## Trustee’s Annual Report For the period from 1 August 2020 to end date 31 July 2021 ## Section A Reference and administration details **----- Start of picture text -----**
||| |---|---| |Charity name|1st Bishop's Stortford and Hockerill Scout Group| |Registered charity number|302616| |HQ registration number|1000995| |Charity’s principal address|The Scout Hut| |Heath Row| |Bishop’s Stortford| |CM23 5EN| **----- End of picture text -----**
Names of charity trustees who manage the charity ( _will be published in the Charity Register_ ) **----- Start of picture text -----**
Trustee name Office (if any) Dates acted if not for
whole period
1 Simon Carter Group Scout Leader
2 Helen Mepham Chair
3 Kate Richardson Treasurer
5 Diana Fatkullina Membership Secretary
6 Ian Brixton IT & Facilities
7 Nicola Whitaker to 16.01.21
8 Robert Westcott from 30.09.20
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## Section B Structure, governance, management **----- Start of picture text -----**
||| |---|---| |Governing|The Group's governing documents are the conveyance dated 11 February| |documents|1909 upon the trusts of the boy scouts association trust deed and those of| |the Scout Association, which 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| |How the charity|The Group is an unincorporated association established by declaration of| |is constituted|trust operating under rules common to all Scout Groups.| |Trustee selection|The Trustees are appointed in accordance with the Policy, Organisation| |methods|and Rules of The Scout Association.| **----- End of picture text -----**
1 |Executive
Committee
Risk and internal
control||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 members include the Chair, Treasurer and Secretary (who
must be independent, meaning they cannot be Leaders), and the Group
Scout Leader. Normally (but not exclusively), trustees are drawn from the
parents of the Group's young members. The Committee meets around
ten times a year. None of the trustees has any beneficial interest in the
charity.
This Committee exists to support the Group Scout Leader in meeting the
responsibilities of the appointments and is responsible for:
- maintenance of Group property;
- raising of funds and the administration of Group finance;
- insurance of persons, property and equipment;
- Group public occasions;
- assisting in the recruitment of Leaders and other adult support;
- appointing any sub committees that may be required;
- appointing Group administrators and advisers other than those who are
elected.| |---|---|---| |||| |||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 as follows.
Damage to the building, property and equipmentThe Group would
request the use of buildings, property and equipment from neighbouring
organisations such as the church, 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. The Group has carried out substantial
maintenance work on the Scout Hut this year, replacing the heating
system and outdoor lighting.
Injury to leaders, helpers, supporters and membersThe Group through
the membership fees contributes to the Scout Association's national
accident insurance policy. Risk Assessments are undertaken before all
activities, including more recently, those related to COVID19.
Reduced income from fund raisingThe Group is primarily reliant on
income from subscriptions, other member contributions and rental income
from the Scout Hut and Priory Wood. The Group does hold a reserve to
ensure the continuity of activities should there be a major reduction in
income. The Group was fortunate to receive government grants totalling
over £17,000, which the Group was very grateful to receive. This more
than compensated for the reduced rental income and additional expenses
associated with COVID19 precautions for face-to-face meetings.
Reduction or loss of leadersThe 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| 2 the Group as a whole, then there would have to be a contraction, consolidation or closure of a section or, in the worst-case scenario, the complete closure of the Group. Reduction or loss of members The Group provides activities for all young people aged 6 to 14. If there was a 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, or, in the worst-case scenario, the complete closure of the Group. The Group has a waiting list and has done for many years, so this risk is currently considered to be remote. Financial misconduct The Group has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss, these include two signatories for all payments and no self-approval of expenses. Personal data The Group maintains systems and procedures aimed at ensuring it protects the personal data it controls and uses personal data in compliance with data protection legislation. ## Section C Objectives and activities |Summary of the
objects of the
charity||The Purpose of ScoutingScouting 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 MethodScouting 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.| |---|---|---| **----- Start of picture text -----**
Summary of the The Group runs three Beaver Scout Colonies, three Cub Scout Packs and
main activities in three Scout Troops. They meet weekly, except for one Scout Troop, which
relation to these meets monthly. Other than suspending face-to-face meetings when
objects required because of COVID, with some sections continuing to meet via
Zoom, there has been no material change in these activities during the
year.
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3 |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. The trustees have paid due regard to
guidance issued by the Charity Commission in deciding what activities the
Group should undertake.| |---|---| ## Section D Achievements and erformance p |Summary of the
main
achievements of
the charity during
the year|● Ran more than 200 face-to-face training sessions and around 70 virtual
sessions for young people aged 6 to 14.
● Ran six camps/overnight activities for young people aged 6 to 14.
● Supported the provision of over 30 sessions for the linked Explorer
Scout unit (young people aged 14 to 18).
