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2023-12-31-accounts

Chadwell-St-Mary Scout Group 2023 Trustees Annual Report and Accounts

Annual General Meeting Thursday 17[th] July 2024

Skills for Life

As Scouts, we believe in preparing young people with Skills for Life. We encourage our young people to do more, learn more and be more. We help young people develop and improve key life skills.

Each week, we give over 460,000 young people the opportunity to enjoy fun and adventure while developing the skills they need to succeed now and in the future. We are talking about teamwork, leadership, and resilience – skills that have helped Scouts become everything from teachers and social workers to astronauts and Olympians.

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AGENDA

1. Welcome

2. Apologies for absence

3. To receive and consider the annual report of the Group Executive Committee, including the accounts for the year ending 31st December 2023

4. Agree to adopt the constitution of the Group Scout Council as set out in Policy, Organisation & Rules (POR); Rule 5.4.

5. Agree the composition of the Group Trustee Board: a) Minimum number of trustees (no less than 5)

6. Approval of the quorum for meetings of the Group Scout Council, Group Trustee Board, and its subcommittees:

7. Appointment of Group Chair

8. Appointment of Group Treasurer

9. Appointment of Trustee Board Members

10. Guest speaker’s address

11. Closing Comments.

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Constitution

This constitution describes the role, membership and operation of the Group Scout Council, and the Group Trustee Board.

In the interest of openness, especially for new members of the Group Scout Council, the Group Scout Council should re-adopt their constitution at each Annual General Meeting (AGM).

Charitable objects

Our purpose is to actively engage and support young people in their personal development, empowering them to make a positive contribution to society.

The Group Scout Council and the Group Trustee Board

The Group Scout Council has a governance role for the charity and, in particular, makes Group Trustee Board appointments other than ex officio and co-opted appointments.

The Group Trustee Board is responsible for the governance of the charity. Although the Group Trustee Board is responsible for the charity, it is accountable to the Group Scout Council.

The Group Scout Council has no Trustee responsibilities.

The Group Scout Council – membership

Membership of the Group Scout Council does not provide any membership status of the Scouts.

Group Scout Council membership

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the Group Scout Council on the recommendation of the Group Lead Volunteer and the Group Trustee Board. The number of community members must not exceed the number of ex officio Group Scout Council members.

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Group Scout Council – Annual General Meeting

Each Group Scout Council must hold an Annual General Meeting (AGM) within six months of the end of the Group’s financial year. Groups should give 4 weeks’ notice of the date of the AGM.

The AGM must:

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Following each AGM, the Group Trustee Board administration must ensure that:

Organisation and Rules

It is good practice for the new Group Trustee Board to verify the draft Minutes of the AGM at their first meeting following the AGM, even though the minutes cannot be formally approved until the charity’s next AGM.

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Group Trustee Board - purpose

The Group Trustee Board is a team of volunteers who work together, as charity Trustees, to make sure the Scouts is run safely and legally. At the heart of their role is a focus on strategy, performance and assurance.

Effective Trustee support helps other volunteers run the Scout programme that gives young people skills for life.

Members of the Group Trustee Board must act collectively as charity trustees of their Scout Group, and in the best interests of the charity’s members.

Governance roles must be distinct to help manage conflicts of interest. This means that the roles of Group’s Chair and Treasurer must be kept separate and be done by two different people.

The Group Trustee Board must act in the charity’s best interests, acting with reasonable care and skill and take steps to be confident that:

The Group Trustee Board members must themselves collectively:

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A Group Trustee Board may create sub-committees it deems necessary to support its governance function. The Group Trustee Board must ensure that for any sub-committee it appoints:

Sub-committee members are not Trustees unless they are already members of the appointing Group Trustee Board.

All sub-committee members must be recorded on the membership system.

Group Trustee Board - membership

Subject to the conflict of interest rules (see Chapter 16 and the definition of ‘conflict of interest’ in the Definitions Chapter), a Trustee may be a member of more than one Trustee Board.

