Annual Accounts
& Trustees Annual Report
2020/2021
Trustees' Annual Report
For the period
From (start date) 0 1 0 4 2 0 to end date 3 1 0 3 2 1 Section A Reference and administration details Charity name 1st Foots Cray Scout Group Other names the charity is known by n/a Registered charity number (if any) 3 0 3 5 1 7 HQ registration number 1 0 0 1 7 6 1 8 Charity’s principal address Rectory Lane Sidcup Kent Postcode D A 1 4 5 B P Names of the charity trustees who manage the charity
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Dates acted if not for
Trustee Name Office (if any)
whole year
1 Steve Harvey Chair to 17th Aug 2020
2 Joy Hopkins Chair From 17th Aug 2020
3 Karl Cantwell Group Scout Leader
4 Richard Potts Treasurer
5 Maz Potts Secretary
6 Carly Dickinson Scout Leader
7 Chris Smith Cub Scout Leader
8 Sarah Hall Beaver Scout leader
9 Vicky Burridge Parent Rep From 17th Aug 2020
10 Claire Day Parent Rep From 17th Aug 2020
11 Julie Wright Parent Rep From 17th Aug 2020
12 Mark Morris Parent Rep From 17th Aug 2020
13
14
15
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| Type of advisor | Name | Address |
|---|---|---|
| Banker | Lloyds Bank | PO Box 1000, BX1 1LT |
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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 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.
How the charity is constituted
The Group is a trust established under its rules which are
common to all Scouts.
Trustee selection methods The Trustees are appointed in accordance with the Policy,
Organisation and Rules of The Scout Association.
Additional governance issues practice)
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.
Policies and procedures adopted for:
The Committee consists of 3 independent representatives,
a) the induction and training of trustees;
Chair, Treasurer and Secretary together with the Group
b) trustee' consideration of major risks
Scout Leaders, individual section leaders (if opted to take on
and the systems and procedures to
the responsibility) and parent’s representation and meets
manage them
every 2-3 months.
Members of the Executive Committee complete 'Essential
Information for Executive Committee' training within the first
5 months of joining the committee.
This Group Executive Committee exists to support the Group
Scout Leader in meeting the responsibilities of the
appointments and is responsible for:
The maintenance of Group property;
The raising of funds and the administration of Group finance;
The 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 Advisors other than
those who are elected.
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Section B
Structure, governance and management (continued)
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: Damage to the building, property and equipment. The Group would request the use of buildings, property and equipment from neighbouring organisations such as the Scout District, 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. 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. 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.
Section C
Objectives and activities
| Public benefit statement Summary of the objects of the charity set out in its governing document Summary of the main activities in relation to these objects |
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 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. The Group currently has three active sections, Beavers, Cubs and Scouts. These meet on a weekly basis throughout the year, at our HQ in Rectory Lane. In addition, a number of other activities are offered, that may take place at weekends or other days, these enhance the Scout Association training program, and are events such as camps, trips, outings, Watersports etc. The Group utilises its own leaders, other scout instructors and outside organisations to fulfil this. |
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Section D Achievements and performance
This has been a challenging year for the Group due to
Summary of the main achievements of
COVID-19. However thanks to the dedication and
the charity during the year
persiverance of the Group's leaders and supporters all
sections have managed to continue with an adapted weekly
program of activities for all members. The Group was an
early adopter of online meetings and programs during the
periods that we could not meet face to face and quickly
adopted the COVID safe protocols so that we could revert to
outdoor meetings as soon as possible. Whilst the Group has
maintained its high level of quality program delivery, finances
have taken a hit due to decrease use of the hall, reduction in
monthly subscriptions whilst most running costs have
increased. Fortunatley this has been offset by the
Goverement COVID grants the Group has obtained and also
several grants from other sources. As a result the Group is in
a very good financial poistion going forward with high
membership numbers in all sections. The Group also started
a new Explorer Unit named Excalibur which is showing a
strong membership and leadership.
Section E Financial Review
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
Executive Committee considers that the group should hold a
sum equivalent to 12 months running costs, circa £10,000.