● Enabled over 214 young people to contribute to the local community, for
instance, our Inca and Aztec Scout Troop members raised over £1,800 for
the local foodbank and night shelter for the homeless.
● Ensured our facilities have been maintained in a safe and secure
manner, including replacing the flooring in our HQ Hut, repainting its
interior and replacing or repairing the doors on our outside store rooms.
We also installed our first compost toilet at the group’s Priory Wood
campsite.
● Supported 54 leaders, trustees and other adult volunteers.
●Let the Group's HQ Hut and Priory Wood facilities to other community
groups.| |---|---| |Section E|Financial review| |---|---| |The charity’s|It is the Group's policy that unrestricted funds that have not be designated| |policy on|for a specific use should be maintained at a level equivalent to three to six| |reserves|months' expenditure. The trustees consider that reserves at this level will
ensure that, if there is a significant drop in funding, they will be able to
continue the Group's current activities while consideration is given to ways
in which additional funds may be raised. This level of reserves has been
maintained through the year.| |Details of any|No fund of the Group's is materially in deficit| |funds materially|| |in deficit|| |(circumstances|| |plus steps to|| |eliminate)|| |Investment policy|The Group's Income and Expenditure is 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.| 4 **----- Start of picture text -----**
The Group Executive Committee 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 Committee considers the
cash flow requirements.
Brief statement The financial statements have been prepared in accordance with the
on preparation of Group's constitutional documents, the relevant policies and guidance of
financial The Scouting Association and the Charities Act 2011.
statements
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|Brief statement
on preparation of
financial
statements|The financial statements have been prepared in accordance with the
Group's constitutional documents, the relevant policies and guidance of
The Scouting Association and the Charities Act 2011.| |---|---| |Trustees'
responsibilities in
respect of
financial
statements and
accounting
records
Section F|| ||The trustees are responsible for preparing the Trustees' Report and the
financial statements in accordance with applicable law and United
Kingdom Accounting Standards (United Kingdom Generally Accepted
Accounting Practice).
The law applicable to charities in England and Wales requires the trustees
to prepare financial statements for each financial year which give a true
and fair view of the state of affairs of the Group and of the incoming
resources and application of resources of the Group for that year.
In preparing these financial statements, the trustees are required to:
- select suitable accounting policies and then apply them consistently;
- observe the methods and principles in the Charities SORP;
- make judgements and estimates that are reasonable and prudent;
- state whether applicable accounting standards have been followed,
subject to any material departures disclosed and explained in the financial
statements; and
- prepare the financial statements on the going concern basis unless it is
inappropriate to presume that the charity will continue in operation.
The trustees are responsible for keeping sufficient accounting records that
disclose with reasonable accuracy at any time the financial position of the
Group and enable them to ensure that the financial statements comply
with the Charities Act 2011, the Charity (Accounts and Reports)
Regulations 2008 and the provisions of the trust deed. They are also
responsible for safeguarding the assets of the Group and hence for taking
reasonable steps for the prevention and detection of fraud and other
irregularities.| ||Other optional information| Plans for future In the coming financial year, the Group will be completing the programme periods of replacement for some of the fencing around the boundary of its Priory Wood campsite and installing a second compost toilet at Priory Wood. The Group expects to be able to pay the associated costs from rental income and by applying for grants. However, the Group has sufficient reserves to cover these costs if required. This has been taken into consideration when deciding to proceed with these works. 