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2024-03-31-accounts

Join us at our Summer BBQ, Party &AGM All parents, leaders. helpers. members. and friends of the Group are invited to join us. Enjoy delicious food, sunshine, and live entertainment as we seamlessly integrate our AGM into this fun-filled event. Bring your favorite drink. and we'll provide the food and the tunes! Sat, 22nd June 5pm (prompt) Istsedgleyscouts.org.uk

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Scouts".*' I 1st Sedgley'_, Copyright mbe 06 C038427

1st Sedgley Scout Group AGM Pack

including Trustees Annual Report & Accounts for the year ended 31 March 2024

Contents
Page 1 of 1 Agenda
Page 1 & 2 of 2 Minutes of AGM 2023
Page 1, 2, 3 & 4 of 8 Trustees Annual Report for year 2023-2024
Page 5 of 8 Receipts and Payments Summary for year
Page 6 of 8 Detailed Receipts for year
Page 7 of 8 Detailed Payments for year
Page 8 of 8 Statement of Assets and Liabilities
Page 9 Independent Examiners Report
Page 10 Appendix – New Group Team Organisation Chart
Page 11 Lead Volunteer Report

1[ST] SEDGLEY SCOUT COUNCIL

Annual General Meeting

5pm Saturday 22 June 2024 at Jubilee Hall Sedgley

AGENDA

1. Introduction and welcome

2. Apologies for absence

3. Presentations

4. Governance topics

5. Review of the previous year

6. Making appointments

7. Any Other Business

8. Closing remarks

Page 1 of 1

Minutes of Annual General Meeting Saturday 7 July 2023 – 7pm Jubilee Hall Sedgley

Attendees:

Ted Batham District Commissioner (DC), Mandy Todd (GSL), David Baugh (Group Chair) Saul Burton Dep. Group Chair (DGC), Leaders, Trustees, Group Council Members, Invited Guests.

Apologies:

Neil Porter, Debra Baugh, Chris Burton, Pat Foster

Chairman’s Welcome:

The Chair welcomed everyone and commented on such a good turnout. Stating that the AGM Pack was sent out in advance electronically with hard copies available on seats and that the meeting would be followed by presentations and social evening with live music and BBQ run by the Scout Section.

Presentations:

The DC made presentations to Leaders, Adult volunteers and to members achieving Chief Scout Awards. The DC stated that he wanted to thank those who have awards and everyone that plays a role in the Scout Group. That the awards were highly deserved and emphasised the importance of recognising service. The DC also apologised, that he could not stay behind after the AGM due to other scouting

commitments.

The Chair said that formal part of the AGM is open and would with now follow the agenda with the AGM Pack

The Trustee Board Quorum

The Chair stated that the Group constitution quorum is set at 4 Members including the Chair or Deputy Chair.

Minutes Of Last AGM:

There were no comments or questions to last year's minutes. The Minutes were agreed as true record.

Annual Report and Accounts:

The Annual Report & accounts for the year ended 31 March 2023 are included in the AGM Pack.

Group Scout Leader’s Appointment of Group Chair

David Baugh was re-appointed as Group Chair

Election of Group Secretary

Election of Group Treasurer

Page 1 of 2

Trustee Board Members Nominated by Group Chair & Approved

Group Trustee Board Members by virtue of their other Adult Roles

Trustee Board Members Election from the Group Scout Council: Approved

None – The Chair asked that if anyone wished to join the Trustee Board could approach any adult Volunteer after the meeting.

Appointment of Auditors: Approved

Group Scout Leaders (GSL) Report:

AOB:

There were no matters raised

Close Of Meeting:

The Chair and the GSL thanked the DC for attending the AGM and closed the meeting.

Notes:

*The terms used above:

Page 2 of 2

Trustees' Annual Report

For the period

From: 01/04/2023

To: 31/03/2024

Section A - Reference and Administration details

Charity name 1st Sedgley Scout Group Registered charity number 524621 HQ registration number 14268

Charity’s principal address Jubilee Hall, Ladies Walk, Sedgley, DUDLEY, West Midlands DY3 3UA

Names of the charity trustees who manage the charity

(These will be published in the annual report of the charity and the Charity Register if reporting for a Registered Charity with a charity regulator)

Trustee Name Office (if any) Dates acted if not for full year

Section B - Structure, governance, and management

Trusts:

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.

Constitution:

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 Trustee Board, 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.

Trustee Board members complete trustee learning within the first 6 months of joining the Board.

This Group Trustee Board exists to make sure the charity is well-managed, risks are assessed and mitigated, buildings and equipment are in good working order, and everyone follows legal requirements and the organisation's policies and rules. Their support helps other volunteers run high-quality and safe programmes that gives young people skills for life.

