10th Romsey (Woodley & Crampmoor) Scout Group
ANNUAL GENERAL MEETING
The 10th Romsey (Woodley & Crampmoor) Scout Group
Wednesday 27[th] September 2023
Annual Report 2022 – 2023
Registered Charity number: 302283
Aims and Activities: Scouting in accordance with the policy, organisation and rules of the Scout Association
The Group occupies a HQ at Braishfield Road, Romsey, Hampshire. The property is freehold and is held by the Scout Association Trust as Trustee for the Group.
Group Scout Leader Ian Moore Assistant GSL Stewart Buswell Group Chairman Group Vice Chairman Peter Garland Group Secretary Les Herbert Group Secretary Group Treasurers Andy Hodge & Aga Sebrell
The Group Executive is completed by, Andy Hillier,Steve Woodrow, Julie Foster, Dave Slater, Mandy Berendsen, Sue Edwards, Aga Sebrell, Andy Hodge and Section Leaders: Martyn Blake; Ryan Orgill, David Henderson and Chris Templer
People
At the January census, we had a membership of 150.
It should be noted that ALL Leaders, Assistant Leaders, Group trustees, Bookings Secretary, Treasurers, Accounts Auditor, 10[th] Talk Editor, Grounds and Hall Maintenance Team are unpaid roles and are predominantly made up of existing and pre-existing parents. I would like to thank them all for their continuing support.
WHAT CAN YOU DO?
We are continually seeking new and existing parents to become involved with the running of the scout group and volunteering to these positions. In this way we can share the workload required to give the scouts the best opportunity to learn new skills and have fun.
Vacancies – various appointments are awaiting volunteers including Assistant Scout leaders, Vice Chairman, Bookings Secretary and Trustee Board members. There are numerous other roles to fulfil, so you let us know what time you can offer and together we’ll discuss the most appropriate role to fit your skills and enjoyment in the position. Non-uniform positions run from manual skills such as gardening/decorating/building maintenance to section treasurers, administrative roles and everything in between (bakers, servers, sitting in a chair monitoring scouting activities). No age limits to adult volunteers, training is free and given where
1
10th Romsey (Woodley & Crampmoor) Scout Group
required. Please note that we have flexibility to share these roles – so any spare time that you can give is gratefully received, one hour per year to 500!
As well as Assistant Leader roles, adult volunteers (and parent helpers) could be organising tuck, supervising craft projects, helping with sandwich making and cooking, running cyclist tests and bike maintenance, organising kayaking sessions, towing the canoe trailer, helping with camp prep. and catering, supervising wide games etc. etc. Not forgetting field and hall maintenance, fund-raising and competing for the District Quiz Group Trophy.
In order to maintain our Scout Group, we need more parents to join the Group Trustee Committee, whose main purpose is to make sure that the Scout Group has the facilities and resources needed to deliver good Scouting in the Group. The Committee meets 4-5 times per year, the meetings generally last for an hour and a half.
Thanks
Thanks to everyone who has supported us throughout the year and to all our Scouters, members of the Group Trustees, Parents and Supporters for the time that they have given to enable 10[th] Romsey Scout Group to continue to provide an exciting Scouting programme across all of our sections.
Thanks to our local councillors who appreciate the importance of Scouting in the local community and for their assistance in raising funds for our projects.
Thanks to our “retired” grounds and hall maintenance Wednesday regulars, now labelled The Famous Five, for carrying out various necessary hall and grounds maintenance activities.
Thank you to all our hall hirers – regular and occasional. This makes full use of our facilities and any excess money raised goes directly back into hall and grounds maintenance and funding.
Risk and Control
The Group Trustee 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:
Damage to the building, property and equipment. The Group would request the use of buildings, property and equipment from neighbouring organisations such as the community centre 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 membership fees contributes to the Scout Association’s national accident insurance policy. Risk Assessments are undertaken before all activities.
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 was 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
2
10th Romsey (Woodley & Crampmoor) Scout Group
be a contraction, consolidation or closure of a section. In the worst-case scenario, the complete closure of the Group.
Reduction of loss of members. The Group provides activities for all young people aged 6 to 15. If there was a reduction in membership in a particular section or the Group as a whole there would have to be a contraction consolidation or closure of a section. In the worst-case scenario, the complete closure of the Group.
