7 May 2021
## TRUSTEES’ REPORT
## 1 April 2020 – 31 March 2021
## 1. REFERENCE AND ADMINISTRATION DETAILS
Group Name: 40[th] Hartlepool Scout Group
Group HQ: 40A Tunstall Avenue, Hartlepool. TS26 8NE
Charity Registration Number: 522697; HQ Registration Number: 10011980
## Trustees
Nicola Hodgson Chair (until 14 October 2020) Martin Lavelle Chair (from 14 October 2020) Martin Lavelle Vice Chair (until 14 October 2020) Heather Henderson Vice Chair (from 14 October 2020) Alan Hodgson Group Scout Leader Sue Eyre Treasurer (until 14 October 2020) Simon Peacock Treasurer (from 14 October 2020) Neil Midgley Secretary Jason Collins (Resigned 2 March 2021) Heather Henderson (Resigned 26 February 2021) Nicola Foster (Resigned 9 September 2020) Jackie Robinson (Appointed 14 October 2020) Stephen Smith Andrew Wood plus
The Scout Association Trust Corporation for trusteeship of land and property owned by the Group
## 2. STRUCTURE GOVERNANCE AND MANAGEMENT
The Group'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 Group is constituted as a trust established under The Scout Association rules which are common to all Scouts.
The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association.
## Group Scout Council
The Group Scout Council meets once per year at the AGM. Membership is open to Scouters, Colony, Pack and Troop Assistants, Instructors, Administrators, Patrol Leaders, all parents and carers of Beavers, Cubs and Scouts, any other supporters.
## Group Executive Committee
The Group is managed by the Group Executive Committee on behalf of the Group Scout Council. Members of the Group Executive Committee are the ‘Charity Trustees’ of the Scout Group which is an educational charity.
1
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 the Group Scout Leader, Chairman nominated by the Group Scout Leader and approved by the Group Scout Council, Treasurer and Secretary elected by the Group Scout Council and up to six members elected by the Group Scout Council. It meets every two months. Additional members can be co-opted by the Committee or nominated by the Group Scout Leader with the approval of the Group Scout Council.
Members of the Executive Committee complete DBS checks and undergo 'Essential Information for Executive Committee' training as soon as practicable after appointment .
The Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of appointments and is responsible for:
- The maintenance of Group property;
- The raising of funds and the administration of Group finance;
- The insurance of persons, property and equipment;
- Group public occasions;
- Assisting in the recruitment of leaders and other adult support;
- Appointing any sub committees that may be required;
- Appointing Group Administrators and Advisors other than those who are elected.
## Risk and Internal Control
The Group Executive Committee has identified the major risks to which they believe the Group 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:
- i. Significant damage to the building, property and equipment. The Group would request the use of buildings, property and equipment from neighbouring organisations such as the church, other Scout Groups, community centre or schools. The Group has sufficient buildings and contents insurance in place to mitigate against permanent loss.
- ii. Injury to leaders, helpers, supporters and members. The Group, through the capitation fees, contributes to the Scout Association’s national accident insurance policy. Risk Assessments are undertaken before all activities.
- iii. Fundraising activities generate less income. The Group is primarily reliant upon income from subscriptions and fundraising. The Group does hold a reserve to ensure the continuity of activities should there be a major reduction in income. The Committee could raise the value of subscriptions to increase the income to the Group on an ongoing basis, either temporarily or permanently.
- iv. Loss of rental income if the Cottage becomes vacant. The Group maintains close contact with the Letting Agent to ensure that the duration of any vacancy is minimised.
- v. Reduction or loss of leaders. The Group is totally reliant upon volunteers to run and administer the activities of the Group. 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 would have to be a contraction, consolidation or closure of a section. In the worst case scenario, the complete closure of the Group.
2
- vi. Reduction or loss of members. The Group provides activities for all young people aged 6 to 14½. If there was a reduction in membership in a particular section or the Group as whole then there would have to be a contraction, consolidation or closure of a section. In the worst case scenario, the complete closure of the Group.
