Trustees, Annual Report For the period From18tart dats) 14 April 2023 To 3111 Marth 2024 Charfty name 1st Shenfield So)ut Group Other b)amg5 th& charlty 1$ known by Reglstered charfty number{If any) 302030 The Scout Hut elmsford Road. Shenfield 8renlwood. Essex CM15 8RQ Charftys prlnelpal addrn88 Nam88 of th8 ¢har6ty trustees vtho manage the charity Trustee Nam• Office Oat•s *¢ted if not forvrtwle ar MaFfr S8Iv81or8 Peter Sarbull Lu Janet Stucke Ch8imian Treasurer Secreta Actin GSL
Sgctlon B- StTUCtur• govemance and management De5cript5on of the charws trusts Typ& olgoveming 0ment le.g. trust deed, con$Utulion) The Group's goveming doojments a those of the Scout Ass0(iation. They consist of a Royal Charter, whlch In tum gNes authority to the Bye Laws of th8 Assoaabon and The Poli anyzation and Rules of The ScoutA550aation. How the charity is consbttsted . trn81 assorAation c4Jrn an The Group (s a trust establishBd under its rules whlth ar¥ c4mmon to all Sul$. Trustee selethcffl m•thods olnled b elecied b The Tfustees are appointed In acccrfdance the Poliry. nizalion and Ruks of The Scout A8s¢)¢aation. Addlllonal govemance Issues loptlonal Infomlation but en¢ouraged as best pract¢co) Thg Group Trusteg Board, the momb8r8 olvthith are th&'Chwlty Trusteos, ofthe Scout Grwp. whlch Is an eduGallonal charity. manages the Group. As charity trusiees they are responsible ft complwng with leglslalion applicable lo charities. Ttr¥s indudes thg reglstratlC, keeplng proper a¢xounts and mak¢ng r8bJm8 lo the ch?ty Cofflmission 03 apFYopriate. Thg Comnltteo cons58ts of 3 lThJ&pd8ftt t8pr88enL7thffj8. Chalr, TreasLnr and Secrnlary ttsjetherwlth the Acting Group ScoLtt Leader. Indidual 8edon1gaders, o>opted MberS and parerf8 ropresenlallon and meets every 314 months and or as th9 buslness of Ihg group requwd. The COVID pandemic reslrlcted thg way In whlth the Comnitte8 operdled. We are in the posl recovery period of the COVID pandemic and have worked hard lo finallze re•alu8tmenl of the Group and its m8mbèr&ln real terms the pande¢ Is behind us. Wo conlinu& lo adopl a postiive stance all matiers and are guklgd by ow Ct-sctyjt AsgJd8tion ond govemment guidance. The ScoutAssocblon ads&S th& Group of materlal slructural chgroes arKI MmI28110n lo the whole movement these changes are dosYJned to keep the mtsv8menl cuffenl and mganingfvl In leAays wortd. Thls Group Trusleo Board e616 to supp(xt the A(Ilng l>oup Scout Leadw In mèètlng th¢ rpsponolbllllhj of the appointments and Is Sponble for. The maintenanc¢ of Group propgty, The raisfjng of fvnds and the administrat1 otGrtyJp fvAnce: Thg Insurance of persons. E*Drty and Group public oc£asions'. Asslst¢ng in the recruilment of leaders and DraUl1 wppor¢ Appolnling any Sub commleaS that may be reqLnred: Appointing Grcrtjp Adminislralors and Advisors olher Ihgn those V+ffto we eled. Post COVID pan¢aemlc compllance 85 required by So)ul Asso¢aalion HMG.-gettino the Group back track wlh meetings and events bjt operallng safely. Implementing the chang88 r¢wired as throtsd in thg atvjve paragrath. Rlsk and Intqrnal Control The Gmup Trustee Board has idenUfi8d the major rlsks to whlth they believe GroLP is exposed, thèse have been reviewed and systems have been establlshed to fr30e these. The main areas of concem that have been Id¢nbfied are: Damage to buildings. propety and equlpmenl. Thg Group request Ihe use ol tiulldlngs, property and equipment from neighboring organizats"on5 5uth as the church. Mmunity centrg and olhw Scout Group& Similar reopro¢al arrangemnls exist with these organRations. The (>oup has Sufficient bLrilding3 and contents Insuran¢e in to mililale against P8nnan8nt loss. Injury lo leader5. helpers, support•rs and memb&rs. The Group through the capilation fees Contributes to the Scout Assoaations national accidenl Insuran poliw. Risk Assessments are undertaken before all athvities.
