## Annual General Meeting of 1st Lightwater Scout Group
1[st] Lightwater Scout Hut The Avenue Lightwater
Tuesday 7[th] October 2025 7.30pm
**2025**
## **1[st] Lightwater SCOUT COUNCIL** Annual General Meeting
7th October 2025 @ 7:30pm
1[st] Lightwater HQ, The Avenue, Lightwater, GU18
## **AGENDA**
## **1.**
## **Introduction and welcome**
- a. Chairman’s report
## **2. Apologies for absence**
## **3.**
## **Governance topics**
- a. Approve the minutes of the Annual General Meeting held on 22[nd] October 2024
- b. Adopt the model constitution from Policy, Organisation and Rules (POR)
- c. Note the Group’s financial year
- d. Agree the number of members that may be appointed to the Trustee Board
- e. Agree the quorum for future meetings of the Group Scout Council (excluding this AGM)
## **4.**
## **Review of the previous year**
- a. The Group Lead Volunteer’s review of Scouts during the past 12 months in the 1[st] Lightwater Scout Group
- b. Receive and consider the Annual Report of the Group Trustee Board, including the annual Statement of the Accounts
## **5.**
## **Making appointments**
- a. Appoint members of the Group Trustee Board, following recommendations from the open selection process initiated by the Group Trustee Board
- b. Appoint the Independent Examiner
## **Closing remarks**
**6.**
## **1. Introduction**
## **a. Chairman’s Report**
I am pleased to report another successful year for the Group in the terms of activities for our young people, membership levels, fund raising, our contribution to the Lightwater community, and financially.
Scouting is a youth organisation, rather than a youth club. This means that we have a role to play in the local community, and through events like the Lightwater Bonfire and Lightwater Fete, as well as our Jumble Sales we both generate Group funds and help the wider Lightwater community. It also means that our scouting families have a part to play in the 1st Lightwater community.
Being part of the local community means that we get support from individuals, businesses and the parish, borough and county councils. We are thankful for their financial and physical assistance through sponsorship, donations and grants as well as their helping out at our events.
A special thanks for the supporters who do so much behind the scenes to make the events happen and be the success they are. They need more parents to join to provide the longevity and succession of the supporters as the children of existing supporters reach the end of their 1st Lightwater scouting journey. As those who take part in these events will know there is a lot of fun whilst helping our fund-raising activities. Without these fund-raising activities we would not have the finances to fund the HQ and section activities, which would otherwise require increases to subscription rates.
As we have highlighted in previous years, after over 25 years the HQ is now requiring more extensive maintenance to ensure it provides an effective base for our sections. Our finances, with reserves earmarked for such works together with Council funded grants, have enabled these works to be carried out when they were needed without our having to raise additional funds. The kitchen is now finalising a necessary refit, generated in part by a leaking water heater. My thanks to those involved in getting this work done.
We have been in discussion with Surrey Heath Borough Council regarding the renewal of the Lease on the site of our HQ, which we financed with the help of grants and fundraising activities nearly 30 years ago. These discussions included an opportunity to purchase the Freehold for the site, and we are now progressing the legal steps to complete that purchase. This purchase will provide the Group with significant security in Lightwater, with the ownership of both the land and buildings on the site. Financing is initially being drawn from our reserves, with the need for additional fundraising activities specifically for the purchase of the Freehold, to restore these reserves.
Our finances have enabled us to build up a stock of equipment to enable our young people to get the wide range of activities we provide as well as supporting our fund-raising activities, and are able to add to this stock as a result of our sound financial standing. I am pleased that we are able to help the wider Lightwater and local scouting communities through the use of our HQ, the loan of our minibus, and equipment, for their activities. It means that our assets are helping us and others in their activities whilst also supporting our finances.
Thanks also to all those within the 1st Lightwater community who have provided their support in all our activities over the year. The many hands that you have provided have eased the load on a small core of individuals who tend to find, react to, and deal with, what is needed on a day-to-day basis.
