Trustee’s Annual Report
For the period from 1 August 2022 to end date 31 July 2023
Section A Reference and administration details
| Charity name Registered charity number HQ registration number Charity’s principal address |
1st Bishop's Stortford and Hockerill Scout Group |
|---|---|
| 302616 | |
| 1000995 | |
| The Scout Hut Heath Row Bishop’s Stortford CM23 5EN |
Names of charity trustees who manage the charity ( will be published in the Charity Register )
| 1 2 3 4 5 6 7 |
Trustee name | Office (if any) | Dated acted if not for wholeperiod to 31.03.23 from 11.09.22 from 01.03.23 |
|---|---|---|---|
| Simon Carter | GroupScout Leader | ||
| Helen Mepham | Chair | ||
| Kate Richardson | Treasurer | ||
| Diana Fatkullina | MembershipSecretary | ||
| Ed Perkins | |||
| Robert Westcott | |||
| Martin Carter |
Section B Structure, governance, management
| Governing documents How the charity is constituted Trustee selection methods Executive Committee |
The Group's governing documents are the conveyance dated 11 February 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 |
|---|---|
| The Group is an unincorporated association established by declaration of trust operating under rules common to all Scout Groups. |
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| The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association. |
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| 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 |
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| Risk and internal control |
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. |
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| 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. 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. 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. Having experienced a dip income year last year, and in anticipation of increased energy costs for the Scout Hut during the winter period, the Group chose not to undertake any major capital expenditure in this financial year but continued with routine maintenance and, using a grant, replaced some of its camping equipment. 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 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 membersThe 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, |
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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 Summary of the main activities in relation to these objects Public benefit statement |
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. |
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| The Group runs three Beaver Scout Colonies, three Cub Scout Packs and three Scout Troops and new this year, one Squirrel Dray. They meet weekly, except for one Scout Troop, which meets monthly. The Group’s activities this year involved the regular section meetings with indoor and outdoor activities, some of which were themed to link with the year’s events, such as the King’s Coronation and the World Scout Jamboree in Korea. Most sections did at least one overnight camp during the year. Because of its newness, the Squirrels Dray did not, and because of more- than-usual changes in their Leader teams, two of the Beaver Colonies and one of the Scout Troops did not. |
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| 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. |
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Section D Achievements and erformance p
| Summary of the main achievements of the charity during the year Section E |
● Ran more than 300 face-to-face training sessions for young people aged 4 to 14. ● Ran six camps/overnight activities for young people aged 6 to 14. ● Supported the provision of over 35 sessions for the linked Explorer Scout unit (young people aged 14 to 18). ● ● Ensured our facilities have been maintained in a safe and secure manner. ● Supported over 50adult volunteers. ●Let the Group's HQ Hut and Priory Wood facilities to other community groups. |
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| The charity’s policy on reserves Details of any funds materially in deficit (circumstances plus steps to eliminate) Investment policy Brief statement on preparation of financial statements Trustees' responsibilities in respect of financial statements and accounting records |
It is the Group's policy that unrestricted funds that have not be designated for a specific use should be maintained at a level equivalent to three to six 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. No fund of the Group's is materially in deficit The Group has adopted a low-risk strategy to the investment of its funds. All funds are held in cash using only banks. The Group Executive Committee regularly monitors the levels of bank balances and the interest rates received to ensure the group obtains 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. 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. 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 |
| 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 |
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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:
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select suitable accounting policies and then apply them consistently;
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observe the methods and principles in the Charities SORP;
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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
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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.
Section F Other o tional information p
Plans for future In the coming financial year, as the Group’s income has been closer to periods normal levels in this financial year, the Trustees may undertake some capital repairs, such as renewal of the remaining sections of the perimeter fencing at Priory Wood and will also review whether, in light of increased energy costs, the hire fees for the Scout Hut should be increased further.
Section G Declaration
The trustees declare that they have approved the trustee’s report above.
