Trustees' Annual Report
For the period 01/04/2024 to 31/3/2025
Section A – Reference and administration details
Charity Name: Caterham District Scout Council Registered Charity Number: 305693
Charity’s principal address: 89 Rook Lane, Caterham, Surrey CR3 5BN
Names of the charity trustees who manage the charity
| ~~fof~~ | Trustee Name ~~fof~~ |
Office (if any) ~~fof~~ |
Dates acted if not for whole year ~~fof~~ |
|---|---|---|---|
| 1 ~~fof~~ |
Peter Lovat ~~fof~~ |
Chair ~~fof~~ |
~~fof~~ |
| 2 ~~es~~ |
Mrs. Gwen Hoare ~~es~~ |
Trustee ~~es~~ |
~~es~~ |
| 3 ~~es~~ |
Peter Hoare ~~es~~ |
Treasurer ~~es~~ |
~~es~~ |
| 4 ~~es~~ |
Penny Stock ~~es~~ |
District Lead Volunteer ~~es~~ |
~~es~~ |
| 5 ~~a a~~ |
Mrs. Pamela Marshall-Jones ~~a~~ |
Trustee | |
| 6 ~~es~~ ~~Se~~ |
Andrew Parr ~~es~~ ~~n(n~~ |
ADC General Duties Trustee ~~es~~ ~~n(n~~ |
To 6/11/2024 From 7/11/2024 ~~es~~ |
| 7 ~~Se~~ |
Mrs. Janet Enstone ~~n(n~~ |
Badge Secretary ~~n(n~~ |
To July 2024 |
| 8 ~~Se~~ |
John Clarke ~~n(n~~ |
District Advisor ~~n(n~~ |
To July 2024 |
| 9 ~~Se ~~ ~~a a~~ |
Matthew Thompson ~~n(n~~ ~~a~~ |
Campsite Manager ~~n(n~~ ~~ee~~ |
To July 2024 |
| 10 ~~ee~~ |
Charlotte Borman ~~ee~~ |
Youth Commissioner ~~ee~~ ~~ee~~ |
From September 2024 ~~ee~~ |
| 11 ~~es~~ |
Harry Jeal ~~es~~ |
Youth Commissioner ~~ee~~ ~~es~~ |
From September 2024 ~~es~~ |
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) How the charity is constituted (e.g. trust, association, company) Trustee selection methods (e.g. appointed by, elected by) |
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. |
|---|---|
| The District is a trust established under its rules which are common to all Scouts |
|
| 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 a Trustee together with the District Lead Volunteer 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 area of concern that has been identified is 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 Groups within Caterham District are lead and supported by the District Trustee Board, District Leadership Team and District Programme Team Leaders. Meetings are scheduled and held for all those operating at District level along with Leaders form section district wide. Our aim as a District Leadership Team is to support the delivery of quality safe Scouting, encourage recruitment of young people and adults through the delivery of a supportive level of Scouting. The District leadership team continues to abide by and whole heartedly support the adult members within our District to meet the standards set by the Scout Association for all aspects of training, particularly safety. The continued provision of District events and activities provides a good pathway for interaction and cohesion between groups, along with providing opportunity for youth and adult peer to peer support. This is also mirrored on a wider horizon with District Groups participating in County led events Penny Stock(District Lead Volunteer) |
Page 3 of 4
Section D – Achievements and performance
Summary of the main achievements of the charity during the year
The District as whole provides support for Groups with an aim to encourage growth of youth membership and adults. The push to achieve improved compliance for mandatory training continues and recent changes with the Scout Association has required extra support for some to meet compliance regarding the new online system. Getting to grips with new ways of working has generally been very good within the District and those who it has proven more difficult for have been offered support and guidance. Multiple awards for Youth Members in all sections District wide and recognition of service via the Scout Association length of Service award scheme for our adult members. There has also been a King Scouts Award achieved. The District camp site Roverdene continues to be available to provide an environment which is well utilised by local Groups, Groups from outside the Scout District and local youth Groups including schools. The management of Roverdene as an environment to meet compliance has been an area of successful focus Whilst our existing Squirrel dreys continue to thrive, the creation of more dreys has been thwarted due to the lack of adults available to meet the requirements, however, this area of recruitment remains an ongoing project and a point of focus groups within the District. Penny Stock (District Lead Volunteer)
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 consequently 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. |
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 | |
| 2/6/2025 |
Page 4 of 4
Caterham District Scout Council Receipts and Payments Account
| Year start date | Year start date | Year end date | ||
|---|---|---|---|---|
| For the year from |
01/04/2024 | To | 31/03/2025 | |
| Receipts and payments | ||||
| Receipts | 2023/24 Unrestricted funds £ |
|||
| Donations, legacies and similar income | ||||
| Membership subscriptions | 28,517 | 24,635 | ||
| Less:Membership subscriptions paid on (National/County/Area/District) | 28,517 | 27,391 | ||
