GILWERN SCOUT COUNCIL
Annual General Meeting
Monday 14[th] July 2024, 6pm
Gilwern Scout Group Hut
Trustees’ Report 2024/25
We present below the reference and administration details of the charity as required by law.
ADMINISTRATION
Name (as per Charity Commission register): 1[st] Gilwern Scout Group Scout Association registration number: 39958 Scout District: Monmouthshire Registered charity number: 1075970 Registered charity address: Scout Headquarters, Lower Common, Gilwern. NP7 0DS Operating premises: Scout Headquarters, Lower Common, Gilwern. NP7 0DS TRUSTEES Group Chair. Bryan Davies Group Secretary. Rebecca Hoole Group Treasurer. Eirug Mathias Group Lead Volunteer. Wendy Davies Other elected Trustees. Pat Hillman, Sarah-Louise Spinks, Christine Hands, Anna Roberts. ADVISERS Independent Examiner. Lynda Robinson Bankers. Lloyds Bank Insurance broker. Unity
This Annual Report is issued by the Group Trustee Board of the 1[st] Gilwern Scout Group in conformity with the requirements of the relevant Charities Acts and the Policy, Organisation and Rules of the Scout Association. It covers the financial year ended 31[st] March 2025 and the census year ending 31[st] January 2025.
The Group is established as a Trust under rules which are common to all Scout Groups. The governing documents are those of the Scout Association, consisting of a Royal Charter of 4[th] January 1912 which incorporated the Scout Association and in turn gives authority to the byelaws of the
Association and Policy, Organisation and Rules (POR) of the Scout Association under which the hierarchy of Counties, Districts and Groups are created.
The Group constitution follows the model constitution set out in POR and has been updated to reflect the governance changes introduced by the Scout Association during 2023.
The Group is led by a Trustee Board (formerly known as Group Executive Committee) whose members are the charity trustees of the Scout Group. The charity trustees are responsible complying with all legislation applicable to charities, including registration, keeping proper accounts and making returns to the Charity Commission as appropriate.
The Trustee Board consists of a Chair and Treasurer and Group Lead Volunteer together with other members as appropriate. Elected members cannot serve an extended term of office exceeding 9 years. The Trustee Board meets at least 3 times per year and exists to support the Lead Volunteer in meeting the responsibilities of their appointment.
The Board has identified the major risks which it believes the Group is exposed as:
Safeguarding
Injury to Leaders, Helpers, Supporters and Members
Reduction or Loss of Leaders
Reduction or Loss of Members
Reduced Income
Damage to buildings, Property and Equipment
Financial Loss
These risks are kept under review in line with the Scout Association Risk Register model.
Chair of Trustees Report:
For the Group, this year has been both demanding and rewarding. Demanding in terms of the variability and educational nature of the training programme that we now provide in all sections of the Group and rewarding for the Group community as it has successfully moved, prospered and grown in all areas of its activities. As in previous years the Trustee Board are immensely proud of the the Scout Groups achievements and the manner in which it has continued to excel in its undertakings, duties and responsibilities.
We could not have secured this continuing growth without the hard work, commitment and dedication of all our warranted leaders and volunteer assistants. Whilst we are fortunate to have this active group of volunteers, their numbers have reduced through the year. As a result, we have had to amalgamate the two scout sections as we no longer have enough Leaders / Assistants to run them separately. Our Group membership numbers at this years January 2025 census were down over previous years and this is directly attributable to the reduced number of active Leaders and volunteer Assistants.
Can I make a plea here to all parents, guardians and their families / friends, to please consider joining our band of willing and necessary Leaders and volunteers. The Group currently has a lengthy list of young people waiting to join all of our sections. However, until we expand our adult Leader / Volunteer group, we will not be able to successfully reduce this waiting list.
Once again, this year we have been able to continue the expansion of our bespoke camping and outdoor pursuits equipment. In doing so we have repurposed or disposed of a few items that we no longer have a need for. At a recent County Camping weekend, the quality and variety of our assets were clear for all to see. Our young members have access to and use of, the best equipment and support facilities available.