General Data Protection Regulation (GDPR)
GDPR Policy
Accessible and available to read on our website: https://10thromseyscouts.org.uk and on the hall notice board.
Agreed
This Policy was agreed by the 10[th] Romsey (Woodley and Crampmoor) Scout Group Trustees on 12/06/2018
Review of this Policy
This Policy will be reviewed periodically as any changes in regulations or best practice occur; this will be reviewed for approval at the next Trustee Board meeting.
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 Executive Committee considers that the Group should hold a sum equivalent to at least 6 months running costs and an amount towards the HQ improvements.
Investment Policy
The Group Executive 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 Executive considers the cash flow requirements.
Activities
Camping and Nights Away are a key element of our Scouting programme these are held both at the hall and further afield. This year, there have been Beavers sleepovers, Cub Camp and the Scouts have had the opportunity to camp at the District winter camp and on the Pulborough Trophy.
Fundraising
Recycling of various small electronic gadgets, CDs, DVDs, printer cartridges – sorted and organised by Martyn Blake.
We were pleased to hold a successful Jumble Sale this spring.
Also thank you to the local businesses and councillors for awarding us grants for various projects/equipment that allow us to continue functioning.
Community
Sections have been involved in activities such as litter picking in the community.
3
10th Romsey (Woodley & Crampmoor) Scout Group
Grounds and Hall
Largely due to our Wednesday volunteers, the hall and grounds are in great shape. The garage extension has now been completed. It was necessary to replace the grounds mower, this was an expensive investment, but we hope it will last into the foreseeable future.
Peter Garland Group Vice Chairman 10[th] Romsey (Woodley & Crampmoor) Scout Group
September 2023
4
10th Romsey (Woodley and Crampmoor) Scout Group
Scout Association No. 34697 Registered Charity No. 302283
| Incoming Resources Membership Subscriptions Transfers District, County and National Fees paid out Gift Aid Income from Activities Camps and Sleepovers Outings Pantomime District Scout Council Section Meetings Activities Income from Sections Badge Sales Income from Premises Karate Club Zumba Dance Class Girl Guiding Unit Railway Modellers' Society Slimming World Group Toddler Sense Group Scout District Events and Explorer Scout Unit Sundry Hirings Loans of Equipment Fund Raising Jumble, Car Boot & E-Bay Sales Recycling Toner Cartridges Test Way Walk Easy Fundraising Group Clothing and second-hand uniforms Sundry Donations and Grants Romsey Extra Parish Council Exxon VIP Scheme Railway Modellers' Society Sundry Donations Sundry Income TSB Compensation Investment Income -Bank Interest Hall Fund transfer Total Income Covid-19 Support Grants Total Income after Support Grants |
31st March 2023 | 31st March 2023 | 31st March 2023 | £ 11253.00 0.00 -8116.65 3136.35 0.00 17349.90 1208.00 1666.00 350.00 0.00 20573.90 110.07 356.00 600.00 651.00 1050.00 990.00 1400.00 377.50 3268.75 105.00 8798.25 1447.53 343.61 402.00 0.00 33.25 2.50 2228.89 10000.00 0.00 300.00 87.00 10387.00 0.00 303.15 1000.00 46537.61 0.00 46537.61 Total |
