| Trustees' Annual Report for the period | Trustees' Annual Report for the period | Trustees' Annual Report for the period | Trustees' Annual Report for the period | Trustees' Annual Report for the period | ||
|---|---|---|---|---|---|---|
| From Period start date |
to | Period end date | ||||
| 1 April 2020 |
31 | March | 2021 | |||
| Reference and administration details | ||||||
| Charity name 1stVirginia Water Scout Group | ||||||
| Other names charity is known by Scout Association Registration | No 28786 | |||||
| Registered charity number (if any) 1100646 | ||||||
| Charity's principal address Trotsworth Hall | ||||||
| Station Approach | ||||||
| Virginia Water | ||||||
| GU25 4DL | ||||||
| Names of the charity trustees who manage the charity | ||||||
| Trustee name Office (if any) |
Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (if any) |
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| 1 Debra Foster GSL (Acting) |
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| 2 Chris Howorth Group Chairperson |
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| 3 Caroline Gosling Group Deputy Chair |
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| 4 Elena Golcic Group Treasurer |
From 07/07/20 | |||||
| 5 Lorraine Peach Group Secretary |
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| 6 Kari Burrows Fundraising Chairperson |
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| 7 Suraya Risdon Gift Aid Secretary - Committee |
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| 8 Gary Foster Assistant Beaver Scout Leader – Committee member |
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| 9 Andrew Sutherland Cub Scout Leader - Committee |
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| 10 Ben Webb Scout Leader - Committee |
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| 11 Sandra Wentworth Committee |
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| 12 Nick Reeves District Water Activities advisor - Committee |
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| 13 Helen Smith Fundraising Deputy Chairperson |
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| Names and addresses of advisers (Optional information) | ||||||
| Type of advisor Name Address |
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| Bankers Barclays Bank plc Ascot |
Branch |
1
Structure, governance and management
Description of the charity’s trusts
Type of governing document
Type of governing document The Group’s governing documents are those of The Scout Association. (eg. trust deed, constitution) 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 (eg. trust, association, company) Scout Groups. Trustee selection methods The Trustees are appointed in accordance with the Policy, Organisation (eg. appointed by, elected by) and Rules of The Scout Association.
- (eg. trust, association, company)
Additional governance issues (Optional information)
You may choose to include additional information, where relevant, about:
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●Policies and procedures adopted for the induction and training of trustees.
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●The charity’s organisational structure and any wider network with which the charity works.
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●Relationship with any related parties.
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●Trustees’ consideration of major risks and the system and procedures to manage them.
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.
The Committee consists of Chair, Treasurer and Secretary together with the Group Scout Leader, individual section leaders (with their specific agreement) and parents' and friends’ representation.
The Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of his appointment. Members of the Executive Committee act collectively as charity Trustees of the Scout Group, and in the best interests of its members to:
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Comply with the Policy, Organisation and Rules of The Scout Association
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∙ Protect and maintain any property and equipment owned by and/or used by the Group
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Manage the Group finances.
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Provide insurance for people, property and equipment.
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Provide sufficient resources for Scouting to operate. This includes, but is not
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limited to, supporting recruitment, other adult support, and fund raising activities.
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Promote and support the development of Scouting in the local area.
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Manage and implement the Safety Policy locally
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Ensure that a positive image of Scouting exists in the local community.
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Appoint and manage the operation of any sub-Committees, including appointing
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Chairmen to lead the sub-Committees. ∙ Ensure that Young People are meaningfully involved in decision making at all levels within the Group
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Open, close and amalgamate Sections in the Group as necessary
The Executive Committee also:
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Appoints Administrators, Advisers, and Co-opted members of the Executive
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Committee
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Approves the Annual Report and Annual Accounts after their examination by an
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appropriate auditor, independent examiner or scrutineer.
∙ Presents the Annual Report and Annual Accounts to the Scout Council at the Annual General Meeting; files a copy with the District Executive Committee and with the Charity Commission (if appropriate). ∙ Maintains confidentiality with regard to appropriate Executive Committee business.
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:
2
Injury to leaders, helpers, supporters and members. The Group through the capitation fees contributes to the Scout Association’s national accident insurance policy and the Surrey Scouts’ policy. Risk Assessments are undertaken before all activities.
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. 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.