As it is for our equipment so it is for our estate. During the year we have continued our safety and security reviews and where necessary provided upgrades/ enhancements. What is now clear is that our toilet and shower provision need upgrading and this will remain a priority for the coming year. This upgrade could be expensive and we are hoping to secure grants / donations, to facilitate this enhancement.
Whilst the Board of Trustees value and greatly appreciate the work of all our Leaders and Volunteers, it would be remiss of us not to personally thank our Group Lead Volunteer (Group Scout Leader) Wendy Davies for all that she has done to build her team and facilitate the continuing growth and wellbeing of the 1[st] Gilwern Group Community. In addition to her duties and responsibilities as Group Lead Volunteer she has directly supported the work of the Beaver and Cub Sections. Wendy has also held a Lead Volunteer position at a Monmouthshire District level. With a professional background in teaching and education she has brought many valuable skills and experiences into our family Scout Group.
In closing can I thank all parents, guardians, carers and their families for their continuing and much appreciate support for the 1st Gilwern Scout Group Community. We are proud of all our young Group members and feel sure that they are happy to be part of our vibrant and forward looking organisation.
Bryan Davies Q.P.M, B.Sc.
Chair of Gilwern Scout Group Trustee Board.
Gilwern Scout Group
~~a~~ Group lead Volunteer annual report 2025
Scouts This year has been an exciting chapter for 1st Gilwern Scout Group as we continue to grow, explore, and support the development of young people in our ist Gilwern local community. Through outdoor adventures, skill-building workshops, and community service, our Scouts, Cubs, and Beavers have lived the values of teamwork, resilience, and fun.
Membership
-
Squirrels (4-6yrs): 17 members
-
Beavers (6–8 yrs): 18 members
-
Cubs (8–10½ yrs): 47 members
-
Scouts (10½–14 yrs): 29 members
-
Adult Leaders & Helpers: 12 dedicated leaders
-
Young Leaders: 8 (6 in training)
�� Community and Partnerships
We collaborated with local groups like Keep Wales Tidy and the local Food Bank for impactful service projects and learning experiences and the NFC who gave us a donation of over £6000 towards our next project, which is to redesign our toilets. Our annual Remembrance Day Parade participation remains a meaningful tradition as well as joining with other Scouting members from across the district at camp this year and other events.
Seeing our young people grow in confidence—from shy new faces to capable, caring young leaders— is what keeps us going. Thank you to every parent, volunteer, and Scout for their energy and enthusiasm.
To every leader, helper, supporter, and young person—you make 1st Gilwern Scout Group more than just a club. You make it a home for adventure, growth, and belonging.
If you feel you can offer any time either as an occasional volunteer, leader or as part of our trustee committee, please let us know.
Many thanks
Wendy Davies
Group Lead Volunteer
– 1st Gilwern Scout Group Receipts & Payments
2024-25