2022 |
|---|---|---|---|---|---|
| General Funds | Restricted Funds |
Total | Total | ||
| Sections | Executive | ||||
| £ £ £ 11253.00 -8728.65 8728.65 -8116.65 2524.35 612.00 0.00 17349.90 1208.00 1666.00 350.00 0.00 20573.90 0.00 110.07 356.00 600.00 651.00 1050.00 990.00 1400.00 377.50 3268.75 105.00 0.00 8798.25 1447.53 343.61 402.00 0.00 33.25 2.50 2.50 2226.39 0.00 10000.00 0.00 300.00 87.00 0.00 |
£ 12353.50 0.00 -6561.55 |
||||
| 5791.95 0.00 1659.00 721.00 1624.00 0.00 138.69 |
|||||
| 4142.69 | |||||
| 232.82 220.00 420.00 156.00 668.00 0.00 1596.00 50.00 3098.00 45.00 |
|||||
| 6253.00 | |||||
| 611.10 419.50 193.15 15.55 55.50 0.00 |
|||||
| 1294.80 | |||||
| 0.00 500.00 0.00 1315.00 |
|||||
| 87.00 | 300.00 | 10000.00 | 10387.00 | 1815.00 | |
| 0.00 303.15 1000.00 |
80.00 134.51 1000.00 |
||||
| 23187.75 12349.86 11000.00 |
20744.77 2667.00 |
||||
| 23187.75 12349.86 11000.00 |
23411.77 |
10th Romsey (Woodley and Crampmoor) Scout Group
Scout Association No. 34697 Registered Charity No. 302283
| Resources Expended Scouting Activities Camps and Sleepovers Outings Pantomime District Event fees Grant re Cub Camp Grant re World Scout Jamboree Section Meeting Night Activities Badges Badges (from Executive) Leaders Uniforms and Group Clothing Canoe and Tent Insurance Equipment repairs Calor Gas Canteen Supplies Sundry Items Online Scout Manager RDSC Supporters' Club Premises Electricity Water Charges Telephone and Broadband Fire and Theft Insurance Maintenance - Grounds Maintenance - General Defibrillator maintenance Cleaning Costs Hall Fund transfer Fund Raising Jumble Sales Sundry Administration Expenses Public Liability Insurance Domain Name licence Welfare and Social Events Stationery, photocopying Depreciation Total Expenditure |
31st March 2023 | 31st March 2023 | 31st March 2023 | 31st March 2023 | 31st March 2023 | 2022 |
|---|---|---|---|---|---|---|
| General Funds | Restricted Funds |
Total | Total | |||
| Sections | Executive | |||||
| £ £ £ £ 18298.01 18298.01 120.00 120.00 1718.40 1718.40 836.26 836.26 500.00 500.00 1000.00 1000.00 4323.94 104.98 4428.92 25296.61 1604.98 0.00 26901.59 583.36 167.72 751.08 110.07 110.07 0.00 0.00 106.00 106.00 368.75 368.75 0.00 0.00 0.00 0.00 0.00 0.00 0.00 24.00 24.00 |
£ 451.00 1596.66 1749.80 50.00 0.00 0.00 2551.58 |
|||||
| 6399.04 1081.99 232.82 225.06 99.00 56.90 0.00 29.50 0.00 116.10 36.00 |
||||||
| 25990.04 | 2271.45 | 0.00 | 28261.49 | 8276.41 | ||
| 1553.45 1553.45 0.00 0.00 360.94 360.94 692.26 692.26 378.26 378.26 1316.37 448.01 1764.38 93.60 93.60 1630.91 1630.91 1000.00 1000.00 |
1094.76 0.00 337.88 642.48 118.37 961.76 0.00 391.10 1000.00 |
|||||
| 0.00 | 7025.79 | 448.01 | 7473.80 | 4546.35 | ||
| 0.00 0.00 |
0.00 0.00 |
|||||
| 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | ||
| 84.00 84.00 312.20 312.20 96.88 96.88 0.00 0.00 |
78.00 0.00 293.57 67.98 |
|||||
| 0.00 | 493.08 | 0.00 | 493.08 | 439.55 | ||
| 25.45 796.16 821.61 26015.49 10586.48 448.01 37049.98 |
966.60 | |||||
| 14228.91 |
10th Romsey (Woodley and Crampmoor) Scout Group
Scout Association No. 34697 Registered Charity No. 302283
Statement of Assets and Liabilities at 31st March 2023
