Scouts 1st Weston Green Scout Group Trustees, Annual Report for the period from l April 2024 to 31 Marth 2025 Sertlon L. Reference and mInIstratIOn DetaIS Charlty name: I" Weston Green I1 Saintsl Scout Group Registered charlty number. 118(69) Stout Assoclation rryistrntion nurnr. I111869 Charitvs principal address: The Scout Group is based at the Church Hall, All Saints Churth, Chestnut Avenue, Weston Green, Eshef KTIO 8JL. Mosl of our re8ular seclion meetings are held at the Church Hall. which is a facility that we share with the Church and with other community groups. Our address for correspondence is that of our Group Chair-. 36 Lower Green Road, Esher, Surrey Krio 8HD. Durlng the perlod to 31 March 1015, the tru5tee3who m4nJged the dwrrty were- Nigel Harris Andrew Panayides Hannah Yeomanson Nick Fisk Chair Treasurer Secretary Iresigned 22107120241 Group Scout Leader Trustee Trustee (resigned 08101120251 Trustee Trustee Trustee Emma Harris Felix Jackson John Coghlan Kir5tie Wocxl Sarnantha Holmes Mariella (YLeary Trustee lappointtd 24103120251 On the advice of the Scout Association, we have discontinued the role of Group Secretary. Hannah Yeomanson tt*ntlnues as secretary to the trustee board, but is no longer a trustee. otheradwsors: LK & Assoaates Lisa Pullen AccLNJntant Indepèndent examiner of the atcounts
5ectlon B: Structure, Governan and Management Go¥emance and Management The Group's governing dumentS are th05È of the Scout Assoaation. They consist of a Royal Charter, which in turn gives authority to the Bye Laws of the Association and the Policy, Organisatton and Rules IPORI of the Scout Association. The Group is a trust established under these rules which are common to all Scout Groups. The trustees are appointed in accordance with the POR of the Scout Association. Thè Group is managed as an èducational charity by its Trustee Board, the members of which are the charity tru5ttes. As trustees, they are responsible for complying with legislation appli(able to charities. This includes the registration, keeping proper accounts and making returns to the Charity Commission as appropriate. The Trustee Board consists of the Chair, Treasurer and between three and ten other trustees. As of 31 March 2025. the Trustee Board had èight members, who are all either uniformèd leaders or parents of young people who are members of the scout group. The Trustee Board meets a minimum of six times a year. With additional meetings as needed to arrange specific events 5uth as fijndraising. Members of the Trustee Board are appointed at the Annual General Meeting of the Group Scout C¢yJncil, whith includes all adult and assoaate member5 of the Scout Group linduding the parents and guardians of young members) and all our Leaders, as well as representatives of our sponsorinB authority IAII Saints Weston Green Church) and Esher District scouts. These appointments follow rècommèndations from an open selertFon proce55 initiated by the Trustee Board. All nèw members of the Trustee Board must complete training in a¢¢ordance with the Scout Association POR. induding completing essentral safèty and safeguarding courses, and the Trustee Indurtion training within fivè months of joining the Board. All members of the Board, along with all adult volunteers having contact with youn8 people on a repeated basis, or on nights away activities, are DBS checked. The Trustee Board exists to ensure that the charity is well managed. risks a assessed and mitigated, vehicles and equipment are in good working order, and everyone follows legal requirements and the orniS8t10n'S politiès and rules. ThéTrr support h*lps +)th•Jr volunteers run high-quality and safe pregrammes thatgive young people skills for life. Rlsksand Intem•l Controls The Trustee Board has identifi, and periodically reviews and monitors the main risks to which they believe the Group is exposed. The main area5 of concern indude: Injury to leader4 helpers, supporters and members: All active adult volunteers must undertake formal safety training within 30 days of appointment. and every three yeafs thereafter. Volunteers are all issued with a "purple card" detailing emergency procedures. Risk assessments are undertaken before all activities. Safety processes are regularly mcffiitored by the Trustee Board. The Group