| Net membership subscriptions retained | - | - 2,756 | ||
| Donations | 25 | 140 | ||
| Parade Collections | 141 | 440 | ||
| Gift Aid on Parade Collections (GASDS) | 35 | 63 | ||
| Gift Aid receipts for District Staff | 35 | 62 | ||
| J Robinson Fuller Legacy | 45,561 | |||
| Tandridge Lottery | 141 | 245 | ||
| Sub total | 45,938 | - 1,806 | ||
| Grants | ||||
| Hospitality and Leisure Grants | ||||
| Sub total Fundraising Activities |
- | - | ||
| Fundraising activities | - | |||
| Sub total | - | - | ||
| Investment income | ||||
| Bank Business Account Interest | 240 | 179 | ||
| J Robinson Fuller Legacy Account Interest | 1,093 | 362 | ||
| Bank Fixed Term Interest | 696 | 345 | ||
| Sub total | 2,029 | 886 | ||
| Sundry receipts | ||||
| Activities | 17,684 | 7,160 | ||
| Badge receipts | 2,662 | 3,890 | ||
| Campsite Fees | 2,346 | 2,411 | ||
| Explorer Scout Unit | 1,551 | 1,772 | ||
| District Event Support Team | 20 | |||
| Jamboree Receipts | 4,311 | |||
| Payment received in error/Band donation refund | 100 | 51 | ||
| Unknown - Leslie | 35 | |||
| Advance Capitation | 3,965 | |||
| Sub total | 28,308 | 19,650 | ||
| 18,730 | ||||
| - | ||||
| 18,730 | ||||
| Page |
Caterham District Scout Council Receipts and Payments Account
Year start date
Year end date
| For the year from |
01/04/2024 | To | 31/03/2025 | |
|---|---|---|---|---|
| Receipts and payments | ||||
| Payments | 2024/25 Unrestricted funds £ |
2023/24 Unrestricted funds £ |
||
| Charitable Payments | ||||
| Youth programme and activities | 14,679 | 8,991 | ||
| Adult support and training | 553 | 442 | ||
| Water and Sewerage | 317 | 120 | ||
| Building and Equipment Insurance | 669 | 705 | ||
| PAME Insurance | 52 | 52 | ||
| Repairs and Renewals (Roverdene Campsite) | 3,820 | 473 | ||
| Printing and photocopying | ||||
| Donations/Grants | 103 | |||
| Parade Collections | 177 | 503 | ||
| Parade Collections Gift Aid | ||||
| AGM and trustee expenses | 547 | 715 | ||
| District Website | 300 | |||
| Sub total | 21,217 | 12,001 | ||
| Fundraising expenses | ||||
| Other fundraising costs | - | |||
| Sub total | - | - | ||
| Sundry Payments | ||||
| Purchase of Badges | 2,354 | 4,741 | ||
| Explorer Scout Unit | 2,043 | 735 | ||
| District Event Support Team | 25 | 125 | ||
| Advance Capitation Payment | ||||
| Jamboree Payments | 990 | |||
| Band Cancelation | 100 | |||
| Payment in error | 51 | |||
| Sub total | 4,522 | 6,642 | ||
| Total Gross Expenditure Asset and investment purchases, etc. Total payments Net of receipts/(payments) Cash funds last year end Cash funds this year end |
||||
| 18,643 | ||||
| - | ||||
| 18,643 | ||||
| 50,536 | 87 | |||
| 42,372 | 42,287 | |||
| 92,908 | 42,374 |
2025 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 | |
|---|---|---|
| 31/03/2025 Unrestricted funds £ Cash funds Bank current account 4,796 Bank Instant Access account 21,460 Bank Deposit Account (95 day Notice) 46,654 Bank Fixed Term Account 20,000 Total cash funds 92,910 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 2,868 Shop stock Other stock - Land and buildings 50,000 Motor vehicles - Scouting equipment, furniture etc - Other - Sub total 52,868 Liabilities Accounts not yet paid 191 Expenses incurred but not invoiced Subscriptions not yet paid - Loan - detail - Other liabilities - Sub total 191 |
31/03/2024 Unrestricted funds £ |
|
| Cash funds | ||
| Bank current account | 4,796 | 1,848 |
| Bank Instant Access account | 21,460 | 20,524 |
| Bank Deposit Account (95 day Notice) | 46,654 | |
| Bank Fixed Term Account | 20,000 | 20,000 |
| Total cash funds | 92,910 | 42,372 |
| 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 | 2,868 | 2,976 |
| Shop stock | - | |
| Other stock | - | - |
| Land and buildings | 50,000 | 50,000 |
| Motor vehicles | - | - |
| Scouting equipment, furniture etc | - | |
| Other | - | - |
| Sub total | 52,868 | 52,976 |
| Liabilities | ||
| Accounts not yet paid | 191 | 147 |
| Expenses incurred but not invoiced | - | |
| Subscriptions not yet paid | - | - |
| Loan - detail | - | - |
| Other liabilities | - | - |
| Sub total | 191 | 147 |
Contingent liabilities and future obligations
The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 2nd June 2025 (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 |
2025 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 2025.
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 … A Clement …… ……………………
Name: ...................... Alison Clement ........................................................ Qualification: ............Chartered Accountant................................................... Address: ...................Dene Farm Cottage, Dean Oak Lane..................... ..................................Leigh, REIGATE..................................................... ..................................Surrey RH2 8PY....................................................
Date: ..........................26/5/2025.. ..............................................................................
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