| Fixed Assets Scout Headquarters and Land Note 1 Scouting Equipment Note 1 Current Assets Badge Stock Membership Fees paid in advance Hire Fees due Group Current Account Group Savings Account Section Accounts (restricted) Note 3 Creditors Net Current Assets Net Assets Represented by: Funds Restricted Fund Note 2 General Fund Note 2 |
£ £ £ £ 102468.76 81859.18 4655.77 5477.38 107124.53 87336.56 91.00 137.97 8919.00 8116.65 300.00 0.00 2961.54 365.59 40511.29 48558.14 8670.38 11559.67 61453.21 68738.02 3015.53 0.00 58437.68 68738.02 £165,562.21 £156,074.58 0.00 7938.87 165562.21 148135.71 £165,562.21 £156,074.58 31st March 2023 31st March 2022 |
£ £ £ £ 102468.76 81859.18 4655.77 5477.38 107124.53 87336.56 91.00 137.97 8919.00 8116.65 300.00 0.00 2961.54 365.59 40511.29 48558.14 8670.38 11559.67 61453.21 68738.02 3015.53 0.00 58437.68 68738.02 £165,562.21 £156,074.58 0.00 7938.87 165562.21 148135.71 £165,562.21 £156,074.58 31st March 2023 31st March 2022 |
|---|---|---|
| £156,074.58 | ||
| 7938.87 148135.71 |
||
| £156,074.58 |
10th Romsey (Woodley and Crampmoor) Scout Group
Scout Association No. 34697 Registered Charity No. 302283
Notes to the Accounts at 31st March 2023
| 1. Fixed Assets | 31st March 2023 | 31st March 2023 | 31st March 2022 | 31st March 2022 |
|---|---|---|---|---|
| £ | £ | £ | £ | |
| Scout Headquarters, Land and Buildings | ||||
| At Cost | 151525.18 | 151525.18 | ||
| Additions : Gas Bottle Storage Unit |
600.00 | 600.00 | ||
| Garage Extension | 20843.58 | 234.00 | ||
| 172968.76 | 152359.18 | |||
| less Grants received | 70500.00 | 70500.00 | ||
| £102,468.76 | £81,859.18 | |||
| Scouting Equipment | ||||
| At Cost | 37177.44 | 37177.44 | ||
| Additions | 0.00 | 0.00 | ||
| 37177.44 | 37177.44 | |||
| less Depreciation | ||||
| Brought forward | 31700.06 | 30733.46 | ||
| Annual Provision | 821.61 | 966.60 | ||
| 32521.67 | 31700.06 | |||
| £4,655.77 | £5,477.38 | |||
| 2. Funds | 31st March 2023 | 31st March 2022 | ||
| £ | £ | £ | £ | |
| Restricted Fund | ||||
| Brought forward | 7938.87 | 6678.87 | ||
| Income | 11000.00 | 1500.00 | ||
| Expenditure | 448.01 | 240.00 | ||
| Transfer to General Fund | 18490.86 | 0.00 | ||
| 0.00 | 7938.87 | |||
| General Fund | ||||
| Brought forward | 148135.71 | 140212.75 | ||
| Income | 35537.61 | 21911.77 | ||
| Expenditure | 36601.97 | 13988.81 | ||
| Transfer from Restricted Fund | 18490.86 | 0.00 | ||
| 165562.21 | 148135.71 | |||
| £165,562.21 | £156,074.58 |
10th Romsey (Woodley and Crampmoor) Scout Group
Scout Association No. 34697 Registered Charity No. 302283
Notes to the Accounts at 31st March 2023
3. Section Accounts
| Sequoia Maple Mohican Sioux Sirl Crusoe Receipts Subscriptions 1608.00 2300.00 3065.00 1695.00 1385.00 1200.00 11253.00 Cub Camps 12675.00 2024.00 14699.00 Beaver Sleepover 221.00 221.00 District Cub Activities 624.00 236.00 860.00 Pulborough Scout Camp 80.00 75.00 155.00 District Winter Camp 385.00 140.00 525.00 County Beaver Camp 286.00 1165.00 1451.00 County Fright Night 620.00 620.00 Pantomime Tickets 350.00 308.00 602.00 406.00 1666.00 Cub Beetle Drive 408.00 18.00 426.00 Mayor's Picnic 535.90 535.90 District Night Activity 60.00 60.00 District Scout Council 50.00 300.00 350.00 Other 155.49 2.50 6.00 163.99 Transfers 899.24 -899.24 0.00 2244.00 3994.00 18735.39 4381.50 3055.24 575.76 32985.89 Payments Membership Fees 1312.15 1597.40 2053.80 1483.30 912.80 1369.20 