Docusign Envelope ID: 32D8FC67-86BE-4817-82DE-C37DEBA35094
Trustees' Annual Report
For the period
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From (start date) 0 1 0 3 2 4 to end date 2 8 0 2 2 5
Section A Reference and administration details
Charity name 1st Sunningdale Scout Group
Other names the charity is known by 1st Sunningdale Boy Scout Group
Registered charity number (if any) 3 0 0 5 1 4
HQ registration number
Charity’s principal address Scout Association
Sandly Lane
Sunningdale
Ascot Postcode S L 5 0 N D
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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 |
Chair 28-Aug-24 21-Apr-24 Treasurer Trustee Trustee Michael Justin King Lady Hilary Crofton Emma Marie Read Trustee Trustee Name Dates acted if not for whole year Office (if any) Omair Saeed Nazimi Dominic Gerrard Leigh |
|---|---|
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
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Docusign Envelope ID: 32D8FC67-86BE-4817-82DE-C37DEBA35094
| 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 3 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 You may choose to include additional information, where relevant, about: (e.g. appointed by, elected by) 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. (e.g. trust deed, constitution) Type of governing document |
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Docusign Envelope ID: 32D8FC67-86BE-4817-82DE-C37DEBA35094
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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 below. We have reduced the number of highlevel risks from 6 to 2
through the introduction of effective controls.
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.
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.
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Docusign Envelope ID: 32D8FC67-86BE-4817-82DE-C37DEBA35094
| Section C | Objectives and activities |
|---|---|
| Summary of the main activities in relation to these objects Summary of the objects 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 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. |
Additional details of the objectives and activities (optional information but encouraged as best practice)
You may choose to 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.
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Docusign Envelope ID: 32D8FC67-86BE-4817-82DE-C37DEBA35094
| Section D | Achievements and performance |
|---|---|
| Summary of the main achievements of the charity during the year |
Recruitment drive 24 for 24 secured 17 new Leaders.With the new leader we were able to open a new Beavers section and considering other addtional section too. We have been able to continue to develop our young people with Ellen, Oscar Virr, George Jezard coming through the sections to now becoming Leaders. We also have another young person who joined the Trusee Board, which was a key objective to balance the perspective of the Trustee Board. Achieved and exceeded the £100K self fund raising target for the New Hut. We maintained all fund raising activity to support the professional fees related to the hut build and fund raising. Commitment of over £85.5K from funding organsiations to support the new build project. Engaged appropriate Professional companies to support the New Hut activity: Design comapny for the technical drawing development (Stones Architects); Fund raising (OCE). Submitted planning application for the New Hut. |
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Docusign Envelope ID: 32D8FC67-86BE-4817-82DE-C37DEBA35094
| Section E | Financial Review |
|---|---|
| Quantify and explain any designations Details of any funds materially in deficit (circumstances plus steps to eliminate) Further financial review details (optional information) Youmay chooseto include additional information, where relevant, about: • investment policy and objectives; Funding Sources The Group's Income is primarily through the subscriptions fees from it members (~£2,750 after platform fees in 2024/25). ThIs is suppliemented by regualr fund raising activity including bikes sales, quiz nights and a golf day (~£10,750 in 2024/25) . In addition gift aid is claimed annually where possible (~£1,900 in 2024/25). The Group held reserves of approximately £12,500 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 £10,000. • how expenditure has supported the key objectives of the charity; Brief statement of the charity’s policy on reserves • the charity’s principal sources of funds (including any fundraising); 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. Investment Policy None |
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Docusign Envelope ID: 32D8FC67-86BE-4817-82DE-C37DEBA35094
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Section F Other Optional Information
Plans for future periods (details of any During 2025/26 we will be focused on four main areas:
significant activities planned to achieve 1. Ensuring greater risk management acorss our Group.
them) 2. Securing additional resource including new Leaders and
behind the scenes activity across the support groups
3. Securing the external fund raising necessaary to deliver
the new hut project during 2026.