A Group Trustee Board should comprise a maximum of 12 Trustees (the total of all ex officio, appointed and co-opted Trustee categories), with a minimum of five Trustees. The maximum number of Trustees should be agreed by the Group Scout Council at its AGM.

Each ex officio, appointed and co-opted member of the Group Trustee Board is a charity Trustee of the Group.

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People invited to attend a meeting of the Group Trustee Board, or with right of attendance, may be present at the meeting but are not charity Trustees and have no voting rights.

Certain people are disqualified from being charity trustees by virtue of the Charities Acts.

Some Groups may also need to register as a charity (See Rule 13.1.2 of The Scout Association Policy, Organisation and Rules). [SV]

If registered, the Group’s registration number must be recorded on the membership system.

Groups must not use any other charity number than their own.

All Trustees must complete learning as specified in Rule 16.2.1, 16.2.3,16.2.4 of The Scout Association Policy, Organisation and Rules and the Chapter 16 Roles Table. of The Scout Association Policy, Organisation and Rules.

It is good practice for a Group Trustee Board, and any sub committees, to have at least two Trustees aged between their 18[th ] and 25[th ] birthdays.

Each Group Trustee Board requires effective administration. The administration may be provided by one or more persons as appropriate to the Group.

The selection processes leading to appointment of Group Trustees must include a rigorous and transparent selection process, which includes advertising vacancies widely.

The members of the Group Trustee Board are:

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Term limits for Trustees are specified in POR rule 5.3.1.6.

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If a Trustee Board Chair or Treasurer resigns, then Rule 16.6.3 of The Scout Association Policy, Organisation and Rules must be followed.

Group Scout Council - Conduct of meetings

The Group Scout Council meets at their AGM. It would be unusual for there to be additional meetings of the Group Scout Council.

A Group Scout Council meeting should normally be convened with at least four week’s notice. A meeting may be convened on shorter or no notice with the agreement of at least three quarters of the members of the Group Trustee Board.

Group Scout Council meetings are chaired by the Group Chair. If the Group Chair is unable to be present, the Group Chair may appoint a delegate to chair a meeting of the Group Scout Council subject to such appointment being approved at the start of the meeting by a majority of the Group Scout Council members present.

Only Group Scout Council members, as defined in Rule 5.4.4, may vote in Scout Council meetings.

The quorum for a Group Scout Council meeting is agreed by the Group Scout Council at their AGM (see 5.4.5.2).

If there is no quorum present at a meeting of the Group Scout Council, the meeting must be closed and reconvened at the earliest available opportunity.

Decisions are made by a majority of votes cast by those present at the meeting. In the event of an equal number of votes being cast on either side, the Chair does not have a casting vote and the matter is taken not to have been carried.

In order to discharge their responsibilities, the Group Scout Council may meet by video conference as well as, or instead of, face to face when agreed by the Group Chair. The Group Scout Council must not ‘meet’ using any indirect process, such as email.

At any meeting which is not fully in person, there must be an online poll or other electronic method of counting votes.

All meetings of the Group Scout Council, whether face-to-face or otherwise, must be properly recorded and minuted.

Group Trustee Board - Conduct of meetings

Meetings of the Group Trustee Board should be convened on at least two weeks’ notice. Meetings may be convened on shorter or no notice with the agreement of at least half of the members of the Group Trustee Board.

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Group Trustee Board meetings are chaired by the Group Chair. If the Group Chair is unable to be present, they may appoint a delegate to chair a meeting of the Group Trustee Board subject to such appointment being approved at the start of the meeting by a majority of the members present at the meeting.

Only members of a Group Trustee Board as defined in Rule 5.4.7 may vote in its meetings.

The quorum for a meeting of a Group Trustee Board is one third of the Trustees (ex officio plus appointed plus co-opted) plus one.

If there is no quorum present at a meeting of the Group Trustee Board, the meeting must be closed and reconvened at the earliest opportunity.

