St James Hill Scout Group (A Registered Charity – 507987) _**C/O 32 Hathaway Road, B75 5JB Email:pammike32@sky.com Tel: 0121 308 1937**_ ## **Trustees Report for the Account Year 1[st] Sep 2022 - 31[st] Aug 2023** The Trustees have reviewed the groups activities and its use of the premises. These continue to meet the aims and ideals of the Scouting Movement, with the full support of the Trustees and Executive Committee. All Sections of the Group have full programmes for weekly meetings and external events, including camps and expeditions. The attached accounts were assessed by an independent examiner and approved by the Trustees and Executive Committee at the Groups AGM on the 16[th] November 2023. Details of income and expenditure are shown on the Accounts and the Notes to Statement of Receipts/Expenditure attached to the submitted documents. Raising of funds, again, rely on raising money by letting the premises to outside organisations, and this year it is expected the income will be in excess of £1500. The Trustees and Executive Committee will keep the issue of fund raising under review. The budget for the year shows a possible deficit of £4900. With an increase in subscriptions collected, a predicted increase in hut donations and Gift Aid the deficit will be reduced. Any deficit in the current account will be covered by transfer of funds from the Emergency Reserve Account. Negotiations with Birmingham City Council to agree the new 25 year lease are still ongoing and have not been finalised. A draft document has been produced and it is hoped that agreement will be completed during 2024. Contributing to the delay in completion is the number of changes and replacement of Birmingham City Councils personnel. One problem that may arise in the future is that our access across the Church Car Park may end. Alternative means of access are being investigated and will be in place if the need arises. Looking forward to the year 2023/2024, the Group is well placed to provide a full programme of Scouting for all the members. In line with the amended Scout Associations Policy Organisation and Rules (September 23 amendment) the Scout Council and Trustee Board have adopted the Associations Constitution as set out in Rule 5.4 of POR. This to be ratified at the Scout Council AGM. **Trustees:** Mike Stanley, David Evans St James. Hill Scout Group (Registered Charity-No.507987) ststement of Receipts and Payments for the Year Ended 31 August 2023 2023 2022 RECEIPTS Subscription Income Subscriptions HMRC GiftAid- 201211 HMRC GiftAid- 21122 HMRC Gift Aid - 22123 14.853.00 11.175.50 991.77 1,550.45 2,189.47 17,042.47 13,717.72 Group Fund Raising Fund Raising (See note 3) Other Income Camps & Outings Grant Aid (See note 5) Hut Use Income (See note 3) Mini Bus Use {See note 3) other Income {See note 4) Bank Interest 5,835.00 6,894.53 1,603.25 1,060.90 437.00 89.49 ,025.64 1,296.00 401.50 220.00 6.42 ,818.45 TOTAL RECEIPTS 26 068.11 22 536.17 EXPENSES Premises Rentl Rates{see notes re Rent) Electricl Water 8uildinglEquipment Insuran Head Quarters Cleaning {Molly Maid) Building Maintenance 2.269.11 1,945.71 2.058.60 1,050.03 7,323.45 2.115.09 1,668.29 8,611.84 12,395.22 Group Fund Raising Expenses Other Scout Expenses Camps & Outings Minibus Scout Equipment Capitation Training Badges Sectional Petty Cash Special projects Online Youth Management BT Broad band 5,574.94 2,409.61 1,408.52 6,048.00 7,398.98 2,019.36 4,453.14 5.892.60 1,183.97 1,078.78 1,415.99 112.94 535.85 19,768.60 497.23 918.28 136.69 395.04 21,711.32 TOTAL EXPENDITURE 27,092.05 34 106.54 (Deficit) I Surplus for the Year Opening Cash Balan Transfer from Reserve Account Transfer to Resevre Account -1,023.94 7.921.96 500.00 0.00 7 398.02 -11,570.37 19,492.33 0.00 0.00 7 921.96 Emeryency ReseNe and Sectional Accounts Emergency Reserve Account Sectional Accounts 18.780.81 157.84 19112.95 202.24 Total Balances 26 336.67 27237.15 St James Hill Scout Group Notes to Statement of Receipts/ Expenditure for the 12 .Months Ended ) I" August 2023 The Groups finatLces are in a good position at this time and will enable the Provision of a full scouting programme and continue to maintain our Head Quarters and assets. The previous current account deficit of £11570 has been teduced £1024. This reduced level of deficit is due the increase of subscriptions and donations receive(L Where possible figures for the year ending 31 August 2022 have been shown for comparison Income