Chrissy Welding stood down as a Trustee during the year. She continues in her role as Scout Leader for Cornwell.
The last year has seen the end of a significant era as Helen Christian, who has been Chil, Akela and Hathi over more than 30 years with Waingunga, has stepped back from a leadership role at 1[st] Lightwater. We thank her for her contribution over those years.
## **4. Review of the previous year**
## **a. Group Scout Leader’s Report**
## **People:**
We said goodbye to Sally Mardghum (Cornwell) Emma Christian & Adam Binks (Nemo), Moira Wood (memberships) and Louise Day (cleaning rota), thank you for your dedication. We welcomed Yog Raj Dhakal, Darren Gray, Brad Tunnell, Teige MacCarthy-Morrogh, David & Tricia Bell, Peter Mitchell, Claire Perry and Joseph Ho.
Jon Cleverly is moving from Seeonee Cubs to Scouts and Katie Leaman is now a leader. Chris Hegedus has stepped back for a while from leading due to personal commitments, we look forward to him returning. And finally, to Helen Christian who has played a huge role within Scouting in numerous roles but has now stepped down from her responsibilities. Thank you for the many years you have dedicated to 1[st] Lightwater Scouts.
## **New membership system:**
The new membership system introduced by The Scout Association as a replacement for Compass presented us with a number of challenges, the biggest of which was that all of the Leaders have had to redo their safety training, thank you to everyone for doing this.
Combined with the new system we also moved to the new structure under the transformation programme, this had very little effect on the way we operate and was largely unnoticed.
## **Sections:**
All of the sections have been running with near full capacity, as ever we are so grateful for the time and energy the Leaders put into making Scouting in Lightwater a genuinely life changing experience.
## **Squirrels**
I had the pleasure of presenting our first ever Acorn Awards earlier in the year, it was a great achievement for the 7 Squirrels that are now proudly wearing their badge. During this year some the activities have included a trip to a farm and litter picking in the Country Park.
## **Beavers**
15 beavers achieved their bronze award this year. The Beavers attended Bazzaz and had a great day, other activities included a visit to the pantomime and donutting on the dry ski slope. **Cubs**
18 silver awards were presented to the Cubs. The Cubs took part in the District Nite Hike and some of the other activities included canoeing, climbing and bowling.
## **Scouts**
With an incredible amount of hard work 22 of our Scouts achieved their gold award this year. The pinnacle of this year was undoubtably the trip to Iceland, but there were lots of activities throughout the year including raft building and a trip to Aldershot Museum.
We came together as a Group for Remembrance Sunday, Christmas service and St. George’s Day and all were very well attended. For St. George’s Day we extended an invite to the other Groups in Surrey Heath to join us, of which 2 did, next year we are hoping for even more.
## **HQ:**
We have upgraded the floodlighting on the front of the building which will be safer for outside activities during the winter months. Following the leak of the hot water system in the kitchen we decided to replace the entire kitchen as finding matching units and replacing them without further damage was rather difficult. We would like to thank Surrey County Council and Cllr. Rebecca Jennings-Evans for the grant they gave us and also to Rob Fadden for donating the new floor covering.
## **b. Group Treasurer’s Report**
## **Financial Year 1st April 2024 to 31st March 2025**
The 2024-25 financial year saw another year packed full of scouting activity, camps, and fundraising.
This year, the Group has made a surplus of £9,920. Total cash assets at the year-end were £69,385 (2023-24 £59,465). This is held as reserves with £5,000 held as a Fireworks Reserve, £10,000 as the repair fund for our ageing HQ, £35,000 is held for the replacement of our minibus, £2,000 for financial support, leaving a positive General Reserve of £17,385.
**Total Receipts** , £53,294, are made up of £12,118 net membership subscriptions, £19,138 from bonfire night, our biggest fundraising activity of the year, £3,074 from the village fete and £2,976 from the two jumble sales. £772 was raised from other fundraising activities.