In the case of a sub committee of the Group Trustee Board, the quorum for each sub committee must be set by the Group Trustee Board, based on the size of the sub committee and the complexity of its task(s).

Decisions are made by a majority of votes cast by those present at the meeting. In the event of an equal number of votes being cast on either side, the meeting Chair does not have a casting vote and the matter is taken not to have been carried.

In order to discharge their responsibilities, the Group Trustee Board may meet by telephone or video conference as well as face to face when agreed by the Group Chair. This includes ‘hybrid’ meetings, where some members are present at an agreed meeting place and others join by telephone or video.

Where urgent matters arise between scheduled meetings of the Group Trustee Board and if it is not practicable to convene a meeting of the Group Trustee Board then an electronic voting method (such as email) is allowed for decision making of the Group Trustee Board when deemed appropriate by the Group Chair. In such circumstances, at least 75% of the members of the Group Trustee Board must approve the decision, and the outcome of the voting must be reported at, and recorded in the minutes of, the next Group Trustee Board meeting.

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Trustees Annual Report

For the year 1 January 2023 to 31 December 2024

Reference and administration details

Reference and administration details
Charity name
Registered charity number
Scout Association’s Headquarter number
Charity’s principal address
Charity’s website
Names of the charity trustees who manage the
charity
Custodian trustees		 Chadwell St. MaryScout Group
302084
31291
21 Maycroft Avenue
Grays
Essex
RM17 6AN
www.thurrockscouts.org.uk
Frankie Abbott
Susan Abbott (Treasurer)
Julie Spurgeon
Ian Spurgeon
Leonard Whittaker
The Scout Association Trust Corporation
Gilwell Park
London
E4 7QW
Reference: T5105

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Structure, governance and management

Type of governing document
How the charity is constituted
Trustee selection methods
Policies and procedures
adopted for:
a)the induction and training of
trustees
b)the trustee's consideration
of major risks and the systems
and procedures to manage
them		 The Policy,Organisation and Rules of The Scout Association.
The Group is a trust established under its rules that are common to all
Scouts.
The trustees are appointed in accordance with the
Policy,Organisation and Rules of The Scout Association.
Trustees are trained according to The Scout Association’s
Adult Training Scheme.
The Group’s Trustee Board, the members of which are the ‘CharityTrustees’
of the Group, which is an educational charity, manages the Group. As
charity trustees they act collectively, are responsible and accountable
for complying with legislation applicable to charities. This includes the
registration, keeping proper accounts and making returns to the Charity
Commission as appropriate.
The Board consists of two independent representatives, Chair and
Treasurer together with the Group Lead Volunteer, Section Leaders (if
opted to take on the responsibility) and meets regularly, except in
August and December.
The Group Trustee Board exists to support the Group Lead
Volunteer in meeting the responsibilities of the appointment and is
responsible for the:
•
Group’s compliance with the Policy, Organisation and Rules of the
Scout Association;

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----- Start of picture text -----
• Protection and maintenance of Group property.
• Insurance of people, property and equipment.
• Management of the Group’s finances.
• Provision of sufficient resources for Scouting to operate.
• Approval of the trustee’s annual report and annual accounts after
examination by an Independent Examiner.
• Presentation of the annual report and accounts to the Group Scout
Council at its Annual General Meeting and where necessary to
The Charity Commission.
• Appointing and managing any sub committees that may be
required.
• Appointing Group Administrators and Advisers other than those
who are elected.
• Opening, closing and amalgamation of sections within the Group.
• Inclusion of Young People so that they are meaningfully involved in
decision making at all levels within the Group.
• Promotion and support to the development of Scouting in the local
area.
• Management and implementation of the Scout Association’s
Safety Policy locally.
• Positive image of Scouting in the local community.
The Group has in place systems of internal controls that are designed
to provide reasonable assurance against material mismanagement or
loss. These include:
• a requirement for all income and expenditure to be receipted and
invoiced.
• limits of expenditure without reference to the Group Executive
Committee.
• relevant data and money to be passed to the group treasurer in
accordance with an agreed timetable.
• relevant accounts and financial reports to be made available to all
trustees in accordance with an agreed timetable.
• two signatures for all outgoing bank transactions.
• comprehensive insurance policies to ensure that insurable risks are
covered.
----- End of picture text -----