Contributes to the Scout Association's national accident insurance policy through capitation fees, and take5 Out additional insurance if needed. We provide additional acadent and injury insurance for adult helpers who are not uniformed leaders. Harni or Inappropriate interperson•l intérnctlons Invotr¥in8 youni ptople oradult members: All active adult volunteers must undertake trnal safeguarding training within 30 days of appointment and every three years thereafter. Adult volunteeis are all issued with a °yellow c4rd- that show5 the Scout Ass(xiation's safeguarding code of condutt for adults. Young leaders (Yolunteer5 who are not yet 181 are issued with an °orange card- that details the 5afeguardin8 code of conduct that applies to them. All members are artively encouraged at all times to report any safeguarding coneèrns. Safeguarding proosses are regular monitored by the Trustee Board. Damage to or loss of vehicles orequipmenL. The Trustee Board ensures that the Group's vehicle5 and equipment are properly maintained, licensed, taxed and iftsured. Any change5 in proposed use of vehiclès and equipment are discussed and agreed by the Trustee Board. The Group maintains sufficient insurance to mitl8ate a8ain5t the risk of loss or damage to our vehicles and equipment. Reduced income fr¢m fundraising: The Group relies on income from fundraising to purchase and maintain vehides and equipment. and to subsidise thè cost of participation in scouting where needed. Subscriptions are charged each term, but these cover only the routine running of the group, su¢h as rental of meeting and storage premise5, purchase of badges, consumables for meetings, etc. For ents and camp5, we charge fee5 to cover the immediate costs. We aim to keep the subscription and event fees as low as p055ible, to ensure sCting is accessible to everyone. Our main fijndraising activity is an annual kerbside collettion of Christmas trees for recy¢ling. This artivity relies on the cooperation of several other parties and involves substantial costs. There is a risk that we may not be ablè to profitab operate thi5 fundraising method in future years, and would need to engage in alternative fvjndraising artivities. The group holds a reserve to ensure we would be able to continue (Mjr artNities. or wind them down in an orderly manner, should there be a major reduction in income. We could also raise the level of subscription fees, should that become necessary. either as a temporary N permanent mea$4Jre. Reduction or loss of adu volunteers: The Group relie5 entirely on volunteers to run and administèr the activities of the Group. Most imwrtantly, we need a certain number of uniformed leaders to be able to continue to operate our four sections (Beavers. Cub5, kouts, and Explorers) at full strength. Many of these volunteers are drawn from among the parents of the young people who join the group. The commitment required is substantial, and understandably, leaders often wish to move on or step down after a few year5. If we were unable to maintain the necessary level of uniformed leader5, we might have to redu the size of a section or dose it alrogether. In the worst tase. we might have to c105e the entire Group. Thi5 15 perhaps the greatest risk that the Group fatÈg, and is one that rèquires constant attention from the Leaders and Trustee5 to ensure that we are always recruiting and developing new leader Reductton or loss of members: At ihe end of thè period, thè Group had a waiting list of around 50 young people. Man¥ of our young members originally joined as Beavers at age six and have worked their way up through the sections. but where Spa is available, we also have young people who join at older a8es, either new to So)utin& Of transferring from another Group. However, if there were to be a substantial reduction in the membership of a sertion, then we might have to reduce the size of section or dose it altogether. While our 8eavers and Cubs sections are often fully subscribed, we
tend to lose some young people as they get older, because of other commitments. The Eyplorèr Scout section lage 1*181 is operated jointly with other local scout groups. The Group ha5 in place systems of internal controls that are designed to provide reasonable assurance against material mismanagement or1055. All payments require the approval of both the Chair and the Treasurer. The Group has comprehensive insurance poliaes to ensure that insurable risks arè cavered. The purpose of Scouting is to actively engage and support young people in their pers¢)nal developmènt. empowering them to make a positive contribution to Society. As Scouts we are guided by these valbjes.. Int¢£rity- We act with integrity; we are honest, trustsyorthy and loyal. Rè5pert- We have self-respÈct and respect for others. Care- We support others and tske care of the world in whith we livè. Belief - We explore our faith5, belièfs and attitudes. Co-¢)perntlon- We make a positive diffèrènce.. we co•erate wrth others and make friends. Scouting takes pla¢e when young people, in partnership with adults, work together based on these values and- take part in activities indoors and outdoors," undertake new and challengin8 artivities,. learn by doing,- share in spiritual reflÈction- take re5pon5ibility