The scout group was awarded a £6,704 grant, from Surrey County Council, for the kitchen refurbishment that has been completed over the Summer 2025 break. An additional £4,146 was received from gift aid claims and £3,161 from donations.
**Total Expenditure** , at £43,374, was higher than last year (£39,587) driven by £11,673 expenditure on maintenance and improvements of the scout hut and grounds. Projects included electrics work and new floodlights. The area next to the garage was paved and the underfloor and radiator-based heating were put onto separate, thermostat-controlled circuits to improve the overall heating in HQ. Fundraising expenses included £8,780 for bonfire night. There was £1,980 expenditure on providing scouting activities. The cost of utilities increased significantly from £3,655, in 2023-24, to £6,273 and £2,658 was spent on insurance. Minibus costs were higher than the previous year at £2,509 due to some bodywork repairs. £3,184 was spent on new equipment, including 6 gazebos. The annual HQ/County/District subscription increased by 11% to £53 per youth, totalling £7,897.
As always, we thank Alec Ruffle FCMA, an ex GSL of the Group, who acts as independent examiner of the Annual Accounts & provides excellent advice. Please do note that, as elsewhere in Scouting, all roles are undertaken on a strictly voluntary basis.
We are obliged by Charities Accounting Standards to consider our operating requirements, and therefore we can only rely on income from subscriptions and Gift Aid1. We cannot rely on donations, nor the income from Bonfire Night or other fundraising events each year, since we cannot be certain of the level of income that they can provide. On the other hand, we must consider that in a lean year, we would also not purchase any new equipment nor consider improvements to HQ. Please see over for the Calculation of Operating Requirement which shows an operating deficit of £3,788 (2023-24 surplus of £2,536; 2022-23 deficit of £1,763)
The Group had 149 Beavers, Cubs and Scouts registered to Group at 31 Jan 2025 (2024: 142). The £3,788 operating deficit shared among them is £8.47 each per term.
In order to ensure the ongoing maintenance of our facilities and to continue the delivery of our highquality Scouting programmes, the proposal is to increase the termly subscription fee from £45 to £50 for the next financial year 2026-2027, with future annual increases broadly in line with increases
in inflation. We would encourage everybody able to do so to register their subscriptions for gift aid. This means that we benefit from a 20% uplift from HMRC in respect of the subscription payments.
As always, anyone whose financial situation might preclude their child from continuing with Scouting, should talk in confidence to one of the Trustees.
**Group Treasurer's Report 2020-21**
||**_Receipts and Payments Summary_**|**_Receipts and Payments Summary_**|**_Receipts and Payments Summary_**|**_Receipts and Payments Summary_**|**_Receipts and Payments Summary_**|**_Receipts and Payments Summary_**|||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
||||||||||||||||||
||||||||||||||||||
|||||**As at:-**|||**Monday, March 31, 2025**|||||**Sunday, March 31, 2024**|||||
||||||||||||||||||
|||||**Receipts**|||**£**|**£**|**£**|||**£**|**£**|**£**|||
||||||||||||||||||
