**Trustees' Annual Report for the period** ||Period start date|Period start date|||Period end date|| |---|---|---|---|---|---|---| |**From**|06|04|2020|**To**|05
04|2021| ## Section A Reference and administration details **Charity name** 3RD ASHFORD (ST MATTHEWS) SCOUT GROUP **Other names charity is known by Registered charity number (if any)** 305789 **Charity's principal address** Ford Close Ashford Middlesex **Postcode TW15 3SB** ## **Names of the charity trustees who manage the charity** |1
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20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||Canon Stuart King|Chairman||PCC of St Matthew’s| ||TracyAdams|AGSL||Scout Association| ||Rob Adams|SL||Scout Association| ||Richard Jones|CL||Scout Association| ||Catherine Mason|BL||Scout Association| ||Claire Wilcox|Secretary||Scout Association| ||Naomi Sutton|Treasurer||GroupScout Council| ||Heidi Soutar|||GroupScout Council| ||Lela Evans|||GroupScout Council| ||Pippa Spink|||GroupScout Council| ||Paul Meadows|Vice Chairman||GroupScout Council| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| **Names of the trustees for the charity, if any, (for example, any custodian trustees)** **Name Dates acted if not for whole year** **TAR** March **2012** 1 ## **Names and addresses of advisers (Optional information)** **Type of adviser Name Address** ## **Name of chief executive or names of senior staff members (Optional information)** ## **Section B Structure, governance and management** ## **Description of the charity’s trusts** Type of governing document Trust Deed dated 16th June 1961 - (eg. trust deed, constitution) How the charity is constituted Trust - (eg. trust, association, company) Appointment by Scout Association and St Matthew’s PCC Election at Trustee selection methods Group Scout Council The Trustees are appointed in accordance with the (eg. appointed by, elected by) Policy, Organisation and Rules of The Scout Association. ## **Additional governance issues (Optional information)** You **may choose** to include additional information, where relevant, about: - policies and procedures adopted for the induction and training of trustees; - the charity’s organisational structure and any wider network with which the charity works; - relationship with any related parties; - trustees’ consideration of major risks and the system and procedures to manage them. 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 2 months. 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 and equipment; The raising of funds and administration of finance; The insurance of persons and equipment; Group Public Occasions; Assisting in the recruitment of leaders and other adult support; Appointing any subcommittees; Appointing Group Administrators and Advisors other than those elected. 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 policy to ensure that insurable risks are covered. **TAR** March **2012** 2 ## **Section C Objectives and activities** **Summary of the objects of the charity set out in its governing document** 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. Through the provision of regular meetings for children of all backgrounds ages 5 - 14 as Beavers, Cubs **Summary of the main** and Scouts enabling community networking, sports, camping, outdoor **activities undertaken for the** activities, learning life skills, fund raising, interfacing with local church and **public benefit in relation to** general character building and development into possible young leaders **these objects (include within** and explorer scouts **this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)** ## **Additional details of objectives and activities (Optional information)** You **may choose** to include further statements, where relevant, about: - policy on grant making; - policy programme related investment; - contribution made by volunteers. **TAR** March **2012** 3 |Section D|Achievements and performance| |---|---| |**Summary of the main**
**achievements of the charity**
**during the year**|| ||Through a full compliment of Leaders, and helpers, 3rd Ashford has
provided activities for over fifty children throughout the year.
In the HQ we have continued our ongoing improvements programme, (to
ensure the children have a warm comfortable environment) and have
recently had a considerable amount of work done to the boundaries.| ||| |**Section E Financial review**|| |**Brief statement of the**
**charity’s policy on reserves**
**Details of any funds materially**
**in deficit**
**Further financial review details**
You**may choose**to include
additional information, where
relevant about:
•
the charity’s principal
sources of funds (including
any fundraising);
•
how expenditure has
supported the key objectives
of the charity;
•
investment policy and
objectives including any
ethical investment policy
adopted.|| ||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 3 months
running costs, circa £330| ||| ||**(Optional information)**| ||For the financial year 2020/21 - Total Income = £36,414.41 - Total
Expenditure = £25,078.77
INCOME –
SUBS - Individual subs income for the year amounted to £6,716.00, a
decrease of £4,630.00. Of this £3195.00 is capitation to the District.
GRANTS / DONATIONS – Total for £19,117.00 received in grants /
donations.
GIFT AID – No further submissions processed in this tax year.
RENT - No rent income for this tax year reported.
FUNDRAISING – No fundraising done due to the pandemic.
EXPENDITURE -
ACTIVITIES – Activities Expenditure decreased to £10,618.00 and the
Activities Income decreased to £8,648.00. Please note this is due to
refunds processed to parents for the cancellation of WINGS.
ELECTRICITY – Totalelectricitypaid was £ 360.00. We had to purchase
oiland this amounted to £662.30 paid in September 2020.
