Trustees, Annual Report For the period From (start datel to end dale Section A Reference and administration details Charity name Istvir inla Water Scout Group Other names the charity is known by Scout Associabon R istration No 28786 Registered charity number lif any) HQ registration number Charity's principal address TTOtosworth Hall Station A inia Water Postc&de Names of the charrty Iruslees who manage the charrty Tru•t•• Namo Offlc• Ill •nyl Date• a¢tod11 not for whole yo•r Stuart Monts ue Chris Howorth David Pla ool Nick Reeves Natalie Sims Emma Hutton Anna Sha Li$a Martin Ewan Hind Grou Lead Volunteer Grou Chair Team Leader Trustee Trustee Trustee Trustee from 2811112024 nlil 161081?0?4 until 12112124 Treasurer 10 12 13 14 15 Names and addresses of advisers loptr)nal Informat￿ but encouraged as l)est practicel (Th&TewJlbewb1thd￿ Ch*tyl Type o visor 8anker ame arclays Add￿$$ 1 LT700001 114 September 2024) Section 8 Structure. governance and managernent Description of the charty's trusts Type of goveming document The Gro¢Jp's goveming documents are those of the The Scout Association They consist of a Royal Charter. which in tum gives authority to the Bye Laws of the Association and The Policy, Organisab"on and Rules of The Scout As$￿￿￿tion. le.g. trust deed, con$ts'tUt￿n) How the charity is consliluted The Group is a trust established under its rules which ar8 common lo all Scouts. le.g. tru61. association, ￿mpanY1 Trustee selection methods le.g appointed by, elected by) The Trustees are appointed in acwrdan¢e with the Policy. Organisabon and Rules of The Scoul Associa￿.On Ad￿￿Onal govemance issues lopbonal infornialw but en¢ourag8d 8$ best prn¢t￿l You may choose lo include additional information, where ￿levant, about.. he Group is managed by the Group TTUStee 8oard, the members ol whi¢h are the 'Charity TTuslees' of the Scout Group whKh Is an educab'onal ¢hanty As chanty trusto8s they are responsible for cOmp￿.ng wth bgi$lalion applicable lo charities. This includes the registr*'on, keeping proper accounts and m8king retums to the Charty Commission as appropriate. Policies and procedures adople(I for.. al the induction and training ol Iruslees". bl trustee, ¢onsideralion of major risks and the systems and procedures to manage them he Trustee Boar(I consists of the Chair. Treasurer and 8 Trustees lincluding 2 Ex Officio Trustees. and 2 ¢0-opled Trustees) an¢J m&ets every 4 months. Members of the Trustee Board complete Being a Scouts Trustee ieaming vhthin the fits16 month8 of Joining the Board. This Group Trustee Board exists to make sure the chanty is well-managed. nsks are assessed and mitigated. buildings and equipment are in good working order, and everyone follows legal requirements and ihe organi5alion's polic￿$ and rules Their support helps other volunteers run huh- quality and safe prtsarnmmes that gives young people skill$ for lrfe. Section B Structure. govemance and management Icontinuedl Risk and Internal Control The Group Trustee Board has identified the major risks to which they believe the Group is exposed. these have been rev*wed and sy3tems have been established to mitigate against them. The main areas of Conce￿ that have been Klentified are.. 2 LT700001 114 September 20241 Damage lo the buikding, propety and ￿UIpMent. Ttr Group woukl request the use of buildings. propety and equipment from neighbouring organisat'ons such as the church, communrty centre and other S￿ul Groups. The Group has sufficEnt buildings and contents insurance in place to mib.gale against permanent h)$s Injury lo ￿aders. helpers. supporters and members. The Group through the capitatr'on fees ¢ontribules to the Scout Associabons national accident insurance policy. Risk Assessments are undertaken before all acbvibes and appropnate measures are put In place. Reiluced income from fund raising. The Group is primarily reliant UFon Income from subscriptions and fundraising. The 9r¢)up does hohl a reserve to ensure the continuity of activities should there be a major reduction in