Guildford East District Scout Council Trustees, Annual Report For the period From (start date) o end date Section A Reference and administratioii details Charity name.. Guildford East Scout Council Registered charty nurnber HQ registration number Charity's principal address Scout Association Nightingale Road Guildford Postcode Pr8sident: The Mayor of Guildford Vice President: Michael Eagle Names of the charity trustees who manage the charty rustse Name ffice (If any) Dates actsd if not for hole year Denis Lester Sam Ritchie Richard A ears Cieran Mccona Geor e Ankar lan Philli Matt Philli Michael Neale District Chair District Treasurer District Lead Volunteer District Youth Commissioner Elected he 01.04.23- 04.11.24 CO-O ted Ci>0 ted Elected 0.01.25- 31.03.25 0.01.25- 31.03.25 Bank: Lloyds Bank, High Street, Guildford. Surrey 1 LT700001 (3rd December 2018)
Section B structiire, governance and management Description of the charity's trusts Type of governing document The District'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 District is a trust estsblished under its rules which are common to 811 Scouts. Trustee selection methods (e.g. appointed by, elected by) The Trustees are appointed in accordance with the Policy, Organisation and Rules of The Scout Association. Additional governance issues Policies and procedures adopted for.. a) the induction and trainlng of trustees., b} trustee, consideration of major risks and the systems and procedures to manage them. The District is managed by the Dlstrict Trustee Board, the members o which are the 'Charity Trustees, of the District Scout Council 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. The Board consists of 3 independent representatives, Chalr and Treasure together with District Commissioner, Elected Trustees and Co-opted Members meets every 3 months. Members of the Trustee Board complete Being a Scouts Trustee leaming within the first 6 months ofjoining the Board. This District 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. 2 LT700001 (3rd December 2018)
Section C Summary of the objects of the charity set out in its governing document Objectives and activities The Purpose of Scouting Scouting exists to actively engage and support young people in their persona development, empowering them to make a positive contribution to society. The Values of Scouting As Scouts we are guided by these values.. Integrfty - 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*operatlon 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 togethe based on the values of Scoutsng and: enjoy what they are doing and have fun take part in activities indoors and outdoors learn by doing share in spiritual reflects'on take responsibility and make choices undertake new and challenging aGtivities make and live by their Promise. Summary of the main activities in relation to these objects During the last year sections within the district participated in an exciting and challenging year of Scouting activities working towards individual badges and awards. The majority of groups sections were able to undertake or at least join a nights away experiences again. There have been overnight hikes, cooking competitions, wide games, camps and fun days amongst the many activities in structured programmes based around three main themes.. outdoor and adventure, world and skills. Scout sections attended Scoutabout, Beavers took part in Beavers Go Wild, County Cub Quiz amongst other activities. District events have been limited however we did hold our annual St George's Day & Promise Renewal activty day once again at Bentley Copse. Several Explorers have taken part in Explorer Belt Challenges in Europe. The Scouts and Explorer Scouts have aided other charitable organisations to raise funds and in so doing have raised the profile of Scouting. The Scout Active Support Unit iiow known as the Programme and Event Support Team has continued to be active and supported events organised at District and County level where they could as well as arranging local activities for members of the Unit. District Team Leads accompanied the District Lead Volunteer at Group AGMS to support communiGation and encourage good working practice. During this last year the District has adopted the Scouts team approach to leadership and have been getting to grips with the structure and the new ital latform. 4 LT700001 (3rd December 2018)
Section B Structure, governance and management (continued) Risk and Internal Control The District Trustee Board has identified the major risks towhich they believ the District is exposed,, these have been reviewed and systems have been established to mitigate against them. The main areas of concem that hav been identified are: Damage to the building, property and equipmenL The Districtwould request the use of buildings, property and equipment from neighbouring organisations such as the church, community centre and other Scout Groups. Similar reciprocal arrangements exist with these organisations. The District 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 Association national accident insurance policy. However additional insurance has bee taken out by The District to cover District Leaders who are under 70 year of age under the Personal Injury Plan administered by Unity. Ris Assessments are undertaken before all activities. Reduced income from fund raislng. The District is primarily reliant upon income from subscriptions. The Distri does hol¢ a reserve to ensure the continuty