other Optional Information
Plans for future periods (details of any
significant activities planned to achieve
them)
~~During 2023/24 we intend on achieving and exceeding the~~
£100,000 fund raising target. Exploring alternative options for
the New Hut project to alternatives depending on the funding
level provided by the Parish Council.
Trustee Board model will be fully in operation, including an
under 21 years member of the Board. The Board will be
supported by established groups to run wider required
activites.
Section G Declaration

The trustees declare that they have approved the trustees’ report above

Signed on behalf of the charity’s trustees

gned on behalf of the charitys trus
Signature(s)
Full name(s)
Date
Position (eg Secretary, Chair)		 tees tees tees tees tees tees tees
Michael King Emma Read
Chair Treasurer
0
2
0
8
2
4
0 2 0 8 2 4

6 LT700001 (27 February 2024)

Certificate Of Completion

Envelope Id: C260E64F0AF84239915469E5141939B9 Subject: Complete with Docusign: 1SD Trustees Report 2023_24_Final.pdf Source Envelope: Document Pages: 6 Signatures: 2 Certificate Pages: 5 Initials: 0 AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-07:00) Mountain Time (US & Canada)

Status: Completed

Envelope Originator: Michael King 66 Hudson Boulevard East New York, NY 10001 michael.king@pfizer.com IP Address: 168.224.160.14

Record Tracking

Status: Original Holder: Michael King Location: DocuSign 8/2/2024 5:48:45 AM michael.king@pfizer.com

Signer Events Signature Timestamp Emma Read Sent: 8/2/2024 6:03:29 AM treasurer@sunningdalescouts.onmicrosoft.com Viewed: 8/3/2024 10:07:29 AM Security Level: Email, Account Authentication Signed: 8/3/2024 10:10:22 AM (None) Signature Adoption: Drawn on Device Using IP Address: 90.242.63.241 Electronic Record and Signature Disclosure: Accepted: 8/3/2024 10:07:29 AM ID: 3e511169-3d6e-4124-b1e6-fc7be5b4fb72 Michael King Sent: 8/2/2024 6:03:30 AM michael.king@pfizer.com Viewed: 8/2/2024 6:03:47 AM Sales Services Category Lead Signed: 8/2/2024 6:03:55 AM Pfizer Inc. Signature Adoption: Uploaded Signature Image Security Level: Email, Account Authentication (None) Using IP Address: 168.224.160.14

Electronic Record and Signature Disclosure:

Not Offered via DocuSign

In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Andrea Williamson Sent: 8/2/2024 6:03:30 AM
Andrea@sunningdalescouts.onmicrosoft.com Viewed: 8/3/2024 7:52:53 AM
Security Level: Email, Account Authentication
(None)

Electronic Record and Signature Disclosure: Accepted: 8/17/2023 7:15:34 AM ID: 85e8e7ea-ec91-4287-8d03-cd1594b5c615

Carbon Copy Events Status Timestamp
Dominic Leigh Sent: 8/2/2024 6:03:32 AM
dominic@sunningdalescouts.onmicrosoft.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Hilary Crofton Sent: 8/2/2024 6:03:30 AM
hilary@sunningdalescouts.onmircosoft.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Hilary Crofton Sent: 8/2/2024 6:03:31 AM
Hilary@sunningdalescouts.onmicrosoft.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Johnnie Shannon Sent: 8/2/2024 6:03:31 AM
Johnnie@sunningdalescouts.onmicrosoft.com
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 8/2/2024 6:03:32 AM
Certified Delivered Security Checked 8/2/2024 6:03:47 AM
Signing Complete Security Checked 8/2/2024 6:03:55 AM
Completed Security Checked 8/3/2024 10:10:22 AM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure

Electronic Record and Signature Disclosure created on: 10/13/2021 1:26:12 PM Parties agreed to: Emma Read, Andrea Williamson

Pfizer Inc. - Electronic Record and Signature Disclosure

Pfizer Colleagues:

External/Non-Pfizer Signers:

Pfizer Inc. - Electronic Record and Signature Disclosure

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4848-0184-5410, v. 1

Profit & Loss

1st Sunningdale Scout Group

Accounting Year 2023/24

Debit Credit
Turnover 79,152
Sales 68
Member Subscriptions 20,506
Donations 14,825
Gift Aid 2,086
Other Income 10,442
Other Grants 1,480
Bikes 4,421
Community Event 508
Easy Fundraising 201
Quiz Night 14,418
Scouts Explorers FR 60
Bank Interest 261
Minibus Trailer 120
Rent Income 300
Badges Uniform 50
New Hut 480
300 Club 1,781
Activities 7,145
add Other Income 307
Interest Received 307
less Administration Expenses 126
Water 126
less Tax-Disallowable Admin Expenses 45,873
Capitation 4,812
Activities Expenses 14,577
Electricity 1,020
Telephone and Internet 248

1/2

Gifts 34
Bikes Expenses 170
Community Event Expenses 6,097
Quiz Night Expenses 7,944
Administration 685
Badges Uniform Expenses 1,599
Equipment 2,353
Insurance 2,880
Maintenance 741
Minibus Trailer Expenses 2,294
300 Club Expenses 419
Operating Proft £33,459
less Drawings £0
less Proft & Loss journal entries £0
Retained Proft this period: £33,459
Retained Proft brought forward: £0
Distributable Reserves / Retained Proft carried forward: £33,459

2/2

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