Board of Trustees Annual report.
For the period: 1st of March 2022 to the 28th of February 2023
Section A. Reference and administration details.
Charity name: 42nd Leicester (Glenfield) Scout Group. Registered charity number: 503428
Charity’s Principal Address: 42nd Scout Group, Stamford St, Glenfield, Leicester. LE3 8DL. Names of the charity trustees who manage the charity:
| Trustee Name. | Office (if any) | Dates acted if not for whole year |
|---|---|---|
| Karen Jeffrey | Cub Leader | |
| Chris Wedd | Scout Leader | |
| Tony Withers | Group Scout Leader | |
| Nicola Willett | Group Secretary | |
| Peter Brash | Explorer Scout leader | |
| Jo Rogerson | Treasurer | 24thOctober 2022 |
| Lynda Withers | Assistant Cub Leader | |
| Helen Maher | Beaver Representative | |
| David Needle | Group Chairperson | 6thOctober 2022 |
| Lisa Sewell | Beaver Representative | |
| Sharon Bates | Beaver Representative |
Names and addresses of advisers (Optional information but encourage as best practise)
| Type of advisor | Name | Address |
|---|---|---|
| Nil | ||
Page 1
Board of Trustees Annual report.
For the period: 1st of March 2022 to the 28th of February 2023
Section B Structure, Governance and Management.
Description of the Charities Trust; Type of governing document .
The Group’s governing documents are those of the Scouts Association. They consist of a Royal Charter, which gives authority to bylaws of the association and the Policy, Organisation and Rules of the Scouts Association.
The group has a constitution which is reviewed and approved at each Annual General Meeting; a copy of which is attached.
How the charity is constituted.
The group is a trust established under its rules, which are common to all Scouts.
Trustee selection method.
The trustees are appointed in accordance with the Policy, Organisation and Rules of the Scouts Association.
Additional governance issues.
The Group is managed by the Board of Trustees, the members of which are the ‘Charity’s Trustees’ of the Scout Group, which is an educational charity. As charity trustee's members are responsible for complying with legislation applicable to most, if not all charities. This includes the registration, keeping proper accounts and making returns to the Charity Commission as when appropriate.
Policies and procedures adopted for: a) The induction and training of trustees; b) Trustee consideration of major risk and the systems and procedures to manage them .
The Board of Trustees consist of three independent representatives, Chair, Treasurer and Secretary Together with the Group Scout Leader, individual section leaders (If opted to take on the responsibility) and parent’s representation. The Board of Trustees meets at least once every school term.
Members of the Board of Trustees complete mandatory training consisting of:
- Core information (Fundamentals of Scouting).
2. Safety
3. Safeguarding
- Trusteeship
5. GDPR
The Board of Trustees exists to support the Group Scout Leader in meeting their responsibility of the appointments and the responsible for:
-
The maintenance of the group property.
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Raising of funds and the administration of group finance.
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The insurance of persons., property and equipment.
-
Just in in the recruitment of leaders and other adult support.
Page 2
Board of Trustees Annual report.
For the period: 1st of March 2022 to the 28th of February 2023
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Appointing any subcommittees that may be required.
-
Appointing group administrators and advisers other than those who are elected.
Risk and Internal Control.
The Board of Trustees has identified major risks to which they believe the Group is exposed. These have been assessed, reviewed and systems have now been established to mitigate them. The main areas of concern that have been identified are:
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Damage to the headquarters building, other 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.
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Injury to leaders, helpers, supporters and members. The Scout Group, through capitation fees, contribute to the Scout Association national accident Insurance policy. Risk assessments have been undertaken for users of the headquarters building and control measures are in place. Specific risk assessments are undertaken before all on and off-site activities.
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The Group primarily relies on income from subscriptions and fund raising. Despite the current financial crisis, the Group has continued to maintain a healthy financial reserve which has provided a cushion against future hardships. In fact, the group has been able to create a Support Fund aimed at Parents/Guardians and Carers who have been struggling to pay for membership subscriptions and one-off activities.