of activities should there be major reduction in income. The Board could raise the value of subscription to increase the income to the District on an ongoing basis, either temporarily or permanently. Reduction or loss of volunteers. The District is totally reliant upon volunteers to run and administer th activities of the District. If there was a reduction in the number of volunteer to an unacceptable level then the Board would seek assistance from othe Surrey Districts. Reductlon or loss of members. The District provides activities for all young people aged 4 to 18. If there wa a reduction in membership in a particular section or GrouplExplorer Unit a a whole then there would have to be a contraction, consolidation or closur of a section or in theworst-case scenario, the complete closure of the Group. The District 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 comprehensive insurance policies to ensure that insurable risks are covered. 3 LT700001 (3rd December 2018)
Section C Objectives and activities (continued) The District Volunteer and Development team has supported leaders, District volunteers and Trustees and steady progress has been made wtth getting new leaders through their Growing Roots modules in a timely fashion. Work has continued to ensure leaders are fully trained and where appropriate Wood Badges are achieved. The team have worked hard to support members with the new training platform. During the last year sections within the District participated in an exciting and challenging year of Scouting activities working towards individual badges and awards. The majority of groups sections were able to undertake or at least join a nights away experiences again. There have been overnight hikes, cooking competitions, wide games, camps and fun days amongst the many activities in structured programmes based around three main themes.. outdoor and adventure, world and skills. he objects of the District are to support and assist our Scout Groups, Explorer cout Units, Young Leaders and our Scout Active Support Unit to achieve the purpose of the Scout Association by employing the method of the Scout ssociation. Additional details of the objectives and activities Public benefit statement he District meets the Charity Commission's public benefit criteria under both the advancement of education and the advancement of citizenship or community development headings. Section D Summary ofthe main achievements of the charity during the year Achievements , Performance and Awards Chief Scout PlatinumlDiamond awards were gained across the district by members of the Explorer Sections. Chief Scout Gold awards were 9ained by Scouts across the District Many Cub Scouts have achieved the Chief Scouts Silver Award Many Beaver Scouts also have achieved the Chief Scouts Bronze Award Two new Squirrel Sections are fully operational Section E Annual Performance Financial Review The District had total receipts for the year to 31 March 2025 of £34,968 and tota payments of £35717, giving an excess of expenditure over income for the year of £749. This compares to 2024 receipts of £47,224 payments of £25,432 and excess incom over expenditure for the year of £25,432. However. the accounts are prepared on a receipts and payments basis so the figure do not necessarily provide a fair representation of the underlying annual financial performance. All the receipts and payments in the year related to unrestricted funds and activitie apart from the receipts and payments relating to the World Scout Jamborees which are ftjnded throu h the restricted fund set-u for this ose. 5 LT700001 (3rd December 2018)
Section E Brief statement of the charity's policy on reserves. Quantify and explain any designations Financial Review (continued) Reserves Policy The District's policy on reserves is to hold suff5cient resources to continue th charitable activities of the group should income and fundraising activities fall short. The District Trustee Board considers that the group should hold a sum equivalent t 12 months running costs of £20,000. The District held reserves of approximately £95,000 against this at year end. This i above the level required for operating expenses. However this can be partly explained by the £38,000 reserves held by the RGS sponsored Explorer unit. The District is currently determining the most suitable use of these fvnds. Details of any funds materially in deficit (circumstances plus steps to eliminate) NIA Investment Pollcy The District's Income and Expenditure is small and as a consequence does not have sufficient funds to invest in longer-term investments such as stocks and shares. The District has therefo adopted a low risk strategy to the investment of its funds. All funds are held in cash using only mainstream banks or building societies or The Charities Official Investment Fund. he Trustee Board regularly monitors the levels of bank balances and the interest ates reiVed to ensure the group obtains maximum value and income from its anking arrangements. Occasionally this may involve using an account that equires a period of notice before funds may be withdrawn. before doing so the rustee Board considers the cash flow requirements. Further financial review details Section F Future Planning e will continue to support and maintain a high standard of Scouting within the District. e will develop a closer working relationship with Guildford West District and run 'oint events. We are reviewing the joint ownership and operation of the Scout Shop. e will grow the competencies of the District Team. e will support future major events which includes Worfd Jamborees, Explorer Belt Expeditions, County and District events, plus the continual Training and Scout ssociation learnin for our existin and new ersonnel. Section G Declaration Signature(s} Full name{s) nis Gordon John Lester Sam Ritchie Position hair Treasurer Date Jul 6 LT700001 (3rd December 2018)