Reduced income from fund raIng. The Group is primarily refi8nt upon InMe from briptionS. gift-aid, and malch funding and fundraislng. The group does hold a reserve to ensure Ihe continuity of activthes should there be a major (on in tn(zJme. Th& Comtruftee has raised the level of SubpIE0nS to InrJease the inLX)me to the groLP on an ongoing baS Iscouts and Cubs), pemwnenuy. We have had dlscLtssions with the Group Exec and Leailers to become more commerdal tli$ has been w911 received and all secons now look to Nrdke all Events seIFfvn¢ftg. Reducbon or loss of leadets. Th& group is totatty reliant upon volunl&r5 to run and administer Ihe actlvi11oS of the group. If there was a redudfM In the numberof leaders lo an Un8c£eptae level in a partitwlar sethon or the group as a whol& thon ther8 wwld have to be a contraL#lo u)n501idalion or chxure of a sgdon. In the worst C8se scenario the o)mplete dosure of the Group. Reduction cf Ioss of rMberS Th• aclfviti•8 for all yw peop aged 6 10 18. Ifther• was a reduction in membership in 8 p8rt1cular 8eCtion or the 9p as whole then there would hav8 to be contraction, consolidat¢on ordosuro of a sectk)n. In the 1151 scewio the Mptte cknura oflhg Group. Membershlp h88 rel111 alter some lotsts during COVID. Rl&k and Internal Control (Flnanclal) Th8 group ha5 In place rlgorous sys¢ems of kntemal lIr01$ that are deslgnèj to pmvlda reasonabl& assuranc against material mlsmanagemenl or loss.. thès8 indude 2 signaloriosldual aulhortzauons for every Payment and a comprehensive in9Jran poltcies to ensure thal insurabie risks are ared4n8Ur6d values for bulldlng ond equipment are lully reviewed by the Group and its insurèrs We Ltse Unity a Scout Assoaallon brokeragg 08 we viw4 they hav• Ihe Int•r•st ot Scouting at heart ralherthan a rmmeral org8nization. All units vAlhkn the group havo ON91d fvnds Ihal Ihe1gad•rcan use at their dlscrellon Io 8uppwI moellr nlghts and normal running ofthe unll. They a rfjstrfcted ithin thes8 fijnds and exp8n8es are aa fevlewed and approved by th8 Trnaswer. Tha Ch8lm8n, Tre88urer. Sttcrebry, arKI Athg GSL have the aLthorfty to m8ke defined findl commith18nl8 on ts8hf of the group. Note:_ 911 major and or commitments 8re the subject of discussion and agrtem8nt by the Group Truste8 Board prlor too Implemenlafjon•nomially by 8mall or al a mèèuno. Commitments by other person8 need approval by at least 2 of the 3 authorfzed people and 13eally prn8enled vla the Group Trustee Board meètingg rf liming permtts. Payments con be delegated by the Group Truglee Board to other persons who hav8 a need lo regulwly pr1 on the group's behall le.g. regular payrnents to s8Nlce prowdersl. These arp clearfy identified and doOJnted in advance. Every 8%nIlUre Is prrtesged vl8 our bank ac¢ounl whkh (See para 1 of Ihis secbon) requlres dual authorization. Our bgnk posillon Ss monltorod on a vory regular bas Section C- CX1.¢tIVe8 and AcUviti08 Thg obledves of the grtyJp are al 8 urit of the S(%Jut AssiSallon. The Alm of Thé Scout Assodallon 1$ to promote the devekspmenl of young people in athieving their fijll physical. intellectual, social and splr51ual polontFals, as Individuals. 8s responslble titizens and as member¥ of their local nation81 and inlemational communities. The melhod of achiewng the Aim of Ihg Ass(trcialion18 by providlng an enloyablè and attra¢alve scknemg of Fwresve tratthg. ba8ad on the Scout Promise and Law and guided by adult feadership. Addltlonal InloThn4tlon The Scout group relies heaty on the o)ntrlxA)n of w)lunleers. leaders and assbstant leaders arfj voluntary as are the membws olthe ExeculNe committee. Se¢tion O- A¢ibievements and Porfornwic• Thè Grc4Jp Trustee Board IcuTrenlly Treasurer. Chaimwn, Seuetary 8rKI Acling GSL}. 'the team" work very well logelher and provlde malorlal support for the Grow) wilh the ActÉng GSL and leaders delsvering tha alms of the So)ul group. The Gro is very pleased thce that Lucy Mills r8mains as Secretary arKI Janel Siuck8y oinunues to suppjrt thè Grp vi herrole as Actwig GSL-thetrexperttse is much appreoated. The
