Trustees' Annual Report
For the period 01/04/2022 to 31/3/2023
Section A – Reference and administration details
Charity Name: Registered Charity Number:
Caterham District Scout Council 305693
Charity’s principal address: 89 Rook Lane, Caterham, Surrey CR3 5BN
Names of the charity trustees who manage the charity
| Trustee Name | Office (if any) | Dates acted if not for whole year |
|
|---|---|---|---|
| 1 | Peter Lovat | Chair | |
| 2 | Mrs. Gwen Hoare | Secretary | |
| 3 | Peter Hoare | Treasurer | |
| 4 | Penny Stock | District Commissioner | 01/08/22 |
| 4a | Timothy Evans | District Commissioner | 31/07/22 |
| 5 | David Marshall-Jones | Local Training Manager |
|
| 6 | Mrs. Pamela Marshall-Jones | Local Training Administrator |
|
| 7 | Andrew Parr | ADC General Duties | |
| 8 | Mrs. Janet Enstone | Badge Secretary | |
| 9 | John Clarke | District Advisor | |
| 10 | Matthew Thompson | Campsite Manager | |
| 11 | Maisie Stock | Youth Commissioner | |
Name and address of adviser
Page 1 of 4
Section B – Structure, governance and management
Description of the charity’s trusts
Type of governing document (e.g. trust deed, constitution) The District'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 (e.g. trust, association, The District is a trust established under its rules which are company) common to all Scouts Trustee selection methods (e.g. appointed by, elected by) The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association
Additional governance issues (optional information but encouraged as best practice) 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 District is managed by the District Trustee Board, the members of which are the ‘Charity Trustees’ of the Scout District 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. Trustee training has taken place covering aspects of trustee requirements.
The Board consists of 3 independent representatives, Chair, Treasurer and Secretary together with the District Commissioner, and representatives of sub-Boards. It meets 3 times per year. The District Trustee Board has identified the major risks to which they believe the District 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 camp site buildings, property and equipment.
The District has sufficient buildings and contents insurance in place to mitigate against permanent loss, injury to Leaders, helpers, supporters and members. The District through the capitation fees contributes to the Scout Associations national accident insurance policy. Risk Assessments are undertaken before all activities.
Page 2 of 4
Section C – Objectives and activities
| Summary of the objects of the charity set out in its governing document Summary of the main activities in relation to these objects |
The objectives of the District 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. Subscriptions are charged for membership to cover immediate running costs of the District and these do not unduly restrict membership. The District follows the principle that no one should be excluded because of their inability to pay membership subscriptions. Two key principles demonstrate that Scouting’s aims are for the public benefit are that through the Scout method young people develop towards their full potential and that there is a clear link between the benefits for young people and the purpose of Scouting. The safety of young people is taken very seriously and the benefits Scouting activities provide far outweigh the risks. Any private benefits from Scouting are incidental, other than to those as a beneficiary |
|---|---|
| The District Trustee Board and Team continues to support all Groups and sections by holding regular meetings and providing support to managers and leaders. The District aims to focus the recruitment of young people and adult volunteers to come from the Groups and not to rely on the District to fill roles. On a wider platform the District promotes recruitment of young people and adults in the local area and support the Scout Association programme of training for adults by actively encouraging, supporting and addressing training issues. District activities and events are organised to encourage cohesive interaction between the groups. Groups also encouraged by the District to unite and partake in County events and activities. Penny Stock(District Commissioner) |
Page 3 of 4
Section D – Achievements and performance
| Summary of the main achievements of the charity during the year |
