For the period
From (start date) 1st April 2021 to end date 31st March 2022
Trustees' Annual Report
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Section A Reference and administration details
Charity name 19th Kings Lynn Scout Group
Other names the charity is known by None
Registered charity number (if any) 3 0 4 1 4 1
Charity’s principal address Scout Headquarters, Chequers Lane, North Runcton
Kings Lynn, Norfolk
Postcode PE33 0RF
Names of the charity trustees who manage the charity
Dates acted if not
Trustee Name Office (if any)
for whole year
1 Alan Holman Chairman
2 Huw Tipton Treasurer
3
4
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.
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.
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 consists of 3 independent representatives, Chair, Treasurer and Secretary together with the Group Scout Leaders,
individual section leaders and parent’s representation and meets every 12 months.
Policies and procedures adopted for: Members of the Executive Committee complete training within the first 5 months of joining the committee.
a) the induction and training of trustees; b) This Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of the appointments and is
trustee' consideration of major risks and the responsible for:
systems and procedures to manage them 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
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 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 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 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.
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1 LT700001 (3rd December 2018)
| Section C | Objectives and activities |
|---|---|
| Risk and Internal Control Public benefit statement Summary of the objects of the charity |
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/dual authorisation for all payments and a comprehensive insurance policies to ensure that insurable risks are covered. All units within the group have allocated funds that the leader can use at their discretion to support meeting nights and normal running of the unit. They are restricted within these funds and expenses are always reviewed and approved by the Treasurer. The laid down controls were maintained throughout COVID lockdown the Group did not experience any reduction of funds and liquidity. The Chairman, Treasurer, Secretary, and Acting GSL have the authority to make defined financial commitments on behalf of the group. All major and or commitments are the subject of discussion and agreement by the Exec prior to implementation. Commitments by other persons need approval by at least 2 of the 3 authorized people and ideally presented via the Executive Committee meetings if timing permits. Payments can be delegated by the Executive Committee members to other persons who have a need to regularly procure on the group's behalf. These are clearly identified and documented in advance. Every expenditure is processed via our bank account which requires dual authorization. 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. |
| Section D | Achievements and performance |
| Summary of the main achievements of the charity during the year |
The Executive Committee (Treasurer, Chairman, Secretary and Acting GSL), "the team" work very well together and provide material support for the Group with the Acting GSL and leaders delivering the aims of the Scout group. The Group is very pleased advice that Ann Tegerdine has continued as Secretary and adds material strength to the Exec team. Colin Tegerdine continues to support the Group in his role as Acting GSL their expertise is much appreciated. The District's Commissioner (DC) is assisting-supporting us and we refer to him from time to time for guidance. All areas of the group (Beavers, Cubs and Scouts) continue to operate throughout the year and delivered both a fun and educational programme for the members of the group. The accomplishment this financial year was to maintain the Group's financial position whilst containing operating costs. |
| Section E | Financial Review |
| Reserves Policy | 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. The Group is aware of increasing costs in terms of utilities, insurance and general running costs and is planning for increases in expenditure inthe future. The Group is also vigilant to the posibility of other events (such as the return of Covid) which may interupt income flows, and therefore will look to maintain higher levels of reserves in the future to mitigate the risk of the closure of the Group if futher events or restrictions are imposed in the future. Investment Policy The Group's normal 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. The Group held reserves of approximately £22,000 against this at year end. This is above the level required for operating expenses. However this can be explained by unusual levels of income (grants) received in the last months of the financial year and expected property maintainence costs (replacement of roof of headquarters) over the next few years. 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 £8000. The Group benefitted from grants within the financial year which boosted reserves, however, the Group is also aware of significant upcoming costs with regards property maintainence and equiptment replacement. Therefore, the reserves held are currently higher than normal operational costs. |
2 LT700001 (3rd December 2018)
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Receipts and payments accounts
£
Receipts
Donations 4011
Grants ####
Interest Received 2
Total ####
Payments Out
Property Maintainence 2508
Uniform 858
Utility Bills 1347
Office and expenses 764
Membership Fees 2250
Total 7727
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Declaration
The trustees declare that they have approved the trustees’ report above Signed on behalf of the charity’s trustees
| Signature(s) Full name Date |
Alan Holman Huw Tipton Alan Holman Treasurer Chairman 17th January 2023 17th January 2023 |
|---|---|
3 LT700001 (3rd December 2018)
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19th Kings Lynn Scout Group 304141
Receipts and payments accounts CC16a
For the period 01/04/2021 31/03/2022
To
from
Section A Receipts and payments
Unrestricted Restricted Endowment
Total funds Last year
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Donations 4,011 - - 4,011 1,849
Covid Local Restriction Grants 2,096 - - 2,096 -
4,000 - - 4,000 -
Covid Closed Business Lockdown Payment Grant
Covid National Lockdown Restriction Grant 4,612 - - 4,612 -
Omicrom Hospitality and Leisure Grant 2,667 - - 2,667 -
Interest Received 2 - - 2 -
Coronavirus business grant 8,000 - - 8,000 10,000
Charitable Grant 750 - - 750 25
Sub total (Gross income for AR) 26,138 - - 26,138 11,874
A2 Asset and investment sales, (see
table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 26,138 - - 26,138 11,874
A3 Payments
Property maintainence 2,508 - - 2,508 2,847
Membership Fees 2,250 - - 2,250 2,100
Uniform 858 - - 858 285
Utility Bills 1,347 - - 1,347 847
Office and expenses 764 - - 764 78
- - - - -
- - - - -
- - - - -
- - - - -
Sub total [ 7,727 ] - - 7,727 6,157
A4 Asset and investment purchases, (see
table)
- - - -
- - - -
Sub total [ - ] - - - -
Total payments 7,727 - - 7,727 6,157
Net of receipts/(payments) 18,411 - - 18,411 5,717
A5 Transfers between funds - - - - -
A6 Cash funds last year end - - - - -
Cash funds this year end 18,411 - - 18,411 5,717
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CCXX R1 accounts (SS)
24/01/2023
1
Section B Statement of assets and liabilities at the end of the period
| Categories Signed by one or two trustees on behalf of all the trustees B1 Cash funds B2 Other monetary assets B4 Assets retained for the charity’s own use B5 Liabilities B3 Investment assets |
Signature Details Details Current Account Reserve Account Details Details Total cash funds (agree balances with receipts and payments account(s)) Details |
Unrestricted funds Restricted funds to nearest £ to nearest £ 3,917 - 22,098 - - - 26,015 - Agreement Error OK Unrestricted funds Restricted funds to nearest £ to nearest £ - - - - - - - - - - - - Fund to which asset belongs Cost (optional) - - - - - Fund to which asset belongs Cost (optional) - - - - - - - - - Fund to which liability relates Amount due (optional) - - - - - Print Name Huw Tipton |
Endowment funds to nearest £ - - - |
|---|---|---|---|
| - | |||
| OK | |||
| Endowment funds to nearest £ - - - - - - Current value (optional) - - - - - Current value (optional) - - - - - - - - - When due (optional) Date of approval 20/12/2022 |
CCXX R2 accounts (SS)
24/01/2023
2