MAINTENANCE – Total spent on the hut was £3,254.13. Included in this
was work done to the front and back of the Hut to renew the guttering with
additional downpipes. Also added white PVC cladding and replaced ply
panels on side elevation and on doors to match, with added coats of paint
for protection. The Maintenance amount still includes the Maintenance
Agreement with WORCESTER for our boiler.
MATERIALS AND EQUIPMENT – Total spent was £181.32.
CONTRIBUTIONS TO CAMP COSTS – Nothing to add for this year.
LEASE PAYMENT – Nothing from the council for the current year, so
added the annual lease payment back as a liability of £750.00 to be chased
up with the Council.
CLEANING – Worth mentioning that for the periods that the sections were
allowed to re-open, our cleaning costs increased substantially due to
COVID requirements. We are trying to manage this now with our Leaders| **TAR** March **2012** 4 taking on some of the cleaning activities after the section meetings and we thank them kindly for their willingness to help us keep our costs down. Balances as at 5[th] April 2021 Current account £21,202.23 Savings account £13,332.95 **Total £34,535.18** We want to say a huge thank you to Paul Meadows for all his work on the Grant Applications! With the decision to stop subscription payments for periods of time during the national lockdowns, this has helped the Group immensely. ## **Section F Other optional information** ## **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)**
**Position (eg Secretary, Chair,**
**etc)**
**Date**|
|_Signed on original Document_|_Signed on original Document_|_Signed on original Document_|| |---|---|---|---|---|---| ||
**ir,**|Canon Stuart King SSC|Naomi Sutton||| |||Chair||Treasurer|| |||18 Sep 2021|||| |||18 Sep 2021|||| **TAR** March **2012** 5 3rd Ashford (St Matthew's) Scout Group Receipts and Payments Account For th• y•*r &W.21 Receipts and payments 2020r21 2019r20 2.571 1*117 &774 iJ.J44 341 8.847 24.681 41 31,02£ )•,0 31,126 Ji.0 I Il**wy2017) 3rd Ashford (St Matthew's) Scout Group Receipts and Pawnents Account For the y￿r .19 .20 Receipts and payments 2020rk1 2019120 Unrnstrl¢W fund5 Unmstrleted funds Pa￿ents Ch*rti1b￿ PlyTh￿ts 14161 >122 744 1.194 Sub Fun¢lralslng 2.636 2Q.IBO 26,161 20,150 38,86d 11,377 121S 11A77 1315 2 LTTrn Illl J•wy2017) Statement of assets and liabilities at the end of the year 2020121 2019120 CAsh funds Totsl¢th fur J4AS 23,1S• T￿dthI Sub total Lia￿1￿1*$ 760 £SL "f iii 11 Ch* * L77m)211iiJ•wy201TI Independent Examiner's Report to the Trustees of the COUT GROUPIgIS¥RIGTl6eEIN￿1AREA SCOUT COUNCIL I report on the accounts of the GrouplDistrictlCountylArea lor the year ended which comprise the Statement of Financial Activities. the Balance Sheet and felated notes set ¢xrt on pages......... This report Is made solely lo th6 triJ81ee8 In accordance with Section 145 of tha Charities Act 2011. My work has beèn undertaken so that I might slate to the charity's Iruslees those matters l am required to state to them in an Independent Examiner's report and for no other purpose. To the fullest extent permitted by law. I do not accept or assume responsibility lo anyon& other than the charSty Bnd the charity's trustèés for my examination work. Respectlve responsibilitles of Trustees and Examiner The Group'slDislrict's trustees are rèsponsible for the preparation of the accounts They consider that an audit is nol required for this year (under Section 144 of the Ch8rilies Act 2011 lihe Charities Actll ank1 Ihal an independent examin81ion is needed. 11 is my responsibility to.. Examine thè accounts lund•r Section 145 of the Chariti$$ Acll.. To follow the procedures laid down in the General Directions given by the Charity Commissioners (under Section 1451Sllb) of the Charities Act)., ancl To state whether particular matters have come to my attention. Basls of Independent Examlfterfs report My examination was carried in accordance with the General Directions given by the Charity Commissioners. An examination includes a review of the accounting recoids kept by tha GrouplDistrict and a comparison of the accounts presented wilh those records. 11 also indudes consideration of any unusual item5 or disclosures in the accounts. and seeking explanations from you as trustees concerning any such matters. The procedures undertoken do not provide all the evidence that would be required in an audit, and wnsequenlly no opinion is given as to whether the 8ccounls present a 'true and fair, view and the report is limited lo those matters set out In the statement below. Independent Exaffllnerfs ststement In connection ¥￿t￿ my examination. no matter has come lo my attention { l. which gives me reasonable cause lo believe that in, any material respect, the requirements lo keep accounting rewrds in accordance with Sedion 130 of the Charities Act .'and to prepare accounts which accord vAlh the accounting records and comply with the accounting requirements of the Charities Act have not been mel.. or 2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the a¢counts to be reached. . Please delete Ihe words in the brackets rfthey do not apply Name.. Qualrfi¢ation.' LT700006 {1•t F•bru•ry 2017)