Trustees’ Annual Report for the period 1 April 2020 to 31 March 2021
Charity Name 2[nd] Quorn Scout Group Registered Charity Number 521773
Principal Address Allen House Meeting Street Quorn LE12 8EU
Charity trustees who manage the charity:
- Mr Byron Chatburn Chairman (wef 28.8.20) Dr Carolyn Skilling, Secretary
Mrs Sue Child, Group Treasurer
-
Mr Paul Barlow
-
Mr Nicholas Fordyce (resigned 28.8.20) Mrs Karen Crane
-
Mr Christopher Vesty (resigned 28.8.20) Mr Kenneth Ronald (resigned 28.8.20) Mr Jonathan Billington (wef 14.01.21) Mr Jeremy Chapman (wef 11.03.21) Mrs Sian Clark GSL (wef 20.10.20)
Section A. Reference and administration details
Names, addresses and type of advisers: N/A
Section B. Structure, Governance and Management
Description of the charity’s trusts.
Type of Governing Document:
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.
How the Charity is constituted:
The Group is a trust established under its rules which are common to all Scouts.
Trustee Selection methods:
The Trustees are appointed in accordance with the Policy, Organisation and Rules of the Scout Association.
Additional Governance Issues:
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.
Policies and procedures adopted for
- (a) the induction and training of trustees
The Committee consists of three independent representatives, Chairman, Treasurer and Secretary, together with the Group Scout Leader, individual section leaders and parents’ representation and meets every two to three months.
The 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 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.
(b) Trustee consideration and management systems of major risks
The Group Executive Committee has identified the major risks to which they believe the Group is exposed. These have been reviewed and systems established to mitigate against them. The main areas of concern that have been identified are:
Damage to the building, property and equipment .
The Group would request the use of buildings, property and equipment from neighbouring organisation such as the church, community centre and other Scout groups. Similar reciprocal arrangements exist with these organisations. The Group has sufficient buildings and contents insurance in place to mitigate against permanent loss.
Injury to Leaders, helpers, supporters and members.
The Group through membership fees contributes to the Scout Association’s national accident insurance policy. Risk assessments are undertaken before all activities.
Reduced Income from fund raising.
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. This and a reduction of costs has enabled the Group to remain financially secure during the COVID pandemic.
The Committee could if necessary raise the value of subscriptions to increase the income to the Group on an ongoing basis, either temporarily or permanently.
Reduction or Loss of Leaders
The Group is totally reliant upon volunteers to run and administer the activities of the Group. If there were 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.
Reduction or Loss of Members
The Group provides activities for all young people aged 6 to 18. If there were a reduction in membership 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.
The Group has in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or loss. These include two signatories for all payments and a comprehensive insurance policy to ensure that insurable risks are covered.
Section C. Objectives and Activities
The objectives of the Group 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.
Section D. Achievements and Performance and Contribution made by Volunteers
The last year has been challenging due to the pandemic and all sections closed for a varying period of time. However, by the end of the year a new Group Scout Leader had been appointed, filling a position that had been vacant for several years. Under their leadership, all sections are again meeting albeit only online for now.
A number of adults and young people have left the group during the pandemic but new members have again started to join in 2021. Two new members have also been recruited to the Executive committee.
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.
Section E. Reserves and Investment 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 of 12 months running costs, circa £3,000 and in addition build further reserves for the future replacement of the minibus, the short term plans for refurbishment of Allen House and the longer term plans for replacement or alternative accommodation.
The Group held reserves of approximately £21,148 against this at year-end. This includes the reserves held for possible, eventual replacement of the minibus
The Group does not have sufficient funds to invest in longer-term investments. The Group has therefore adopted a risk adverse strategy to the investment of its funds. All funds are held in cash using mainstream banks or building societies.
Section F. Other Optional Information
Section G. Declaration
The Trustees declare that they have approved the Trustee’s report above. Signed on behalf of the charity’s trustees:
Signatures:
___ ___
Full Names: Byron Stephen Chatburn Susan Child Positions: Chairman Group Treasurer
Date: 24 June 2021
2nd Quorn Scout Group Receipts and Payments Account
Receipts and payments
Year start date Year end date For the year 01-Apr-20 To 31-Mar-21 from 2020/2021 2019/2020 Unrestricted funds Unrestricted funds
£ £
Receipts
| Receipts | Receipts | £ | £ | |
|---|---|---|---|---|
| Donations, legacies and similar income | - | - | ||
| Membership subscriptions | 7,243 | 14,920 | ||
| _Less:_Membership subscription paid to Charnwood District Scout Council | 3,572 - |
- 4,524 | ||