Several years ago the Group started a building fund to be
used to re-build the scout hall when the current building is no
longer fit for purpose. This fund currently stands at £40,415
and as these are allocated funds the Executive considers
these funds to also cover the reserve policy.
Investment Policy
The Group's Income and Expenditure is very small and as a
consequence 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.
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The Group Executive 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 Group Executive considers the cash flow requirements.
Section F Other Optional Information
Plans for future periods (details of any significant activities planned to achieve them)
The Group has a program of building upgrades and equipment renewals, in addition to the building fund, a sum of £18,850 has been allocated for overal improvements. As COVID lockdown eases the Group is in an excellent position to continue its Charitable aims. The Group continues to engage with the council in discussion relating to the lease renewal, as the current lease has expired.
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) Date Position (eg Secretary, Chair) |
Joy Hopkins Karl Cantwell Chair Group Scout Leader 0 9 0 9 2 1 |
|---|---|
1st Foots Cray Scout Group Receipts and Payments Account
Year start date
Year end date
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For the year
01-Apr-20 To 31-Mar-21
from
Receipts and payments
2020/21 2019/20
Unrestricted Restricted
Total funds Total funds
funds funds
£ £ £ £
Receipts
Donations, legacies and similar
income
Membership subscriptions 6,035.00 - 6,035.00 10,981.50
Less: Membership subscriptions paid on
(National/County/Area/District) 2,407.00 - 2,407.00 2,796.20
Net membership subscriptions retained 3,628.00 - 3,628.00 8,185.30
Building / Grounds Hire 110.00 - 110.00 980.00
Donations
690.52 690.52 1,762.45
Gift Aid
2,814.72 - 2,814.72 2,587.51
Programme & Activity Receipts - - - 5,157.70
Sub total 7,243.24 - 7,243.24 18,672.96
Grants
BVSC / National Lottery Community Fund - 3,789.00 3,789.00 -
Co-Op Local Causes Fund - - - 39.43
Government COVID-19 Grants
20,193.00 - 20,193.00 -
Jack Petchey - 250.00 250.00 -
Magic Little Grants (Local Giving) - 500.00 500.00 -
Marks & Spencer - - - 500.00
Neighbourly - - - 400.00
Tesco / Groundworks
- 500.00 500.00 150.00
Sub total
20,193.00 5,039.00 25,232.00 1,089.43
Fundraising (gross)
Australia Bush Fire
- - - 99.00
Bag Packing - - - -
Carol Singing - - - 594.05
Easy Fundraising 56.29 - 56.29 -
Other
44.53 - 44.53 84.90
Sub total 100.82 - 100.82 777.95
Investment income
Bank interest
30.65 - 30.65 227.22
Other investment income
- - - -
Sub total 30.65 - 30.65 227.22
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Total Gross Income 27,567.71 5,039.00 32,606.71 20,767.56
Asset, investment sales, insurance
- - 1,824.00
claims paid out etc.