## 3. OBJECTS AND ACTIVITIES
The Purpose of Scouting
Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society.
## The Values of Scouting
As Scouts we are guided by these values:
- Integrity - We act with integrity; we are honest, trustworthy and loyal.
- Respect - We have self-respect and respect for others.
- Care - We support others and take care of the world in which we live.
- Belief - We explore our faiths, beliefs and attitudes.
- Co-operation - We make a positive difference; we co-operate with others and make friends.
## The Scout Method
Scouting takes place when young people, in partnership with adults, work together based on the values of Scouting and:
- enjoy what they are doing and have fun
- take part in activities indoors and outdoors
- learn by doing
- share in spiritual reflection
- take responsibility and make choices
- undertake new and challenging activities
- make and live by their Promise.
## Activities in support of these objectives
The Group has continued to deliver the Scout Programme for the benefit of its members with lively and active meetings and events throughout the year in all Sections. Activities have been organised to ensure that members make good progress through the training scheme and achieve badge awards.
## Public benefit statement
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.
## 4. ACHIEVEMENTS
It has been a difficult year due to the Covid-19 pandemic but as a result of a comprehensive risk assessment and the introduction of appropriate procedures and routines, some face to face meetings were held, mainly outdoors in the HQ grounds. During lockdowns imaginative virtual meetings were held using Zoom. The Group is indebted to Alan Hodgson, Iain Walton, Colm Simpson, Sue Eyre and Martin Lavelle for their tireless work and to Tees Valley North District for their support in ensuring that activities continued as much as possible.
During the periods when the HQ has not been in use, many maintenance tasks have been carried out and thanks go to Alan Hodgson, Colin Richardson, Stephen Smith, Martin Lavelle and Chris Dixon.
3
## 5. FINANCIAL REVIEW
The HQ building, coach-house, stables and adjoining cottage are owned by the Group and the land is freehold.
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 12 months running costs, circa £6,000 and in addition a significant provision for major repairs and maintenance to buildings and for major equipment purchase and renewal.
The Group held reserves of well in excess of £30,000 against this at the year end.
Although income from fundraising and subscriptions has been severely curtailed during the pandemic, Covid -19 Grants have been received from Hartlepool Council in line with government guidelines. Income has also been received from rental of the Group’s cottage adjoining the HQ.
## Income and Expenditure
The Group's Income and Expenditure is detailed on the attached statements which have been approved by an external examiner. The Group does not have sufficient funds to invest in longerterm investments such as stocks and shares and all funds are held in cash using only a mainstream bank and building society.
The Group Executive regularly reviews the levels of bank balances and the interest rates received to ensure the Group obtains maximum value and income from its banking arrangements, although in the present climate of low interest rates the benefits are low.
## Assets
The assessed values of the Group’s main assets are:
|•|HQ/Coach House & Stable £544,000|
|---|---|
|•|Cottage £200,000|
|•|Camping Equipment £ 16,952|
|•|Fixtures & Fittings £ 11,025|
|•|Trailers
£ 4,500|
|•|Badge Stock and Neckers £ 300|
|and the Group’s insurance policies are based on these values.||
## 5. DECLARATIO N
The trustees declare that they have approved the trustees’ report above.
Signature: Chairman
MARTIN LAVELLE
Signature: Treasurer
SIMON PEACOCK
Date
4
## **40TH HARTLEPOOL SCOUT GROUP**
**Charity number 520697**
## **INCOME & EXPENDITURE ACCOUNTS and STATEMENT OF ASSETS & LIABILITIES**
**YEAR ENDED 31 MARCH 2021**
## **INDEPENDENT EXAMINER'S REPORT TO THE TRUST OF THE 40TH HARTLEPOOL SCOUT GROUP**
I report on the Income & Expenditure Accounts, Funds Reconciliation and Statement of Assets & Liabilities of the group for the year ended 31 March 2021, which are set out on pages 1 to 4.