-
Another concern the group is the possible reduction in the number of Leaders. Without volunteer Leaders there wouldn't be a scout movement. The Group is totally reliant upon volunteers to run and administer its activities. 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 will Inevitably have to be a contraction and/or consolidation or closure of a section. In the worst-case scenario this could mean the complete closure of the Group.
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Reduction or loss of members. The group provides activities for young people aged 6 to 14½. If there was a Group reduction in membership in a particular section or the Group, there would need to be a contraction, consolidation or closure of a section. Fortunately, the Group has a very long waiting list of young people who want to join, attracted by the positive feedback from other young people and their parents/ Guardians/Carers.
Risk from loss of income has been assessed and a reserve policy is in place to ensure sufficient revenue funding for at least one year.
Page 3
Board of Trustees Annual report.
For the period: 1st of March 2022 to the 28th of February 2023
Section C Objectives and Activities.
Summary of the objective of the charity set out in its government document.
The Purpose, Values and Method of Scouting
Fundamentally Scouting exists to actively engage and support young people in their personal development, empowering them through to adulthood and to assist them to make a positive contribution to society. All Scouts should act with integrity and be honest, trustworthy and loyal. They should have respect for themselves and for others. Scouts should support each other and take care of the world in which we live. All Scouts aspire to be tolerant and have respect for each other’s religious beliefs and values.
Scouting takes place when young people, in partnership with adults, work together based on the values of scouting and:
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Enjoy what they're doing and have fun.
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Take part in activities indoor and outdoor.
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Learn and achieve by doing.
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Share in spiritual reflection.
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Take responsibility and make choices.
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Undertake new and challenging activities.
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Make and live by their promise.
Summary of the main activities in relation to these objectives .
The group runs weekly meetings for each section during School Terms. Outdoor activities are organised throughout the summer school holiday Section of the group. Participates in district and county camps and daytime trips and visits throughout the whole of the year. Scouts explore meaningful topics including, for example; mental health, anti-bullying, religious tolerance and understanding.
All activities are designed to contribute to the gaining of badges/awards and to further the individual's appetite to succeed. The 42nd Leicester (Glenfield) Scout Group has two full Beaver Colonies (for children 6 to 8 years-old), two full Cub Packs (for children 8 to 10½ years-old and 2 full Scout Troops (for children 10½ to 14½ years-old). The Group also has a partnering agreement with a District Explorer Scout Unit (for children 14½ to 18 years-old). During the year 2022 to 2023, Through the Group there were just over 2000 badges of achievement awarded, each badge was awarded on merit and demonstrates the commitment of individual Cubs and on Leaders’ ability to maintain and deliver interesting, stimulating and exciting programmes that capture the young person’s motivation to learn.
Page 4
Board of Trustees Annual report.
For the period: 1st of March 2022 to the 28th of February 2023
Additional details of the objectives and activities (optional information but encouraged as best practise)
Scouting has been demonstrated to improve the life, skills and opportunities of its young members and its adult volunteers. This is reflected in its branding which states; ‘Skills for Life’ and Building Better Futures. This is the value the Group adds to our local community.
Public Benefit Statement .
The Group meets the Charity Commission’s public benefit criteria under the both the advancement of education and the advancement of citizenship. Or community development criteria.
Page 5
Board of Trustees Annual report.
For the period: 1st of March 2022 to the 28th of February 2023
Section D Achievements and Performance.
Summary of main achievements of the Charity during the year 2022 to 2023 .
This year marks the 50th anniversary of the opening of our HQ. The 42nd Scout Group is in a sound financial position and we have a growing membership. The Executive Committee managed a seamless transfer to the new role and Governance of the Board of Trustees. We have 90 children on our waiting list Which is a measure of the Group’s capacity to deliver meaningful and exciting programmes for all members to participate in learn.
As the financial crisis took hold during the year it became apparent that some families might find paying for scouting membership and activities a challenge. The Board of Trustees resolved to ensure that, as far as possible, no member should miss out on scouting opportunities due to financial constraints. We were therefore pleased to be able to allocate some of our reserves to a support fund in the 2023 - 2024 budget. Parents/Guardians/Carers are now able to apply for discounted membership subscriptions and financial support for one-off activities such as Group camps.