Guildford East District Scout Council Receipts and Payments Account For the year from 01 Apr-24 31-Mar-25 Receipts and payments 2024125 Unréstricted funds 2024125 Endowmont Funds 2024125 2023124 Total funds Totsl funds Recelpts Donatlons, legacies and similar income Membership subsciipts'ons 51,623 51,623 26.014 Less:Membetship subscriptions paid on lo County Net membership subscripts'ons retained 137,0121 137.012) 368 14,611 14,611 26,382 Donalions 2.702 2,702 118 InsuranrR premiums collecb 683 683 405 Guildford Scout and Guide Shop 5.000 Sub totsl 17.996 17.996 31.905 Grants Sub totsl Fundraising and Actlvltles Income Explorer AGlivities and Camps Scout A¢tive Support Unit Actsvilies District Activiti8$ and Camps 11,945 11,945 7,023 240 240 205 3,S65 3.565 5,235 Jamboree 2,154 General fiJndraising 861 861 634 16.611 16.611 15,251 Investment income Bank interest 361 361 361 68 Sub total 361 Total Gmss Income 34.968 34.968 47,224 Asset and Investment sales, etc. Total receipts 34,968 34.968 47,224
Guildford East District Scout Council Receipts and Payments Account For the year from 01-Apr-24 To 31-Mar-25 2023124 Receipts and payments 2024125 Unrestricted funds 2024125 2024125 Endowment Total funds Funds 2023124 Total funds Payments Charftable Payments Adult support, Tecognition and training Donations foT Use of facilities 14 14 53 10.053 10,053 200 Insuranc8 2,303 2.303 3,713 Uniform$ and badges 20 20 105 AGM and Trustee Expenses 68 68 113 St Georges Day Exps 2,049 Donab'ons 90 90 Admin and other expenses 51 51 78 Sub total 12,599 12.599 6,311 Fundraislng and Actlvities Expenses Explor6r Aclivities 8nd Camps Scout Actlve Support Unil Activides 16,529 18,529 5.89S 326 326 269 Dislnct Activities and Camps 5.463 5.463 4,406 Jamboree 4.060 General fundraising 522 522 Sub total 22.840 22,840 14.630 Total Gross ExpendituFe Capital equipment 278 278 851 rotalpayments 35.717 35.717 21,792 Net of recelptsl(payments) {7491 (749) 25.432 Transfers betwoen funds {1.5821 1,582 Cash fund$ last year end 90,383 88,052 4.875 6.457 95,258 94,509 69,826 95,258 Cash funds this year end
Guildford East District Scout Council Receipts and Payments Account For the year from 01-Apr-24 To 31-Mar-25 statement of assets and liabilities at the end of the year 31-Mar-25 Unrestricted funds 31.Mar-25 Endowment Fund$ 31-Mar-25 Totsl funds 31.Mar-24 Total funds Cash funds Bank CUTf6nt account 49.980 6.457 56.437 72,528 Bank Deposit Account 37,930 37,930 22,570 CashlFloats 142 142 160 Totsl cash funds 88,052 6.457 94.509 95.258 Breakdown of Cash Funds District excl ESU and SASU 43.149 6,457 49,606 48,064 RGS Explorer Unit Other Explorer Units and SASU Sub total 38.207 38.207 38,207 6.696 6,696 8.987 88,052 6.457 94,509 95,258 Other monotjry thssots Activitiy costs du8 from Groups catatIOn due from Groups Insurancè premiums due trom Groups 4,3S7 4.357 3.880 48 48 3,101 3.101 1,579 Sub totsl 7.506 7.506 5,507 Liabilltle8 Expen8&s and reimbursements due lo leaders Insurance premium5 received trom Groups Other 427 427 148 105 105 103 206 206 228 Sub total 738 T38 479 Contlngent liabilities and future obligatlons. The Guildford East and West District Scout Councils are jointly responsible for any losses of the Guildford Scout Centre and Shop. At 31 March 2025 each Districfs share of the net assets amounted to £19,536 (2024: £21,901). based on the draft accounts. The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on July 2025 and signed on their behalf by Signature Print Name Denis Lester Samantha Ritchie
Illdendent Examiner's Rert to the TrteeS of the Guildford E&st Disknyt Scout Council (Charity no. 1021177) I report to the trustees on my exaniination of the accounts of the abovc charity ("the Trust.? for t]ie ycar ¢nd¢d 31 Marcli ?025 thich comprise the Receipts and Payments Accounl and Statement of Assets and Liabilities on pages 1- 3. Responsibilities and b8sis of port As the charity trustees of the Trust, you are responsible for the preparation of th¢ accounts in accordance with the r¢quir¢ments of th¢ Charities Act 2011 (' the Act,). I report in respect of my &iamination of the Trust:s accounts carried out undLr section 145 of ihe 201 l Act and in carrying out my ¢xamination I havc 1.oll0rd all the applic&blc Directions given by thc Charity Commission und¢r section 145(5Kb) of the Act. Indendent examiner's statement I have completed my ¢xamination. I confirni that no material matters have come to my attention in connection with thc cxamiiiation giJ'in8 me c8US¢ to believe that in any matLrial spect. accounting rccords wer¢ rt kept in accordance Ivith SLxtion 130 of the Act., or the accounts do not accord 9th lh¢ accountin8 fecoTds. I hav¢ no conL¢ms a1 have come across oiher mattus in connection with the examination to which attention should b¢ dram in this r¢port in ordcr to enabl¢ a proper understanding ol the accouiits to be reached. Si8ned.. Date: Ig Naine: K Siimiiiers Relevant professional qualification or mcmbership of professional bodies (if any): FCA Addr¢ss: 7 Clifford Manor Road. Guildford. Surrey GU4 8AG