||Operational||||||||||||||||
|||||Subscriptions|||**20,015**|||||**15,825**|||||
|||||less OSM/GC charges|||**-828**|||||**-901**|||||
|||||Donations|||**3,161**|||||**2,770**|||||
|||||Gift Aid|||**4,146**|||||**7,717**|||||
|||||Other receipts||||**26,493**||||**220**|**25,631**||||
||Fundraising||||||||||||||||
|||||Jumble Sales|||**2,976**|||||**3,624**|||||
|||||Bonfire Night|||**19,138**|||||**18,155**|||||
|||||Fetes|||**3,074**|||||**5,802**|||||
|||||Other fundraising|||**772**|**25,959**||||**1,375**|**28,956**||||
||Grants||||||||||||||||
|||||Coronation Start Up|||**0**|||||**3,500**|||||
|||||SurreyCC|||**6,704**|||||**2,672**|||||
|||||Windlesham Parish Council|||**0**|**6,704**||||**2,000**|**8,172**||||
||Investment Income||||||||||||||||
|||||Bank savings interest|||**1,206**|||||**441**|||||
|||||BuildingSocietyInterest||||**1,206**|||||**441**||||
||||||||||||||||||
|||||**Total receiptsyear to date**|||||**60,363**|||||**63,199**|||
||||||||||||||||||
||||||||||||||||||
||||||||||||||||||
||||||||||||||||||
|||||**As at:-**|||**Monday, March 31, 2025**|||||**Sunday, March 31, 2024**|||||
||||||||||||||||||
||||**Expenditure**||||**£**|**£**|**£**|||**£**|**£**|**£**|||
||||||||||||||||||
||Charitable Payments||||||||||||||||
|||||Youth Programme & activities|||**1,980**|||||**1,331**|||||
|||||District Subs|||**7,897**|||||**6,781**|||||
|||||Adult Support & Training|||||||||||||
|||||Equipment||||**9,877**|||||**8,112**||||
||Premises Expenses||||||||||||||||
|||||Water & Sewerage|||**302**|||||**348**|||||
|||||Electricity& Gas|||**5,971**|||||**3,307**|||||
|||||Insurance|||**2,658**|||||**2,886**|||||
|||||Repairs|||**11,673**|||||**3,729**|||||
|||||Equipment|||**3,184**|**23,789**||||**10,406**|**20,676**||||
||Minibus||||||||||||||||
|||||Licenses,Insurance & MOT|||**1,848**|||||**1,498**|||||
|||||Repairs & Servicing|||**625**|||||**428**|||||
|||||Petrol & diesel|||**36**|**2,509**||||**84**|**2,010**||||
||||||||||||||||||
||Other GroupExpenditure||||||||||||||||
|||||Printing,stationeryetc|||**674**|||||**626**|||||
|||||Contribution to campcosts|||||||||||||
11/22/2025 16:31:45
## **Group Treasurer's Report 2020-21**
||||Uniforms & badges|||**2,885**|||||**1,480**|||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
||||AGM & Trustee expenses|||**133**|||||**544**|||||
||||Sundry|||**203**|**3,895**||||**588**|**3,237**||||
|||||||||||||||||
||Fundraisingexpenses|||||||||||||||
||||Bonfire Night|||**8,780**|||||**9,478**|||||
||||Jumble Sales|||**0**|||||**37**|||||
||||Fetes|||**1,592**|||||**1,885**|||||
||||Other|||**0**|**10,372**||||**31**|**11,431**||||
|||||||||||||||||
||||**Totalpaymentsyear to date**|||||**50,442**|||||**45,466**|||
|||||||||||||||||
||||Net surplus to date|||||**9,920**|||||**17,733**|||
|||||||||||||||||
||||Surplus b/f|||||**59,465**|||||**41,732**|||
|||||||||||||||||
|||||||||||||||||
||||Surplus c/f|||||**69,385**|||||**59,465**|||
|||||||||||||||||
|||||||||||||||||
||**Summary**||**of Balances**|||||||||||||
|||||||||||||||||
||||**As at:-**|||**Monday, March 31, 2025**|||||**Sunday, March 31, 2024**|||||
|||||||||||||||||
||||Barclays Current Account|||**3,930.54**||||**28,201.76**||||||
||||Barclays Savings Account||**127,302.06**|||||**51,681.82**||||||
||||Britannia BuildingSociety||**0.00**|||||**10,435.00**||||||