The Group Custodian Trustees for the leasehold of the building and grounds are the Scout Association Trust Corporation (SATC)

Page 1 of 8

Section B - Structure, governance, and management (continued)

Risk and Internal Control

The Group Trustee Board 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 risks are:

Damage to the building, property, and equipment. 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 the capitation fees contributes to the Scout Associations national accident insurance policy. Risk Assessments are undertaken before all activities and for the buildings and grounds.

Reduced income from fund raising. The Group is primarily reliant upon income from subscriptions and hall hire and fundraising. The Group does hold a reserve to ensure the continuity of activities should there be a major reduction in income. The Board could raise the value of subscriptions and/or hall hire rates to increase the income to the Group on an ongoing basis, either temporarily or permanently.

Reduction or loss of adult volunteers or members. The Group is totally reliant upon adult volunteers to run and administer the activities of the Group. If there was a reduction in the number of adult volunteers or members to an unacceptable level in a particular Section or the Group then there would be a recruitment campaign, if unsuccessful there would have to be a contraction, consolidation, or closure of a Section. In the worst-case scenario the closure of the Group.

Section C - Objectives and activities

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.

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.

Scout Method

Young people, in partnership with adults, working together based on the values of Scouting.

Summary of the main activities in relation to these objectives:

Indoor and outdoor activities: Skill learning, first aid, cooking, pioneering, orienteering, survival, health, personal welfare, community, and educational tasks etc.. Integrated into meeting nights, adventure activities, games sleepovers, camps, and expeditions.

Grant making:

The Trustee Board make donations on behalf of the Group to other charitable causes where funds allow, from time to time, where it is in the interests of the Group to do so.

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.

Page 2 of 8

Section D - Achievements and performance

Summary of the main achievements of the charity during the year

Opening of Squirrel Dray Section for 4-6yr olds: Group and Section camps and activities, achievements of members can be considered high, successful camp and activities undertaken: Fundraising from events and hall hire has reached record levels: Integration of online banking and adult volunteer charge cards. Gift Aid claims mostly automated ready for processing, building extension design prepared and ground conditions analysed with planning application in progress.

Section E - Financial Review

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 Trustee Board considers that the Group should hold a sum equivalent to 12 months running costs, circa £15,000.

The Group held reserves of approximately £20,000 against this at year end. This is above the level required for operating expenses. However this can be explained by our intention to extend the building, to meet current and future needs and to subsidise activities to increase the affordability of scouting to less well-off members families.

The charity’s principal sources of funds:

The Trustee Board does not consider the Group have sufficient funds to invest in longer-term investments The Group has therefore adopted a low-risk strategy. All funds are held in cash using mainstream banks.

Section F - Chair of Trustees Report

Stark Reality

I'm happy to report that we have continued to thrive within a growing Scout movement. This is a record we've mostly maintained since 1st Sedgley Scouts was founded in 1910. However, some local groups are struggling with a lack of regular volunteers. The stark reality is, that it has led to closures and mergers even whilst demand to join soars!

We too are facing regular volunteer shortages and high demand to join. To secure our future, even at current membership levels, we need more regular parent volunteers. Volunteering with Scouts is fun, rewarding, and satisfying, it’s good for you too, making a lasting impact. I understand life is busy, but even a small commitment makes enormous difference. I can’t emphasise enough the importance of you coming forward now.

We're making it easier than ever to get involved. Learning (Training) is now more accessible, offered online and in smaller chunks. You don't need to be Bear Grylls to be a fantastic Scout volunteer !

Members' and Section Accomplishments

We're immensely proud of our members' accomplishments. Their growth is a testament to our incredible volunteer and young leader teams. The dedication and enthusiasm of our volunteers is truly inspiring. Please take a moment to personally thank them for their time and commitment.

We're thrilled to announce the successful launch of our new Squirrel section for 4–6-year-olds. New Lead volunteers Rebecca and Kayley have embraced the challenge and are having a fun time. Thank you.

Strong Governance & Finances

The trustees have ensured inclusivity, compliance, and risk management. We've maintained and improved our facilities and resources. Our financial stability remains strong, and we've successfully transitioned to online banking and charge cards. Whilst we haven't secured any grants, we have already started to reinforce the Funding Team to rectify that.

Page 3 of 8

Section F - Chair of Trustees Report (Continued)

Fundraising Highlights

Hall hire, the Charity Beer Festival, and the Bedding Plant Sale collectively raised a fantastic £19,000! Huge thanks to the Porter family for managing hall hire, generating £6,000 this year alone, and to the Beer Festival Team for repeating their record-breaking £10,000 profit. Group Structure Transition

Transition

Our Group is undergoing a "transition" to separate governance from operational tasks.

Join our sub-teams of doers and go getters:

This structure makes it easier to find volunteer roles that match your skills, interests, and availability – whether it's accounting, maintenance, fundraising, or hall management. See the Appendix to this report.