and make choices,. enjoy what they are doing and have fun. All membeTS of the Scout Group. whether younR people or adult voluntèèrs. make a Scout Promise in which they promise to do their best to help other people and to be trusted, loyal. friendly and considerate, to have courage in difficulty. to have self-respect and to respect others. The Group arranges a programme of weekly meets.ngs during Sch)1 term times, with indoor or outdoor activitie5 and challenges for young people of all ages between six and eighteen. The Group holds weekly meetings in term tr.mes for Bewers (agèd 6 to 81. Cub$18 to 10.51. Scouts110.5 to 141 and Explorer Scouts114 to 181. The Group also organisés weekend and holiday actiVFtie5 that include camp5, hikes, and other outdoor adventure activities. The Group also participates in programmes of events that are organised at Distrirt, County, or National level5. Young people in scouting can earn badge5 in recnitIon of skills learned. challen8es met. and activities carried oul. Our regular pro8rammes and o¥Jr camp activrtie5 are designed to meet the requirements for these badges. Young peoplè who participate fvlly in the Group's activities will complete enough artivities and thallenges to be rewarded with the Chief Scours Award, which they can wear on their uniforrn with justified pride.
To help youn8 people in their personal development, if and when our leaders judge that they are ready for the challenge, they may be given a position of responsibility- For example, at age nine or ten, a young person may be promoted to the role of "Srxerf or-seconderf within the Cubs section, with responsibility for a group of or six Cubs. The Stout troop is organized in Patrols, and young people take responsibility as Patrol Leaders and Assistant Patrol Leader5. Later. as a teenager in the Explorer sertion, as well as taking rÈgponsibility for planning the activities of their own section, thev may choose to join thÈ Young Leaders prramme and a5$1St alult volunteers in the plannin8 and running of programmes for a younger Section. Public Benefft Statement The Group meets the Charity Commis5i0n's public benefit criteria under both the advancemènt of education and the advancemènt of citizenship or community dÈvÈlopment headings. Subscription fees are set at a level that covers only the immediate Tunning costs of the Group and the capitstion fÈes to the Scout A550Ciation, to ensure they remain as low as possible and do not unduly restrict membership. We admit member5 primarily from the local wmmunity in the immediate area around Westoft Green. As charity trustees, members of the Trustee Board pay due regard to the Charity Comrnission's public beneffit8uidance where reltwant to our deasion makin& Sectlon D: Achlevements and Perforniance During the period from April 2024 to Marth 2025, the group continued to provide a full range of scouting activities, including overnight, weekend. and multi-day camps, for young people of all ages from six to seventeen. Throughout the year, our adult volunteer team OTganiied a really excrting and varied prr4ramme of meetings and events, ranging from traditional scouting skills to electronics building and starship simulators. The group continued to participate actively in the competitive events organized by Esher District scouts, and despite the group being relativè nèwcomers to some of the artivities, met with some good success. This year, the cub5 se"On shone in both physical and mental diKiplines, taking second place in the District quii competition, and third in the annual District Closs country running rate. The group's overall membership numbers remained steady, although still lower than in some prior years. The Beaver section continued to operate at or near it5 maximum capacity of 24, and we have a list of around 60 children waiting toioin, most of them not yet six years old. The Cubs section, whS¢h could accommodate up to around 30, remained around 25 through the period, which is mana8eable by the adult volunteer team. It 15 the older section5 that have seen the biggest dTOPS in numbers, with Scouts down to 15 (from well over 20 a few years ago) and Explorer Scouts holding steady at 12 to 14 members. Irs the busy family lives of todaws pre-teen and teenagers, Scouts 1$ rarely a top priority. and we lose some members to their school studies, and othèrs to sports clubs. The Group's adult volunteers continued to be led by Nick FISK who also leads the Scout section. The group had some significant breaks in tontrnuity a few years back when several long-time leaders stepped down. sin then, Nick's tèam has gained in experience, and some of the new volunteers who steppèd up with pèrhaps some trepidation have developed into excellent. knowledgeable and experienced team members.