The 42nd Leicester (Glenfield) Scout Group achieved during year and our young members have excelled themselves in being awarded many hundreds of badges. It remains clear that children and young people continue to value the Scouting experience, feedback from parents and carers remains very positive.
Page 6
Board of Trustees Annual report.
For the period: 1st of March 2022 to the 28th of February 2023
Section E Financial Review
Reserves policy.
The Group's policy on reserve is to hold sufficient funds to continue the charitable activities of the Group should any income or fund-raising activities fall short, or if there is a reduction of use of the Group’s HQ building. The Board of Trustees previously considered that the Group should hold the sum equivalent to 12 months running cost, circa £25,000. The process for establishing a minimum reserves target has been reviewed and recently agreed. By the Board of Trustees, a copy of the Reserves Policy is provided as an attachment.
Details of any fund material in deficit (circumstances plus steps to eliminate)
None
Further Financial Review details (optional information)
The Group does not have sufficient unallocated funds to place in longer term investments. The Group has therefore adopted a risk averse strategy to the investment of its funds. All funds are held in cash only using mainstream banks or building societies. Income received by the Group is used to maintain and insure the HQ building and contents, to provide camping and other activity equipment and to provide consumable items including award badges, craft material and equipment for its weekly programme for members. Funds have been accumulated to replace ageing and damage Furniture and equipment as well as the planned purchase of a new vehicle and the associated costs.
Page 7
Board of Trustees Annual report.
For the period: 1st of March 2022 to the 28th of February 2023
Section F Other optional information .
Plans for future periods. (details of any significant activities planned to achieve them).
Programmes for all Scouting Sections in 2023-2024 will continue to provide opportunities for several camps, day visits and incoming specialist subject presenters.
3 of our key leaders are over 70 years- old so that succession planning is a priority. We aim to recruit new Leaders which in order to reduce the pressure on current volunteers, to allow phased handover of leadership responsibilities and to create a more enhanced and engaging experience.
We will continue to engage in our duty to implement safeguarding programmes and to monitor its progress on the effectiveness throughout all layers of the Group.
Page 8
Board of Trustees Annual report.
For the period: 1st of March 2022 to the 28th of February 2023
Section G Declaration
Signed on behalf of the Board of Trustees.
| Signature | |
|---|---|
| Full Name | Kenneth D Needle |
| Position (Secretary, Chair) | Chairperson |
Page 9
Board of Trustees Annual report.
For the period: 1st of March 2022 to the 28th of February 2023
Page 10
42nd Leicester (Glenfield) Scout Group Receipts and Payments Account
| 42nd Leicester (Glenfield) Scout Group Receipts and Payments Account For the year from 1st March 2022 To 28th Feb 2023 |
||||||||
| For the year from |
1st March 2022 | To | 28th Feb 2023 | |||||
| Receipts and payments | ||||||||
| Receipts | Unrestricted funds £ 28,354 - 7,695 20,659 20 - - 75 20,754 - - 2,667 2,667 - 20,482 1,344 - 21,825 - - - 19,050 - 19,050 64,296 |
Restricted funds Endowment funds £ £ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 2022/23 |
Total funds £ 28,354 - 7,695 20,659 20 - - 75 20,754 - 2,667 2,667 - 20,482 1,344 - 21,825 - - - 19,050 - 19,050 64,296 - 64,296 |
2021/22 Total funds £ |
||||
| Donations, legacies and similar income |
||||||||
| Membership subscriptions | 28,354 | 18,673 | ||||||