Dlslr¢cV$ Commis&oner (DCI is assirng-sUpp0rllQg us and wè refer to hlm frorn time lo timo for guidance. Al area5 of the group (Beavers, Cubs and Scouisl 0)n1ue to operat& throughout thg year and d81iveTed both a fun 8nd edUCatal pmgramm8d for tho Membe ofthe grp. The arLompllshment this financial yearwas to maintain the Group's financ4al position %thilst contsinlng operating costs this was achieved and atl patt88 have po1VelY wothed ioward a more effective use of fi]nds. Further infomiation on the achievem&nts and performance of th8 Charity both QPeT81ionalty and finan(aaJEy can be found In the Chaknjan's and TreasLYers report to Ihe 202&24 Firtanoai AccJ)un16 as pres8nted In the AGM. The Grnup Trustee Boar¢1 and Leaders rem81n 8we ofthe his1ort bnpad ofthe COVID pandemk M the Group's:_ aGbMties4b11 ity to fund rS&finanal management and wellbeing of Its mgmbers. We do not wlsh to dw811 on the pandemlc bul it impadgd on the thole of the finano81 yèar 2021-22 and spllled over into 2022-23 denoted belcw are sthme of th8 actions laken togelhw wlth corrective actv)n8 In 2023-24. The following hist6¢ acbons were taken and have lewnt from these:. MIn5-s was molhballed and safety stored-MB Is now ftlY op8rallonal. Insurances revlewed and adjusled accordts)gly-2022-23 fully rovlw•ved and polkags update Ullllly companlgs (Pald DD) advlsed and bllling rewsed. Hall made se¢ure and saf8vUnity tnsurance -Hul fully operation&1 AltemalNe means of communlcatson (Zoom) us¢d as require¢&in 2022-23 used bf requSr9d. We used the'down 1Sm&' lo hut Usage to undertake a varfety of tasks and minor pro5eci8 on th8 faC of tha hut.2022-23 Hui much improved after works ujmpleled In 2021-22. Sectlons change¢J Ihelr meeting forn)8ts and venues and extendgd OLrtskle 8¢alW0$ W23.24 Secalon m8ellngs back to nomial. We are confjdenl the GTwp bulll on Its ex8llrvJ strervJth8 It¥u the wd•mlc and wa are In'nomigr opgrg11on. The Exec and Leaders and effecti •pproath o)rnbkn•d erwthg that all (xryHvents are 8elf-fundlno and seeking to pmvlde be81 valL*fif Iney-thIS approath has been well recelvgd our8ccounts bear out the success of ourfvint approach. Sectlon E- Fhianclal R•vlw4 R•8erv•5 Poll¢y The Group'8 pollq on reserveslg lo hold suffrient resour¢¢$ to eontinua thg charitable acllviUg8 of the group Should Income and fiindralstng acUwlie8 f8N thorL The Group Trustee Board consbders that the gioup should hold o sum equivalèrd lo 1-2 months rUfirn s1$, ctrca £2500. The Group hald funds of approxirrtalgly £26.291.IXI at yeor-end whlch is £1,713.00 more than Ihg previous year. The80 lunds are SUII malerially atx)ve the kvel required for opèratlng eenSeS. Th1$ cumuLqled surplus resulis from hlslorical extensNe fvndf8ising adivilies in previous years, operating o)sts bglng contained Ihrough good housektiwng. We conlinue lo apply $trkt control meagJres for major purchases rogarf$ of type. Th& group wll o)ntlnue lo rea3sess the 4lu¥tson on SUrpS fvnds eath finant4al year. The long lem Impact of the COVID pandemic on tha Gmup's final'S dearfy highlights thg need lo fotsJ$ on fund raSsing we see Ihls 1$ a major priority. At this Ilm9. The group Cf]ly holds Lmrestricted ftnds although this Ihjes indude designated fvnds within IL Eath se&ion (Beavers. Cubs and Scouts} have an allo(£tton within the ovordl group frjnds TCh the leaders m9n8ge themselves In orderto fund Ihe me&ting night aclivibes ant1 extra actNities. Tho group also hold$ "designated funds" which form part of unreslricted funds. They are essentiglly eamarked for a parGUlar purpose {¢.g. Minibus. HQ woth5. Ewipmenl gtc) and revitrmed on on 0ngtsw basi$ dLrring th& year.