We continue to try to spread the workload by recruiting parents into administrative roles so the uniformed leaders don't have to do everything. We also have some members of the adult volunteer team who can't commit to attending every meetin& but with enough adult vdunteers. we can accommodate this thrjgh a team approath to leading the sections. Our main annual fundraising event, the cdlectiw of Christmas trees for recyclin& wa$ again suttessfully completed in January 2025, with l.cth trees collerted using thrèe rented vans. After costs, which have increased quite a lot this year, we raised just under £7.¢JJ) for the group. Sectlon E: Flnanclal Revlew R•seThes Poli Thè Group's policy on reserves is to hold suffiaent resources lo (tinue the charitable activitie5 of the group. or at the very least, to conduct an orderly wind-down of the Group, should income and fundraising activities f311 short. The Trustee Board considers that the group should hold a sum equivalent to at least 12 month5 of Èssèntial running costs, induding premises rental. insurance. vehicle and equipment costs, but excluding capitation fees and other items covered directly bv membership fees. We ha agreed to maintain cash reserves of £lO.C(K). The Group also aims to build up additional cash reserves over time. to enable the eventual replacement of our main vehicle, a minibus which is essential to the funrtioning of the group, or other significant capital cost itèms needed by the group. For example, we hopè in the near future to improve our equipment storage arrangèments by building some secure outdoor storage units, allowing a wider range of arttviiies to be easily carried out at our main mèèting venue. The Group held cash SerVeS of £51,310 at 31" March 2025. This is a dettease of £1.651 from the previous year. Investment Policy The Group does not have suffirient fvnds to invest in longer-temi inStMents 5uth as stocks and Shares. The Group has adopted a low-risk strategy to the investment of its fvnds. All funds are held in cash, using only mainstream banks or building soaeties. The Trustee Board regularly monitors the level of bank balances and interest rates received to ensure the Group obia¥ns maximum value from it5 banking arrangements. The Trustee5 would carefully consider the Group's cash flow requirements before entering into any arrangement that rèquirès a pèriod of Dotice before funds tan be wtthdrawn. At present, all funds are held in accounts wlth Instant acce55 to funds. 5ectl¢)n F: Other Inforn)a¢lon and Future Plans The Group is smaller than some other scout groups, which may have several Beaver colonies, Cub packs and Stout tro)ps. We have onty one of each section. Unlike many stout groups, we do not own, or have exclusive access to, our own premises. Our main weekly meetings are held in the Church Hall at All Saints Weston Green Church. which is a spon50r of the SCJt group. Our activities are in part constrained by the limited availability of thi5 meeting place on weekday evenings. Rather than artively seeking to expand. our priority is to operate the sections that we have, to offer our youn8 members as rich and Èxcitlft8 a programme as possible. Our leader5 are very active in planning and running events. Each year, we grve young people in every seaion the opportunity to participate in camps and ie5idential tivItIeS designed to wovide the right level of Chlenge for
