**Trustees Annual Report for 1[st] Harpenden Scout Group** For the Period: 01/01/21 to end date 31/12/21 ## **Reference and Administration Details** Charity name 1[st] Harpenden (Methodist) Scout Group Other names charity is known by 1[st] Harpenden Scout Group Registered Charity Number 302529 Charity’s Principal Address Granary Lane Scout Hut (off) Cowper Road Harpenden AL5 5NF Names of the Charity Trustees who manage the charity **----- Start of picture text -----**
Trustee Name Office (if any) Dates acted if not the whole year
Karen West Chairman
Claire Birch Treasurer 01/01/2021 – 31/10/2021
Claire Petevinos Secretary
Andrew Wrentmore Trustee, Group Scout Leader
(GSL)
Bridget Payne Trustee 01/01/2021 – 05/09/2021
Steve Cast Scout Section Leader
Alan Grace Trustee
Andrew Bartlet Treasurer 01/06/2021 – 31/12/2021
Jane Thomas Scout Secton Leader
Chris Smith Trustee 05/09/2021 – 31/12/2021
Professional Advisors
Type of Advisor Name Address
Independent Examiner Paul Hunt 16 Welbeck Rise, Harpenden, AL5 1SN
Bank NatWest 10 St Peter’s Street, St Albans AL1 3LY
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## **Structure, Governance and management** The Group's governing documents are those of 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. 1 The Group is managed by the Group Executive Commitee, 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 Commitee consists of 3 independent representatives; Chair, Treasurer and Secretary together with the Group Scout Leader, individual section leaders and parent’s representation and meets termly. This Group Executive Commitee exists to support the Group Scout Leader in meeting the responsibilities of the appointments and is responsible for: - The maintenance of Group property - The raising of funds and the administration of Group finance - The insurance of persons, property and equipment - Assisting in the recruitment of leaders and other adult support - Appointing any sub commitees that may be required - Appointing Group Administrators and Advisors other than those who are elected ## **Risk and Internal Control** 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 policy to ensure that insurable risks are covered. ## **Objectives and Activities** The objectives of the group are as a unit of the Scout Association. The Aim of The Scout Association is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potentials, as individuals, as responsible citizens and as members of their local national and international communities. The method of achieving the Aim of the Association is by providing an enjoyable and atractive scheme of progressive training, based on the Scout Promise and Law and guided by adult leadership. The leaders provide an enjoyable and atractive scheme of progressive training based on the Scout Promise and law, and guided by the Scout Association’s balanced programme. This method involves young people working in partnership with adults; enjoying what they are doing; participating in varied and progressive activities; working in groups; taking part in activities outdoors; sharing in prayer and worship; challenging themselves in a safe environment; and making and living out their Scout Promise. ## **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. 2 ## **Achievements and Performance** Each section organises various opportunities for the young people to experience new challenges. For much of the year, the Group was still restricted to outdoor, socially distanced activities due to the covid pandemic but our sections continued to run a full programme of activities following the balanced programme provided by the Scout Association. Here is a selection of events from our Beavers, Cubs and Scout sections: Farm visit, raft building, hedgehog sanctuary, Beaver activity day, bike hike, Cub olympics, backwoods cooking, axe skills, tent pitching, orienteering, chip shop challenge, 3-night summer camp, paddle boarding, pumpkin night, ice skating, Christmas party. Fundraising events were only possible