2024-03-31-accounts - 3rd Dartford Scout Group

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Trustees' Annual Report

For the period

From (start date) 0 1 0 4 2 3 to end date 3 1 0 3 2 4 Section A Reference and administration details Charity name 3rd Dartford Scout Group Other names the charity is known by Registered charity number (if any) 3 0 3 3 6 9 HQ registration number Charity’s principal address Lutonia Hall Broomhill Road Dartford, Kent Postcode D A 1 3 L Y

Names of the charity trustees who manage the charity

(These will be published in the annual report of the charity and the Charity Register if reporting for a Registered Charity with a charity regulator)

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15	Michael Wigley Lynne Villiers Terence Dance Group Lead Volunteer Trustee Name Barry Simcock Jannett Chalis Amy Parkinson Matthew Parkinson Dates acted if not for whole year Office (if any) Gemma Villiers Leigh Villiers Andrew Mclean Edward Fensome Emily Gibson Chair Treasurer

Names and addresses of advisers (optional information but encouraged as best practice) (These will be published in the annual report of the charity)

Type of advisor Name Address

1 LT700001 (14 September 2024)

Section B Structure, governance and management

Description of the charity’s trusts Type of governing document 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. (e.g. trust deed, constitution) How the charity is constituted The Group is a trust established under its rules which are common to all Scouts. (e.g. trust, association, company) Trustee selection methods The Trustees are appointed in accordance with the Policy, (e.g. appointed by, elected by) Organisation and Rules of The Scout Association.

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

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

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

The Group is managed by the Group Trustee Board, 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 Trustee Board consists of the Chair, Treasurer and 12 Trustees (including 3 Ex Officio Trustees) and meets every 4 months. Members of the Trustee Board complete Being a Scouts Trustee learning within the first 6 months of joining the Board.

This Group Trustee Board exists to make sure the charity is well-managed, risks are assessed and mitigated, buildings and equipment are in good working order, and everyone follows legal requirements and the organisation's policies and rules. Their support helps other volunteers run highquality and safe programmes that gives young people skills for life.

2 LT700001 (14 September 2024)

Section B

Structure, governance and management (continued) Risk and Internal Control The Group Trustee Board 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: Damage to the building, property and equipment. The 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 members. The Group through the capitation fees contributes to the Scout Associations national accident insurance policy. Risk Assessments are undertaken before all activities. Reduced income from fund raising. The Group is primarily reliant upon income from subscriptions and fundraising. The group does hold a reserve to ensure the continuity of activities should there be a major reduction in income. The Board could raise the value of subscriptions to increase the income to the group on an ongoing basis, either temporarily or permanently.

Reduction or loss of leaders. The 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. 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 4 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. In the worst case scenario the complete closure of the Group.

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 policies to ensure that insurable risks are covered.

3 LT700001 (14 September 2024)

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Section C Objectives and activities
The Purpose of Scouting
Summary of the objects of the charity set Scouting exists to actively engage and support young people
out in its governing document 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.
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Summary of the main activities in relation to these objects

Additional details of the objectives and activities (optional information but encouraged as best practice)

You may choose to include further statements, where relevant, about:

policy on grantmaking;
contribution made by volunteers;
policy on investments.

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.

Section D

Achievements and performance

4 LT700001 (14 September 2024)

Summary of the main achievements of the charity during the year

Section E Financial Review Brief statement of the charity’s policy on reserves 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 Trustee Board considers that the group should hold a sum equivalent to 3 months running costs, circa £3000. The Group held reserves of approximately £40000 against this at year end. This is above the level/below required for operating expenses. However this can be explained by future camp

Quantify and explain any designations

Details of any funds materially in deficit (circumstances plus steps to eliminate) Further financial review details (optional information)

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

• the charity’s principal sources of funds (including any fundraising);

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.