their age group. We also participate as fully as possible in events and aciivities that are arranged bv the scouting District (Esherl or County ISurrÈyl. We have limited Storage Spa at the Churth Hall anfl have to Store most of our equipment off site. This increases thè workload for our adult volunteers and limits the activities that we can offer at our weekly meeting. We are now in the Proce of constructlll8 three secure outdoor storage units in a previously unused space to the rear of the Church Hall. This will enable us to keep a variety of larger equipment on 51te for easy acce55. and should increase the range of activities that can be offered at OUT re8ular weekty meeiings. The Stout Association has recent introduced Squirrels, a sertit)n for four- and fiv+year-olds. A5 we have struggled to maintain a large enough team of adult volunteers to run the existing sections, we have no plans to start a Squirrels section. Sertlon G: Dedarntlon The trustees declare that they have approved the Trustees, Report above. Si8nÈd on behalf of the charivs trustees: Andrew James Panayides, Treasurer Nigel Brian Harris, Chair
1st Weston Green All Saints Charit Number; 1180590 Retei ts and Pa ments Accounts or the Period I Section A- RKei ts and Pa ent5 Scout Grou Poqel of 4 rll 2024 to 31 March 2025 2025 2024 Unrestrirted funds Unrestricted funds NOTES RECEIPTS Membership Subscriptions Gift Aid Claims Minibus Donation Uniform Sales and Investitures Camping and Outings Sale of Minibus PK Other Grants Christmas Tree Collection Easy Fundraising TOTAL REC£IPTS FOR THE YEAR 8.661 1.572 8.3CX) 6,052 420 8.642 585 9,783 2,098 41 12.838 147 12.595 138 32.028 40.244 PAYMENTS DIRECT COSTS Rent of Church and Garage Camping and Outin8s Expenses Capitation Fees Christmas Te Collertion Expenses Christmas Tree Monies Refunded 8ad8e and Uniforrn Purchases Scout Equipment Purchase5 Equipment Insurance Mini Bus Running Expenses Mini Bus Insurance Donations Made 3.578 9,272 4,230 3.949 3.578 10,825 4,057 3,793 120 1,307 1,369 430 261 649 765 1.541 370 2.195 719 1.750 TOTAL DIRECTCOSTPA YMENTS FOR niE YEAR 28J69 26.389 SUPPORTCOSTS 8ank Fees OSM Fees Online Merchant Charges IGoCardless, Shopify, PayPal) Miscellaneous Website Costs Cateiing for Leaders Meetings Training TOTAL SUPPORTC05fpA YMENTS FOR THE YEAR 61 219 611 892 195 86 78 227 1,027 196 172 42 236 2.142 TOTAL PAYMENTS FOR THE YEAR 30.329 28.531 NET RECEIPTSIIPAYMENTSI FOR THE YEAR 1.699 11.713
1st Weston Green All Saints Chari Number.. 1180590 Recei ndPa ments Accounts for the Period I Section A- Recei tsandPa ments Scout Grou Pooe 2of 4 ril 2024 to 31 M 2025 2025 Unre5trirted funils 20Z4 Unrestrlcted funds NET RECEIPTSI{PAYMErirs) FOR THE YEAR 1,699 11.713 CASH FUNDS FROM LAST YEAR 42 31.091 CASH FUNDS THIS YEAR 44.503 42,804 OTHER CHANG E VALUE OF AND LIABIUTtES Depreciation Expense Accountancy Fees TOTAL CHANGE IN THE VALUE OF ASSETS 1.850 I,SCl 2,584 3.350 2.584 NEf MOVEMENT IN CHARITABLE FUNDS 11,651} 9.129 CHARITABLE FUI4DS FROM T YEAR 52.961 43,832 CHARITABLE FUNDS THIS YEAR 51,310 52.961
1st Weston Green All Saints Chari Number". 1180590 Recei ts and Pa ments Accounts for the Period I ri12024 to 31 Mar Sertion B - Statement of assets and liabilities at the end of the riod Scout Grou Page3 of 4 02 2025 Unrestrlct funds 2024 Unr strirt d funds CASH FUND5 Bank Current Account Cash in Hand Gocardless 44,183 42,804 320 TOTAL CASH FUNDS 44.503 42.804 ASSETS RAINED FOR ThE CHARITY'S OWN USE Motor Vehicle WA Scouting Equipment TOTAL ASSETS RETAINED FOR THE CHARrri's OWN USE 4,170 4.137 5,560 4,597 8.307 10.157 TOTAL ASSETS 52,810 52,961 UABIUTIES DUE IN LESS THAN 12 MONTH5 Accrued Expen5e5 1.5 TOTAL UABIUTIES TOTAL NEf ASSETS 51.310 52.961 ARITABLE FUN Unrestricted Funds 51.310 S2,961 52,961 TOTAL CHARITABLE FUNDS 51.310 The Recelpts and Payments Account and Statement of Asmts and Uabllltles for the year ended 31 March z025 were approved by the Trusteos on J¥W15 and 51ened ¢)n thelr behaff by. 19/fj/Zf Slgnature Prlnt name thak NIGEL HARRIS ANDREW PANAYIDES The notes oft pole 4form on Integralpart oJthe Chaiitys annualoc¢oun