Objectives and activities

Summary of the objectives of The objectives of the Group are as a unit of the Scout Association. the charity set out in its governing document

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Scouting exists to actively engage and support young people in their
personal development, empowering them to make a positive
contribution to society.
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.
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
Summary of the main activities
undertaken for the public
benefit in relation to these
objectives		 Chadwell St. Mary Scout Group in carrying out our activities keep in
mind the Charity Commission’s guidance on public benefit.
Chadwell St. Mary Scout Group is part of the UK’s biggest mixed youth
organisation. We change lives by offering 4- to 25-year-olds fun and
challenging activities, unique experiences, everyday adventure, and the
chance to help others so that our members make a positive impact in
communities.
Being part of the Scout Movement helps children and young adults
reach their full potential. Members of the Scouts develop skills including
teamwork, time management, leadership, initiative, planning,
communication, self-motivation, cultural awareness and commitment.
We help young people to get jobs, save lives and even change the
world.
Members of the Scouts take part in activities as diverse as kayaking,
abseiling, expeditions overseas, photography, climbing and zorbing. As
a member of the Scouts, young people and adults can learn survival
skills, first aid, computer programming, or even how to fly a plane. There
is something for every young person and adult alike. It is a great way to
have fun, make friends, get outdoors, express individual creativity and
experience the wider world.
This everyday adventure is possible thanks to our volunteers, who
support the Scouts in a wide range of roles from workingdirectlywith

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young people, to helping manage the Group, to being a Charity Trustee. We help volunteers get the most out of their experiences with the Scouts by providing opportunities for adventure, training, fun and friendship.

The Scout Association’s award-winning training scheme for volunteers means that adults get as much from the Scouts as the young people. Our approach focuses on what individual people want to get out of volunteering with the Scouts, while respecting how much time an individual can offer. Over 90% of the Scout volunteers say that their skills and expertise have been useful in their work or personal life.

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ACHIEVEMENTS

Squirrels

GENERAL SECTION INFORMATION: (Include how many young people you have, number of leaders, when you meet etc.)

We meet on a Thursday from 5pm to 6pm Currently have 8 Squirrels attending regularly with 3 leaders

ACTIVITIES/ACHIEVEMENTS/AWARDS SINCE LAST REPORT:

Have retained Squirrels and have attracted some new Squirrel Scouts. Older Squirrels have moved onto Beavers.

Original Squirrels achieved their Chief Scout Acorn award.

PLANS FOR THE IMMEDIATE FUTURE: (what do you have planned for the next 6 months)

Continue to offer exciting activities and look to start planning some outdoor activities ready for when the weather improves.

To keep Drey small in numbers until we can recruit some more leaders to enable numbers to grow.

Hope to gain more new members and become a feeder section to Beaver Scouts.

LONG TERM GOALS:

To slowly increase and maintain numbers.

Look to attract new parent helpers or new leaders.

To help Squirrels achieve badges leading to their Chief Scout Acorn award.

QUOTES FOR AGM BOOKLET: (please provide a selection of quotes from the young people about why they attend and what they hope to achieve by attending)

I enjoy playing new games.

I have made some new friends.

Julie Spurgeon

Squirrels Scout Leader

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ACHIEVEMENTS

Beavers

GENERAL SECTION INFORMATION: (Include how many young people you have, number of leaders, when you meet etc.)

We meet on a Thursday evening 6.15pm to 7.30pm

Currently have 14 Beavers attending regularly with 4 leaders

ACTIVITIES/ACHIEVEMENTS/AWARDS SINCE LAST REPORT:

Attended District Renewal of Promise

Took part in Rainbow Challenge.

Attended District Beaver Sleepover.