||||Explorers' Account||**2,330.07**|||||**1,518.95**||||||
||||Gift Aid Receivable||**3,726.07**|||||**8,474.00**||||||
||||PettyCash Balance||**2,769.04**|||||**2,146.75**||||||
|||||||||||||||||
||||||||**140,058**|||||**102,458**||||
|||||||||||||||||
|||||||||||||||||
||||**Refundables balance**||**-68,074**|||||**-42,993**||||||
||||**Liabilities**||**-2,598**|||||**0**||||||
||||**Rounding**||**0**|||||**0**||||||
||||||||**-70,672**|||||**-42,993**||||
|||||||||||||||||
||||**Balance c/f at end ofperiod**|||||**69,385**|||||**59,465**|||
|||||||||||||||||
|||||||||||||||||
||||Fireworks Reserve|||||**5,000**|||||**5,000**|||
||||HQ repair fund|||||**10,000**|||||**10,000**|||
||||Minibus replacement fund|||||**35,000**|||||**35,000**|||
||||Financial Support|||||**2,000**|||||**2,000**|||
||||General Reserve|||||**17,385**|||||**7,465**|||
|||||||||||||||||
|||||||||**69,385**|||||**59,465**|||
|||||||||||||||||
|||||||||||||||||
11/22/2025 16:31:45
## **1st Lightwater Scout Group Receipts and Payments Account**
|||For the period
**1st April 2024**
**To**
**31st March 2025**|For the period
**1st April 2024**
**To**
**31st March 2025**|For the period
**1st April 2024**
**To**
**31st March 2025**|
|---|---|---|---|---|
|||**1st April 2024**|**To**|**31st March 2025**|
||||||
|**Receipts and payments**|||||
|**Receipts**||**2024-25**
**Unrestricted funds**
**£**||**2023-24**
**Unrestricted funds**
**£**
**15,825**
**-6,781**
**9,045**
**2,770**
**7,717**
**220**
**19,751**
**4,672**
**3,500**
**8,172**
**3,624**
**18,155**
**7,177**
**28,956**
**441**
**0**
**0**
**0**
**0**
**441**
**57,320**
**0**
**57,320**|
|**Donatons, legacies and similar income**|||||
|Membership subscriptons||**20,015**||**15,825**|
|Less:Membership subscriptons paid on (Natonal/County/Area/District)||**-7,897**||**-6,781**|
|Net membership subscriptons retained||**12,118**||**9,045**|
|Youth programme and actvites|||||
|Donatons||**3,161**||**2,770**|
|Legacies|||||
|Gif Aid||**4,146**||**7,717**|
|Other similar income||**0**||**220**|
|**Sub total**||**19,425**||**19,751**|
|**Grants**|||||
|Maintenance grant||**6,704**||**4,672**|
|Other grants||**0**||**3,500**|
|**Sub total**||**6,704**||**8,172**|
|**Fundraising (gross)**|||||
|Jumble Sales||**2,976**||**3,624**|
|Bonfre Night||**19,138**||**18,155**|
|Other Fundraising||**3,846**||**7,177**|
||||||
|**Sub total**||**25,959**||**28,956**|
|**Investment income**|||||
|Bank interest||**1,206**||**441**|
|Building Society interest||**0**||**0**|
|The Scout Associaton Short Term Investment Service||**0**||**0**|
|Property Rent income||**0**||**0**|
|Other investment income||**0**||**0**|
|**Sub total**||**1,206**||**441**|
|**_Total Gross Income_**
**Asset and investment sales, etc.**
**_Total receipts_**||**53,294**
**0**
**53,294**|||
|||**53,294**||**57,320**|
`
3 LT700002
## **1st Lightwater Scout Group Receipts and Payments Account**
|||For the period
**1st April 2024**
**To**
**31st March 2025**|For the period
**1st April 2024**
**To**
**31st March 2025**|For the period
**1st April 2024**
**To**
**31st March 2025**|
|---|---|---|---|---|
|||**1st April 2024**|**To**|**31st March 2025**|
||||||
|**Receipts and payments**|||||
|**Payments**||**2024-25**