1st Wèston Green All Saints Charlt Number: 1180590 Recei ments Accounts for the Period I Scout Grou Paqe4oJ4 ril 2024 to 31 March 2025 Notes l. Motor vehicle is depreciated at 25% reducing balance method and equipment is depreciated at 10% reducing balance method. 2. This year's membership subscriptions reflect a standard year of subscriptions. 3. Last year was the charity's first year claiming Gift aid. As a result. the prior year daim comprises an exceptional claim for the preteding 4 years. 4. Rent payable rèflerts church hall usage by all settions except for Explorers as they no lon8ef use the church hall for meetings. 5. Within Miscellaneous. expenditure ha5 been made for science experiments. food for cookin8 prartice, prizes,printer cartridges and thank you 8ifts for leaders. 6. A £604 service and MOT performed in October 2023 was only invoiced by the garage in June 2024 and is therefore Included in this year's accounts. 7. Christmas Tree collection expense includes the cost of van hire. fuel for van5. Mailchimp, Onfleet. and the cost of a rim to dispose of the collected trees. Shopfiy and Paypal processing costs are accovnte for as Online Merchant Fees this year. An adjustment has been made to account for the cost of the disposal of Christmas trees incurred by 1st Weston IAII Saintsl Scout Group on behalf of The Princess Alice Hospice as dofiation5 made by the Scout Group to The Princes5 Alice Hospice. This És to show a more realistlc amount for disposing of the regular disposal of Christmas Trees undertaken by the Scout Group as part of raising fvnd5 and awarene55 for the charity. 9. Accountancy fee5 have been accrued despste the accounts being on a receipts and payment5 basi5 in order to ensure the accounts present a true and fairview of the expenditure of the charity.
L&L Bookkeeping I report to the twstees on my examinatitin oftr* accounts of the 1st Weston Green Scout Group fortht vtar ended 31 March 2025. R•sponslbllltles •nd b$ of report As thè tharity trustees of the 1st Weston Green SCO Group. you are responsible for the prepJration of the accounts in Kcordante with the requiremtnts of thè Charibes Act 2011 Ithe Act?. I report Fn respect of my ex•min•tion of th• 1st Weston Green Scout Group •ccourts rarried out und•r stction 145 of thè 2011 Art ar carrying out my examination I have followed all the appts'cabie Dirertions given by the Chanty Commiss¢on under sertion 145lSllbl of the ACL I have compLeted my examination. I confirm that no rnaterial matters have come to my attention in connecbon with the examination gNing me cause to betieve that In any material respect accoun9 records were nrt kept in respert of the 1st Weston Green 5t Group as required by section 130 of the Art or I have no concems and have come across no other mattèrs in connertion wrth the examination to vthKh attention should be drawn in this Telrt in order to enable • syoper undwst4ndiThJ of the accourrts to be r•athed. Name.. lisa Pullin R•Lwant kyotessional qlIfiCati1)n or membership of professional ldieS Irf any>: AAT Addr Date". 14109r25 64 Beechen Lane. Lower Kingswood. Surrey. KT20 6RU Tel: 01737 903471 info@landlbookkeepin8.co.uk vThM.Ilbookkeewng.co.uk