| Less: Membership subscriptions paid | - 7,695 | - 6,232 | ||||||
| Net membership subscriptions retained | 20,659 | 12,442 | ||||||
| Donations | 20 | 1,901 | ||||||
| Legacies | - | - | ||||||
| Gift Aid | - | 29 | ||||||
| Other similar income | 75 | 16 | ||||||
| Sub total | 20,754 | 14,388 | ||||||
| Grants | - | - | ||||||
| Maintenenace grant | - | - | ||||||
| Other grants | 2,667 | 10,796 | ||||||
| Sub total | 2,667 | 10,796 | ||||||
| Fundraising (gross) | ||||||||
| Events | - | - | ||||||
| Camps and other Scouting activities | 20,482 | 3,881 | ||||||
| Other fundraising activities | 1,344 | 384 | ||||||
| Other fundraising activities | - | - | ||||||
| Sub total | 21,825 | 4,265 | ||||||
| Investment income | ||||||||
| Bank interest | - | - | ||||||
| Building Society interest | - | - | ||||||
| The Scout Association Short Term |
- | - | ||||||
| ~~I~~ ~~S~~ ~~i~~ Property Rent income |
19,050 | 14,198 | ||||||
| Other investment income | - | - | ||||||
| Sub total | 19,050 | 14,198 | ||||||
| Total Gross Income Asset and investment sales, etc. **Total receipts ** |
||||||||
| 43,647 | ||||||||
| - | - | - | - | - | ||||
| 64,296 | - | - | ||||||
| 64,296 | - | - | 64,296 | 43,647 |
| 42nd Leicester (Glenfield) Scout Group For the year from 1st March 2022 To 28th Feb 2023 Receipts and Payments Account |
42nd Leicester (Glenfield) Scout Group For the year from 1st March 2022 To 28th Feb 2023 Receipts and Payments Account |
42nd Leicester (Glenfield) Scout Group For the year from 1st March 2022 To 28th Feb 2023 Receipts and Payments Account |
42nd Leicester (Glenfield) Scout Group For the year from 1st March 2022 To 28th Feb 2023 Receipts and Payments Account |
42nd Leicester (Glenfield) Scout Group For the year from 1st March 2022 To 28th Feb 2023 Receipts and Payments Account |
42nd Leicester (Glenfield) Scout Group For the year from 1st March 2022 To 28th Feb 2023 Receipts and Payments Account |
42nd Leicester (Glenfield) Scout Group For the year from 1st March 2022 To 28th Feb 2023 Receipts and Payments Account |
42nd Leicester (Glenfield) Scout Group For the year from 1st March 2022 To 28th Feb 2023 Receipts and Payments Account |
||
|---|---|---|---|---|---|---|---|---|---|
| For the year from |
1st March 2022 | To | 28th Feb 2023 | ||||||
| Receipts and payments | |||||||||
| Payments | Unrestricted funds £ 3,832 19,849 4,130 18,802 634 13,818 1,584 1,056 - 63,705 - - 63,705 |
Restricted funds Endowment funds £ £ - - - - - - - - - - - - - - - - - - - - - - - - 2022/23 |
Total funds £ 3,832 19,849 4,130 18,802 634 13,818 1,584 1,056 - 63,705 - - 63,705 - 63,705 590 |
2021/22 Total funds £ |
|||||
| Charitable Payments | |||||||||
| Section meeting costs | 3,832 | 963 | |||||||
| Section Camps and other activity costs | 19,849 | 10,472 | |||||||
| Adult support and training | 4,130 | 3,556 | |||||||
| HQ Running Costs | 18,802 | 16,311 | |||||||
| General Expenses | 634 | 965 | |||||||
| Equipment and Non-Fixed Assets | 13,818 | 4,301 | |||||||
| Bank Charges & other fees | 1,584 | 814 | |||||||
| Safety Inspections | 1,056 | 42 | |||||||
| HQ Capital Projects | - | 19,400 | |||||||
| Sub total | 63,705 | 56,823 | |||||||
| Fundraising expenses | |||||||||
| Other fundraising costs | - | - | |||||||
| Sub total | - | - | |||||||
| Total Gross Expenditure Asset and investment purchases, etc. Total payments Net of receipts/(payments) Transfers between funds Cash funds last year end Cash funds this year end |
|||||||||
| 56,823 | |||||||||
| - | - | - | - | - | |||||
| 63,705 590 0 51593 52183 |
- 0 0 0 0 |
- 0 0 0 0 |
|||||||
| 56,823 | |||||||||
| 590 | 0 | 0 | 590 | -13177 | |||||
| 0 | 0 | 0 | 0 | 0 | |||||
| 51593 | 0 | 0 | 51593 | 64769 | |||||
| 52183 | 0 | 0 | 52183 | 51593 |
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42nd Leicester (Glenfield) Scout Group Receipts and Payments Account