| Camps Receipts Payments 1. Summer Group Camp £3,087.82 -£2,307.14 2. Scouts Camps £3,761.86 -£3,813.78 3. Cub Camps £1,557.57 -£1,533.15 4. Beaver Camps £540.03 -£523.79 £8,947.28 -£8,177.86 Ongoing Activities Group Subs £14,205.26 Gift Aid £6,581.03 Activities & Trips £0.00 Scarves , Badges & Clothing £148.61 Fundraising £0.00 Interest (Lloyd's Savings Account) £149.00 Group Membership Costs + Refunds -£7,417.50 Weekly Activities -£764.79 HQ Maintenance -£1,759.51 Utilities -£3,149.34 Scarves, Badges & Clothing -£1,972.90 Sundries -£258.21 £21,083.90 -£15,322.25 Grant Purchases Donations & Grants £7,444.00 New Equipment -£1,840.65 Donations & Grants £0.00 £7,444.00 -£1,840.65 Total Receipts / Payments £37,475.18 -£25,340.76 Balance Sheet for the year ended March 31st 2025 £12,711.69 Lloyd's Saving Account Add Profit/Loss £12,134.42 Lloyd's Current Account Paypal Closing Reserve 31/3/24 £24,846.11 Bank Balances Opening Reserve 1stApril 2024 |
Receipts Payments £3,087.82 -£2,307.14 £3,761.86 -£3,813.78 £1,557.57 -£1,533.15 £540.03 -£523.79 |
Profit/(Loss) £780.68 -£51.92 £24.42 £16.24 |
|---|---|---|
| £8,947.28 -£8,177.86 |
£769.42 | |
| £14,205.26 £6,581.03 £0.00 £148.61 £0.00 £149.00 -£7,417.50 -£764.79 -£1,759.51 -£3,149.34 -£1,972.90 -£258.21 |
||
| £21,083.90 -£15,322.25 |
£5,761.65 | |
| £7,444.00 -£1,840.65 £0.00 |
||
| £7,444.00 -£1,840.65 |
£5,603.35 | |
| £37,475.18 -£25,340.76 |
£12,134.42 | |
| £16,795.58 £8,050.53 £0.00 |
||
| £24,846.11 |
TREASURER'S NOTES – End of 2024-25 Financial Year:
-
Receipts from Camps – Scout Camp received a donation of a £1000 from the Rotary Club at the end of March 24, to pay for the AWSC Coach.
-
Income of £14,205.26 from Subscription down from previous years due to reduction in members.
-
Gift Aid claim of £6581.03 for 2022-23 & 2023-24 received.
-
Interest of £149 received on the Lloyds Savings Account
-
Membership Fee of £7417.50 paid for 2025-26 for 115 members.
-
HQ Maintenace covers Cleaning Costs,Fire Extinguisher and Boiler Checks
-
Utilities covers Insurance, Electricity, Water, Oil & Broadband
-
New Equipment includes Marquee, Event Shelter, Hot Water System, Axe Throwing Kit, First Aid Kit, plus some additional camp equipment.
-
Grants received from NFU Mutual & Tudor Cule Trust
– 1st Gilwern Scout Group Year on Year Comparison
| 2024/25 TOTALS £12,711.69 £37,475.18 -£25,340.76 £24,846.11 Payments Receipts Profit/(Loss) -£2,307.14 £3,087.82 £780.68 -£3,813.78 £3,761.86 -£51.92 -£1,533.15 £1,557.57 £24.42 -£523.79 £540.03 £16.24 -- -- -- Balance as of 3 |
2024/25 TOTALS £12,711.69 £37,475.18 -£25,340.76 £24,846.11 Payments Receipts Profit/(Loss) -£2,307.14 £3,087.82 £780.68 -£3,813.78 £3,761.86 -£51.92 -£1,533.15 £1,557.57 £24.42 -£523.79 £540.03 £16.24 -- -- -- Balance as of 3 |
Balance as of 3 | 2023/24 TOTALS £27,004.24 £33,193.89 -£47,486.44 £12,711.69 Payments Receipts Profit/(Loss) -£7,714.72 £5,222.59 -£2,492.13 -£2,309.84 £2,335.66 £25.82 -£3,256.31 £3,487.67 £231.36 -£782.35 £913.35 £131.00 £0.00 £0.00 £0.00 1 st March 2023 Balance as of 3 |
2023/24 TOTALS £27,004.24 £33,193.89 -£47,486.44 £12,711.69 Payments Receipts Profit/(Loss) -£7,714.72 £5,222.59 -£2,492.13 -£2,309.84 £2,335.66 £25.82 -£3,256.31 £3,487.67 £231.36 -£782.35 £913.35 £131.00 £0.00 £0.00 £0.00 1 st March 2023 Balance as of 3 |
Balance as of 3 | 2022/23 TOTALS £18,335.35 £47,077.71 -£53,434.40 £11,978.66 Payments Receipts Profit/(Loss) -£520.00 £1,297.77 £777.77 -£7,471.74 £10,538.04 £3,066.30 -£592.00 £1,661.25 £1,069.25 -£1,049.17 £1,271.89 £222.72 -£4,053.24 £6,988.66 £2,935.42 1 st March 2022 |