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 | ||
| Summary of the objects of the charity set out in its governing document |
Association is by providing an enjoyable and attractive scheme of progressive training, based on the Scout Promise and Law and guided by adult leadership. |
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| Two key principles demonstrate that Scouting’s aims are for the public | ||
| benefit. These are that there is a clear link between the benefits for young | ||
| people and the purpose of Scouting. The safety of young people is taken | ||
| very seriously and the benefits of Scouting activities provided far outweigh | ||
| the risks. Any private benefits from Scouting are incidental, other than to | ||
| those as a beneficiary. | ||
| Sections have been following the Scouting training programme and have | ||
| Summary of the main activities | supported various District and County-led activities. | |
| in | relation to these objects | |
| Additional details of objectives and activities (Optional information) | ||
| Youmay chooseto include | The Group has Beaver Scout Colony (6-8 years old) and a Cub Scout Pack | |
| further statements, where | (8-10½ years) and Scout Troop (101/ 2 -14 years) The total youth |
|
| relevant, about: | membership of the Group at the January 2021 census was 49. | |
| ● | Policy on grantmaking | All the adults involved are volunteers without whom the Group could not |
| ● | Policy programme related | function. |
| investment | ||
| ● | Contribution made by | |
| Volunteers |
3
Achievements and performance
Summary of the main achievements of the charity during the year
| We were thrilled to be chosen as a Mayor’s charity last year and we have | |
|---|---|
| all been busy promoting and attending events and fundraising | |
| opportunities all year. Mayor Parshotam Sohi has recently awarded us | |
| £9,500 towards our renovation fund, which is amazing and we are | |
| extremely grateful. We continued to plan and run adventurous | |
| activities in our Sections including climbing, sleepovers and camps right | |
| up to March 2020. | |
| We are pushing forward with our plans to renovate and re-build | |
| Trotsworth Hall. We now have a very committed team of fundraisers and | |
| we were very successful in our local events over the last year, including | |
| Summer fairs, Group fundraising incentives and Christmas stalls/Carol | |
| singing etc. This year had extensive plans for taking our fundraising up a | |
| gear again, but sadly the Coronavirus situation has put many of those on | |
| hold for the time being. We are now at the point where we will be | |
| applying for grants imminently and hope to secure the funds to start the | |
| re-build next year. | |
| Progress can be seen upstairs in Trotsworth hall, with the new kitchen, | |
| new windows (funded by SCC) and soon to be completed plastering (part | |
| funded by SCC). We aim to fnish the main works upstairs as soon as | |
| possible. | |
| All leaders have shown their strengths to work as a team. We have all | |
| been there to support the sections, to assist our colleagues, to offer | |
| advice and programme ideas and enjoy joint section activities. | |
| Our biggest challenge of all for this year was the cancellation of all face | |
| to face Scouting due to Covid19 and the introduction of virtual Scouting. | |
| It was a daunting prospect in an unprecedented situation and our leaders | |
| have faced this challenge, providing a revised programme virtually either | |
| weekly or fortnightly depending on the section. Since lockdown started | |
| we have supported the Runnymede foodbank and completed many |
|
| badges and activities at home. We have all worked to keep our Scouting | |
| family going. We still do not know when face to face Scouting will |
|
| resume. | |
| We have awarded 8 Chief Scout Bronze awards to Beaver Scouts and the | |
| Chief Scout Silver award issued to a Cub Scout this year. | |
| Current numbers are Beavers – 24, Cubs – 21, Scouts – 8 (plus 1 Young | |
| Leader -ex-Scout) | |
| With Beavers running at capacity of 24 (with many on the waiting list), | |
| the potential is for 36 Cubs at any one time. This capacity is too great for | |
| our current hall, so it gives even more incentive for our renovation project | |
| to be completed. The Scout section numbers fuctuate and there are 8 | |
| Cubs due to transition up in September. | |
| Fundraising & Match funding |
We’ve had an increase in uptake of company match funding/company charitable donations this year. Supermarket token fundraising is currently
4
Achievements and performance
on hold due to Covid19, but we will continue with that when it is safe. Young person fundraising has also needed to be put on hold.
Future Plans – Scout Hut
All plans for the new build are approved and planning permission has been granted. We are now under pressure to start the build before the planning permission expires late 2021.
Funding is now the only thing holding us back so our collective focus is on obtaining the necessary funds and starting the construction as soon as possible.
We will also be completing the outstanding work to the upstairs of the building.
Financial review
Brief statement of the charity’s policy on reserves
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 Executive Committee considers that the Group should hold a sum equivalent to 12 months running costs. The Group held reserves of £5156.96 against this at year end. Current funds in the fundraising account at year end are £27,373.62 which are held for renovation costs.
Details of any funds materially in deficit
Further financial review details (Optional information)
You may choose to include additional information, where relevant about:
- The charity’s principal sources of funds (including any fundraising).
The Group does not have sufficient funds to invest in longer term investments. The Group has therefore adopted a low risk strategy to the investment of its funds. All funds are held in cash using only banks which are members of the Financial Services Compensation Scheme.
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How expenditure has supported the key objectives of the charity.
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Investment policy and objectives including any ethical investment policy adopted.
5
Other optional information
The priorities for the coming year are to
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Continue supporting existing leaders and the recruitment of new leaders
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Focus on Fundraising/Grants to renovate Trotsworth Hall
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Continue to work with leaders to engage all our young people in virtual Scouting until it is safe to resume physical meetings
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Produce a comprehensive risk assessment to ‘get back to Scouting safely’ which will enable a safe, considered return to face to face Scouting when we are permitted to do so.
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Promote Group events next year including the re-schedule of this year’s Group camp when permitted
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Promote links with other Groups in the District through linked events when permitted
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Focus on increasing the numbers of Chief Scout awards earned across the 3 sections
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Long term plans are to have a second Cub pack and Beaver colony at 1[st] Virginia Water Scout Group
Declaration
The trustees declare that they have approved the above report.
Signed on behalf of the charity’s trustees
| Signatures Full Names Position Date |
||
|---|---|---|
| ChrisHoworth | Elena Golcic | |
| Chairman | Treasurer | |
| March 1st 2022 |
6
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Scrutino•r's Report to th• Trust••s of 1st Virginia Wat•r Scout Group I report on the accounts ofthe Group for the year ended 31 March 2021. R•sp•otlv• r•sponslbllftl•g •f and Sorutlnwr As the Group's trths you are responsibb for the prepwation of the aunts. you oJn81der that neither the audSt nor independent examination requirements of the Charrties A¢X 2011 apy. 11 is my reswtslbility wlthout Corrying out an audit or independent examination to 8UUtin18e the accounts arKI to report lo you. Basls •f Sorulln••Vs St•t•m•nt In a¢)rdanc* th the directions given in the Group'8 uJn$titulion, I have scruln18ed the rexords and the accounts 88t out on the attached pages. Sonrtln••Vs 8tat•m•nl In my opinion the accounts are in ao))rd8nc6 with the reth8 prOdd to me and compty with the conStl0n. Signed: Name.. NlcoLg Owen 32 Bennar Lane Wost End Woking Surrey GU24 9JQ 20 June 2021 LT70J005