Signed on behalf of the charity’s trustees
Signature Name Kate Richardson Position Treasurer during YE 31 July 2023 and acting Chair from 1 April 2023 Date 20 May 2024
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1st Bishop's Stortford & Hockerill Scout Group Receipts and Payments Account
| Year start date | Year start date | Year end date | ||
|---|---|---|---|---|
| For the year from | 01 August 2022 | to | 31 July 2023 | |
| Receipts | ||||
| Receipts | 2021/22 Unrestricted funds £ 20,127.00 - 11,536.00 8,591.00 2,185.20 - - - 10,776.20 - - - 808.00 6,207.50 - 7,015.50 188.87 - 4,980.00 - 5,168.87 22,960.57 - 22,960.57 |
2022/23 Unrestricted funds £ |
||
| Donations, legacies and similar income | ||||
| Membership subscriptions (net of refunds) Less:Membership subscriptions paid on (National/County/Area/District) Net membership subscriptions retained |
20,127.00 | 20,186.00 | ||
| - 11,536.00 | - 12,432.00 | |||
| 8,591.00 | 7,754.00 | |||
| Donations (including those raised for other charities) | 2,185.20 | 129.55 | ||
| Legacies | - | - | ||
| Gift Aid | - | 8,289.36 | ||
| Other similar income | - | - | ||
| Sub total | 10,776.20 | 16,172.91 | ||
| Grants | ||||
| Government COVID-related grant | - | - | ||
| Other grants Sub total |
- | 3,011.19 | ||
| - | 3,011.19 | |||
| Fundraising (gross) | ||||
| Parent/carer contributions for extra section meeting activities (net of refunds) Parent/carer contributions for camps etc.(net of refunds) |
808.00 | 1,079.00 | ||
| 6,207.50 | 7,396.50 | |||
| Other fundraising activities | - | - | ||
| Sub total | 7,015.50 | 8,475.50 | ||
| Investment income | ||||
| Interest earned on deposits held with financial institutions | 188.87 | 366.71 | ||
| The Scout Association Short Term Investment Service | - | - | ||
| Property Rent income (hiring out HQ Hut and Priory Wood) | 4,980.00 | 6,489.50 | ||
| Other investment income | - | - | ||
| Sub total | 5,168.87 | 6,856.21 | ||
| Total Gross Income Asset and investment sales, etc. Total receipts |
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| 34,515.81 | ||||
| - | ||||
| 22,960.57 | 34,515.81 |
1 LT700002 (1st January 2017)
1st Bishop's Stortford & Hockerill Scout Group Receipts and Payments Account
| Year start date | Year start date | Year end date | ||
|---|---|---|---|---|
| 01 August 2022 | to | 31 July 2023 | ||
| Payments | ||||
| Payments | 2021/22 Unrestricted funds £ 238 11,541.24 230.20 960.00 2,054.10 1,371.07 15,313.11 330.54 445.02 402.67 1,224.30 1,153.72 2,008.70 995.33 38,268.27 209 - 209.01 38,477.28 - 38,477.28 - 15,516.71 73,876.02 58,359.31 |
2022/23 Unrestricted funds £ |
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| Charitable Payments | ||||
| Paying anticipated expenses from prev year | 238 | - | ||
| Youth programme and activities (Iincluding camps) | 11,541.24 | 12,782.16 | ||
| Adult support, training, incl. thank you gifts | 230.20 | 201.37 | ||
| Rent | 960.00 | 960.00 | ||
| Utilities (wate, sewerage,electricity, gas, wifi) | 2,054.10 | 2,226.37 | ||
| Insurance | 1,371.07 | 1,461.02 | ||
| Repairs and Renewals | 15,313.11 | 2,592.73 | ||
| Materials and equipment | 330.54 | 1,151.16 | ||
| IT (OSM subscriptions, website hosting etc.) and admin (printing, postage etc. |
445.02 | 600.83 | ||
| Uniforms | 402.67 | 900.45 | ||
| AGM, trustee and other misc. expenses (if any) | 1,224.30 | 807.51 | ||
| Badges etc. | 1,153.72 | 1,647.48 | ||
| Other donations of funds raised (Holy Trinity night shelter, Guide Dogs, Scout World Jamboree) |
2,008.70 | - | ||
| Bank and payment servicer (gocardless. OSM) charges | 995.33 | 980.26 | ||
| 38,268.27 | 26,311.34 | |||
| Fundraising expenses | ||||
| Spefiic project fundraising costs | 209 | - | ||
| Other fundraising costs | - | - | ||
| Sub total | 209.01 | - | ||
| Total Gross Expenditure Asset and investment purchases, etc. Total payments Net of receipts/(payments) Cash funds last year end Cash funds this year end |
||||
| 26,311.34 | ||||
| - | ||||
| 26,311.34 | ||||
| - 15,516.71 | 8,204.47 | |||
| 73,876.02 | 58,359.31 | |||
| 58,359.31 | 66,563.78 |
2 LT700002 (1st January 2017)
| Statement of assets and liabilities at the end of the year | Statement of assets and liabilities at the end of the year | |