once the pandemic restrictions were lifted; the enormous turn-out for our annual AGM with BBQ and Bonfire Night celebrations showed the continued commitment of our young people, Scouting volunteers and parents. We also began using our new outdoor shed; the result of years of fundraising, grants and dedication from our premises team. The shed provides storage space for kit and drying space for tents freeing up our hut for the regular sessions. ## **Financial Review** ## **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 Commitee considers that the group should hold a sum equivalent to 12 months running costs, circa £5,000. ## **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. ## **Declaration** The Trustees declare that they have approved the trustees’ report above. |Signatures|KMWest|S Nash| |---|---|---| |Full names|Karen West|Sam Nash| |Positon|Chairman|Treasurer| |Date: 21/10/22||| 3 **1st Harpen** ; Natwest Current Account Haarlem Funds (included in the amount above) Committed Funds (uncleared) Petty Cash Shed Total Cash Reserve Natwest Curr ## Income Subscriptions Fund Raising Donations Loan Activities Camp Summer Camp Gift Aid Miscellaneous Fleeces/T-shirts Hut Lettings Misc ## Expenditure Equipment Activities Badges Misc Training Admin County Subs Insurance (Premises) Electricity Hut Maint. Water rates Fund Rasing Expenses Sundries Camp Expenses Scout Summer Camp Covid Expenses Petty Cash ## **Net Cash Flow** Bank Balance - Brought Forward 31/12/20 ## **Bank Balance - Carried Forward** ## **Commited Funds** Unreconciled Income Uncleared Cheques /Payments **Cashbook Balance** Haarlem F Camp Funds Payments Net ## **Camp Balance Carried Forward** Waitrose Co-Op Harpenden Trust One Foundation Expenses ## **Shed Fundraising Balance - Carried Forward** **Uncomitted Funds** Error **nden Accounts Summary** ## **Year 2018** **----- Start of picture text -----**
Summary
2020 2021
25,908.29 31,728.98
0.00 -149.06
35.00 0.00
0.00 0.00
1,311.63 0.00
25,943.29 31,728.98
rent Account
£ 14,575.00
£ 4,420.59
£ 582.00
£ -
£ 4,708.84
£ 1,580.00
£ 4,650.00
£ 2,725.46
£ 18.10
£ -
£ -
£ -
£ 33,259.99
£ 1,867.02
£ 5,937.10
£ 972.57
£ -
£ 228.00
£ 313.05
£ 6,385.50
£ 1,254.06
£ 169.93
£ 3,575.85
£ 365.25
£ 525.43
£ -
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**----- Start of picture text -----**
£ 600.00
£ 5,178.71
£ 101.83
£ -
£ 27,474.30
£ 5,785.69
£ 25,908.29
Dec 01 £ 31,728.98
£ -
£ -
£ 31,728.98
undraising
£ -
-£ 149.06
-£ 149.06
-£ 149.06
Shed Fundraising
278.00
6,348.63
8,000.00
5,000.00
19626.63
0.00
£ 31,728.98
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0.300 Payment vs Fund Raising Lost Check - confirmed with Claire AB **Key** To be entered Calculated from sheets - -£ 1,228.26 Loss associated with Activities **----- Start of picture text -----**
portion of subs to fixed expenses £ 102.25
£ 101.09
Cash Reserve
£ 8,487.79 Min expected cash reserve level expected to
County subs
Insurance prem
Electric
Water
Admin (OSM etc.)
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|ofset
0|ofset
0| |---|---| ||0| |Expected - Bal|01/03/2022| |0.00|31,728.98| end of moth Balance 0 **Jan 03 31,728.98** 48.48 Noted Error 0.03 I be circa 7-8k approx one year of fixed costs 1 2 **Dec 01 Oct 31** **32,302.63 30,991.91** 1•t H• nd•n Accounts 02 Summa Naw CurTrnl Account Haarlem Funds Induaed In the arn￿nt Committed FurKI& C4sh -149.00 Shed 1 J11.83 2S.943.29 Toi41 Cash Ileae 31,728.98 t6eri Fund Rai fh)natior Loan Actmties £ 14,575.00 4.420.59 4,708 84 1.580 00 4.650 00 2.725.46 18.10 Surnmer Gift Aid Mwellaneo Fleecesif4hirt8 HLrt Lettin Misc t 332S9.99 Equwent ActNilie8 Ba&Jes Misc 1.867. 5.937.10 972.57 228 (A) 313.05 6,3￿.50 1.254 r 169 93 3.575.86 365.25 52543 min Coun Sut6 Inyjrance IPremM51 Electn HLrt Maint. Water rate5 Fun¢ Ra Sundfjes Camp Eyn5es Scout Summercam Covid E¥ Cash 600.th) 5,178.71 101.63 £ 27A7&30 N•tC*h Flu* £ I7￿ Balaneé. BW FO￿rd 31M2rJ) £ 25.KQ.29 £ 31.728.91 I hO￿￿min￿l tho forth•y ethy 31 Lwn a R•xrls•bl eAWL kn, LCIKA)