## **Respective Responsibilities of Trustees and Examiner**
The Charity's Trustees are responsible for the preparation of the accounts. The Charity's Trustees consider that an audit is not required for this year under Section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.
It is my responsibility to:
- examine the accounts under Section 145 of the 2011 Act
- to follow the procedures laid down in the general Directions given by the commission under Section 145(5) of the 2011 Act
- to state whether particular matter have come to my attention
## **Basis of Examiner's Report**
My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the Charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items of disclosures in the accounts, and seeking explanations from you as Trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a 'true and fair view' and the report is limited to those matters set out in the next statement.
## **Independent Examiner's Statement**
In connection with my examination, no matter has come to my attention:
- 1 Which gives me reasonable cause to believe that in any material respect the requirements:
- to keep accounting records in accordance with Section 130 of the 2011 Act and
- **-** to prepare accounts, which accord with the accounting records and comply with the accounting requirements of the 2011 Act, and
Have not been met, or;
2 To which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached;
**Name:** Salaam Shaheen **Occupation:** FCCA **Address:** Parkside, Park Avenue, Hartlepool, TS26 0DZ **Date:** 11th May 2021
## **Signature:**
## **40th Hartlepool Scout Group**
**Income & Expenditure Accounts and Statement of Assets & Liabilities Year Ended 31 March 2021**
|**Income & Expenditure Summary With Funds Reconciliation**
**_£_**
**Cash at Bank 1 April 2020**
Current Account
10,118
Savings
12,984
**Total Income In Year (Page 2)**
**Total Expenditure In Year (Page 3)**
**Cash at Bank 31 March 2020**
Current Account
27,833
Savings
13,148|**_£_**
23,102
26,464
(8,585)|
|---|---|
|
**Cash at Bank 1 April 2020**
Current Account
Savings
**Total Income In Year (Page 2)**
**Total Expenditure In Year (Page 3)**
**Cash at Bank 31 March 2020**
Current Account
Savings||
||**40,981**|
|||
||**40,981**|
Page 1
## **40th Hartlepool Scout Group**
## **Income & Expenditure Accounts and Statement of Assets & Liabilities Year Ended 31 March 2021**
|**Detailed Income Statement**
**_Donations, Legacies & Similar Income_**
Membership subscriptions
Membership subscriptions paid on
Net membership subscriptions retained
Donations & Legacies
Gift aid
Use of headquarters
Uniform
**_Grants_**
Other Grants
**_Fundraising (GROSS)_**
Bag pack
Grand raffle
Christmas fayre
Boxing Day dip
**_Investment Income_**
Building Society interest
Property rental income
**Total Income In Year**|**_£_**
217
-
217
900
832
-
6
19,717
-
-
-
586
64
4,142
**_2021_**|**_£_**
**1,955**
**19,717**
**586**
**4,206**
**26,464**|**_£_**
3,226
(1,427)
1,799
435
787
40
3
-
-
843
279
-
97
4,858
**_2020_**|**_£_**
**3,064**
**-**
**1,122**
**4,955**|
|---|---|---|---|---|
|||||**9,141**|
Page 2