|---|---|---|
| 2021/22 Unrestricted funds £ Cash funds Bank current account 6,854.87 Bank deposit account 51,504.44 The Scout Association Short Term Investment Service - Cash/Floats - Total cash funds 58,359.31 Other monetary assets Tax claim 4,239 Debts due from the County/Area/District/Group - Uncollected rent from Hut and Priory Wood 416 Credits for services not used (eg because of COVID19) - Parental contributions due but not credited to bank a/c before YE 110 Sub total 4,765.46 Investment assets Investment property - detail - Quoted investments - Other investments - detail - Sub total - Non monetary assets for charity's own use Badge stock 200.00 Shop stock - Other stock - Land and buildings - Motor vehicles - Scouting equipment, furniture etc - Other (eg IT equipment) - Sub total 200.00 Liabilities Accounts not yet paid - Expenses incurred but not invoiced - Subscriptions not yet paid - Loan - detail - Other liabilities (eg refunds not yet made or credits not yet used, charitable donations not yet made) - Sub total - |
2022/23 Unrestricted funds £ |
|
| Cash funds | ||
| Bank current account | 6,854.87 | 14,722.21 |
| Bank deposit account | 51,504.44 | 51,841.57 |
| The Scout Association Short Term Investment Service | - | - |
| Cash/Floats | - | - |
| Total cash funds | 58,359.31 | 66,563.78 |
| Other monetary assets | ||
| Tax claim | 4,239 | - |
| Debts due from the County/Area/District/Group | - | - |
| Uncollected rent from Hut and Priory Wood | 416 | - |
| Credits for services not used (eg because of COVID19) | - | - |
| Parental contributions due but not credited to bank a/c before YE | 110 | - |
| Sub total | 4,765.46 | - |
| Investment assets | ||
| Investment property - detail | - | - |
| Quoted investments | - | - |
| Other investments - detail | - | - |
| Sub total | - | - |
| Non monetary assets for charity's own use | ||
| Badge stock | 200.00 | 200.00 |
| Shop stock | - | - |
| Other stock | - | - |
| Land and buildings | - | - |
| Motor vehicles | - | - |
| Scouting equipment, furniture etc | - | - |
| Other (eg IT equipment) | - | - |
| Sub total | 200.00 | 200.00 |
| Liabilities | ||
| Accounts not yet paid | - | - |
| Expenses incurred but not invoiced | - | 1,478.23 |
| Subscriptions not yet paid | - | - |
| Loan - detail | - | - |
| Other liabilities (eg refunds not yet made or credits not yet used, charitable donations not yet made) |
- | 60 |
| Sub total | - | 1,538.23 |
The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 20 May 2024 (date of the Executive Committee meeting that approved the accounts) and signed on their behalf by
Signature Print Name Ed Perkins - Chair Kate Richardson - Treasurer during YE 31 July 2023
3 LT700002 (1st January 2017)
Independent Examinerfs 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 1st BFsh(p's Stortford and Hockerill Scout Group for the year ended 31st July 2023 and the financial period starting on 1 August 2022 and ending on 31 Juty 2023. As the charity trustees of the1st Bishop's Stortford and Hockerill Scout Group, you are responsible for the preparation of the accounts in accor(lance wth the requirements of the Charitses Act 2011 (the Act). I report in respect of my examination of the 1st Bishop's Stortford arKI Hockerill Scout Group accounts carricd out under s¢ction 145 of the 2011 Act and in carying out my •xgmination I have followed all the appIlble Directions given by the Charty Commission under section 145(5)(b) of the Act. I have completed my examination. I confimi that no material matters have come to my attention in connection with the examination giving me cause to believe that in any matsrial respect: accounting records were not kept in respect of the 1st Bishop's Stortford and Hockerill Scout Group as required by section 130 of the Act: or the accounts do not accord with those records. I have no concems and have c(Nne across no olher matters in connection with the examination to which attention should be drawn in this repjrt in order to enable a proper understanding of the accounts to be reached. snature Name Francky Wlliams. Extra Help at Hand Limited Positson Independent Examiner Date 12015r24 Add$ . 21 Manor Links, Bishops Stortfor(l. Herts CM23 SRA