Looking Ahead

We haven't progressed as far as we'd hoped with the hall extension, it’s been a bit stop start. We’re committed to the project to meet current and future needs, increase rental income, and integrate solar energy. This will reduce our carbon footprint, lower energy costs, and potentially generate additional income through energy sales and rental. We are grateful for the help of Nigel Stone bringing his Quantity Surveyor and building industry expertise. We will strengthen our Project Team further in the coming weeks..

We still hope to run an international camp for Cubs, Scouts, and Young Leaders in 2025.

Thank You

Your continued support is essential for 1st Sedgley's success. We encourage you to get involved – together, we can ensure a bright future for Scouting in Sedgley.

David Baugh Group Chair

June 2024

Section G - Declaration

Trustees declare that they have approved the trustees’ report above: Signed on behalf of the charity’s trustees. Full name(s) David Baugh Saul Burton Position (Trustee) Chair Trustee / Deputy Chair Date 17/06/2024 17/06/2024

1st SEDGLEY SCOUT GROUP

RECEIPTS & PAYMENTS SUMMARY for the year ended 31 March 2024

General Funds

Total Receipts
Total Payments
Cash/Bank balances b/fwd
Transfers between Funds
Cash/Bank balances c/fwd		 Executive
Building
Beaver
Cub
Committee
Fund
Scouts
Scouts
Scouts
Total
£
£
£
£
£
42,455
42,455
32,440
32,440
10,015
10,015
21,052
5,000
504
2,871
4,523
33,950
7,898
(504)
(2,871)
(4,523)
38,965
5,000
43,965		 Previous
Year
£
34,955
34,667
288
33,662
33,950

The above account and accompanying statements of assets and liabilities were approved by the Trustees on 17th June 2024 and signed on their behalf by :

David Baugh (Group Chair)

Page 5 of 8

1st SEDGLEY SCOUT GROUP

DETAILED RECEIPTS for the year ended 31 March 2024

General Funds

Membership Subscriptions
Less Paid
DONATIONS/GRANTS
Donations
ACTIVITIES
Camps
International Camp
FUND RAISING
Beer Festival Profit
Bedding Plant Profit
District Raffle share
Other
SUNDRY RECEIPTS
Hire of Hall
Insurance Claim
Website clothing
TOTAL RECEIPTS		 Executive
Building
Beaver
Cub
Committee
Fund
Scouts
Scouts
Scouts
Total
£
£
£
£
£
£
10,935
10,935
(5,520)
(5,520)
5,415
5,415
550
550
9,936
9,936
1,521
1,521
9,767
9,767
3,125
3,125
163
163
336
336
5,949
5,949
5,413
5,413
280
280
42,455
-
-
-
-
42,455		 Previous
Year
£
14,647
(8,448)
6,199
1,456
9,714
36
10,491
-
-
221
6,838
34,955

Page 6 of 8

1st SEDGLEY SCOUT GROUP

DETAILED PAYMENTS for the year ended 31 March 2024

General Funds

Executive
Building
Beaver
Cub
Committee
Fund
Scouts
Scouts
Scouts
Total
£
£
£
£
£
£
PREMISES
Rent
21
-
-
-
21
Water Rates
170
-
-
-
170
Light and Heat
2,970
-
-
-
2,970
Insurance
1,888
-
-
-
1,888
Repairs and Renewals
3,923
-
-
-
3,923
Grass Cutting
350
-
-
-
350
Cleaning
2,630
-
-
-
2,630
Fire Extinguishers
-
11,952
-
-
-
11,952
DONATIONS/GIFTS
-
ACTIVITIES
Camps & activities
10,532
10,532
Section Nights
4,082
4,082
Training Courses
236
236
ADMIN/ESTABLISHMENT EXPENSES
Books, Stationery etc.
1,687
1,687
AGM Expenses
460
460
Bank Charges
531
531
Other
68
68
OTHER EXPENSES
Uniform Grants
126
126
CAPITAL EXPENDITURE
Equipment
1,980
1,980
Headquarters
-
PURCHASE OF BADGES
786
786
TOTAL PAYMENTS
32,440
-
-
-
32,440		 Previous
Year
£
21
406
4,746
1,906
3,204
330
2,161
171
12,945
-
12,645
3,505
306
1,361
815
362
99
425
1,119
1,085
34,667