## **40th Hartlepool Scout Group**
## **Income & Expenditure Accounts and Statement of Assets & Liabilities Year Ended 31 March 2021**
|**Detailed Expenditure Statement**
**_Charitable Payments_**
Youth programme and activities
Activity fees received
Youth programme and activities cost
Council tax
Water and sewerage
Electricity and gas
Insurance
Repairs and maintenance
Equipment (Asset)
Printing, photocopying, stationery and postage
Contribution to camp costs
Uniform
AGM, parents evening and trustee expenses
Music licence
**_Fundraising Expenditure_**
Grand raffle
Christmas fayre
**Total Expenditure In Year**|**_£_**
78
-
78
-
203
889
1,759
4,906
504
68
-
50
-
128
-
-
**_2021_**|**_£_**
**8,585**
**-**
**8,585**|**_£_**
1,807
(515)
1,292
-
203
693
1,701
5,314
1,383
107
903
403
134
125
51
6
**_2020_**|**_£_**
**12,258**
**57**|
|---|---|---|---|---|
|||||**12,315**|
Page 3
## **40th Hartlepool Scout Group**
## **Income & Expenditure Accounts and Statement of Assets & Liabilities Year Ended 31 March 2021**
|**Statement of Assets & Liabilities**
**_Assets_**
**_Cash Funds_**
Bank Current Account
Bank Deposit Account
**_Investment Assets_**
Investment Property
**_Non-Monetary Assets_**
Stock
Land & Buildings
Fixtures, fittings & Equipment
Other (Trailers)
**Total Assets**
**_Liabilities_**
**_Miscelaneous_**
Expenses
Bank Deposit Account
**Total Liabilities**
**Total Assets less Total Liabilities**|**_£_**
27,833
13,148
200,000
300
544,000
27,977
4,500
-
-
**_2021_**|**_£_**
40,981
200,000
576,777
**817,758**
-
**-**
**817,758**|**_£_**
**_£_**
10,118
12,984
23,102
200,000
200,000
300
544,000
27,473
4,500
576,273
**799,375**
56
20
76
**76**
**799,299**
**_2020_**|**_£_**
**_£_**
10,118
12,984
23,102
200,000
200,000
300
544,000
27,473
4,500
576,273
**799,375**
56
20
76
**76**
**799,299**
**_2020_**|
|---|---|---|---|---|
|||||**799,375**
76|
|||||**76**|
|||||**799,299**|
Page 4
## **40TH HARTLEPOOL SCOUT GROUP**
**Charity number 520697**
## **INCOME & EXPENDITURE ACCOUNTS and STATEMENT OF ASSETS & LIABILITIES**
**YEAR ENDED 31 MARCH 2021**
## **INDEPENDENT EXAMINER'S REPORT TO THE TRUST OF THE 40TH HARTLEPOOL SCOUT GROUP**
I report on the Income & Expenditure Accounts, Funds Reconciliation and Statement of Assets & Liabilities of the group for the year ended 31 March 2021, which are set out on pages 1 to 4.
## **Respective Responsibilities of Trustees and Examiner**
The Charity's Trustees are responsible for the preparation of the accounts. The Charity's Trustees consider that an audit is not required for this year under Section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.
It is my responsibility to:
- examine the accounts under Section 145 of the 2011 Act
- to follow the procedures laid down in the general Directions given by the commission under Section 145(5) of the 2011 Act
- to state whether particular matter have come to my attention
## **Basis of Examiner's Report**
My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the Charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items of disclosures in the accounts, and seeking explanations from you as Trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a 'true and fair view' and the report is limited to those matters set out in the next statement.