We have worked with Groups to encourage growth in membership of young people and adults. We have engaged with County to meet national compliance levels for mandatory safety, safeguarding and first aid training. This is closely monitored to maintain compliance with any issues being addressed promptly. There has been a focus on outstanding role training and wood badge training, with early signs showing improvement. The presentation of awards and recognition of service continue via the Scout Association award scheme for adults and young people. Our District campsite has continuing work to maintain and improve it and is well used by District Groups, along with Groups from outside the District and other youth organisations. The two squirrel dreys continue to thrive and engage fully as part of their respective Groups, with other Groups muting interest in the formation of squirrel dreys. Penny Stock(District Commissioner) |
|---|---|
Section E – Financial review
| Brief statement of the charity’s policy on reserves Investment policy and objectives |
The District's policy on reserves is to hold sufficient resources to continue the charitable activities of the District should income and fundraising activities fall short. The District Trustee Board considers that the District should hold a sum, circa £20,000. |
|---|---|
| The District’s Income and Expenditure is small and as a consequence does not have sufficient funds to invest in longer-term investments such as stocks and shares. The District has therefore adopted a low-risk strategy to the investment of its funds. All funds are held in cash using only mainstream banks and The Scout Association's Charity Deposit Account. |
Section F – Other optional information
None
Section G – Declaration
The trustees declare that they have approved the trustees’ report above Signed on behalf of the charity’s trustees
| Signature Full Names Position Date |
Peter Lovat | Peter Hoare |
|---|---|---|
| Peter Lovat | Peter Hoare | |
| Chairman | Treasurer | |
| 6thJune 2023 |
Page 4 of 4
Caterham District Scout Council Receipts and Payments Account
Year start date
Year end date
| For the year from |
01/04/2022 | To | 31/03/2023 | |
|---|---|---|---|---|
| Receipts and payments | ||||
| Receipts | 2022/23 Unrestricted funds £ 25,310 25,225 85 177 471 118 45 221 1,117 - - 29 258 287 22,451 2,727 1,375 1,875 160 70 2,756 31,414 32,818 - 32,818 |
2021/22 Unrestricted funds £ |
||
| Donations, legacies and similar income | ||||
| Membership subscriptions | 25,310 | 16,844 | ||
| Less:Membership subscriptions paid on (National/County/Area/District) | 25,225 | 20,519 | ||
| Net membership subscriptions retained | 85 | - 3,675 | ||
| Donations | 177 | 181 | ||
| Parade Collections | 471 | |||
| Gift Aid on Parade Collections (GASDS) | 118 | |||
| Gift Aid receipts for District Staff | 45 | 36 | ||
| Tandridge Lottery | 221 | 157 | ||
| Sub total | 1,117 | - 3,301 | ||
| Grants | ||||
| Hospitality and Leisure Grants | 10,667 | |||
| Sub total Fundraising Activities |
- | 10,667 | ||
| Fundraising activities | - | |||
| Sub total | - | - | ||
| Investment income | ||||
| Bank interest | 29 | 3 | ||
| The Scout Association Charity Deposit Account | 258 | 35 | ||
| Other investment income | - | |||
| Sub total | 287 | 38 | ||
| Sundry receipts | ||||
| Activities | 22,451 | 155 | ||
| Badge receipts | 2,727 | 2,800 | ||
| Campsite Fees | 1,375 | 2,215 | ||
| Explorer Scout Unit | 1,875 | 1,982 | ||
| Scout Active Support Unit | 160 | 140 | ||
| Jamboree Receipts | ||||
| Payment received in error | 70 | |||
| Warlingham Minibus Deposit | 250 | |||
| Advance Capitation | 2,756 | |||
| Sub total | 31,414 | 7,542 | ||
| Total Gross Income Asset and investment sales, etc. Total receipts |
||||
| 14,946 | ||||
| - | ||||
| 32,818 | 14,946 |
2023 District Receipts and Payments Account
Page 1
Caterham District Scout Council Receipts and Payments Account
Year start date
Year end date
| For the year from |
01/04/2022 | To | 31/03/2023 | |
|---|---|---|---|---|
| Receipts and payments | ||||
| Payments | 2022/23 Unrestricted funds £ |
2021/22 Unrestricted funds £ |
||
| Charitable Payments | ||||
| Youth programme and activities | 18,681 | 67 | ||
| Adult support and training | 739 | 456 | ||
| Water and Sewerage | 102 | 102 | ||
| Building and Equipment Insurance | 565 | 531 | ||
| Additional Personal Insurance | ||||
| PAME Insurance | 52 | 42 | ||
| Repairs and Renewals (Roverdene Campsite) | 5,797 | 5,374 | ||
| Printing and photocopying | 20 | |||
| Donations/Grants | 500 | |||
| Parade Collections | 543 | |||
| Parade Collections Gift Aid | 46 | |||
| AGM and trustee expenses | 1,295 | 458 | ||
| District Website | ||||
| Sub total | 28,340 | 7,030 | ||
| Fundraising expenses | ||||
| Other fundraising costs | - | |||
| Sub total | - | - | ||