5 LT700001 (14 September 2024)

how expenditure has supported the key The Group Trustee Board regularly monitors the levels of
objectives of the charity; 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 Group Trustee Board considers the cash flow requirements.
investment policy and objectives;

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) Michael Wigley Full name(s) Michael Wigley Position (eg Secretary, Chair) Chair Date 0 1 0 4 2 4

6 LT700001 (14 September 2024)

3rd Dartford Scout Group

Receipts and Payments Account

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Year start date Year end date
For the year T
01-Apr-23 31-Mar-24
from o
Receipts and payments
31-Mar-23 31-Mar-24
Unrestricted
Unrestricted fund
funds
£ £
Receipts
Donations, legacies and similar income
Membership subscriptions 10,865.41 11,870.96
Less:Membership subscriptions paid on (National/County/Area/District) 5,296.50 5,982.00
Net membership subscriptions retained 5,568.91 5,888.96
Donations 5.00 2,030.00
Gift Aid 0.00 0.00
Sub total 5,573.91 7,918.96
Grants
Maintenenace grants 0.00 0.00
Other grants 2,300.00 5,785.00
Sub total 2,300.00 5,785.00
Fundraising (gross)
Sectional activities (camps) 19,733.26 49,904.38
Other fundraising activities 336.60 3,626.75
Miscellaneous Income 50.99 107.51
Sub total 20,120.85 53,638.64
Investment income
Bank interest 141.90 227.96
The Scout Association Short Term Investment Service 0.00 0.00
Hall Use 9,467.89 10,370.34
Sub total 9,609.79 10,598.30
Total Gross Income 37,604.55 77,940.90
Asset and investment sales, etc. 0.00 0.00
Total receipts 37,604.55 77,940.90
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3rd Dartford Scout Group Receipts and Payments Account

Year start date

Year end date

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For the year T
01-Apr-23 31-Mar-24
from o
Receipts and payments
31-Mar-23 31-Mar-24
Unrestricted
Unrestricted fund
funds
£ £
Payments
Charitable Payments
Youth programme and activities 20,672.43 45,150.40
Utility payments 1,486.63 2,156.73
Insurance 1,839.24 3,101.20
Repairs and Renewals 8,437.50 1,830.85
Materials and equipment 484.87 607.56
Printing and photocopying 0.00 0.00
AGM and trustee expenses 0.00 77.68
Other Miscellaneous costs 101.99 126.30
Vehicle 0.00 0.00
Sub total 33,022.66 53,050.72
Cash/Float Payments
Petty Cash float 0.00 0.00
Sub total 0.00 0.00
Total Gross Expenditure 33,022.66 53,050.72
Asset and investment purchases, etc. 0.00 0.00
Total payments 33,022.66 53,050.72
Net of receipts/(payments) 4,581.89 24,890.18
Cash funds last year end
95,165.18 99,747.07
Cash funds this year end 99,747.07 124,637.25
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Statement of assets and liabilities at the end of the year

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31-Mar-23 31-Mar-24
Unrestricted Unrestricted
funds funds
£ £
Cash funds
Bank current account 99,747.07 124,637.25
Bank deposit account 0.00 0.00
Building society account 0.00 0.00
The Scout Association Short Term Investment Service 0.00 0.00
Cash/Floats 0.00 0.00
Total cash funds 99,747.07 124,637.25
Other monetary assets
Tax claim 0.00 0.00
Debts due from the County/Area/District/Group 0.00 0.00
Insurance claim 0.00 0.00
Sub total 0.00 0.00
Investment assets
Investment property - detail 0.00 0.00
Quoted investments 0.00 0.00
Other investments - detail 0.00 0.00
Sub total 0.00 0.00
Non monetary assets for charity's own use
Land and buildings 200,000.00 200,000.00
Motor vehicles 0.00 0.00
Scouting equipment, furniture etc 17,380.00 17,380.00
Other 0.00 0.00
Sub total 217,380.00 217,380.00
Liabilities
Accounts not yet paid 0.00 0.00
Expenses incurred but not invoiced 0.00 0.00
Subscriptions not yet paid
0.00 0.00
Loan - detail 0.00 0.00
Other liabilities 0.00 0.00
Sub total
0.00 0.00
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Contingent liabilities and future obligations

The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on ?? ???? 2024 (the date of the AGM & Executive Committee meeting that approved the accounts) and signed on their behalf by Signature Print Name

Print Name Mike Wigley Chairman Terence Dance Treasurer