income. The Board could ratse the value of 8ubscriplion$ lo increase the income to the group on an ongoing basis, either temporarily or pemianendy. Reduction or of leadets. Th8 group is totalty reliant u￿n voluntsers lo run and ￿MInISter the athvilies of thè grgup. If there was a ￿￿th"on In the number of leaders to an Unacceptab￿ level In a parkn"eular section or the group as a whole then there would have lo be 8 contraction, consolidation or closure of a section. In the worst case scenano the complete c105ure of the Group Re(luclion or loss ol members. The Group provid8s activities for all young people aged 4 to 18. If there was a TeductKJn in membership in a parbcuL8r sttlion or tha group as wholè then there would have to be a conlraclion, onsolidalion or Closu￿ of a seetion. In the wotst casè Section C Objectives and activities The Purposè ¢f Scouting Scouting exists to a¢livety engage and support young peopk in their personal devek•pment, empowering them lo make a posits.ve conlributK)n to society. Summary of the objects of the charity sel out in ils goveming document The Value8 of Scoutlng As Scouts we are guided by these values.. Integrity- We act with integrity." we a￿ honest, trus￿OrthY and byal Respect- We have seff-respect and ￿SpeCt for othe￿. Care- We support others and tske Ca￿ of the worfd in which we live. Belief - We explore our faiths, beliets and alb"tudes. 3 LT700001 114 Septemb8r 2024) 0-O￿TaU0￿ - vve ITidKe ¢a wrolUV¥ uliJvIEri￿. u)- operate with otheEs and make fn"8nds. The Scout Method Scouts'ng takes place when young wple, in parthership with adults, work together based on the values ol Scouting and". - enioy what they are doing and have fun - take part in ￿t￿￿"e$ Indoo￿ and outdoors leam by doing - share in spintU81 reflection - take responsibilty and make chous - undertake new and challenging acb"viti"es make and live by their Promise. Summary of the main acl1vrt￿3 in relat￿n lo these objects see attached Append￿ 1 Atjdilional det8118 of the objectives and athilies loplional infomialion but encouraged as best practscel You may choose lo include further statemènts. where relevant, about.. policy on gTantsnaking, ' conlributy'on made by volunteers, ' p)Iy on investments. Public benefit statement The Group meets the Charity Cornmission's public benefit cnteria under both the advancement ol edu¢ation and the 8t1vancemenl of Citizenship or community development headin Section D Achievements and performance Summary of the main achKgvements of th8 charty during the year see attached Appendix 2 4 LT700001 114 Seplemkr 20241 Section E Financial Review Briéf stslement of the charity's on reserves Resep48s Pollcy The Group's policy on reserves is to hold sufficien resources to eontrnue the chantable athities of the grou should income and fundraising acb"vities fall short. The Group Trustee Board considets that the group should hold a sum equivalent to 12 months running costs. circa £5000. The Group held reserves of approximatety £55.000 agains this al year end. This is above the level requireé fo operating exFenses HO￿￿ver this can be explained by funds being set aside for the redevelopment and ongoing maintenance of the HQ. Funds accruèd d*Jring and before COVID are sufficent to ¢ovor ongoing and exceptional mwntenance requirements. Quantify and explain any desKJnal￿nS Details of any funds materially in defKtt (circumstances plus steps lo eliminate) Further financial revlew detsil$ lopbonal information) InV￿tment Pollcy Tho Group's Income and Expenditure are very similar In number and, as a consequence, the group does not have sufficient funds to invest In longer-tsmi Investments such as stocks and shar8s. The Group has therefore adopted a low risk strat8gy to the investrnenl of rts fvnds. All funds are hald in ￿$h using only mainstream bank8 or building soC￿t￿S. You may choose lo include addthnal Infoimallon, wher8 re￿VanI, aboul • the charity's principal sources of funds (including any fundraising)., The Group Trustee Board regulaty monitors the18vels