2022-03-31-accounts - 5th Potters Bar Scout Group

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

DocuSign Envelope ID: 69D57877-2175-407B-B832-C7F8EF9BFD86

Trustees' Annual Report

For the period

From (start date) 0 1 0 4 2 1 to end date 3 1 0 3 2 2

Section A	Reference and administration details	Reference and administration details	Reference and administration details	Reference and administration details	Reference and administration details	Reference and administration details	Reference and administration details
Charity name Other names the charity is known by Registered charity number (if any) Charity’s principal address	5th Potters Bar Scout Group 3 0 2 5 6 0 124 Moffats Lane Brookmans Park Herts Postcode A L 9 7 R W
	124 Moffats Lane
	Brookmans Park
	Herts
	Postcode	A	L	9	7	R	W

Names of the charity trustees who manage the charity

1 2 3 4 5 6 7 8 9 10 11 15 16 17 18 19	Trustee Name	Office (if any)	Dates acted if not for whole year
	Martin Adams	Chair
	Alex Miller	Committee member
	Chris Brunning	Acting Group Scout Leader/ Scout Leader
	David Sanderson	GroupTreasurer
	Michelle Pendrell-Smith	Assistant Cub Leader
	Alison Young	Committee member
	James Sanderson	Assistant Group Scout Leader
	Nicki Durrant	Committee member
	Mark Trollop	Committee member
	Dan Thomas	GroupSecretary
	Phil Day	Committee member

DocuSign Envelope ID: 69D57877-2175-407B-B832-C7F8EF9BFD86

Section A

Reference and administration details (continued)

Names and addresses of advisers (optional information but encouraged as best practice)

	Type of advisor		Name	Address





	Section B		Structure, governance and management
	Description of the charity’s trusts How the charity is constituted (e.g. trust, association, company) Trustee selection methods (e.g. appointed by, elected by) Type of governing document (e.g. trust deed, constitution)
			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.

			The Group is a trust established under its rules which are common to all Scout Groups.

			The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association.

Additional governance issues (optional information but encouraged as best practice)

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
You may choose to include
additional information, where
relevant, about:

This Group Executive Committee exists to support the Group
Scout
Leader
in
meeting
the
responsibilities
of
the
appointments and is responsible for:
Appointing Group Administrators and Advisors other than those
who are elected.
The raising of funds and the administration of Group finance;
The insurance of persons, property and equipment;
Group public occasions;
The Group is managed by the Group Executive Committee, 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 Committee consists of independent representatives, Chair,
Treasurer
and
Secretary together
with
the
Group
Scout
Leaders, individual section leaders (where they have elected to
serve) and parent representatives and meets every 2 to 3
months.
The maintenance of Group property;
Assisting in the recruitment of leaders and other adult support;
Appointing any sub committees that may be required;

DocuSign Envelope ID: 69D57877-2175-407B-B832-C7F8EF9BFD86


Section B	Structure, governance and management(continued)
	The group has in place systems ofinternal controls that are designed to provide reasonable assurance against material mismanagement or loss, these include 2 signatories for all payments and comprehensive insurance policies to ensure that insurable risks are covered. Risk and Internal Control Injury to leaders, helpers, supporters and members.The Group through the capitation fees contributes to the Scout Association's national personal accident and medical insurance policy. We also arrange our own Personal Accident Insurance for Leaders and Adults, and non-member children. Risk Assessments are undertaken before all activities. Reduction or loss of Leaders. The Group is completely reliant upon volunteers to run and administer its activities. 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 be a contraction, consolidation or closure of a section. In such a situation, the Group would take all necessary steps to attempt to return the Group to the status quo. Reduced income from fund raising and/or Rent. The Group is reliant upon income from fundraising and Rent. 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 level of subscriptions, either temporarily or permanently, if so required. 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. The main areas of concern that have been identified are: Significant reduction or loss of members. The Group provides activities for all local young people aged 6 to 18. If there was a significant reduction in membership in a particular section or the Group as whole then there would have to be a contraction, consolidation or closure of a section. In such a situation, the Group would take all necessary steps to attempt to return the Group to the status quo. Damage to the building, property and equipment. The Group would request the use of buildings, property and equipment from neighbouring organisations such as local churches, community centres and other Scout Groups. The Group has sufficient buildings and contents insurance in place to mitigate against permanent loss.

DocuSign Envelope ID: 69D57877-2175-407B-B832-C7F8EF9BFD86

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.
	Regular weekly meetings during the school term time for Beavers, Cubs and Scouts, plus plenty of outdoor activities including, camping, hiking, cooking, canoeing, rafting, climbing, caving, cycling, and sports. All Leaders and Executive Committee members are unpaid volunteers.

Additional details of the objectives and activities

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.

DocuSign Envelope ID: 69D57877-2175-407B-B832-C7F8EF9BFD86

Section D	Achievements and performance
Summary of the main achievements of the charity during the year
	Membership levels are good and we continue to offer many exciting activities and opportunities to our members. We continue to train younger leaders within the Group as many of our leaders are in their mid 50's and 60's and the Group needs to plan for the future. We have secured new Nursery tenants for our building, with whom we have been working closely to carry out significant works to the compound. The Group is very much encouraged by the excellent relationship we have with our new tenants.