Page 7 of 8

Independent Ex%miDer'$ Report to the Trnstees of ihe 1st Sedgley Scout Group I report on the accounls of the Group for the year ended 31 March 2024 which are set out on pages 5 to Respectlve responslbilitses of trystees and exAminer Th¢ charity's ttustees are responsible for the preparntion of the accounts. The charil) s lrnslees consider that an audit is noi r4uired for this ycar under section 144(2) of the Charities A¢t 2011 (the 2011 Act) and thai an independent examinaiioD is needed. li is my responsibility to: l. examine the accounts under section 145 of the 2011 Ath: 2. to lollow the procedures laid down in the 8enernl dire¢tioDS given by the Charity Commission under section 145(5)(b) of the 2011 Act. and 3. to slate whether particular n)aiters have come to my 8ltention. Basis of examlntr's report My examination was carried out in acwrdance with the General Directions given by the Charity Commissioners. An examination includes a review of the accouniing records kept by the ¢harily and a comparison of Ihc accowils presenled wilh those records. li also includes considet7tion of any unusual il¢ms or disclosures in Ihe accounts. al￿ seekn'ng explanaiions from you as Iruslees concerning any such maiters. The procedures undertaken do not provide all ihe evidence that would be r¢quiraJ in an audii, and consequently we do not express an audit opinion on lh¢ view given by the accounis. Independeni EA4miDer's $latemellt In conne¢lion with my cxaminalion. no maiter has come io my attention,. . which gives me reasonable cause lo believe thai ID any material respect the requirements lo keep accouniing ￿ordS in accordance with sethion 130 of the 2011 Act and lo prepare accounts wkn'ch accord with the accounting records and to comply with the accounting requirements ofthe 2011 Act have not been mel. or 2. to which, in my opinion, attention should be drawn in onkr to enable a proper understandin8 of the accounts to be reached, . which gives me reasonable cause to b¢lieve that in any material respect the accounting rules of the Group's constitution have not been met. Name: Kery Fellows Qualification.. FCCA Address: Ncal and Co Business S¢rvices Limited Shakespeare Buildings. Cradley Road Cradley Heath B64 6AG Date: If June 2024 Page 9

Lead Volunteer Annual Report 2023-24

It has been a busy and exciting first full year as Lead Volunteer. I would like to give Rob Barlow a special mention. Whilst I have been working for Jet 2 in Fuerteventura, Rob has been a massive support as Assistant Group Lead to myself and the Group as a whole.

Thanks also to the Section Volunteers & helpers for providing a safe & exciting program that keeps members coming back every week. We are currently at full capacity in most sections. With more volunteers, we will increase our numbers especially in Squirrels.

Squirrels

I am pleased to report that our Squirrel section started last September. Special thanks to Kayleigh, Rebecca, and Deb for making this possible, with (dare I say it) a little help from myself. They enjoyed a wide range of activities including badge work, Christmas Party, Camp fire evening and fantastic games evenings. I invested the first intake, including my granddaughter, which I found quite emotional seeing them making their promise. I would also like to thank those parents who have come forward as occasional helpers.

Beavers

Deb and her volunteers have continued to provide a fun, educational and varied program which included the Group Camp, Christmas sleepover and working towards their challenge and activity badges. I would also like to thank Deb for the continued support she gives to the Squirrel leaders.

Cubs

This year we saw Helen step down as Akela for health reasons. I am pleased to say that Helen continues with the admin side although we have noticed she still attends some activities. Rob and Richard, without realising it, have taken over the role of Akela with the support of the other volunteers and young leaders.

The program is full of fun, new skills, exciting Group Camp, sleepovers & plenty of badge work.

Scouts

Alexander has just started his new job and we all wish him the best in this new role. Phil has taken over as Scout Leader, with the support of Alex and the other volunteers. They attended the Group camp where it was lovely to see them interacting with the other sections and have had a couple of log cabin weekends and a golf night. They have organised a week’s summer camp during the upcoming school holidays which I am sure will be fantastic.

I would also like to thank our Chair David, and the rest of the trustees who ensure we have a well-managed, safe, and financially sound group infrastructure.

Once again, thank you for your support in whatever form it comes, it has helped us through these challenging times, and shown that we have an excellent Scout Group, which can get us through anything, and keep on Scouting.

Yours in Scouting,

Mandy Todd Lead Volunteer (Group Scout Leader) June 2024

Appendix 1 to Trustee Report:

1st Sedgley Scout Group Team Organisation

----- Start of picture text -----
Group Council
All Parents
Adult Leaders
Finance
Sub-Team
Trustee Board
Appointed by
the Group
Council
at AGM Funding
Responsible for
Sub-Team
Management
Finance
Risk Register
Insurance
Compliance
Capital
Property
Projects
Equipment
Sub Team
Group Team
Leadership
Beer
Festival
SubTeam
Section Teams
Squirrels
Beavers Hall Hire
SubTeam
Cubs
Scouts
Maintenance
Sub Team
----- End of picture text -----

Page 10

----- Start of picture text -----
Storeroom Access
Store Room
New Activity Room
Toilet & Access
roof
Solar panelled
Bouldering Wall front
----- End of picture text -----