For the year 1st March 2022 To 28th Feb 2023 from
Statement of assets and liabilities at the end of the year
| Unrestricted £ Cash funds Bank current account 52,183 Bank deposit account - Building society account - The Scout Association Short Term ~~I~~ ~~S~~ ~~i~~ - Cash/Floats - Total cash funds 52,183 Other monetary assets Tax claim - Debts due from the ~~C~~ ~~/A~~ ~~/Di~~ ~~i /G~~ - Insurance claim - Sub total - Investment assets Investment property - detail - Quoted investments - Other investments - detail - Sub total - Non monetary assets for Badge stock 1,354 Shop stock 330 Other stock - Land and buildings 350,000 Motor vehicles - Scouting equipment, furniture etc 30,578 Other - Sub total 382,261 Liabilities Accounts not yet paid - Expenses incurred but not invoiced - Subscriptions not yet paid 6,930 Loan - detail - Other liabilities - Sub total 6,930 |
Unrestricted £ Cash funds Bank current account 52,183 Bank deposit account - Building society account - The Scout Association Short Term ~~I~~ ~~S~~ ~~i~~ - Cash/Floats - Total cash funds 52,183 Other monetary assets Tax claim - Debts due from the ~~C~~ ~~/A~~ ~~/Di~~ ~~i /G~~ - Insurance claim - Sub total - Investment assets Investment property - detail - Quoted investments - Other investments - detail - Sub total - Non monetary assets for Badge stock 1,354 Shop stock 330 Other stock - Land and buildings 350,000 Motor vehicles - Scouting equipment, furniture etc 30,578 Other - Sub total 382,261 Liabilities Accounts not yet paid - Expenses incurred but not invoiced - Subscriptions not yet paid 6,930 Loan - detail - Other liabilities - Sub total 6,930 |
Restricted Endowment £ £ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 2022/23 |
Total funds £ 52,183 - - - - 52,183 - - - - - - - - 1,354 330 - 350,000 - 30,578 - 382,261 - - 6,930 - - 6,930 |
2021/22 Total funds £ |
|---|---|---|---|---|
| Cash funds | ||||
| Bank current account | 52,183 | - | 52,183 | 51,593 |
| Bank deposit account | - | - | - | - |
| Building society account | - | - | - | - |
| The Scout Association Short Term |
- | - | - | - |
| ~~I~~ ~~S~~ ~~i~~ Cash/Floats |
- | - | - | - |
| Total cash funds | 52,183 | - | 52,183 | 51,593 |
| Other monetary assets | ||||
| Tax claim | - | - | - | - |
| Debts due from the |
- | - | - | - |
| ~~C~~ ~~/A~~ ~~/Di~~ ~~i /G~~ Insurance claim |
- | - | - | - |
| Sub total | - | - | - | - |
| Investment assets | ||||
| Investment property - detail | - | - | - | - |
| Quoted investments | - | - | - | - |
| Other investments - detail | - | - | - | - |
| Sub total | - | - | - | - |
| Non monetary assets for | ||||
| Badge stock | 1,354 | - | 1,354 | 750 |
| Shop stock | 330 | - | 330 | 190 |
| Other stock | - | - | - | - |
| Land and buildings | 350,000 | - | 350,000 | 350,000 |
| Motor vehicles | - | - | - | - |
| Scouting equipment, furniture etc | 30,578 | - | 30,578 | 20,950 |
| Other | - | - | - | - |
| Sub total | 382,261 | - | 382,261 | 371,890 |
| Liabilities | ||||
| Accounts not yet paid | - | - | - | - |
| Expenses incurred but not invoiced | - | - | - | - |
| Subscriptions not yet paid | 6,930 | - | 6,930 | 7,685 |
| Loan - detail | - | - | - | - |
| Other liabilities | - | - | - | - |
| Sub total | 6,930 | - | 6,930 | 7,685 |
42nd Leicester (Glenfield) Scout Group Bank deposit account
For the year 1st March 2022 To 28th Feb 2023 from
Contingent liabilities and future obligations
None
Notes
1 The Group changed its accounting system for the year 2022 -2023. These accounts were the first produced using Online Scout Manager (OSM) Accounting Tool. Comparisons between 2021 - 2022 and 2022 - 2023 accounts reflect the revised cost coding required in OSM. 2021 - 2022 figures have been mapped into the 2022 - 2023 codes to provide accurate comparison.