8728.65 Cub Camps 13779.01 1840.00 15619.01 District Cub Activities 789.00 450.00 1239.00 Pulborough Scout Camp 60.00 60.00 120.00 District Winter Camp 385.00 140.00 525.00 County Beaver Camp 298.00 1262.00 1560.00 County Fright Night 652.00 652.00 Pantomime RAODS 365.40 332.40 592.20 428.40 1718.40 Transfers - Camp 405.00 405.00 Transfers - Beetle Drive 18.00 18.00 Transfers - Fright Night 20.00 20.00 Rifle Club event 45.00 25.00 70.00 Ferny Crofts 67.50 67.50 135.00 District Night Activity 60.00 60.00 Activity Costs 20.00 260.76 156.50 437.26 Meeting Night Expenses 354.04 218.81 1775.35 701.51 481.31 187.92 3718.94 Badges 135.55 466.35 46.55 84.29 70.91 45.27 848.92 2485.14 4137.72 19911.91 5498.00 1955.02 1887.39 35875.18 Surplus/Deficit -241.14 -143.72 -1176.52 -1116.50 1100.22 -1311.63 -2889.29 Bank and Cash Balances 1st April 2022 2316.30 1295.88 3490.07 1805.38 1307.98 1344.06 11559.67 31st March 2023 2075.16 1152.16 2313.55 688.88 2408.20 32.43 8670.38 Beaver Scout Colonies Cub Scout Packs Scout Troops Totals |
Beaver Scout Colonies | Beaver Scout Colonies | Cub Scout Packs | Cub Scout Packs | Scout Troops | Scout Troops | Totals |
|---|---|---|---|---|---|---|---|
| Sequoia | Maple | Mohican | Sioux | Sirl | Crusoe | ||
| 1608.00 2300.00 3065.00 1695.00 1385.00 1200.00 11253.00 12675.00 2024.00 14699.00 221.00 221.00 624.00 236.00 860.00 80.00 75.00 155.00 385.00 140.00 525.00 286.00 1165.00 1451.00 620.00 620.00 350.00 308.00 602.00 406.00 1666.00 408.00 18.00 426.00 535.90 535.90 60.00 60.00 50.00 300.00 350.00 155.49 2.50 6.00 163.99 899.24 -899.24 0.00 |
|||||||
| 2244.00 | 3994.00 | 18735.39 | 4381.50 | 3055.24 | 575.76 | 32985.89 | |
| 1312.15 1597.40 2053.80 1483.30 912.80 1369.20 8728.65 13779.01 1840.00 15619.01 789.00 450.00 1239.00 60.00 60.00 120.00 385.00 140.00 525.00 298.00 1262.00 1560.00 652.00 652.00 365.40 332.40 592.20 428.40 1718.40 405.00 405.00 18.00 18.00 20.00 20.00 45.00 25.00 70.00 67.50 67.50 135.00 60.00 60.00 20.00 260.76 156.50 437.26 354.04 218.81 1775.35 701.51 481.31 187.92 3718.94 135.55 466.35 46.55 84.29 70.91 45.27 848.92 |
|||||||
| 2485.14 | 4137.72 | 19911.91 | 5498.00 | 1955.02 | 1887.39 | 35875.18 | |
| 2075.16 | 1152.16 | 2313.55 | 688.88 | 2408.20 | 32.43 | 8670.38 |
Independent examiner’s report to the trustees of 10[th] Romsey (Woodley and Crampmoor) Scout Group
I report to the trustees on my examination of the accounts of the 10[th] Romsey (Woodley and Crampmoor) Scout Group
for the year ended 31[st] March 2023.
Responsibilities and basis of report
As the charity trustees of the 10[th] Romsey (Woodley and Crampmoor) Scout Group
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 10[th] Romsey (Woodley and Crampmoor) Scout Group 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 giving me cause to believe that in any material respect: accounting records were not kept in respect of the 10[th] Romsey (Woodley and Crampmoor) Scout Group
-
as required by section 130 of the Act; or
-
the accounts do not accord with those records; or
-
the accounts do 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.
Signed: Name: Cara Cox
Relevant professional qualification or membership of professional bodies (if any): F.C.C.A
Address: 10 Tench Way, Romsey, Hampshire SO51 7RX
Date: 16 October 2023