Total receipts 27,567.71 5,039.00 32,606.71 22,591.56
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1st Foots Cray Scout Group Receipts and Payments Account
| For the year from |
Year start date 01-Apr-20 |
Year end date 31-Mar-21 |
||
|---|---|---|---|---|
| Receipts and payments | ||||
| Payments | Unrestricted funds £ |
Restricted funds £ 2020/21 |
Total funds £ |
2019/20 Total funds £ |
| Charitable Payments Admin/office/travel Advertising (inc website) AGM Expenses Bank Fees (inc GoCardless & Paypal fees) Business Rates Electricity Equipment Insurance Professional Cleaner Programme and activities Rent Repairs & Renewals Water |
732.90 100.00 - 181.05 - 247.42 1,558.55 521.91 60.00 1,180.49 169.00 5,309.42 20.00 |
- - - - - - 1,125.00 - - - - - - |
732.90 100.00 - 181.05 - 247.42 2,683.55 521.91 60.00 1,180.49 169.00 5,309.42 20.00 |
1,156.05 100.00 174.25 599.05 282.24 544.04 762.17 393.67 - 7,876.97 169.00 5,767.59 293.10 |
| Sub total | 10,080.74 | 1,125.00 | 11,205.74 - - 11,205.74 21,400.97 |
18,118.13 |
| Fundraising expenses Australia Bush Fire |
108.99 | |||
| Sub total Total payments Net of receipts/(payments) Transfers between funds Cash funds last year end Cash funds this year end |
- 10,080.74 17,486.97 - 43,906.47 61,393.44 |
- 1,125.00 3,914.00 - 125.00 4,039.00 |
108.99 | |
| 18,227.12 | ||||
| 4,364.44 | ||||
| - 44,031.47 |
- 39,667.03 |
|||
| 65,432.44 | 44,031.47 |
Statement of assets and liabilities at the end of the year
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31st Mar
31st Mar 2021
2020
Unrestricted Restricted Total funds Total funds
funds funds
£ £ £ £
Cash funds
Bank Current Account
2,127.58 - 2,127.58 9,466.17
Building Fund Deposit account 40,415.86 - 40,415.86 37,236.50
Allocated Funds Account (note 1) 18,850.00 4,039.00 22,889.00 -
Gift Vouchers
- - - 125.00
Cheque(s) not yet presented - - - 2,796.20
Total cash funds 61,393.44 4,039.00 65,432.44 44,031.47
Other monetary assets
Unpaid Subs - - - -
Other
- - - -
Sub total - - - -
Non monetary assets for
charity's own use
Badge stock 150.00 - 150.00 150.00
Other stock 20.00 - 20.00 20.00
Land and buildings (note 2) 130,574.00 - 130,574.00 60,000.00
Motor vehicles/trailers - - -
Scouting/camping equipment (note 2) 21,222.00 - 21,222.00 6,000.00
Other - - - -
Sub total 151,966.00 - 151,966.00 66,170.00
Liabilities
Accounts not yet paid - - - -
Expenses incurred but not invoiced - - - -
Other liabilities - - - -
Sub total - - - -
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Contingent liabilities and future obligations
The Group leases land from The London Borough of Bexley - The current lease expired Dec 2017 and a new lease is under negoitions. A figure of £1,000 has be allowed for legal and associated fees to secure a new lease. Should the Group vacate the land it is required to remove all buildings and equipment, cost to do this would be approx £15,000
Note 1 - The Group has implemented a new policy of moving funds that have been allocated against new/replacement equipment or specific imporvememnts to an Allocated Account, which is held as a savings account with Lloyds Bank Note 2 - Historically the accounts have represented a notional book value for these items aligned with the expected resell value, but for 2020/21 the Insured value has been used which represents a replacement costs.
The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 09 Sep 2021
Signature Chair Joy Hopkins Karl Cantwell Group Scout Leader
Independent examtnerfs report to the tntstees of 1st Foots Cray Scout Group I report to the trustees on my examination of the accounts of the I" Foots Cray Scout Group for the year ended 31" March 2021. Responsibilities and basis of report As the charity trustees of the 1st Foots Cray Scout Group you are responsible for the preparation of the accounts in accordance with the requirements of the Charitles Act 2011 Ilhe Act.). I report In respect of my &YalnatiOn of the lrt Foots Cray Scout Group accounts carried out under section 145 of the 2011 Act and in carying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)Ib) of the Act Independent examlnerfs statement I have completsd my examination. I confimi that no material matters have come to my attention in connection with the examination giving me cause to belleve that In any matertal respect. l. accountlng records were not kept In respect of the l•t Foots Cray Scout Group as required by section 130 of the Act; or 2. the accounts do not accord with those record& I have no concerns and have come across no other matters in connection wfth the examlnatlon to whlch attentlon should be drawn In thls report in order to enable proper understanding of the accounts to be reached. Signed: Name: Roger Llscoe Relevant professional quallfication or membershlp of professlonal bodles Of any): . Retired Bank Manager Address: 96 Barton Drive, Barton on Sea, New Milton, Hampshire, BH25 7JL Dats: 20th July 2021