**Unrestricted funds**
**£**||**2023-24**
**Unrestricted funds**
**£**
**1,331**
**0**
**0**
**348**
**3,307**
**2,886**
**3,729**
**10,406**
**1,480**
**544**
**2,115**
**2,010**
**0**
**28,156**
**37**
**9,478**
**1,916**
**11,431**
**39,587**
**39,587**
**17,733**
**41,732**
**59,464**|
|**Charitable Payments**|||||
|Youth programme and actvites||**1,980**||**1,331**|
|Adult support and training||**0**||**0**|
|Rent||**0**||**0**|
|Water and Sewerage||**302**||**348**|
|Electricity and Gas||**5,971**||**3,307**|
|Insurance||**2,658**||**2,886**|
|Repairs and Renewals||**11,673**||**3,729**|
|Materials and equipment||**3,184**||**10,406**|
|Printng and photocopying|||||
|Contributon to camp costs|||||
|Uniforms||**2,885**||**1,480**|
|AGM and trustee expenses||**133**||**544**|
|Sundry expenses||**1,706**||**2,115**|
|Minibus costs||**2,509**||**2,010**|
|Climbing Wall||**0**||**0**|
||||||
|**Sub total**||**33,001**||**28,156**|
|**Fundraising expenses**|||||
|Jumble Sales||**0**||**37**|
|Bonfre Night||**8,780**||**9,478**|
|Other fundraising costs||**1,592**||**1,916**|
||||||
|**Sub total**||**10,372**||**11,431**|
|**_Total Gross Expenditure_**
**Asset and investment purchases, etc.**
**_Total payments_**
**_Net of receipts/(payments)_**
**Cash funds last year end**
**_Cash funds this year end_**||**43,374**
**43,374**
**9,920**
**59,464**
**69,385**|||
|||**9,920**||**17,733**|
|||**59,464**||**41,732**|
|||**69,385**||**59,464**|
4 LT700002
## **1st Lightwater Scout Group Receipts and Payments Account**
## **Statement of assets and liabilities at the end of the year**
||**31st March 2025**|**31st March 2025**|**31st March 2024**|
|---|---|---|---|
||||**Unrestricted funds**
**£**|
|**Cash funds**||||
|Barclays bank accounts|**133,563**||**81,403**|
|Gift Aid receivable|**3,726**||**8,474**|
|Building society account|**0**||**10,435**|
|Refundable activity deposits|**-68,074**||**-42,993**|
|Cash/Floats|**2,769**||**2,147**|
|**Total cash funds**|**71,984**||**59,465**|
|**Other monetary assets**||||
|Tax claim|**0**||**0**|
|Debts due from the County/Area/District/Group|**0**||**0**|
|Insurance claim|**0**||**0**|
|**Sub total**|**0**||**0**|
|**Investment assets**||||
|Investment property - detail|**0**||**0**|
|Quoted investments|**0**||**0**|
|Other investments - detail|**0**||**0**|
|**Sub total**|**0**||**0**|
|**Non monetary assets for charity's own use**||||
|Badge stock|**0**||**0**|
|Shop stock|**0**||**0**|
|Other stock|**0**||**0**|
|Land and buildings|**375,103**||**375,103**|
|Motor vehicles|**0**||**0**|
|Scouting equipment, furniture etc|**0**||**0**|
|Other|**0**||**0**|
|**Sub total**|**375,103**||**375,103**|
|**Liabilities**||||
|Accounts not yet paid|**0**||**0**|
|Expenses incurred but not invoiced|**2,598**||**0**|
|Subscriptions not yet paid|**0**||**0**|
|Loan - detail|**0**||**0**|
|Other liabilities|**0**||**0**|
|**Sub total**|**2,598**||**0**|
## **Contingent liabilities and future obligations**
**The above receipts and payments account and statement of assets and liabilities were approved by the Trustees on 30/09/2023 and signed on their behalf by:-**
|Signature|Print Name|Print Name|
|---|---|---|
|||P T Reynolds - Chairman|
|||S Leaman - Treasurer|
5 LT700002
Fiona: Refundables bal Fiona: Refundables bal
C99:
E99:
6 LT700002
22/11/2025, 16:08
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