2022/23 TOTALS £18,335.35 £47,077.71 -£53,434.40 £11,978.66 Payments Receipts Profit/(Loss) -£520.00 £1,297.77 £777.77 -£7,471.74 £10,538.04 £3,066.30 -£592.00 £1,661.25 £1,069.25 -£1,049.17 £1,271.89 £222.72 -£4,053.24 £6,988.66 £2,935.42 1 st March 2022 |
|
|---|---|---|---|---|---|---|---|---|
| Payments -£7,714.72 -£2,309.84 -£3,256.31 -£782.35 £0.00 |
Payments -£520.00 -£7,471.74 -£592.00 -£1,049.17 -£4,053.24 |
|||||||
| -£8,177.86 | £8,947.28 £769.42 |
-£14,063.22 | £11,959.27 -£2,103.95 |
-£13,686.15 | £21,757.61 £8,071.46 |
|||
| -£7,417.50 -£764.79 -£1,759.51 -£3,149.34 -£1,972.90 -£258.21 |
£14,205.26 £6,581.03 £0.00 £148.61 £0.00 £149.00 |
-£17,121.00 -£984.60 -£6,555.64 -£3,890.99 -£3,251.24 -£181.24 |
£17,414.05 £0.00 £0.00 £243.96 £55.00 £112.00 |
£0.00 -£935.81 -£7,969.03 -£3,631.93 -£4,156.18 -£134.14 |
£18,677.21 £3,016.83 £0.00 £525.46 £970.93 £25.58 |
|||
| -£15,322.25 | £21,083.90 £5,761.65 |
-£31,984.71 | £17,825.01 -£14,159.70 |
-£16,827.09 | £23,216.01 £6,388.92 |
|||
| -£1,840.65 £0.00 |
£7,444.00 | -£1,438.51 £0.00 |
£3,409.61 | -£6,589.68 -£387.36 |
£1,178.57 | |||
| -£1,840.65 | £7,444.00 £5,603.35 |
-£1,438.51 | £3,409.61 £1,971.10 |
-£6,977.04 | £1,178.57 -£5,798.47 |
|||
| -£25,340.76 | £37,475.18 £12,134.42 |
-£47,486.44 | £33,193.89 -£14,292.55 |
-£53,434.40 | £47,103.29 -£6,331.11 |
|||
| £24,846.11 | 31/03/25 | £12,711.69 | 31/03/24 | £27,004.24 | 31/03/23 |
Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of 1" Gilwern Scout Group On accounts for the year ended 31103125 Charity no (if any) 1075970 Set out on pages Respective responslbHltles offhe chaiity's trustees are resp0nStb for the preparation of the accounts. The trustees and examlnercharity's trustees consider that an audit is not required for this year under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed. It is my responsibility to: examine the accounts under section 145 of the Charities Act, to follow the procedures laid down in the general Directions given by the Charity Commission {under section 145(5)(b} of the Charitres Act, and to state whether particular matters have come to my attention. Basis of independentmy examination was carried out in accordance with general Directions given by the examiner's statementcharity 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 or disclosures in the accounts, and seeking explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the eviden that would be required in an audit, and consequently no opinion is given as to whether the accounts present a 'true and fairf view and the report is limited to those matters set out in the statement below. Independent examinerfsln connection with my examination, no matter has come to my attention (otheTr l. which gives me reasonable cause to beliÈvÈ that in, any material respect, the requirements: to keep accounting records in accordance with section 130 of the Charities Act,. and to prepare accounts which accord wrth the accounting records and comply with the accounting requirements of the Charities Act 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. . Please delete the words in the brackets rf they do not apply. Signed: Name: Date: Lynda Robinson Relevant professional qualrfication or body (if any).. Address: 6 Orchard Close Gilwern Monmouthshire, NP7 OEN