l. Th¢ increase in subscriptions of £3680 is due lo an increase in the membershtp number and raising the subscription to £130 2. Du¢ to the rise in subscriptions the am0￿1 of Gift AID received from HMRC incTeased by £640 over the previous year 3. Monies raised for the use of our HQ and minib￿ by outside organisations have increased by £967. mainly due the lifting of Covid-19 restrictions and all0￿7￿g more activities to take place. Due to the lack of volunteer support no other fund raising was a¢hiev¢d. 4. Other income includes a donation from the founder members of Enterprise VSU and donations for the hire of the District skittle ally. Expenditure Total eKpenditure for the year is £7000 pounds down from the previous year, this mainly due toe to the Teduction in the Premises" expenditure. 5. Birniingharn City Counctl are still, through the Youth Service, providing Grant Aid with regard to our rent of £1500 per year, and it is expected that this will continue until the lease, which lapsed in September 2015. has been renegotiated. Drnft documents have now been completed and it hoped that the new lease will be signed before the end of the year. 6. The rais¢ in the electricity and water costs are due to increased use of our HQ. 7. No n]ajor building maintenance costs were illcu￿d. 8. Scout Exw15e down by £2000. A major item of exp¢ns¢, badges £1184. is now recorded. All other expenses are marginally up or down on last years. Groups Finances Although the Groups finances at the beginning of the year 2023124 are in a healthy position, the budget forecast (copy attached) for the year shows a deficit of £4900. It is essential that new ways of raising the necessary funds are found in order to maintain the high level of Scouting provided. Due to the increase in subscriptions and HQ bookings the predicted budget income should be met. Any deficit that may occur will be met by transfer of monies from our Emergency Reserve Account. Independent examinerfs report on the accounts Section A Independent Examinerfs Report Report to the trusteesl members of St James Hill Scout Group On accounts for the year ended 31" August 2023 Charity no {if any) 507987 Set out on pages Att¥hed Pages. ActswTrts stat￿n( Ac£y)tsftt Notes and Budget for 202312024 Respective responsibilities The charity's trustees are ￿ponSIble for the preparation of the accounts. The of trustees and examiner charity's trustees ¢onsrder that an audit is not required for this year under section 144 of the Charities Act 2011 (the Charith'es Act) and that an independent examination is needed. It is my responsibilty to.. examine the accounts under secb.on 145 of the Charities Act, lo follow the procedures laid down in the general Directions gNen by the Charity Commission {under section 145{5llbl of the Charities Act, and to state whether parttcular matters have come to my attention. Basis of independent My examination was carried out in accordan￿ with general Directions given by the examiner's ststement Chartty Commission. An examinab.on includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes considerats.on of any unusual items or disclosures in the accounts, and seeking explanations from the trustees Concerning any such matters. The procedures undertaken do not provide all the evideno that would be reqLJired in an aud¢ and consequentIy no opinion is gwen as lo whether the accounts present a 'tme 2nd fairf view and the reF)Ort is limited to those matters set out in the statement below. Independent examinerfs In connection with my examination, no matter has come to my attention {olher than statement that disclosed below") 1. which gives me reasonable (xuse to believe that in, any material respect, the requirements.. to keep accounting records in accordan￿ with section 130 of the Charrties Act.. and to prepare accounts which accord with the accounting records and comply with the accounting ￿uirements ofthe Charities Act have not been met., or 2. t which, in my opinK•n. attentson should be drawn in order to enable a proper derstsnding ofthe accounts lo be reacheil. as& delete wonys in the bAaGkets rfthey do not apply. Signed: Date: Name: eig dwin Relevant professional qualification{s} or body (rf any): Chartered Accountant ACA Address: 6 Parkside Cour( Greenhough Road Lichfield. WS13 7UA IER Section B Disclosure Only complete rfthe examiner needs to highlight material problems. Give here brief details of any items that the examiner wishes to disclose. IER