| Sundry Payments | ||||
| Purchase of Badges | 2,473 | 2,867 | ||
| Explorer Scout Unit | 1,724 | 576 | ||
| Scout Active Support Unit | 126 | 117 | ||
| Advance Capitation Payment | ||||
| Jamboree Payments | 5,550 | 500 | ||
| Warlingham Refund | 250 | |||
| Payment in error | 70 | |||
| Sub total | 10,193 | 4,060 | ||
| Total Gross Expenditure Asset and investment purchases, etc. Total payments Net of receipts/(payments) Cash funds last year end Cash funds this year end |
||||
| 11,090 | ||||
| - | ||||
| 11,090 | ||||
| - 5,715 | 3,856 | |||
| 47,999 | 44,145 | |||
| 42,284 | 48,001 |
2023 District Receipts and Payments Account
Page 2
Statement of assets and liabilities at the end of the year
| Statement of assets and liabilities at the end of the year | Statement of assets and liabilities at the end of the year | |
|---|---|---|
| 31/03/2023 Unrestricted funds £ Cash funds Bank current account 5,259 Bank Instant Access account 7,028 The Scout Association Charity Deposit Account 30,000 Cash/Floats Total cash funds 42,287 Other monetary assets Tax claim - Debts due - Insurance claim - Sub total - Investment assets Investment property - detail - Quoted investments - Other investments - detail - Sub total - Non monetary assets for charity's own use Badge stock 2,458 Shop stock - Other stock - Land and buildings 47,000 Motor vehicles - Scouting equipment, furniture etc - Other - Sub total 49,458 Liabilities Accounts not yet paid 98 Expenses incurred but not invoiced - Subscriptions not yet paid - Loan - detail - Other liabilities - Sub total 98 |
31/03/2022 Unrestricted funds £ |
|
| Cash funds | ||
| Bank current account | 5,259 | 1,998 |
| Bank Instant Access account | 7,028 | 16,001 |
| The Scout Association Charity Deposit Account | 30,000 | 30,000 |
| Cash/Floats | - | |
| Total cash funds | 42,287 | 47,999 |
| Other monetary assets | ||
| Tax claim | - | - |
| Debts due | - | - |
| Insurance claim | - | - |
| Sub total | - | - |
| Investment assets | ||
| Investment property - detail | - | - |
| Quoted investments | - | - |
| Other investments - detail | - | - |
| Sub total | - | - |
| Non monetary assets for charity's own use | ||
| Badge stock | 2,458 | 2,809 |
| Shop stock | - | - |
| Other stock | - | - |
| Land and buildings | 47,000 | 45,000 |
| Motor vehicles | - | - |
| Scouting equipment, furniture etc | - | |
| Other | - | - |
| Sub total | 49,458 | 47,809 |
| Liabilities | ||
| Accounts not yet paid | 98 | 36 |
| Expenses incurred but not invoiced | - | - |
| Subscriptions not yet paid | - | - |
| Loan - detail | - | - |
| Other liabilities | - | - |
| Sub total | 98 | 36 |
Contingent liabilities and future obligations
The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 6th June 2023 (the date of the Trustee Board meeting that approved the accounts) and signed on their behalf by
| by | |
|---|---|
| Signature Peter Lovat Peter Hoare |
Print Name |
| Peter Lovat | Peter Lovat Chair |
| Peter Hoare | Peter Hoare Treasurer |
2023 District Receipts and Payments Account
Page 3
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Scrutineer's Report to the Trustees of the
CATERHAM DISTRICT SCOUT COUNCIL
I report on the accounts of the District for the year ended 31[st] March 2023.
Respective responsibilities of Trustees and Scrutineer
As the District's trustees you are responsible for the preparation of the accounts; you consider that neither the audit nor independent examination requirements of the Charities Act 2011 apply. It is my responsibility without carrying out an audit or independent examination to scrutinise the accounts and to report to you.
Basis of Scrutineer's Statement
In accordance with the directions given in the District's constitution, I have scrutinised the records and the accounts set out on pages 1 to 3.
Scrutineer's Statement
In my opinion the accounts are in accordance with the records produced to me and comply with the constitution.
Signed … Alison Clement…… ……………………
Name: ...................... Alison Clement ........................................................ Qualification: ............Chartered Account................................................... Address: ...................Dene Farm Cottage, Dean Oak Lane..................... ..................................Leigh, REIGATE..................................................... ..................................Surrey RH2 8PY....................................................
Date: ........ 27[th] May 2023 ..................................................................................................
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