4. Opening an additional Scout Troop to provide more
opportunity to young people .
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Section G Declaration
| The trustees declare that they have approved the | The trustees declare that they have approved the | The trustees declare that they have approved the | The trustees declare that they have approved the | The trustees declare that they have approved the | The trustees declare that they have approved the | trustees’ | trustees’ | trustees’ | report above | report above | report above | report above |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Signed on behalf of the charity’s trustees | ||||||||||||
| Signature(s) | ||||||||||||
| Full name(s) | Michael | King | Emma Read | |||||||||
| Position (eg Secretary, Chair) | Chair | Treasurer | ||||||||||
| Date | 0 | 2 | 0 | 7 | 2 | 5 |
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Profit & Loss
1st Sunningdale Scout Group
Accounting Year 2024/25
| Debit | Credit | |
|---|---|---|
| Turnover | 61,854 | |
| Member Subscriptions | 13,930 | |
| Donations | 4,942 | |
| Gift Aid | 1,863 | |
| Other Income | 65 | |
| Other Grants | 2,949 | |
| Bikes | 4,425 | |
| Community Event | 4,728 | |
| Easy Fundraising | 135 | |
| Golf | 4,059 | |
| Quiz Night | 8,132 | |
| Other FR | 312 | |
| Bank Interest | 1,743 | |
| Minibus Trailer | 600 | |
| Rent Income | 200 | |
| 300 Club | 528 | |
| Activities | 13,245 | |
| Gross Profit | 61,854 | |
| lessAdministration Expenses | 171 | |
| Water | 171 | |
| lessTax-Disallowable Admin Expenses | 50,593 | |
| Capitation | 6,019 | |
| Activities Expenses | 20,912 | |
| Electricity | 1,548 | |
| Telephone and Internet | 390 | |
| Gifts | 88 | |
| Community Event Expenses | 1,783 | |
| Golf Expenses | 3,305 |
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| Quiz Night Expenses | 2,553 | |
|---|---|---|
| Other FR Expenses | 369 | |
| Administration | 520 | |
| Badges Uniform Expenses | 2,030 | |
| Equipment | 1,231 | |
| Insurance | 3,280 | |
| Maintenance | 296 | |
| Minibus Trailer Expenses | 668 | |
| New Hut Expenses | 5,443 | |
| 300 Club Expenses | 160 | |
| Operating Profit | £11,091 | |
| lessDrawings | £0 | |
| lessProfit & Loss journal entries | £0 | |
| Retained Profit this period: | £11,091 | |
| Retained Profit brought forward: | £33,459 | |
| Distributable Reserves / Retained Profit carried forward: | £44,550 |
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Unqualified report for a non-company charity preparing receipts and payments accounts with a gross income of £250,000 or less in the relevant financial year Independent examinerfs report to the trustees (rf I" Sunningdale Scout Group I report to the trustees on my examination of the accounts of the I Sunningdale Scout Group for the year ended 29 February 2025 Responsibilities and basis of report As the chartty trustees Df the 1st Sunningdale Scout Group you are responsible for the preparation of the account5 in 3cctsrdance with the requirements of the Charities Act 20111.the Artj. I report in respect of my examination of the IA Sunningdale Scout Group accounts carrFed out under sertion 145 of the 2011 Art and in carying out my examination I have fotlowed aLL the applicable Directions given by the Charity Commission under section 14515llbl of the ACL Independent examinerfs ststement I have completed my examination. I confirm that no rnateTial matters have come to my attention in connection with the examination giving me cause to betieve that in any material respect accounting records were not kept in respect of the I Sunningdale Scout Group as required by section 130 of the Act.. or the accounts do not accord wrth those records. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this res)ort in order to enable a proper understanding of the accounts to be reached. Signed= Name.. Katherine Lee (Fellow of CAANZ) Address.. 4 Hylands Close. Epsown. l87EE Date= 14 June 2024