Ran a joint Beaver Sleepover with 7[th] Grays Beaver Colony.

Went to District Christmas event.

Various evenings arranged to give Beavers different activities to do – Treasure Hunt, Water Challenges, Experiments and many more.

Activity badges awarded and working towards challenge badges.

Beavers moved onto Cubs.

PLANS FOR THE IMMEDIATE FUTURE: (what do you have planned for the next 6 months)

To continue to work towards badges and ensure fun is had by all.

Look to re-vamp programme to continue to offer exciting evenings.

LONG TERM GOALS:

To continue to grow the section and maintain numbers.

Work on badges leading to Chief Scout Bronze awards for Beavers.

Arrange outdoor sleepovers/camps once confidence has grown.

Look to hold some join meetings with Cub section to establish a smooth link up to Cubs.

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ACHIEVEMENTS

QUOTES FOR AGM BOOKLET: (please provide a selection of quotes from the young people about why they attend and what they hope to achieve by attending)

It is really, really fun and we play lots of games.

I Hope to achieve every single badge.

To meet new friends and have fun. Hope to achieve lots of interesting badges and be ready for cubs.

Have enjoyed camping and would like to do more of them.

Julie Spurgeon

Beaver Scout Leader

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ACHIEVEMENTS

Cubs

GENERAL SECTION INFORMATION: (Include how many young people you have, number of leaders, when you meet etc.)

At present we have around 20 cubs registered. We have 4 Leaders but the number on any given meeting varies due to our volunteers’ work commitments. We rely on other section volunteers for support.

– We currently meet on a Tuesday night from 6.45pm 8.15pm.

ACTIVITIES/ACHIEVEMENTS/AWARDS SINCE LAST REPORT:

We have entered most district events in this year.

No Cubs have achieved their silver award, the highest attainable for cubs,

but some are imminently due.

153 activity or challenge badges have been awarded in the past 12 months.

PLANS FOR THE IMMEDIATE FUTURE: (what do you have planned for the next 6 months)

Completion of more of the challenge badges, integrated with the activity badges.

LONG TERM GOALS:

Arranging more camping opportunities.

Voluntary team members to take the reigns on organizing the programme.

Continue to run a programme that allows the young people to enjoy themselves and have fun.

Len Whittaker

Cub Scout Leader

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ACHIEVEMENTS

Scouts

GENERAL SECTION INFORMATION: (Include how many young people you have, number of leaders, when you meet etc.)

At present we have around 12 scouts attending weekly, we have 5 Leaders but 2 of these are not able to attend every week because of shift work patterns.

We currently meet on a Wednesday night from 7.00pm – 9.00pm.

ACTIVITIES/ACHIEVEMENTS/AWARDS SINCE LAST REPORT:

Some of the activities we have done so far are as follows.

Various little hikes, Shelter building at condovers. Fire lighting and building on alter fires. Wide games at Condovers. Some quizzes and Taskmaster style challenge. Pioneering and mini pioneering.

District Air Rifle Competition.

Ran a Remembrance Camp at Guidewoods with the Cub section.

DC challenge (treasure hunt around London)

District Jamborama Camp

PLANS FOR THE IMMEDIATE FUTURE: (what do you have planned for the next 6 months)

Planning to do some more small camps.

Building scouts knowledge and experience working towards some more of their challenge badges and working with the older scouts on expedition challenge and looking to get older scouts to their Chief Scouts gold award.

To have fun!! And gain some more badges though at scouts they are responsible for doing a lot of their badges in own time.

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ACHIEVEMENTS

LONG TERM GOALS:

Build a stable scout group and retain scouts for whole time 10.5 till 14.

Have a good, rounded programme leading to more scouts getting their Chief Scouts award. To be able to enter some more experience teams in some more of the District and County events.

To hold on to some of the traditional scouting but to also focus on bringing it a little bit more in line with interest and needs for the scouts of today.

Gain some new leaders and young leaders.