Investmènt Pali¢y Tho Group's Inco and ExFendilure is small and as o o)nsgqu8nce do8s Mt have sufficaent fiJnd$ to invest in longer-temi investments such as stocks and share& The Gr¢up ha5 therefore adopted a low rlsk strategy to the inveslment of its fvnds. All fvnds are hekl in cash u&ng only mainstream banks or trljihling sooeties. The group holds a current account tO9elher W[ a reseNe a(uwnL The Group Exeojtlve r¢guIarfy monitors the levels ol bank balances," the grwp pays no bank ¢harges SI recaves a free electron bank5ng facility. Both accounts requlr8 no rntice but ¥utrv)rization to movNvithdrawfunds. b8fore doing $0 the Group Executive considers the cash lknv requlrtsman Prin¢iple Bources of InGomelexpendliur• Tha Group's income comès frorn fvnd rashg acti0> {Man1Y Hant sales and Fireworks), molth fundlno, subscriptions paid by the members and grfl ald .A nati¢)nal membersh1 fee based on the numbar of members is pald annually this plus Insurances and HQ running cosis are the largest Items of expendI1e. Expenditure Items like annual camps-trips are nonnally fvnded by parents separatety. As we have explalned throughout this report we have soughl to posiiwely manag& ouravailab fuTrJs w8 have sought and received very sold SLtpport all 8cr088 th8 Group Flnancial Perfornwnce thrfng yoar The Group still malntalns o strong finandal footirKJ. bn9 In mlnd rf8lno cosi# 8nd ffle Tedudons In numbers of young members. all In al the funds available to the Grtyjp at Ihe year-end aro very plea$Sng. Tha Group conUnu88 lo see reductions in nLffiber of revenug streams namely hall rentskjumble 5a18 Income this has been countered last year by Increase in (hjnallons. Further d8iall can be found in the Treasurers report and Is detaId in the 202&24 acojunls. The GfOUP Tnjstee Board is mindtul ol the radurA¢on in revgnue and Is adtV81y Seeng allernalfve& Sèctlon F- ¢iiher_¢iptlonal Iniomwtlon Soctlon G- Declaration Tho Irusto•$ declar• that they have approved thè trusteeg reF¥Nt 8boN Slgned on b•haif 011hè ch8rity8 trtte05 Stgnalurel#l Bir Full name{8) Mark Sdvalue Peter Sarbutt Pos(Ilon l•.g. Secretary. Chalrl ChaNmBn Dale 2S-oq-2024 .It12¢y4
1st Shenfield Scout Group Receipts and Payments Account Forthe yearfrorn 01m412023 3110312024 Receipts and payments 2023124 Unrnstiicied lunds 2022123 Unrestrkted funds lrteomè Bank Interest Donation Events- Beavers Events-cubs Event5-Scout5 Fundralslng Gift MÉeting5 Mernbershlp Fee5 Rent 145 5,350 52 4,407 856 5,179 3.049 2Aii ¥333 34 9,654 7.712 200 Ex ACtilY E ulpmenl Admln Badge5 Bank Fee5 Camplng Equlpment Caretaker Events- Beavers Events- Cubs Evenrs- scouts FundroJ51n8 Insuranc• Meeiln - Beavers MeetSn -cubs Mevtln -5couts Mernbtrshl Cosis Mlnlbus Rate5 Renl TeambtsildinglRecrulimnilsod•l Yralnlng ss 377 722 558 467 1309 202 1.750 7.039 L483 871 204 26 34 768 797 1,143 1516 76 391 ,279 1,674 4,781 363 74 378 3,110 522 228 loo 40 625 L724 1.097 3,128 120 IOD 104 3.039 Venue Malntenan Account balances Notwest Current Account Natwest ReserveAccount 15.465 10.826 13.752 10,826 Summary Account balaoeebroughtforward Total Income Total expendrture Net income Accountbalonce orrd forward 24578 26, 25,254 1.713 26291 3D,854 2L450 27.726 6.276 24.578