2 Equipment and non-fixed assets include new furniture items and new tents. These were some of the planned purchases that were deferred during the COVID pandemic.
3 Unrestricted funds include £25,000 as the financial reserves in accordance with the Group's Reserves policy. The policy is based on revenue costs for running the Group and the risks to income relating to possible loss of HQ hire income from one hirer which could result in the loss of 75% of that income stream.
This policy is now in review for planned adoption in the first half of 2023.
3 Scouting Equipment, furniture, etc is valued on the basis of replacement costs at current market values. Items that have been donated and tents that are over 5 years old have been valued at £0.00.
4 Over previous year the Group has developed an income stream that has provided a healthy reserves balance. The budget for 2023 - 2024 includes a significant level of financial support for members impacted by the current national financial situation. That support provides subsidised membership subscriptions and activities such as camps and outings.
The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 25th April 2023 (the date of the Executive Committee meeting that approved the accounts) and signed on their behalf by
| Signature | Print Name |
|---|---|
| Chair | |
| Treasurer |
Independent examinerfs report to the trustees of 42nd Leicester {Glenfield) Scout Group I report to the trustees on my examination of the accounts of the 42 Leicester (Glenfieldl Scout Group for the year ended 28th February. 2023. Re5ponslbllltles and basls of report As the charity trustees of the 42nd Leicester IGlenfieldl Scout Group you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 I'the Act'l. I report in respect of my examination of the 42 Leicester IGlenfieldl Scout Group accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions 8iven by the Charity Commission under section 145{5llbl of the Act. Independent examlne¢s statement I have completed my examination. I confirm that no material matters have come to my attention in connettion With the examination 8iving me cause to believe that in any material respect.. l. Accountlng records were not kept in respect of the 42 Leicester (Glenfieldl Scout Group as required by section 130 if the Att. or 2. The accounts do not occord with those records I h<ve no concerns and have come across no other matter in connection wlth the examlnatlon to which attention should be drawn in this report in order to enable a proper understanding of the accounts to Signed.. Name.. Kevan Charles Voce Retired member ofthe Institute of Chartered Accountant5 in England & Wales Address.. 105 Station Road, Glenfield, Leicester. LE3 8GS D3te'.15th April, 2023
Independent examinerfs report to the trustees of 42nd Leicester {Glenfield) Scout Group I report to the trustees on my examination of the accounts of the 42 Leicester (Glenfieldl Scout Group for the year ended 28th February. 2023. Re5ponslbllltles and basls of report As the charity trustees of the 42nd Leicester IGlenfieldl Scout Group you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 I'the Act'l. I report in respect of my examination of the 42 Leicester IGlenfieldl Scout Group accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions 8iven by the Charity Commission under section 145{5llbl of the Act. Independent examlne¢s statement I have completed my examination. I confirm that no material matters have come to my attention in connettion With the examination 8iving me cause to believe that in any material respect.. l. Accountlng records were not kept in respect of the 42 Leicester (Glenfieldl Scout Group as required by section 130 if the Att. or 2. The accounts do not occord with those records I h<ve no concerns and have come across no other matter in connection wlth the examlnatlon to which attention should be drawn in this report in order to enable a proper understanding of the accounts to Signed.. Name.. Kevan Charles Voce Retired member ofthe Institute of Chartered Accountant5 in England & Wales Address.. 105 Station Road, Glenfield, Leicester. LE3 8GS D3te'.15th April, 2023