5 ## Section G Declaration The trustees declare that they have approved the trustee’s report above. Signed on behalf of the charity’s trustees |igned on behalf of|the charity’s trustees| |---|---| |Signature|| |Name|Kate Richardson| |Position|Treasurer| |Date|| 6 1st Bishop's Stortford & Hockerill Scout Group Receipts and Payments Account Forth& year from 01 August 2020 to 31 July 2021 Receipts 31Mar19131Ju120 2020121 Unr8Strlcted funds Unrestrlctod funds Receipts Oonatlons, legacks and slmllar Income embership subscriptyons (net ofretund81 14,248 00 19.552.00 Less MembBrship subs4￿PtI￿S paid on 10,591.50 11,118. NelmErnber5hip 5ub5cripti￿5 ¢tsine 3.656.SO 8.434.00 OonèlloTrsliDduding ihose raised k*othFf ¢h&fIl￿>) 2,586.17 689.19 s.0￿.49 2.46804 (hh9Y $imilarincom 144 Sub toial I1,￿5.16 I1,7￿￿3 Grantg vwnmÈnicov104elated grani 17.40693 2.800 Sub totsi IWO 17MW3 FundrBlslng1gross} Parèntr¢a￿rCOntribU￿onSfQr 9x1ras9ci￿n mo¢ting a￿1vi￿9$ 2,$77 93 82S.50 Parènvcarércolltribuuonsfor camps 8ic.In8lof rèfunds) S,316 63 36.00 Q￿h￿lfi￿ndraiS1￿9 acti￿088 Sub total 8.004.56 Investmonl inmrne Intereslearned deposits hBld with finatbciryl Instittrtions 498.84 The ASs￿latIo￿ shOrtTe￿ I￿￿￿entserVIce FtCPBrty Rent Incorne Ihinng out HQ Hutand PTh)ryW(th 7,102.00 3.380.00 herinve51ment InCc￿Tre Sub total 7.eoo 5,796AI Total Gros$ I￿ome 39.n•.58 33.800.17 Asseiand Itwestrnent sales, et¢. Total r8eeipts 7W6 1st Bishop's Stortford & Hockerill Scout Group Receipts and Payments Account 01 August 2020 to 31 July 2021 Payments 2019131Ju120 2020121 Unr8Strlct8d funds Unr88trlctod tunds Payments ¢haritablg P4ymgnts Payin9 anlicipaled expenses Iroffl p￿V year 1,648 1,440 14.345.53 3.319.68 570 38 R$nt .932.00 960.00 1.832.26 1.027 30 1.26B.06 RgpaiY$and Rerwal$ 15.987.64 17.889.04 MatèTrals alld 8quipM8nl 1.408.75 IT IOSMsubscriptions. w8bsits hostlw 8tc.l and almin Iprinting. posiage etc. Unrforms 585.06 490.11 288.37 526.40 AGM alld trusts8 8KP8ns8S 125.00 Balges étc. 2,068.69 dotbalioTr8of lunds raiséd (Bishop's SortFord Food Bank. Hcty 400.00 Bankand payrnénl Igocardlèsslchargés 766.96 858 99 43.462.72 Fundraising expenses SpBfiic projectf￿TrdraISlTr￿ costs (￿he[ ￿ndraiSIngC0Sts .00 Sub total 96 96 Total Gross Expendltu 43.556.72 3ffj7B7.31 set and investment purchases, etc. Totalpayments 43.558.72 30.7B7J1 Net of receipts/(p8ymentsJ Cash fund5 last year end Cash funds this yearend 17 .17 Statement of assets and liabilities at the end of the year 2019131Ju120 2020121 Unrestrlcted funds Unrestrlcted funds Ca$h funds BaTrkcU￿ernlaTrd rnembetship accourts 19.96Z.87 22.559.22 BaTrkdeposit accw 50.9W.30 The sc(￿rt A$S￿abD￿ ShDrtTerm lTrvestrrbBntSeNce CashlFloats Totsl cash funds 7OW.17 73,87&03 Olh8r monetsry asset8 Oebt5 due rtDm the cDunty1Are￿DlsInGvtsrOup unc011￿Led rentfrom Hutand PrioryWoDd 66600 Ci8dit&for s￿￿1c8S nolus8d1é9 b8caus8 ofCOVID19 300 3￿00 Sub total Inv&8tm8nt assets lThherinvesknents- detail Sub total Non tnonetary a5set5 for charity'5 Own Use ge stock 200 2th).00 ShDP sIoGk (Xher3tDck sc￿tIng 8quipmoffll. turnitur8 Olh9r199 IT gqvlw*nii Sub total 279.19 Accounts not yet paid Ypenses InCU￿d not Invoiced 238.27 s￿bSc￿ptIC￿s not yet pa Loan- d8ts11 Olh8f IiabiliU8s CoVIE￿lalad r&funds noty8lfflad8 orcr8dits ot yet ￿5￿. charitablethnations notyetmadel Sub ￿al 1WO.00 The above receipts and payments account and statement of assets and liabilities were approved by the Truste8s on 8 March 2022 Ith8 date ol the Ex8cutlve Commltt80 m8etlng that approved th8 accounts) and signed on their behall by nalu Print Helen Meph£m Kale Richardson Treasurer Independent Examiner's report to the trustees of 1 st Bishop's Stortford and Hockerill Scout Group I report to the trustees on my examination of the accounts of the 1 st Bishop's Stortford and Hockerill Scout Group for the year ended 31 July 2021. As the charity trustees of the1 st 8ishop's Slortford and Hockerill Scout Group, you are responsible for the preparab'on of the accounts in accordance with the requirements of the Charities Act 2011 (the Acl). I report in respect of my examination of the 1 st Bishop's Stortford and Hockerill Scout Group accounts carried out under section 145 ofthe 2011 Act and in carying out my examination I have lollowed all the applicable Directions given by the Charity Commission under section 145{5)(b) of the ACL 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 1 st Bishop's Stortford and Ho¢kerill Scout Group as ￿qUired by section 130 of the Act- or the accounts do not accord with those records. I have no concems and have come across no other matters in connection wth the examination lo which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Signature Name Francky Wlliams, Extra Help at Hand Limited Position Independent Examiner Date Address 21 Manor Links, Bishop's Stortford CM23 5RA