of bank balances and the Interest rates received lo ensure the group obtains maximum value and income from its banking arrangements. Occassionally tt)Is may involve using an account that requires a peri¢)d of notice before funds may bè withdrawn. before doing so the Group Trustee Board considers the cash fiow requirements. The main Source of income is via the Membership SubscnptKJns which we receive from e￿h member every academic lerm. This financia5 year. the trLJStees have established a Fundraising and PR S￿￿TeaM lo manage the fvndraising events and public relath.ons which the group holds vmhin the ￿al comrnunty. This team has hvo dedicated volunteers so far. The group has also sought funds for essentsal upgrades through local community grants. 5 LT700001114 September 20241 Section F Other Optional Informatson Plans for future periods (details of any significant activities planned to achieve them) The group contsnues lo work on expansion of the provision ol excellent youth activities for the young people ol our community. This is and will a￿ayS remain our highest prionty Secondary to this we plan to continue lo redevek)p the downstsirs ol our HQ, improving the safety and comfort of our facilit*s for the long temi. Section G Oeciaration The trustees declare thal Ihey have approved the trustees. rep)rt aljove Signed on beham of the charit￿$ truste8S Swnaturel$l Full namel81 Position leg Secretary. Chair) 6 LT700001114 SeptembeT 20241 Appendix I This year, our young people have embarked on some amazing activities, run by leaders from our group and our distritt. This included. but was not limited to, grouprun night hikes and district run camps. In our regular meetings. each section has continued the amazing work on the badges relevant to thelr sections. We have seen several Chief Scout Awards being handed out this year, and we are looking forward to some more over the next financial year. Our Squirrels opened up wlth a fresh Set of leaders and have attended the inaugural district Squirrels event, the movie night. Where leaders from both 151 Virginia Water and I Chertsey helped to or8anise the lirst district Squirrels event. Our Beavers have attended various different distrirt events, such as the district Beaverabout in July, Legoland in September as well as district movie nlght in Feb 2025. As well as seelng a shift in the way that Cubs is run through the maklng of the new Lion Cubs section ISplittin8 of our existing Wolves pack due to a posltive Increase In number51, our Cubs continue to attend the district events. such as night hikes, the Cubs also focus on earnlng their badges through activities which are run at the hall. Notable mentions go to Wolves for their Creative Activity 8ad8e and winning the 75, year bad8e competition and to Lions who are now budding experts on Makaton. Our Scout5 have attended various different activities such as County Scoutabout and other hikes around Windsor and. most recently, around the fields where the Ma8na Carta was si8ned. As always, a message of thanks from the group leadershlp team and trustees is given to the volunteer uniformed leaders for their hard work and dedication in delivering these activities wlth enthusiasm, whilst keeping safety as a number one priority. AppendSx 2 The group has seen a huge increase in numbers this year, startin8 off the year with 38 young people across 3 section5. to 78 young people across 5 sections by the year end. The group has grown from having no Squirrels 5ethon. to a team of four dedicated team members and one young leader. The Beaver Leadership Team remained stable with exattly the same numbers as last year ITeam Leader, 3 Team Members and 3 Young Leaders). The Cubs Section team grew, meaning that we had the leadership team numbers to open up Lions. We now have two Cub Team Leaders lone per section), fourteam members and 3 youn8 leaders. The Scouts section team of leaders 8rew to having one Team Leader and 3 Team Mernber5. One Wood Badge was awarded to Jed Denny in Beavers. A commissioner's commendation award was awarded to David Playfoot at the September 2024 district AGM, a rare award given at the discretion of the Distrirt Commissioner for outstanding service to Scouting in Runnymede. 