QUOTES FOR AGM BOOKLET: (please provide a selection of quotes from the young people about why they attend and what they hope to achieve by attending)

I want to follow on in my dad’s footsteps

I started in Beavers and really like it so have carried on.

To expand my skills and learn more.

Learn to survive in the wilderness, to go camping and not to rely on outside sources.

Ian Spurgeon

Scout Leader

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ACHIEVEMENTS

Group Lead Volunteer

Our census numbers from January 2024 are stable in comparison to the previous year, for both youth members and adult volunteers.

The past year has been the first full year of operating in a normal environment, and transition of the participants to the older sections has been healthy.

Our Squirrels section is firmly established and successful, producing a more mature beaver section who understand their expectations far quicker when they have already been part of the movement..

Through the summer of 2023 we have invested time in consolidating our activity and camping equipment, ensuring we have the equipment we need to run the activities the youth participants enjoy.

All of our sections are running a varied programme, offering a wide variety of adventurous activities and running several nights away opportunities. A number of the nights away events we have run has seen a collaboration between sections and other groups which awards the sections and volunteers with new ties with others and opportunities for natural growth into the older sections.

None of what we have achieved in the past year is possible without the unfaltering dedication and support of the volunteer leadership team we have at Chadwell Scout Group. I am extremely thankful for their ongoing efforts. All credit for the opportunities offered to the young people goes to them.

Frankie Abbott

Group Lead Volunteer

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ANNUAL STATEMENT OF ACCOUNTS

Receipts and Payments Account For the year from 1 January 2023 to 31 December 2023

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ANNUAL STATEMENT OF ACCOUNTS

Statement of Assets and Liabilities As at 31 December 2023

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Independent examiner's report to the trustees of Chadwell St Mary Scout Group I reportto the trusiees on my examination of the accounts of the Chadwell St Mary Scout Group tor the year ended 31 December 2023 Responsibilities and basis of report As the charity trustees of the Chadwell St Mary Scout Group you are responsibLe for the preparation of the accounts in accordance with the requirements of the Charit¢es Act 2011 lthe Act'l. I report in respeci of my examination of the Chadwell St Mary Scout Group accounts carried out under section 145 of the 2011 Art and in carying out my examination I have followed aiLthe app￿cable Directions given by the Charity Commission under section 14515llbl of the Act Independent examiner's statement I have corrtpLeted my examination. I confirm that no rTtaterial matters have come to my attention in connection with the examination gwing me cause to believe that in any material respect accoijnting records were not kept in respert of the Chadwell St Mary Scout Group as required by section 130 of the Ac¢ or 2. the accounts do not accord with those record& I have no con¢ems 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 understsnding of the accourts to bE reached. Signed- Name.. Stephen Morgan Relevant professional quaLrffcation OT membership of professional bodies Irf any).. CPFA Address: 39 Advice Avenue Chafford Hundred Gr3yS Essex RM16 6QN Date: 19 September 2024

Financial Review
Accounts for the year ending
31 December 2022		 The accounts have been drawn up on a Receipts and Payments basis
which is consistent with previous years.
The accounts were independently examined and have been approved
by the Trustees.
Brief statement of the charity’s
policy on reserves
Further financial review details
Details of any funds materially
in deficit
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’s trustees consider that the Group should hold a sum
equivalent to18 months running costs, circa £20,000.
The reserves are unrestricted funds and can be spent – subject to
trustee approval – if the need arises.
The Group's Income and Expenditure is relatively small and therefore
does not have sufficient funds to invest in longer-term investments
such as stocks and shares. The Group has adopted a low-risk strategy
to the investment of its funds. All funds are held in cash using only
mainstream banks or building societies.
The Groups reserves have returned to normal levels compared to
previous years following significant investment in building
renovations.
.
No funds are in deficit.

Declaration

The Trustees declare that they have approved the Trustee’s report above.

Signed on behalf of the Charity’s Trustees:

Frankie Abbott Susan Abbott Group Lead Volunteer Group Treasurer 17 July 2024 17 July 2024

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