## Trustees' Annual Report For the period From 1[ st ] April 2023 to 31[ st ] March 2024 Charity name: 3[ rd ] Sevenoaks (Riverhead and Dunton Green) Scout Group Registered charity number: 303437 Charity’s principal address: Bradbourne Vale Road, Sevenoaks Names of the charity trustees who manage the charity 1. Andrew Holland – Chairman 2. Ian Manuel – Group Scout Leader 3. Robert Downard – Group Administrator 4. Martin Denton – Trustee Board Member 5. Anna Hegarty – Group Treasurer 6. Stevo Durbaba – Assistant Cub Scout Leader 7. James Holman – Fund Raising 8. Paul Heath – Cub Scout Leader 9. Tom McKeen -Quarter Master - 10.James Finley – Beaver Leader The Group is managed by the 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 Committee consists of 3 independent representatives, Chair, Treasurer and Secretary together with the Group Scout Leaders, individual section leaders and parents representation and meets every 2 months. The Group's governing documents are those of 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 Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association. The Group is a trust established under its rules which are common to all Scouts. The Trustees are elected by the Group Council at the Annual General Meeting (AGM). Where their appointment is made during the year, they are subject to the vote of the Group Council at the next AGM. ## **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: Reduction or loss of members. The Group provides activities for all young people aged 6 to 18. 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. 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. 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 Committee 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. 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. ## **Objectives and Activities** The objectives of the group are as a unit of the Scout Association. The Aim of The Scout Association is to promote the development of young people in achieving their full physical, intellectual, social and spiritual potentials, as individuals, as responsible citizens and as members of their local national and international communities. The method of achieving the Aim of the Association is by providing an enjoyable and attractive scheme of progressive training, based on the Scout Promise and Law and guided by adult leadership. 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. A comprehensive discussion of the activities undertaken by each section follows this report. ## **Chairman’s Report** This is my final Chairman’s Report! A�er over 30 years on the Trustee Board (previously Execu�ve Commi�ee) as Group Scout Leader, Fund raiser and, for the last 20 years, Chairman, I have decided to step down. The Group is in good health, with recent addi�ons to the Board and to the leadership team offering new enthusiasm and energy. In par�cular, our Group Lead Volunteer Ian Manuel, has devoted himself to expanding the provision of Scou�ng. The number of Group members is at a historic high, with a record number of young people gaining Skills for Life in Scou�ng. Under new regula�ons from the Scout Associa�on, the oversight func�ons of the Trustee Board are being clearly separated from the opera�onal running of the sec�ons and support func�ons. This should allow the Trustee Board to focus on managing the Group’s finances, looking a�er the safety of the HQ, managing risks, and ensuring compliance with Scout Associa�on policies. These changes have been gradually phased in, and the new structure will go live at the June 2024 AGM. As a result, the membership of the Trustee Board will shrink to between 5 and 12 members, and all the uniformed sec�on leaders will transi�on to the Group Leadership Commi�ee. The Trustee Board members will con�nue to be approved at the Group AGM. We are keen to a�ract new applicants to the Board if possible, and have adver�sed the roles to all Group parents. I would like to thank those Board members who are standing down or changing roles, and to welcome Simon Phipps, our new Treasurer, who takes over this important role from Anna Hegarty, who showed great resilience when Barclay’s tried to de-bank us! I would also like to thank Ber�e Downard (Group Administrator), Clare Cowland (Board Secretary), Jim Holman (Fund Raising chief), Mar�n Denton (Estates team chief) and Tom McKeen (QM) for their con�nuing hard work and commitment. I have no doubt that the Scout movement will con�nue to adapt successfully to changing �mes and that the 3rd Sevenoaks will thrive in the years to come. Andrew Holland Trustee Board Chairman 3rd Sevenoaks {Riverhead and Dunton Green) Scout Group Recelpts and Payments accounts for the year frnm l Aprfl 2023 until 31 March 2024 2024 2023 Receipts Donatlons and similar income Membership subscriptions Less membership subscriptions paid to district Donations l Grants I Sevenoaks District Restsrt Grant Gift Ald Other 17,645 111.6911 350 3.632 137 16,906 110,0241 1,040 3.308 350 Fund waising Carnival Fireworks Sponsored events Kings Coronation Barbeque 5.951 14,CO8 790 7,219 731 Investment income Bank interest Other Income Totsl receipts 1241 30.888 207 19,795 Payments Troop and pack activities Rent Water and sewage and rubbish Electricity and Gas Insurance Repairs and MaIntena￿e Equipnient Administration 2,822 1,329 125 2,568 2.671 1,411 10,186 3,146 733 1431 4.205 1.511 21.048 4,772 391 Camp income Camp expenses Contribution to/from camp costs Uniforms, badges and scarves Other 17,820 116,4171 12,502 110,8071 11,4021 3.191 130 11,6951 1,833 Fundrnising expenses Carnival Fireworks Sponsored attivities Other Totsl payments 2.061 4,450 507 1,927 45.610 24,739 Net of re￿IPts/(PayM¢nts) 114,7211 Cash fund5 last year end 39,623 44,567 Cash funds this year end 24.￿Z 39,623 Pagelof2 3rd Sevenoaks {Riverhead and Dunton Green) Scout Group Statement of assets and Ilabilities at 31 March 2024 2024 2023 Ca>h fund5 Bank current account Bank deposit account Cash/Floats Total cash funds 24,878 39,623 24 24.902 39,623 Other monetary assets TAX claim 3.246 Other assets for own use Uniform stock 886 649 iiabiliti@s Expenses Incurred but not Involced Other Contingent liabilities and future obligatlons- none Scouting equipment/ktt- is not reported in the attounts. The policy is to cxpensc cxpcnditure in the year in which it was incurred. The insured value of equipmentlkit is £I08.9{￿12023: £101,105). The above receipts and payments account and statement of assets and liabilities were approved by the trustees on LS and signed on their behalf by Signature Print name f.ma Chair Treasurer Page2of 2 Independent Examiner's Report to the Trustees of the 3rd Sevenoaks (Riverhead and Dunton Green) Scout Group I report on the accounts of the Group for the year ended 31" March 2024 which comprises the Receipts and Payments Account, the Statement of Assets and Liabilities, and related notes. This report is made solely to the trustees in accordance with Sections 43 and 44 of the Charities Act 1993. My work h&s been undertaken so that I might stste to the charity's trustees those matters I am required to state to them in an Independent Examiner's report and for no other purpose. To the fullest extent perniitted by law, I do not accept or assume responsibility to anyone other than the charity and the charity's trustees for any examination work. Respective responsibilities of Trustees Ydnd Examiner The Group's trustees are responsible for the preparation of the accounts. They consider that an audit is not required for this year (under Section 43(2) of the Charities Act 1993 (the 1993 Act)) and that an independent examination is needed. It is my responsibility to: examine the accounts (under Section 43{3Xa) of the 1993 Act). to follow the procedures laid down in the General Directions given by the Charity Commission (under Section 43(7((b) of th¢ 1993 Act). and to state whether particular matters have come to my attention. Basls of Independent Examiner's report My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the Group and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts. and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audi¢ and consequently I do not express an audit opinion on the view given by the accounts. Independent Examiner's Statement In connection with my examination, no matter has come to my attention: which gives me reasonable cause to believe that in any material respect the requirements to keep accounting records in accordance with Section 41 of the 1993 Act. and to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 1993 At 2. have not been met; or to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Signed: Qualification.. Address: ID.k.,..Mourt) r... M7tt.f.l(-,Afj....................... ....... ¢fv..r ...j......1g...AJN....................... Date: ............