## **Independent Examiner's Statement**
In connection with my examination, no matter has come to my attention:
- 1 Which gives me reasonable cause to believe that in any material respect the requirements:
- to keep accounting records in accordance with Section 130 of the 2011 Act and
- **-** to prepare accounts, which accord with the accounting records and comply with the accounting requirements of the 2011 Act, and
Have not been met, or;
2 To which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached;
**Name:** Salaam Shaheen **Occupation:** FCCA **Address:** Parkside, Park Avenue, Hartlepool, TS26 0DZ **Date:** 11th May 2021
## **Signature:**
## **40th Hartlepool Scout Group**
**Income & Expenditure Accounts and Statement of Assets & Liabilities Year Ended 31 March 2021**
|**Income & Expenditure Summary With Funds Reconciliation**
**_£_**
**Cash at Bank 1 April 2020**
Current Account
10,118
Savings
12,984
**Total Income In Year (Page 2)**
**Total Expenditure In Year (Page 3)**
**Cash at Bank 31 March 2020**
Current Account
27,833
Savings
13,148|**_£_**
23,102
26,464
(8,585)|
|---|---|
|
**Cash at Bank 1 April 2020**
Current Account
Savings
**Total Income In Year (Page 2)**
**Total Expenditure In Year (Page 3)**
**Cash at Bank 31 March 2020**
Current Account
Savings||
||**40,981**|
|||
||**40,981**|
Page 1
## **40th Hartlepool Scout Group**
## **Income & Expenditure Accounts and Statement of Assets & Liabilities Year Ended 31 March 2021**
|**Detailed Income Statement**
**_Donations, Legacies & Similar Income_**
Membership subscriptions
Membership subscriptions paid on
Net membership subscriptions retained
Donations & Legacies
Gift aid
Use of headquarters
Uniform
**_Grants_**
Other Grants
**_Fundraising (GROSS)_**
Bag pack
Grand raffle
Christmas fayre
Boxing Day dip
**_Investment Income_**
Building Society interest
Property rental income
**Total Income In Year**|**_£_**
217
-
217
900
832
-
6
19,717
-
-
-
586
64
4,142
**_2021_**|**_£_**
**1,955**
**19,717**
**586**
**4,206**
**26,464**|**_£_**
3,226
(1,427)
1,799
435
787
40
3
-
-
843
279
-
97
4,858
**_2020_**|**_£_**
**3,064**
**-**
**1,122**
**4,955**|
|---|---|---|---|---|
|||||**9,141**|
Page 2
## **40th Hartlepool Scout Group**
## **Income & Expenditure Accounts and Statement of Assets & Liabilities Year Ended 31 March 2021**
|**Detailed Expenditure Statement**
**_Charitable Payments_**
Youth programme and activities
Activity fees received
Youth programme and activities cost
Council tax
Water and sewerage
Electricity and gas
Insurance
Repairs and maintenance
Equipment (Asset)
Printing, photocopying, stationery and postage
Contribution to camp costs
Uniform
AGM, parents evening and trustee expenses
Music licence
**_Fundraising Expenditure_**
Grand raffle
Christmas fayre
**Total Expenditure In Year**|**_£_**
78
-
78
-
203
889
1,759
4,906
504
68
-
50
-
128
-
-
**_2021_**|**_£_**
**8,585**
**-**
**8,585**|**_£_**
1,807
(515)
1,292
-
203
693
1,701
5,314
1,383
107
903
403
134
125
51
6
**_2020_**|**_£_**
**12,258**
**57**|
|---|---|---|---|---|
|||||**12,315**|
Page 3
## **40th Hartlepool Scout Group**
## **Income & Expenditure Accounts and Statement of Assets & Liabilities Year Ended 31 March 2021**
|**Statement of Assets & Liabilities**
**_Assets_**
**_Cash Funds_**
Bank Current Account
Bank Deposit Account
**_Investment Assets_**
Investment Property
**_Non-Monetary Assets_**
Stock
Land & Buildings
Fixtures, fittings & Equipment
Other (Trailers)
**Total Assets**
**_Liabilities_**
**_Miscelaneous_**
Expenses
Bank Deposit Account
**Total Liabilities**
**Total Assets less Total Liabilities**|**_£_**
27,833
13,148
200,000
300
544,000
27,977
4,500
-
-
**_2021_**|**_£_**
40,981
200,000
576,777
**817,758**
-
**-**
**817,758**|**_£_**
**_£_**
10,118
12,984
23,102
200,000
200,000
300
544,000
27,473
4,500
576,273
**799,375**
56
20
76
**76**
**799,299**
**_2020_**|**_£_**
**_£_**
10,118
12,984
23,102
200,000
200,000
300
544,000
27,473
4,500
576,273
**799,375**
56
20
76
**76**
**799,299**
**_2020_**|
|---|---|---|---|---|
|||||**799,375**
76|
|||||**76**|
|||||**799,299**|
Page 4