Section E	Financial Review
Quantify and explain any designations Details of any funds materially in deficit (circumstances plus steps to eliminate) Brief statement of the charity’s policy on reserves
	Reserves Policy
	The Group held reserves of approximately £27,000 at year end, which the Executive Committee considers to be entirely reasonable given the following matters: current uncertainties arising out global affairs, the eventual renewal of both minibuses to meet current emissions standards and the cost of energy. 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 6 months' operating costs, circa £10,000 as the minimum reserve.

Further financial review details (optional information)

DocuSign Envelope ID: 69D57877-2175-407B-B832-C7F8EF9BFD86

Investment Policy
• the charity’s principal sources of funds (including any fundraising);	The Group's main sources of income are subscription fees, rental income from third party users of our leasehold premises and fundraising on an ad hoc basis. The Group's Income and Expenditure is relatively small and as a consequence, the Group does not have sufficient funds to invest in longer-term investments such as stocks and shares. The Group has therefore adopted a low-risk strategy to the investment of its funds. All funds are held in cash using only mainstream banks or building societies (or The Scout Association's Short Term Investment Service).
• investment policy and objectives • how expenditure has supported the key objectives of the charity;
	The main expenditure has been on maintaining and repairing our leasehold premises, where the majority of meetings of the Scout Group are held, plus the vehicles and trailers owned by the Group. The Headquarters is also used by two of the local Guide and Brownie Units and the local Explorer Scout Unit, in addition to rent-generating third party users of the premises.

	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.

Section F	Other Optional Information
Plans for future periods (details of any significant activities planned to achieve them)

Section G Declaration

The trustees declare that they have approved the trustees’ report above

Signed on behalf of the charity’s trustees

Signature(s) Full name(s) Position (eg Secretary, Chair)

	Martin Adams	David Sanderson

	Chairman	Treasurer

Date 26 September 2022

DocuSign Envelope ID: 69D57877-2175-407B-B832-C7F8EF9BFD86

5th POTTERS BAR SCOUT GROUP

RECEIPTS & PAYMENTS ACCOUNT SUMMARY FOR THE YEAR ENDED 31ST MARCH 2022

Total receipts for the yea Total payments for the yea Surplus/(Deficit) for the yea RECEIPTS FOR THE YEAR ENDED Membership Subscriptions received Membership Subscriptions refunded Membership Subscriptions paid Bank Interest Building Society Interest Scout Association Loan Tax refund from Covenants Activities Scout Camps Fundraising Fundraising (mini-bus fund) Misc Refund Insurance claim Use of Minibus Donations Rent Grants Sundry receipts (t-shirts, sale of old minibuses etc) TOTAL RECEIPTS FOR THE YEAR PAYMENTS FOR THE YEAR ENDED Rent Water Electricity Broadband Insurance Repairs & Renewals New Building costs Donations and Grants Activities Scout Camps Fundraising Expenses Purchases( mini-bus fund ) Loan Repayment Training Misc expenses (website/computer costs/other) Bank charges Purchase of Capital Equipment Minibus expenses Purchase of Badges & T shirts TOTAL PAYMENTS FOR THE YEAR STATEMENT OF ASSETS (& LIABILITIES) AT Cash Nat West Bank Account - 13152343 Nat West Bank Account - 13618377 Unpresented cheques Uncleared cheques/debits Uncleared credits TOTAL Surplus for year Surplus brought forward TOTAL	31/03/2022 31/03/2021 r £33,867.23 £17,626.46 r £23,108.81 £23,450.40
	r £10,758.42 -£5,823.94
	31/03/2022 31/03/2021 £3,109.27 £3,898.02 - - £3,009.00 £3,286.00
	£100.27 £612.02 - - - - - - - - £2,615.46 £100.00 £6,991.33 £1,858.36 £13.67 £320.44 - - - - - - £1,536.11 £490.00 £85.00 - £19,001.75 £10,959.64 - - £514.64 -
	£30,858.23 £14,340.46
	31/03/2022 31/03/2021 £346.16 £2,485.36 £224.98 £542.61 £3,177.21 £1,998.52 £324.87 £299.88 £1,724.18 £1,682.50 £3,207.39 £5,441.68 - - £75.00 £135.00 £3,446.75 £366.51 £5,027.31 £4,080.14 - - - - - - - - £531.92 £341.30 - - £184.84 £535.66 £4,375.20 £4,889.62 £463.00 £651.62
	£23,108.81 £23,450.40
	31/03/2022 31/03/2021 - - £27,556.28 £21,917.12 £1,986.76 £22.74 -£100.32 -£142.81 - -£103.75 - -
	£29,442.72 £21,693.30
	£10,758.42 -£5,823.94 £22,734.78 £28,558.72
	£33,493.20 £22,734.78

Independent examiners report to members of the 5th Potters Bar Scout Group

I report that I have examined, without carrying out an audit, the books vouchers and records of the 5th Potters Bar Scout Group and that the receipts and payments and particulars of the assets and liabilities as at the 31st March 2022 are in accordance therewith and I have verified the cash and bank balances.

Roger Moore MBE Date 18 September 2022

The above accounts summary was presented to the Group Scout Council at the AGM held on the 30th September 2022. Approved by the Trustees and signed on their behalf by

David Martin Adams - Sanderson - Chairman Treasurer 26 September 2022 26 September 2022