1st Virginia Water Scout Group RècÉtpts and Paytnents Account forthe yearto 31nr2025 Receipts and payments 2024AS Tfolfur acibs SimiLirinc(m 8.510 S.37Q 5.3TO Lèss klÈmbllf5thp Natsinavcounl M•trMr*b￿h1p 6,184 6.161 1.49J 1.493 235P 3.¥IF DonatNins Gran TJ >Jb*o 4J35 Youth Soc￿n9 Aclwi OtrDr- 4312 4362 447 447 VW XmAèT4kT 2QJ 203 Oth•r lundrt*J 7JS 7J sub ta 11.14) 1.71$ 73¥ 7.52• Tol•l 1.78$ 73$ 202J124 1.3¢7 J32 Lo•n VJRUMYrr￿ 2.2SD 2.130 i.iJÉ 739 133 Pr 2.4n $23 523 603 184 Gw 24.02• .JS2 Fun Juil 241 rpt•r¢rn•¥E 4•2 Trtl•wwth M Tot*1 sn 1.022 3.•5S) (13.444) -247 Èrnughl F* pre￿￿￿J5 (c￿￿) h Fundythi¥ YeRf Fowatd 6F.499 54.D55 637 63.463 87.265 87.4 11.184 4.036 btatomenl ol assets and IiaDiiities at the 2nd ot the year 202￿$ 7QZY24 Untestrthd UTrTe5tnrttd 374 S3MI 681 61.028 64.628 J74 67A99 •7A99 Sub Invoslm•rntDwrty-d•th BathJÈ Stock 156.th 15e.wo 1•.155 18.155 174,16S 174.150 11<155 U•with• $Uty$¢r￿nl Wy•tMbJ L￿￿￿- RSC Lom S.7 S.750 5.750 In 2017 CouDclmadt4n 4W•Wfr•• SO% Siart W the hèll r* 01£750 pwle 151.71Q 1al.021 SJ.611 10 £LfjTrtt (ky * 314 fvl•hLI6S IIKJ4 Io3S. Treasu￿r,$ Re ort We started off the year this year with £64.845.89 in designated building regeneratr'on funds. We also had £2671.28 in our general spending community account which was carried over from the last financial year. This covers- all other remaining expenditure as outlined in this report. We have given out copies of our spreadsheets for our accounts to you all this year. We also note a transition to a new way of managing expenses, through our expense card system. There is an additional spreadsheet to cover these expenses. Firstly, I would like to draw your attention to the loan which we are repaying to Runnymede Borou8h Council. This is an interest free loan, ongoin8 from previous years and allowed us to purchase Trotsworth Hall we paythi5 bock in in5talments of £750 per temi. We have reduced this from £75750 to £73,500 this year. More information on this loan can be found on the treasury summary sheet. Secondly. to cover building repair5 and improvements. In total we spent £9371.61 on building upgrades and improvements. This included redecorating the main hall over the summer break. repainting the outside of the fire door. the upgrades to the heatin8 In both the main hall and upstairs areas. the bricking up of specific windows within our hall space as well as the new windows and doors which provide the hall with an extra layer of se¢urlty, and makes our group more welcoming to the outside audience. I would like to extend a massive thank you to the team of people who assisted me with the redecoration. Notable menttons 80 to Dawn Playfoot and Charlle Smyth ISIu81 who assisted with the redecoration of the hall almost every day I was down there as well as Nick Reeves who or8anised the heatin8 UP8rade, the builder to do the bricks and the company to do the new windows and doors. Next on the list, I would like to draw your attention to the Group Adminlstration category. Thls covers bills such as building insurance and Wentworth Estate Roads rate. In addition to these, It also covers our use of 05M to communlcate wlth parents and use It as our maln database for our youn8 members as well as annual membership fees to be paid to Headquarters, County and District (Often referred to as capitationl- Squlrrels, Beavers, Cubs and Scouts Activities include activity expense for meetings and also any events which the Beavers took part in. A portion of these funds were recouped via OSM, which can be seen in receipts. We note that the expenditure on these sections is higher due to requiring more resources for in-HQ activities combined with the requirements that come with setting up two new sections, lowing to the positively rapid expansion of the Scoutr'ng provision which our group is providing).