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**
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124 Moffats Lane
Brookmans Park
Herts
Postcode
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L
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W||||||| ||124 Moffats Lane||||||| ||Brookmans Park||||||| ||Herts||||||| ||Postcode|A|L|9|7|R|W| Names of the charity trustees who manage the charity |1
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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|| ||||| ||||| ||||| ||||| ||||| 1 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;| |---|---| 2 DocuSign Envelope ID: 69D57877-2175-407B-B832-C7F8EF9BFD86 ||||| |---|---|---|---| |**Section B**|**Structure, governance and management(continued)**||| ||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 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.||| 3 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.| |---|---| 4 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) 5 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 6 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