1st Shenfield Scout Group Receipts and Payments Account Statement of assets and liabilities at the end of the year 31st March 2023 Unrestricted fund$ 31st March 2022 Unrestrl¢tod funds ash funds Bank current account Bank de oslt account 50cletya£couni The Scout A550riatlon ShortTerm InvèstmÉntSeThrfce CashlFloats Inc cq's15syeO bnot de8redl 15A65 10.826 13,752 10,826 Total rash lund5 26,291 other rnonetary855ets Tax dalm Insurance clalm Sub totar Invo5tm4ntas58ts Investment pro Quoted Investments Otherlnvestrnents. detal - dotsll Sub tot•1 Non monetary8Jgets forth• Bad e stock stock Other stock Land and bulldln Motor vehlcles Scoutln ul sown use 4,544 40.450 5.049 4L16Z ment furnlturee¢¢ Subtot•l 44,994 46.211 Lllblllths ceunts Involced but not ald Subscri tlons not Loan deta15 Other Ilabllltles uEllrtles-Phonel Sub tot Contlng•nt Il•bllltles and futurn obllg•tlong None Notss to account8: Th? above re¢elpts payrnents account and st4tement of ass•ts and Ilabllltl•s tr* •pprov•d by the Trusto•8 on 25th September 2024 (the dat• of thè meeting that approv•d thè a¢¢ounts) and slgned on th• behalf by nalure inl Name Peterswtsrt reAsur•r) Mark SoKvlor• IChthnaDI
Appendix 4.3.2
INDEPENDENT EXAMINER’S UNQUALIFIED REPORT
UNINCORPORATED CHARITY OR CIO (ACCOUNTS PREPARED ON A RECEIPTS AND PAYMENTS BASIS)
Independent Examiner’s Report to the Trustees of 1st Shenfield Scout Group
I report to the trustees on my examination of the accounts of 1st Shenfield Scout Group (‘the charity’) for the year ended 31[ST] March 2024 which comprise the summary of receipts and payments and the statement of assets and liabilities.
This report is made solely to the charity’s trustees, as a body, in accordance with section 145 of the Charities Act 2011. My work has been undertaken so that I might state to the charity’s trustees those matters I am required to state to them in this report and for no other purpose. To the fullest extent permitted by law, I do not accept or assume responsibility to anyone other than the charity and the charity’s trustees as a body, for my work, for this report, or for the opinions I have formed.
Responsibilities and basis of report
As the trustees of the charity 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 charity’s accounts carried out under section 145 of the 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.
An independent examination does not involve gathering all the evidence that would be required in an audit and consequently does not cover all the matters that an auditor considers in giving their opinion on the accounts. The planning and conduct of an audit goes beyond the limited assurance that an independent examination can provide. Consequently I express no audit opinion on the accounts and my report is limited to those specific matters set out in the independent examiner’s statement.
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 giving me cause to believe that in any material respect:
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➢ accounting records were not kept in respect of the charity as required by section 130 of the Act; or
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➢ the accounts do not accord with 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 report in order to enable a proper understanding of the accounts to be reached.
Samantha Kettridge ACA, FCCA HB Counters – Essex Ltd Fleet House, Unit 3, 1 Armstrong Road Benfleet Essex, SS7 4FH 16[th] September 2024
Charities – June ‘17
App 4.3.2 / 1 of 1
10/17