| Net membership subscriptions retained | 3,671 | 10,396 | ||
| Donations | 601 | 1,665 | ||
| Activities and Camps | 201 | 6,927 | ||
| Gift Aid | 3,215 | 3,309 | ||
| Uniform and Badges | - | 178 | ||
| Sub total | 7,687 | 22,476 | ||
| Grants | ||||
| Maintenenace grant | - | |||
| Other grants | 26,499 | 11,425 | ||
| Sub total | 26,499 | 11,425 | ||
| Fundraising (gross) | ||||
| Duck Derby May | - | 648 | ||
| Mini Bus Raffle | - | 100 | ||
| Quiz | - | 1,694 | ||
| Sub total | - | 2,442 | ||
| Other income | ||||
| - £ |
- | |||
| Sub total | ||||
| Investment income | ||||
| Bank interest | 3 | 16 | ||
| Building Society interest | - | |||
| Sub total Total Gross Income |
3 | 16 | ||
| 34,189 | 36,359 | |||
| Asset and investment sales, etc. Total receipts |
- 34,189 |
|||
| - | ||||
| 34,189 | 36,359 |
1 LT700002
2nd Quorn Scout Group Receipts and Payments Account
| Year start date | Year start date | Year end date | ||
|---|---|---|---|---|
| For the year from |
01-Apr-20 | To | 31-Mar-21 | |
| Receipts and payments | ||||
| Payments | 2020/2021 Unrestricted funds £ - 2,043 265 - - - 497 38,933 600 79 - 473 252 1,467 44,609 - - - 44,609 44,609 - 44,609 - 10,420 31,568 21,148 |
2019/2020 Unrestricted funds £ |
||
| Charitable Payments | - | - | ||
| Activities and Camps | 2,043 | 12,830 | ||
| Adult support and training | 265 | 485 | ||
| Rent (including service bills) | - | 2,080 | ||
| Water and Sewerage (included in Rent above) | - | |||
| Electricity and Gas (included in Rent above) | - | |||
| Insurance | 497 | 468 | ||
| Repairs and Renewals | 38,933 | 11,290 | ||
| Materials and equipment | 600 | 538 | ||
| Printing, copying, Stationery & Postage | 79 | 278 | ||
| Contribution to camp costs | - | - | ||
| Uniforms and Badges | 473 | 1,566 | ||
| AGM and trustee expenses | 252 | 264 | ||
| Mini-Bus | 1,467 | 2,552 | ||
| Sub total | 44,609 | 32,349 | ||
| Fundraising expenses | ||||
| Duck Derby | - | 86 | ||
| Quiz February 2020 | - | 596 | ||
| Jamboree Fundraiser | - | - | ||
| Other | - | |||
| Sub total | 44,609 | 682 | ||
| Total Gross Expenditure Asset and investment purchases, etc. Total payments Net of receipts/(payments) Cash funds last year end Cash funds this year end |
||||
| 33,031 | ||||
| 44,609 | 33,031 | |||
| - 10,420 | 3,327 | |||
| 31,568 | 28,241 | |||
| 21,148 | 31,568 |
2 LT700002
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 | |
|---|---|---|
| 2020/2021 Unrestricted funds £ Cash funds Bank current (Group) account 11,508 Bank deposit (Reserve) account 7,979 Bank Subscriptions account 1,661 Cash/Floats Total cash funds 21,148 Other monetary assets Tax claim - Debts due from the County/Area/District/Group - 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 Shop stock 680 Other stock Land and buildings Motor vehicles 1,125 Scouting equipment 20,500 Other Sub total 22,305 . Accounts not yet paid - Expenses incurred but not invoiced - Subscriptions not yet paid - Loan - detail - Other liabilities - Sub total - |
2019/2020 Unrestricted funds £ |
|
| Cash funds | ||
| Bank current (Group) account | 11,508 | 20,122 |
| Bank deposit (Reserve) account | 7,979 | 7,976 |
| Bank Subscriptions account | 1,661 | 3,470 |
| Cash/Floats | - | |
| Total cash funds | - | |
| 21,148 | 31,568 | |
| Other monetary assets | ||
| Tax claim | - | - |
| Debts due from the County/Area/District/Group | - | - |
| 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 | - | |
| Shop stock | 680 | 872 |
| Other stock | - | |
| Land and buildings | - | |
| Motor vehicles | 1,125 | 1,500 |
| Scouting equipment | 20,500 | 25,000 |
| Other | - | |
| Sub total | 22,305 | 27,372 |
| . | ||
| Accounts not yet paid | - | - |
| Expenses incurred but not invoiced | - | - |
| Subscriptions not yet paid | - | - |
| Loan - detail | - | - |
| Other liabilities | - | - |
| Sub total | - | - |
Contingent liabilities and future obligations
The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 24.6.2021 and signed on their behalf by
| Signature | Print Name |
|---|---|
| Byron Chatburn Chairman | |
| Susan Child Treasurer |
3 LT700002
CHARITY COMMISSION FOR ENGLANO AND WALES Independent Examiner's Report on the Accounts Section A Independent Examlnerfs Report Report to the trusteesl members of 2nd Quom Scout Group On a¢counts for the year ended 31 March 2021 Charity no 521773 Set out on pages One I report to the trustees on my examination of the accounts of the above charity 1.the Trust") for the year ended Responsibilities and basis of report As the charity's trustees. you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (llhe Acl"). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in Garrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145{5){b) of the Acl. Independent Examinerfs Statement I have completed my examination. I confinn that no material matters have come to my attention in connection with the examinalion (other than that disclosed below ') which gives me cause to believe that in, any material respect.. the accounting records were not kept in accordance virlh section 130 of the Charities Act; or the accounts did not accord with the accounting records". or the accounts did not comply with the applicable requirements concerning the fomi and content of accounts sel out in the Chanties {Accounts and Reports) Regulations 2008 olher than any requirement that the accounts give a 'true and fair, view which 15 not a matter considered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order lo enable a proper understanding of the accounts to be reached. Please delete the words in the brackets rflhey do not apply. Signed: Date: JI SC-PT. 11 Name". Rirtr4 L SS4JcirtÉ CA &f TEpeEi Relevant professional qualification{s} or body (if anyl: IN TLpT6 L Address: IER Oct 2018